ABSTRACT
This study evaluated the Document Tracking System (DoTS) at the DPWH Iloilo City District Engineering Office using a descriptive qualitative design. Using in-depth interviews, the study gathered data from four liaison officers and three internal employees. Findings showed that while the system modernizes document handling by replacing "cumbersome" physical storage with "actionable insights," its success depends on human intervention and infrastructure stability. The DoTS improves volume management and aligns with RA No. 11032 to "expedite government transaction processes," but efficiency is often compromised by "power and internet outages." The research concludes that the office has achieved "mediated transparency" rather than "open transparency," as stakeholders still rely on staff intermediaries for status updates. Policy recommendations include establishing a dedicated stakeholder portal, investing in redundant power and network infrastructure, and enforcing a "real-time update" protocol to ensure the system remains a reliable driver of accountability.
Keywords: Document Tracking System, Operational Efficiency, Digital Governance, DPWH Iloilo City
INTRODUCTION
Development tracking systems have improved the efficiency of the government transactions by setting up timelines for prompt approval of document transactions. These systems, as recent developments on technologies, help meet the demands for transparency in public service. Thus, this study focuses on how these tools manage information efficiently and effectively in a government setting.
In 2007, the Philippine Congress passed Republic Act 9485, formally titled "An Act to Improve Efficiency in the Delivery of Government Service to the Public by Reducing Bureaucratic Red Tape, Preventing Graft and Corruption, and Providing Penalties Therefore." Frequently referred to as the "Anti-Red Tape Act of 2007," this legislation was designed to foster a culture of integrity, accountability, and the responsible oversight of public resources and administration. Additionally, the law seeks to streamline administrative workflows and implement robust measures intended to deter graft and corruption within the government sector.
In accordance with this mandate, the Department of Public Works and Highways (DPWH) implemented a streamlined system designed to accelerate project completion and the processing of related documentation while enhancing the transparency of its organizational operations. (DPWH, 2021). This system of tracking is called the Document Tracking System (DoTS).
DoTS functions as an electronic dynamic routing slip that tracks down and monitors the status of slow-moving documents. It points out those who are responsible for the delays of processing and indicates a target date for document release. This system prescribes a timeline for the reviewing and approving offices. To date, the DoTS system has been in implementation within the DPWH for five years.
Reflecting on the positionality of the researcher as an employee of the DPWH Iloilo City District Engineering Office for the last ten years, there is a recognized need to assess the implementation and outcomes of the DoTS system. This study sought to provide empirical data that would help the DPWH management ascertain the current status of the program and maximize its goals and objectives.
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