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InterimDICTISO-AlignedDocumentsResourceManagementManual

TableofContents Numberof

Pages1.Recruitment,SelectionandPlacement 4

2.TrainingandDevelopment

3.FilingandLitigationofAdministrativeComplaints

4.RequestofCertificateforNoPendingCase 2

5.RegistrationandInsuranceofServiceVehicle

6.RepairofServiceVehicle

7.RequestforFuelandSupply

8.RequestforServiceDelivery(OutsideMetroManila) 3

9.RequestforServiceDelivery(withinMetroManila) 3

10.ProcurementofGoodsandServices

11.DisposalofRecords

12.IncomingCommunicationsfromoutside(printedmattersandmails

13.IncomingCommunications

14.OutgoingCommunications 2

15.RequestforCopyofDocuments 2

16.RequestforRepairofFacilitiesandEquipment 3

17.RecordsTransfer/StoragetoDICTRecordsCenter 2

18.RecordsTransfer/StorageintheNationalArchivesofthePhilippines

ResourceManagement

DocumentReferenceCode:

PM-HRD-06-01Rev.No.0

Eff.Date:23February2017

Recruitment,Selection,andPlacement Page

01of04

PURPOSEToensurethatqualifiedandcompetentpersonnelarehiredtoperformtherequiredjobsidentifiedbyICTO.ToensurejobapplicantsthatequalopportunityandfairnessarebeingappliedinICTO.SCOPEThisprocedurecoversthestep-by-stepprocedureofrecruitment,selectionandplacement.

DEFINITIONOFTERMSRecruitment–referstotheprocessofdefiningajobandattractingapplicantsforthevacantpost.Selection–referstoaprocessofchoosingthemostappropriatecandidatetofillthepostfromamongallthosewhoapply.Placement–referstopositioningofpersonneltoactualjob/function/assignment.Applicant–referstoanypersonwantingtobeemployedatICTORECORDSRequisitionforEmployeeChecklistofRequirementsforApplicationActualdutiesandresponsibilitiesPerformanceEvaluationFile201FileChecklistofRequirementsforAppointmentREFERENCESOfficeOrderNo.009s.2015,(ProcedureintheSelectionofApplicantstoICTOfficePlantilla/Permanent

VacantSecondLevelPositions(SG11-17)OfficeOrderNo.006s.2015,SelectionProcessforSecondLevelVacantPositionsICTOMeritSelectionPlan2007CSCQualificationStandardsManual

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02of04PROCESS

FLOW PERSON/UNITRESPONSIBLE

DETAILS

Receiverequestforhiringofpersonnel ChiefofRequestingUnit RequestingUnitsendrequestforhiringofpersonneltoHRD.

*VacantpositionispublishedinCSCBulletinofVacantPositionsintheGovernment,andinotherthreeconspicuousplacesinICTO,incompliancewithRA7041.

Announce/postjobvacancytowebsiteandbulletinboards

HRDStaff

Conductdocumentscreening/evaluation/initialassessment

ofapplications

PSBSecretariat • Applicantsarerequestedtobringandsubmitsupportingdocuments,thelistofwhichisindicatedinAnnexA.

• Noticeissenttoqualifiednext-in-rankemployeestosubmitneededsupportingpapersiftheyareinterestedtobeconsideredforpromotion.

• Documentsofapplicantsarescreened/reviewedtodetermineifhe/sheisqualifiedfortheposition.Conductshortinterviewtoverifytheinformationwrittenontheapplicant’spersonalbio-dataandassesshis/herknowledgeandskillsonthepositionbeingappliedfor.

• Conductabackgroundinvestigationthroughphonecall.Previousemployer/sofapplicantsareaskedforconfirmationofreason/sforresignation,ifapplicable.Inconsistenciesfoundarelikewiseverifiedforclarification.

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03of04PROCESS

DETAILS

InitialScreeningPassed?

Informapplicant

PSBSecretariat • Conductinitialscreeningbasedonthesubmittedrequirements.Shouldtheapplicantpassedpre-screening,theywillberecommendedforcompetencyandpsychologicalassessment.

• Ifnot,informtheapplicantregardingtheresultofhis/herapplication.

• PSBSecretariattosubmitlistofpre-qualifiedapplicantstoAssessorsandPsychologicalTestingCentersforcompetencyassessment/batteryoftests.

Conductassessmenttopre-qualifiedapplicants.Assessors/PsychologicalTestingCentersConductAssessmentforapplicants

SubmitAssessmentResultstoPSB

Assessors/PsychologicalTestingCenters AssessorswillsubmittothePSBtheapplicants’CalibratedScoresandrecommendations.ThePsychologicalTestingCenterswillsubmitresultsofbatteryoftests.

PSBvalidateassessmentresultandconducttargeted

interview

PSB Applicantsaresubjectedtotargetedpanelinterviewtovalidatetrackrecord,resultsofcompetencyassessmentandbatteryoftestsandtodetermineotherskills,capability,attitude,dispositionandothertraitsrelevanttothepositiontobefilled-up.

PSBdeliberate,rank,andrecommendtopfive

applicants

PSB PSBrecommendations,togetherwiththerankingoftop5applicantsbasedonthefinalcomparativescores,aresubmittedtotheExecutiveDirectorforapproval.

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04of04PROCESS FLOW PERSON/UNIT

RESPONSIBLEDETAILS

ExecutiveDirectorselectsapplicantdeemedmostqualifiedtoappoint

ExecutiveDirector TheExecutiveDirectorselectsfromamongthetop5applicantsdeemedmostqualifiedtoappointforthevacantposition.

PSBinformHRDDofthedecision

PSB UpondecisionbytheExecutiveDirector,PSBinformsHRDDoftheselectedapplicanttobeappointed.

Notifyapplicant HRDStaff HRDStaffnotifiesapplicanttoconfirmacceptanceoftheposition,andtosubmittheappointmentrequirements.

AppointmentpapersarepreparedandsubmittedtotheCivilServiceCommissionwithin30daysforapproval/attestation.

PositionAccepted?

InformPSBandAgencyHead

PrepareAppointmentPaper HRDStaff

AnnounceRecruitment,SelectionandPlacement

Result

HRDStaff HRDStafftopostresultsoftherecruitment,selectionandplacementconducted.

Conductnewemployeeorientation

HRDStaff HRDStafftoconductnewemployeeorientation.

