Unified Reporting System (URS) DBM Director Cristina B. Clasara 28 July 2017 1

OUTLINE OF PRESENTATION What is Unified Reporting System? When do we use the Unified Reporting System? BED’s BFAR’s Summary Performance Monitoring Report (SPMR) How does Unified Reporting System works? Approval Workflow

What is Unified Reporting System (URS)? an online web-based application developed and maintain by the DBM facility for online data entry and submission of the various reports required by DBM and COA from National Government Agencies and its operating units The Unified Reporting System (URS) is an online web-based application developed and maintain by the DBM to provide a facility for online data entry and submission of the various reports required by DBM and COA from National Government Agencies and its operating units

Circular Letter No. 2017-11 (System Requirements for URS) PC Requirements: (desktop or laptop) Operating System: Windows 7 or higher Processor: Intel Core 13 or higher Google Chrome or Mozilla Firefox Memory: 1 GB or higher Internet Bandwidth Requirement (internet speed) 3mbps dedicated for URS only   Under Circular Letter No. 2017-11, the recommended system requirements for the URS are as follows: PC Requirements: (desktop or laptop) Operating System: Windows 7 or higher Processor: Intel Core 13 or higher Google Chrome or Mozilla Firefox Memory: 1 GB or higher Internet Bandwidth Requirement (internet speed) 3mbps dedicated for URS only

When do we use the Unified Reporting System? When do we use the Unified Reporting System? We use the URS when we are submitting various reports required by DBM and COA. These are the following issuances and reports:

Submission of BEDs First, we have DBM Circular Letter 2016-9 entitled “Submission of the Annual Budget Execution Plans (BEDs)” (one more click to animate)

Submission of BEDs Under Item 2.2, it reiterate the electronic online submission of the BEDs using the URS, that is for BEDs 1 to 3; and the Procurement System (PS) IT system, if any, for BED 4 (one more click to animate)

Submission of BEDs 657-3300 We would like to inform everyone that under Item 4.5 thereof it says: (one click to animate and read the animation) However, please be informed that starting July 1, 2017, our trunk line number was changed to (one more click to animate) 657-3300 But still the same url address (one more click to animate) 657-3300

Submission of BEDs We would like to remind everyone that under Item 4.7, (one more click to animate) (read animation) 657-3300

Submission of BFARs Another reports required by DBM and COA and are now available under the URS are the BFARs or Budget and Financial Accountabiity Reports, covered by another issuances: Guidelines Prescribing the Use of Modified Formats of the Budget and Financial Accountability Reports (BFARs) - COA-DBM Joint Circular No. 2014-1

Submission of BFARs Guidelines Prescribing Electronic Submission of Budget and Financial Accountability Reports (BFARs) - DBM Circular Letter No. 2016-11)

Submission of BFARs Again, one of the purposes of the said circular is (one click to animate) To reiterate strict compliance with the online submission of BFARs thru the DBM URS

Submission of BFARs Please be reminded that hard copies of BFARs generated from the URS and duly signed by the head of department/agencies/operating units or authorized representatives shall be accepted as official agency submission. And the status of agency compliance with the online and submission of hard copies of BFARs generated from the URS shall be regularly posted at the DBM website consistent with the government’s transparency and accountability thrusts.

Submission of BFARs Please do take note too that one of the purpose of said circular is to ensure consistency in the financial and budgetary reports submitted by agencies to DBM and COA.

Submission of BFARs That is why with the issuance of this circular, the COA shall be granted by DBM the access of the URS for its post audit function of the BFARs submitted by the government entities.

Submission of SPMR And another report that was available under the URS is the Summary Performance Monitoring Report (SPMR) – prescribed under Circular Letter 2015-9

How does the Unified Reporting System works? Validate Control the amounts in each field Control against other reports Updated UACS and NEP/GAA references Consolidate reports at various levels Agency’s review process is integrated into the Approval Workflow Validation Has validations to control the amounts in each field Validates report data against other reports Well, how does the Unified Reporting System works? First, it has validation features. It controls the amount in each field. It follows some business rules like, the amount of disbursement should not be higher than the obligation, nor the obligation amount should be higher than the allotment received, and no allotment received should exceed the appropriation. URS has also controls against other reports. The list of allotments under FAR 1B should be equal to the Allotments Received under FAR 1 and FAR 1A. Another sample is that, the Total Transfers TO and Transfers FROM under FAR 1 and FAR 1A should be equal to the Sub-allotments Transferred and Received under FAR 1B. Second, UACS and NEP/GAA references, meaning Program/Activity/Project and Appropriations are automatically updated under the URS. No need to encode by the user. This minimizes, if not eliminate all, the chances of having human error. Third, URS has the ability to consolidate reports at various levels. This depends on the hierarchy of a department or agency. Consolidation could be by region, by particulars, or even both. Lastly, the agency’s review process is integrated into the approval workflow of the department/agency. This could be simplier for small agencie but can be standardized on big departments, such as DPWH and DepEd, among others.

General Report/Submission Workflow Normally, this is the general report and submission workflow under the URS. The MAKER herein referred are the initial users of the system. They are the one who encodes the data on a specific report. During encoding, the current status of the user under the URS is PENDING. Once the Maker is done, it can be submitted to the next level, the Reviewer. Once submitted, the current status will change from Pending to For Review. The Reviewer, after doing their task, has two options: they can either send back the report to the Maker if errors are noted or they can now submit the report to the Approver if deemed correct and accordingly, the status will change from For Review to For Approval. Same with the Reviewer, the approver has also two options: either send back the report or have it approved (the status will changed from For Approval to Approved). Please do note that everytime the report was sent back, it goes back directly to the maker and status will return to Pending. Again, we would like to remind the agencies that Approved is not the final status under the URS. In order to consider the agency compliant in the required submission of report to DBM, the head of the department/agency must click the Submit button so that it will be captured as online submitted to DBM. This general report/submission workflow can be, as I’ve said, customized depending on the structure of the department. But it is suggested that even if it can be customized, it is better to have an agreed approval workflow for a department/agency to make it simpler, standard and easy to monitor and manage. Report and Submission Workflow

DBM-COA Joint Circular 2014-1 BEDs BED 2 Physical Plan BED 1 Financial Plan BFARs BAR No.1 Quarterly Physical Report of Operation (QPRO) FAR No. 1 Statement of Appropriations, Allotments, Obligations, Disbursements and Balances (SAAODB) FAR No. 1-A Summary of Appropriations, Allotments, Obligations, Disbursements and Balances by Object of Expenditures (SAAODBOE) FAR No. 1-B List of Allotments and Sub-Allotments (LASA)

BEDs BFARs BED 3 Monthly Disbursement Program BESF Table C. National Government Revenues BFARs FAR No. 2 Statement of Approved Budget, Utilizations, Disbursements and Balances (SABUDB) (for Off-Budget Fund) FAR No. 2-A Summary of Approved Budget, Utilizations, Disbursements and Balances by Object of Expenditures (SABUDBOE) (for Off-Budget Fund) FAR No. 3 Aging of Due and Demandable Obligations (ADDO) FAR No. 4 Monthly Report of Disbursements (MRD) FAR No. 5 Quarterly Report of Revenue and Other Receipts (QRROR)

Helpdesk: online-reporting@dbm.gov.ph 6573300 local 2300