Data Loading...
Division Citizens Charter Flipbook PDF
Division Citizens Charter
113 Views
77 Downloads
FLIP PDF 1.83MB
CITIZEN’S CHARTER Sarangani Division Region XII
I. OUR MANDATE The Department of Education was established through the Education Decree of 1863 as the Superior Commission of Primary Instruction under a Chairman. The Education agency underwent many reorganization efforts in the 20th century in order to better define its purpose vis a vis the changing administrations and charters. The present day Department of Education was eventually mandated through Republic Act 9155, otherwise known as the Governance of Basic Education act of 2001 which establishes the mandate of this agency. The Department of Education (DepEd) formulates, implements, and coordinates policies, plans, programs and projects in the areas of formal and non-formal basic education. It supervises all elementary and secondary education institutions, including alternative learning systems, both public and private; and provides for the establishment and maintenance of a complete, adequate, and integrated system of basic education relevant to the goals of national development.
Page 1 of 204| P a g e
II.
VISION We dream of Filipinos who passionately love their country and whose values and competencies enable them to realize their full potential and contribute meaningfully to building the nation. As a learner-centered public institution, the Department of Education continuously improves itself to better serve its stakeholders.
III. MISSION To protect and promote the right of every Filipino to quality, equitable, culturebased, and complete basic education where: Students learn in a child-friendly, gender-sensitive, safe, and motivating environment. Teachers facilitate learning and constantly nurture every learner. Administrators and staff, as stewards of the institution, ensure an enabling and supportive environment for effective learning to happen. Family, community, and other stakeholders are actively engaged and share responsibility for developing life-long learners. IV. OUR CORE VALUES Maka-Diyos Maka-tao Makakalikasan Makabansa V. SERVICE PLEDGE The Department of Education is committed to providing learners with quality basic education that is accessible, inclusive, and liberating through: ● Proactive leadership ● Shared governance ● Evidence-based policies, standards, and programs ● A responsive and relevant curriculum • Highly competent and committed officials, and teaching and nonteaching personnel ● An enabling learning environment Page 2 of 204| P a g e
LIST OF SERVICES Page Number
OFFICE AND SERVICES NAME A.
Office of the Schools Division Superintendent I. Internal Services 1. Authentication and Verification of Documents
-
10
2. Records inventory and disposition
-
11
3.
Preparation of disbursement vouchers/supplemental payroll – personnel services claims
-
12-17
4.
Processing of disbursement vouchers – allowances and other forms of compensation
-
18-23
5. Preparation of certifications for salary integration
-
24-26
6. Application for equivalent record form (erf)/reclassification
-
27-29
-
30-32
8. Application for leave
-
33-36
9. Request for correction of name and change of status
-
37-38
10. Processing of terminal leave benefits
-
39
11. Application for retirement
-
40-41
7.
Processing of appointment (original, reemployment, reappointment, promotion & transfer)
12.
Issuance for certificate of leave/service balance and leave of absence without pay (LWOP)
-
42
13.
Issuance of office orders (reassignment, designation, detail & recall)
-
43
-
44-50
-
51-52
16. Issuance of certificate of last payment
-
53-54
17. Collections: cash-002
-
55
18. Approval of Authority to Travel
-
56
19. Approval of Substitute Request
-
57
20. Approval of WFP, PPMP and APP
-
58
14. Application of provident fund loan 15.
Issuance of certificate of payment for remittances (GSIS, HDMF, PHIC)
Page 3 of 204| P a g e
Page Number
OFFICE AND NAME OF SERVICES 21. Authority to Conduct/Activity Request
-
59
22. Purchase Orders/Contracts
-
60
23. Clearances/Documents/Reports Signing
-
61
24. Change of Signatory: Cash-004
-
62
-
63
26. Fidelity Bond Renewal: Cash-004
-
64
27. Repair and Maintenance
-
65
28. Requisition and Issuance of Supplies
-
66
-
67-68
25.
29.
Payment of Salaries and Wages for Utility and Security Personnels
Issuance of Inventory Custodian Slip (ICS)/Property Acknowledgement Receipt (PAR)
30.
Conduct Physical Inventory of Property, Plant and Equipment
-
69
31.
Acceptance and Distribution of SLMS, textbooks, supplies and equipment (Centrally Procured)
-
70
32. Property and Equipment Clearance Signing
-
71
33. Request for Service Records
-
72
34. Endorsements
-
73
35. Loan Confirmation (GSIS)
-
74
36. Loan Confirmation (Landbank)
-
75
37. Loan Confirmation (GFAL)
-
76
38. DepED Email Request
-
77
39. DepED Microsoft Office 365 Accounts
-
78
40. Computer and Network Services
-
79
41. Office Performance Commitment and Review Form
-
80
42. Daily Time Record (DTR)
-
81
43. Rendering Legal Advice/Opinion
-
82
44. Review of Contracts
-
83
45. Signing of Clearance and Application for Loan
-
84
46. Processing of Schools Division Office (SDO) Issuances
85
II. External Services 1.
Authentication and Verification of Documents
-
87
2.
Request for Copy of 201 File
-
88
Page 4 of 204| P a g e
Page Number
OFFICE AND NAME OF SERVICES 3.
Releasing of Documents
-
89
-
90
-
91-92
5.
Submission of Employment Application (Non-Teaching and Teaching Related) Submission of Employment Application (Teaching)
6.
Requests for Certifications
-
93
7.
Approval of Clearances
-
94
8.
Request for Certifications
-
95
9.
procurement process for public/competitive bidding
-
96-105
10. Procurement Process for Small Value
-
106-108
11. payment of bills
-
109
-
110
13. Issuance of Certificate of Final Acceptance to Suppliers
-
111
14. Processing of Payment for Procurement (Public Bidding)
-
112-113
-
114
16. Request for Certifications
-
115
17. Certification, Authentication, Verification (CAV)
-
116
4.
12.
15.
Acceptance Of Various Supplies, Materials and Equipment (Division Proper)
Processing of Payment for Procurement (Small Value Procurement)
18.
Processing of Complaint Against Teacher Filed through The Division Office.
-
117-118
19.
Processing of Complaint against Teacher Filed Directly with The Region.
-
119-120
20.
Processing of Complaint Against Non-Teaching Personnel Filed Through the Division Office
-
121-122
21.
Processing of Complaint against Non-Teaching Personnel filed through the Regional Office.
-
123-124
B. Office of the Curriculum Implementation Division (CID) I. Internal Services 1.
Evaluation, Validation and Approval of School-Based Activity or Programs Relating to Curriculum and Instruction
-
126
2.
Submission Of DepEd Alternative Learning Forms for Evaluation and Validation
-
127
3.
Creation of Special Education (SPED) Programs in Schools
-
128
Page 5 of 204| P a g e
Page Number
OFFICE AND NAME OF SERVICES 4.
Enrolment to Special Education (SPED) Program
-
128
5.
Creation of Special Program in Journalism (SPJ)
-
129
6.
Creation of Special Program in Arts (Spa) Schools
-
130
7.
Application for SSES & STE Offering
-
131
8.
Application for Special Program in Sports
-
132-133
9.
Quality Assurance of Locally- Developed Learning Resources
-
134
-
136-137
10. Opening or Application for Senior High School Offering C. Office of the Schools Governance and Operation Division (SGOD) I. Internal Services 1.
Regular MOOE/Additional MOOE/SGOD Fund ORS/Voucher/Payroll Certification
-
139-141
2.
Submission of DepED Alternative Learning Forms for Evaluation and Validation
-
142-154
3.
Request for division SBM validation
-
155
4.
Youth Formation and Development Section Submission of School Reports
-
156
5.
Issuance of Certificate of Recognition
-
157
6.
Clarification of Inquiries and Referrals of Stakeholders’ Programs
-
158
7.
Receiving/Answering Correspondence
-
159
8.
Submission of Printed Copy of Notarized School Forms 4 & 7service
-
160
9.
Submission of Monthly Electronic Copy of School Forms 4 & 7
-
161
10.
Collection/Consolidation of Report on Redeployment of Excess Teachers
-
162
11.
Collection of Electronic Copy of Approved Annual Implementation Plan of Schools
-
163
12.
Evaluation of Research Proposal and Documentary Requirements for Basic Education Research Fun Endorsement
-
164
13. Provision of Technical Assistance on Action Research Writing
-
165
Submission of Documentary Requirements for Performance – Based Bonus of Teaching & Non-Teaching Personnel
-
166
-
167
14.
15. Management of Division Basic Education Plan
Page 6 of 204| P a g e
Page Number
OFFICE AND NAME OF SERVICES 16.
Request for Basic Education Data (Internal Stakeholder)
-
168
17.
Request for Data for EBEIS/LIS/NAT and Performance
-
169
18. Learning and Development Design
-
170
19. IPCRF/OPCRF Data Collection
-
171
20. Provision of Training
-
172
21. Scholarship Grants (Scholarship Grants)
-
173
22. Scholarship Grants (Professional Development)
-
174
-
175-176
-
177
25. Validation of Laboratory Results/ Annual Medical Exam
-
178
26. Consultation
-
179
27. Distribution of Health Supplies to Schools
-
180
28. Antigen Testing
-
181
-
182
30. Classroom Repair Project
-
183
31. Monitoring & Progress Billing
-
184-185
32.
-
186
-
187
Program on Awards and Incentive for Service Excellence (Praise) 24. Signing of Clearance 23.
29.
Distribution of Medicines and Medical Supplies to SDO Personnel
Monitoring of DPWH-DepEd Construction Project
33. School Based Program of Works 34.
Social Mobilization and Networking (SMN) Section Submission of Brigada Eskwela Reports
-
188
35.
Stakeholder Engagement and Partnership Building Through the School Needs Data System (SNDS)
-
189
36. Submission of PTA Report
-
190
37. Provision Of SMN Technical Assistance
-
191
-
192
39. Provision of DRRM Technical Assistance
-
193
40. Provision of Monitoring and Evaluation Tool
-
194
41. Provision of Result Analysis from the Evaluation Tool
-
195
38.
submission of DRRM report, Incident Report and/or Rapid Damage Assessment Report
Page 7 of 204| P a g e
Page Number
OFFICE AND NAME OF SERVICES Preparation of Data for Regional Monitoring Evaluation Plan Adjustment Presentation Collection of Data on Schools’ Annual Implementation Plan 43. Presentation 42.
44.
Provision of Technical Assistance in Preparation of District Monitoring Evaluation Plan Adjustment
45. Provision of Learner’s Learning Performances Data 46.
Submission of Electronic Copy of Learners’ Learning Performance by District
-
197
-
198
-
199
-
200
-
201
II. External Services 1. D.
Request for Basic Education Data (External Stakeholders) Service Description
Feedback and complaints mechanism Hotline numbers
Page 8 of 204| P a g e
-
203 204
OFFICE OF THE SCHOOLS DIVISION SUPERINTENDENT (OSDS)
INTERNAL SERVICES
Page 9 of 204| P a g e
1. AUTHENTICATION AND VERIFICATION OF DOCUMENTS Authentication of documents i.e. certificates of training, appointments, transcript of records and others. OFFICE OR DIVISION:
ADMIN-RECORDS UNIT
CLASSIFICATION:
Simple
TYPE OF TRANSACTION:
G2G- Government to Government
WHO MAY AVAIL:
DEPED CLIENTS AND STAKEHOLDERS
CHECKLIST OF REQUIREMENTS Original Copy of authenticated/verified
the
WHERE TO SECURE
Document/s
to
be
List: Transcript of Records, Special Order and CAV, IPCRF, Latest Appointment, Certificate of Recognition for any related School's Accomplishment, Certificate of From the Client, School, NEAP, Demo Teaching, School Form 7, Certificates/Proofs of Division Office Outstanding Accomplishments, NEAP Certification as to result of NQEP, Certificates of Completion/Participation/Attendance, Assignment and Re-Assignment Orders, School Files FEES TO BE PAID
CLIENT STEP
AGENCY ACTION
1. Submit Documents to be verified/certified (must be arranged with original documents placed beside copies)
1. Check/Verify document against original and stamp photocopies with "Certified True Copy" 2. certified/verified document
Sign
NONE
3. Return certified/verified documents to customer TOTAL:
NONE
Page 10 of 204| P a g e
PROCESS PERSON ING TIME RESPONSIBLE Twenty (20) Minutes
Records Staff
Ten (10) Minutes
Records Officer
Three (3) Minutes
Records Staff
THIRTY-THREE (33) MINUTES
2. RECORDS INVENTORY AND DISPOSITION Facilitate the establishment of a reasonable and acceptable retention period for various types of records, identify records which have value to the office and which should be properly preserved, identify inactive records which should be transferred to an archives area, inactive storage area or designated storage area as well as identify valueless records for disposal as provided by the National Archives of the Philippines. OFFICE OR DIVISION: ADMIN-RECORDS UNIT CLASSIFICATION: SIMPLE GOVERNMENT TO BUSINESS (G2B) GOVERNMENT TO CITIZEN (G2C) TYPE OF TRANSACTION: GOVERNMENT TO GOVERNMENT (G2G) DEPED CLIENTS AND WHO MAY AVAIL: STAKEHOLDERS CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
NAP Forms 1 and 3
National Archives of the Philippines Website
CLIENT STEP
AGENCY ACTION
1. Submit NAP Forms 1 and 3 to Records Section
FEES PROCESS TO BE ING TIME PAID
PERSON RESPONSIBLE
1. Verify entries in NAP Forms 1 and 3 using NAP Form 2
Three (3) Days
Records Officer and Staff
2. Submit Verified NAP Forms 1 and 3 to the Regional Office Records Section
Five (5) Days
Records Officer and Staff
3. Submit NAP Forms 1 and 3 to the National Archives of the Philippines
Depends on Regional Office Action
Regional Office Records Section Staff
4. Notify concerned office regarding the prompt and proper disposal of records
Depends on NAP Action
NAP Staff
5. Facilitate the proper disposal of Records Identified in NAP Forms 1 and 3
Three (3) Days Upon receipt of Approval
Records Officer and Staff
TOTAL:
NONE
None
Page 11 of 204| P a g e
10 Days
3. PREPARATION OF DISBURSEMENT PERSONNEL SERVICES CLAIMS
VOUCHERS/SUPPLEMENTAL
PAYROLL
–
The Personnel Section – Payroll Unit will check and verify submitted payrolls and prepares Disbursement Vouchers (DVs) and Obligation Request and Status (ORS) for disbursement of Salary Claims and Other monetary claims which are authorized by law are granted to employees of the agency. Office or Division: ADMIN- PERSONNEL UNIT (PAYROLL SECTION) Classification: Type of Transaction: Who may avail:
Complex G2G- Government to Government All DepEd and Teaching and Non-Teaching Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS 1. First Salary Claim -Regular/Provisional Client
1.1 Approved DTR (2 Copies) 1.2 Approved Accomplishment Report (2 Copies) 1.3 CTC of Approved Appointment received/attested by Civil Service Commission (4 copies) 1.4 Certification of First Day of Service (4 copies)
Client
1.5 Assignment Order (4 copies)
Client
1.6 Oath of Office (4 copies)
Designated Personnel Unit MIC staff
1.7 SALN (4 copies)
Client
1.8 Letter of Introduction with LBP atm account number (4 copies)
Client
1.9 Updated BIR Forms 1902 / 1905 (4 copies)
Client
1.10 Updated Philhealth MDR (4 copies)
Client
1.11 Updated HDMF Member Data Form with MID number (4 copies)
Client
1.12 GSIS Business Partner number Certification
Designated Administrative Section Staff
Designated Personnel Unit Municipal-InCharge (MIC) staff Client
1.14 Additional Requirements for transferees: • Certificate of Last Payment from previous office (4 copies) • Certificate of Available Leave Credits (4 Client copies) • Latest Service Records (4 copies) • Last Pay Slip from previous office (4 copies) Page 12 of 204| P a g e
2. Succeeding Salary Claim ( Not Integrated @ RPSU) Field AOs/ADAS Payroll Approved DTR - on date (2 Copies) Proponent Approved Accomplishment Report (2 Proponent Copies) 2.4 If deleted from RPSU payroll due to Personnel Unit LWOP; • SO RTD (2 copies) 3. Salary Differentials Due to Promotion and/or Step Increment 2.1 2.2 2.3
3.1
Payroll
Field AOs/ADAS
3.2
CTC of Approved Appointment received/attested by Civil Service Commission – in case of promotion (2 copies) 3.3 Signed NOSA/NOSI in case of salary increase/step increment (2 copies) 3.4 Signed Updated Service Records (2 copies) 3.5 Approved DTR (2 copies) / Approved Form 7 3.6 If succeeding differential claim; • Items 3.2 and 3.3 not required 4. Last Salary Upon Termination of Service
Field AOs/ADAS
4.1 Payroll 4.2 Approved DTR - on date (2 Copies) 4.3 Approved Accomplishment Report (2 Copies) 4.4 Special Order for Resignation/Retirement (2 Copies)
Field AOs/ADAS
Field AOs/ADAS Field AOs/ADAS Field AOs/ADAS Field AOs/ADAS
Proponent Proponent Personnel Unit
5. Salary Claims under Proportional Vacation Pay 5.1 Payroll
Field AOs/ADAS
5.2 Approved DTR if applicable (2 copies)
Proponent
5.3 Approved PVP Report
Field AOs/ADAS
5.4 If Retired/Resigned; • SO Resignation/Retirement List
Personnel Unit
5.5 If Deceased; • Affidavit of Surviving Heir
Proponent
6. Loyalty Cash Award/Incentive 6.1 Payroll
Field AOs/ADAS
6.2 Signed Updated Service Records (2 copies)
Field AOs/ADAS
6.3 Certificate of non-payment from previous employer (for transferees)
Proponent
Page 13 of 204| P a g e
7. Maternity Benefit Claim 7.1 Payroll
Field AOs/ADAS
7.2 Special Order on maternity leave (2 copies)
Personnel Unit
7.3 Special Order for Return to Duty (2 copies)
Personnel Unit
7.4 Form 41/Medical Certificate for ML (2 copies)
Attending Physician
7.5 Form 86/ Medical Certificate that the employee is physically fit to work (2 copies)
Attending Physician
7.6 Tax Clearance
Proponent
8. Salary Claim – Substitute Teacher 8.1 Payroll Field AOs/ADAS 8.2 Approved DTR (2 copies) Proponent 8.3 Approved Accomplishment Report ( 1 copy) Proponent 8.4 CTC of Approved Appointment Received/Attested by Personnel Unit Civil Service Commission (CSC) (2 copies) 8.5 Certification of First Day of Service (2 copies) Proponent 8.6 Assignment Order (2 copies) Personnel Unit 8.7 Letter of Introduction with LBP atm account number (2 Proponent copies) 8.8 If succeeding salary claim items 8.4 to 8.7 not required 8.9 Such other pertinent supporting documents as are required by the nature of expense FEES PROCES CLIENT PERSON AGENCY ACTION TO BE SING STEPS RESPONSIBLE PAID TIME 1. Submit 1. Receive documents, check Documents its completeness, attach for routing slip, assign number 5 none Records Staff available Personnel to the routing slip and minutes Services forward the same to the Claims to personnel unit. Records 2.1 Receive the routed Unit documents from the Records Section, and log in the incoming file 2.2 Review documentation requirements,: If complete (proceed step 2.3) If not complete (proceed to step 2.5) 2.3 prepares supplemental None payroll, DVs, and ORS for consolidation of payroll when applicable; Forwards prepared ORS, DVs and Supplemental Payroll w/ attached documents to the
3 Hours
Page 14 of 204| P a g e
Designated Payroll Unit Staff
Head of Personnel Unit for final review and signature on Supplemental Payroll. (Proceed to 2.6) 2.4 Prepares DVs and ORS only for individual claims when consolidation of payroll is not applicable, put initial under the name of the AO V on Box A of the DV (Proceed to Step 2.7) 2.5 Inform the Field AO’s/ADAS in Charge for Compliance; When complied (Back to Step 2.3/2.4) 2.6 Final review of supplemental payroll and Supporting Documents If correct and complete, sign Supplemental payroll (Proceed to Step 2.7)
2. Forwarde d documents from Personnel Unit
If incorrect and incomplete, prepare findings and forward to designated payroll unit staff for compliance (back to step 2.3) 2.7 Forward the documents to Budget Office 3.1 Receipt of Documents 3.2 Verifies the completeness and computations of the documents with Routing Slip attached; 3.3 Segregates whether PS, MOOE if division or school MOOE and CO ⚫ If the documents are incomplete, return to end-user ⚫ If it is School MOOE, validate first thru checking in our ledger, if the amount is correct ⚫ If correct and complete, numbering of Obligation Request and Status (ORS) 3.4 Availability of Allotment/Appropriations for Proper Charging
None
1 Hour
Head of Personnel Unit/ Designated HRMO
None
15 minutes
Designated Payroll Unit Staff Budget Staff
None
Fifteen (15) Minutes per request
None
Budget Staff
Ten (10) Minutes per request Budget Officer
Five (5) minutes
Page 15 of 204| P a g e
Budget Staff Budget Officer Budget Staff
⚫
⚫
⚫
3. Forwarded from the budget office .
If in order, encode it manually in the ledger per sub-Aro for monitoring purposes, write the Sub ARO or SARO number in the ORS then signs the certification in Section B of the ORS and give back to budget staff Forwards ORS to SGOD/CID and ADMIN for signature on the Section A of the ORS If not, returns the SDs or call the attention of the AO II/ADAS, project holders/proponents for some queries/clarifications before signing the ORS.
3.4 Retains and files original copy of ORS as BUDGET FILE for encoding in the Budget Monitoring System (BMS) and one (1) copy of payroll/contract/PO for reference purposes 1. Receive documents from the budget office. Log documents and write the necessary entries in the routing slip. Forward to AO V for her signature in the DVs and ORS.
Five (5) minutes
Budget Staff
Five (5) minutes
Two (2) minutes
N/A
Five (5) minutes
AO Office Staff
2. AO V signs the DVs and ORS then return to the releasing clerk
Five (5) minutes
Irma May G. Dinasas
3. Log the documents and forward the same to accounting unit
Five (5) minutes
AO Office Staff
Page 16 of 204| P a g e
4.The documents are forwarded from the Administrati ve Services Section
4. Pre-Auditing Indexing of the claims to individual ledgers 5. Checking and ledgering of the availability of funds
None
6. Signing of the disbursement voucher
Thirty (30) minutes Ten (10) minutes Five (5) minutes
Pre-Audit in-charge Districts-in-charge
NCA in-charge Accountant LDDAP-ADA in charge
Forwarded from accounting office
10.Preparing of LDDAP-ADA
Three (3) minutes
11. Signing of LDDAP-ADA
Two (2) minutes
12. Receive and check the completeness of the documents that are forwarded to our office
Accountant
Two (2) minutes
any cash staff
none
Fifteen (15) minutes
May Rose Maputol (PS) Angeline Lapodye (MOOe) Regine Remoroza (Checks) Irenea T Gonzales (Benefits) Jan Perry Omalza (Benefits)
14.Signing of PACSVAL,CHECKS, SLIE and ACIC
none
Five (5) minutes
Leonila E Tabaranza
15.Forward PACSVAL and SLIE to the Accounting office for the signature of the accountant
none
Five (5) minutes
Leonardo O. Eugenio
16.Forward all documents to the office of the Schools Division Superintendent for approval and signature
none
Five (5) minutes
SDS Gildo G. Mosqueda
17.Forward all signed ADA pacsval, checks, slie and acic to the bank for downloading
none
none
TOTAL:
NONE
none
13.Prepare PACSVAL, CHECKS, SLIE, ACIC
6 Hours and 7 Minutes
Page 17 of 204| P a g e
4. PROCESSING OF DISBURSEMENT VOUCHERS – ALLOWANCES AND OTHER FORMS OF COMPENSATION Allowances other forms of compensation which are authorized by law are granted to regular employees of the agency. Office or Division:
ADMIN- PERSONNEL UNIT (PAYROLL SECTION)
Classification:
Complex
Type of Transaction:
G2G- Government to Government
Who may avail:
DepEd Teaching and Non-Teaching Employees
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. General Requirements 1.1. Certificate of Availability of Funds
Proponent
1.2. Existence of lawful and sufficient allotment duly obligated as certified by authorized officials
Proponent
1.3. Legality of transaction and conformity with laws, rules or regulations
Proponent
1.4. Approval of expenditure by Head of Office
Proponent
1.5. Sufficient and relevant documents to establish validity of claim
Proponent
1.6. Obligation Request and Status
Personnel Unit
1.7 Disbursement Voucher
Personnel Unit
2. Clothing/Uniform Allowance 2.1 General Claim Personnel Unit
a. C/U Allowance Payroll 2.2 Individual Claim (Transferees)
Personnel Unit
a. Certificate of non-payment from previous agencies
Proponent
3. Subsistence, Laundry and Quarters Allowance 3.1. Payroll indicating therein number of actual services
Personnel Unit
3.2. Approved Daily Time Record
Proponent
3.3. Approved Time and Deficiency Form (if applicable)
Proponent
3.4. Authority to collect/Certification by the Secretary of DOH/ Authority as to who are considered Public Health DOH Workers (for initial claim) Page 18 of 204| P a g e
4. Hazard Duty Pay 4.1. Payroll indicating therein number of actual services Personnel Unit and Salary Grade of Payees 4.2. Authority to collect/Certification by the Secretary of DOH/ Authority as to who are considered Public Health DOH Workers (for initial claim) 4.3. Copy of Approved Daily Time Record
Proponent
4.4. Copy of Approved Time and Deficiency Form
Proponent
4.5. Copy of special order from the agency head covering Office of the Secretary/authorized the assignment to hazardous/difficult areas signatories 5. Productivity Enhancement Incentive 5.1 For General Claim: a. PIB Payroll
Personnel Unit
b. Payroll Register (hard and soft copy)
Personnel Unit
c. List of personnel who were separated from service Personnel Unit as of November 30, 2021 5.2 For Individual Claim (Separated from Service) Personnel Unit
a. S.O Retirement/Resignation b. Clearance from accountabilities
money,
property
and
legal Proponent
6. Year-End Bonus and Cash Gift 6.1. For General Claim: a. YEB Payroll
Personnel Unit
b. Payroll Register (hard and soft copy)
Personnel Unit
c. List of personnel who were separated from service Personnel Unit as of October 31, 2021 6.2. For Individual Claim (Separated from Service) Personnel Unit
a. S.O Retirement/Resignation b. Clearance from accountabilities
money,
property
and
legal Proponent
7. Monetization 7.1. Approved leave application (10 days) with leave Personnel Unit credit balance certified by Personnel Division 7.2. For monetization of 50% or more:
Page 19 of 204| P a g e
a. Clinical abstract/medical procedures to be undertaken in case of health, medical and hospital Hospital needs 7.3. Approved NCA from DBM, if applicable
Proponent
CLIENT STEPS
AGENCY SECTION
FEES TO BE PAID
1. Submit Documentary requirements for individual claims at records section
1. Receive documents, check its completeness, attach routing slip, assign number in the routing slip and forward to Personnel Unit
none
2.1 Receive documents from the records section, and record in the logbook 2.2 Sort Entitled Employees and Prepare Individual/ General Payroll for claims, Disbursement Voucher and Obligation Request Status, forward the documents to the Payroll In-charge AO II
PROCESSING TIME
PERSON RESPONSIBLE
Five (5) minutes
Records Staff
Three (3) hours Individual Claims None
Five (5) Days -General Claims
Designated Payroll Staff
None
Four (4) hours
AO II – Payroll Services
2.4 Review and sign Certified Correct on the prepared payroll and forward the documents to the designated payroll staff
None
Four (4) hours
2.5 Forward to Budget Unit for Obligation Request and other steps forward
None
Thirty (30) minutes
2.3 Review the Prepared Payroll and Supporting Documents If correct and complete, affix initial under the name of the HRMO II AO IV then forward the documents to Head of Personnel Unit/ Designated HRMO (Proceed to 2.4) If incorrect and incomplete, prepare findings and forward to designated staff (back to step 2.2)
Page 20 of 204| P a g e
Head of Personnel Unit/ Designated HRMO Designated Payroll Staff
2. Forwarded 3.1Receipt of Documents documents 3.2Verifies the completeness and None from the computations of the documents Personnel with Routing Slip attached; Unit 3.3 Segregates whether PS, None MOOE if division MOOE and CO
or
⚫ If the documents incomplete, return to user ⚫
⚫
Budget Staff
Budget Staff
school are end-
Fifteen (15) Minutes
If it is School MOOE, validate first thru checking in our ledger, if the amount is correct If correct and complete, numbering of Obligation Request and Status (ORS)
3.4 Availability Allotment/Appropriations Proper Charging
of for
⚫ If in order, encode it manually in the ledger per sub-Aro for monitoring purposes, write the Sub ARO or SARO number in the ORS then signs the certification in Section B of the ORS and give back to budget staff ⚫
Forwards ORS to SGOD/CID and ADMIN for signature on the Section A of the ORS
⚫
If not, returns the SDs or call the attention of the AO II/ADAS, project holders/proponents for some queries/clarifications before signing the ORS.
3.5 Retains and files original copy of ORS as BUDGET FILE for encoding in the Budget Monitoring System (BMS) and one (1) copy of payroll/contract/PO for reference purposes
Page 21 of 204| P a g e
Budget Officer Ten (10) Minutes
Five (5) minutes
Five (5) minutes
Budget Staff
Budget Officer Budget Staff
Five (5) minutes
Two (2) minutes
Budget Staff
3. Forwarded from the budget office .
5. 1Receive documents from the budget office. Log documents and write the necessary entries in the routing slip. Forward to AO V for her signature in the DVs and ORS.
Five (5) minutes
AO Office Staff
none 4.2 AO V signs the DVs and ORS then return to the releasing clerk
Five (5) minutes
4.3 Log the documents and forward the same to accounting unit
Five (5) minutes
AO Office staff
5.1 Pre-Auditing Indexing of the claims to individual ledgers
Thirty (30) minutes
Pre-Audit incharge
7. The documents are 5.2 Checking and ledgering of forwarded the availability of funds from the Administrativ 5.3 Signing of the disbursement e Services voucher Section 5.4 Preparing of LDDAP-ADA
4. Forwarded from accounting office
Ten (10) minutes
Irma May G. Dinasas, AO V
Districts-incharge
Five (5) minutes None Three (3) minutes
NCA in-charge Accountant
5.5 Signing of LDDAP-ADA
Ten (10) minutes
LDDAP-ADA in charge Accountant
5.6 Forward the documents to Cash Unit
Two (2) minutes
Accounting Unit Staff
Two (2) minutes
Cash Unit staff
7.1 Receive and check the completeness of the documents that are forwarded to our office
None
May Rose Maputol (PS) Angeline Lapodye (MOOe) 7.2 Prepare PACSVAL, CHECKS, SLIE, ACIC
None
Fifteen (15) minutes
Regine Remoroza (Checks) Irenea T Gonzales (Benefits) Jan Perry Omalza (Benefits)
Page 22 of 204| P a g e
7.3 Signing of PACSVAL,CHECKS, SLIE and ACIC
None
7.4.Forward PACSVAL and SLIE to the Accounting office for the signature of the accountant 7.5 Accountants PACSVAL and SLIE.
sign
the
None
Five (5) minutes
Five (5) minutes
7.6 Forward all documents to the office of the Schools Division Superintendent for approval and signature
None
Five (5) minutes
7.7 Forward all signed ADA pacsval, checks, slie and acic to the bank for downloading
None
None
Leonila E Tabaranza
Leonardo O. Eugenio
SDS Gildo G. Mosquda
6days,3 hours and 1 minute for general claims TOTAL
None 1 day, 6 hours and 1 minute for individual claims
Page 23 of 204| P a g e
5. PREPARATION OF CERTIFICATIONS FOR SALARY INTEGRATION The Personnel Section – Payroll Unit will check and verify submitted certifications and notices for Salary Integration and transmit the same to the Regional Payroll Services Unit to be reflected on the monthly payroll. Office or Division: ADMIN- PERSONNEL UNIT Classification:
Complex
Type of Transaction:
G2G- Government to Government
Who may avail:
All DepEd Teaching and Non-Teaching Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS 1. Newly Hired Salary Integration a. Certificate of Integration
Desinated Payroll Unit Staff
b. Request for inclusion to RPSU roster
Designated Payroll Unit Staff
c. CTC of Approved Appointment received/attested by Civil Service Commission (2 copies)
Designated Payroll Unit Staff
d. Certification of First Day of Service (2 copies)
Designated Payroll Unit Staff
e. Assignment Order (2 copies)
Designated Payroll Unit Staff
f. Oath of Office (2 copies)
Designated Payroll Unit Staff
g. SALN (2 copies)
Designated Payroll Unit Staff
h. Letter of Introduction with LBP atm account number (2 copies)
Designated Payroll Unit Staff
i. Updated BIR Forms 1902 / 1905 (2 copies)
Designated Payroll Unit Staff
j. Updated Philhealth MDR (2 copies)
Designated Payroll Unit Staff
k. Updated HDMF Member Data Form with MID number Designated Payroll Unit Staff (2 copies) l. GSIS Business Partner number Certification
Designated Payroll Unit Staff
Designated Payroll Unit Staff m. Additional Requirements for transferees: • Certificate of Last Payment from previous office (4 copies) • Certificate of Available Leave Credits (2 copies) • Latest Service Records (2 copies) • Last Pay Slip from previous office (2 copies) 2. Salary Integration Due to Promotion and/or Step Increment Field AOs/ADAS a. Certification for Integration Field AOs/ADAS b. CTC of Approved Appointment attested by Civil Service Commission – in case of promotion Field AOs/ADAS c. Signed NOSA/NOSI in case of salary increase/step increment Field AOs/ADAS d. Signed Updated Service Records Page 24 of 204| P a g e
3. Transfer of Station 3.1 Notice for transfer of station 3.2 Re-assignment Order 4. Salary Reintegration (Cut from RPSU Payroll)
Field AOs/ADAS Personnel Unit Designated MIC Staff / Field AOs/ADAS
4.1 Notice of Re-integration 4.2 Additional requirement if cut from payroll due to LWOP • Special Order Return to duty 4.3 Additional requirement if cut from payroll due to cancelled transfer, • Approved Request Letter for cancellation of transfer • CTC of Attested Appointment • Last pay slip received
Personnel Unit Proponent
9. Change of Name Designated staff Designated staff Designated staff Designated staff
9.1 Notice of Change name due to marriage 9.2 PSU FORM 102 9.3 CTC Marriage Certificate 9.4 Special Order for change name
Personnel Unit MIC Personnel Unit MIC Personnel Unit MIC Personnel Unit MIC
10. Correction of Misspelled Name 10.1 Notice for Correction of Misspelled Name
Field AOs/ADAS
10.2 CTC of Birth Certificate/Marriage Certificate for Single/Married
Proponent
11. Stoppage/Deletion of Deductions (Loans and Insurances) 11.1 Notice of Stoppage/Deletion
Field AOs/ADAS
11.2 Duly filled out Deletion Form with original stamp from PLIs (1 Original and 1 Photocopy)
Proponent
11.3 Additional Requirement if Loans • Certificate of No Obligation from PLIs(1 Original and 1 photocopy)
Proponent Proponent
11.4 Latest Pay Slip
12. GSIS Loans Deletion and Adjustments 12.1 Duly filled out GSIS Members Request Sheet
Proponent
12.2 Current GSIS Loans Records
Proponent
12.3 Latest Pay Slip
Proponent
Note: All Documents should be submitted on or before the 22nd of every month to be reflected in the next month payroll
Page 25 of 204| P a g e
CLIENT STEPS
1. Submit Documents for Salary Integration to Records Section
FEES TO BE PAID
AGENCY ACTION
1. Receive documents, check its completeness, attach routing slip, none assign number to the routing slip and forward to personnel unit 2.1 Receive the routed documents from the Records Section, and log in the incoming file 2.2 Review documentation requirements, If complete and correct (proceed step 2.3) If not complete (proceed to step 1.4) 2.3 Prepares consolidated certification for integration; Forwards prepared certification of integration w/ attached documents to the Head of Personnel Unit for final review and signature on certification. (Proceed to step 1.6) 2.4 Inform the Field Client/AO’s/ADAS None in Charge for Compliance; When complied (back to step 1.3)
PROCES SING TIME
PERSON RESPONSIBLE
Five (5) minutes
Records staff
Four (4) hours
Designated Payroll Unit Staff
2.5 Final review of salary integration certification and Supporting Documents If correct and complete, Certification (Proceed to Step 2.6)
sign
If incorrect and incomplete, prepare findings and forward to designated payroll unit staff for compliance (back to step 2.3)
None
2.6 Segregate certifications signed by HRMO per classifications forward Salary Integration Certifications (Newly hired, Promotion/ Step Increment) to None Accounting Unit for funds availability Forward Salary Integration Certifications (transfer of station) to SDS Office for approval 3.1 Received signed certifications from None Accounting Unit / SDS Office and prepares transmittal 3.2 Forward to Regional Payroll Services None Unit for compliance TOTAL:
NONE
Page 26 of 204| P a g e
One (1) hour
Thirty (30) minutes
Head of Personnel Unit/ Designated HRMO
Designated Payroll Unit Staff
Thirty Designated (30) Payroll Unit Staff minutes One (1) Designated Day Payroll Unit Staff 1 Day and 6 Hours and 5 mins.
