Update System
Updating the 4Ps data base is an important component of program implementation. The primary purpose of the System on Update is to gather, validate, report and record the changes that have occurred on the status or condition of any member of the beneficiary household while under the program.
It helps to monitor the amount of cash grant that was originally given to a beneficiary household based on certain criteria exacted during the household survey, followed by the proxy means test which the potential beneficiaries have hurdled.
The update also determines the amount of money the beneficiary household will receive from time to time and serves as one of the basis whether to continue, suspend or terminate the grant.
The continuity of the cash grant is dependent on two dimensions as follows:
1) How the beneficiaries abide by the conditionalities as would be
monitored through the Compliance and Verification System (CVS)
2) The change/s on the status/condition of each beneficiary household
which would be reflected in the Update Report.
Types of updates
(All updates are required to be presented with supporting documents. It is very important that the information and documents supplied by the Mother Grantee are all true and correct. Any false declaration and/or fake documents submitted to support an update will be enough grounds for the dismissal of the update and/or suspension of the grant.)
Beneficiary households must report changes in the status and/or household composition resulting from a number of different circumstances as follows:
| Type of Update | Short Description | Supporting Documents (Most Recent ones) | | 1. Newborn | Baby born resulting from the pregnancy at the time of assessment | Birth Certificate (NSO) | | 2. Change of Address | If a household moves to a new residence in the same barangay. | Certification from Barangay Captain | | 3. Moved out of the Barangay, City/Municipality | If household moves to another barangay and/or city (also a 4Ps area) | Certification of being a good 4Ps beneficiary from previous PL and ML Certification from receiving barangay captain | | 4. Transfer of residence to other Municipalities not covered by the program | If household moves to a non-4Ps area | Certification from Barangay Captain | | 5. Change of Servicing Health Unit (Health Center, Rural Health Unit or Barangay Health Station) | If household decided to attend in a different health unit or station | Enrollment Certificate from the new health center/unit signed by MHO | | 6. Change of School | If household decided to change school of child/ren | Proof of Enrollment from receiving school/ principal or head teacher | | 7. New Enrollment | If household decides to enroll a new student aged 6-14 years old | Proof of Enrollment from receiving school signed by the principal or head teacher | | 8. Change of Beneficiary/Mother Grantee | If household decides to change grantee due to death, long absence in the household, poor health condition, old age etc. | Certification or letter of authority from Parent Leader and Barangay Captain, and/or other relevant Documents | | 9. Death/ Deceased HH family Member | Death of child 0-14 years of age, grantee, pregnant woman in 4Ps program | Death certificate | | 10. Estranged children coming back Home | Children 0-14 years of age who are legal sons and or daughters of grantee. | Birth certificate; School Enrollment Certificate if 6-14; Certification of Enrollment to Health Center if 0-5 | | 11. Correction of Basic information, i.e. Name, Sex, Date of Birth, etc. | Errors in spelling of names, birth dates or gender | Birth certificate | | 12. Qualified beneficiary of Health / Education grant but are not included in the CVSForm for Health and Education | Children 0-14 years of age not included in the Compliance forms distributed to health posts and schools | Enrollment Certificate from Health Center and Schools signed by Department Head or School Principal |
How the Update System Works
The updates system works through the involvement and participation of a number of human and technical resources. These includes the Grantees, Parent Leaders, Municipal Links, the different levels of the 4Ps program staff, including the MIS Program that was developed to record updates right from the moment they were presented ,verified and eventually found to be correct and complete with supporting documents, up to the time these are accepted/ not accepted by the Program Management. (Please see reference Manual on Updates Systems.)
MONITORING AND UPDATING OF FAMILY ROSTER
a. Only the first reported pregnancy (i.e. reported during registration) shall be monitored for compliance, succeeding pregnancies will no longer be covered by the grant and therefore will not be included in the updating of the masterlist,
b. Other than the registration of a newborn, insertion of additional household member/s to the original roster / database is prohibited, and
c. For Education, all children 6-14 years old shall be monitored and are required to comply with the 85% school attendance. The grant of P900 shall cover education assistance for three or more children 6-14 years old.
d. Beneficiaries who transfer to other 4Ps municipality must be endorsed by the field Office to the PMO for updating. The PMO shall facilitate the endorsement of said beneficiaries to the receiving Region and Municipal Social Welfare Office.
e. A child beneficiary who is enrolled in the program and who missed classes more than the allowable absences due to sickness, accident and injury will be required to submit a medical certificate from the Municipal Health Office or School Clinic.
f. Child beneficiary who missed classes due to reasons other than sickness, accident and injury shall be subjected to validation and assessment of the Municipal Link and to be decided upon by the Provincial Grievance Committee.
INTER-AGENCY COLLABORATION AND OTHER RELATED POLICIES
Policies involving collaboration with other agencies must first be concurred by the NAC prior to its implementation.
a. Food for School Program
Children beneficiaries of 4Ps will no longer be entitled to avail of the rice subsidy under the Food for School Program, However, they may still avail of the center-based supplemental feeding.
b. Family Access Card
4Ps beneficiaries in areas where there are Tindahan Natin Outlet (TNO) may avail of the Family Access Cards.
EXIT RULES
Exit rules define when and how a household beneficiary shall graduate in the program. The circumstances and conditions a household beneficiary will graduate or end his/her beneficiary status in the program shall be as follows:
• Exit of beneficiary according to age:
When the youngest child reached 15 years old any time within the school year period the child will continue to receive the education grant until the school year ends. Such household will no longer be a beneficiary of the program after the school year ends.
• Exit due to end of program:
All beneficiaries after 5 years of being in the program regardless of the age or the situation will graduate from being a beneficiary. The exit of beneficiary may also end due sudden non-availability of funds to support program operation.
• Exit or disengagement due to non-compliance and/or violation of other program rules:
LGUs that are not complying with the rules of the program or that are mis-using or that has made misrepresentation of the program despite 2 warnings and provision of technical assistance shall be referred to the National Advisory Committee for appropriate action
• Exit may be due to external factors that may hinder program implementation such as beneficiaries’ encountered problems in meeting program conditionalities as well as facilitating other activities which are part of 4Ps implementation due to problems on peace and order, inaccessibility, lack of safety and political instability.
Preparatory activities for exit strategies also include completion of modular capacity building package for household beneficiaries that include basic parenting education sessions, value formation and responsible parenthood, health and nutrition education, environmental sanitation and safety, home management, functional and financial literacy, gender sensitivity and awareness, micro enterprise development, and community participation and development.
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