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Operations Manual Tandag City Water District

Tandag City Water District | Operations Manual

1

Table of Contents

Introduction ............................................................................................................ 1

Overview ................................................................................................................. 2

The Creation

Vision

Mission

Performance Pledge

Core Values

Strategic Goals

Organizational Structure........................................................................................ 6

Functions and Responsibilities............................................................................... 10

Office of the Board of Directors

Office of the General Manager

Administrative & General Services, Finance &Commercial Division

Engineering & Construction, Production & Water Quality &

Watershed Management Division

Operations .............................................................................................................. 28

Initial Operation

Development Projects

TCWD Pipeline Map

Current Service Area

Current Water Sources

Operating Procedures ........................................................................................... 37

Annual Procurement Plan Preparation

Process and System Description for Small Value Procurement

Process and System Description for Public Bidding

Records Maintenance and Controls for Incoming Communications

Records Maintenance and Controls for Outgoing Communications

Records Maintenance and Controls for Internal Communications

Customer Service Request/Complaints

Application of New Service Connection

Payment of Water Bill with Notice of Collection

Payment of Water Bill without Notice of Collection

Request for Reconnection

Request for Billing Adjustment

Change of Billing Name

Reading of Water Meters and Billing

Collection Process

Application of Special Leave

Application of Sick Leave

Monetization of Leave Credits


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Application for Indefinite Leave, Study Leave, Paternity Leave,

Rehabilitation Leave and Other Leaves Not Specified in the

Omnibus Rules On Leave

Application for Force Leave or Vacation Leave

Processing of Bond Application (New Bonded Officials &Employees)

Processing of Bond Application (Renewal)

Recruitment Selection and Placement

Issuance of Equipment and Supplies

HDMF Remittance

PHIC Remittance

GSIS Remittance

DTR for Casual Employees and Contract of Service’s Payroll

DTR for Regular Employees Payroll

Procedures in Monitoring Budget, Utilizations and Disbursements

Charged to Retained Income

Procedures for Disbursement by Checks

Procedures for Disbursement through ADA

Procedures for the Liquidation of Cash Advances for Payroll

Procedures for Disbursements of Advances to Officers & Employees

Procedures for Disbursements of Advances to Special Disbursing

Officers

Procedures for Disbursement through Petty Cash

Detailed Procedures for Collections and Deposits through the

Collecting Officer

Procedures in the Requisition and Issue of Inventory Items

Emergency Procedures.......................................................................................... 82

Emergency Action Team

Fire Brigade

Water Service Interruption

Earthquake

Landslide

Typhoon/Hurricane/Tornado

Flash Flood

Bomb Threat

Fire

Gas Leak/Chemical Spills

Appendices ............................................................................................................ 95

Directory

Bomb Threat Form


3

Introduction

Providing a safe and affordable water supply 24 hours a day and seven

days a week has always been the mandate of Tandag City Water District to

become a more efficient and effective water service provider in the locality.

But as the population grow and the organization became larger,

administration became harder to guide, handle, control and execute. Thus, in

order to solve this barrier, the management together with the board deemed it

necessary to formulate an Operations Manual that will serve as a guide for

employees to perform their functions correctly and efficiently.

This Operations Manual contains the standard operating procedures of

the District. It includes a description of the organizational hierarchy and structure,

contact details of key personnel and emergency procedures. It intends to

remind employees on how to do their job, providing information on precisely

what we need to do, who we are responsible to and who we are responsible for.

This manual was prepared for the use of the employees and clients, if

requested. Hopefully, it will aid in enhancing the operational, institutional,

financial and management issues of this district as this will promote transparency,

accountability, and participatory development.


4

Overview


5

The Creation

In 1960, a water system to serve Tandag City, a municipality then, was

constructed. The municipal government managed and operated the original

water system at that time. It consists of a dug well, pumping station, elevated

concrete reservoir and 100 linear meters of transmission and distribution pipelines.

About nineteen years to have passed, on June 4, 1979, TCWD was finally

created in accordance with Presidential Decree (PD) 198, known as the

Provincial Water Utilities Act of 1973, thru SB Resolution No. 4, series of 1979 of the

Municipal Government of Tandag, under the administration of the late Mayor

Adela Serra Ty. This act made way for Tandag Water District (TCWD) to take over

the ownership and management of the water supply from the municipal

government.

On December 4, 1979, the Local Water Utilities Administration (LWUA)

awarded the Conditional Certificate of Conformance with CCC No. 105 to

TCWD after complying the requirements of the certification program, which

entitle the District with all rights and privileges authorized under PD 198, as

amended.

Vision

“A sustainable utility to deliver safe and affordable water

supply through protection of watersheds and preservation of the

environment for Tandag City’s ecological balance.”

Mission

“To adequately address the need for potable and

affordable water under conditions of efficient and effective human

and natural resource administration by increasing capability to

develop and maintain the ecology relative to global mitigation of

climate change.”


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Performance Pledge

“We, the officials and employees of Tandag Water District commit

to provide and efficiently serve our customers with safe, potable water

that conforms to standards of the Philippine National Standards for

Drinking Water (PNSDW). We shall strive to increase customer satisfaction

by continually improving the quantity and quality of water we deliver,

including our systems & facilities.”

Core Values

Integrity. We value integrity in our day to day operation and treat our customers

in an honest, ethical, responsible and respectful manner.

Accountability and Transparency. We value accountability and transparency.

Accountability for our actions in carrying out all District operations and

transparency in terms of communicating openly our policies, processes, plans

and programs.

Growth and Development. We value the growth and development of our team

of workers to maximize their potentials for the assurance that they can provide

the highest quality service to our customers. We ensure that the successes and

abilities of each employee, which contribute to achieving our mission and vision,

are recognized.

Teamwork. We value working together as team and share information and

resources to attain our collective goals. We value the differences of each

individual employee and treat them with respect and dignity.

Public Trust. We value public trust and confidence; we shall maintain and

enhance them through demonstrating excellence in the services we deliver to

satisfy the needs of our customers.


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Strategic Goals

Goal 1

To maintain and upgrade the water distribution system and facilities

Goal 2

To improve the quality and reliability of water through maintaining the

responsible stewardship of water sources’ forest covers.

Goal 3

To provide high quality customer service.

Goal 4

To strengthen the human resource administration, thereby increasing the

productivity, employee retention and morale.

Goal 5

To improve the linkages and networking within the organization.


8

Organizational

Structure


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Administrative & General Services,

Finance & Commercial Division

Engineering, Production & Water

Quality, & Watershed Division

RODULFO R. UY, CE

BOD Chairman

WALDERICO R. BONIFACIO, JR., CE

BOD Vice Chairman

DR. JOSEFINA O. PRADO

BOD Secretary

REV. MSGR. ISIDRO H. IRIZARI

BOD Treasurer

WINIFREDA A. DAMIAO

BOD Member

EULOGIO D. MILLA, CE, ASEAN Eng

General Manager


CANDICE NOELLE M. CABRERA

Minutes/Agenda Officer B

Administrative Services Asst.

CARLOS C. PARAJES

Light Equipment Operator

Administrative & General Services, Finance & Commercial Division

Division Manager C

Human Resource, General Services Property

& Supplies Mgt., and Finance Section

General Services,

Properties and

Supplies Mgt. Unit

JERRY A. BERNADAS

A/GSO-A

Human Resource

Unit

Finance Unit

GRETCHEN N. BAGHARI

A/GSO-B

NORALYN G. PABALATE

ASA-B

LOURDES S. BACORNAY

ASA-A

Prop. & Supply Asst. B

Storekeeper C

ELINDANNE Y. LIM

Admin. Services Aide

FLOYD M. MENDEZ

SCAA

JOLYN H. MENDEZ

SAP A

ALYANNA KATRINA LOZADA

Corporate Budget Asst.

Billing and Commercial Services, and Cash

Management Section

Cash Management

Unit

ALFREDO P. BAGO-OD

U/CSO-A

Billing & Commercial

Services Unit

CARLOS J. MARTUS Data Encoder-Controller

Data Controller

ROSEMARIE F. ANDRES

Cashier A

MICHELLE PATRIMONIO

Cashier D

Cashiering Assistant

IRMA-B

NICOLAS T. ORQUINA Water Sewerage Man B

U/CSA-C

FRAN THERESE C. MANJARES

U/CSA-C

MARY GRACE PAGAPONG

U/CSA-E


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Engineering, Construction, Production & Water Quality, and Watershed Division

Division Manager C

Engineering Section

Maintenance of

Services Unit

RICKY BOY G. EUPEŇA

Sr. Engineer B

Construction

Services Unit

Transmission and

Distribution Lines Unit

ANALIZA E. TRINIDAD

U/CSA-B

WSMM-A

WARLITO V. MILLANA

Sr. WSMM-B

CARMENO B. COMBOY

WSMM-B

LEMUEL I. ABECIA

WSMM-C

TRIPON P. MADELO

Sr. WSMM-B

LUCENO B. TOMBOC

WSMM-B

Utility Worker A

Production and Water Quality, and Watershed

Management Section

Watershed

Management Unit

WUMDO

Production and

Water Quality Unit

Medical Technologist A

JORGE P. MARTINEZ

WRFO A

BRIAN M. DUA

WRFT B

ALDRIN P. DUA

WRFT B

ELMER E. VALLESCAS

WRFT B JOSEPH P. BEQUILLA

WRFO B

ANTHONY L. CONCHA

WRFO B

ARIES G. SALCEDO

WRFO B

Functions &

Responsibilties


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The Board of Directors (BODs)

The Board of Directors are the policy makers of TCWD. They ensure that

policies are in placed and updated to suit the present need of the District and

consumers. They also see to it that all resources are effectively and efficiently

managed.


RODULFO R. UY, C.E. Chairman

Professional Sector

WALDERICO R. BONIFACIO, JR, CE Vice Chairman

Business Sector

REV. MSGR. ISIDRO H. IRIZARI Treasurer

Education Sector

DR. JOSEFINA O. PRADO Secretary

Civic Sector

WINIFREDA A. DAMIAO Member

Women’s Sector


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General Manager

- Carry-out policies in achieving organizational objectives and exercise

control in the whole operation of the organization;

- Manage resources, overall plans and activities and make sure that

they are consistent with organizational goals and direction;

- Appoint and dismiss employees in accordance with CSC law and

rules;

- Manage and supervise employees to ensure that works are properly

delegated and targets are met;

- Propose policies for BOD action;

- Perform other related task as may be directed by the BOD.


EULOGIO D. MILLA, CE, ASEAN Eng General Manager

CANDICE NOELLE M. CABRERA Minutes/Agenda Officer - B

CARLOS C. PARAJES Light Equipment Operator

Administrative Services Asst.


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Minutes/Agenda Officer B

- Overall in-charge of the activities under the Office of the General

Manager;

- Acts as Recording Secretary of the Board of Directors;

- Drafts outgoing and internal communications;

- Drafts agenda, minutes of meetings, policies and resolutions approved

by the Board;

- Keep the documents/records of the Office of the General Manager

and BOD, and properly organize them;

- Perform other related task as directed.

Administrative Services Assistant C

- Assist in the drafting of outgoing and internal communications of

TCWD;

- Responsible in the systematic data banking;

- Check incoming and outgoing communications and route them

properly;

- Check and facilitate the approval of all documents


Light Equipment Operator

- Drive service vehicle and other light equipment in transporting officials

and employees on official travel;

- Prepare requisition for gasoline, diesel, oil and spare parts;

- Prepare trip ticket and submit report on oil and fuel consumption;

- Perform minor mechanical repair of equipment;



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Administrative and General Services, Finance and Commercial Division

This Division is responsible to all activities and resources of the

Administrative, Finance and Commercial Services and ensure that they are

supportive to organizational goals and direction. This Division comprises of two

sections, namely (1) Human Resource, Property and Supplies Management,

General Services and Finance Section; and (2) Commercial Services, Cash

Management and Collection Section.

