Overview
A technology-based solution is helping the City Government of Baguio improve its services. Dubbed as the Electronic Budgeting, Procurement, Inventory, and Monitoring System (EBPIMS), this digital system streamlines various processes, such as planning, budgeting, procurement, and inventory management. The digital system generated various reports and documents, such as the Barangay Planning Report, Annual Investment Plan, Local Budget Preparation Forms, and Annual Procurement Plan. The inventory process involved the use of QR codes and the development of a mobile QR code scanner. The system also facilitated the disposal of items and history custodianship.
Challenge
EBPIMS mainly addresses the need for more efficient and effective delivery of public services to the constituents of Baguio City. By streamlining processes, the city government can reduce the required inputs such as time in effort in completing important tasks such as planning, budgeting, procurement, and inventory management.
Before the implementation of EBPIMS, these processes were time-consuming and often involved manual paperwork and manual calculations, leading to delays and errors. By digitizing these processes, the system can automate and optimize workflows, enabling faster processing times, better accuracy, and increased transparency. This, in turn, can lead to more informed decision-making, better resource allocation, and improved service delivery.
In addition, the system also aims to reduce corruption and increase accountability by providing a more transparent and auditable process. By implementing digital signatures and QR codes, the system provides a secure and traceable way to monitor the procurement and inventory management processes, reducing the likelihood of fraud and mismanagement.
Solution
The EBPIMS addresses the challenge of improving the efficiency and effectiveness of public service delivery by providing an end-to-end digital solution for various processes. One of the innovative features of the project is the use of QR codes for inventory management, which enables faster and more accurate tracking of equipment and supplies. The mobile QR code scanner also allows real-time updates of inventory status, reducing the likelihood of errors and improving accountability.
Another innovative feature is using digital signatures, which enhances security and transparency in the procurement process. This ensures that only authorized personnel can approve transactions, reducing the likelihood of fraud and corruption. The system also provides real-time monitoring of procurement and project timelines, enabling better resource allocation and decision-making.
The cataloguing feature allows for the centralized storage and management of documents and records, making accessing and tracking information easier. The system also provides validation of proposals and documents, reducing the likelihood of errors and ensuring compliance with regulations. By leveraging technology, the system improves efficiency, accuracy, transparency, and accountability, ultimately leading to better service delivery for the constituents of the City Government of Baguio.
Productivity Gains, Outcomes, and Impact
The EBPIMS has delivered measurable productivity gains and outcomes to the City Government of Baguio. Stakeholders have reported numerous benefits that have positively impacted the intended beneficiaries of the project. Pedro M. Sawac Jr., an accountant from the Audit Division, reported that the Electronic Catalog in EBPIMS has standardized common items purchased by different departments and offices, reducing audit findings. Administrative Officer Benny E. Abenoja, an end-user from the Supply Office, noted that EBPIMS allows the uploading of supporting attachments, helping them to keep track of documents. City Budget Officer Atty. Leticia O. Clemente reported that she has not encountered any clerical errors in her review since EBPIMS provides a series of numbers and allows her to approve orders even when abroad on official business. Sidney Faye V. Almazan added that clients no longer visit her office since they can monitor their remaining budget and order status in EBPIMS.
The major benefits of EBPIMS include transparency, paperless transactions, tracking and monitoring, faster and better service, generation of real-time reports, and the elimination of clerical errors. EBPIMS has reduced the time and effort required to prepare and approve budgets, procure goods and services, monitor projects and inventory, and generate reports. The system has also improved the quality and accuracy of data and provided stakeholders with real-time information on the status of their transactions.
Lessons Learned and Challenges in Implementing the Intervention
One lesson learned from the implementation of the EBPIMS is the importance of stakeholder engagement and training. During the implementation process, challenges were encountered in getting all stakeholders to embrace and effectively use the system fully. This highlights the need for comprehensive training and support to ensure all users are comfortable with and understand the new system’s benefits. Additionally, continuous monitoring and evaluation are crucial to identify areas for improvement and ensure that the system remains effective in meeting its objectives.
Another area for improvement is integrating the system with other government systems, such as financial management systems, to ensure seamless data transfer and reduce the risk of errors. This can improve the efficiency of the overall government system and facilitate better decision-making.
In terms of challenges, one major obstacle faced during the implementation of the EBPIMS was the resistance to change from some stakeholders who were used to the traditional manual processes. This resistance slowed down the adoption of the new system and increased the workload of those who had already adapted to it. In the future, it may be helpful to identify and address these concerns early on and provide adequate support to ensure a smooth transition.
Overall, EBPIMS has demonstrated the potential for technology to improve productivity and efficiency in government processes significantly. However, ongoing monitoring, evaluation, and adaptation are necessary to ensure that the system continues to meet the changing needs of its users and remains effective in achieving its objectives.
Resources
Refuerzo, A. P. (2021, October 31). City shines in 2021 digital governance awards night. Baguio Midland Courier. Retrieved from https://www.baguiomidlandcourier.com.ph/city-shines-in-2021-digital-governance-awards-night/
Baguio Herald Express. (2021, September 27). Baguio shines in 2021 Digital Governance Awards Program. Baguio Herald Express. Retrieved from https://baguioheraldexpressonline.com/baguio-shines-in-2021-digital-governance-awards-program/
Magsumbol, C. N. (2021, November 1). 3 Cebu LGUs bag awards in Digital Governance. The Freeman. Retrieved from https://www.philstar.com/the-freeman/cebu-news/2021/11/01/2138216/3-cebu-lgus-bag-awards-digital-governance
Photos
(EBPIMS) Order Form
