OOL T

OWrtOIAL
« S I. C A S E
I'Vib ■MiK
REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF BUDGET AND MANAGEME

No.: 2022 - 10
CIRCULAR LETTER
August I6_, 2022

TO ALL HEADS OF DEPARTMENTS/AGENCIES/STATE

UNIVERSITIES AND COLLEGES, OTHER NATIONAL
GOVERNMENT AGENCIES INCLUDING CONSTITUTIONAL
COMMISSIONS/OFFICES

SUBJEa IMPLEMENTATION OF ONLINE RELEASE OF FORWARD

OBLIGATION AUTHORITY (FOA), MULTI-YEAR CONTRACTUAL
AUTHORITY (MYCA), CASH DISBURSEMENT CEILING (CDC),
AND NON-CASH AVAILMENT AUTHORITY (NCAA) THROUGH
THE ACTION DOCUMENT RELEASING SYSTEM (ADRS)

1.0 BACKGROUND

Anchored on Republic Act (RA) No. 8792 (Electronic Commerce Act of 2000), RA No.
11032 (Ease of Doing Business Act), and State of the Nation Address (SONA)
Directive 2020-0071^ the DBM transitions to the adoption of the online release of
action documents signed by the DBM Secretary \with the use of the Philippine National
Public Key Infrastructure (PNPKI) offered by the Department of Information and
Communications Technology (DICT).

In view of DBM Circular Letters (CL) No. 2021-6 dated April 7, 2021 and CL No. 2021-
8 dated August 23,2021 that provided for the institutionalization of the online release
of SARO and ANCAI through the DBM Action Document Releasing System (ADRS),
further implemented by DBM CL No. 2022-3 dated February 2, 2022 and DBM CL No.
2022-8 dated April 22, 2022, the ADRS was rolled out to all the 38 Departments and
363 Agencies that have completed ADRS trainings.

Accordingly, with the successful implementation of the online release of SAROs and
ANCAIs, there is the need to expand the coverage of its implementation to other
authorities and action documents such as the FOA, MYCA, CDC and NCAA.

1
Making Government Transactions Available Online dated August 5, 2020

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2.0 OBJECTIVE

2.1 This Circular Letter aims to:

2.1.1 institutionalize the release of FOA, MYCA, CDC and NCAA in digital
format directly to the authorized users of recipient Department,
Agencies, Regional Offices and Implementing Units; and
2.1.2 eliminate the unnecessary steps of printing, physically signing, routing
and releasing the printed Action Documents to the agency liaison
officers.

3.0 DEFINITION OF TERMS

• Forward Obligational Authority (FOA) - Certificate of commitment or

authority issued by the DBM to national government agencies for Foreign-
Assisted Projects (FAPs) certifying that funds shall be made available to cover
the total project cost. This shall be used for loan negotiation purposes and
serves as an assurance that the loan proceeds and the peso counterpart
contribution are banking services on behalf of government agencies.

• Multi-Year Contractual Authority (MYCA)- An authority issued by the

DBM to agencies, covering the full contract cost, for the procurement of multi­
year projects (MYPs). This shall be used as the basis in the certification of
availability of funds (CAF) required prior to contract execution.

• Cash Disbursement Ceiling (CDC)- An authority issued by the DBM to

departments with overseas operations e.g.. Department of Foreign Affairs
(DFA) and Department of Labor and Employment (DOLE) to utilize their
income collected/retained by their Foreign Service Posts (FSPs) to cover its
operating requirements but not to exceed the allotment released to the said
post.

• Non-Cash Availment Authority (NCAA)- Authority granted by DBM to

national government agencies to account for the cash equivalent of loan
proceeds availed of through supplier's credit / constructive cash.

4.0 SCOPE AND COVERAGE

4.1 This Circular Letter covers the use of the DBM ADRS by the following
authorized users:

4.1.1 DBM Users, whose access authority shall be limited to their defined
coverages; and
4.1.2 Users from Departments/National Government Agencies (NGA),
Regional Offices (RO) and Implementing Units (lU), as approved by
their Head or his/her authorized representative.

5.0 SPECIFIC GUIDELINES AND PROCEDURES

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 5.1 The DBM shall officially release/issue digital FOA, MYCA, CDC and NCAA forms,
solely through the DBM ADRS. The printing of the FOA, MYCA, CDC and NCAA
forms will be discontinued upon full Implementation of this CL

5.2 The digital FOA, MYCA, CDC and NCAA forms should be available in the ADRS
near real-time upon the approval in the eBudget system.

5.3 Registration in the DBM ADRS. Users shall follow the succeeding steps to
register in the ADRS:

5.3.1 As a preliminary requirement for users, the Head of Agency concerned,

or his/her authorized representative, shall submit the duly reviewed and
signed List of Authorized Users (Annex A) through a formal letter
addressed to the following:

5.3.1.1 DBM through the respective Budget Management Bureau

(BMB) for centralized agencies; or

5.3.1.2 DBM ROs, for non-centralized agencies, including State

Universities and Colleges (SUCs), and other Implementing Units
(lUs) under their coverage

5.3.2 For the guidelines on agency determination of access privileges of new

and existing users to access FOA, MYCA, CDC and NCAA, please refer
to the instructions in Annex A.