Division Manager C

- Oversee all activities and resources of the Administrative, General

Services, Finance and Commercial Services Division and ensure that they

are aligned with organizational goals and direction;

- Supervise personnel of the Administrative Division and ensure that their

corresponding targets are met;

- Propose administrative activities and programs to the management;

- Monitor the performance of personnel under the Administrative Division;

- Draft plans and make comprehensive reports and other related

documents;


Administrative and General Services,

Finance and Commercial Division

ROSEMARIE F. ANDRES Designated, Division Manager C


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I. Human Resource, Property and Supplies Management, General Services and

Finance Section

This section is responsible in the overall activities and processes of the

following units, (A) human resource, (B) general services, property and supplies

management, and (C) finance units.

Administrative/General Services Officer A

- In-charge of all activities and processes of the human resource, property

and supplies management, general services and finance section;

- Supervise and monitor performance of personnel under the section being

covered;

- Facilitate in recruiting workers of the District and ensure their growth and

development in accordance with Human Resource Development Plan;

- Monitor and ensure that all properties and resources are properly

accounted;


A. Human Resource Unit

Administrative/General Services Officer B

- Facilitate & assist in the implementation of all activities & processes related

to human resource management and development;

- Safely keeps records of all employees of the District and update them on

a regular basis;

- Keep track of accounts, records and data of employees with GSIS, Pag-

IBIG and Philhealth;

- Facilitate in the conduct of recruiting workers and processing of

appointments;



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Administrative Services Assistant B

- Facilitate the approval of employees Daily Time Record and keep them

on file;

- Updates earn leave of employees monthly;

- Assist in the conduct of evaluating employees’ performance using the

approved measuring tool;

- Assist in facilitating the approval and submission of reports to Civil Service

Commission and Department of Budget and Management;


B. General Services, Property and Supplies Management Unit

Administrative Services Assistant A

- In-charge of all activities and processes involve in controlling the general

services including the property and supplies of the District;

- Monitor the inventory of all properties and supplies, and ensure that they

are properly accounted;

- Regularly provide comprehensive report of all properties and supplies for

approval;

- Propose programs and/or processes intended to safeguard the properties

and supplies of the District;


Property/Supply Assistant B

- Prepare the Annual Procurement Plan of the District;

- Conduct inventory & inspection of all District properties, supplies, &

materials on a regular basis: prepare and submit reports regularly;

- In-charge in the safekeeping of all data and documents (both electronic

and hard copies) and keep them updated;

- Prepare and submit Store Requisition Slip for approval;



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Storekeeper C

- Assist in keeping and monitoring the records of stock, inventory and

requisition of the District properties, supplies and materials;

- Issue supplies and materials as per Store Requisition Slip and keep its data

posted in both electronic and hard copies;

- Provide support in maintaining accurate data (both electronic and hard

copies) of all properties, supplies and materials;


Administrative Services Aide

- Deliver all outgoing communications;

- Responsible in the condition and security of supplies and materials;

- Maintain the cleanliness of the office and its surroundings;

- Maintain proper hygiene/sanitation of comfort rooms;


C. Finance Unit

Senior Corporate Accounts Analyst

- In-charge of all activities and processes involve in managing and

controlling the financial resources of the District;

- Prepare district annual budget, periodic summaries, miscellaneous

invoices, and ensure all items/data are reconciled and accurate;

- Maintain uniform system of utility expenditures and income accounts, and

prepare and maintain balance sheet accounts;

- Perform, routine work in reviewing, checking, summing up and comparing

budget requests, expenditures and similar data in the review and

preparation of annual budget;



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Senior Accounting Processor A

- Prepare monthly Financial Statement, Cash Flow, Monthly Data Sheet,

Comparative Income and Operating Expenses;

- Provide support in regularly reviewing, checking, summing up and

comparing budget requests, expenditures and similar data needed for

the preparation of annual budget;

- Summarize data in separate ledgers, transfer data to general ledger;

- In-charge in the safekeeping of records of financial transactions in both

electronic and hard copies;

- Prepare monthly bank reconciliation;


Corporate Budget Assistant

- Prepare check and journal voucher;

- Provide support in the preparation of periodic summaries, miscellaneous

invoices and all other financial reports and documents;

- Prepare payroll and disbursement vouchers;

- Provide support in monitoring the activities and processes involved in

managing the financial resource of the District and ensure that

processes are in accordance with laws and rules;


II. Billing and Commercial Services, and Cash Management Section


following units, (A) billing and commercial services, and (B) cash management

units.

Utilities/Customer Services Officer A

- In-charge of all activities and processes of the commercial services, cash

management and collection section;

- Supervise and monitor performance of personnel under the section being

covered;

- Initiate programs and activities to strengthen the Water Billing and

Collection System;

- Submit monthly reports on billing, water sales and billing adjustment;



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A. Billing and Commercial Services Unit

Data Encoder - Controller

- Create/develop IT programs for reading of concessionaires’ water

consumption, billing, collection system and others supportive to the District

objectives and direction;

- Initiate/propose system to ensure that all databases of the District are

safeguarded;

- Responsible in collecting data and information to support the

development of IT programs and ensure that they are readily available at

all times;

- Provide support in making reports concerning the billing and collection

system and other reports as may be required;

- Perform other related task as directed and/or required.

Data Controller

- Provide support in the upgrading of IT programs for reading, billing,

collection system and others for the efficiency of the District operation;

- Maintain the databases of reading, billing and collection and others;

- Maintain the efficiency of all computer units;


Industrial Relations Management Assistant B

- Responsible in the conduct of customers’ orientation and provide support

in the handling of symposia, fora and other education and information

campaigns of the District;

- Perform the frontline services, answer telephone calls and accommodate

customers’ requests and complaints, and input them to database or

logbook;

- Provide support in the collection, analysis of data and preparation of

reports;

- Monitor status of all types of service requests and maintain an updated

lists or report;



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Water Sewerage Maintenance Man B

- Provide support in the reading of concessionaires’ water consumption

and distribution of notice of collection/billing statement;

- Assist in the distribution of notice of disconnection to delinquent

customers;

- Assist in providing data for water billing and ensure that they are

accurate;


Utilities/Customer Services Assistant C

- Responsible in the reading of concessionaires’ water consumption and

distribution of notice of collection/billing statement;

- Responsible in the distribution of notice of disconnection to delinquent

customers;

- Provide date for water billing and ensure that they are accurate;

- Responsible in providing reports on aging of collectibles, penalty, billing

and billing adjustment;


Utilities/Customer Services Assistant E

- Serve disconnection order to delinquent customers and execute

disconnections;

- Assist in serving notice of disconnection to delinquent customers;

- Assist in the execution of reconnection and other service request

whenever necessary;


B. Cash Management Unit

Cashier A

- In-charge in all activities and processes of the cash management of the

District;

- In-charge of the disbursement of cash of the District and ensure that

processes pertaining to it are followed;

- Responsible in the preparation of reportson collection, deposit and cash

disbursement;


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- Keep track of the data/records involved in the cash management and

ensure that they are updated;


Cashier D

- Provide support in facilitating the activities and processes involved in the

cash management of the District;

- Assist in the disbursement of cash of the District and check if processes

pertaining to it are followed;

- Assist in the preparation of reports on collection, deposit and cash

disbursement, and keep records of accountable forms and ensure that

they are safeguarded;

- Accept payments of customers’ water bill and issue corresponding

receipts;


Cashiering Assistant

- Assist in the implementation of activities and processes involved in the

cash management of the District;

- Accept payments of customers’ water bill and issue corresponding

receipts;

- Record accountable forms;

- Prepare reports on the record of accountability for accountable forms;



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Engineering & Construction, Production & Water Quality and Watershed

Management Division

This Division is responsible to all activities and resources of the Engineering

and Construction, Production and Water Quality and Watershed Management

Division, and ensure that they are supportive to organizational goals and

direction. This Division comprises of two sections, namely: (1) Engineering

Section; and (2) Production and Water Quality, and Watershed Management

Section.

Division Manager C

- Oversee all activities and resources of the Engineering and Construction,

Production and Water Quality, and Watershed Management Division and

ensure that they are aligned with organizational goals and direction;

- Supervise personnel in the Engineering and Construction, Production and

Water Quality, and Watershed Management Division and ensure that their

corresponding targets are met;

- Propose activities, plans and programs to the management relative to the

development and efficiency of delivering services to water

concessionaires;

- Monitor the performance of personnel under the Division;

- Draft plans & make comprehensive reports & other related documents;


Eng’g. & Construction, Production &

Water Quality & Watershed Mgt. Division

JERRY A. BERNADAS Designated, Division Manager

C


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I. Engineering Section


following units, (A) Construction, (B) Maintenance of Services, and (C)

Maintenance of Transmission and distribution mains units.

Senior Engineer B

- In-charge in all activities and processes involved in the construction,

maintenance of services, and maintenance of Maintenance of

Transmission and distribution mains of the District;

- Propose plans and activities directed at improving the water service

delivery and facilities of the District;

- Prepare and submit annual work plans and monthly accomplishment

reports;

- Keep track of the engineering operation and implementation of water

supply improvement projects;


A. Construction Unit

Water/Sewerage Maintenance Man A

- In-charge in the construction projects and other water infrastructure

development projects of the District;

- Properly delegate works to construction workers including routing of

materials and equipment on site, and ensure that works are

communicated and coordinated properly with Supervisors;

- Prepare and submit reports on the progress of construction works;


Utilities/Customer Services Assistant B

- In-charge in the record keeping of reports and other documents related

to the activities of the Engineering and Construction, Production and

Water Quality, and Watershed Management Division;

- Responsible in the production of service requests of customers and ensure

that they are delivered to concern unit on time;


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- Responsible in checking the incoming and outgoing documents of the

Division;

- Assist in the preparation of reports for submission to concerned unit;


B. Maintenance of Services Unit

Senior Water/Sewerage Maintenance Man A

- In-charge of all activities involved in the maintenance of services of the

District;

- Properly delegate works to plumbers or water maintenance man to act

on all maintenance and rehabilitation of maintenance of services works,

and monitor their accomplishment by conducting field inspection;

- Conduct ocular inspection and ensure that observations on site are

properly recorded and acted;

- Provide feedback mechanism on the progress or status of maintenance

and rehabilitation works;


Water/Sewerage Maintenance Man B

- Conduct inspection of the location of new service connection and

provide estimates for plumbing materials needed for in-house connection;

- Act on all service requests being delegated;

- Responsible in the calibration of water meters;


Water/Sewerage Maintenance Man C

- Provide support services to the rehabilitation and maintenance of

services;

- Conduct monitoring of water pressure in all district coverage areas ad

ensure that observations are properly recorded and reported;

- Responsible in the conduct of flushing of all District hydrants and blow-offs;



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B. Maintenance of Transmission and Distribution Mains Unit

Senior Water/Sewerage Maintenance Man B

- In-charge of all activities involved in the maintenance of transmission and

distribution mains of the District;

- Properly delegate works to plumbers or water maintenance man to act

on all maintenance and rehabilitation of transmission lines and distribution

mains, and monitor their accomplishment by conducting field inspection;

- Conduct ocular inspection and ensure that observations on site are

properly recorded and acted;

- Provide feedback mechanism on the progress or status of maintenance

and rehabilitation works;


Water/Sewerage Maintenance Man B

- Provide support services to the rehabilitation and maintenance of

transmission lines and distribution mains;

- Conduct monitoring of water pressure in all district coverage areas and


- Responsible in the conduct of flushing of all District hydrants and blow-offs;


Utility Worker A

- Conduct valving of mainline control valves;

- Assist in monitoring water pressure of all District coverage areas and


- Conduct repair of minor and major leakages;


II. Production and Water Quality, and Watershed Management Section


following units, (A) Production and Water Quality, and (B) Watershed

Management units.


