Stakeholder Engagement Plan (SEP) Philippine Civil Service Modernization Project 1. Introduction/Project Description The Philippine Civil Service Modernization Project (PCSMP) aims to improve the efficiency and quality of human resource management (HRM) and payroll management in selected government agencies in the Philippine civil service. Specifically, it aims to: 1. Enhance organization effectiveness and efficiency of the Civil Service Commission (CSC) through better information systems and capacity to apply its whole-of-bureaucracy mandate; 2. Centralize and integrate Human Resource Management Information System (HRMIS) and payroll system to be developed and rolled out across some government agencies; 3. Reduce time taken to complete key HRM actions by CSC (e.g. attestation process, promotional appointments); 4. Reduce number of payroll-processing Implementing Units (IUs); and 5. Elevate the maturity level of the government agencies under the Program to Institutionalize Meritocracy and Excellence in Human Resource Management (PRIME HRM) Framework. The components of the project are as follows: 1. Component 1 supports the strengthening of individual and agency level HRM capabilities including the capacity of the CSC to lead and coordinate the reform process. 2. Component 2 supports the introduction of the much-needed technological infrastructure and technical assistance to improve efficiency by automating HR and personnel data and processes, and digitizing HR records and payroll to enable more effective workforce planning and strategic HRM. 3. Component 3 supports the implementation of the project through the creation of a Project Management Unit (PMU), targeted technical assistance designed to manage the change process, and the development and implementation of change management and communication strategies to inform and build awareness of the far-reaching reforms being pursued among all relevant stakeholders, including fellow Filipino citizens. The PCSM Project is being prepared under the World Bank’s Environment and Social Framework (ESF). Per Environmental and Social Standard ESS10 on Stakeholder Engagement and Information Disclosure, the implementing agencies should provide stakeholders with timely, relevant, understandable, and accessible information, and consult with them in a culturally appropriate manner, which is free of manipulation, interference, coercion, discrimination, or intimidation. Towards this end, CSC has prepared this SEP. 1 2. Objective/Description of SEP The overall objective of this SEP is to define a program for stakeholder engagement, including public information disclosure and consultation throughout the entire project cycle. The SEP outlines the ways in which the project team will communicate with stakeholders and includes a mechanism by which people can raise concerns, provide feedback, or lodge complaints about project activities or any activity related to the project. It also includes mechanisms to ensure data privacy of civil servants and protocols in the event that data privacy is breached. 3. Stakeholder identification and analysis 3.1 Methodology In order to meet best practice approaches, the project will apply the following principles for stakeholder engagement:  Openness and life-cycle approach: Public consultations will be arranged during the whole life cycle, carried out in an open manner, free of external manipulation, interference, coercion, or intimidation.  Informed participation and feedback: Information will be provided to and widely distributed among all stakeholders in an appropriate format. Opportunities will also be provided for communicating stakeholder feedback, and for analyzing and addressing comments and concerns.  Inclusiveness and sensitivity: Stakeholder identification is undertaken to support better communications and build effective relationships. The participation process for the projects is inclusive. All stakeholders at all times are encouraged to be involved in the consultation process. Equal access to information is provided to all stakeholders. Sensitivity to stakeholders’ needs is the key principle underlying the selection of engagement methods. Special attention is given to vulnerable groups that may be at risk of being left out of project benefits, particularly women, the elderly, persons with disabilities, displaced persons, and migrant workers and communities, and the cultural sensitivities of diverse ethnic groups.  Flexibility: The methodology should adapt to other forms of engagement, including various forms of internet- or phone-based communication. 3.2. Affected parties and other interested parties Affected parties encompass local communities, individual community members, and any other groups that may experience direct impacts from the project. Specifically, this category includes: Level of Interest/Influence and Stakeholder Identification Participation 2 Implementers: High Interest, High Influence CSC Central and 16 Regional Offices The CSC, as the implementer of the project, needs to ensure successful, well- sequenced, and timely delivery of project outputs, and proper dissemination of knowledge and provision of services to stakeholders. Partner Agencies: High Interest, High Influence  Department of Budget and The partner agencies will provide CSC with Management technical assistance. They are involved  Department of Information and and informed throughout the project's Communications Technology conceptualization, implementation and  Department of Science and evaluation. Activities with partner Technology agencies will foster collaboration,  National Economic Development alignment, and learning among Authority stakeholders.  