6. APPLICATION FOR EQUIVALENT RECORD FORM (ERF)/RECLASSIFICATION This service is to validate the classification level of teachers covered by the Teachers’ Pay Preparation Schedule (TPPS). The Personnel Section will assess and validate the documents submitted and to be endorsed to the Regional Office for approval. The processing of ERF is classified as highly technical since it requires the use of technical knowledge, specialized skills and/or training in the processing and/or evaluation thereof. Office or Division: ADMIN - PERSONNEL UNIT Classification:
Highly Technical
Type of Transaction:
G2G- Government to Government
Who may avail:
All DepEd Licensed Public School Teachers and Teaching-Related
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS Applicant
1. Table of Contents (1 copy)
2. Equivalent Record Form (4 notarized original Personnel Unit Website/Applicant copies) Field ADAS/AO
3. Updated Service Record (1 copy)
4. Transcript of Records -College, Master’s degree, Applicant Doctoral (1 certified true copy) 5. Special Order and CAV -College, Master’s Applicant degree, Doctoral (1 certified true copy) 6. IPCR for the last three (3) consecutive school Applicant years (at least VS) - (1 certified true copy each) 7. Certificate of Employment for Teachers with Applicant Private School teaching experience - (1 copy) 8. Duly accomplished CSC Form 212 Personal Applicant Data Sheet (1 original copy) 9. Latest Appointment (1 certified true copy)
Applicant
10. Certificate of Recognition for any related School’s Accomplishments (1 certified true Applicant copy) 11. Renewed PRC License (1 photocopy)
PRC/Applicant
12. Approved Study Leave/Permit per Semestral Applicant/School/Admin Section Basis or Scholarship (1 photocopy) Additional Requirements for SPET Applicants Certification that the applicant has at least 3 years School Head of experience teaching children with special needs(1 original copy) Page 27 of 204| P a g e
Certificates of the one-month summer training in Applicant SPEd conducted at the PNU, UP, YMCA Open College, Manila and other institutions through DepED shall be given 9 units (1 certified true copy) Additional Requirements for Master Teacher Applicants Comparative Assessment of MT applicants (1 original copy)
Personnel Unit Website/School/District Head
Certificate/s of Demonstration teaching and lesson plan evaluation for the last five (5) school years (1 certified true copy)
Applicant
Leadership Potential Certificates of MT applicants (1 certified true copy)
Applicant
Latest Approved Class Program for Elementary and Teaching Load for Secondary -(1 original copy)
Applicant
Table 14 (District Data Bulletin) for Elementary/List of Teachers Per Subject Area of Specialization for Secondary duly signed by immediate head, certified correct by Planning Officer and approved by SDS (1 original copy)
Personnel Unit Website/School/District Head
School Form (SF) 7 (1 certified true copy)
School Head
Additional Requirements for School Head Applicants Actual Duties and Responsibilities of School Head Applicants (1 original copy)
Applicant
Certificates/Proofs of SBM-related Outstanding Accomplishments (1 certified true copy each)
Applicant
NEAP Certification as to the result of NQEP (1 certified true copy)
Applicant
Certificate of Completion/Participation/Attendance for the Basic Training Course for School Heads (1 certified true copy)
Applicant
SBM Task Force's Certification as to the rating obtained in the internal and external – SBM Level III of Practice (1 certified true copy)
Applicant
School Form 7 – School Personnel Assignment List of Basic Profile (1 certified true copy)
Applicant
List of teachers under his/her supervision with item number duly certified by the Schools Division Superintendent
Personnel Unit Website
Page 28 of 204| P a g e
CLIENT STEPS
AGENCY SECTION
FEES TO PROCESSING PERSON BE TIME RESPONSIBLE PAID
1. Submit all documentary requirements
1.1 Acceptance of applications and Authentication of photocopied documents
None
Ten (10) minutes
Records Unit Staff
1.2 Verification on the completeness of the submitted ERF requirements
None
Thirty (30) minutes
Personnel Unit Staff
None
Two (2) weeks
Division HRMPSB for Conversion/reclassific ation of Master Teacher, Principal and HT applicants
None
One (1) week
Schools Division Superintendent
None
One (1) day
Personnel Unit Staff
1.3 Evaluation application documents
of
Approval of SDS on the results of Evaluation & screening of Division HRMPSB 2. Track the status of application (Personnel Unit Website)
Submission of the validated applications to Regional Office
TOTAL
None
Page 29 of 204| P a g e
3 weeks, 1 day, 40minutes
7. PROCESSING OF APPOINTMENT (ORIGINAL, REEMPLOYMENT, REAPPOINTMENT, PROMOTION & TRANSFER) This service involves the preparation of appointment papers of newly-hired, promoted, reemployed, reappointed or transferred employee. Office or ADMIN - PERSONNEL UNIT Division: Classification:
Simple
Type of Transaction:
G2G - Government to Government
Who may avail:
New entrants/SDO Employees
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Acknowledgement of published Items (1photocopy)
Personnel Unit
2. Publication – CSC Form No. 9 (Revised 2018) received by Personnel Unit CSCFO (1 Photocopy) 3. Appointments processing checklist ( 1 original)
Personnel Unit
4. Certificate of Availability of Funds (3 original) (for Personnel Unit substitute only) 5. Assignment Order (3 Original
Personnel Unit
6. Oath of Office – CS Form No. 32 (Revised 2018) (3 original) Personnel Unit 7. Certificate of Assumption to Duty – CS Form No. 4 (Series Personnel Unit of 2018) (3 Original) 8. Appointment Form CS Form No. 33-A(Revised 2018) (4 Personnel Unit Original) 9. Duly accomplished CSC Form 212 (Revised 2017) (3 Personnel Unit Website Original) 10. Work Experience Sheet (3 Original) 11. Authenticated copy of PRC Eligibility(1 Original, 2 Photocopies)
Personnel Unit Website Board
Rating/CSC PRC
12. Certified True Copy of Professional Regulation PRC Commission (PRC) Identification Card – if applicable (1 Original, 2 Photocopies) 13. Position Description Form – DBM-CSC Form No. Appointee 1(revised version No. 1, s. 2017) (3 original) 14. Approved rank list or approved recommendation letter ( 1 original)
SDS Office
15. Clearance-CS Form 7 (1 Original) (for transfer and
Appointee
Page 30 of 204| P a g e
substitute only) 16. Medical Certificate – CS Form No. 211 (revised 2017)(1 Original)
Accredited Health Care Facility
17. Division Nurse Accomplished Verification Form (1 original)
Division Nurse
18. Results of Medical Exam and Laboratory Test (1 original each)
Accredited Health Care Facility
19. Authenticated PSA or LCR copy of Certificate of Live Birth (1 copy)
PSA or LCR
20. Authenticated PSA or LCR copy of Marriage Contract (1 copy)
PSA or LCR
21. NBI Clearance (1 Original)
NBI
22. Separation Clearance (if currently employed) (for newlyhired only) (1 original)
Former employer
23. Authenticated Copy of Transcript of Record (TOR) (1 copy)
Emanating School
24. Authenticated copy of CAV of Bachelor’s Degree earned (1 copy)
Emanating School / CHED
25. Receipt – Enrolment to CSC Distance Learning Program
CSC
CLIENT STEPS 1. Submit all documentary requirements
AGENCY SECTION
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1.1. Receives and check for the completeness of the submitted requirements for appointment.
None
Fifteen (15) minutes
Personnel Unit Staff
1.2. Instruct the Appointee to comply for first salary requirements (for newly-hired only)
None
Fifteen (15) minutes
Personnel Unit Staff
Thirty (30) minutes
Personnel Unit Staff
Fifteen (15) minutes
Personnel Unit Staff
1.3.Prepare Appointment paper (CS Form No. 33-A), Assignment Order, Oath of None Office (CS Form No. 32), Assumption to duty(CS Form No. 4) 1.4. Forward to HRMO to counter check completeness of attachments and for signatories None to sign on certifications and appointment (CS Form No. 33A) Page 31 of 204| P a g e
1.5. Forward to Assistant Schools Division Superintendent to sign on appointment (CS Form No. 33A) 1.6. Forward to Schools Division Superintendent authorized signatories to sign on appointment (CS Form No. 33-A) 1.7. Segregate Approved Appointment-CS Form No. 33A, Assignment Order, Oath of Office CS Form No. 32, Certification of assumption to duty 2. Appointee receives Assignment Order and sign Appointment
2.1. Furnish appointee with copy of assignment order and appointment
TOTAL
None
Client
None
Client
None
Five (5) minutes
Personnel Unit Staff
None
Five (5) minutes
Personnel Unit MIC
None
Page 32 of 204| P a g e
1 Hour and 40 minutes
8. APPLICATION FOR LEAVE Office or Division:
ADMIN - PERSONNEL UNIT
Classification:
Simple
Type of Transaction:
G2G- Government to Government
Who may avail:
All DepEd DepEd Employees
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS Duly accomplished Civil Service Form 6- Revised 2020 (3 District/School/Records original copies) Unit Additional Requirements for Vacation Leave more than thirty (30) days. Approved Intent letter to Leave (1 original copy) (2 photocopies)
Applicant
Approved School Clearance (1 original copy and 2 photocopies)
School
Approved District Clearance (1 original copy) (2 photocopies)
District
Approved Division Clearance (1 original copy and 2 photocopies)
Records Unit
Approved Authority to Travel if any (1 copy)
Applicant
Additional Requirements for Sick Leave more than thirty (30) days Approved Intent letter to Leave (1 original copy and 2 photocopies)
Applicant
Approved Division Clearance (1 original copy and 2 photocopies)
Records Unit
Medical Certificate (1 original copy and 2 photocopies)
Applicant
Additional Requirements for Special Leave benefits for women up to 2-month Medical Certificate accompanied by a clinical summary reflecting the gynecological disorder; histopathological report; operative technique used for the surgery; duration of surgery Applicant as well as the employees estimated period recuperation (1 original copy and 2 photocopies) Approved Division Clearance (1 original copy and 2 photocopies)
Records Unit
Additional Requirements for Maternity Leave Medical Certificate with expected date of delivery and other Applicant proof of pregnancy. (1 original and 2 photocopies) Accomplished Notice of Allocation of Maternity Leave Credits Records Unit (CS Form No. 6a), if needed. Page 33 of 204| P a g e
(3 original copies) Approved Division Clearance for Non-Teaching (1 original copy and 2 photocopies) Approved School Clearance for Teaching (1 original copy and 2 photocopies)
Records Unit School
Additional Requirements for Study Leave- up to 6-month for Teaching Approved Request Letter (1 original copy and 2 photocopies)
Applicant
Approved Enrollment Form (1 original copy and 2 photocopies)
Applicant
Approved Class Schedule (1 original copy and 2 photocopies)
Applicant
Approved Service Records (1 original copy and 2 photocopies)
Administrative Office
Approved Individual Performance Commitment and Review (IPCR) (1 original copy and 2 photocopies)
Applicant
Certificate of No Pending Case (1 original copy and 2 photocopies)
Administrative Office
Approved Contract of Study (1 original copy and 2 photocopies)
Applicant
Additional Requirements for Study Leave- up to 6-month for non-Teaching Approved Request Letter (1 original copy and 2 photocopies)
Applicant
Approved Enrollment Form (1 original copy and 2 photocopies)
Applicant
Approved Class Schedule (1 original copy and 2 photocopies)
Applicant
Approved Individual Performance Commitment and Review (IPCR) (1 original copy and 2 photocopies)
Applicant
Certificate of No Pending Case (1 original copy and 2 photocopies)
Administrative Office
Approved Contract of Study
Applicant
(1 original copy and 2 photocopies)
Additional Requirements for Rehabilitation Leave – up to 6 months Police Extract Blotter (1 original copy and 2 photocopies)
Applicant
Page 34 of 204| P a g e
Medical certificate on the nature of injuries the course of treatment involved, the need to undergo rest, recuperation Applicant and rehabilitation. (1 original copy and 2 photocopies) Approved Travel Order (if any); (1 original copy and 2 photocopies)
Division/District/School
Certification of Appearance (if any) (1 original copy and 2 photocopies)
Applicant
Additional Requirements for Terminal Leave Approved Request Intent Letter (1 original copy and 2 photocopies)
Applicant
Approved Service Records (1 original copy and 2 photocopies)
Administrative Office
Approved School Clearance (1 original copy and 2 photocopies)
School
Approved District Clearance (1 original copy) (2 photocopies)
District
Approved Division Clearance (1 original copy and 2 photocopies)
Records Unit
Requirements for Change Name PSU Form 102 Revised 2002 (1 original copy)
Records Unit
PSA Marriage Contract (1 original copy and 5 photocopies)
Applicant
Taxpayers Record Update/BIR Form 2305 (3 copies)
Applicant
Duly accomplished Philhealth PMR Form (3 original copies)
PhilHealth Office/Applicant
Duly accomplished Pag-ibig MDF Form (3 original copies)
Pag-ibig Office/Applicant
Requirements for Return to Duty Approved Reinstatement Letter (1 copy and 2 photocopies)
Applicant
Form 86 indicating fit to work (1 copy and 2 photocopies)
Records Unit
Birth Certificate of Live Birth of the Child (for ML) (1 copy and Applicant 2 photocopies) Requirements for Transfer of Division Approved intent letter to transfer signed by the applicant and Applicant approved by the school head. (1 copy and 2 photocopies) Approved Indorsement Letter by School Head. (1 copy and 2 School photocopies) Page 35 of 204| P a g e
Approved 1st indorsement Letter approved by the District Head. District (1 copy and 2 photocopies) Service Records duly signed by Administrative Officer. (1 copy and 2 photocopies)
Administrative Office
Medical Certificate in case of transfer for health reason, if any. (1 copy and 2 photocopies)
Applicant
Other attachment to justify and support the transfer, if any. (1 copy and 2 photocopies)
Applicant
Approved Division Clearance (1 original copy and 2 photocopies)
Records Unit
Approved 2nd endorsement from Admin Office. (1 original copy Administrative Office and 2 photocopies) CLIENT STEPS
AGENCY SECTION
1. Submit all documentary requirements
1.1 Check and receive the complete documents 1.2 Review on the completeness of documents and provides appropriate action 1.3 Encode and print Special Order for initial of HRMO (if applicable) 1.4 Forward form 6 and SO with attachments at SDS office for approval
2. Track the status of application (Personnel Website)
FEES PROCESS PERSON TO ING TIME RESPONSIBLE BE PAID None None
None
1.5 Forward to Records Unit ready for release TOTAL
None
Five (5) minutes
None
Five (5) minutes
None
Page 36 of 204| P a g e
Five (5) minutes Thirty (30) minutes Twenty (20) minutes
Records Unit Staff Personnel Unit Staff Personnel Unit Staff HRMO Schools Division Superintendent MIC-Personnel Unit
1 Hour and 10 minutes
9. REQUEST FOR CORRECTION OF NAME AND CHANGE OF STATUS This process of correcting clerical or typographical errors in the Certificate of Live Birth is governed by the provisions of Republic Act (R.A.) No. 10172 and updating or changing the marital status. Office or Division: Classification:
ADMIN - PERSONNEL UNIT Complex
Type of Transaction:
G2G- Government to Government
Who may avail:
All DepEd Personnel
CHECKLIST OF REQUIREMENTS BASIC REQUIREMENTS PSU Form (1 copy) PSA Marriage Certificate for Change of Status (1 copy and 5 photocopy) PSA Birth Certificate for Correction of Name (1 copy and 1 photocopy) BIR Form (1 original copy) Member Change of Information Form (MCIF) (1 copy) Philhealth Member Registration Form Form (1 copy) CLIENT STEPS
1. Submit complete requirements to Records unit
WHERE TO SECURE Records Section original Employee/ PSA original Employee Employee/ BIR original Employee/ Pag- ibig original Employee/ Philhealth
AGENCY SECTION
FEES TO BE PAID
PROCESSING TIME
1.1 Stamp receive the requirements submitted by the employee
None
Two (2) minutes
Records Unit Staff
1.2 Receive the complete documents for Change of Status or Correction of Name from Records Unit
None
Two (2) minutes
Personnel Unit Staff
1.3 Check and verify the completeness of the documents submitted by the employee
None
Fifteen (15) minutes
Personnel Unit Staff
1.4 Prepare Special Order, Certification and List of Names requesting for Change of Status or Correction of Name
None
Two (2) days
Personnel Unit Staff
Ten (10) minutes
Elda/ Personnel Unit staff
1.5. Forward the documents for Change of Name or None Correction of Name to Administrative Office for GSIS updating Page 37 of 204| P a g e
PERSON RESPONSIBLE
1.6 Forward Special Order, Certification and List of Names requesting for Change of Status or Correction of Name to SDS for signature
None
Five (5) minutes
Personnel Unit Staff
1.7 Receive the documents returned from Admin Office and documents signed by SDS
None
Five (5) minutes
Personnel Staff
1.8 Segregate the necessary documents to be forwarded to plantilla in charge, CSC, MIC’s and Payroll Unit
None
Thirty (30) minutes
Elda/ Personnel Unit
TOTAL
None
Page 38 of 204| P a g e
2 days, 1 hour and 9minutes
10. PROCESSING OF TERMINAL LEAVE BENEFITS Processing of Terminal Leave Benefits based on the accumulated leave credits of a DepEd personnel during his/her service in the agency. This is for those employees who have availed retirement/ resigned/ separated and should have payment for their remaining leave balances. Office or ADMIN - PERSONNEL UNIT Division: Classification: Complex Type of G2G- Government to Government Transaction: Who may avail:
DepEd Non- Teaching Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS Letter of Intent (3 copies)
Retiree
Form 6 (3 copies)
Records Unit
School, District and Division Clearance (3 copies)
Record Unit
Updated Service Record (3 copies)
Administrative Section
Marriage Certificate (3 copies)
Retiree
Designation Order (3 copies)
Retiree
GSIS Retirement Form (3 copies)
GSIS Office
GSIS Clearance (3 copies)
GSIS Office
CLIENT STEPS 1. Submit complete requirements to Records Unit
FEES TO PROCESSI AGENCY SECTION BE NG TIME PAID 1. Receive the complete None 5 minutes documents from Records Unit by Person in charge 1.2 Receive the complete None 10 minutes documents from Records Unit and verify the completeness of the documents submitted by the retiree 1.3 Authenticate complete None 2 days documents and prepare working papers for retirement 1.4 Forward working papers to None 40 minutes Human Resource Head, Accounting Office and SDS Office for signature 1.5 Receive and segregate None 15 minutes signed documents from Accounting and SDS office 1.6 Forward the application for None 5 minutes retirement to Budget office. Total
None Page 39 of 204| P a g e
PERSON RESPONSIBLE Records Staff
Personnel Staff
Personnel Staff Personnel Unsit
Personnel Unit Personnel Unit
1 Day and 17 Minutes
11. APPLICATION FOR RETIREMENT Retirement refers to the time of life when one chooses to permanently leave the workforce behind. The compulsory retirement age is 65 while optional is 60 years of age. It can be applied three months before retirement to ensure that retirement benefits will be enjoyed by the retiree after his/her retirement. Office or ADMIN - PERSONNEL UNIT Division: Classification: Simple Type of G2G- Government to Government Transaction: Who may avail: DepEd Teaching Personnel CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS Letter of Intent (3 copies)
Employee
Form 6 (3 copies)
Records Section
School, District and Division Clearance (3 copies)
Record Section
CLIENT STEPS 1. Submit complete requirements to Records Unit
AGENCY SECTION
FEES TO BE PAID
1. Stamp received the complete documents None submitted by the Employee 1.2 Receive the complete documents from Records None Unit 1.3 Check the completeness of the documents submitted None by the employee 1.4 Check employees vacation earned leave balance and encode to their form 6 the number of days allowed for their terminal None leave application and update their card at the same time 1.5 Forward form 6 to None Admin Office for the certification 1.6 Receive the application for retirement and forward None to AO V for signature 1.7 AO V sign the document and return the document to None the releasing staff
Page 40 of 204| P a g e
PROCESSING TIME
PERSON RESPONSIBLE
Two (2) minutes
Records Unit Staff
Two (2) minutes
Personnel Unit Staff
Five (5) minutes
Personnel Unit Staff
Ten (10) minutes
Personnel Staff
Five (5) minutes
Personnel Unit Staff
Five (5) minutes Five (5) minutes
AO Office Staff
Irma May G. Dinasas, AO V
1.8 Return the document to the Personnel Unit for the preparation of the S.O.
None
Five (5) minutes
AO Office Staff
1.6 Prepare special order and encode to their card the None S.O no.
2 hours
Personnel Staff
1.7 Give one (1) copy of approved intent letter, form 6 and clearance to the employee
5 minutes
Elda/ Personnel Unit
TOTAL
None
None
Page 41 of 204| P a g e
2 hours and 44 minutes
12. ISSUANCE FOR CERTIFICATE OF LEAVE/SERVICE BALANCE AND LEAVE OF ABSENCE WITHOUT PAY (LWOP) Office or Division:
ADMIN - PERSONNEL UNIT
Classification:
Simple
Type of Transaction:
G2G- Government to Government
Who may avail:
DepEd Employee/Former Employee
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS 1. Data sheet request form (1 Copy)
Records Unit
2. Letter request (for those personnel no longer connected in the Division)
Client
CLIENT STEPS 1. Submit Data Sheet Request form with other required documents with attached pay slip
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1.1. Receive and forward submitted complete None documents
Two (2) minutes
Records Unit Staff
1.2.Verify the complete None documents submitted
Two (2) minutes
Personnel Unit Staff
1.3.Prepare and sign None Certificate of Employment
Ten (10) minutes for Service Credits Balance Thirty (30) minutes for LWOP
Personnel Unit Staff
2 minutes
Personnel Unit Staff
None
Clients
AGENCY SECTION
2.1 Release Certificate of 2. Receive Certificate Service Credits None Balance/LWOP 3.Online viewing of Service Credits 3.1 bit.do/hrmo None Balance TOTAL
None
Page 42 of 204| P a g e
36 minutes
13. ISSUANCE OF OFFICE ORDERS (REASSIGNMENT, DESIGNATION, DETAIL & RECALL) Office or Division: Classification: Type of Transaction: Who may avail:
ADMIN - PERSONNEL UNIT Simple G2G- Government to Government All DepEd Employees
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS Approved recommendation letter from SDS Office for Nonteaching Approved intent letter to transfer school assignment for Nonteaching (School Heads, TIC) and Teaching (3 original copies)
SDS Office Applicant
School Clearance for Teaching (1 original)
School
Division Clearance for Non-Teaching (1 original)
Records Unit
Additional Requirements for Non-teaching (School Heads and TIC) Approved Division Clearance (1 original copy)
Records Unit
Other supporting documents if means of transfer thru personal Applicant reason. (1 original copy) Additional Requirements for Teaching Approved School Clearance (1 original copy)
School
Other supporting documents if means of transfer thru personal Applicant reason. (1 original copy) CLIENT STEPS
AGENCY SECTION
1. Submit documentary requirements
all 1.1 Acceptance and verification of approved intent letter with complete attachments. 1.2 Encode and print office order for initial of HRMO 1.3 Forward office order with complete and approved attachments at SDS office for approval 2. Track the status of 1.4 Release Office Order to application Employee (Personnel FB page) TOTAL
FEES TO PROCESSI BE PAID NG TIME
None
Ten (10) minutes
None
Ten (10) minutes
None
Five (5) minutes
None
Five (5) minutes
None
30 minutes
Page 43 of 204| P a g e
PERSON RESPONSIBLE Personnel Unit Staff
Personnel Unit Staff Schools Division Superintendent Personnel Unit Staff
14. APPLICATION OF PROVIDENT FUND LOAN The Provident Fund Loan is a program under the Department of Education with the aims to provide DepEd officials and employees with benefits and loans for emergency needs; for their education and that of dependents; for their hospitalization and that of their immediate dependents; for minor but immediately needed repair of their houses; and for other similar purposes as determined by National Board of Trustees (DECS Order No. 97, s. 1992, DepEd Orders No. 12, s. 2004, No. 36, s. 2007, No. 52, s. 2007 and No. 37 s. 2018). Its intended beneficiaries are the teachers as defined in the Magna Carta for Public School Teachers and administrative support staff of the Central, Regional, Division and field offices of the Department who have permanent/regular and casual status of employment. The Personnel Section – Payroll Unit will check, accept, evaluate, and process Provident Fund Loan applications and prepares Disbursement Vouchers (DVs) and Obligation Request and Status (ORS) for disbursement of loan which are authorized by law are granted to regular employees of the agency. Office or Division:
PERSONNEL UNIT
Classification:
Complex
Type of Transaction:
G2G- Government to Government
Who may avail:
All DepEd and Teaching and Non-Teaching Personnel WHERE TO SECURE
CHECKLIST OF REQUIREMENTS BASIC REQUIREMENTS
1. Original Copy of Loan Application Form (LAF), stating the specific Records Section purpose for which the loan will be used (2 copies).
2. Original copy of Authorization to Deduct (PSU form 101 Revised).
Records Section
3. Original Copy of latest payslip indicating monthly salary deductions without any amount under un-deducted obligation (1 Client copy). 4. Certified true copy of DepEd ID (2 copies).
Client
5. Certified true copy of Approved/Attested Appointment (for First Client Time borrowers and Co-Terminus employees only), (2 copies).
6. Certified true copy of Notarized Contract of Service as proof of two Client (2) years continuous service (for Co-terminus only), (2 copies) Page 44 of 204| P a g e
Additional documents for Additional Loan: •
Approved Letter of intent addressed to the Schools Division Client Superintendent, this division, for approval, stating the purpose for which the loan will be used, including the supporting documents, to wit: - Hospitalization/Medical Expenses. - Medical Abstract/Certificate/Prescription/Diagnosis. - Barangay/LGU certificate/Resolution declaring the borrower’s place under the State of Calamity. FEES CLIENT PROCESSIN PERSON AGENCY SECTION TO BE STEP G TIME RESPONSIBLE PAID
1. Submit 1.1 Received the routed complete document of Provident Fund requireme Loan application from the nts of Records Section, and log in the Provident incoming logbook. Fund Loan 1.2 Check the current applicatio outstanding balance of n at Revolving funds for Provident Records Fund Loan Section If no available funds at the moment, inform the borrower None of the current status and explain thoroughly the processes when there are no funds available. If there are funds available at the moment, (proceed to step 1.2) 1.2 Evaluate the Provident Fund Loan application to ascertain the correctness and completeness of documents. Likewise, it shall ensure strict adherence to policy on the Net Take Home Pay of Php5,000.00 for potential applicant. If complete and qualified, forward the Loan Applications with attach supporting documents to the Payroll Incharge / AO II (proceed to step If the documents attached was incomplete/having a mistake, Inform the concerned employee Page 45 of 204| P a g e
Two (2) hours
Designated Payroll Unit Staff
through his/her mobile number provided for Compliance, when complied (Back to step 1.2) If not qualified, the same step to Inform the concerned employee through his/her mobile number, and clearly explain the reason why not qualified. Return his/her loan application document, with proper documentation for compliance. 1.3 Encode in the Master list record file the necessary data of Provident Fund Loan Application. 1.4 After evaluating the documents of the Provident Fund Loan application, the original pay slip shall be return to the employee/applicant by contacting his/her mobile number provided. 1.5 Verifies, application form and documentary requirements, If correct and complete, sign the verified portion on the application form and forward to the designated payroll staff. If incorrect and incomplete, prepare findings for compliance and return the documents to the designated payroll staff (back to step 1.2) 1.6 Forward the verified Loan Applications Forms with attach supporting documents to the AO IV - HRMO for signature on the Personnel Section Head, to certify the employment of the borrower portion 1.7 Review and sign the Loan Application form and forward the documents to the designated payroll unit staff
None
One (1) hour
None
Five (5) minutes
None
Page 46 of 204| P a g e
Twenty (20) minutes
Payroll Incharge/AO II
Designated Payroll Unit Staff
AO IV - HRMO
1.8 Forward the verified Loan Applications Forms with attach supporting documents to the respective offices: a. Legal Section for signature of the Legal Officer – Attorney III to certify the borrower has no pending administrative nor civil case on the credibility portion b. Administrative Section for AO V – Head of PF Secretariat recommending approval. c. Schools Division Superintendent Office for SDS -Chairperson of PF approval 1.9 Received the approved PF loans Applications
None
1.9 For multiple applications, Prepares ORS, DV and Supplemental payroll None (Proceed to step 1.10) For single application prepares ORS and DV only (proceed step 3.1) 1.10 Forward the prepared payroll with attached supporting documents to the to the AO IV – HRMO for certified correct on the payroll 2.1 Final review of supplemental payroll and Supporting Documents If correct and complete, sign the Supplemental payroll (Proceed to Step 3.1) None If incorrect and incomplete, prepare findings and forward the documents to the designated payroll unit staff (back to step 1.9) 3.1 Forward the documents to the Records Section the ORS, for Routing Slip control number and Forward to Budget office
None
Page 47 of 204| P a g e
One (1) day
Designated Payroll Unit Staff
One (1) hour
Designated Payroll Unit Staff
One (1) hour
AO IV – HRMO
Twenty (20) minutes
Designated Payroll Unit Staff and Records Section Staff
2. Forwarded documents from the Personnel Unit
4.1Receive Documents 4.2Verifies the completeness and None computations of the documents with Routing Slip attached; None ⚫ If the documents are incomplete, return to enduser ⚫ If correct and complete, numbering of Obligation Request and Status (ORS) 4.4 Availability of Allotment/ Appropriations for Proper Charging ⚫ If in order, encode it manually in the ledger per sub-Aro for monitoring purposes, write the Sub ARO or SARO number in the ORS then signs the certification in Section B of the ORS and give back to budget staff ⚫ Forwards ORS to ADMIN for signature on the Section A of the ORS and Disbursement voucher
3.Forwarded documents from the Budget Office
4.5 Retains and files original copy of ORS as BUDGET FILE for encoding in the Budget Monitoring System (BMS) and one (1) copy of payroll/contract/PO for reference purposes 5. 1. Receive documents and log None in the incoming logbook, and forward to AOV for signature.
