Nine personnel of the University of the Philippines Visayas (UPV) participated and contributed in the workshop of the UP System titled Commission on Audit (COA) policies supporting the digitalization of the UP Information Systems held at the College of Law, UP Diliman, Quezon City on January 27-28, 2025.
The participants shaed insights during a brainstorming on the improvement of the draft of the Manual of Procedures for the implementation of Policy on Electronic Documents and Signatures. The resource person, who also served as the workshop facilitator, was Atty. Marlon Marquina, Director of the Information Technology Audit Office, and Systems and Technical Services Sector of COA.
Meanwhile, Dr. Peter Sy, UP Assistant Vice President for Dx, led the discussions on the draft Manual for improvement and finalization with inputs from personnel of the UP System, UP Mindanao, UP Manila, UP Tacloban, UP Baguio, UP Los Baños, UP Philippine General Hospital, UP Cebu, UP Diliman, UP Visayas, and UP Open University.
The final output of the workshop will be incorporated to the manual. The document is designed to provide clear, detailed instructions for all stakeholders involved in the creation, use, and management of electronic documents and signatures within the University system.
Specifically, it will establish standardized procedures for the use of electronic documents and signatures across all University campuses and units; ensure compliance with relevant Philippine laws and regulations governing electronic transactions; support the University's commitment to transparent, accurate, and standardized financial reporting; provide guidance on security measures and best practices to maintain the integrity and confidentiality of electronic documents and signatures; outline the approval process for new electronic signature types and transactions; define roles and responsibilities for various University personnel in managing electronic documents and signatures; set forth training requirements and compliance measures to support the successful implementation of the Policy; and establish a clear goal of minimizing paper usage and printing across all University operations, with the ultimate aim of eliminating unnecessary paper consumption through the adoption of electronic documents and signatures.
The nine UPV contingents were Accounting Chief Eleanor Ravena; Budget Chief Arlene Avanceña and her staff, Grace Olla-Cañon; Cash Office Chief Maureen Kay Ongo and her staff Sheila Balenia; HRDO Chief Ella Tidon and her staff Ralph Reuben Mueda; SPSO Dx Officer Samual Nievales; and Assistant Vice Chancellor for Administration and SPSO Acting Chief, Dr. Cherry Pilapil Añasco. Other personnel of UPV Budget and Accounting offices also listened to the presentations of Director Marquina via Zoom.
Their participation is vital in ensuring that UPV’s digitalization efforts are aligned with COA requirements and the UP System policies, and to further enhance the operational efficiency of the University.