Department of Finance  World Bank System Users: High Interest, Moderate Influence 39 pilot agencies The agencies shall be change agents and champions to ensure engagement, and delivery of goals, objectives, achievements, and successes of the project. Civil servants/government employees High Interest, Low Influence who will be affected by and benefit from All government employees who will be the proposed changes administrators and users of the system need to be trained and oriented on the use of the system for the successful implementation of the project. Technology-challenged government High Interest, Low Influence employees/users; persons with This sector shall be considered in the disabilities development of the system. The project’ stakeholders also include parties other than the directly affected communities, including the entire Philippine civil service. 3.3. Disadvantaged/vulnerable individuals or groups Vulnerable or disadvantaged groups in the project include but, are not limited to, government employees with limited grasp of technology, and persons with disabilities. Extended learning and development interventions shall be conducted for this group. In the development phase of the system, inputs from this sector shall be collected and incorporated in the development of the system. 3 4. Stakeholder Engagement Program 4.1. Summary of stakeholder engagement done during project preparation Details of the public consultation meetings conducted are provided in Annex A. 4.2. Summary of project stakeholder needs and methods, tools, and techniques for stakeholder engagement Stakeholder engagement methods in this project include the following: (i) structured agendas, (ii) focus group meetings/discussions/orientation, (iii) community consultations, (iv) formal meetings, (v) one-on-one interviews, and (vi) site visits. 4.3. Stakeholder engagement plan Project Stage Estimated Topic of Method Used Target Responsibilities Date/Time Consultation/ Stakeholders Period Message Preparation 2 hours  Presentation Orientation  Project Users PMU Stage 2 hours of Project Brief (online or face- including  What’s in it to-face) partner for them agencies,  Benefits of pilot the Project agencies, and Project 2 hours  Presentation CSC’s regional Milestones 2 hours of project offices milestone  Vulnerable Groups Implementation 2 hours  Walk-through (separate Stage 2 hours of the system orientation for Evaluation Stage 2 hours  What went each group, 2 2 hours well and what hours each) needs improvement 4 4.4. Reporting back to stakeholders Stakeholders will be regularly updated throughout the project's implementation. This includes providing monitoring reports on environmental, social, health, and safety performance. Reports will cover the implementation of the Environmental and Social Commitment Plan (ESCP), progress on environmental and safety measures outlined in the ESCP, stakeholder engagement activities, the effectiveness of grievance mechanisms, and the allocation of resources and responsibilities for stakeholder engagement efforts. 5.1. Resources The PMU will be in charge of stakeholder engagement activities. The budget for the SEP is integrated in the 5-year budget of Project Component 3. 5.2. Management functions and responsibilities The PMU is responsible for carrying out stakeholder engagement activities. The stakeholder engagement activities will be documented through minutes of the meeting, photo and/or video documentation. 6. Grievance Mechanism (GM) The main objective of a GM is to assist to resolve complaints and grievances in a timely, effective, and efficient manner that satisfies all parties involved. 6.1. Description of GM As all major stakeholders are part of the Philippine civil service, the Project will utilize the existing GM of the government. Step Description of Process Time Frame Responsibility GM The mechanism, pursuant to CSC NA PMU implementation Memorandum Circular No. 02, s. 2001, structure shall be applied. Grievance uptake Grievances can be submitted via the NA PMU following channels:  SMS Messages  E-mail  Letter to grievance focal points  Complaint form  Walk-ins may register a complaint in a grievance logbook at a facility or suggestion box 5 Step Description of Process Time Frame Responsibility Sorting and Any complaint received is forwarded to Upon receipt of PMU processing the PMU official communication lines complaint and categorized according to the following complaint types:  Human Resources  Service Quality  Long Waiting Time Acknowledgment Receipt of the grievance is acknowledged  Within 3 PMU and follow-up to the complainant by the same means working days of its receipt. from receipt (simple) Verification, Investigation of the grievance is led by  Within 3 PMU and appropriate investigation, the PMU to be elevated to appropriate working days authorities and action authorities with the proposed resolution from receipt and communication to the complainant. (simple)  Within 7 working days (complex)  Within 20 working days (highly technical) Monitoring