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PM-HRD-06-02Rev.No.:0

TrainingandDevelopment Page

01of02

PURPOSETo ensure that ICTO personnel are competent enough to perform their jobs efficiently through provision ofappropriateTrainingandDevelopment(TandD)intervention.SCOPEThis procedure covers all activities from assessment up to the measurement of the effectiveness of theintervention.

DEFINITIONOFTERMSTraining–referstotheapplicationofformalprocesstoimpartknowledgeandhelppeopletoacquiretheskillsnecessaryforthemtoperformtheirjobssatisfactorily.(Armstrong’sEssentialHRMPractice/PAHRODF/CSCHRDPlanningGuidebook)Development – refers to unfolding process which enables people to progress from a present state ofunderstanding and capability to a future state in which higher level skills, knowledge and competencies arerequired. It is concernedwith ensuring that a person’s ability and potential, grows through the provision oflearningexperiencesorthoughself-directed(self-managed)learningRECORDSAnnualTrainingPlan201File

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PM-HRD-06-02Rev.No.:0

TrainingandDevelopment Page

02of02PROCESS

DETAILS

ReceiveaccomplishedCompetencyAssessment

HRDStaff HRDreviewandvalidatetheaccomplishedCompetencyAssessmentForm

BasedontheCompetencySurvey,HRDtodeterminethemostapplicableTrainingandDevelopmentinterventiontobedeveloped.

ConductassessmentoftheresultsoftheCompetency

AssessmentSurvey

HRDStaff/HRDChief

DetermineTandDIntervention

PSBSecretariat FormulateTrainingandDevelopmentProgrambasedontheresultofthevalidatedCompetencyAssessmentSurvey.

DevelopTandDProgram

SubmitrecommendTandDProgramforapproval

HRDStaff/HRDChief SubmittherecommendedTandDProgramforapprovaloftheExecutiveDirector

Approved?

ReturnproposedTandDProgramanddraft

newproposal

HRDStaff/HRDChief • SubmittherecommendedTandDProgramforapprovaloftheExecutiveDirector

• RevisetheTandDProgramproposalifnotapprovedandre-submituntilapprovalisgranted

ImplementTandDProgram HRDStaff/HRDChief ImplementtheapprovedTandDProgram.ConductanimpactassessmentforallTandDinterventionsconducted6monthsafterimplementation.

Monitorandevaluateresults HRDStaff/HRDChief Evaluateresultsoftheintervention.

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PM-LEGAL-06-03Rev.No.:0

FilingandLitigationofAdministrativeComplaint Page

01of04

PURPOSEThisManual is intendedtoestablishprocedures inprocessingdocumentsandadministrativecases inordertoprovide support to different services/units of ICTO and to achieve the expeditious and just dispensation ofjusticeinadministrativeproceedings.SCOPEThis Manual shall cover the procedure in reviewing contracts, rendering legal opinion, and litigation ofadministrativecases.

REFERENCESExecutiveOrderNo.292“RevisedAdministrativeCodeof1987”RevisedRulesonAdministrativeCasesintheCivilService(RRACS)SpecialOrderno.009“DICTRulesofProcedureforDisciplinaryCases”SpecialOrderno.008“DesignatingtheMembersoftheDICTFact-FindingCommittee”

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02of04PROCESS

DETAILS

SubmitComplaint-Affidavit,AttachmentsandCertificateofNon-

forumShopping

ReceivingOfficer,OfficeoftheExecutiveDirector

• SubmissionofCompliant-Affidavit,Attachments,andCertificateofNon-forumShopping

• ReceivingOfficerchecksrequirementsastocompleteness

• Stamps“Received”onoriginalandreceivingcopy

EncodeDetailsintheDocumentTrackingSystem

Encoder,OfficeoftheSecretary • Fill-outFeedbackForm• EncodedetailsoftheCompliantintheDocumentTrackingSystem

• WritesDocumentTrackingNo.onthereceivingcopy

EndorsetheComplaint-Affidavit,AttachmentsandCertificateofNon-forumShoppingtotheLegalDivision

ExecutiveAssistant,OfficeoftheSecretary

EndorsetheComplaint-Affidavit,AttachmentsandCertificateofNon-forumShoppingtotheLegalDivision.

RecordsDetailsoftheComplaintintheLegalDivision’sDatabaseandForwards

ittotheChiefoftheLegalDivision

Clerk,LegalDivision • RecordsdetailsofthecomplaintintheLegalDivision’sDatabase

• ForwardsdetailstotheChiefofLegalDivisionfordistributiontoattorneys

Assignsthecasetotheattorneys Chief,LegalDivision

Evaluatesthecaseanddeterminesifallegationscambelitigatedunder

Attorney,LegalDivision EvaluatesthecaseanddeterminesoftheallegationsinthecompliantcanbelitigatedunderRRACS:• IfthecasecanbelitigatedunderRRACS,he/sheshallendorsethecasetotheFact-FindingCommittee

• IfthecasecannotbelitigatedunderRRACS,he/sheshallrecommendforappropriatelegalaction

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DETAILS

EvaluatestherecommendationoftheattorneyandendorsestotheFact-Find

Committee

Chief,LegalDivision • Evaluationoftherecommendationoftheattorney• EndorsementofthecomplainttotheFact-FindingCommitteewithnecessarycomments

• ConductpreliminaryinvestigationinaccordancewithSpecialOrderNo__

SubmissionofInvestigativeReportwithrecommendationandthecompleterecordsofthecasetotheDisciplining

Authority

DiscipliningAuthority • Ifthereisaprimafaciecase,issueeitheraformalchargeoranoticeofcharge

• Absenceofaprimafaciecasemeansthatthecomplaintshallbedismissed

PrimaFacie?Complaintdismissed

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DETAILS

SubmissionofnecessarydocumentsrequiredbytheHearingCommitteeand

conductsformalhearing

HearingCommittee • ConductformalinvestigationinaccordancewiththeRevisedRulesonAdministrativeCasesintheCivilService,wheremeritsofthecasecannotbedecidedjudiciouslybythediscipliningauthoritywithoutconductingsuchinvestigationorwhentherespondentelectstohaveone.

• Commencetheformalinvestigationnotearlierthan10daysfromthereceiptoftherespondent’sansweroropentheexpirationoftheperiodtoanswer.

• Finishtheinvestigationwithin30daysfromtheissuanceoftheformalchargeunlesstheperiodisextendedbythediscipliningauthorityinmeritoriouscases.