5.3.3 The DBM Analyst and the respective BMB Director shall be responsible
for validation of the submitted Annex A for centralized agencies and
their endorsement for ICTSS approval.

5.3.4 The DBM ROs shall be responsible for validation of the submitted Annex
A from the non-centralized agencies and their endorsement for ICTSS
approval.

5.3.5 New authorized users shall follow the succeeding steps to complete
their registration^.

5.3.5.1 Access the DBM apps portal at https://apps.dbm.Qov.ph:

5.3.5.2 On the Login page, click on the "REGISTER NOW" button;
5.3.5.3 On the Account Registration page, fill up all the required
fields;

5.3.5.3.1 On the "Approving Officer Email" field, please use

the email of ictssheipdesk@dbm.qov.ph. ICTSS
will base the approval of the user registration on
the endorsed List of Authorized Users (Annex A).

2
Refer to the Video Tutorial for user registration at https://docs.dbm.gov.ph/#registration

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 5.3.5.4 On the 2^^ Account Registration page, enter the pre-defined
coverage via the dropdown selections then click submit.
5.3.5.5 Walt for the confirmation message informing that the
registration has been completed.
5.3.5.6 The DBM ICTSS will approve new account registration based
on the validated List of Authorized Users (Annex A).
5.3.5.7 Wait for the email notification to the e-mail address indicated
for the approval of the newly-registered account.

5.3.6 In case of change of authorized users, the Head of agency or his/her

authorized representative, shall, within three (3) working days, inform
the DBM in writing, of such change. Consequently, new authorized
users shall be required to undergo the same registration process and
the replaced users' accounts shall be deactivated.

5.3.7 The process flow for the user registration for FOA, MYCA, CDC and
NCAA are provided in Annex B.

5.4 Downloading from the DBM ADRS. The use of the One-Time Password
(OTP), which is valid within four (4) hours upon issuance, is included as an
additional security measure for the downloading of FOA, MYCA, CDC and/or
NCAA from the DBM ADRS in order to strengthen access controls. Accordingly,
users shall follow the succeeding steps to download the digital documents:

5.4.1 Login to the DBM Apps Portal at https://apps.dbm.Qov.ph/loQin using

the user's registered account;
5.4.2 Locate and click the "DBM ADRS" icon on the application portal;
5.4.3 Click the Request for New OTP button. Fill in a one-time password
(OTP) which will be sent to the registered email address; input and
submit the OTP in the OTP Validation page.
5.4.4 Click Coverage underneath the user's registered account. Then choose
the applicable Department / Agency / Region Office / Implementing
Unit.
5.4.5 On the DBM ADRS dashboard, click "Downloads," then choose "FOA,
MYCA, CDC or NCAA", as applicable, located on the top right area of
the page.
5.4.6 On the Downloads page, choose the budget year, click "Retrieve" to
refresh the list of the authorities.
5.4.7 After locating the desired authorities from the list, click on its
corresponding action button represented by the underlined arrow down
icon, and select "FOA, MYCA, CDC or NCAA" from the dropdown.
5.4.8 Download the digital authorities form.

5.5 The dissemination of the downloaded, as well as printed, digital documents

shall be limited only for the original purpose it was made or issued.

6.0 RESPONSIBILITY AND ACCOUNTABILITY

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 The following are the roles and responsibilities of the DBM and national government
agencies in the implementation of the DBM-ADRS:

6.1 The DBM shall be responsible for the following:

6.1.1 Approval and validation of user registration including the authorized

coverage;
6.1.2 Timely uploading of digital copies of FOA, MYCA, CDC and/or NCAA and
supporting attachments, if any to the DBM ADRS;
6.1.3 Administration of the One-Time Password (OTP) for access controls;
6.1.4 Establishment of reporting and monitoring controls, if necessary;
6.1.5 Provision of timely and effective client support and application
maintenance; and
6.1.6 Issuance of clarificatory/supplemental guidelines and provision of
system updates and developments, if necessary.

6.2 The national government agencies shall be responsible for the following:

6.2.1 Submission of necessary requirements and authorized agency email

addresses for user registration;
6.2.2 Adoption and implementation of the pertinent internal guidelines and
responsive internal controls on the use of the ADRS;
6.2.3 Responsible downloading, printing, and use of digital documents for
the intended or original purpose within the day upon release of the
documents in the ADRS;
6.2.4 Compliance with reporting requirements of the DBM, if any;
6.2.5 Timely reporting of issues through lodging tickets with the DBM ICTSS
Helpdesk; and
6.2.6 Provision of feedback on system implementation through client
evaluation forms and feedback gathering activities to serve as basis for
improvement.

7.0 TRANSITORY PERIOD

7.1 By September 2022, the DBM ADRS shall be available to all authorized NGAs
and ROs in the implementation of the digital release of FOA, MYCA, CDC and
NCAA.

