frontline services, requirements and procedures …€¦ · frontline services requirements step...

« FRONTLINE SERVICES, REQUIREMENTS AND PROCEDURES OFFERED BY NIA (APPLICABLE TO NIA REGIONAL OFFICES)

SCHEDULE OF AVAILABILITY OF SERVICE Monday-Friday, 8:00 AM - 5:00 PM

Frontline Services

Requirements Step Applicant/ Customer

Service Provider Duration of

activity Responsible

Person 1. Water Delivery

1. Request for Water Delivery

1

Submits request (noted by lA

President) for water delivery

Receives and records request and endorses to O&M Chief for approval

15 minutes SWRFT

2 SWRFT receives and endorses request to O&M Chief/Authorized Rep. for approval

5 minutes O&M Chief, NISO

3 Approves request for Water Delivery 5 minutes O&M Chief /Authorized

Representatve

4 Receives SWRFT's request for water

delivery

O&M Chief Advises SWRFT to release water to concerned lA/Farmer

5 minutes O&M Chief /Authorized

Representatve

5 Releases water to concerned lA/Farmer 10 minutes WRFO/SWRFT

6 Acknowledges water delivery

service Checks water delivery to the farmers field

1 hr. (within 3.5 km from

headgate) SWRFT

NOTE: ITEM 1 IS APPLICABLE TO ALL IMOs OF NIA REGIONS EXCEPT MARIIS AND UPRIIS 2. Payment of lA Incentive

1. lA request

2. Canal Maintenance

1 lA submits request for payment of lA

O&M incentive

Receives and records request and forward same to SWRFT

5 minutes Receiving/

Data Encoder

under IMT Accomplishment Report

3. List of Irrigated and Planted Are (LIRA

2

Evaluates request as to the completeness of supporting papers. If found complete,

advise customer to come back after 4 working days; if incomplete, advise customer to complete supporting documents and submit same ASAP

1 hour SWRFT

3 Reviews documents as to mathematical

computations per IMT Contract/MCs/policies

2 hours SWRFT

4 Forwards to O&M Chief for action and

endorses to IMO acted request for approval

5 working days

SWRFT/O&M Chief/Data Encoder

5 Receives acted request 2 minutes Data Encoder

6 Prepares and obligates Disbursement

Voucher for Payment 30 minutes

Accounting Processor

7 Approves voucher 5 minutes Chief of Office

8

After 4 working days, returns to claim payment;

issues lA 0. R.

Releases check and receives lA 0. R. as evidence of payment

10 minutes NIA Cashier

9 Records payment in Cash Book 10 minutes NIA Cashier

3. Irrigation Service Fee (ISF) Collection

1. ISF Bill

2. Statement of Account

1 Presents ISF

Bill/Statement of Account

Receives ISF Bill/Statement of Account 2 minutes NIA Cashier

i A J J

•s 1 MAY 1 8 2018

MAY 17 i - r r i i |

^ ^ ^ ^ - f r ^ 'strator's Offic

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f FRONTLINE SERVICES, REQUIREMENTS AND PROCEDURES OFFERED BY NIA

(APPLICABLE TO NIA REGIONAL OFFICES)

SCHEDULE OF AVAILABILITY OF SERVICE : Monday-Friday, 8:00 AM - 5:00 PM Frontline Services