• Submitwithin15daysafterconclusionoftheformalinvestigation,areportcontaininganarrationofthematerialfactsestablishedduringtheinvestigation,thefindingsandtheevidencesupportingsaidfindings,aswellastherecommendationstothediscipliningauthority.

Givesdecisionofthecase DiscipliningAuthority

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RequestofCertificateforNoPendingCase Page

01of02

PURPOSEThisManual is intendedtoestablishprocedures inprocessingdocumentsandadministrativecases inordertoprovide support to different services/units of ICTO and to achieve the expeditious and just dispensation ofjusticeinadministrativeproceedings.SCOPEThis Manual shall cover the procedure in reviewing contracts, rendering legal opinion, and litigation ofadministrativecases.

REFERENCESExecutiveOrderNo.292“RevisedAdministrativeCodeof1987”RevisedRulesonAdministrativeCasesintheCivilService(RRACS)SpecialOrderno.009“DICTRulesofProcedureforDisciplinaryCases”SpecialOrderno.008“DesignatingtheMembersoftheDICTFact-FindingCommittee”

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RequestofCertificateforNoPendingCase Page

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PROCESS

DETAILS

Fill-outNoPendingCaseRequestSlip Clerk,LegalDivision • FillsouttheNoPendingCaseRequestSlipandsubmitssupportingdocuments.

• Clerkreceivesaccomplishedrequestslipandsupportingdocuments

EncodeInformation Clerk,LegalDivision Clerkencodesinformationoftherequester.

VerifyRecordsoftheRequester Clerk,LegalDivision ClerkverifiesrecordsoftherequesterfromtheLegalDivision’sDatabase.

• Ifwithoutcase,printcertificate• Ifwithcase,printcertificatewithcase/s

Note:Forretiredorseparatedemployees,theLegalDivisionmayreferthemattertoHumanResourceManagementSection(HRM)forverificationinthe201File.

SubmittoAuthorizedSignatoryforApproval

AuthorizedPerson

ReviewDocuments AuthorizedPerson

SignCertificate AuthorizedPerson

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PM-MPU-06-05Rev.No.:0

RegistrationandInsuranceofServiceVehicle Page

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PURPOSETo ensure that the registration and insurance of all ICTO service vehicles follows the set of guidelines andproceduresimplementedbytheLTOandtheGSIS

SCOPEThiscoverstheregistrationandinsuranceproceduresofallICTOservicevehicles.

DEFINITIONOFTERMSLTO–LandTransportationOfficeGSIS–GovernmentServiceandInsuranceSystemRECORDSObligationSlipDisbursementVoucherPreviousyearcopyofGSISInsuranceCertificatePreviousyearcopyofLTORegistration(CR–CertificateofRegistration)

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02of03PROCESS

DETAILS

ComputationofInsurance Motorpool/GSIS

Budget

ProcessesthecomputationoftheGovernmentServiceInsuranceService(GSIS)VehicleInsurance.

Determinestheavailabilityoffunds.FundsAvailable?

Motorpool PreparestheObligationSlip,DisbursementOrderforthepaymentofGSISInsurance.

PreparationofdocumentsforthepaymentofGSISInsurance

Motorpool/GSIS PaymentofGSISInsuranceattheGSISCentralOffice,PasayCity.

PaymentofGSISInsurance

ComputationofthePaymentofLTORegistration

Motorpool/LTO ProcessesthecomputationofthepaymentfortheLTPORegistration.

Budget Determinestheavailabilityoffunds.

FundsAvailable?

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PROCEDURES

DETAILS

ReturntoICTO Driver ServicevehiclereturnstotheICTOMotorpoolcarpark.

Post-tripInspection Driver/SecurityonDuty Conductsapost-inspectionoftheservicevehicle.

PreparationofdocumentsforthepaymentofLTORegistration

Motorpool PreparestheObligationSlip,DisbursementOrderforthepaymentofLTORegistration.

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RepairofServiceVehicles Page

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PURPOSETo ensure that the repair andmaintenance of service vehicles of all DICT officials and staff follow the set ofguidelinesanditsuseshallbeproperlycontrolledandregulated.

SCOPEThiscoverstherepairandmaintenanceofallservicevehiclesofDICTofficialsandstaff.

DEFINITIONOFTERMSRequestforRepairForm–formtobeaccomplishedbeforerequestingforvehiclerepair.Pre-andPost-repairInspectionForm–formtobefilled-upbythetechnicalinspectorindicatinghisfindingsandrecommendations.PurchaseRequestForm–formtobeusedforrequestingsuppliesandmaterialsneeded.SAI–SuppliesAvailabilityInquiryForm.RIS–RequisitionandIssueSlipFormRECORDSRequestforRepairFormPre-andPost-repairInspectionReportFormPurchaseRequestSuppliesAvailabilityInquiryFormRequisitionandIssueSlipCanvassforQuotationFormAbstractofPriceQuotationForm

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PROCESS

DETAILS

SubmitVehicleforMaintenanceCheckUp

PreparePre-inspectionReport

Driver

Mechanic/Driver

SubmitvehicleformonthlymaintenancecheckuptotheMotorpoolUnit.

PrepareDriver’sReportandPre-inspectionReportforApprovaloftheAdministrativeDivision.

Head,AdministrativeDivision ApprovesthePre-repairInspectionReportandforwardstheRequesttotheMotorpoolUnit/GSS.

Pre-repairInspection Inspector Pre-repairinspectionandevaluationofthevehicle.

ApprovalPre-inspectionReport

OutsideRepair?

SuppliesAvailabilityInquiry

Motorpool PreparestheSuppliesAvailabilityInquiry(SAI).

Available? Supply Determinestheavailabilityofthesuppliesneededforrepair.

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PROCEDURES

DETAILS

Vehicle(s)RepairReady Motorpool/Mechanic Vehicle(s)readyforrepair.

Post-inspection Inspector Conductsapost-repairinspection.

RequisitionandIssueSlip Supply ApprovedtheRISandSAIandissuesthesupplies.

