ONLINE ACTIVITY PROPOSAL

ONLINE ACTIVITY PROPOSAL SUBMISSION FORM

PROCEDURE

Step 1: Review and complete all applicable forms included in the Preparation Package. The folder includes the following:

   a. Online Activity Proposal Preparation Procedure;

   b. Activity Proposal Checklist;

   c. Activity Proposal Form; and

   d. Requisition and Issuance Slip (RIS)

Step 2: Submit the completed forms via this Google Form along with the following documents (whichever is applicable):

   a. For accommodation / Venue / Meals

• Submit the Draft Office Order (if outside office activities) or Notice of Meeting (within the office meeting) and Program of Activities.

   b. For office Supplies

• Provide three (3) copies of the Requisition and Issuance Slip (RIS) and an approved Supplemental PPMP. If items are unavailable or stock is low, submit a Purchase Request.

   c. For Other Supplies and Materials

• Provide an itemized list, recipient details (for tokens, kits, etc.), and technical specifications that align with the PPMP and RIS.

   d. For honorarium

• Include the Personal Data Sheet or Curriculum Vitae of the resource person or speaker.

Step 3: Ensure all proposal documents are in Portable Document Format (PDF) using the

revised forms.

Rename files using the format: OFFICE_PROGRAM_*Document*

Example:

   1. TSSD - EPWW_SPES_Checklist.pdf

   2. TSSD - EPWW_SPES_Activity Proposal.pdf

   3. TSSD - EPWW_SPES_Draft of Office Order.pdf

   4. TSSD - EPWW_SPES_Program of Activities.pdf

   5. TSSD - EPWW_SPES_PPMP.pdf

   6. TSSD - EPWW_SPES_Requisition and Issue Slip.pdf

Additional Requirements:

● The cost of office supplies indicated in the proposal must correspond with the amounts specified in the approved Project Procurement Management Plan (PPMP). If not, a Supplemental PPMP must be submitted.

● For activities funded by the General Appropriations Act (GAA), the approved budget outlined in the Work and Financial Plan (WFP) will be considered the maximum allowable expenditure.

● The budget may be adjusted according to the authorized allotments for activities funded through inter-fund transfers. Additional information for the Work and Financial Plan can be viewed here.

● All documents must be submitted in PDF Format using the revised forms. Ensure that the latest RIS form is used. (per Memorandum No. IMSD-SPU-2025-31-A)

● End users are encouraged to submit advanced copies through this Google Form.

● An acknowledgment email will be sent upon receipt of the complete documents. Only complete submissions will be processed.

Submission Deadlines of Activity/Project Proposal for FY 2025:

(per Memorandum No. IMSD-PLE-2024-157)

  ●  1st Quarter - January 27 - 29, 2025

  ●  2nd Quarter - March 10 - 14, 2025

  ●  3rd Quarter - June 9 - 13, 2025

  ●  4th Quarter - September 8 - 12, 2025

Acceptance and Evaluation:

  ● The respective IMSD Units will thoroughly review Activity Proposals upon submission. Applicants will be notified via email regarding the status of their proposal, including any required revisions. The review process typically takes a maximum of five (5) working days, depending on the complexity and volume of submissions.

  ● For GAA-funded activities, if the proposed budget exceeds the allocated amount, end users must submit a Supplemental Activity Proposal along with the corresponding Supplemental Project Procurement Management Plan (SPPMP) for review and approval.

  ● All proposals must comply with the aforementioned guidelines to ensure processing within the designated timeline.