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Water Utilities Management/Development Officer B

- In-charge in all activities and processes involved in the management of

water production and quality and watershed;

- Propose plans and activities directed at improving the production and

quality of water delivered to concessionaires, including the development

and rehabilitation of watershed;

- Responsible in the analysis of baseline information and pertinent data on

water production, water quality and watershed;

- Responsible in the consolidation and submission of reports and other data,

and ensure that they are readily available at all times;


A. Production and Water Quality Unit

Medical Technologist A

- In-charge in all activities and processes of the District Laboratory;

- Conduct physical and chemical, including bacteriological analysis on a

regular basis, and ensure that pertinent records are safeguarded and

readily available at all times;

- Responsible in regularly monitoring the quality of water delivered to

customers;

- Prepare, consolidate and submit reports, and ensure that they are

properly coordinated with immediate superior and management;


Water Resources Facilities Operator A

- In-charge in the activities and operation of all District pumping stations;

- Responsible in the operation and maintenance of pump facilities;

- Facilitate in the delegation of activities involved in the operation of all

District pumping stations;

- Prepare, consolidate and submit reports on daily pumping, production

and accomplishments, and ensure that they are properly coordinated

with immediate superior and management;



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Water Resources Facilities Operator B

- Operate pump facilities driven by electricity or standby generating set;

- Operate pump motor chlorinator and conduct routinary housekeeping

works;

- Check facilities for malfunction and lubricate equipment on prescribed

schedule;

- Prepare and submit reports on daily pumping, production and

accomplishments;


B. Watershed Management Unit

Water Resources Facilities Tender B

- In-charge in all activities involved in the management of gravity/spring

water sources, and ensure that they are recorded, reported and properly

coordinated with superior and management;

- Responsible in the protection and management of spring water facilities;

- Act as watershed watchman and provide security against squatters and

kaingeros;

- Provide support in the monitoring of water level, disinfection and

chlorination, including sanitation of District reservoirs;



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Operations


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Initial Operation

Four years after the LWUA awarded the Conditional Certificate of

Conformance, TCWD initiated the entirely new water supply system patterned

after the Water Supply Feasibility Study of Motor Columbus Consulting Engineers,

Inc. in October 1983. The new system under TCWD Phase I Program was finished

in 1987 and served the barangays of Quezon, Bioto, San Agustin Sur, Dagocdoc,

Bongtud and Bag-ong Lungsod.

The actual operation started in the year 1991 with only seven (7)

employees headed by then General Manager, Engr. Ruben C. Elpa.

Development Projects

I. Tandag Water Supply System Improvement Project (TWSSIP)

In 2002, the district embarked on Phase II Project, known as the Tandag

Water Supply System Improvement Projects (TWSSIP), funded under a loan

program granted by ADB through LWUA under the Small Towns Water Supply

Sector Project in the amount of P33 million. This project which utilized the Ihawan

Creek as source of water supply was completed by Administration on June 2004.

Aside from developing a new source, this project catered to new serviceable

areas, and the improvement of the Phase I System including the installation of

10.5km transmission and distribution main lines and provisions for gas chlorinating

facilities with generator set.

II. The Buenavista Water Supply System (BWSS)

The Buenavista Water Supply System (BWSS) is the District’s expansion

project to Brgy. Buenavista. It operated on August 28, 2006. This system was partly

funded by former Congressman and LWUA BOT Chairperson Prospero A. Pichay

and SDS Provincial Government. BWSS included the development and

construction of 90 cubic meters ground reservoir, pumping station, chlorinator

house and disinfection facilities, pipe bridge crossing and installation of PVC

transmission and distribution mains.


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This programmed expanded through the Construction of Buenavista

Pumping Station II which was realized in 2010 when LWUA granted financial

assistance to the District under Non-LWUA Initiated Funds.

III. The Ihawan Spring Community Watershed (ISCW)

On 12 July 2007, the 784 hectares Ihawan Spring Community Watershed

(ISCW) was declared a protected area thru Administrative Order 2007-14, a

second proclaimed watershed area in Surigao del Sur Province. TCWD’s

unrelenting effort in restoring the watershed has attracted other concerned

agencies and stakeholders, to mention, DENR-CENRO, PENRO, and LGU-Tandag

City.

Several improvement projects were made to guard and cultivate the

ISCW. Among these were the reforestation, agro-forestry, soil and water

conservation, water protection thru installation of gabions or bamboos, constant

foot monitoring, construction of a lookout tower, and construction of plant

nursery.

IV. Development of New Sources

TCWD in 2008, 2009, 2010, 2011 and 2012 explored additional sources to

supplement the existing water sources - Tandag River and Ihawan Creek, and it

ended up in developing Mangyan I and II, Ihawan and Andanan sources, all

situated within Ihawan Spring Community Watershed. Impounding structures

were set-up at the location of the new identified sources in 2008, 2009 and 2010,

including transmission pipes and other attached accessories (the control valves

and sets of chlorinating facilities).

Andanan Water Source I which is located at the Upstream of Andanan

Creek in Barangay Awasian was developed to cater the inevitable increasing

number of concessionaires. The construction of impounding dam and pipe

supports and jointing of pipe using the process of butt fusion started in May 12

and was successfully completed in October 2012. This total cost of three (3)

Million pesos. It produces 20-30 liters per second during rainy season, and 5-10


31

liters per second during dry season. The Andanan mainlines are interconnected

to the Ihawan transmission lines to boost the current water supply.

Andanan Water Source II which is similarly located at the Upstream

Andanan Creek was also established to augment the water source intended for

the waterless Barangays. It was constructed in October 2012 to December 2012

total cost was 120,000.00.

V. The Ground Steel Tank Reservoirs

To complete the Phase II Water System Project, two structures of 400

cubic meter ground steel tank reservoirs were constructed at Barangay Awasian

in 2009 and 2010. The funding of the twin projects came from the loan package

granted by LWUA.

VI. Extension of Service Lines; Rehabilitation of Service Connections

Several extension of service lines and rehabilitation of dilapidated service

connections were conducted by TCWD to cater to the demands of its

concessionaires.

VII. Calibration of Water Meters

The program of water meter calibration started in 2006, after determining

that meters installed and in service for several years already failed to give

accurate reading of actual consumption.

VIII. Construction of the Administration Building

TCWD’s first work station was rented and located at the Old Capitol

Building for eight (8) years, then later transferred to Quiñonez Building in Luiz Perez

corner Delicona Steet. In 2002, TCWD transferred and rented again at the

ground floor of Ang’s Building located at the National Highway of Barangay

Mabua, and it served as TCWD’s office for ten (10) years.


32

Since the accumulated rent expenses throughout the years equalled to

the amount of constructing a building, the Board and the management

decided to dispense the allocation of the rent expense to the construction of a

TCWD building. Hence, an inauguration and ground breaking ceremony of the

site was conducted on March 12, 2010 at Purok Palmera, Balilahan, Brgy.

Mabua. The construction of the TCWD building was projected to cost at P5

million. It was financed under a loan program granted by LWUA in the amount of

P1,158,870.63 dated December 2009. The excess cost has been funded through

the loan availed from Philippine National Bank (PNB).

The administration building set up in Balilahan, Barangay Mabua is one of

the major projects that the District has implemented in 2009, which goes beyond

the plans laid out in the development plan for 2006 to 2010. On April 2, 2012, all

administration and staff moved to its new building. This marks the end of the

years of moving and finding a place to rent. TCWD has finally its own home.

IX. Construction of Pumping Stations

The phase I system of TCWD, of which source is the Tandag River, has

included a pumping station situated in Sotel, Barangay Quezon. Known as

Quezon Pumping Station I, this pumping station was constructed on October

1983 and started operating on 1987. For several years, this infrastructure has been

serviceable to the operation. But with the swift increases of commodities

particularly diesel-fuel along with the salinity of the source, the efficiency of this

structure has been affected.

Luckily, with the District perseverance, a newfound source located in

Tabon-Tabon, still part of the said barangay, has been developed and

constructed on October 2005 to augment and to serve as an alternative

whenever the existing water systems are shut off during flooding. The project

funding totaling to One Million Seven Hundred Ninety-Eight Thousand (P

1,798,000.00) has been taken from the loan granted that the PNB has granted.

The Quezon Pumping Station II started operating on February 2012.

Thereafter, Awasian Pumping Station 1 and 2 followed, starting its

operation on 2014 and 2015 respectively.


33

In the administration of a new General Manager, Ms. Annie O. Ty, several

pumping stations was then constructed, to wit: (1) Pangi Pumping Station which

started its operation on July 2017; (2)(3) Quezon Pumping Station 3 and 4 started

operating on September 7, 2018; and (4) Pangi Pumping Station 4 started

operating on December 2018.

X. Conventional Aeration Facilities & Brgy. Awasian Pump Station II

The construction of conventional type aeration facility was done before

end of 2015 second quarter. This was intended to correct the source high in iron

at Awasian Pump Station II. As of this writing, the aeration is undergoing some

improvements.

The Brgy. Awasian Pump Station II was made operational in October of

2014. Similar with Quezon Pump Station II, this facility with 25 lps source capacity

was constructed to augment the present sources of the District.


34

TCWD Pipeline Map

Current Service Area

As of June 30, 2019, Tandag City Water District (TCWD) is serving 9,343

active water service connections and covering at least 71% of the entire area of

Tandag City. With around 50,000 estimated total population being served by the

district of the fifteen (15) different Barangays in Tandag City, namely, Barangays

Awasian, Bag-ong Lungsod, Bioto, Bongtud, Buenavista, Dagocdoc, Mabua,

Pangi, Quezon, Rosario, Salvacion, San Antonio, San Agustin Norte, San Agustin

Sur, and Telaje.


35

Current Water Sources

As of June 30, 2019, the following are the details of the water sources,

water production per LPS, and serviceable areas of TCWD, to wit:

Water Source Source Type Original Production Current Production

Awasian 1 Ground Water 38 28

Awasian 2 Ground Water 7.6 7.3

Pangi 1 Ground Water 4.6 4.5

Pangi 2 Ground Water 60 60

Buenavista Ground Water 5.6 2.59

Quezon 1 Surface Water 33 30

Quezon 2 Ground Water 12.5 11.25

Quezon 3 Ground Water 7.5 -

Quezon 4 Ground Water 20 -

Ihawan Spring 60 40

TOTAL 248.8 LPS 183.64 LPS

Table 1. Water Source Production

Water Source # Of Households Serviceable Barangays

Awasian 1 San Agustin Sur, Dagocdoc, Awasian, Telaje

Awasian 2 San Agustin Sur, Dagocdoc, Awasian, Telaje

Pangi 1 San Agustin Norte, Pangi, Salvacion,

Buenavista Pangi 2

Buenavista Buenavista, Pangi, Salvacion, San Agustin Norte

Quezon 1 Bioto, Dagocdoc, Mabua, Quezon, Rosario,

San Agustin Sur, Bongtud, Bag-ong Lungsod Quezon 2

Quezon 3 -

Quezon 4 -

Ihawan Awasian, San Agustin Sur, Dagocdoc, Telaje

Table 2. Water Sources and its Serviceable Area/Barangay


36

Table 3. Number of Household Served per Barangay

CLASSIFICATION SIZE

MINIMUM CHARGE COMMODITY CHARGE

0-10

cu. m.

11-20

cu.m.

21-30

cu.m.

31-40

cu.m.

41-up

cu.m.

Commercial ½ “ 440.00 53.00 62.50 72.70 83.50

Semi-Commercial A ½” 385.00 46.35 54.65 63.60 73.05

Semi-Commercial B ½’ 330.00 39.75 46.85 54.50 62.60

Residential ½” 220.00 26.50 31.35 36.35 41.75

Bulk Sales ½” 660.00 79.50 93.75 109.05 125.25 Table 4. Water Rates

# Barangay

Active Service Connections

CY 2018 As of June 30,

2019

1 Awasian 281 269

2 Bag-ong Lungsod 1,208 1,168

3 Bioto 204 198

4 Bongtud 940 1,004

5 Buenavista 432 443

6 Dagocdoc 856 815

7 Mabua 1,356 1,378

8 Mabuhay 0 1

9 Pangi 125 139

10 Quezon 279 262

11 Rosario 263 274

12 Salvacion 84 82

13 San Agustin Norte 264 263

14 San Agustin Sur 983 970

15 San Antonio 0 37

16 San Jose 0 9

17 Telaje 1,600 1,556

Unclassified 3 0

TOTAL 8,878 8,870


37

Operating

Procedures


38

Annual Procurement Plan Preparation

Step 1 • End User prepares PPMP

Step 2

• SCAA includes it in the budget proposal

Step 3

• BAC Secretariat consolidates PPMP and prepares Indicative APP

Step 4

• BAC recommends procurement modality

Step 5 • HOPE approves proposed budget

Step 6 • Board of Directors approves budget

End • End of transaction


39

Process and System Description for Small Value Procurement

Step 1 •Requisitioning office/employee request for the preparation of Purchase

Request (attached with it is the approved PPMP for the year or Supplemental PPMP if requisitioned items are not previously identified)

Step 2 •Admin Head and Engineering Head checks and counter signs the request

Step 3 •General Manager approves PR

Step 4

•For procurement below P50,000.00, the canvasser prints out and sign the Request for Quotation Form (RFQ) and issue the same to the qualified supplier

•For procurement above P50,000.00 but less than P1,000,000.00, the BAC staff post the Request for Quotation to: (a)The Philippine Government Electronic Procurement System (PhilGEPS), and (b) Any conspicuous place in the premise of the procuring entity for a period of 7 CD


40

Process and System Description for Small Value Procurement (Cont.)