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RequestForFuel/Supply Page

01of02

PURPOSEToensurethattherequestforfuelandothersupplyforservicevehiclesofallICTOofficialsandstafffollowthesetofguidelinesanditsuseshallbeproperlycontrolledandregulated.SCOPEThiscoversalltherequestsforuseofICTOservicevehicles.DEFINITIONOFTERMSVehicleSupply/ServiceRequestSlip–theformtobeaccomplishedbeforethewithdrawaloffuelandothersuppliesfromgasstation.RECORDSVehicleSupply/ServiceRequestSlip

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RequestForFuel/Supply Page

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PROCESS

DETAILS

RequestforFuel

VehicleSupply/ServiceRequestSlip

Driver

Motorpool

Driverrequestforfuel.

PreparestheVehicleSupply/ServiceRequestSlip.

Head,AdministrativeDivision ApprovestheVehicleSupply/ServiceRequestSlip.

IssuanceofGasSlip Motorpool GivestheGasSliptotherequestingdriver.

ApprovaloftheVehicleSupply/ServiceRequestSlip

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RequestforServiceDelivery(OutsideofMetroManila)

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PURPOSEThis procedure aims to ensure that the request for the use of service vehicles of all ICTO officials and stafffollowsthesetofguidelinesanditsuseshallbeproperlycontrolledandregulated.

SCOPEThiscoversalltherequestsforuseofICTOservicevehicles.

DEFINITIONOFTERMSVehicleRequestForm–formtobeaccomplishedwheneverarequestforvehicleforofficialtripisrequested.TripTicket–formissuedforeveryapprovedvehiclerequest.Travel Authority – a written authority signed by the Head of the Agency authorizing the travel of ICTOemployeesRECORDSVehicleRequestFormVehicleTripTicketTravelAuthority

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PROCESS

DETAILS

RequestforuseofServiceVehicle RequestingUnit • RequestingunitfillsuptheVehicleRequestFormandforwardsittotheMotorpoolUnitatleast3daysbeforetherequestedtrip.

• ApprovedTravelAuthorityshouldbeattachedtotheRequest.

Available?

Motorpool ReceivestheVehicleRequestFormonorbefore3:00PM.

Motorpool Determinestheavailabilityofservicevehicles.

ApprovalofTripTicket Head,AdministrativeDivision Approvestherequestedtrips.

VehicleRequestForm

TripConfirmation Motorpool

Confirmstheavailabilityofservicevehicleandinformstherequestingunitofthedetailsoftheapprovedtrip.

TripDetails Motorpool/Driver Disseminatesanddiscusseswiththedriverthedetailsofthetrip.

Pre-tripInspection Motorpool/Driver Ensurestheroad-worthinessoftheservicevehicletobeused.

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PROCEDURES

DETAILS

Trip Driver/Passenger(s) • Conductsthetrip.• Detailsspecifiedinthetripticket.

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RequestforServiceDelivery(WithinMetroManila)

01of03

PURPOSEThis procedure aims to ensure that the request for the use of service vehicles of all ICTO officials and stafffollowsthesetofguidelinesanditsuseshallbeproperlycontrolledandregulated.SCOPEThiscoversalltherequestforuseofICTOservicevehicles.

DEFINITIONOFTERMSVehicleRequestForm–formtobeaccomplishedwheneverarequestforvehicleforofficialtripisrequested.TripTicket–formissuedforeveryapprovedvehiclerequest.Notripwillbeallowedwithouttheapprovedtripticket.RECORDSVehicleRequestFormTripTicket

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PROCESS

DETAILS

RequestforuseofServiceVehicle

VehicleRequestForm

RequestingUnit

Motorpool

RequestingunitfillsuptheVehicleRequestFormandforwardsittotheMotorpoolUnitatleast1daybeforetherequestedtrip.

ReceivestheVehicleRequestFormonorbefore3:00PM.

Available? Motorpool Determinesavailabilityofservicevehicles.No

TripTicket Motorpool PreparestheTripTicketsfortherequestedtrips.

ApprovalofTripTicket Head,AdministrativeDivision Approvestherequestedtrips.

TripDetails Motorpool/Driver Disseminatesanddiscusseswiththedriverthedetailsofthetrip.

Pre-tripInspection Motorpool/Driver Ensurestheroad-worthinessoftheservicevehicletobeused.

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PROCEDURES

DETAILS

Trip Driver/Passenger(s) • Conductsthetrip.• Detailsspecifiedinthetripticket.

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PM-PMO-06-10Rev.No.:0

ProcurementofGoodsandServices Page

01of10

PURPOSEThepurposeofthisProceduresManualistoensurethatallProcurementofGoodsandServicesarecompliantwiththeprovisionsofRepublicActNo.(RA)9184anditsRevisedImplementingRulesandRegulations.SCOPEProcedures cover all activities, starting with the receipt of approved Purchase Request up to the FinalAcceptanceofdeliveredgoodsandservices.DEFINITIONOFTERMSAlternativeModesofProcurement–perArticleXVIoftheRevisedIRR.ApprovedBudgetfortheContract(ABC)–referstothebudgetforthecontractdulyapprovedbytheHeadoftheProcuringEntity,asprovidedforintheGeneralAppropriationsActand/orcontinuingappropriations.Bid – refers to a signed offer or proposal submitted by a supplier, manufacturer, distributor, contractor orconsultantinresponsetotheBiddingDocuments.BidsandAwardsCommittee(BAC)–referstotheBidsandAwardsCommitteeestablished inaccordancewithArticleVoftheRevisedIRR.Bidding Documents – refers to documents issued by the Procuring Entity as the basis for Bids, furnishing allinformation necessary for a prospective bidder to prepare a bid for the Goods, Infrastructure Projects, andConsultingServicestobeprovided.CompetitiveBidding– refers to themethodof procurementwhich is open toparticipationby any interestedpartyandwhichconsistsofthefollowingprocesses:advertisement,pre-bidconference,eligibilityscreeningofprospectivebidders, receiptandopeningofbids,evaluationofbids,post-qualificationandawardof contract,thespecificrequirementsandmechanicsofwhicharedefinedintheIRRofR.A.9184.ConsultingServices–refertoservicesforInfrastructureProjectsandothertypesofprojectsoractivitiesoftheGovernment requiring adequate external technical and professional expertise that are beyond the capabilityand/orcapacityofthegovernmenttoundertakesuchas,butnotlimitedto:(i)advisoryandreviewservices;(ii)pre-investment or feasibility studies; (iii) design; (iv) construction supervision; (v) management and relatedservices;and(vi)othertechnicalservicesorspecialstudies.

