PFMP
Philippines – Australia
Public Financial Management Program
TERMS OF REFERENCE FOR THE ENGAGEMENT OF A
CONSULTANT
GIFMIS IMPLEMENTATION ADVISOR AT THE
DEPARTMENT OF EDUCATION
1. BASIC INFORMATION
Activity Title
Engagement of a GIFMIS Implementation Advisor for DepEd
Implementing Agency
Department of Education (DepEd)
Partner Agencies
Department of Budget and Management (DBM), Commission
on Audit (COA), Department of Finance (DOF), Bureau of
Treasury (BTr).
Duration
Two years full-time
2. BACKGROUND
The Government of the Philippines (GOP) launched a comprehensive PFM reform program
in February 2011, as provided for in the Philippine Public Financial Management Reform
Roadmap. This strategic plan for a whole-of-government approach to PFM reforms aims
to clarify, simplify, improve and harmonize the financial management processes and
information systems within the civil service. Where necessary this includes reengineering
business processes, integrating relevant systems in the Department of Budget and
Management (DBM), Commission on Audit (COA), Department of Finance (DOF) and
Bureau of Treasury (BTr), as well as implementing agencies, and reassigning functions
between the oversight agencies. The desired results are improvements in fiscal discipline,
fund allocation efficiency, and operational efficiency for the effective delivery of public
services.
The Public Financial Management Program (PFMP) is a joint initiative of the Governments
of Australia and the Philippines. The Program commenced in October 2011 and directly
assists the Government to implement its PFM Reform Roadmap. Through the Department
of Foreign Affairs and Trade, the Australian Government has committed up to A$30 million
over five years, 2011–2016. The DFAT – Australian Aid directly manages the PFMP.
A Program Steering Committee (PSC) provides strategic oversight to program planning
and implementation and decides funding priorities year to year. It comprises senior
officials from DBM, DOF/BTr, COA and the Department of Foreign Affairs and Trade –
Australian Aid, and aligns closely with the work of the government’s inter-agency PFM
1|P a g e
Committee. The National Economic and Development Authority (NEDA) plays an advisory
role to the Program.
The ambitious reforms towards improved accountability, transparency and use of public
funds will involve significant changes throughout the Administration. These changes will
involve modernization of management information systems, such as the proposed
Government Integrated Financial Management Information System (GIFMIS), and will also
lead to major organizational, people and process change. The implementation of the
GIFMIS is the pivotal component of the PFM Reforms, and procurement, based on
commercial off-the-shelf software (COTS), is now at an advanced stage. The contractor is
expected to be mobilized early in the 3rd Quarter of 2014.
Regarding the current specific issues concerning the financial management systems in
DepEd, these are largely based on manual and small fragmented systems. The GIFMIS,
when completely implemented, will fully automate and integrate financial management
processes. The introduction of GIFMIS will represent the largest systems implementation
undertaken in the Government of Philippines. It will also represent the largest staff
capacity building challenge undertaken, certainly for the Finance and Management
Services in each agency.
Implementation of GIFMIS will be undertaken in a phased manner, initially in the Central
Oversight Agencies, of DBM, COA, DOF and BTr, and one National Government (line)
Agency, the Department of Education (DepEd). The pilot implementation in DepEd will
comprise the relevant offices involved in the budget cycle and financial management, in
Central Office (CO) and one Region, National Capital Region (NCR), including its respective
DOs, incorporating schools’ transactions. It is envisaged that initial go-live will take place
during late 2015, and implementation in the two pilot sites, CO and NCR, will be completed
by mid-2016 (the end of this specific assignment). Thereafter, it is envisaged that the
GIFMIS will be rolled out to the remaining Regions and DOs.
DepEd has been selected due to its strategic importance for national development as well
as its size of operation. DepEd accounts for approximately 25% of all departmental
allocations in the budget and has a workforce of more than 600,000 teaching and nonteaching staff. The need for improved financial management of resources is unequivocal.
