Paperless Session by Santiago B. Cane, Jr.


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Now, if the whole world goes paperless, how many more generations can count on a future with fresh air? Would it not be good for the environment? LET US ALL GO PAPERLESS, SAVE OUR TREES AND DO OUR PARTS TO CONTAIN GLOBAL WARMING!

Santiago B. Cane,Jr. -Provincial Vice Governor, Agusan del Sur

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Paperless Session by Santiago B. Cane, Jr.

  1. 1. Republic of the Philippines PROVINCE OF AGUSAN DEL SURGov. D.O Plaza, Government Center, Prosperidad
  2. 2. Scope of Presentation History SP AdaptationHighlights of the Process Equipment/CostLessons/Insights Learned Impact/Benefits
  3. 3. Brief HistoryThe Paperless Session in Agusan delSur started as a simple conceptwhen then Provincial Board MemberSantiago B. Cane, Jr., now theIncumbent Provincial Vice Governor,was elected Secretary-General of theProvincial Board Members League ofthe Philippines (PBMLP) in 2005.
  4. 4. Attending meetings of the NationalExecutive Officers and the NationalBoard with a sizeable number ofdocuments packed into several bagsmade every trip difficult andtiresome. Moreover, every member inattendance had to be provided thesematerials which meant thedocuments had to be reproduced -an expensive and tedious task.
  5. 5. At first, the PBMLP Officersquestioned the concepts reliabilityand feasibility. However, it slowlygained the Boards trust, and later, tofull acceptance.The successful paperless meetings ofthe PBMLP inspired Hon. Cane tointroduce such concept in theSangguniang Panlalawigan (SP) ofAgusan del Sur.
  6. 6. As Provincial Vice Governor-elect in2007, he discussed it with Governor-elect Maria Valentina G. Plaza and,then incumbent, Governor AdolphEdward G. Plaza, who both assuredtheir full supportHe then discussed the paperlesssession concept with some InformationTechnology Unit personnel and SPemployees.
  7. 7. On September 24, 2007, during the 10th regular session ofthe 12th Sangguniang Panlalawigan, the first officialpaperless session was conducted, paving the way to a newera in local legislation in the Philippines
  8. 8. SP ADAPTATION Issuances Project Proposal Computer Literacy TrainingAmendment of Existing Internal Rules of Procedure
  9. 9. Computer Literacy Training September 17 – October 4, 2007 Participants: Vice Gov. , SP Members and Staff, SP Sec. and Staff Modules Topics Module 1 Introduction to Computers Module 2 Word Processing (MS Word) Module 3 Budget Computation (MS Excel) Module 4 Visual Presentation (Power point) Module 5 Paperless Technology Module 6 Introduction to Internet
  10. 10. Pictorials
  11. 11. September 17 – October 4, 2007
  12. 12. Amendment of IRP
  14. 14. How to go paperless?Using Document Using Computer Using Server or Using LCDScanner • Store scanned USB documents in a • Upload the Agenda • Connect• Scan all into the server, for Secretary’s folder documents for the server to upload Laptop to the • Using MS Word, it to every board LCD. Agenda prepare the members’ laptop • Flash the agenda • If server is Agenda on wide •Hyperlink specific unavailable, a screen at the agendum with simple USB can serve the purpose session hall the appropriate during session scanned documents
  15. 15. Sample:57th Regular Session Jan. 9, 2012
  16. 16. Equipment and Cost PhP 18,000 - 39,000 x 15 PhP 20,000 - 50,000 PhP 330 – 700 x 15 PhP 30,000 - 50,000 PhP 100,000 - 200, (Optional) Approximate Total Cost = PhP 424,950 – 895,500
  17. 17. Lessons LearnedWe need to live with the times. The advancementof technology is only open to those who arewilling to learn and make advantage of it,regardless of race, gender and age.There is always a better way of doing things. Solong as people don’t settle with mediocrity, solong as people don’t stop learning.
  18. 18. Lessons LearnedThe problem on climate change is global, but we can be “glocal”. We think globally, but we can act locally.The idea of systems thinking is worth nurturing. As always, we are part of the whole, and the whole is part of us.
  19. 19. Previous Experience: Traditional Session Cost Per Target No. of Total Cost per Session Sessions per Year YearBondpaper 9.5 reams x 50 87,875.00 185.00/ ream = P1,757.50Toner 0.50 x4,800.00= 50 120,000.00(Photocopier) 2,400.00Ink 0.250 set 50 46,250(Computer) x3,700.00 = 925.00Manpower Utilization 4x1,200=4,800 50 240,000.00 Total Cost per Year : PhP. 494,125.00
  20. 20. Present Practice: Paperless Session Cost Per Target No. of Total Cost Session Sessions Per per Year YearElectricity 0.237 x 4 hrs x 50 264.50Consumption 5.58 = 5.29- LCDElectricity 0.48 x 4 hrs x 50 8,035.20Consumption 5.58 x 15 units-Laptops = 160.70Manpower 2 x 1,200.00 50 120,000.00Utilization = 2,400.00 Total Cost Per Year : PhP 128,299.70 Savings per Year: PhP 365,825.30
  21. 21. Why go paperless ? Less paper consumption means less trees converted into paper Upgraded ICT skills Less cost Faster session process and User friendly Less manpowerHassle-free data banking
  22. 22. What made paperless sessionsuccessful in Agusan del Sur? The Concept Launching of Paperless Support of the of the Session Local Chief paperless Executive session Amendments Preparation to the existing of Project Internal Rules of Procedure Proposal Organization Conduct of of Paperless IT Transition Proficiency Team Procurement Training of the needed equipment
  23. 23. Who came to benchmark? Pangasinan Nueva Ecija Naga Camarines Sur Misamis Oriental Davao del Norte Compostela Valley Dinagat Islands Island Garden City of Samal Zamboanga Sibugay Panabo City Sto. Tomas Tagum City Mati Davao Oriental Nabunturan
  24. 24. One can just imagine, if the:• 80 Sangguniang Panlalawigans (Provincial Boards),• 120 Sangguniang Panlungsods (City Councils),• 1,508 Sangguniang Bayans (Municipal Councils), and• 40,043 Sangguniang Barangays (Village Councils) in the whole country,• If the senate and the house of representatives go paperless in their respective sessions, How much money can the country save in terms of paper and reproduction costs? How much manpower can be spared? How many trees can we rescue every year as paper demands tremendously decline?
  25. 25. Now, if the whole world goes paperless, howmany more generations can count on a futurewith fresh air? Would it not be good for theenvironment? LET US ALL GO PAPERLESS, SAVEOUR TREES AND DO OUR PARTS TO CONTAINGLOBAL WARMING! - Santiago “Santi” Cane, Jr. Provincial Vice Governor Agusan del Sur
  26. 26. References:• Article written by Vice Gov. Cane @• Paperless Session Brochure• Documentation: The Agusan del Sur Sangguniang Panlalawigan Paperless Session• Online Images ( and