Republic of the Philippines
Department of Health
Cagayan Valley Center for Health Development
CONCEPT NOTE
Re-Orientation on the use of Online Document Tracking Information System
I. Rationale:
Document Tracking System aims to standardize the process of management and control of
documented information in the DOH to ensure proper identification, availability, suitability and
adequacy of all documented information necessary for the effectiveness of the quality
management system. The Information Management Service (IMS) had continually improved the
DTRAK and the present system is now called as the Enhanced Online Document Tracking
Information System to include Regional Offices.
Implementation of the DTRAK System in Regional Office II will facilitate coordination and
communication among the different divisions and sections and will provide efficient and
effective monitoring of all incoming and out-going documents giving importance to transparency
and accountability.
The Records Section will conduct Re-Orientation on the use of DTRACK system in
coordination with Information and Communication Technology Unit (ICTU) for the
installation and utilization of the system.
Objectives:
General:
The activity aims to train the selected personnel on the use of DTRAK in the Regional Office II
which shall be use by the different divisions and sections/units within the office to increase
productivity and efficiency, improve work flow processes, eliminate misplacing of documents
and improve document tracking.
Specific:
1. To orient the basic concept of DTRAK
2. To train the users on the use of DTRAK as the official document tracking information
system
3. To train on the use of DTRAK
4. To gather issues and challenges and identify potential strategies to address it.
II. Expected Output:
1. Competency on the use of DTRAK system.
2. Clarified objectives, process, and roles
Maharlika Highway, Carig Norte, Tuguegarao City • Telephone Number: 304-6585, 304-8737, 846-7261 & 8467230 • e-mail address:
chdcvdoh@[Link]/dohregionaloffice2@[Link] • TeleFax no. 304-6523
Republic of the Philippines
Department of Health
Cagayan Valley Center for Health Development
3. Summary of issues/concerns and recommendations
III. Stakeholder Participation
The activity will be participated by the following:
1. Representative staff per division/section/unit/cluster/ of Cagayan Valley Center of Health
Development.
IV. Methodology
1. Presentation of methods
2. Hands-on exercises
3. Interactive discussions
4. Open forum
V. Operational Details
Date and Venue DATE/Conference Hall
Category of participants Representative CVCHD Staff per unit/division
Total pax 50
Facilitators Records Staff
Support staff
Proposed budget 30,000.00
Fund source HRDU
VI. Evaluation
First-level course evaluation will be administered to assess the achievement of objectives,
appropriateness of the content, and identification of areas for improvement in future activities.
Prepared by: Noted by:
EVELYN R. GAMIAO PEDRO P. CALSIYAO
Administrative Officer V Chief Administrative Officer
Approved by:
Maharlika Highway, Carig Norte, Tuguegarao City • Telephone Number: 304-6585, 304-8737, 846-7261 & 8467230 • e-mail address:
chdcvdoh@[Link]/dohregionaloffice2@[Link] • TeleFax no. 304-6523
Republic of the Philippines
Department of Health
Cagayan Valley Center for Health Development
RIO L. MAGPANTAY, MD, PHSAE, CESO III
Director IV
Maharlika Highway, Carig Norte, Tuguegarao City • Telephone Number: 304-6585, 304-8737, 846-7261 & 8467230 • e-mail address:
chdcvdoh@[Link]/dohregionaloffice2@[Link] • TeleFax no. 304-6523