Schools Division Office Dagupan...

Schools Division Office Dagupan City

Doc. Number: SDO-OSDS-ACCTG-QP-001

Revision Status: of 5

Unit/Section: OSDS–ACCOUNTING SECTION Date Effective:

Title: ACCOUNTING AND DISBURSEMENT PROCEDURES

1.0 PROCESS FLOWCHART 7.1 DISBURSEMENTS OF CHECKS FLOWCHART






7.2 UPDATING OF DISBURSEMENT REPORTS FLOWCHART






7.3 ADVANCES FOR PAYROLL FLOWCHART






7.4 ADVANCES FOR TRAVEL FLOWCHART






7.5 ADVANCES TO DISBURSING OFFICERS FLOWCHART

2.0 RECORDS

2.1 Disbursement Voucher (DV) 2.2 Notice of Cash Allocation (NCA) 2.3 Supporting Documents (SD) 2.4 Registry of Allotment and Notice of Cash Allocation (RANCA) 2.5 List of Due and Demandable Accounts Payable - Advice to Debit Account (LDAP-

ADA) 2.6 Journal Entry Voucher (JEV) 2.7 Liquidation Report (LR) 2.8 Tax Remittance Advice (TRA)

SCHOOLS DIVISION OFFICE DAGUPAN CITY

Doc. Number: SDO–SGOD–MU–001

Revision Status: Page 1 of 5

Section/Unit: Medical Unit Date Effective: May 3, 2018

Title: Annual Medical Examination of All Teachers and Non-Teaching

Personnel.

1.0 PROCESS FLOWCHART

START

ADMISSION

MEDICAL EXAMINATION AND TREATMENT OF CASES

YES NO

DISPENSING OF MEDICINES

REFER TO MEDICAL SPECIALIST/ DOTS

CLINIC

END

APPROVED


Doc. Number: SDO-OSDS-


Unit/Section: OSDS-FINANCE Date Effective:

Title: BUDGET PREPARATION, EXECUTION & ACCOUNTABILITY


START

PREPARATION OF BUDGET

CERTIFICATION OF

AVAILABILITY OF

ALLOTMENT

OBLIGATION OF

EXPENSES

SUBMISSION OF

BUDGETARY

ACCOUNTABILITY

REPORTS

END

MAINTENANCE AND MONITORING

OF BUDGET SYSTEM

TECHNICAL ASSISTANCE


Doc. Number: SDO–SGOD–MU–001


Section/Unit: Medical Unit Date Effective: May 3, 2018

Title: Annual Medical Examination of All Teachers and Non-Teaching

Personnel.


START

ADMISSION

MEDICAL EXAMINATION AND TREATMENT OF CASES

YES NO

DISPENSING OF MEDICINES

REFER TO MEDICAL SPECIALIST/ DOTS

CLINIC

END

APPROVED


Doc. Number: SDO-SGOD-PO-QP-001


Unit/Section: SGOD–PLANNING OFFICE Date Effective:

Title: SUBMISSION OF EBEIS REPORTS


Generate division

performance

indicators &

report

EBEIS

YES

Conduct of

Planning

NO

YES NO

Online

submission

of schools on

GESP/GSSP/

PSP

Enter

GESP/GSSP/

PSP Validate

Submissions

Re-validate

Submissions

Schools &

Division agrees

on data

corrections

DPO informs

schools of findings

on data submitted

Data

complete &

valid?

A

Generate school

level

performance

indicators

DPO tags

school data as

“Validated”

100%

schools

validated? END

A

START


Doc. Number: SDO-OSDS-LO-QP-002


Unit/Section: OSDS-Legal Office Date Effective:

Title: FILING OF ADMINISTRATIVE COMPLAINT

5.0 Procedures 5.1 Teaching Personnel

FLOWCHART RESPONSIBLE DETAILS INTERFACE DOCUMENT

Receives and records the complaint

Records Officer and/or his assistant

Receives the complaint indorsed by Office of the Superintendent to the Legal Unit/Office. After receiving and recording, delivers the written complaint to the Legal Office

Written Complaint

Evaluates the complaint

Attorney III

Records the details of the case in the logbook stating the name of the complainant, name of the person complained of, school and designation. Ensures the completeness of the complaint in form and substance. Determines if the complaint is from known complainant or from anonymous sender.