Step 5

• After the deadline of submission of price quotations, the BACstaff prepares the Abstract of Bidding (AOB) setting forth the names of those who responded to the RFQ.

• The BAC staff prepares the Notice of Award (NOA), Resolution to Award and Resolution for Alternative Mode of Procurement androutesit to the BAC members declaring the award to the contractor with the lowest quoted price or to the supplier which complied with the specifications and other terms and conditions stated in the RFQ

• The BAC staff forwards procurement documents to Admin Head (AH) for review and countersign. AH then forwards it to the office of the General Manager.

Step 6

• BAC staff prepares Purchase Order (PO) and forwards it to the Accounting staff.

• Accounting staff prepares the Certificate of Availability of Funds and attach it to the PO for approval of the Accounting Head.

• Accounting Head returns the approved PO to the BAC staff. BAC staff routes the PO to the Admin Head for final review and countersigns the PO

Step 7 • GM signs and approve the PO

Step 8 • Canvasser serves PO and NOA to supplier or BAC staff email PO and NOA to winning bidder



41

Process and System Description for Public Bidding

Step 1

• Requisitioning office/employee request for the preparation of Purchase Request (attached with it is the approved PPMP for the year or Supplemental PPMP if requisitioned items are not previously identified)

Step 2 • Admin Head and Engineering Head checks and counter signs

the request

Step 3 • General Manager approves PR

Step 4 • BAC Secretariat prepares the Bidding Document

Step 5

• BAC staff post the Request for Quotation and Bidding Documents in: (a) The Philippine Government Electronic Procurement System (PhilGEPS), and (b) Invitation to Bid to conspicuous place in the premise of the procuring entity for a period of 7 CD before submission of bids


42

Process and System Description for Public Bidding (Cont.)

Step 6

•Pre-Bid Conference: (a) The BAC secretariat prepares invitation to two observers for Pre-Bid Conference and Bid Opening from COA and one from a duly recognized private group in a sector relevant to the procurement. (b) BAC Secretariat prepares the Minutes of Pre-Bid Conference and Bid Supplemental (if there are modifications) and sends the same to the suppliers and observers who were present during the Pre-Bid Conference 7 days before the deadline for thesubmission of bids.

Step 7

•Bid Opening: BAC Secretariat receives the Bids of participating bidders. After the closing date, the Bids and Awards Committee, Technical Working Group, Observer and BAC Secretariat proceed with the Bid Opening. The BAC & TWG evaluates the Bids of every participating bidder using the Pass or Fail Criteria. They then rank the bidders according to their bids. The BAC then issues BAC Resolution for the bidder with the Lowest Calculated Responsive Bid (LCRB) and Bid Evaluation Report.

Step 8

•Post qualify: The BAC shall notify the bidder with the LCRB. The bidder shall submit to the BAC its latest income and business tax returns, and other appropriate licenses and permits required by law and stated in the Bidding Documents.

Step 9 •BAC Secretariat prepares Agreement Contract and routes it to its signatories.

Step 10

•BAC Secretariat prepares Notice to Proceed and routes it to Admin Head. General Manager approves the NTP.

•BAC Secretariat sends the NTP to winning bidder.

•BAC Secretariat prepares transmittal and all procurement documents to COA.

End •End of transaction


43

Records Maintenance and Control for Incoming Communications

Step 1 • Client/s or Sender/s forwards his communication or mail to the

designated, Records Officer for receipt

Step 2

• The Designated, Records Officer receives the document, and stamp it received with his corresponding signature, date and time of receipt, then, forwards it to the ASA-C

Step 3

• The ASA-C attaches a routing slip and a referral/action slip, and provides a document tracking code or reference number to the document. ASA-C, then, routes the document to the Administrative Division Manager .

Step 4

• The Administrative Division Manager initials the referral/action slip, then, forwards it to the Office of the General Manager thru the designated, Executive Assistant

Step 5 • The General Manager reads the communication and fills-up the

referral/action slip

Step 6 • Once done, the designated, Executive Assistant retrieves the

communication and forwards it to the designated, Records Officer

Step 7 • The designated, Records Officer scans the document for electronic filing,

then, forwards the document to the ASA-C

Step 9

• The ASA-C photocopies the document, routes the original copy with its routing and referral/action slip to the concerned unit, and files the photocopied document

End • End of Transaction


44

Records Maintenance and Control for Outgoing Communications

Step 1 •End User prepares the document

Step 2

•Secretary designated in every Division attaches a Routing Slip, assigns a Routing Sequence No. Secretary in every Division logs the details in his logbook and forwards the document to the Minutes/Agenda Officer B for transmittal preparation

Step 3 •Minutes/Agenda Officer B prepares the transmittal then, forwards the document to the

ASA-B for proper routing

Step 4 •ASA-B routes the document to the Engineering and/or Administrative Division Manager for

initials

Step 5 •Engineering and/or Administrative Division Manager initials the document and returns it to

the Office of the General Manager for approval

Step 6 •General Manager signs and approves the document

Step 7

•the Executive Assistant retrieves the document and forwards it to the Records Officer. Designated, Records Officer scans the document for electronic filing, and forwards it to the ASA-B

Step 8 •ASA-B forwards/sends the document to the concerned agency/ies or person/s, and obtain

its confirmation for receipt

Step 9 •ASA-B files a copy of the document



45

Records Maintenance and Control for Internal Communications

Step 1 • End User prepares the document

Step 2

• Secretary designated in every Division attaches a Routing Slip, assigns a Routing Sequence No., logs the details in his logbook and forwards the document to the Office of the General Manager for approval

Step 3 • The General Manager approves the document.

Step 4 • the Executive Assistant retrieves the document and forwards it

to the ASA-B for proper routing

Step 5 • ASA-B forwards the document to the concerned Division or Unit

or personnel for receipt



46

Customer Service Request/Complaints

Step 1

•Customer files a request or complaint either by walk-in to the Customer Services Complaints and Assistance Desk (CSCAD) or IRMA-B, or though phone call or text message at TCWD hotline numbers.

Step 2 •CSCAD or IRMA-B inputs the request/s or complaint/s to the ERP System, ask for customer’s contact number, issue a Job Order, and forwards it to concerned unit.

Step 3 • U/CSA-B produces the inputted data that was seen in the ERP System from the CSCAD or IRMA-B and forwards it to the SW/SMM-B.

Step 4

• SW/SMM-B assigns plumbers or W/SMM-B to act on the request/s or complaint/s. Once done, plumbers or W/SMM-B assigned will fill up the Job Order and Report to the SW/SMM-B, who in turn, will feedback it to the U/CSA-B.

Step 5 •U/CSA-B updates the ERP System of Job Orders.

Step 6 •CSCAD or IRMA-B informs the customer thru his contact number about the status of request/s or complaint/s.

End •End of Transaction


47

Application of New Service Connection

Step 1 •Customer proceeds to CSCAD or IRMA-B to know the requirements and other details

Step 2

•Customer submits the filled-up Service Application Form and other necessary requirements to the CSCAD or IRMA-B

Step 3

•CSCAD or IRMA-B examines and evaluates the submitted documents Once done, customer will undergo orientation, and documents will be forwarded to the U/CSA-B, which in turn, forwards it to the W/SMM-B

Step 4

•W/SMM-B conducts inspection of the location of new service connection, and provides estimates (to be given to the customer) of plumbing materials needed for in-house connection. He, then, sketches a location plan and fowards the Service Application Form to the CSCAD or IRMA-B

Step 5 •CSCAD or IRMA-B prepares the contract and attach required documents

Step 6 •General Manager approves the application

Step 7 •Once approved, CSCAD or IRMA-B inputs records to ERP System.

Step 8

•Customer pays the registration fee to the Cashier. Cashier issues OR. Then, customer proceeds back to the CSCAD or IRMA-B and shows the Official Receipt. CSCAD or IRMA-B will indicate the agreed payment terms and gains customer's signature

Step 9

•CSCAD or IRMA-B forwards the Service Application Form to Storekeeper for issuance of meter and other necessary materials to be forwarded to SW/SMM-B

Step 10 •SW/SMM-B or Plumber or W/SMM-B installs the water meter

End

•End of transaction


48

Payment of Water Bill with Notice of Collection

Payment of Water Bill without Notice of Collection

Step 1 • Customer presents the Notice of Collection or

Water Bill at Teller’s Window

Step 2 • Cashier evaluates the NC through computer and ask

for payment

Step 3 • Cashier issues OR after evaluation

END • End of Transaction

Step 1 • Customer proceeds to CSCAD and request for accounts

payable

Step 2 • CSCAD assess through the ERP system then provides

customer’s code with his/her accounts payables

Step 3 • Customer presents the accounts payable to the Teller’s

window

Step 4 • Cashier encodes the customer’s code then issue an OR



49

Request for Reconnection

Step 1 •Customer Proceed to CSCAD and request for

reconnection of accounts payable

Step 2

•The CSCAD makes an assessment through ERP System and input s the Reconnection fee (100.00) through manual reconnect

Step 3 •Customer presents accounts payable with reconnection

fee to the Cashier’s Window

Step 4 • Cashier issues OR

Step 5 •Customer presents the OR to CSCAD. CSCAD then makes

a Service Request/Job Order to reconnect account

Step 6 •The Meter Reader or U/CSA-E assigned will go to the

area to reconnect the Water Meter of the Customer



50

Request for Billing Adjustments

Step 1 •Customer will proceed to CSCAD to lay down his/her complaint on high consumption

Step 2

•CSCAD verifies the validity of request in determining whether the customer has availed for Billing Adjustment or not, then inputs the request/complaint to the ERP System and issues a Job Order to be forwarded to the Meter Reader assigned in the area, or thru U/CSA-B who will assign a plumber to conduct inspection

Step 3 •Meter Reader or plumbers conducts inspection for leaks and once done, informs the

customer

Step 4 •Customer request CSCAD for leak repair. The CSCAD issues Service Request for the

inspection/verification of customer’s feedback and the Meter Readers will issue findings

Step 5 •Customer request for Billing Adjustment Memo. Then, Data Controller will issue a BAM

Step 6 •The General Manager approves the BAM

Step 7 •The CSCAD inputs the Billing Adjustment to the ERP System



51

Change of Billing Name

Reading of Water Meters and Billing

Step 1

•Customer will proceed to CSCAD for request of change of billing name.

•CSCAD to advise customer submit requirements

Step 2 •CSCAD will change the billing name or update to ERP

System after verification of submitted documents


Step 1 •Meter Readers or U/CSA-E will read water meters per zone according to reading schedule,

then, input it to the cellphone device equip with Water Reading System, and print it.

