PERATIONS M ANUALsanjosecityne-wd.gov.ph/wp-content/uploads/2017/09/SJCWD...was located at Rizal st., San Jose City. On March 10, 1977 , the LOCAL WATER UTILITIES ADMINISTRATION (LWUA)

OPERATIONS MANUAL

SAN JOSE CITY WATER DISTRICT

OF NUEVA ECIJA

FOR CATEGORY C & D LOCAL WATER DISTRICTS

The San Jose City Water District (SJCWD for brevity) prepared this Operations Manual in

recognition of the Inter-Agency Task Force (IATF) on the Harmonization of Government Performance

Monitoring Information and Reporting Systems came out with Memorandum Circular 2016-01 dated

May 12, 2016 which requires local water districts with category C & D to come up with an Operations

Manual.

This Operations Manual is also being prepared to equip the personnel concerned the guide in

delivering service to its consumers. This will help the management, technical staff, and other

employees of San Jose City Water District adopting a reference to simplify its operation where each

personnel knows the framework of his/her responsibilities. In turn, this serves as standard and

guidelines that provides detailed instructions and strategies to be performed by each division of the

District toward efficient and effective delivery of services.

On the other hand, considering the local water district’s role in the delivery of basic services to the community, this is the way of San Jose City Water District’s management in stepping ahead to address the toughest challenge of the future in joining other water districts working under ISO-

Quality Management System.

Modesty wise, the author extend his warmest gratitude to Digos Water District and Infanta,

Quezon Water District for sharing their Operations Manuals which are the basis of constructing this

book of guidelines.

Finally, may this Operations Manual serve its purpose of addressing the operational and

maintenance issues relating to water supply and management principle of good practices in

introducing the system works best for the District.

FOREWORD

DEFINITION OF TERMS AND ACCRONYMS ______________________________________________________________ 01 Government and Other Organizations Technical and Operational Terms, Unit of Measures

GENERAL INFORMATION ABOUT THE AGENCY ________________________________________________________ 04

Historical Background and Present Information

ORGANIZATION AND ITS RESPONSIBILITIES ___________________________________________________________ 06

Office of the Board of Directors

o Agenda Officer

Office of the General Manager

o General Manager

o Executive Assistant

o Senior Ind. Relations Management Officer

o Administrative Services Officer

o Information Technology Officer

o Information Technology Assistant

o Store Keeper

o Courier

o Procurement Assistant

o Reproduction Machine Operator

o Driver

o Utility

Office of Finance and Commercial Division

o Division Manager

o Senior Financial Planning Specialist

o Senior Internal Control Officer

o Accounting Processor

o Senior Cashier

o Customer Service Officer

o Customer Service Assistant

o Meter Reader

o Office Collector

o Computer Operator

Engineering Division

o Division Manager

o Senior Project and Planning Officer

o Senior Water Utility Development Officer

o Water Maintenance Foreman

o Engineering Aide

o Pumping Equipment Operator

o Water Resources Facilities Operator

o Water Maintenance Man

ADMINISTRATION OF UTILITY ___________________________________________________________________________ 22

The Board of Directors

TABLE OF CONTENTS

The Management

Administrative Division

Finance and Commercial Division

o Finance

o Commercial


o Water Production and Distribution

POLICIES ____________________________________________________________________________________________________ 24

Three Types of Policies

Importance Policies for Local Water District

Policy Review

Organizational Structure

Utility Rules

Operational Concern of the Utility

Performance Parameters

Water Facility Service Management

Water Distribution Service Management

Support to Operation

General Administration and Support Services

OPERATING PROCEDURES ________________________________________________________________________________ 28

Board of Directors

Office of the General Manager

Administrative Division

o Purchase of Materials

Commercial

o Front Desk

Application for new connection

Application for re-connection

Application for meter relocation

Application for meter transfer

Service Complaint Assistance

Meter Reader, Billing and Payment

Meter Reading and Payment of Billing

Payment for new connection/re-connection/relocation and meter transfer

Finance

o Budget

o Statement of Objectives

o Operations and Maintenance Budget

o Capital outlay/investment

o Operation and Maintenance

o Capital Expenditure Budget

o Financial Statement

Cash Flow Statement

Income Statement

o Budget Monitoring and Control

o Tariffs

Tariff Setting Requirements

Tariff Setting Methodologies

o The CASH FLOW NEEDS Methodology

o Financial Systems and Controls

Cash Security

Disbursement Procedures

Asset Register

Donated Assets

Obtaining Loan Financing


o Operation and Maintenance

Service Connection

Pre-connection evaluation

Connection Proper

Leak Repair

o Water Production and Distribution

Pump

Pumping Test

Referring to User’s Manual/Guide

Pumping Station Data

Pump Log

Pump Operations

Pump Trouble Indicator

Pump Operation

o Disinfection

Chlorination

Available Chlorine Content

Chlorine Demand

Chlorine Residual

Dosage of Chlorine

Dosage Rate

Determinants of Chlorine Effectiveness

Contact Time and Dosage

The Type of Micro-organism

Characteristic of the Source Water

Temperature of Water

Superchlorination

Shock Chlorination

Dechlorination

Method of Chlorine Dosage and Demand

Water of Determining the Chlorine Dosage

Chlorine/Chlorine Compound used in Disinfection

Chlorine Dosages

Sample Calculation

Hypochlorinator Operation

Hypochlorinator Operation

Treatment

o Water Quality

Microbiological Indicators

Water Sampling and Analysis for Microbiological Quality

Detection Method and Standard Values being observed

Prescribed Standard in Total Coliform

Water Sample Collection Procedure

Frequency of Sampling for Microbiological Examination

Selection of Sampling Point

o Zoning of Water Pipelines Supply

o Point of Source

o Selection of Sampling Sites

o Surveillance Key Fixed Points

o Quality Control

o Primarily Health Care Test and Analysis

Procedure of PHC Test and Analysis

Chemical and Physical Quality

Water Sampling for Chemical and Physical Analysis

Procedures

Frequency of Sampling for Chemical and Physical Analysis

o Water Sample Container

o Water Sample Handling and Storage

o Emergency Control Operation

Generator

o Distribution System

o Distribution Pipelines Appropriate Operation Practices

o Locating Water Mains

o Cleaning Pipelines

o Flushing Procedures

Conditions that require Frequent Flushing

o Repairing Leaks

Replacing Damaged Section of Pipelines

o Storage Tank/Reservoirs Operation

Cleaning of Storage Tank/Reservoirs

o General Precautions

o Service Connections

o Inspection of Water Meters

o Valve

Valve Operation

Checking a Valve whether Operational or not

Things to Check

Common Causes of Valve Failure and Remedies

o Hydrants

o Reducing Non-Revenue Water

Analyzing NRW Level

Benefits of NRW Reduction

NRW Reduction Approaches

NRW Survey

o Location of Leaks

Locating Leaks by Direct Observation

Finding the Exact Location of Leaks in Pipilines

o Illegal Connections

o Major Causes of Deteriorating Well Performance

o Prevention and Remedial Measures

Prevention and Treatment of Iron Bacteria

APPENDICES _______________________________________________________________________________________________ 73

OPERATIONS MANUAL

SAN JOSE CITY WATER DISTRICT OF NUEVA ECIJA

1

I. DEFINITION OF TERMS AND ACCRONYMS Government and Other Organizations

AWWA American Water Works Association LWUA Local Water Utilities Administration

BIR Bureau of Internal Revenue MSG Management Services Group

DAR Department of Agrarian Reform, NSO National Statistics Office

(ARISP) Agrarian Reform Infrastructure Support

Program

DILG Department of Interior & Local NWRB National Water Resources Board

Government (formerly NWRC)

DOH Department of Health NWRC National Water Resources Council

DPWH Department of Public Works & Highways

WHO World Health Organization

Technical & Operational Terms, Unit of Measures

AC alternating current D or diam diameter

ADD average daily demand dm decimeter

AL allowable leakage Elev elevation

BOD Biological Oxygen Demand EV equivalent volume

CAPEX capital expenditure F/A Force/Area

CBO Community-Based Organization g grams

cc cubic centimeter G.I. pipe Galvanized iron pipe

CIP cast iron pipe GPM gallons per minute

cm centimeter HGL hydraulic grade line

COD chemical oxygen demand hm hectometer

CPC Certificate of Public Conveyance HP horsepower

CT Contact Time HTH High-Test Hypochlorite

cumecs cubic meters per second IDHL Immediately Dangerous to Life and Health

dam decameter kg kilograms

Dep depreciation expenses kgf kilogram force

km kilometer Opex operational expenses

OPERATIONS MANUAL


2

kPa kilopascals Pa Pascal

KPIs key performance indicators PE pipe polyethylene pipe

LGUs Local Government Units PEER property and equipment entitled to return

lm linear meter PNS Philippine National Standards

lpcd liters per capita per day PNSDW Philippine National Standards for Drinking Water

lps liters per second Psi pounds per square inch

m meter PVC pipe polyvinyl chloride pipe

m2 square meter PWL pumping water level

m3 cubic meter ROI return on investment

m3/d cubic meter per day RR revenue requirements

MaxNI maximum allowable net income

RWSA Rural Water & Sanitation Association

MDD maximum day demand SCBA self-contained

breathing apparatus

mg/l milligrams per liter SMAW shielded metal arc welding

mm millimeter SSWP Small-Scale Water Provider

mld million liters per day SWL static water level

mm/hr millimeters per hour TDH

MOA Memorandum of Agreement TDS

N/m2 Newton per square meter VC

NGO Non-Government Organization VIM

NPSH net positive suction head Wc

NPSHa net positive suction head available Wcm

NPSHr net positive suction head requirement

WHP

NRW non-revenue water WL

NTU Nephelometric turbidity unit

O&M operation and maintenance

OPERATIONS MANUAL


3

1. Major Final Output (MFO) – the good or service that a water district is mandated to provide

its external clients through the implementation of programs, activities, and projects. It may

be a single output or group of outputs targeted at the same organizational/sector outcome

and capable of being summarized by a common performance indicator.

2. Performance Indicator (PI) – a characteristic of performance (quality, quantity, timeliness

or cost) that is to be measured and will illustrate the standard by which a water district is

expected to deliver its MFO. Performance indicators should be verifiable, observable, credible

and sustainable.

3. Performance Target (PT) – a predetermined numerical target level of performance

(quantity, quality, timeliness and cost of an output) against which actual performance can be

compared.

4. Delivery units – Departments and Divisions of the LWD responsible for the achievement of

the LWD’s MFO and committed to performance targets which are tracked by a reporting system within the year and verified by LWUA.

5. Potability – the quality of water that renders it safe and fit for human consumption. LWD

Performance with respect to this indicator shall mean compliance to the Philippine National

Standards for Drinking Water (PNSDW) and all issuances and guidelines by the Department

of Health (DOH) and the Local Water Utilities Administration (LWUA).

6. Adequacy and Reliability of Service – performance of LWD rated in accordance with 24/7

availability of supply, capacity to meet the present and future water demand.

7. Access and Coverage – performance of LWD in pursuing the goal of providing access and

water service to the greater percentage of the population within their respective service

areas.

8. Affordability – performance of LWD rated in accordance with their ability to ensure that

their rates are kept affordable for the low income groups (LIG). It has been ascertained that

a water consumption of 10 cubic meters per month will provide for the basic requirements

of those in the LIG based on NSO and LGU data.

9. Low Income Group (LIG) – the sector of residential consumers having the lowest capability

to pay for water service. For this purpose, the minimum charge for ½’’ residential connection

should not exceed 5% of the average income of the LIG in the service area. This is a measure

of the reasonableness of rates and has been regarded as the maximum amount that this

income group can pay for their monthly bill.

OPERATIONS MANUAL


4

II. GENERAL INFORMATION ABOUT THE AGENCY

I. GENERAL INFORMATION The San Jose City Water system was then operated by the San Jose City Water Works which

management was under the San Jose City Local Government Unit. The principal office address then

was located at Rizal st., San Jose City.

On March 10, 1977, the LOCAL WATER UTILITIES ADMINISTRATION (LWUA) issued the

Conditional Certificate of Conformance no. 036 to San Jose Waterworks for its accreditation as newly

formed Local Water District which has been operating under the LWUA standard specifications. The

San Jose City Water District was initially operated under the management of Dominador S. Escuadro

as the General Manager.

On July 21, 1979, the San Jose City Water District was created pursuant to Presidential

decree no. 198 otherwise known as the Local Water Utilities Act of 1973, as amended by the PD nos.

768 and 1479, and by the virtue of the Local Sanggunian Panglungsod resolution no. 67. Its formation

was for the purpose of acquiring, installing, improving, maintaining and operating water supply and

distribution system to service the San Jose City residents. It was continuously served by GM

Dominador Escuadro (1977-1986) then followed by GM Reynaldo Gatcheco (1986-1994) and interim

GM Romeo Limbo from LWUA (1994-1995).

In January 1996, fiscal and administrative reforms was instituted under the management of

Engr. Sonia S. Nacua (1996-2008) with the assistance of LWUA designated management advisor to

supervise the San Jose City Water District.

In 1998, the SJCWD started its rehabilitation and expansion projects utilizing the internally

generated funds for having been self-sufficient. At that year, Congressman Simeon Garcia of 2nd

district of the province of Nueva Ecija has also grant the amount of One Million Pesos

(Php1,000,000.00) to SJCWD which has funded the drilling of Villaramos Subdivision Deepwell that

augmented the production of water for much efficient supply for the concessionaires.

In the year 2001, the computerization of billing and collection system of SJCWD were

established to serve the public in more efficient and hasty ways. The upgrading of submersible pump

motors and acquiring of generator sets for three (3) pumping stations to guarantee the continuous

flow of water even during brown-outs has also been installed.

During the succeeding years, the SJCWD has also availed loans under KFW of Germany

Package I & II to augment its fund for the expansion of water service lines to five (5) barangays which

increased pipeline network by five (5) kilometers, the Sto. Nino 1st pumping Station and SJCWD 3-

storey administrative building were inaugurated. The administrative building was partly funded by

loans from LBP.