Logbook

Prepares

indorsement of the complaint

Secretary of the SDS

Prepares indorsement of the complaint to the Regional Director for appropriate action

Indorsement/ Transmittal

Forwards and receives the signed document from the

Office of SDS


Ensures that the indorsement is properly signed by SDS

Signed indorsement/ transmittal

Forwards the signed indorsement

to the Office of Regional Director


Forwards the signed indorsement and other documents to Liaison Officer for transmittal of the complaint to the Regional Office

Signed indorsement/ Transmittal





Title: FILING OF ADMINISTRATIVE COMPLAINT

5.2 Non-Teaching Personnel


Receives and

records the complaint


Receives the complaint indorsed by Office of the Superintendent to the Legal Unit/Office. After receiving and recording, delivers the written complaint to the Legal Office.

Written Complaint

Evaluates the

complaint

Attorney III

Records the details of the case in the logbook stating the name of the complainant, name of the person complained of, school and designation. Ensures the completeness of the complaint in form and substance. Determines if the complaint is from known complainant or from anonymous sender.

Logbook

Prepares


to SDS


Prepares indorsement of the complaint to the Office of SDS for appropriate action

Indorsement





Title: GENERAL PROCEDURE IN THE LEGAL UNIT

If merely for consultation, just give the proper

Legal advice orally or via Legal Opinion

If Grievable issue- refer the case to the Grievance

Committee

If Administrative Case- refer the case to the Regional

Office if teaching personnel. Refer to Superintendent if

non-teaching personnel

If Child abuse case- refer to Regional Office

6.0 Process Flowchart

Head Office receives

Complaint/ Inquiry (Oral or Written)

(Must be received by the Records Office if the complaint is written)

Referral by the Head Office of the complaint/Inquiry

To the Legal Unit

Signing in the Logbook

Legal Officer makes an initial evaluation (determine if it is grievance, child abuse or administrative case)

Send notice to parties concerned for clarificatory conference for further identification

and evaluation of the complaint.


Doc. Number: SDO-OSDS-


Unit/Section: OSDS-ADMIN Date Effective:

Title:

1.0 PROCESS FLOWCHART 1.1 Incoming and Outgoing of Documents Flow

Records Unit Head of Office/ Action Units Officer in charge

Incoming

Outgoing

Start

Receives, Stamps

and log and get a

copy

Notes down/routes

for action

1.Check

completeness on

documents acted

upon.

2.Stamps, log and

released.

Deliver/Hand carry

documents Makes appropriate

action

End


Doc. Number: SDO-OSDS-ADSO-QP-003



Title: INSPECTION OF GOODS PROCEDURE


START

RECEIPT OF REQUEST

FOR INSPECTION

EVALUATION OF

REQUIRED DOCUMENTS

CONDUCT OF

INSPECTION

PREPARATION OF IAR

END


Doc. Number: SDO-SGOD-DRRM-QP-001


Section/Unit: SGOD-DRRM Date Effective:

Title: DISASTER RISK REDUCTION MANAGEMENT SERVICE PROCEDURES


1.1 CONDUCT OF QUARTERLY NATIONAL SIMULTANEOUS EARTHQUAKE

DRILL & ITS REPORTING PROCESS FLOW CHART

Submission of NSED Reports

Gathering & Consolidation of Reports

Actual conduct of the NSED, deployment of SDO monitoring officials

and partners, Post evaluation activities

Follow-up TA among interested parties

Released of the approved memorandum

/correspondences

Approval of Division memorandum/correspondences

Review and Endorsement of the memorandum and correspondences

Preparation of the memorandum and correspondences






1.2 INFORMATION COORDINATION AND MANAGEMENT PROTOCOLS

(A) (B)

COORDINATION PROTOCOLS

ACTIVATION OF EMERGENCY

OPERATION CENTER

EARLY WARNING

SIGNS

To be activated in case of Emergency

(2 or more Schools are affected)

SDO DRRM Service shall acknowledge

and/or respond to all advisories, alerts

and data report needed by DepEd

All official advisories, weather updates,

warning signs and alert from RO/CO/NDRRMC/CO/RO/Pag-

SDO DRRM service receives

advisories, weather updates, warning

signs and alert from

Division directly reports to DepEd

DRRMS RO/CO/CDRRMC for

Immediate data needed in times of

emergency.

School monitoring and validation of situation as needed.






