buenavista water...

BUENAVISTA WATERDISTRICTOPERATIONS MANUAL

Updated August 2017

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Table of ContentsIntroduction ..................................................................................................................................................3

DEFINITION OF TERMS.................................................................................................................................. 4

GENERAL INFORMATION ..............................................................................................................................5

Profile........................................................................................................................................................5

VISION .......................................................................................................................................................5

MISSION ....................................................................................................................................................5

VALUE STATEMENT................................................................................................................................... 5

SERVICE PLEDGE........................................................................................................................................ 6

THE BOARD OF DIRECTORS.......................................................................................................................6

PUMPING STATIONS ................................................................................................................................. 7

AREAS OF OPERATION ..............................................................................................................................7

ORGANIZATION AND RESPONSIBILITIES ....................................................................................................... 8

DIVISION A - ADMINISTRATION & GENERAL SERVICES/ FINANCE & COMMERCIAL SECTION................10

DIVISION B - ENGINEERING AND CONSTRUCTION/ PRODUCTION AND WATER QUALITY ....................11

DUTIES AND RESPONSIBILITIES ...................................................................................................................12

OPERATING PROCEDURES...........................................................................................................................14

Commercial Services ...............................................................................................................................14

A. New Service Connection .................................................................................................................14

B. Payment of Water Bill .....................................................................................................................15

C. Reconnection of Disconnected Service Line ...................................................................................15

D. Request for Temporary Disconnection ...........................................................................................16

E. Purchase of Materials .....................................................................................................................17

F. Meter Transfer ................................................................................................................................17

G. Complaints ......................................................................................................................................18

H. Reading and Distribution of Water Bills..........................................................................................19

Administrative and Finance Services ..........................................................................................................20

A. Accounting Workflow .....................................................................................................................20

B. Disbursement Process.....................................................................................................................21

Procurement Process..................................................................................................................................22

A. Office Supplies: ...............................................................................................................................22

B. Merchandise: ..................................................................................................................................22

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RECEIPT OF DELIVERIES OF INVENTORY .....................................................................................................23

ISSUANCE OF OFFICE SUPPLIES...................................................................................................................23

ISSUANCE OF NEW SERVICE CONNECTION MATERIALS .............................................................................24

FEEDBACK FORM.........................................................................................................................................25

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Introduction

The Operations Manual of Buenavista Water District (BWD) contains the generalinformation about the agency, its primary functions, mandates, operating procedures andorganization.The purpose of this manual is to present to its readers pertinent information aboutthe district’s responsibilities and structure.The manual is divided into three parts, as follows:General Information – this section contains the company profile, such as the brief historyof Buenavista Water District, mandates and functions, its missions and vision,service pledge, pumping stations and areas of operations.Organization and Responsibilities – In this part of the manual, the organizationalstructure was shown using a diagram as of year 2015, as well as the duties andresponsibilities of every section.Operating Procedures – Contains the step-by-step procedures and work instructions ofBWD. Activity flow charts are used to illustrate the different processes involved indaily operations.

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DEFINITION OF TERMS

BWD – Buenavista Water DistrictPD – Presidential DecreeCategory C – The categorization is a two-stage process. The initial stage is categorizationbased on the Number of Active Service Connections. For Category C a service connectionsof at least 3,000. The second stage of categorization considers the following factors: GrossRevenues, Total Assets, Net Income before Interest and Depreciation, and Staff ProductivityIndex. These factors will determine the Point-Rating Category Points 25-49 for Category C.Whichever is lower is the FINAL CATEGORY of the LWD.SOA – Statement of AccountPPE – Property Plant and EquipmentPR – Purchase RequisitionLWUA – Local Water Utilities AdministrationPhilGEPS – Philippine Government Electronic Procurement SystemSALN – Statement of Assets, Liabilities, and Net WorthSDs – Supporting Documents, such as Sales Invoice, Purchase Order, Job Order, Statementof AccountSACO – Service Application and Construction OrderSL – Subsidiary LedgerGL – General Ledger