In the year 2008, GM Ursula M. Garcia took over as the General Manager upon the

resignation of GM. Sonia S. Nacua. During her term, GM Garcia were able to maintain the six (6)

pumping stations well and repaired all old main pipelines resulted to improved services of the

District that invited more concessionaires which steered the stable income of the district.

In 2015, GM Cecilia M. Francisco was appointed as the General Manager after the death of

GM. Ursula M. Garcia. On her 1st year of assumption to duty, she were able to fully pay the SJCWD

OPERATIONS MANUAL


5

loans from LWUA of TEN MILLION PESOS (10,000,000.00) and continuously improving the district

services through on-going plan of expanding facilities to cover the 38 barangays of San Jose City.

At present, the District has six pumping stations serving 14 barangays with total number of

service connections of 10,539 wherein 7,874 concessionaires are active and 2,665 are inactive, manned by 58 personnel under the Class C category as prescribed by the LWD-Macro with the

following BOD members:

1. Dr. Relito S. Ignacio - Chairman BOD (Business Sector)

2. Ms. Teresita E. Alfonso - Vice-Chairman (Professional Sector)

3. Ms. Veronica S. Manugue - BOD-Secretary (Education Sector)

4. Ms. Sonia S. Nacua - BOD-member (Women Sector)

5. Engr. Jafer Marcon Martinez - BOD-member (Civic Sector)

OPERATIONS MANUAL


6

III. ORGANIZATION AND ITS RESPONSIBILITIES

A. COMMERCIAL

Endures accurate meter

reading and generates

periodic billing of accounts,

receives and processes

service applications

Attends to customer

complaints and requests

Enforce utility rules and

regulations as to billing

delinquencies and

adjustments

Enhances collection

efficiency of the Water

District

Implements procurement

procedures Processing of business

permit and insurance of

service vehicles, Real

property tax and fidelity

bonds, warehousing,

maintenance of materials,

supplies, vehicles and

equipment in accordance

with existing laws and

regulations Processing of personnel

appointments

Maintains personnel files,

such as: Employees 201

files, earned leaves, hiring of

employees, preparation of

personnel SALN, PDS and

other relevant records and

reports

Plans and designs project,

waterline maintenance and

extensions

Performs pumping stations

and waterline maintenance,

rehabilitation, and

improvements

Determines water

production requirements

Ensures the steady supply of

water to the service area

Monitors water system

pressure and water quality

in accordance with the

standards set by PNSDW

B. FINANCE

Prepare annual budget and

prepares periodic financial

reports that maybe required

by the management

Board of

Directors

General

Manager

Commercial &

Finance

Division

Administrative

Division

Engineering

Division

OPERATIONS MANUAL


7

A water district has always facing major challenges in meeting the water needs of the

growing population that requires appropriate management principle. To carry out efficient

and effective administrative, management and operating functions, the water district must

consider the quality of the people who manage and operate it.

The water district therefore needs the Board of Directors that shall establish the

policies and regulations to render the business affairs of the utility while the management

headed by the General Manager, with the support of Administrative Division, Commercial and

Finance Division, and Engineering Division, shall handle the day-to-day operations. A. OFFICE OF THE BOARD OF DIRECTORS

FUNCTION OF THE BOARD OF DIRECTORS

to enact policies and rules for the water district;

to set the overall goals and objective of the organization;

to approve budgets, plans, major contracts, and undertakings of water

district;

to evaluate the performance of the water district and its management;

A.1 AGENDA OFFICER

FUNCTION OF AGENDA OFFICER

serve as Board Recording Secretary

receive and answer phone calls relative to the Board transactions

handling information and issues relative to BOD that may require sensivity

prepares agenda of Board meetings and proposal for Board approval

facilitate the appointments of new Directors

Files and records resolutions and minutes of the Board meetings

Files, organizes, and segregates the incoming/outgoing letters, memos, and

reports with connection to the BOD.

perform other instructions coming from the Board of Directors

OPERATIONS MANUAL


8

B. OFFICE OF THE GENERAL MANAGER

B.1 GENERAL MANAGER

FUNCTION OF THE GENERAL MANAGER

implements the policies and rules set by the Board

fulfills the goals and objectives of the water district

prepares effective plans and objectives of the water district

makes accurate and timely reports to keep the Board updated on the water district’s performance in relation to fulfill its goals and objectives

Issued Office memorandums and letters to different government and private

agencies

Review and approve official office documents

promotes teamwork within the office

overall management of the WD

supervision of the WD’s Divisions and its operations

B.2 EXECUTIVE ASSISTANT

FUNCTION OF THE EXECUTIVE ASSISTANT

provides secretarial and administrative support to the General Manager

prepares memorandum for the GM

prepares communication letter for the GM

handling issues that may require sensivity

receives and files incoming letters and received copy of outgoing letters for

the GM

represents the GM in meetings and seminars

review and countersigned official documents to ensure veracity and

completeness of documents before affixing the signatures of the GM.

perform other instructions coming from the GM.

OPERATIONS MANUAL


9

B.3 SENIOR IND. RELATIONS MANAGEMENT OFFICER (SR. IRMO)

FUNCTION OF IRMO

Prepares NOSA-NOSI

Prepares Contract for Job Order Employees and Project Laborers

Prepares and processes Civil Service Commission (CSC) Appointment for

employees to be promoted/upgraded

Prepares Loyalty Award of employee

Updates Service Records of employees

Updates Duties and Responsibilities of employees

Updates employee’s leave card

Processes monetization of employee’s leave credits

Submits Agency Capability Evaluation Report (ACEC) for regular employees

Prepares and publication of vacant positions

Issues Certificate of Employment for employees and Certificate of Completion

for On-the-Job Training (OJT)

Submits ARTA to CSC

Prepares SALN and PDS of employees

Prepares Application and Document of employee for claiming GSIS-HDMF

benefit

Plans and prepares Year End Assessment Seminar

Check time sheets of permanent and job order personnel

May perform other functions as instructed

OPERATIONS MANUAL


10

B.4 ADMINISTRATIVE SERVICES OFFICER

FUNCTION OF ADMINISTRATIVE SERVICES OFFICER

Prepares and computes time sheets of Regular and Job Order Personnel

Prepares Payroll Sheets of Regular and Job Order Personnel

Prepares and processes business permit and fidelity bonds

Prepares and processes GSIS insurance of service vehicles and LTO registration

Prepares Remittance Report to GSIS and Philheath

Prepares summary of Loan Remittances

Prepares summary of Gas Station Invoices

Prepares Abstract of Bids

Prepares BAC Resolutions

Prepares Notice of Awards

Prepares Contracts of Winning Bidders

Reconciles GSIS Loan Balances of Regular Employees every month

Prepares Business Plan for salaries and wages of employees

Prepares Letters/Memos


B.5 INFORMATION TECHNOLOGY OFFICER

FUNCTION OF INFORMATION TECHNOLOGY OFFICER

Network support for Management Information System

monitors the performance of network and server systems for all PC of the

District covered by IT services

Hardware support to all PC units in the area of IT services

Assists in the acquisition, installation and maintenance of computer systems,

software, and setting up peripherals and daily support in computer

operations.

System administration, supervision, monitoring, installation of updates and

modifications.

Extracts the result of reading from the meter reader handheld device


OPERATIONS MANUAL


11

B.6 INFORMATION TECHNOLOGY ASSISTANT

FUNCTION OF INFORMATION TECHNOLOGY ASSISTANT

Assist the GM in power point presentation during Board meetings

Prepare the power point presentation of Agenda for Board Meetings

Assist the GM and the concern staff during deliberation and consultation on

making of SJCWD Business plan, water safety plan, operations manual, and other

related documents

Collate, prints, and bookbinding of documents

Install Operating System for SJCWD


B.7 STORE KEEPER

FUNCTION OF STORE KEEPER

Prepares Monthly Stock Status Report of supplies and materials

Conduct Physical Count of supplies and materials every quarter

Prepares 1,500 RIS for issuance of supplies and materials

Inspect delivered supplies and materials and prepare 150 RIS

Inspect Property Plant and Equipment and prepare return slip

Updates record of depreciation of Property Plant and Equipment

Prepares 25 RIS for Property Plant and Equipment

Prepares Property Plant and Equipment Acknowledgement Receipt

Conduct physical count of Property Plant and Equipment and attach property

stickers

Prepares Individual Property Accountability for employees


OPERATIONS MANUAL


12

B.8 COURIER

FUNCTION OF COURIER

Deliver Checks

File Bureau of Internal Revenue (BIR) and PhilHealth Remittances

Prepare Leave Forms

Prepare Travel Orders

Liaison Officer to PAGIBIG Fund


B.9 PROCUREMENT ASSISTANT

FUNCTION OF PROCUREMENT ASSISTANT

Write down minutes of BAC meetings

Prepares final minutes of BAC meetings

Check completeness of PR Entry and Request for Quotations

Check Request for Quotations if the amount is higher than P50,000.00 or lower

Post all RFQ to PHILGEPS if amounting to P50,000.00 and above

Post Notice of Award, Notice to Proceed and Purchase Order to PHILGEPS for the winning supplier’s quotation

Fax or Email the RFQ amounting less than P50,000.00 to Local and Other National Suppliers

Fax or Email Purchase Order to the winning supplier

Follow up the canvass of materials to suppliers

Photocopy/Scan procurement related documents


OPERATIONS MANUAL


13

B.10 REPRODUCTION MACHINE OPERATOR

FUNCTION OF REPRODUCTION MACHINE OPERATOR

Encode payroll of Permanent Personnel to the Land Bank of the Philippines

electronically twice a month

Install hardware and software to computer units for maintenance

Install hardware which is necessary for the District like CCTV, Intercom, Biometric System, and etc.…

Maintain District’s Website

Design/Lay-out promotional tarpaulin

Repair and Transfer of cable lay-out when necessary

Canvass and follow-up canvass related to computers and other electronic

materials


B.11 DRIVER

FUNCTION OF DRIVER

Drives Official vehicles for Official Trips

Inspects and maintain District Vehicle

(Includes car wash and minor repairs)

Pick-up materials from suppliers if necessary


B.12 UTILITY

FUNCTION OF UTILITY

Clean the office premises

Segregate the trash according to Bio-degradable and non-bio degradable


OPERATIONS MANUAL


14

C. OFFICE OF FINANCE AND COMMERCIAL DIVISION

C.1 DIVISION MANAGER

FUNCTION OF THE DIVISION MANAGER

Reviews Disbursement Vouchers and recommends for approval of the GM

Reviews Disbursement Journal

Reviews Journal Voucher for General Journal

Reviews Income Statement and Balance Sheet

Reviews Annual Budget

Reviews Purchase Journal/Accounts Payable Voucher

Approves Service Request and Maintenance Order

Reviews Collection summary

Checks Billing Adjustment Memo.

Reviews Commercial Division Monthly Operational Report

Reviews new application, reconnection and disconnection orders

Reviews Purchase Request for Fuel, oil & lubricants/materials for the Finance

and Commercial Division

Certifies the correctness of the Daily Cash Position report

Supervises the daily performance of the Finance and Commercial Division


OPERATIONS MANUAL


15

C.2 SENIOR FINANCIAL PLANNING SPECIALIST

FUNCTION OF SENIOR FINANCIAL PLANNING SPECIALIST

Checks Disbursement Vouchers

Prepares Check Disbursement Journal Book

Prepares Cash Disbursement Journal Report

Prepares Journal Voucher for Cash Disbursement Journal and General Journal

Prepares Monthly report of Depreciation Schedule of Property Plant and

Equipment

Prepares detailed Trial Balance and Trial Balance Report

Prepares Income Statement, Financial Statement and Balance Sheet

Checks Budget Utilization Request

Prepares Annual Budget

Checks Purchase Order of Materials and PPE

Checks Service Connection Materials Inventory Report


C.3 SENIOR INTERNAL CONTROL OFFICER

FUNCTION OF SENIOR INTERNAL CONTROL OFFICER

Prepares daily Cash Receipts and Deposits Journal/Summarize for COA

reports

Prepares Subsidiary ledgers of Tellers and Cashier

Checks and reconciles Daily Cash Position Reports

Prepares Purchase Journal and Accounts Payable Journals

Prepares Schedule, Summary and Aging of Accounts Payable

Prepares Accounts Payable Journal Book/Summary

Prepares Bank Reconciliation

Reconciliation of SJCWD construction works in progress account

Prepares Monthly Data Sheet (MDS)

Prepares Business Plan Schedule

Prepares Report on Salaries and Allowances (ROSA)


OPERATIONS MANUAL


16

C.4 ACCOUNTING PROCESSOR

FUNCTION OF ACCOUNTING PROCESSOR

Prepares Check Disbursement Vouchers

Costing of Materials at Requisition and Issuance Slip

Prepares Materials Supplies Inventory Journal Report

Conducts item count of materials inventory and Property Plant and

Equipment (PPE)

Prepares Budget Utilization Request


C.5 SENIOR CASHIER

FUNCTION OF SENIOR CASHIER

Issues Official Receipts

Prepares checks

Deposits collections to Land Bank of the Philippines daily

Prepares daily reports on collections & deposits

Prepares daily reports on checks issued

Prepares daily cash position report

Prepares daily cash disbursement report

Prepares monthly cash disbursement record

Prepares monthly cash receipts report

Prepares monthly check disbursement report

Records collection & deposits to cash book

Prepares monthly accountability form

Prepares summary of petty cash for replenishment

Issues Petty cash


OPERATIONS MANUAL


17

C.6 CUSTOMER SERVICE OFFICER

FUNCTION OF CUSTOMER SERVICE OFFICER

Entertains query of consumers regarding new connections, re-applications,

reconnections and disconnections

Records master list of consumers including the new connections, re-

applications, reconnections and disconnections

Prepares the promissory notes for consumers who were not able to pay on

time

Prepares Disconnection Order Form

Review office collector’s summary report

Prepares Billing Adjustment Memo.