and Data on grievance are collected, stored in Every end of the PMU evaluation a database and reported to the overall in- month charge every month. Provision of Feedback from complainants regarding Feedback to be PMU feedback their satisfaction with complaint attach on the resolution is collected through a resolution of feedback form. the complaint Training Training needs for staff/consultants in To be scheduled Subject Matter Experts the PMU, on the following:  Change Management  Communication Plan  Conflict Resolution If relevant, These information are included in the NA NA payment of resolution of the complaint. reparations following complaint resolution The GM will implement an appeals mechanism to elevate the grievance to a higher level if the complainant is not satisfied with the proposed resolution. 6 Once all possible means to resolve the complaint have been proposed and if the complainant is still not satisfied, then they should be advised of their right to legal recourse. When relevant, the project will have other measures in place to handle sensitive and confidential complaints, including those related to Sexual Exploitation and Abuse/Harassment (SEA/SH) in line with the World Bank ESF Good Practice Note on SEA/SH. Implementation of the grievance machinery shall be pursuant to CSC Memorandum Circular No. 02, s. 2001 – Revised Policies on the Settlement of Grievances in the Public Sector. The World Bank and the CSC do not tolerate reprisals and retaliation against project stakeholders who share their views about Bank-financed projects. 7. Monitoring, Reports, and Disclosure 7.1. Summary of how SEP implementation will be monitored and reported The SEP will be monitored through the project’s milestone. The stakeholders will be informed through different means and an open feedbacking mechanism shall be established. 7.2. Reports The SEP will be periodically revised and updated as necessary in the course of project implementation. Quarterly summaries and internal reports on public grievances, enquiries, and related incidents, together with the status of implementation of associated corrective/preventive actions, will be collated by responsible staff and referred to the senior management of the project. The quarterly summaries will provide a mechanism for assessing both the number and nature of complaints and requests for information, along with the Project’s ability to address those in a timely and effective manner. Information on public engagement activities undertaken by the Project during the year may be conveyed to the stakeholders in various ways: CSC press releases; posting in the project website, conduct of orientations and meetings, and dissemination of IEC materials using the English and Filipino languages. 7.3. Disclosure The SEP and other ESF documents will be made publicly available on the Project/CSC and World Bank websites before appraisal. They will also be updated and re-disclosed as necessary to reflect any significant changes during implementation. 8. Data Privacy The Philippine civil service is governed by the Republic Act No. 10173, otherwise known as the Data Privacy Act (DPA) of 2012 which protects personal information in information and communication systems in the Philippines, related provisions of Republic Act 9470 known as the National Archive Act of 2007 (NAA) and Executive Order No. 2, series of 2016 on the Freedom of Information, to protect personal data against unauthorized access, use, disclosure, modification, destruction, storage, retention, and unauthorized disposal of public records pertaining to sensitive personal information. 8.1 Use, Disclosure and Access to Sensitive Personal Data Under the Project, personal data encompasses all types of personal or sensitive information. This includes, but is not limited to, employees' contact details, addresses, birthdates, age, ethnicity, sexual orientation, health records, salaries, and information about family members. The definition also extends to similar personal or sensitive data about employees' dependents that may be collected, generated, or maintained by government agencies, including those at sub-national levels. The CSC shall ensure that the personal data are: a. Used only for the declared, specified, and legitimate purposes for which it was collected; b. Used or processed only to the extent made known to the data subject at the time of collection; c. Used only for such a time as may be necessary to accomplish the declared, specified, and legitimate purposes; and d. Not used once the data subject has withdrawn their consent. The data subject shall have the right to suspend, withdraw or order the blocking, removal or destruction of his or her personal data from the personal information controller’s filing system. 1. This right may be exercised upon discovery and substantial proof of any of the following: (a) The personal data is incomplete, outdated, false, or unlawfully obtained; (b) The personal data is being used for purpose not authorized by the data subject; (c) The personal data is no longer necessary for the purposes for which they were collected; (d) The data subject withdraws consent or objects to the processing, and there is no other legal ground or overriding legitimate interest for the processing; (e) The personal data concerns private information that is prejudicial to data subject, unless justified by freedom of speech, of expression, or of the press or otherwise authorized; (f) The processing is unlawful; and (g) The personal information controller or personal information processor violated the rights of the data subject. 