Step 2 •Meter Readers issue each customer the notice of collection within the day of reading

Step 3

•Meter Readers proceed back to office and provide the reading result to the Billing In-charge to upload the readings in the ERP System. At the same time, Data Controller checks the encoded reading for high consumptions and erroneous reading



52

Collection Process

Step 1 •Customer present copy of Notice of Collection or Water

Bill at Cashier’s Window

Step 2 •Cashier evaluates the Notice of Collection through ERP

System and ask for payment

Step 3 •Cashier issues OR

Step 4 •Cashier accounts collection per OR issued during cut off

time forwards cash and OR to cashier A

Step 5

•Cashier-A prepares a deposit of total collection within the cut off time for pick up of depository bank after review/evaluation

Step 6 •Cashier-A to record collection and deposit after

generating report to cash book



53

Application for Special Leave

Step 1

• Secure a copy of request to process application for leave from the HRM Unit duly approved by the immediate supervisor/unit section head

Step 2 • Submit to HRM Unit the approved request

Step 3 • Wait/follow-up to HRM Unit for the processing

of CSC Form No. 6

Step 4 • Route CSC Form No. 6 for signature of person/s

concerned

Step 5 • Approval of the General Manager



54

Application for Sick Leave

Note: Sick leave application not immediately filed upon return to duty will be

disapproved and shall be considered unauthorized leave of absence without

pay.

Step 1

•Secure a copy of request to process application for leave from the HRM Unit duly approved by the immediate supervisor/unit section head

Step 2

•Submit to HRM Unit the approved request

•Application for sick leave in excess of five successive days shall be accompanied by proper medical certificate

Step 3 •Wait/follow-up to HRM Unit for the processing of CSC

Form No. 6

Step 4 •Route CSC Form No. 6 for signature of person/s

concerned

Step 5 •Approval of the General Manager



55

Monetization of Leave Credits

Note: Employees who have accumulated fifteen (15) days of vacation leave

credits shall be allowed to monetize a minimum of ten (10) days; Provided that

at least five (5) days is retained after monetization and provided further that a

maximum of thirty (30) days may be monetized in a given year. Monetization of

sick leave credits: 50% of accumulated sick leave credits may be allowed for

valid and justifiable reasons (as provided on leave laws) provided twenty five

(25) days sick leave credits remains after deducting the monetized leave credits

subject to the discretion of the agency head and the availability of fund.

Step 1

•Secure a copy of request to process application for monetization of leave credits from the HRM Unit duly approved by the immediate supervisor/unit section head

Step 2 •Submit to HRM Unit the approved request

Step 3 •Wait/follow-up to HRM Unit for the processing of CSC Form No. 6

Step 4 •Route CSC Form No. 6 for signature of person/s concerned

Step 5 •Approval of the General Manager

Step 6

•Forward a copy of approved monetization of leave credits to Budget Officer for the issuance of Budget Utilization Request (BUR) for availability of funds

Step 7 •Approval of Budget Utilization Request

Step 8 •Issuance of Voucher

Step 9 • Issuance of Check and Approval



56

Application for Indefinite leave, Study Leave, Paternity Leave, Rehabilitation

leave and other leaves not specified shall conformed with Omnibus rules on

leave

Step 1



Step 3 • Wait/follow-up to HRM Unit for the processing

of CSC Form No. 6

Step 4 • Route CSC Form No. 6 for signature of person/s

concerned




57

Application for Force Leave or Vacation Leave

Note: In case of emergency that needs immediate attention of the employee

aside from reason of sickness, vacation leave can be filed on that day of such

leave provided an employee will report to office first hour in the morning and file

such leave whenever possible. Moreover, any leave of absence using the

vacation/force leave without any approved leave application before going to

such leave or have not immediately filed upon return to duty shall be considered

unauthorized leave of absence without pay, and their application will be disapproved outright.

Step 1



Step 3 • Wait/follow-up to HRM Unit for the processing of CSC Form

No. 6

Step 4 • Route CSC Form No. 6 for signature of person/s concerned




58

Processing of Bond Application

(New Bonded Officials and Employees)

Step 1 •Approved Board Resolution for new list of bonded officials and employees

Step 2

•Application for Bond of accountable officials and employees.

•Filled-up General Form No. 58 (A) duly certified by a competent physician of the Department of Health.

Step 3

•Prepare the following requirements: (1) Authenticated copy of SALN; (2) Photocopy of Appointment; (3) Certification of no pending criminal and/or administrative case; and (4) 2 copies ID picture (passport size)

Step 4 •Compute the corresponding bond premium due and prepare summary of bonded officials and employees

Step 5 •Route summary of bonded officials and employees for signature and approval

Step 6

•Forward the summary of bonded officials to Budget Officer for the issuance of Budget Utilization Request (BUR) for availability of funds

Step 7 •Approval of Budget Utilization Request

Step 8 •Issuance of Voucher

Step 9 •Issuance of Check and Approval

Step 10

•Transact at Bureau of Treasury for the issuance of: (1) Authority to Accept Payment; and (2) Six (6) copies of Land Bank Oncoll Payment Slip

Step 11 •Deposit the payment to Land Bank of the Philippines Tandag Branch

Step 12 •Furnish a copy of validated LBP Oncoll Payment Slip at Bureau of Treasury

Step 13 •Follow-up Confirmation Letter at Bureau of Treasury



59

Processing of Bond Application

(Renewal of Bonded Officials and Employees)

Step 1

•Application for Bond of accountable officials and employees.

•Filled-up General Form No. 57 (A) approved by the Head of Agency

Step 2

•Prepare the following requirements: (1) Authenticated copy of SALN; (2) Certification of no pending criminal and/or administrative case; and (3) 2 copies ID picture (passport size)

Step 3

•Compute the corresponding bond premium due and prepare summary of bonded officials and employees

Step 4 •Route summary of bonded officials and employees for signature and approval

Step 5

•Forward the summary of bonded officials to Budget Officer for the issuance of Budget Utilization Request (BUR) for availability of funds

Step 6 •Approval of Budget Utilization Request (BUR)

Step 7 •Issuance of Disbursement Voucher

Step 8 •Issuance of Check and Approval

Step 9

•Transact at Bureau of Treasury for the issuance of: (1) Authority to Accept Payment; and (2) Six (6) copies of Land Bank Oncoll Payment Slip

Step 10 •Deposit the payment to Land Bank of the Philippines Tandag Branch

Step 11 • Furnish a copy of validated LBP Oncoll Payment Slip at Bureau of Treasury

Step 12 • Follow-up Confirmation Letter at Bureau of Treasury



60

Recruitment Selection and Placement

Step 1

• ASA-B receives Accomplished Form & Certificate of Availability of Funds (Instruction to Publish)

Step 2 • A/GSO-B publishes Notice of Vacancy

Step 3 • A/GSO-B identifies Next in Rank

Step 4

• Pre-Evaluation/Screening and Deliberation (s) by HRMPSB and HRM Unit

Step 5

• HRMPSB and HRM Unit forwards result of deliberation and selection line-up

Step 6

• Issuance of Appointment by HRM Division Manager - Admin

Step 7 • HRM Unit conducts Induction/Oath of Office

Step 8 • HRM Unit conducts orientation



61

Issuance of Equipment and Supplies

Step 1 • Supply Officer issues supplies to requisitioner

and records it in the supply logbook

Step 2

• Supply Officer records and monitors the monthly supplies usage, and prepares the Monthly Inventory of Supplies and submits it to the Accounting Unit and COA

Step 3

• Division Chief reviews activities of the process to see where quality improvements can be done in the process

Step 4

• General Manager submits complete monthly accomplishment report and monthly report to the Accounting Unit every first week of the month



62

HDMF Remittance

Step 1 •Remittance Officer (RO) emails HDMF CDO requesting for

the monthly loan deduction

Step 2 •RO updates the Pag-Ibig MC Proof list Report and

generates the same and submit it to the Payroll Officer

Step 3 •RO prepares the Authorization based on the payables

from the Prooflist report

Step 4 •RO routes the Authorization to the Cashier and Head of

the Agency or its OIC

Step 5 •The HDMF EGov Makeruploads the file of Pag-Ibig MC

Proof list Report to TCWD EGov account

Step 6 •The authorizer validates and checks the remittance and

approves payment

Step 7 •The maker proceeds with the payment and print out

transaction receipt



63

PHIC Remittance

Step 1

•Remittance Officer (RO) updates the Electronic Premium Remittance System account of TCWD and generates the same and submit it to the Payroll Officer

Step 2

•RO prepares the Authorization based on the billing from the Preliminary Employees Premium Remittance List (PEPRL)

Step 3 •RO routes the Authorization to the Cashier and Head of

the Agency or its OIC

Step 4 •The PHIC EGov Maker uploads the file of PEPRL to TCWD

EGov account

Step 5 •The authorizer validates and checks the remittance and

approves payment

Step 6 •The maker proceeds with the payment and print out

transaction receipt



64

GSIS Remittance

Step 1

• Remittance Officer (RO) downloads from the e-Billing and Collection System (EBCS) account of TCWDfor the monthly billing and submit the same to the Payroll Officer

Step 2 • After payroll, RO routes the GSIS remittance to

the Accounting Head and Head of Office

Step 3

• RO uploads the remittance file to the EBCS and generates the Summary of Totals (SOT) for the due month

Step 4 • RO submits the remittance to the Accounting

unit for payment



65

DTR for Casual Employees and Contract of Service’s Payroll

DTR for Regular Employees Payroll

Step 1

•Generate the data of Daily Time Record (DTR) of Casual employees from the Enterprise Resource Planning System (ERPS) every 16th of the month and 1st day of the succeeding month

Step 2 •Casual employees will check the data of their daily time record then sign and attached the accomplishment report signed/approved by the unit head

Step 3 •Forward to HR Officer concerned for checking

Step 4 •After checking, forward the DTR to Finance Officer concerned for the preparation of payroll and/or DBP Payroll Prooflist.


Step 1

• Update in the Enterprise Resource Planning System (ERPS)the contribution/deduction of regular employees based from the statement of account forwarded to HRM Unit

Step 2 • Forward to Finance Unit for checking



66

Procedures in Monitoring Budget, Utilizations and Disbursements charged to

Retained Income

Area of Responsibility Sequence No. Activity

Posting of Approved Budget

Receiving/Releasing

Staff 1

Receives the approved budget (AB)

from the concerned entity official.

Records the same in the logbook and

forwards the AB to the Staff

Concerned for recording in the

appropriate RBUD.

Staff Concerned 2

Records the AB in the „Budgeted

Amount‟ column of the RBUD and

forwards copies of the budget

documents to the Accounting

Division/Unit for reference.

Receiving/Releasing

Staff 3

Receives the BURS, duly signed by

the head of the Requesting Office

including copies of DV/Payroll,

Contract/PO and other SDs from

concerned office/personnel.

Verifies completeness of the

documents.

If complete, records the same in

the logbook maintained for the

purpose and forwards the documents

to Staff Concerned for recording of

utilizations in the appropriate

RBUD. If incomplete, returns the

documents to Requesting Office for

completion.

4

Receives the BURS and its SDs from

Receiving/Releasing Staff. Verifies

availability of budget based on the

appropriate RBUD.

5

If budget is available, assigns

number on the BURS based on the

Control Logbook maintained for the

purpose. Records the amount

utilized based on the BURS in the

„Utilization‟ column of the RBUD.

Initials in Section B of the BURS

and forward all copies of the

documents to the Head of the Budget

Division/Unit for signature. If

budget is not available, returns

the documents to the

office/personnel concerned.


67

Area of Responsibility Sequence

No. Activity

Head of Budget

Division/Unit 6

Reviews the BURS and SDs. Signs the

certification in Section B of the

BURS. Forwards to the Staff

Concerned the BURS and SDs.

Posting of Disbursement

Receiving/Releasing

Staff 8

Records in the logbook the receipt

of the RCI and RADAI from the Cash

Unit, JEV and NBURSA from the

Accounting Division/Unit. Forwards

the same to Staff Concerned.

9

Posts the RCI/RADAI/JEV in Section

C, Payment column of the BURS and

to the Disbursement column of the

RBUD.

10

In Section C of the BURS,

determines the balance of unpaid

utilizations. Files the RCI,

RADAI, TRA, JEV and other

documents for reference.

Adjustment of Utilization

Staff Concerned 11

Posts the NBURSA in the

„Utilization‟ column of Section C

of the BURS. For any excess of

the actual budget utilization

over the original amount, a

positive entry corresponding to

additional utilization shall be

recorded in the RBUD based on the

NBURSA. If the original

utilization is greater, a

negative entry representing the

excess shall be recorded in the

RBUD.