Work done to date in this area includes:
(i) Phase I – Documentation of financial management processes and functionalities,
which remains a relevant reference source for the implementation of GIFMIS.
(ii) Phase II – Prepare DepEd for GIFMIS through support to implementation of
ongoing PFM reforms, including implementation of the Unified Account Code
Structure (UACS), the Treasury Single Account (TSA) and review the ICT logistical
requirements for GIFMIS, with an inventory of ICT assets for all the key
implementing offices. Building on the FMIS Conceptual Design and Functional
Review documents, a more detailed review was undertaken, mapping DepEd
functional and non-functional requirements, against the GIFMIS Conceptual
Design and Functional Requirement Specifications. Additionally, in recognition of
the change implications emanating from the GIFMIS implementation in DepEd, a
Change Management Plan was produced.
The third phase of technical assistance will provide support to DepEd in implementing
GIFMIS, and managing change, in the pilot DepEd sites, and includes the creating of
readiness throughout the department for the pilot implementation and for the ultimate
2|P a g e
rollout. An important feature of this phase is the need to focus on the successful and
sustained adoption of GIFMIS by staff throughout DepEd. Phase II has seen some good
participation and desire for improvements within the Department, as evidenced by the
support from counterparts, and uptake of the UACS training rollout, with Central Office,
and all ROs and DOs participating in these event.
THE CONSULTANT
The Consultant will play a key role in working with the leadership and management in
DepEd, as well to successfully plan, prepare, transition and implement the changes whilst
reducing associated risk. Whilst the main focus will be on DepEd, consideration will be
given to support other agencies such as DBM, COA and DOF/BTr, subject to availability.
This is a critical role to secure:
1. Organizational commitment through active leadership and management support
for the system implementation and changes,
2. A smooth and structured preparation and transition period which minimizes
disruption to current operations, and
3. End user acceptance and adoption of the changes which will lead to a return on the
substantial investment being made by the Government and international partners.
The role assumes extensive engagement from the department and its sub-divisions. This
includes the proactive support of senior leaders and managers and the availability of
sufficient suitable staff to fill co-opted roles to ensure the effective implementation of the
change management framework and the successful implementation of the target change.
The Consultant will work closely with the PFMP Senior PFM Advisor and other advisors, as
well as with a wider network of co-opted leaders and managers throughout government.
3. KEY RESULTS/OBJECTIVES
The overarching objective of this activity is to assist the GOP to improve national budget
management and monitoring, and the accuracy and timeliness of financial reporting linked
to the performance management and physical accomplishments of government as a whole.
The successful implementation and full adoption of the GIFMIS in DepEd is fundamental to
effective public financial management in the Department. Substantial breakthrough
improvements in financial management practice are almost impossible using largely
manual and fragmented systems, and information delivery is very unreliable. Ongoing
PFM reforms will provide incremental improvements and create readiness for GIFMIS.
The full benefits of these reforms will only be realized when GIFMIS is fully implemented
in the Department.
The major long-term objective of this activity is to ensure that, in time, DepEd is
capacitated to use and leverage GIFMIS capabilities fully. This will be achieved working
with DepEd management to ensure the GIFMIS configuration meets the department’s
financial management, accounting and reporting requirements, and that implementation is
successful, sustainable, on budget and on time.
4. SCOPE OF WORK
The Adviser will assist DepEd executive and operational management, and closely
coordinate all DepEd implementation activities, to fully engage with the GIFMIS Steering
3|P a g e
Committee and PIU, will work closely with PFMP, DepEd Counterparts and Management,
and coordinate the activities of the Project Consultant Team in the following activities:

Coordinate and oversee the activities of the Project Consultant Team, and
Counterpart Team, to ensure GIFMIS implementation is fully effective and
addresses all the specific financial management needs of DepEd, as well as
reporting requirements from central oversight agencies. This will also involve
collating findings, and coordinating consultant team project reports and Technical
Papers.

In consultation with the PFMP GIFMIS Advisors, the Consultant will assist the
GIFMIS Steering Committee, Project Implementing Unit and DepEd Project
Management Team on all aspects of GIFMIS Implementation and Project
Management in DepEd, including logging of issues, minimization and management
of risk, and appropriate escalation for resolution.

Work closely with the Contractor, GIFMIS PIU, PFMP GIFMIS Advisors and
Counterpart Team on GIFMIS design; producing future to-be process maps,
highlighting specific change implications; ensuring all DepEd specific (noncommon) requirements are addressed in the design and configuration; producing
functional design and configuration documents.

Assisting DepEd and GIFMIS PIU in testing and acceptance of all DepEd sign-off
stages, including: design, configuration and setup documents; GIFMIS system
build; System Setups; Go-Live reports and decision; acceptance of first initial pilot
implementation; decision for agreeing rollout to all DepEd sites.

Assist and support conference room pilots, using systems walk through, to build
awareness of new, future-to-be, fully automated and fully integrated business
processes, and the inherent change impact and implications.

Advise on Contractors Training Plan and Programs, highlighting additional
requirements specifically on the business PFM aspects and DepEd specific
requirements; oversee delivery of and feedback on complementary training
programs to be delivered by the Project Team and Consultant Team, including
Training of Trainers for developing super-users and sustainability of training
resources for future DepEd wide rollout of GIFMIS.

In coordination with the PFMP Team, facilitate close liaison on change
management between the DepEd, including the Transition Management Team, and
the GIFMIS Change Management Consultant in DBM, to harmonise Change
Management Interventions, build strong leadership, participation and ownership;
oversee the Implementation of the DepEd Change Management Plan; Specifically,
identify the Organisational Change Impact, with advice on updating the
rationalisation plan to align to new GIFMIS roles and responsibilities, and liaison
with relevant DepEd offices for updating of formal job descriptions and
organisation structures.

Oversee, manage and advise on Data Take-On, User Setups and other DepEd
System Setups, specifically overseeing the Consultant Team and Counterpart Team
in the collation, validation, reconciliation, and cleansing of transaction balances
data for take-on into GIFMIS; document the approach in the Data Take on Plan; and
collation of outcomes, findings and recommendations in Status Reports.
4|P a g e

Identify DepEd reporting requirements for internal financial management and
advise on formats, delivery mechanisms and approaches for stimulating demand
driven reporting aimed at maximising the utilisation of information in GIFMIS.

Supported by the Consultant Team and Counterpart Team, assist in the provision
of GIFMIS PFM and Accounting Manuals, particularly for DepEd.

Ensure ICT logistical requirements are fully in place at the right time, overseeing
work of the National ICT Consultant, and ensuring close linkages between GIFMIS
PIU and Technical Services on ICT Logistics, Policy and Issues.

In consultation with the PFMP GIFMIS Advisors, advise on GIFMIS sustainability
arrangements and prepare a Sustainability Plan for the department.
5. OUTPUTS
In line with the Scope of Work the Consultant shall deliver the following specific outputs in
cooperation with the department:
i.
Assist DepEd in the preparation of the Functional Design and Configuration
Document, including future, to-be, process maps, mapping to specific GIFMIS
Modules and Functionalities, and proposing system responsibility setups. This also
includes the preparation of Issues Logs and updating risk assessments, as
required.
ii.
Assist DepEd to prepare a Change Management, Site Transition and Training Plan,
including comprehensive and specific training needs of the GIFMIS users, and
assignment of roles and system responsibilities. In particular, change management
efforts should focus on the concepts and principles of managerial accountability
for internal controls and sound financial management. Deliver high level GIFMISrelated training and systems walk through (with the contractor); prepare
document of DepEd inputs and suggestions for system design.
iii.
Assist DepEd to prepare detailed GIFMIS Setup Documents, including allocation of
specific end-users to system roles and responsibilities, data take-on, etc.
iv.
Assist DepEd to prepare a GIFMIS testing plan, covering all test case scenarios,
expected outcomes and recommendations for acceptance.
v.
Assist DepEd to prepare the Go-Live Assessment Report, with recommendations
for rolling out the system department-wide.
vi.
Coordinate the work of the Project Consultant Team and finalise the production of
the Data Take-On Plan; Status and Findings Report on un-reconcilable balances,
with proposals for required actions and accounting treatments; Financial
Management Manuals; ICT Logistical Plan; and Training Reports
vii.
Assist DepEd to prepare the Sustainability Plan, with proposals for establishing
first-tier level support, and institutionalisation of in-house DepED training
viii.
Prepare and deliver other GIFMIS related technical papers, as required.
6. QUALIFICATIONS AND EXPERIENCE
The Consultant is required to have the following qualifications and experience:
5|P a g e