2. The personal information controller may notify third parties who have previously received such processed personal information. Personal data will be disclosed only to authorized persons or organizations, and only for the purposes for which they were collected or as otherwise permitted by law. CSC will not disclose personal data without the consent of the data subject, unless otherwise required by law or authorized under the DPA. A corresponding notification to the data subject will be given every time their data will be disclosed to any authorized persons or organizations to avoid misinformation. Access to personal data shall be made only based on the type of personal information processed and level of risks allowed. Non-disclosure agreement shall be executed by parties (e.g. PMU, HR Focal Persons, project developers, and consultants) who have access to the data or information to ensure that these will not be disclosed or used for any purpose other than the purpose of the project. 8.2 Access, Storage, Retention and Disposal of Personal Information The retention and disposal of CSC printed, and electronic records and documents are governed by the CSC Records Disposition Schedule (RDS) duly approved by the National Archives of the Philippines. CSC Documents/Records specified in the RDS with permanent retention period will not be disposed of as these records are CSC’s reference for the conduct of its internal and external services. CSC Documents/Records with no permanent retention period will be disposed of by shredding or through other appropriate methods to ensure that personal data will not be reconstructed or accessed by unauthorized individuals. 8 8.3 Security Measures CSC will implement appropriate technical, physical, and organizational measures to protect personal data in accordance with industry best practices and international standards against unauthorized access, use, disclosure, modification, or destruction. CSC shall conduct regular risk assessments to identify vulnerabilities and implement appropriate controls to mitigate risks. In the event of a data breach, CSC will promptly notify the affected data subjects and the National Privacy Commission in accordance with the following procedures: 1. Identification and Containment a. Upon discovery of a potential data breach, the employee or office responsible for the information must immediately notify the Computer Emergency Response Team (CERT) of Information and Communications Technology Office (ICTO), Data Protection Officer (DPO), Compliance Officer for Privacy (COP), Office for Legal Affairs (OLA) and/or Regional Office-Legal Services Division (LSD) but not later than two (2) hours from such knowledge. b. The CERT, DPO and COP would verify if the breach occurred, what information was affected, and the extent of the damage. c. The affected system or device will be immediately disconnected from the network and isolated to prevent further damage. 2. Investigation a. The CERT, DPO and COP, OLA and/or RO-LSD will work with relevant departments to investigate the breach and determine the cause. b. They will assess the impact of the breach and determine the severity of the incident. c. They will document all relevant information, including how the breach was discovered, when it occurred, and what information was affected. 3. Notification a. The DPO and COP will inform the CSC management and stakeholders about the breach. b. They will inform the affected individuals, agencies or organizations, as well as the NPC, as required by law. c. The notification will provide details of the breach, the steps being taken to address it, and measures that affected individuals can take to protect themselves. 4. Containment and Recovery a. The CERT, DPO and COP will work with relevant offices to contain the breach and recover any lost or stolen information. b. They will determine what steps need to be taken to prevent future breaches. c. They will implement new security measures to strengthen the system and prevent further breaches. 5. Evaluation and Remediation a. The DPO and COP will evaluate the response to the breach, including how the situation was handled and how effective the response was. b. They will review policies and procedures to ensure that they are up-to-date and effective. 9 c. They will provide recommendations for any changes or updates to be made to policies, procedures or systems to prevent similar incidents from happening in the future. 