GMMS

Gender Mainstreaming Monitoring System

Developed by the:

Philippine Commission on Women

With funding support from:
Agencia Espaola de
Cooperacin Internacional para
el Desarrollo

Office of the President

Philippine Commission on Women

System Overview
The GMMS is the system for managing the GAD profiles, GAD
plan and accomplishment report of the agencies, GOCCs and
SUCs and for generating related reports.
The system is also intended to be a tool for the technical officers
of PCW in the provision of technical assistance to agencies,
GOCCs and SUCs.

Office of the President

Philippine Commission on Women

System Overview
My GAD Profiles

Actions
Actions

Reports

Other GAD Profiles

Maintenance

Utilities
Reports

Office of the President

Philippine Commission on Women

My GAD Profiles

Actions

Reports

This module captures and

stores information
regarding the agency/LGU.
Among the information
captured and stored are the
Other GAD Profiles
organizations vision,
mission, description, GAD
data, including statistics,
issuances, technical
assistance, etc.
Maintenance

Reports
Utilities

Office of the President

Philippine Commission on Women

This module displays

information of other
agencies/ LGUs. Among the
information displayed are
My GAD
Profiles
the organizations
vision,
mission, description, GAD
data, including statistics,
issuances, technical
assistance, etc.
Actions

Reports

Other GAD Profiles

Maintenance

Reports
Utilities

Office of the President

Philippine Commission on Women

My GAD Profiles

Actions

Reports

Other GAD Profiles

This module provides
various facilities that allow
users
to manage their GAD
Maintenance
Plans and Accomplishments
Reports
Reports
Utilities

Office of the President

Philippine Commission on Women

My GAD Profiles
This module provides
various facilities that allow
the system administrator to
maintain reference
data.
Actions

Other GAD Profiles

Maintenance

This module is not available

to regular users.
Reports

Reports
Utilities

Office of the President

Philippine Commission on Women

My GAD Profiles

Other GAD Profiles

Actions

Maintenance

Reports

This module allows the

users
Reports
to view predefined
Utilities
types
of reports.

Office of the President

Philippine Commission on Women

My GAD Profiles

Actions
This module provides
various facilities that allow
users (1) to post and
answer queries,; (2) to view
contact information
Reports
regarding all GMMS Focal
Persons; (3) to send
messages to other GMMS
users and (4) to manage
users own account.

Other GAD Profiles

Maintenance

Reports

Office of the President

Philippine Commission on Women

Users
User Role
GMMS Focal Person
GMMS FP

Privileges
1.

Maintain GAD Profile.

2.

View the parent/constituents agency profile

3.

Create and submit the GAD Plan & Budget of his/her

office.

4.

Create and submit the Adjusted GAD Plan & Budget

of his/her office.

5.

Create and submit Accomplishment Report of his/her

office.

6.

Manage the reviewers and endorsers of his/ her

office (if parent organization)

7.

Accomplish the Gender Mainstreaming Evaluation

Framework of his/her office.
Office of the President
Philippine Commission on Women

Users
User Role

Privileges

Reviewer

1. Review the GPB

2. Review the GAD AR

Endorser

1. Endorse the GPB

2. Endorse the GAD AR

Office of the President

Philippine Commission on Women

Standard Button Description

Button

Function

Edits a record
Copies a record
Deletes a record
Displays values from a look-up list

Office of the President

Philippine Commission on Women

Standard Button Description

Button

Function

Deletes several records

Saves a record
Adds another record for user entry
Limits the number of displayed records

Office of the President

Philippine Commission on Women

Standard Button Description

Button

Function

Limits displayed columns

Date picker
Help instructions

Office of the President

Philippine Commission on Women

Lets Begin.

Office of the President

Philippine Commission on Women

Getting Started

Office of the President

Philippine Commission on Women

Getting Started

Open Mozilla Firefox version 21.0 or higher

To access GMMS:
Enter [Link] on the address bar.

Office of the President

Philippine Commission on Women

Logging In

Enter your user name and password and click the Log In button.

Note: You are only allowed 3 attempts before the system blocks you. If
youre blocked, you will have to wait 1 minute before attempting again.