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GENERAL INFORMATION

ProfileThe Buenavista Water District (BWD) was created by virtue of SangguniangResolution No. 35-81 dated October 1, 1981 under the administration of MayorCayetano E. Amoroso, the Municipal Mayor of Buenavista. Conditional Certificate ofConformance (CCC) No.406 was issued to BWD by Local Utility Administration (LWUA)on July 5, 1989.In October 26,1995, the Municipality of Buenavista passed Municipal Ordinance No.05-95, otherwise known as the “Municipal Water System Act of 1995” and operated theBuenavista Water Supply System (BWSS) utilizing the old facilities of the defunctNAWASA with a partial rehabilitation cost approximately P2M.In July 31, 1996, the Sangguniang Bayan of Buenavista passed Municipal Ordinance6-96 which repealed Municipal Ordinance No. 05-95 and authorized the Local Chief ofBuenavista to turnover the operation and facilities of the BWSS to BWD. The BWD hadcommenced its operation on the 24th of October 1996.As of December 31, 2016, BWD has a total service connections of 5,384 with 4,754active connections serving the population of 25096.

VISION A partner in sustaining life and development of the community by providingsafe, efficient and effective management of its water resources.MISSIONWe commit ourselves to the protection, development and sustainability of our waterresources for a continuous delivery of safe and potable water for the community.VALUE STATEMENTFearing God is Serving People with Humility before Honor.

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SERVICE PLEDGEWe, the Board of Directors, Management and Staff and employees of BuenavistaWater District- Agusan del Norte ( BWD), commit to:Be always amiable and friendly to you our valued customers, serving you withefficiency, courtesy and promptness from Monday to Fridays (except on legal holidays)with no noon break.Assure you that you have our best interest in mind when it comes to thedelivery of safe, potable water through our constant treatment, maintenance andupgrading of our water system.Satisfy your queries and complaints in a very professional and personalizedmanner, explaining clearly the requirements and policies pertaining to waterinstallation, service connections, billing, and other necessary services for you to avail ofwater. Provide you with a flow chart for your guidance in getting you servicedpromptly.THE BOARD OF DIRECTORSName PositionMr. Raymundo A. Aviso, Jr. ChairmanEngr. Avelino B. Duglas Vice-ChairmanDr. Merly P. Abiva SecretaryMrs. Florida A. Hordista MemberMrs. Laudita J. Arapan Member

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PUMPING STATIONS

Pumping Station Implementation Year Status

Pump Station No. 1 - Malpoc 1981 Un-operationalPump Station No. 2 - Malpoc 2002 Stand-byPump Station No. 3 - Malpoc 2003 OperationalPump Station No. 4 – Rizal 2014 OperationalAREAS OF OPERATIONThe jurisdiction OF BWD is the entire municipality of Buenavista. Out of the twenty five(25) Barangays, twenty two (22) Barangays are being served with 24/7 water serviceconnection which comprised of the following:1. Barangay 12. Barangay 23. Barangay 34. Barangay 45. Barangay 56. Barangay 67. Barangay 78. Barangay 89. Barangay 910. Barangay 1011. Malpoc12. Matabao13. Manapa14. Rizal15. Sacol16. Talo-ao17. Agong-ong18. Macalang19. Alubijid20. Malapong21. Guinabsan22. Abilan

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ORGANIZATION AND RESPONSIBILITIES

BUENAVISTA WATER DISTRICT

BOARD OF DIRECTORS

DIR. RAYMUNDO A. AVISO, JR.Chairman

DIR. MERLY P. ABIVASecretary

DIR. AVELINO B. DUGLASVice- chair

DIR. FLORIDA A. HORDISTAMember

DIR. LAUDITA J. ARAPANMember

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DIVISION A - ADMINISTRATION & GENERAL SERVICES/ FINANCE & COMMERCIAL SECTION