6. Documentation and Reporting a. The CERT, DPO, and COP will document all aspects of the data breach and response in a report. b. The report will include a summary of the incident, the cause, the response, and any measure taken to prevent future incidents. c. The report will be submitted to the CSC management, stakeholders, and the NPC, as required by law. By following this data breach response plan, the CSC can quickly and effectively respond to a data breach and protect the personal information of its employees and clients. Attachment: Annex A – Summary of Stakeholder Engagements for the PCSMP 10 Summary of Stakeholder Engagements for Philippine Civil Service Modernization Project Meeting Date Description Key Issues Discussed The meeting was held to gather insights on the  Digital Mindset Competency development of Bangko Sentral ng Pilipinas’  EDGe eLearning Portal (BSP) Digital Mindset Competency and EDGe  Possible CSC–BSP partnership re digital CSC–BSP Digital Mindset 01 March (BSP eLearning Portal) and to explore how the mindset competency for the bureaucracy Competency Meeting 2023 CSC and BSP could partner in validating the digital mindset competency for the entire Philippine civil service. The CSC presented updates on the PCSMation  Updates on the PCSM Project 08 March DOF Pipeline Meeting Project. 2023 The WB Consultants were on- boarded the  On-boarding of WB Consultants: Ms. Ma. World Bank (WB) April – June PCSM Project. Catherine Joson-Mendoza, Mr. Marte Consultants On-boarding 2023 Pocholo D. Lacson, and Ms. Gilda de Leon- Salud This seminar was conducted along with an  Principles; process; benefits of selling to Quick Seminar on engagement with potential bidders for the Bank-financed projects; Procurement on WB 05 May 2023 project. technological complexity; and early market Projects engagement (EME) In this meeting, the CSC shared with the WB the  NEDA ICC Evaluation and ICC Evaluation and Recommendations of the Recommendations on the 2019 Proposal 2019 iteration of the PCSM Project Proposal.  Possible early engagement with Partner CSC–WB Alignment 19 May 2023 Agencies Meeting  Early discussions between CSC and DICT for the project Meeting Date Description Key Issues Discussed This meeting was conducted to initiate early  ICT Framework and Qualification discussions between CSC and DICT relative to Standards for ICTO CSC–DICT Meeting on ICT 15 June the ICT Framework and the Qualification Framework and Qualification 2023 Standards for ICT positions in the (ICTO. Standards for ICTO CSC–DBM Meeting on the This session was conducted with DBM  Whole-of-Government HR Database Whole-of-Government HR 22 June Director Gerald Janda to discuss the and Payroll System Database and Payroll 2023 Whole-of-Government HRMIS and Payroll Integration System relative to the PCSM Project. The brainstorming discussion was held to  End-to-end processes of CSC systems Brainstorming Discussion 23 June identify and map the end-to-end processes with CSC and WB 2023 involved in the different systems available, used, and developed in the Commission. In this session, the WB Consultants  Initial observations, insights, presented their initial observations / insights recommendations; key challenges; and Presentation of Insights from 30 June / recommendations; key challenges; and the proposed ways forward relative to the end- the Brainstorming Discussion 2023 proposed ways forward to-end processes of CSC systems relative to the same brainstorming discussion. These sessions were conducted to clarify certain  Presentation of WB Consultants’ Meetings with WB 11 and 13 issues and finalize the presentation of WB updates relative to the PCSM Project Consultants July 2023 Project updates before being presented to the Commission. This presentation was held to apprise the  WB Project Updates Presentation of the WB Commission of the project updates. Guidance  Issues needing Commission decisions 17 July 2023 was also requested from the Project Updates Commission on issues requiring their decision. This was conducted to apprise the Office of the  WB Project Updates 02 August Brunch Conversation Assistant Commissioners (OACs) and the CSC  Upcoming WB Mission for the PCSM 2023 Central Office (CO) Heads of Offices of the Project project updates and the forthcoming WB Mission. Meeting Date Description Key Issues Discussed The Commission was briefed on the PCSM  PCSM Project Briefing for the Briefing with the 04 August Project in preparation for the WB Mission. Commission Commission 2023 The four-day Mission focused on the PCSM  PCSM Project Updates Project.  NEDA ICC process  PCSM Project Feasibility Study First, the OACs, Heads of Offices, and the WB  Updates on DICT and DBM’s current Team prepared for the meeting with the projects and policies related to the Commission. modernization initiative  WB Mission findings, agreements, and Next, CSC and WB discussed the Mission targets itinerary, objectives, and expected outputs. The CSC Internal Working Group (IWG) also met with the WB and NEDA Team for an orientation on the Investment Coordination Committee (ICC) process and for a presentation of updates on the status of the PCSM Project’s Feasibility First World Bank Mission on the 7 – 10 Study which had been previously submitted by PCSM Project August 2023 the CSC in the earlier project submission. The CSC IWG and the WB Team met with DICT, DBM, and DOST- PCIEERD to provide them with updates on the PCSM Project and to request updates on DICT and DBM’s current projects and policies. A Wrap- Up Meeting with CSC Chairperson Nograles, the WB Team, and the CSC WG Heads was held during the last day. Presented during this meeting were Meeting Date Description Key Issues Discussed the WB Mission findings, agreements, and targets for the next 100 days relative to the PCSM Project. This debriefing session was conducted by the  WB Mission Updates Debriefing Session with CSC 16 August WB Consultants to impart WB Mission- related IWG 2023 updates on the CSC IWG members. This was a walkthrough session between CSC  End-to-end processes of CSC systems Walkthrough Session with 29 August and WB that was held to identify and CSC and WB 2023 map the end-to-end processes involved in the different CSC systems. This was an informal feedback session, attended  Feedback on the end-to-end processes of Feedback on the 11 by WB Consultants and CSC representatives CSC systems Walkthrough Session (29 September from IRMO and Office of the Chairperson, on August 2023) 2023 the walkthrough session last 29 August 2023. 