Office of the President

Philippine Commission on Women

Dashboard

Accessible by clicking on your

username in the left menu.

Contains important messages

from the system and other
users

Contains news and

announcements

Contains schedules

Office of the President

Philippine Commission on Women

Updating the User Profile

Click username from the main menu.

Click Account Settings link.
Edit as needed.
Click on Save.

Office of the President

Philippine Commission on Women

Changing Your Password

Click username from the main menu.

Click Change Password link.
Enter old and new password.
Confirm new password.
Click on Save.

Office of the President

Philippine Commission on Women

Logging Out

Click username from the main menu.

Click Log Out link.

Office of the President

Philippine Commission on Women

Resetting a Forgotten Password

Office of the President

Philippine Commission on Women

General Tools

Office of the President

Philippine Commission on Women

Messages

Accessible by clicking on
Messages in the left menu.

Organizes incoming and

outgoing messages.

To compose, click Compose

button on the upper-right
portion of screen

Office of the President

Philippine Commission on Women

Start Here

Select Recipient from dropdown list

Enter Subject and Message

Office of the President

Philippine Commission on Women

GFP Directory

Accessible by clicking on GFP

Directory in the left menu.

Organizes all GFP contact

persons of each registered
organization.

Arranged by organization
name and constituent
organization.

Allows messaging by clicking

on the name of the contact
person.
Office of the President
Philippine Commission on Women

GAD Profiles

Office of the President

Philippine Commission on Women

My GAD Profiles

Accessible by clicking on My
GAD profiles in the left menu.

Organizes the GAD Profiles of

the logged-in user.

To switch between profiles,

use the dropdown menu in the
upper-rightmost corner with
label: You are currently
viewing

Office of the President

Philippine Commission on Women

Select the
organization you
want to access
here
After selecting the
organization, select
further the information
about the organization
that you want to view
using this dropdown

Office of the President

Philippine Commission on Women

Basic
Information

Default page of My
GAD Profiles.

Contains information
about the
organization like head
of organization,
contact details,
mandate,
organization chart,
etc.

Office of the President

Philippine Commission on Women

Edit Basic
Information
To edit the basic information,
click on Edit Basic Information
button in the upper-right
corner of page.

Office of the President

Philippine Commission on Women

Edit GAD Contact Person

Office of the President

Philippine Commission on Women

Edit GAD Contact Person

If the contact person is

set to Yes the name of
this person will appear in
the directories.

Office of the President

Philippine Commission on Women

Organization
Hierarchy

Select Organization
Hierarchy from left dropdown
menu.

Displays all organizations

within the same hierarchy of
the selected agency of LGU, i.e.
bureaus under the same line
agency; municipalities under
the same province.

Clicking on the name of a

contact person opens the Send
Message dialog box.
Office of the President
Philippine Commission on Women

GAD Mandates
GAD mandates are relevant
provisions in national laws and
international commitments such
as the CEDAW, Beijing Platform for
Action, and United Nations
Commission on the Status of
Women Agreed Conclusions to
which the agency or LGU can
contribute to or that which the
organization should be implement
as duty-bearers.

Office of the President

Philippine Commission on Women

Add a GAD Mandate

Office of the President

Philippine Commission on Women

Summary of GAD
Accomplishments

Select Summary List of GAD

Accomplishments from left
dropdown menu.

Displays organizations
accomplishments in the four
GMEF entry points: Policy,
People, Enabling Mechanism,
PPAs.

The list is based on the

activities in the GAD
Accomplishment Reports and
are categorized by the PCW
tech officers.
Office of the President
Philippine Commission on Women

GMEF

Gender Mainstreaming Evaluation Framework or GMEF is

a tool used to track agency or LGU progress in gender
mainstreaming. It is a set of indicators that show at
which stage an organization is currently at.
Office of the President
Philippine Commission on Women

GMEF
Office of the President
Philippine Commission on Women

List of GAD Plans and

GAD ARs

Select List of GAD Plans and

GAD ARs from left dropdown
menu.