ELISA B. ALIBAYGeneral Manager

JANETTE R. ALOYONCorporate Budget Specialist APerson-in-Charge Division A

Per

MICHELLE M.CASTILLACashier B

ALONA G.ORIHUELA

AdministrationServices

Assistant B

GERLEEBLANCHE K.JARAMILLOAccountingProcessor A

Per

LIZA R.ATIENZAUtilities/Customer

ServiceAssistant B

Per

VICTOR S.CORTEZDriver

EDWIN P.LASCUÑA

Water /Sewerage

MaintenanceMan C

JOE J.BALINGIT

InformationOfficer B

ROSELLER G.ALAMOUtilities/Customer

ServiceAssistant D

JENNIFER C.SURILLAUtilities/Customer

ServiceAssistant C

ROLAND R.MORDENO

Water /Sewerage

MaintenanceMan C

SID. S.SEGALES

UtilityWorker A

MARIGOLDJANE M.MAPITI

UtilityWorker B

EDDIE B.APATAN

UtilityWorker B

JOELPACIFICO

T.PODONAS

UtilityWorker B

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DIVISION B - ENGINEERING AND CONSTRUCTION/ PRODUCTION AND WATER QUALITY

ELISA B. ALIBAYGeneral Manager

ENGR. SALVADOR S. CHAN, JR.Supervising Engineer B

Person-in-Charge Division B

Per

ALAN S. REÑOSWater /

SewerageMaintenance

ManC

Per

ENRICO L.MACARAYAN

Water / SewerageMaintenance Man

C

RYAN R.BUGWAT

Water ResourceFacilities Tender B

Per

ENGR. EDMARR. HARANAY

Engineer B

Per

DARNEL S.BUGHAO

Utility Worker B

AMELITO D.RANOLLO

Utility Worker B

RODOLFO Q.BULLECER

Utility Worker B

DUTIES AND RESPONSIBILITIES

The Primary Functions

Board of Directors - is a policy making body. Ensures the availability of adequatefinancial resources and approves annual budget. Division A - Administration and General Services/ Finance and Commercial

Administration and General Services – Formulates and implements humanresources programs, policies and procedures in accordance with the Civil Servicerules and regulations.Implements procedures on warehousing and maintenance of materials, supplies,vehicle and equipment in accordance with government rules and regulations,including procedures on procurement of adequate supply of materials,equipment and services.Formulates and implements policies related to security measures of building,grounds and facilities.Finance and Commercial- Prepares projected financial reports based onapproved annual budget and determines financial resources available to carryout water district programs.Implements procedures on cash management particularly on safekeeping,disbursement, and control of funds, collection of water bills and other income ofthe District.Receives and processes service applications and attends to customer’scomplaints and requests.Enforces utility rules and regulations as to billings, delinquencies andadjustments. Maintains accurate and updated customers accounts.

Division B - Engineering and Construction/ Production and Water Quality

Engineering and Construction – Plans and designs mainline extension,mainline improvements, and improvement of water district system and otherpumping facilities.Implements programs for extension, expansion, and improvement of watersupply system.

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Undertakes repair and maintenance of transmission and distribution ofpipelines, installation and repair of service connection.Production and Water Quality – Determines water production requirementsand ensures the steady supply of water to the service areas.Maintains water pumps and water treatment facilities. Monitors water systempressure, water level, and water quality in accordance with the standards set bythe Philippines National Standard for Drinking Water and the World HealthOrganization.Conducts preventive maintenance and repairs of equipment and pumpingfacilities. Initiates programs for protection and development of water resources.

The General Manager – The over-all in-charge of the management, operations andimplementation of the programs and services.Responsible for the Operation of the District and its long term and short plans.Recommends to the BOD the organizational structure and manpowerrequirement, compensation and benefits schedule, water rates and charges,acquisition of real property, contracts for infrastructure projects.Executes payment for approved projects and programs.Conducts regular team managements meetings for upgrading, resolution-makingand target-setting. This includes programs and projects under the Administrative& General Services Section, Finance and Commercial Services, andOperations/Technical Sections.

