(Activity Design) Harmonization of Reports

Republic of the Philippines
OFFICE OF THE REGIONAL EXECUTIVE DIRECTOR

Prime Regional Government Center, Brgy. Carpenter Hill,
City of Koronadal, South Cotabato
ACTIVITY DESIGN
Activity Design No:

TITLE Harmonization of Obligation and Disbursement Reports
DATE February 15-17, 2023
VENUE Venue 88 Hotel and Events Place, General Santos City
AMOUNT P ___________________
RATIONALE
Harmonization of obligation and disbursement reports is a crucial activity that

helps in ensuring the accuracy and consistency of financial reporting not only in the
Administrative and Finance Division (AFD) but also in the Department of Agriculture –
Regional Field Office XII (DA – RFO XII) as a whole. It is a process of aligning and
reconciling the information contained in these reports to avoid discrepancies and
ensure that all personnel involved have a clear understanding of the preparation of
financial reports of the DA – RFO XII.
Firstly, and most importantly, it is essential to recognize that the primary

consideration in conducting this activity is in compliance with accounting standards.
Harmonization helps in ensuring that financial reports comply with the relevant
accounting standards, thereby reducing the risk of non-compliance and its associated
consequences. By reconciling the information contained in obligation and disbursement
reports, it helps in reducing the risk of errors and improves the accuracy of the reports.
Moreover, by providing a clear and consistent view of harmonizing obligation

and disbursement reports, it enhances transparency of the DA – RFO XII and helps to
build trust with the farmers and fisherfolk. This activity will also help in improving the
quality of financial data, reducing the risk of errors, and increasing the accuracy of
reports between the Budget Section and Accounting Section. Furthermore, by means of
reducing the risk of discrepancies, it increases the efficiency of the financial reporting
process and reduces the need for manual reconciliation within the concerned Sections.
This activity is also an integral part of the re-echoing of the recently concluded
activity hosted by the Budget Division – Financial Management Service (BD-FMS) with
regard to the preparation of Financial Accountability Reports (FARs) for 4 th quarter and
updates on the implementation of centrally managed manual template held on January
16 – 20, 2023 in Region VII.
This harmonization activity will serve as a platform for the personnel,

specifically under the supervision of the Budget Section, to work together to address
various issues and concerns on the long been challenges of the concerned Section in
terms of strengthening the system on obligation and disbursement reporting, most
importantly now that the DA – RFO XII has been gearing towards ISO 9001:2015
certification. Overall, this activity can play a vital role in promoting continuous learning
and improving financial reporting management system.
In addition, this activity will also assist the Budget Section and Accounting
Section in using the updated centrally managed manual template to ensure that all
financial reporting processes are aligned with the most up-to-date standards and
procedures. By providing clear and concise guidance on the use of the manual template,
it helps to standardize financial reporting processes and increase efficiency. This, in
turn, reduces the risk of errors and ensures that financial reports are accurate and up to
date. Moreover, by providing a centralized manual template, it helps to ensure that all
concerned personnel under the Budget and Accounting Sections have access to the same
information and resources. This helps to reduce the risk of discrepancies and provides a
consistent basis for decision-making. This is a vital step towards improving financial
reporting processes and increasing the accuracy and reliability of financial reports.
On the other hand, this is activity is also an efficient measure to assist the
concerned sections in the submission of budgetary reports on time in order to ensure
that all budgetary reporting obligations are met within the required deadline. By
providing support and guidance in the submission process, it helps to increase the
efficiency and accuracy of budgetary reporting and reduces the risk of errors or
omissions. Overall, assisting the concerned sections in the submission of budgetary
reports on time plays an important role to support the development of accurate and
timely budgetary reporting and to improve the efficiency and effectiveness of the
budgeting process within the DA – RFO XII.
In conclusion, this activity is a critical pursuit which will help in ensuring the
accuracy and consistency of financial reporting. Hence, the submission and proposal of
this activity design.
OBJECTIVES
The conduct of the harmonization of obligation and disbursement reports aims

to:
1) Guide the Budget Section and Accounting Section in using the updated centrally
managed manual template (Google Sheets);
2) Assist the Budget Section and Accounting Section in the generation of monthly
and quarterly financial reports using the updated centrally managed manual
template; and
3) Assist the concerned Sections in the submission of budgetary reports on time.
METHODOLOGY
The Administrative and Finance Division, through its Budget Section, will
spearhead the conduct of this harmonization of obligation and disbursement reports.
The first step in conducting this activity includes reviewing of the existing
financial reports to identify any discrepancies or inconsistencies. This will involve
comparing the reports to each other, as well as to other relevant financial data and
documentation. This will also involve reviewing the processes used to generate the
reports, as well as the data inputs used.
During the activity proper, the Budget Section will discuss about the utilization of
the updated centrally managed manual template (google sheet) as part of the
development for harmonizing the obligation and disbursement reports. The said system
will be discussed thoroughly in line with the generation of monthly and quarterly
financial reports using the updated system from the DA – Central Office.
Finally, the technical insights emanating from the harmonization of obligation

and disbursement reports will be implemented and used by the DA – RFO XII,
specifically by the Budget Section and Accounting Section.
PARTICIPANTS
The participants of this activity will include all concerned personnel from the Budget
Section and Accounting Section and key personnel from the Administrative and Finance
Division.
BUDGETARY REQUIREMENTS
UNIT
AMOUNT
PARTICULARS QTY. COST
(in PhP)
(in PhP)
TOTAL AMOUNT
EXPECTED OUTPUTS
1) Trained and capacitated nursery operators and potential nursery operators;

2) Beneficiaries equipped with sufficient skills and technical know-how on the
establishment and management of nursery;
3) Encouraged farmers with regard to the adoption of improved protocol on large
scale production of quality planting materials; and
4) Evaluation report on the assessment of the objectives.
Prepared by: Reviewed by:
NIÑO F. ANZANO RUBYLYN J. CADERNAS

Administrative Officer I OIC – Chief, Budget Section
Recommending Approval: Approved:
MARIA CECILIA E. FRANDO SAILILA E. ABDULA

Chief, Administrative and Finance Division OIC – Regional Executive Director

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Republic of the Philippines

OFFICE OF THE REGIONAL EXECUTIVE DIRECTOR

Activity Design No:

Harmonization of obligation and disbursement reports is a crucial activity that

Firstly, and most importantly, it is essential to recognize that the primary

Moreover, by providing a clear and consistent view of harmonizing obligation

This harmonization activity will serve as a platform for the personnel,

The conduct of the harmonization of obligation and disbursement reports aims

Finally, the technical insights emanating from the harmonization of obligation

1) Trained and capacitated nursery operators and potential nursery operators;

Prepared by: Reviewed by:

NIÑO F. ANZANO RUBYLYN J. CADERNAS

Recommending Approval: Approved:

MARIA CECILIA E. FRANDO SAILILA E. ABDULA

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