citizen’s - baybaycitydivision-deped.net

CITIZEN’S CHARTER

DEPED BAYBAY CITY DIVISION

Thursday, 2 April 2020 “Minding our school children and their communities is our core business!”

“Minding our school children and their communities is our core business!” Thursday, 2 April 2020

Issuance of Certificate of No Pending Case Specific Steps Documentary

RequirementsResponsible

Office/Employee Duration Fees Required

1. Preparation of the requirements needed1. Requesting party is

given the requirements checklist for compliance

2. Records personnel checks the completeness of the submitted documents

3. Records personnel forwards the requirements to the administrative section

1. Letter of Intent (stating the purpose e.g. retirement, travel abroad, benefits and etc., and signature of the requesting party)

2. 2 pieces documentary stamp

3. Service Records4. Division Clearance5. District and School

Clearance

Admin, Records, SDS

5 minutes Php30.00

For Documentary Stamp (2 pcs)





2. Validating of documents1. Administrative Officer

V checks the records if the requesting party has no pending case

2. Administrative Officer V forwards the requirements to the administrative staff for encoding of certificate of no pending case




Clearance

Admin, Records, SDS

5 minutes Php30.00






3. Action taken1. Administrative Officer

V proof reads the encoded certificate of no pending case

2. Administrative staff prints the certificate of no pending case and puts documentary stamp with a dry seal

3. SDS approves the certificate of no pending case

4. Requesting party signs the logbook upon releasing the approved certificate of no pending case




Clearance

Admin, Records, SDS

5 minutes Php30.00



Releasing of Endorsement for the Approval of Request for Correction of Information in the School Records

Specific Steps Documentary Requirements

Responsible Office/Employee Duration Fees

Required

1. Preparation of the requirements needed1. Requesting party will

be given an application form requesting for correction of personal information in the school records

2. Records personnel receives and checks the completeness of the submitted documents

3. Records personnel routes the request to the Administrative Officer V

1. Duly filled-up application form

2. Original Form 137 – A (High School) or Form 137 – E (Elementary)

3. Original Birth Certificate (PSA)

4. Affidavit of two (2) disinterested parties

5. Special Power of Attorney, if request made through representative except, if mother or father filed the application

6. Photocopy of valid ID of applicant

Admin, Records, SDS

5 minutes


Releasing of Endorsement for the Approval of Request for Correction of Information in the School Records



Required

2. Actions Taken1. Administrative Officer

V drafts and proof reads the endorsement

2. Administrative staff forwards the endorsement to the office of the SDS

3. SDS approves the endorsement

4. SDS staff forwards the endorsement to the records section

5. Records personnel release the approved endorsement

1. Duly filled-up application form

2. Original Form 137 – A (High School) or Form 137 – E (Elementary)

3. Original Birth Certificate (PSA)

4. Affidavit of two (2) disinterested parties

5. Special Power of Attorney, if request made through representative except, if mother or father filed the application

6. Photocopy of valid ID of applicant

Admin, Records, SDS

5 minutes


Certification, Authentication, Verification EndorsementSpecific Steps Documentary



1. Preparation of the requirements needed1. Requesting party will

be given a Certification, Authentication, Verification application form

2. Records personnel receives and checks the completeness of the submitted documents

3. Records personnel routes the request to the Administrative Officer V

1. Student Permanent Records

2. Original Diploma3. Original Certificate of

Graduation duly signed by the Principal

4. Special Order if the applicant graduated from private school

Admin, Records, SDS

5 minutes


Certification, Authentication, Verification EndorsementSpecific Steps Documentary



2. Actions Taken1. Administrative Officer

V drafts and proof reads the endorsement

2. Administrative staff forwards the endorsement to the office of the SDS

3. SDS approves the endorsement

4. SDS staff forwards the endorsement to the records section

5. Records personnel release the approved endorsement

1. Student Permanent Records

2. Original Diploma3. Original Certificate of

Graduation duly signed by the Principal

4. Special Order if the applicant graduated from private school

Admin, Records, SDS

5 minutes


Certification/Authentication of DocumentsSpecific Steps Documentary



1. Actions Taken1. Admin staff receives

the documents from the requesting party

2. Requesting party logs in the logbook her/his name together with the number of copies of the documents and sign

3. Admin staff checks and stamps the documents

4. Administrative Officer V signed the documents

1. Original copy of the documents

2. Photocopy of the documents

Admin 5 minutes

Thursday, 2 April 2020“Minding our school children and their communities is our core business!”