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OPERATING PROCEDURES

Commercial Services

A. New Service Connection

Start

Admin/ EngineeringAttend Seminar

(every Wednesday at 2:00 PM)

Engineering SectionFill-out SACO & Submitto Engineering Section

SACO

In-houseplumbing

ready?

Yes

No

In-houseplumbing

approved?

Yes

No

CustomerSubmit Proof of

Ownership/ Authorizationto Engineering Section

Proof ofOwnership/Authorization

Engineering SectionFill-out Summary of Expenses form, draw

sketch & assign Account Number

Accounting SectionIssuance of charge slip

Billing ClerkConfirm of Account number

Cashier BReceives payment for Application

Fee

Engineering SectionInstallation of New Service

Connection Plumbers

A

A

End

CustomerContact Accredited

Plumber for in-house plumbing

installation

B

B

Accounting SectionRecommends Approval

General ManagerApproved Application

Engineering SectionConduct inspection of In-house

plumbing

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B. Payment of Water Bill

C. Reconnection of Disconnected Service Line

Start

CustomerPresent Water Bill to the Teller

TellerAccepts payment and issue Official

Receipt

End

Start

CustomerProceed to Storekeeper to get

charge slip for fittings

Water meterpulled-out?

Yes

No

CustomerProceed to Teller and pay

full amount of arrears

CustomerProceed to Cashier to pay Reconnection

Fee and Fittings (if any)

CustomerProceed to Billing Clerk and fill-our

Reconnection Request

Billing ClerkIssues Maintenance Order

Commercial SectionExecutes Maintenance Order of

Reconnection

End

WaterBill

OR

ChargeSlip

ReconnectionRequest Form

MaintenanceOrder

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D. Request for Temporary Disconnection

Start

CustomerProceed to Billing Clerk and request

for Temporary Disconnection

Billing ClerkChecks/ Verify unpaid

balance

Is thereunpaid bill?

Yes

No

CustomerProceed to Cashier to pay unpaid bill

ORCashier BReceives payment and issue Official

Receipt

Billing ClerkIssue Maintenance Order for

Disconnection

MO

Commercial SectionExecutes MO for

Disconnection

Start

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E. Purchase of Materials

F. Meter Transfer

Start

CustomerProceed to Storekeeper and present

list of materials to be purchased

StorekeeperIssue Charge Slip of Materials

CashierReceive payment for materials

CustomerPresent OR and claim purchase materials

from Storekeeper

End

Start

CustomerProceed to Billing Clerk to fill out Request

for Meter Transfer Form

Engineering SectionConducts inspection of actual location of

meter to be transferred

CustomerPay Meter Transfer Fee to the Cashier

CashierIssues Official Receipt to Customer

CustomerProceed to Billing Section and Present OR

A

Request forMeter Transfer

Form

OfficialReceipt

A

Engineering SectionExecute MO for Meter Transfer

Billing ClerkPrepare Maintenance Order (MO)

and forward it to Engineering

End

MO

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G. Complaints

Start

CustomerGo to the Public Assistance and

Complaints Desk and Report complaint

Admin. StaffIssue Service Request of complaint

Is thecomplaint

aboutservice line?

Yes

Admin. StaffAdvice customer to proceed to Billing Clerk

No Engineering executes the ServiceRequest

End

Billing ClerkAttend to the Customer’s Compliant/ Inquiry

about Water Bill/ Account

End

ServiceRequest Form

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H. Reading and Distribution of Water Bills

Start

Billing ClerkPrepares the Reading List for the Meter

Reader

Meter readingConduct the reading and submit it to

Billing Clerk

Billing ClerkEncodes the reading and print the Water

Bills

Meter readingDistributes the Water Bill to the

Concessionaires

End

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Administrative and Finance Services