1.3 INFORMATION MANAGEMENT PROTOCOLS

INFORMATION MANAGEMENT PROTOCOLS

BEFORE HAZARD DURING & AFTER HAZARD

Hazard advisories, occurrences

Validation & Consolidation of data report

(learners/personnel affected,schools as evac

centers, class suspension & resumption, damage

classrooms and learning materials

Identifying Affected Personnel/learners & Personnel Tracking

RO/CO/NDRRMC/CO/RO/Pag-

Activation of SDO DRRM Team

Baseline data

Submission of Report Intervention Referrals

Preparedness, prevention and mitigation measures

RAPID ASSESSMENT DAMAGES REPORT (RADAR 1 & 2) Immediately after hazard, the SDO DRRM ensures that all schools shall submit report using the

RaDaR template through SMS within 72 hours after any hazard or emergency to facilitate the

immediate determination of needs and provision of the necessary assistance.

SDO DRRM submits Certificate of No Damage in case of no damages incurred all schools validated

from all interested parties.






SCHOOL MONITORING AND TECHNICAL ASSISTANCE PROCEDURE

- SDO DRRM Service conduct regular quarterly school monitoring and provision of technical assistance as needed amongst schools.

- Monitoring and Technical Assistance is done through face to face, school to school, and on-

line to support DRRM Program implementation in the field.


Doc. Number: SDO-OSDS-ADSG-QP-001



Title: OFFICE SECURITY PROCEDURE

1.0 PROCESS FLOWCHART 6.1 Coming in and out of visitors/interested parties

START

SG ASKS THE TRANSACTION TO THE

VISITOR/IP

SG CHECKS THE AVAILABILITY OF THE

PERSONNEL FOR

TRANSACTION

VISITOR LOGS IN AND

PRESENT’S I.D.

ISSUANCE OF VISITOR’S I.D./PASS CARD AND

DIRECTION

END

VISITOR PROCEEDS TO THE BUILDING AND DOES

TRANSACTION

VISITOR’S RETRIEVAL OF I.D. PRESENTED IN PLACE OF

VISITOR’S I.D./PASS CARD


Doc. Number: SDO-OSDS-ADSG-QP-001



Title: PERSONNEL LEAVE OF ABSENCE

1.0 PROCESS FLOWCHART Filing of Leave of Absence

LEAVE VACATION/PERSONA

L LEAVE:

Form 6

Letter Request

(Personal)

Clearance

SICK LEAVE:

Form 6

Letter

Request (Personal)

Clearance

MATERNITY LEAVE:

Reinstatement form

c/o Gardenia B. Ferrer

Medical Certificate

Certificate of Live

Birth Immediate

Supervisor

(Chief)

Reinstatement MATERNITY LEAVE:

Reinstatement form c/o

Gardenia B. Ferrer

Medical Certificate

Certificate of Live

Birth

PERSONAL LEAVE:

Reinstatement

form c/o Gardenia B.

Ferrer

SICK LEAVE:

Reinstatement


Ferrer

Medical

Certificate

SICK LEAVE:

Reinstatement


Ferrer

Medical

Certificate

RECORDING/EVALUATION: Arabella Sabado

Administrative Aide VI

RECOMMENDING APPROVAL:

Myrel Angelica N. Lopez Administrative Officer V

APPROVAL: Lorna G. Bugayong, CESO V

Schools Div. Supt.

COLLATING/DISTRIBUTION: Gardenia B. Ferrer

Admin Aide VI

RECORDS SECTION:

For recording and filling


Doc. Number: SDO-OSDS-ADGS-QP-002



Title: PREVENTIVE MAINTENANCE PROCEDURE


START

Cleaning &

inspection of

office

Reporting of

Minor repair

(If Any)