Budget Staff Fifteen (15) Minutes
Ten (10) Minutes
Budget Officer Five (5) minutes Budget Staff Five (5) minutes
Budget Officer Budget Staff
Five (5) minutes
Budget Staff
Two (2) minutes
Five (5) minutes AO Office Staff
5.2. AO V sign the ORS and Disbursement Vouchers.
Five (5) minutes
5.3. Forward the documents to the accounting unit
Five (5) minutes
Page 48 of 204| P a g e
Budget Staff
Irma May G. Dinasas, AO V AO Office Staff
4.The documents are forwarded from the Administrati ve Services Section
6.1. Pre-Auditing Indexing of the None application to individual ledgers
Thirty (30) minutes
5.3.
Checking and ledgering of the availability of funds
Ten (10) minutes
5.4.
Signing of disbursement voucher
Five (5) minutes
5.5.
Preparing of LDDAP-ADA
5.6.
the
Three (3) minutes
Signing of LDDAP-ADA
Pre-Audit incharge Districts-in-charge NCA in-charge Accountant LDDAP-ADA in charge Accountant Accounting Unit Staff
Ten (10) minutes 5.12. Forward the documents to Cash Unit 5. Forwarded 5.1 Receive and check the from completeness of the documents None accounting that are forwarded to our office office
Two (2) minutes Two (2) minutes
any cash staff
May Rose Maputol (PS) Angeline Lapodye (MOOe) 5.2 Prepare PACSVAL, CHECKS, None SLIE, ACIC
Fifteen (15) minutes
Regine Remoroza (Checks) Irenea T Gonzales (Benefits) Jan Perry Omalza (Benefits)
5.3 Signing of PACSVAL, CHECKS, SLIE and ACIC
None
Five (5) minutes
Leonila E Tabaranza
5.4 Forward PACSVAL and SLIE to the Accounting office for the signature of the accountant
None
Five (5) minutes
Leonardo O. Eugenio
5.5 Forward all documents to the office of the Schools Division Superintendent for approval and signature
None
Five (5) minutes
SDS Gildo G. Mosqueda
None
LBP
5.6 Forward all signed ADA PACSVAL, checks, SLIE and ACIC None to the bank for downloading Page 49 of 204| P a g e
7.7 Inform the Personnel Unit Staff that the documents has been forwarded to LBP for None downloading 7.8 Inform the Provident Fund None Loan borrower/s if their proceeds was already downloaded in their ATM account TOTAL:
None
Page 50 of 204| P a g e
None
LBP
Two (2) minutes
Designated Payroll Unit Staff
1 day 5 hours and 55 minutes
15. ISSUANCE OF CERTIFICATE OF PAYMENT FOR REMITTANCES (GSIS, HDMF, PHIC) Personnel Unit issues certificate of payment for remittance upon request by the client to reconcile their premium and/or loan accounts with the respective Agency Office or Division:
ADMIN - PERSONNEL UNIT
Classification:
Simple
Type of Transaction:
G2C- Government to Government
Who may avail:
DepEd Teaching and Non-Teaching Employees
CHECKLIST OF REQUIREMENTS 1. Requisition Slip 2. Letter-request indicating the details and reason for the issuance Certificate of Remittances (1 original and 1 photocopy) FEES TO CLIENT STEPS AGENCY ACTION BE PAID 1. Submit letter 1.Receive the documentary None request to the Records requirements, attach routing Unit slip, assign number to the routing slip and forward the same to the Personnel Unit, Payroll services. 2. Forwarded 2.1 Receive the routed documents from documents from records unit Records Unit 2.2 Assess and Evaluate the submitted document a. If the covered period of requested certification of payment covering periods June 2019 and below, Informs the client that the request will be forwarded at the Regional office thru RPSU None (proceed to step 3.2 to 3.3) If the covered period of requested certification of payment covers year 2019 to Present (Proceed to step 3.1) 3.1 prepare 3 copies of Certificate of Remittances, affix Initial under the name of the HRMO and forward to the HRMO for review and signature Page 51 of 204| P a g e
WHERE TO SECURE Records Unit Client
PROCESS ING TIME
PERSON RESPONSIBLE
Five (5) minutes
Records unit staff
One (1) Hour
Designated Payroll Staff
3.2 Consolidate requests for Certification of Payment covering period June 2019 and below, prepares transmittal and forward the documents to the RPSU every None 22nd of the month. 3.3 Received the documents from RPSU and contact the None proponent that the requested certification is already available for release
One (1) Day
Designated Payroll Staff
Thirty (30) minutes
Designated Payroll Staff
(Proceed to step 3.5) 3.6 Review certification
2. Forwarded documents from Personnel Unit
and
sign
Ten (10)
the
minutes
Head of Personnel Unit/ Designated HRMO
4.1 Forward the document to the Records Section for Release
Five (5) minutes
Designated Payroll Staff
5.1 Seal and Release the requested document to the None client.
Five (5) minutes
Records Unit Staff
TOTAL
None
Page 52 of 204| P a g e
1 Day, 1 hour and 55 minutes
16. ISSUANCE OF CERTIFICATE OF LAST PAYMENT Certification of Last Payment (CLP) is requested by teaching/ non-teaching personnel under Regional Payroll Service (RPS) payroll during Application to GSIS (Retirement/Deceased/Resigned/Disability) and Transfer of Assignment/Station. CLP indicates that personnel availed this shall be deleted in the RPSU. Office or Division:
ADMIN - PERSONNEL UNIT
Classification:
Simple
Type of Transaction:
G2G- Government to Government
Who may avail:
DepEd Teaching and Non-Teaching Employees
CHECKLIST OF REQUIREMENTS Requisition Slip Last Pay Slip Received (1 Original Copy) Payroll Activity Report Clearance for Money and Accountability CLIENT STEPS AGENCY ACTION 1. Submit complete 1.Receive the documentary documents to the requirements, check its Records Unit completeness, attach routing slip, assign number to the routing slip and forward the same to Personnel Unit 2. Forwarded 1.1 Receive the documents documents from the from Records Records Unit 1.2 Evaluate the submitted documents and:
WHERE TO SECURE Records Unit Client Accounting Unit School/District/Division FEES TO PROCES PERSON BE PAID SING RESPONSIB TIME LE Records Unit Staff Five (5) None minutes
a. Issue payment Order Form for those with salary overpayment None 2. Proceed to Cash Unit payment
b. For those without salary over payment proceed to (Step 3.1) the 2.1. Receive payment and issue for an official receipt
3. Submit Official 3.1 Prepare Certificate of Last Receipt to the Payment and forward to Payroll Personnel Unit In-charge for review 3.2 Review the prepared CLP and documentary requirements If correct and complete affix initial under the name of the HRMO II and forward the document to the HRMO II for certified correct (proceed to Page 53 of 204| P a g e
None
Thirty (30) minutes
Fifteen (15) minutes
Designated Payroll Staff
Designated Cash Unit Staff
step 3.3) If incorrect and incomplete, None prepare findings and forward to designated payroll unit staff for compliance (back to step 3.1)
Fifteen (15) minutes
Payroll Incharge AO II
3.3 Review, sign and
None
Ten (10) minutes
Head of Personnel Unit/ Designated HRMO
3.3 Forward the documents to Accounting Unit
None
Ten (10) minutes
Designated Payroll Staff
4.1 Verifying of records from the available ledgers/indexes
None
Three (3) minutes
Districts-incharge
4.2 Signing of the requested certification
Two (2) minutes
Accountant
4. 3 Forward the requested document to the Records Unit for Release
Five (5) minutes
initial on the certificate of Last Payment and forward to the designated Payroll Staff
3. Forwarded documents from the Personnel Unit
4. Forwarded documents from the Accounting Unit
5. Seal and release the document to the client
None
TOTAL
None
Page 54 of 204| P a g e
Five (5) minutes
Accounting Unit Staff Records Unit STaff
1 hour and 40 minutes
17. COLLECTIONS: CASH-002 In compliance of Joint Circular # 1-81 Bureau of Treasury and COA Office or Division: ADMIN-CASH UNIT Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: Internal and External Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Order of Payment
From Accounting Office From SDS office
2.Division Order /Memo for Division Training and Seminar CLIENT STEPS 1.Submit Order of Payment from the Accounting Office
2. No order of payment if the transaction is covered by a Division Memo or Division Order
Total
AGENCY ACTION
FEES TO BE PAID
1. Receive and check the completeness of the documents 2.Prepare the Official Receipt 3.Release to Official Receipt to the payee
PROCE SSING TIME
2 mins
As stated in the order of payment and Div Memo none
None
Page 55 of 204| P a g e
PERSON RESPONSIBLE
any cash staff
5 mins
Regine Remoroza (Collecting Officer)
1min
Regine Remoroza
Eight (8) Minutes
18. APPROVAL OF AUTHORITY TO TRAVEL Office:
FINANCE SERVICES- BUDGET UNIT
Classification:
SIMPLE
Type of Transaction:
Government to Government
Who may avail:
G2G
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Duly filled-up form of the authority to travel 2. Memorandum/Official Communications/Official Invitations CLIENT STEPS 1. Submit required documents
The documents are forwarded from the Budget Unit
AGENCY ACTION 2. 1Receipt of Documents with Routing Slip 1.2Verifies the memo if they are allowed 1.3 Check the Availability of Allotment/Appropriations ⚫ If it is available, signs the Authority to Travel ⚫ If no available, return the documents to the proponent without favorable action. 1.4 Forward the documents to accounting office Checking of the availability of funds
Records Office/Proponent FEES TO BE PAID None
PROCESSING TIME Three (3) minutes Five Minutes (5) Ten (10) Minutes
Budget Staff Budget Officer Budget Officer
Three (3) minutes
NCA in-charge
Two (2) minutes
Signing of the Authority to Travel Forward the document to the immediate supervisor of the employee for the recommending approval
The documents are forwarded to the office of the immediate supervisor of the employee or the Division Chief
PERSON RESPONSIBLE
Accountant
None Three (3) minutes
Releasing clerk
None
Total
None
Page 56 of 204| P a g e
Twenty-six (26) Minutes
19. APPROVAL OF SUBSTITUTE REQUEST Office:
FINANCE SERVICES- BUDGET UNIT
Classification:
SIMPLE
Type of Transaction:
Government to Government
Who may avail:
G2G
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Approved Form 6 with S.O.
Records Office/Proponent
2, Letter Request CLIENT STEPS Enduser/Proponent: Submit required documents
AGENCY ACTION 1.1Check the completeness of the documents attached 1.3 Check the Availability of Allotment/Appropriations ⚫ If it is available, signs the Letter Request ⚫ If no available, return the documents to the proponent without favourable action. Total
FEES TO BE PAID None
None
Page 57 of 204| P a g e
Three (3) Minutes
PERSON RESPONSI BLE Budget Staffs
Five (5) minutes
Budget Officer
Five (5) Minutes
Budget Officer
PROCESSIN G TIME
13 Minutes
20. APPROVAL OF WFP, PPMP AND APP Office: Classification:
FINANCE SERVICES- BUDGET UNIT SIMPLE
Type of Transaction:
Government to Government
Who may avail:
G2G
CHECKLIST OF REQUIREMENTS 1. PPMP
WHERE TO SECURE Records Office/Proponent
2. WFP 3. APP CLIENT STEPS Enduser/Propon ent: Submit required documents
AGENCY ACTION 1.1Receipt of documents 1.3 Check the Availability of Allotment and computation ⚫ If in order, signs PPMP, WFP and APP ⚫ If not, return the documents without favourable action Total
FEES TO BE PAID None
None
PROCESSIN G TIME One (1) minute
PERSON RESPONSIBLE Budget Staffs
Five (5) minutes
Budget Officer
Five (5) Minutes
Budget Officer
11 Minutes
Page 58 of 204| P a g e
21. AUTHORITY TO CONDUCT/ACTIVITY REQUETS Office:
FINANCE SERVICES- ACCOUNTING UNIT Simple
Classification: Type of Transaction:
G2g DepEd Employees
Who may avail:
CHECKLIST REQUIREMENTS
WHERE TO SECURE
1. Duly filled-up form of the authority to conduct or activity request 2. Approved Work and Financial Plans 3. Approved PPMP 4. Approved APP AGENCY CLIENT STEPS ACTION The documents forwarded from Budget Unit
are Checking of the the availability of funds Signing of ATC/AR Total
1. Requesting proponent 2. Immediate Supervisor
FEES TO BE PROCESSING PERSON PAID TIME RESPONSIBLE Three (3) minutes
NCA in-charge
None
the
Two (2) minutes None
Page 59 of 204| P a g e
5 Minutes
Accountant
22.
PURCHASE ORDERS/CONTRACTS
Office:
FINANCE SERVICES- ACCOUNTING UNIT
Classification:
Simple
Type of Transaction:
G2B, G2C, G2G
Who may avail:
All
CHECKLIST REQUIREMENTS
WHERE TO SECURE
1. Duly filled-up form of the purchase order/contracts 2. Approved ATC/AR 3. Duly signed ORS/BUR CLIENT STEPS The documents forwarded from Budget Unit
Procurement Unit Budget Unit
AGENCY ACTION are Checking of the availability funds
FEES TO PROCESSING PERSON BE PAID TIME RESPONSIBLE
the None of
Signing of the purchase orders/contracts Total
Three (3) minutes
Two (2) minutes Name
Page 60 of 204| P a g e
5 Minutes
NCA in-charge
Accountant
23.
CLEARANCES/DOCUMENTS/REPORTS SIGNING
Office:
FINANCE SERVICES- ACCOUNTING UNIT
Classification:
Simple
Type of Transaction:
G2G
Who may avail:
Deped Employees
CHECKLIST REQUIREMENTS
WHERE TO SECURE
1. Duly filled-up form of the clearance/documents/reports for signature CLIENT STEPS
AGENCY ACTION
The documents are forwarded from the Records Unit
Verifying of the records from the available ledgers/indexes Signing of the clearance/documents/reports Total
Requesting personnel
FEES TO BE PAID
None
Name
Page 61 of 204| P a g e
PROCESSING TIME Three (3) minutes Two (2) minutes 7 Minutes
PERSON RESPONSIBLE Districts-incharge Accountant
24. CHANGE OF SIGNATORY: Cash-004 In Compliance of Deped Order 29 s 2019 Office or Division: ADMIN-CASH UNIT Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: External Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Unused Checks From the client 2. Cashbook From the Cash Unit 3. Authority to Transfer of Accountability for School Funds From the Cash Unit 4. Indorsement Letter for Incoming School Heads 5. Letter of Designation From the client 6. 2 pcs 2 x 2 ID picture From the client PROC FEES PERSON ESSIN CLIENT STEPS AGENCY ACTION TO BE RESPONSIB G PAID LE TIME Close the cashbook and Any cash none 1 min submit together with the Receive the documents staff unused checks Review the correctness of the cashbook and check the Leonila E 5 mins completeness of the unused none Tabaranza checks Prepare the Authority to Transfer of Accountability for Schools Funds and none Indorsement Letter for Incoming School Heads Sign the Transfer of Forward the Transfer of Accountability and Indorsement Letter (Outgoing Accountability to the Accounting Office for the and Incoming) Signature of the Accountant Forward the Transfer of Accountability and Indorsement Letter to the Office of the Schools Division Superintendent for signature and approval Request schedule date to change of signatory from the bank Submit the stamped indorsement letter by the Receive the stamp copy of indorsement letter bank Release of the cashbook and unused checks to the incoming school head Total Page 62 of 204| P a g e
none
none
none
5 mins
Leonila E Tabaranza
none
none
none
none
3 mins
Any cash unit staff
none
1 min
Any cash unit staff
none
1 min
Any cash unit staff
Name
16 Minutes
25. PAYMENT OF SALARIES and WAGES FOR UTILITY AND SECURITY PERSONNELS This service is available to the agency’s janitorial and security services provider. They are submitting their billing twice a month. Office: ADMIN- GENERAL SERVICES UNIT Classification: Simple Type of Transaction: Government to Business Who may avail: Utility & Security Agency Provider\ CHECKLIST OF REQUIREMENTS 1. Statement of Accounts CLIENT STEPS
Submit Statement of Accounts
WHERE TO SECURE Utility & Security Agency Provider FEES TO PROCESSI PERSON RESPONSIBLE BE PAID NG TIME
AGENCY ACTION
1.1 Receive statement of None accounts
3mins
Record Staff
1.2 Forward SOA to General Services Personnel
None
3 mins
Record Staff
1.3 Prepare Vouchers and OBR
None
30mins
KENNETH JAY B. CAVAN
None Next Steps follow the processes for payment of personnel services claims
3 mins
KENNETH JAY B. CAVAN
TOTAL:
39 Minutes
1.4 Submit prepared Vouchers and OBR to Records Office
None
Page 63 of 204| P a g e
26. FIDELITY BOND RENEWAL: CASH-004 In Compliance with Treasury Circular # 2-2009 Office or Division: ADMIN-CASH UNIT Classification: Simple Type of Government to Government (G2G) Transaction: Who may avail: External Clients CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.BTr Form # 57-A 2.List of Bondable Officials CLIENT AGENCY ACTION STEPS 1.Secure the requirements from the website of Bureau of Treasury 2. Submit the 2.1 Receive and documents check the completeness of the documents 2.3 Sign the List of Bondabale Official form 3. Submit the Receive and check Confirmation the signatures of the Letter confirmation Total
From Clients FEES TO BE PAID
Base on the amount set by the Bureau of Treasury
PROCESSIN G TIME
PERSON RESPONSIBLE
1 minutes
Any of the cash staff
None
1 minutes
Leonila E Tabaranza
None
None
Any of the cash staff
None
2 Minutes
Page 64 of 204| P a g e
27. REPAIR AND MAINTENANCE This service is available to all Division personnel who may request for the repair of any office equipment or structure which they find to be broken or need to be repaired. Office:
ADMIN- GENERAL SERVICES UNIT
Classification:
Simple
Type of Transaction:
Government to Government
Who may avail:
All Division Employee
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1.Request Letter
Client
2. Repair and Request Slip
Client
CLIENT STEPS
AGENCY ACTION
Forward / Submit 1.1Receive Request Request letter for Letter/Notation for Appropriate Action/ Repair Works indicate Details or action to be performed
FEES TO BE PAID
PROCESSING TIME
5 mins KENNETH JAY B. CAVAN
None
3 mins
1.2Forward Request to Maintenance Personnel None
Fill-Out Repair 1.1Schedule repair which and includes: Electrical Works Request Slip Plumbing Works Carpentry Works Other Facility-Related Works 1.2Checked and Reviewed Repaired work Signed Filed Accomplished Acknowledgement Repaired Request Slip Receipt TOTAL:
PERSON RESPONSIBLE
Ariel 1, Ariel 2, Dave / Old Building Jeric, Jean, Chelle/ New Building
5 mins KENNETH JAY B. CAVAN
None
5 mins None None
2 mins
None
20 Minutes
Page 65 of 204| P a g e
KENNETH JAY B. CAVAN KENNETH JAY B. CAVAN
28. REQUISITION AND ISSUANCE OF SUPPLIES Requisition and Issue Slip (RIS) is a document required to use for employee/personnel to request supplies and to issue supplies. Office or Division:
ADMIN - PROPERTY AND SUPPLY UNIT
Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: DepEd employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Filled out Requisition and Issue Slip (RIS) (3 copies)
Requisitioning employee PROCES SING TIME
PERSON RESPONSIBLE
CLIENT STEPS
AGENCY ACTION
FEES TO BE PAID
1. Submit all the requirements to Supply Office
1.1 Receive and check all the documents
None
1 minute
Property and Supply personnel
1.2 Check the availability of stocks
None
5 minutes
Property and Supply personnel
None
1 minute
Property and Supply personnel/ Division Supply Officer
None
Property and Supply 3 minutes personnel/Requis itioning employee
None
10 Minutes
1.3 Forwards the RIS Form to the Division Supply Officer for approval of issuance
2. Receive the supplies and the copy of the approved RIS form
2.1 Release of supplies
TOTAL:
Page 66 of 204| P a g e
29. ISSUANCE OF INVENTORY CUSTODIAN SLIP(ICS)/PROPERTY ACKNOWLEDGEMENT RECEIPT (PAR) Inventory Custodian Slip (ICS)/Property Acknowledgement Receipt (PAR) are documents to be issued to establish accountability of the Division and School personnel. ICS are issued for semi-expendable items with an acquisition cost of Php 15,000.00 below while PAR is issued for those non-expendable items with an acquisition cost of Php 15,000.00 above. Office or Division: ADMIN - PROPERTY AND SUPPLY UNIT Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: DepEd Division Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Purchase Request (1 original)
Requesting personnel/Procurement unit
2. Approved RIS (1 original)
Requesting personnel/Procurement unit
3. Distribution Lists (1 original)
Requesting personnel/Procurement Unit
4. Purchase Order (1 original)
Procurement unit
5. Signed Deliver Receipt/ Charge Invoice (1 original)
Property and Supply Unit
6. Signed Inspection and Acceptance Report (1 original) CLIENT STEPS 1. Request the issuance of Inventory Custodian Slip (ICS) and Property Acknowledgement Receipt (PAR)
AGENCY ACTION 1.1 Receive and review documents based on checklist
Property and Supply Unit FEES TO BE PAID
PROCESSI NG TIME
PERSON RESPONSIBLE
None
5 minutes
Property and Supply personnel
1.2 Check the items/equipment against the specifications indicated in the documents (description, brand, model no., serial no., etc.)
None
5 minutes
Division Supply Officer/Property and Supply personnel
1.3 Prepare the ICS/PAR and the property inventory tag
None
5 minutes
Property and Supply personnel
1.4 Attach property inventory tag to the items/equipment to be issued for easier identification
None
1 minute
Property and Supply personnel
Page 67 of 204| P a g e
1.5 Signing of ICS/PAR 2. Receiving the ICS/PAR with the items/equipment issued
None
1 minute
Division Supply Officer
2.1 Issuance of items/equipment to the requisitioning personnel
None
1 minute
Property and Supply personnel
2.2 Sign the ICS/PAR for acknowledgement of the items/equipment received
None
1 minute
Requisitioning personnel
2.3 Issue the signed ICS/PAR to the requisition personnel
None
1 minute
Property and Supply personnel
2.4 File the original copy of ICS/RIS
None
1 minute
Property and Supply personnel
None
21 Minutes
TOTAL:
Page 68 of 204| P a g e
30. CONDUCT PHYSICAL INVENTORY OF PROPERTY, PLANT AND EQUIPMENT The Property and Supply Unit is tasked to conduct periodic inventory of Property, Plant and Equipment (PPE) and updates Property Acknowledgement Receipt (PAR) and Inventory Custodian Slip (ICS). Office or Division: ADMIN - PROPERTY AND SUPPLY UNIT Classification: Type of Transaction: Who may avail:
Complex Government to Government (G2G) Public Elementary, Secondary and Senior High Schools, DepEd Officials and Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. Report of Physical Count of Inventories 2. Report of the Physical Count of Property, Plant and Equipment CLIENT STEPS 1. Request for updated Inventory Records
AGENCY ACTION
All Schools/Property and Supply Unit
All Schools/Property and Supply Unit FEES TO BE PAID
1.1 Conduct Physical Count Inventory None
1.2 Updates PAR and ICS 1.3 Preparation of Inventory Report 1.3 Submit Inventory Report to Accounting and COA Office TOTAL:
None
None
None None
PROCESSING TIME 1 day (small schools) 4 days (big schools) 1 day (small schools) 3 days (big schools) 1.5 hours (small schools) 3 hours (big schools) 2 minutes
PERSON RESPONSIBLE Division Supply Officer/Property and Supply personnel/Inventory Committee/ School Property Custodians Division Supply Officer and Property and Supply personnel Division Supply Officer and Property and Supply personnel Property and Supply personnel
9 Days, 4 Hours and 35 Minutes
Page 69 of 204| P a g e
31. ACCEPTANCE AND DISTRIBUTION OF SLMS, TEXTBOOKS, SUPPLIES AND EQUIPMENT (CENTRALLY PROCURED) This service is the issuance of SLMs, textbooks, supplies and equipment that are needed for all schools. Office or Division: ADMIN - PROPERTY AND SUPPLY UNIT Classification: Type of Transaction: Who may avail: CHECKLIST OF
Complex Government to Government (G2G) All Public schools REQUIREMENTS
1. Delivery Receipts 2. Inspection and Acceptance Report/Property Transfer Report 3. Distribution Lists CLIENT AGENCY ACTION STEPS 1. Deliver the 1.1 Receive SLMs, textbooks SLMs, and/or equipment from textbooks suppliers and/or and equipment 1.2 Check the quantity of the together with items received through the delivery comparing the DR of delivered receipts SLMs, textbooks and/or equipment to the PO and/or Property Transfer Report (PTR) from originating office 1.3 Inspect, verify and approve the receipt of SLMs, textbooks and/or equipment 1.4 Prepare ICS for recipient schools 1.5 Inform the recipient schools for the distribution of SLMs, textbooks and/or equipment 2. Receive the SLMs, textbooks and/or equipment
2.1 Forward the SLMs, textbooks and/or equipment with the signed copy of Inventory Custodian Slip (ICS) TOTAL:
WHERE TO SECURE
Suppliers School and District personnel//Property and Supply Unit LRMDS FEES TO PROCESSIN PERSON BE PAID G TIME RESPONSIBLE Division Supply Officer/Property None 1 day and Supply personnel
None
1 day
None
3 hours
None
1 day
None
1 hour
None
None
Page 70 of 204| P a g e
Division Supply Officer and Property and Supply personnel Division Supply Officer/Property and Supply personnel/ LRMDS personnel Property and Supply personnel Division Supply Officer
Division Supply Officer/Property and Supply 1 day personnel/ School Property Custodian 4 Days and 3 Hours
32. PROPERTY AND EQUIPMENT CLEARANCE SIGNING This process is the signing of Property and Equipment Clearance for retirement, resignation, transfer, leave and travel abroad. Office or Division: ADMIN - PROPERTY AND SUPPLY UNIT Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: All employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. School Clearance (School Head) – 1 original 2. District Clearance (District personnel) – 1 original 3. Division Clearance CLIENT STEPS
AGENCY ACTION
1. Submit the accomplished form and turn over all the properties and equipment (if any)
1.1 Receive the accomplish form and checks if the concerned employees have an accountability for property and equipment a. If employee has no accountability, Supply Officer sign clearance part on property and supply unit
Schools District Property and Supply unit FEES TO PROCESSIN PERSON BE PAID G TIME RESPONSIBLE
None
15 minutes
None
15 Minutes
b. If concerned employee has an accountability, Supply Officer will request the employee to settle all accountability. TOTAL:
Page 71 of 204| P a g e
Division Supply Officer/Propert y and Supply personnel
33. REQUEST FOR SERVICE RECORDS This request is for employees who have intention to retire, or for those who have matured policy with the GSIS, or for those who have approved order to transfer to other officer or other government agencies, or resignation, and/or for those who have already retired or separated from the service. Office or Division: Administrative Services Section Classification: Simple Type of Transaction: Government to Citizen (G2C) Who may avail: All CHECKLIST OF REQUIREMENTS 1. Requisition slip from the Records Unit and 2. signed division clearance for no pending case and last day of service
CLIENT STEPS
AGENCY ACTION
WHERE TO SECURE Requisition slip - Records Unit Division Clearance – Records Unit and should have been completely signed by all signatories FEES PROC TO ESSIN PERSON BE G RESPONSIBLE PAID TIME
1. Secure 1. Receive the requisition Requisition slip slip and other from the requirements and check Records Unit its completeness and fill up completely and 2. Prepare the document requested and submit to submit to the Administrative Officer V receiving clerk for signature. 3. Administrative Officer sign the document and return to the releasing clerk.
5 mins.
8 hrs.
None
4. Releasing clerk log the document and release to the requisitioner. 2. Requisitioner return to the Records unit to have the document sealed. 3. Online viewing and downloading of approved service records
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
Ariestela Suralta/ Jonamel Fernandez
5 mins. Irma May G. Dinasas
Hapiya L. Madsid/ 5 mins. Ariestela Suralta/ Jonamel Fernandez
5.1 bit.do/hrmo None
TOTAL
None
Page 72 of 204| P a g e
Clients
8 Hours and 15 Minutes
34. ENDORSEMENTS This request for Endorsement for transfer within the Division Office, to other Division and/or Region and other Agencies. This may also include endorsement of communications to other offices and/or other agencies such as but not limited to GSIS, PAG IBIG, Philhealth, CSC, etc. Office or Division: Administrative Services Section Classification: Type of Transaction: Who may avail: CHECKLIST OF
Simple Government to Government (G2G) All REQUIREMENTS WHERE TO SECURE
1. Letter Intent to Transfer and or Communication 1. Should be prepared by the to be endorsed to other offices and/or agencies. requisitioner himself/herself. 2. Indorsement from the school head (not applicable 2. Principal or School head of the school if it is a communication to be endorsed to other where the requisitioner is currently offices or agencies) assigned. FEES PROCE PERSON CLIENT STEPS AGENCY ACTION TO BE SSING RESPONSIBLE PAID TIME 1. Submit Letter of Intent to Transfer to the Office of the Schools Division Superintendent 2. Forward the Intent 1. Receive the documents Hapiya L. Madsid/ Letter from the SDS from the SDS office and Ariestela Suralta/ Jonamel Fernandez Office check its completeness signed/approved by 2. Prepare the document Hapiya L. Madsid SDS requested and submit Kenneth Jay B. 10 mins. to Administrative Cavan Officer V for initial. Ariestela F. Suralta 3. Administrative Officer None sign the document and Irma May G. 5 mins. return to the releasing Dinasas clerk. 4. Releasing clerk log the Hapiya L. Madsid/ document and release 5 mins. Ariestela Suralta/ to the requisitioner for Jonamel Fernandez SDS signature 3. Requisitioner handcarry the document to SDS 5. Seal the document and 5 mins. Records Staff Office for his signature log for release return to the Records unit to have the document sealed. TOTAL None 30 Minutes
Page 73 of 204| P a g e
35. LOAN CONFIRMATION (GSIS) This request is available to all permanent and regular employees who have rendered at least three (3) months in service and have been integrated in the RPSU payroll with no pending case and not on leave without pay. Office or Division: Administrative Services Section Classification: Simple Type of Government to Government (G2G) Transaction: Who may avail: All CHECKLIST OF REQUIREMENTS 1. Latest original payslip
CLIENT STEPS
WHERE TO SECURE
1. Cash unit and/or AO or ADAS in charge
AGENCY ACTION
FEES TO BE PAID
PROCES SING TIME
1. Apply loan (MPL, Computer, Policy) through the GSIS Gwaps kiosk. 2. Submit latest payslip.
3. Borrower claim her/his payslip
PERSON RESPONSIBLE
Borrower employee
1. Evaluate if the employee has enough net take home pay 2. Confirm and/or disapprove loan through online GSIS AAO website 3. File the payslip with a note whether the loan has been confirmed or disapproved and wait for the borrower to claim back the payslip 4. Log the name of the borrower for the returned payslip TOTAL
15 mins.
Irma May G. Dinasas Jonamel Cheyserr P. Fernandez
5 mins.
Hapiya l. Madsid Jonamel Cheyserr P. Fernandez Kenneth Jay B. Cavan
None
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez 25 Minutes 5 mins.
None
Page 74 of 204| P a g e
36. LOAN CONFIRMATION (Landbank) This request is available to all permanent and regular employees who have rendered at least six (6) months in service and have been integrated in the RPSU payroll with no pending case and not on leave without pay. Office or Administrative Services Section Division: Classification: Simple Type of Government to Government (G2G) Transaction: Who may avail: All CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Requisition slip from the Records Unit for Certificate of Employment 2. Latest original payslip 3. LBP MPL Loan Application Form (duly filled up) CLIENT STEPS
1. Records Unit 2. Cash Unit and/or AO or ADAS in charge 3. LBP FEES PROCE TO PERSON SSING BE RESPONSIBLE TIME PAID
AGENCY ACTION
1. Submit requirements.
1. 1. Receive application form with other requirements and check the completeness
2 mins.
.
2. Prepare Certificate of Employment (COE) as part of the requirements
15 mins.
3. Forward Loan application form with the COE and latest payslip to AO V for signature
None
4. AO V sign the COE and Loan application form and return the papers to the releasing clerk 2. Borrower 5. Log the name claim her/his borrower/employee payslip releasing log book. TOTAL
of in
1 min.
5 mins.
the the
5 mins.
None
Page 75 of 204| P a g e
28
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez Hapiya L. Madsid Kenneth Jay Cavan Jonamel Cheyserr P. Fernandez Hapiya l. Madsid Jonamel Cheyserr P. Fernandez Kenneth Jay B. Cavan Irma May G. Dinasas
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
Minutes
37. LOAN CONFIRMATION (GFAL) This request is available to all permanent and regular employees who have rendered at least three (3) years in service and have been integrated in the RPSU payroll with no pending case and not on leave without pay. Office or Administrative Services Section Division: Classification: Simple Type of Transaction: Who may avail:
Government to Government (G2G) All
CHECKLIST OF REQUIREMENTS 1. Latest original payslip with one (1) photocopy 2. Statement of Account 3. GFAL Application form
WHERE TO SECURE 1. Cash unit and/or AO or ADAS in charge 2. Private Lending Institution 3. GSIS Office or website FEES TO BE PAID
CLIENT STEPS
AGENCY ACTION
1. Submit documentary requirements
1. Receive the documentary requirements and check its completeness
PROCESSIN G TIME
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
2. Forward to Administrative Officer the documentary requirements for signature 3. Fill up the blanks intended for the agency not be filled up, sign the application form and certify the photocopied payslip. 2. Received the signed documents
2 mins.