At least a Master’s Degree, or professional equivalent, in finance, economics,
accounting, information systems, public administration, or other related field.

Relevant professional international experience of ten (10) years or more in
implementing and/or managing financial accounting and information systems
reforms at a senior level (ministry or central government), preferably in relation
to development of financial management information systems (FMIS).

Previous experience in the establishment and development of government units
for policy development and supervision of business processes will be a
considerable advantage

Knowledge of public sector budgeting and accounting systems and procedures in
the Philippines will be a considerable advantage.

Excellent interpersonal skills and the ability to work in a sensitive cultural
environment.

Strong analytical, oral and written communication skills and commitment to
meeting tight deadlines.

Fluency in English is required.
7. REPORTING AND TIMING
The Consultant will act as the Team Leader for the GIFMIS Implementation in DepEd and
will report to and work under the direction of the Senior PFM Advisor, PFMP. All work will
be coordinated with the GIFMIS PIU and the Implementation Team of the GOP and the
selected GIFMIS Contractor/Service Provider. The Consultant will deliver the following
reports:

Inception Report: an Inception Report including draft Workplan for the conduct of
the assignment will be submitted within one calendar month of commencement, to be
agreed with the PIU and PFMP. Following that, any amendments or deviations to the
agreed Workplan will be presented to the PIU/PFMP in advance before such
amendments or deviations are effected. The Inception Report will cover the activities
of all consultants engaged in the GIFMIS implementation in DepEd. This will include
the activities of the International Functional Consultant and national consultants.

Activity Progress Reports: A Quarterly Progress Report is required, which will be
prepared using a template provided by PFMP. Reports will summarize progress
against the TOR and key issues affecting implementation. The Reports may also need
to include performance information relevant to the PFMP Monitoring and Evaluation
Framework. Any such requirements will be advised by PFMP during the inception
period. Additional reports may also be required by the relevant GOP Project
Implementation Unit, and these will also be determined in discussion with the PIU
during the inception period.

Final Completion Report: The Final Report will be submitted to the PIU/PFMP on the
conclusion of the assignment, with presentation of recommendations for any further
assistance on the implementation of GIFMIS to the PIU and inter-agency PFM
Committee.
The Activity shall commence in July 2014, be conducted at DepEd offices, Pasig City,
Philippines, and run for a period of two years. This is a full-time position.
6|P a g e
The following reporting schedule will be followed by the Consultant:
Report
Date
To Whom
Inception Report
One calendar month from
commencement
DepEd PMU &
PFMP
Activity Progress Reports
Quarterly from
commencement
DepEd PMU &
PFMP
Final Report
End of assignment
DepEd PMU &
PFMP
8. ASSUMPTIONS AND RISKS
For the successful implementation of the Activity it is assumed the below critical success
factors are in place. Risks associated with the successful completion of this Activity are
reflected in one or more of these assumptions failing to apply.

There is commitment, ownership and effective leadership for GIFMIS implementation
and PFM change management at senior levels within DepEd.

There is a willingness and capacity on the part of DepEd to provide effective
supervision and support to the Activity, and ensure resources are provided as
required on time.
9. RESOURCE CONTRIBUTIONS
DepEd will provide office space and access to computer network, internet and telephones;
use of conference/training/meeting rooms and related expenses as required; and
travel/per diem expenses of counterpart staff in cases of any field activities arising from
the Activity.
PFMP will provide all other resources as required by the Consultant.
7|P a g e