ACTION PLAN:
REDEVELOPING REGIONAL STRUCTURE AND FUNCTIONS OF PROJECT
MANAGEMENT OFFICE
INTRODUCTION
The Support for the Local Governance Program – Project Management Office (SLGP-
PMO) continues to implement innovative reforms and policy support initiatives that aims
to address gaps in local planning, local service delivery and participatory governance.
Since its inception in 2017, the PMO has tackled various challenges in the implementation
of its core mission such as emerging program demands, leadership transitions,
establishing partnerships with key development partners, maintaining its reputation for
adhering to complete-staff-work ethics, and standardizing its human resource standard
and capacity.
Of these hurdles, concerns pertaining to human resources have had the largest impact
to the PMO’s performance and functions. The overall operations management is divided
into two major channels: the Central Operations and the Regional Coordinating Teams
(RCT). The Central Operations deals with developing policies, coordinating with other
oversight partners, and ensuring coherence with other national government programs.
Meanwhile, the Regional Coordinating Teams deal with implementing programs and
projects, directly coordinating with client local governments, and ensuring a high-quality
standard participation of non-government entities in government program and processes.
CHALLENGE
At present, the structure and composition of the RCTs vary in every region. The
assignment of functions in the regional offices are not uniform – Out of 16, three (3)
assigned to LGMED, 12 assigned to LGCDD, and one (1) assigned to the ORD. This set-
up, while satisfactory during the initial years of SLGP operations, needs to be revisited to
(a) ensure the RCT's strategic position in the regional offices; and (b) better harmonize
the RCT's functions and operations with other units within the Department's Regional
Offices.
With the volume of workload and portfolios given to the RCTs, improving its structure and
stabilizing its functions will lead to improved performance and capacity to meet PMO’s
objectives and mandated functions.
STRATEGIES
Objectives and Design
Revisiting of the SLGP regional functions and structure shall focus on the following
objectives:
1. Identify the strategic organizational position of the regional coordinating teams in
the regional offices
2. Update the Regional Coordinating Team's (RCT) Terms of References (TOR), to
better ensure its alignment to the PMO’s roadmap and annual operations plans
and budget
3. Stabilizing the budget structure supporting the functions of the regional
coordinating teams
Key Players Involved
The proposed activity will be participated by representatives from the following offices:
OFFICE Number of Participants
Office of the Undersecretary for Local Government as
2
PMO’s oversight
Office of Assistant Secretary for Finance and
3
Comptrollership (with the FMS)
Office of Assistant Secretary for Human Resource
2
Department
Regional Offices
• RO – LGMED representative
9
• RO – LGCDD representative
• RO – ORD representative
Support for the Local Governance Program PMO 16
Session design for action planning
The session will be guided by the following discussion items:
• Discussion on the updated SLGP Roadmap followed by discussion on its key
challenges and success
• Discussion on the present organization staffing pattern of the SLGP PMO followed
by sharing of organizational bottlenecks and indicative/proposed alternatives
• Brainstorming and collecting ideas on improving the functions and structure of the
RCT
o Developing RCT multi-year milestones and roadmap consistent with the
SLGP governance roadmap;
o Placing the budget allocation for the RCT from central to regional offices –
to aid in faster budget utilization and program implementation;
o Unifying the assignment of the RCT and establishing coherence in the
regional operations – placing them under the Office of the Regional Director;
and
o Redeveloping the functional assignments of the RCTs following the
deliverables in the SLGP Operations Plans and Budget and select functions
of the ORD
Schedule
Activity June July August Sept
Approval of the action plan
and activity design
Initial consultation on the
RCT functions and
assignment
Activity Proper
Drafting of revised
regional organizational
TOR
Approval of the revised
regional organizational
TORs
FALLBACK/CONTINUING EVALUATION
The proponents will use the monitoring and evaluation framework to assess the
efficiency of redeveloping the regional structure of and functions of project management
office (PMO) after its implementation.
As showed in the schedule, a timetable will be used to monitor the main activities.
Collection of information will be also vital upon conducting of activities based on proposed
schedule.
Performance Monitoring Plan (PMP). The proponents will be using Feedback Forms at
the end of each activity which will be disseminate to the participants to gain inputs and
collate information for improvement. Also, restructured SLGP Reg’l functions, the
proponents will use semi-annual and annual performance monitoring to record the
improvement, and address and mitigate the possible issues that might arise upon
implementation of such changes.
And lastly, collection of data which will be used on M&E will be qualitative and quantitative
approach, as results gathered by using feedback and evaluation forms will be different,
in a way that some data are best interpreted by showing graphs/data, while others are in
form of written/accomplishment reports.