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
5 mins.
Irma May G. Dinasas
5 mins.
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
None
4. Log the name of the borrower in the released logbook TOTAL
PERSON RESPONSIBLE
None
12 Minutes
Page 76 of 204| P a g e
38. DEPED EMAIL REQUEST Request for new or reset of official DepEd Email Office or division
Information and communication technology division
Classification
Simple
Type of transaction
Government to citizen (g2c)
Who may avail
All teaching or non-teaching employees of deped sarangani
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
FILL UP REQUEST FORM
ONLINE OR LOGBOOK
CLIENTS STEP
AGENCY ACTION
Step 1 - (ICTU office or online)
Receive request
Step 2 – (ICTU office)
Create or reset email
Step 3 – (ICTU office)
Release requested email TOTAL
FEES TO PROCESSING BE PAID TIME
None
None
PERSON RESPONSIBLE
3 minutes
Shahani Millado, Gerard Berueda, Roy Detoyato
3 minutes
Shahani Millado, Gerard Berueda, Roy Detoyato
1 minute
Shahani millado, gerard berueda, roy detoyato
7 Minutes
Page 77 of 204| P a g e
39. DEPED MICROSOFT OFFICE 365 ACCOUNTS Request for new or reset of DepEd Microsoft Office 365 Accounts Office or division INFORMATION AND COMMUNICATION TECHNOLOGY DIVISION Classification
Simple
Type of transaction
Government to citizen (g2c)
Who may avail
All teaching or non-teaching employees of DepED Sarangani
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Fill up request form
Online or logbook
CLIENTS STEP
AGENCY ACTION
Step 1 - (ICTU office or online)
Receive request
Step 2 – (ICTU office)
Reset Microsoft office 365 account or send request to central office
Step 3 – (ICTU office)
Release requested Microsoft office 365 accounts TOTAL
FEES TO BE PAID
None
None
PROCESSING TIME
PERSON RESPONSIBLE
3 minutes
Shahani Millado, Gerard Berueda, Roy Detoyato
3 minutes
Shahani Millado, Gerard Berueda, Roy Detoyato
1 minute
Shahani millado, gerard berueda, roy detoyato
7 Minutes
Page 78 of 204| P a g e
40. COMPUTER AND NETWORK SERVICES Request for Computer or Network Services Office or division
INFORMATION AND COMMUNICATION TECHNOLOGY DIVISION
Classification
Simple
Type of transaction
Government to citizen (G2C)
Who may avail
All DCP recipient schools and teaching or non-teaching employees of DepED Sarangani
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Fill up ICT request form or letter of request to service out of warranty DCP units
ICT unit office
CLIENTS STEP
AGENCY ACTION
Step 1 - (ICTU office)
Receive request
Step 2 – (ICTU office or on site)
Check the computer or network that requires servicing
Step 3 – (ICTU office or onsite)
Fix the computer or network or provide feedback
Step 4 – (ICTU office or onsite)
Have the client sign the feedback form after the transaction
TOTAL
FEES TO PROCESSING BE PAID TIME 3 minutes
Shahani Millado, Gerard Berueda, Roy Detoyato
1 hour
Shahani Millado, Gerard Berueda, Roy Detoyato
With in the day
Shahani millado, Gerard Berueda, Roy detoyato
2 minutes
Shahani Millado, Gerard Berueda, Roy Detoyato
None
None
PERSON RESPONSIBLE
1 Day, 1 Hour And 5 Minutes
Page 79 of 204| P a g e
41.
OFFICE PEFORMANCE COMMITMENT AND REVIEW FORM
Office:
Assistant Schools Division Superintendent
Classification:
Complex
Type of Transaction:
G2G
Who may avail:
School Heads ,Unit and Section Heads
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1.OPCRF (3 SETS) 2. PORTFOLIO (MOV's) AGENCY ACTION
FEES TO BE PAID
1.1 Check and verify the completeness of the documents
None
CLIENT STEPS
1. Submit OPCFR's with MOV's to ASDS Office
1.2 Check and verify MOV's and sign OPCRF's 1.3 Forward signed OPCRF's and MOV's to SDS Office
None
PROCESSING TIME
PERSON RESPONSIBLE
3 mins ASDS Staff
1 day
OIC-ASDS
None
2 mins ASDS Staff
2. Submit online, the scanned PDF Copy of the ONLINE OPCRF and pass the 2.1 bit.do/hrmo original copy to the personnel unit.
None
2 mins
3.1 Check the 3. Pass the hard completeness and approved original copy correctness of OPCRF to the personnel unit. and compare to the soft copy.
None
5 mins Personnel Unit
TOTAL:
None
Page 80 of 204| P a g e
Clients
1 Day and 12 Minutes
42. DAILY TIME RECORD (DTR) Office:
Assistant Schools Division Superintendent
Classification:
Simple
Type of Transaction:
G2G
Who may avail:
School Heads
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. DTR (with PSDS's initial)
School
2. ACCOMPLISHMENT REPORT (verified by the PSDS)
School
3. APPROVED AWA/ WORKWEEK PLAN
School
CLIENT STEPS 1. Submits DTR of School Heads with complete attachments
AGENCY ACTION 1.1 Check and verify the completeness and accuracy of the attached documents
FEES PROCESSI TO BE NG TIME PAID
PERSON RESPONSIBLE
None
5 mins
ASDS Staff
1.2 Sign DTR
None
2 mins
Nerissa A. Alfafara OIC-ASDS
1.3 Log and forward signed DTR to Personnel Office
None
3 mins
ASDS Staff
TOTAL:
None 10 Minutes
Page 81 of 204| P a g e
43. RENDERING LEGAL ADVICE/OPINION To provide legal advice/opinion to every office or employee of DepEd-Sarangani on matters relative to his functions and duties. Office or Division:
LEGAL UNIT
Classification: Type of Transaction:
Simple / Complex / Highly Technical, depending on the actual issues/controversies. Government to Government (G2G)
Who may avail:
All employees of DepEd-Sarangani
CHECKLIST OF REQUIREMENTS None
WHERE TO SECURE None
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
1. Logging in of legal concerns and other essential information about the client.
Recording and entry in the logbook the name, contact number, address of the client and the purpose of the consultation (with the consent of the client)
None
5 minutes to 10 minutes.
2. Consultation
Rendition of legal advice/opinion.
None
1 hour – Simple 3 hours – Complex 2 days – Highly Technical
CLIENT STEPS
PERSON RESPONS IBLE
A. Verbal Query
TOTAL:
B. Written Query
None
Receipt and recording and entry in the logbook the name, contact number, address of the client and the purpose of the consultation, if there is any.
None
Correspondence. None
TOTAL:
None
Legal Unit staff
Legal Officer
1 hour and 10 minutes – Simple 3 hours and 10 minutes – Complex 2 days and 10 minutes – Highly Technical
5 minutes to 10 minutes.
Legal Unit staff
3 days – Simple 7 days – Complex Legal 15 days - Highly Officer Technical 3 days and 10 minutes – Simple 7 days and 10 minutes – Complex 15 and 10 minutes days - Highly Technical
Page 82 of 204| P a g e
44. REVIEW of CONTRACTS To edit draft contracts to be entered by the Division Office/District/School to be grammatically and legally sound and in order to ensure and safeguard the rights, priviledges and interest of the Division Office/District/School under the contract or agreement. Office or Division: LEGAL UNIT Classification:
Simple / Complex / Highly Technical, depending on the issues obtaining.
Type of Transaction:
Government to Government (G2G)
Who may avail:
Division Office, Program Holders, Supervisors and Schools
CHECKLIST OF REQUIREMENTS None CLIENT STEPS 1. Submission of the draft of contract
2. Claiming of reviewed contract.
WHERE TO SECURE None
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONS IBLE
Receipt and recording and entry in the logbook of the name, contact number, office of the client and name/title of the contract.
None
5 minutes to 10 minutes.
Legal Unit staff
Evaluation, review and editing of the draft.
None
1 day – Simple 2 days – Complex 3 days – Highly Technical
Release of reviewed/edited contract
None
3 minutes
TOTAL:
Legal Officer
Legal Unit staff
1 day and 3 minutes – Simple 2 days and 3 minutes – Complex None 3 days and 3 minutes – Highly Technical
Page 83 of 204| P a g e
45.
SIGNING OF CLEARANCE and APPLICATION FOR LOAN
Office or Division:
LEGAL UNIT
Classification: Type of Transaction: Who may avail:
Simple Government to Government (G2G) Teaching and Non – Teaching personnel of DepEd Sarangani CHECKLIST OF REQUIREMENTS WHERE TO SECURE
1. School and Division Clearances. 2. Updated NBI Certificate for RETIREMENT application.
CLIENT STEPS 1. Submit complete documents required in the Legal Office
AGENCY ACTION 1. Received and logged in the details of the Leave application such as the name of the employee, rank, location or address of the office where he or she is stationed and purpose of the leave application
1. Forms can be found at the Records, Personnel and Admin Office 2. National Bureau of Investigation Officer FEES PROCESSI PERSON TO BE NG TIME RESPONSIBLE PAID
None
5 mins to 10 mins.
None
1 min – 3 mins
Receiving staff ABAPO, JASMINE and VIBAR, ADRIAN JAY
2. Check in the system for any pending administrative complaint, if none. 3. The Legal Officer immediately signs the leave form TOTAL:
None
Page 84 of 204| P a g e
Legal Officer
13 MINUTES
PROCESSING OF SCHOOLS DIVISION OFFICE (SDO) ISSUANCES The Schools Division Office (SDO) publishes issuances like Division Memorandum, Division Advisory, Office Memorandum, and Unnumbered Memorandum for dissemination to the field or concerned office/personnel. Its process includes submission of detailed draft/proposed issuance, formatting of issuance, signing of issuance by appropriate signatories, and posting of approved issuance on the official website/social media of DepEd – Schools Division Office of Sarangani. OFFICE OR DIVISION: Office of the Schools Division Superintendent – Proper CLASSIFICATION: Simple TYPE OF TRANSACTION: Government to Government (G2G) SDO Sarangani’s Top Management and Program WHO MAY AVAIL: Holders CHECKLIST OF REQUIREMENTS WHERE TO SECURE Detailed draft/proposed SDO issuances
CLIENT STEP
AGENCY ACTION
FEES TO BE PAID
1. Receive 1. Submit detailed draft draft/proposed SDO issuance online or via USB 2. Format and print flash drive issuance 3. Initial on formatted issuance
TOTAL:
NONE
SDO Sarangani’s Top Management and Program Holders
PROCESSING TIME
PERSON RESPONSIBLE
Two (2) minutes
Ralf Jayvene C. Alaba
Five (5) minutes
Ralf Jayvene C. Alaba
Two (2) minutes
Program Holder/Assistant Schools Division Superintendent
4. Approve issuance
Two (2) minutes
Schools Division Superintendent/ Officer-in-Charge
5. Posting of approved issuance
Two (2) minutes
Ralf Jayvene C. Alaba
NONE
Page 85 of 204| P a g e
13 MINUTES
OFFICE OF THE SCHOOLS DIVISION SUPERINTENDENT
EXTERNAL SERVICES
Page 86 of 204| P a g e
46. AUTHENTICATION AND VERIFICATION OF DOCUMENTS Authentication of documents i.e. certificates of training, appointments, transcript of records and others. Office
ADMIN-RECORDS UNIT
Classification:
SIMPLE
Type of Transaction:
GOVERNMENT TO CITIZEN (G2C)
Who may avail:
DEPED CLIENTS AND STAKEHOLDERS
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Original Copy of the Document/s to be authenticated/verified From the Client, School, NEAP, Division Office List: Transcript of Records, Special Order and CAV, IPCRF, Latest Appointment, Certificate of Recognition for any related School's Accomplishment, Certificate of Demo Teaching, School Form 7, Certificates/Proofs of Outstanding Accomplishments, NEAP Certification as to result of NQEP, Certificates of Completion/Participation/Attendance, Assignment and Re-Assignment Orders, School Files FEES TO BE PAID
PROCESS PERSON ING TIME RESPONSIBLE
CLIENT STEP
AGENCY ACTION
1. Submit Documents to be verified/certified (must be arranged with original documents placed beside copies)
1. Check/Verify document against original and stamp photocopies with "Certified True Copy"
Twenty (20) Minutes
Records Staff
2. Sign certified/verified None document
Ten (10) Minutes
Records Officer
3. Return certified/verified documents to customer
Three (3) Minutes
Records Staff
TOTAL:
None
Page 87 of 204| P a g e
33 MINUTES
47. REQUEST FOR COPY OF 201 FILE Fulfil request/s for copy of files in the 201 File such as Appointment, PDS, SALN, Special Orders, Assignment and Re-Assignment Orders etc. Admin-Records Unit
Office Classification:
Simple
Type of Transaction:
Government to Business (G2B) Government to Citizen (G2C) Government to Government (G2G)
Who may avail:
DepED Clients and Stakeholders
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
PRC ID or any valid Government ID From the Client (Authorization Letter if authorized representative with valid ID of owner) Accomplished Requisition Form
CLIENT STEP 1. Submit Requirements to Records Unit
AGENCY ACTION
Records Unit Receiving Area FEES TO BE PAID
1. Check/Verify validity of requirements
PROCESSING TIME
3 Minutes
2. Search 201 Files for Requested File
15 Minutes
3. Stamp photocopy of file with "Certified True NONE Copy"
3 Minutes
4. Sign certified document
3 Minutes
5. Release document to customer
2 Minutes
6. File Requisition Form
2 Minutes
TOTAL:
PERSON RESPONSIBLE
Records Staff
Records Officer
Records Staff
None
28 Minutes
Page 88 of 204| P a g e
48. RELEASING OF DOCUMENTS Release documents currently at the Pigeonhole. OFFICE OR DIVISION:
Admin-Records Unit
CLASSIFICATION:
Simple
TYPE OF TRANSACTION:
Government to Business (G2B) Government to Citizen (G2C) Government to Government (G2G)
WHO MAY AVAIL:
DepED Clients and Stakeholders
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Claim stub (if available) CLIENT STEP
Records Unit Receiving Area AGENCY ACTION
1. Ask for document from Pigeon Hole (present claim stub if available)
1. Verify that the document is already returned to the Records Office
2. Verify that the Document is correct and the same as logged on the logbook
2. Log Document to be released
FEES PROCESS TO BE ING TIME PAID
NONE
3. Stamp "Released" and Release Document to Customer TOTAL:
None
Page 89 of 204| P a g e
PERSON RESPONSIBLE
10 Minutes
Records Staff
10 Minutes
Records Staff
5 Minutes
Records Staff
25 Minutes
49. SUBMISSION OF EMPLOYMENT APPLICATION (NON-TEACHING AND TEACHING RELATED) Any individual with interest in applying for a position in DepEd, and that is qualified for the position may submit his/her credentials and other requirements. Office or Division:
ADMIN-PERSONNEL UNIT
Classification: Simple Type of G2C- Government to Citizen Transaction: Who may avail: Any person who is available for the position CHECKLIST OF REQUIREMENTS WHERE TO SECURE BASIC REQUIREMENTS 1. Application letter (1 copy) 2.Duly accomplished CSC Form 212 with the latest 2x2 ID picture (3 original copies 3. Certified true copy of latest appointment (DepEd personnel/applicants only) 4. Certified true copy of PRC professional ID or CSC eligibility (1 original copy) PRC/ CSC 5. Certified true copy of Transcript of Records or Certification, Authentication and Verification of TOR (1 original copy) School/s attended 6. Performance Ratings for the last 3 semesters (1 Photocopy of the 3 Performance Ratings for the last 3 rating periods) Previous/Current employer 7. Trainings and Seminars attended (1 Photocopy each) Applicant 8. Certificate of Employment/Service Record (1 copy each) 9. Omnibus Sworn Statement (OSS) FEES CLIENT STEPS AGENCY SECTION TO BE PAID 1.Submit the 1.1 Stamp Receive, issue a complete pertinent receiving copy, and None documents to the forward the pertinent Records Unit documents to the HR Unit 1.2 Receive and stamp and check completeness of the None submitted documents 2. Received receiving copy of the 2.1 Encode Application None documents TOTAL
None
Page 90 of 204| P a g e
Applicant CSC Website Applicant PRC PRC
Applicant
PROCESSING TIME
PERSON RESPONSIBLE
10 Minutes
Records Staff
10 Minutes
Personnel Staff
10 Minutes
Personnel Staff
30 minutes
50. SUBMISSION OF EMPLOYMENT APPLICATION (TEACHING) Any individual with interest in applying for a position in DepEd, and that is qualified for the position may submit his/her credentials and other requirements. Office or Division:
ADMIN -PERSONNEL UNIT
Classification:
Simple
Type of Transaction:
G2C- Government to Citizen Licensed Professional Teacher for Permanent
Who may avail:
Positions (Elem, JHS, and SHS; Not Eligible Teachers for Provisional Positions (SHS only)
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
BASIC REQUIREMENTS 1. Applicant Number (application.deped.gov.ph) – indicated in the Applicant DO but applicant can’t easily access the website Applicant 2. Letter of Intent for teaching position (1 original)
Applicant
3. Duly accomplished CSC Form 212 (Revised 2017)-Personal CSC official website Data Sheet (3 original copies) CSC 4. Certified true copy of Professional Regulation Commission PRC (PRC) Identification Card (1 original) PRC or CSC 5. Certified true copy of ratings obtained in the LET/PBET (1 PRC original) Applicant 6. Service Record/Certificate of Employment, performance rating, Applicant and school's clearance for those with teaching experience (1 original) 7. Certified true copy of Transcript of Record (1 Original Copy) 8. Certificate of specialized trainings (1 Photocopy of each) 9. NBI Clearance (1 Original Copy) 10. Certified true copy of the Voter's ID and/or any proof of residency as deemed acceptable by the School Screening Committee (1 original) 11. Omnibus Certification of authenticity and veracity of documents of all documents submitted, signed by the applicant (2 original copies) Page 91 of 204| P a g e
CLIENT STEPS
AGENCY SECTION
1. Register to the Department’s online system at application. dep ed.gov.ph
FEES TO PROCESSI BE NG TIME PAID None Thirty (30) minutes
PERSON RESPONSIB LE Applicant
2. Submit the complete 2.1Receive and stamp and None pertinent documents to check completeness of the the school where vacancy submitted documents regular and/or natural)
Five (5) minutes
School Head/ Person
3. Received receiving 3.1 Evaluate the documents None copy of the documents y submitted by the applicant/s for authenticity and veracity
Fifteen (15) minutes
School/Distri ct Screening Committee
3.2 Submit a Soft and Hard None copy of the result of preassessment at the HR Office through the Records Section
One (1) week
School/Distri ct Screening Committee
3.3 Receive and stamp the None hard copy of the result of Preassessment as received and forward to HR Office
Fifteen (15) minutes
Records Unit
3.4 Receive the result of the None preassessment and verify if the applicant registers online
Five (5) minutes
Personnel Staff
TOTAL
None
Page 92 of 204| P a g e
1 week, 1 day and 5 minutes
51. REQUESTS FOR CERTIFICATIONS Office or Division:
FINANCE - ACCOUNTING UNIT
Classification:
Simple
Type of Transaction:
G2G
Who may avail:
DepEd Employees
CHECKLIST REQUIREMENTS
WHERE TO SECURE
1. Duly signed letter request for the certifications
Requesting person
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1.Submit documentary requirements.
1.Receive the documentary requirements, attach routing slip, assign number to the routing slip and forward the same to Accounting Unit
None
Five (5) minutes
Records Unit Staff
2.The request letter are forwarded from the Records Unit
2.1. Verifying of records None from the available ledgers/indexes
CLIENT STEPS
2.2. Preparing printing
and
Two (2) minutes
2.3. Signing of the requested certifications
Two (2) minutes
2.4 Forward the requested document to the Records Unit
Districts-incharge Districts-incharge Accountant
Accounting Unit Staff
Five (5) minutes
3.Forwarded document 3.1Seal the document None from the Accounting Unit and release to the client TOTAL
Three (3) minutes
None
Page 93 of 204| P a g e
Five (5) minutes 17 Minutes
Records Unit Staff
52. APPROVAL OF CLEARANCES Office:
FINANCE SERVICES- BUDGET UNIT
Classification:
SIMPLE
Type of Transaction:
Government to Government
Who may avail:
G2G
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Clearances
Records Office/Proponent FEES PROCESSING PERSON TO BE TIME RESPONSIBLE PAID 1 Minutes Budget Staff None
CLIENT STEPS Enduser/Proponen t: Submit documents
AGENCY ACTION 1.1 Receipt of the documents 1.2 Signs the clearances
2 Minutes
Budget Officer
1.3 Log out the documents
1 Minute
Budget Staff
Total
None
4 Minutes
Page 94 of 204| P a g e
53. REQUEST FOR CERTIFICATIONS This is for requests for Certificates of Employment, First Day of Service for Non-Teaching Personnel assigned in the Division Office, Oneness, Last day of Service and No pending case. Office or Division: Administrative Services Section Classification: Simple Type of Government to Citizen (G2C) Transaction: Who may avail: All CHECKLIST OF REQUIREMENTS Requisition slip from the Records Unit and a) latest payslip for request for certificate of employment b) signed division clearance for no pending case and last day of service c) HDMF Subsidiary ledger showing different names of member
CLIENT STEPS
WHERE TO SECURE
Requisition slip - Records Unit Latest Payslip – Cash Unit/school AO II or ADAS Division Clearance – Records Unit and should have been completely signed by all signatories FEE S TO BE PAID
PROCE SSING TIME
PERSON RESPONSIBLE
5 mins.
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
10 mins.
Hapiya L. Madsid Kenneth Jay B. Cavan Ariestela F. Suralta
3. Administrative Officer sign the document and return to the releasing clerk.
5 mins.
Irma May G. Dinasas
4. Releasing clerk log the document and release to the requisitioner.
5 mins.
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
AGENCY ACTION
4. Secure 1. Receive the requisition Requisition slip slip and other none from the Records requirements and check Unit and fill up its completeness completely and submit to the 2. Prepare the document receiving clerk requested and submit to Administrative Officer V for signature.
5. Requisitioner return to the Records unit to have the document sealed. TOTAL
None
Page 95 of 204| P a g e
25 Minutes
53
PROCUREMENT PROCESS FOR PUBLIC/COMPETITIVE BIDDING
Purpose: For the conduct of all Purchase Request with Approved Budget for the contract amounting to Php 1,000,000.00 and ABOVE Legal basis: RA9184 (2016 IRR, Section 10) Office: OSDS-PROCUREMENT UNIT Classification:
HIGHLY TECHNICAL
Type of Transaction:
(G2G) Government to Government, (G2B) Government to Business End-User/Proponent, Interested Prospective Bidders WHERE TO SECURE
Who may avail: CHECKLIST OF REQUIREMENTS FOR THE REQUEST 1. Approved Purchase Request (4 copies)
End-user/Proponent
2. Approved Project/Activity/Training Design (4 copies) 3. Approved Supplemental PPMP (4 copies) 4. Approved APP (1 copy) 5. Distribution list,if applicable (4 copies) CHECKLIST OF REQUIREMENTS TO BE AN ELIGIBLE BIDDER 1.