TRAVEL REIMBURSEMENTSpecific Steps Documentary



1. Submits travel documents (in 2 copies) for pre-audit

1. Travel Order2. Itinerary of Travel3. Certificate of Travel

Completed4. Training Memorandum5. Certificate of Appearance6. Tickets

End-User None

2. Pre-audit and review the completeness of travel documents

Travel documents Admin. Assistant III (Accounting Section)

3 minutes None

3. Approves Itinerary of Travel & Certificate of Travel Completion

Itinerary of Travel and Certificate of Travel Completion

• Assistant Schools Division Superintendent

• Schools Division Superintendent

2 minutes





4. Prepares Obligation Request (ObR)

1. Signs ObR - (Box A)


Travel Documents

ObR

• Admin. Assistant I (Budget Section)

• Head, Requesting Office

• Budget Officer

3 minutes

2 minutes

2 minutes

5. Prepares Disbursement Voucher (DV)

1. Signs DV - (Box A)

2. Signs DV - (Box C)3. Signs DV - (Box D)

• Approved ObR and travel documents

• DV

• Admin. Assistant III (Accounting Section)


• Accountant III• Schools Division

Superintendent

3 minutes

2 minutes

2 minutes2 minutes





6. Prepares LDDAP-ADA/ACIC

1. Signs LDDAP-ADA/ACIC

• Approved DV

• LDDAP-ADA/ACIC

• Admin. Assistant II (Cashier's Section)

• Cashier• Accountant III• Schools Division

Superintendent

1 hour

2 minutes2 minutes2 minutes

7. Forwards to the bank the LDDAP-ADA/ACIC

LDDAP-ADA/ACIC • Admin. Aide VI (Cashier's Section)

10 minutes


SALARY CLAIM:Specific Steps Documentary



1. Submits salary documents (in 2 copies)

INITIAL SALARY (Regular/ Contractual/ Provisional):1. Letter of Intent2. Authenticated

Appointment3. Oath of Office4. DTR5. Form 76. 1st Day of Service7. Notarized SALN8. BIR Form 23059. PhilHealth MDR10.Pag-Ibig MID number11.Land Bank Account

End User


SALARY CLAIM:Specific Steps Documentary



1. Submits salary documents (in 2 copies)

INITIAL SALARY (Substitute)1. Letter of Intent2. Authenticated

Appointment3. Oath of Office4. DTR5. Form 76. 1st Day of Service7. Notarized SALN8. Land Bank Account

SUBSEQUENT SALARY1. Letter of Intent2. Authenticated

Appointment DTR3. Form 7

End User


SALARY CLAIMSpecific Steps Documentary



2. Reviews the DTR and Form 7

DTR and Form 7 Admin. Assistant III (Personnel Section)

3 minutes

3. Reviews the completeness of salary documents

Salary documents Admin. Assistant III (Accounting Section)

2 minutes

4. Computes the salary Salary documents Admin. Assistant III (Accounting Section)

3 minutes

5. Prepares the payroll

1. Signs Payroll

• Salary documents

• Payroll


• HRMO

3 minutes

2 minutes

6. Prepares Obligation Request (ObR)1. Signs DV - (Box A)2. - (Box B)

• Salary documents

• ObR


• Admin. Officer V• Budget Officer

3 minutes

2 minutes2 minutes


SALARY CLAIMSpecific Steps Documentary




1. Signs DV - (Box A)2. - (Box C)3. - (Box D)

• Approved ObR and salary documents

• DV


• Admin. Officer V• Accountant III• Schools Division

Superintendent

3 minutes




• Approved DV

• LDDAP-ADA/ACIC



Superintendent

1 hour



• LDDAP-ADA/ACIC • Admin. Aide VI (Cashier's Section)

10 minutes


DOWNLOADING OF SCHOOL MOOE:Specific Steps Documentary



1. Submits original copy of liquidation report

1. Liquidation Report2. Cash Disbursement

Register3. Original copies of

disbursement vouchers and its supporting documents

School Head None

2. Reviews the liquidation report and its supporting documents

Liquidation report Admin. Assistant III (Accounting Section)

10 minutes None

3. Issues certification on the completeness of submitted liquidation documents

Liquidation report • Admin. Assistant III (Accounting Section)