08, 14, 19 These meetings, facilitated by Mr. Lacson, were  Digitization of 201 Files September conducted to review CSC’s digitization  Digitization of records, plans for Review of CSC Initiatives on initiatives and its ICT infrastructure. 2023 and 05 encoding, database, and data Digitization October 2023 warehousing  CSC ICT infrastructure The meeting was held to present feedback from  Feedback on Process Walkthroughs 19 Digital Transformation the process walkthroughs attended by the OACs, September Breakfast Conversation CO Heads of Offices, and CSC RO Cluster 2023 Representatives. This meeting was set up to discuss  Eight (8) Points for Clarification from 21 Meeting with NEDA concerns related to the 15 April 2021 CSC relative to the 15 April 2021 PER September Governance Staff Project Evaluation Report (PER) from the ICC 2023 Secretariat. Ms. Salud facilitated a meeting with the  Requirements for PRIME-HRM HR Planning Workshop / 10 October OHRMD to discuss the PRIME-HRM Leveling Leveling Up (for Maturity Level 3) Meeting with OHRMD on PRIME-HRM Leveling Up 2023 Up of the CSC (from Level 2 to Level 3).  HR Planning Workshop Meeting Date Description Key Issues Discussed This was a PCSM Project orientation meeting  PCSM Project overview with the NPC in which the CSC Team provided  Suggested roles for the NPC as part of the them with an overview of the project and PSC for the project requesting them to be part of the Project Steering CSC–NPC Project 10 October Committee (PSC) for their expertise in data Orientation Meeting 2023 privacy, and to address / mitigate concerns on HR data management and ensure the project’s alignment with the Republic Act No. 10173 or the Data Privacy Act (DPA) of 2012. Facilitated by Ms. Salud, this workshop /  HR Integration / Linking CSC’s HR writeshop tackled the integration of all CSC systems into other systems (both external systems and presented the output from the HR and internal) HR Integration Workshop / 11 October Writeshop 2023 Planning Workshop with the OHRMD on 10  Integration of all CSC systems October 2023. Towards the end of thesession,  The Employee Journey in CSC, from the CSC representatives participated in the Recruitment to Retirement SIPOC Activity. The outputs from the 11 October 2023 HR  Outputs from the HR Integration Feedback Session on the HR 18 October Integration Workshop / Writeshop were Workshop / Writeshop Integration Workshop / 2023 presented to the CSC CO Heads of Offices for Writeshop Outputs their feedback. This meeting was conducted to deepen the  Components and Sub-Components of the understanding of the different Components and PCSM Project Sub-Components of the PCSM project and seek  Progress Report for 17 July to 17 guidance on the ongoing and pending actions November 2023 Deepening Session with 17 November OACs 2023 relative to the same. During this, a Progress  Guidance regarding Actions Taken on ICC Report from 17 July to 17 November was also Secretariat PER presented to the OACs for their vetting before it Recommendations is presented to the Commission. CSC–DBM Project 23 November This was a PCSM Project orientation  PCSM Project overview Orientation Meeting 2023 meeting with the DBM in which the CSC Meeting Date Description Key Issues Discussed Team provided them with an overview of the  Suggested roles for the DBM as part of the project and requested them to be part of the PSC, PSC, PRIME-HRM TWG, and the HRMIS PRIME-HRM TWG, and the HRMIS TWG for the project TWG. As regards the question of the Payroll  DBM’s Payroll System and its architecture System, DBM also presented their Real- Time Gross Settlement (RTGS). This meeting was conducted to provide the  PCSM Project overview Meeting with the Heads and Heads and Alternates of the PRIME-HRM TWG  Progress Report on the PCSM Project and the HRMIS TWG with a discussion on the Alternates of the PRIME- 24 November updates and actionable items for the PCSM HRM TWG and the HRMIS 2023 Project, and an in-depth TWG discussion on the Components and Sub- Components of the PCSM Project. This technical workshop was held to provide an  PCSM Project overview overview and updates on the PCSM Project to  Inputs from DBM and DICT based on the DICT and DBM. discussion points presented by the CSC Team The CSC Team also requested feedback / updates / input from: 1. DBM on: - An integrated, centralized, web- based HRMIS and Payroll system CSC–DBM–DICT Technical 13 December linked with the Budget and Treasury Workshop 2023 Management Systems (BTMS), banking system and other digital governance solutions; - The collaboration between CSC and DBM to lead the transition to centralized, integrated HRMIS and Payroll Systems to support decentralized operations. Meeting Date Description Key Issues Discussed 2. DICT on: - Network Infrastructure and Disaster Recovery for the PCSM