WHERE TO SECURE
CLIENT STEPS
AGENCY ACTION
FEES TO PROCESSIN BE PAID G TIME
Enduser/Propone nt: 1. Submit Purchase Request with the required documents attached
4. 1 Receive Purchase Request with the required documents attached N/A 1.2 Check completeness of the documents; 1.2.1 If the documents are incomplete, return to end-user 1.2.2 If complete, numbering of Purchase Requests and identify the procurement modality
Enduser/Propone nt: 5. Attend Preprocurement conference and defend the project design queries of BAC
2.1 Pre- procurement conference (2016 IRR OF RA9184 Section 20.1) 2.1.1 If there are corrections/clarifications especially to technical specifications, return to enduser/proponent; if none and not common use request, proceed to next step 3.1
Interested Prospective bidder
N/A
2.2 For common use supplies: 2.2.1 Prepare Agency Procurement Request 2.2.2 Sign Agency Procurement Page 96 of 204| P a g e
Ten(10) Minutes
Required: One (1) day
Twenty (20)minutes Ten (10) minutes
PERSON RESPONSIBLE
➢
ALL PROCUREME NT STAFF
The BAC The BAC Secretariat/ Procuring Unit ➢ Representativ es of the PMO or end-user unit/s, or implementing unit/s; ➢ The members of the TWG ➢ ➢
DESIGNATED PROCUREME NT STAFF ➢ ACCOUNTING OFFICE ➢
Request
➢
SDS
➢
DESIGNATED PROCUREME NT STAFF
➢
DESIGNATED PROCUREME NT STAFF
2.2.3 Request to DBM the Price and Stocks Availability And/or Certification of NonAvailability of Stocks (CNAS) 2.2.4 Prepare documents for the items that are available at DBMProcurement Service for procurement 2.2.4.1 Obligation Request 2.2.4.2 Disbursement Voucher 2.2.4.3 Price Quotation and Certification of Stocks Availability For items not available to DBMProcurement Service proceed to next step 3.1
Ten (10) minutes
Enduser/Propone nt: 6. Follow-up status or progress of the procurement process
6.1 Preparation of Invitation to Bid RA9184 Article VII Section 21
Thirty Minutes (30)
PROCUREMENT DESIGNATED STAFF
Ten (10) minutes
BAC CHAIRPESRON
Client: Interested prospective bidders: 7. Checks the website for the posted projects to be bid
4.1 Posting of Invitation to Bid in the PhilGEPs 4.2 Posting of Invitation to Bid in Three (3) Conspicuous places 4.3 Prepare Letter of Invitation for the observers during pre-bid conference
Enduser/Propone nt: Receive invitation for the pre-bid conference Enduser/Propone nt 8. Attend Prebid conference and defend the project queries of BAC and bidders
Thirty (30) minutes
Thirty (30) minutes
N/A
3.2 Signing of Invitation to Bid 3.3 Preparation of Bidding Documents RA9184 Article VI N/A
5.1 Pre-bid Conference 2016 IRR of RA 9184 Section N/A 22.4) 5.1.1 The BAC present the eligibility requirements as well as the technical and financial components of the contract to be bid, the evaluation procedure,evaluation criteria, Page 97 of 204| P a g e
PROCUREMENT One (1) hour DESIGNATED STAFF ➢ PROCUREME Minimum NT Required: DESIGNATED Seven (7) STAFF days
BAC MEMBERS ➢ TWG MEMBER ➢ BAC SECRETARIA T ➢ The procuring ➢
Minimum Required: One (1) day
Interested prospective bidders: Interested Prospective Bidders inquiries and clarification on the Pre-bid discussions and the Supplemental Bid Bulletin Issued
Client: Interested prospective bidders 9. Buying of Bidding Documents ➢ Inquiries for the project posted in the
and possible causes of failure of the bidding. 5.1.2 The BAC chairperson discuss the requirements in the ITB, the replies to the bidders’ queries about the requirements, specifications and other conditions of the project, the bid evaluation of all bidders and post-qualification evaluation of the lowest calculated bidder. 5.1.3 The BAC Secretariat prepare the minutes of the prebid conference not later than five (5) calendar days after the pre-bid conference, and its availability to prospective bidders not later than five (5) calendar days upon written request. (2016 IRR, Section 22.4) 5.1.4 The BAC Secretariat prepare and post the Supplemental/Bid Bulletin at Deped Division bulletin board, PhilGEPS and to three conspicuos places. It will be the prospective bidders’ responsibility to ask for, and secure, these bulletins. 5.1.5 The BAC Secretariat send copies of the Supplemental/Bid Bulletin to all prospective bidders who have properly secured or purchased the bidding documents 5.1.6 The BAC allows bidders who have submitted bids before a supplemental/bid bulletin is issued have to be informed in writing and allowed to modify or withdraw their respective bids. (2016 IRR, Section 22.5.3) 6.1 Manage the selling of bidding documents (RA9184 Appendix 8 5.0) 6.1.1 Attend to queries of the interested prospective bidders 6.1.2 Facilitate the request/intent of the interested prospective bidders 6.1.3 Receipt of the copy of the Official Receipt for the payment of the Bidding Documents 6.1.4 Provide the Bidding
unit/end-user or implementing unit;
Section 21.1 of the IRR of RA 9184 RA9184 Appendix 8 5.0
Page 98 of 204| P a g e
Minimum Required:: Twelve (12) Days
➢
ALL PROCUREME NT STAFF
PhilGEPS ➢ Letter of Intent for the Project ➢ Interested Prospective Bidders buy bidding documents ➢ Interested prospective bidders pay the amount stipulated in the bidding documents in the Cash Unit ➢ Interested Prospective Bidders present the Official Receipt and secure the Bidding documents Client EndUser: Receive letter of Invitation for the opening of bids Interested prospective bidders: 10. Prospectiv e Bidders to submit Complete Set of Bidding Documents for the project to be bid (2016 IRR of RA 9184 Section 25.1) End -User and Prospective Bidders attend the opening of bids thru virtual platform
Documents to the prospective bidders
interested
6.1.5 Prepare Letter of Invitation for the observers during Opening of Bids
7.1 Opening of bids With Bid Security 7.1.1 The BAC receive the bids on the date, time and place specified in the IB. 7.1.2 Upon receipt of the bid envelopes, the BAC Secretariat stamp the face of the outer envelope as “RECEIVED,” indicating thereon the date and time of receipt, and have the stamp countersigned by an authorized representative. 7.1.3 Unsealed bid envelopes shall be rejected. (2016 IRR, Section 25.9) 7.1.4 The BAC open the bids immediately after the deadline for the submission and receipt of bids. The time, date, and place of the opening of bids is be specified in the Bidding
(2016 IRR of RA 9184 Section 27.2)
Page 99 of 204| P a g e
BAC MEMBERS ➢ TWG MEMBER ➢ BAC SECRETARIA T ➢
Required: One (1) day
Documents. In case the bids cannot be opened as scheduled due to justifiable reasons, the BAC shall take custody of the bids submitted and reschedule the opening of bids on the next working day or at the soonest possible time through the issuance of a Notice of Postponement to be posted in the PhilGEPS website and the website of the Procuring Entity concerned. (2016 IRR, Section 29) 7.1.5. The BAC open the first bid envelopes in public to determine each bidder’s compliance with the documents required to be submitted for eligibility and for the technical requirements. The BAC shall check the submitted documents of each bidder against a checklist of required documents to ascertain if they are all present, using a nondiscretionary “pass/fail” criterion. The BAC Secretariat shall record the presence or absence of the required eligibility and technical requirements in a Checklist. 7.1.6 The BAC Secretariat shall prepare the Abstract of Bids as Read 7.1.7 BAC Secretariat shall prepare the minutes of the bid opening within three (3) calendar days after the bid opening date Interested prospective bidders: 11. Follow up the bid evaluation result for the lowest calculated bidder
8.1 Bid Evaluation RA9184 Article IX N/A 8.1.1 The BAC and the TWG conduct a detailed evaluation of all bids rated “passed,” using a non discretionary criteria, as stated in the IB and the ITB (2016 IRR, Section 32.2.1) 8.1.2 Establish the correct calculated prices of the bids, through a detailed evaluation of the financial component of the bids 8.1.3 Evaluate on an equal Page 100 of 204| P a g e
PROCUREME NT DESIGNATED STAFF ➢ BAC MEMBERS ➢ TWG MEMBERS ➢
Minimum Required:On e (1) day Maximum: Seven (7) days
The Lowest Calculated bidder: 12. Presentatio n of original documents presented in the bidding documents both Technical and Financial including the sample of the items offered
footing to ensure fair and competitive bid comparison (2016 IRR, Section 32.2.2) 8.1.4 Rank the total bid prices as calculated from the lowest to the highest. The bid with the lowest price shall be identified as the LCB. 8.1.5 The TWG prepare the Evaluation Report, containing the details of the evaluation Conducted within three (3) calendar days from the date the evaluation was concluded. 8.1.6 Prepare Abstract of Bids as Calculated 8.1.7 All members of the BAC sign the Abstract of Bids and attach thereto all the bids with their corresponding Bid Securities and the minutes or proceedings of the bidding. (2016 IRR, Section 32.5) 9.1 Post Qualification RA9184 Article X N/A 12.1.1 The BAC/TWG verifies, validates, and ascertains the genuineness, validity and accuracy of the legal, technical and financial documents submitted by the bidder with the LCB including the performance of the attached ongoing and completed contracts with other agencies 12.1.2 The BAC/TWG conducts a site inspection of the bidder’s place of business and/or plant/factory 12.1.3 The BAC/TWG tests samples for compliance with specifications and performance levels 11.1.4 The BAC/TWG inquires about the bidder’s performance in relation with other contracts/transactions as indicated in its eligibility statement (statement of ongoing, completed or awarded contracts) 12.1.4 The TWG prepares a Page 101 of 204| P a g e
BAC MEMBERS ➢ TWG MEMBER ➢ BAC SECRETARIA T ➢
Minimum Required:Tw o (2) days Maximum: Twelve (12) days
Post-qualification Report to be submitted to the BAC. 12.1.5 The BAC reviews the Post-qualification Report submitted by the TWG and determines whether the bidder with the LCB passes all the criteria for post qualification.If the LCB passes the postqualification, the BAC declares it as the LCRB 11.1.6 After the BAC has determined the LCRB, the Secretariat prepares the BAC Resolution declaring the LCRB and the corresponding Notice to the said bidder informing it of its post-qualification 11.1.7 If the bidder with the LCB fails to pass post qualification, the BAC shall immediately notify the said bidder in writing of its post-disqualification and the grounds for it. The postdisqualified bidder shall have three (3) calendar days from receipt of the said notification to request from the BAC, if it so wishes, a reconsideration of its decision. The BAC shall evaluate the request for reconsideration, if any, using the same non-discretionary criteria, and shall issue its final determination of the said request within seven (7) calendar days from receipt thereof. Similar to the cases of bidders deemed to be ineligible and whose bids are rated “failed,” the bidder with the LCB who fails to pass post-qualification may likewise file a protest with the payment of the corresponding fee in case the BAC denies its request for reconsideration. 11.1.8 Immediately after the BAC has notified the first bidder of its post-disqualification, and notwithstanding any pending request for reconsideration thereof, the BAC shall initiate Page 102 of 204| P a g e
The Lowest Calculated and Responsive bidder: 13. Follow up on the status of the post qualificatio result
and complete the same postqualification process on the bidder with the second LCB. If the second bidder passes the postqualification, and provided that the request for reconsideration of the first bidder has been denied, the BAC shall declare the second bidder as the bidder with the LCRB. (2016 IRR, Section 34.6) 11.1.9 If the second bidder, however, fails the postqualification, the procedure for post-qualification shall be repeated for the bidder with the next LCB, and so on until the LCRB, is determined for award. (2016 IRR, Section 34.7) 11.1.10 If no bidder passes post-qualification, the BAC shall declare failure of bidding. In such a case, the BAC shall issue a Resolution declaring a failure of bidding. The BAC then conducts a mandatory review and evaluation of the terms, conditions and specifications in the bidding documents, including cost estimates. Based on its findings, the BAC will revise the terms, conditions, and specifications, and if necessary, adjust the ABC, subject to the required approvals, and conduct a rebidding with re-advertisement and/or posting, as provided for under Section 21.2 of the 2016 IRR. 10.1 Signing of BAC Resolution by the BAC Members N/A 13.1 Approval of BAC Resolution by the HoPE 13.2 Inform the lowest calculated and responsive bidder of the status of the project post qualified
Page 103 of 204| P a g e
FIVE (5) BAC MEMBERS ➢ SEVEN (7) TWG MEMBERS ➢ HoPE ➢ PROCUREME NT DESIGNATED STAFF ➢
One (1) day
Client: Other Competing Bidders 14. Request Motion for Reconsideratio n
Client: Lowest Calculated and Responsive Bidder 15. Receive Notice to Award
Client: The Winning Bidder/Suppli er: 16. Comply the Performance Bond Enduser/Propone nt and The Winning Bidder/Suppli er: 17. Conform and Sign the Contract The Winning Bidder/Suppli er: 18. Acknowled ge the receipt
14.1 Receipt of the Motion for Reconsideration 14.2 BAC meeting to discuss the matter 14.3 Preparation of BAC Resolution 14.4 Signing of BAC Resolution 14.5 Approval of the BAC Resolution 14.6 Issuance of the BAC Resolution for the MR 15.1 Preparation of Notice to Award 12.1.1 The BAC Secretariat consolidates all the documents and/or records of the proceedings of the BAC with regard to the procurement at hand, and attaches the same to the BAC Resolution. 12.1.2 The BAC approves and signs the Resolution Recommending Award, and transmits the same to the HoPE. 12.1.4 The HoPE approves the resolution to award 12.1.5 Prepare Notice of Award 12.1.6 The HoPE approves and signs the Notice of Award 12.1.6 Issue Notice of Award to Lowest Calculated and Responsive Bidder 13.1 Check the authenticity and corresponding computation of the performance bond complied by the winning bidder/supplier
17.1 Preparation of the Contract 17.2 Signing of the contract (2016 IRR, Section 37.2.2)
PROCUREME NT DESIGNATED STAFF ➢ BAC MEMBERS ➢ TWG MEMBERS ➢
N/A
Minimum (7)days
PROCUREME NT DESIGNATED STAFF ➢ HoPE ➢
N/A
(2016 IRR, Sections 37.1 and 39.1)
Minimum Four (4) day Maximum Fifteen (15) days
Minimum: One (1) day Maximum: Ten (10) days
➢
ALL PROCUREME NT STAFF
PROCUREME NT DESIGNATED STAFF ➢ HoPE ➢
N/A
17.3 Certification of Availability of Allotment 17.4 Certification of Availability of Funds 18.1 Issuance of Notice to N/A Proceed to the winning bidder/supplier 18.1.1 Indicate the date issued and check the date Page 104 of 204| P a g e
One (1) day
BUDGET OFFICE ➢ ACCOUNTIN G OFFICE ➢
One (1) day
Thirty (30) minutes
➢
ALL PROCUREME NT STAFF
of the Notice to Proceed
acknowledged by the bidder as the basis for the counting of number of days for the bidder to commence and deliver within the prescribed period stipulated in the bidding documents and in the contract 18.2 PhilGEPS Posting of the documents of the completed project
One (1) hour per ➢ PROCUREME transaction/ NT project DESIGNATED STAFF Thirty (30) ➢ BUDGET minutes OFFICE Thirty (30) ➢ Division chief minutes of the proponent
18.3 For Obligation Request The Winning 16.1 Preparation of all Bidder/Suppli documents with completed er: procurement process 16.1.1.Transmittal 19. Execution 16.1.2 Routing Slip of the Contract 16.1.3.Approved Obligation N/A and Request and Status commence on 16.1.4 Notice to Proceed the dellivery of 16.1.5 Contract the project 16.1.6 Notice of Award 16.1.7 BAC Resolution End16.1.8 Post Qualification Report user/Propone 16.1.9 Abstract of Bid as nt : Calculated Follow up the 16.1.10 Bid Evaluation Report for the delivery 16.1.11 Abstract of Bid as Read schedule and 16.1.12 Letter of Invitations for availability of the Observers during Pre-bid the and Opening of bids supplies/items 16.1.13 Supplemental Bid requested Bulletin 16.1.14 Invitation to Bid 16.1.15 Letter of Intent of Interested Prospective Bidder 16.2.16 Purchase Request 16.1.17 Project/Activity Design 16.1.18 Supplemental PPMP 16.1.19 Distribution list,if applicable 16.2 Sort/Segragate documents 16.3 Secure duplicate copy of documents for office file (scan all signed documents for electronic copy and photocopy for office hard copy file) 16.4 Forward to Supply Unit for deliveries and process of payment None TOTAL
➢ One (1) hour per transaction/ project
ALL PROCUREME NT STAFF
Minimum: 38 days, 6 hours and 50minutes Maximum: 71 days, 6 hours and 50minutes
Page 105 of 204| P a g e
54. PROCUREMENT PROCESS FOR SMALL VALUE Purpose: For the conduct of all Purchase Request with Approved Budget for the contract amounting to Php 999,999.99 and BELOW Legal basis: RA9184 Office: OSDS-PROCUREMENT UNIT Classification: HIGHLY TECHNICAL Type of Transaction: Government to Government, Government to Business Who may avail: End-User/Proponent, Bidders CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Approved Purchase Request 2. Approved Project/Activity/Training Design 3. Approved Supplemental PPMP
End-user/Proponent
4. Approved APP 5. Distribution list,if applicable CLIENT STEPS Enduser/Proponent : 1. Submit Purchase Request with attached required documents
Enduser/Proponent :
AGENCY ACTION
FEES TO BE PAID
1.1 Receipt of Purchase Requests 1.2 Checks completeness of the documents; N/A ◼ Standard Requirements: ✓ Purchase Request with Technical Specifications ✓ Project/Activity/Training Design ✓ Supplemental PPMP ✓ APP ◼ Additional Requirements: ❖ For Meals: ✓ List of Participants ✓ Specifications of Meals and Venue ❖ For Van Rentals: ✓ List of Passengers ✓ Schedule with Route ❖ For Lay-out Printing (Plaques,Tarpaulin) ✓ Soft copy ❖ For T-shirt Printing: ✓ Sizes ✓ Design ✓ Material and Printing category ✓ Distribution list 1.2.1 If the documents are incomplete, return to end-user 1.2.2 If complete, numbering of Purchase Requests and identify the procurement modality 2.1 Preparation of Request for Quotation N/A 2.2 Philgeps posting for 50K and Page 106 of 204| P a g e
PROCESSIN G TIME
PERSON INCHARGE
Ten(10) Minutes per request
ALL PROCUR EMENT STAFF
Thirty minutes (30) per request
PROCUREM ENT DESIGNATE
➢
2. Follow up and Answer queries of clarifications
above; for 50K below and not common use requests, proceed to next step, 2.4 canvassing 2.3 For common use supplies: 2.3.1 Preparation of Agency Procurement Request 2.3.2 Signing of Procurement Request
Agency
2.3.3 Request to DBM the Price and Stocks Availability And/or Certification of NonAvailability of Stocks (CNAS) 2.3.4 Prepare documents for the items that are available at DBMProcurement Service for procurement 2.3.4.1 Obligation Request 2.3.4.2 Disbursement Voucher 2.3.4.3 Price Quotation and Certification of Stocks Availability For items not available to DBMProcurement Service proceed to next step 2.4 canvassing
D STAFF
Twenty (20)minutes
PROCUREM ENT STAFF
Ten (10) minutes Ten (10) minutes
ACCOUNTA NT SDS
Thirty (30) minutes
PROCUREM ENT DESIGNATE D STAFF
Thirty (30) minutes
PROCUREM ENT DESIGNATE D STAFF
Minimum: Seven (7) days Maximum: Twelve (12) day
PROCUREM ENT DESIGNATE D STAFF
2.4 Canvassing 2.3.1. Facilitate concerns/queries from prospective bidders Supplier: 3. Receive the Purchase Order
3.1 Preparation and Verification of documents N/A 3.1.1Open the bid and check the accomplished quotation forms, the validity of the document, reliability of the canvass specimen signature and the technical specifications of the items/supplies of the request 3.1.2 Declare lowest calculated and responsive bidder 3.1.3 Prepare abstract of bid as read and calculated 3.1.4 The BAC signs and approves the opening/abstract of bid 3.1.5 Prepare BAC Resolution to Award to the lowest and responsive bidder 3.1.6 The BAC signs and approves the BAC Resolution recommending to award the lowest calculated and responsive bidder 3.1.7 The HoPE approves the BAC Resolution Page 107 of 204| P a g e
Twenty (20)minutes
Ten (10) minutes Twenty (20)minutes One (1) day Twenty (20)minutes One (1) day Ten (10) minutes Twenty (20)minutes Thirty (30)
PROCUREM ENT DESIGNATE D STAFF Five (5) BAC Members PROCUREM ENT DESIGNATE D STAFF FIVE (5) BAC MEMBERS BUDGET ACCOUNTA NT
Enduser/Proponent : 4. Follow up and wait for the status of the delivery
3.1.8 Prepare Purchase Order 3.1.9 The Budget Officer allots budget for the contract to be awarded and signs the Obligation Request 3.1.10 The Accountant certitfies the funds availability, signs the Purchase Order 3.1.11 The HoPE approves the Purchase Order 3.1.11 The Purchase Order serve to the supplier 3.1.12 Forward copy of Purchase Order to COA 5.1 Preparation of all documents with completed procurement N/A process Abtracts of Bids BAC Resolution to Award Purchase Order Obligation Request Letter to COA Purchase Request Project/Activity/Training Design ✓ Supplemental PPMP ✓ ✓ ✓ ✓ ✓ ✓ ✓
minutes Thirty (30) minutes
HoPE PROCUREM ENT DESIGNATE D STAFF
Ten (10) minutes One (1) day Ten (10) minutes
➢ Thirty (30) minutes per project/comp leted transaction
PROCU REMENT DESIGN ATED STAFF
5.2 Sort/Segragate documents 5.3 Secure duplicate copy of documents for office file (scan all signed documents for electronic copy and photocopy for office hard copyfile) 5.4 Forward to Supply Unit for deliveries and process of payment Minimum: 10 days , 5 hours and 50 minutes TOTAL Maximum: 15 days, 5 hours and 50 minutes
Page 108 of 204| P a g e
55. PAYMENT OF BILLS This service is available to the agency’s utilities provider such as electricity, internet connectivity, telephone and other services. Office:
ADMIN- GENERAL SERVICES UNIT
Classification:
Simple
Type of Transaction:
Government to Business
Who may avail:
Utility Provider
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. statement of accounts CLIENT STEPS 1. Forward / Submit Statement of Accounts
client
AGENCY ACTION
FEES TO PROCESSING TIME BE PAID
PERSON RESPONSIBLE
1.1 Receive statement of accounts
3mins
Record personnel Available on site
1.2 Forward Request to General Services Personnel
3 mins
Record personnel Available on site
1.3 Prepare Vouchers, OBR
30 mins
None
1.4 Submit prepared Vouchers and OBR to Records Unit Next Steps follow the processes for payment of claims TOTAL:
3 mins
None
39 Minutes
Page 109 of 204| P a g e
Kenneth Jay B. Cavan
Record personnel Available on site
56. ACCEPTANCE OF VARIOUS SUPPLIES, MATERIALS AND EQUIPMENT (DIVISION PROPER) This service is the receiving and acceptance of various supplies, materials and equipment that are needed in the Division Office. Office or Division: ADMIN - PROPERTY AND SUPPLY UNIT Classification: Complex Type of Transaction: Government to Business (G2B) Who may avail: Suppliers CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Purchase Order (P.O.) Procurement Unit 2. Delivery Receipts/Charge Invoice Supplier CLIENT STEPS 1. Deliver the various supplies, materials and equipment to the Supply Office together with the delivery receipts and sales/charge invoice
AGENCY ACTION 1.1 Inform and request the Division Inspectorate Team and COA Office for the incoming deliveries of various supplies, materials and equipment 1.2 The Division Inspectorate Team and the COA personnel will conduct an inspection to the items being deliver as to the specifications and quantities stipulated in the Purchase Order 1.3 Property and Supply personnel and the Supply Officer will check the quantity of the items received through comparing the DR delivered supplies, materials and equipment to the Purchase Order 1.4 Receive various deliveries for supplies, materials and equipment by signing the delivery receipt and sales/charge invoice 1.5 Preparation of Inspection and Acceptance Report 1.6 Signing of Inspection and Acceptance Report TOTAL:
FEES TO BE PAID
PROCES SING TIME
PERSON RESPONSIBLE
None
1 minute
Property and Supply personnel
None
1 hour
Division Inspectorate Team and COA personnel
None
30 mins
Division Supply Officer and Property and Supply personnel
None
1 minute
Division Supply Officer
None
5 minutes
None
None
Page 110 of 204| P a g e
Property and Supply personnel Division Inspectorate 30 Team/Endminutes User/Division Supply Officer 2 hours and 7 mins
57. ISSUANCE OF CERTIFICATE OF FINAL ACCEPTANCE TO SUPPLIERS Issuance of Certificate of Final Acceptance is a requirement by the Central Office to ensure that the deliveries made are of quality and complete. This CFA will be included as attachment to the final billing of the suppliers. Office or Division: ADMIN - PROPERTY AND SUPPLY UNIT Classification: Type of Transaction: Who may avail:
Simple Government to Citizen (G2C) Suppliers with complete deliveries as to specifications and quantities. CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Suppliers who will be requesting for a Certificate of Final Acceptance must prepare the following documentary requirements:
DepEd Central Office
2. Delivery Receipt 3. Inspection and Acceptance Report CLIENT STEPS
1. Submit all the requirements to Supply Office
2. Wait for the Certificate of Final Acceptance
3. Receive the Certificate of Final Acceptance
FEES TO BE PAID
PROCE SSING TIME
PERSON RESPONS IBLE
1.1Evaluate the authenticity of the documents submitted
None
10 minutes
Supply Staff
2.1 Preparation and signing of Certificate of Final Acceptance
None
2 minutes
Supply Officer
2.2 Forward the Certificate of Final Acceptance to SDS Office for approval
None
2 minutes
Supply Staff
3.1 Releasing of Certificate of Final Acceptance
None
1 minute
Supply Staff
AGENCY ACTION
TOTAL:
None
Page 111 of 204| P a g e
15 minutes
58. PROCESSING OF PAYMENT FOR PROCUREMENT (PUBLIC BIDDING) This is the processing of payment for the completed contracts. Office or Division:
ADMIN - PROPERTY AND SUPPLY UNIT
Classification:
Complex
Type of Transaction:
Government to Government (G2G)
Who may avail:
All employees and Suppliers
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Routing Slips
Procurement Unit
2. ORS
Procurement Unit
2. Purchase Request
Procurement Unit
3. Activity/Project Designs
Procurement Unit
4. Distribution Lists/List of participants (if applicable)
Procurement Unit
5. Philgeps Posting 6. Supplemental Bid Bulletins (if there is any) 7. Letter of Intent (Winning Bidder)
Procurement Unit Procurement Unit Procurement Unit Procurement Unit
8. Minutes of the Opening of Bids
Procurement Unit
9. Abstract of Bids as Read
Procurement Unit
10. Abstract of Bids as Calculated
Procurement Unit
11. BAC Resolutions
Procurement Unit
12. Notice of Awards
Procurement Unit
13. Performance Security
Procurement Unit
14. Contracts
Procurement Unit
15. Notice to Proceed 16. Pictures of the supplies, materials and equipment delivered
Procurement Unit Procurement Unit
17. Delivery Receipts/Charge or Sales Invoice
Property and Supply Unit
18. Inspection and Acceptance Report
Property and Supply Unit
19. Vouchers
Property and Supply Unit
Page 112 of 204| P a g e
CLIENT STEPS 1. Forwarded from Procurement Unit
AGENCY ACTION 1.1 Receive documents from Procurement Unit
FEES TO BE PAID
PROCESSIN G TIME
PERSON RESPONSIBLE
None
1 minute
Division Supply Officer/Property and Supply personnel
None
5 minutes
Division Supply Officer
None
2 minutes
Division Supply Officer
1.2 Review of documents and requirements a. If Complete proceed to step 1.3 b. If not complete, return the documents to Procurement Unit 1.3 Preparation of Disbursement Vouchers 1.4 Forwards DV to concern Division Chief for signature
None
3 minutes
Property and Supply personnel/ Division Chiefs
1.5 Final Review of DV and supporting documents
None
5 minutes
Division Supply Officer
1.6 Forward documents to Accounting Office for preaudit TOTAL:
None
None
Page 113 of 204| P a g e
2 minutes
18 Minutes
Property and Supply personnel
59. PROCESSING OF PAYMENT FOR PROCUREMENT (SMALL VALUE PROCUREMENT) This is the processing of payment for the completed contracts. Office or Division: ADMIN - PROPERTY AND SUPPLY UNIT Classification: Complex Type of Government to Government (G2G) Transaction: Who may avail: All employees and Suppliers CHECKLIST OF REQUIREMENTS 1. Routing Slips 2. ORS 2. Purchase Request 3. Activity/Project Designs 4. Distribution Lists/List of participants (if applicable) 5. Abstract of Bids as Read 6. BAC Resolutions 7. Purchase Order 8. Pictures of the supplies, materials and equipment delivered 9. Delivery Receipts/Charge or Sales Invoice 10. Inspection and Acceptance Report 11. Vouchers CLIENT STEPS
AGENCY ACTION
1.1 Receive documents from Procurement Unit 1.2 Review of documents and requirements a. If Complete proceed to step 1.3 b. If not complete, return the documents to Procurement 1. Forwarded Unit from 1.3 Preparation of Disbursement Procuremen Vouchers t Unit 1.4 Forwards DV to concern Division Chief for signature
WHERE TO SECURE
Procurement Unit Procurement Unit Procurement Unit Procurement Unit Procurement Unit Procurement Unit Procurement Unit Procurement Unit Procurement Unit Property and Supply Unit Property and Supply Unit Property and Supply Unit Property and Supply Unit PROCES FEES TO PERSON SING BE PAID RESPONSIBLE TIME Division Supply Officer/Property None 1 minute and Supply personnel
None
5 minutes
Division Supply Officer
None
2 minutes
Division Supply Officer
3 minutes
Property and Supply personnel/ Division Chiefs
None
1.5 Final Review of DV and supporting documents
None
5 minutes
Division Supply Officer
1.6 Forward documents to Accounting Office for pre-audit
None
2 minutes
Property and Supply personnel
TOTAL:
None
Page 114 of 204| P a g e
18 Minutes
60. REQUEST FOR CERTIFICATIONS This is for requests for Certificates of Employment, First Day of Service for Non-Teaching Personnel assigned in the Division Office, Oneness, Last day of Service and No pending case. Office or Administrative Services Section Division: Classification:
Simple
Type of Transaction:
Government to Citizen (G2C)
Who may avail:
All
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Requisition slip from the Records Unit and
Requisition slip - Records Unit
a. latest payslip for request for certificate of employment b. signed division clearance for no pending case and last day of service c. HDMF Subsidiary ledger showing different names of member
Latest Payslip – Cash Unit/school AO II or ADAS
CLIENT STEPS 1. Secure Requisition slip from the Records Unit and fill up completely and submit to the receiving clerk
AGENCY ACTION 1. Receive the requisition slip and other requirements and check its completeness 2. Prepare the document requested and submit to Administrative Officer V for signature. 3. Administrative Officer sign the document and return to the releasing clerk. 4. Releasing clerk log the document and release to the requisitioner.
Division Clearance – Records Unit and should have been completely signed by all signatories FEES TO BE PAID
None
PROCE SSING TIME
PERSON RESPONSIBLE
5 mins.
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
10 mins.
Hapiya L. Madsid Kenneth Jay B. Cavan Ariestela F. Suralta
5 mins.
Irma May G. Dinasas
5 mins.
Hapiya L. Madsid/ Ariestela Suralta/ Jonamel Fernandez
2. Requisitioner return to the Records unit to have the document sealed. TOTAL
25 Minutes
Page 115 of 204| P a g e
61. CERTIFICATION, AUTHENTICATION, VERIFICATION (CAV) Office:
Assistant Schools Division Superintendent
Classification:
Simple
Type of Transaction:
Government to Citizen
Who may avail:
Clients who will secure CAV
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. SIGNED FORM 137
School
2. CERTIFICATION (Verified by the School Head)
School
3. DOCUMENTARY STAMPS (2 PCS)
Municipal Treasurer's Office/ BIR
CLIENT STEPS 1. Submit required CAV documents to ASDS Office
AGENCY ACTION
FEES PROCESSING TO BE TIME PAID
1.1 Verification of School Head's signature and checking of details in the Certification
None
3 mins
1.2 Attach documentary stamps to the Certificate and Form 137
None
3 mins
1.3 Sign CAV
None
3 mins
1.4 Forward signed CAV to Records Office for dry sealing
None
2 mins
1.5 Dry Sealing of the CAV
None
3 mins
1.6 Release document to Client
None
1 min
TOTAL:
None 15 Minutes
Page 116 of 204| P a g e
PERSON RESPONSIBLE
ASDS Office Staff
ASDS Office Staff
ASDS Office ASDS Office Staff
Records Office Staff ASDS Office Staff
62.PROCESSING OF COMPLAINT AGAINST TEACHER FILED THROUH THE DIVISION OFFICE. To evaluate, indorse, investigate , or prepare fact-finding investigation report or formal investigation report. Office or LEGAL UNIT Division: Classification: Simple / Complex / Highly Technical, depending on the issues obtaining. Type of Government to Government (G2G) , Government to Business (G2B) Transaction: or Government to Citizen (G2C) Who may avail: Any person. CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Full name and address of the complaint. 2. Full name and address of the person complained of, as well as his position and office in the Department of Education. 3. A narration of the relevant and material facts which shows the acts or omissions allegedly committed by the person. 4. Certified true copies of documentary evidence and Affidavits of his witnesses, if any 5. Verification and Certification of Non – Forum Shopping 6. Complaint shall be under oath CLIENT STEPS 1. Submission of Complaint
The complainant/client shall produce by himself with the assistance of his counsel.
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1.1 Receipt and recording and entry in the logbook of the name, contact number, address of the client and nature of the complaint.
None
5 minutes to 10 minutes.
Legal Unit staff
1.2 Evaluation of the complaint
None
3 hours
Legal Officer
1.3 Indorsement of the complaint to the Region
None
1 day
Legal Unit staff
1.4 Receipt of 1st or 2nd Indorsement emanating from the Region, from the SDS Office.
None
5 minutes
1.5 Preparation of and sending of Order to File Answer under oath.
None
1 day
Page 117 of 204| P a g e
Legal Unit staff
Legal Officer and staff
1.6 Preparation and submission of Fact-Finding Investigation Report
None
5 days
Legal Officer
1.7 Receipt of Formal Charge and Constitution of Formal Investigation Committee
None
5 minutes to 10 minutes.
Legal Unit staff
1.8 Informing and/or furnishing copy of the Order from the Regional Director to the members of Investigation Committee so designated
None
1 day
Legal Unit staff
1.9 Issuance and sending of Pre-Hearing Order
None
1 day
Legal Unit staff
None
4 hours
Formal Investigation Committee Formal Investigation Committee
2. Appearance in the hearing with or without counsel.
2.1 Conduct of Pre-Hearing
3.Appearance or Submission of Position Paper.
3.1 Hearings or Receipt of Position Paper
None
Within 30 days
3.2 Preparation and submission of Formal Investigation Report
None
Within 15 days
TOTAL:
None
Page 118 of 204| P a g e
Formal Investigation Committee
58 days, 7 hours and 20 minutes
63.PROCESSING OF COMPLAINT AGAINST TEACHER FILED DIRECTLY WITH THE REGION. To evaluate, investigate or prepare fact-finding investigation report or formal investigation report. Office or LEGAL UNIT Division: Classification: Simple / Complex / Highly Technical, depending on the issues obtaining. Type of Government to Government (G2G) , Government to Business (G2B) Transaction: or Government to Citizen (G2C) Who may avail: Any person. CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Full name and address of the complaint. 2. Full name and address of the person complained of, as well as his position and office in the Department of Education. 3. A narration of the relevant and material facts which shows the acts or omissions allegedly committed by the person. 4. Certified true copies of documentary evidence and Affidavits of his witnesses, if any 5. Verification and Certification of Non – Forum Shopping 6. Complaint shall be under oath CLIENT STEPS 1. Submission of Complaint
The complainant/client shall produce by himself with the assistance of his counsel.
AGENCY ACTION
FEES TO BE PAID
PROCE SSING TIME
1.1 Receipt of 1st or 2nd Indorsement emanating from the Region, from the SDS Office.
None
5 minutes
Legal Unit staff
1.2 Preparation of and sending of Order to File Answer under oath.
None
1 day
Legal Officer and staff
1.3 Preparation and submission of Fact-Finding Investigation Report
None
5 days
Legal Officer
None
5 minutes to 10 minutes.
Legal Unit staff
1.5 Informing and/or furnishing copy of the Order from the Regional Director to the members of Investigation Committee so designated
None
1 day
Legal Unit staff
1.6 Issuance and sending of PreHearing Order
None
1 day
Legal Unit staff
1.4 Receipt of Formal Charge and Constitution of Formal Investgation Comittee
Page 119 of 204| P a g e
PERSON RESPONSIBLE
2.Appearance in the hearing with or without counsel
2.1 Conduct of Pre-Hearing
3. Appearance 3.1 Hearings or Receipt of Position or Paper Submission of Position Paper 3.2 Preparation and submission of Formal Investigation Report
TOTAL
None
4 hours
Formal Investigation Committee
None
Within 30 days
Formal Investigation Committee
None
Within 15 days
Formal Investigation Committee
None
Page 120 of 204| P a g e
57 days, 4 hrs and 10 minutes
64. PROCESSING OF COMPLAINT AGAINST NON-TEACHING PERSONNEL FILED THROUH THE DIVISION OFFICE To evaluate, investigate or prepare fact-finding investigation report or formal investigation report. Office or Division: Classificatio n: Type of Transaction:
LEGAL UNIT Simple / Complex / Highly Technical, depending on the issues obtaining. Government to Government (G2G) , Government to Business (G2B) or Government to Citizen (G2C)
Who may Any person. avail: CHECKLIST OF REQUIREMENTS 1. Full name and address of the complaint. 2. Full name and address of the person complained of, as well as his position and office in the Department of Education. 3. A narration of the relevant and material facts which shows the acts or omissions allegedly committed by the person. 4. Certified true copies of documentary evidence and Affidavits of his witnesses, if any 5. Verification and Certification of Non – Forum Shopping 6. Complaint shall be under oath CLIENT STEPS
1. Submission of Complaint
AGENCY ACTION
WHERE TO SECURE The complainant/client shall produce by himself with the assistance of his counsel.
FEES TO BE PAID
1.1 Receipt and recording and entry in the logbook of the name, contact number, address of the client and nature of the complaint.
None
1.2 Evaluation of the complaint
None
1.3 Issuance of memorandum to Conduct Investigation
PROCESSING TIME
5 minutes to 10 minutes.
3 hours
PERSON RESPONSIBLE
Legal Unit staff
Legal Officer
1 day
Schools Division Superintendent
1.4 Preparation of and sending of Order to File Answer under oath.
None
1 day
Legal Officer and staff
1.5 Preparation and submission of Fact-Finding Investigation Report
None
5 days
Legal Officer
Page 121 of 204| P a g e
1.6 Issuance and sending of Formal Charge and Constitution of Formal Investigation Committee
None
1 day
Schools Division Superintendent
1.7 Informing and/or furnishing copy of a memorandum constituting Formal Investigation Committee
None
1 day
Legal Unit staff
1.8 Issuance and sending of PreHearing Order
None
1 day
Legal Unit staff
None
4 hours
3.1 Hearings or Receipt of Position Paper
None
Within 30 days
Formal Investigation Committee
3.2 Preparation and submission of Formal Investigation Report
None
Within 15 days
Formal Investigation Committee
2. Appearan ce in the hearing 2.1 Conduct of Pre-Hearing with or without counsel. 3. Appearan ce or Submissi on of Position Paper.
TOTAL:
None
Page 122 of 204| P a g e
Formal Investigation Committee
55 days, 7 hours and 10 minutes
65. PROCESSING OF COMPLAINT AGAINST NON-TEACHING PERSONNEL FILED THROUH THE REGIONAL OFFICE. To evaluate, investigate or prepare fact-finding investigation report or formal investigation report. Office or Division: Classification:
LEGAL UNIT
Type of Transaction:
Simple / Complex / Highly Technical, depending on the issues obtaining. Government to Government (G2G) , Government to Business (G2B) or Government to Citizen (G2C)
Who may avail:
Any person.
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Full name and address of the complaint. 2. Full name and address of the person complained of, as well as his position and office in the Department of Education. 3. A narration of the relevant and material facts which shows the acts or omissions allegedly committed by the person. 4. Certified true copies of documentary evidence and Affidavits of his witnesses, if any 5. Verification and Certification of Non – Forum Shopping 6. Complaint shall be under oath
The complainant/client shall produce by himself with the assistance of his counsel.
CLIENT STEPS 1. Submission of Complaint
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
1.1 Receipt of 1st or 2nd Indorsement emanating from the Region, from the SDS Office.
None
5 minutes
1.2Issuance of memorandum to conduct investigation
None
1 day
Schools Division Superintendent
None
1 day
Legal Officer and staff
None
5 days
Legal Officer
None
5 minutes to 10 minutes.
