Republic of the Philippines

Province of Oriental Mindoro

MUNICIPALITY OF BANSUD

OFFICE OF THE MUNICIPAL MAYOR

PUBLIC EMPLOYMENT SERVICE OFFICE

ACTIVITY DESIGN

I. IDENTIFYING INFORMATION

Title of Activity : PASSPORT ON WHEELS (POW)

CARAVAN

Target Participants/Beneficiaries : 1,000 Passport Applicants

(500 Male; 500 Female)

Target Date : December 12,2019

Proposed Venue : Bansud Municipal Hall

Implementing Office/Unit/Organization : Office of the Municipal Mayor - PESO

Partner Organization/Institution : Department of Foreign Affairs (DFA) –

Office of Consular Affairs
Mobile Passporting Division

Facilitator (Individual/Organization) : Department of Foreign Affairs (DFA) –

Office of Consular Affairs
Mobile Passporting Division

II. BACKGROUND/RATIONALE

As the province of Oriental Mindoro is separated by water and ways of travel to mainland Luzon
(including Metro Manila) is multi-modal and expensive, PGOrM is finding ways to address this
problem. One of the solutions identified is the conduct of Passport On Wheels (POW) Caravan in
the province to ease the burden of Mindoreños and passport applicants coming from nearby
provinces.

In keeping with the thrust of the national government particularly the Department of Foreign
Affairs (DFA) and ensure prompt and efficient passport services to intensify its campaign to bring
passport and other consular services to distant cities and towns across the country, the
Provincial Government of Oriental Mindoro thru the Education and Employment Services
Division of the Office of the Governor will conduct Passport On Wheels (POW) Caravan in
Calapan City, Oriental Mindoro that will cater 1,000 passport applicants in the province and
other neighbouring provinces in the MIMAROPA (Mindoro, Marinduque, Romblon and Palawan)
Region.

The said activity is comprised of a one-stop shop where applicants are being catered
simultaneously by various programs and services offered by PGOrM in constant coordination
and partnership with various stakeholders and national agencies.

Moreover, POW intends to decongest regional office of applicants by bringing DFA consular
services to clients for their comfort and convenience, saving money, time and effort.

III. ACTIVITY GOAL, OBJECTIVES AND OUTPUT

A. Activity Goals or Rational Objectives

1. To establish closer coordination with local and national nagencies for the implementation of
PGOrM programs and services.

2. To provide convenient passporting services to Mindreños.

 B. Learning Objective

1. To promote awareness among Mindoreños about the program and services offered by the
Provincial Government of Oriental Mindoro linked with various local and national government
agencies.

C. Expected Output

1. 1,000 Applicants served: Renewed/Issued Passports

2. Terminal Report

IV. ACTIVITY CONTENT AREA AND METHODOLOGIES/MEDIA

The activity is one-stop shop that covers DFA-related programs and services to be assisted by
GO-EESD.

Coordination with DFA-ASEANA

EESD Head and staff coordinated and followed-up the request to conduct POW in Calapan City,
Oriental Mindoro. Mr. Antonio M. Magnaye, Jr., Provincial PESO Manager, together with the
PESO Managers of Socorro, Pinamalayan, Bongabong and Mr. Rhenejim Jhun A. dela Cruz, Labor
and Employment Assistant I, attended the briefing and orientation where guidelines on POW
where presented.

In close coordination with DFA, the following shall be observed:

1. Posting of Announcement to disseminate information of the activity

2. Orientation of interested applicants
3. Initial screening and encoding of applications forms by EESD staff
4. Verification of documents by DFA personnel
5. Encoding of application forms to DFA portal by EESD designated encoders
6. Activity Proper

POW Caravan Itinerary

27 November Arrival of DFA POW Team

Physical and technical set-up of the venue

28 November Activity Proper

29 November Post Activities

Post Assessment of the Activity
Travel Time of POW Team to their point of destination

V. ACTIVITY REQUIREMENTS

A. Time Allotted for the Activity

The activity will take 3 days ( 27 November – 29 November ) inclusive of preparation and
post-assessment activities

B. Profile of Proposed Participants

1,000 passport applicants (500 Male; 500 Female) from Oriental Mindoro and nearby
provinces. Applicants will be scheduled according to their preferred appointment
time during the encoding of application forms to the FDA portal.

The following guidelines must be observed:

1. 1st 2 Hours will be allotted for Senior, Minor and PWD applicants
2. Morning schedules will be allotted for new passport applicants
 C. Resource Persons/Facilitators

40 Passport On Wheels Team (DFA Personnel)

D. Activity Management/Staff

To ensure proper implementation of the activity, Mr. Antonio M. Magnaye, Jr., Supervising
Labor and Employment Officer/Provincial PESO Manager, shall supervise the
conduct of the activity. He will ensure an orderly and organized manner of passport application
and processing. Likewise, he will immediately resolve any issues and concerns occurring
during the Job Fair.