Project – Redundant setup in three (3) sites (one via cloud, two in on-premise data centers); - Supporting the project’s infrastructure requirements either via existing government initiatives such as GovNet, GovCloud, NGDC, among others; - Sustainability plan of the project as regards the ICT system; and - The proposed network architecture / roadmap of the WoG HRMIS. During this meeting, the IWG members were  PCSM Project overview apprised of all updates on the PCSM Project’s  Proposed Partner Agencies for vetting CSC IWG Meeting on the 19 December progress, along with details of its Components,  Draft Project Proposal routed to CSC IWG PCSM Project 2023 Sub-Components, and the proposed Partner Members for their review and comments Agencies. following this session Project Briefing conducted with the Head and  Proposed Partner Agencies for vetting Alternate of the PRIME-HRM TWG. In this PRIME-HRM TWG Project 04 January session, the list of proposed Partner Agencies Briefing 2024 was discussed in-depth for vetting. This demonstration was conducted to  Features and functionalities of understand PCAARRD’s system, which was PCAARRD’s Human Resource DOST-PCAARRD HRIS 16 January noted to be patterned after PRIME- HRM and Management System (HRMS) Demonstration 2024 involved different components required by the CSC. Meeting Date Description Key Issues Discussed Similar to the session on 16 January 2024 with  Features and functionalities of DOST-PCIEERD and PGAS 17 January PCAARRD, this demonstration was conducted PCIEERD’s HRMIS and PCIEERD HRIS Demonstration 2024 to assess the systems of PCIEERD and PGAS. Enterprise Resource Portal (PERP), and PGAS’s HRIS Facilitated by Mr. Lacson, this session featured  HR systems demonstrated by NSPIRE, a detailed overview of the PCSM Project’s PGAS, PCIEERD, and PCAARRD Walkthrough of the Employee Journey – 24 January Component 2 followed by a Visioning and  PCSM Project’s Component 2 Brainstorming Workshop which discussed the Exploring HRMIS 2024 pros and cons of PGAS, PCIEERD, PCAARRD, Functionalities and NSPIRE HR systems. This alignment meeting was set up in order to  Alignment between CSC and DBM with clarify the initial top-level agreements between regard to HRIS initiatives CSC and DBM relative to HRIS initiatives. In  DBM’s HRIS initiatives CSC–DBM HRMIS 29 January addition, DBM Undersecretary Sasa Del Rosario  Integration and Alignment between the Alignment Meeting 2024 shared an overview of their HRIS initiatives, two agencies highlighting key priorities and challenges during their journey. This meeting tackled the HRIS Criteria, which  HRIS Criteria for CSC the ORHMD is handling in relation to the  Presentation of Evaluation Criteria purchase of an internal HRIS for the CSC. In (from Sir Lance / OHRMD) CSC–WB Design Thinking 31 January addition to this, project proposal updates were Workshop 2024 also provided to the participants as well as ways of moving forward with the project. Special Management PCSM Project approved for discussion at the 04 March Committee (ManCom) Commission level. 2024 Meeting Commission Meeting for 14 March PCSM Project approved for submission to the PCSM Project 2024 NEDA ICC Secretariat. Meeting Date Description Key Issues Discussed This was a PCSM Project orientation meeting  PCSM Project overview with the DOF in which the CSC Team provided  Suggested roles for the DOF as part of the CSC–DOF Project 25 March them with an overview of the project and PSC for the project Orientation Meeting 2024 requested them to be part of the PSC. Following the submission of the PCSM Project  Technical assistance to initiate early Proposal to the NEDA-ICC on 26 March 2024, procurement (for IT and BPR consultation) the WB Team scheduled a Project Preparation for the PCSM Project Mission to advance preparatory work for the  Designation of CSC Focal Points for same. Procurement and Financial Management This Mission prepares technical clarifications to  Findings on meetings with DPWH and potential questions on the proposal; advance DBM Second World Bank Project 05 – 11 April diagnostic work relative to the project; and plan Preparation Mission 2024 the initial technical assistance to initiate early procurement under the project. At the end, the findings and updates on the outcomes of meetings with DPWH and DBM were presented to Wrap-Up the Second WB Mission. This was a PCSM Project orientation meeting  PCSM Project overview with the DAP in which the CSC Team provided  Suggested roles for the DAP as part of the CSC–DAP Project 16 April 2024 them with an overview of the project and PSC, PRIME-HRM TWG, and Orientation Meeting requested them to be part of the PSC. HRMIS TWG for the project This was a PCSM Project orientation meeting  PCSM Project overview with the DOST in which the CSC Team  Suggested roles for the DOST as part of CSC–DOST Project 24 April 2024 provided them with an overview of the project the PSC for the project Orientation Meeting and requested them to be part of the PSC. Meeting Date Description Key Issues Discussed This meeting with NEDA was conducted to  Requisite documents for submission to clarify the documentary requirements identified NEDA based on ICC Checklist Clarification Meeting with in the NEDA-ICC Checklist. A status update  TB deliberation schedule for the PCSM NEDA Public Investment 07 May 2024 was also provided