The Systems and Productivity Improvement Bureau (SPIB) prepares action documents/reports to evaluate or respond to agency requests/proposals in relation to management systems improvement, public sector productivity enhancement, management of government assets, strengthening of internal control systems in government, and other related matters. The timeline for this service depends on the complexity of the technical evaluation needed to come up with the action document(s), as well as the deadline set by or agreed upon with the party concerned.
Among the requests that can be considered under this classification are those regular transactions wherein all required data have been submitted or are available.
The classification of the service is considered highly technical since it requires the use of technical knowledge, specialized skills and/or training in the processing and/or evaluation thereof. In particular, it requires a thorough technical evaluation to ensure the quality and consistency of recommendations that would be the basis for the final DBM action. Said evaluation may also necessitate the conduct of a more in-depth study or research on the matter, exhaustive review of relevant laws, issuances and standards, or coordination with other stakeholders which could provide relevant inputs.
Office or Division
| OFFICE OR DIVISION: |
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| CLASSIFICATION: | Highly Technical |
| TYPE OF TRANSACTION: |
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| WHO MAY AVAIL: | National Government Agencies (NGAs), Local Government Units (LGUs), State Universities and Colleges (SUCs), Government-Owned or -Controlled Corporations (GOCCs), Government Financial Institutions (GFIs), and other government entities concerned; development partners; and other concerned parties (e.g., general public) |
Checklist of Requirements
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CHECKLIST OF REQUIREMENTS |
TYPE AND NUMBER OF COPY |
WHERE TO SECURE |
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OR
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Requesting party unless indicated otherwise |
Client Steps
Administrative Service-Central Records Division (AS-CRD) and SPIB
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CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
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1. Submit hard copy of the request to AS-CRD or email request to SPIB official email ( |
For physical submission, receive the request. |
None |
Physical submission - within 1 hour Electronic submission - included in the total SPIB processing time |
Administrative Assistant (ADAS) I, and Administrative Officer (AO) III and V
AS-CRD
AO III (Records Officer II)/ ADAS III (Computer Operator II), Budget and Management Analyst (BMAN), Budget and Management Specialist (BMS) I, BMS II, Senior BMS, Supervising BMS, Chief BMS
SPIB
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| 2. None |
2. For physical submission, upload all documents to Document Management System (DMS). For electronic submission received via official SPIB email, upload all documents to DMS. |
None | ||
| 3. Receive DMS-generated acknowledgement receipt (AR). |
3. For physical submission, issue DMS-generated AR to client; and send hard copy to SPIB. For electronic submission, send DMS-generated AR to client via email. |
None |
Systems and Productivity Improvement Bureau (SPIB)
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CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
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4. None
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4. For physical submission, receive and record the request. Determine SPIB division concerned, otherwise, refer to SPIB B/S/O Director |
None
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included in SPIB processing time |
AO III (Records Officer II)/ ADAS III (Computer Operator II) Assistant Director/Director |
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For electronic submission, record request. Determine SPIB division concerned, otherwise, refer to SPIB B/S/O Director |
BMAN, BMS I, BMS II, Senior BMS, Supervising BMS, Chief BMS Assistant Director/Director |
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| 5. None | 5. Draft action document/s (e.g. memorandum, letter or email to external stakeholders, comments/inputs/position papers, minutes, presentations, and briefers) | None |
within 15 working days, or deadline set by or agreed upon with DBM senior official concerned or party concerned |
BMAN, BMS I, BMS II, Senior BMS |
| 6. None | 6. Review draft action document/s and send to SPIB B/S/O Assistant Director/Director for review | None |
Supervising BMS, Chief BMS |
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| 7. None | 7. Review draft action document/s and send to OSI FGH, SPIB Supervising Senior Official, and/or other Senior Official concerned; or send directly to client or requesting party, cc OSI FGH, SPIB Supervising Senior Official, and/or other Senior Official concerned, as needed | None | Assistant Director/Director |
Functional Group Head/Office of the Secretary
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CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
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8. None |
8. Review and approve action document/s, and release physical copy to AS-CRD (as applicable, depending on the nature of transaction) |
None |
within 3 working days |
Supervising Senior Official of the SPIB OSI Group (as applicable) Senior Official concerned Functional Group concerned (as applicable) |
| 2 working days | DBM Secretary |
SPIB and AS-CRD
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CLIENT STEPS |
AGENCY ACTION |
FEES TO BE PAID |
PROCESSING TIME | PERSON RESPONSIBLE |
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7. Accept and/or acknowledge receipt of the DBM action from AS-CRD (for physical release) or SPIB (for electronic release), whichever is applicable. |
7. Release DBM action to the requesting party. |
None | Physical release - 10 minutes* |
AA IV, ADAS I and III, and AO I, II and V AS-CRD |
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Electronic release - included in SPIB processing time |
AO III/ADAS III SPIB |
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| TOTAL | 20 working days | |||
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*If for pick-up by the agency concerned; Within 1 working day for personal delivery; Within 3 working days thru courier service. |
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