1.3 Preparation of and sending of Order to File Answer under oath. 1.4 Preparation and submission of Fact-Finding Investigation Report 1.5 Receipt of Formal Charge and Constitution of Formal Investigation Committee
Page 123 of 204| P a g e
PERSON RESPONSIBLE
Legal Unit staff
Legal Unit staff
1.6 Informing and/or furnishing copy of the Order from the Regional Director to the members of Investigation Committee so designated
None
1 day
Legal Unit staff
1.7 Issuance and sending of Pre-Hearing Order
None
1 day
Legal Unit staff
None
4 hours
2. Appearance in the hearing with 2.1 Conduct of Pre-Hearing or without counsel 3. Appearance or Submission of Position Paper
Formal Investigation Committee
3.1 Hearings or Receipt of Position Paper
None
Within 30 days
Formal Investigation Committee
3.2 Preparation and submission of Formal Investigation Report
None
Within 15 days
Formal Investigation Committee
TOTAL:
None
54 days, 4 hrs and 15 minutes
Page 124 of 204| P a g e
OFFICE OF THE CURRICULUM IMPLEMENTATION DIVISION (CID)
INTERNAL SERVICES
Page 125 of 204| P a g e
66. EVALUATION, VALIDATION AND APPROVAL OF SCHOOL-BASED ACTIVTY OR PROGRAMS RELATING TO CURRICULUM AND ISNTRUCTION Aside from the mandated programs in curriculum and instruction from the central office, this Division through the CID have also established different activities and programs to ensure quality education delivery to all learners in relation to literacy, numeracy and other innovative program implementation for development in which schools may opt to innovate and implement according to their context and culture. Thus, this office provide a mechanism to ensure appropriate and evaluation for sustainability of the different schoolbased programs, projects and activities. Office Classification Type of Transaction Who may Avail Schedule of Availability of Service Checklist of Requirement Client 1. Submit any Checklist Requirement needed for approval
2. Received Notifications if approved or there is need for changes or revision based on validation and evaluation Total
OFFICE OF THE CID CHIEF Simple Government to Citizens District Heads, School Heads, District or School-Based Subject or Program Coordinators Year round/ continuing Learning and Development /Project Design Action Plan (annual) Certificates Fees to Process Persons InAgency Action be paid Time Charge Received and Log the Submitted any of the Five (5) CID Chief None Checklist Requirement minutes Personnel needed for approval Evaluate and Validate Fortysubmitted documents for eight Concerned CID None approval by the CID (48) Program Holder Program Holder hours Twenty Review for approval by the None (20) CID Chief CID Chief minutes If approved, Forward to Twenty ASDS and SDS Office for None (20) CID Personnel Information and Approval minutes
Notify the client based on evaluation and validation
None
Ten (10) CID Personnel minutes
None
1 HOUR & 23 MINUTES
Page 126 of 204| P a g e
67.SUBMISSION OF DEPED ALTERNATIVE LEARNING FORMS FOR EVALUATION AND VALIDATION Alternative Learning System or ALS is one of the programs of the Department of Education under the Curriculum and Implementation Division which caters adult education in support to the Education for All Program. Part of the evaluation of ALS Program implementation is the evaluation and submission of Deped ALS Forms of Learners facilitated by the ALS focal Persons per District. CURRICULUM IMPLEMENTATION DIVISION – ALTERNATIVE Office LEARNING SYSTEM Classification Simple Type of Transaction Government to Citizens Who may Avail ALS Teachers and ALS Learners Schedule of Availability Year round/ continuing of Service DepEd ALS Form 1 Masterlist of Mapping Checklist of DepEd ALS Form 2 ALS Enrolment Form Requirement DepEd ALS Form 4 ALS Masterlist of ALS A and E Test Takers Fees Process Persons InClient Agency Action to be Time Charge paid 1. Conduct informationdissemination and provide 1. Submit DepEd ALS Two (2) advocacy materials to ALS None EPS, EPSA Form 1 hours Teachers and Barangay Officials 2. Provide Username and default password and Thirty ALS LIS 2. Submit DepEd ALS assigned barangays for ALS None (30) Admin/EPS Form 2 LIS encoding of ALS minutes A Learners 3. Secure schedule of 3. Conduct Classroom learning sessions (BLP, Observation during ALS Four (4) None EPS/EPSA ALS A and E and Skills Learning session in hours Training) community learning centers 4. Conduct culminating 4. Attend culminating activity Four (4) DALSC/EPS activity (BLP, ALS A and None (BLP, ALS A and E and hours /EPSA E and Skills Training) Skills Training) 5. Conduct orientation for 5. Submit DepEd ALS ALS A and E Test /ALS Four (4) None EPS/EPSA Form 4 Presentation Portfolio hours Assessment 6. Conduct Inter -District 6. Submit ALS Learners Validation of ALS One (1) None EPSA Portfolio Presentation Portfolio hour Assessment 7. Provide Presentation 7. Submit Masterlist for Thirty Portfolio Assessment ALS Presentation None (30) EPS/EPSA Certification Number and Portfolio Assessment minutes Certificate of Completion Total None 1 Day and 8 Hours
Page 127 of 204| P a g e
68. CREATION OF SPECIAL EDUCATION (SPED) PROGRAMS IN SCHOOLS Special Education or SPED is one of the programs in curriculum which caters learners with special needs. All schools are encouraged to offer such program as part of the advocacy in inclusive education. Thus, to create or offer Special Education Programs, the following guidelines must be prepared. Office
CURRICULUM IMPLEMENTATION DIVISION – INSTRUCTIONAL MANAGEMENT SECTION – SPED Simple Government to citizens Schools with Learners with Special Needs January to May
Classification Type of Transaction Who may Avail Schedule of Availability of Service Checklist of Requirement Where to Secure Where to Secure Feasibility Study Number of Enrolment per disability/difficulty School Head and/or designated Physical Facilities: staff Classroom Laboratories Library School Property Custodian Resource Rooms Comfort Rooms List of Learning Materials/Equipment Play Area Staff Requirements ( Training of Teachers and School Head) Fees Process Persons InClient Agency Action to be Time Charge paid 1. Submit documents for 1.1. Receive and record Ten (10) Div. Records None assessment documents minutes Section 1.2. Conduct One (1) Evaluation of EPS-SPED None hour Curriculum Offering 1.3. Conduct ocular inspection for physical facilities.
5. Submit the documents to the Regional Office
SGODPhysical Facilities In charge CID- EPS
None
One (1) hour
1.4.Prepare endorsement report for SDS signature
None
Thirty (30) minutes
QAD Division
None
Region SPED in charge
None
2 Hours and 10 minutes
Total
Page 128 of 204| P a g e
69.ENROLMENT TO SPECIAL EDUCATION (SPED) PROGRAM Special Education or SPED is one of the programs in curriculum which caters learners with special needs. All schools are encouraged to offer such program as part of the advocacy in inclusive education. To enroll learners with special needs in this prpgram, the following guidelines must be prepared. Office SCHOOLS WITH SPECIAL EDUCATION (SPED) Classification Simple Type of Transaction Government to citizens Who may Avail Learners with Special Needs Schedule of Availability of School year round Service Checklist of Requirement Where to Secure Where to Secure Birth Certificate Parents and SPED Teacher Informal assessment: Recommendations from parents, Regular Teachers, SPED Teachers, Day Care Teachers Formal Assessment: Referral from Allied Health Professionals (Psychologist, Medical Health Services for dietitians, physiotherapist, pediatrist, speech Children with Special Needs pathologist) Medical History (if any) Kinder Teacher ECCD Checklist result Designated Staff MFAT result Fees to Proces Persons InClient Agency Action be paid s Time Charge Twenty 1. Submit requirements for Receive and assess (20) School SPED None assessment documents submitted minute Coordinator s Conduct interviews 2. Undergo interview with and assess the child’s One (1) authorized parent/guardian and the None present performance hour employee learner level Ten Recommend needed 3. Proceed to formal screening (10) allied health None School Head if profound minute professionals s Accompany the learner to Ten (10 4. Proceed to resource room resource room for None minute SPED Teacher for mild difficulties/disability proper s placement School 5. Attend classes Conduct classes None Year SPED teacher Round 1 Hour and 20 Total None minutes
Page 129 of 204| P a g e
63.CREATION OF SPECIAL PROGRAM IN JOURNALISM (SPJ) The SPJ is an avenue for enhancing the journalistic competence of students is the purposeful development of these writing skills in the curriculum, specifically in the communication arts subjects where writing is taught as a basic skill. The Department of Education (DepEd) shall implement the Special Program in Journalism (SPJ) in regular high schools, which have the capacity to implement and sustain the program in terms of trained teachers, facilities and equipment. This citizen charter for SPJ will serve as guide by the school administrators who intent to implement the journalism program in their respective schools. The requirements and processes were defined in order to facilitate smoothly the processing of the permit and other necessary documents before implementing the program. Office CURRICULUM IMPLEMENTATION DIVISION – INSTRUCTIONAL MANAGEMENT SECTION - SPJ Classification Simple Type of Transaction Government to citizens Who may Avail Campus Journalists Schedule of Availability of January to December Service Checklist of Requirement Where to Secure Feasibility Study Number of Enrolment of Campus Journalists Physical Facilities: Classroom Office Laboratories/laptops Library, Resource Rooms, Comfort Rooms List of Learning Materials/Equipment Staff Requirements (Training of Teachers and School Head) Client
Agency Action
School Head and/or Designated Staff School Property Custodian
Fees to be paid
Process Time
Persons InCharge
One (1) week
JHS and Elementa ry Teachers
1. Conduct feasibility study and informationdissemination and advocacy efforts in the different school and barangays and identify prospective learners
Provide Technical Assistance
2. Submit documents for assessment
Receive and record documents
None
Ten (10) minutes
3. Coordinate with the LGU
MOA and MOU signing
None
Two (2) days
4. Hand carry the documents for evaluation.
CID- EPS Office Evaluate the documents pertaining to curriculum. Give technical assistance if needed for lacking documents if any. SGOD – Office Conduct ocular inspection for validation pertaining to the requirements. CID- Office Prepare endorsement to the SDS Office SDS sign the endorsement
5. Submit the documents to the Regional Office
QAD Division
Total
None
One (1) hour
None
Ten (10) minutes Five (5) minutes
EPS- SPJ Div. Engineer and EPSSGOD, EPS Journalis m EPS-SPS SDS
None None
Page 130 of 204| P a g e
One (1) day . The validation depends on the number of schools to be validated
Div. Records Section LGU and School
1 week, 3 Days, 1 Hour and 25 Minutes
64. CREATION OF SPECIAL PROGRAM IN ARTS (SPA) SCHOOLS SPA (Special Program in the Arts) is a program made by the Department of Education in the Philippines to give talented students a chance to enhance their talents in different fields. There are five fields in the SPA: Creative Writing (English and Filipino), Visual Arts, Theater Arts, Vocal Music, Instrumental Music, Dance and Media Arts. All schools are encouraged to offer such program to showcase and enhance learners with potentials or talents in the Arts. Here are the basic guidelines, a school may prepare for offering such program. Office CURRICULUM IMPLEMENTATION DIVISION – INSTRUCTIONAL MANAGEMENT SECTION - SPA Classification Simple Type of Transaction Government to citizens Who may Avail SPA Teachers and Learners Schedule of Year round/ continuing Availability of Service Checklist of Requirement Where to Secure Where to Secure DepEd SPA School Implementers Evaluation / Recognition Division SPA Coordinator Form (RO) Regional Office DepEd SPA Enrolment Form School Head and/or DepEd Accomplishment reports Designated Staff Fees Process Persons InClient Agency Action to be Time Charge paid 1. Submit SPA School None 1. Conduct informationImplementer’s dissemination and provide Evaluation / One (1) Division SPA advocacy materials to SPA Recognition Form hour Coordinator Teachers, parents, learners and (RO) the community. 2. Provide template for a unified None 2. Submit DepEd SPA Enrolment form and assigned Enrolment Form implementing schools for the encoding of SPA Learners 3. Conduct online Classroom None 3. Submit Class Observation during Online Class schedules by and Collect outputs of Implementing schools observations using the other (including the distinct mode of modality. (Modular, LAS, modality used) RBI, TBI) None 4. Attend Virtual culminating activities
4. Conduct culminating activity (Convocation , Special activities, Graduation)
5. Submit SPA Accomplishment reports
6. Conduct an activity for the presentation of the Year end Accomplishment Reports. Total
Five (5) hours
Two (2) hours
None
None
Page 131 of 204| P a g e
Thirty (30) minutes
One (1) hour
Division SPA Coordinator/ School Coordinators Division SPA Coordinator/ School head Implementing Schools/ School Coordinators Division SPA Coordinator/PS DS/ School head Implementing Schools/ School Coordinators Division SPA Coordinator
9 Hours and 30 Minutes
65. APPLICATION FOR SSES & STE OFFERING SPECIAL SCIENCE ELEMENTARY SCHOOLS (SSES) AND SCIENCE TECHNOLOGY AND ENGINEERING (STE) is a program made by the Department of Education in the Philippines to provide special curriculum o learners who will be engage with science and mathematics special programs. All schools are encouraged to offer such program to showcase and enhance learners with potentials or talents in Math and Science. Here are the basic guidelines, a school may prepare for offering such program. CURRICULUM IMPLEMENTATION DIVISION – INSTRUCTIONAL Office MANAGEMENT SECTION - SCIENCE Simple Classification Type of Transaction Who may Avail
Government to citizens Government to Government ( G2G ) Public Elementary Schools School Heads Public Secondary Schools Scoool Heads Year round/ continuing
Schedule of Availability of Service Checklist of Requirement Where to Secure 1. Application Letter 2. Feasibility Studies and Project Proposal. 3. List of qualified learners 4. Assessment tool in identifying qualified learners. 5. Assessment Results 6. Parents’ Consent 7. Class Program 8. Teachers’ Program 9. Teachers’ Qualification Standards 10. Inventory of facilities and needed resources Client 1.Coordinate with CID Office 2. Submit application letter and required documents.
Agency Action Provide Document checklist for SSES/STE and technical assistance.
Where to Secure School Head and/or designated staff
SPA Teachers
Fees to be paid None None
Receive application letter with the required documents.
Received routed application letter with required document from record section staff/ school head. Evaluate documents 3.Forward received • If incomplete, return to the document to CID school head. Office EPS-in• If complete, prepare letter of charge endorsement. Forward to the Regional Office, letter of endorsement duly approved by the SDS. Total
One (1) hour Thirty (30) minutes
Persons InCharge Division SPA Coordinator Division SPA Coordinator/ School Coordinators
None
Five (5) hours
None
Page 132 of 204| P a g e
Process Time
Division SPA Coordinator/ School head Implementing Schools/ School Coordinators
6 Hours and 30 Minutes
66.APPLICATION FOR SPECIAL PROGRAM IN SPORTS To address the needs of talented students in the different sports disciplines, the Department of Education (DepEd) shall implement the Special Program in Sports (SPS) in regular high schools, which have the capacity to implement and sustain the program in terms of trained teachers, facilities and equipment. This citizen charter for SPS will serve as guide by the school administrators who intent to implement the sports program in their respective schools. The requirements and processes were defined in order to facilitate smoothly the processing of the permit and other necessary documents before implementing the program. CURRICULUM IMPLEMENTATION DIVISION – INSTRUCTIONAL Office MANAGEMENT SECTION - SPS Classification
Simple
Type of Transaction
Government to citizens
Who may Avail Student-Athletes Schedule of Availability of January to December Service Checklist of Requirement Where to Secure Feasibility Study Number of Enrolment of Student-Athletes Physical Facilities: Classroom Sports Laboratories Library Resource Rooms Comfort Rooms List of Learning Materials/Equipment Sports Area Staff Requirements ( Training of Teachers and School Head) Client 1. Conduct feasibility study and informationdissemination and advocacy efforts in the different school and barangays and identify prospective learners 2. Submit documents for assessment
Agency Action
Where to Secure School Head and/or Designated Staff School Property Custodian
Fees to be paid None
Provide Technical Assistance
None Receive and record documents None
3. Coordinate with the LGU
MOA and MOU signing
4. Hand carry the documents for evaluation.
CID- EPS Office Evaluate the documents pertaining to curriculum. Give technical assistance if needed for lacking documents if any. SGOD – Office Conduct ocular inspection for validation pertaining to physical facilities. Page 133 of 204| P a g e
None
Process Time
Persons InCharge
One (1) week
JHS and SHS Teachers
Ten (10) minutes
Div. Records Section
Two (2) days
LGU and School
One (1) hour
EPS- SPS
One (1) hour
Div. Engineer and EPS-SGOD
CID- Office Prepare endorsement to the Regional Office. SDS Office SDS sign the endorsement 5. Submit the documents to the Regional Office
QAD Division Total
Ten (10) minutes Five (5) minutes
SDS
None None
Page 134 of 204| P a g e
EPS-SPS
7 Days, 3 Hours and 25 Minutes
67. QUALITY ASSURANCE OF LOCALLY- DEVELOPED LEARNING RESOURCES To provide a technical basis for assessing, acquiring, adapting, developing, producing and distributing quality learning and teaching resource materials for students and instructional support materials for teachers. This LRMS citizen charter on the development of materials will give guidance to the development team on the requirements and processes to be done before printing, distribution and utilization of all locally developed materials. Office LEARNING RESOURCE MANAGEMENT SECTION Classification Simple Type of Transaction Government to Citizens Who may Avail Teachers / EPS / School, District or Division Development Team Schedule of Availability of January to December Service Checklist of Requirement Where to Secure Where to Secure Developed Learning Resources Teacher Writer and School (Self-Learning Modules, Learning Activity Sheets, RBI Script Quality Assurance and and Recorded Audio / Video Lesson Development Team Other Learning Resources Fees Process Persons InClient Agency Action to be Time Charge paid Submit LR None Two (2) Record manuscript for Received developed LR minutes Section evaluation Transmit LRs to Review and log the documents None Five (5) LRMS ADAS LRMS received for its completeness minutes Forward LR to None subject Initial Quality Assurance of LR One (1) EPS / Subject specialist/Learning (Internal QA) hour Specialist resource evaluators for review Forward LR for None Three (3) Learning Conduct Content and Content and working Resource language evaluation language Evaluation days Evaluators Return the None Two (2) Editing of manuscript based Developer/ manuscript to the working on the finding of the LREs Writer writer days Illustrator will check the None authenticity of Illustration and Five (5) Illustrators pictures/illustrations in the learning materials days and LR. Recreate if there are unoriginal images None Proofreader Proofreading and layouting the One (1) Conformance Review and layout learning materials day artist Finalization of the ready to None One (1) Sign off EPS LRMS print materials hour Inventory of the developed None One (1) Meta data encoding Librarian learning materials day Uploading of Uploading of materials to None One (1) PDO - LRMS materials LRMS drive and DepEd LRMS day 2 Weeks, 3 Days, 2 Total None Hours and 7 Minutes Page 135 of 204| P a g e
Page 136 of 204| P a g e
68.
OPENING OR APPLICATION FOR SENIOR HIGH SCHOOL OFFERING
As prescribed in the Enhanced Basic Education Act of 2013 (the Act), in June 2016 DepEd will launch senior high school (SHS) nationwide, a new level of basic education consisting of grades 11 and 12. Thus, schools are encouraged to offer SHS course appropriate to the basic need of the learners in their community. The following are the prescribed guidelines. Office
CURRICULUM IMPLEMENTATION DIVISION – INSTRUCTIONAL MANAGEMENT SECTION - SPS
Classification
Simple
Type of Transaction
Government to School Heads
Who may Avail
All Integrated Schools Progressing to Grades 11 and 12
Schedule of Year round/ continuing Availability of Service Checklist of Requirement
Where to Secure
Where to Secure Letter Request to the Schools Division Superintendent. Endorsement signed by the Schools Division Superintendent. Implementation Plan for Senior High School. Certification signed by the School Head. Inventory of Learning Resources. Updated Personal Services Itemization and Plantilla of Personnel Map (Drawn to Scale) showing vacant lot for the SHS building. Summary of NCAE Result (Occupational Interest). List and Types of Establishments. List of Tracks/Strands to be offered. Result of Internal Assessment or Surveys. Certification from the SDS for the alignment of the tracks/ strands offered with the Local Development Plans. Class Schedule MOA executed between the SDS and the partner entity. Immersion Deployment Plan. Existing Teacher's Profile During Pandemic, Provision of virtual validation gadgets, like video camera or cellphone camera. Action Taken/Other findings: Page 137 of 204| P a g e
School Head and/or Designated Staff
Client
Agency Action
Fees to be paid None
Inquire how to open Senior High School
Conduct an advocacy campaign at interested Integrated School with students, parents, PTA, SGC, and LGU Officials
Ask for list of requirements
Provide list of requirements for the opening of Senior High School
None
Submit 4 sets (1 folder each set) of documents for SDS signature
Record name of School in logbook, inspect folders and documents for completeness, sign/countersign and forward to SDS office for signature
None
Claim the signed documents after 2 days from submission
Release the signed documents None which were properly logged out and signed received by client and give further instructions for the personal submission of documents to the regional office Total
Within 2 weeks and School Head will arrange the schedule of activity Within 10 minutes
Persons In-Charge EPS-SHS
EPS-SHS
EPS-SHS Within of 2 days
None
Page 138 of 204| P a g e
Process Time
EPS-SHS 30 minutes
1 Week, 2 Days and 40 Minutes
OFFICE OF THE SCHOOL GOVERNANCE AND OPERATION DIVISION
(SGOD)
INTERNAL SERVICES
Page 139 of 204| P a g e
69. REGULAR MOOE/ADDITIONAL MOOE/SGOD FUND ORS/VOUCHER/PAYROLL CERTIFICATION To review the data and certify the proper utilization of funds and implementation of programs for continuous improvement of education Service Office or SCHOOL GOVERNANCE OFFICE Division: Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who May Avail:
ADAS/AO/Program Holders/School Heads/Unit Heads
CHECKLIST OF REQUIREMENTS 1.Approved Work & Financial Plan 2.Annual Procurement Plan 3.Project Procurement Management Plan 4.Activity Design 5. Obligation Request & Status 6. Voucher 7.Payroll CLIENT STEPS 1.Submit documentary requirements
54. Forwa rded documents from Personnel Unit
WHERE TO SECURE Client/Record Section
ADAS/AO
AGENCY ACTION
FEES TO BE PAID
1.1.Log in received copies of documents
none
1.2.Check and sign documents if complete 1.3.Return to records section/client if incomplete 1.4.Log out documents to budget office 3.1 Receipt of Documents 3.2 Verifies the completeness and computations of the documents with Routing Slip attached; 3.3 Segregates whether PS, MOOE if division or school MOOE and CO ⚫ If the documents are incomplete, return to end-user ⚫ If it is School MOOE, validate first thru checking in our ledger, if the amount is correct ⚫ If correct and complete, numbering
none none
PROCESSING TIME Ten (10) minutes
PERSON RESPONSIBLE SGOD Staff
Five minutes
(5) SGOD Chief/SGOD EPS
Two minutes Ten minutes
(2) SGOD Staff (10) SGOD Staff Budget Staffs
None None
Page 140 of 204| P a g e
Fifteen (15) Minutes per request
Budget Staffs
Ten (10) Minutes per request
Budget Officer Five (5) minutes Budget Staff
3. Forwarded from the budget office
.
of Obligation Request and Status (ORS) 3.4 Availability of Allotment/Appropriations for Proper Charging ⚫ If in order, encode it manually in the ledger per sub-Aro for monitoring purposes, write the Sub ARO or SARO number in the ORS then signs the certification in Section B of the ORS and give back to budget staff ⚫ Forwards ORS to SGOD/CID and ADMIN for signature on the Section A of the ORS ⚫ If not, returns the SDs or call the attention of the AO II/ADAS, project holders/proponents for some queries/clarifications before signing the ORS. 3.4 Retains and files original copy of ORS as BUDGET FILE for encoding in the Budget Monitoring System (BMS) and one (1) copy of payroll/contract/PO for reference purposes 4. Receive documents from the budget office. Log documents and write the necessary entries in the routing slip. Forward to AO V for her signature in the DVs and ORS. 5. AO V signs the DVs and ORS then return to the releasing clerk 6. Log the documents and forward the same to accounting unit
Five (5) minutes Five (5) minutes
Budget Officer Budget Staffs Budget Staffs
Two (2) minutes
N/A
Page 141 of 204| P a g e
Five (5) minutes
Hapiya L. Madsid/ Kenneth Jay B. Cavan
Five (5) minutes
Irma May G. Dinasas
Five (5) minutes
Hapiya l. Madsid Kenneth Jay B. Cavan
4.The documents are forwarded from the Administrative Services Section
Forwarded from accounting office
7. Pre-Auditing Indexing of the claims to individual ledgers 8. Checking and ledgering of the availability of funds 9. Signing of the disbursement voucher 10.Preparing of LDDAPADA 11. Signing of LDDAPADA 12. Receive and check the completeness of the documents that are forwarded to our office
13.Prepare PACSVAL, CHECKS, SLIE, ACIC
14.Signing of PACSVAL,CHECKS, SLIE and ACIC 15.Forward PACSVAL and SLIE to the Accounting office for the signature of the accountant 16.Forward all documents to the office of the Schools Division Superintendent for approval and signature 17.Forward all signed ADA pacsval, checks, slie and acic to the bank for downloading 2.Receive feed backs
2.1.notify clients TOTAL:
None
none
Thirty (30) minutes
Pre-Audit incharge
Ten (10) minutes
Districts-in-charge NCA in-charge
Three (3) minutes Ten (1)0 minutes Two (2) minutes
Accountant LDDAP-ADA in charge Accountant
Two (2) minutes
any cash staff May Rose Maputol (PS) Angeline Lapodye (MOOe) Regine Remoroza (Checks) Irenea T Gonzales (Benefits) Jan Perry Omalza (Benefits)
none
Fifteen (15) minutes
none
Five (5) minutes
Leonila E Tabaranza
none
Five (5) minutes
Leonardo O. Eugenio
none
Five (5) minutes
SDS Gildo G. Mosqueda
none
none
None
Two minutes
None
29 MINUTES
Page 142 of 204| P a g e
(2) SGOD Staff
70. SCHOOL BASED-MANAGEMENT SYSTEM APPLICATION FOR ESTABLISHMENT, MERGING, CONVERSION, AND NAMING/ RENAMING OF PUBLIC SCHOOLS AND SEPARATION OF PUBLIC SCHOOLS Official Recognition for Establishment, Merging, Conversion, and Naming/Renaming of Public Schools and Separation of Public Schools. This is open to Public Schools applying for Establishment, Merging, Conversion, and Naming/Renaming of Public Schools and Separation of Public-School Annexes in Basic Education. Office or Division: QUALITY ASSURANCE DIVISION Classification: Highly Technical Type of G2G – Government to Government Transaction: Who may avail: Public Schools within the Region CHECKLIST OF REQUIREMENTS WHERE TO SECURE A. Establishment of Public Elementary/Secondary Schools 1. Action slip (1 original copy)
DepEd SDO
2.Evaluation slip (1 original copy)
DepEd SDO
3. Application Documents (1 original copy each document) a. Indorsement Letter b. Letter request to open a school addressed to the SDS c. Feasibility study, duly recommended/endorsed by the SDS indicating the following: (i) Justification on the need to establish a school; (ii) Proposed Organizational Structure; (iii) School Environment (environmental scanning/situational analysis); (iv) Proposed School Development Plan; and (v) Proposed Budget/Budgetary Requirements (to cover the proposed school’s crucial resources) d. Division Inspection Report signed by the SDS e. Sangguniang Bayan/ Panlungsod Resolution supporting the establishment of a school, duly approved by the Municipal/City Mayor, indicating therein the proposed name of the school f. List of prospective enrollees per grade level, indicating their names, ages, addresses and/or school where they are currently enrolled g. Justification on the need for establishment of an MG school, if necessary h. Certification from the SDS that no private high school within the Municipality/ City is participating in the GASTPE Program of DepED, or that GASTPE participating high school has reached its allocation or number of available slots or Justification by the SDS on the need to establish a public
Page 143 of 204| P a g e
DepEd SDOPTA or Barangay Council Client DepEd SDO Office of the Municipal/ City Mayor
Client
Client DepEd SDO- Office of the SDS
Municipal/City Mayor, indicating therein school to cater to the elementary school graduates/students who cannot afford to enroll in a private high school a. Map, preferably drawn to scale, showing the distances of the existing schools within the catchment area of the proposed school, duly certified by the Municipal/City Engineer b. Certification that the proposed school is nor within 2-km radius (for rural areas) and 1 km radius (for urban areas) from any existing public elementary/high school c. Justification by the SDS for the waiver on the 2 or 1 km radius requirement, if necessary d. Any document such as but not limited to Deed of Donation, Deed of Sale or Contract of Usufruct for 50 years executed in favor of DepEd; Original Certificate of Title (OCT) or Transfer Certificate of Title (TCT) in the name of DepEd, reflecting the size and boundaries of the school site e. Justification from SDS in case the required school site cannot be met f. Clearance/permit stating that the proposed site is not a high-risk area g. School site development plan h. School building plan indicating the number and technical specifications of the classroom to be built i. School building design duly approved by DepEd EFD- AS j. School Building permit k. Bureau of Fire Protection Certificate l. Inspection Report, in case classrooms are already constructed m. Duly Notarized MOA by and between DepEd represented by SDS, and LGU, represented by the Municipal/City Mayor or Provincial Governor, as the case may be, where the LGU shall provide funds among others, the following: (i) construction of the new school building; operation and maintenance for at least five (5) years or until such time when funds for the purpose are incorporated in the national budget; and (iv) salaries of teaching and non-teaching personnel, preferably at par with national salary rates a. Sangguniang Bayan/ Panlalawigan/ Panglungsod Resolution for the purpose b. Certification that the Division Office has sufficient fund to cover resulting expenses, if any c. List of teaching and non- teaching personnel to be borrowed from the existing nearby school(s), duly identified by the respective Item Number per PSIPOP and name of school, if any
Page 144 of 204| P a g e
Client
Office of the Municipal/City Engineer
DepEd SDO – Office of the SDS DepEd SDO – Office of the SDS Provincial Mines and Geosciences Bureau (MGB) and Department of Environment and Natural Resources (DENR) Regional Office Client Client Client Office of the Municipal/City Engineer Bureau of Fire Protection SGOD Client
Facilities
Section
Office of the Sangguniang Bayan/ Panlalawigan/ Panglungsod DepEd SDO – Office of the SDS
Client
B. Establishment of a Stand- Alone Senior High School 1. Action slip (1 original copy) 2. Evaluation slip (1 original copy) 3. Application Documents (1 original copy each document) a. Indorsement Letter b. Letter request from interested parties addressed to the SDS or recommendation from the SDS to open a stand- alone SHS/ Justification on the need to establishment of stand-alone SHS c. Track(s), Strand(s) to be offered as well as their respective number of prospective enrollees d. School Environment (environmental scanning/situational analysis) e. List and types of establishment and industries in the community, as attested by the Department of Trade and Industry, Department of Labor and Employment or the Municipal Planning Officer f. Certification from the SDS that the track (s) and strand (s) to be offered are aligned with the Local Development Plans, as evident in the list provided by the Municipal/City Mayor, and are decided upon by the Regional Director, SDS, Division Planning Officer, and School Head concerned g. Result of the internal assessment or survey done with the prospective enrollees h. List of tracks and strands to be offered, duly signed by the RD or SDS, Planning Officer, and School Head i. Accomplished SHS Site Appraisal Form (refer to Annex E) j. SHS building plan indicating the number and technical specification of the classroom to be built k. SHS building permit l. Inspection Report, in case classrooms are already constructed m. MOA executed between the SDS and the partner entity enumerating the respective roles of both parties n. Immersion o. Deployment Plan C. Separation of School Annexe 1. Application Documents (1 original copy each document) a. Indorsement Letter b. Certification of DepEd School ID c. Approval on the establishment of school annex d. Duly approved Sangguniang Bayan/ Panlungsod Resolution supporting the separation of the school annex, indicating the proposed name of the school e. Duly recommended/ endorsed request for separation of the school annex concerned f. Feasibility study, indicating the following:
Page 145 of 204| P a g e
(SHS) DepEd SDO DepEd SDO DepEd SDO PTA/Barangay DepEd SDO Client
Council/
Client Client/ Office of the Municipal/City Engineer
Office of the SDS Client
Client Client Office of the Municipal/City Engineer SGOD – Facilities Section Client Client
DepEd SDO SGOD – Planning Unit DepEd Central/ Regional Office Office of the Municipal/City Mayor Client/ Office of the SDS and/or stakeholde
(ii) Proposed Organizational Structure; (iii) School Environment (environmental scanning/situational analysis); (iv) Proposed School Development Plan; and (e) Proposed Budget/Budgetary Requirements g. Duly signed Inventory of crucial resources to be transferred to the proposed school to be separated h. Duly notarized MOA regarding the separation of school annexes, drawn by and between the School Head of the mother school and OIC/TIC of the school annex, indicating among others, the transfer of crucial resources to the proposed regular school, as follows: (i) Teaching and non-teaching items,
Client Client & Mother School’s Property Custodian Client
pursuant to the existing DepEd-DBM staffing standards for school; (ii) Funds for Personal Services based on the actual salaries of the school personnel (both teaching and nonteaching) to be transferred; (iii) Funds for Maintenance and Other Operating Expenses (MOOE); (iv) Facilities, furniture, equipment, and textbooks in all subject areas; and (v) Other funding requirements until such time that the school’s funding requirement is integrated in the General Appropriations Act (GAA) a. Justification in case the required MOA (item “h”) cannot be met b. Latest and updated PSIPOP including proposal for the items for Principal I and additional teachers and support personnel c. List of enrollees by grade level, duly signed by the School Head/OIC and attested by the SDS d. Justification in case list of enrollees (item “k”) by grade level cannot be met e. Any document such as but not limited to Deed of Donation, Deed of Sale or Contract of Usufruct for 50 years executed in favor of DepEd; Original Certificate of Title (OCT) or Transfer Certificate of Title (TCT) in the name of DepEd, reflecting the size and boundaries of the school site f. Justification in case item “m” cannot be met
School Head/ Office of the SDS
2.Action slip (1 original copy)
DepEd SDO
3.Evaluation slip (1 original copy)
DepEd SDO
Page 146 of 204| P a g e
Client
School Head/ OIC Office of the SDS Office of the SDS Client
Office of the SDS
and
D.Merging of Elementary/ Secondary Schools 1. Application documents (1 original copy each document)
a. Indorsement Letter b. DepEd School IDs of the schools to be merged c. Map, preferably drawn to scale, showing the distances of the existing schools within the catchment area of the proposed new school, duly certified by the Municipal/City Engineer and validated by the SDO d. Letter request addressed to the SDS on the proposed merging of schools e. Feasibility Study on the proposed merging of schools, duly endorsed by the SDS f. Proposed Schools’ Implementation Plan, as merged, covering five (5) years to include among others, the following: (i) Current and projected enrolment for 5 school years, by grade level; (ii) Proposed budgetary requirements for its Personnel Services, MOOE, and Capital Outlay; (iii) Strategic Plan regarding the curriculum and instructional supervision of the proposed school; (iv) School Site Development Plan of the schools to be merged, including proposed school building, as needed g. Updated Status Report of the schools to be merged with regard to their existing crucial resources a. Inventory of learning resources of both schools to be merged b. Inventory of PSIPOP of both schools to be merged c. Duly notarized MOA on merging schools, drawn up by and between the SDS and School Heads concerned indicating among others, the crucial resources for the proposed merged school d. Duly signed Designation of Order for the OIC/TIC of the merged schools e. Duly approved Sangguniang Bayan/ Panlungsod Resolution supporting the merging of schools f. Certification from the LGU signed by the Municipal/City Mayor, as the case maybe, where the LGU shall continue to provide funds for the operation and maintenance of the merged school g. Any document such as but not limited to Deed of Donation, Deed of Sale or Contract of Usufruct for 50 years executed in favor of DepEd; Original Certificate of Title (OCT) or Transfer Certificate of Title (TCT) in the name of DepEd, reflecting the size and boundaries of the school site
Page 147 of 204| P a g e
DepEd SDO SGOD – Planning Unit Client/Office of the Municipal/City Engineer/ SDO Client Client & Office of the SDS Client
Client
Property Custodians of both schools to be merge Client Client
Office of the SDS Office of the Municipal/City Mayor Office of the Municipal/City Mayor Client
2.Action slip (1 original copy)
DepEd SDO
3.Evaluation slip (1 original copy)
DepEd SDO
E. Conversion of School 1.Action slip (1 original and 1 photocopy)
DepEd SDO
2.Evaluation slip (1 original and 1 photocopy)
DepEd SDO
