Compliance Verification System PDF Print E-mail
Systems - Systems
Written by 4Ps Social Marketing Unit   
Monday, 13 July 2009 06:40

COMPLIANCE VERIFICATION SYSTEM


Compliance verification shall include all beneficiaries – Grantees, pregnant members in the household; and the  0-14 years old children in the household who are sons and daughters and grandsons/daughters of the household grantee. It is conducted on a regular basis using simple and easy to follow verification tools via internet connection.

The focus of verification is attendance. The attendance in this content means that the beneficiary availed of the health services in accordance with the DOH protocols and attending 85% of the school days for the period verified including availment of deworming.

Areas for verification shall include the following:

•    Pregnant Women must get pre and post natal care, and be attended during childbirth by a skilled health personnel.
•    Children 0-5 years old must receive regular preventive health check ups and vaccines.
•    Children 6-14 years old must receive deworming pills.

        Education

•    Children 3-5 years old must attend day care or pre-school classes at least 85% of the time.
•    Children 6-14 years old must enroll in elementary or high school and attend at least 85% of the time.

        Parenting Education

•    Parents or guardians must attend responsible parenthood, mothers classes and parent effectiveness seminars.


The flow of compliance verification shall be as follows:

Figure 2.  Compliance Verification System Process Flow

 



The Compliance Verification System is a six-step cyclical process going through all levels - from the national (PMO), regional (Field Office), and down to the city/municipal level. The CVS involves (i) generation of Compliance Verification forms  (by PMO-MIS), (ii) distribution to the schools/daycare centers and health centers/units (by Field Offices), (iii) monitoring of non-compliance of beneficiaries, (iv) collection of non-compliance reports, (v) processing of payments, and (vi) updating of the database prior to the generation of the updated CV forms for the next reporting quarter (See attached guidelines on compliance verification systems).

The above steps are discussed in detail below:


7.1 Generation of Compliance Verification (CV) Form

The PMO-MIS generates the CV forms based on the database of beneficiaries, and make these forms available over the network for access by DSWD Field Offices and cities/municipalities.  The PMO sends an electronic copy (PDF Format) to the Field Office within fifteen days of the first month of the quarter to be reported.

Form 1.  Masterlist of Beneficiaries

Form 1 presents the roster of those current beneficiaries of the program.  This form further gives information who are the beneficiaries tied to the grant: pregnant; children aged 0-5 years old and 6-14 years old.  

Form 2. Verification of Compliance For Education


Form 2 presents basic household data information – identification number and names of children beneficiary on education.  It specifies reports on non- compliance to the required 85% attendance in school and administration of deworming pills to children 6-14 years old.

Form 3.  Verification Tool on Health

Form 3 presents household ID no. of the household, name of pregnant women and names of children 0-5 years old, records of non-compliance to the conditionalities on health and history of miscarriage.  This will be filled up by the health midwife.


Form 4.  Parenting Session


Form 4 presents verification results on the attendance of household grantees in parenting education activities. It indicates the household ID number of the beneficiary, name of grantees not complying to attendance in parenting education.  The primary user of form is the Municipal or City Link with the assistance of parent leaders.
    
7.2    Distribution of CV Forms


The CVS forms shall be printed by the Field Office and sent to the cities and municipalities within seven days after receipt of soft copies. The Field Offices will have online access to the main database and verification module to download forms (wide area network with PMO).


The Municipal Links assigned in covered cities and municipalities will distribute the printed forms to schools and health centers in their respective municipalities. This should be done within the last week of first month of the quarter to be verified and reported.

    
7.3 Monthly Monitoring of Non-Compliance


The school principal and health center officer as focal persons on education and health, respectively, conduct monthly monitoring of non-compliance and record it on the corresponding CV forms.  The focal persons submit the accomplished CV forms to the Municipal Link within fifteen days of the month immediately after the reported quarter.  


7.4 Collection of CV Forms and Encoding of Non-Compliance


The municipal link collects the CV Forms from schools/day care centers and health centers/units within fifteen days of the month immediately after the reported quarter.  Upon receipt, the municipal link encodes the non-compliance reports in the CVS software program developed by the PMO MIS, and sends the encoded non-compliance report to the Field Office together with the hard copy of the non-compliance reports.

Municipalities that have online access to the database can process the forms directly from the application (meaning computer application); those who cannot access online have an off-line database option. Other municipalities will send forms to Regions to be processed online.


7.5   Processing of Payments based on Compliance


The RPMOs reviews the submitted encoded non-compliance data and submits the same to the NPMO MIS to serve as basis in the preparation of payroll for the reported quarter.  This is accomplished by the end of the month right after the reported quarter.


The RPMOs, upon receipt of CV forms from municipalities that do not have computers will input non-attendance records to the software application for the reporting period. Payments/cash transfers to the grantees shall be made by mid of 2nd month after reported quarter.


7.6    Sanctions for Non-Compliance on Program Conditionalities

Failure to comply with any of the conditions shall lead to the application of the following sanctions:
        
1.1    First offense of non-compliance, beneficiaries are warned / reminded of the financial repercussions for continued non-compliance and are then referred to the Municipality / City Social Welfare and Development Officer (M/CSWDO) for counseling and other appropriate intervention.

1.2     Second offense of non-compliance will lead to withholding of cash grants in the succeeding payment schedule until the required conditions have been met and updated.

1.3    Third offense of non-compliance from any of the conditions shall lead to termination I the Pantawid Pamilya.

1.4    Non-compliance to any one of the health conditions shall result to suspension of the entire health grant. The grant may be restored as soon as the beneficiary complies.

1.5    Compliance to the education grant is treated on a per child basis. As such, sanctions for non-compliance shall be applied only to the child that did not comply.

1.6    Other reasons for termination from Pantawid Pamilya shall include the following:

a.    giving of false information during any part of data collection, including information about fulfillment of program conditions and responsibilities, and

b.    Transfer of residence to another municipality or barangay not covered by Pantawid Pamilya.

c.    Failure to collect the transfer of cash grant for two consecutive periods shall be a ground for validation and investigation. Sanctions shall be determined based on the results of the investigation and the recommendation of the Grievance and Redress Co


8.  2ND PAYMENT AND SUCCEEDING RELEASE OF CASH GRANTS
 

The succeeding release of payment of grant shall primarily be based on the results of verification of compliance to conditionalities on health and education. Non-compliance to any of the conditionalities shall be subject for case resolution at the Grievance Redress Systems.  

 
Department of Social Welfare and Development
Constitution Hills, Batasan Complex
Quezon City, Philippines 1126
(632) 931 8101 to 931 8107