Contract – refers to contract between DICT and the Supplier/Contractor whowas declared as Single/LowestCalculated and Responsive Bid. It specify payment terms, delivery dates, item description, quantities and allotherobligationsandconditionsstatedinthebiddingdocuments.End-user–referstotherequestingUnit,Division,Serviceand/orProject.

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02of10G-EPS–referstotheGovernmentElectronicProcurementSysteminaccordancewithSection8ofRA9184.

Goods – refer to all items, supplies, materials and general support services, except consulting services andinfrastructureprojects,whichmaybeneeded in the transactionof public businesses or in thepursuit of anygovernment undertaking, project or activity, whether in the nature of equipment, furniture, stationery,materialsforconstruction,orpersonalpropertyofanykind,includingnon-personalorcontractualservicessuchastherepairandmaintenanceofequipmentandfurniture,aswellastrucking,hauling,janitorial,security,andrelatedoranalogousservices,aswellasprocurementofmaterialsandsuppliesprovidedbytheprocuringentityforsuchservices.GPPB – refers to theGovernment Procurement Policy Board established in accordancewith Article XX of RA9184.HeadoftheProcuringEntity(HOPE)–referstotheheadoftheagencyorhisdulyauthorizedofficial.InfrastructureProjects– includetheconstruction, improvement,rehabilitation,demolition,repair,restorationor maintenance of roads and bridges, railways, airports, seaports, communication facilities, civil workscomponentsofinformationtechnologyprojects,irrigation,floodcontrolanddrainage,watersupply,sanitation,sewerage and solidwastemanagement systems, shoreprotection, energy/power andelectrification facilities,national buildings, school buildings, hospital buildings and other related construction projects of thegovernment.Notice to Proceed (NTP) – Refers to notice from DICT to a supplier/contractor stating the date thesupplier/contractor can begin work subject to the conditions of the contract. The performance time of thecontractstartsfromtheNTPdate.Procurement – refers to the acquisition of Goods, Consulting Services, and the contracting for InfrastructureProjectsbytheProcuringEntity.Procurementshallalsoincludetheleaseofgoodsandrealestate.Withrespecttorealproperty,itsprocurementshallbegovernedbytheprovisionsofRA8974,entitled“AnActtoFacilitatetheAcquisitionofRight-of-WaySiteorLocationfornationalGovernmentInfrastructureProjectsandforOtherPurposes”,andotherapplicablelaws,rulesandregulations.Procuring Entity – refers to any branch, department, office, agency, or instrumentality of the governmentincluding state universities and colleges, government-owned and/or –controlled corporations, governmentfinancial institutions, and local government units procuring Goods, Consulting Services and InfrastructureProjects.Republic Act 9184 (R.A. 9184) or the Government Procurement Reform Act – the Law that applies to theProcurementof InfrastructureProjects,Goods,andConsultingServices,regardlessofsourceoffundswhetherlocal or foreign, by all branches and instrumentalities of government, its corporations and local governmentunits,subjecttotheprovisionsofCommonwealthActNo.138.Revised Implementing Rules and Regulations of RA 9184 (IRR) – hereinafter called the IRR, is promulgatedpursuant to Section 75 of Republic Act No. (R.A.) 9184, otherwise known as the “Government ProcurementReform Act”, for the purpose of prescribing the necessary rules and regulations for the modernization,standardization,andregulationoftheprocurementactivitiesfortheGovernmentofthePhilippines(GOP).

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RECORDSPurchaseRequestNoticeofAwardContractObligationRequestSlip

JobOrderPurchaseOrderNoticetoProceed

REFERENCESRepublicActNo.9184(TheGovernmentProcurementReformAct)

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PROCEDURESPublicBidding(PhP500,000.00andAbove)

DETAILS

SubmissionofApprovedPRandTermsofReference

InitialMeeting

EndUserandBACSecretariat

EndUsertosubmitthefollowingdocuments:• PPMP• POW/AWFP

• Discussionondefinitionof“similarinnature”,detailedfinancialbreakdown,deliveryschedule,documentstoberequiredduringpostqualificationandwarranty.

• BACSecretariattoschedulethePre-procurementandsendcalendarinvitestoallstakeholders.

• BACSecretariattoprepareinvitationtoObservetoCOA.

Draft,Revise,andFinalizeBiddingDocuments

BACSecretariat PreparetheBiddingDocumentsforpresentationduringPre-procurementConference.

ConductofPre-procurementConference

BACMembers,BACSecretariat,EndUser,TechnicalWorkingGroup,COA

Representative,InspectionandAcceptanceTeamandother

Stakeholders

Discussiononthefollowing:• FundSource• ApprovedBudgetfortheContract(ABC)• TermsofReference• TermsofPayment• Warranty• InspectionandAcceptance• ScheduleofprocurementactivitiesBACSecretariattopreparethefollowing:• Minutesofthemeeting• InvitationlettertotherepresentativeofCOAandatleast2observers,onefromadulyrecognizedprivategroupinasector/disciplinerelevanttotheprocurementathandandonefromanon-governmentorganization

BACSecretariat FinalizationofBiddingDocumentsforpostingApproved?

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DETAILS

Advertisement(ABCof2Mandabove)WebPosting

BACSecretariat,BACChair,andEndUser

• BACSecretariattopreparePRforAdPostingrecommendedbytheEndUserandApprovedbytheBACChair

• BACSecretariattoprepareInvitationtoBidtobeapprovedbytheBACChair

Discussiononthefollowing:• Scheduleofactivities• 2EnvelopeSystemandpropersealingandmarkingofenvelopes

• EligibilityandTechnicalDocuments• PostQualificationDocuments• FinancialDocuments• TechnicalSpecifications• ReminderstoBidders

ConductofPre-bidConference BACMembers,BACSecretariat,EndUser,TechnicalWorkingGroup,COA

Representative

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DETAILS

Approved?Issue

SupplementalBidBulletin

BACSecretariat,EndUser,andBACMembers

BACSecretariat:• PreparematrixofqueriestobeansweredbytheBAC/EndUser.

• PreparetheSupplementalBudBulletintoanswerallqueriesfrombiddersandtocoverallamendedprovisionsintheBiddingDocuments.

SupplementalBidBulletin:• TobeapprovedandsignedbytheBACChairperson.• TobepostedinPhilGEPSandtheDICTwebsite.

BACSecretariat’sdutiesarethefollowing:• AssignedtoreceivethebidsubmissionsfrombiddersattheDICTlobby.