68

Procedures for Disbursements by Checks

Area of

Responsibility Sequence No. Activity

Preparation of DV

Requesting

Office/Unit 1

Prepares the DV in four copies

in accordance with the

instructions on the preparation

of the DV (Appendix 32) to

initiate the payment of claims.

Forwards the DVs, SDs and BUR to

the Budget Division/Unit for

processing.

Processing of DV

Accounting

Division/Unit

Designated

Staff/

Processing Staff

2

Receiving/ Releasing Staff 2

Receives Copies 1-4 of DV, SDs

and Copies 2-3 of BUR from the

Budget Division/Unit. Checks

completeness of SDs based on the

checklist. If incomplete, returns

to the party concerned for

compliance.

If complete, stamps “Received”

and indicates date of receipt and

initials on the stamped

“Received” portion of the DV.

Note: – Copy 1 of the BUR shall

be retained by the Budget Unit

which shall serve as the

subsidiary ledger of obligations.

3

Assigns DV number and records in

the logbook the DV number and

date, creditor/payee, particular

and amount.

Forwards Copies 1-4 of DV, SDs

and Copies 2-3 of BUR to the

designated Staff for processing

Note: DV number shall also be

indicated on every sheet of the

SDs.

4


and Copies 2-3 of ORS from the

Receiving/Releasing Staff.

Reviews DV for completeness and

propriety of SDs.


69

Area of


5

Retrieves Index of Payments from

file and determines if claim is

in order. If with prior payment

on the same claim, returns the

DV, SDs and BUR informing the

requesting office/party of prior

payment made. If in order,

verifies BUR against DV. If the

amounts in the BUR and DV are the

same, records the following in

the IP: DV date and number,

particulars and amount and

proceeds to Activity No. 9. For

first-time claimant, prepares IP

and records the name, address,

employee number and/or TIN, DV

date, particularsand amount. If

the amounts in the BUR and DV

differ, prepares NBURSA in three

copies and signs the “Prepared

by” portion. Forwards Copies 1-3

of NBURSA, Copies 1-4 of DV,

Copies 2-3 of ORS and SDs to the

Head of Accounting Division/Unit

for approval of the NBURSA.

Head of

Accounting

Division/Unit

6

Signs the “Approved by” portion

of the NBURSA.

Accounting

Division/Unit

Designated

Staff/

Processing Staff

7

Records in the logbook the return

of Copies 1-3 of NBURSA, Copies

1-4 of DV, Copies 2-3 of ORS and

SDs to the Budget Unit for

correction of obligation

Budget

Division/Unit

Designated Staff

8

Posts the NBURSA in the

'Obligation‟ column of Section C

of the BUR. If the original

amount is lesser than the actual

obligation, a positive entry

corresponding to additional

obligation shall be recorded in

the RAOD based on the NBURSA. If

the original obligation is

greater, a negative entry

representing the excess shall be

recorded in the RAOD. Returns

Copies 2-3 of NBURSA, Copies 1-4

of DV, Copies 2-3 of BUR and SDs

to the Accounting Division/Unit


70

for processing. Files Copy 2 of

NBURSA together with the original

copy of the BUR.

Area of


Accounting

Division/Unit 9

Initials in Box B of DV and

forwards Copies 1-4 of DV and

SDs, Copies 2-3 of BUR to the

Head of Accounting

Division/Unit/Authorized Officer

for review.

Note 5 – In case there is NBURSA

attached to the DV, it shall be

included among the SDs of the DV.

Head of the

Accounting

Division/Unit

10

Checks the “Cash available”

portion in Box B of the DV

11

Reviews DV and SDs. Signs Box B

of DV. Forwards the documents to

the Receiving/Releasing Staff.

Accounting

Division/Unit

Designated Staff

12

Records in the logbook the

release of Copies 1-4 of DV and

SDs and Copies 2-3 of BUR to the

Head of Agency or Authorized

Representative for approval of

the DV.

Office of the

General Manager 13


and Copies 2-3 of ORS and records

in the logbook the date of

receipt. Forwards the set of

documents to the Approving

Officer for review and approval.

General Manager 14

Reviews DV and signs in Box C

“Approved for Payment” portion.

Forwards Copies 1-4 of DV, Copies

2-3 of the BUR and SD

Preparation of JEV for Disbursements thru Checks Accounting

Division/Unit

Designated Staff 15

Receives Copies 1-2 of RCI with

Copy 2 of the Check, Copies 1 and

3 of DVs, Copies 2-3 of BUR and

other SDs from Cash Unit.

Forwards the documents to the

Designated Staff for JEV

preparation

16

Examines DVs and checks against

RCI. Verifies if the serial

number of all checks drawn

whether released or unreleased,

including spoiled and cancelled

ones, are all accounted for.


71

Area of


17

Prepares JEV in two copies and

signs in the “Prepared by”

portion. Forwards Copies 1-2 of

JEV supported with Copies 1-2 of

RCI, Copy 2 of the Check, Copies

1 and 3 of DVs, Copies 2-3 of BUR

and other SDs to the Head of

Accounting Division/Unit.

Head of the

Accounting

Division/Unit

18

Reviews correctness of the

journal entries and signs on

“Certified Correct by” portion of

the JEV. Forwards Copies 1-2 of

JEV supported with Copies 1-2 of

RCI, Copy 2 of the Check, Copies

1 and 3 of DVs, Copies 2-3 of BUR

and other SDs to Designated Staff

for recording in the CkDJ

Recording in the Check Disbursement Journals (CkDJ)

Designated Staff 19

Receives Copies 1-2 of JEV with

Copies 1-2 of RCI, Copy 2 of the

Check, Copies 1 and 3 of DVs,

Copies 2-3 of BUR and other SDs.

Records the JEV in the CkDJ.

20

Records in the logbook submission

of documents to COA and Budget

Division/Unit. Retains Copy 2 of

JEV and RCI and Copy 3 of BUR for

file.


72

Procedures for Disbursement through ADA

Area of


Accounting

Division/Unit

Designated Staff

1

Prepares in 2 copies the ADA for

approved DVs pertaining to the

current and prior years‟ accounts

payable.

Cashier 2

Verifies completeness of

signature on the DVs. Reviews the

amount of the ADA against the

total amount of the DVs and SDs.

Signs the ADA.

3


release of Copies of ADA, DVs and

SDs.

Office of the

General Manager 4


receipt of Copies of ADA, DVs and

SDs.

5

Countersigns the ADA. Forwards

Copies 1-5 of LDDAP-ADA, Copies

1-4 of DVs, and SDs to the

Receiving/Releasing Staff for

return to the Cashier.

Cashier 6

Receives Copies ADA, DV, and SDs.

Retrieves the CkADADRec and

checks completeness of documents.

Files documents temporarily for

the preparation of the RADAI.

Preparation of Journal Entry Vouchers Accounting

Division/Unit

Designated Staff

7

Receives the copy of Summary of

ADA

8

Prepares the JEV into two copies

and sign the “prepared by”

portion.

Head of the

Accounting

Division/Unit/

Authorized Officer

9

Reviews and signs the JEV

Recording the ADADJ

Accounting

Division/Unit

Designated Staff

10

Receives Copies 1-2 of JEV,

Copies 1-3 of RADAI, copies of

LDDAP-ADA, Copies 1 and 3 of DVs

and SDs. Records the JEV in the

ADADJ.

11 Records in the logbook

submission of documents to COA

and Budget Unit.


73

Procedures for the Liquidation of Cash Advances for Payroll

Area of


Disbursing

Officer/

Cashier

1

Based on the paid payroll and

SDs, prepares RCDisb in three

copies. Signs the

“Certification” portion of the

RCDisb and submits to the

Accounting Division/Unit.

Accounting

Division/Unit

Designated Staff

2

Records the receipt of the

RCDisb in the logbook,

indicates “Received” and signs

on all copies, forwards the

RCDisb to the Designated Staff

for JEV preparation, and

returns Copy 2 to the

Cash/Treasury Unit

3

Verifies completeness of data

in the RCDisb as against the

SDs received. Prepares JEV

and signs in the “Prepared by”

portion.

Head of the

Accounting

Division/Unit

4


journal entries and signs on

“Certified Correct by” portion

of the JEV.

Accounting

Division/Unit

Designated Staff

5 Records the JEV in the CDJ


74

Procedures for Disbursements of Advances to Officers and Employees


Receipt and Liquidation of Cash Advance for Travel

Various Units

Officers/Employees

Concerned

1

Receives the approved check and

Copy 4 of DV from Cash/Treasury

Unit.

2

Upon return to the official

station, prepares the LR in two

copies and signs in Box A or

“Certification” portion.

Attaches appropriate SDs such as

IT, CTC, Certificate of

Appearance, Travel Report,

Plane/Boat Ticket, and RER.

Note: If there is unused/excess

traveling allowance, the amount

shall be refunded to the Cashier/

Collecting Officer who shall in

turn issue the OR to acknowledge

receipt of amount refunded.

Note: The DV and BUR shall be

prepared by the official/

employee concerned for the

reimbursement of allowable

traveling expenses incurred in

excess of the cash advance.

General Manager 3

Signs in Box B “Certified:

Purpose of travel/cash advance

duly accomplished” portion of the

LR.

Various Units

Officers/Employees

Concerned

4

Submits Copies 1-2 of the LR, SDs

to Accounting Division/Unit for

processing and certification of

Box C “Certified: SDs complete

and proper” and recording of the

actual traveling expenses.

Accounting

Division/Unit

Designated Staff

5

Checks completeness of SDs. If

complete, acknowledges receipt of

the LR, returns Copy 2 to the

claimant and records the same in

the logbook. Otherwise, returns

the documents to the claimant for

appropriate action.


75


Head of the

Accounting

Division/Unit

6

Verifies completeness and

propriety of the SDs. If

complete and proper, signs in Box

C, “Certified: SDs complete and

proper” portion of the LR.

Otherwise, prepares letter

informing the claimant of the

deficiencies.

Recording of Liquidation of Advances to Officers and Employees Accounting

Division/Unit

Designated Staff

7

Prepares JEV based on the LR

and SDs received. Signs in the

“Prepared by” portion of the

JEV.

Head of the

Accounting

Division/Unit/

Authorized Officer

8

Reviews the JEV and signs in

the “Certified Correct”

portion.

Accounting

Division/Unit

Designated Staff

9

Records the JEV in the GJ.

Files the documents

temporarily.

10

Submits to the COA Auditor Copy

1 of JEVs, LRs and SDs at the

end of the month.


76

Procedures for Disbursements of Advances to Special Disbursing Officers

Area of


Granting of Cash Advance for Specific Purpose/Time-Bound Undertaking

Various Units

Officers/Employees

Concerned

1

Receives the approved check & Copy

4 of DV from Cash/Treasury Unit.

Records in the CDRec the date,

reference, name of payee,

particulars & the amount of check

in the „Cash Advance Received‟

column.

2

Prepares RCDisb in three copies

based on the CDRec. Signs the


RCDisb. Forwards the RCDisb and SDs

to the Accounting Division/Unit.

Note: If there are unused cash

advances, refund the amount to the

Cashier who shall in turn issue the

OR to acknowledge receipt of the

refund. The OR shall be attached to

the RCDisb.

Recording of Liquidation of Cash Advance for Special Purpose/Time-Bound Undertaking

Accounting

Division/Unit

Designated Staff

3

Checks completeness of SDs. If

complete, acknowledges receipt of

the RCDisb, returns Copy 2 to the

Accountable/ Special Disbursing

Officer and records the same in the

logbook. Otherwise, returns the

documents to the

Accountable/Special Disbursing

Officer for appropriate action.

4

Verifies completeness & propriety

of the RCDisb & SDs. If complete

and proper, prepares JEV in two

copies and signs in the “Prepared

by” portion. Otherwise, prepares

letter informing the

Accountable/Special Disbursing

Officer of the deficiencies.