Displays organizations
accomplishments in the four
GMEF entry points: Policy,
People, Enabling Mechanism,
PPAs.

The list is based on the

activities in the GAD
Accomplishment Reports and
is categorized by the PCW tech
officers.
Office of the President
Philippine Commission on Women

Technical Assistance

Select Technical Assistance

from left dropdown menu.

Displays summary of technical

assistance received by the
organization. Organized into
three tabs: Technical
Assistance Package, Trainings
Received, Other Technical
Assistance.

Office of the President

Philippine Commission on Women

Attachments to the
GAD Profile

Select Attachments to the

GAD Profile from left
dropdown menu.

Displays summary of
attachments uploaded by the
organization in the different
areas of the GAD Profile.

Office of the President

Philippine Commission on Women

GAD Awards

Lists GAD Awards received by the

organization or the individuals in the
organization
Office of the President
Philippine Commission on Women

All GAD Profiles

Accessible by clicking on All

GAD profiles in the left menu.

Organizes all the GAD profiles

of all the registered
organizations in the GMMS.
Access each organizations
profile by clicking its name in
the list.

Same functionality as the My

GAD Profiles except the
information cannot be edited.

Office of the President

Philippine Commission on Women

Action: Prepare GAD Plan

and Budget

Office of the President

Philippine Commission on Women

Steps in preparing a GPB

1. Make sure the organization you are currently viewing and
preparing a GPB for is correctly selected.

2. Select the year of the GPB your are encoding.

Office of the President
Philippine Commission on Women

3. Choose between the two methods available for encoding

your GPB:

method A: using the downloadable spread sheet, filling out the

form, and then uploading the form in the GMMS.

Office of the President

Philippine Commission on Women

2. Choose between the two methods available for encoding

your GPB:

method B: directly encoding the activities in the GMMS.

Office of the President

Philippine Commission on Women

Method A: GMMS Spread Sheet

i.

After selecting the organization (step 1) and the year of the

GPB to be prepared (step 2) click the spreadsheet icon
to download the editable GPB spreadsheet form.

ii. Save the file in your desktop. Do not rename the file.
iii. Open the file. Depending on your version of MS Excel, it
may prompt you if you want to open the file. Click Yes to
open the file.
Office of the President
Philippine Commission on Women

Method A: GMMS Spread Sheet

iv. Refer to the Guidelines for Using the GMMS Spread Sheet

Office of the President

Philippine Commission on Women

Method B: GMMS Spread Sheet

i.

After selecting the organization (step 1) and the year of the GPB
to be prepared (step 2) click the spreadsheet icon
to
download the editable GPB spreadsheet form.

ii.

Enter the total GAA appropriation of your agency or LGU in the

Total GAA of Organization and click Save as Draft button in
the upper right portion of the page. The Activities interface will
open at the lower half of the page.

iii. Select first from the three tabs available: Organization Focused,
Client Focused or Attributed Program.
iv. Finally, click the Add Activity button on the lower right portion of
the screen to add an activity.
Office of the President
Philippine Commission on Women

Method B: Direct Encoding

i.

After selecting the organization (step 1) and the year of the

GPB to be prepared (step 2) enter the total GAA/ Budget of
your organization in the Total GAA or Budget of
Organization and click Save as Draft button in the upper
right portion of the page. The Activities interface will open
at the lower half of the page.

ii. Select first from the three tabs available: Organization

Focused, Client Focused or Attributed Program.
iii. Finally, click the Add Activity button on the lower right
portion of the screen to add an activity.
Office of the President
Philippine Commission on Women

2
3
4
5

Method B: Direct Encoding

Office of the President

Philippine Commission on Women

2
3
4
5

Steps in preparing a GPB

Office of the President

Philippine Commission on Women

Important Note!
Encoding of plans and accomplishment reports
is per activity. If a gender issue being addressed
involves several distinct activities with its own
budgets, each activity will be encoded
separately but with the same gender issue.

Office of the President

Philippine Commission on Women

Office of the President

Philippine Commission on Women

Add Activity
1.

Add first a gender issue or

GAD mandate by clicking
the lens button.