Review maintenance order request

Schedule in the CSA system the charges on Application, materials and illegal

connections


C.7 CUSTOMER SERVICE ASSISTANT

FUNCTION OF CUSTOMER SERVICE ASSISTANT

Entertain new applicants & other inquiries

Processes applications for new connections

Processes documents for re-applications

Processes documents for change name

Processes documents for re-connection

Checks and re-reads high and low consumption

Prepares Purchase Requisition of fuel, oil & lubricants for Commercial

Section use.

Prepares documents on Consumer Compromise Agreement


OPERATIONS MANUAL


18

C.8 METER READER

FUNCTION OF METER READER

Reads consumer’s monthly consumption at the meter

Disconnects water supply of in-arrears consumer

Re-connects water supply of consumer

Distributes consumer bill

Inspect the consumer’s meter to determine the high and low consumption

Follow up consumer with overdue accounts

Reports and inspects leakages

Apprehend illegal connections

Monitor blurred, moistened, old & not functioning meters for replacement

Rezone new connection and re-applications


C.9 OFFICE COLLECTOR

FUNCTION OF OFFICE COLLECTOR

Accepts consumer’s payment

Issues Official receipt for consumer’s payment

Remits collection to the cashier daily

Prepares summary report of collection’s remittance to cashier Prepares daily collection report

Files collector’s copy of OR issued


OPERATIONS MANUAL


19

C.10 COMPUTER OPERATOR

FUNCTION OF COMPUTER OPERATOR

Updates master list of consumers in the Customer Service Application

Program

Uploads in the CSA system all read and billed zone

Prepares Statement of Accounts

Prepares Proof list to counter check meter reading

Prepares refund authorization for overcharged materials and construction

bond with validation receipts

Edits and re-validates wrong entries in the CSA system

processes, records and files approved incentive claims for the apprehended

illegal connection


D. ENGINEERING DIVISION

D.1 DIVISION MANAGER

FUNCTION OF DIVISION MANAGER

Supervises the Water Resources and Water Quality Services

Supervises the Programming Planning & Design Services

Checks and reviews detailed plans & Program of Work’s POW of projects Supervises the maintenance of office buildings and equipment


D.2 SENIOR PROJECT AND PLANNING OFFICER

FUNCTION OF SR. PROJECT & PLANNING OFFICER

Surveys proposed priority projects

Supervises the preparation of detailed plan and Program of Works (POW) of

projects

Inspections of on-going and completed projects in the field

Plans the securing of Fire Hydrants to be used for flushing

Prepares San Jose City Water District (SJCWD) emergency plan

Supervises the preparation of District Metering Area (DMA) Water System

Map

Plans the San Jose City Water District future projects base on future water

demands


OPERATIONS MANUAL


20

D.3 SENIOR WATER UTILITY DEVELOPMENT OFFICER

FUNCTION OF SR. WATER UTILITY DEVELOPMENT OFFICER

Supervises pumping stations daily production of waters

Supervises the gathering of water for physical, chemical and bacteriological

analysis

Monitors the pressures of water supply

Traces the cause of water supply slow down or shut down

Attends in any hour to the problems that may arise to the slow down or shut

down of water supply

Supervises the actual Fire Hydrants flushing

Supervises and monitors the maintenance of wells to assure good Conditions

Supervises water analysis

Monitors chlorine residual


D.4 WATER MAINTENANCE FOREMAN

FUNCTION OF WATER MAINTENANCE FOREMAN

Supervises the actual project construction, expansion, rehabilitation and

other maintenance works

Actual supervision of on-going projects

Supervises the proper installation of warning signs to project locations to

protect life & properties

Ensures that the delivery of projects are in accordance to the detailed plan

and Program of Works (POW)

Ensures that all construction tools and equipment are properly inventoried

and deposited back to the storekeeper after the completion of the projects.

Maintains facilities of Pumping Stations

Maintains motor vehicles, office equipment and construction tools

Maintains the security of Fire Hydrants to be used for flushing


OPERATIONS MANUAL


21

D.5 ENGINEERING AIDE

FUNCTION OF ENGINEERING AIDE

Prepares/Revises/Upgrades San Jose City Water District (SJCWD) MAP

Lay out District Metering Area (DMA) Water System Map

Prepare Program of Works (POW) of projects

Modifies/Reviews/Checks Program of Works (POW) vicinity map

Facilitates the request for job orders and maintenance order


D.6 PUMPING EQUIPMENT OPERATOR

FUNCTION OF PUMPING EQUIPMENT OPERATOR

Monitors Pumping Station water level

Monitors the Pumping Station (PS) system pressure

In-charge of water chlorination

Monitors and record the water flows

Monitors Pumping facilities

Maintains cleanliness of Pumping station


D.7 WATER RESOURCES FACILITIES OPERATOR

FUNCTION OF WATER RESOURCES FACILITIES OPERATOR

Monitors Pumping Station water level

Monitors the PS system pressure

In-charge of water chlorination

Monitors and record the water flows

Monitors Pumping facilities

Maintains cleanliness of Pumping station


OPERATIONS MANUAL


22

D.8 WATER MAINTENANCE MAN

FUNCTION OF WATER MAINTENANCE MAN

Installs service piping for new connections

Investigates consumer complaint

Repairs leaks

Investigates new applicant’s location

Estimates materials for new connection

Disconnects the service lines of erring and past due consumers

Reconnects the service lines of reapplying consumers

Performs the calibration of old, under registered, over registered and

defective water meters


IV. ADMINISTRATION OF UTILITY

There must be certain rules and practices adopted in consonance to the class category

of a water district to achieve efficiency and effectiveness as carrying out its administrative,

management and operating functions.

A. THE BOARD OF DIRECTORS All powers, privileges and duties of the district is exercised and performed by

and through the Board. However, the executive, administrative and ministerial power

is delegated to the General Manager.

The Board should limit itself to fulfill the below enumerated functions, using

Board meetings as their venue. The Board meetings are recommended not to exceed

two in a month. The transparency, improvement and systemization in governance are

overseen by the Board of directors. The BOD is the guardian of fairness, transparency

and accountability in all major financial and business dealings of the WD in order to

serve its mandate.

All powers, privileges, and duties of the district is exercised and performed by

and through the Board. However, the executive, administrative, administrative and

ministerial power is delegated to the General Manager.

B. THE MANAGEMENT

The General Manager’s responsibility is to ensure the success and sustainability of the water district through the management team and the operating

staff. The focus of the GM day-to-day activity are leadership, decision making,

communication, staff development, and problem solving. However, the GM is

answerable to the Board on his/her performance while the Board may not interfere

in the way the GM runs the everyday operations.

OPERATIONS MANUAL


23

C. ADMINISTRATIVE DIVISION

The Administrative Division is presently under the supervision of the Office

of the General Manager. It processes procurement activities, warehousing,

maintenance of materials, supplies, vehicles and equipment in accordance with

existing laws and regulations, implement human resource programs, policies and

procedures.

D. FINANCE AND COMMERCIAL DIVISION

D.1 FINANCE

Prepares Annual Budget, Periodic Financial Reports and other reports

that maybe required by the Board, Management and Commission on Audit

(COA). Ensures the check and balance of utility’s monetary transactions.

D.2 COMMERCIAL

Ensures accurate meter reading, billing preparation, application for

new service connection, disconnection of delinquent consumer, voluntary

disconnection, reconnection of service connection, application for change of

account name of service connection, application for relocation of meters,

granting of promissory notes, field inspection, field investigation for

tampering of water meters, request for calibration of meters and meter

maintenance request for change meter.

E. ENGINEERING DIVISION

Plans and designs mainline extensions, performs improvements on district

water system and pumping facilities. Sustain water production requirements and

monitor water system pressure to ensure the steady supply of quality water to the

service area in accordance with the Philippine National Standards of Drinking Water

(PNSDW).

E.1 WATER PRODUCTION AND DISTRIBUTION

This basic concepts includes water sources and the equipment used

at these sources to prepare the water for distribution, the quality standards

that should be observed and the importance of managing Non-Revenue Water

(NRW).

A properly designed and constructed well can sustain a proper and

efficient distribution of water supply in the long run. Proper operating and

maintenance of well prevent failures, such as reduce (if not complete loss of)

pump discharge, or deterioration in the quality of the water.

OPERATIONS MANUAL


24

Proper Operating and maintenance can also be performed before the

well is become operational which requires determining the following

information as a guide:

1. Safe Pumping Level

2. Pump Curves

3. Well Design

4. Location of discharge line shutoff and pressure gauge

One of the design parameters for selecting the pump to be used for

Safe pumping yield can earlier be determined through pumping test which

establishes how much groundwater can be sourced from the well and how it

affects the aquifer and neighboring well supplies.

The pumping tests are usually done by well drilling contractors who

are knowledgeable and who possess the required tools and equipment for the

tests. It only becomes necessary for the water district to conduct the test for

monitoring purposes.

Once the safe pumping level is established, it should be compared with the design

pump curves of the equipment to be used. This will guide the operational parameters for

pumping water from the well.

V. POLICIES

It is a guideline committed to a principle of performing certain activity leading to the

goal of a utility. It may be a general guidelines or a specific set of procedures detailing how

certain task must be done. Whether general or specific guidelines, it is communicated and

implemented in written directives or resolutions.

Written rules serve as a ready reference for the management and staff that hold a

personnel accountable.

A. THREE TYPES OF POLICIES 1. ORIGINATED POLICY – This type of policy comes from the Board, it is designed to

provide guidelines to management in the operation of the system. 2. APPEALED POLICY – The management usually appeals to the Board of a

guideline to consummate arising problem from the lower levels. 3. IMPOSED POLICY – This type of policy is set to comply with existing laws,

government regulations, court rulings and the like.

B. IMPORTANT POLICIES FOR LOCAL WATER DISTRICT

1. BY-LAWS – All rules and regulations that embodied a Utility

2. Rules and Regulations – specific policies and procedures of a Utility

3. Personnel Rules and Regulations – This policy concerns with the proper code of

conduct among the staff

4. Staffing Pattern – Establish guidelines on the number, qualifications and

remuneration of staff to be hired.

OPERATIONS MANUAL


25

5. Hiring – This policy must be in accordance to the rules and regulations issued by the

Civil Service Commission. However, approved plantilla from the DBM and Board

approval are required.

6. Tariff Formulation – Establish guidelines on tariff formulation often measures of

acceptance by the public through hearing and approval from LWUA.

7. Budget – Establish guidelines on budget formulation, timetable and content.

8. Delegation of Authority – This policy establish guidelines on what decisions are to

be delegated and to whom it must be properly delegated.

9. Matters Requiring Board Action – Guidelines requiring Board approval before

management implementation.

10. New Connections and disconnections – Guidelines establishing the procedures and

requirements for connections and disconnections.

11. Delinquent Accounts – guidelines for handling delinquent accounts its records and

procedures of collections.

12. Dealing with Illegal Connections – guidelines that include penal and financial

impositions based on provisions of prevailing laws.

13. Goal Setting – establish annual goals based on the number of connections and target

performance parameters.

14. Performance Standard – this guidelines include Board defined policies and other

government policies concerned.

15. Funding sources – guidelines supporting the management to source fund whether

from grants or loans.

C. POLICY REVIEW

In any progressive undertaking policies must be responsive to changing conditions

and needs. Changes in national policies, laws and ordinances, economic conditions

dictates adaptation by the present Utility policies which requires policies review.

D. ORGANIZATIONAL STRUCTURE

The Utility structure depends on the policy that establishes in Revised Local Water

District Manual on Categorization, Re-Categorization and Other Related Matters (LWD-

MaCRO). The Category C Water District dictates to have three (3) Divisions, the

Administrative, Commercial and Finance and Engineering. The division heads directly

report to the General Manager who is responsible for the management and performance

of the District, who in turn reports to the Board of Directors.

E. UTILITY RULES

The water district has a Level II system. To guide the management and the staff in

their dealings with the public, it adopted basic operational rules that describes how much

to charge; how to determine volume usage; how to manage the service; and how to collect

fees from consumers which are all supported by Board Resolutions.

Basically, the utility rules of SJCWD have the following basic contents:

1. Requirements in Applying for Service Connection;

2. Responsibilities of the Consumer;

3. Tariff levels;

4. Payment of Bills;

5. Billing Adjustments;

6. Fees for Other Services (reconnection, meter testing, etc.);

7. Rule Violations and Penalties.

OPERATIONS MANUAL


26

F. OPERATIONAL CONCERN OF THE UTILITY 1. DELIVERING WATER SERVICE 24/7 – This aim to enable continuous service even

during emergencies.

2. IMPORTANCE OF COLLECTION EFFICIENCY – Cash inflows are essential to enable

the water utility to operate in a reliable and predictable manner. Efficient collection

rate must be maintained by the Utility to ensure sufficiency in funds for operations.

3. PRESERVING THE HEALTH OF THE COMMUNITY – The Utility should meet the

standard as set by the PNSDW that can be determined through DOH Bacteriological,

Physical and chemical test by the accredited DOH laboratory.

4. REDUCING NON-REVENUE WATER (NRW) – NRW represents water that is

produced but does not bring revenues for the water district. It is the sum of the water

lost to physical leaks, illegal connections, unauthorized withdrawals, unmetered

connections and metering errors. The NRW should be kept as low as practical,

technically and economically in order to reduce operation cost, keep tariff levels low

and metering errors.

G. PERFORMANCE PARAMETERS (KEY PERFORMANCE INDICATORS)

A local water district should have at least a quarterly report of certain key

performance indicators (KPIs) to enable the management/Board to determine the water district’s performance efficiency and to track the progress of the utility. In the case of C

Water District, the Board/management is being apprised with Financial Reports on a

monthly basis and the strategic plan implementation on a quarterly basis.