2 minutes





4. Prepares the payroll on MOOE

1. Signs Payroll

• Certification and Liquidation Report

• Payroll on MOOE

• Admin. Assistant III (Budget Section)


Superintendent

20 minutes




1. (Box B)

• Payroll on MOOE

• ObR


• Admin. Officer V

• Budget Officer

3 minutes

2 minutes

2 minutes






1. Signs DV - (Box A)2. - (Box C)

• Approved ObR and payroll on MOOE

• DV



Superintendent

3 minutes


7. Prepares LDDAP-ADA

1. Signs LDDAP-ADA

• Approved DV

• LDDAP-ADA



Superintendent

1 hour


8. Forwards to the bank the LDDAP-ADA

• LDDAP-ADA • Admin. Aide VI (Cashier's Section)

10 minutes


OTHER REGULAR BENEFITS:Specific Steps Documentary



1. Submits documents (in 2 copies)

2. Letter of Intent3. Authenticated Appointment4. Land Bank Account

End User

2. Reviews the completeness of documents

Documents in Step 1 Admin. Assistant III (Accounting Section)

2 minutes


1. Signs Payroll

• Documents in Step 1

• Payroll


• HRMO• Accountant III• Schools Division

Superintendent

3 minutes



1. Signs ObR - (Box A)2. - (Box B)

• Payroll on MOOE

• ObR



3 minutes

2 minutes2 minutes


OTHER REGULAR BENEFITS:Specific Steps Documentary





• Approved ObR

• DV



Superintendent

3 minutes




• Approved DV

• LDDAP-ADA



Superintendent

1 hour




10 minutes


PAYMENT TO SUPPLIER/SERVICE PROVIDER:Specific Steps Documentary



1. Submits procurement documents (in 2 copies)

Documentary requirements for procurement as specified in COA Circular No. 2012-001.

Admin. Aide VI (Cashier's Section)

2. Reviews the completeness of procurement documents

Procurement documents Admin. Assistant III (Accounting Section)

2 minutes



2. - (Box B)

• Procurement documents

• ObR



• Budget Officer

3 minutes

2 minutes

2 minutes


PAYMENT TO SUPPLIER/SERVICE PROVIDER:Specific Steps Documentary




1. Signs DV - (Box A)

2. - (Box C)3. - (Box D)

• Approved ObR

• DV



• Accountant III• Schools Division

Superintendent

3 minutes

2 minutes

2 minutes2 minutes



• Approved DV

• LDDAP-ADA/ACIC


• Cashier • Accountant III• Schools Division

Superintendent

1 hour




10 minutes


LOYALTY CLAIM:Specific Steps Documentary




1. Letter of Intent2. Authenticated

Appointment3. Service Record4. Latest Pay slip5. Land Bank Account

End User



2 minutes


1. Signs Payroll


• Payroll



Superintendent

3 minutes

2 minutes2 minuts2 minutes

4. Prepares Obligation Request (ObR)1. Signs ObR - (Box A)2. - (Box B)


• ObR



3 minutes

2 minutes2 minutes


LOYALTY CLAIM:Specific Steps Documentary





• Approved ObR

• DV


• Admin. Officer V • Accountant III• Schools Division

Superintendent

3 minutes




• Approved DV

• LDDAP-ADA/ACIC

• Admin. Aide VI (Cashier's Section)


Superintendent

1 hour




10 minutes


MATERNITY BENEFIT:Specific Steps Documentary




1. Endorsement from School Head

2. Approved Form 63. Maternity Leave

Clearance4. Medical Certificate for

Maternity Leave5. S.O. of Maternity Leave6. S.O of Return to Duty7. Medical Certificate that

employee is physically fit to work

8. Birth Certificate of Child9. Latest Pay slip10.Land Bank Account

End User



2 minutes






1. Signs Payroll


• Payroll



Superintendent

3 minutes

2 minutes2 minuts2 minutes




• ObR



3 minutes

2 minutes2 minutes



• Approved ObR

• DV



Superintendent

3 minutes








• Approved DV

• LDDAP-ADA/ACIC



Superintendent

1 hour




10 minutes


MONETIZATION OF LEAVE CREDITS::Specific Steps Documentary




1. Approved Form 62. NOSI/NOSA3. Latest Pay slip4. Certification (medical,

health, hospital needs, financial needs brought about by force majeure)