Head of the

Accounting

Division/Unit/

Authorized Officer

5

Reviews the JEV and signs in the

“Certified Correct” portion

Designated Staff 6 Records the JEV in the CDJ.


77

Procedures for Disbursements through Petty Cash

Area of


Establishment of PCF

Petty Cash Fund

Custodian 1

Receives the approved check from

the Cashier for the

establishment of PCF. Records in

the PCFR the date, particulars,

reference & the amount of check

in the „Cash Advance‟ column.

2

Encashes check in GSB and keeps

cash in a safety vault.

Liquidation of Cash Advance from PCF

3

Receives from Requesting Personnel

Copy 2 of the PCV together with

SDs. Checks and reviews

completeness of documents such as

the date, amount and nature of

expenses paid as shown in the SDs.

If incomplete, returns to

Requesting Personnel for completion

of needed SDs.

4

If complete, retrieves the original

of PCV from file and fills up Box

II “Total Amount Granted”, “Total

Amount Paid per OR/Invoice No.”,

and “Amount Refunded/ Reimbursed”

portion of the original and Copy 2

of PCVs.

5

Checks the appropriate boxes for

“Received Refund” or “Reimbursement

Paid” portion and signs Box C of

the PCV.

Requesting

Personnel 6

Checks and fills up the appropriate

boxes for “Liquidation Submitted

by” and “Reimbursement Received by”

upon submission of necessary SDs

and receipt or reimbursement of

cash, if any, and signs Box D of

the PCV.

Petty Cash Fund

Custodian 7

Returns Copy 2 of the PCV to the

Requesting Personnel.

8

Retrieves PCFR from file and

records paid PCVs. Fills up the

following columns: date, PCV No.,

name of payee, nature of payment

and the amount in the

„Disbursements‟ and „Cash Advance

Balance‟ columns.


78

Area of

Responsibility

Sequence

No. Activity

9

Files the original PCV together

with the SDs.

Replenishment of PCF

Petty Cash Fund

Custodian 10

Retrieves from file the original

of the PCV together with the

SDs. Checks the completeness of

all PCVs for replenishment.

11

Based on the paid PCVs and SDs,

prepares the RPPCVs in two

copies. Signs the


RPPCV.

Note: The RPPCVs shall serve as

the basis in the preparation of

the DV to replenish the PCF.

Note: In case of retirement,

separation, termination or

dismissal of the PCFC, any

unused balance shall be refunded

to close the accountability. The

incoming Custodian shall be

granted a new PCF.

12

Based on the RPPCVs, prepares DV

in four copies and ORS in three

copies. Forwards Copies 1-4 of

the DV, original of the RPPCVs

and PCV, and SDs to Authorized

Official for review and

signature.

Authorized

Official 13

Signs in Box A portion of the

BUR and DV

Petty Cash Fund

Custodian 14

Forwards Copies 1-4 of the DV,

Copies 1-3 of ORS, originals of

RPPCVs and PCVs and SDs to

Budget Division for recording of

obligation.


79

Detailed Procedures for Collections and Deposits through the Collecting Officer

Area of


Accounting

Division/Unit

Accounting Staff

1

Receives original of RCD with

Copy 2 of the ORs and

validated DSs from the

Cash/Treasury Unit. Records

receipt in the logbook

maintained for the purpose and

forwards the same to the

Bookkeeper for review and

preparation of the JEV

2

Based on the RCD, prepares JEV

in two copies and signs

"Prepared by" portion of the

JEV. Forwards the JEV and

documents to the Head of the

Accounting Unit for review and

signature.

Head/Chief

Accountant

Division/Unit

3

Reviews and signs “Certified

Correct by” portion of the

JEV. Forwards the JEV and

documents to the Bookkeeper

for recording in the CRJ.


80

Procedures in the Requisition and Issue of Inventory Items

Area of

Responsibility

Sequence

No. Activity

Property and/or

Supply Custodian 1

Files permanently in numerical

order Copy 3 of RIS and temporarily

the originals of RIS for the

preparation of Report of Supplies

and Materials Issued (RSMI)

2

Retrieves the original copies of

RIS from temporary file, ensures

the completeness of the RIS and

prepares the RSMI in two (2) copies

at the end of the day.

3 Signs the “Certified by” portion of

the RSMI.

Supply Officer 4

Receives signed RSMI and forwards

to the Accounting Division/Unit the

original copy of RSMI together with

original RIS. Files Copy 2 of

RSMI.

Accounting

Division/Unit

Accounting Staff

5

Receives the original copy of RSMI

and original RIS. Checks and

verifies the completeness of

information. Retrieves SLC from

file and fills up the “To be filled

up in the Accounting Division/Unit”

portion of RSMI. Records the RSMI

in the SLC and signs in the “Posted

by/date” portion.

6

Prepares JEV in two (2) copies

based on the RSMI to record the

issue of stock.

7

Signs the “Prepared by” portion of

the JEV and forwards JEV and SDs to

the Chief Accountant/Head of the

Accounting Division/Unit for review

and approval.

Chief

Accountant/Head of

Accounting

Division/Unit

8


accounting entry and completeness

of SDs. If in order, signs the

“Certified Correct by” portion of

the JEV and forwards Copies 1 and 2

of JEV to the Bookkeeper. If not in

order, returns the JEV and SDs to

the Accounting Staff concerned for

correction.


81

Area of

Responsibility

Sequence

No. Activity

Accounting Staff 9

Receives JEV and SDs for the

correction of accounting entry.

Returns the JEV and SDs to the

Chief Accountant/Head of the

Accounting Division/Unit for

approval.

10

Receives signed JEV supported with

the RSMI and RIS and records JEV in

the GJ. Files copy 2 of JEV.


82

Emergency

Procedures


83



84

Fire Brigade

CHAIRMAN

GM EULOGIO D. MILLA


85

Water Service Interruption

A. Electric Blackout

A.1 Short Brownout (Power Fluctuations up to 2 hours brownout)

1. Alert Operator on duty and then call the Electric utility to report

fluctuations in Voltages or inquire for the duration of the power outage;

2. Check water radiator, oil level, diesel and battery before starting up the

generator set and log hour counter of the generator set;

3. Warm up the engine while in preparation for generator set operation.

Flush water from the main line and then close the discharge valve leaving

the bypass valve open;

4. Switch on the circuit breaker of the generator set. Switch the Manual

Transfer Switch to generator set position;

5. Log pressure and flow meter reading. Start the pump and flush water for 3

minutes or as long as needed;

6. Record pressure and flow meters reading;

7. Check generator set operation, oil pressure, temperature, voltages and

the cycle or frequency;

8. Once generator set operation and pressure stabilized proceed to other

affected pumping stations.

A.2 Power Supply Restoration

1. Allow the generator set to run for at least 30 minutes if brownout is less

than 30 minutes or still the voltage and pressure is stable;

2. Turn the test line valve to “¼” open and fully close distribution line;

3. Push Stop button to stop the pump;

4. Shift the double throw switch for normal electric power operation;

5. Push Start button to start the pump;

6. Open fully the distribution line and gradually close the test line;

7. Stop generator set;

8. Record all data of hour and flow meter reading;

9. Once operation stabilized proceed to other affected pumping stations.

A.3 Major Blackout (2 hours of brownout or longer)

1. Notify Commercial Unit/PRO for them to give advisory to concessionaires;

2. In case of major brownout please refer to A.1.1 or A.1.2

3. Closely monitor diesel level, coolant of generator set, and radiator water.

Strictly observe maximum running time of 10 hours per generator set with 3

hours rest before re-starting;

4. Closely monitor all pumping equipments.


86

B. Generator Set Failure

B.1 For unavailable spare parts

1. Inspect the generator set failure;

2. Immediately call technician;

3. Supervise the repair/replacement of damaged part;

4. Monitor pressure of Pumping Station to regulate water supply;

5. Request for the transfer of reserved generator set to location;

6. Transport reserve generator set to location;

7. Switch to reserved movable Generator set;

8. Follow the procedure on Generator set operation;

B.2 For unavailable spare parts

1. Inspect the generator set failure;

2. Immediately call Technician;

3. Supervise the repair/replacement of damaged part;

4. Information dissemination through “pasayo” if necessary;

5. Request for the transfer of reserve or rented Generator set to location;

6. Follow the procedure on Generator set operations

C. Breakdown of Pumping Station

Causes: C.1 Burnout motor

C.2 motor control failure

C.3 worn-out shafting/impeller

C.4 malfunctioning / breakdown of VFD

1. Switch off circuit breaker;

2. Close distribution line and open test line;

3. Utilize other pumping stations and inform the Division Manager to assess

the extent of damage for immediate repair;

4. If the extent of the damage cannot be repaired by the district personnel,

immediately call the technician;

5. Coordinate with WMF for any possible diversion of water supply;

6. Information dissemination through “pasayo” if necessary;

7. Pull-out damaged part and replace by the spare unit;

8. Switch on circuit breaker and conduct test run;

9. Resume normal operation if all indicators show stable signs.

D. Busted Main Distribution Lines

1. Inform WMF / Personnel on monitor of the incident;

2. Order WMM to proceed to site and excavate affected area to determine

the extent of damage;

3. If damage needs major repair, close gate valves and notify the affected

areas;


87

4. Immediately request materials needed for the repair;

5. Release requested materials;

6. Repair the damage;

7. Upon completion open all gate valves around the affected areas and

conduct leak test and flushing;

8. Determine possible claims from the party who caused the damage.

E. Water Contamination

1. Shut down the pumping equipment of the affected pumping station and

close gate valves of the distribution lines;

2. Notify the public through Commercial Division;

3. Conduct flushing of wells;

4. Disinfect well for at least 8 hours;

5. After disinfect, flush out water for at least one hour.

Emergency Provision

To minimize the failure of operations during emergencies, the following should be

observed:

1. Reservoirs should never go below half full before the pumps are restarted.

If the operator knows the schedule of a power outage, he must ensure

that the reservoir is full by the time the power is out. For power outages or

calamity repairs that could last for more than a day, the operator should

limit or ration the supply of water by valve throttling.

2. Fuel (if used by the system) should always be on stock for at least 2 days of

operational needs.

3. The Utility should have an Emergency Plan, clearly designating the

emergency team members, their specific functions, and a backup office

or meeting place.

4. The Utility should have the contact numbers of those who can assist during

emergencies (nearby utilities, private deep well owners, well drillers, pump

suppliers, water tankers, treatment equipment suppliers, power suppliers,

government agencies, etc). The personnel designated to respond to

emergencies should have these numbers.

5. After a calamity, the operator must conduct a field survey to determine

damaged facilities and the extent of leakage, and to conduct

emergency repairs.


88

Earthquake

Drought

Pre-

Crisis

Phase

•Ensure and regularly check the integrity of structure •Conduct regular earthquake drills among employees •Maintain a Survival Go Bag

EPWQW Division/EAT

Crisis

Phase

•In the first indication of an earthquake, Division Managers should direct all employees and concessionaires to drop, cover and hold, seek shelter under desks and move away from windows and overhead hazards •After the shaking stops, the EAT Logistics Committee will initiate an evacuation alert. All employees and concessionaires will evacuate using designated routes or alternate routes to the outside Assembly Area and grab their survival Go Bag. •If evacuation is ordered, EAT Logistics takes attendance at the Assembly Area, and will report any missing or injured employee. •EAT Tools and Equipment Committee will direct staff to shut off utilities.

All Employees, EAT Logistics Committee

EAT First Aid and Responder will check for injuries and provide appropriate remedy.