DBM and LWUA in a series of memorandum circulars established a standard Major

Final Outputs (MFOs) and Performance Indicators (PIs) under operations that local water

districts are mandated to adopt. These are the following:

H. WATER FACILITY SERVICE MANAGEMENT

1 PI 1 (Quantity) access to

potable water

Percentage of barangay with access to potable

water against the total no. of barangays within

the coverage of LWD

2 PI 2 (Quality) reliability of

service

Percentage of household connections receiving

24/7 supply of water

3 PI 3 (Timeliness) Adequacy Source capacity of LWD to meet demands for

24/7 supply of water

OPERATIONS MANUAL


27

I. WATER DISTRIBUTION SERVICE MANAGEMENT

1

PI 1 (Quantity) Non

Revenue Water

Percentage of unbilled water to water

production

2 PI 2 (Quality) Potability

Average deviation from the parameters set

forth under PNSDW of 2007 from January 1 to

December 31.

3

PI 3 (Timeliness)

Adequacy/Reliability of

service

Average response time to restore service when there are interruptions based on the Citizen’s charter of LWD proposed for approval by the

CSC.

J. SUPPORT TO OPERATION (STO)

1 PI 1 Staff Productivity

Index

The Staff Productivity Index shall be one (1)

staff for every 120 service connections for

category C LWD.

2 PI 2 Affordability

Reasonable/Affordability of water rates to

consumers with access connections. Water

rates for the 1st 10 cu. m. must not exceed 5% of

the average income of low income group.

3 PI 3 Customer Satisfaction Percentage of customer complaints acted upon

against received complaints.

K. GENERAL ADMINISTRATION AND SUPPORT SERVICES

PI 1 Financial viability and sustainability of LWD operations (collection ratio,

operating ratio, current ratio)

PI 2

Compliance with COA reporting requirements in accordance with content and

period of submission (Balance sheet, income statement and expenses, cash

flows, statement of government equity, notes to financial statements, report

on ageing of cash advance)

OPERATIONS MANUAL


28

VI. OPERATING PROCEDURES A. BOARD OF DIRECTORS

Activity Responsible Personnel

1 Attend meeting twice a month Members of the BOD

2 Enact policies BOD

3 Approved management recommendations BOD

4 Files minutes of the meetings and resolutions Agenda Officer

B. OFFICE OF THE GENERAL MANAGER


1 Supervise the overall operations of the water

district General Manager

2

Approve/disapprove SJCWD documents related

to admin, finance, commercial and engineering

transactions

General Manager

3

Recommend to the BOD strategies and policies

that will help to the development of the water

district

General Manager

4 Find ways to expand the operations of water

district General Manager

OPERATIONS MANUAL


29

C. ADMINISTRATIVE DIVISION


1 Human Resource Function IRMO

2 Coordinate with other government agencies in

connection to Human Resource function IRMO

3 Prepares personnel payroll sheet Administrative Services

Officer

4 Prepares summary of loan remittances and

process LTO registrations and insurance

Administrative Services

Officer

5 Processing BAC activities Administrative Services

Officer

6 Storekeeping Storekeeper

C.1 PURCHASE OF MATERIALS

ACTIVITY RESPONSIBLE PERSONNEL

1. Prepares Purchase Request (PR) of materials by

the end user Requesting Personnel

2. Bring for the approval of the General Manager

(GM) Requesting Personnel

3. Approved/Disapproved. General Manager

4.

If approved, submit to the Bids and Awards

Committee (BAC) Secretariat the Purchase

Request Form

Requesting Personnel

5.

Prepare Request for quotation/Invitation to Bid

(materials with an amount of 50K and above will

be posted to PhilGEPS, while materials below

50K can be locally canvassed)

Procurement Assistant

6.

Post to PhilGEPS for amount 50K and above and

locally canvass PR with an amount of less than

50K (seven days posting under PhilGEPS & three

days for non-PhilGEPS before opening of canvass

for bidding)

Procurement Assistant

OPERATIONS MANUAL


30

7. Resume Bids and Award Committee (BAC)

meeting for the opening of BIDS BAC members

8. Submit to Technical Working Group (TWG) for

BIDS requiring TWG evaluation BAC members

9. Technical Working Group evaluation TWG members

10.

BIDS either underwent TWG evaluation or not

will be resolved and recommend for the General

Manager (GM) approval

BAC members

11. Upon approval of the GM, prepare Purchase

Order (PO) Procurement Assistant

12. Issue PO to winning supplier Procurement Assistant

13. Furnish the Storekeeper of Purchase Order (PO)

copy Procurement Assistant

D. COMMERCIAL D.1 FRONT DESK

D.1.1 APPLICATION FOR NEW CONNECTION


1 Interviews the Applicant and issues checklist of

requirements Customer Service Asst.

2

Requires the applicant to attend orientation

seminar every Friday to understand the rules

and regulations of the utility regarding water

connections.

Customer Service Asst.

3

Prepares New Connection Application Form and

endorse to Engineering Division through System

(Local Area Network)


4 Investigate the consumer’s location and estimates the quantity of materials needed

Water Maintenance Man

5 Computes estimated bill of materials for

payment of the applicant Customer Service Asst.

6

Investigates new applicant’s premises to estimate the necessary bill of materials of

connection cost

Water Maintenance man

7

Prepares estimated bill of materials and

application fees for payment to Cashier and

inform the consumer


OPERATIONS MANUAL


31

8

Upon registration of the consumer’s payment to Engineering Division through LAN, the

Requisition and Issue Slip (RIS) will be prepared

for the release of the required materials from

Storekeeper


9 Installs the service connection to the consumer Water Maintenance Man

D.1.2 APPLICATION FOR RE-CONNECTION


1

Entertain the consumer who applies for

reconnection and look for the proof of payment

on overdue bill

Customer Service Officer

2 Refer to the policy if the amount paid is sufficient

to allow the re-connection Customer Service Officer

3 Issue Re-connection Order Form Customer Service Officer

4 Issue Job Order Form to Engineering Div. for re-

connection Customer Service Officer

5 Re-connect the water service line Water Maintenance man

D.1.3 APPLICATION FOR METER RELOCATION


1 Entertain the consumer who applies for meter

relocation Customer Service Officer

2 Issue Meter Relocation Application Form Customer Service Officer

3

Issue Job Order to Engineering Division for inspection of consumer’s premises and bill of materials estimation


4 Investigate consumer’s premises to estimate the necessary bill of materials for meter relocation


5 Prepare estimated bill of materials of consumer Water Maintenance Man

OPERATIONS MANUAL


32

6 Issue Meter Relocation Application form to

consumer upon presentation of proof of payment Customer Service Officer

7 Issue job order form to Engineering Div. for

meter relocation Customer Service Officer

8 Relocate meter Water Maintenance man

D.1.4 APPLICATION FOR METER TRANSFER


1 Entertain the consumer who applies for meter

transfer Customer Service Officer

2 Issue Meter Transfer Application Form Customer Service Officer

3

Issue Job Order to Engineering Division for inspection of consumer’s premises and bill of materials estimation


4 Investigate consumer’s premises to estimate the necessary bill of materials of meter relocation


5 Prepare estimated bill of materials of consumer Water Maintenance Man

6 Issue Meter Transfer Application form to

consumer upon presentation of proof of payment Customer Service Officer

7 Issue job order form to Engineering Div. for

meter transfer Customer Service Officer

8 transfer meter Water Maintenance man

D.1.5 SERVICE COMPLAINT ASSISTANCE


1 Entertain complaints Customer Service Asst.

2 Prepare complaint report Customer Service Asst.

OPERATIONS MANUAL


33

3 Inform the concern Division Customer Service Asst.

4 Notify complainant regarding the development

of the complaint Customer Service Asst.

D.1.6 METER READER, BILLING AND PAYMENT D.1.6.1 METER READING AND PAYMENT OF BILLING


1 Field reading by zone of consumer’s meter using meter reading device(every 1st week of the month)

Meter Reader

2 A billing statement generated from meter reading

device will issue to the consumer Meter Reader

3 Submit the meter reading device to the IT officer for

data downloading of bills Meter Reader

4 Meter Reading Device bills data download IT officer/Computer

Operator

5

Posting of bills from downloaded data of meter

reading device to Customer Service Application

system( the data is now available to all computers in

Commercial Division concerned with Billing and

Collections including tellers)

Computer Operator

6 Accommodate paying consumers Teller

7 Post to CSApp. the payment received Teller

8 Issue official receipt to the consumer Teller

9 File copy of official receipt Teller

Note: On the 16th day if there will no payment made, the CSApp. Will automatically

compute surcharge.

OPERATIONS MANUAL


34

D.1.6.2 PAYMENT FOR NEW CONNECTION/RE-CONNECTION/RELOCATION AND METER TRANSFER


1 Look for the Maintenance Order Form of requesting

consumer

Customer Service

Officer

2 Collect the amount as stated on the estimated bill of

materials Cashier

3 Scan the MO and attach the scanned OR Cashier

4 Issue official receipt to the consumer Cashier

5 File copy of official receipt Cashier

6

Give the scanned MO and OR to Customer Service

Asst. Cashier

7

Upon registration of the consumer’s payment to Engineering Division through LAN, the Requisition

and Issue Slip (RIS) will be prepared for the release

of the required materials from Storekeeper

Water Maintenance

Man

8 Act on the request Water Maintenance

Man

E. FINANCE

The Financial aspect plays an important role in the effective management of Water

District to determine its viability and sustainability. The financial Elements includes:

Consolidation of Annual Budget and Financial Systems and Controls.

E.1 BUDGET

A Budget is a plan articulated in quantitative (monetary) terms. Its

preparation involves target setting for both revenues and expenditures of the

water district. It foreseen the financial inflows, outflows and other accounts

how should it be implemented according to the projection within the period.

The adoption of detailed annual budget, however, anticipated changes

during the period depending on the analysis of its trends.

Budget preparation is a concerted effort of the management and its

concern Divisions, usually done every last quarter of the year and has to be

approved by the Board of Directors. The basic components of Budget are:

Statement of Objectives; Personal Services Budget; Operation and

OPERATIONS MANUAL


35

Maintenance Budget; Financial Expenses Budget; Capital Expenditures

Budget; and Financial Statements including the Cash Flow Report.

E.2 STATEMENT OF OBJECTIVES

The initial step in budgeting process is the analysis of current year

expenditures compared with the previous budgeted year requirements with

the anticipation of expenses for the succeeding years. The purpose of

budgeting is to meet effectively the objectives and goals of the Water District

for the coming calendar year.

However, the management constructed budget shall be presented to

the Board of Directors and defend the reasons (objectives) behind the

proposal. The Board of Directors, on the other hand, may modify portion of

Budgets/the Budget as a whole as it may deem necessary or approve the

budgetary plan outright. Usually, it takes a minimum of 2 to 4 Board meetings

before the Budget is being approved by the Board of Directors.

On the other hand, the approved budget may be realigned and/or

supplemented as it is deemed necessary.

E.3 OPERATIONS AND MAINTENANCE BUDGET

The Operation and Maintenance Budget or Operation and

Maintenance Cost is the total estimated cost required to manage, operate and

maintain the water supply system. It is projected based from the outcome of

past operations and adjusted to fit the projected prices and costs.

E.4 CAPITAL OUTLAY/INVESTMENT

This cost can be determined on the initial stage of the business,

expansion, upgrading, or replacing the Physical facilities for water supply

and distribution. The annual cost is composed of the financial cost incurred

in the acquisition and installation, and actual Capital Expenditure (CAPEX)

disbursements during the year.

E.5 OPERATION AND MAINTENANCE

It connotes the employment of activities of the water district to

distribute the water 24/7 efficiently and to ensure that the physical facilities

remain capable to distribute the water 24/7 reliably. The O&M cost is one

among the considerations in determining the tariff that may possibly

dictated by the external factor as the operations expand in the succeeding

years. The water district need to collect water revenues promptly to reliably

operate and maintain the water distribution facilities. The following are the

cost that includes in the O&M:

1. Salary/wages refers to the gross personal services expenses

2. Power costs and related expenses refer to the total electricity and

fuel, oil and lubricants incurred in the operation.

OPERATIONS MANUAL


36

3. Maintenance expenses refer to the repairs and maintenance costs of

facilities, exclusive of salaries and wages of water district staff who

undertook the repairs and maintenance

4. Permits/Regulatory fees are expenses incurred in obtaining or

updating business permits, licenses and payments for regulatory fees

5. Board costs are expenses incurred during Board Meetings as

well as Board per diems, if any

6. CAPEX is an expense for Property Plant and Equipment (PPE).

7. Miscellaneous costs refer to other maintenance and operating

expenses like representation expenses excluding depreciation,

interest and other bank charges.

E.6 CAPITAL EXPENDITURE BUDGET The annual CAPEX budget summarizes the cost of the projects that

will be implemented during the budget year. The amount is determined

based on the project plans and the estimates of cost of items which involve

big amount, such as: pipelines, reservoir, connections, source development

and major repairs or expansion of the network.

E.7 FINANCIAL STATEMENT

E.7.1 CASH FLOW STATEMENT

The Cash Flow Statement is a plan showing the sources and

levels of cash revenues that will be realized, and the cash

disbursements planned during the budget year. This document

is essential in managing the expenditures in relation to

availability of cash. It prevents fund deficits at the time priority

items are scheduled to be purchased. When a cash deficit is

foreseen, the budget planners (management) can adjust

spending priorities, delaying the purchase of not so prioritized

and, when needed, obtain additional funds from external

sources. Serious prolonged cash deficiencies that are foreseen

should trigger the consideration of tariff adjustments.

The Cash Flow Statement is based on the cash method of

accounting rather than on the accrual method.

E.7.2 INCOME STATEMENT

While the Cash Flow Statement may indicate cash sufficiency

during the budget period, it does not show that the Utility is

earning a profit. The statement designed to determine

profitability is the Income Statement, which uses the accrual

method of accounting.

OPERATIONS MANUAL


37

E.8 BUDGET MONITORING AND CONTROL Management must monitor the level of expenditures against the

budget on a monthly basis in order to control overruns that could lead to

unexpected fund shortfalls. Monitoring the budgeted expenditures enables

management to take cost reduction measures, make decisions on budget

realignments, and consider the need for a supplemental budget if it is

forecast that the approved budget for essential expenditures will be

exceeded.