End User


Documents in Step 1 Admin. Assistant III (Budget Section)

3 minutes


1. Signs Payroll


• Payroll

• Admin. Assistant III (Budget Section)


Superintendent

5 minutes



MONETIZATION OF LEAVE CREDITS::Specific Steps Documentary



4. Prepares Obligation Request (ObR)1. Signs ObR - (Box A)2. - (Box B)


• ObR



3 minutes

2 minutes2 minutes

5. Prepares Disbursement Voucher (DV) 1. Signs DV - (Box A)2. - (Box C)3. - (Box D)

• Approved ObR

• DV



Superintendent

3 minutes


6. Prepares LDDAP-ADA/ACIC1. Signs LDDAP-

ADA/ACIC

• Approved DV

• LDDAP-ADA/ACIC



Superintendent

1 hour




10 minutes


DIFFERENTIAL CLAIMS:Specific Steps Documentary




SALARY DIFFERENTIAL1. Letter of Intent2. Authenticated

Appointment (Promotion)3. NOSA/NOSI4. Unadjusted Pay Slip5. Adjusted Pay Slip6. Land Bank Account

MID-YEAR & YEAR-END BONUS DIFFERENTIAL1. Letter of Intent2. Authenticated

Appointment3. NOSA4. Unadjusted Pay Slip5. Adjusted Pay Slip6. Land Bank Account

End User



2 minutes






1. Signs Payroll


• Payroll



Superintendent

3 minutes





• ObR



3 minutes

2 minutes2 minutes



• Approved ObR

• DV



Superintendent

3 minutes








• Approved DV

• LDDAP-ADA/ACIC



Superintendent

1 hour




10 minutes


Payment of external and internal claims through CHECK For MDS FUND



Required1. Receives and checks the completeness of disbursement vouchers as to signatures and attachments

Cashier 2-3 Mins. None

2. Segregates vouchers charge to PS AND MOOE then prepares check for issuance

Cashier 5-10 mins. None

3. Prepares and generates ACIC for LBP and BTR FILE save to USB and prints the generated ACIC and records the issued check in the MDS ACCOUNT logbook

Disbursing Officer 10-20 mins. None





Required

4. Signs the check and ACIC set


5. Brings the Check/ACIC set to the AO V and have it countersigned and recorded before sending to the next signatory, the Schools Division Superintendent

Disbursing Officer/ Admin. Aide VI

5-15 mins. None

6. Segregates bank copy and file copy, and turns it over to the Administrative Aide VI.






Required

7. Submit the documents to the servicing bank (LBP) and retain one (1) bank-received copy for office file

Administrative Aide VI

3-5 mins.(The payment will be credited to the claimant’s LBP account within 2 Banking days upon receipt)

None

8. As soon as validated ACIC is released by the bank, the CHECKS are ready for release by the Cashier to the payees for signing of disbursement voucher and their issuance of Official Receipt



Payment of external and internal claims through CHECK Payments for TRUST and PROVIDENT FUND



Required1. Receives the approved disbursement vouchers received from Accounting Unit.

Cashier 1 Min. None

2. Checks for completeness of attachments and signatories and sort from Trust and Provident Fund, the Cashier then prepares and sign the check


3. Records it in Trust Fund or Provident Fund logbook and have it signed by the Schools Division Superintendent.

Disbursing Officer 5-10 Mins. None


Payment of external and internal claims through CHECK Payments for TRUST and PROVIDENT FUND



Required

4. As soon as Schools Division Superintendent signs the check, the check is now ready for release to the payee.


5. Issues Official Receipt and signs the “Received” Box on the Disbursement Voucher

Claimant/supplier 2-5 mins. None


Payment of internal and external claims through LDDAP-ADA/ ADAFor MDS FUND



Required1. Receives the vouchers from Accounting Unit and checks for its completeness of attachments and signature

1. If a voucher has incomplete signatories, it will be sent back to concerned Unit for signature

Cashier 2-3 Mins. None

2. Segregates vouchers charged to PS AND MOOE, then encodes them and prints the LDDAP-ADA and SLIIAE.

Cashier 10-20 mins None

3. Prepares PACS (FINDES) for vouchers beyond ten (10). For claimants less than ten (10) proceed to step 5

Disbursing Officer 30 mins.- 1 hr None





Required4. Generates PACS FILE (PAYROLL REGISTER) is then saved to USB for bank use.