• Handlelogisticsincludingmeals• Checkingofbidsubmission• PrepareAbstractifBidasRead• Minutesofthemeeting• PrepareandIssueaWaivertofileaMotionforReconsideration(ifapplicable)

• HandingoveroftheduplicatecopyofbidsubmissiontoTWGforBidEvaluationandPostQualificationpurposes

BACMembers,BACSecretariat,EndUser,TechnicalWorkingGroup,

Observers

SubmissionandopeningofBids

Approved?

BACSecretariat,EndUser,BACMembers,andHOPE

• BACSecretariattoprepareResolutiondeclaringFailedBiddingandRecommendingforaRebidtobesignedbytheBACmembersandapprovedbyHOPE.

• EndUsertoreviewandrevisetechnicalspecifications,ifapplicable

ReturntoConductofPre-procurementConference

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DETAILS

BACMembers,BACSecretariat,EndUser,TechnicalWorkingGroup,and

TWGtoprepareBidEvaluationandArithmeticalCorrectionReportwhichwillrecommendtheSingle/LowestCalculatedBid.BACSecretariattopreparethefollowing:• ResolutionDeclaringSingleorLowestCalculatedBidtobesignedbyBACmembersandapprovedbyHOPE

• NoticeofSingleorLowestCalculatedBidtothebiddertobesignedbytheBACChairperson

ConductBidEvaluation

• ToissueNoticeofSingle/LowestCalculatedBid(S/LCB)tothebidder

• BidderisrequiredtosubmittheirPostQualificationdocumentswithin3calendardaysuponreceiptofNoticeofS/LCB

BACSecretariatIssueNoticeofSingle/LowestCalculated

ConductofPostQualificationBasedon

Ranking

TWGtopreparePostQualificationEvaluationReportwhichwillgiverecommendtheSingle/LowestCalculatedandResponsiveBid(S/LCRB)andrecommendationtoawardthecontracttothebidderBACSecretariattopreparethefollowing:• ResolutionDeclaringSingleorLowestCalculatedandResponsiveBidandRecommendingIssuanceofNoticeofAwardtobesignedbyBACmembersandapprovedbyHOPE

• NoticeofPostQualificationtobesignedbyBACChairperson

• NoticeofAwardtoberecommendedbytheBACChairpersonandtobesignedbyHOPE

BACSecretariattopreparethefollowing:• ResolutionDeclaringFailureBidandRecommendingaRebidtobesignedbyBACmembersandapprovedbyHOPE

• NoticeofPostDisqualificationtobesignedbyBACChairperson

• IssuetheNoticeofPostDisqualificationtotheS/LCB

BACMembers,BACSecretariat,EndUser,TechnicalWorkingGroup,HOPE

BACMembers,BACSecretariat,andHOPEResponsive?

IssueNoticeofPost

Disqualification

ResourceManagement

08of10

DETAILS

IssueNoticeofPostQualification BACSecretariat • ToissueNoticeofPostQualificationtothebidder.• BidderisrequiredtosubmitJointVentureAgreement(JVA),ifapplicable,within10calendardaysuponreceiptofNoticeofPostQualification.

• ToissueNoticeofAwardtothebidder.• BidderisrequiredtosubmittheirPerformanceSecurityandDetailedWorkPlanin10calendardaysfromreceiptofNOA.

BACSecretariattoprepareObligationRequesttobesignedbyBudgetOfficerandHeadofRequestingOffice.

Meetingtoensureallthetermsandconditionsinthebiddingdocumentsarereflectedinthedraftcontract.

BACSecretariat,BudgetOfficer,andHeadofRequestingOffice

BACSecretariat,EndUser,InspectionandAcceptanceTeam,andLegal

BACSecretariatIssueNoticeofAward

PreparationofObligationRequest

Pre-contractExecutionPhase

ResourceManagement

09of10

DETAILS

Draft,revise,andfinalizeContract BACSecretariat,EndUser,LegalandSupplier

Meetingtoensureallthetermsandconditionsinthebiddingdocumentsarereflectedinthedraftcontract.

Isthecontractapproved?

1. EndUser2. Legal3. Budget4. Accounting

SupplierandWitness,WitnessofICTO,BudgetOfficer,Accountant,

andHOPE

BACSecretariattofacilitatesigningofthecontract.Onceallpartieswereabletosigntocontract,EndUseristofacilitatenotarization.

ContractReviewbytheSupplier

Approved?

SigningofContract

PreparationofJobOrder/PurchaseOrder

BACSecretariat,Accountant,HeadofAdminforJO,HeadofRequesting

Office,HOPE

BACSecretariattopreparethePurchaseOrder(PO)orJobOrder(JO),whicheverisapplicable,andwillfacilitatesigningofit.AccountanttosignforFundsAvailability,HeadofAdmin(forJO)andHeadofRequestingOfficetorecommendtotheHOPE,andHOPEtoapprove.

ResourceManagement

010of10PROCEDURESPublicBidding(PhP500,000.00andAbove)

DETAILS

IssueNoticetoProceed BACSecretariat,HeadofRequestingOffice,LegalandHOPE

• BACSecretariattopreparetheNoticetoProceed(NTP)andwillfacilitatesigningofit.

• HeadofRequestingOfficetorecommendtotheHope,andHOPEtoapprove.

• UponapprovalofHOPE,BACSecretariattoissuetotheSuppliertheNTP,JO/PO,andnotarizedContract.

ContractImplementation BACSecretariattosubmit2setsofProcurementChecklisttoCOAand1setofProcurementChecklisttoEndUser.

ConductDeliveryandInspection

ContractImplementation:EndUser,Supplier

IssueCertificateofAcceptance

ConductDeliveryandInspection:InspectionTeamandEndUser

PreparationofPertinentDocumentsforPayment

IssueCertificateofAcceptance:AcceptanceTeamandEndUser

IssuanceoffinalacceptancesignedbyHOPEandfacilitatespreparationandsigningofAcknowledgementReceiptforEquipment(ARE)

SubmissionofDisbursementVoucherwithCompleteRequiredDocuments

Preparationofpertinentdocumentsforpayment:BACSecretariat,EndUser

BACSecretariat

Preparationof2setsofProcurementChecklistforpaymentpurposesattachingalloriginalcopiestherein.

PreparationofDisbursementVoucher.