EAT Committee on First Aid & Responder

Post

Crisis

Phase

EAT Committee on repairs will assess and check all damages to facilities and equipment, repair/purchase replacement of facilities and equipment

EAT

EAT Communications will declare cessation of emergency and consult with CDRRMO and public safety officials to determine if the buildings are safe for preoccupancy

EAT Comm. & PRO

Pre-

Crisis

Phase

•Ensure availability of chemicals for water treatment •Keep water tankers in good condition •IEC on potential effect of drought to water supply and advice them to collect water in clean containers in case of possible service interruption

Prod’n & Water Quality Unit, Commercial Unit & PRO

Crisis

Phase

In case of interrupted water service delivery, EAT committee concern shall take action

EAT concerned committee

Post

Crisis

Phase

Assess extent of drought (duration and effect of water supply and quality Production Unit

Declare cessation of crisis and resume normal operations EAT Comm. & PRO


89

Landslide

Pre-

Crisis

Phase

•Secure water facilities that are located within landslide-prone areas EPWQW Division

Crisis

Phase

•Stay as far away as possible from the site. •Immediately inform EAT Logistics Committee Chairman or if not possible, any EAT member, about the situation

Employee On Duty at Site

In case of damage to facilities with interrupted service delivery, EAT shall be alerted as to the affected area of concern

EAT Committee Concerned

In case there are injured employees or resident caused by TCWD facilities but without interrupted service, EAT on Committee on First Aid and Responder shall take action


If the building or facility sustains minor damage without service interruption, EAT decides regarding its immediate use


If the building or facilities sustain significant damage resulting to service interruption and serious injuries, All EAT Committee shall be alerted

All EAT Committee

Post

Crisis

Phase


EAT/EPWQW Division



90

Typhoon/Hurricane/Tornado

Pre-

Crisis

Phase

•Ensure availability of chemicals for water treatment and readiness of generating sets •Contact SURSECO for possible interruption of normal power supply •Monitor turbidity of raw water

Production and Water Quality Unit

Crisis

Phase

Conduct IEC on concessionaires regarding potential effect of storm to water supply and advise them to collect water in clean containers in case of possible service interruption, especially when predicted by PAG-ASA Take preventive measures to safekeep documents and electronic files in case flood occurs due to the typhoon/storm (see preparation for Flood)

PRO & Commercial Unit

In case of damage to facilities with interrupted service delivery, EAT shall be activated as to the affected area of concern


EAT First Aid and Responder will check for injuries and provide appropriate remedy.


If the building or facilities sustain minor damage without service interruption, EAT decides regarding its immediate use

EAT Logistics

Bring all persons inside the building

Close all windows and blinds

EAT communications shall monitor weather conditions

Person at Site/ EAT Comm.

Post

Crisis

Phase


EAT/EPWQW Division

Contact CDRRMO and declare cessation of crisis and resume normal

operations

EAT Comm. & PRO

Take preventive measures to safe keep documents and electronic files in case flood occurs due to the typhoon/storm

All Divisions


91

Flash Flood

Pre-

Crisis

Phase

•Elevate all files, especially important documents, or place in safety vaults •Electronically file all documents •Mark documents according to priority of evacuation

All Divisions

Crisis

Phase

In case of damage to facilities with interrupted service delivery, EAT shall be activated as to the affected area of concern


In case there are injured employees or concessionaires within TCWD premises but without interrupted service, EAT on Committee on First Aid and Responder shall take action


If the building or facilities sustain minor damage without service interruption, EAT decides regarding its immediate use


If the building or facilities sustain significant damage resulting to service interruption and serious injuries, All EAT Committee shall be activated

All EAT Committee

Post

Crisis

Phase


EPWQW Division or Office affected


•If still possible, evacuate documents to safer and higher grounds •Immediately evacuate the premises and go to higher grounds •Check all exposed electrical conduits

Employee at site/EAT Flood Committee


92

Bomb Threat

Pre-

Crisis

Phase

•Install caller IDs in all landlines •Install high resolution CCTV in critical areas •Install alert systems connected to the local PNP and EAT Chairman on Communications •Hire adequately trained security guards •Limit access to facilities. •Fill up Bomb Threat Checklist Form and Physical Description Form

GSO Unit, IT and Networking Unit, CSCAD

Crisis

Phase

•Be alert for suspicious persons loitering in or near the workplace •Be alert for unfamiliar or suspicious vehicles near the workplace •Report all suspicious activities to the Division Manager

All Divisions

•Report the threat to the EAT Logistics Committee, or if not possible, to any EAT member • Document the call as outlined in the Bomb Threat Checklist for Phoned Threats later in this procedure •Record the time and the exact words of the message with particular emphasis on the description and the possible location of the device •Be familiar with Letter and Parcel Recognition Points outlined later in this procedure •DO NOT HANG UP THE PHONE. The call may be traceable

EAT Logistics Committee

EAT to decide whether to not to evacuate the building or call the PNP for

assistance.

EAT Logistics Committee

Post

Crisis

Phase

Conduct a thorough inspection of premises GSO Unit



93

Fire

Pre-

Crisis

Phase

•Dispose fire hazards •Regularly check electrical wirings •Ensure working conditions of fire hydrants, extinguishers and detectors •Label emergency exits •Conduct fire emergency drills among employees •Electronically file documents •Label all documents according to priority evacuation

GSO/ All Divisions/ Fire Brigade-Security Team

Crisis

Phase

•Any Staff who detects fire will signal the fire alarm and immediately inform EAT fire committee •All persons shall evacuate the building •Do not lock doors nor find cover in any enclosed rooms

Persons at Site/ FB-Evacuation and Security Team

A fire extinguisher should be used only if the fire is small and you are

trained in its use. The extinguisher is used only after a fire alarm has

been activated

FB Fire Fighting Team

Check if the fire alarm is false. If false, silence it and re-enter the

building. Otherwise, call the Bureau of Fire and Protection immediately.

FB Fire Fighting & Comm. Team

Post

Crisis

Phase

• Review fire safety measures in place and institute corrective measures •Document reports for filing of insurance claims from GSIS •Replace used fire extinguishers

Fire Brigade, GSO, Prop. & Supplies Unit



FB First Aide & Medical Team

Assess and check all damages to facilities and equipment, repair/purchase replacement of facilities and equipment

EPWQW Division or Office affected


94

Gas Leak/Chemical Spills

Pre-

Crisis

Phase

•Regularly check chemical tanks, containers and pipes •Ensure 1:1 availability of gas masks for all operators •Conduct regular training regarding handling of chemicals, chlorine leak containment, proper use of PPEs, evacuation drills, first aid, etc.

HR Unit/ Production Unit

Crisis

Phase

•Any Staff who detects the leak shall immediately inform EAT Logistics Committee •Determine if the gas leak is signicant. If significant, all plant personnel must wear gas mask immediately and evacuate the premises. •Pump Operator or Production Unit Head may stop the source of the spill/leak if without risk to his life or health or that of the personnel. •Keep the area within 50 m radius of the source of the leak free from kibitzers.

Persons at Site/ Pump Operators/ Production Unit EAT Logistics

Post

Crisis

Phase

Conduct a thorough inspection of chemical tanks and containers and

immediately repair/replace those that show signs of deterioration or

damage

Production Unit



FB First Aide & Medical Team

Assess cause of chemical leak and institute corrective measures EPWQW Division or Office affected


95

Appendices


96

Directory

Name Position/Designation/Coverage Contact #

Board of Directors

Rodulfo R. Uy, CE

Walderico R. Bonifacio, CE

Dr. Josefina O. Prado

Rev.Msgr. Isidro H. Irizari

Winifreda A. Damiao

Candice Noelle M. Cabrera

BOD - Professional Sector

BOD - Business Sector

BOD - Civic Sector

BOD - Education Sector

BOD - Women’s Sector

Minutes/Agenda Officer

09213114064

09076678353

09189651495

09303189713

09209492119


Eulogio D. Milla, CE, ASEAN Eng


Noralyn G. Pabalate

General Manager

Executive Assistant

Procurement Unit

09989993271

09209492119

09105593378

Administrative, General

Services, Finance and

Commercial Division

Rosemarie F. Andres

Lourdes S. Bacornay

Gretchen N. Baghari


Fran Therese C. Manjares

Carlos J. Martus

Floyd M. Mendez, CPA

Michelle L. Patrimonio

Designated, AGSFC Division Chief

Property and Supplies Unit

HR Unit/General Services Unit

Records Unit

Cashiering Unit

IT and Networking Unit

Accounting Unit

Billing and Commercial Unit

09209492118

09127050396

09064870458

09209492119

09096004514

09099128457

09178945474

09300618551

Engineering and Construction,

Production and Water Quality,

and Watershed Division

For. Jerry A. Bernadas

Alfredo P. Bago-od

Anthony L. Concha

Brian M. Dua Ricky Boy G. Eupeña, CE

Tripon P. Madelo

Designated, ECPWQW Division Chief

Watershed Management Unit

Production Unit

Maintenance of Services Unit

Planning and Construction Unit

Transmission & Distribution Lines Unit

09209492120

09996619902

09460121161

09387621823

09121583952

09556221061


97

Bids and Awards Committee

Alfredo P. Bago-od

Rosemarie F. Andres

Lourdes S. Bacornay

Jerry A. Bernadas


Anthony L. Concha

Brian M. Dua Ricky Boy G. Eupeña, CE

Tripon P. Madelo

Aries G. Salcedo


Noralyn G. Pabalate

Chairman

Vice Chairman

Member

Member

Member

Technical Working Group





Secretariat

Secretariat

09996619902

09209492118

09127050396

09209492120

09300618551

09460121161

09387621823

09121583952

09556221061

09096365536

09209492119

09105593378

Fire Brigade

Eulogio D. Milla, CE, ASEAN Eng

Jerry A. Bernadas

Anthony L. Concha Ricky Boy G. Eupeña, CE

Tripon P. Madelo



Chairman

Vice Chairman

Evacuation/Retrieval Team

First Aid/Medical Team

Fire Fighting Team

Security Team

Communication Team

09989993271

09209492120

09460121161

09121583952

09556221061

09178945474

09300618551


Committee on Fire

John Paul Frias

Tripon P. Madelo

Committee on Flood

Anthony L. Concha

Committee on Repair

John Paul Frias

Brian M. Dua

Committee on Retrieval and

Maintenance of Meter

Warlito Milana

Chairman - Buenavista Chapter

Chairman - City Proper Chapter

Chairman

Chairman – Transmission Lines

Chairman – Services

Chairman

09197887848

09556221061

09460121161

09197887848

09387621823

09482045293


98

Committee on First Aid and

Responder Ricky Boy G. Eupeña

Committee on Valving

Tripon P. Madelo

Committee on Tools &

Equipment

Aries G. Salcedo

Logistics Committee


Committee on Communications


Drivers

Basilio A. Patual

Eugenio C. Pol

Chairman

Chairman

Chairman

Chairman

Chairman

Driver

Driver

09121583952

09556221061

09096365536

09178945474

09300618551

09070655327

09388519314

Tandag City Water District

Purok Palmera, Brgy. Mabua, Tandag City

Telephone Nos. (086)211-3258/(086)211-4600/(086)211-5700

Hotline Nos. 09209492119/09209492118/09209492120

Email address: [email protected]

Facebook Account: TandagCity WD

Website: tandagwd.gov.ph

mailto:[email protected]


99

BOMB THREAT CHECKLIST FOR PHONED

THREAT

Exact message received: _____________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

TO BE COMPLETED AFTER CONTACTING YOUR EMERGENCY COORDINATOR:

Name of person receiving call: _______________________ Time: _____ Date: _______

Caller’s identity:

Male _____ Female _____ Adult _____ Juvenile ______ Approx. Age: _____

Caller ID Number as it appeared on landline monitor _____________________

Origin of call (if you can tell or ask):

Local ______ Long Distance _____ Booth _____ Internal (from w/in building) _______

Vocal characteristics Speech

_____ Loud _____ Soft _____ Fast _____ Distorted

_____ High Pitch _____ Deep _____ Distinct _____ Nasal

_____ Raspy _____ Pleasant _____ Stutter _____ Lisp

_____ Intoxicated _____ Other _____ Slurred _____ Other

_____ Slow

Language Accent

_____ Excellent _____ Good _____ Local _____ Regional

_____ Fair _____ Poor _____ Foreign _____ Other

_____ Foul _____ Other _____ Not local

Manner Background noises

_____ Calm _____ Angry _____ Machinery _____ Trains

_____ Rational _____ Irrational _____ Bedlam _____ Animals

_____Coherent _____ Incoherent _____ Music _____ Quiet

_____ Emotional _____ Laughing _____ Office Machine _____ Voices

_____ Righteous _____ Street _____ Party Atmosp.

_____ Other