Disbursing Officer 1 min. None

5. Prints six (6) copies of Payroll Register and Database Report.


6. Prepares and generates ACIC to USB for LBP use.

Disbursing Officer 1 min. None

7. Prints five (5) copies of the generated ACIC (LBP FILE)


8. Records in MDS ACCOUNT logbook


9. Brings the documents to AO V for countersigning and recording and then to the Accountant and Schools Division Superintendent for signature and approval.


5-15 mins None





Required10. Segregates bank copies and file copies then hand it to the Administrative Aide VI.


11. Submits documents to the servicing bank (LBP) and retain one (1) copy for file


3-5 mins. None

12. As soon as validated LDDAP-ADA is released by the bank. The Administrative Aide VI then brings paid vouchers to suppliers for issuance of Official Receipt and signing of disbursement vouchers.


None

13. Informs School Heads through text that their monthly MOOE is already available online.

Cashier None


Payment of external and internal claims through LDDAP-ADA/ ADA Payments for TRUST and PROVIDENT FUND



Required1. Receives the approved disbursement vouchers from Accounting Unit and checks for completeness of attachments and signatories. Incomplete signatories will be sent to concerned Unit for completion or signature


2. Prepares and signs the AUTHORITY TO DEBIT ACCOUNT (ADA).


3. Records it in Trust Fund or Provident Fund logbook and have it signed by the Accountant and the Schools Division Superintendent.



Payment of external and internal claims through LDDAP-ADA/ ADA Payments for TRUST and PROVIDENT FUND



Required4. Submits the documents to the servicing bank (LBP) and retain one (1) bank-received copy for office file.


3-5 mins. None

5. As soon as validated ADA is released by the Bank, the Administrative Aide VI then brings paid vouchers to suppliers for issuance of Official Receipt and signing of disbursement vouchers.


ICT TECHNICAL ASSISTANCESpecific Steps Documentary



1. In-charge will check the filled-up form & encodes the following information to the ICT Service Form Control Numbers.xlsx

1. ICT Service Request Form End User &IT Officer/ICT Staff

5 minutes None

2. In-charge goes to the station of the requester and check if the problem reported is present

Filled-up ICT Service Request Form

End User &IT Officer/ICT Staff

3 minutes None

3. In-charge assesses if the problem is within the ICT Unit personnel’s current troubleshooting capability

IT Officer/ICT Staff 15 minutes None


ICT TECHNICAL ASSISTANCESpecific Steps Documentary



4. In-charge performs the troubleshooting procedure completely

IT Officer/ICT Staff 30-45 minutes None

5. Accomplish ICT Service Confirmation Form/Logbook

ICT Service Confirmation Form/Logbook

End User &IT Officer/ICT Staff

3 minutes None


Recruitment of Non-Teaching and Related Teaching PersonnelSpecific Steps Documentary



1. Publication of vacant/new items.

Hard copies and softcopy (pdf form) of publication.

HRMO 10 minutes None

2. Disseminate memorandum – invitation to apply.

Approved division memorandum.

HRMO 2 minutes None

3. Accept applications. Pertinent documents for application:

1. Personal Data Sheet2. Latest performance rating

(if any)3. Certificate of

eligibility/trainings (if any)

HRMO, applicant 30 seconds None

4. Initial screening Pertinent documents of the applicant

HRMO 3 minutes None

5. Orientation on guidelines for evaluation of application

None HRMO 30 minutes None





6. Submit list of qualified applicants for interview and written exam to the Chairperson of the HRMPSB chairman.

Pertinent documents of applicants. Only the final list of qualified applicants will be submitted.

HRMO 5 minutes None

7. Informs qualified applicants on the conduct of interview and written exam.

List of qualified applicants. HRMO 5 minutes None

8. Evaluation (written exam) Questionnaire, Attendance Sheet

HRMO/ Administrative Assistant/ Administrative Aide

1 hour None

9. Evaluation (interview) Individual rating sheet, pertinent documents of the applicant

Human Resource Merit Promotion and Selection Board (HRMPSB)