7.2 All NGAs are required to submit their respective lists of authorized users, as
applicable, following the prescribed format in Annex A on or before August
30, 2022. Registration of authorized users and sessions of online training on
the use of the DBM ADRS shall be scheduled in September 2022.

7.3 Upon completion of the online training, the FOA, MYCA, CDC and/or NCAA of
NGAs shall be released digitally through the DBM ADRS.

7.4 For the continuous improvement of the DBM ADRS, a "Kumustahan" Session
with the ADRS users of NGAs shall be regularly scheduled on a quarterly basis
upon the full implementation to solicit valuable feedback from the users.

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 7.5 Full impiementation of this Circular Letter shall be prescribed by the DBM
through the issuance of an advisory which shall be posted on the DBM
website.

8.0 TECHNICAL SUPPORT

For technical concerns, authorized users are requested to contact the DBM ICTSS
helpdesk at ictsshelpdesk@dbm.Qov.ph.

9.0 REPEALING CLAUSE

All provisions of existing guidelines that are not consistent with this Circular Letter
are hereby revised, modified and/or repealed accordingly.

10.0 SEPARABILITY

If any provision of this Circular Letter is declared void or unconstitutional, the

remaining provisions not affected thereby shall continue to be in full force and effect.

11.0 EFFECTIVITY

This Circular Letter shall take effect immediately.

AMENAH /yPANGANDAMAN
Se/rETARY, DBM

Page I 6
 ANNEX A
Access Matrix for the Department of Budget and Management-Action Document Releasing System

Department/ Agency:
Implementing Unit:

Instructions:

1. Agencies should nominate new personnel who can access the FOA, MYCA, CDC or NGVA. Otherwise, existing ADRS users may view
and download the MYCA, FOA, CDC or NCAA provided they are authorized under this Annex A.

2. In case nominated as authorized to access the FOA, MYCA, CDC or NCAA, existing ADRS authorized users will still submit the
accomplished and signed Annex A for documentation and validation.

3. Please mark the appropriate column in the "Action Documents" Section of the Access Matrix (Table 1).

4. Ensure the signatures of the authorized signatories below (Budget Officer, Finance Director and Head of Agency).

5. Submit together with the agency letter signed by the Head of the agency or authorized representative to the respective DBM units
pursuant to Section 5.3.1 of CL No.__ .

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 Annex A - Table 1: Access Matrix

LN Name Position/Office e-Mail Address Existing OTP User? Regular ACTION DOCUMENTS
ADRS With User?
User? downloading View < >
c
Access Access U o
(Yes/No) z < < > >
(Yes/No) Only < s«
z ^
<
o u
>- u
u
O
u
u
</>
o & oe
(Yes/No) O <
Ik
S z z < <
oe
< o
(/)

1 □ □ □ □ □ □ □ □ □
2 □ □ □ □ □ □ □ □ □
3 □ □ □ □ □ □ □ □ □
Notes (Acronyms of Action Documents):
SARO-Spedal Allotment Released Orders CDC-Cash Disbursement Ceiling
ANCAI-AdvIce Notice of Cash Allocation Issue NCAA-Non-Cash Availment Authority
NCA-Notice of Cash Allocation APMV- Authority to Purchase Motor Vehicle
AGSB - Authorized Government Servicing Bank ARMV-Authority to Rent Motor Vehicle
FOA- Forward Obligational Authority
MYCA -Multi-Year Contractual Authority

Prepared By: Reviewed By: Approved By:

Budget Officer Finance Director Head of Agency

To be filled up by the DBM:

Checked By: Endorsed By:

DBM Budget Analyst DBM Budget and Management

Bureau (BMB) Director

Page 12
» * 9

ANNEX B: PROCESS FLOWCHART FOR THE USER REGISTRATION IN ADRS

(FOA, MYCA, CDC or NCAA)

s
G

f
9
Prepara a Latter
..... .
•**y
Letter and List of
AutMreed Users

& and si^n Annex

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41
Ravaw Letter
and Sign /^r^nex

Pending Vabdation. Personnel

already ragster

I
X
Review and &gn
Letter an

& Annet A

I
i Ves

Has Existing Account in AORS?

Based on^cess
,• Privileges
Pending Validation of
Letter and Annet A

Route to BMB Submit Onine

Asialyst Registration
<
Q
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§
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Proceed to
Access System

£ DBMpn^ ^
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DBM Ana lysl

i II klantifie d?

.5 Regisl ar io
I iate
account for DBM
Regiser In DBM
Ponal ■fr
Roirteto ICTSS
Helpdesk far
s
D
ADRS Assistance

Submission of Letterand
>V)nex A for validation

DBM Analyst Evaluate Online

ragisiraiion
S
I '' Return Annex A Emal Notification

i
t
i
Vakdate Lenar
ar>d STgn Anrtex
Authorisd user?
I
A
I A ppr<T*e User
Act ourtt in
g ADRS
Sign Annex A

z
I •>
I BMBOrector

I Letter and
Anne A
^nex A

Sign Annex A

T
1
I Based on Online
X.
±
Z
Registration
C— Grant Acces In
ADRS
nie Anrtex A
*o
S ADRS

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