as regards the PCSM Project’s Project Staff (PIS) review followed by the possible schedules of Technical Board (TB) deliberation for the same. This meeting was held to discuss the PCSM  Logical Framework / ICC PE Form No. 6 Project’s Logical Framework / ICC Project Evaluation (PE) Form No. 6. During this session, the performance indicators, baselines, Meeting to Discuss the and annual targets were discussed by the PCSM Project’s Logical 08 May 2024 participants, followed by a workgroup session Framework wherein Groups 1, 2, and 3 talked about their assigned Components and their respective Indicators. These three (3) sessions served as pre- work for  Change Management Plan for PCSM the Change Management Workshop that is Project scheduled for 9 – 10 July 2024 which will include the top management of the CSC. Pre-Work Sessions on 15, 22, 29 Change Management May 2024 Workshop activities were also held on these sessions: DICE Model; Stakeholders Analysis Matrix; Communications Plan. This was a PCSM Project orientation meeting  PCSM Project overview with the remaining 29 agencies in which the  Suggested roles for the DepEd, DPWH, and Inter-Agency PCSM Project 20 – 21 May CSC Team provided them with an overview of DOH as part of the PSC, PRIME- HRM Orientation Meeting 2024 the project and requested them to take part as TWG, and HRMIS TWG pilot implementing agencies.  Suggested roles for pilot implementing agencies Meeting Date Description Key Issues Discussed Meeting with NEDA This meeting was held to talk about NEDA’s  NEDA PR dated 17 May 2024 GovStaff on the Preliminary 22 May 2024 Preliminary Report (PR) on the PCSM Project. Report During this meeting, the NEDA Team—led by  PCSM Project Secretary Arsenio M. Balisacan and  Project Timeline (TB, Cabinet Undersecretary Joseph Capuno— explained the Committee, Board) Meeting with NEDA project timeline for the PCSM in relation to the  Comments on the NEDA PR dated 17 Secretary Balisacan on the 24 May 2024 DOF Pipeline Meeting on 20 March 2024. The May 2024 PCSM Project NEDA GovStaff and Infrastructure Staff also provided in-depth explanations as regards the comments on the NEDA PR. This discussion between the CSC GADvocates  GAD in relation to the PCSM Project and the WB GAD Representative (Mr. Vincent  ICC PE Form No. 8 Abrigo) was focused on the Gender and  Financial Management relative to the Development (GAD) aspect as regards the same PCSM Project. ICC PE Form No. 8—which is Discussion on GAD for the 05 June concerned about GAD—was also finalized PCSM Project 2024 during this meeting. Following this, Ms. Liennefer Penaroyo also provided a brief discussion on the Financial Management aspect of the project. Meeting with NEDA in This meeting was held to address initial  NEDA Comments sent through Viber Preparation for the Technical 18 June questions from NEDA in preparation for the Groupchat last 14 June 2024 Board 2024 upcoming Technical Board (TB) Deliberation Deliberation scheduled for 19 June 2024. This is the first TB Deliberation for the PCSM  PCSM Project Packet NEDA-ICC 1st Technical 19 June Project. Here, the Board raised questions on the  Implementation Arrangements; Board Deliberation 2024 implementation arrangements; technical/market  Technical/Market Evaluation; evaluation;  Economic Benefits; Meeting Date Description Key Issues Discussed economic benefits; roll-out plan; components;  Project Roll-out; and pilot agencies relative to the project.  Project Components; and  Pilot Agencies Following this TB Deliberation, the CSC was provided with a copy of the Board’s Instructions/Comments. This presentation is the culmination of the  DICE Model Presentation of Pre-Work 25 June outputs derived from the 15, 22, and 29 May Pre-  Stakeholder Analysis Outputs on Change Management 2024 Work meetings on Change Management.  Communication Plan PCSM Project Orientation This is a project orientation meeting held to  PCSM Project 26 June better inform the CSC ROs and FOs of the Meeting with CSC ROs and 2024 project’s Components, Sub-Components, FOs Benefits, and other intricacies. WB Consultant Ms. Salud conducted a separate  DICE Model session on Change Management for the CSC  Stakeholder Analysis ROs and FOs, as they will also play an important  Communication Plan Change Management role in ensuring the project's sustainability, Workshop for CSCROs, FOs, 26 June among other things. Their outputs (DICE, and other CO Heads of Offices 2024 Stakeholder Analysis, and Communication Plan) will also be crucial in the workshop design for the forthcoming Change Management Workshop for Top Management. This meeting was held to prepare the CSC  PCSM Project Components and Sub- responses to the 19 June 2024 NEDA TB Components Discussion on CSC Responses Instructions/Comments. It was attended by the  Project Economic Analysis to 19 June 2024 NEDA TB 02 July 2024 Heads of the IWG, PRIME-HRM TWG; the Results Head and Alternate of the HRMIS TWG; the WB Consultants; and the PMO. Meeting Date Description Key Issues Discussed This brief, informal meeting was conducted to  CSC Responses to the NEDA TB Informal Meeting with NEDA discuss with the NEDA Evaluating Staff the Instructions/Comments on 19 June 2024 Evaluating Staff for the PCSM 05 July 2024 CSC Responses to the NEDA TB Results last 19  ICC PE Forms Project June 2024.  Economic Analysis (c/o Coach Edwin)