ResourceManagement

PM-RU-06-11Rev.No.:0

DisposalofRecords Page

01of03

PURPOSEThisprocedureaimstoensurethetimelyandefficientdisposalofoldandvaluelessrecordsthathaveexceededtheretentionperiodbysaletoNAPaccreditedbuyer.SCOPEThisoperationalprocedurecoversthedisposalofoldandvaluelessrecordsbysale.TheproceedsofwhichareturnedovertothePhilippineTreasury.

DEFINITIONOFTERMSAccreditedbuyer–buyerofoldrecordswhoisaccreditedbyNAP.NAPAnalyst–arepresentativefromNAPwhoshallwitnessthesaleofoldandvaluelessrecords.Receipt – official receipt issued by ICTO Cashier to buyer of disposed records after sale is consumed andpaymentisreceived.RECORDSMemorandumrequestingforauthoritytodisposerecordsReceiptofsaleofdisposedrecords

ResourceManagement

02of03PROCESS

DETAILS

ConductInventory RecordsOfficer,AdminAssistant • MakesinventoryofrecordholdingsstoredintheRecordsCenterbasedonthelistsubmittedbyICTOffices/Units.

• RecordsfoundtohaveexceededretentionperiodanddeterminedvaluelessperapprovedICTORecordsDisposalSchedulearerecommendedfordisposal.

• ThoseconsiderednecessaryandusefulbyICTObutnotincludedintheRecordsDisposalSchedulearerecommendedforretentionintheICTORecordsCenterandmaybetransferredtoNAPafterthelapseofretentionperiod.

AccomplishesNAPFormandrequestsforauthoritytodisposerecordsforsubmissiontoNAPforanalysis/verification/approvalbasedontheRecordsDisposalScheduleandrecommendsapproval.

RecordsOfficerPreparelistofrecordsfordisposal

Approval ExecutiveDirector Approves.

Sendapprovedrequest RecordsOfficer,Messenger • Sendsapprovedrequest• DeliversrequesttoNAP

Sendanalyst NAP • Evaluatesrecordsfordisposalandapprovedafteranalysis

• NAPanalystassignsaccreditedbuyerofoldrecordsandschedulesthedayofdisposal

Approved?

Retainrecord

ResourceManagement

03of03

PROCESS

PERSON/UNITRESPONSIBLE

DETAILS

Disposalofrecords RecordsOfficer,AdministrativeAide • DisposesrecordsbysaletobuyeraccreditedbyNAP• TobewitnessedbytheNAPanalyst,affixingtheirsignaturesin2copies,theoriginalforICTORecords,theduplicateforNAP

Receivepayment • ReceivespaymentandissuesreceiptsforsaleofdisposedrecordsandturnsovertothePhilippineTreasury.

ResourceManagement

IncomingCommunicationsfromOutside(PrintedMatters,Mails)

01of02

PURPOSEThisprocedureaimstoensurethatallincomingcommunicationswhetherofficialorpersonalmailsandprintedmatters fromthePostOfficeorcouriers,Presidential issuances fromtheOfficeof thePresidentandorhand-deliveredcommunications fromothergovernmentorprivateagenciesareproperly received, recorded,codedandefficientlydeliveredtoaddresseeinthefastestpossiblemanner.SCOPEThisoperationalprocedurecoversthereview,identificationofaddresseecodingandreproductioninthecaseofPresidentialissuancesandpropertransmittal/deliveryofdocumentstoconcernedofficialsandemployees.

DEFINITIONOFTERMSPrintedMatters–anyprinteddocument,whichmaybeintheformofletter/periodicalsorpublications.PresidentialIssuances–writtendirectivecomingfromtheOfficeofthePresident,whichmaybeintheformofExecutive,Administrative,OfficeorSpecialOrder,CircularorMemorandum.RECORDSDatabaseLogBookFileofOfficeofthePresidentIssuance(duplicate)File of photocopied letter theoriginal ofwhichhadbeen referredbyDICTOfficials to agencies or concernedemployees

ResourceManagement

IncomingCommunicationsfromOutside(PrintedMatters,Mails)

02of02

PROCESS

DETAILS

Received Receivingclerk • Reviewsattachments,andidentifiesaddressee• Communicationsaddressedtoofficials/employeesinsealedenvelopesandstampedCONFIDENTIALarerecordedintheinternalroutingslip(IRS)andforwardedtotheaddresseesasreceived;thesameprocedureappliesforpersonalmails.

• ThoseaddressedtoDICTofficialinsealedenvelopeareopenandcheckedforenclosures/attachments.

Allofficialmails/communicationsofDICTarereviewed;thedestinationandurgencyischeckedbeforeitisprocessed.

Review/proofreadthedocuments RecordsOfficer

Process RecordsStaff • Processdocumentsthroughtheedocumenttrackingsystem,barcodewithreferencenumberandputtheinitialbeforeitisforwardedtotheconcernedpersonnel.

• Reproduceandretaincopyforfiling.

Deliver InternalMessenger Deliverthedocumentretainedthereceivedcopyandfile.

ResourceManagement

Eff.Date23February2017

IncomingCommunications(DICTIssuances)

01of02

PURPOSEThisprocedureaims toensure that all incoming communications fromDICT Services andUnits and issuancesfromtheOfficeoftheSecretaryareproperlyreceived,recorded,coded,andefficientlydeliveredtoaddresseeinthefastestpossiblemanner.SCOPEThis operational procedure covers the review, identification of addressee coding and reproduction of DICTissuances,andpropertransmittal/deliveryofdocumentstoconcernedofficialsandemployees.

DEFINITIONOFTERMSDICTIssuances–writtendirectivecomingfromtheDICTSecretaryandotherofficialswhichmaybeintheformofAdministrative,OfficeorSpecialOrder,CircularorMemorandum.RECORDSDatabaseLogBookFileofICTOfficeIssuance(originalandduplicate)

ResourceManagement

Eff.Date23February2017

IncomingCommunications(DICTIssuances)

02of02

PROCESS

DETAILS

Received RecordsStaff • RecordsOfficertocheckincomingissuances• AdminAidetodate,assign,number,reproduce,encodeandretainfile.

• ForCentralOfficeinQC:Personaldeliveryoremailed.

• ForagenciesoutsideDICTCentralOffice:FaxoremailandliaisonOfficer.