E.9 TARIFFS

Tariffs are the life blood of a small water utility business. Tariffs set

by the regulators, especially LWUA, is basically the source of the revenues

the water district needs to support its capital investments, operations and

maintenance. They define the contributions that the water district may

demand from the users of the water distribution system, as their share in the

cost of its construction and maintenance.

E.9.1 TARIFF SETTING REQUIREMENTS

1. Tariff setting should not be done in a poorly considered,

arbitrary manner. A deficient tariff level, once set, will be

very difficult to remedy; and an excessive level would be

unsustainable for the users, be subject to complaints,

and tend to result in delays of payment and bad debts. 2. For this reason, the practice is for the water tariff to be

fixed by the Utility in consultation with the users,

considering basically the capacity of the users to pay and

costs of the O&M, as well as other relevant factors. 3. In the public consultations, the users and the Utility itself

should see tariffs as instruments for recovering the cost

of providing adequate water service to customers and

must reflect not only the fixed costs of the supply system

but also its operating expense and long-term

sustainability. Tariff rates must satisfy the following

requirements. a. Adequacy: The revenues generated from a

water rate schedule must be sufficient to meet the revenue requirements of the Utility. The rates should be able to promote the Utility’s financial viability and growth.

b. Public Service: The tariffs must be established at a reasonable level that reflects the Utility’s role as a public figure providing public service.

c. Equitable and socialized Pricing: it must be

equitably distribute the cost of the service to all

classifications and sizes of connections. A fixed

rate of minimum level of consumption to benefit

OPERATIONS MANUAL


38

the low income users, and higher rates for those

who use greater quantities of water shall be

determined. d. Affordability Level: The rate must be affordable

to the low income group. e. Water Conservation: The rate must encourage

the wide water usage needed to attain

economies of scale and discourage unreasonable

and wasteful usage of water. f. Enforceability: The rate must be fair,

reasonable and transparent. It must be

justifiable and acceptable to the consumers.

E.9.2 TARIFF SETTING METHODOLOGIES There are two nationally accepted tariff methodologies, The

Return on Investment (ROI) Method adopted by the NWRB, and

the Cash Flow Needs Method utilized by the LWUA/Water

districts. There are many similarities between the two methods

such as the use of the Cash Flow Needs Method as required by

LWUA.

E.10 THE CASH FLOW NEEDS METHODOLOGY

This method is being used by the water districts whose tariffs follow

the guidelines of the Local Water Utilities Administration (LWUA). This

method may not be applicable for those registered with the NWRB.

The difference between the ROI method and this method is the

enumeration of the items which can be included in the cash flow which

incidentally equivalent to the revenue requirement per year.

INCLUDED IN THE CASH FLOW Cash Flow Expense Items ROI METHOD

O&M -SAME-

Debt Service -N/A-

Reserves (2-5% of revenue) -N/A-

Other Administrative Expenses -SAME-

CAPEX -N/A-

-NA- NET INCOME

This method also requires projections of the following:

1. Number and type of connections, estimated volume sold and

population to be served;

2. Production capacity, NRW, water supply shortage/surplus;

3. Required investments; and

4. O&M expenses to be incurred.

OPERATIONS MANUAL


39

The projected consumptions are then converted into equivalent volume

units similar to the ROI method. Cash flow projections for five years are made with the cash flow needs as the revenue requirements. The annual average

tariff is then calculated by getting the revenue requirements divided by the

volume sold.

E.11 FINANCIAL SYSTEMS AND CONTROLS E.11.1 CASH SECURITY

There are numerous instances wherein the water district can

receive cash, such as collections, donations or sales of assets. The

utility must have a control and procedure for each instance to

ensure that the cash is documented and secured.

In office collection, a copy of official receipt should be filed, the

cashier prepares the cash collection summary, and compare the

actual collections with the summary at the end of each day. Cash

collection must kept in a steel vault overnight and should be

deposited early in the morning the next day which copy of

deposit slip should as well file by the cashier. The deposited amount should also recorded in the Cahier’s Daily Cash Book.

E.11.2 DISBURSEMENT PROCEDURES The Water District maintains disbursement procedures to

keep track of the expenses and accountability purposes. The

disbursement procedures cover the following:

1. Payrolls 2. Operational expenses like chemicals, fuel, repairs 3. Capital Expenditures 4. Debt service 5. New connections 6. Maintenance expenditures 7. Emergency procurement

E.11.3 ASSET REGISTER

A list of assets currently owned by the water district, which

ensure the following:

1. It documents the list of the assets owned by the water

district; 2. It guides the utility in the computation of its depreciation

expense; and 3. It gives the regulatory office or a lender an idea of the Utility’s size and assets owned.

OPERATIONS MANUAL


40

E.11.4 DONATED ASSETS In case of donation of properties to water district like land or

service vehicle, the management must ensure that the

properties are well documented. Unless the accompanying

documents indicate the value of the assets, a value must be

assigned to it and record to the Asset Register for depreciation

purposes.

The bookkeeper prepares the corresponding Journal Voucher

and list the asset in the Asset Register. If the asset is

transportable must be assigned to an accountable personnel for

storekeeping.

E.11.5 OBTAINING LOAN FINANCING

The credit worthiness of the water district must then be

established to access to loans. The water district must be able to

show a history of sound financial and operational management

as evidenced by several years of acceptable audited financial

statements.

Other factors that affect creditworthiness are management

capacity and governance or accountability of the institutions and

customer demographics. Water districts applying for credit

must present financial projections to confirm that sufficient

revenue will be generated to cover relevant costs, including

routine operation and maintenance costs, renewal and

replacement of assets, and system expansion and debt service.

In developed markets, utilities can receive a credit rating

indicating their level of creditworthiness and the level of risk

involved in lending to it.

The rating affects the cost of borrowing—utilities with strong

credit ratings can borrow at lower interest rates, while those

with less borrowing experience or poorer financial performance

will have to pay higher rates. They may further be required to

obtain a guarantee from the municipality or owners, or they may

not be able to borrow on the market.

The Local Water Utilities Administration (LWUA) offers loan

financing to local water districts at reasonable rates. Other

government financial institutions are also offering loan

packages to water district at lower interest rates.

OPERATIONS MANUAL


41

F. ENGINEERING DIVISION F.1 OPERATION AND MAINTENANCE

F.1.1 SERVICE CONNECTION F.1.1.1 PRE-CONNECTION EVALUATION


1

Check the completeness of requirements and

documents and issue job order to Water

Maintenance Man

Engineering Aide

2 Locate and survey area of new connection Water Maintenance Man

3 Estimate the needed materials Water Maintenance Man

4 Submits the needed materials to Commercial

Division Water Maintenance Man

5 Prepare estimated cost of bill of materials Customer Service

Assistant

6 Process Service Application Record (SAR) for

consumer payment

Customer Service

Assistant

F.1.2 CONNECTION PROPER


1

Upon registration of the consumer’s payment to Engineering Division through LAN, the

Requisition and Issue Slip (RIS) will be prepared

for the release of the required materials from

Storekeeper


2

Request the needed materials stated in the

Requisition and Issue Slip (RIS) from

storekeeper


3 Issue the requested needed materials to Water

Maintenance Man Storekeeper

4

Check all materials, tools and equipment needed

in operation and maintenance before going to the

area


5 Install appropriate traffic cautions if necessary Water Maintenance Man

OPERATIONS MANUAL


42

6 Excavate with caution to avoid damage to other

utility lines Water Maintenance Man

7 Perform service connection Water Maintenance Man

8 Backfill and compact the area of excavated

portion properly. Return to original state. Water Maintenance Man

9

If the service connection is completed, ask the

owner or representative to sign on the service

line acknowledgement form


10 Submit the Service Application Record (SAR) to

the Engineering Aide Water Maintenance Man

F.1.3 LEAK REPAIR


1 Locate and inspect waterlines with reported leak Water Maintenance Man

2 Assess the repair requirements and required

materials to repair the leak Water Maintenance Man

3

Notify the Engineering Aide the result of

assessment including the materials required to

fix the leak


4

Prepares Requisition and Issue Slip (RIS) for

materials to repair leak and issue to water

maintenance man

Engineering Aide

5

Request the needed materials stated in the

Requisition and Issue Slip (RIS) from

storekeeper


6 Issue the requested needed materials to Water

Maintenance Man Storekeeper

7

Prepare all materials, tools and equipment

needed in repairing the leak before going to the

area


8 Repair the leak Water Maintenance Man

9 Ensure proper cleaning, disinfection and flushing Water Maintenance Man

10

Backfill and compact the area of excavated

portion during leak repair. Return to original

state.


11

Report to the Engineering Aide after completion

of the repair of leak Water Maintenance Man

OPERATIONS MANUAL


43

F.2 WATER PRODUCTION AND DISTRIBUTION This basic concepts includes water sources and the equipment used

at these sources to prepare the water for distribution, the quality standards

that should be observed and the importance of managing Non-Revenue

Water (NRW).

A properly designed and constructed well can sustain a proper and

efficient distribution of water supply in the long run. Proper operating and

maintenance of well prevent failures, such as reduce (if not complete loss of)

pump discharge, or deterioration in the quality of the water.

Proper Operating and maintenance can also be performed before the

well is become operational which requires determining the following

information as a guide:

1. Safe Pumping Level 2. Pump Curves 3. Well Design 4. Location of discharge line shutoff and pressure gauge

F.2.1 PUMP

There are also many things to be considered and proper

knowledge is required to maintain a pump:

F.2.1.1 PUMPING TEST

One of the design parameters for selecting the

pump to be used for Safe pumping yield can earlier

be determined through pumping test which

establishes how much groundwater can be sourced

from the well and how it affects the aquifer and

neighboring well supplies.

The pumping tests are usually done by well

drilling contractors who are knowledgeable and

who possess the required tools and equipment for

the tests. It only becomes necessary for the water

district to conduct the test for monitoring purposes.

Once the safe pumping level is established, it

should be compared with the design pump curves of

the equipment to be used. This will guide the

operational parameters for pumping water from the

well.

OPERATIONS MANUAL


44

F.2.1.2 REFERRING TO USER’S MANUAL/GUIDE The instructions in the user’s manual on how to properly maintain the pump, such as: greasing, oil

inspection, checking of voltage at power source,

adjustments, and repairs should always be

followed.

The pump operator should always cautious

even on small defects and if have been found should

be repaired immediately to avoid further severe

damage which repair could be more expensive. A

small defects may also affect other pump parts or

units to fail.

F.2.1.3 PUMPING STATION DATA

Every Pumping station must registered complete

data in a form, which example is below presented:

PUMPING STATION DATA :

LOCATION :

DATE :

1. SOURCE DATA REMARKS Well casing diameter

Well Depth

Well SWL

Specific capacity

Water Quality

Year drilled

Driller


LOCATION :

DATE :

2. PUMP DATA REMARKS Type

Brand Model

No. of stages

Pump setting

Column assembly size

Discharge head size

Supplier

OPERATIONS MANUAL


45


LOCATION :

DATE :

3. MOTOR DRIVE DATA REMARKS Type

Brand/Model

Rated HP @ rpm

Volts/Amperes

Hollow Shaft Diameter

Year installed


LOCATION :

DATE :

4. CHLORINATOR REMARKS Type of Booster

Booster rated HP

Rated HP @ rpm

Model/Series

Year installed

F.2.1.4 PUMP LOG It contains the record of the daily pressure and

flow readings of the pump. The pump capacity of

meeting daily water demand and the reservoirs

water levels has relation on the operations and

stopping of the well pumps. The readings made for

the time of a day should be reflected to Daily

Operation Log Form:

Daily Operation Log Form

Date Time

Start

Time

Stopped

Pressure

Meeting

Flow

Reading Cl Usage KW Reading

Remarks

Start Final Initial Final Initial Final

OPERATIONS MANUAL


46

F.2.1.5 PUMP OPERATIONS The intake pump installed in the water storage

or receiving tank used for water wells or surface

water can be automatically operated starting in low

level pressure and shut down by the high level

pressure. The pump may also set for manual

operation by turning the control switch mounted on

the pump base from the Auto to Manual setting, and using the start/stop buttons for the pump

motor. However, caution is also required in

stopping pump operation.

F.2.1.6 PUMP TROUBLE INDICATOR

The pump has always been provided with

pump design curve which is the basic reference in

evaluating each performance. The actual

performance compares to the design curve. There

other indicators that can be observed during pump

problems:

1. Excessive heating of the motor; 2. Change in the bearing noise level; 3. Change in the pattern of oil consumption of

the motor; 4. Excessive vibration; 5. Change in amperage or voltage load; 6. Cavitation noise or other unusual noise; and 7. Presence of cracks or uneven settlement of

the pad or ground around the pump.

F.2.1.7 PUMP OPERATION


1. Refer to Control Board Manual

Pumping Equipment

Operator/Water

Resources Facilities

Operator

2. Read Phase voltage and record (every hour)

Pumping Equipment

Operator/Water


Operator

3. Check Phase current reading & ampere running time

and record (every hour)

Pumping Equipment

Operator/Water


Operator

OPERATIONS MANUAL


47

4. Check water level (weekly)

Pumping Equipment

Operator/Water


Operator

5. Observe any possible sign of system failure (every hour)

Pumping Equipment

Operator/Water


Operator

6. Start and operate the pump (as required)

Pumping Equipment

Operator/Water


Operator

7. Read Flow Meter and

record reading data (every hour)

Pumping Equipment

Operator/Water


Operator

8. Read Pressure Gauge and

record reading data (every hour)

Pumping Equipment

Operator/Water


Operator

9. Check Pump Operation condition (as necessary)

Pumping Equipment

Operator/Water


Operator

10. Record pumping water level (weekly)

Pumping Equipment

Operator/Water


Operator

Frequency: Perform 24/7 as necessary

F.3 DISINFECTION

Disinfection is required to guarantee the safeness of drinking water

from disease-causing micro-organisms. Water disinfection connotes removal

or deactivation of pathogenic micro-organisms with the application of

chlorine of appropriate dosage also called as chlorination.

F.3.1 CHLORINATION

Chlorination is the process of adding the element chlorine to

water to make it safe for human consumption as drinking water.