2.

Indicate cause of the

gender issue. If there is
more than one cause, click
the Add Another button t
add an additional input
field.

3.

Do the same for each GAD

Result Statement or
objective.

Office of the President

Philippine Commission on Women

Add Issue/ Mandate

1.

Add first a gender issue or

GAD mandate by clicking
the lens button. The list of
issues/ mandates will
appear.

2.

Select from the list

available using the radio
buttons to the left of each
item or use the Add
button in the upper right
corner to add a new item.

3.

Click the Select button at

the lower right corner.

Office of the President

Philippine Commission on Women

Use the dropdown to

categorize each
Relevant MFO/ PAP
and type-in the
corresponding
statement.
Type the name of the
activity. One activity
only. Details to
describe the activity
further can be
included.
Each performance
indicator must have a
corresponding target.

Office of the President

Philippine Commission on Women

Use the dropdown to

categorize each Budget
Source, i.e. GAA, ODA,
etc. and type-in the
corresponding amount.
Dont use commas in
the figures.

Type the name of each

office involved in the
activity.

Dont forget to
click Save at the
bottom of the
screen!

Add attachments that

can support the need
for the activity. This is
optional

Office of the President

Philippine Commission on Women

Duplicate Activities
If you are encoding a set of activities
referencing the same Gender Issue
and/ or GAD Mandate, you can use the
Duplicate activity to speed up the
encoding!

Office of the President

Philippine Commission on Women

Add Attributed Program

1

1.

Add first name of

attributed program .

2.

Indicate budget source and

budget amount as
calculated using the HGDG
tool.

3.

Indicate office responsible

and attach the result of
the HGDG score sheet to
support the attribution.

4.

Click Save

Office of the President

Philippine Commission on Women

Saving the draft GPB

After encoding each activity or a

set of activities, click on the Save
as Draft button to save your work
and recalculate the % of GAD
allocation figure.
Office of the President
Philippine Commission on Women

Viewing the Draft GPB

Click the View GPB button. This
will open the View GPB modal
window which shows all the
activities encoded using the
template of the JC 2012-01.

GPB can be printed or exported to another

format like pdf and spreadsheet using the
buttons found on the upper left side of the
interface. To close the interface, simply
press the X icon in the upper right corner.

Office of the President

Philippine Commission on Women

Set Signatory
Click the Set Signatory button.
to open the modal window for
encoding the signatories of the
plan.

Office of the President

Philippine Commission on Women

GPB Submission, Tracking, Review and

Approval

Office of the President

Philippine Commission on Women

Submit GPB
1.

To submit the GPB, click on

Submit GPB button in the
upper-right corner of page.
This will open a dialog box.

2.

Provide a message to the next

recipient and click Submit.

Office of the President

Philippine Commission on Women

Tracking Submissions
Select Actions from left menu and then Track GPBs
and ARs. This will open the Track GPB and ARs
page which summarizes all submissions to the
GMMS.

Tracking information includes document version,

time GPB was submitted, recipient, action required
and some remarks.

Office of the President

Philippine Commission on Women

Reviewing Submissions
This action is only available to Reviewers.
Select Actions from left menu and then Review
GPBs and ARs. This will open a page which
summarizes all GPBs and ARs that requires review
of the currently logged in user.

To view a submission, simply click on

the lens icon beside each
submission to open the View GPB
interface.

Office of the President

Philippine Commission on Women

Adding Comments to Submissions

In the View GPB interface,

comments can be added by
clicking on the Comments
hyperlink found in each cell
of the GPB or GAD AR
submission.
Clicking the hyperlink will
open the Comments dialog
box.
Type the comment in the text
box and click Post to post the
comment.

Office of the President

Philippine Commission on Women

Types of Comments

Public. Comments posted in

this tab are viewable by all
who have access to the
document.
Group. Comments which are
available only to the
members of the organization
who posted the comment,
i.e. PCW, DA, etc.
Private comments are
available only to the user
who posted the comment.
This is something to the
effect of a personal note..
Office of the President
Philippine Commission on Women

Viewing Comments to Submissions

To view a comment, look for
the comments indicators in
the form of numbers in each
cell of the View GPB
interface. The number will
indicate the number of
comments for the cell
indicated. Clicking on the
Comments hyperlink to
open the Comments dialog
box.
Reply to a comment by
clicking on the arrow beside
the comment, typing the text
and pressing Enter.