• ForFieldOffices:Privatecourieroremail

Preparedeliveryreceipts/Distribute/Deliver

AdminAide,LiaisonOfficer

ResourceManagement

OutgoingCommunications Page:

01of02

PURPOSEThis procedure aims to ensure the timely and efficient release anddelivery of outgoing communications and

issuances to concerned offices and agencies of DICT after the conduct of an effective records management

procedure.

This operational procedure applies to every delivery and release of outgoing communications to proper

addresseeeitherbyhanddelivery,faxmachine,byemailorbyprivatecourier.

DEFINITIONOFTERMSDuplicate Copy – duplicate copy of issuances stamped received by concerned party and duplicate copy of

communicationscontaininginitialsofofficials.

Delivery of Receipt – form slip to be accomplished indicated the name of addressee, subject, name and

signatureofreceived,anddatethedocumentwasreceived.

CertificateofMailing–aformaccomplisheddailybytheRecordsClerkindicatingthenumberofmails(domestic,

foreign, registered, speedmail,etc.)and theamountspent,duplicatecopyofwhich furnishedthecashier for

liquidationofPCV.

RECORDSDeliveryReceipt

DuplicateFileCopy

CertificateofMailing

ResourceManagement

OutgoingCommunications Page:

02of02

PROCESS

DETAILS

Received AdminAide,RecordsOfficer • Reviewforcompleteattachments/enclosures,

assignsnumber,processes/splits,encodesand

retainsduplicatecopywithinitials.

• Urgentcommunicationsmustbewithred

tags/notepadstampedwith“rush”or“priority”.

• Communicationsformailingshouldbeina

designatedenvelopewithcompleteddetailsof

senderandaddresseebeforeitisforwardedtothe

RecordsUnit.

• Itshouldbeopenedforthestafftocheckthecontentandbeabletoretaincopyforfiling.

• Ifconfidential,thenameofsender/officeshouldbe

typedontheupperlefthandcorneroftheenvelope

foridentificationpurposes.Mailsareweighedand

affixedwithstampbeforedelivery.

Courier?

HandcarriedorFax

PrepareStatementofReadingsand

ReportofMails

PrepareDeliveryReceipt AdminAide Addressesthedeliveryreceiptstoagenciesconcerned.

Deliver LiaisonOfficer • Deliverthedocument,retainedthereceivingcopy

forfile.

• Processoutgoingdocumentthroughthedocument

trackingsystem.

• CopiesforFieldOfficesaresentthroughcouriersorbyemail

ResourceManagement

PM-RU-06-15Rev.No.0

RequestforCopyofDocuments Page

01of02

PURPOSEThisprocedureaimstofurnishDICTofficials,agencies,andemployeeswithcopyofneededdocumentsorfiles.SCOPEThisoperationalprocedureappliestocopiesofofficialdocumentsrequestedbyofficials,agencies,employees,orclients.

DEFINITIONOFTERMSDocuments/files–officialrecordsneededforreferencepurposes.Requestform–slipaccomplishedbyrequestingparty.RECORDSRequestFormCopyofrequesteddocument

ResourceManagement

PM-RU-06-15Rev.No.0

RequestforCopyofDocuments Page

02of02PROCESS

DETAILS

Askforassistance RequestingParty Makesverbalrequest

ExtendAssistance • Instructsstafftoretrieve/providerequesteddocuments

• NodocumentisallowedtobetakenoutoftheRecordsCenter

• OnlyinextremecasesarefilesallowedtobetakenoutbutwithauthorityfromtheDirectorofAFM.

• Inwhichcasetherequestingpartyisaskedtosignaborrower’scard.

RecordsOfficer

Providerequesteddocument Providesrequesteddocument.AdministrativeAssistant

ResourceManagement

RequestforRepairofFacilitiesandEquipment

01of03

PURPOSEThisprocedureaimstoensureproperprocessflowinavailingtheservicesofPhysicalPlantUnitStaffwhenevertheneedarisesandtomakesurethatfacilitiesandequipmentofDICTareingoodoperationalcondition.SCOPEThisoperationalprocedurecoversallDICTfacilitiesandequipment.

DEFINITIONOFTERMSRequestforRepair/ServiceForm–formtobeaccomplishedwherethereiscomplaintsorrepairtobedonePre-repair and Post-repair Inspection Form – form to be filled-up when requesting for repair. Finding andrecommendationofinspectorsshouldbeindicatedinthisform.RECORDSRequestforRepair/ServiceFormPre-andPost-repairInspectionFormPurchaseRequestForm

ResourceManagement

02of03

PROCESS

DETAILS

Filluptherequestform RequestingParty • RequestforRepair/ServiceForm• Formmustbecompletelyfilled-upwithdetailsofthecomplaintsandsignedbytheHeadoftherequestingofficeandforwardedtotheAdministrativeDivision.

ApprovetherequestandendorsetheaccomplishedformtotheHeadofGeneralServicesforaction.

Signedtherequestform

Validatetherequest Chief,GeneralServicesSection Assigntheinspectionofthedefectivefacilities/equipmenttotheHeadofPhysicalPlantUnit

Repair?

Head,AdministrativeDivision

Inspectthedefectiveequipment/facilities

Head,PhysicalPlantUnit/TechnicalInspector

• Fill-uptheformforPre-andPost-repairInspection• Indicatethecontrolnumberanddescriptionofproperty,thedirectcomplainandnatureofworktobedone.

Procurematerials SupplyandProcurementSection TheSuppliesandProcurementSectiontoprocesstheprocurementofmaterialsrequested.

Startthework PhysicalPlantStaff • Technicianwillstarttheworktobeundertakenoncethematerialsneededareavailable.

• Thepost-repairformwillbeaccomplishedwhentherepairisdone.

ResourceManagement

03of03

PROCESS FLOW

PERSON/UNITRESPONSIBLE

DETAILS

Signtheacceptance EndUser/RequestingParty Equipment/facilitiesarenowbackintonormalcondition.

interim dict iso-aligned documents resource … dict iso-aligned documents resource management...

Documents

deutsch dict

vn legel dict

dict frases 3

natuurkunde & techniek de transistor - technische...

floating dict presentation_04

mon premier dict

eng tamil dict lockwood

dict frases 5

thailand dict

dict complete

kasneb dict - masomomsingi.co.ke

µ - observatoire dt dict : observatoire dt dict

dict sadda 2

dict frases 2

distribuidora industrial - dict

dict of physic

civitas - smith dict

cruce- dict crestinism

shakespeare dict

information booklet - | dict