CORE SYSTEM 6 OF 6

PMS

Project Monitoring System

End-to-end management of Provincial infrastructure and program initiatives — from concept and budget allocation to milestone tracking, citizen feedback, and AI-driven risk analytics. Every project, every peso, every constituent voice in one transparent system.

Project Lifecycle Budget & Disbursement Milestones AI Risk Analytics Citizen Feedback

System Overview

01

Project Lifecycle

From concept to closure: status tracking, geo-tagged sites, milestones, document approval, audit log of every change.

02

Budget & Disbursement

Fiscal year allocations, disbursement logs, utilization dashboards, and statistical anomaly detection on spending patterns.

03

AI-Powered Insights

Predictive completion dates, budget burn forecasts, automated risk analysis, what-if scenarios, and weekly executive briefings.

Core Modules at a Glance

Projects
CRUD, geo-tagging, status
Departments
Provincial offices & units
Barangays
All Zambales barangays geo-coded
Budget
FY allocation & utilization
Milestones
Per-project tracking
Documents
Upload, approval, AI classify
Citizen Feedback
Sentiment analysis (FIL/EN)
Audit Log
Every mutation recorded

Demo Accounts

Use these credentials in the staging environment to explore role-specific features.

Role Username / Email Password Access Scope
System Administratorpms.admin@zambales.gov.phAdmin@Demo2026Full system administration
Executive (Governor's Office)pms.executive@zambales.gov.phExec@Demo2026Province-wide dashboards & briefings
Department Headpms.depthead@zambales.gov.phHead@Demo2026Department projects, budget & analytics
Project Managerpms.manager@zambales.gov.phManager@Demo2026Assigned projects, milestones, disbursements
Staffpms.staff@zambales.gov.phStaff@Demo2026View projects, post updates
Citizen Usercitizen.juan@email.comCitizen@Demo2026Submit project feedback
Note: Demo credentials are for evaluation purposes only and reset every 24 hours. Production credentials are issued upon system handover.

Roles & Permissions Matrix

Capability Admin Executive Dept Head PM Staff Citizen
View executive dashboard✓✓✓———
Create new project✓—✓———
Update project / milestones✓—✓✓——
Allocate / disburse budget✓—✓———
Post project updates✓—✓✓✓—
Run AI risk analysis✓✓✓✓——
Generate executive briefing✓✓————
Run what-if scenarios✓✓✓———
Approve / classify documents✓—✓✓——
Submit project feedback✓————✓
View audit log✓✓————

End-to-End Workflows

Master Workflow — Project Lifecycle

From concept and budget allocation through execution, citizen feedback, and closure — with AI insights at every stage.

flowchart TD A([Project Concept]) --> B[Department Head Drafts Project] B --> C[Capture Title, Description, Geo-Location] C --> D[Tag Department + Funding Source] D --> E[Define Milestones + Timeline] E --> F[Allocate Budget per Fiscal Year] F --> G{Executive Approval} G -->|Reject| H[Revise] H --> C G -->|Approve| I([Active Project]) I --> J[PM Assigned + Team Built] J --> K[Disburse Funds per Milestone] K --> L[Staff Posts Progress Updates] L --> M[Documents Uploaded + Approved] M --> N[Citizens Submit Feedback] N --> O[AI Sentiment Analysis] I --> P[AI Risk Analysis Runs Continuously] P --> Q{Risk Flagged?} Q -->|Yes| R[Alert Dept Head + PM] R --> S[Mitigation Action] S --> L Q -->|No| L L --> T{All Milestones Complete?} T -->|No| K T -->|Yes| U[Final Liquidation Report] U --> V[Executive Closure Approval] V --> W([Project Closed + Archived]) style A fill:#E8EEF6,stroke:#1F4E79 style I fill:#D1FAE5,stroke:#065F46 style W fill:#D1FAE5,stroke:#065F46 style R fill:#FEE2E2,stroke:#991B1B

