To create a grievance, you only need to complete the Grievance Details tab.

The Grievance Type, Category and Subcategories section lets the officer/admin choose the appropriate subcategory/ies, then automatically define the category and type. These selections are mandatory.

Clicking on the “Set Category/Subcategory” button opens the Subcategories panel.

You can choose one or more subcategories under the same category, but not across multiple categories. All options listed here as categories are defined in the Settings: Grievance Categories, Settings: Grievance Types and Settings: Grievance Subcategories pages. Click “Done” to proceed.

The chosen subcategory dictates the parent category and type, which are automatically set once you close the panel.

For the complete list of categories and their meaning, please see the complete list of types, categories and subcategories here.

Type the name of the Project-Affected Person (PAP) in this field.

Type the birth date of the PAP in this field. You can choose to manually type in the date using the YYYY-MM-DD format, or choose the date from the calendar that pops up when you click on the field.

Choose the gender of the PAP in this field. The options available are:

• Prefer not to say
• Male
• Female
• Others

Choose if the PAP is a directly affected person (DAP) or indirectly affected person (DAP) in this field. This field is mandatory.

Choose if the PAP has any vulnerabilities in this field. You can only choose one. The options available are:

• Persons with Disabilities
• Indigenous People
• Pregnant Women
• Senior Citizen
• Minor

Type the PAP's full address in this field.

Type the PAP's e-mail address in this field.

Type the PAP's mobile number in this field. There is no restriction in the number format, i.e. it can be 09123456789 or +639123456789.

If the PAP has any other contact details (e.g. landline number, etc.), you can type it here.

When creating a grievance, the Control # and Ticket ID will automatically be generated by the system. These field also cannot be changed when editing a grievance.

Set the date when this grievance was received. You can choose to manually type in the date using the YYYY-MM-DD format, or choose the date from the calendar that pops up when you click on the field. This field is mandatory.

Set the date and time when this grievance was encoded. You can choose to manually type in the date using the YYYY-MM-DD hh:mm format, or choose the date and time from the calendar that pops up when you click on the field. This field is mandatory.

Type the description of the concern / complaint in this field. This field is mandatory.

Type the full address of the grievance's affected location in this field.

Using this field, you can upload a photo to attach to this grievance. Click on “Browse…”, choose the photo you wish to attach, and click “OK”. If successful, the uploaded file's filename will appear above the field. Saving the form will attach the uploaded photo.

A latitude and longitude of the location can be added to the grievance. It accepts a latitude / longitude combination separated with a comma and a space, e.g. “12.9495715,123.8779507”. The first value is the latitude while the second value is the longitude.
How to Get the Latitude / Longitude of a Location?

When editing a grievance, and if you or a different user has added a latitude & longitude on the grievance, it will appear here with a preview of the actual location in a small Google Maps image.

Type a summary of this grievance in this field.

Type a conclusive action taken into this field.

In this section, you need to assign officers to handle the grievance, and if necessary, who to escalate it to. You need to assign at least a Helpdesk Officer in this section.

When editing/updating a grievance, you will see the date and time the officer was assigned to the grievance. You can also reassign officers as you see fit. When you do so, the displayed “date/time assigned” will also update to reflect when that officer was reassigned to the grievance.

Choose a user to assign as the Helpdesk Officer for this grievance. Only users with roles that have “Helpdesk Officer” access are listed here. This field is mandatory, which means you need to assign at least a Helpdesk Officer to each grievance.

As of 2021-03-10, these roles are namely:

• Helpdesk Officer
• Project Admin
• Helpdesk and Level 2 Officer

A Level 1 GRM receives, logs in, and resolves at most immediate time and level possible, the grievance or complaint filed by the PAP. This will either be at the local level (through Local Help Desks or community-driven platforms such as Tumpukans), or at the “central” (i.e., DOTr) level. Complaints received at Level 1 may be through in-person means (e.g., a local grievance redress office), or through other online channels (mediated through website, social media, SMS technology).

Choose a user to assign as the Level 2 Officer. Only users with roles that have “Level 2 Officer” access are listed here.

As of 2021-03-10, these roles are namely:

• Level 2 Officer
• Project Admin
• Helpdesk and Level 2 Officer

A Level 2 GRM receives and resolves complaints not resolved at Level 1 and will require dedicated environmental or resettlement-action response by existing Project governance structures (e.g., Local Housing Board, Regional Environmental Management Bureau, etc.)

Choose a user to assign as the Level 3 Officer. Only users with roles that have “Level 3 Officer” access are listed here.

As of 2021-03-10, these roles are namely:

• Level 3 Officer
• Project Admin

A Level 3 GRM receives and resolves complaints not resolved at Level 2.

This last section in the Details page prompts you to choose the offices to be tagged in the grievance.

In this field, choose the local government unit (LGU) to assign this grievance to.

In this field, choose the local office to assign this grievance to.

When viewing or editing an existing grievance, a “Generate Summary” button will be present. Clicking this will allow you to download a general summary of the grievance in a Microsoft Word document format.

Once all the necessary and/or mandatory fields have been filled, you can save the form by scrolling back up on the page and clicking on the “Save” button. If the form is successfully sent to the system, it will show a popup stating the successful action.

If, however, some mandatory fields have been left unset, tooltips will appear below each field in red, stating the issue.

Alternatively, you can choose to discard the form by clicking on the Back button. This takes you back to the Grievances list page.