Yes No

Coordination

w/ Supply

Office

Repair/replac

ement End


Doc. Number: SDO-OSDS-BAC-QP-001



Title: PROCUREMENT OF GOODS/INFRA AND SERVICES PROCEDURE

1.0 PROCESS FLOWCHART 1.1 Preparation of Annual Procurement Plan for Common – Use Supplies and Equipment (APP – CSE)

START

DISTRIBUTION OF APP –

CSE TEMPLATE

SUBMISSION OF

ACCOMPLISHED

TEMPLATE

REVIEW AND

CONSOLIDATION OF

SUBMITTED TEMPLATES

APPROVAL OF

INDIVIDUAL AND

CONSOLIDATED APP -

CSE

A






END

SUBMISSION OF THE

APPROVED

CONSOLIDATED APP –

CSE TO THE CONCERNED

OFFICES

A






1.2 Procurement of Common – Use Supplies and Equipment through DBM – PS

START

PREPARATION OF APR

SUBMISSION OF THE

REQUEST FOR

APPROVAL

SECURING PRICE

QUOTATION AND

STOCKS AVAILABILITY

CERTIFICATION FROM

DBM - PS

PREPARATION AND

APPROVAL OF

PURCHASE ORDER

A






A

SUBMISSION OF

APPROVED PO AND

OTHER SUPPORTING DOCUMENTS FOR

FUNDING, APPROVAL

AND PAYMENT

SUBMISSION OF

APPROVED APR AND

OTHER SUPPORTING

DOCUMENTS TOGETHER

WITH THE PAYMENT TO

DBM - PS

END






1.3 Procurement of Common-Use Supplies and Equipment Not Available at DBM – PS in the amount not to exceed P1,000,000.00

PREPARATION OF PR FOR

APPROVAL

SUBMISSION OF THE

APPROVED REQUEST TO

THE BAC

PREPARATION OF RFQ

PHILGEPS POSTING

A

START






A

PRE – BID CONFERENCE

SUBMISSION OF

QUOTATIONS/

PROPOSALS

PREPARATION OF

ABSTRACT OF

QUOTATIONS/BIDS

RECOMMENDATION OF

AWARD OF CONTRACT

B






END

PREPARATION OF

CONTRACT/PO

B






1.4 Procurement of Infrastructure Projects/Goods/Services through Competitive Bidding

PREPARATION OF

BIDDING DOCUMENTS

PRE – PROCUREMENT

CONFERENCE

ADVERTISEMENT AND

POSTING OF THE

INVITATION TO BID

PRE – BID CONFERENCE

A

START






A

SUBMISSION AND

RECEIPT OF BIDS

OPENING OF BIDS

BID EVALUATION

POST - QUALIFICATION

B






END

B

AWARD,

IMPLEMENTATION AND

TERMINATION OF THE

CONTRACT





Title: Referral of Child Abuse Case to the Regional Office

5.0 Procedures





Written Complaint

Evaluates the complaint

Attorney III

Records the details of the case in the logbook stating the name of the complainant, name of the person complained of, school and designation. Ensures that the intake sheet has been properly filled up by the guidance designate.

Logbook Intake Sheet

Prepares



Prepares indorsement of the complaint to the Regional Director for appropriate action


Forwards and

receives the signed document from the

Office of SDS





to the Office of Regional Director


Forwards the signed indorsement and other documents to Liaison Officer for transmittal of the complaint to the Regional Office






Title: Referral of Grievable Issue to the School or District-based Grievance Committee

5.0 Procedures





Written Complaint

Evaluates the

complaint

Attorney III

Records the details of the case in the logbook stating the name of the complainant, name of the person complained of, school and designation. Ensures that the intake sheet has been properly filled up by the guidance designate.

Logbook

Prepares



Prepares indorsement of the complaint to the Grievance Committee concerned for appropriate action


Forwards and receives the signed document from the

Office of SDS





to the Grievance Committee


Forwards the signed indorsement and other documents to Liaison Officer for transmittal of the complaint to School or District Grievance Committee concerned


Doc. Number:


Section/Unit: HR Unit Date Effective:

Title: HR Recruitment, Selection and Placement (RSP)


START

Issuance of Authority to Hire

Pre-screening of applicants

Administer and Evaluation of Examination

END

Conduct of Competency-

Based Interview

Posting of Vacancy

Tabulation of Ratings

Deliberation / Presentation of

Ratings

Post Deliberation Work

Appointment and Job Offer


Doc. Number: SDO-CID-QP-001


Section/Unit: Curriculum Implementation Division (CID)

Date Effective: April 27, 2018

Title: Technical Assistance Procedure

6 PROCESS FLOWCHART 7 RECORDS

8.1 TA Plan 8.2 Instructional Supervisor Plan 8.3 Technical Assistance Report Form 8.4 Monitoring Progress Report 8.5 Adjusted TA Plan 8.6 Feedback Report 8.7 Annual Report

8.8 Pass Slip

Execution of

the TA

activities

Conduct

Progress

Monitoring

Analysis of

Monitoring

Results

Plan for

Feedback

Assessment Identification Setting of

performance

targets

Provision of

Feedback

Adjust

Performance

Targets

START

Preparation of

TA Plan

Discuss with TA

Team Feedback

Results & Approved

Adjusted TA Plan

Consolidate and

Analyze Progress

Results per

District/School

Preparation of

Quarterly Report

Discuss Performance

Targets vs.

Accomplishment of

School

Discuss with TA Team

overall results vs. TA

Plan

Preparation of

Annual Report END

DD

Successful

NO

YES

Schools Division Office Dagupan...

Documents

Transcript of Schools Division Office Dagupan...