Office of the President

Philippine Commission on Women

Actions to documents for review

After a document has been reviewed it
requires action, i.e. revise or approve. To
send the document back or to the next
recipient, two buttons are available at the
bottom of the View GPB interface: For
Revision and Recommending Approval.
Click on the appropriate button and a
dialog box will appear. Type in your
message and click Submit.
A notification to the intended recipient
will be sent to his or her email and will
also be reflected in his or her dashboard
in the GMMS.

Office of the President

Philippine Commission on Women

Revising GAD Plans

When a document is sent

back for revision a
notification appears in the
recipients dashboard.
Clicking the hyperlink will
open the document.

Alternatively, the user may

also go to Actions then
Prepare GPB to access the
document that requires
revision.
Office of the President
Philippine Commission on Women

Endorsing Submissions
This action is only available to Endorsers.
Select Actions from left menu and then Endorse
GPBs and ARs. This will open a page which
summarizes all GPBs and ARs that requires
endorsement to the next organization.

As with the review process, to view

a submission, simply click on the
lens icon beside each submission to
open the View GPB interface.

Office of the President

Philippine Commission on Women

Endorse documents
After opening a document scroll down to
the bottom of the View GPB interface.
Two buttons are available: For Revision
and Endorsed.
Click on the appropriate button and a
dialog box will appear. Type in your
message and click Submit.
A notification to the intended recipient
will be sent to his or her email and will
also be reflected in his or her dashboard
in the GMMS.

Office of the President

Philippine Commission on Women

Schedule of
Submissions
The schedule for the
submission of GPBs,
Adjusted GPBs and GAD ARs
as well as accomplishing the
GMEF questionnaire is
posted in the dashboard.
If the document does not
reach PCW within the time
frame, it will be labeled as
unendorsed.

Office of the President

Philippine Commission on Women

Action: Prepare Adjusted GPBs

Office of the President

Philippine Commission on Women

Steps in preparing an adjusted GPB

1.

This action is only available to organizations who have endorsed GPBs.

2.

Make sure the organization you are currently viewing and preparing an
adjusted GPB for is correctly selected.

3.

Click on Actions then Prepare Adjusted GPBs.

4.

Select the year of the adjusted GPB you are preparing from the
dropdown.

5.

You will be prompted to import the data from the endorsed GPB. Click
Import. Another dialog box will appear to confirm your action. Confirm
by clicking Yes. The summary view of the adjusted GPB will open.

6.

Edit as necessary.
Office of the President
Philippine Commission on Women

3
2
4

Steps in preparing an Adjusted GPB

Office of the President

Philippine Commission on Women

Adjusted GBB
Summary View
The adjusted GPB
interface is just the same
as the prepare GPB
interface.
The process of submission
and review is also the
same.
The adjusted GPB
becomes the basis of the
data of the future GAD
Accomplishment Report.

Office of the President

Philippine Commission on Women

Action: Prepare GAD

Accomplishment Reports

Office of the President

Philippine Commission on Women

Steps in preparing a GAD AR

Scenario A: With a corresponding endorsed GPB of the same
year:
You will be prompted to import the data from the endorsed
GPB. Click Import. Another dialog box will appear to confirm
your action. Confirm by clicking Yes. The summary view of the
adjusted GPB will open.
Scenario B: No corresponding endorsed GPB of the same year.
The interface will open with a blank GAD AR input form.
Office of the President
Philippine Commission on Women

Scenario A: With GPB

1.

This action is only available to organizations who have endorsed GPBs.

2.

Make sure the organization you are currently viewing and preparing a
GAD AR for is correctly selected.

3.

Click on Actions then Prepare GAD ARs.

4.

Select the year of the GAD AR you are preparing from the dropdown.

5.