Workflow A — Project Initiation & Budget Allocation

Department Head registers a new "Flood Control Phase 2" project with milestone-based budget.

flowchart LR A[Dept Head Login] --> B[New Project] B --> C[Title + Description] C --> D[Pin Location on Map
Barangay & Coordinates] D --> E[Funding Source
LDRRMF / GAA / IRA / External] E --> F[Define Milestones
5-7 Major Deliverables] F --> G[Allocate Budget per Milestone] G --> H[Attach Concept Documents] H --> I[Submit for Executive Approval] I --> J[Executive Reviews Dashboard] J --> K{Decision} K -->|Approve| L[Project Active] K -->|Return| M[Comments Sent Back] M --> C style A fill:#E8EEF6 style L fill:#D1FAE5

Step-by-Step Procedure

1
Login as Department Head.
2
Open Projects → New Project.
3
Provide details: title, description, target start/end, expected impact.
4
Geo-tag: pin the project location on the interactive map; select affected barangay(s).
5
Tag funding source: LDRRMF (with thematic pillar), GAA, IRA, External Grant, or combination.
6
Define milestones: 5–7 major deliverables with target dates.
7
Allocate budget: line items mapped to milestones (PS / MOOE / CO categories).
8
Attach concept documents: feasibility study, design, ECC if applicable.
9
Submit. Executive (or designated approver) reviews and approves to activate the project.

Workflow B — Disbursement & Anomaly Detection

Disbursements logged per milestone; statistical engine watches for anomalies in real time.

flowchart TD A[Milestone Marked Complete] --> B[PM Initiates Disbursement Request] B --> C[Attach Receipts / OBR / DV] C --> D[Dept Head Approves] D --> E[Disbursement Recorded] E --> F[Auto-Update Utilization %] F --> G[Statistical Engine Runs] G --> H{Z-Score > Threshold?} H -->|Normal| I[All Clear] H -->|Anomaly| J[Flag in Audit Log] J --> K[Notify Executive + Internal Audit] K --> L[Investigation Triggered] L --> M{Resolved?} M -->|Valid| I M -->|Issue| N[Hold Future Disbursements] style A fill:#E8EEF6 style I fill:#D1FAE5 style N fill:#FEE2E2

Workflow C — AI Risk Analysis & Executive Briefing

AI engine continuously evaluates project health and generates auto-briefings for Executive review.

flowchart LR subgraph Continuous[Continuous AI Analysis] A[Project Data Stream
Progress, Budget, Updates] --> B[AI Risk Model] B --> C{Risk Level} C -->|Green| D[On Track] C -->|Yellow| E[Watch List] C -->|Red| F[Critical Alert] F --> G[Push to PM + Dept Head] end subgraph Weekly[Weekly Executive Briefing] H[Trigger: Monday 6 AM] --> I[AI Compiles Last 7 Days] I --> J[Project Status Summary] J --> K[Budget Burn Forecast] K --> L[Citizen Sentiment Highlights] L --> M[Generated Briefing PDF] M --> N[Email to Executive] end subgraph WhatIf[What-If Scenario] O[Executive Asks Scenario
Reallocate ₱X to Project Y] --> P[AI Models Impact] P --> Q[Predicted Outcomes Report] Q --> R[Decision Logged in Audit] end G --> H style A fill:#E8EEF6 style H fill:#E8EEF6 style O fill:#E8EEF6 style N fill:#D1FAE5 style R fill:#D1FAE5

Use Case Scenarios

SCENARIO 1

Flood Control Infrastructure

A ₱180M flood control project spanning 3 barangays in the next 18 months.

  1. Dept Head registers project + geo-pins affected barangays
  2. Budget split across milestones: design, procurement, construction, turnover
  3. Disbursements tracked per milestone
  4. AI flags 2-week schedule slip risk early
  5. Mitigation logged; project recovers
  6. Citizens submit feedback via Citizen App; sentiment positive
SCENARIO 2

Citizen Feedback on Health Center

Newly opened health center generates community feedback.