10 minutes None

10.Applicant confirms his/her points

Individual Rating Sheet HRMPSB, applicant 2 minutes None





6. Come up with a shortlist of qualified applicants (Ranklist/RQA) for approval of the SDS.

Individual Rating Sheet, Ranklist

HRMO 10 minutes None

7. SDS approves the shortlist of qualified applicants (Ranklist/RQA)

Individual Rating Sheet, Ranklist

HRMO,HRMPSB, SDS

5 minutes None

8. Posing of the approved Ranklist/RQA in at least three (3) conspicuous place.

Approved Ranklist/RQA HRMO 5 minutes None


Selection and Placement/PromotionSpecific Steps Documentary



1. Selects the most qualified applicant for the position for appointment.

Approved Ranklist, RQA Schools Division Superintendent (SDS)

1 minute None

2. Instructs the appointee to submit documents for appointment.

None HRMO 2 minutes None

3. Appointee prepares and submits documents for appointment.

Pertinent documents for appointment

Applicant 1 minute None

4. Prepares the appointment for signature of the HRMPSB chairman and the SDS.

Pertinent documents of the appointee

HRMO 5 minutes None

5. Submits the approved appointment to the Civil Service Commission for attestation.

Pertinent documents of the appointee, appointment approved by the SDS, certification of assumption to duty, position description form, oath of office

HRMO/Authorized administrative assistant/administrative aide

None


Selection and Placement/PromotionSpecific Steps Documentary



6. Issues Notice of Assignment Advice to the appointee with details of the appointment (newly hired).

Approved NOAA HRMO 3 minutes None

7. Appointee assumes office (newly hired).

Approved NOAA HRMO None

8. Appointee receives appointment approved by the Civil Service.

CSC approved appointment HRMO/ Administrative Assistant/ Administrative Aide

1 minute None


Issuance of Documents/CertificationsSpecific Steps Documentary



1. Employee requests issuance of documents/certifications

Request form End user 1 minute None

2. Receives the request forms

Filled out request form Administrative Assistant/Administrative Aide VI

30 seconds None

3. Prepares the document/certification

Documents necessary for the request.

Administrative Assistant/ Administrative Aide VI

3 minutes None

4. Review and sign the document/certification

Accomplished documents HRMO 1 minute None

5. Release the document/certification

Accomplished and approved document/certification


30 seconds None


Leave Application ProcessSpecific Steps Documentary



1. Receives the leave application.

Duly filled out application for leave

Administrative Assistant/Administrative Aide VI

30 seconds None

2. Records the details of the leave on the teacher’s leave card and put appropriate entries on the leave application.

Duly filled out application for leave , leave card


1 minute None

3. Certifies the availability of service credits.

Duly filled out application for leave, leave card

HRMO 1 minute None

4. Forwards the leave application to the approving authority for appropriate action.

Duly filled out application for leave signed by the HRMO


1 minute None

5. Releases the acted leave application of the employee.

Acted leave application Administrative Assistant/ Administrative Aide VI

30 seconds None


Salary Adjustment ProcessSpecific Steps Documentary



1. Receives the approved NOSA/NOSI.

Approved NOSA/NOSI Administrative Assistant/Administrative Aide VI

30 seconds None

2. Prepares and submits ARA(Agency Remittance Advice) to GSIS.


5 minutes None

3. Prepares the request for salary adjustment with the ARA.


3 minutes None

4. Checks and reviews the request for salary adjustment.

Approved NOSA/NOSI, ARA


1 minute None

5. Releases and submits the request for salary adjustment to RPSU.

Approved NOSA/NOSI, ARA


1 minute None


Grant of Service Credits and COC ProcessSpecific Steps Documentary



1. Receives the approved S.O with the attachments.

Approved S.O with corresponding attachments


1 minute None

2. Records the service credits earned by the employee, on the leave card.



2 minutes None

3. Grant of service credits or COC to the employee.



1 minute None


Receiving of DocumentsSpecific Steps Documentary



1. Client will hand-in the Documents for receive a) In-charge will stamp

received indicating the time, date, initial of the Documents and will log in the logbook for records purposes and clients will affix his/her signature

Completeness of Documents Records Officer/Staff

3 minutes None

2. The records personnel sort or routes the received documents to the SDS office or appropriate functional division/unit and signify receipt by affixing his/her signature

-do- -do- 10 minutes


Releasing of Documents Specific Steps Documentary



1. Client will hand-in the Documents/ communicationsa. In-charge will stamp

released indicating the time, date, initial of the Documents and will log in the logbook for records purposes

