Rivera, R. V. D. (2017). Establishment of a property and supply management system at NEDA Regional Office IX (Unpublished master's thesis). Public Management Development Program, Development Academy of the Philippines.

Public Management Development Program Middle Managers Class Thesis (MMC)--Development Academy of the Philippines.

NEDA Regional Office IX (NRO IX), as planning agency, coordinates with various government offices on the formulation, implementation and monitoring of regional socio-economic, physical and special development plans, programs and projects in Zamboanga Peninsula which entail numerous procurement and asset movement activities. Given the NRO's broad scope of responsibilities, the limited number of staff and the manual recording and documentation of transactions, procurement and asset management have become a daunting task. The objective of this Reentry Project (ReP) is to establish an automated computer program for efficient and effective Property and Supply Management System (PSMS) at NEDA Regional Office IX. Initially, the project aimed to adopt the PSMS based on the Integrated Administrative Information developed at the NEDA Central Office. However, the contract between the NEDA Central Office and the vendor of the system was terminated during the implementation phase. In view of this, the scholar opted to pursue through an alternative means, and that is to develop a system internally, using NRO IX manpower and resources. It has been the priority of the Institutional Partner (IP) to put in place a property and supplies inventory system but this has been a pending work due to the lack of resources and the volume of work of its manpower. The scholar's challenge of finding an alternative system became an opportunity, both for the IP and the scholar, to pursue the pending work on the system. The latter was then reviewed and its features enhanced to conform to the requirements of the PSMS. The Management Information System Unit (MISU) of NRO IX was responsible for the actual development of the system, in tight collaboration with the prospective end-users/process owners. They were the core members of the ReP Team. With the support of the IP, the strong team work among the core member of the ReP Team, sound technical advice from the Faculty Adviser and other facilitating factors, the scholar successfully met the objective of establishing a PSMS at NRO IX. Moreover, the specific objectives of the ReP were also met, such as (a) automatic generation of timely inventory reports and documents; (b) monitor supplies inventory in the warehouse and semi-expendable items, property and equipment issued to accountable personnel; (c) compare the performance of the PSMS in NRO IX before and after the implementation; and (d) describe the learn lessons in the development/establishment of the NRO IX PSMS. The development of the PSMS, however, was expected to be huge as the system itself has a broad scope and will compose procurement and asset management processes. It was a major challenge because developing the entire system would not be possible given the limited time. To address the concern, a change in scope was undertaken. Instead of developing all the desired modules under the PSMS, the project focused more on the more urgently needed modules of asset management modules/processes such as purchase order, inspection and acceptance report, inventory of supply and materials, report of supplies and materials issued, property acknowledgement receipt, inventory custodian slip and request and issue slip. These module cover daily transactions that are required for the submission of monthly reports. Other modules such as report on physical count property plant and equipment and semi-expendable items, stock and property cards, property transfer report and inventory and inspection report of unserviceable property shall be part of the continuing development of the PSMS after the ReP. Although the scope was delimited, the project was able to deliver the expected outputs and squarely met the objectives set in the ReP. As of August 2017, the modules on purchase order, inventory of supply and materials, property acknowledgement receipt and request and issue slip have already been completed. By September, the remaining modules on report of supplies and materials issued, inventory custodian slip, and inspection and acceptance would already be fully operational. However, as may be expected, the system is not yet perfect. There are still some errors encountered brought about by the human factor during population of data and also by the system disabled features. These errors are being addressed to improve the accuracy of the documents/reports generation and further improve system efficiency. While the ReP has already achieved its main objective, it is also foreseen that the system will be continually developed as the needs of the organization change and as technology also continues to progress. The continuing development would include the generation of more accurate reports and expansion of the system to include the procurement and disposal processes. In the long term, the integration of finance and administrative systems such as accounting system (eNGAS), eBudget system, NEDA Personnel Information System may also be pursued. The implementation of the ReP at NEDA IX brought to the surface some important realizations. The regional office need not depend on the central office to implement interventions for its development. We need to acknowledge our own resources. A shared vision for the organization, between the scholar, the IP and the ReP team is essential in achieving success in ReP implementation.