Requirements step Applicant/ Customer

Service Provider Duration of

activity Responsible

Person a.) Paid to NIA cashier at the office

2 Checks and Verifes Account Name and

Account No. 5 minutes Billing Clerk

3 Pays to NIA Cashier Processes payment and issues Official Receipt, applying payment as back or

current or both 10 minutes NIA Cashier

4 Releases Official Receipt to Costumer 30 seconds NIA Cashier

5 Recieves original

O.R Stamps PAID statement of Account 5 minutes NIA Cashier

6 Cashier prepares report of collection and deposits same to NIA's Depository Bank


7 Billing Clerk posts payment in Irrigation

Fee Registry (IFR) 5 minutes Billing Clerk

3. Irrigation Service Fee (ISF) Collection

1. ISF Bill

2. Statement of Account

1 Presents ISF

Bill/Statemente of Account

Receives ISF Bill/Statement of Account 2 minutes NIA Deputized

Collector

b.) Paid to NIA Collector/S WRFT/Coll ection Represent ative in the Field

2 Checks and Verifies Account Name and

Account No. 5 minutes

NIA Deputized Collector/Collection

Representative

3 Pays to NIA Deputized Collector

Processes payment and issues Official Receipt, applying payment as back or

current or both 10 minutes


Representative

4 Release Official Receipt to Costumer 30 seconds NIA Deputized

Collector/Collection Representative

5 Recieves original

O.R Stamps PAID statement of Account 5 minutes


Representative

6 Deputized Collector prepares report of

collection and remit to NIA Cashier 5 minutes


Representative

7

NIA Cashier acknowledges receipts by signing Remittance Form and keeps

collection inside vault or deposits same to the NIA's depository bank


8 Billing Clerk posts payment in Irrigation

Fee Registry (IFR) 5 minutes Billing Clerk

f ' » FRONTLINE SERVICES, REQUIREMENTS AND PROCEDURES OFFERED BY NIA (APPLICABLE TO NIA REGIONAL OFFICES)

SCHEDULE OF AVAILABILITY OF SERVICE Monday-Friday, 8:00 AM - 5:00 PM Frontline Services

Requirements Step Applicant/ Customer

Service Provider Duration of activity

Responsible Person

4. Request for minor Rehabiiitati on/ Resto ratio n of existing Irrigation Systems

1. lA Resolution

2. If with funding counterpart from LGU, LGU endorsement, LGU Board Resolution, LGU Certificate of Fund Availability

1 Submits letter

request/ lA Resolution

Receives and records letter request and forwards to IMO Manager/technical

personnel 10 minutes Data Encoder


1. lA Resolution


2

Accompanies/Guid es NIA Technical

staff in inspection of facilities

Conducts ocular inspection with lA members of irrigation facilities for

rehabilitation Iday

IMO Manager, Planning Engr, Survey

personnel


1. lA Resolution


3 Prepares indicative POW for fund

sourcing 1 to 3 days

IMO Manager,Planning

Engr.


1. lA Resolution


4 Submits Project listing to RIO for fund

sourcing 2 days

IMO Manager, Planning Engr., Admin.

Clerk

NOTE: FOR PROJECTS WITH FUNDING, PROCEED TO STEP 5 ONWARDS

5 Conducts survey on existing Irrigation

facilities 5 days

Planning Engineer, Survey personnel

6 Plots survey data 2 to 5 days Plotting personnel

7 Designs minor irrigation facilities 2 to 5 days Field Office Design

Engr.

8 Submit plans and design to RIO for review

and approval 1 day

Field Office Design Engr./IMO/RIO

Design Engr.

9 Approves plans and design for prepation

of Final POW at Field Office 15 minutes RIM

10 Release documents to IMO 10 minutes Admin Clerk 11 Prepares final POW 2-5 days Planning Engr.

12 Attends and

observes bidding Convenes BAC and conducts bidding 1 hour BAC/IA/Contractor

13 Prepares Memorandum of Agreement 2 hours IDO-A

14

Attends Pre-Construction

Conference and Signs

Memorandum of Agreement

Conducts and attends Pre-Con Conference ad ratify Memorandum of

Agreement Iday

IMO Manager, IDO, lA, NIA

15

Participates in the construction activities (lA Counterpart)

Mobilizes farmers to participate in the construction works/Supervises

construction works

2 to 6 months

PIC, IDO-A/IA/Contractor

16

Attends Project Turn Over; signs documents and

receives Turn Over Documents

Turns Over completed facilities to lA and releases copy of Turn Over Document to

the lA Iday NIA/IA/BOT/LGU

Reviewed by:

to" "Manager

Rons Department

ROIG UA C. DELA TORRE Acting Dept. Manager

CORPLAN Services

Recommending Approval;/

__(RI\OUL Deputy Administrmor for

vEngineering and Operations

Appre

'RVISAYA(Ret) Administrator