Establishment of the Online Union Registration System (OURS)

2019

This is an Entry to the Government Best Practice Recognition Awards

Title

Establishment of the Online Union Registration System (OURS)

Organization

Department of Labor and Employment

Year Implemented

2018

Summary

OURS, an innovation, allows online submission of registration applications, assessment of applications, issuance of certificates of registration and storage of real-time data. It established an online transaction processing system (TPS) which pre-processes, collects, stores, modifies, and retrieves registration transactions of unions and collective bargaining agreements. A BLR Central Database System is also developed through real-time information on the regional labor organizations and collective bargaining agreement registrations. The BLR initiated the project by submitting a proposal to the DOLE-Planning Service, the agency that funded its development. In May 2018, OURS was implemented by the Bureau and its regional offices.

Background and Problem

Applicants need to come back to the DOLE offices in cases where there are  incomplete documents or  documents that are not found  or not in order like attestation requirements which happened twice or more, based on experience. The DOLE wants to avoid this occurrence as much as possible.

The BLR is the Central Registry of labor organizations and CBAs. As such, the Regional Offices (ROs) shall, within 48 hours from issuance of a certificate of registration, transmit to BLR a copy of such certificate accompanied by a copy of the documents supporting registration. However, an average of 83 days lag-time was recorded before the required documents were received by the BLR due to the high cost of mailing/courier. Also, there are volumes of registration documents filed in a room and not being forwarded to the  BLR. Thus, when records were damaged (i.e Yolanda in Tacloban City), no records were saved preventing updated and real-time data on registration.

Solution and Impact

To apply to OURS Web Page, the applicant fills up all dialogue boxes, uploads the scanned copies of required registration documents, and submits the same. An auto-reply shall be received in his/her email when the application for registration is successfully uploaded in the system. A user account name and password are given which  the person can use to access his/her application.

Upon receipt of  the said application, the processor shall validate the submitted documents vis-à-vis the scanned documents uploaded in OURS. If the  documents are not in order or lacking, a notice shall prompt citing the document/s with a discrepancy. If complete and in order,  there will be a  notice when to visit the DOLE Office for the submission of original documents, signed and notarized application form, and payment for the registration fee. Meanwhile, the processor shall prepare the certificate of registration and have it signed by the approving authority. If the original documents are in order, the certificate of registration shall be issued, reducing time and transportation costs.

Under OURS, scanned copies of registration documents are already attached in the system, saving an estimated amount of P1.145 million on courier cost while  the BLR saved space and maintenance cost in keeping volumes of documents.

OURS was developed in 2017 and the following were conducted: a) 1st and 2nd Users Acceptance Test to test if the system is running and producing the desired output; b) two-batches of training-workshop participated by  the regional program managers, processors and Information Technology personnel from the sixteen (16) regions; and c) Training of Administrators to transfer the system developed. In 2018, the following were conducted: a) submission of Users’ Accounts by the ROs; b) distribution of computer equipment (computer/laptop, printer, and scanner) by the Planning Services for all the ROs; c) pilot testing; and d) initial implementation of OURS.

Milestones

The launch of the OURS allows the clients, as working individuals, to register labor organizations, workers’ associations, and collective bargaining agreements at their most convenient time. An advanced, accessible, yet more secured storage of essential records was established that benefited both the clients and the program managers. The real-time transmission of records increased the efficiency of the Bureau in achieving its mandate as the national registry of the above mentioned types of registration. Lastly, with this system, the Bureau will continuously extend its service to Filipino workers, uphold their rights to self-organization, improve their welfare, and promote industrial peace.