Completeness of Documents/Communications

Records Officer/Staff

3 minutes None

2. In-charge will stamp released indicating the time, date, initial of the Documents and will log in the logbook for records purposes



1 minute


Releasing of Documents



Required

3. In-charge will drop into the appropriate pigeon boxes of the stamped released documents/ communications



3 minutes None


Procurement of Supplies Specific Steps Documentary



1. Receive signed PR from SDS for RFQ

1. RFQ Supply Officer 30 mins None

2. RFQ for canvass Complete RFQ from suppliers Supply officer, canvasser & supplier

2 days None

3. Opening of 3 complete canvass by BAC

5 BAC members signed the canvass

Supply Officer, BAC 3 hours None

4. Receives the signed canvass for Resolution and Abstract of canvass

Signed BAC Resolution and abstract

Supply officer 2 hours None

5. Receives BAC Resolution & Abstract of Canvass for PO

Purchase Order Supply officer 2 hours None

6. Gives PO to Budget, Accounting, & SDS to be signed

Signed PO Budget Officer, Accountant, SDS

3 hours None


Procurement of Supplies Specific Steps Documentary



7. Receives signed PO to be serve to winning supplier

Signed PO from supplier Supply Officer 2 hours None

8. Receives items from supplier based from PO

Delivery Receipt Supply Officer, Inspector, supplier

10 days None

9. Receives DR for making IAR

IAR Inspector 2 hours None

10.Making ICS/RIS ICS/RIS Supply Officer, Storekeeper

2 hours None

11. ICS/RIS for items/materials distribution

Signed ICS/RIS from end user

Supply officer, Storekeeper

2 hours None

12.Receives signed ICS Updated Stock Card/Property Card

Supply Officer, Storekeeper

2 hours None


Providing Technical Assistance (TA) on Curriculum and Instruction



Required

1. Collects & analyzes data Data on the latest PHIL-IRI, Quarterly Test, least learned skills, etc. of the different learning areas

Focal Person 3 weeks None

2. Identifies prioritized schools

Dashboard Focal Person/EPS 1 day None

3. Prepares TA TA Plan Focal Person/EPS 1 day

4. Informs the concerned school heads

Information Slip Focal Person/EPS 3 days before the scheduled date

None


Providing Technical Assistance (TA) on Curriculum and Instruction



Required

5. Acts on the information given using the template & returns it to focal person

Signed Information Slip School Head/OIC 1 day None

6. Requests the CID Secretary to prepare TO

Action/Request Slip Focal person/EPS 2 days None

7. Conducts IS/ M&E/ TA Provision

M&E, Instructional Supervision & TA provision Tool

Focal person/EPS 1 day None

8. Sets schedule and sign an agreement for next visit

TA provision tool with agreement

Focal person/EPS, School Head, Teachers

1 day None


Crafting of Division MemorandumSpecific Steps Documentary



1. Drafts Division Memo/Office Memo/Div. Bulletin

• Drafts of Division Memo/Office memo/Div. Bulletin

• Sources as legal basis.

Focal Person 2 hours None

2. Checks the drafted memo Checked copies of Division Memo/Office memo/ Div. Bulletin

Unit Head/OIC 1 hour None

3. Finalizes the memo for signature & approval

Finalized Division Memo/Office memo/Division Bulletin

Focal Person 1 hour None

4. Approves the memo . Division Memo/Officememo/Div. Bulletin

SDS/OIC 1 day None


Crafting of Division Memorandum



Required

5. Forwards the memo to record

. Approved Division Memo/ Office memo/Div. Bulletin

SDS’ Secretary 10 minutes None

6. Numbers, reproduces & circulates the memo section

• Copies of approved Division Memo/Office memo/Division Bulletin

• Bond Papers

Record Section 2 hours None

7. Provides a copy to ITO A copy of Numbered Division Memo/Office Memo/ Division Bulletin

Record Section 10 mins. None

8. Uploads the memo & returns it to Record Section

A copy of Numbered Division Memo/Office Memo/ Division Bulletin

ITO 2 hours None


Preparing Monthly Target and Performance Accomplishment (MTPA)



Required1. Revisits/ Reviews AIP • Approved AIP Focal Person

(Employee)1 hour None

2. Crafts MTPA using unified template

Unified MTPA template Focal Person (Employee)