3.Application Documents for Non-Implementing Unit High School to Implementing Unit conversion (1 original copy each document) i. DREC Evaluation Report ii. School’s latest and updated PSIPOP iii. Approval of school’s agency code by DBM iv. Designation documents duly signed by the School Head v. Certificates of Training attended by the designated/appointed financial staff related to financial management vi. Certification as to the capability of the school to comply with the submission of financial oversight agencies such as COA, DBM, NEDA, House of Representatives, etc. vii. Copy of the current GAA where the appropriation for the school is reflected viii. Enhanced Basic Education Information System (EBEIS) data on enrolment per grade level for the current school year ix. Letter request addressed to the SDO x. Endorsement letter from SDO to the Regional Office xi. Endorsement letter from the RO to Central Office Application Documents for Elementary/Secondary School(s) into an Integrated School (1 original copy each document) a. Indorsement Letter b. Evaluation Report for DREC c. DepEd School ID(s) d. Letter request for the conversion of school(s) into an IS addressed to SDS e. In case of expansion of existing school: ● Feasibility study on the proposed expansion of school, duly recommended/endorsed by the SDS ● IS Implementation Plan covering five (5) years to include among others, the following: (i) Current and projected enrolment for 5 school years, by grade level; (ii) Proposed budgetary requirements for Personnel Services, MOOE, and Capital Outlay; (iii) Operational Plan regarding curriculum and instructional supervision of the proposed IS; and (iv)School Site Development Plan to include proposed schools’ buildings, as needed ● Certification signed by the School Head, duly attested by the SDS on the excess classrooms, tables, chairs and other resources to be used for the expansion of elementary or secondary school Page 148 of 204| P a g e
DepED SDO Client
School Head
Client
DepEd SDO – Office of the SDS DepEd SDO Client Client
Client
School Head
School Property Custodian Client
● Inventory of learning resources prepared by the School’s Property Custodian, as validated by the SDO ● Updated PSIPOP of other concerned school(s) ● Updated Status Report with regard to school’s existing crucial resources g. In case of merging or combination of existing elementary and secondary schools: ● Feasibility study on the proposed expansion of school, duly recommended/endorsed by the SDS ● IS Implementation Plan covering five (5) years to include among others, the following: (i) Current and projected enrolment for 5 school years, by grade level; (ii) Proposed budgetary requirements for Personnel Services, MOOE, and Capital Outlay; (iii) Operational Plan regarding curriculum and instructional supervision of the proposed IS; and (iv)School Site Development Plan to include proposed schools’ buildings, as needed ● Inventory of learning resources prepared by the School’s Property Custodian, as validated by the SDO ● Updated PSIPOP of both schools to be integrated ● Map, preferably drawn to scale, showing the distances of the existing schools within the catchment area, duly certified by the Municipal/City Engineer and validated by the SDO. ● Duly notarized MOA on merging or combination of schools, drawn up by and between the School Heads of both schools indicating among others, the integration of crucial resources for the proposed IS h. Duly approved Sangguniang Bayan/Panlungsod Resolution supporting the conversion of school(s) into an IS, indicating therein the proposed name of the school i. Certification from the LGU, where the LGU shall continue to provide funds for the operation and maintenance for at least 5 years or until such time that such funds are incorporated in the national budget
Page 149 of 204| P a g e
Client Client Client Client
School Property Custodian Client Client
Client
Office of the Municipal/City Mayor
Office of the Municipal/City Mayor
j. Designation Order for the proposed School Head k. Transcript of Records, Certificates of Relevant Training, Service Record and Civil Service eligibility of the proposed School Head, duly certified by the Division Office’s Records Unit l. Justification by the SDS, in case the proposed School Head does not meet the Qualification Standards for the School Head item for secondary school m. Certification from the SDS as to the school assignment of the other School Head who will not be selected, in case both schools to be merged or combined are with existing School Heads trainings for non-major math & science teachers) l. Updated School Profile m. Attested Certificate on the availability of learning resources n. Validated Inventory of learning resources o. Duly approved Sangguniang Bayan/Panlungsod Resolution supporting the conversion of school(s) into an IS, indicating therein the proposed name of the school p. Application Documents for High School to Technical- Vocational School conversion: (1 original copy each document) q. Indorsement Letter r. Evaluation Report from DREC s. Letter of Intent of SH addressed to RD through SDS t. Current School Program signed by the School Head and approved by the SDS u. Copy of the Technical- Vocational Curriculum Guide (Competency-Based Curriculum) and special technical-vocational curriculumof the Undersecretary for Programs and Projects on the technical-vocational course to be offered by the school, aligned with TESDA Training Regulations v. Certification of the technical-vocational course being offered: (I) is relevant to the needs of the community/local industry;
Page 150 of 204| P a g e
Client SDO – Records Unit
Office of the SDS
Office of the SDS
Client School Head/Office of the SDS School Property Custodian Office of the Municipal/City Mayor Office of the SDS DepEd SDO Client Client Office of the Undersecretary for Programs and Projects
School Head
(ii) has available localized curriculum in partnership with local industry/ies; and (iii) is based on specialization aligned with TESDA Training Regulation, for assessment and employment purposes a. Notarized Feasibility Study, duly recommended by the SDS, indicating the following: (i) need to convert into a TechnicalVocational School; (ii) Current and projected enrolment for a period of five year; (iii) Demand to open a Technical- Vocational course; (iv) Organizational Structure; (v) School Development Plan; and (vi) Proposed Budget/Budgetary Requirements b. Certified true copy of Transcript of Records of School Head c. Certified true copy of National Certificate (NC) or higher certificate for the technicalvocational course attained by the School Head as issued by TESDA d. Certified true copies of the Transcript of Records of Technical-Vocational Teacher e. Certified true copies of NC II or higher certificate issued by TESDA of TechnicalVocational Teachers on special technicalvocational skills Copies of PRC-LET Rating of teachers indicating their field of specialization/concentration. f. Updated Teacher’s Profile g. Inventory of learning resources per specialization validated by the SDO h. Certification that the relevant resources of the school are adequate, duly validated by the SDO i. Duly approved Sangguniang Bayan/Panlungsod Resolution supporting the conversion of school, indicating therein the proposed name of the school j. Certification from the LGU, where the LGU shall continue to provide funds for the operation and maintenance for at least 5 years or until such time that such funds are incorporated in the national budget
Page 151 of 204| P a g e
Client
School Head School Head Client Client Client School Property Custodian School Head Office of the Municipal/City Mayor Office of the Municipal/City Mayor Client
k. Any document such as but not limited to Deed of Donation, Deed of Sale or Contract of Usufruct for 50 years executed in favor of DepEd; Original Certificate of Title (OCT) or Transfer Certificate of Title (TCT) in the name of DepEd, reflecting the size and boundaries of the school site l. Justification in case the required size of technical- vocational school site cannot be met Application Documents for Existing Elementary and Junior High School into a Stand-Alone Senior High School: (1 original copy each document) a. Indorsement Letter b. Certification of DepEd School ID prepared by the Planning Unit c. Letter request for Implementation of SHS program addressed to the SDS d. Certification signed by the SDS stating that no public SHS is offering the same track within the catchment are or Justification signed by the SDS, in case will offer the same SHS track e. Implementation Plan for SHS program covering five (5) years to including among others: (i) Current and projected enrollment for 5 years by grade level; (ii) Proposed budgetary requirements for Personnel Services, Maintenance and other Operating Expenses, and Capital Outlay; (iii) Operational Plan regarding curriculum and instructional supervision of the proposed SHS; and (iv) School Site Development Plan to include proposed building, as needed b. Certification signed by the School Head, duly attested by the SDS on the excess of classrooms, tables, chairs and other resources to be used in the implementation of SHS program c. Inventory of learning resources prepared by the Property Custodian as validated by the SDO d. Updated PSIPOP of the concerned school e. Map preferably drawn to scale, showing the vacant lot where the proposed SHS classrooms/school building are/will be constructed, duly certified by the Municipal City Engineer
Page 152 of 204| P a g e
Client
Office of the SDS
DepEd SDO – Office of the SDS SGOD – Planning Unit Client Client Client
School Head
School Property Custodian
Client
f. List of prospective enrollees in SHS per track and strand, indicating their names, Learner Reference Number (LRN), where applicable, age, addresses, school names, DepEd School ID Numbers where they are currently or previously enrolled or Justification signed by the SDS, in case the required minimum enrollment and/or number of tracks are not satisfied g. List and types of establishment and industries in the community, as attested by the Department of Trade and Industry, Department of Labor and Employment or the Municipal Planning Office h. Certification from the SDS that the track (s) and strand (s) to be offered are aligned with the Local Development Plans, as evident in the list provided by the Municipal/City Mayor, and are decided upon by the Regional Director, SDS, Division Planning Officer, and School Head concerned i. Result of the internal assessment or survey done with the prospective enrollees j. List of tracks and strands to be offered, duly signed by the RD or SDS, Planning Officer, and School HeadMOA executed between the SDS and the partner entity enumerating the respective roles of both parties k. Deployment Plan l. Certification duly signed by the SDS on the compliance to the following conditions: m. Learners are not denied access to elementary and JHS education as the result of the conversion; (ii) Prior consultation with both internal and external stakeholders are conducted for the purpose by the SDS and School Head of the concerned elementary or JHS; (iii) Health and safety of any learner is not compromised as a result of the conversion and subsequent transfer of elementary and/or JHS learners, taking into consideration the distance to be travelled to and from the new school site; and (iv) Affected school personnel shall not be displaced and demoted, and shall be transferred to the nearest school were the services are needed n. Duly approved Sangguniang Bayan/Panlungsod Resolution supporting the conversion of school, indicating therein the proposed name of the School
Page 153 of 204| P a g e
Client
Client/ Office of the Municipal Planning Officer
Office of the SDS
Client Client Client
Office of the Municipal/City Mayor
CLIENT STEPS 1.Submit the complete application documents from the SDO
AGENCY ACTION 1.1.Receive, stamp, and input in the Data Tracking System the application from the SDO and forward to RO – QAD 1.2.Endorse to EPS In-charge 1.3.Evaluate the documentary requirement If 100% compliant YesRecommend to RIT for ocular inspection No-Return to SDO the documentary requirements 1.4.Conduct online on-site Inspection/ Validation of facilities to those areas with internet connectivity (Coordination, Interfacing) 1.5.Prepare inspection/ validation report and recommendati on based on the findings of the on-site validation If 100% compliant Yes Proceed to Preparation of endorsement/ permit No - Notify SDO of found deficiencies 1.6.Submit the findings to theCES 1.7.Review and check the findings; Affix the signature on the validation/ inspection report
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSI BLE
None
One (1) hour
Record Officer/AD AS
None
Twenty (20) minutes
ADAS
None
Three (3) days
EPS
None
Nine (9) days
RIT
None
Two (2) days
RIT
None None
1.8.Prepare the endorsement/ permit and Memorandum
None
1.9.Check details and affix initials on the endorsement/ permit
None
Page 154 of 204| P a g e
Fiv (5) minutes
EPS
Four (4) hours
CES
Three (3) days
Four (4) hours
ADAS
CES
1.10.Input in the Data Tracking System the crafted RM and forward to the office of RD along with the certificate for approval 1.11.Approve the endorsement / permit for Establishmen t, Merging, Conversion, and Naming/Ren aming and Separation of Public Schools 1.12.Forward the approved documents to the Records Section 2.Receive the endorsement
2.1. Release the signed endorsement TOTAL
None
Three (3) hours, Thirty (30) ADAS minutes
None
One (1) day
None
One (1) hour
None None
Page 155 of 204| P a g e
ARD RD
ADAS Record Officer/ADA S
Twenty (20) minutes 19 days, 6 hours, 15 minutes
71. REQUEST FOR DIVISION SBM VALIDATION To validate SBM Level of practice of Schools and to provide necessary technical assistance for better delivery of educational services. Office or Division: SCHOOL GOVERNANCE AND OPERATIONS DIVISION Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: DepEd Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE District
🔹Request Letter 🔹Accomplished District SBM Evaluation Tool duly signed by the District Evaluation Team CLIENT STEPS
AGENCY ACTION
1.Submit/forwa 1.1Receive and log rd document/communicat documents/co ion mmunication/l etter of intent
PROCESSIN G TIME
PERSON RESPONSIBLE
None
Five (5) minutes
SGOD ADAS III
1.2Provide appropriate action and instruction
None
1.3Log and compile documents
None
1.4 Set the schedule
None
1.5 Conduct SBM division validation 2. Receive feedback
FEES TO BE PAID
None
None Provide feedback TOTAL:
None
Page 156 of 204| P a g e
One (1) hour Fifteen (15) minutes
SGOD ADAS III SGOD ADAS III
Five (5) minutes
SGOD EPS
One (1) day
SGOD-EPS
One ()1) hour
SGOD-EPS
I day, 1 hr. and 20mins
72. YOUTH FORMATION AND DEVELOPMENT SECTION SUBMISSION OF SCHOOL REPORTS Receiving of reports from schools on various program components under the Youth Formation Program (eg. Accomplishment report, election report, activity report Office or Division: YOUTH FORMATION Classification: Simple Type of Government to Government (G2G) Transaction: Who may avail: Teachers and Students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Accomplishment Report 2.Election Report CLIENT STEPS 1. Submit report
School
AGENCY ACTION
PROCESSING TIME
1.1 Receive report and check its completeness
None
Ten (10) minutes
1.2 Compile the documents
None
Fifteen (15) minutes
1.3 Prepare Division Accomplishment Report
None
Ten (10) minutes
None
Three (3) minutes
None
One (1) minute
1.4 Submit to the Region 2. Receive feedback
FEES TO BE PAID
Return Client’s copy with feedback TOTAL:
None
Page 157 of 204| P a g e
39 minutes
PERSON RESPONSIBLE
PDO 1
73. ISSUANCE OF CERTIFICATE OF RECOGNITION Issuance of certificates (Recognition, leadership, completion or participation) to teachers and students implementing project/activity components of the Youth Formation Program Office or Division: YOUTH FORMATION SECTION Classification: Simple Type of Government to Government (G2G) Transaction: Who may avail: Teachers, students CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1.Appointment 2.Designation of coordinatorship 3.Oath of office CLIENT STEPS 1. Submit request slip
School/station
AGENCY ACTION 1.1 Receive request slip 1.2 Check the completeness of documentary requirements 1.3 Prepare necessary certificates
2. Receive Certificates
1.4 Issue requested Certificates TOTAL:
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
None
Five (5) minutes
PDO 1/YFC
None
Fifteen (15) minutes
PDO 1/YFC
None
Three (3) minutes per participant
PDO 1/YFC
None
Three (3) minutes
PDO 1/YFC
None
Page 158 of 204| P a g e
26 minutes
74. CLARIFICATION OF INQUIRIES AND REFERRALS OF STAKEHOLDERS’ PROGRAMS Clarifications of inquiries and review of referrals of various programs for external stakeholders/partners which relative to various Youth Formation Projects and activities for possible collaboration and partnership Office or Division: YOUTH FORMATION SECTION Classification: Simple Type of Government to Government (G2G) Transaction: Government to Citizen (G2C) Who may avail: DepEd Personnel, students, school organizations, NGOs CHECKLIST OF REQUIREMENTS WHERE TO SECURE Referrals/letter of intent addressed to SDS /project briefers CLIENT STEPS 1. Refer letter to YFD
2. Receive feedback
AGENCY ACTION
proponent organizations/associations/institutions FEES TO BE PAID
PROCESSING TIME
1.1 Review the program/activity component
None
Ten (10) minutes
1.2 Note down observations and alignments of the activities
None
Fifteen (15) minutes
1.3 Provide feedback to SDS
None
Two (2) days
2. Provide feedback if approved or not
None
Three (3) minutes
TOTAL:
None
Page 159 of 204| P a g e
PERSON RESPONSIBLE
YFC
YFC
YFC
YFC
2 days and 28 minutes
75. RECEIVING/ANSWERING CORRESPONDENCE To respond effectively on the inquiry and concerns to sustain strong partnership with both internal and external stakeholders. Office or Division: YOUTH FORMATION SECTION Classification: Type of Transaction:
Simple Government to Government (G2G)- Govertment to Citizens (G2C) Who may avail: DepEd Personnel, students, external stakeholders CHECKLIST OF REQUIREMENTS WHERE TO SECURE Communication Letter CLIENT STEPS
Client PROCESSING TIME
PERSON RESPONSIBLE
None
Five (5) minutes
YFC
None
One (1) hour
YFC concerned
1.3 Provide appropriate action
None
Fifteen (1)5 minutes
YFC concerned
2 Provide feedback
None
Five (5) minutes
YFC
AGENCY ACTION
1. Submit 1.1 Receive and record documents/ documents communica tion 1.2 Review documents
2. Receive feedback
FEES TO BE PAID
TOTAL:
None
Page 160 of 204| P a g e
1 hour and 25 minutes
76. SUBMISSION OF PRINTED COPY OF NOTARIZED SCHOOL FORMS 4 & 7SERVICE To receive the printed copy of the notarized School Forms 4 & 7 for the first month of the school year. These documents are used to be the bases for teacher deployment analysis and enrolment updating. Office or Division:
PLANNING & RESEARCH
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who May Avail:
DepEd School Heads/LIS/ ICT Coordinators
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Notarized School Forms 4 & 7 stamped by the Records Section CLIENT STEPS
1. Submit notarized school forms 4 & 7 stamped by the Records section
2. Receive notification or feedback.
AGENCY ACTION 1.1Receive documents and check completeness of data 1.2 Record and sort received copy. 1.3 Update the list of schools per district.
School FEES TO BE PAID
PROCESSING PERSON TIME RESPONSIBLE
None
Five (5) minutes
Receiving Staff
None
Five (5) minutes
Receiving Staff
None
Five (5) minutes
Receiving Staff
Notify or give feedbacks based on the document submitted.
None
Five (5) minutes
Receiving Staff
TOTAL:
None
20 minutes
Page 161 of 204| P a g e
77. SUBMISSION OF MONTHLY ELECTRONIC COPY OF SCHOOL FORMS 4 & 7 To receive the electronic copy of the School Forms 4 & 7 for the second to the last month of the school year for updating of enrolment and redeployment of teachers Office or PLANNING & RESEARCH Division: Classification: Type of Transaction: Who May Avail:
Simple Government to Government (G2G) DepEd School Heads, LIS & ICT Coordinators
CHECKLIST OF REQUIREMENTS 1.Scanned copy of School Forms 4 & 7 CLIENT STEPS
1.Submit school forms 4 & 7 via email
2.Receive notification or feedback.
WHERE TO SECURE School FEES TO BE PAID
PROCESSING TIME
1. 1Receive documents and check its completeness
None
Five (5) minutes
Receiving Staff
1.2 Record and sort received copy for filing.
None
Three (3) minutes
Receiving Staff
1.3 Update the list of schools per district.
None
Three (3) minutes
Receiving Staff
Provide feedbacks based on the document submitted.
None
Five (5) minutes
Receiving Staff
None
16 minutes
AGENCY ACTION
TOTAL:
Page 162 of 204| P a g e
PERSON RESPONSIBLE
78. COLLECTION/CONSOLIDATION OF REPORT ON REDEPLOYMENT OF EXCESS TEACHERS To receive the electronic copy of the report on redeployment of excess teachers to be submitted to the Office of the Schools Division Superintendent. Office or PLANNING & RESEARCH Division: Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who May Avail:
Public Schools District Supervisors
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1.Report on redeployment of teachers CLIENT STEPS
1.Submit electronic copy of report on redployment of teachers
FEES TO BE PAID
PROCESSIN G TIME
PERSON RESPONSIBL E
1.1 Receive documents and check the data like pupilteacher ratio and schools with excess and need of teachers.
None
Fifteen (15) minutes per transaction
Planning Officer
1.2 Record and sort the file.
None
Ten (10) minutes
Planning Officer
1.3 Furnish copy to chief-SGOD
None
Three (3) minutes
Planning Officer
None
Three (3) minutes
Planning Officer
None
Five ()5 minutes
Planning Officer
AGENCY ACTION
1.4 Forward the report to SDS 2.Receive notification or feedback.
District Office
Notify the client based on the document submitted. TOTAL:
None
Page 163 of 204| P a g e
36 minutes
79. COLLECTION OF ELECTRONIC COPY OF APPROVED ANNUAL IMPLEMENTATION PLAN OF SCHOOLS To receive and check the electronic copy of the approved annual implementation plan of schools containing the signed school operating budget. Office or PLANNING & RESEARCH Division: Classification:
Simple
Type of Transaction:
Government to Government (G2G) School Heads
Who May Avail: CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1.Scanned copy of approved annual implementation plan 2.School Operating Budget CLIENT STEPS 1.Submit scanned copy of approved AIP via email containing SOB
2.Receive notification and feedback
AGENCY ACTION 1.1 Receive documents and check the completeness of signatures. 1.2 Record and sort the file. 1.3 Update the list of schools with submission 1.4 Forward updated list of schools to ChiefSGOD. Notify and provide feedback to client. TOTAL
School FEES TO BE PAID
PROCESSING TIME
None
Ten (10) minutes
Receiving Staff
None
Five (5) minutes
Receiving Staff
None
Three (3) minutes
Receiving Staff
None
Two (2) minutes
Receiving Staff
None
Three (3) minutes
Receiving Staff
None
23 minutes
Page 164 of 204| P a g e
PERSON RESPONSIBLE
80. EVALUATION OF RESEARCH PROPOSAL AND DOCUMENTAR REQUIREMENTS FOR BASIC EDUCATION RESEARCH FUN ENDORSEMENT To evaluate research proposal and documentary requirements for Basic Education Research Fund endorsement. Office or Division:
PLANNING & RESEARCH
Classification:
Simple
Type of Transaction:
Government to government
Who May Avail:
Teaching & non-teaching personnel
CHECKLIST OF REQUIREMENTS
Regional Office-PPRD
1.BERF Application Letter 2.Notarized MOA 3.Research Proposal CLIENT STEPS
1.Submit research proposal and documentary requirements
WHERE TO SECURE
Client
AGENCY ACTION 1.1 Receive and evaluate the relevance of research proposal and completeness of documentary requirements 1.2 Record observations and sort the file
1.3 Furnish a copy of updated list of BERF applicants to RO-PPRD. 2.Receive Release client’s copy with notification and feedback feedback TOTAL
FEES TO BE PAID
PROCESSING TIME
None
Thirty (30) minutes
None
Ten (10) minutes
SEPS
None
Five (5) minutes
SEPS
None
Five (5) minutes
SEPS
None
Five (5) minutes
SEPS
None
Page 165 of 204| P a g e
PERSON RESPONSIBLE
SEPS-P&R
55 minutes
81. PROVISION OF TECHNICAL ASSISTANCE ON ACTION RESEARCH WRITING To provide technical assistance on action research writing to teaching and non- teaching personnel Office or Division:
PLANNING & RESEARCH
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who May Avail:
Teaching & Non-teaching Personnel
CHECKLIST OF REQUIREMENTS 1.Letter Request approved by SDS 2.Approved Learning & Development Design 3.Training Matrix CLIENT STEPS
AGENCY ACTION
1.Submit an approved letter request
2.Receive final schedule and recommended topics
WHERE TO SECURE Client HRD FEES PROCESSING PERSON TO BE TIME RESPONSIBLE PAID
1.1 Receive and check completeness of documentary requirements
None
Ten (10) minutes
Receiving Staff/SEPS
1.2 Set the schedule
None
Three (3) minutes
Receiving Staff/SEPS
1.3 Inform SGOD Chief
None
Two (2) minutes
Receiving Staff/SEPS
1.4 Confirm schedule and topics
None
Five (5) minutes
SEPS
TOTAL:
None
Page 166 of 204| P a g e
20 minutes
82. SUBMISSION OF DOCUMENTARY REQUIREMENTSFOR PERFORMANCE –BASED BONUS OF TEACHING & NON-TEACHING PERSONNEL To provide technical assistance yp schools on the preparation and submission of documents for performance-based bonus. PLANNING AND RESEARCH SECTION Office or Division: Classification Type of Transaction: Who may avail:
Simple Government to Government (G2G) All Deped Employees
CHECKLIST OF REQUIREMENTS 1. List of qualified teaching and nonteaching personnel 2. IPCRF of teaching and non-teaching personnel CLIENT STEPS Step 1: Submit list of qualified teaching and nonteaching personnel via email at Planning Office
Step 2. Receive remarks /feedback
WHERE TO SECURE Division Office Personnel Section
AGENCY FEES TO BE ACTION PAID 1.1 Receive the list via none email
PROCESSING TIME Five (5) minutes
PERSON RESPONSIBLE Receiving Staff
1.2 Validate the documentary requirements and check yje completeness of data 1.3 Upadate the list and sort data for payroll preparation and submission
none
Two (2) hours per transaction
Planning Officer /Admin Staff
Five (5) minutes
Receiving Staff
Return client’s copy with feedback and necessary TA
none
Ten (10) minutes
Planning Officer
Total
None
2 hours and 20 minutes
Page 167 of 204| P a g e
83. MANAGEMENT OF DIVISION BASIC EDUCATION PLAN To provide technical assistance to the three functional divisions and program holders to continuously deliver quality and efficient education services thu data driven Division Basic Education Plan. Office or Division:
PLANNING & RESEARCH
Classification:
Simple
Type of Transaction: Who May Avail:
Government to Government (G2G) Teaching & Non-teaching Personnel
CHECKLIST OF REQUIREMENTS 1.Data (Programs, Activities, Projects) 2. Memo 3. School Report Card 4.SIP 5.AIP CLIENT STEPS
AGENCY ACTION
Client Regional Office/Division Office
FEES PROCESSING TO BE TIME PAID
PERSON RESPONSIBLE
1.1 Receive and sort data
None
Ten (1)0 minutes
Receiving Staff/SEPS
1.2 Organize data with description based on the suggested order of topics from RO
None
Ten (10) Days
SEPS DBEP TWG
None
Three (3) Days
DBEP-TWG
1.Submit data with description 1.3 Edit and lay-out via email
2. Receive final copy
WHERE TO SECURE
1.4 Present plan and receive feedback
None
Four (4) Hours
SEPS
1.5 Finalize plan
None
Three (3) Days
SEPS DBEP TWG
Furnish final copy
None
Ten (10) minutes
SEPS
TOTAL:
None
Page 168 of 204| P a g e
16 Days, 4 hours, 20 minutes
84. REQUEST FOR BASIC EDUCATION DATA (INTERNAL STAKEHOLDER) Information generated from the Basic Education Information System Modules including education statistics, sector performance indicators and profile of public and private schools, learning centers and other education service providers. Office or Division: PLANNING UNIT Classification: Simple Type of Transaction: G2G – Government to Government Who may avail: Internal Stakeholder CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Letter request addressed to SDS (1 original copy) 2. Request Form (1 original copy) CLIENT STEPS 1.Submit Letter Request and Filled-up form to the Records Unit
2.Receive the necessary documents
AGENCY ACTION
Client Front Desk FEES TO BE PAID
PROCESSI G TIME
1.1. Receive letter request from the client and forward to the OSDS
None
Ten (10) minutes
1.2. Refer letter request to Chief, SGOD
None
Five (5) minutes
1.3. Refer letter request to Planning Officer
None
Five (5) minutes
1.4 Make the necessary action undertaken to the said letter request
None
Two (2) days
1.5. Prepare the transmittal letter to be signed by SDS
None
Fifteen (15) minutes
None
Two (2) minutes
2.1 Release of the documents to the end user TOTAL
None
Page 169 of 204| P a g e
PERSON RESPONS IBLE Records Unit Staff/ ADA SDS
Chief, SGOD
Planning Officer
Planning Officer Records Unit Staff/ADA
2 days, 4 hours, 32 minutes
85. REQUEST FOR DATA FOR EBEIS/LIS/NAT AND PERFORMANCE INDICATORS This service is intended for the processing of requests of data for EBEIS, LIS, NAT, and Performance Indicators. Office or Division:
PLANNING & RESEARCH
Classification:
Simple
Type of Transaction: Who may avail:
G2G – Government to Government All
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Letter request (original)
CLIENT STEPS 1. Submit the necessa ry docume nt
Station assignment (to be secured by the concerned employee)
AGENCY ACTION 1.1 Receives letter request & to be forwarded to the SDS for referral of proper service provider 1.2 Approval of letter request & referred to the Planning Unit 1.3 For Action & Provide Data Information needed by Clients TOTAL
FEES TO BE PAID None
PROCESSI NG TIME
Five (5) minutes
None
Fifteen (15) minutes
None
Thirty (30) minutes 50 minutes
None
Page 170 of 204| P a g e
PERSON RESPONSIBLE
Planning and Research Unit
86. LEARNING AND DEVELOPMENT DESIGN To check, sign and log Learning and Development design with attachment required and the legal bases of the training. Office or Division: Human Resource and Development Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: DepEd Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE a. Learning and Development Design ✔ Training Needs Assessment (TNA) ✔ Result of Consolidated Development Needs of Teachers and School Heads ✔ List of Participants ✔ Profile of Participants ✔ Matrix ✔ Learning Resource Package ✔ Curriculum Vitae (CV) of Speakers CLIENT AGENCY ACTION STEPS 1.Submit Learning and Development Design
Proponent
FEES TO BE PAID
PROCESSI NG TIME
PERSON RESPONSIBLE
1.1Receive Learning and Development Design
None
1 minute
Aimie T. Baticbatic ADAS II
1.2Check Learning and Development Design parts and attachments
None
1.3Sign Learning and Development Design
2.Receive L&D Design with feedback
15 minutes HRD SEPS/EPSII
1 minute
HRD SEPS/EPSII
1.4Log Learning and Development Design
None
5 minutes
EPS-II
2.1 Return L&D Design to the proponent/client with feedbacks
None
5 minutes
Aimie T. Baticbatic HRD ADAS
TOTAL
None
Page 171 of 204| P a g e
27 minutes
87. IPCRF/OPCRF DATA COLLECTION Consolidated Data of IPCRF/OPCRF Basis for Learning and Development Office or Division:
Human Resource and Development
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who may avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
b. Memorandum c. Consolidated IPCRF/OPCRF Data
CLIENT STEPS 1.Submit Consolidated IPCRF/OPCRF Data Online
3.Receive consolidated data
HRD School FEES TO BE PAID
PROCESS ING TIME
1.1 Receive Online Submission
None
7 days
HRD EPSII
1.2 Online Validation of Data
None
15 Days
HRD SEPS
1.3 Consolidate Teachers Profile, Development Needs of Teachers and School Heads
None
20 Days
HRD EPSII
1.4 Present consolidated data to three functional division and program holders
None
1 Day
HRD ADAS
1.5 Provide consolidated data to program holders basis for trainings
None
30 Minutes
HRD SEPS
AGENCY ACTION
TOTAL
None
Page 172 of 204| P a g e
PERSON RESPONSIBLE
43 days and 30 mins
88. PROVISION OF TRAINING Training Implementation based on the Consolidated Development Needs of Teaching and Non-Teaching Employees Office or Division: Human Resource and Development Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: DepEd Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE a. Result of Consolidated IPCR/OPCRF b. Learning and Development Design ✔ Matrix ✔ Budgetary Requirements ✔ List of Participants ✔ Learning Package ✔ Curriculum Vitae of Speakers ✔ Monitoring Tool CLIENT AGENCY ACTION STEPS
Proponent
FEES TO BE PAID
PROCESS ING TIME
PERSON RESPONSIBLE
None
3 days
HRD
None
2 days
HRD
None
2 days
HRD
None
3 days
HRD
Implement Training
None
4 days
HRD
Feedback
None
4 days
HRD
Conduct Monitoring and evaluation
None
4 days
HRD
None
20 days
Conduct Training Needs Assessment Conduct Consultative Planning Finalize Learning Resource Package Make Learning and Development Design
TOTAL:
Page 173 of 204| P a g e
89. SCHOLARSHIP GRANTS To response invitation from learning service providers for scholarship grants. Office or Division:
Human Resource and Development
Classification: Type of Transaction:
Simple Government to Government (G2G0 Government to Citizen (G2C) Who may avail: External and Internal CHECKLIST OF REQUIREMENTS WHERE TO SECURE Memorandum
CO/RO/Partner Institution or LSP
Application Forms and supporting documents CLIENT STEPS 1. Send invitation and information
2.Follow-up invitation sent
HRD
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1.1Receive the invitation
None
1 min
Aimie T. Baticbatic ADAS
1.2 Post Memorandum related to invitation
None
1 day
HRD EPSII
13 Send information thru group chats (SH, PSDS/PICs)
None
5 minutes
HRD SEPS/EPS-II
2.1 Provide feedback to LSP
None
2 minutes
HRD SEPS
TOTAL:
None
Page 174 of 204| P a g e
1 Day & 8 mins
90. SCHOLARSHIP GRANTS To provide opportunities to employees for further professional development Office or Division:
Human Resource and Development
Classification:
Simple
Type of Transaction:
G2G-G2C
Who may avail:
External and Internal
CHECKLIST OF REQUIREMENTS Memorandum Application Forms and supporting documents Recommendation letter Intent Letter CLIENT STEPS 1.Submit application with supporting documents
2.Sign contract
3.Receive notification
WHERE TO SECURE CO/RO/Partner Institution or LSP HRD
AGENCY ACTION 1.1 Receive Application Forms with requirements 1.2 Check/Evaluate Application Forms with supporting documents 1.3.1 Post List of qualified scholars 1.3.2 Return documents for not qualified applicants 1.4 Conduct Orientation of qualified applicants 2.1 Facilitate the signing of contract 2.2 Submit qualified list of scholars to RO/Partner LSP
School Head Applicant FEES PROCESSING TO BE TIME PAID
PERSON RESPONSIBL E
None
5 mins
HRD SEPS/EPSII
None
5 days
HRD/SEPS/ EPSII
None
15 minutes
HRD SEPS
None
6 hours
HRD SEPS
None
2 days
HRD SEPS
None
1 Hour
HRD SEPS
2.3 Create GC
None
1 Hour
HRD
3.1 Notify Scholars thru emails and GC
None
1 Hour
HRD SEPS
TOTAL:
None
Page 175 of 204| P a g e
7 days and 9 hours
91. PROGRAM ON AWARDS AND INCENTIVE FOR SERVICE EXCELLENCE (PRAISE) Encourage, recognize, and reward employees, individually or in groups, for their suggestions, innovative ideas, inventions, discoveries, superior accomplishments, heroic deeds, exemplary behavior, extraordinary acts or services in the public interest and other personal efforts contributing to efficiency, economy and improvement in government operations which lead to organizational productivity. Office or Division:
Human Resource and Development
Classification: Simple Type of Government to Government (G2G) Transaction: Who may avail: DepEd Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE Memorandum and PRAISE Guidelines Checklist of Requirements ● PDS ● Service Records ● IPCRF/OPCRF ● Certificates Accomplishments ● Certificate of Trainings ● Ranking Result
CO/RO/HRD
CLIENT STEPS
FEES TO BE PAID
PROCESSING TIME
None
5 mins
HRD ADAS
None
4 hours
PRAISE Committee/HRD
None
3 days
None
2 days
None
1 day
None
1 day
None
1 day
PRAISE Committee/HRD
None
2 days
PRAISE Committee/HRD
AGENCY ACTION
Candidates
Div. PRAISE/HRD PERSON RESPONSIBLE
Search for MOT & NT 1. Teaching and Non Teaching
1.1 Receive pertinent documents 1.2 Orient evaluators, School heads, PSDS/PICs and Records Officer 1.3 Evaluate Documents
2. Attend Interview as per schedule
3. Attend Awarding Ceremony
2.1 Conduct Interview (Virtual/F2F) 2.2 Onsite Validation for declared Rank 1 2.3 Post Result of Ranking of Candidates thru Memorandum and GC 3.1 Conduct Awarding Ceremony for declared awardees 3.2 Conduct Technical Assistance to awardees for Region 3.3 Submit list of qualified candidates with documents to RO
PRAISE Committee/HRD PRAISE Committee/HRD PRAISE Committee/HRD Jordan B. Casing
HRD None
Page 176 of 204| P a g e
1 day
CLIENT AGENCY ACTION STEPS Division Initiated Awards Attend Orientation
Attend Awarding Ceremony
Conduct orientation on Division PRAISE Guidelines to Division Employees Collect Evaluated documents Monthly/Yearly per category Posting of Result based on evaluated documents Conduct Awarding Ceremony for declared awardees per category TOTAL:
AGENCY ACTION
PROCESSIN G TIME
None
4 hours
PRAISE Committee/HRD
None
3 days
PRAISE Committee/HRD
None
2 days
PRAISE Committee/HRD
None
1 day
PRAISE Committee/HRD
None
Page 177 of 204| P a g e
PERSON RESPONSIBLE
18 days 2 Hours and 5 mins
92. SIGNING OF CLEARANCE Exit Program for departing employees in the division Office or Division:
Human Resource and Development
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who may avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
-Clearance from School and District
School/District
-Exit Interview Form District CLIENT STEPS 1. Submit Clearance
2. Receive signed clearance
FEES TO BE PAID
PROCESSING TIME
1.1 Receive clearance
None
1 minute
ADAS
1.2 Check attachments
None
5 minutes
ADAS
1.3 Sign clearance
None
1 minute
HRD SEPS/EPSII
2.1 Return clearance to client
None
1 minute
ADAS
None
8 MINUTES
AGENCY ACTION
TOTAL:
Page 178 of 204| P a g e
PERSON RESPONSIBLE
93. VALIDATION OF LABORATORY RESULTS/ ANNUAL MEDICAL EXAM Pursuant to DM No. 22, s. 2015 and CSC Resolution No. 97-04683 dated December 18, 1997, the Civil Service Commission promulgates and adopts a policy on preemployment mental, physical-medical examinations to ensure the highest degree of productivity of its employees entering the government service shall be required to undergo laboratory tests. Office or Division:
School Health Section
Classification:
Complex
Type of Transaction:
Government to Government (G2G)
Who May Avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Laboratory Results
Laboratory of choice
2. Validation Form
Nurses’ Office
3. CS Form 211 (Medical Certificate)
Online/ Personnel Office
CLIENT STEPS
AGENCY ACTION
1. Submission of Laboratory Results
Laboratory Results Validation
2. Fill in validation forms
Verification of Validation Form and Health Talks
TOTAL:
FEES TO BE PAID None
PROCESSING PERSON TIME RESPONSIBLE Nurse on 10 minutes Duty/ Medical Officer
None
15 minutes
None
25 minutes
Page 179 of 204| P a g e
Nurse on Duty/ Medical Officer
94. CONSULTATION Pursuant to DM No. 22, s. 2015 and CSC Resolution No. 97-04683 dated December 18, 1997, the Civil Service Commission promulgates and adopts a policy on preemployment mental, physical-medical examinations to ensure the highest degree of productivity of its employees entering the government service shall be required to undergo laboratory tests. Office or Division:
School Health Section
Classification:
Complex
Type of Transaction:
Government to Government (G2G)
Who May Avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Laboratory Results (if applicable)
Laboratory of choice
2. Outpatient Form
Division Clinic
CLIENT STEPS 1. Fill in Outpatient Form and Submission of Laboratory results
AGENCY ACTION 1.1 Validation of Laboratory Results 2.1 History taking, Medical/ Dental Assessment
2. Consultation
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
None
15 minutes
Nurse on Duty
None
30 minutes
Dentist/ Medical Officer
Prescription (if applicable) TOTAL:
None
Page 180 of 204| P a g e
45 minutes
95. DISTRIBUTION OF HEALTH SUPPLIES TO SCHOOLS Pursuant to DM No. 039, s.2020 authorizing the use of regular allocations for maintenance and other operating expenses and/ or local funds to implement measures in preparing and responding to the covid- 19 threats. Office or Division: Classification: Type of Transaction: Who May Avail:
School Health Section Simple Government to Government (G2G) Recipient schools
CHECKLIST OF REQUIREMENTS 1. Valid ID 2. Authorization Letter (for authorized representative) 3. Photocopy of the recipient’s ID (for authorized representative) CLIENT AGENCY ACTION
STEPS
WHERE TO SECURE
N/A
FEES TO BE PAID
PROCESSING PERSON TIME RESPONSIBLE
1.Present valid Identification Card for proper identification. Note: Authorized representative is only allowed to process and claim documents on behalf of the owner provided that he/she presents Authorization letter and Photocopy of the recipient’s ID.