With regards to all documentary reports, Mr. Rhenejim Jhun A. dela Cruz, Labor and
Employment Assistant 1 will collect and collate Summary Report (i.e. total number
of applicants and processed passport application) immediately after the activity and
consolidate the same for submission to FDA – Manila and EESD as file. Also,
he will be designated as Passport Coordinator and will closely coordinate with POW
Team Leader of the activity.

EESD Staff shall (1) assist in the registration of applicants; (2) attend to the needs of POW
Team; and (3) collect data from POW Team in a timely manner.

Component of Support Staff

EESD Head and Staff 17 pax

PDRRMO Staff 5 pax
Security Personnel (PNP) 10 pax
Mall Security 5 pax

Component of POW Team

POW Team 37
Couriers 3

E. Venue/Facilities

The venue needed to facilitate this activity should have space and a stage that could
accommodate 1,000 people. The appropriateness and adequacy of facilities should
also be ensured such as: (1) accessibility, (2) registration area, (3) entrance and exit points,
(4) waiting area, (5) toilets, (6) safety and security provisions.

F. Resource Requirements

Meals and Snacks

Food for POW Team; EESD Support Staff, City PESO Staff; PNP Personnel; Medical Team and
Other Support Staff

Van Rental

4 vans will be used before, during and after the activity to convey POW Team from DFA
ASEANA to Calapan City and vice versa

Transportation Expense

2 POW vans will be used during the activity. The POW vans will be loaded with equipment
and machines used to process the passports. The following are the inclusions of the
van rental package:
1. Passengers’ Boat Fare
2. Terminal Tickets
3. Toll and Other Fees
4. Arrastry
5. Weigh Bridge
 Accommodation

To house POW Team

Office Supplies

Office supplies needed for the conduct of the activity

Tarpaulin

For information dissemination and announcements

Printing and Publication

For printing of passport application forms (i.e renewal – adult; renewal – minor; new –
adult; and new – minor)

Token

To gratify and acknowledge the support of DFA POW Team

Sound System

A sound system designed to fit almost any space, ranging from small venues to large open
area that’s scaled to meet the needs of the activity in announcing instructions,
directions and announcements.

Tables and Chairs

Tables and chairs to be used during the activity

Travelling Expenses

Travelling expenses incurred and per diem of EESD Head and Staff during the orientation
and briefing of POW guidelines at DFA ASEANA and to convey POW Team from
Calapan City to DFA ASEANA

Gasoline, Oil and Lubricant Expenses

The service vehicle will be utilized before (massive information dissemination and
coordination), during and after the activity.

VI. ACTIVITY COST

The total amount of TWO HUNDRED THIRTY FIVE THOUSAND ONE HUNDRED FORTY FIVE
PESOS (Php235,145.00) will be utilized for this activity chargeable against Maintenance and
Other Operating Expenses Fund of EESD. Details are as follows:

Budgetary Requirement
Particulars Quantity Unit Cost Total
Meals and Snacks* 70,695.00
Accommodation 40 pax 750.00 30,000.00
Office Supplies* 9,800.00
Printing & Publication Expenses 11,850.00
Token 40 pax 550.00 22,000.00
Rent Expenses* 81,000.00
Travelling Expenses 4 pax 1,200.00 4,800.00
Gasoline 100 liters 50.00 5,000.00
GRAND TOTAL Php235,145.0
0
*See attached Detailed Budgetary Requirement
VII. MONITORING AND EVALUATION

To monitor and evaluate the result of the conducted activity, DFA will submit terminal reports to
EESD to determine that targets were accomplished and objectives were met.

Before the POW Activity

1. Ensure that all requirements and preferences are complied.

2. Conduct ocular inspection of the proposed POW venue;

3. Ensure appropriateness and adequacy of facilities such as: (1) accessibility, (2) registration
area, (3) interview area, (4) selection are, (5) entrance and exit points, (6) waiting area, (7)
toilets, (8) safety and security provisions; and

During the POW Activity

1. Distribution of pre-registered number for an orderly processing of passport applications;

2. Assist in supervising the activity;

3. Ensure the orderly implementation of the activity

After the POW Activity

1. Prepare and submit the POW Summary Report to DFA POW Team Leader

2. Encode all applicant registration for EESD file; and

3. Submit a copy of the total number of passport applicants to the Office of the Governor and
EESD as file.

The Provincial PESO shall conduct an assessment and evaluation of the activity with POW Team
(DFA Personnel) for the preparation of terminal report to be submitted to PA’s office and EESD
as file.

VIII. ATTACHMENT

1. Sample Request Letter of PGOrM thru EESD

2. DFA Confirmation Letter
3. Details of Budgetary Requirements

Submitted by:

MARYDEL M. RODRIGUEZ
Admin. Officer IV/PESO Manager Designate Reviewed by:

MANUEL I. REGENCIA, MPA

Municipal Planning and
Development Coordinator

Approved:

HON. RONALDO M. MORADA

Municipal Mayor