1 day None

3. Gathers relevant MOVs MOVs per target by KRA Focal Person (Employee)

3 days None

4. Compiles MOVs by KRA in a folder

Compilation of MOVs Focal Person (Employee)

1 day None

5. Submits the MTPA to the Unit Head for checking

MTPA Focal Person (Employee)

10 mins None





Required

6. Checks & signs the MTPA • Checked/signed MTPA Unit Head 1 hour None

7. Submits the checked MTPA to DQMT for validation

Checked/signed MTPA Secretary of Functional Unit

10 mins. None

8. Validates, signs & returns the MTPA to the concerned personnel

Validated MTPA DQMT: Unit Heads/OIC

2 hours 1 day


Preparing Travel Document on Trainings and other Activities



Required1. Request secretary to

prepare Travel Authority• Request Slip Focal Person 10 minutes None

2. Prepares two copies of the docs

2 copies of the T.O. Secretary of Functional Unit

1 hour None

3. Submits docs to the unit head/OIC for recommendation

2 copies of the T.O. Secretary of Functional Unit

10 minutes None

4. Signs for recommendation Countersigned copies of T.O. Unit Head 10 minutes None

5. Logs & forwards to SDS/ OIC c/o his/her secretary

Logbook Countersigned copies of T.O.

Secretary of Functional Unit

10 mins None





Required

6. SDS/OIC signs for approval

Approved T.O. SDS/OIC 10 minutes None

7. Logs & forwards the docs to record section

LogbookApproved T.O.

SDS’ Secretary 10 minutes None

8. Numbers, records, retains a copy for file and releases the docs

Numbered T.O. Record Section 10 minutes None

9. Reproduces a copy for file & returns the original to the focal person

Numbered T.O. Secretary of Functional Unit

10 minutes None


Accepting School Monthly ReportsSpecific Steps Documentary



1. Submits reports to Record section

School Reports Personnel 10 minutes None

2. Receives reports for stamping & recording

Received School Reports Record Section 10 minutes None

3. Submits the recorded reports to the unit secretary

Received School Reports with proper documentation

Personnel 10 minutes None

4. Receives, logs and hand in the reports to the focal persons with proper documentation.

Logbook Documented school reports

Secretary of Functional Unit

10 minutes None

5. Accepts/ receives the reports from the secretary for validation, notetaking, analysis and relevant actions.

LogbookSchool Reports

Division Focal Person

10 mins None


SDGT Collection and ValidationSpecific Steps Documentary



1. SMME sends memorandum to the field on the SDGT Orientation, Encoding and Validation per quarter

SMME

2. SMME with ITO conducts SDGT Orientation, Encoding and validation

SMME

3. ITO Collects the validated soft copy per district for consolidation

IT Officer

4. ITO submits the consolidated data by district to SMME

IT Officer

5. SMME harvest data from given consolidation for RMEA RMEA reporting

SMME


SDGT Collection and ValidationSpecific Steps Documentary



6. SMME will share the data to the CID and SGOD for characterization, segmentation by each functional division

SDS/ASDS

7. SMME will report the result of SDGT to the SDS, ASDS, CID, SGOD and District in charge for appropriate actions and recommendations regarding the collected data before finalizing the report for RMEA

SMME

8. SMME will produce hard copy of the SDGT for submission to the regional office and Division file

SMME


DATA PROVISION



Required

1. Submit Requesta. Receive and log

request

Planning Officer 1 minute

2. Wait for the release of the requested dataa. Identify data sourcesb. Preparation of datac. Printing of copy

Planning OfficerPlanning OfficerPlanning Officer

1 minute1 hrs - 8 hrs

3. Receive dataa. Release of Data

Planning Officer 1 minute


CONDUCT OF RESEARCHSpecific Steps Documentary



1. Submit research proposala. Receive research

proposalb. Screen research

proposalc. Evaluate research

proposal

SDRC Secretariat, Research CoordinatorSDRC Secretariat

SDRC Secretariat,Research Coordinator

1 minute

8 hours

8 hours

2. Receive notification lettera. Prepare notification of

results Preparation of data


10 minutes

3. Receive endorsement and sign MOAa. Prepare and issue

endorsements and MOA


3 minutes


CONDUCT OF RESEARCH



Required

1. Conduct Researcha. Conduct progress

monitoringSDRC Secretariat 8 hours

2. Submit result of researcha. Prepare memo for

research result dissemination


3 minutes