2.Sign in the Logbook
Validation of Identification Card
Release of item/s and/or documents
None
None
5 minutes
Nurse on Duty
30 minutes
Nurse on Duty/ Dentist/ Medical Officer
Photos for Documentation TOTAL:
None
Page 181 of 204| P a g e
35 minutes
96. ANTIGEN TESTING Pursuant to Office Memorandum 027, s. 2021Regular Conduct of Antigen Testing Office or Division:
School Health Section
Classification:
Highly Technical
Type of Transaction:
Government to Government (G2G)
Who May Avail:
Division Personnel
CHECKLIST OF REQUIREMENTS 1. Sarangani Province COVID-19 Laboratory Test Form CLIENT STEPS 1. Fill in COVID-19 Laboratory Test Form 2. Preswabbing Area 3. Swabbing Area
AGENCY ACTION
Validation of COVID-19 Forms Giving of instructions
Specimen Collection Processing and 4. Holding Area Releasing of results TOTAL
WHERE TO SECURE Division Clinic
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
5 minutes
Nurse on Duty
None
10 minutes
Nurse on Duty/ Medical Officer
None
5 minutes
Nurse on Duty
None
20 minutes
Nurse on Duty/ Medical Officer
None
40 minutes
None
Page 182 of 204| P a g e
97. DISTRIBUTION OF MEDICINES AND MEDICAL SUPPLIES TO SDO PERSONNEL Pursuant to DM No. 039, s.2020 authorizing the use of regular allocations for maintenance and other operating expenses and/ or local funds to implement measures in preparing and responding to the covid- 19 threats. Office or Division:
School Health Section
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who May Avail:
Division Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Valid ID
N/A
AGENCY ACTION
CLIENT STEPS 1. Present valid Identification Card for proper identification.
2. Sign in the Logbook
Validation of Identification Card
Release of item/s and/or documents
FEES TO BE PAID
None
None
PROCESSING PERSON TIME RESPONSIBLE
5 minutes
Nurse on Duty
10
Nurse on Duty/ Dentist/ Medical Officer
Photos for Documentation TOTAL
None
Page 183 of 204| P a g e
15 minutes
98. CLASSROOM REPAIR PROJECT To implement Repair of Classroom Projects to sustain good condition of the structure and provide safe and friendly learning environment. Office or Division:
Education Facilities Section
Classification:
Simple
Type of Government to Business (G2B) - Government to Government (G2G) Transaction: Who may avail: Contractors CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. 2. 3. 1. 2.
Notice to Proceed Contracts Notice of Award Approved Program of Works Detailed Plans
CLIENT STEPS 1 Request Notice to Proceed (NTP)
2. Inform Education Facilities Section on Preconstruction conference
3. Receive agreed transaction
BAC Secretariat EFS
AGENCY ACTION
FEES TO BE PAID
1.1 Receive documentary requirements from BAC and None check its completeness 1.2 Inform the contractor that NTP has been received None by the office
PROCESSIN G TIME 10 Minutes
EFS Staff
10 Minutes
EFS Staff
2.1 Schedule the Preconstruction conference.
None
5 Minute
2.2Prepare necessary documents
None
20 Minutes
2.3 Notify the Contractors and School head through letter and Memorandum 2.4 Validate details from Program of Works to actual needs 2.5 Conduct PreConstruction Conference Provide feed backs
Total
None
30 Minutes
None
1 Hour
None
Page 184 of 204| P a g e
Division Engineer EFS Staff Division Engineer EFS Staff Division Engineer EFS Staff Division Engineer
2 Hours 1 Hour
None
PERSON RESPONSIBLE
Division Engineer
5 Hours and 25 Minutes
99.
MONITORING & PROGRESS BILLING
Progress inspection/monitoring on implementation of classroom repair project. Education Facilities Section Office or Division: Classification:
Simple
Type of Government to Business (G2B) Transaction: Government to Government (G2G) Who may avail: Contractor & Division Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE 1. Obligation and Request Status 2. Certificate of Payment 3. Approved Program of Works 4. DepEd Statement of Work Accomplishment 5. Inspection Report/Punchlisted item 6. Certificate of Completion 7. Certificate of Turn-over 8. Certificate of Post-Technical inspection 9. Request for Time extension 10.Approved Time extension
EFS
11.Letter Request for Billing 12. Notice of Award 13. Notice to Proceed 14. Contract 15. Contractor’s Statement of Work Accomplishment 16. As-built Plan 17. Surety Bond CLIENT STEPS 1. Submit request for Billing
AGENCY ACTION
CONTRACTOR
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
1.1Receive stamped copy from the records section
None
1 Minute
EFS Staff
1.2 Check completeness of documents
None
10 Minutes
EFS Staff
1.3 Schedule on-site inspection with contractor
None
5 Minutes
Division Engineer
1.4 Inform the school head
None
5 Minutes
EFS Staff/Division Engineer
1.5 Conduct inspection
None
3 Hours
EFS Staff/Division Engineer
1.6 Prepare billing documents
None
5 Days
EFS Staff/Division Engineer
Page 185 of 204| P a g e
CLIENT STEPS
2. Receive feedbacks /updates
AGENCY ACTION
FEES TO BE PAID
1.7 Process approval of None billing documents 1.8 Submit approved billing documents to records for None routing purposes and forward to budget office Provide status of Billing request None TOTAL:
None
Page 186 of 204| P a g e
PROCESSING TIME
PERSON RESPONSIBLE
1 Day
EFS Staff
5 Minutes
EFS Staff
2 Minutes
EFS Staff
6 Days 3 Hours & 28 Minutes
100. MONITORING OF DPWH-DEPED CONSTRUCTION PROJECT To monitor DPWH implemented Construction of School Building Project. Office or Division: Education Facilities Section Classification: Simple Type of Government to Government (G2G) Transaction: Who may avail: DepEd Personnel CHECKLIST OF REQUIREMENTS WHERE TO SECURE 4. Letter Request of inspection 5. Punchlist of Corrective Works CLIENT STEPS Submit invitation request for joint inspection
2. Receive Certificate of Completion
AGENCY ACTION 1.1 Receive request and set schedule 1.2 Inform SGODchief for the scheduled joint inspection 1.3 Conduct joint inspection and punchlist for corrective works 1.4 Process the approval of punchlist 1.5 Check punchlisted items are rectified by contractor 1.6 Process the approval of Certificate of Completion Provide approved Certificate of Completion TOTAL:
FEES TO BE PAID
DPWH EFS PROCESSING TIME
PERSON RESPONSIBLE
None
10 Minutes
EFS Staff
None
5 Minutes
EFS Staff/Division Engineer
None
1 day
EFS/DPWH/ School Principal
None
20 Minutes
EFS Staff
None
10 Minutes
EFS Staff/Division Engineer
None
20 Minutes
EFS Staff
None
5 Minutes
EFS Staff
None
Page 187 of 204| P a g e
1 Day 1 Hours & 10 Minutes
101. SCHOOL BASED PROGRAM OF WORKS Approval of School Based Projects. Office or Division: Education Facilities Section Classification: Simple Type of Government to Government (G2G) Transaction: Who may avail: School Heads CHECKLIST OF REQUIREMENTS WHERE TO SECURE 6. Program of Works 7. Detailed Plan 8. School Site Development plan indicating the location of the project 9. School Operating Budget AGENCY ACTION
CLIENT STEPS 1 Submit documents to records for stamping and forward it to EFS
1.1 Receive the documents for checking its completeness 1.2 Forward to Division Engineer for Approval
TOTAL:
School Heads
FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
None
5 Minutes
EFS Staff
None
14 Days
Division Engineer
None
Page 188 of 204| P a g e
14 Days & 5 Minutes
102. SOCIAL MOBILIZATION AND NETWORKING (SMN) SECTION SUBMISSION OF BRIGADA ESKWELA REPORTS Schools are expected to submit their Brigada Eskwela Accomplishment Report every after the implementation of Brigada Eskwela. The report should contain the stakeholder engagements, partnership building initiatives and resources generated during the activity. The report is a major reference in the annual selection of Brigada Eskwela Best Implementing Schools. Office or Division: Social Mobilization and Networking (SMN) Section Classification: Simple Type of Transaction: Government to Government (G2G) Who may avail: Schools CHECKLIST OF REQUIREMENTS WHERE TO SECURE Report templates MOA template DOD/DOA template CLIENTS STEPS 1. Submit completed report to DO via the Records Section
Social Mobilization and Networking Section AGENCY ACTION
1.1 Receive copy from the Records Section 1.2 Conduct random validation of reports 1.3 Consolidate School Brigada Eskwela Reports 1.4 Submit consolidated report to Regional Office
TOTAL:
FEES TO BE PAID
PROCESS ING TIME
RESPONSIBLE PERSON
None
10 minutes
SMN Staff
None
1 day
Division BE Coordinator
None
1 day
Division BE Coordinator
None
20 minutes
Division BE Coordinator
None
Page 189 of 204| P a g e
2 days and 30 minutes
103. STAKEHOLDER ENGAGEMENT AND PARTNERSHIP BUILDING THROUGH THE SCHOOL NEEDS DATA SYSTEM (SNDS) Education partners and stakeholders are invited to register in the School Needs Data System (SNDS) of SDO Sarangani in order to access the component schools of SDO Sarangani and contribute to addressing the needs of the schools. Office or Division: Social Mobilization and Networking Section Classification: Simple Type of Transaction: Government to Business (G2B) Who may avail: Partners and Stakeholders CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
SNDS link Invitation letter Email address CLIENT STEPS 1. Stakeholder access and register in SNDS Sarangani portal at https://sndssar angani.com/mai npage.php 2. Stakeholder finds prospective schools to support in the system, engages schools and consults SMN, if necessary
SMN
FEES TO BE PAID
PROCES SING TIME
None
30 minutes
Partnerships Focal Person/ SNDS Focal Person
None
30 minutes
Partnerships Focal Person/ SNDS Focal Person
2.1 Provide TA to schools and partners online
None
30 minutes
2.2 Monitor and validate engagements
None
30 minutes
None
1 day
None
20 minutes
Partnerships Focal Person/ SNDS Focal Person Partnerships Focal Person/ SNDS Focal Person Partnerships Focal Person/ SNDS Focal Person / Partnerships Focal Person
None
1 day
SGOD
AGENCY ACTION 1.1 Orient stakeholder online 1.2 Guide stakeholder in the online sign up
2.3 Consolidate generated resources online 2.4 Submit consolidated report to Regional Office 2.5 Conduct stakeholders/partner s recognition TOTAL:
None
Page 190 of 204| P a g e
PERSON RESPONSIBLE
2 day, 2 hours & 20 minutes
104. SUBMISSION OF PTA REPORT Schools are expected to submit their PTA annual report relative to the association’s participation to the school as internal stakeholder. Office or Division
Social Mobilization and Networking Section
Classification
Simple
Type of Transaction
Government to Government (G2G)
Who may avail
All Public Elementary and Secondary Schools WHERE TO SECURE
CHECKLIST OF REQUIREMENTS a. School PTA Certificate of Recognition b. List of Incumbent Officers c. Duly signed annual PTA Financial Report / Generated Resources d. Documentation /Pictures
Hard and e-copy: School PTA Coordinator Requisitioner
FEES TO BE PAID 1. Submit a 1.1 Receive and check None completed submitted report report 1.2 Encode, None form to consolidate, and DO file the report 1.3 Analyze report for None process evaluation TOTAL: None CLIENTS STEPS
AGENCY ACTION
PROCESSING TIME
RESPONSIBLE PERSON
5 minutes
SocMob Personnel
5 minutes
SocMob personnel
5 minutes
PTA Focal Person
15 minutes
Page 191 of 204| P a g e
105. PROVISION OF SMN TECHNICAL ASSISTANCE This pertains to both school and association request for any technical assistance related to its organization and strengthening operation. Office or Division
Social Mobilization and Networking Section Simple
Classification Type of Transaction
Government to Citizen (G2C) Government to Government (G2G) All Public Elementary and Secondary Schools Parent Teachers Associations
Who may avail CHECKLIST OF REQUIREMENTS a. Letter Request from School Head or PTA President
CLIENTS STEPS 1. Submit the approved letter request
WHERE TO SECURE
Requisitioner FEES TO BE PAID
PROCESSING TIME
RESPONSIBLE PERSON
1.1 Receive and review letter request
None
5 minutes
SMN Personnel
1.2 Inform, call, text requisitioner for the final schedule of activity
None
5 minutes
SMN Personnel
AGENCY ACTION
TOTAL:
None
Page 192 of 204| P a g e
10 minutes
106. SUBMISSION OF DRRM REPORT, INCIDENT REPORT AND/OR RAPID DAMAGE ASSESSMENT REPORT This pertains to the submission of required reports from the school for any untoward incident that incurred damage of properties, casualties and fatalities of learners, staff and teaching and non-teaching personnel at the on-set of a disaster or emergency Office or Division Social Mobilization and Networking Section Classification Simple Type of Transaction Government to Government Who may avail All Public Elementary and Secondary Schools All Private Schools CHECKLIST OF REQUIREMENTS WHERE TO SECURE a. Incident Report Form Hard copy: Office of the Social Mobilization and b. (within 24 hours) Networking Section c. Rapid Damage Assessment Report Form (within 32 hours) d. Narrative Report CLIENTS STEPS 1. Submit a completed report form to DO
2. Receive vetted report TOTAL:
Soft copy: Division DRRM of Sarangani FB Page DRRM shared google drive District and School DRRM Coordinators
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
1.1 Receive copy from the Records Section
None
5 minutes
1.2 Encode in the laptop
None
5 minutes
1.3Forward a copy of report to EFS for evaluation
None
5 minutes
1.4 Conduct on-site inspection and validation
None
24 hours
1.5 Submit a copy of vetted report to Regional Office and Central DRRMS
None
20 minutes
Provide vetted report and actions taken to the recipient
None None
Page 193 of 204| P a g e
20 minutes
RESPONSIBLE PERSON Receiving staff Division DRRM Focal Division DRRM Focal Division DRRM Focal Division Engr. District/School DRRM Coordinator Division DRRM Focal Division DRRM Focal
24 hours and 55 minutes
107. PROVISION OF DRRM TECHNICAL ASSISTANCE This pertains to request of the school to conduct validation, inspection, and/ or provision of technical assistance to any related disaster risk reduction and management program, project, and activity implementation in school. Office or Division
Social Mobilization and Networking Section
Classification
Simple
Type of Transaction
Government to Government
Who may avail CHECKLIST OF REQUIREMENTS 1. Letter Request signed by the School Head 2. Approved letter request by the SDS and SGOD Chief 3. Approved Activity Design (for CapB) CLIENTS STEPS 1.Submit approved letter request stamped by the Records section
2. Receive feedback
AGENCY ACTION
All Public Elementary and Secondary Schools WHERE TO SECURE Requisitioner
FEES TO BE PAID
PROCESSING TIME
RESPONSIBLE PERSON
1.1Receive approved and stamped document
None
5 minutes
Receiving Staff
1.2 Evaluate the requested technical assistance
None
10 minutes
DRRM Focal
Inform the school for the approval or non-approval of the request
None
15 minutes
DRRM Focal
TOTAL:
None
Page 194 of 204| P a g e
30 minutes
108. PROVISION OF MONITORING AND EVALUATION TOOL To provide monitoring and evaluation tool to different programs of concern section heads / offices / program holders. Office or Division:
Monitoring and Evaluation
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who may avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Approved Activity Design 2. Training Matrix
Program Holders
CLIENT STEPS
FEES TO BE PAID
PROCESSING TIME
1.1 Receive documents
None
5 minutes
M&E SEPS M&E Staff
1.2 Craft monitoring and evaluation tool
None
1 hour
M&E SEPS M&E EPS
1.3 Log / Calendar schedule
None
5 minutes
M&E Staff
1.4 Provide Evaluation Tool to Client
None
5 minutes
M&E Staff
1. Submit approved Activity / Training Design a day before the activity. 2. Receive Evaluation Tool
AGENCY ACTION
TOTAL
None
Page 195 of 204| P a g e
PERSON RESPONSIBLE
1 hour, 15 minutes
109. PROVISION OF RESULT ANALYSIS FROM THE EVALUATION TOOL To provide Evaluation Results to all concerned sections / offices / program holders Office or Division:
Monitoring and Evaluation
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who may avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Accomplished Evaluation Tools
Program Holders / M&E Office
CLIENT STEPS
AGENCY
1. Request Analysis
1.1 Receive and consolidate the results from the evaluation tool
None
2 hours
1.2 Analyze consolidated result
None
1 day
2. Receive the analyzed results with Policy Recommend ation
FEES TO PROCESSING BE PAID TIME
ACTION
PERSON RESPONSIBLE M&E SEPS M&E EPS M&E Staff M&E SEPS M&E EPS
1.3 Forward the analyzed results to the Planning and Research Section for policy directions and further recommendations
None
1 hour
M&E SEPS M&E EPS M&E Staff
2. Provide the Client a copy of analyzed results with Policy Recommendation
None
5 minutes
M&E Staff
TOTAL
None
Page 196 of 204| P a g e
1 day, 3 hours and 5 minutes
110. PREPARATION OF DATA FOR REGIONAL MONITORING EVALUATION PLAN ADJUSTMENT PRESENTATION To prepare data from various program holders as input for Regional Monitoring Evaluation Plan Adjustment Presentation Office or Division:
Monitoring and Evaluation
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who may avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
Region Memo containing RMEPA Toolkit
Region
CLIENT STEPS 1. Forward necessary data
2. Receive feedback
AGENCY ACTION
FEES TO PROCESSING BE PAID TIME
PERSON RESPONSIBLE
1.1 Receive consolidated data
None
5 minutes
1.2 Present and validate data aligned with the toolkit
None
2 hours
1.3 Prepare script for SDS comments and recommendations
None
5 days
RMEPA Scriptwriter
1.4 Prepare PowerPoint presentation
None
3 days
RMEPA Lay-out In-Charge
1.5 Finalize video presentation
None
2 days
RMEPA Video Editor
3.
None
5 minutes
Provide feedback TOTAL:
None
Page 197 of 204| P a g e
Receiving Staff
SEPS
SEPS
10 day, 2 hours and 10 minutes
111. COLLECTION OF DATA ON SCHOOLS’ ANNUAL IMPLEMENTATION PLAN PRESENTATION To collect data from Annual Implementation Plan Technical Working Group per District for provision of necessary Technical Assistance Office or Division:
Monitoring and Evaluation
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who may avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
District Consolidated AIP Report
AIP Technical Working Group-Secretariat
CLIENT STEPS
AGENCY ACTION
1. Submit consolidate d report
1.1 Receive consolidated report
None
5 minutes
1.2 Review and analyse findings
None
3 hours
M&E SEPS M&E EPS
1.3 Thematize findings in preparation for the post conference report
None
1 hour
M&E SEPS M&E EPS
None
5 minutes
M&E SEPS M&E EPS
2. Receive feedback1. Provide feedback
TOTAL
FEES TO PROCESSING BE PAID TIME
None
Page 198 of 204| P a g e
PERSON RESPONSIBLE Receiving Staff
3 hours and 10 minutes
112. PROVISION OF TECHNICAL ASSISTANCE IN PREPARATION OF DISTRICT MONITORING EVALUATION PLAN ADJUSTMENT To provide Technical Assistance in the preparation of District Monitoring Plan Adjustment Presentation align to prescribed toolkit Office or Division:
Monitoring and Evaluation
Classification:
Simple
Type of Transaction:
Government to Government (G2G)
Who may avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE District Division
● DMEPA Powerpoint Presentation ● Division Memo CLIENT STEPS 1. Submit DMEPA PPT
2. Receive feedback
AGENCY ACTION
FEES TO PROCESSING BE PAID TIME
PERSON RESPONSIBLE
1.1 Receive DMEPA PPT
None
2 minutes
1.2 Review PPT and its alignment to prescribed toolkit
None
2 hours
M&E SEPS M&E EPS Interpolators
1.3 Sort documents for filing
None
1 hour
M&E SEPS M&E EPS
2. Provide feedback / necessary technical assistance
None
2 minutes
M&E Team
TOTAL
None
Page 199 of 204| P a g e
M&E Team
3 hours and 4 minutes
113. PROVISION OF LEARNER’S LEARNING PERFORMANCES DATA Provision of Assessment and Learning Performances for Internal and External Stakeholders Office or Division:
Monitoring and Evaluation
Classification:
Simple
Type of Transaction:
Government to Government (G2G) / Government to Citizen (G2C)
Who may avail:
DepEd Personnel
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE Central Office, Region Office, Division Office
● Memos
Stakeholder
● Request Letter
M&E Office
● Learning Performance Data
M&E Office
● Assessment Result CLIENT STEPS
AGENCY ACTION
1. Request for learning performances data
1.1 Receive request
1.2 Record request for filing
FEES TO BE PAID
PROCESSING TIME
None
5 mins
None
5 minutes
PERSON RESPONSIBLE Division Testing Coordinator Division Testing Coordinator District Coor M&E Staff
1.3 Extract data from the file
2. Receive requested data
2.1 Provide necessary data
None
None
5 minutes
3 minutes
Division Testing Coordinator Division Testing Coordinator District Coor
TOTAL
None
18 minutes
Page 200 of 204| P a g e
114. SUBMISSION OF ELECTRONIC COPY OF LEARNERS’ LEARNING PERFORMANCE BY DISTRICT Submission of electronic copy of learners’ learning performance by district to be used for learning interventions and necessary technical assistance Office or Division:
Monitoring and Evaluation
Classification:
Simple
Type of Transaction:
Government to Government (G2G) / Government to Citizen (G2C)
Who may avail:
DepEd Personnel, Stakeholders
CHECKLIST OF REQUIREMENTS 1. 2.
Memo District Report CLIENT STEPS
1. Submit report online
2. Receive feedback
WHERE TO SECURE Division Office District Offic
AGENCY ACTION
FEES TO BE PAID
PROCESSING TIME
1.1 Receive report and review its completeness
None
5 mins
1.2 Update list for consolidation
None
1.3 Furnish updated list to program holders
None
2.1 Provide feedback
TOTAL
5 minutes
PERSON RESPONSIBLE Division Testing Coordinator Division Testing Coordinator District Coor M&E Staff
None
5 minutes
3 minutes
Division Testing Coordinator Division Testing Coordinator District Coor
None
18 minutes
Page 201 of 204| P a g e
OFFICE OF THE SCHOOL GOVERNANCE AND OPERATION DIVISION (SGOD)
EXTERNAL SERVICES
Page 202 of 204| P a g e
115. REQUEST FOR BASIC EDUCATION DATA (EXTERNAL STAKEHOLDERS) SERVICE DESCRIPTION Includes official certifications on enrolment, district data on Master list of schools, school heads and contact numbers, inventory of teachers and performance indicators. Data requests from school districts, public and private schools must be officially communicated through proper channels indicating the purpose of such requests. Office or PLANNING AND RESEARCH Division: Classification:
Simple
Type of Transaction:
Government to Citizen (G2C )
Who may avail:
External Stakeholder
CHECKLIST OF REQUIREMENTS
WHERE TO SECURE
1. Letter request address to SDS (1 Original Copy, 1 Photocopy) CLIENT AGENCY STEPS ACTION 1.Submit Letter request addres s to Recor ds Office
1.1. Receive the letter request from the client and forward it to the SDS 1.2. Refer letter request to Chief, SGOD 1.3. Refer the Letter request to Planning Officer 1.4. Make the necessary action undertaken to the said letter request 1.5. Prepare the transmittal letter and attachments to be signed by SDS 1.6 Receive signed report and forward to Records Section
2.Receive the necessary documents
2.1 Release the documents to the End User TOTAL:
Client FEES TO BE PAID
PROCESSING TIME
PERSON RESPONSIBLE
None
Ten (10) minutes
Records Unit Personnel
None
Four (4) hours
SDS
None
Five (5) minutes
Chief, SGOD
None
None
None
None
None
Page 203 of 204| P a g e
Two (2) days
Clerk/Planning Officer
Fifteen (15) minutes
Planning Officer
Ten (10) minutes
Planning Officer
Two (2) minutes
Records Officer
2 days, 4 hours, 42 minutes
FEEDBACK AND COMPLAINTS MECHANISM
1. Secure a Customer Service Survey (CSS) Form from the Security Guard on Duty. HOW TO SEND FEEDBACK
2. Fill up the form. 3. Drop the filled up form at the Drop box located at the counter in the Guard post. 1. Filled up forms are collected weekly from the guard.
HOW FEEDBACKS ARE PROCESSED
2. The Monitoring and Evaluation Section will consolidate the results from the gathered forms. 3. The same will be forwarded/submitted to the functional divisions (OSDS, CID & SGOD). 4. The results will also be reported during DEXECOM.
HOW TO FILE A COMPLAINT HOW TO COMPLAINTS ARE PROCESSED
HOTLINE NUMBERS
Please look for the process under the OSDS-Legal Section in this Citizen’s Charter.
• • • • •
8888- Presidential Complaints Center 0908-8816565 – CSC Contact Center 478-5093 – Anti-Red Tape Authority 508-2039 – DepEd SDO Sarangani 508-2040 – DepEd SDO Sarangani
Page 204 of 204| P a g e