You will be prompted to import the data from the endorsed GPB. Click
Import. Another dialog box will appear to confirm your action. Confirm
by clicking Yes. The summary view of the adjusted GPB will open.

6.

Edit as necessary.

Office of the President

Philippine Commission on Women

3
2
4

Scenario A: With GPB

Office of the President

Philippine Commission on Women

Scenario B: Without GPB

1. Make sure the organization you are currently viewing and
preparing an GAD AR for is correctly selected.
2. Click on Actions then Prepare GAD ARs.
3. Select the year of the GAD AR you are preparing from the
dropdown.
4. Enter the total GAA appropriation of your agency or LGU in the
Total GAA of Organization and click Save as Draft button in
the upper right portion of the page. The Activities interface will
open at the lower half of the page.
5. Edit as necessary.
Office of the President
Philippine Commission on Women

3
2

Scenario B: Without GPB

Office of the President

Philippine Commission on Women

Add Activity
1.

Adding an activity in a GAD

AR is the same as adding
an activity in a GPB. If your
GAD AR imported data
from its GPB then the data
will already be reflected
here.

Office of the President

Philippine Commission on Women

Under Performance Indicator an

additional field needs to be filled
out: Actual Results. If some of the
matching fields, i.e. target, have
not been filled out yet, this would
be a opportune time to do so.

Under Budget an additional field

likewise is required: Actual Cost/
Expenditure. This will show later
the difference in amount of
allocation vs. expenditure.

Office of the President

Philippine Commission on Women

Additional field: Remarks.

Dont forget to
click Save at the
bottom of the
screen!
Office of the President
Philippine Commission on Women

Submission and
Review of GAD AR
1.

To submit the GAD AR, click on

Submit GAD AR button in the
upper-right corner of page. As
with the GPB, this action will
open a dialog box where the
user can provide a message to
the next recipient.

2.

The review and approval

process of the GAD AR is the
similar to the GPB process.

Office of the President

Philippine Commission on Women

Forum

Office of the President

Philippine Commission on Women

Reports

Office of the President

Philippine Commission on Women

Generating Reports

GAD Related Accomplishment Policy

Directory of Agencies and LGUs
Directory of GAD Focal Points
Trending Report of Agency/LGU GAD GMEF Score Chart
Annual Gender and Development (GAD ) Plan and Budget
Summary List of Agency/LGU GAD Plan
Status of Agency/LGU GAD Plan and Budget/GAD Accomplishment Submission
and Review
GAD Budget Allocation and Expenditure of Agencies/LGUs
GAD PPAs
Agency/LGU GAD GMEF Score Chart
Comments On The Agency/LGU GAD Plan
Agency/LGU PPAs Alignment To Indicator Sets
Notable PPAs of Agencies/LGUs
List of GAD Activities Per Indicator Set
Summary List of Technical Matrix
Office of the President
Philippine Commission on Women

Generating Reports
Click on Reports from the main menu.
Select a report from the Report dropdown list.
Select items from the additional dropdown
lists. These are report parameters to filter the
records that will be displayed on the report.
Click on Generate Report button.

Office of the President

Philippine Commission on Women

Generating Reports

Office of the President

Philippine Commission on Women

Troubleshooting

Office of the President

Philippine Commission on Women

Troubleshooting
Limited bandwidth. You might experience slow connection
sometimes especially during the loading of modal windows. If
the modal window is loading too slow, try stopping the
process by double-clicking the progress indicator and redoing
the submission.
Disconnection. This can happen from time to time so be sure
to save your work often.

Office of the President

Philippine Commission on Women

Troubleshooting
GMMS inaccessible. Please report through email and provide
information such as date and time the system was
inaccessible so we can check the source of the problem.
Forum. The GMMS has its own forum accessible through the
Forum menu in the left side of the screen. Post observed
problems and suggestions in the forum so others with similar
problems will know the solution. Try to give as much info as
possible and upload screenshots if necessary.

Office of the President

Philippine Commission on Women

Thank You!
Philippine Commission on Women
Agencia Espaola de
Cooperacin Internacional para
el Desarrollo

Office of the President

Philippine Commission on Women