  1. Citizens leave comments via the Citizen App
  2. System auto-detects language (Filipino/English)
  3. AI sentiment classifier categorizes positive / neutral / negative
  4. Recurring concerns highlighted (e.g., "long waiting time")
  5. Department Head sees prioritized improvement list
  6. Action plan logged + tracked
SCENARIO 3

Monday Executive Briefing

Governor receives auto-generated weekly briefing every Monday at 6 AM.

  1. AI compiles previous week across all active projects
  2. Highlights: 3 milestones completed, 1 schedule risk, 2 disbursement anomalies
  3. Budget burn vs. forecast for Q2
  4. Top 5 citizen-engagement projects by sentiment
  5. Briefing PDF emailed + accessible in Executive dashboard
  6. One-click drill-down to any flagged item
SCENARIO 4

Budget Reallocation What-If

Governor considers moving ₱30M from a slow project to a typhoon recovery effort.

  1. Executive opens What-If module
  2. Selects source + destination projects
  3. AI models impact: completion delay on source vs. acceleration on target
  4. Predicts citizen sentiment shift
  5. Generates risk-vs-benefit narrative
  6. Decision logged with full audit trail for COA review
SCENARIO 5

Spending Anomaly Detection

A construction project has unusual disbursement spike in Week 8.

  1. Statistical engine detects Z-score above threshold
  2. Auto-flags disbursement in audit log
  3. Notifies Executive + Internal Audit
  4. Investigation finds advance payment to supplier
  5. Documented as legitimate; flag cleared
  6. Audit trail preserved for COA
SCENARIO 6

Semantic Project Search

Staff needs to find all projects related to "drainage improvement" — across different terms.

  1. User types natural language query in search
  2. Semantic search returns projects with matching meaning
  3. Includes terms like "canal de-clogging", "storm drain", "flood mitigation"
  4. Results ranked by relevance
  5. One-click to open any result

System Outputs

DASHBOARD
Executive Dashboard
Province-wide portfolio view with map
BRIEFING
Weekly AI Briefing
Auto-generated PDF every Monday
REPORT
Budget Utilization
Per project / department / FY
FORECAST
Completion Forecast
AI-predicted finish dates
ANALYSIS
Risk Heat Map
Color-coded by AI risk level
FEEDBACK
Sentiment Summary
Per-project citizen sentiment
AUDIT
Full Audit Log
Every change tracked for COA
EXPORT
DBM / DILG Reports
Compliance-ready submissions

Frequently Asked Questions

How does the AI risk analysis work?

It evaluates each project across multiple signals: schedule slippage, budget burn rate, milestone completion velocity, citizen sentiment, and historical patterns. A risk score is computed and color-coded (green/yellow/red), with auto-generated narrative explaining drivers.

What if AI services are unavailable?

The system gracefully falls back: all manual functions (project CRUD, budget, milestones, documents) work normally. AI-generated narratives switch to template-based summaries until services are restored. Operations are never blocked by AI availability.

Does it support LDRRMF four-pillar tracking?

Yes. Projects can be tagged under Prevention/Mitigation, Preparedness, Response, or Rehabilitation. Reports follow OCD-prescribed structure for direct submission.

How is citizen feedback collected?

Through the Citizen App's project comment feature, public web portal, or in-person submissions encoded by staff. All feedback runs through sentiment analysis (Filipino + English) and ties back to the originating project.

Can semantic search find projects in Filipino?

Yes. The search engine handles both Filipino and English queries and returns matches based on meaning, not just exact words — useful when projects are named with different terminology over time.

How does it integrate with the other 5 systems?

Project sites plot on GIS; staff are linked to HRIS; Fleet Management handles project-related vehicle dispatch; Citizen App carries feedback to and from constituents; and mining-related projects can pull data from Mining Monitoring for environmental compliance verification.