Chlorine (and its compounds) is the most widely used

disinfectant for water systems because of its effectiveness, cheap

cost and availability. It has the advantage of oxidizing bacteria

and virus even after application because of its residual action.

OPERATIONS MANUAL


48

F.3.1.1 AVAILABLE CHLORINE CONTENT The amount of chlorine in chlorine compound

that determine the potential disinfecting power.

F.3.1.2 CHLORINE DEMAND

The difference between the amounts of

chlorine added to water and the amount of residual

chlorine at the end of a specific contact period. If no

residual chlorine is detected, it means that the

infused chlorine is insufficient, as such, the demand

for chlorine is high.

Chlorine demand is the total amount of

chlorine required to oxidize all the materials in the

water that react with chlorine within a given period.

After all the reactions within that period are

completed, the pathogens and undesirable organic

substances, as well as the soluble iron, manganese,

and hydrogen sulfides are deemed destroyed.

F.3.1.3 CHLORINE RESIDUAL

The total amount of chlorine (combined and

free available chlorine) remaining in water at the

end of a specific contact period following the

infusion of chlorine. The chlorine residual is an

important indicator of safe water because as long as

the residual chlorine is present in the water

disinfection is a continuing process.

F.3.1.4 DOSAGE OF CHLORINE

The quantity of chlorine applied to a specific

quantity of water. Dosage is expressed in milligrams

per liter (mg/l) of chlorine.

F.3.1.5 DOSAGE RATE

The amount of chlorine applied per unit time.

It is usually in grams/day or kg/day.

F.3.1.6 DETERMINANTS OF CHLORINE EFFECTIVENESS

F.3.2 CONTACT TIME (CT & DOSAGE)

The period of time allowed for the disinfectant to react with

the micro-organisms that maybe in the water. Dosage refers to

the amount of chlorine infused in relation to the volume of the

water being treated.

OPERATIONS MANUAL


49

F.3.3 THE TYPE OF MICRO-ORGANISM Different pathogens and parasites have different levels of

resistance, hence, the dosages, CT, other conditions of the water

that intensify or inhibit the oxidizing action of chlorine such as:

temperature and PH (acidity or alkalinity) should be considered

to eliminate the harmful organisms and undesirable substance.

F.3.4 CHARACTERISTIC OF THE SOURCE WATER

Water substance influences the disinfection processes, such as

iron, manganese, hydrogen sulfide and nitrates which were

often react with disinfectants, consequently, increasing the

chlorine demand. Turbidity of the water also reduces the

effectiveness of disinfection.

Usually, the test on the water from other source is the basis

for prescribing the dosage and CT needed to eliminate the

harmful and undesirable substances. If there is an indication that

the source water characteristic have changed, additional test is

needed to be conducted. The possibility of contaminants

(whether pathogens or minerals that change its acidity or

turbidity) in the path of the water or in proximity of the

reservoir is needed to be checked.

F.3.5 TEMPERATURE OF WATER

Higher temperatures usually increase the speed of reactions

and of disinfection.

F.3.6 SUPERCHLORINATION

Higher dosage of chlorine applies if the normal dosage of

chlorine cannot eliminate the pathogens and other undesirable

substances in the water at adequate contact time.

F.3.7 SHOCK CHLORINATION (DISINFECTION)

A dosage of 200 mg/l for 6-8 hours is being applied one time

to a new, repaired or contaminated well, reservoir, or pipeline

respectively. If bacteriological problems persist following shock

chlorination, the source of the problem must be located and

eliminated.

F.3.8 DECHLORINATION

It means removing excessive chlorine from the water. It is a

necessary phase of superchlorination in order to remove the

odor, taste and other objectionable traces of excess chlorine in

the water as it commonly involves using activated carbon filter.

OPERATIONS MANUAL


50

F.3.9 METHOD OF CHLORINE DOSAGE AND DEMAND F.3.9.1 WAY OF DETERMINING THE CHLORINE DOSAGE

ACTIVITY PERSONNEL

RESPONSIBLE DETAILS

1 Start

Pumping Equipment

Operator/Water


Operator

2 Dosing the

water supply

Pumping Equipment

Operator/Water


Operator

The pump operator doses the water

supply with an random amt. of chlorine

say

1 kg./100 liters

3

Allowing the

solution to

settle

Pumping Equipment

Operator/Water


Operator

Waiting time is 30 minutes

4

Measurement

of Chlorine

residual

Pumping Equipment

Operator/Water


Operator

Measures and records the chlorine

residual using colorimeter

5

Is residual

zero or less

than 0.3 mg/L

Pumping Equipment

Operator/Water


Operator

If the chlorine residual is zero or less than

0.3 mg/l increase the dosage until the

right dosage is obtained.

6

Is residual

more than 0.5

mg/l

Pumping Equipment

Operator/Water


Operator

Decrease the dosage until the right

dosage is obtained.

F.3.9.2 CHLORINE/CHLORINE COMPOUND USED IN DISINFECTION

1 Chlorine

It is a poisonous yellow-green gas with a penetrating strong odor

extracted from chlorides through oxidation and electrolysis. In

water, chloride (chlorine compounds) hydrolysis form

hypochlorus acid and hypochlorite ion (free available residual

chlorine) which are very toxic to bacteria.

2

Bleaching

Powder or

Chloride of

Lime

Bleaching powder or calcium hypochlorite is a yellow white solid

has a strong smell of chlorine. It is not highly soluble in water but

preferably use in soft to medium-hard water. It loses strength

rapidly whenever it is exposed to most air that it should be kept

in closed containers.

3

High-test

Hypochlorite

(HTH)

It is more stable and stronger compound than bleaching powder

4

Sodium

Hypochlorite

(Na OCI)

It is highly corrosive, slightly yellow liquid which is extensively

use in many industries as disinfectant, deodorizer, bleach, and

neutralizer of undesirable chemicals and compounds used or

formed in production processes. It is a common household

bleach.

OPERATIONS MANUAL


51

F.3.10 CHLORINE DOSAGES

ACTIVITY DOSAGE CONTACT TIME

1 Disinfection of water supply 0.5 – 2.0 mg/l 20 -30 minutes

2

Disinfection of newly

constructed/repaired wells, storage

tanks, pipelines, spring box

50 mg/l

300 mg/l 24 hours

1 hour

F.3.10.1 SAMPLE CALCULATION This manual illustrates the calculation

proportions, dosage and feed rates, and numerical

values. It is notable that each pump station uses

different values as the flow is varying from time to time depending on the pump’s flow rate. ACTIVITY CALCULATION

Injection of 2% solution of

calcium hypochlorite to a

flow of 100 liters/s at a

dosage rate of 1.0 mg/L. Find

the amount of calcium

hypochlorite and volume of

water required for a 24-hour

supply and determine the

feed rate setting of the hypo-

chlorinator.

1

Required amt. of available chlorine:

=1.0 mg/l x 50l/s x 3600 sec/hr. x 24 hrs.

=4,320,000 mg or 4.32 kg/day

2

Required amount of Calcium Hypochlorite

(NOTE: calcium hypochlorite contains only 70%

available chlorine), hence:

=4.32 kg/0.70 =6.17 kg

3

Required water:

=4.32 kg available chlorine x 98 kg/2

=211.7 kg or 211.7 liters

Therefore, it would be necessary to mix 6.17 kg

of calcium hypochlorite in 211.7 liters of water.

It can be rounded off to 6.25 kg of calcium

hypochlorite and 225 liters of water resulting in

a negligible error in dosage rate (1.0 mg/l vs. 1.0

mg/l).

4

Required Feed Rate of Solution:

Feed Rate:

=231.25 kg solution/day x day/24 hours

=9.6 kg/hour

OPERATIONS MANUAL


52

F.3.10.2 HYPOCHLORINATOR OPERATION


1.

For failed Chlorine Residual Test,

a. Repeat sampling,

b. Perform another Chlorine residual test,

c. Inject additional chlorine dose to the system if

necessary

Pumping Equipment

Operator/Water Resources

Facilities Operator

2.

Bacteriological Test

(Positive from contaminants)

a. Investigate the cause and coverage of affected

area. a.1. Within consumer’s premises:

a.1.1. Inform/advice necessary

action on the part of

consumers.

a.

a. Contaminants entered SJCWD’s system

b.1. Issue advisory to affected area

b.2. Flush out water from the system

b.3. Perform proper obligatory disinfection

within the system.

Pumping Equipment


Facilities Operator

3. Execute another Bacteriological test

Pumping Equipment


Facilities Operator

F.3.10.3 HYPOCHLORINATOR OPERATION


1. Check chlorine feeder condition Pumping Equipment Operator/Water Resources

Facilities Operator

2. Check chlorine supply

Pumping Equipment


Facilities Operator

3. Check chlorine pipeline

Pumping Equipment


Facilities Operator

4. Check valve nozzle for clogging

Pumping Equipment


Facilities Operator

5. Proceed to disinfection procedure

as scheduled

Pumping Equipment


Facilities Operator

Frequency: Perform 24/7

OPERATIONS MANUAL


53

F.3.10.4 TREATMENT (DISINFECTION)


1. Weigh properly chlorine amount as required

Pumping Equipment

Operator/Water


Operator

2. Carefully dissolve required amount of chlorine to 120 litters of water. Pour into the drum feeder.

Pumping Equipment

Operator/Water


Operator

3. Check chlorine residual at the transmission line

Pumping Equipment

Operator/Water


Operator

F.4 WATER QUALITY

It is mandatory for the water district to meet the standard as specified

by the PNSDW where its parameter is a water test by the accredited DOH

laboratory to determine if there is biological presence at least once a month.

If coli forms exist, a resampling must be done. However, pendency of the

resampling result, action must be taken by the utility to determine the

possible source of contamination to eliminate the cause.

It is imperative for the water district to eliminate harmful organisms

through the use of chlorine as the standard in disinfecting being a part of

routine quality maintenance procedures. Chlorine residuals reading must be

performed daily at different points using a colorimeter.

F.4.1 MICROBIOLOGICAL INDICATORS Water intended for human consumption should contain no

indicator organisms. However, there are pathogens which are

resistant to many disinfectants including chlorine that may

present in treated-drinking water following disinfection

process. Upon water examination, the usual indicator organism

found is associated to fecal contamination from humans and

warm blooded animals.

F.4.1.1 WATER SAMPLING AND ANALYSIS FOR MICROBIOLOGICAL QUALITY

The San Jose City Water District (SJCWD)

submits water sampling to Accredited Laboratories

for micro-biological analysis once a month. Water

sampling are taken from production wells, storage

tanks and consumer taps to ensure that the whole

system is well represented in determining the

existence of pathogens and other organisms.

OPERATIONS MANUAL


54

F.4.1.2 DETECTION METHOD AND STANDARD VALUES BEING OBSERVED

PARAMETERS METHOD OF

DETERMINATION VALUE

UNITS OF MEASUREMENT

TOTAL COLIFORM Multiple Tube

Fermentation

Technique (MTFT)

Less than 1.1 MPN/100 ml

FECAL COLIFORM Multiple Tube

Fermentation

Technique (MTFT)

Less than 1.0 MPN/100 ml

HETEROTHROPIC PLATE COUNT

Pour Plate Method Less than 500 CFU/ML

F.4.1.3 PRESCRIBED STANDARD IN TOTAL COLIFORM

COMPLIANCE TO TOTAL COLIFORM POINT OF

COMPLIANCE

For water systems analyzing at least 12 samples per month,

total coliform should not exceed 5%.

Water Source and Consumer’s tap

For water systems analyzing fewer than 12 samples per

month, total coliform should not exceed 1 sample per month.

Water Source and Consumer’s tap

At least 95% of standard samples taken in each year from

each reservoir are totally coliform negative. Service Reservoir

Standard sample taken each month should not exceed

maximum allowable value above specified.

OPERATIONS MANUAL


55

F.4.1.4 WATER SAMPLE COLLECTION PROCEDURE


DETAILS

1 Flame the sampling bottle 2

to 3 minutes

Pumping Equipment

Operator/Water


Operator

Keep the bottle

unopened until filling

to avoid

contamination

2

Open the tap fully and allow

the water to flow into waste

in 2 to 3 minutes

Pumping Equipment

Operator/Water


Operator

Regulate the opening

of the tap to avoid

waste flowing of

water

3 Hold the bottle near the base

Pumping Equipment

Operator/Water


Operator

4

Remove the cap and fill the

bottle until below the neck

for ample air allowance for

mixing purpose/s

Pumping Equipment

Operator/Water


Operator

Do not rinse the

sampling bottle after

filling

5

Return the cap immediately

and secure the hood around

the bottle

Pumping Equipment

Operator/Water


Operator

7 Submit the water sample to

laboratory

Pumping Equipment

Operator/Water


Operator

The water samples

must be accompanied

with complete

requirements and

data, and should be

stored in ice coolers

during transport

maintaining at least

10 degrees

centigrade. Allowable

maximum time to

transport is six (6)

hours.

OPERATIONS MANUAL


56

F.4.1.5 FREQUENCY OF SAMPLING FOR MICROBIOLOGICAL EXAMINATION

The number of water samples to be collected

for examination depends on the Water District

population served:

SOURCE AND MODE OF SUPPLY

POPULATION SERVED

MINIMUM FREQUENCY OF SAMPLING

Level I 90 - 150 Once in three months

Level II 600 Once in two months

Level III

Less than 5,000 1 sample monthly

5000 to 100,000 1 sample per 5000 population

monthly

Emergency supplies of

drinking water Before delivery to users

Water refilling stations

(product water) 1 sample monthly

Water Vending Machines 1 sample monthly

F.4.1.6 SELECTION OF SAMPLING POINT

The following are the PNSDW guidelines for

selecting the location of sampling points:

F.4.1.6.1 ZONING OF WATER PIPELINES SUPPLY - to properly identify that

different level of risk will properly be

covered for water quality sampling,

zoning of water pipes supply should be

undertaken. A specific reservoir

operates at different distribution

system at different pressures and

elevation where leakages or reliability

are different can be considered as one

zone area.

F.4.1.6.2 POINT OF SOURCE - Samples should be

taken from the point source or principal

outlet and must undertake an

assessment to develop knowledge on

the process what is causing water

quality failure and what are the

appropriate solutions to improve the

source.

OPERATIONS MANUAL


57

F.4.1.6.3 SELECTION OF SAMPLING SITES - After sample locations and frequencies

of sampling the final stage is the

selection of sampling sites. Sample sites

can be either fixed or random

depending on the exact location of the

sample point in zone or area.

F.4.1.6.4 SURVEILLANCE KEY FIXED POINTS

1 Water leaving treatment works (usually the first tap). The inlets and outlets of

service reservoirs

2 Critical points in the distribution system (ex. Low pressure area or parts of the

system prone to frequent discontinuity)

3 Regular sampling points will include public taps in high-density areas or in places

such as markets where large number of people gathered.

F.5 QUALITY CONTROL


1.

Physical/Chemical Test: Obtain at least one (1) Raw Sample per pump

station

Record location, time and date of extraction Send Sample to DOH Accredited Laboratory

Send copy of result to MHO and LWUA

Pumping Equipment

Operator/Water


Operator

Frequency: Semi-Annual

2.

Chlorine Residual Test (Random Sampling):

Run water for at least 3 minutes

Extract sample

o Add 1 pillow pack of DPD Chlorine Powder

to 10mL sample water

o Put the prepared sample to cell holder of

the colorimeter

o Press read/enter and the instrument will

show the result in mg/L chlorine

Pumping Equipment

Operator/Water


Operator

3.

Sampling:

Obtain at least 1 sample (source, mid, end points)

Record location, time and data of extraction

Submit monthly result report to General Manager

Pumping Equipment

Operator/Water


Operator

F.6 PRIMARILY HEALTH CARE (PHC) TEST AND ANALYSIS

Aside from the monthly quantitative microbiological analysis of water

samples which is done in an accredited laboratory, SJCWD also conducts

periodic water sampling and analysis through the use of Primary Health Care (PHC) Test. PHC Test is a rapid 24-hour qualitative analysis of water

OPERATIONS MANUAL


58

samples. PHC is a laboratory prepared media that test presence or absence

of bacteria in samples through 24-hour observation. If water sample inside

the clear bottle does not react with the media and remains yellow, water

sample is clear or negative. If water turns black or the media turns black, it is

positive of bacteria.

F.6.1 PROCEDURE OF PHC TEST AND ANALYSIS


1 Keep the sampling bottle open until filled

Pumping Equipment


Facilities Operator

2 Take water samples for testing

Pumping Equipment


Facilities Operator

3 Avoid contamination of the samples during

collection and examination

Pumping Equipment


Facilities Operator

4 Keep the tap fully opened and allow the water to

overflow for 2 to 3 minutes

Pumping Equipment


Facilities Operator

5 Regulate the water flow from the tap to fill the

bottle without waste

Pumping Equipment


Facilities Operator

6 Hold the bottle near the base, remove the cover

and head as a unit with care to avoid dirt

Pumping Equipment


Facilities Operator

7 Do not rinse the bottle and fill below the neck to

provide ample air space

Pumping Equipment


Facilities Operator

8 Return the cap immediately

Pumping Equipment


Facilities Operator

9 Label the sample as to location, date and time of

collection

Pumping Equipment


Facilities Operator

10 Samples must be kept in room temperature

during the 24-hour observation time

Pumping Equipment


Facilities Operator

11

Inspect samples periodically, after 12 hours, 18

hours, and 24 hours from collection and record

observation/s.

Pumping Equipment


Facilities Operator

12 Fill out forms of Bacteriological Analysis

(Method of Sampling PHC)

Pumping Equipment


Facilities Operator

13 Submit accomplished form to Engineering

Division Manager or General Manager

Pumping Equipment


Facilities Operator

OPERATIONS MANUAL


59

F.6.2 CHEMICAL AND PHYSICAL QUALITY

There are chemical contaminants in water that can lead to

acute health problem, such as: natural chemicals in the

environment or in a raw water and agricultural waste chemicals.

This resulting to unacceptable taste and odor of water that could

no longer be drinkable.

F.6.3 WATER SAMPLING FOR CHEMICAL AND PHYSICAL

ANALYSIS The selection of sampling point location is same as

microbiological quality. However, it is difficult to clearly state

how much time should be allowed between the time of collection

of a sample and its analysis because it depends on the character

of the sample, the particular analyses to be made and the

conditions of the storage.

F.6.3.1 PROCEDURES


1

To ensure the quality of the samples representing the

groundwater, it must be collected after the well has

been sufficiently pumped. New wells require

sufficient utilization and abstraction before sampling.

Pumping Equipment

Operator/Water


Operator

2

To properly represent the surface water such as river

or stream, the composite sample is best to be taken

from three depths (top, middle and bottom).

Pumping Equipment

Operator/Water


Operator

3

If the sample is taken from lakes and reservoirs, depth

and frequency of sampling depends on the local

conditions and the purpose of the investigation

Pumping Equipment

Operator/Water


Operator

4

Flush the lines sufficiently before sample will be taken

to ensure that it represents the whole system. Take

into consideration as well the diameter and length of

subject pipe and it flow velocity.

Pumping Equipment

Operator/Water


Operator

OPERATIONS MANUAL


60

F.6.4 FREQUENCY OF SAMPLING FOR CHEMICAL AND PHYSICAL ANALYSIS

SOURCE AND MODE OF SUPPLY MINIMUM

FREQUENCY OF SAMPLING

1 Level I

Twice a year 2 Level II

3 Level III

4 Emergency supply of drinking water

5 Water Refilling Stations Twice a year

6 Water Vending Machines

F.6.4.1 WATER SAMPLE CONTAINER

Activity Remarks

1

To protect the water sample from

contamination, the suitable

container to be used is chemically

resistant glass (pyrex),

polyetheline, or hand rubbers. For

samples containing organics, avoid

plastic containers except those

made of fluorinated polymers such

as: polytetrafluoroethylene

(PTFE).

1.1

For polytheline bottle,

detergents or concentrated

hydrochloric acid can be used.

Glass containers are generally

preferred to volatile organics.

Sample container must be

carefully cleaned to remove all

extraneous surface dirt,

thoroughly rinse with distilled

water and drain before use.

1.2

For glass bottle rinse with

chromic acid cleaning

solution which can be altered

with the use of alkaline

permanganate solution

followed by an oxalic acid

solution.

2

Stoppers, caps and plugs helps preserve the

material contained in the container from outside

contamination. Cook stopper wrapped with a

relatively inert metal foil are suitable for

samples, or polytetrafluoroethylene (PTFE).

OPERATIONS MANUAL


61

3

The water sample container must reserve space

equivalent to 1 % of volumetric capacity for fluid

expansion

4 Water sample container must be properly

labeled

4.1

Gummel label, or a cardboard,

or a tag containing the: date

and time, and sampling

source.

4.2

Exact location of sampling

point (include detail to enable

other staff to collect sample to

the same spot.

F.6.4.2 WATER SAMPLE HANDLING AND STORAGE The PNSDW 2007 recommends that the

shorter time difference between collection of water

sample and its analysis, the more reliable its result

because sample composition may change before it

arrive at the laboratory. Growth of organisms inside

the container may contain by keeping it to the dark

at a low temperature of 4 degrees. A suitable

chemical preservatives may be added as specified in

specific analytical methods that does not affect the

result of analyses.

F.7 EMERGENCY OPERATION (PUMP OPERATION DURING POWER OUTAGE) F.7.1 GENERATOR


1. Check motor oil level, add if necessary

Pumping Equipment


Facilities Operator

2. Check water level of radiator, add if necessary

Pumping Equipment


Facilities Operator

3. Check fuel level, add if necessary

Pumping Equipment


Facilities Operator

4. Check battery condition regularly

Pumping Equipment


Facilities Operator

5. Start Generator engine two times a week

(refer to generator manual)

Pumping Equipment


Facilities Operator

6. (For Chlorinator) Manually restart chlorinator

Pumping Equipment


Facilities Operator

7. (For Treatment) Shutdown pump operation and

repair/replace chlorinator parts.

Pumping Equipment


Facilities Operator

Note: observe the condition and performance of the Genset power supply then proceed to pump operation procedure

OPERATIONS MANUAL


62

F.8 DISTRIBUTION SYSTEM

The operations and maintenance of water distribution system

ensures the adequate pressure in the system 24/7.

The distribution system consists of four components which O&M

requirements are based on each unique characteristic as well as each

function and contribution to the total system:

1. Distribution Pipelines

2. Storage tanks or reservoirs

3. Service connection or standpipe

4. Valves and other appurtenances

F.9 DISTRIBUTION PIPELINES APPROPRIATE OPERATION PRACTICES Appropriate operations practices in constructing pipelines that

provide years of trouble-free instances ensure water quality as follows:

1

Always maintain positive line pressure because a negative pressure can result

to backflow from private storage and an intrusion of foreign water/matter may

contaminate the system.

2

Always open and shut off valves gradually. An abrupt opening and shutting off a

valve can cause sudden surge in water velocity which may reverse water flow

that could produce water hammer effects and could stir up sediments making

the water dirty that may damage the valves and weaken the pipe joints.

3

Identify the sediment-prone sections and if necessarily, provide additional

blow-offs and hydrants to facilitate flushing and disinfection. Institute regular,

periodic flushing of the pipes.

F.10 LOCATING WATER MAINS

The exact location of underground pipes can be traced by referring to

records or as built plans of the water supply system. In case records are

inadequate or lost, the same can be located through asking old residents who

witnessed the installation or by trial excavation. The water district should

have a clear and detailed plan of distribution facilities to ascertain the exact

location of the water mains involved.

F.11 CLEANING PIPELINES

Sometimes water flowing inside the pipelines carry sand, sediments,

organic and other objectionable matter causing slow-down of velocity which

tend those matters to build up and get deposited inside the pipe. Those built

up deposits decrease the carrying capacity of the pipes and increase internal

friction making the pipelines less efficient.

The effect of the above instance may result to less water delivery for

the given time, pumping cost tend to increase and uneven pressure within

the pipelines increases the likelihood of breaks and leaks. Likewise, when

OPERATIONS MANUAL


63

organic matter is present in the deposits bacteria will proliferate causing

undesirable odors and an off-taste and color in the water.

The method use in removing solids inside pipe surface is to flush

water at high velocity. Dead end pipes should be flushed and disinfected at

least once a year. Newly repaired water mains should also flush and disinfect.

F.12 FLUSHING PROCEDURES


DETAILS

1 Isolate the water mains Water

Maintenance Man

Closing the appropriate control

valves

2 Empty the water mains Water

Maintenance Man

Open the blow-off valve or other

temporary outlet at the lower

end of the pipeline

3

Maximize water velocity

until the chlorine odor

disappear.

Water

Maintenance Man Inject more water

4 Disinfect the pipeline as

needed

Water

Maintenance Man Disinfection procedures

5 Flushing the pipeline

with clean chlorine

Water

Maintenance Man Flushing

6 Get the pipeline back

into operation

Water

Maintenance Man

F.12.1 CONDITIONS THAT REQUIRE FREQUENT FLUSHING Stagnant water in dead end lines or low point with

accumulated sediments, insufficient chlorination which enables

slime organisms to grow inside the pipes may cause of poor

water quality despite regular flushing. This condition should be

determined and eliminated to avoid recurrent flushing.

OPERATIONS MANUAL


64

F.13 REPAIRING LEAKS Detected water leaks should be fixed as soon as possible by isolating

the affected line and remove the water. The repair may consist of sealing the

leaks and/or replacing the defective pipe section depending on the extent of

damage.


DETAILS

1 Minor repairs

(for small leaks)

Water

Maintenance Man

Replace the affected portion of leaking

pipe

2 Using Sleeve

Type coupling

Water

Maintenance Man Put a split sleeve/repair clamp around

the leak opening

3

Using strips

from the inner

tube (interior) of

a rubber tire

In emergency cases when no other

materials are available use a rubber tire

strips and tie it tightly around the pipe to

cover the leak surface.

4 After the leak is

repaired

Open the control valve to allow the water

flow into the repaired section

Observe if the leak is completely repaired

After successful repairing, restore the

surface into original condition

Apply the disinfection procedures

OPERATIONS MANUAL


65

F.13.1 REPLACING DAMAGED SECTION OF PIPELINES The repair that may involve cutting off and replacing the

water main section is recommended when the damage is

extensive.


DETAILS

1 For Galvanized

Iron (G.I Pipes)

Water

Maintenance

Man

Isolate the damaged section by closing

appropriate control valve.

Excavate the water main

Determine the exact location of the leak

Cut the defective portion of the water

mainline

Prepare a substitute coupling, if the coupling

of the same length is not available.

Thread the ends of the pipe to be joined.

Install G.I coupling and engaged parts



Observe if there has no leak on the engaged

parts.

After successful repairing, restore the

surface into original condition


2

For Polyvinyl

Chloride Pipes

(PVC)



Excavate the water main

Determine the exact location of the leak

Cut the defective portion of the water

mainline

Install the PVC socket and adaptor clamp

Join portions of the water mains with

coupling. Equivalent G.I. threaded coupling

will do in the absence of PVC coupling.



Observe if there has no leak on the engaged

parts.


OPERATIONS MANUAL


66

3

For

Polyethylene

(PE) pipes



Cut the defective portion of the water service

line

Both ends of the PE pipes can be pulled

together for joining because they can be laid

in serpentine fashion. Otherwise, a small

connecting section must be inserted.

In joining both ends, flaring and compression

type methods are used for PE pipes.

Open the control valve to allow the water flow

into the repaired section

After successful repairing, restore the surface

into original condition


F.14 STORAGE TANK/RESERVOIRS OPERATION The water is pumped from the source to the system’s water tank or

reservoir from where it is delivered to the consumers through the pipelines.

The reservoir is designed based on the requirements of the system either by

gravity or by pumping.

F.14.1 CLEANING OF STORAGE TANK/RESERVOIRS

To reservoir must be maintained in accordance to the

standards for potable water to ensure the water to be

distributed to the consumer is safe for drinking which include

periodic cleaning and disinfection to avoid the accumulation of

solids and proliferation of bacteria in the tank.

F.15 GENERAL PRECAUTIONS

1. Storage facilities tend to attract children who like to play around the

facilities, climb the ladders, and play on top of concrete roof, unaware

of the serious hazards involved. All gates, access hatches and

manholes of reservoirs should be locked. Never leave a storage

facility for even a few minutes without locking all access openings. 2. Vandals are known to intentionally damage storage facilities. Utilities

should keep watch against vandalism to protect the stored water and

the public from health hazards. If a covered storage facility is found

to have been forced open, it must be assumed that the water has been

contaminated. Therefore the reservoir should be drained and

disinfected before being refilled with new water. All fences should be

maintained in good condition. Do not allow any materials to be

staked out on fences, as these could aid trespassers to climb over. 3. Keep reservoir roof ladders and walkways free of dirt, debris and

grease to prevent slipping and contamination.

OPERATIONS MANUAL


67

4. Never enter a closed reservoir alone without someone standing by to

help if you get in trouble. 5. Keep alert for cracks/leaks in the reservoir and repair these at once. 6. Never store unchlorinated water in a reservoir for more than 72

hours. 7. The foundations of concrete reservoirs and elevated steel tanks are

subject to differential settlement when the soil beneath one part of

the foundation compresses more than the soil at another part. A

differential of only 1- 2 cm can cause large stresses in the reservoir

wall or legs. When differential settlement is discovered, corrective

measures are urgent. These require the services of a soil engineer

and special equipment.

F.16 SERVICE CONNECTIONS The systematic inspection and replacement of water meter every 5

years is an important aspect of routine maintenance. There must be record

on the condition of the meters that will serve as the basis for future

procurement and measures against water loss. Pothole checking of service

connection within 5 years of service should be performed to avoid leaks due

to deterioration.

F.17 INSPECTION OF WATER METERS 1 Clean all water meter parts thoroughly

2 Make sure the gear train runs freely

3 Check the action of the disc in the chamber

4 Remember that friction is detrimental to correct registration (reading) as

slippage

5 Store meters away from heat

6

Newly purchased water meters shall undergo and pass the standards of water

meter calibration as follows:

Discharge (Q) Allowable Percent

Nominal 150 L/hr. +2% to -2%

Transitional Flow 120 L/hr. +2% to -2%

Minimum Flow 30 L/hr. +5% to -5%

7

If 20% and less of the water meters failed the standard calibration, the same

numbers shall be returned to the supplier. If it is 20% and more, all water meters

delivered shall be returned to the supplier.

8 The water meter that passed the standard test shall be deposited to the custody

of storekeeper.

9

The storekeeper shall record the brand, size, serial no. and registered reading of

the water meter before issuance, and record to whom (consumer) it will be

issued.

10 The Engineering Division shall be responsible for the installation of issued water

meters.

11 It is the consumers’ responsibility to maintain water meter when it is already

installed for their use.

OPERATIONS MANUAL


68

F.18 VALVE

The useful life of valves and public faucets are the control devices in

the water distribution system which useful life depend on the manner they

are operated and maintained. Valve is either manual or automatic, however,

the most common valve use in small water supply system is manual type.

Globe, gate, angle, and blow-off valves are manually operated. Check, air

vacuum, foot and float valves regulate the flow of water automatically.

Manually operated valve use should be recorded each time of operation

while air release valves, special valves and other appurtenances with

mechanical components must be checked twice a year.

F.18.1 VALVE OPERATION

1 Valve manually operated should be opened all the way, then close on quarter

turn of the hand wheel to prevent the valve from sticking in the open position.

2 Valve should be opened and closed slowly at an even rate to reduce the risk of

water hammering.

3 Unless otherwise indicated, valve is opened by turning the hand wheel or key

counterclockwise.

4

Always consult the manufacturer’s instruction in operating a specific type of valve. It is helpful to practice operating a valve periodically or at least twice a

year.

F.18.2 CHECKING A VALVE WHETHER OPERATIONAL OR NOT

1 Close the valve completely then fully open;

2 Back off on the valve about one turn to avoid locking it in an open position;

3 If the valve does not operate properly, it must be repaired or replaced if

necessary.

F.18.3 THINGS TO CHECK

1 Avoid the valve boxes get buried or dirt by mud or debris

2 Inspect the valve and its stem to determine leaks

3 Ensure that the valve handles are intact

4 Ensure that each valve can be fully opened and closed

5 Record the inspection date, whether the valve is right or left handed, whether it

is normally opened or closed.

6 Record any needed repairs or replacements

OPERATIONS MANUAL


69

F.18.4 COMMON CAUSES OF VALVE FAILURE AND REMEDIES 1. CORROSION – If valve is not operated or lubricated for

long, it may become inoperable due to corrosion. The

valve can be repaired by pouring kerosene or dilute

lubricating oil down the valve key to lubricate the joint

between the stem and packing. If the valve is still

inoperable after the procedure, replacement is

recommended. 2. CLOSING THE VALVE TOO TIGHTLY – Closing the valve

too tightly may damage the valve washer, valve seat, or

the threads of the valve stem that may cause water leak.

It is recommended to put markers showing the direction

of the opening and closing to easily determine where

direction to close tightly the valve to stop flow of water. 3. WORN-OUT WASHER OR LOOSE PACKING- Worn out

washers or loose packing should always be observed and

replaced to prevent the loss of water. 4. Leaving a valve partially closed or opened will cause a

partial vacuum or void in the downstream side that may

eventually be filled with low pressure vapors from

water. When these vapor pockets collapse, a mechanical

shock (cavitation) will form that produce cavities. If not

attended after sometime, the valve will be destroyed and

even affects the pipelines. Cavitation can be avoided by

keeping the valve properly closed or opened at all times. 5. WATER HAMMER – is caused by sudden closing of valve

that suddenly stop the flow of water which create

enormous pressure that may damage pipe or valve. This

problem can be prevented by closing the valve slowly.

F.19 HYDRANTS Hydrant is use for fire protection, flushing of water mains and sewers,

filling tank trucks, and can also be used as temporary water source for

construction jobs. It should be regularly maintained each year to ensure that

the joints and fittings are tight by replacing all worn parts and seals through

the top of the hydrant.

OPERATIONS MANUAL


70

F.20 REDUCING NON-REVENUE WATER Non-Revenue Water (NRW) is a water that has already been produced

but does not convert into revenue by the utility. NRW may be due to REAL LOSSES and sometimes called PHYSICAL LOSSES which was a result of leaks and wastage, or APPARENT LOSSES which was a result of theft or metering inaccuracies. High level of NRW is detrimental to the financial

viability of water utility as well as to the quality of water itself. NRW is typically measured as the volume of water lost as a share of net water produced.

F.20.1 ANALYZING NRW LEVEL

The percentage of NRW FORMULA:

NRW (%) = Production (m3) – Billed Consumption (m3) x 100

Production (m3)

If NRW for a new system is more than 10% and 25% for old

system, a utility should adapt an NRW reduction program.

Installation of reliable and functional water meters at all sources

and service connection help lowered the NRW. All materials

should pass quality control/testing which is one way of reducing

NRW.

F.20.2 BENEFITS OF NRW REDUCTION 1. Financial gains from increase in water sales and reduced

water production including possibly the delay of costly

capacity expansion. 2. Reduced operational cost which will result in a lower

tariff

3. Increase in firefighting capability due to increase in

pressure

4. More consumers can be served in longer operational

hours

5. Can increase tariff

6. Reduce risk of contamination.

F.20.3 NRW REDUCTION APPROACHES 1. Continuous measurement and analysis of water inflows

from isolated zones to determine areas with high NRW; 2. Programs to improve the reability of customer metering

and reading; 3. Hydraulic analysis of the distribution system to

determine calculated against actual pressure; 4. Analysis of maintenance records of repairs on water

mainlines to determine what part/s can still be repaired

or needed to be replaced; 5. Leak detection program. Involve the public through high

visibility campaign;

OPERATIONS MANUAL


71

6. Modulation of pressure in the pipelines. Higher

pressures increases the rate of leakages; 7. Strengthen the procurement and stock management of

critical and often used repair and maintenance materials

to have those always available when needed. 8. The management and Board should have continuing

oversight concern over NRW.

F.20.4 NRW SURVEY The NRW survey is very important action of the management to

pinpoint the source which steps are the following:

1. Divide the entire distribution system into zones; 2. Isolate the different zones by closing or installing

appropriate control valves. Observe the water

consumption rate in each zone and compare with billed

consumption then determine the zones with abnormally

high NRW; 3. Divide the pinpointed zones which consume large

quantity of water into sub-zones. The water inflow can

be measured using zone and sub-zone meters; 4. Isolate the different sub-zones and study their

respective NRW; 5. Select the sub-zones with usually high water

consumption rates. Subdivide further and measure their

water consumption rate; 6. Repeat the above process until the location/s of leak will

be pinpointed.

F.21 LOCATION OF LEAKS Leaks in water mains cause loss of good water and increase the risk of

contaminants in the ground that may intrude the piping system. Leaks may

be due to ruptures or integration of pipes and pipe joints usually caused by

corrosion, vibrations from vehicular traffic, stresses generated by expansion

and contraction, or ground movements.

F.21.1 LOCATING LEAKS BY DIRECT OBSERVATION

This method is the simplest and most applicable leak detection

technique for use in small water supply systems. This requires

being alert to the following signs of leaks:

1. Appearance of wet spots at early dawn during dry

season; 2. Greening of patches of ground in areas where plants

generally could hardly grow; 3. A soft wet spot in the ground during dry season; 4. Abnormal drops in pressure.

OPERATIONS MANUAL


72

F.21.2 FINDING THE EXACT LOCATION OF LEAKS IN PIPELINES After finding the approximate location of leaks in the water

distribution system, their exact location can be determined by

using a sounding rod. Leaks in water pipes usually make sound

where small leaks make more noise than large ones. The

sounding rod is a pointed metal rod used to relay to the observer

the sound caused by leaks in buried pipes. The procedure

involves the following:

1. Push the sounding rod into the ground until its end

touches the buried pipe. Be careful not to push it too

hard in order not to destroy a PVC water main when its

point strikes the pipe; 2. Put your ear to the exposed end of the rod and listen for

the sound. If the sound is too faint, a hearing aid such as

a stethoscope would be helpful; 3. Push the rod into the ground on the same pipe at a

different location. If the sound becomes louder, the leak

is getting closer. If the sound is fainter, the detector is

getting away from the leak.

F.22 ILLEGAL CONNECTIONS Methods of detecting illegal connection:

1. Block census – Households which are not consumers and does not

have manual pump but having water supply could be a suspect for

doing illegal connections.

2. Reward System – Offering rewards for the tipster/s of households

performing illegal connection/s have been known to be effective. The

reward can be sourced from the penalty portion of the illegal

connector.

3. Monitoring consumption – A high NRW within a sub-zone without

any leaks indicate the presence of illegal connections. Consumer

whose amount of water consumed dropped without any cause might

be a suspect.

4. Optimum Meter Replacement Cycle – Perform change water meter

program where meters above 5 years old shall be replaced.

F.23 MAJOR CAUSES OF DETERIORATING WELL PERFORMANCE A well must be properly designed before constructing to prevent the major

causes of deterioration. The following are five of the main causes of

deterioration in well performance:

1. Well yield reduction due to incrustation and growth of iron bacteria; 2. Plugging of well screen due to build-up of fine particles; 3. Sand pumping; 4. Structural collapse of the well casing and screen; and 5. Condition of the pump.

OPERATIONS MANUAL


73

F.24 PREVENTION AND REMEDIAL MEASURES F.24.1 PREVENTION AND TREATMENT OF IRON BACTERIA

F.24.1.1 A precaution should be taken into consideration to

avoid the existence iron bacteria into the well

during drilling and repair work. As such, equipment

and materials (drill rods, filter pack) should be

chlorinated prior to drilling or repair;

F.24.1.2 Chemical treatment (application of strong oxidizing

agent such as chlorine and chlorine compounds) to

clear contaminating bacteria; and

F.24.1.3 Physical treatment (jetting, air or surge block

surging, air lift pumping) to clear blockages.

OPERATIONS MANUAL


74

G. APPENDICES G.1 DOCUMENTS

OPERATIONS MANUAL


75

OPERATIONS MANUAL


76

OPERATIONS MANUAL


77

OPERATIONS MANUAL


78

OPERATIONS MANUAL


79

OPERATIONS MANUAL


80

OPERATIONS MANUAL


81

OPERATIONS MANUAL


82

OPERATIONS MANUAL


83

OPERATIONS MANUAL


84

OPERATIONS MANUAL


85

OPERATIONS MANUAL


86

OPERATIONS MANUAL


87

OPERATIONS MANUAL


88

G.2 MATERIALS

OPERATIONS MANUAL


89

OPERATIONS MANUAL


90

OPERATIONS MANUAL


91

OPERATIONS MANUAL


92

OPERATIONS MANUAL


93

OPERATIONS MANUAL


94

OPERATIONS MANUAL


95

OPERATIONS MANUAL


96

OPERATIONS MANUAL


97

OPERATIONS MANUAL


98

G.3 PUMPING STATIONS G.3.1 BELENA PUMPING STATION

OPERATIONS MANUAL


99

G.3.2 ENCARNACION PUMPING STATION

OPERATIONS MANUAL


100

G.3.3 MALASIN PUMPING STATION

OPERATIONS MANUAL


101

G.3.4 STO. NIÑO PUMPING STATION

OPERATIONS MANUAL


102

G.3.5 TONDOD PUMPING STATION

OPERATIONS MANUAL


103

OPERATIONS MANUAL


104

G.3.6 VILLA RAMOS PUMPING STATION

Documents

PERATIONS M ANUALsanjosecityne-wd.gov.ph/wp-content/uploads/2017/09/SJCWD...was located at Rizal st., San Jose City. On March 10, 1977 , the LOCAL WATER UTILITIES ADMINISTRATION (LWUA)