A. Accounting Workflow

Receipt and Collection Process

Receive Payment from Customerand Issue Official Receipt

DepositCollections

Record Collection inReport of Collection and

Deposit

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B. Disbursement Process

Corporate Budget Specialist A-Gathers supporting documents (SDs)-Check completeness of the documents-Prepare Budget Utilization Request (BUR)-Prepare Disbursement Voucher (DV)-Certifies funds availability

General Manager CApprove Transaction

SDs, BURand DV

Cashier BPrepare and sign Checks

General Manager CApproves Transaction &

Counter sign Check

Cashier BIssue Check to Claimant

Corporate Budget Specialist A- Updates and post to Journals- Journalize transaction to Journal Entry

Voucher (JEV)- Post to General Ledger (GL) and

corresponding Subsidiary Ledger (SL)

SDs, BUR,DV, Check

Trial BalancePreparation

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Procurement Process

A. Office Supplies:

B. Merchandise:

Purchase Requisition (PR)Request for Quotation (RFQ)

Department of Budget andManagement – Procurement Service

Purchase Order

Purchase Requisition (PR)Request for Quotation (RFQ)

Certified by: Corporate Budget Specialist AApproved by: General Manager

Department of Budget andManagement – Procurement Service

Posting for 7 days

Abstract of QuotationsPurchase Order ( PO)

Deliverywithin 7 dayssss

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RECEIPT OF DELIVERIES OF INVENTORY

ISSUANCE OF OFFICE SUPPLIES

Delivery ReceiptInspection and

AcceptanceReport

Storekeeper updatesStock Card

StockAvailable?

PR

Requisition andIssuance

Updates:- Stock Card-Report of Materials &Supplies Issues-JEV - GL

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ISSUANCE OF NEW SERVICE CONNECTION MATERIALS

Step 1: Step 2:

Storekeeper-Record the issued materials toStock Card- Turn-over of documents toBilling Section

(Duration: 5 minutes)

SACO

Storekeeper-Prepare Requisition IssuanceSlip (RIS)- Prepare the materials needed(Duration: 5 mins. for ordinaryconnection; 10 mins. for special)

Maintenance CrewReceives the materials

(Duration: 5 minutes)

RIS

CompletedSACO

Billing Clerk- Encode New Service Connectiondata to Database

CompletedSACO

File

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FEEDBACK FORM

Your feedback is important to us!Help us improve our service by giving yoursuggestions.

How we may contact you:

Name: _______________________________

Contact No.: _________________ Age: ____

Sex:_____ Occupation: __________________

Type of Concessionaire: ___________________

Date: ____________

Thank you for taking time to complete this form. Ifyou have additional comments or suggestionsplease feel free to contact us through:

Call us at(085) 343-4037

E-mail us [email protected]

BUENAVISTA WATER DISTRICT

Front

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Rating SheetEncircle the number that youfeel is the appropriateanswer to the question.

Exce

llent

Abov

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ectat

ion

Just

as E

xpec

ted

Below

Exp

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Very

Poor

Not A

pplic

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How well were you treated? 5 4 3 2 1 0How pleasant is our facility?

Inside 5 4 3 2 1 0Outside 5 4 3 2 1 0

How courteous is our staff?Guard 5 4 3 2 1 0Storekeeper 5 4 3 2 1 0Plumbers 5 4 3 2 1 0Meter Readers 5 4 3 2 1 0Teller 5 4 3 2 1 0Complaints/New Accts

Clerk 5 4 3 2 1 0Manager 5 4 3 2 1 0

How fast was our service?Tapping 5 4 3 2 1 0Repair 5 4 3 2 1 0

How well was your inquiry orproblem attended?

5 4 3 2 1 0

How is the quality of ourwater? 5 4 3 2 1 0

Given your experience service with us, please share yoursuggestionsthat would help us enhance our services:

Back

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Prepared by:

ALONA G. ORIHUELAAdministration Services Assistant B

Noted by:

ELISA B. ALIBAYGeneral Manager C

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Prepared by:


Noted by:


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Prepared by:


Noted by:
