TABLE OF CONTENTS - metrokidapawanwd.gov.phmetrokidapawanwd.gov.ph/wp-content/uploads/2014/07/... · Attend and participate during the top level management and executive business

TABLE OF CONTENTS

Admin and Human Resource Dept Background………………………………..………………………………………. 1

Human Resource Section………………………………………………………………………………………….…………. 6

Administrative Section………………………..………………………………………………………….…………………… 8

General Services Section…………………..……………………………………………………..….………………………..9

Admin and Human Resource Forms…..……………………………………………………..….…………………………. 12

AHR Division Organizational Structure.…………………………………………………..….……… …………………….. 32

Job Description under the Division …..…………………………………………………..….………………………...…… 34

Functions: Human Resource Unit

Issuances.…………………………………………………………………………… ……………………………………..….... 49

Reports…………………...………………….………………………………………………………..….………………….....…50

Records Management……………………………………………………………………….….……………………………. 53

Employee Discipline and Other Personnel Actions…………………………………..…..………….………………….. 54

Personnel Welfare Relations………………………………………………………………....………….…………………… 55

Strategic Performance Management System (Spms)………..………… ……………………………………..….…… 55

The SPMS Process…………………………………………………………………………………………..….…………….... 61

The SPMS Cycle…………………………………..……………………………………………………………..….……….….. 62

Performance Planning and Commitment…………………………….……………………………………..….…...…... 63

Performance Monitoring and Coaching…………………………………………………………..………..….……….... 65

Performance Review and Evaluation……………………………………………………..………………..….………….. 66

Office Performance Assessment……………………………………………………………..…………………..….…....... 66

Individual Performance Assessment……………………………………………………………………….………………. 67

Performance Rewarding and Development Planning……………………………..………………………………...... 68

Rating Period…………………………………………………………………………..….…………………………………......69

Rating Table…………………………………………………………………………………..….……………………………… 70

Appeals…………………………………………………………..………………………..….……………………...………..... 75

Health and Wellness Programs…………………………….…….…………………..….……………………………...…… 77

Compensation, Benefits, Rights and Other Privileges……..……………………..….…………………………...…...... 79

Leave Benefits Administration…………………………..…………………………..….……………………………………. 79

Personal Actions........................................................... ……………………………..….........………..............................84

Employee discipline………………………………………………………………………...………………………..…………88

Complaints and Grievances…………………………………………………………...…………………………..…………92

Basic Policies………………………………………………………………………………………………………………..…....93

Objectives……………………………………………………………………………………….……………………......…….. 99

Scope………………………………………………………………………………………..…………………………..……….. 99

Definition of Terms………………………………………………………………………..……………………………..……… 100

Application of Grievance Machinery……………………………………………………..……………………………….. 101

Grievance Procedures………………………………………………………………………………………………………... 103

Grievance Committee……………………………………………………………………………………………..…………. 104

Rewards and Recognition…………………………………………………………………………..………………….…..…110

MKWD Program on Awards and Incentives for Service Excellence (Praise)…………… ……………………….... 111

Tabulation Table…………………………………………………………………………………………………..……………. 121

Procedure…………………………………………………………………………………..….………..……………………… 122

Award………………………………………………..………………………………………..….………………….…………... 122

Types of Incentives………………………………..………………………………………..….………………………………. 126

Forms of Awards and Incentives…………………….…………………………………..….………………………….…… 129

Praise Committee………………………………………………..………..….……………………………………………...… 129

MKWD Merit Selection and Promotion Plan……………………………………………………………………….…..….. 131

Composition of The Personnel Selection Board………………………………………………..….……………….....…. 135

Functions and Responsibilities…………………………………………………………………..….………………………. 139

TRANSACTIONS

Human Resource Management

Issuances……………………………………………………………………………..…………………………………..……….142

Reports…………………………………………………………….…………………………………………………..…………. 144

Recruitment Hiring & Promotion…………………………....….……………………………………………………………. 149

Preparation of Appointment to Permanent Position…………………………………………….…………………….. 150

Casual Appointment Preparation…………………………………………………………………….…………………… 151

Job Order Contract Preparation……………………………………………………………………………….………….. 152

Leave Application………………………………………………………………………………………………….…………. 153

Issuance of Certification and Service Records…………………………………………….………………….…………. 154

FUNCTIONS OF ADMINISTRATIVE SERVICES UNIT

Basic Protocol and Internal Control on Procurement Processes…………………………….……………….………. 155

Canvassing………………………………………………………………………………..….………………………...……… 156

Purchase Order…………………………………………………………………………..….………………………..….…… 157

Records………………………………….……………………………………………..….……………………………….……. 158

Vehicle Registration…………………………………..………………………………..….………………………….……….. 161

Fidelity Bond…………………………………………………………………………..….………………………….………… 162

Approved Purchase Requisition/ Job Order for Canvass……………..……………..………………………...............164

Purchase Order Preparation and Processes…………………………....………………………………………...……….165

Purchase Order Preparation and Processes Below One Thousand Pesos………………………………………….. 166

RECORDS

Procedure in Borrowing/Retrieval of Records……………………………..….….….….….…………………………... 167

Disposal Procedures………………………………………………………….………………..….……………..…………… 168

Vehicle Registration…………………………………………………………………………………………………………… 169

Fidelity Bond for New Applicant………………………………...….……………………..………………………………. 170

Fidelity Bond for Renewal…………………………………………………..….………………………………………………171

Transactions……………………………………..………………………..….……………………..…………….……………. 172

Appointment Preparation…………………………………………………..……………..………………………………… 175

Casual Appointment………………………………………………………..………………..……………………..………… 178

Job Order Contract…………………………………………………………..…..….……………………………..………… 181

Leave Application………………………………………………………..….……………………..………..………………… 183

Issuance of Service Record/Certification………………………………………………………..…………………………186

1.2 Procurement…………………………………….………..……….……………………..………………………… 187

1.3 Records…………………...…………………………….………...….……………………..…………..……………192

1.4 Vehicle Registration…………………………………………….……..….…………………………………..……197

1.5 Fidelity Bond…………………………….……………………………..….……………………..………………… 200

Functional Chart (General Services Division)……………..……… ………………….…………………………..……… 206

Main Functions……………………………………………………………………..……….………………………………….. 207

Preparation of PR……………………………………………………………………...….………..………………………..… 208

Job Preparation………………………………………………….……………………..….………………..…………………. 211

Basic Protocol on Releasing of Materials and Supplies…………………………..……..………………………..……. 215

Physical Count and Inventory……………………………………………………………..….…..………………………… 219

IAR Preparation…………………………………………………………….……………………………………………..…… 220

Acquisition of Asset……………………………………………….....…………………………………….………..………… 225

Depreciation Procedure of an Asset………………………………………………………………..………………………228

Procedure for the Disposal of an Asset………………………………………………………..……………….…………. 231

Basic Function of Safety and Security Unit…………………………………………………………………………....….. 233

Basic Functions of Building and Ground Maintenance…………………………....…………….…………………… 236

Power Generator Operating Procedure……………………………………………....………………………………… 237

“Committed to Service Development & Self Reliance”

OPERATIONS MANUAL 2016

ADMIN & HUMAN RESOURCE DEPARTMENT

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016ADMINISTRATIVE AND HUMAN RESOURCE DEPARTMENT

The Administrative and Human Resource Department is a common user department charged with the responsibilityof overseeing the human resources matters and the management of all its assets, safety and security andorderliness.

The mandate of the A & HRD includes the following;

Provision of administrative support services to the office and all Departments. Effective development of human and institutional capacity of the district, Effective management and utilization of human, financial and other resources in order to ensure the

attainment of the objectives. Availability of materials and supplies. Maintenance, preservation and safety of property, plant and equipment and workforce and the public. Workable and healthy environment. Procurement of supplies and materials.

DEPARTMENT MANAGER B

JOB DESCRIPTION:

Under the direct oversight of the Assistant General Manager for Administrative and Finance. Responsible to guide and coordinate the planning, organization, implementation, and monitoring of the line

divisions which shall be consistent with the approved policies, guidelines, goals and objectives and based onthe approved budget, annual procurement plan and within COA guidelines.

Attend and participate during the top level management and executive business meetings and presentaccomplishments and the priority plans, programs and its target.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Duties and Responsibilities:

Guides and coordinates the efforts of the division managers in developing and implementing plans for eachof their functional areas of responsibility to achieve success.

Ensures the preparation and submittal of timely status reports to various functions including expectations,targets, accomplishments, schedules and assessments of performance success.

Encourages and promotes the development of performance standards with measurable units. Monitors implementation and performance for compliance with goals, objectives, procedures, standards

and target of expectations for each division’s functions. Implement adjustments or changes in a timely manner to ensure consistency of the expected results. Coordinate with concern agency development to ensure the coordination and implementation of human

resource, GAD, Women, inter water district and other associations activities and programs. Promotes the development of programs to ensure the prevention of maintenance and guarantee the future

usability of resources. Work with the Assistant General Manager for Administrative and Finance on the supply and demand

management programs, internal control measures application and in the monitoring and assessment ofpersonnel task, performance, accomplishments and targets within the schedules.

Guides the divisions on developing and utilizing systems for asset management, preventive maintenance,budgeting, reporting and others.

Works, supports and coordinate efforts with all other departments and Information to development of trainingand career programs.

Works with the Personnel and Management Team to address employee issues and ensure consistencythroughout the department.

Promotes and institutes cross division work teams. Works with customers, government and non-government organizations and the public regarding water issues. Performs other job as assigned.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016DIVISION MANAGER B, GENERAL SERVICES

JOB DESCRIPTION:

Under Immediate Supervision of Department Manager of Admin & Human Resource Department: Supervise andmanage personnel under the General Services Division; Institute internal control and monitoring system to ensure complianceto established processes, procedures, protocols and to meet the division’s target within the timeline; Responsible forCleanliness, orderliness and security of Building & ground including facilities & other properties of the district.

DUTIES AND RESPONSIBILITIES:

1) Supervise, monitor and enforce proper housekeeping, cleanliness and orderliness of office furniture andfixtures, building and ground maintenance, and other structures of the district;

2) Ensure implementation of security measures and control of water district assets and employees.3) Monitor security and safety at the workplace and field areas.4) Supervise and monitor in and out of persons, vehicles within the district premises and properties as part of

the security measures.5) Enforce and monitor no entry for unauthorized persons during office and non-office hours.6) Conduct meeting with the security agency once in a month and as the need arises.7) Monitor security of all MKWD areas by calling all security guards assigned in different areas every night

during office days, twice a day during non-working days and as the need arises.8) Conduct monthly inspection of all areas manned by security guards on scheduled or on the spot and as

the need arises.9) Conduct on-the spot inspection of security guard guns, ammunition and communication equipment on

a monthly basis and as the need arises.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201610) Ensure that the security guard shall turn-over the guard books on monthly basis and submission of weekly

reports in writing.11) Ensure that vendors are not allowed inside the building and selling on non-break periods.12) Monitor and ensure that all vehicles will be inspected during entry and departure;13) Monitor and ensure that all outgoing employees has approved gate pass, trip ticket and under time slips;14) Implement Safety and Emergency Preparedness at the workplace;15) SMS daily accomplishment for information and updating to supervisors and management;16) In-charge for the monitoring and proper usage of covered court and corresponding rentals including

compliance to set agreement with renters;17) Establish monitoring and reporting system to reinforce employees’ compliance to office rules, policies

and protocols such as proper dress code, wearing of prescribed office uniforms, wearing of safetygadgets, etc. for proper action;

18) Perform other jobs as instructed.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016REPORTS:

1) Ensure on time submission of verified and reconciled weekly/monthly/quarterly/ semi-annual and annualOperational Reports of the Building & Ground Maintenance Unit and all reports of the General ServicesDivision;

2) Ensure on time submission of daily / weekly/ monthly/ quarterly/ semi-annual and annual reports of theactivity of Security personnel and respective activities;

3) Ensure verified and on time submission of daily / weekly /Monthly/Quarterly/Semi-Annual and AnnualReports related to Building and Ground Maintenance and improvement

4) Status of Covered court rental and compliance to set ground rules

Ensure on time reporting of employee compliance to rules and regulation in coordination with the securityguards on duty for proper action.

Structure and staffing

The Department is headed by a Manager and divided into divisions, sections, units each headed by a Manager,Chiefs and Officers;

1. Administration and Human Resource Division1.1. Human Resource Section1.2. Administrative Section

1.2.1. Procurement Unit1.2.2. Records Unit

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20162. General Services Division

2.1. General Services Section2.1.1. Motor Pool Unit2.1.2. Building and Ground Maintenance2.1.3. Safety and Security

2.2. Supply Section

Human Resource Section

This section is headed by a Supervising Industrial Relations Management Officer A.

It is charged with the responsibility of administering and controlling staff training activities to ensure that onlyrelevant training takes place in accordance with the Human Resource Management Plan.

It is charged to manage leaves of personnel.

The section does the following;

Coordinates development and training programs of all staff Identify training needs for all staff in collaboration with the Manager of other Departments Prioritize training needs according to all skills gaps identified in the strategic performance management

system (SPMS) process.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Human Resource Unit

The Unit is headed by an Industrial Resources Management Officer A.

It provides human resource support to the entire office. It is responsible for ensuring that the office is mannedby suitable and sufficiently qualified human resources.

The main functions are;

Recruitment, promotions, appointments and orientation of staff. Staff discipline and welfare. Staff separation. Interpretation of conditions of service. Coordinating and overseeing the implementation of the Performance Management Team (PMT).

Administrative Section

The unit is headed by an Administrative Services Chief A.

• It is charge to ensure Administrative transactions are in place.

The main functions include;

• Ensure that properties are in the name of MKWD.• Processing of insurances, lot titles, registrations, insurances, bonds, taxes, payments and settlement of

utility bills, communication, magazines, etc. Proper records keeping and safety and disposal of records of records in accordance to National

Archives of the Philippines and Commission on Audit.• Procurement in accordance to Government Procurement and Reform Act, Government

Procurement Policy Board and the Philippine Government Electronic Procurement System.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Procurement Unit

This unit is headed by an Administrative Service Officer A. It is charged on the procurement process on approved Purchase Requisitions with the corresponding

Availability of Funds.

Its functions include; Procurement of goods, services and infrastructure projects as stipulated in the RA 9184, GPPB and PhilGEPS.• Ensure that deliveries are within the prescribed period. Send letter to service providers not in accordance to terms and conditions, specifications and mode of

payments and others not in compliance. Prepares report on the summaries of deliveries and the corresponding costs and payables.

Record Unit

The Unit is headed by a Records Officer.

It is charged with the responsibility of securing the records and documents of the entire office as well as establishingand maintaining an effective centralized management system for policy, personnel and salaries registries.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016General Services Section

This section is headed by a General Services Chief B.

This is charged to the maintenance, safety and serviceable property, plant, and equipment.

The functions include;• Maintenance of building and grounds.• Safety, security, orderliness and cleanliness of all areas.• Maintenance, usability and availability of equipment, vehicles, tools and other machines and the

motor pool area.• Proper disposal of waste and obsolete materials according to COA guidelines.

Building and Ground Maintenance Unit

This Unit is headed by the General Services Chief B and charged with the responsibility of providing technical supportto ensure optimal utilization of plant, property and equipment.

Its functions include;

Maintenance of buildings, plant and equipment. Provision of guidance to procurement and supplies in the formulation of acceptable technical specifications. Maintenance of inventories of assets.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Safety and Security Unit

This unit is headed by a Division Manager of the General Services.

Its functions include;

• Contact and coordination with the Manager and supervisor of the Security Services provider.• Conduct monthly formation for information and improvement in the performance of duty of guards.• Prepare and update contract of service yearly and before its termination.• Monitor hourly and daily status of assigned guards at main and sub-offices, facilities and sources.• Updates and monitor compliance to security licenses, fire arms and other requirements.• Monitor in the strict implementation of office rules and regulations as well as the agency.• Other job related to safety and security.

Motor Pool Unit

This unit is headed by Department Manager of the Administrative and Human Resource in the maintenance ofequipment, vehicles, machines, generator and other small equipment.

Its functions include the following:• Implement scheduled maintenance program.• Procurement of defective or worn out parts.• Coordinate with retainer on the services beyond the capacity of the Motor pool.• Met with respective operators, drivers and in-charge on the minor repairs, checkup and replacement.• Ensure cleanliness and orderliness of motor pool, units, tools and others.• Ensure safety application and secure areas and unit.• Prepare and update retainer contract, services fees and payments.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Supplies Unit

The unit is headed by a Supply Officer.

It is charged with the responsibility of the inventory of supplies and its availability, preparation of PurchaseRequisitions, Job Orders and payments of procured goods, works and services for all end users.

Receives deliveries of supplies with the Procurement Unit and the Inspection Team with the presence of COA. Supervise the receiving and releasing of supplies with proper recording to bin and stock cards.• Prepares payments of deliveries with the required attachments.• Submit report on deliveries to COA within the day.

Definition of Terms:

1. GPPB – Government Procurement Policy Board2. PhilGEPS – Philippine Government Electronic Procurement System3. COA – Commission on Audit4. PMT – Performance Management Team5. SALN – Statement of Assets, Liabilities and Net Worth6. PPE – Property, Plant and Equipment7. RA – Republic Act8. SPMS – Strategic Performance Management System9. A & HRD – Administrative and Human Resource Department/Division

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016

CSC FORM NO. 6Revised 1984

MKWD1. Office/Agency 2. Name ( Last ) ( First ) ( Middle )

3. Date of Filing 4. Position 5. Salary ( Monthly)

6.a.)TYPE OF LEAVE 6.b.) WHERE LEAVE WOULD BE SPENT: (1.) IN CASE OF VACATION LEAVE

Vacation Within the Philippines To seek employment Abroad ( Specify ) Others (Specify)

Leave Monetization (2.) IN CASE OF SICK LEAVE Sick In Hospital (Specify) Maternity Others (Specify) Out Patient (Specify)

6.c.)NUMBER OF WORKING DAYS 6.d.) COMMUTATION APPLIED FOR Requested INCLUSIVE DATES Not requested

Vac, Leave Sick LeaveBalance to Date:7.a.) CERTIFICATION OF LEAVE CREDITS 7.b.) RECOMMENDATION AS OF Approval

Disapproval due to

Vacation Sick Total

days days days VACATION SICK LWOP

8.c. APPROVED FOR 8.d. DISAPPROVED DUE TO:days with paydays without payothers (Specify)

DATE:

1. Application for v acation leav e or sick leav e for one full day or more shall be made on this form to be

accomplished at least in duplicate.

2. Application for v acation leav e shall be filed in adv ance or whenev er possible fiv e (5) days before going on

such leav e.

3. Application for sick leav e filed in adv ance or exceeding fiv e (5) days shall be accompanied by a medical

certificate. In case medical consultation was not av ailed of an affidav it should be executed by the applicant.

4. An employee who is absent without approv al leav e shall not be entitled to receiv e his salary corresponding

to the period of his unauthorized leav e of absence.

5. An application for leav e of absence for thirty (30) calendar days or more shall be accompanied by a

clearance from money and property accountabilities.

General Manager

APPLICATION FOR LEAVE

DETAILS OF APPLICATION

(Signature of Applicant)

RICHELLE R. FEDEREActing IRMO-A (Authorized Official)

STELLA M. GONZALES, MPS

FORMSAdministrative and Human Resource Section

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ADMINISTRATIVE ANDHUMAN RESOURCE DIVISION

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BOARD OF DIRECTORS

GENERAL MANAGER

ASSISTANT GENERALMANAGER FOR ADMIN &

FINANCE

DEPARTMENT MANAGER BSG 25

DEPARTMENT MANAGER BSG 23

ORGANIZATIONAL STRUCTURE

ADMINSERVICESSECTION

AdministrativeServices Chief B

SG 19

ADMINISTRATIVESERVICES

OFFICER ASG 16

RECORDSOFFICER

SG 14

PROCUREMENT ASSISTANT A

SG 9

PROCUREMENTASSISTANT B

SG 8

PUBLICASSISTANCE

ANDCOMPLAINTS

DESK IN-CHARGE

HUMAN RESOURCESECTION

Supervising IndustrialRelations Management

Officer - ASG 20

INDUSTRIALRELATIONS

MANAGEMENTOFFICER A

SG 15

CLERKPROCESSOR D

SG 3

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The Administrative and Human Resource Division of the Administrative and Human Resource Department hastwo Sections: the Human Resource Section and the Administrative Services Section.

GENERAL FUNCTIONS

The Administrative and Human Resource Division’s operations are guided by the following functions:

1. Plan, Develop and Implement Human Resource Management and Personnel Development Programs,Policies and Procedures pursuant to DBM, COA and Civil Service (CSC) laws and rules.

2. Responsible for the implementation and monitoring of established processes and procedures includinginternal control of procurement and records management system of the district pursuant to COA, DBM, LWUAand RA 9184 requirements.

HUMAN RESOURCE SECTION

To assist management in getting the best people with the right competence, capacity and character atthe right time.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016JOB DESCRIPTION OF PERSONNEL UNDER THE DIVISION

DIVISION MANAGER-B SG-23

Under the direct supervision of Department Manager, Admin & Human Resource Department Responsible for theplanning, directing and developing strategies for the implementation of Human Resource Management Programs,Records Management and Procurement Activities in accordance to Civil Service Laws and Rules, Department ofBudget and Management, Local Water Utilities Administration, Commission on Audit and RA 9184 and otheroversight bodies: Plan and develop strategies for human resource management, personnel development programs and

procurement activities in accordance with Civil Service laws and rules, Department of Budget &Management, COA, LWUA, and RA 9184.

Evaluates and submit proposals for the system improvement of the Division including status of officeequipment within the division.

Plan and oversee employee benefit programs in coordination with other departments.

Prepares IPCR’s, discuss and evaluates/assess employees’ actual performance against targets, performsmentoring and coaching to improve employee ratings under the Division.

Send Daily SMS of Accomplished Activities

Email weekly reports

Email Monthly reports

Coordinate and supervise the work of the support staff and ensures harmonious working relations amongemployees

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Perform other works as assigned from time to time

Attend/participate in all MKWD activities

SUPERVISING INDUSTRIAL RELATIONS MANAGEMENT OFFICER, A- SG -20

Under immediate supervision of Division Manager of Admin & Human Resource Office: Responsible for themonitoring, supervision and implementation of established process and procedures, internal control and protocolsin the Human Resource Office. Ensure accurate and on time submission of personnel action/movement and otherpersonnel related reports to Accounting & Budget Division for financial computation/allocation. Also ensureaccurate and on time submission of reportorial requirements to Civil Service, Ombudsman, DBM, COA, LWUA, GSIS,Pag-ibig, PhilHealth and other related offices and oversight bodies.

Monitor and supervise work activity of IRMO-A. Responsible for on time submission of accurate and updatedemployee related records to Accounting & Budget Division for financial computation, allocation andpayment;

Ensure implementation of HR Management plan such as recruitment, selection policy/practices, discipline,grievance, counseling, contracts, training and development as well as performance evaluation based onSPMS cycle and other personnel mechanisms;

Recommend and establish internal control system for the smooth operation of Human Resource Office;

Monitor and ensure submission of reportorial requirements to CSC, DBM, Ombudsman, COA, LWUA and otheroversight bodies;

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Check the accuracy of reports prepared by IRMO-A duly validated by the Division Manager, AHR and Dept.

Manager, AHR, AGM-A&F for submission to other departments within the office including OGM forinformation, reference and appropriate action such as:

a. Leave Reportsb. Appointmentsc. Trainings attendedd. Inventory of Personnele. Other personnel actions

Ensure 100% employee submission of SALN to Ombudsman on the first quarter of every year;

Facilitate personnel assistance on loan application, healthcare & hospitalization, monetary assistance, claimson retirement, employees’ compensation and other claims.

Process and update service records

Issue Employment Certifications

Prepare and update Plantilla of Personnel

Prepare Loyalty Awards and Step Increments.

Prepare ARA for AAO submission to GSIS.

Provide updated personnel related reports for MKWD website posting such as awardees, directory of officers,etc.

Ensure submission of reportorial requirements to CSC such as:a. Mamamayan Muna Hindi Mamaya Nab. Report on Accession

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016c. Report on Separationd. DIBARe. Updated POPf. And other CSC required reportsg. NOSA and NOSI

SMS daily accomplishment for information and updating to supervisor, other department and management;

Ensure submission of weekly and monthly reports

Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016ADMINISTRATIVE SERVICES CHIEF - SG-19

Under the immediate supervision of Division Manager of Admin & Human Resource Office: Responsible for themonitoring, supervision and implementation of established process and procedures including internal control bothof the district’s procurement system and records.

Monitor and supervise work activity of ASO-A and Records Officer B. Responsible for the strict implementationof established processes and procedures, work flows, protocols and internal control system in theprocurement unit and records unit;

Review and verify accuracy and completeness of procurement documents checked by ASO-A such ascanvass, PO, NOA, NTP and other procurement related documents including supporting attachments forvalidation by the Division Manager, AHR and ensure on time delivery of goods and services stipulated in theprocurement contract;

Monitor and ensure accurate, organized and updated office records.

Responsible for the maintenance of accurate and updated utility records, registers and ledgers per natureof transaction such as electric bill, telephone, sun cellular, cable, internet, water, magazine or newspapersubscriptions, for reference, analysis and for proper action;

Responsible for the preparation and on time settlement of charges on Light & Power, Cable, Water,Telephone landline, and Internet.

Monitors utilization of Telephone landline either official or personal and submit schedule of deduction forpersonal calls;

Responsible for vehicle and other asset registration, insurances, licenses, bonds, property taxes, BIRauthorization, and other related transactions;

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Responsible for the monitoring and settlement of individual employees sun cellular connections and ensure

accurate deductions and payment per plan holder both office and personal.

Submit monthly schedule on actual utilization and expenses per account on Electric, Water, Telephone-Landline, Cable, internet, and other related general utility expenses for counterchecking with the AccountingUnit;

Prepare monthly schedule of RATA, PERA, Rice Allowance and other employee benefits.

Ensure submission of spot reports for any discrepancy noted or any concerns in the Admin Section that needto be reported for proper action;

Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle;

SMS daily accomplishment for information and updating to supervisor, other department and management;

Ensure submission of accurate and updated weekly and monthly status reports on approved PR, PO and JOincluding that of records unit for information, reference and sound decision making;

Ensure implementation of 5s and OSHS in the workplace including supervision and monitoring of the status ofoffice equipment.


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ADMINISTRATIVE SERVICES OFFICER-A SG-16

Under the direct supervision of Administrative Services Chief: Oversee and ensure accurate and on time canvassingand purchasing of goods and services based on approved procurement documents. Ensure implementation andcompliance to established process and procedures, internal controls, work flows and other protocols of the district’sprocurement system.

Receives and records approved Purchase Request and Job Order with PhilGEPS Reference No. from BACSec for items with ABC more P50 Thousand pesos and ensure that Certificate of Availability of Funds isattached and endorse to canvasser for canvass preparation and canvassing.

Check accuracy of Canvass entries versus JO or PR and effect necessary corrections if there are any suchas: item requested including quantity, Item description or SPECS, Terms and conditions inclusive of deliverydate and site and endorse to Admin Services Chief for review to be validated by the Division Manager, AHR;

Receive picked up quotation or canvass form from Canvasser and endorse the same to BAC Sec for BACprocedures. Recommend special BAC meeting in case of urgent or emergency procurement;

Receives and records approved AOB with duly accomplished canvass and other supporting documents fromBAC Sec and endorse to Purchaser for PO, NOA and NTP preparation;

Check accuracy of PO entries versus AOB including NOA and NTP entries and effect necessary corrections ifthere are any and endorse to Admin Services Chief for review to be validated by the Division Manager, AHR

Monitor and ensure on time delivery of procured goods and services stipulated in PO or JO. In case ofdiscrepancies, coordinate with the Supply Office and Inspection team as to correctness and completenessof deliveries and advise the purchaser to correct the discrepancy with the supplier and the availability of theexact items.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Prepare outgoing communications or notices to suppliers in case terms and conditions, specifications, scope

of work, terms and preferences stipulated in the contract are not met;

SMS daily accomplishment including update of PO, JO and other procurement transactions for informationand updating to supervisors, other department and management;

Submit weekly and monthly or as the need arises on status report of approved PR, JO and PO for information,reference and proper action.

Ensure submission of spot reports for any discrepancy noted or any concerns in the procurement unit thatneed to be reported for proper action;

Prepare and ensure submission of perfected POs within 5 days to COA duly checked by Admin Services Chief,Division Manager and Dept. Manager of AHR, AGM-A&F and GM before endorsing to Accounting fortransmittal to COA;

Maintain hard copies of perfected POs with complete supporting documents in series and endorse toRecords Section every end of the year for safe keeping and disposal after the prescribed period.


Ensure implementation of 5s and OSHS in the workplace


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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016INDUSTRIAL RELATIONS MANAGEMENT OFFICER A- SG – 15

Under the immediate supervision of Supervising IRMO-A: Responsible for the implementation of established processand procedures, internal control and protocols in the Human Resource Office. Ensure accurate and on timesubmission of personnel action/movement and other personnel related reports to Accounting & Budget Division forfinancial computation/allocation. Also ensure accurate and on time submission of reportorial requirements to CivilService, Ombudsman, DBM, COA, LWUA, GSIS, Pag-ibig, Philhealth and other related offices and oversight bodies.

Responsible for the implementation of Human Resource Mechanisms, established protocols and processesand internal control

Responsible for the processing of Appointments, Job Order Contracts and supporting documents withouterror and submitted to CSC for attestation within 30 days from effectivity date

Responsible for the preparation of reportorial requirements, reviewed by the SIRMO-A duly validated by theDivision Manager, AHR and Dept. Manager, AHR, AGM-A&F for submission to other departments within theoffice including OGM for information, reference and appropriate action such as:

a. Leave Reportsb. Appointmentsc. Trainings attended including confirmation of attendance, itinerary of traveld. Inventory of Personnele. Other personnel actions

Facilitate 100% submission of employees SALN to Ombudsman on the first quarter of every year; Facilitate and lead all office activities such as:

a) Monday Convocationb) First Friday Massc) Monthly Assessmentd) Celebrations

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016e) In-House Trainingsf) GAD Activitiesg) And other related activities.

Preparation and submission of reportorial requirements to CSC on the 10th day of the following month suchas:

a. Mamamayan Muna Hindi Mamaya Nab. Report on Accessionc. Report on Separationd. Dibare. Updated POPf. And other CSC required reportsg. NOSA and NOSI

SMS daily accomplishment and status of purchasing transactions for information and updating to supervisors,other department and management;

Submit weekly and monthly accomplishment report


Ensure implementation of 5s and OSHS in the workplace;


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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016RECORDS OFFICER B SG-14

Under the immediate supervision of Administrative Services Chief: Responsible for recording and safekeeping of in-coming communications, memos, reports and other documents. Also responsible for releasing of outgoingcommunications, reports and other district documents to other offices or agencies with prior approval by theGeneral Manager. Ensure availability of accurate and updated records at all times.

Records in-coming and outgoing documents and maintains and ensure safekeeping of records;

Maintain updated files and records and ensure availability at all times when needed;

File and sort documents to individual folders.

Coordinate with National Archives and facilitate disposal of valueless records

Maintain cleanliness and orderliness of the records room.

Ensure submission of spot reports for any discrepancy noted or any concerns in the Records Unit that need tobe reported for proper action;

Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle

SMS daily accomplishment for information and updating to supervisor, other department and management

Ensure submission of accurate and updated weekly and monthly reports such as register of incoming andoutgoing communications undertaken in the records unit for information, reference and sound decisionmaking;


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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Perform other tasks as directed and participate office related activities with prior permission to direct

supervisor before leaving the post

PROCUREMENT ASSISTANT A SG-9

Under the direct supervision of Administrative Officer A: Responsible for the preparation of canvass or quotationform for at least 3 suppliers based on approved PR and JO. Perform canvassing within the prescribed period andstrictly adhere to established process and procedures, flow of works, internal control measure and other relatedprotocols in the procurement unit and the district as a whole.

Prepares and record canvass or quotation forms for at least 3 suppliers of all approved Purchase Requestsand Job Orders indicating the specifications, scope of work, terms of preference, and other conditions likedate of delivery, delivery site, after sale warranty, etc. Refer to end user or requisitionaire for any clarificationsor corrections on PR or JO entries that might contribute delay in canvassing procedures. Forward preparedcanvass to ASO-A for checking.

Performs canvassing and ensure to pick up canvass form on the following time frame:a. Within 3 days for local suppliersb. Within 5 days for regional suppliersc. Within 15 days for national suppliers.

Record and endorse picked up and sealed canvass form to ASO-A for endorsement to BAC Sec for BACproceedings;

SMS daily accomplishment and status of canvassing transactions for information and updating to supervisors,other department and management;

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Submit weekly and monthly report of canvassing transactions following the established report format for

information, reference and proper action.

Prepare spot reports for any concerns in canvassing that need to be reported for proper action;




PROCUREMENT ASSISTANT B SG-8

Under the direct supervision of Administrative Officer, A: Responsible for the preparation of Purchase Order, Noticeto Proceed and Notice of Award based on approved Abstract of Bids (AOB), delivers the same to winning supplierand ensure that winning suppliers conforms to the specs and terms and conditions stipulated in the procurementcontract. Strictly adhere to established process and procedures, flow of works, internal control measure and otherrelated protocols in the procurement unit and the district as a whole.

Prepares Purchase Order, NOA, NTP based on approved AOB, PR, or JO in 6 copies indicating therein thespecifications, scope of work, terms of preference, and other conditions like date of delivery, delivery site,after sale warranty, etc. Refer to end user or requisitionaire for any clarifications or corrections on entries thatmight contribute delay in purchasing procedures. Forward prepared PO, NTP and NOA to ASO-A forchecking.

Maintain PO register following the established format for monitoring and reference;

Serve approved PO and NOA to winning supplier within the following time frame:

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016a. Within 3 days for local suppliersb. Within 5 days for regional suppliersc. Within 10 days for national suppliers.

Follow up served PO and NOA and ensure delivery of requested goods and services within the specifiedperiod in the contract

Record served PO in the PO register for monitoring of status and checking by the ASO-A;

Compile issued POs intact and in series (including cancelled PO if there are any) with complete supportingdocuments. Photocopy attachment I case of lacking copies;

SMS daily accomplishment and status of purchasing transactions for information and updating to supervisors,other department and management;

Submit weekly and monthly report of purchasing transactions following the established report format forinformation, reference and proper action.

Prepare spot reports for any concerns in purchasing that need to be reported for proper action;


Ensure implementation of 5s and OSHS in the workplace

Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016CLERK PROCESSOR D SG-3

Under the immediate Supervision of Division Manager A & HR: Perform clerical functions and serve as run errand ofthe transactions under the Admin & Human Resource Division.

Receive and file memo and other documents including incoming communications, reports etc. Organizeand manage files with computerized tracking directory for easy location of documents when needed.

Ensure cleanliness, orderliness and proper arrangement of the Division before, during and after office hoursincluding office equipment like computer units, tables, cabinets and other fixtures

Prepare and disseminate memorandum, communications and other related tasks as instructed by theDivision Manager.

Record transactions and reports received on daily basis;

Set procedures on tracking appointments, meetings or deadlines

Record proceedings of all meetings conducted by the division with attendance sheets and submit activityreport 3 days after the meeting

Submit weekly and monthly activity report



Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post

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FUNCTIONS: HUMAN RESOURCE UNIT

1. ISSUANCES:

a) Appointments – The vacant Position has been published with the CSC Field office and can be filled up within6 months from date of publication or 9 months for as long as the PSB has convened within 6 months from dateof publication. Appointment is issued by the appointing authority and the IRMO-A shall prepare the followingdocuments:

1. Appointment Form – CSC KSS porma2. CSC Appointment Processing Form3. CSC Transmittal Form4. CSC Position Description Form5. Certificate of Availability of Funds6. Oath of Office

Other attachments:Duly Accomplished Personal Data Sheet in 3 copiesMedical Certificate with Documentary StampPhotocopy of Certificate of EligibilityPhotocopy of IPCR for two rating periodsPSB Recommendation/ResultNBI Clearance

7. Casual Appointment shall be issued and prepared before expiry date of the appointment.

After all signatories are secured, the Appointment must be submitted to CSC Field Office within 30 days after itsissuance for attestation.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016b) Certifications – Any official document requested from the Human Resource Office must be in form of written

request indicating its purpose and duly noted by its respective managers. Request Form is available from thisoffice.

c) Clearances – The IRMO-A shall prepare the Clearance Form and the Affidavit of Under taking to beprocessed/facilitated by the retiree or resigned employee.

d) Service Record – Upon written request, the IRMO-A shall prepare and furnish updated and duly approveservice record to the requesting party.

e) Renewal of Job Order Contract – the IRMO-A shall prepare renewal of JOB Order Contract afterrecommendation duly approved by the General Manager

f) Memorandum – From time to time, the HRD shall issue memorandum concerning personnel matters

2. REPORTS:

a) Leave Reports- All leave credits and privileges must be in accordance to Book V of EO 292.

For sick leave, personnel must notify the direct supervisor for the reason of his absence. Upon return to work,personnel concerned must file the leave application form with attached prescribed medical certificate orformal explanation letter.

For vacation, force and special leaves, leave applications must be filed five (5) days before the scheduledleave.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016All leave applications must be facilitated by the employee concerned and certified by the IRMO-A for leavebalances, before approval of Division Managers, Department Managers, Assistant General Managers andfinal approval of the General Manager. No personnel are allowed to take leave without the proper approvedleave application.

On the 10th working day of the month, Leave Reports are submitted. The IRMO-A shall gather all recordspertinent to employee attendance. The IRMO-A/support staff shall prepare the following:

1. Summary of Under Time2. Summary of Tardy Incurred3. Summary of Leave Applications4. Summary of Leave Balances5. Summary of Balance on Special & Force Leaves6. Post to individual Leave Ledger Card (Hard and Soft Copy)7. Leave Without Pay8. Leave Monetization9. Furnish copies to all departments for reference after its approval.

b) Overtime & Compensatory Overtime Credits – On Overtime accomplishment report, the IRMO-A must reflectsthe individual balance on COCs before affixing the signature and final approval of the General Manager.

c) Awardees – the IRMO-A shall prepare the request for cash incentives for Awardees for the month, JO forplaques and other incentives.

d) Step Increment – For every three years of service to the position, the IRMO-A shall prepare the schedule ofStep Increment of personnel for the month for GM’s approval and to be submitted to the CSC Field office fornotification and posting to individual ledger cards of employees.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016e) CSC reports – The HR Unit shall prepare and submit the following quarterly reports to CSC:

1 Accession Report2 Report on Separation3 DIBAR4 Mamayan Muna Hindi Mamaya Na report5 Inventory of Government Personnel (IGP)-annually6 Others- documentation of activities during CSC Month – September

f) Notice of Salary Adjustment- the IRMO-A shall prepare individual NOSA duly approved by the GeneralManager and to be submitted to DBM and CSC.

g) Statement of Assets and Liabilities and Net Worth-SALN- the IRMO-A shall prepare the summary of SALN of allpersonnel after duly notarized for submission to the Office of the Ombudsman for Mindanao.

h) Trainings Attended – On a quarterly basis, the IRMO-A shall prepare and submit list of trainings attended bypersonnel.

i) Inventory of Personnel – the IRMO-A shall submit a monthly inventory of personnel report duly approved bythe General Manager.

j) During the last quarter, the IRMO-A shall submit schedule of Awardees and Step Increment for the followingyear to Accounting and Finance Division for inclusion in the Budget preparation.

k) Update Plantilla of Personnel every time there are changes in position and salary

l) Prepare HRD Annual Procurement Plan for inclusion during Budget preparation.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016m) Prepare the following Annual Reports.

1. Leave Balance for the year2. Monetary Value of accrued leave3. Leave monetized for the year4. Summary of Trainings Attended by personnel for the year5. Summary of Awardees for the year6. Summary of Step Increment Issued for the year7. Updated Plantilla of Personnel

3. RECORDS MANAGEMENT

a) 201 Files – On semi-annual basis, the HRD shall post duly approved summary of contents of individual 201files for reference and updating. All employees either permanent or casual in status must have individual201 file which shall contain the following documents:

1) Appointments- with attachments2) Disciplinary Actions3) Personal Data Sheet-to be updated annually4) Certificate of Trainings- to be provided by the concerned personnel5) Eligibilities6) School Records7) NOSA8) Step Increment9) NSO Authenticated Birth Certificate & Marriage Contract10)Copy of SALN

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016b) Plantilla of Personnel (POP) – On annual basis, the HRD shall furnish updated approved Plantilla of

Personnel to DBM and CSC in compliance to all government agencies’ mandate. HRD shall facilitate theapproval of DBM for new positions created in addition to existing POP. To monitor the POP, the monthlyinventory of personnel must be furnished to all departments for reference.

c) Leave Ledger Cards – updated leave ledger cards must be posted to HRMS.

d) Service Records – Any changes in status of employment like step increment, promotion, demotion, andsalary adjustments are recorded in the service record and updated in the HRMS.

e) Reference Books – Compilation of CSC Memorandum Circulars are available for reference.

4. EMPLOYEE DISCIPLINE AND OTHER PERSONNEL ACTIONS

All personnel movements and other actions must emanate from the appointing and disciplining authority. Arepresentative from the HRD must be automatically a member of Personnel Mechanisms like GrievanceCommittee, Personnel Selection Board, Personnel Development Committee, PRAISE Committee, Committeeon Decorum and Investigation (CODI) Citizens Charter, SPMS, and other related committees.

The HR Office shall at all times assist the General Manager on issues regarding personnel matters.

5. PERSONNEL WELFARE RELATIONS

a) Prepare schedule of personnel donation in case of death to immediate members of the family.b) Prepare schedule of monthly Leave Monetization, NOSI, & NOSAc) Prepare schedule of GSIS Group Term Accident Insurance annuallyd) Conduct orientation on CSC and Office Rules and Regulations to newly hired employees and OJTse) Acts as Liaison Officer to GSISf) Assist personnel needs in terms of supporting documents for claims with Civil Service Commission, Pag-ibig,

GSIS and HMO.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016g) Assist employees in time of sickness, death and other related incidents.h) Acts as linkage with other agencies and NGOs.i) Focal unit of office activities like Convocations, Flag Raising, Monthly Assessment, First Friday Mass and

Physical Fitnessj) Receives incident reports from different department for record purposesk) Prepare schedules for RATA, PERA, Rice Allowance & Other benefitsl) Send SMS regarding information about office activities.

6. STRATEGIC PERFORMANCE MANAGEMENT SYSTEM (SPMS)

The SPMS is a systematic process by which an agency involves its employees, as individuals and as membersof a work unit, in improving organizational effectiveness in the realization of the agency’s vision, mission andstrategic goals.

With SPMS, the accomplishment of work performance by employees is tightly linked with the over-archingvision of the agency so that, whether as separate individuals or as a component of a collective in the unit towhich they belong, the employees’ work targets and subsequently their work accomplishments serve toadvance the attainment of organizational goals.

SPMS is a tool for managing performance in ways whereby work accomplishments are monitored throughoutthe span of the performance rating period, and not merely paid attention at the end of such period whenratings are already determined. With a premium on performance management, the SPMS attempts to raise thenotch for work productivity both of the individual employee and of the whole organizational in tandem.

With work productivity raised at a higher level, expected to emerge as consequences are the delivery ofmore efficient and more effective services to the public and the elevation of satisfaction on the part of theclients.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Objectives

1. To concretize the linkage of the overall performance of Metro Kidapawan Water District with its AnnualBudget Plan

2. To ensure organizational effectiveness by cascading institutional accountabilities to the various levels ofthe organization anchored on the establishment of a scientific basis for performance targets andmeasures;

3. To link performance management with other HR systems using one platform, such that only one basis isused in performance evaluation, HR planning and interventions, rewards and incentives, discipline andpersonnel actions;

4. To improve organizational and individual performance through a systematic approach via an ongoingprocess of establishing strategic performance objectives, measuring performance, and collecting,analyzing, reviewing, and reporting performance data; and

5. To align individual and organizational performance with the latter’s strategic goals by putting premiumon performance results of the organization.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016The Key Players

PLAYER ROLEThe SPMS Champion - Primarily responsible and accountable for the establishment and the

implementation of the SPMS.

- Sets agency performance goals/objectives and performance measures.

- Determines agency target setting period.

- Approves the performance commitment and rating of all work units asreflected on their respective Office Performance Commitment and Rating(OPCR) forms.

- Assesses the performance of all work units.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016The PerformanceManagement Team (PMT)

- Sets consultation meeting of all heads of work units for the purpose ofdiscussing the targets set in the OPCR form.

- Ensures that the performance targets and measures of work units, as well asthe budget for these, are aligned with those of the agency, and that thedistribution of work among the work units is rationalized;

- Consolidates, reviews, validates and evaluates the performance assessmentof work units after the SPMS pilot-testing period based on these work units’reported accomplishments against the success indicators, and the allottedbudget against the actual expenses. The result of the assessment is its basisfor recommendation to the General Manager, who determines the finalrating of work units. During the SPMS pilot-testing period, this role is assignedto the Planning Office.

- Recommends approval of the office performance commitment and ratingof the work units to the General Manager.

- Acts as the appeals body and the final arbiter for issues arising from workperformance management.

- Identifies potential top performers and provides inputs to the PRAISECommittee in the grant of awards and incentives.

- Adopts its own internal rules, procedures and strategies in carrying out theforegoing roles, including such matters as setting the schedule of itsmeetings and deliberations and delegating authority to representatives ofits members in case of their absence during meetings.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016The Planning Office - Acts as the Secretariat of the PMT.

- Monitors the submission of the OPCR form by various heads of work units, andsets the schedule for the review/evaluation of the commitments of all workunits by the PMT before the start of the performance period.

- Consolidates, reviews, validates and evaluates the initial performanceassessment of all work units based on their reported accomplishmentsagainst the success indicators, and the allocated budget against the actualexpenses. The result of this assessment, which is done during the pilot-testingperiod of the SPMS, is submitted to the PMT, which recommends the same tothe General Manager who shall determine the final rating of the work units.After the pilot-testing period, this role pertaining to the consolidation, review,validation and evaluation of performance of the work units, is assumed bythe PMT.

- Conducts the agency’s Annual Performance Planning and ReviewConference of all heads of work units for the purpose of discussing theperformance assessment of these work units in the preceding performanceperiod and of planning for the approaching performance period. Thisincludes discussion pertaining to budget utilization with relevant data beingprovided by the Accounting and Budget Division.

- Provides to every work unit its final performance rating which serves as basisby the heads of these work units in rating individual staff members under them.

The Human ResourceManagement Office

- Monitors the submission of Individual Performance Commitment and Review(IPCR) form by heads of work units.

- Reviews the Summary List of Individual Performance Rating to ensure that theaverage performance rating of employees is equivalent to or not higher than

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016the performance rating of the work unit to which these employees belong asrecommended by the PMT and as approved by the General Manager.

- Provides analytical data on retention, skill/competency gaps, and talentdevelopment plans that align with strategic plans.

- Coordinates developmental interventions that will form part of the HR Plan.The Department Manager - Assumes primary responsibility for the management of performance in his/her

work unit.

- Conducts a strategic planning session with personnel under him/her beforethe start of the performance period in order to agree on the outputs that areto be accomplished in the ensuing performance period as based on thegoals/objectives of the organization, and submits to the planning office thetargets of his/her work unit as reflected on the OPCR form.

- Reviews and approves individual employee’s targets as shown on theirrespective IPCR forms, and submits the same to the AHRD office before thestart of the performance period.

- Does the initial assessment of his/her work units’ performance using the OPCRform?

- Determines the final performance rating of the individual employees inhis/her work unit based on proof of their performance and using as referencethe performance rating of his/her work unit as approved by the GeneralManager, taking into mind that the average performance rating ofemployees should not be higher than the performance rating of the work unitto which they belong.

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The SPMS Process

The SPMS follows the four-stage performance management cycle framework (please see Diagram 1 below).

At the start of the SPMS cycle, Performance Planning and Commitment kicks off as the first stage. It is followed

by Performance Monitoring and Coaching stage, after which is Performance Review and Evaluation stage as

followed by Performance Rewarding and Development Planning stage.

The four stages take place one after another within the performance period such that the cycle repeats itself

in the next and succeeding performing periods.

- Identifies necessary intervention to employees based on the assessment oftheir developmental needs and consequently does the following: Recommends and discusses a development plan with the individual

employees who obtain Unsatisfactory performance rating during therating period not later than one month after the end of said period, andprepares a written notice to said employees that a succeedingUnsatisfactory performance shall warrant their separation from theservice.

Provides preliminary rating to the employees showing Poor performancerating not earlier than the third month of the rating period, recommendsa developmental plan for said employees and discusses this with them,and issues a written notice that failure to improve their work performanceshall warrant their separation from the service.

Individual Employees - Act as partners of the management in meeting performance goals of theentire organization. Act as partners of their fellow employees in meetingperformance goals of their own work unit.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Diagram 1: The SPMS Cycle

PERFORMANCEMONITORING &

COACHING

PERFORMANCEREVIEW &

EVALUATION

PERFORMANCEREWARDING &DEVELOPMENT

PLANNING

PERFORMANCEPLANNING &

COMMITMENT

STARTHERE

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Performance Planning and Commitment

– Takes place when the heads of work units meet the members of their respective staff in order to agree onthe outputs that should be accomplished in their own work unit as based on the larger organizational goals.

– The success indicators serve as basis in the preparation of the OPCR by the heads of the work units and inthe preparation of the IPCR by the employees.

Into the success indicators of every output, performance measures are integrated. These performance

measures include Effectiveness (quality), Efficiency (quantity), and Timeliness. The table below defines what these

performance measures mean.

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CATEGORY DEFINITION

Effectiveness/Quality

The extent to which actual performance compares with targetedperformance.

The degree to which objectives are achieved and the extent to whichtargeted problems are solved.In management, effectiveness relates to getting the right things done.

Efficiency The extent to which time or resources are used for the intended task orpurpose.

Measures whether targets are accomplished with a minimum amount orquantity of waste, expense, or unnecessary effort.

Timeliness Measures whether the deliverable was done on time based on therequirements of the law and/or clients/stakeholders. Time-relatedperformance indicators evaluate such things as project completiondeadlines, time management skills and other time-sensitive expectations.

Table 2: Performance Measures and their Definition

Target-setting period

- Set in the entire month of November in every year. At the end of the month, particularly on November 29,or on any working day before this day if November 29 falls on a weekend or if it is declared as non-workingholiday, the targets of work units and of individual employees should have already been reflected on theOPCR and on the IPCR, respectively, and submitted to the PMT and to the AHRD.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Performance Monitoring and Coaching

- Regular monitoring of the work units and of the individual employees of every unit is an essential aspectof this stage.

- As heads of divisions assume redefined roles as performance managers, they as well take on new functionsas coaches and mentors; provide an enabling environment and the necessary interventions in order toimprove team performance of their own units, and develop individual potentials.

- Throughout the performance period, regular monitoring by the heads of work units on the progress andon the quality of work output of individual employees happens such that the progress of workaccomplishment of the work unit is also being simultaneously monitored.

- In the conduct of regular monitoring, the head of the work unit address factors that either help or hindereffective work performance. The focus is essentially on the critical function and strategic shift of work unitheads as frontrunners of developmental planning with emphasis on the strategic role of being an enabler,coach or mentor rather than being a mere evaluator.

- Monitoring may be conducted through meetings, one-on-one discussions, memorandum and review ofpertinent documents, such as reports and communications and tracking forms, to ensure timelycompletion and quality execution of deliverables. Monitoring is also done to avert any untoward incidentor to address constraints and challenges, if these occur.

- The work unit head maintains the Monitoring and Coaching Journal to record the conduct of monitoring.The journal contains the date and form of monitoring, name of persons being monitored and criticalincidents noted.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016As coaches, the work unit head performs a critical function aimed at empowering and helping individual

employees in their work assignments.

Performance Review and Evaluation

- This phase aims to assess the performance level of both the work unit and the individual employees basedon set performance targets and measures as approved in the OPCR and in the IPCR, respectively.

- The rater objectively determines the gaps between the actual and the desired performance. In effect,the results of the assessment possess such elements as impartiality and objectivity owing to scientific andverifiable basis for target setting and evaluation

-Office Performance Assessment

- At the end of the performance period, the head of a work unit initially assesses the performance of his/herown unit using the OPCR form already containing the targets earlier set before the start of theperformance period.

- Comparing the targets set before the start of the performance period and the accomplishments madeat the culmination of the performance period, the rating of every MFO is determined based on the successindicators indicated on the OPCR using a five-point rating scale with 5 being the highest possible ratingand 1 being the lowest possible rating.

- Every MFO is rated of its performance measures on Effectiveness (quality), Efficiency (quantity) andTimeliness, and the average of these performance measures is taken to determine the overall rating ofthe MFO in a given performance period.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- Depending on whether the MFOs are categorized as under Strategic Objectives, Core Functions, or

Support Functions, specific percentages are assigned to a group of MFOs belonging to any of these threecategories. Such distribution of percentages according to the category of MFOs varies if the MFOs listedon the OPCR belong to any combination of only two of these categories instead of all the three of them.

- The rating of the work unit done by its head is submitted to the PMT for purpose of consolidation, review,validation and evaluation.

- From the PMT, the recommended rating of the Department is forwarded to the General Manager whoissues the final rating of the Department

- In case of a protest, an appeal or any issue arising from the final rating of work units, the concerned headof work unit may bring up the matter during the Annual Performance Review Conference, in which saidmatter is taken up.

- Any protest, appeal or issue pertaining to the work unit’s final performance ratings can no longer beappealed or contested after the conduct of the Annual Performance Review Conference.

Individual Performance Assessment

- At the end of the performance period, the work unit head of the individual employee assesses saidemployee’s performance based on commitments made at the beginning of the rating period. Theperformance rating is solely based on records of accomplishments.

- In no case will the average of all individual performance ratings in a work unit, as reflected on theirrespective IPCRs, be higher than the performance rating of their work unit as reflected on its OPCR.

- When intervening tasks may arise at any time during the performance period, the outputs arising fromthese tasks are immediately reflected on the revised IPCR of the concerned employee after the successindicators of said outputs are agreed upon by the same employee and his/her work unit head, in case

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016there are new outputs which have yet no success indicators. But in cases when the outputs arising fromintervening tasks are not new ones and their success indicators have already been set, these successindicators are reflected on the revised IPCR as basis for rating.

- An employees’ assessment shall be discussed by the work unit head with the concerned ratee prior to thesubmission of said employee’s IPCR to the HRM Office by the same work unit head within the prescribedtime.

- The head of a work unit releases the Summary List of Individual Ratings and this is also submitted to theHRM Office as a cover page of all the IPCRs of the employees of his/her work unit.

- An employee who is dissatisfied with his/her final performance rating may file an appeal with the PMTwithin ten calendar days from the date of receipt of notice of his/her final performance rating from his/herwork unit head. The PMT decides on the matter within one month from the receipt of the appeal.

Performance Rewarding and Development Planning

- The final stage of the SPMS involves a scrutiny into the performance ratings of work units and of individualemployees so as to determine which of the work units and individual employees are deserving of rewardsand incentives, on the one hand, and which of the same require HR interventions so as they can improvetheir work performance in the ensuing performance period, on the other hand.

- A component of the individual employee’s evaluation is the competency assessment vis-à-vis thecompetency requirements of the positions they respectively occupy. The AHRD Office initiates thisparticular evaluation process and its results are discussed by and between the heads of work units andeach of the employees under them at the end of the rating period. This discussion focuses on thecompetency-related performance strengths and gaps of employees, including the opportunities that areavailable to address these gaps. Career paths and alternatives may also become part of the discussion.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- The result of the competency assessment is treated independently of the performance rating of the

employee.

the AHRD Office in consolidating and coordinating developmental interventions that will eventuallyform part of the HR Plan and that will be used as basis for rewards and incentives;

the PMT in identifying potential PRAISE nominees for various award categories; and

the PRAISE Committee in determining top performers who qualify for awards and incentives.

Rating Period

The first semester performance period begins on January 1 and ends on June 30, while the second semesterperformance period begins on July 1 and ends on December 31.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Rating Table

Average Rating (Quality andTimeliness)

Equivalent NumericalRating

(To be reflected on theIPCR)

5.00 54.00 - 4.99 43.00 - 3.99 32.00 - 2.99 21.00 - 1.99 1

Table No. 3: SPMS Conversion Table

QuantityRating

Percentage of Actual Accomplishment

5 Accomplishment is 130 percent or more thanthe set target

4 Accomplishment is 115 to 129 percent morethan the set target

3 Accomplishment is equal to the set target or101 to 114 percent more than the set target

2 Accomplishment is 51 to 99 percent of the settarget

1 Accomplishment is below 50 percent of thetarget

Table No. 4: Rating for Quantity of Outputs that are not Fixed

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Next to be given a rating is Quality under Rating column of the IPCR. Whatever is the output’s ENR that

corresponds to the Semester’s Quality Average becomes the Quality Rating.

As for Timeliness, whatever is the output’s ENR that corresponds to the Semester’s Timeliness Averagebecomes the rating.

The average of the figures for Efficiency/Quantity, for Quality, and for Timeliness under Rating column of theIPCR is computed and consequently written as the Average rating on the last sub-column under Ratingcolumn.

Once the Average rating is taken for all outputs on the IPCR, the Average Rating of all outputs belonging toStrategic Objectives category is further computed. The Average Rating of all outputs belonging to CoreFunctions category is also computed. And so is the Average Rating of all outputs belonging to SupportFunctions category similarly computed.

The Average Ratings of the three categories of outputs, such as Strategic Objectives, Core Functions andSupport Functions, are assigned corresponding percentages to arrive at the Final Rating of the employee ina given semester. This percentage distribution is shown below:

If an employee has outputs in all three categories as reflected on the IPCR:

Strategic Priorities - 45%;

Core Functions - 45%;

Support Functions - 10%;

Total - 100%.

If an employee has outputs only in two out of three categories, as reflected on the IPCR:

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Strategic Priorities - 50%;


Total - 100%.



Total - 100%.



Total - 100%

If an employee has outputs only in one out of three categories, as reflected on the IPCR:



Support Functions - 100%.

– After computing the Final Rating, the adjectival rating is added on the IPCR. The description of eachnumerical rating and its corresponding adjectival rating is shown on Table No. 5 below.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Range Adjectival Rating

4.51-5.00 Outstanding (O)

3.51-4.50 Very Satisfactory (VS)

2.51-3.50 Satisfactory (S)

1.51-2.50 Unsatisfactory (US)

1.00-1.50 Poor (P)

Table 5: The Range of Overall Numerical Ratings and their Respective Adjectival Ratings

- In computing the OPCR, the head of a work unit simply consolidates all the IPCRs of his/her individualemployees into his/her own MFOs on the OPCR. He/she also includes on the OPCR the ratings of outputshe/she himself/herself did. Following the steps enumerated above in computing the Final Rating on the IPCR,the head of a work unit also computes his/her own Final Rating to be reflected on his/her own OPCR. In noway should the OPCR of a head of a work unit be higher or lower than the average of all IPCRs of individualemployees under said head.

- The rating scale to be used in measuring the performance of individual employees in their completion oftargeted outputs uses a five-point rating scale, 5 being the highest and 1 being the lowest. The same ratingscale is used to show an individual employee’s overall performance rating in a given performance period.

- A similar five-point rating scale is used in measuring the performance of work units in their accomplishment oftargeted MFOs. The same rating scale is further used in determining the work unit’s overall performance ratingin a given performance period.

- The overall numerical performance ratings of work units and of individual employees in any givenperformance period have their respective adjectival performance ratings. Table 6 below shows theadjectival equivalent of each numerical rating, as well as its description.

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Table 6: The Rating Scale’s Numerical Values and their Respective Adjectival Nomenclature and Description

RATINGDESCRIPTION

Numerical Adjectival

5 Outstanding Performance represents an extraordinary level of achievement andcommitment in terms of quality and time, technical skills andknowledge, ingenuity, creativity and initiative. Employees at thisperformance level should have demonstrated exceptional jobmastery in all major areas of responsibility. Employee achievement andcontributions to the organization are of marked excellence.

Performance exceeding targets by 30% and above of the plannedtargets.

4 Very Satisfactory Performance exceeded expectations. All goals, objectives andtargets were achieved above the established standards.

Performance of 115% to 129% of the planned targets.3 Satisfactory Performance met expectations in terms of quality of work, efficiency

and timeliness. The most critical annual goals were met. Performance of 100% to 114% of the planned targets.

2 Unsatisfactory Performance failed to meet expectations, and/or one or more of themost critical goals were not met.

Performance of 51% to 99% of the planned targets1 Poor Performance was consistently below expectations, and/or reasonable

progress toward critical goals was not made. Significant improvementis needed in one or more important areas.

Performance failing to meet the planned targets by 50% or below

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Sanctions

- The timely submission of the OPCR by the head of the work unit to the PMT and of the OPCR by theindividual employees to their respective work unit heads, who subsequently submit the same to the HRMOffice, forms part of the performance rating, the OPCR and the IPCR being outputs.

- Prescribed periods in the submission of the OPCR and the IPCR, whether containing only the targets for anensuing performance period or already containing the ratings after the culmination of a performanceperiod, are specified in the SPMS

- Unless justified by the PMT, non-submission of the OPCR and/or the IPCR becomes a ground for:

a. The employees’ disqualification for performance-based personnel actions which require the rating ina given period, such as promotion, training or scholarship grants and performance-based incentives,if the failure of the submission of the OPCR or the IPCR is the fault of the employees.

b. An administrative sanction for violation of reasonable office rules and regulations and for simpleneglect of duty for the work unit heads or employees who are responsible for the delay or non-submission of the OPCR and/or IPCR.

c. Failure on the part of the work unit head to comply with the required notices to their employees whohave UNSATISFACTORY or POOR performance rating in any given performance period is a ground foradministrative offense for neglect of duty.

Appeals

- Any appeal, issue or concern on the initially approved final rating of a work unit may be raised during theAnnual Performance Review Conference. Once a decision on the appeal, issue or concern raised to thisconference is made, the same decision is considered as final and can no longer be appealed.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- Individual employees who feel aggrieved or dissatisfied with their final performance ratings may file an

appeal with the PMT within ten calendar days from the date of receipt of notice of their final performancerating from their work unit head. The PMT decides on the matter within one month from receipt of theirappeal.

- A work unit or an employee is not at all allowed to protest the performances ratings of other work units ortheir co-employees, respectively. Performance [ asset, MKWD shall ensure the health, wellness and safelynot only of its officials but also of all its employees to achieve organizational productivity and success.

- As exercise is the key to maintaining employees’ health, MKWD have provided necessary physical fitnessand sports equipment and facilities.

- As smoking is linked to many health conditions and diseases, MKWD shall adopt a no-smoking policy on itspremises.

- As psycho-social and spiritual growth of its workforce lead to its development, MKWD conducted activitiesaimed at addressing the psycho-social and spiritual development of its workforce.

- Establishment and implementation of a Disaster Preparedness and Security Plan to ensure occupationalsafety and health, MKWD shall provide full support on generally accepted principles and standards onoccupational safety and health as its own.

- As MKWD recognizes the indispensable roles of private and government entities, it shall undertakepartnerships with these agencies in the implementation of this Employee Health and Wellness Program.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20167. Health and Wellness Programs

1. Physical-Medical Health Programs

a. Physical and Medical Examination

The agency’s personnel shall be allowed a two-day Annual Check up to consult with a competent

physician who shall prescribe the conduct of appropriate medical laboratory tests depending on the

needs of the individual employees. The results of the tests shall form part of the employees’ medical record.

New entrants are required to submit the results of the following laboratory tests:

Complete Blood Count

Fasting Blood Sugar

Platelet Count

Chest X-ray

Drug Test

Urinalysis

Neuro Test

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016b. Physical Fitness, Sports and Recreation

A physical fitness activity is done every Friday from 8:00-9:00 in the morning.

In the afternoon, sports activities are conducted.

c. Other Health Conditions

MKWD employs the services of the Health Maintenance Organizations (HMO) in addition to the

PhilHealth benefits. MKWD also contracted a retainer for Medical Services and Psychologist.

d. Psycho-Social Development Programs

To provide everyone a time to gather and socialize with one another and to ensure increased and

renewed rapport, camaraderie and better understanding among themselves, the following activities are

conducted:

Family Day

Teambuilding Activities

Women’s Day

Mothers’ Day

Fathers’ Day

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20162. Spiritual Health Promotion

MKWD celebrates First Friday Mass.

The agency respects the right of its employees to the free exercise of religion provided that such activities

related to one’s religious convictions shall not jeopardize the delivery of public service.

8. COMPENSATION, BENEFITS, RIGHTS AND OTHER PRIVILEGES

Received by an employee pursuant to one’s appointment, excluding per diems, bonuses, overtime pay,

honoraria, allowances. Wage refers to the compensation for manual labor, skilled or unskilled, paid at stated

times, and measured by the day, week, month, or season.

Incentive pay is granted to all appointive officials and employees including casual, temporary and full-time

contractual who obtained at least a satisfactory performance rating for the 2 semester immediately preceding

the year in which the incentive pay shall be granted.

9. LEAVE BENEFITS ADMINISTRATION

RATIONALE OF LEAVE BENEFITS

Reward employees for services continuously rendered

Enhance the health and well-being of employees

Provide rest so the y could come back to the office with renewed vigor and energy

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Leave benefits are anchored on the basic principle that a healthy person is a productive employee.

Leave of absence - right granted to officials and employees not to report for work with or without pay as may

be provided by law. Permanent, temporary, contractual or casual employees are entitled to 15 days

vacation and 15 days sick leave annually with full pay. They may accumulate these benefits without limit.

Entitlement of leave privileges

Permanent, temporary, contractual or casual, who render work during the prescribed office hours, shall be

entitled to 15 days vacation and 15 days sick leave annually with full pay exclusive of Saturdays, Sundays, Public

Holidays, without limitation as to the number of days of vacation and sick leave that they may accumulate.

Types of Leave

Vacation Leave

- Personal reasons

- Rest and relaxation essential to one’s mental and physical health

Sick Leave

- Sickness or disability on the part of the employee concerned or any member of one’s immediate family

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Cumulative

- Incremental acquisition of unused leave credits

- unused leave credits in given year are carried over to the next year

Commutative

- Sick and vacation leave are converted to their corresponding money value

Liberal Leave Policy

- Maternity leave benefits to unmarried women

- Paternity leave for married male employees

- Maternity and paternity leave for adoptive parents

- Parental leave benefits to solo parents

- Rehabilitation Leave

- Leave of officials and employees on extended service

- Ten-day leave benefits to women who have been subjected to violence

- 60 calendar days for female employee

- 7 working days for male employee

Parental Leave for Solo Parent

- Granted to solo parent to enable them to perform parental duties and responsibilities where physical

presence is required

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- 7 days in addition to existing leave privileges

Rehabilitation Leave

- granted on account of wounds or injuries incurred in the performance of one’s duty or job-related

- employee on full pay but not to exceed 6months

- May be availed on a half-time basis or intermittent schedule

- absence shall not be charged against sick leave or vacation leave

Terminal Leave

- refers to the money value of the total accumulated leave credits of an employee based on the highest

salary rate received prior to or upon retirement date/voluntary separation.

- Clearance from the Ombudsman is no longer required for processing and payment of terminal leave.

Such clearance is needed only for payment of retirement benefits.

- Request for payment of terminal leave benefits must be brought within 10 years from the time the

right of action accrues upon an obligation created by law.

Leave of officials and employees on extended service

- Entitled to 15 days vacation and 15 days sick leave annually

- Non-commutative and non-cumulative

Ten-day Leave under RA 9262 (Anti- Violence Against Women and their Children)

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016AHRD shall:

- Ensure the proper implementation of the guidelines; and

- Record all availed applications and/or consumed/used leave

Monetization of Leave Credits

- Granted to employees in the career and non-career service whether permanent, temporary, casual orco-terminus with 15 days vacation leave credits

- minimum of 10 days provided that 5 days is retained after monetization

- 50% or more of vacation/sick leave credits for valid and justifiable reasons

When is monetization of 50% of leave credits allowed?

- Health, medical and hospital needs;

- Financial aid and assistance brought by force majeure events;

- Educational needs;

- Payment of mortgages and loans;

- In case of extreme financial needs of the employee or one’s immediate family; and

- Other analogous cases as may be determined by the Commission

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016When is monetization of 50% of leave credits allowed?

Monetization of 50% or more of the accumulated leave credits shall be upon the favorable

recommendation of the agency head and subject to availability of funds.

10. PERSONNEL ACTIONS

What constitutes personnel actions?

Original Appointment refers to the initial entry into the career service under a permanent status or a person

who meets all the requirements of the position including the civil service eligibility.

Appointment through Certification to a position in the civil service except as herein otherwise provided, shall

be issued to a person who has been selected from a list of qualified persons certified by the Commission

from an appropriate register of eligibles, and who meets all the other requirements of the position.

Promotion is an advancement of an employee from one position to another with an increase in duties and

responsibilities as authorized by law, and usually accompanied by an increase in salary. Promotion may

be from one department or agency to another or from one organizational unit to another within the same

department or agency.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Transfer is the movement of an employee from one position to another which is of equivalent rank, level or

salary without break in the service involving the issuance of an appointment.

Re-employment is the reappointment of a person who has been previously appointed to a position in the

career or non-career service under permanent status but was separated there from as a result of reduction

in force, reorganization, retirement, voluntary resignation, or of any non-disciplinary actions such as

dropping from the rolls and other modes of separation. Reemployment presupposes a gap in the service.

(As amended by CSC MC No. 15,s. 1999).

Reappointment is the re-issuance of an appointment during reorganization, devolution, salary

standardization, re-nationalization or similar events. Reappointment presupposes no gap in the service.

Reinstatement is the issuance of an appointment to a person who has been previously appointed to a position

in the career service and who has, through no delinquency or misconduct, been separated there from or

to one who has been exonerated of the administrative charges unless the decision exonerating him/her

specifies restoration to his/her previous position.

Renewal refers to the subsequent appointment issued upon the expiration of the appointment of the

contractual/casual personnel, or temporary appointment, if a qualified eligible is not actually available,

as certified by the Civil Service Regional Director or Field Officer. Renewal presupposes no gap i n the

service.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Change of Status. Temporary to permanent – the appointment issued to a temporary employee when he/she

acquires the appropriate eligibility or becomes fully qualified for the position to which he/she is appointed.

Demotion is the movement of an employee from one position to another with reduction in duties,

responsibilities, status or rank, which may or not may involve reduction in salary and is not disciplinary in

nature.

Upgrading/Reclassification refers to the change in position title with the corresponding increase in salary

grade.

Other Personnel Actions

Reassignment. A movement of an employee from one organizational unit to another in the same

department or agency which does not involve a reduction in rank, status or salary.

Constructive dismissal exists when an employee quits his/her work because of the agency head ’s

unreasonable, humiliating, or demeaning actuations which render continued work impossible.

No reassignment shall be undertaken if done indiscriminately or whimsically because the l aw is not intended

as a convenient shield for the appointing/disciplining authority to harass or oppress a subordinate on the

pretext of advancing and promoting public interest.

Reassignment of small salaried employees is not permissible if it causes significant financial dislocation.

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Detail is a temporary movement of an employee from one department or agency to another which does

not involve a reduction in rank, status or salary. (As amended by CSC Resolution No. 02 -1181 published

on October 22, 2002 in Today)

Secondment is a movement of an employee from one department or agency to another which is temporary

in nature and which may or may not require the issuance of an appointment which may either involve

increase in compensation and benefits. Secondment shall be governed by the following general

guidelines:

a. Secondment shall be limited to employees occupying managerial, professional, technical and scientific

positions.

b. Secondment to international bodies/organizations recognized by the Philippine government may be

allowed.

Job Rotation is the sequential or reciprocal movement of an employee from one office to another or from

one division to another within the same agency as a means for developing and enhancing the potentials

of people in an organization by exposing them to the other work functions of the agency.

Designation is merely an imposition of additional duties to be performed by a public official which is

temporary and can be terminated anytime at the pleasure of the appointing authority. (As amended by

CSC MC No. 15, s. 1999)

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11. EMPLOYEE DISCIPLINE

Why employee discipline?

- A public office is a public trust and public officers and employees must at all times be accountable to the

people

- Discipline is needed to serve and protect the interest of the agency and the state as well

- It guarantees that no employee may be removed except for cause (Sec. 1 of Rule XIV states that no

officer or employee in the Civil Service shall be removed or suspended except for cause as provided by

law and after due process.)

Offenses Punishable under CSC Law and Rules and Corresponding Penalties

Administrative offenses with its corresponding penalties are classified into:

grave (e.g., dishonesty, gross neglect of duty, grave misconduct, etc.),

less grave (e.g., simple neglect of duty, simple misconduct, gross discourtesy in the course of official

duties, etc.), and

light (e.g., discourtesy in the course of official duties, improper or unauthorized solicitation of

contributions from subordinate employees and by teachers or school officials from school children,

etc.) depending on the gravity of its nature and effects of said acts in the government service.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016In meting out punishment, like penalties, shall be imposed for like offences and only one penalty shall be

imposed in each case. Each case means one administrative case which may involve one or more charges or

account.

In the determination of penalties to be imposed, mitigating and aggravating circumstances may be

considered. Nevertheless, in the appreciation thereof, the same must be invoked or pleaded by the proper

party, otherwise, the said circumstances shall not be considered in the determination of the proper penalty

to be imposed against the respondent concerned.

Basic Procedures in Administrative Proceedings

Filing of Complaint

- Any person may file an administrative complaint with the Commission or any of its proper office. Saidcomplaint shall be in writing and under oath, otherwise, the same shall not be given due course.

- No action shall be taken on an anonymous complaint unless there is obvious truth or merit to theallegation set forth in the complaint.

- The complaint shall be written in clear, simple and concise language and in a systematic manner as toapprise the respondent of the nature of the charge against him/her and to enable him/her to preparehis/her defense.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016The complaint shall contain:

a) the full name and address of the complainant;

b) the full name and address of the person/s complained of as well as his/her/their position/s and office/s;

c) a narration of the relevant and material facts which shows the acts or omissions allegedly committed;

d) certified true copies of the documentary evidence and affidavits of his/her witnesses, if any; and

e) certification or statement of non-forum shopping.

The withdrawal of the complaint does not result in its outright dismissal nor discharge the person complained

of from any administrative liability. Where there is obvious truth or merit to the allegation in the complaint or

where there is documentary evidence that would tend to prove the guilt of the person/s complained of, the

same should be given due course.

Preliminary Investigation

- A proceeding undertaken to determine whether a prima facie case exist to warrant issuance of a formalcharge. It involves a fact-finding investigation or an ex-parte examination of records and documentssubmitted by the complainant and the person/s complained of, as well as documents readily availablefrom other government offices.

How to Conduct Preliminary Investigation:

- Within the five (5) days from receipt of the complaint sufficient in form and substance, the person/scomplained of shall be required to submit his/her/their counter-affidavit/comment.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- Where the complaint is initiated by the disciplining authority, the disciplining authority or his authorized

representative shall issue a show-cause memorandum directing the person/s complained of to explainwhy no administrative case should be filed against him/her them. The latter’s failure to submit thecomment/counter-affidavit/explanation shall be considered a waiver thereof and the preliminaryinvestigation may be completed even without his/her counter-affidavit/comment.

Duration of the Investigation

- A preliminary investigation shall commence not later than five (5) days from receipt of the complaint bythe disciplining authority and shall be terminated within twenty (20) days thereafter.

The secretaries and head of agencies and instrumentalities, provinces, cities, and municipalities shall have

jurisdiction to investigate and decide matters involving disciplinary action against officers and employees under

their jurisdiction.

Their decisions shall be final in case the penalty imposed is suspension of not more than 30 days or fine in

an amount not exceeding 30 days’ salary.

Appeal

An employee who feels aggrieved by the decision of the disciplining authority may file a petition with the

agency for reconsideration thereof.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201612. COMPLAINTS AND GRIEVANCES

What is a complaint?

Complaint means an employee’s expressed (written or spoken) feelings of dissatisfaction with some

aspects of his/her working conditions, relationships, or status which are outside his/her control. This does

not include those involving disciplinary actions which are governed by separate rules.

What is a grievance?

Grievance refers to a complaint in writing which has, in the first instance and in the employee’s opinion, been

ignored, overridden or dropped without due consideration.

How are these settled?

Grievance Procedure refers to the method of determining and finding the best way to remedy the

specific cause or causes of the complaint or grievance

Modes of Settling Employee -Management Disputes

Conciliation is a process whereby a third party (conciliator) brings the parties together, encourages

them to discuss their differences and assists them in developing their own proposed solutions.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Mediation is a process whereby a third party (mediator) is more active in assisting the parties reach

acceptable solutions to the problems and help the disputing parties develop or come out with an

acceptable solution. The mediator can even submit his/her own proposal for the settlement of dispute.

Complaints and grievances may exist between and among individual employees and

Supervisor/Management and between Management and the Recognized Negotiating/Bargaining Unit

on any and all matters which give rise to employee dissatisfaction.

Grievance Machinery

In, line with the Revised Policies on the Statement of Grievance in the Public Sector contained in CSC

Resolution No. 010113, dated January 10, 2001 and implemented through CSC Memorandum Circular No.

02, s. 2001, the METRO KIDAPAWAN WATER DISTRICT adopts the herein Revised Grievance Machinery.

I. BASIC POLICIES

1. A grievance shall be resolved expeditiously at all times at the lowest level possible in the agency.

However, if not settled at the lowest level possible, an aggrieved party shall present his or her grievance

step by step following the hierarchy of positions.

2. All agencies shall establish a grievance machinery that is the best way to address grievance between

or among government officials and employees.

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3. The aggrieved party shall be assured freedom from coercion, discrimination, reprisal and biased action

on the grievance.

4. Grievance proceedings shall not be bound by legal rules and technicalities. Even verbal grievance

must be acted upon expeditiously. The services of a legal counsel shall not be allowed.

5. A grievance shall be presented verbally or in writing in the first instance by the aggrieved party to his

or her immediate supervisor. The latter shall, within three (3) working days from the date of presentation,

inform verbally the aggrieved party of the corresponding action.

If the party being complained of is the immediate supervisor, the grievance shall be presented to

the next higher supervisor.

6. Grievance refers to work related issues giving rise to employee dissatisfaction. The following cases shall

be acted upon through the grievance machinery.

a. Non-implementation of policies, practices and procedures on economic and financial issues

and other terms and conditions of employment fixed by law including salaries, incentives,

working hours, leave benefits, and other related and conditions;

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016b. Non-implementation of policies, practices and procedures which affect employees from

recruitment to promotion, detail, transfer, retirement, lay-offs, and other related issues that affect

them;

c. Physical working conditions;

d. Interpersonal relationships and linkages;

e. Protest on appointments and other personnel actions, and

f. All other matters giving rise to employee dissatisfaction and discontentment outside of those

cases enumerated in item No. 6.

7. The following cases shall not be acted upon through the grievance machinery:

a. Disciplinary cases which shall be resolved pursuant to the Revised Rules on Administrative Cases

in the Civil Service (RRACCS)

b. Sexual harassment cases as provided for in RA 7877 or the Anti-Sexual Harassment Act of 1995

and CSC MC No. 17 series of 2001, and;

c. Union-related issues and concerns.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20168. Only permanent officials and employees, wherever applicable, shall be appointed or elected as

members of the grievance committee.

In the appointment or election of the committee members, their integrity, probity, sincerity and

credibility shall be considered.

9. The composition of the Grievance Committee is as follows:

a. Chairman- Assistant General Manager for Operation and Admin & Finance (Where the grievance

occurs)

b. Department Manager (Where the grievance occurs).

c. Division Manager (Where the grievance occurs)

d. IRMO-A

e. MKWDUE Representative 1st Level (if the grievance comes from 1st Level Position)

f. MKWDUE Representative 2nd Level (If the grievance comes from the 2nd Level Position)

g. The Bilis Aksyon Partner (BAP) duly designated.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201610. The agency grievance head shall ensure equal opportunity for men and women to be represented in

the grievance committee.

11. The agency grievance committee shall develop and implement pro-active measures that would

prevent grievance, such as employee assembly which shall be conducted at least once every

quarter, “talakayan”, counseling, HRD interventions and other similar activities.

12. The personnel unit, in collaboration with the agency grievance committee, shall conduct a continuing

information drive on grievance machinery among its officials and employees.

13. The grievance committee may conduct an inquiry and hearing within ten (10) working days from

receipt of the grievance and render a decision within five (5) working days after the investigation.

Provided, however, that where the object of the grievance is the grievance committee, the

aggrieved party may submit the grievance to top management.

14. A grievance may be elevated to the Civil Service Commission Regional Office concerned only upon

submission of a Certificate on the final Action on the Grievance (CFAG) issued by the grievance

committee. The CFAG shall contain, among other things, the following information, history and final

action taken by the agency on the grievance.

15. The personnel unit of the agency shall extend secretariat services to the grievance committee.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201616. The grievance committee shall establish its own internal procedures and strategies. Membership in the

grievance committee shall be considered part of the members’ regular duties.

17. The grievance committee shall submit a quarterly report of its accomplishment and status of

unresolved grievances to the Civil Service Commission Regional Office.

18. Supervisors or officials who refuse to take action on a grievance brought to their attention shall be

liable for neglect of duty in accordance with existing civil service law, rules and regulations.

19. The agency grievance machinery shall be submitted to the Civil Service Commission Regional Office

concerned for approval. Subsequent amendments shall be subject to CSC approval and shall take

effect immediately.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016II. OBJECTIVES

1. General

Create a work atmosphere conductive to good supervisor-employee relations and improved employee

morale.

2. Specific

2.1 Activate and strengthen agency’s exist grievance machinery:

2.2 Settle grievances at the lowest possible level in the organization; and

2.3 Serve as catalyst for the development of capabilities of personnel on dispute settlement,

especially among supervisors in the agency.

III. SCOPE

The Grievance Machinery applies to all levels of officials and employees in the agency. It may also

apply to non-career employees whenever applicable.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016IV. DEFINITION OF TERMS

Accredited or Recognized Employee Union – an employee union accredited pursuant to Executive Order

No. 180 and its implementing rules and regulations.

Bilis Aksyon Partner – is the counterpart Action Officer of the Civil Service Commission under the

Mamamayan Muna Program in every agency pursuant to CSC MC No. 3, s. 1994.

Grievance – a work-related discontentment or dissatisfaction which had been expressed verbally or in

writing and which, in the aggrieved employee’s opinion, has been ignored or dropped without due

consideration.

Grievance Machinery – a system or method of determining and finding the best way to address the

specific cause or causes of a grievance.

Public Sector Labor-Management Council (PSLMC) – the Council responsible for the promulgation,

implementation and administration of the guidelines for the exercise of the right of government

employees to organize pursuant to Executive Order No. 180.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016V. APPLICATION OF GRIEVANCE MACHINERY

The following instances shall be acted upon through the grievance machinery:

a. Non-implementation of policies, practices and procedures won economic and financial issues

and other terms and conditions of employment fixed by law, including salaries, incentives,

working hours, leave benefits such as delay in the processing of overtime pay, unreasonable

withholding of salaries and inaction on application for leave;

b. Non-implementation of policies, practices and procedures which affect employees from

recruitment to promotion, detail, transfer, retirement, termination, lay-offs, and other related

issues that affect them such as failure to observe selection process in appointment and undue

delay in the processing of retirement papers.

c. Inadequate physical working conditions such as lack of proper ventilation in the workplace, and

insufficient facilities and equipment necessary for the safety and protection of employees whose

nature and place of work are classifies as high risk or hazardous;

d. Poor interpersonal relationships and linkages such as unreasonable refusal to give official

information by one employee to another;

e. Protest on appointments; and

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f. All other matters giving rise to employee dissatisfaction and discontentment outside of those

cases enumerated above.

The following cases shall not be acted upon through the grievance machinery:

a. Disciplinary cases which shall be resolved pursuant to the Revised Rules on Administrative Cases

in the Civil Service (RRACCS);

b. Sexual harassment cases as provided for in RA 7877; and

c. Union-related issues and concerns.

VI. GRIEVANCE PROCEDURES

The procedures for seeking redress of grievances shall be as follows:

1. Discussion with Immediate Supervisor. At the first instance, a grievance shall be presented verbally or

in writing by the aggrieved party to his or her immediate supervisor.

The supervisor shall inform the aggrieved party of the corresponding action within three (3) working

days from the date of presentation.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Provided, however, that where the object of the grievance is the immediate supervisor, the

aggrieved party may bring the grievance to the next higher supervisor.

2. Appeal to the Higher Supervisor. If the aggrieved party is not satisfied with the verbal decision, he or

she may submit the grievance in writing, within five (5) days to the next higher supervisor who shall

render his or her decision within (5) working days from receipt of the grievance.

3. Appeal to the Grievance Committee. The decision of the next higher supervisor may be elevated to

the grievance committee within five (5) working days from receipt of the decision of the next higher

supervisor.

The grievance committee may conduct an inquiry and hearing within ten (10) working days from

receipt of the grievance and render a decision within five (5) working days after the investigation.

Provided, however, that where the object of the grievance is the grievance committee, the aggrieved

party may submit the grievance to top management.

4. Appeal to top Management. If the aggrieved party is not satisfied with the decision of the grievance

committee, he or she may elevate his or her grievance within five (5) working days from receipt of the

decision within ten (10) days after the receipt of the grievance. Provided, however, that were the

object of the grievance is the top management, the aggrieved party may bring his or her grievance

directly to the Civil Service Commission Regional Office.

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5. Appeal to the Civil Service Commission Regional Office. If the aggrieved party is not satisfied with the

decision of top management, he or she may appeal or elevate his or her grievance to the Civil Service

Commission Regional Office concerned within fifteen (15) working days from receipt of such decision.

Together with the appeal, the aggrieved party shall submit a Certification on the Final Action on the

Grievance (CFAG). The Civil Service Commission Regional Office shall rule on the appeal in

accordance with existing civil service law, rules and regulations.

VII. GRIEVANCE COMMITTEE

The composition and responsibilities are as follows:

Composition

Only permanent officials and employees, wherever applicable, shall be appointed or elected

as members of the grievance committee.

In the appointment or election of the committee members, their integrity, probity, sincerity andcredibility shall be considered.

The agency head shall ensure equal opportunity for men and women to be represented in the

grievance committee.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016a. Chairman- Assistant General Manager for Operation and Admin & Finance (Where the

grievance occurs

b. Department Manager (Where the grievance occurs)

c. Division Manager (Where the grievance occurs)

d. IRMO-A

e. MKWDUE Representative 1st Level (if the grievance comes from 1st Level Position)

f. MKWDUE Representative 2nd Level (If the grievance comes from the 2nd Level Position)

g. The Bilis Aksyon Partner (BAP) duly designated.

The personnel unit of the agency shall extend secretariat services to the grievance committee.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Responsibilities

In addition to finding the best way to address specific grievance, the committee shall have the

following responsibilities:

1. Establish its own internal procedures and strategies. Membership in the grievance committee shall be

considered part of the members’ regular duties;

2. Develop and implement pro-active measures or activities to prevent grievance such as employee

assembly which shall be conducted at least once every quarter, “talakayan”, counseling and other

HRD interventions. Minutes of the proceedings of these activities shall be documented for audit

purposes;

3. Conduct continuing information drive on Grievance Machinery among officials and employees in

collaboration with the personnel unit;

4. Conduct dialogue between and among the parties involved;

5. Conduct an investigation and hearing within ten (10) working days from receipt of the grievance and

render a decision within five (5) working days after the investigation. Provided, however, that where

the object of the grievance to top management;

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20166. Direct the documentation of the grievance including the preparation and signing of written

agreements reached by the parties involved;

7. Issue Certification on the Final Action on the Grievance (CFAG) which shall contain, among other

things, the following information history and final action taken by the agency on the grievance; and

8. Submit a quarterly report of its accomplishments and status of unresolved grievances to the Civil

Service Commission Regional Office concerned.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Grievance Forms

The following forms shall be used:

1. Grievance Form

GRIEVANCE FORM

_______________

(Date Filed)

Name of Aggrieved PartSection/Division/Office

Position Title/Designation Aggrieved Party’s Higher Supervisor

Nature/ subject of Grievance:

________________________________________

________________________________________

Action Desired

___________________________________________

______________________________

Signature of Aggrieved Party

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2. Grievance Agreement Form

GRIEVANCE AGREEMENT FORM

Name of Parties to a Grievance ______________________________

______________________________

Nature of the grievance ______________________________

______________________________

Steps Toward Settlement ______________________________

______________________________

Agreement/s reached ______________________________

______________________________

We promise to abide by the above- stated agreement.

Aggrieved Party Subject of Grievance

_________________________Chairman-Grievance CommitteeDate:

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3. Certificate of Final Action on the Grievance

CERTIFICATE OF FINAL ACTION ON THE GRIEVANCE

This certifies that the grievance filed by _____________________________

(Aggrieved party)

on ________________ has been acted upon by this Committee on __________________.

(Date of Receipt)

Final Action Taken: ____________________________________________

____________________________________________

____________________________________________

____________________________________

Chairman, Grievance Committee

__________________

Date

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016REWARDS AND RECOGNITION

Why rewards and recognition?- Powerful tools for employee motivation and performance improvement- As key factor in retaining top performing Workers

Monetary- Cash bonuses, additional allowances, gift certificates

Non-Monetary- Formal and informal acknowledgement, assignment of more enjoyable job duties, opportunities

for training, and an increased role in decision-making.

MKWD PROGRAM ON AWARDS AND INCENTIVES FOR SERVICE EXCELLENCE (PRAISE)

In line with the Revised Policies on Employee Suggestions and Incentive Award System (ESIAS) provided under

CSC Resolution No. 010112 and CSC MC No. 01, series of 2006, the Metro Kidapawan Water District adopts the

herein Program on Awards and Incentives for Service Excellence (PRAISE) to be referred to as METRO KIDAPAWAN

WATER DISTRICT PRAISE.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161. BASIC POLICIES

1.1 Every department or agency shall establish its own employee suggestions and incentive awards

system.

1.2 The system shall be designed to encourage creativity, innovativeness, efficiency, integrity and

productivity in the public service by recognizing and rewarding officials and employees,

individually or in groups for their suggestions, inventions, superior accomplishments and other

personal efforts which contribute to the efficiency, economy, or other improvement in government

operations, or for other extraordinary acts or services in the public interests.

1.3 The PRAISE shall adhere to the principle of providing incentives and awards based on performance,

innovative ideas and exemplary behavior.

1.4 The PRAISE shall give emphasis on the timeliness of giving award or recognition. Aside from

conferment of awards during the traditional or planned awarding ceremonies, the spirit of on-the-

spot grant of recognition shall be institutionalized.

1.5 The PRAISE shall provide both monetary and non-monetary awards and incentives to recognize,

acknowledge and reward productive, creative, innovative and ethical behavior of employees

through formal and informal mode.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016For this purpose, the system shall encourage the grant of non-monetary awards. Monetary award shall

be granted only when suggestions, inventions, superior accomplishment and other personal efforts results

in monetary savings which shall be taken from the respective corporate funds of the district.

1.6 Budget allocation for the METRO KIDAPAWAN WATER DISTRICT PRAISE shall be taken from its

corporate funds.

1.7 The PRAISE shall be institutionalized through the creation of a PRAISE Committee in all agencies of

the government.

1.8 The PRAISE Committee shall preferably have the following composition:

a. Head of Agency or authorized representative who will act as Chairperson;

b. Head of the Financial Unit or equivalent;

c. Head of Planning Unit or equivalent;

d. Highest ranking employee in-charge of Human Resource Management of the career service

employee directly responsible for personnel management;

e. Two (2) representatives from the career rank-in-file employees who shall serve for the period

of Two (2) years and chosen through a general assembly or any other mode of selection to be

conducted for the purpose or designated by the registered Union in the absence of an

accredited union (One from the First level and One from the Second level).

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161.9 The Head of Agency or authorized representative shall be responsible in overseeing the System’s

operation and the Human Resource Management Unit shall serve as the System’s Secretariat.

1.10 The PRAISE Committee shall ensure that productivity, innovative ideas, suggestions and exemplary

behavior can be identified, considered, managed and implemented on a continuing basis to

cover employees at all levels.

1.11 The PRAISE Committee shall be responsible for the development, administration, monitoring and

evaluation of the awards and incentives system of the agency. The agency may; however, employ

an external or independent body to assist the PRAISE Committee to judiciously and objectively

implement the system of incentives and awards.

1.12 The PRAISE Committee shall establish its own internal procedures and strategies. Membership in the

committee shall be considered part of the member’s regular duties and functions.

1.13 The Metro Kidapawan Water District shall submit their Program on Awards and Incentives for Service

Excellence (PRAISE) and its subsequent amendments to the Civil Service Commission Regional

Office. The Civil Service Commission Regional Office or Field Office concerned shall provide

technical assistance, if deemed necessary, to ensure proper implementation.

1.14 Establishment of the CSC approved PRAISE shall be the basis of the grant of the Productivity

Incentive Bonus (PIB), other awards and Incentives. The annual PRAISE report shall be submitted by

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016the agency to the Civil Service Commission Regional Office concerned on or before the Thirtieth

(30th) day of January to enable their employees to qualify for nomination to the CSC sponsored

National awards.

1.15 Issues relative to awards and incentives shall be brought before the PRAISE Committee, which shall

address the same within fifteen (15) days from the date of submission.

2. OBJECTIVES

2.1 General

To encourage, recognize and reward employees, individually and in groups, for their suggestions,innovative ideas, inventions, discoveries, superior accomplishments, heroic deeds, exemplarybehavior, extraordinary acts or services in the public interest and other personal efforts whichcontribute to the efficiency, economy, and improvement in government operations which leadto organizational productivity.

2.2 Specific

2.2.1 To establish a mechanism for identifying, selecting, rewarding and providing incentives todeserving employees at the start of the year;

2.2.2 To identify outstanding accomplishments, best practices of employees on a continuingbasis;

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20162.2.3 To provide incentives, interventions and to motivate employees who have contributed

ideas, suggestions, inventions, discoveries, superior accomplishments and other personaleffort.

2.2.4 To recognize and reward accomplishments and innovations periodically or as the needarises. *

3. SCOPE

The system shall apply to all employees in the career and non-career service of this agency.

4. DEFINITION OF TERMS

AGENCY – refers to departments, agencies, bureaus of the National Government, Government-Owned-and Controlled Corporations with original charters, state universities and colleges and local governmentunits.

AWARD – recognition which maybe monetary or non-monetary conferred on individual or group ofindividuals for ideas, suggestions, inventions, discoveries, superior accomplishments, exemplarybehavior, heroic deeds, extraordinary acts or services in the public interest which contribute to theefficiency, economy, improvement in government operations which lead to organizationalproductivity.

CAREER – positions in the civil service characterized by (1) entrance based on merit and fitness to bedetermined as far as practicable by competitive examination, or based on highly technicalqualifications; (2) opportunity for advancement to higher career positions; and (3) security of tenure.

CONTRIBUTION – any output which can be in the form of an idea or performance.

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DISCOVERY – is the uncovering of something previously existing but found or learned for the first timewhich will improve public service delivery.

IDEA TYPE CONTRIBUTION - refers to an idea, a suggestion or an invention of discovery for improvementto effect economy in operation, to increase production and improve working conditions.

INCENTIVE – monetary or non-monetary motivation or privilege given to an official or employee forcontributions, suggestions, inventions, ideas, satisfactory accomplishment or demonstration ofexemplary behavior based on agreed performance standards and norms of behavior.

INVENTION – the creation of something previously non-existent which will benefit the government.*

NON-CAREER – positions expressly declared by law to be in the non-career service; or those entrancein the service is characterized by; (1) entrance on basis other than those of the usual tests of merit andfitness utilized for the career service and (2) tenure which is limited to the duration of a particular projectfor which purpose employment was made.

PERFORMANCE TYPE CONTRIBUTION – refers to performance of an extraordinary act or service in thepublic interest in connection with or related to one’s official employment, or outstanding communityservice or heroic acts in the public interest; or sustained work performance for a minimum period of oneyear which is over and above the normal position requirement of the individual or group.

SUGGESTION – idea or proposal which improves work performance, systems and procedures andeconomy in operations that will benefit the government.

SYSTEM – the agency awards and incentives program for employees.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165. TYPES OF AWARDS

5.1 National Awards

The agency shall participate in the search for deserving employees who may be included in thescreening of candidates for awards given by other government agencies, private entities,NGO’s and other award giving bodies such as the:

5.1.1 Presidential or Lingkod Bayan Award – conferred on an individual for consistent,dedicated performance exemplifying the best in any profession or occupation resulting inthe successful implementation of an idea or performance, which is of significant effect tothe public or principally affects national interest, security and patrimony.

5.1.2 Outstanding Public Official/Employees or Dangal ng Bayan Award – granted to any publicofficial or employee of the government who has demonstrated exemplary service andconduct on the basis of his or her observance of one or more of the eight (8) norms ofbehavior describe under the R.A 6713 or the Code of conduct and Ethical Standards ofGovernment Officials and Employees. *

5.1.3 Civil Service Commission or the PAG-ASA Award – conferred on a group of individuals orteam who has demonstrated outstanding teamwork and cooperation, which resulted inthe successful achievement of its goal or has greatly improved working conditions orotherwise benefited the government in many other ways.

5.1.4 Other Awards – given by other government agencies, private institutions or NGO’s to anindividual or team for contributions of an idea or performance that directly benefited thegovernment.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165.2 Department or Agency Level Awards

The agency shall develop and initiate the search for deserving employees who may beincluded in the screening of candidates for awards to be given such as:

5.2.1 Best Employee Award – is given to regular employees of the MKWD who excelled amongpeers in a functional group or profession. These shall be given in two (2) categories: *

1. Rank and File Best Employee Award -is open to all regular employees of MKWDwith Salary Grade 20 and below; and*

2. Managerial Level Best Employee Award - is open all Managers with Salary Grade23 up to 25*

Criteria for the Awards are as follows:

1. Managers and Rank and File employees should have obtained an Outstanding orVery Satisfactory Rating with the Highest Numerical Value for two (2) consecutiveSemesters.*

2. Nominees have no pending Administrative Case or has not committed any actinvolving disciplinary action within the two (2) rating periods immediately precedingthe nomination.*

3. Nominees should have not incurred tardiness or under time in the entire rating periodbased on the Monthly Report prepared by the IRMO-A. On time reporting will bebased on the 8:00 A.M. time in; 12:00 Noon time out; 1:00 P.M. time in and 5:00 P.M.time out.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016For rank and file employees assigned in the field, the Logbook and authenticated

copy of Daily Time record shall be used as evidence and justification shall be made by theImmediate Supervisor, noted by the Division Manager and recommended by theDepartment Manager.*

4. Absence of compliant on the quality of the service of the concerned nominee andcourtesy in the performance of his/her job.*

Evaluation Form- below is the tabulation table which will be used in the evaluation ofrating of the awardee:

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016TABULATION TABLE

CRITERIA DESCRIPTION DOCUMENTARY EVIDENCE ALLOCATEDPOINTS RATING

Performance Rating

Performance Rating in thelast 2 Rating Periods shouldbe:

Outstanding

Very Satisfactory

Certified copy of the rating forthe last 2 rating periods 50

40

50%

Innovation andAccomplishments

(Give details if any)

2 or more innovations

1 innovation

Documentation ofinnovation/project/activity 20

10

20%

Courtesy Based on observed action,behavior

Interview of other employees,peers, supervisors, clientfeedback

10 10%

Attendance

Nominee observespunctuality in reporting tooffice and participates inofficial activities

Certified copy of attendancerecord (DTR, pass slip, etc.) 10 10%

Reliability and Effectiveness

The extent to whichemployee has manifestedthe quality of being able tocarry on consistently,efficiently performance ofmandated functions.

Interview of employees/peersand supervisors 10 10%

Total Accumulated Score 100%

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Procedure:

1. The two employees (one from the rank and file and the other for managerial level) withOutstanding or Very Satisfactory Rating for two consecutive semesters with the HighestNumerical value shall be recommended by the Performance Management Team (PMT) tothe PRAISE Committee;

2. In case of a tie in the highest numerical value, a panel interview will be conducted by thetwo Assistant General Managers and by the General Manager; and

3. The PRAISE Committee evaluates the nominee’s qualifications based on the set criteria andresult of panel interview and recommends to the General Manager for final action andapproval.

Award:

“The recipient of the award shall receive one (1) set Computer Desktop or Laptop worthTwenty-Five Thousand Pesos (P 25,000.00), a Plaque of Recognition and Certificate ofRecognition” *

5.2.2 Gantimpala Agad Award – given outright to employees commended by clients for theircourtesy, promptness, efficiency and dedication to duty.

5.2.3 Exemplary Behavior Award – based on the eight (8) norms of conduct as provided underR.A. 6713 (Code of Conduct and Ethical Standards). The awardees’ will be automaticallynominated by the agency PRAISE Committee to the Dangal ng Bayan Award.

5.2.4 Best Organizational Unit Award – granted to the Top organizational unit may be a section,division or office on the basis of meeting the organization’s performance targets andother pre-determined criteria.

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5.2.5 Cost Economy Measure Award – conferred to all officers and employees whose contributionssuch as ideas, suggestions, inventions, discoveries or performance of function which result insavings in terms of man-hours and cost or otherwise benefit the agency and government as awhole.

Provided that the following financial and operational parameters are met:

a. Positive balance in average net income in prior 12 months’ operation;

b. Up-to-date debt service payment;c. Unaccounted for water (UFW) ratio must not exceed 40% based on 6 months’ operation;

d. Total staff to total active service connection should not be less than one (1) staff for every100 active service connection;

e. At least 80% 24/7 service to all active connections; and

f. Average response time (reaction plus duration) of less than 6 hours to all maintenance andwater supply services.

5.2.6 Service Award – conferred on retirees whether under optional or compulsory retirement’sscheme held during a fitting ceremony on or before the date of their retirement. This award shallalso be given to a retiree who has rendered at least fifteen (15) years of Satisfactory governmentservice.

This award shall be in a form of plaque of appreciation and a cash award as follows:

15 – 20 years – one-month salary and plaque21 – 25 years – two months salary and plaque

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201626 – 30 years – three months salary and plaque31 – 35 years – four months salary and plaque36 – 40 years – five months salary and plaque

Provided further, that a recommendation from the Department Manager must be submitted tothe PRAISE Oversight Committee for a review on final recommendation justifying that suchaward is equivalent to his extra ordinary deeds and had contributed to the efficiency, economyand other improvements of the district.

PRAISE Oversight Committee shall be composed of AGM for Operations, AGM for Administrativeand Finance, Manager on Administrative and Finance, IRMO-A and representatives fromrecognized employees’ association.

5.2.7 Such other awards which the agency may decide to give:

Punctuality Award – Shall be given to an employee of Metro Kidapawan Water District (MKWD)who incurred no tardy and no under time for the whole year and shall receive cash amountingto Three Thousand Pesos (P 3,000.00) and a Plaque of Appreciation containing citation andsignature of the General Manager and Chairman of the Board of Director during the MKWDGeneral Assembly.

The following are the criteria to be met by an awardee:

a. Personnel assigned in the office shall time-in on or before 8:00am and 1:00pm and time-outon or after 12:00NN and 5:00PM.

b. Personnel assigned on field shall time-in on or before official hour and time out on or after hisofficial time. His/her assignment on field shall be justified by his/her Division Manager andnoted by his/her Department Manager.

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c. For personnel assigned at the sources, Division Managers are responsible to attest theveracity of their time in and time out.

d. Personnel shall not incur late on the duration of cut-off period January 1 to December 31 ofeach year.

This exemplary behavior must be recommended by the IRMO-A duly noted by the DepartmentManager to the PRAISE Oversight Committee for review and final recommendation to theGeneral Manager.

Final approval will be by the General Manager.

Perfect Attendance Award - Shall be given to an employee of the MKWD who has not incurredany vacation, sick leave, maternity/paternity and study leave nor under time or late excludingthe mandatory five (5) days force leave and three (3) days special leave privileges resulting intosuperior accomplishment duly recommended by the direct Department Manager.*

As a pre-requisite, he/she must also be a Punctuality Awardee.

The award shall be in a form of Plaque of Appreciation containing the citation and the signatureof the General Manager and Chairman of the Board and a cash incentive amounting to FiveThousand Pesos (P 5,000.00) only to be given during the MKWD General Assembly.

The PRAISE Oversight Committee must ensure that upon the review and final recommendation,such exemplary behavior resulted to an organizational productivity equivalent to the aboveamount prior to the approval of the General Manager.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20166. TYPES OF INCENTIVES

6.1 Loyalty Award – Granted to an employee who has served continuously and satisfactorily to theMKWD for at least Ten (10) years. Succeeding awards shall be given every five years thereafter.Besides cash award, a lapel emblem/loyalty pin shall be given:

10 years Plaque and CSC Service Pin (Bronze)15 years Plaque and CSC Service Pin (Silver)20 years Plaque and CSC Pin (Silver) and 18K Gold Ring

25 years Plaque and CSC Pin (Gold) and 18K Gold Necklace with Pendant30 years Plaque and 18K Gold Bracelet35 years Plaque and 18K Gold Watch

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Specifications for the tokens to be given as provided for in the MKWD PRAISE Committee Resolution No. 001

(Resolution on the Specifications for the Loyalty Award) dated June 4, 2008 and allocated budget is as follows:

Number of Years Token Description/Specification Budget

20 18 K Gold Ring Weight: 15 gramsP1,500.00/gram with 20%

price incrementdepending on the

current market value

25 18 K Gold Necklacewith Pendant

Weight: 22 grams

30 18 K Gold Bracelet Weight: 30 grams

35 18 K Gold Wrist Watch Made: SwissMovement: Quartz CaliberCase: GoldBracelet: GoldDial: BlackCase Diameter: 36.2mmBracelet length: 8 inchesremovable linksWater ResistantCrystal: Domed scratch resistant,sapphire crystalSpecial Feature: Date

P 85,000.00

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20166.2 Length of Service Incentive - Granted to an employee who has rendered at least Three (3) years of

continuous satisfactory service in the same position. The cash award shall be incorporated in thesalary adjustments following the Joint CSC-DBM Circular No. 1, series of 1990 (Step Increment).

Productivity Incentive – Given to all employees who had performed at least satisfactorily for the year coveredin accordance with the Metro Kidapawan Water District’ CSC approved SPMS. This incentive shall bedetermined at the end of the year.

6.3 Career and Self-Development Incentives – Granted in the recognition of an individual who hassatisfactorily completed a Bachelor’s Degree, Post Graduate Course or passed ProfessionalRegulation Commission (PRC) examination relevant to MKWD functions during his/her employmentat their own expense, initiative and extra time without hampering his/her required official functions.A plaque of recognition and a cash award amounting to Two Thousand Five Hundred (P2,500) shallbe given to qualified individuals during the MKWD General Assembly provided that he/she musthave obtained a Very Satisfactory rating prior to the completion of the degree.

Concerned department must hereby endorse to the PRAISE Oversight Committee the recommendationincluding required attachments.

6.4 For Awards and incentives that were interpreted by the Civil Service as benefits considering thatall officials and employees of the District were identified thereto, the PRAISE team hereby delete suchprovision as recommended by the CSC.

For other incentives that were provided, existing laws on granting the latter will follow.

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7. FORMS OF AWARDS AND INCENTIVES

7.1 “Salo-salo Together” – to be initiated by supervisors and hosted by MKWD for employees who havemade significant contributions for attaining the monthly Division target to be charged on account788 – Rewards and Other Claims.

7.2 Performing personnel (one from Managerial Level and one from Rank & File Level) in everysemester which may be in the form of attendance in conferences on official business, membershipin professional organizations, books, journals, tapes, travel packages, electronic gadgets and otherlearning opportunities to be charged to account 788 – Rewards and Other Claims.

7.3 Trophies, plaques and certificates

7.4 Monetary Award

7.5 Other incentives – incentives in kind which may be in the form of merchandise, computers, pagers,cellular phones, reserved parking space, recognition posted at the wall of Fame, feature in agencypublication and others.

8. PRAISE COMMITTEE

The PRAISE Committee at the Central Office, Regional Provincial Office shall have the specificresponsibilities and composition: it shall be responsible for the development, administration, monitoring andevaluation of the awards and incentives system of the agency. As such, the Committee shall meetperiodically to perform the following tasks:

Established a system of incentives and awards to recognize and motivate employees for theirperformance and conduct;

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Formulate, adopt and amend internal rules, policies and procedures to govern the conduct of its

activities which shall include the guidelines in evaluating the nominees and the mechanism forrecognizing the awardees;

Determine the forms of awards and incentives to be granted;

Monitor implementation of approved suggestions and ideas through feedback and reports;

Prepare plans, identify resources and proposed budget for the system on annual basis; and

Develop, produce, distribute a System Policy Manual and orient the employees on the same.

Selection Procedure:

The MKWD PRAISE may adopt the following procedure in the selection of nominees to any of the incentiveawards enumerated above:

a. Document best practices, innovate ideas and success stories which will serve as promotionalmaterials to sustain interest and enthusiasm;

b. Submit an annual report in the awards and incentives system to the CSC on or before the thirtiethday of January.

c. Monitor and evaluate the System’s implementation every year and make essential improvementsto ensure its suitability to the agency;

d. Address issues relative to awards and incentives within fifteen (15) days from date of submission.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016To implement the system effectively, the PRAISE Committee members are expected to possesspositive attitude; be capable of implementing submitted ideas; open minded; decisive; have hightolerance for stress or pressure; and actively participate in all committee meetings.

The head of agency or authorize representative shall be responsible in overseeing the System’soperations and the Human Resource Management Office shall serve as the System’s Secretariat.

The Metro Kidapawan Water District may however, employ an external or independent body toassist the MKWD PRAISE Committee to judiciously and objectively implement the System ofincentive and awards.

14. MKWD MERIT SELECTION AND PROMOTION PLAN

MKWD Merit Selection and Promotion Plan aims to:

1. Establish a well and sound selection system that is characterized by strict observance of the merit,fitness & equality principles in the selection and promotion of employees to higher position in thecareer service and non-career service in all levels;

2. To create equal opportunities of career advancement to all qualified and competentemployees of MKWD.

BASIC POLICIES

1. Selection of employees for appointment in the agency shall be open to all qualified men andwomen according to the principle of merit and fitness.

There shall be equal employment opportunity for men and women at all levels of positionin the agency, provided they meet the minimum qualification requirement of the positionto be filled.

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2. The Merit Selection and Promotion Plan (MSPP) shall cover positions in the first and second levelsand shall include original appointment and other personnel actions.

There shall be no discrimination in the selection of employees on account of gender, civil status,religion, ethnicity or political affiliation.

3. When a position in the first and second level becomes vacant, applicants forpromotion/employment who are competent, qualified, and possess appropriate civil serviceeligibility, shall be considered for promotion and permanent appointment

4. Vacant positions marked for filling shall be published in accordance with RA 7041(PublicationLaw). The published vacant positions shall also be posted in at least three (3) conspicuous placesin the Agency for at least ten (10) calendar days. Other appropriate modes of publication shallbe considered.

Filling of vacant positions in the Agency shall be made after (10) calendar days from date ofpublication. The publication of a particular position shall be valid until filled up but not to extendbeyond six (6) months reckoned from the date the vacant position was published. In the issuanceof appointments, the requirement for publication is deemed complied with if the process ofapplication and screening started within six (6) months from publication and if the vacancy isfilled not later than nine (9) months from the date of publication.

5. The following positions are exempt from the publication requirement:

a) primarily confidential positions;

b) highly-technical positions;

c) positions to be filled by existing regular employees in the Agency in case of reorganization.

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d) positions which are policy determining; and

e) coterminous with the appointing authority or limited to the duration of a particular project.

6. A Personnel Selection Board (PSB) for First & Second Level positions shall be established in theagency.

7. The PSB members including its alternate representatives from the first and second level positionsshall undergo orientation and workshop on the selection/promotion process and CSC policieson appointments to be facilitated by the HR Office on annual basis or as the need arises.

8. All candidates for appointment to the first and second level shall be screened by the PSB.

Appointment to the following positions shall no longer be screened by the PSB:

a) Appointment to personal and primary confidential positions

b) Renewal of temporary appointment issued to the incumbent personnel provided the last two(2) performance ratings are at least very satisfactory.

c) Positions which are policy determining

d) Co-terminous with the appointing authority or limited

e) Appointment to entry laborer positions

9. The Head of Agency shall as far as practicable, ensure equal opportunity for men and womento be represented in the PSB for all level.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201610. The Head of Agency may appoint applicant who is not next-in-rank but possess superior

qualification and competence and has undergone the selection process.

11. The comparative competence and qualification of candidates for appointment shall bedetermined on the basis of:

11.1 Performance11.1.1 For appointment by promotion, the performance rating of the appointee for the last ratingperiod prior to effectivity date of the appointment should be at least very satisfactory.

11.1.2 For appointment by transfer involving promotion, the performance rating for the last rating periodimmediately preceding the transfer from the former office or agency should be at least very satisfactory.

11.2 Education and Training- include educational background, successful completion of trainingcourses accredited by the Civil Service Commission, scholarships, training grants and others which mustbe relevant to the duties of the position to be filled.

11.3 Experience and Outstanding Accomplishments- include occupational history, relevant workexperience acquired either from the government or private sector, and accomplishments worthy ofspecial commendation.

11.4 Psycho-social Attributes and Personality Traits- refer to the characteristics or traits of a personwhich involved both psychological and social aspects. Psychological includes the way he/she perceivesthings, ideas, beliefs and understanding and how he/she acts and relates these things to others and insocial situations.

11.5 Potential- refers to the capacity and ability of a candidate to assume the duties of theposition to be filled and those of higher or more responsible positions.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201612. An employee may be promoted or transferred to a position which is not more than three (3) salary

grades, pay or job higher than the employee’s present position except in meritorious cases, such as; ifthe vacant position is next-in-rank, or the lone or entrance position indicated in the agency staffingpattern.

13. An employee should have rendered at least very satisfactory service for the last rating period in thepresent position before being considered for promotion.

14. An employee who is on local or foreign scholarship or training grant or on maternity leave may beconsidered for promotion. For this purpose, performance rating to be considered shall be the ratingimmediately prior to the scholarship or training grant or maternity leave and if promoted, the effectivedate of the promotional appointment shall be on the assumption to duty.

15. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwiseprovided by law.

16. A notice through an Office Order announcing the appointment of an employee shall be posted in threeconspicuous places in the agency a day after the issuance of the appointment for at least fifteen (15)calendar days.

17. The approved agency Merit Selection/Promotion Plan shall be used as one of the bases for theexpeditious approval of appointments, for CSC attestation and accreditation to take final action onappointments.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016COMPOSITION OF THE PERSONNEL SELECTION BOARD

Chairperson – Head of Agency or his/her authorized representative

Members – Department Manager where the vacancy occursHighest official responsible for personnel managementDivision Manager where vacancy occursIRMO-A

Two representatives of the rank and file career employees, one from the first level andone from the second level, who shall both be chosen by the duly accredited employee association/unionin the agency.

In case there is no accredited employee association in the agency, the representatives shall bechosen at large by the general assembly. The candidate who garners the second highest votes shallautomatically be the alternate representative. Any other mode of election may be conducted for thepurpose.

The first level representative shall participate during the screening of candidates for vacancies in thefirst level; second level representative shall participate in screening of candidates for vacancies in thesecond level. Both rank-and-file representatives shall serve for two (2) years. For continuity of operation, theagency accredited employee association/union may designate an alternate.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PROCEDURES

The following procedures shall be observed in filling any vacant position whether in the first and secondlevel of the Career Service:1. Publish the vacant position in the CSC Bulletin of Vacant Positions pursuant to RA 7041 or through other

mode of publication and post the same in three (3) conspicuous places in the MKWD for a period of ten(10) calendar days. Published vacant positions not filled up after six (6) months shall be republished.

2. The Head of Agency shall issue an Office Order declaring the vacant positions open for application toqualified personnel.

3. Applications received shall be shortlisted by the IRMO-A and submit the same to the Head of Agency. Inthe process, the following should be considered:

a) An employee maybe promoted or transferred to a position which is not more than three (3) salary,pay or job grades higher than the employee’s present position except, in very meritorious cases suchas: if the vacant position is next-in-rank or the lone or entrance position indicated in the agency staffingpattern.

b) An employee who is on local or foreign scholarship, training grant, pregnant or on maternity leavemay be considered for promotion.

For this purpose, the performance ratings to be considered shall be the rating immediately prior to orafter the scholarship or training grant or maternity leave.

If promoted, the effectivity date of promotional appointment shall be after the scholarship or traininggrant or maternity leave.

c) Promotion within six (6) months prior to compulsory retirement shall not be allowed except otherwiseprovided by law.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Appointment to the following positions shall no longer be screened by the PSB:

a) Appointment of personal and primarily confidential positions and;

b) Renewal of temporary appointment issued to the incumbent personnel

4. The Head of Agency then issue an Office Order for the PSB to convene and evaluate the qualificationsof the candidates for hiring and promotion.

5. After the conduct of preliminary evaluation of the qualification of all candidates and determining thosewho are initially found qualified, the PSB shall conduct further assessment by scheduling writtenexamination, skills test and interview.

6. The PSB shall then determine and evaluate the most qualified and competent applicant and submit thelist to the Appointing Authority.

7. The appointing authority shall be guided by the PSB’s comprehensive evaluation report of candidatesscreened for appointment and in the exercise of sound discretion select, in so far as practicable, fromamong the top five applicants deemed most qualified for appointment to the vacant position.

8. All appointments shall be covered by an Office Order issued by the Head of Agency. The Order shall befurnished the appointee and all Department Heads of the agency;

9. The effectivity of an appointment will be the date reflected on the date of issuance of appointmentwhich is cited in the Office Order.

10. The IRMO-A shall then prepare all the necessary documents attached to the Appointment and after allsignatories are secured, submit to the Civil Service Commission for attestation within thirty (30) days fromthe date of issuance.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016GRIEVANCE

1. A qualified next-in-rank employee may present the grievance with the agency grievance machineryunder the following conditions:

a) Non-compliance with the selection process;

b) Discrimination of account of gender, civil status, pregnancy, religion, ethnicity or political affiliation;

c) Disqualification of applicant to a career position for reason of lack of confidence of the appointingauthority and;

d) Other violations of the provisions of this merit Promotion Plan.

FUNCTIONS AND RESPONSIBILITIES

1. The HR Unit shall have the following functions and responsibilities:

a) Disseminate copies of the agency Merit Promotion Plan to all departments after approval thereof bythe Civil Service Commission. An orientation shall be conducted by the HRD Unit within six (6) monthsupon approval of the MSPP.This orientation is meant to ensure awareness and understanding of the Plan. A report shall besubmitted to the Civil Service Field Office for record purposes;

b) Develop a System of Ranking Positions which will be submitted for approval of the Head of Agencycopy furnished the CSC and its field office for reference purposes;

c) Develop and maintain an updated qualification database of employees of the agency to includeeducation, training, experience, skills, competencies and other similar information.

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d) Develop a program to fast track the career movement of employees with superior qualifications.

e) Publish vacant positions in the CSC Bulletin of vacant Positions or through other mode of publicationand post the same in three (3) conspicuous places in the agency for at least ten (10) calendar days.

f) Conduct preliminary evaluation of the qualifications of all applicants.

2. The employees shall be responsible for updating their Personal Data Sheet annually or as deemednecessary, and submit together with the supporting documents to the HR Unit.

3. The Personnel Selection Board (PSB) shall have the following functions and responsibilities:

a) Adopt a formal screening procedure and formulate criteria for the evaluation of candidates forappointment, taking into consideration the following;

a.1) Reasonable and valid standards and methods of evaluating the competence andqualifications of all applicants competing for a particular position;

a.2) Criteria for evaluation of qualifications of applicants for appointment must suit the jobrequirements of the position.

b) Disseminate screening procedure and criteria for selection to all employees and applicants. Anymodification of the procedure and criteria for selection shall likewise be properly disseminated;

c) Prepare a systematic assessment of the competence and qualifications of candidates forappointment. Maintain fairness and impartiality in the assessment of candidates;

d) Evaluate and deliberate en banc the qualifications of those listed in the selection line-up;

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016e) Submit the list of evaluated candidates together with result of the screening process conducted from

which the appointing authority shall choose from among the top five applicant deemed mostqualified for appointment to the vacant position;

f) Orient officials and employees in the agency pertaining to policies relative to personnel actions.

4. The Head of Agency shall have the following functions and responsibilities;

a) Establish the Personnel Selection Board (PSB) and see to it that all PSB members undergo orientationand workshop on the selection and promotion process and CSC policies on appointments. Theagency head shall ensure equal opportunity for men and women to be represented in the PSB for alllevels;

b) The appointing authority shall be guided by the PSB’s comprehensive evaluation report of candidatesscreened for appointment and in the exercise of sound discretion select, in so far as practicable, fromamong the top five applicants deemed most qualified for appointment to the vacant position.

c) Issue appointments in accordance with the provisions of the Merit Selection/Promotion Plan.

d) All appointments shall be covered by an Office Order issued by the Head of Agency. The Ordershall be furnished the appointee and all Department Heads of the agency;

e) The effectivity of an appointment will be the date reflected on the date of issuance ofappointment which is cited in the Office Order.

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TRANSACTIONSHUMAN RESOURCE MANAGEMENT

1. Issuances

A. Appointment – The vacant position has been published with the CSC field office and can be filled up within6 months from date of publication of 9 months as long as the PSB has convened within 6 months from dateof publication. Appoint is issued by the appointing authority and IRMO-A shall prepare the followingdocuments:

o Appointment Form – CSC KSS pormao CSC Appointment Processingo CSC Transmittal Formo CSC Position Description Formo Certificate of Availability of Fundso Oath of Officeo Other Attachments:

Duly Accomplished Personal Data Sheet (3 Copies) Medical Certificate Documentary Stamp Photocopy of Certificate of Eligibility Photocopy of IPCR for 2 Rating Periods PSB/Recommendation Result NBI Clearance

Casual Appointment shall be issued and prepared before expiry date of the appointment.

After the signatories are secured, the Appointment must be submitted to CSC field office within30 days after its issuance for attestation.

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B. Certifications –Any official document requested from the Human Resource Office must be in form of writtenrequest indicating its purpose and duly noted by its respective managers. Request Form is available from thisoffice. (5 mins.)

C. Clearances – the IRMO-A shall prepare the clearance form and the affidavit of under taking to beprocessed/ facilitated by the retiree or resigned employee. (2 mins.)

D. Service Record – upon request, the IRMO-A shall prepare and furnish updated and duly approved servicerecord to the requesting party (5 mins)

E. Renewal of Job Order Contract – the IRMO-A shall prepare renewal of Job Order Contract afterrecommendation from Division and Department Manager duly approved by the General Manager.

F. Memorandum – from time to time the HRD shall issue memorandum concerning personnel matters.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20162. Reports

A. Leave Reports – All leave credits and privileges must be in accordance to Book V of EO 292.

For sick leave, personnel must notify the direct supervisor for the reason of his absence. Upon return towork, personnel concerned must file leave application form with attached prescribed medicalcertificate or formal explanation letter.

For vacation, forced, and special leave application must be filed five days before schedule leave

All leave applications must be facilitated by the employee concerned and certified by the IRMO-A for leavebalances, before approval of Division Managers, Department Managers, Assistant General Managers andfinal approval of General Manager, no personnel are allowed to take leave without proper approved leaveapplication.

On the tenth working day of the month, leave reports are submitted. The IRMO-A shall gather all recordspertinent to employee attendance, The IRMO-A/ support staff shall prepare the following:

1. Summary of Under Time2. Summary of Tardy Incurred3. Summary of Leave Application4. Summary of Leave Balances5. Summary of Balance of Special Leave and Force Leave6. Post to individual leave ledger card7. Leave without pay8. Leave monetization9. Furnish copies to all departments for reference after its approval

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016B. Overtime and Compensatory Overtime Credits – On Overtime accomplishment report, the IRMO-A must

reflect the individual balance on COCs before affixing the signature and final approval of the GeneralManager.

C. Awardees – the IRMO-A shall prepare the request for cash incentives for the awardees for the month, JO forplaques and other incentives.

D. Step Increment – for every three years of service to the position, the IRMO-A shall prepare the schedule ofstep increment of personnel for the month for GM’s approval and to be submitted to the CSC field office fornotification and posting to individual ledger cards of employees.

E. CSC Reports – The HR unit shall prepare and submit the following quarterly reports to CSC:

Accession Report Report on Separation DIBAR Mamayan Muna Hindi Mamaya Na Report Inventory of Government Personnel (IGP) Annually Others (documentation of activities during CSC month on September)

F. Notice of Salary Adjustment – the IRMO-A shall prepare individual NOSA duly approved by the GeneralManager and to be submitted to DBM and CSC

G. Statement of Assets and Liabilities and Net worth-SALN – the IRMO-A shall prepare the summary of SALN ofall personnel after duly notarized for submission to the office of Ombdsman for Mindanao

H. Trainings Attended – on a quarterly basis, he IRMO- shall prepare list trainings attended by personnel.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016I. Inventory of Personnel – IRMO-A shall prepare monthly inventory of personnel report duly approved by the

General Manager

J. During the last quarter, the IRMO-A shall submit schedule of Awardees and Step Increment for the followingyear to Accounting and Finance Division for inclusion in the budget preparation.

K. Update Plantilla of personnel every time there are changes in position and salary

L. Prepare HRD Annual Procurement Plan for inclusion during Budget preparation

M. Prepared the following Annual Reports:

Leave Balance for the year Monetary Value of accrued leave Monetary Value of accrued leave Leave monetized for the year Summary of Trainings Attended by personnel of the year Summary of Awardees for the year Summary of Step Increment Issued for the Year Updated Plantilla of Personnel

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20163. Records Management

A. 201 Files – On semi-annual basis, the HRD shall post duly approved summary of contents of individual201 files for reference and updating. All employees either permanent or casual in status must haveindividual 201 file which shall contain the following documents:

Appointments with attachments Disciplinary Actions Personal Data Sheet updated annually Certificate of trainings provided by concerned personnel Eligibilities School Records NOSA Step Increment NSO Authenticated Birth Certificate and Marriage Contract Copy of SALN

B. Plantilla of Personnel (POP) – on annual basis, the HRD shall furnish updated approved Plantilla ofPersonnel to DBM and CSC in compliance to all government agencies’ mandate. HRD shall facilitatethe approval of DBM for new positions created in addition to existing POP. To monitor he POP, themonthly inventory of personnel must be furnished to all departments for reference.

C. Leave Ledger Cards – All personnel must have updated record of their leave of absence posted inthe leave ledger cards.

D. Service Records – Any changes in status of employment like step increment, promotion, demotion,and salary adjustments are recorded in the service record.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016E. Reference Books – Compilation of CSC Memorandum Circular are available for reference.

4. Employee Discipline & Other Personnel Actions – All personnel movements and other actions mustemanate from the appointing disciplining authority. A representative from HRD must be automatically amember of Personnel Mechanisms like Grievance Committee, Personnel Selection Board, PersonnelDevelopment Committee, PRAISE Committee, Committee on Decorum and Investigations (CODI)Citizens Charter, SPMS, and other related committees.

The HR Office shall at all times assist the General Manager on Issues regarding personnel matters.

5. Personnel Welfare Relations

A. Prepare schedule of personnel donation in case of death to immediate members of the family.B. Prepare schedule of monthly leave monetization, NOSI & NOSAC. Prepare schedule of GSIS Group Term Accident Insurance annuallyD. Conduct orientation on CSC and Office Rules and Regulations to newly hired employees and OJTsE. Acts as Liaison Officer to GSISF. Assist Personnel needs in terms of supporting documents for claims with Civil Service Commission, PAG-

IBIG, GSIS and HMA.G. Assist employees in time of sickness, death and other related incidentsH. Acts as linkage with other agencies and NGOs.I. Focal unit of office activities like convocations, flag raising, monthly assessment, first Friday mass, and

physical fitness.J. Receives incident reports from different department for record purposesK. Prepare schedules for RATA, PERA, Rice allowance and other benefitsL. Send SMS regarding information about office activitiesM. Maintain harmonious relationship with the MKWDUE and MKWDEA.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016RECRUITMENT HIRING & PROMOTION

The vacant position had beenpublished with the CSC and canbe filled up within six (6) months

and posted in 3 conspicuousplaces. After ten (10) calendardays, the Appointing Authority

Issues Office Order declaring thevacant position open for

application.

IRMO-A receives applicationletter for the declared vacantposition with 3 copies of duly

accomplished PDS, photocopyof eligibilities, medical certificatewith neuro test, drug test, 3 pcsdocumentary stamps, and NBI

clearance for new entrants.

For application for promotion,submit 3 copies of duly

accomplished PDS, photocopyof eligibilities, and 3 pcs

documentary stamps to beattached to the Oath of Office.

IRMO-A prepare and submit ashortlist of applicants with profile

to the General Manager

The General Manager endorsesapplications to PSB CommitteeChairman for the screening andPSB submit results within fifteen

(15) days

PSB shall convene for thescreening of the applicants to

the vacant position within 2 daysafter receipt of the endorsementfrom the General Manager. PSB

schedules the actual and writtenexams, and interview for the

applicants

Examination questions shall begiven by the Division Manager,

Department Manager and AGMwhere the vacancy occurs. TheIRMO-A shall serve as facilitator

for the activity.

A separate written exam shall bescheduled and given by the

General Manager

Results of the screening processby the PSB shall be submitted tothe General Manager within the

prescribed period.

General Manager issue OfficeOrder for Appointment.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PREPARATION OF APPOINTMENT TO PERMANENT POSITION

Office Order shall be issued bythe General Manager

appointing an applicant to thedeclared vacant position.

The IRMO-A shall prepare thefollowing documents:CSC Transmittal Form

Appointment Form- CSC KSSPorma Blg. 33

CSC Appointment ProcessingForm

Assumption to Duty

CSC Position Description FormCertificate of Availability of

FundsOath of Office with attached

documentary stamp

Other attachments:Duly Accomplished Personal

Data Sheet (PDS) in 3 copies withlatest passport size I.D. picture

and latest residence certificate.

3 copies of Medical Certificatewith Documentary Stamp

Photocopy of Certificate ofEligibility

Photocopy of IPCR for two ratingperiods

PSB Evaluation/ResultNBI Clearance

After all signatories are secured,the Appointment must be

submitted to CSC Field Officewithin 30 days after its issuance

for attestation.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016CASUAL APPOINTMENT PREPARATION

Based on the performanceevaluation, the Division Manager

noted by Department & AGMshall issue recommendation for

the renewal of CasualAppointment.

Office Order shall be issued bythe General Manager for CasualAppointment indicating period

of coverage

The IRMO-A shall prepare thefollowing documents:CSC Transmittal Form

Plantilla of Casual Appointment(CS Form No. 001)

CSC Appointment ProcessingForm

Assumption to Duty

Certificate of Availability ofFunds

Oath of Office with attacheddocumentary stamp

Other attachments:Duly Accomplished Personal

Data Sheet (PDS) in 3 copies withlatest passport size I.D. picture

and latest residence certificate.

For new entrant:NBI Clearance

3 copies of Medical Certificatewith Documentary Stamp withneuro test result and drug test

results.

After all signatories are secured,the Plantilla of Casual

Appointment must be submittedto CSC Field Office within 30

days after its issuance forattestation.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016JOB ORDER CONTRACT PREPARATION

Based on the performance evaluation, the DivisionManager noted by Department & AGM shall issue

recommendation for the renewal of Job OrderContract

Office Order shall be issued by the General Managerfor renewal of Job Order Contract indicating period

of coverage

The hired Job Order shall submit to the IRMO-A 1copy of duly accomplished Personal Data Sheet,Medical Certificate with Neuro & Drug Test Results

The IRMO-A shall prepare the Job Order Contractand File to Individual Folders after approval by the

General Manager.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016LEAVE APPLICATION

All leave applications mustbe facilitated by the

concerned personnel

For sick leave, concernedpersonnel shall notify his/herimmediate supervisor of thereason of his absence andleave application must be

filed upon return to work withattached medical certificateor formal explanation letter

For cto, vacation, force andspecial leaves, leave/ctoapplications must be filed

and processed five (5) daysbefore scheduled leave/cto

IRMOA-A shall Ensure thatleave applications are

properly filled up beforeaffixing signature certifyingemployees’ leave balance

Concerned employee securesignatures of immediate

supervisors, agm and finalapproval by the general

manager

Concerned employeeensures that leave

application is approvedbefore going on leave.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016ISSUANCE OF CERTIFICATION AND SERVICE RECORDS

Any official document requestedfrom the Human Resource Officemust be in form of written request

indicating its purpose and dulynoted by its respective managers.Request Form is available from HR

Office

Upon approval of the request form,the IRMO-A shall prepare and

secure signatories for thedocuments requested.

For certificate of Employment filedin the morning, the document will

be available in the afternoon of thesame day

For Service Records filed in themorning, approved and updated

service record will be available thefollowing day.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016FUNCTIONS OF ADMINISTRATIVE SERVICES UNIT

BASIC PROTOCOL AND INTERNAL CONTROL ON PROCUREMENT PROCESSES

1. All approved purchase requisitions/job orders received from bac secretariat for canvassing should haveattached philgeps reference number for above fifty thousand pesos. No need for philgeps posting fortransaction below fifty thousand pesos. And certificate of availability of funds.

2. All canvass forms must emanate from the canvasser for record and monitoring purposes.

3. All canvass forms must have date, signature of canvasser and suppliers.

4. See to it that date of canvass should not be earlier than the date of approved purchase requisition and philgepsposting.

5. Issuance of P.O must be based on approved P.R and AOB.

6. All issued NOA, NTP, and purchase orders should have attached approved AOB/BAC resolution

7. NOA, NTP and P.O should have the same date.

8. Date of purchase order, NOA and NTP should be later than date of PR, canvass, AOB and bac resolution.

9. Date of purchase order, NOA and NTP should be earlier than date needed by the requisitioner or the event.

10.Furnish to COA copy of all perfected P.O within five (5) days after perfection.

11.Submit daily accomplishment report.

12.Submit weekly and monthly monitoring report on issued NOA.NTP, PO and canvassed PR and JO.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016CANVASSING

1. ASO-A receives approved Purchase Requisition (PR) and Job Order with PHILGEPS reference number fromBAC Secretariat for items with ABC of more than Fifty Thousand Pesos.

2 ASO-A check supporting documents and record PRs received for monitoring.

3 Endorse PRs to Canvasser for canvassing.

4. Canvasser records all items for canvassing per PR and JO to Logbook inclusive of particulars stipulatedtherein and prepares at least 3 canvass forms per PR with signature.

5. Serve and deliver canvass to suppliers within the day with complete and detailed specifications andconditions.

6. Pick up served canvass within 3 days for Local Suppliers, 5 days for Regional Suppliers and 10 days forNational Suppliers.

7. Endorse to BAC all sealed canvass for bidding/opening.

8. Prepares and submit weekly and monthly monitoring report on PRs and JOs canvassed with updated status.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PURCHASE ORDER

1. ASO-A receives approved Abstract of Bids (AOB) and BAC resolution per approved purchaserequisition and job orders.

2. ASO-A checks supporting documents and records AOB for monitoring.

3. Endorse AOBs to purchaser for preparation of Notice of Award (NOA), Notice to Proceed (NTP) andPurchase Order (PO).

4. Secure initials/signatures from ASO-A/Administrative Services Chief/ Division Manager/DepartmentManager/Assistant GM and FSD Department Manager and approval of the General Manager. ASO-A encode NOA, NTP and PO number in the monitoring form.

5. Serve/distribute approved NOA, NTP and PO within 3 days for local, 5 days for regional and 15 daysfor national suppliers.

6. Purchaser records all served P.O and J.O for monitoring and follow up of deliveries.

7. Follow up and ensure delivery of purchased items based on the specifications stipulated in the P.Oand J.O.

8. Endorse to requisitioner completed transaction (Approved NOA/NTP with signature of supplier) for JobOrder for accomplishment report and request for payment.

9. Copy and endorse to Supply Office completed transaction (PO AND NTP with signature of supplier)with complete attached documents for RR and inspection and acceptance report after delivery.

10.Photocopy and endorse to COA within 5 days perfected PO with complete attached documents.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201611.Prepare and submit weekly and monthly monitoring report on issued purchased orders with daily SMS

for update and guidance of management.

RECORDS

General Functions:

1. Receives and records incoming communication and endorse to concerned office or personnel.

2. Releases and records outgoing communications and send to concerned addressee.

A. PROCEDURE IN BORROWING/RETRIEVAL OF RECORDS:

1. Secure a charge out slip from records in-charge.

2. Fill-up and secure all signatories.

3. Submit approved charge out slip form to records office.

4. Accompany the records personnel in retrieving files/records if it is located in the storage room. (Thisrefers to the concerned requisitions/borrower).

5. Borrowers may only retrieve photocopies of the documents from the file of records endorsed.

6. Documents and files released by the records in-charge are indicated on the charge out slip and willbe returned within 3-day period.

7. Documents released must be received by the concerned borrower as indicated in the charge outslip.

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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20168. Files charge out slip.

9. Follow-up retrieve documents/release documents to concerned personnel three (3) days after.

10.Monitor and follow up unreturned files/documents.

11. Indicate the date of return files/documents on the charge out slip upon receipt.

B. DISPOSAL PROCEDURES

1. Conduct Records Inventory on the following:a. For Disposal indicating the number of yearsb. For Retentionc. Permanent

2. Submit List of Records Recommendation for Disposal for GM’s Validation.a. Note GM’s commentb. Prepare final list for GM’s Approvalc. Approved recommendation for disposal will be mailed to NAP (National Archives of the

Philippines)

3. Use NAP FORM NO. 3 2008, Request for Authority to Dispose of Records.

4. Use General Records Disposition Schedule series 2009 in Preparing Request forAuthority to Dispose of Records.

5. Mail /Email Approved Request for Authority to Dispose of Records to NAP forValidation and Approval.

a. NAP Requirements:

Page | 160

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016a.1 New/ Existing Disposal Committee Member and respective

position.a.2 Required Certification of Actual Place of disposal the depth and

length (for land fill) and actual location.

6. NAP will Email/ Mail Approved Request for Authority to Dispose of Records.a. Follow-up to NAP date of disposal / schedule of disposalb. Once scheduled, prepare a communication letter to COA’s Office of said Activity. (Need to

have a representative)c. Furnish COA an approved copy of NAP Form No. 3, 2008.

7. NAP Office will send a copy of their TRAVEL ORDER for the said Activity.a. Inform office of the GM Scheduled Date of Disposalb. Confirmation to COA’s Actual Date of Disposalc. Inform the Committee on Disposal

8. Actual Disposala. Bring Camera for documentation.b. NAP Representativec. COA Representatived. Office Representative (other than Records Officer)

9. Prepare Certificate of Appearance for:a. NAP representativeb. COA representative

10. Submit a copy of Certification of Disposal to Office of the General Manager for GM’s Copy.

Page | 161

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016VEHICLE REGISTRATION

RENEWAL OF VEHICLE INSURANCE:

1. Request GSIS for the computation of the insurance for renewal 1 month prior to the expiration.

2. Prepare schedule of payment for vehicles renewal for GSIS insurance.

3. Submit to the accounting for voucher and payment.

4. Secure a copy of GSIS insurance as pre requisite for the renewal of vehicle’s LTO Registration.

5. Present to LTO copy of OR and CR with GSIS Insurance and request LTO for the computation for therenewal of the vehicle registration 1 month prior to expiration.

6. Request and prepare schedule of payment for the renewal of vehicles.

7. Attached all pertinent documents for the renewal of vehicle registration including GSIS insurance.

8. Submit to the accounting for voucher and payment.

9. Submit all documents to LTO registration including the payment.

10.Secure copy of the renewed OR/CR, keep the original copy of the OR/CR and give a photocopy to thedriver/vehicle in charge.

Page | 162

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016FEDELITY BOND

A. Fill up the following bonding forms for New Applicant or For Renewal.

FOR NEW APPLICANT:

1. Three copies of Gen. Form 57A (Request Form) signed by the Agency Head.2. Three copies Gen. Form 58A with 3-ID 2x2 pictures.3. Three copies of List of Bonded Public Officers certified by the Agency Officer-in-Charge.4. Three copies of Agency Certification of bond applicants that they have no Pending Administrative / Criminal

Case.5. Three copies of latest Sworn Statement of Assets and Liabilities and Net worth (SALN).6. Three copies Latest appointment and designation Order.

FOR RENEWAL:

1. Three copies of Gen. form 57A (Request Form)2. Three copies of latest Sworn Statement of Assets, Liabilities and Net worth (SALN)3. Three copies of Agency Certification of bond applicants that they have no Pending Administrative / Criminal

Case.For Bond applicants with case(s), copies of pertinent pleadings, orders and resolutions filed or issued by

the disputing parties, prosecutor of investigatory offices and judicial bodies shall be attached to the bond ofapplication.

4. Three copies of Bonded Public Offices certified by the agency officers in charge of Admin. And/or FinanceDept. Service, Division or unit (format available Bureau of Treasury Provincial Office.

5. Copy of latest Bureau of Treasury Confirmation Letter.6. Three copies of Order to Increase if there is increase of Bond. If photocopy it should be authenticated.

Page | 163

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016B. Submit filled up forms enumerated above together with SALN (latest), Certificate of no pending case 2x2 ID

pictures (3pcs) and other designating officer., etc.

C. Prepare request for payment of bondable officer indicated in the list with its corresponding amount.

D. Submit to Accounting Office for schedule of payment.

E. Submit all documents for Bureau of Treasury for approval and at the same time for the settlement of the checkpayment.

F. Wait for the release of Confirmation letter and furnish a copy for COA for their reference.

Page | 164

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016APPROVED PURCHASE REQUISITION/ JOB ORDER FOR CANVASS

ASO-A receives approvedPurchase Requisition (PR) and

Job Order with PHILGEPSreference number from BAC

Secretariat for items with ABC ofmore than Fifty Thousand Pesos

ASO-A check supportingdocuments and record PRs

received for monitoringEndorse PRs to Canvasser for

canvassing.

Canvasser records all items forcanvassing per PR and JO to

Logbook inclusive of particularsstipulated therein and preparesat least 3 canvass forms per PR

with signature.

Serve and deliver canvass tosuppliers within the day with

complete and detailedspecifications and conditions.

Purchaser records all served P.Oand J.O for monitoring and

follow up of deliveries.

Endorse to BAC all sealedcanvass for bidding/opening

Prepares and submit weekly andmonthly monitoring report on PRs

and JOs canvassed withupdated status.

Page | 165

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PURCHASE ORDER PREPARATION AND PROCESSES

ASO-A receives approvedAbstract of Bids (AOB)

and BAC resolution perapproved purchase

requisition and job orders

ASO-A check supportingdocuments and record

PRs received formonitoring

Endorse AOBs topurchaser for preparation

of Notice of Award(NOA), Notice to Proceed(NTP) and Purchase Order

(PO).

Secure initials/signatures fromASO-A/Administrative

Services Chief/ DivisionManager/Department

Manager/Assistant GM andFSD Department Manager

and approval of the GeneralManager. ASO-A encode

NOA, NTP and PO number inthe monitoring form.

Serve/distribute approvedNOA, NTP and PO within 3days for local, 5 days forregional and 15 days for

national suppliers.

Purchaser records allserved P.O and J.O for

monitoring and follow upof deliveries.

Follow up and ensuredelivery of purchased

items based on thespecifications stipulated

in the P.O and J.O.

Endorse to requisitionercompleted transaction

(Approved NOA/NTP withsignature of supplier) for

Job Order foraccomplishment report

and request for payment

Photocopy and endorseto Supply Office

completed transaction(PO AND NTP with

signature of supplier) withcomplete attached

documents for RR andinspection and

acceptance report afterdelivery.

Photocopy and endorseto COA within 5 days

perfected PO withcomplete attached

documents.

Prepare and submitweekly and monthlymonitoring report on

issued purchased orderswith daily SMS for update

and guidance ofmanagement

Page | 166

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PURCHASE ORDER PREPARATION AND PROCESSES BELOW ONE THOUSAND PESOS

ASO-A receives approvedpurchase requisition, job orderwith canvass and caf from bac

secretariat

ASO-A check supportingdocuments and record PRs

received for monitoring

Endorse to purchaser forrecording & procurement. Forcash transactions, purchaser

prepares request for cashadvance, once approved,

endorse to accounting for bur.

Endorse to cashier approvedbur and attached documents

for cash.

Purchaser pick up purchaseditems. Endorse to supply office

for rr and inspection &acceptance.

Supply office returns rr/iar andattached documents topurchaser for liquidation.

Purchaser photocopydocuments and endorse tocashier original copies and

photocopy attached toliquidation and submit to

accounting & budget division.

For job orders, endorse torequisitioner completed

transaction (jo with signature ofsupplier and other supporting

documents) for iar &accomplishment report and

request for payment.

Prepare and submit weekly andmonthly monitoring report onissued purchase orders with

updated status for guidance ofmanagement

Page | 167


RECORDSPROCEDURE IN BORROWING/RETRIEVAL OF RECORDS

Secured a charge out slipfrom records in-charge.

Fill-up and secured allsignatories.

Submit approved chargeout slip form to records

office.

Accompany the recordspersonnel in retrieving

files/records if it is locatedin the storage room. (Thisrefers to the concernedrequisitions/borrower).

Borrowers may onlyretrieve photocopies ofthe documents from thefile of records endorsed.

Documents and filesreleased by the recordsin-charge are indicatedon the charge out slipand will be returnedwithin 3 day period.

Documents released mustbe received by the

concerned borrower asindicated in the charge

out slip.

Files charge out slip.

Follow-up retrievedocuments/release

documents to concernedpersonnel three (3) days

after.

Monitor and follow upunreturned

files/documents.

Indicate the date ofreturn files/documents onthe charge out slip upon

receipt.

Page | 168

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016DISPOSAL PROCEDURES

Conduct Records Inventory on thefollowing:A. For Disposal indicating the numberof yearsB. For RetentionC. Permanent

Submit List of Records Recommendation for Disposalfor GM’s Validation.Note GM’s commentPrepare final list for GM’s ApprovalApproved recommendation for disposal will bemailed to NAP (National Archives of the Philippines)

Use NAP FORM NO. 3 2008,Request for Authority to Disposeof Records.

Use General RecordsDisposition Schedule series2009 in Preparing Request forAuthority to Dispose ofRecords.

Mail /Email Approved Request for Authority toDispose of Records to NAP for Validation andApproval.NAP Concernsa.1 New/ Existing Disposal Committee Member andrespective position.a.2 Required Certification of Actual Place ofdisposal the depth and length (for land fill) andactual location.

NAP will Email/ Mail Approved Request forAuthority to Dispose of Records.Follow-up to NAP date of disposal / scheduleof disposalOnce scheduled, prepare a communicationletter to COA’s Office, said Activity. (Need tohave a representative)Furnish COA an approved copy of NAP FormNo. 3, 2008.

NAP Office will send a copy of theirTRAVEL ORDER for the said Activity.Inform office of the GM ScheduledDate of DisposalConfirmation to COA’s ActualDate of DisposalInform the Committee on Disposal

Actual DisposalBring Camera fordocumentation.NAP representativeCOA representativeOffice Representative

Prepare Certificateof Appearance for:NAP representativeCOA representative

Submit a copy ofCertification of Disposal toOffice of the GeneralManager for GM’s Copy.

Page | 169

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016VEHICLE REGISTRATION

Request GSIS for thecomputation of the

insurance for renewal 1month prior to the

expiration.

Prepare schedule ofpayment for vehicles

renewal for GSISinsurance.

Submit to the accountingfor voucher and

payment.

Secure a copy of GSISinsurance as pre requisite

for the renewal ofvehicle’s LTO Registration.

Present to LTO copy of ORand CR with GSIS

Insurance and requestLTO for the computation

for the renewal of thevehicle registration 1

month prior to expiration.

Request and prepareschedule of payment forthe renewal of vehicles.

Attached all pertinentdocuments for therenewal of vehicle

registration including GSISinsurance.

Submit to the accountingfor voucher and

payment..

Submit all documents toLTO registration including

the payment.

Secure copy of therenewed OR/CR, keepthe original copy of the

OR/CR and give aphotocopy to the

driver/vehicle in charge.

Page | 170

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016FEDELITY BOND FOR NEW APPLICANT

Submit filled up formsenumerated above

together with SALN (latest),Certificate of no pendingcase 2x2 ID pictures (3pcs)

and other designatingofficer., etc.

Prepare request for paymentof bondable officer

indicated in the list with itscorresponding amount.

Submit all documents forBureau of Treasury for

approval and at the sametime for the settlement of the

check payment.

Fill up the following bonding forms.

1. Three copies of Gen Form 57A (RequestForm signed by the Agency Head.2. Three copies Gen. Form 58A with 3-ID 2x2pictures.3. Three copies of List of Bonded PublicOfficers certified by the Agency Officer inCharge.4. Three copies of Agency Certification ofbond applicants that they have no PendingAdministrative/Criminal Case.5. Three copies of latest Sworn Statement ofAssets and Liabilities and Net Worth (SALN)6. Three copies Latest appointment anddesignation Order.

Submit to Accounting Officefor schedule of payment.

Wait for the release ofConfirmation letter and

furnish a copy for COA fortheir reference.

Page | 171

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016FEDELITY BOND FOR RENEWAL

Submit filled up formsenumerated above

together with SALN (latest),Certificate of no pendingcase 2x2 ID pictures (3pcs)

and other designatingofficer., etc.

Prepare request forpayment of bondable

officer indicated in the listwith its corresponding

amount.

Wait for the release ofConfirmation letter and

furnish a copy for COA fortheir reference.

Submit all documents forBureau of Treasury for

approval and at the sametime for the settlement of

the check payment.

Submit to AccountingOffice for schedule of

payment.

Fill up the following bonding forms.

1. Three copies of Gen. form 57A (Request Form)2. Three copies of latest Sworn Satement of Assets,Liabilities and Net worth (SALN)3. Three copies of Agency Certification of bondapplicants that they have no Pending Administrative/Criminal Case.4. Three copies of Bonded Public Offices certified bythe agency officers in charge of Admin. And/orFinance dept. Service, Division or unit (formatavailable Bureau of Treasury Provincial Office.5. Copy of latest Bureau of Treasury ConfirmationLetter.6. Three copies of Order to Increase if there is increaseof Bond. If photocopy it should be authenticated.

Page | 172

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016A. TRANSACTIONS:

1.1HUMAN RESOURCE1. RECRUITMENT, HIRING, PROMOTION

STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES

DOCUMENTARYREQUIREMENTS

1. Publicationof the vacantposition in theCSC Bulletin ofVacantpositions

Prepares the listof vacantpositions to bedeclaredvacant

5 min. IRMO-A

Vacant positionsin the career

service shall bepublished in

accordance withthe provisions of

RA 9041.

Bulletin ofVacant

Positions.

Securesignatories 20 min. IRMO-A List of Vacant

positions to bepublished

Upon approval,submit to CSCfor posting toCSC Bulletin

within the dayafter approval IRMO-A List of Vacant

positions to bepublished

2. Declarationof the positionas vacant

Issuance ofOffice Orderdeclaring theposition vacantand open forapplication.

After 10calendar days

dependingupon the

AppointingAuthority

General Manager asthe Appointing

Authority

Published anddeclared vacantposition shall notbe filled unless

and until ten (10)working days had

elapsed fromdate of

publication.

Applicationletter 1 copy

PDS

Page | 173




3. Submission ofapplicationletter by theapplicants.

Receivesapplicationletter with PDSfrom applicants

within theprescribed

periodIRMO-A

Personal DataSheet (PDS) must

be dulyaccomplished,computerized

and withsignature in all

pages.

ApplicationLetter 1 copy

PDS

4. Endorsementto PSB

Issue OfficeOrderendorsing theapplications tothe PSBChairman forscreening

within 15 days General Manager

Issue Memo onthe schedule ofPSB Screening.

Upon receiptof the Office

OrderPSB Chairman GM's issued Office

Order

Convenes forthe screeningof thequalificationsof theapplicants

within 2 daysafter receipt

ofendorsement

PSB Members PSB Issued Memo

Conductinterview andwrittenexamination

before lapseof 15 days

PSB Chairman,Division Managerand Department

Manager where the

Writtenexamination shallbe given by the

Division,

Page | 174

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016and actualexamination.

vacancy occurs,SIRMO-A/IRMO-A,1st Level/Second

Level Representativewhere the vacancy

occurs.

Department andAssistant General

Manager

5. Submission ofResult of PSBScreening

Submit theresults of thePSB screeningto the GeneralManager

on or beforethe 15th day PSB Chairman

Results shouldcontain ratings

garnered by theapplicant on the

written andinterview

PSB results

6. ConductWrittenexaminationGM's level

Issue OfficeOrderindicatingschedule of thewrittenexaminationfrom theGeneralManager andPanel interview.

GeneralManager/IRMO-A,AGMs, DepartmentManagers, Division

Manager-AHRD

GM's issued OfficeOrder

7. AppointmentIssue OfficeOrder forAppointment

Before lapseof Six (6)

months afterpublication

General Manager GM's issued OfficeOrder PSB Screening

Page | 175


2. APPOINTMENT PREPARATION

STEP ACTIVITY DURATION CONCERNPRE-

REQUISITEACTIVITIES


1.AppointmentProcessing

Preparedocumentaryrequirementsattached totheappointment

15 min perappointment IRMO-A GM's issued

Office Order

1. CSCTransmittalForm2.AppointmentProcessingForm3. KSS PormaBlg. 33


Upon receiptof the Office

OrderIRMO-A GM's issued

Office Order

4. CSC Form212 Personal

Data Sheet- 3sets with

attachedlatest passport

size picture5. Assumption

to Duty6. Position

DescriptionForm

Page | 176

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20167. Certificateof Availability

of Funds8. Oath ofOffice with

documentaryStamp

9. Photocopyof Certificate

of Eligibility10. Photocopyof IPCR latest 2Rating periods

11. Result ofthe PSB

Screening

1.AppointmentProcessing


15 min perappointment IRMO-A GM's issued

Office Order

OTHERATTACHMENTS

FOR NEWENTRANTS:1. Medical

Certificate withDocumentary

Stamps-3copies2. NBI

Clearance

Securesignatories 30 mins

IRMO-A/Appointees/Supervisors/PSBChairman/General Manager

Attacheddocumentary

Page | 177

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016requirementsenumerated

2. SubmissionofAppointmentsto CSC

ForwardAppointmentsto CSC forAttestation

Within 30days aftereffectivity

date

IRMO-A ProcessedAppointment

Enumeratedabove

Filing of CSCattestedAppointmentin the 201 Filecopyfurnished theAppointee

20 mins afterreceipt from

CSCIRMO-A CSC Attested

Appointment

Page | 178

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20163. CASUAL APPOINTMENT


DOCUMENTARY

REQUIREMENTS

1. CasualAppointment

1. Recommendationfor CasualAppointment/Renewal to the GeneralManager

2 weeksbeforeexpiry date

Division/DepartmentManagers/ AGM

Very SatisfactoryPerformance ofthe proposed

appointee

2. Issue Office Orderfor CasualAppointmentindicating period ofcoverage

General Manager

Recommendation from Division,Department,

AGM

3. AppointmentProcessing

15 min. perappointmen

tIRMO-A GM'S Office

Order

1. CSCTransmittalForm2.AppointmentProcessingForm3. Plantilla ofCasualAppointment(CS Form No.001)4. Assumptionto Duty

Page | 179

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165. PositionDescriptionForm6. Certificateof Availabilityof Funds

1. CasualAppointment

3. AppointmentProcessing

15 mins perappointment IRMO-A GM'S Office

Order

7. Oath ofOffice withdocumentaryStamp8. Photocopyof Certificateof Eligibility9. Photocopyof IPCR latest 2Rating periodsOTHERATTACHMENTSFOR NEWENTRANTS:1. MedicalCertificatewithDocumentaryStamps-3copies2. NBIClearance

Page | 180


Secure signatories 30 minsIRMO-

A/Appointee/General Manager

Attacheddocumentaryrequirementsenumerated

2. SubmissionofAppointments to CSC

ForwardAppointments to CSCfor Attestation

Within 30days aftereffectivitydate

IRMO-A ProcessedAppointment

Enumeratedabove

Filing of CSC attestedAppointment in the201 File copyfurnished theAppointee

20 min.afterreceiptfrom CSC

IRMO-A CSC AttestedAppointment

Page | 181

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20164. JOB ORDER CONTRACT



Job OrderContract

1.Recommendationfor Renewal ofJob OrderContract to theGeneral Manager

15 daysbefore

expiry ofthe

contract

Division/DepartmentManager

2. Issue OfficeOrder forRenewal OF JobOrder Contractindicating periodof coverage

Dependingupon theGeneralManager

General Manager

3. Submit toIRMO-A dulyaccomplishedPersonal DataSheet (PDS)

Uponreceipt ofthe Office

Order

Hired Job OrderGM's Office Order

hiring/renewal of JobOrder

1 copy dulyaccomplishedPDSMedicalCertificateDrug Test ResultNeuro TestResult

Job OrderContract

Prepare JobOrder Contract 10 min. IRMO-A

GM's Office Orderhiring/renewal of Job

Order

Page | 182


Secure signatories 20 min. IRMO-A same asabove

File Approved JobOrder Contract inthe 201 File

10 min. IRMO-A

Page | 183

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165. LEAVE APPLICATION



1. LeaveApplication-Vacation,Force,Special,AnniversaryLeaveAnnualCheck Up,CTO

Employeeapplicantsecure leaveapplicationform from theAHRD officeand fill up allitems in theform.

2 mins Concernedemployee

Applied leave ofabsence based on the

approved annualschedule of leaves filed

5 days beforescheduled leave

ApplicationForm, LeaveLedger Card

Print leaveledger card ofthe concernedemployee andensure that allitems areproperly filledup beforeaffixingsignature

within 5min.

IRMO-A/DivisionManager

Securesignatures ofsupervisors

10 min. Concernedemployee

1. LeaveApplication-Vacation,Force,

Ensure thatleaveapplication isapproved

Concernedemployee

Duly approved leaveapplication

Page | 184

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Special,AnniversaryLeaveAnnualCheck Up,CTO

before going onleave

Post to HRMS &File

within theday IRMO-A

2. SickLeave

Employeeapplicantsecure leaveapplicationform from theAHRD officeand fill up allitems in theform.

Uponreturn towork- 2

min.

Concernedemployee

Inform supervisors ofhis/her leave of

absence thru SMS orCall.

MedicalCertificate or

Letter Requestfor approval

for leaveincurred

2. SickLeave

Print leaveledger card ofthe concernedemployee andensure that allitems areproperly filledup beforeaffixingsignature

within 5min.

IRMO-A/DivisionManager

Securesignatures ofsupervisors

20 min. ConcernedEmployee

Return to AHRDoffice Approved

ConcernedEmployee

Page | 185

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Sick LeaveApplicationPost to HRMS &File

within theday IRMO-A

Page | 186

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20166. ISSUANCE OF SERVICE RECORD/CERTIFICATIONS

STEP ACTIVITY DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTARYREQUIREMENTS

RequestForm

Fills up requestform from theAHRD Office.

2 minswhenneedarises

ConcernedEmployee

Duly accomplsihedrequest form

Secure approvalof the request 5 mins Concerned

EmployeePrepare therequesteddocument

5 mins IRMO-A Approved request Form

Securesignatories ofthe document

10 mins IRMO-A duly initialed/General Manager

Endorse torequisitionerapproveddocument

thefollowing

dayIRMO-A

File office copy 3 mins IRMO-A

Page | 187

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161.2 PROCUREMENT


DOCUMENTARY

REQUIREMENTS

1. Canvassing

Receivesapproved PR JOfor canvassing

3 min. ASO-A/BAC SEC Approved PR/JOApproved PR,

PhilGEPSposting, CAF

Check andrecord receivedPR/JO forcanvassingincludingsupportingdocuments

10 min. pertransaction. ASO-A

1. CanvassingEndorse PRs toCanvasser forcanvassing.

Within theday ASO-A/CANVASSER

Records all itemsfor canvassingper PR and JOto Logbookinclusive ofparticularsstipulatedtherein andprepares atleast 3 canvassforms per PRwith signature.

Within theday Canvasser Approved PR

3 canvassforms per

PR/JO

Page | 188

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Serve anddeliver canvassto supplierswithin the daywith completeand detailedspecificationsand conditions.

Within theday Canvasser

Complete detailedspecifications andconditions in the

canvass form withdate and signature

of canvasser

Pick up servedcanvass

3 days forlocal, 5

daysregional

and 10 daysnationalsuppliers

Canvasser/SupplierCanvassed items

should not exceedthe ABC

2. Purchasing

ReceivesapprovedAbstract of Bids(AOB) and BACresolution perapprovedpurchaserequisition andjob orders

Uponreceipt of

documentsASO-A/BAC Sec Approved AOB

Approved PR,BAC

Resolution,AOB, CAF,

PhilGEPS (foabove 50,000transactions) 3canvass forms

2. Purchasing

Checks andrecords AOBand supportingdocuments formonitoring

within theday ASO-A

Date of PO shouldbe later than dateof Canvass, AOB,BAC Resolution,

CAF

Page | 189

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Endorse AOBs topurchaser forpreparation ofNotice of Award(NOA), Notice toProceed (NTP)and PurchaseOrder (PO).

within theday ASO-A/Purchaser Approved AOB

Secure signaturefrom theDepartmentManager-FSDand approvalfrom theGeneralManager.

within theday

ASO-A/ASC/DM/AGM/DM

-FSD/GM

PO.NOA, NTPinitialed by ASO-

A/ASC/DM-AHRD/AGM-A & F

ASO-A encodeNOA/NTP/PONumber formonitoring.

within theday ASO-A

Serve/distribute/pick upapproved NOA,NTP and PO tosuppliers.

within 3days forlocal, 5days forregional

and 10 daysfor National

canvass

Purchaser

Page | 190

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Purchaserrecords allserved P.O andJ.O formonitoring andfollow up ofdeliveries.

immediately afterserving

Purchaser

Follow up andensure deliveryof purchaseditems based onthespecificationsstipulated in theP.O and J.O.

day beforelapse of the

requiredperiod

Purchaser

2. Purchasing

Endorse torequisitionercompletedtransaction(ApprovedNOA/NTP withsignature ofsupplier) for JobOrder foraccomplishment report andrequest forpayment.

uponapproval Purchaser/end user Approved AOB

Approved JobOrder,

Canvass, CAF,AOB, NOA,

NTP.

Photocopy andendorse to

uponreceipt of

Purchaser/SupplyOfficer

PO and NTPwith suppliers

Page | 191

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Supply Officecompletedtransaction (POAND NTP withsignature ofsupplier) withcompleteattacheddocuments forRR andinspection andacceptancereport afterdelivery.

the PO,NOA by the

supplier

signature,NOA, AOB,CAF, BACResolution,PhilGEPS

2. Purchasing

Photocopy andendorse to COAwithin 5 daysperfected POwith completeattacheddocuments.

within 5days afterperfection

of thecontract

ASO-A/A& BudgetDivision

Completesignatories in all

documents

Approved PR,CAF, 3 copies

canvass, AOB,PO, NOA, NTP,

BACResolution.

Prepare andsubmit weeklyand monthlymonitoringreport on issuedpurchasedorders with dailySMS for updateand guidance

Daily, EveryFriday forweekly

reports andon the 5thday of thefollowingmonth for

Purchaser/ASO-A

Page | 192

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016ofmanagement.

monthlyreports

1.3 RECORDS



BorrowingandRetrieval ofRecords

Secure a chargeout slip fromrecords in-charge.

as theneed arises

ConcernedEmployee Charge out slip

Fill-up and secureall signatories

within theday Requisitioning officer

Submit approvedcharge out slipform to recordsoffice.

uponapproval

RecordsOfficer/requisitioningofficer

Accompany therecords officer inretrievingfiles/records if it islocated in thestorage room.

within theday

Requisitioningofficer/Recordsofficer

Approved chargedout slip

Borrowers may onlyretrievephotocopies of thedocuments fromthe file of recordsendorsed.

Requisitioningofficer/Recordsofficer

Releases requesteddocuments based within the

day

RecordsOfficer/requisitioningofficer

Approved chargedout slip

Page | 193

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016on the chargedout slip.Follow-up and

retrievedocuments/releasedocuments toconcernedpersonnel three (3)days after.

returnedwithin 3

daysRecords Officer

All documentsrequested andreleased must beindicated in thecharged out slip.

Files charge outslip.Indicate the datedocuments werereturned on thecharge out slipupon receipt.

uponreturn ofdocuments

Records Officer

Monitor and followup unreturnedfiles/documents.

day beforelapse of 3days

Records Officer

DisposalProcedures

Conduct RecordsInventory on thefollowing: a) fordisposal indicatingnumber of years,for retention andpermanentrecords.

Once ayear Records Officer

Submit List ofRecordsRecommendation

Once ayear Records Officer

Page | 194

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016for Disposal forGM’s Validation.

Prepare final list forGM’s Approval Records Officer/GM

List of RecordsRecommendation forDisposal noted by GM

Send to NationalArchives of thePhilippines (NAP)approved List ofRecordsRecommendationfor Disposal.

uponapproval Records Officer

Request forAuthority toDispose ofRecords (NAPForm 3)

GeneralRecords

DispositionSchedule series

of 2009

DisposalProcedures

Mail /EmailApproved Requestfor Authority toDispose of Recordsto NAP forValidation andApproval.

uponapproval Records Officer Approved Authority to

Dispose of Records

NAP Requirements: Records OfficerSend to NAP thefollowing:

1. New/ ExistingDisposalCommitteeMembers and

Page | 195

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016respectivepositions

2. Certification ofActual Place ofdisposal the depthand length (forland fill) and actuallocation.Receivesemail/Mail fromNAP approvedRequest forAuthority toDispose of Records

Records Officer

Follow-up to NAPdate of disposal /schedule ofdisposal

Records Officer

Once scheduled,prepare outgoingcommunication toCOA informingthem of thescheduled activityfor their presenceattachedapproved copy ofNAP Form 3, s 2008.

Records Officer

Page | 196


DisposalProcedures

NAP Office willsend a copy oftheir TRAVELORDER for the saidActivity.

NAP

a. Inform officeof the GMScheduled Date ofDisposal

Records Officer

b. Confirmationto COA’s ActualDate of Disposal

Records Officer

c. Inform theCommittee onDisposal

Records Officer

Actual Disposal-bring camera fordocumentation

asscheduled

RecordsOfficer/NAP, COA,Disposal Committeerepresentative

Approved Authority toDispose of Records

Certification ofDisposal signedby NAP &COA.

Prepare Certificateof Appearance forNAP & COArepresentatives

Records Officer

Submit a copy ofCertification ofDisposal signed byNAP & COA toOffice of theGeneral Manager

Records Officer

Page | 197

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016File office copyCertificate ofDisposal.

Records Officer

1.4 VEHICLE REGISTRATION



Renewalof VehicleInsurance

Request GSIS forthecomputation ofthe insurancefor renewal

1 monthbefore expiry

date.

AdministrativeService Officer B Vehicle registration

Prepareschedule ofpayment forvehiclesrenewal for GSISinsurance.

upon receiptof the

precomputedinsurancepremium.

AdministrativeService Officer B

Precomputed GSISinsurance premium

Submit to theaccounting forvoucher andpayment.

ASC-B

Endorsepayment toGSIS

uponissuance of

checkASC-B/GSIS

Present to LTOcopy of ORand CR withGSIS Insurance

ASC-B GSIS InsuranceOR/CR andGSIS Insuranceof said vehicle

Page | 198

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016and requestLTO for thecomputationfor the renewalof the vehicleregistration 1month prior toexpiration.Request andprepareschedule ofpayment forthe renewal ofvehicles.

ASC-B

Attach allpertinentdocuments forthe renewal ofvehicleregistrationincluding GSISinsurance.Submit to theaccounting forvoucher andpaymentSubmit alldocuments toLTO includingthe payment.

ASC-B

Page | 199

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Secure copy ofthe renewedOR/CR, keepthe originalcopy of theOR/CR andgive aphotocopy tothedriver/vehicle incharge.

within theday ASC-B

Request GSIS forthecomputation ofthe insurancefor renewal

1 monthbefore expiry

date.

AdministrativeService Officer B Vehicle registration

Prepareschedule ofpayment forvehiclesrenewal for GSISinsurance.

upon receiptof the

precomputedinsurancepremium.

AdministrativeService Officer B

Precomputed GSISinsurance premium

Submit to theaccounting forvoucher andpayment.

ASC-B

Endorsepayment toGSIS

uponissuance of

checkASC-B/GSIS

Page | 200

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161.5 FIDELITY BOND


1. Fill up thefollowing

bonding formsfor New

Applicant or ForRenewal.

1monthbeforeexpirydate ofbond

ASC-B

FOR NEW APPLICANT:

1. Three copiesof Gen. Form57A (RequestForm) signedby the AgencyHead.2. Three copiesGen. Form 58Awith 3-ID 2x2pictures.3. Three copiesof List ofBonded PublicOfficerscertified by theAgencyOfficer-in-Charge.4. Three copiesof Agency

Page | 201

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Certification ofbondapplicants thatthey have noPendingAdministrative /Criminal Case.5. Three copiesof latest SwornStatement ofAssets andLiabilities andNet worth(SALN).

FOR RENEWAL

6. Three copiesLatestappointmentanddesignationOrder1. Three copiesof Gen. form57A (RequestForm)2. Three

copies of latestSwornStatement ofAssets,Liabilities and

Page | 202

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Net worth(SALN)3. Three copiesof AgencyCertification ofbondapplicants thatthey have noPendingAdministrative/ CriminalCase.For Bondapplicants withcase(s), copiesof pertinentpleadings,orders andresolutions filedor issued bythe disputingparties,prosecutor ofinvestigatoryoffices andjudicial bodiesshall beattached tothe bond ofapplication.

Page | 203

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20164. Three copiesof BondedPublic Officescertified by theagency officersin charge ofAdmin. And/orFinance Dept.Service,Divisionor unit (format

availableBureau ofTreasuryProvincialOffice.5. Copy oflatest Bureau ofTreasuryConfirmationLetter.6. Three copiesof Order toIncrease ifthere isincrease ofBond. Ifphotocopy itshould beauthenticated.

Page | 204


B. Securesignatories of allforms andapproval fromthe GeneralManager

ASC-B

Filled up formsenumeratedabove, latestSALN,Certificate ofNo PendingCase, 3 pcs2x2 ID pictures.

C. Preparerequest forpayment ofbondableofficer indicatedin the list with itscorrespondingamount

ASC-B

D. Submit toAccountingOffice forschedule ofpayment.E. Submit all

documents forBureau ofTreasury forapproval and atthe same timefor thesettlement of thecheck payment.

Page | 205

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016F. Wait for therelease ofConfirmationletter and furnisha copy to COAfor theirreference.

Page | 206


Page | 207


Page | 208

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161. PREPARATION OF PR.



1.

Utilization of Supply Availability Inquiry(SAI) duly filled up by Stock Card orWarehouse In-Charge for confirmationas to actual available supplies on stock.If available on stock, RIS shall beprepared for issuance to requisitionaire.If not available on stock, PR will beprepared.

30 min. RequisitionaireSupply

AvailabilityInquiry

Attachedapproved

APP/PPMP dulysigned byGeneral

Manager

2.

Items requested must be within theapproved APP and PPMP. Requisitionnot within APP/PPMP must be supportedwith approved request for budgetmodification indicating therein the itemin the APP to be waived in favor for theitems requested to be prepared by therequesting department duly approvedby GM.

1 hour Requisitionaire

Supportedwith

ApprovedRequest

ApprovedBudget

Modification

3.Supply Officer must monitor the re-orderpoint to ensure availability of supply atall times.

20 min. Supply OfficerBased on

Actual BookBalance

ApprovedAPP/PPMP, Specs

4. Purchase Requisition must be controlledto avoid overstocking of supplies. 20 min. Supply Officer

ClosedMonitoring of

Balances

Based on Actualand BookBalance

Page | 209

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE

ACTIVITIESDOCUMENTARYREQUIREMENTS

5.

Prescribed description of itemsrequested and purpose of requisitionmust be accurately indicated in the PRincluding accurate specs and accurateABC as entries to other procurementforms such as Canvass, AOB’s, PO’s,IAR’s, RR’s, ICS, ARE, etc. emanates fromthe PR and to avoid delay in the deliveryof goods requested.

20 min. RequisitionaireAccurate

ABC, Specs,and Charging

Complete BACRequirements

6.

For procurement of goods not availableat DBM, requisitionaire is responsible inconducting pre-canvass form a reliableor responsive supplier for budgetallocation. Pre-canvassed cost must beattached to PR in order to fast tractprocurement procedures.

2 hrs. RequisitionaireAttached pre-canvass fromthe Supplier

Complete BACRequirements

7.

PR for replacement of defective officeequipment, tools, spare parts, and otherrelated requests must be supported with: Spot Report, Pre-repair Inspection

to be attested by a technicallycompetent person, WasteMaterial Report, Picture of item tobe replaced, History Ledger Card,Approved request forreplacement with estimated costand source of fund indicatingwhat item in the APP/PPMP.

1 day Requisitionaire

Spot Report,Pre-repair

inspection,Waste

Materials,Picture

ApprovedRequest for

replacement,estimated cost,and source of

funds

Page | 210




8.

Status of PR issued must be monitored 5days after approval by GM incoordination with BAC and ProcurementOffice to fast track delivery of itemsrequested utilizing the IAR as proof ofaccomplishment. No IAR means PR is stilloutstanding.

20 min. Requisitionaire

ApprovedNotice to

Proceed andNotice of

Award

Delivery Receipt,Charge Invoice

9. Any corrections made in PR must be dulysigned by the concerned signatories. 10 min. Requisitionaire Counter initial

of Corrections Duly approved PR

10.Weekly Report on Outstanding PR mustbe submitted/disseminated for properaction.

30 min. GSDpersonnel

Countercheck first toprocurementsection thestatus of PR

Prepared Weeklyand Monthly

Status ofOutstanding PR

11.

PR must be prepared in 6 copies. Two (2)copies to accounting, one (1) copy toCOA, one (1) copy to ProcurementOffice, one (1) copy to BAC, one (1)copy for Supply Office file for futurereference.

20 min. GSDpersonnel

Dulyapproved by

GM

Received PR tothe concerned

offices

Page | 211


2. PREPARATION OF JO.JO preparation of repair and maintenance must be supported with:

Spot Report, Pre-repair Inspection to be attested by a technically competent person, Waste MaterialReport, Picture of defective item parts, History Ledger Card, Approved request with pre-canvassed costand source of fund under what item in the APP/PPMP.



1.

End-user must be responsible inconducting pre-canvass for budgetallocation. Pre-canvassed cost froma reliable provider must beattached to JO in order to fast trackprocurement procedures.

2 hours End-userAttached SpotReport and Pre-

Repair

Attachedprocurement

requirements withapproved APP

2.

Requested services must be withinthe approved APP and PPMP.Requisition not within the APP/PPMPmust be supported with approvedrequest for budget modification tobe prepared by the requestingdepartment duly approved by GMindicating therein the item in APP tobe waived in lieu of the requestedservices.

2 hours End-user

ApprovedRequest for

BudgetModification

Approved APPand PPMP withGM signature

Page | 212



3.

Accurate description of work to beaccomplished, measurement,standards and other terms andconditions must be accuratelyindicated in the JO in as much asother procurement forms such asCanvass, AOBs, NTPs, NOAs, IARs,ICs, ARE, etc. emanates from theprepared JO and to avoid delay inthe delivery of services need.

20 min. End-user

AccurateSpecs and

other indicatedin the Job

Order

CompleteProcurement

Process

4.

Status of JO issued must bemonitored 5 days after approval byGM in coordination with BAC andProcurement Office to fast trackdelivery of services requestedutilizing the IAR as proof ofaccomplishment. No IAR means JOis still outstanding.

20 min. Requisitionaire

ApprovedNotice to

Proceed andNotice of

Award

Submit ChargeInvoice before

IAR preparation

5.Any corrections made in the JOmust be duly signed by theconcerned signatories.

10 min. Requisitionaire Counter Initial Duly approvedJob Order

Page | 213



6.Weekly Report on Outstanding JOmust be submitted/disseminated forproper action.

30 min. GSD Personnel

Counter checkfirst to

procurementsection thestatus of PR

Prepared Weeklyand Monthly

Status ofOutstanding PR

7.

JO must be prepared in 6 copies.Two (2) copies to accounting, one(1) copy to COA, one (1) copy toProcurement Office, one (1) copy toBAC, one (1) copy for Supply Officefile for future reference.

20 min. GSD Personnel Duly approvedby GM

Received JO tothe concerned

offices

Page | 214


Page | 215

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20163. BASIC PROTOCOL ON RELEASING OF MATERIALS AND SUPPLIES.



1.

Requesting party/department must submitLiquidation Report to account actualutilization on the items previously requestedbefore new requisition is granted forinternal control purposes and for costcutting measure.

25 min. RequestingParty

SubmitLiquidation

Report

Submit approvedIssuance Slip

2.

Requisitionaire must indicate the no. ofitems and prescribed item description ofsupplies to be requested in the SupplyAvailability Inquiry Form for confirmationwhether said items are available on stockor not.

20 min. RequestingParty

SupplyAvailability

Inquiry

SupplyAvailability

Inquiry

3.

If available on stock, RIS shall be preparedbased on filled up SAI. If not available onstock, PR shall be prepared following thebasic protocol on PR preparation.

20 min. RequestingParty Approved RIS

Approved PRshall be

prepared if notavailable on

stock

4.

Supply Office must strictly implement theprotocol on “1. NO LIQUIDATION REPORT,NO RELEASES, 2. NO SAI, and 3. NO RIS, NORELEASES”. This is for cost cutting measure,internal control purposes and to avoiddiscrepancy in ending balances betweenBin Cards and Stock Cards.

10 min. SupplyOffice

No LiquidationReport, no

Release

SubmitLiquidationReport and

approved RIS

Page | 216



5.

Posting to Stock Cards and ComputerizedBin Cards must be on time to ensureaccurate, updated and reconciled endingbalances.

20 min. GSDPersonnel Approved RIS

Updated andReconciled

Ending Balance

6.Regular physical counting must beconducted to monitor re-order point andavoid running out of supplies.

2 hours GSDPersonnel

ComputerizedBin Card vs.Stock Card

Physical InventoryCount

Page | 217


Page | 218


Page | 219

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20164. PHYSICAL COUNT AND INVENTORY



1.

At the end of the month, alltransactions for the month (in series) willbe approved in the system. 1 hour

SupplyOffice

Personnel

All transactionmust be

approved in thecomputerprogram

ComputerGenerated Report(Stock Master List)

2.

Printing of Physical Inventory Sheet(computer generated) as basis for BookBalance and other Report Registers (RR,IS, for the month, IS per Department,Stock Master List, ARE, ICS, PR, and JORegister.

30 min.SupplyOffice

Personnel

Printing of BookBalance andother Report

Registers

Report Register,RR, IS for themonth per

department

3.Actual Physical Count.

5 daysSupplyOffice

Personnel

Bin Card Vs.Actual Physical

Count

Submit Reportafter the PhysicalInventory Result

4.Reconcile Book Vs. Actual Balance.

5 daysSupplyOffice

PersonnelBin Card Reconcile Report

Page | 220

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165. IAR PREPARATION


REQUISITEACTIVITIES


1.

Before preparation of IAR, inspection andacceptance of delivered items must beperformed with the complete presence ofthe inspection team composed of thechairman, supply officer, technicalrepresentative, accounting representative,the end-user and COA representative.

30 min.

InspectionTeam, End-

User andCOA

DeliveryReceipt and

ChargeInvoice

CompleteAttachment of

Transaction

2.

The quality of the items on the DeliveryReceipt and Charge Invoice issued by theSupplier of the particular delivery must bethoroughly checked in conformance to thespecifications and quantity in the PurchaseOrder.

30 min.


User andCOA

DeliveryReceipt and

ChargeInvoice


Transaction

3.

After the Inspection, Delivery Receipt andCharge Invoice must be forwarded to theProcurement Section for the completeattachment of transaction for IARpreparation.

30 min.


User andCOA

DeliveryReceipt and

ChargeInvoice


Transaction

4. Preparation of the IAR must be done. 20 min. SupplyOffice

CompleteSignatory


Transaction

Page | 221

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-

REQUISITEACTIVITIES


5.The IAR must be signed completely by theInspection team attesting the conformanceof the delivery to the PO.

30 min.SupplyOffice

Personnel

CompleteSignatory


Transaction

6.

One the IAR is approved, the supply officewill forward the document to theaccounting office for the preparation ofrequest for payment.

20 min.SupplyOffice

Personnel

CompleteAttachment

ofTransaction

ForwardDocument to

the AccountingOffice

Page | 222


Page | 223


Page | 224


Page | 225


6. Acquisition of Asset.



1.Create a new record for the assetand check the computergenerated record number.

5 minGeneralServices

Staff

If purchase priceamounting to ≥ P 10,000 Approved IAR

2.

Write a description of the asset ifthis asset is similar to district’sassets, use the same descriptionformat otherwise, consider using amanufacturer-provideddescription.


StaffNONE

PurchaseRequisition andPurchase Order

3.

Enter the manufacturer-providedserial number on the equipment. Ifthere is no serial number, enter“No Serial Number.”


StaffNONE NONE

4.Note the location of the asset orspecify the location at least bybuilding, and preferably by room.


StaffNONE

Approved end-users justification

or request

5.

Assign responsibility. State thename or at least the position titleof the person who is responsible forthe asset.


Staff

State the name or atleast the position title of

the person who isresponsible for the asset.

Approved end-users justification

or request

Page | 226



6.

Record the acquisition date. Statethe month and year on which theasset was ready for its intendeduse, and whether it was actuallyused as of that date.


StaffNONE Receiving Report

and IAR

7. Enter the total initial capitalizedcost of the asset. 2 min

GeneralServices

StaffNONE NONE

8.

Assign the asset to an asset classor asset code by comparing itscharacteristics to the standardasset classes used by the District.


Staff

Refer to the AccountingOffice NONE

9. Enter or state the useful life. 5 minGeneralServices

Staff

Recommended byTechnical Inspectorate

Team

Filled up AREForm

10. The General Services Officer willcheck and review the file. 30 min

GeneralServices

StaffNONE Filled up ARE

Form

11.The Division Manager will approvethe record and correct any issuesnoted by the reviewer.

30 min DivisionManager NONE Approved ARE

Form

Page | 227


Page | 228

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20167. DEPRECIATION PROCEDURE OF AN ASSET.


REQUISITEACTIVITIES


1. Determine the base unit for the asset. 3 min.GeneralServicesOfficer

ApprovedIAR

Approved IAR,Accomplishment

Report, RR

2. Compile the total cost of the base unit. 3 min.GeneralServicesOfficer

NONE NONE

3.Determine whether the total cost of thebase unit exceeds the corporatecapitalization limit.

5 min.GeneralServicesOfficer

NONE NONE

4.If it does not, then charge theexpenditure to expense as incurredunder ICS.


NONE NONE

5. Assign the base unit to the mostappropriate asset account code/class. 30 min.

GeneralServicesOfficer

Purchaseprice aboveP 10,000.00

above

IAR, Delivery Receipts,PO

6. Assign depreciation factors usingstraight line method 5 min.

GeneralServicesOfficer

NONE NONE

7.Determine salvage value. the asset isexpected to have a salvage value atthe end of its useful life.


Less residual NONE

Page | 229

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-

REQUISITEACTIVITIES


8.Create depreciation calculation. This isdone automatically for assets enteredinto a fixed asset with our program.


NONE NONE

9.Print depreciation report. Print thedepreciation report, sorted by assetclass.


NONE NONE

10. Enter the transaction. 5 min.GeneralServicesOfficer

NONE NONE

11.

File backup materials. Attach thedepreciation report to the journal entryform and file it in the journal entriesbinder.


NONE NONE

Page | 230


Page | 231


8. PROCEDURE FOR THE DISPOSAL OF AN ASSET.


1.Request for asset WasteDisposal Form and completedetail of assets to be disposed.

30 min. RequisitionaireEndorsement letter, sport

report, pre-repairinspection report

Waste DisposalForm

2.Present and endorse the assetto be disposed to the GeneralServices Officer.

5 min. Requisitionaire NONE NONE

3.

Arrange for the form to beauthorized by the GeneralServices Officer, Manager andWaste Disposal CommitteeChairman.


4.

Send the authorized form andany supportingdocumentation to the WasteDisposal CommitteeChairman.


Page | 232

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTARY

REQUIREMENTS

5.The General Services Officerwill arrange for the form to beapproved by a SICO.

30 min. Requisitionaire NONE Attached ARE

6.

The General Services Officerwill send you a copy of theapproved form signaling that itis okay to proceed with thedisposal of the asset.

5 min.GeneralServicesOffice

NONE NONE

7.

Proceed to dispose of theasset using the method ofdisposal as indicated on theform.

--- ---

Refer to “Methods ofDisposal” in the policydocument above to

determine whatappropriate cause of

action is required.

NONE

Page | 233

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20169. BASIC FUNCTIONS OF SAFETY AND SECURITY UNIT.



1.

Ensure implementation ofsecurity measures and controlof water district assets andemployees.

24/7 All assigned Guards 24/7 Monitoring Submit Report

2. Monitor security and safety atthe workplace and field areas. 24/7 GSO 24/7 Monitoring Weekly Report

3.

Supervise and monitor in andout of persons, vehicles withinthe district premises andproperties as part of the securitymeasures.

24/7 All assigned Guards 24/7 Superviseand Monitor Weekly Report

4.Enforce and monitor no entry ofunauthorized persons duringoffice and non-office hours.

24/7 MKWDpersonnel/customers

StrictImplementation Weekly Report

5.Conduct meeting with thesecurity agency once in amonth and as the need arises.

4 hours All non-duty guards

100%Attendance to

all Non-dutyguards

Attendance

6.

Monitor security of all MKWDareas by calling all securityguards assigned in differentareas every night during officedays, twice a day during non-working days and as the needarises.

24/7 GSO

Calling oncheck-insecurity

assigned guardin different

areas

Response of Call

Page | 234



7.

Conduct monthly inspection of allareas manned by security guardson scheduled or on the spot andas the need arises.

8 hours GSO Spot ReportObservationReport and

Recommendation

8.

Conduct on-the-spot inspection ofsecurity guard guns, ammunitionand communication equipmenton a monthly basis and as theneed arises.

4 hours All MKWD SecurityGuard Spot Report

ObservationReport and

Recommendation

9.

Facilitate on time and updatedinformation dissemination onsecurity and safety and customerrelated concern course throughsecurity personnel and electroniccommunication operator or radiooperator for immediate andproper action.

24/7 GSO Spot ReportObservationReport and

Recommendation

10.

Ensure that the security guard shallturn-over the guard books on amonthly basis and submission ofweekly reports in writing.

30 min. Security GuardReceived turn-

over guardbook

SubmittedLogbook and

Weekly Report.

Page | 235




11.Monitor and ensure that allvehicles will be inspected duringthe entry and departure.

24/7 Security Guard Spot ReportObservationReport and

Recommendation

12.

Monitor and ensure that alloutgoing employees hasapproved gate pass, trip ticketand under time slips.

24/7 Guard/Employees

Duly approvedGate Pass, Trip

Ticket, andUnder time Slip

Reports onLogbook

13.

Support to management inmonitoring employee complianceto rules and regulations with theassistance of security guards onduty, example, “NO ID, NOENTRY”, Observance of ProperDress Code when entering theoffice during working days andnon-working days, Wearing SafetyMeasures, etc.”

24/7 Guard/Employees Records onLogbook Submit Report

Page | 236

METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201610.BASIC FUNCTIONS OF BUILDING AND GROUND MAINTENANCE.


REQUISITEACTIVITIES


1.

Monitor activities of office and outsourcedutility personnel and ensure cleanliness,orderliness and beautification of officebuilding and ground, office facilities andother properties of the district at all times.

8 hoursOutsource

UtilityPersonnel

InspectionReport

Observation andRecommendation

2.

Conduct daily ocular inspection of officebuilding and ground at the main office toensure that everything is clean and in orderbefore 8:00 AM or before coming in ofemployees and customers.

8 hoursOutsource

UtilityPersonnel

InspectionReport


3.

Generally in-charge for the arrangement ofchairs, tables, and the like duringconvocation, annualmeetings/assessments and other relatedoffice assemblies.

8 hoursOutsource

UtilityPersonnel

InspectionReport


4.

Conduct regular ocular inspection atReservoir and other facility areas andensure cleanliness and orderliness of saidareas.

4 hoursOutsource

UtilityPersonnel

InspectionReport


5.

Recommend improvement and preventivemaintenance measures for smooth andwell maintained Office Buildings andgrounds.

1 hour GSO SpotReport

SubmitRecommendation

and PreventiveMaintenance Report

Page | 237


11. POWER GENERATOR OPERATING PROCEDURE.



1. Make a visual inspection frontand rear of the Genset. 2 min.

Guard on duty,radio operator,

GeneralServices Chiefand Division

Manager, GSand assigned

utility

Check the lube oillevel, coolant

level NONE

2.Check the fuel level of theengine not less than two inchesdepth (120 liters).

2 min.




utility

Open first the leftside cover andcheck with theindicator stick

NONE

3. Ensure that breakers anddisconnect switches are closed. 1 min.




utility

Check supplyingAC and DC

power to enginecontrol cabinet

and variousdevices

NONE

Page | 238




4.Ensure that the facilities LoadCenter Breaker is in the rackedin/ closed position.

1 min.




utility

NONE NONE

5. Verify that system valves are inthe proper position 1 min.




utility

System flow pathand valve are

properly alignedNONE

6.

Place the engine mode selectorswitch at “AUTO” position (Allautomatic control is lost if modeselector switch is not in AUTOposition).

1 min.




utility

Generator circuitbreaker must be

openNONE

Page | 239



7.Place the generator feedercircuit breaker switch in OpenPosition.

30 sec.




utility

Place the manualAuto switch onAUTO position

NONE

8. Emergency operation. 2 min.




utility

Total loss of stationand off-site powerthe generator will

automaticallystarts

NONE

9. Place the manual transfer switchon to the GenSet Switch mode 30 sec.




utility

Total loss of stationand off-site power NONE

Page | 240



10.

To shut down the engine, placethe Manual-Auto switch on theremote panel in the “AUTO”position

2 min.




utility

The engine willautomatically

shut-down after acool-off period of

5-10min.

NONE

11. The emergency generator willautomatically shut down 30 sec.




utility

When the normalpower is restored NONE

12. Place the manual transfer switchon to normal power 1 min.




utility

When the normalpower is restored NONE

TABLE OF CONTENTS

MKWD Background……………………………………………………………………………………………………..………1

BOD Organizational Structure………………………………………………………………………………………….……. 8

BOD & MKWD Organizational Structure…………………………………………………………………………….……... 9

Customer Account Division Organizational Structure…………………………………………………………..………. 10

Customer Services Department Organizational Structure……………………………………………………..……….11

Application for New Service Connection…………………………………………………………………………….…… 12

Balik Connection/Reconnection……………………………………………………………………………………….…… 17

Procedures on Complaints or Requests…………………………………………………………………………………… 20

Request for an Account Number…………………………………………………………………………………………... 23

Request for Change Name………………………………………………………………………………………………….. 25

How to Avail Senior Citizen Discount?…………………………………………………………… …………………..…... 27

Reconnection of Disconnected Connection…………………………………………………………………………….. 30

Disconnection of Water Service……………………………………………………………………………………………. 35

Request for Transfer Connection, Transfer Meter, and Transfer Source…………………………………………….. 37

Investigation……………………………………………………………………………………………………………………. 41

A. For Reclassification………………………………………………………………………………………………… 42B. For Leak after the Water Meter…………………………………………………………………………..……… 43

How to Ask Promissory Note?..……………………………………………………………………… ………………..…….. 46

For Disconnection at Mainline………………………………………………………………………………………..………48

Makilala Satellite Office – On Repair of Leaks Before S/L, No Water and M/L……………………………..……… 50

Definition of Terms………………………………………………………………………………………………………..…..... 54

Acronyms………………………………………………………………………………………………………………..………. 59

Annexes and Tables…………………………………………………………………………………………………………….60

Customary Reports…………………………………………………………………………………………………..………… 63

Tables and Forms…………………………………………………………………………………………………..…………... 82



COMMERCIAL SERVICES DEPARTMENT

Page | 1


Commercial Services DepartmentOUR VISION

MKWD envisions to be economically viable public entity firm whose index of success is customer satisfaction in theprovision of adequate, safe, potable, and affordable water for Kidapawan City, Makilala, Magpet and Matalamservice areas.

OUR MISSION

MKWD provides cost effective services and environmentally sensitive management of water resources that iscommitted to service development and self-reliance.

OUR GOAL

MKWD aims for the protections, preservation and sustainability of its water resources and will always adhere tosound practices in the management of the natural environment and watershed recharge areas.

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OUR PROFILE

Metro Kidapawan Water District was formed by virtue of Presidential Decree No. 198, or the “Local WaterDistrict Law”, enacted in 1973. Pursuant thereto, the Sangguniang Panlalawigan of the Province of North Cotabatopromulgated SP Resolution No. 122 dated December 14, 1976 forming or establishing an independent and locallycontrolled public water district which was thereafter named and to be known as NORTH COTABATO WATERDISTRICT. The Resolution provided for the boundary of the district which includes the City of Kidapawan and theMunicipalities of Makilala, and Matalam as its service area.

As a prerequisite to the formation of water district under PD 198, any and all waterworks or facilities whichwere managed, operated by or under the control of National Waterworks and Sewerage Association (NAWASA)must be completely and effectively transferred to water district. Thus, the Resolution decreed that the District shallacquire the assets and liabilities of NAWASA and the latter was then consequently made defunct entity. Few yearslater, the Board of Directors through a board resolution changed the corporate name of the District into now calledMETRO KIDAPAWAN WATER DISTRICT.

In 1984, the Municipality of Magpet passed a resolution signifying its intent to be included in the District’scoverage of water service. But even before the Local Water Utilities Administration issued its finding to the viabilityor appropriateness of annexation, the new leadership of Magpet passed a resolution for de-annexation. However,some active connections in Magpet remain to be under the water service of the District to date.

In 1992, the Supreme Court in the landmark case of Davao City Water District declared that all Local WaterDistricts are Government-Owned and Controlled Corporations (GOCC) with original charter, thus covered by therules of the Civil Service Commission and auditing procedures of the Commission on Audit.

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Succinctly, the Board of Directors exercises and performs the corporate powers of the District as the highestpolicy-making body. By force of law, however, the executive, administrative or ministerial functions includingdetailed management are delegated to public officers of the District headed by the General Manager.

In the revised manual on categorization and re-categorization of Local Water Districts issued by theDepartment of Budget and Management, the District has been classified as Category B. Unlike other GOCCs, theDistrict is not a recipient of state subsidy or direct program funds from the National Government. Largely, theDistrict’s operation and capital investments are funded by its own generation of revenues from water sales andproduction.

Leaping forward, the District is gearing up to becoming Category A.

OUR MANDATE

The primary role of Metro Kidapawan Water District is to achieve its societal goal of providing safe and soundwater supply at a socially reasonable price while operating at the same time as self-reliant and financially-viablepublic utility.

Key legislations and government policies/plans involve in our operation are:

Amended Presidential Decree No. 198 And Other Related Issuances;

Rules and Regulations issued by the Commission on Audit;

Rules and Regulations issued by the Department of Budget and Management, particularly theRevised Local Water District Manual on Categorization and Re-Categorization;

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The Rules and Regulations issued by the Civil Service Commission in relation to the AdministrativeCode of the Philippines of 1992;

10-Year Development Plan (2015-2015);

System Improvement and Expansion Program of 2009;

Human Resource Management Plan (2015-2019);

Risk Management Plan;

Occupational Safety and Health Hazard Plan;

Integrated Watershed Management Plan;

Citizens’ Charter/ARTA

Gender Development Plan; and

Utility Rules and Regulations

Some of our mandate under PD 198 also include:

acquiring other existing water supply and wastewater disposal facilities;

requiring, constructing, operating and furnishing facilities and services for the collection, treatmentand disposal of sewerage, waste and storm water;

adopting rules and regulations subject to the approval of the National Water Resources Councilgoverning the drilling, maintenance and operation of wells within its boundaries for purposes otherthan a single family domestic use on overlying land with the right to impose production assessment.

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requiring a developer or builder of any structure within the service areas of the district to extend orconnect its pipeline facilities to the district’s facilities;

prohibiting any person, firm or corporation from vending, selling, or otherwise disposing of water forpublic purposes, or fixing terms and conditions by permit for such sale or disposition of water;

safeguarding and protecting the use of its waters;

taking over the management, administration, operation and maintenance of all watersheds withinits territorial boundaries;

OUR VALUES

We are committed as government employees to promote and uphold:

SERVICE We will work to serve public interest overpersonal interest.We will work to extend prompt,courteous and quality service to thegreat Filipino people.We will perform our duties with utmostintegrity, competence and loyalty.

TRANSPARENCY We will strive to openly communicatepublic processes and transactions in allmatters classified as public information.

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EQUALITY We will respect all people without unfairdiscrimination regardless of gender,ethnicity, religious belief or politicalaffiliation or preference.

LEADERSHIP We will work to motivate, lead byexample and inspire commitment fromother employees.We will think creatively by challengingthe status quo to find new ways ofdoing things.We will work together as TEAM MKWD.

LEGACY We are to champion naturalenvironment and watershed protectionand preservation.We will work to ensure the achievementof sustainable development for futuregenerations.

ACCOUNTABILITY We will work with fairness and justice.We will live with modesty and simplicityin life.We will accept responsibility for ouractions and conduct.

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MA. CORAZON G. MALALUANChairperson

SUSANA A. SERQUIÑAVice Chairperson

LEOLITA T. FLORESMember

DR. ALFREDO VILLARICOMember

ALAN S. PANDIOMember

ORGANIZATIONAL STRUCTUREBOARD OF DIRECTORS

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Board of Directors (5)

OPERATIONSAssistant General Manager

COMMERCIAL SERVICESDEPARTMENT

Department Manager B

ENG'G & OPERATIONSDEPARTMENT


ADMINISTRATIVE & FINANCEAssistant General Manager

ADMIN & HUMANRESOURCE


ACCOUNTING &FINANCE


STELLA M. GONZALES, MPSGeneral Manager

ORGANIZATIONAL STRUCTUREBOD & MKWD

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COMMERCIAL SERVICESDEPARTMENT


CUSTOMER SERVICESDIVISION

Division Manager B

CUSTOMERACCOUNTS DIVISIONDivision Manager B

ORGANIZATIONAL STRUCTURECOMMERCIAL SERVICES DEPARTMENT

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MARIVIC C. MARIBOJO, MPAOIC, Division Manager B

BILLING UNITCSO - A

BILLING IN-CHARGE

DepartmentManager B

CSA - B

CSA - B

METER READERS(11)

DepartmentManager B

CSA - B

CSA - B

CSA - B

CSA - B

CSA - B

CSA - B

CSA - B

USA - C

USA - C

CSA - E

CSA - E

CSA - E

CSA - E

CSA - E

ACCOUNTS RECEIVABLE UNITCSO - A

ADMIN & HUMANRESOURCE

DepartmentManager B

CSA - B

ACCOUNTING &FINANCE

DepartmentManager B

CSA - B

MARIVIC C. MARIBOJO, MPASCSO - A

ORGANIZATIONAL STRUCTURECUSTOMER ACCOUNT DIVISION

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WILESPER LISANDRO M. ALQUEZA, CE, RMP, MBAAGM for Operations

SUPERVISING CSO - A

CUSTOMER SERVICE ASST. - B

FRONTLINE SERVICE DESK

FRONTLINE SERVICE DESK

DISCONNECTION & INVESTIGATION UNIT

SUPERVISING CSO - A

CSO -A

DISCONNECTION UNIT

CUSTOMER SERVICE ASST. - B

UTILITIES SERVICE ASST. - E

CASUAL

Pursuit of Deliquent Accounts.Delivery of 48 hours and FinalNotices. Implementation of 1

bill policy.

INVESTIGATION UNIT

CSA - A

RAMIL A. CONDEZ, CE, RMP, MBADepartment Manager - CSD

LEONARDO J. CENARDivision Manager B

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APPLICATION FOR NEW SERVICE CONNECTION

Step Activities DurationConcern

ResponsibleUnit

Pre-requisites DocumentaryRequirements Reports Filing

System

1 Get priority number. 5 seconds BLUEGUARD

2 Issue documentaryrequirements 1 minute

FrontlineService

Desk

Securing ofPriority No.

BarangayClearance;

Photocopy ofCedula, if

Applied forBusiness-with

Business Permitand SPA if

represented byauthorized

representative

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ResponsibleUnit


System

3

Payment of fees(application fee of P

1,550.00 or partialpayment of P 550.00

and balance ispayable at P 100.00per month good for

10 months, FAF of100.00. Customermay opt to pay in

cash the watermeter amounting toP1,713.57 or avail of

the meter rental(monthly-25.00,quarterly-75.00,

semi-annual-150.00,annually-300.00)

3 minutes Office TellerComplete

documentaryrequirements

OfficialReceipt/s

4

Customer attendsan Orientation

Seminar scheduledevery Tuesday &

Thursday at 1:00 pm.No proxy allowed

1 hour & 30minutes to

2 hours

WaterMaintenance

Man A

Payment offees

Certificate ofAttendance

Annex E3

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ResponsibleUnit


System

5

Processing ofService Application

Contract andService Request

10-15minutes

excludingtime

FrontlineService

DeskPersonnel

OrientationSeminar

ServiceApplication

contract withcomplete

documentaryrequirements in

step 2,3,& 4

NC & SRreport

6

Signatories on NewConnection

Contract & ServiceRequest

3 minutes

FrontlineService

DeskPersonnel,SupervisingCSO-A,Div.Mgr, Dept

Mgr.

Processing ofService

ApplicationContract and

ServiceRequest

ServiceApplication

contract,photocopy of

cedula,Service

Request Form,Interview form,

agreementform for watermeter rental

Annex E1

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ResponsibleUnit


System

7

CompleteDocumentaryrequirements

receive by theService Connection

Unit.

2 minutes

FrontlineService

DeskPersonnel,

ServiceConnection

Unit Clerk

Signatories onNew

ConnectionContract &

ServiceRequest

ServiceApplication


cedula,Service



Annex E1

8

For posting by theCustomer AccountsUnit, for inclusion in

the master list ofconnections and forbilling by the Billing

In-Charge.

within 3days

ServiceConn.Clerk,

FrontlineDesk

Personnel,Customer

Service AsstB

Completion ofDocumentaryrequirements

receive by theService

ConnectionUnit.

ServiceApplication


cedula,Service



Annex E1

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ResponsibleUnit


System

9

Returnedunaccomplished

ServiceConnection

Contract & SRtogether with

their transmittal.

after 7days

FrontlineService

DeskPersonnel

RemindService ConnPersonnel of

the unaccomplished

SR for theNew

Connectionon the 6th

day

All documentsthat were

submitted toService

ConnectionUnit

10 Submission ofreport

3rd ofthe

ensuingmonth

FrontlineServiceDesk,

SCSO-A,Div. Mngr,

DeptManager B

Reportssigned by the

SCSO-A,reviewed by

Div. Mngr andNoted by the

Dept.Manager

Weekly/MonthlySummary of

ServiceConnection

Contract & SR

weekly/monthlyreport

Filingaccordingto Ref. #

and dates

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BALIK CONNECTION/ RECONNECTION


ResponsibleUnit


System

1 Get priority number. 5 seconds BLUE GUARD

2 Issue documentaryrequirements 1 minute Frontline

Service Desk

BarangayClearance; 1pc. 2 x 2 ID

picture, Letterstating therein

thatauthorizing the

person. ForBusiness:

business permitand SPA if not

the owner

3Customer proceedsin the waiting area

for payment3 minutes Office Teller

CompletionDocumentaryRequirements

OfficialReceipt/s

4Customer Attends

an OrientationSeminar

1 hour & 30minutes to

2 hours

WaterMaintenance

Man A

Payment offees

Certificate ofAttendance Annex E3

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ResponsibleUnit


System

5

Processing ofService Request with

an attacheddocumentaryrequirements

10-15minutes

excludingtime

FrontlineService

DeskPersonnel

OrientationSeminar

ServiceApplication

contract withcomplete

documentaryrequirements in

step 2,3,& 4

Annex E1

6Signatories on

Service Request forBalik Connection

3 minutes

FrontlineService

DeskPersonnel

ForwardsService

Request withattached

ServiceConnection

Contract andother

documentaryrequirements

for signature ofSupervising

CSO-A and theDivision

Manager B.

ServiceRequest Form Annex E2

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Step Activities Duration ConcernResponsible Unit Pre-requisites Documentary

Requirements Reports FilingSystem

7

Receiving ofService

Request withan attacheddocumentary documents

forappropriate

action.

2minutes

Frontline ServiceDesk

Personnel/ServiceConnection Unit

Personnel

Signatories onService Request

for BalikConnection

Service RequestForm Annex E2

8

Accomplished SR shall bereturned to

FrontlineService Desk

within 3days

ServiceConnection Unit

Personnel/Frontline Serv. DeskPersonnel

Ensure thataccomplished

SR shall bereturned to ourdivision within 3days includingits transmittal

report.

Service RequestForm Annex E2


3rd dayof the

ensuingmonth

Frontline Serv.Desk,SupervisingCSO-A,Div Mgr,

Dept. Mgr


forwardsreports signed

by SCSO-A,reviewed byDiv. Mgr. and

noted by Dept.Mgr. B

Weekly/MonthlySummary Report

Form

weekly/monthly

Filingaccording to Ref.# & date

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PRODUCES ON COMPLAINTS OR REQUESTS



1 Ask for anassistance with theguard & proceed

to Frontline ServiceDesk.

5 seconds BLUEGUARD/Frontline

2 Processing ofMaintenanceOrder/Service

Request

8-10minutes

excludingwaiting

time

Frontline ServiceDesk Personnel

Costumerrequests

MO orService

Requests

3 Signature on MO/SR& customer's

cellphone number

30seconds

Frontline ServiceDesk Personnel

ProcessedMOs or SRs

MaintenanceOrder/ServiceRequest Form

AnnexesE2 & E4

4 Signatories onMO/SR

1 minute Frontline ServiceDesk Personnel,Acting SCSO-A,

DivisionManager B

ProcessedMOs or SRs

MaintenanceOrder/ServiceRequest Form

AnnexesE2 & E4

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Step Activities Duration ConcernResponsible

Unit

Pre-requisites DocumentaryRequirements

Reports FilingSystem

5 Recording ofprocessed MO/SR

and to be receivedby the concern

division/department

3 minutes Clerk,Section,Division

Manager B

Signed MOs or SRs MaintenanceOrder/ServiceRequest Form

6 For action taken bythe concern

division/department.

within 3days


Personnel

Ensure that concerndivision/department

receives MO/SRand indicates thedate and time itwas received.

Concern Divisionshall forward to the

Frontline ServiceDesk Personnel the

accomplishedMO/SR.

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Unit



7 Re issuance ofMaintenance

Order for changewater meter,

defective watermeter, test water

meter & for actiontaken by concern

division.

within 3days

WRDivision/Frontline

Service DeskPersonnel

Accomplished MOor SR

MaintenanceOrder Form

Annex E4

8 Checking ofaccomplished MO

& posting of thesame

1 day ActingSupervising

CSO-A

Accomplished MOor SR


3rd dayof the

ensuingmonth

FrontlineServ. Desk,SupervisingCSO-A, Div.Mgr, Dept.

Mgr.

Checked andVerified

Accomplishmentreport

MonthlyReport Form

weekly/monthlyreport

According toRef #,anddate

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REQUEST FOR AN ACCOUNT NUMBER


ResponsibleUnit


System

1 Approach guard foran assistance or anOfficer-of-the-Day.

1 minute BLUEGUARD,

Officer ofthe Day

Ensure that theguard hasgiven the

priority numberand instruct to

proceed tothe desk of anOfficer-of-the-

Day.2 Printing of water bill

& customerproceed to thewaiting area.

1 minute OD/FrontlineService Desk

Personnel

Officer-of the-Day will printthe water bill,instructs thecustomer toproceed tothe waitingarea until

his/her prioritynumber in the

queueingmachine isreflected.

WB printed byan Officer of

the Day

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Unit



3 Payment of waterbill

3 minutesexcluding

waitingtime

teller Customerpays the

water bill andthe teller will

issue thecorresponding

OfficialReceipt.

OfficialReceipt

4 Submission of report 3rd day ofthe

ensuingmonth

FrontlineServ.

Desk,SCSO-A,Div.

Mgr,DeptMgr


forwardsreports signed

by SCSO-A,reviewed byDiv. Mgr. and

noted byDept. Mgr. B

Summary ofNo Water Bill

MonthlyReport

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REQUEST FOR CHANGE NAME


ResponsibleUnit


System

1 Approach guard oran Officer-of-the-Day for anassistance

30SECONDS

BLUEGUARD,OD,FrontlineDeskPersonnel

2 Checking theneededrequirements

1 minute FrontlineServiceDeskPersonnel

FrontlineService Deskensure thatcustomer hascomplete docrequirements &attended theOrientationSeminar

1 pc 2 x 2picture, Brgy.Clearance,Waiver ofRights or Deedof Sale.Certificate ofAttendance

3 Processing ofchange name

4 minutesexcludingwaitingtime

SupervisingCSO-A

Proceed toSupervisingCustomerService OfficerA (CustomerServicing Unit)for processingof changename.

1 pc 2 x 2picture, Brgy.Clearance,Waiver ofRights or Deedof Sale,Certificate ofAttendance

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Unit



4 Effect the changename

2 minutes SupervisingCSO-A

TheSupervisingCSO-Aimmediatelyeffect thechangename, post inthe ledger ofthe customerand advisethat on thenext billingcycle her/hisname will bereflected inthe WB

1 pc 2 x 2picture, Brgy.Clearance,Waiver ofRights or Deedof Sale,Certificate ofAttendance

5 Submission ofreports

3rd day oftheensuingmonth

SupervisingCSO-A

FrontlineService Deskforwardsreports signedby SCSO-A,reviewed byDiv. Mgr. andnoted byDept. Mgr. B

List ofcustomers forchange name

monthlyreport

Filing thedocumentaccordingdate

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HOW TO AVAIL SENIOR CITIZEN DISCOUNT


ResponsibleUnit


System

1 Approach guard oran Officer-of-the-Day for anassistance andinstructs to proceedto Frontline ServiceDesk.

30SECONDS

BLUE GUARD,OD, FrontlineDeskPersonnel

2 Inquiry on how toavail of the Sr.Citizen Discount.

3 minutes FrontlineService DeskPersonnel

The FrontlineService Deskwill give the listofdocumentaryrequirements.

(Photocopy ofOSCA ID backto back, 1 pc.ID picture 2 x 2,and Certificateof Residencyfrom the Brgy.where he/sheresides, only 1connectioncan availregardless onthe number ofconnectionsinstalled, not toexceed 30 cum.

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Unit



3 Processing of SeniorCitizen Discount

2 minutes SupervisingCSO-A

Completion ofalldocumentaryrequirements

Senior CitizenForm

4 Signatories on Sr.Citizen Form & abrief interview


ASCSO-A/DivisionManagerB/DepartmentManager B

The form willbe signed bythe SCSO-A,andcountersignedby the DivisionManager Band at thesame timeinterviewedthe Sr. Citizenand noted bytheDepartmentManager B.

Sr. Citizen Form

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Unit



5 Posting by theBilling-In-Charge inthe system & returnthe form toSupervising CSO-A.

3 minutes SupervisingCSO-A,BillingIn-Charge

The SCSO-Awill forwardthedocuments tothe Billing-In-Charge forposting.Once posted,the Billing-in-Charge willreturn theform togetherwith itsdocuments toSCSO-A.

Sr. Citizen Form,Certificate ofResidency,Photocopy ofOSCA back toback, 1 photoID 2 x 2

6 Signatories ondaily/weekly/monthly reports

daily/weekly/monthly on the3rd day oftheensuingmonth


daily/weekly/monthly

Filingaccording todate

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RECONNECTION OF A DISCONNECTED CONNECTION


ResponsibleUnit


System

1 Get priority numberfrom the guard &proceed to theFrontline ServiceDesk personnel foran inquiry on how toreconnect adisconnectedconnection.

3-4minutes

BLUE GUARD,FrontlineService DeskPersonnel

Checking ofthe name anddisconnectiondate by theFrontlineService Desk ,Payment forVoluntaryDisconnection(Php 200.00)andReconnection(Php 300.00) bythe costumer

Payment Slip Annex E5

2 Customer has toproceed to thewaiting area.

10seconds

FrontlineService DeskPersonnel

Instructscustomer toproceed to thewaiting areauntil his/herpriority numberin thequeueingmachine isreflected.

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ResponsibleUnit


System

3 Payment ofreconnection fee.


teller Customer paysthereconnectionfee of P300.00and the tellerwill issue thecorrespondingOfficialReceipt.

Official Receipt

4 Processing ofService Request forreconnection.

5-8minutes


Customersproceed toFrontlineService Deskfor processingof ServiceRequest ofhis/herreconnection.

Service RequestForm

Annex E2

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Unit



5 Signatories onService RequestForm.

1 minute FrontlineService DeskPersonnel,Acting SCSO-A, DivisionManager B

SR will besigned by theFrontlineService Desk,ActingSupervisingCustomerService OfficerA and to becountersignedby the DivisionManager B.

ServiceRequest Form

Annex E2

6 Recording ofService Request

3 minutes Clerk,Section,DivisionManager B

FrontlineService Deskrecords theissued ServiceRequest in thelogbook andto be receivedby theWRDivisionClerk.

ServiceRequest Form

Annex E2

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ResponsibleUnit


System

7 Receiving ofprocessed SR by theConcern Division

within theday

FrontlineServiceDeskPersonnel

WaterResourcesDivisionindicates thedate and timeSR it wasreceived.

ServiceRequest Form

Annex E 2

8 Endorsement ofprocessed SRtogether withrecalibrated w/m

within theday

WRDivision,ClerkServiceConnectionDivision

WRDivisionClerk ensuresthat heforwards theSR togetherwith thecalibratedwater meter tothe ServiceConnectionDivision thatwas requestedforreconnection.

ServiceRequest Form

Annex E 2

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ResponsibleUnit


System9 For action taken by

the ServiceConnection Divisionon request forreconnection.

within 3days

ServiceConn Div,FrontlineServ. DeskPersonnel

Ensure thataccomplishedSR is returnedto the FrontlineService Deskwith attachedaccomplishment report fromthe ServiceConnectionUnit.

ServiceRequest Form

Accomp-lishmentReport oftheServiceConn

10 Signatories on Daily,Weekly & MonthlyReports

daily/weekly/monthly on the3rd day oftheensuingmonth

FrontlineServ.Desk,SCSO-A,Div. Mgr,Dept. Mgr B.


SummaryReport Form

SummaryReport

Filingaccording toRef. # &dates

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DISCONNECTION OF WATER SERVICE


ResponsibleUnit


System

1 Printing ofDelinquentAccounts from thecomputergenerated output.

2 DisconnectionPlumbers identifyfrom the list whoshall bedisconnectedbefore deploymentin their area ofassignment.

3 Inform the owner todisconnect theservice connectiondue to non-payment of waterbills.

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Unit



4 Disconnect waterservice connectionof the customer andbring the watermeter in the office

5 Forwarding thedisconnected watermeter to WaterResources Division.

6 Prepare dailydisconnectionreport in 4 copies, 1copy for ServiceConnection Section,1 copy forWRDivision, 1 copyCustomer Serv.Division, 1 copy forJRTanaid

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REQUEST FOR TRANSFER CONNECTION, TRANSFER METER, AND TRANSFER SOURCE


ResponsibleUnit


System

1 Ask for anassistance and getpriority number fromthe guard. Proceedto the FrontlineService Desk.

3 minutes BLUE GUARD,FrontlineService DeskPersonnel

The FrontlineService Deskpersonnel shallcheck the nameof registeredcustomer fromthe computer.

2 Customer shallproceed to ServiceConnection Sectionfor request onTC/TMS/TS

5 minutes In-Charge ofService ConnPersonnel

Ensure thatcustomer hasbeen instructedto proceed toServiceConnection Unit

Issue requestpayment form ofP300.00 forTC/TMS/TC.

2 minutes In-Charge ofService ConnPersonnel/Frontline DeskPersonnel

Instructscustomer to goback toFrontline ServiceDesk bringingwith her/himsketch to betransferred.

Sketch to betransferred

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Unit



3 Customer is toproceed in thewaiting area.


teller Instructs thecustomer toproceed to thewaiting areauntil his/herpriority numberin the queueingmachine isreflected.

4 Payment for requeston TC/TRM/TS

Customer paysthecorrespondingfee of P300.00and the tellerwill issue thecorrespondingOfficial Receipt.

OfficialReceipt

5 Processing ofService Request.

5-8minutes


Processed bythe FrontlineService Desk theService Request.

SR Form Annex E2

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Unit



6 Signatories onService RequestForm

1 minute FrontlineService DeskPersonnel,Acting SCSO-A, DivisionManager B

SR will be signedby the FrontlineService Desk,SupervisingCSO-A and tobecountersignedby the DivisionManager B.

SR Form Annex E2

7 Recording of issuedService Request

3minutes

Clerk,Section,DivisionManager B

FrontlineService Deskrecords in thelogbook the SRthat was issuedand to bereceived by theServiceConnection Unit.

8 Receiving of ServiceRequest

withinthe day


ServiceConnection UnitPersonnelindicates thedate and timeSR it wasreceived.

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Unit



9 Accomplishment ofService Request

within 3days

Service ConnUnit, FrontlineServ. DeskPersonnel

For action takenby the ServiceConnection Unitand returnedtheaccomplishedSR to theFrontline ServiceDesk with anattachedaccomplishment report

SR Form AccomplishmentReport

10 Signatories on Daily,Weekly & MonthlyReports

daily/weekly/monthlyon the3rd dayof theensuingmonth

Frontline Serv.DeskPersonnel,SupervisingCSO-A, DivMgr, Dept.Mgr.

Ensure thatreports aresubmitted onthe 3rd day ofthe ensuingmonth.

Summary onRequestof SR

Filingaccording toRef. # &dates

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INVESTIGATION



1 Preparation andApproval of MObased on theremarks made bythe meter readers inthe Daily MonitoringReport, request ofpersonnel, walk-incustomers,telephone callersand blue guard.

5-7minutes

Frontline ServiceDeskPersonnel/SCSO-A/Div. ManagerB

Daily MonitoringReport, requestof personnel,walk-incustomers,telephone callersand blue guard.

2 Recording ofMaintenance Orderin the logbook andforwarding it to theinvestigator

1 minute Frontline Serv.DeskPersonnel/CSA-A

Approval of MO

3 Ocular inspection onfield, makes remarksand recordsaccomplishments.

1 day Frontline Serv.DeskPersonnel/CSA-A

Recording of MO

4 Checking andreviewing of anaccomplished MO.

3-5minutes

Supervising CSO-A

Inspection andpreparation ofaccomp. report

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FOR RECLASSIFICATION

Step Activities Duration ConcernResponsible Unit Pre-requisites

Documentary

Requirements


5

Preparation ofreclassification letterto be handed-in byCSA-A (investigator).

10 days CSA-A/SCSO-ACostumer’srequest forreclassification

Reclassification Letter

10daysuponreceipt

6

SCSO-A preparesletter to be sent byCSA-A (investigator)to the customerinforming &requesting him tocome to the officeto settle the matterwithin 10 days.

10 daysCSA-A/SCSO-A,(Cust. ServicingUnit)

SCSO-A preparesletter to be sentby CSA-A(investigator)informing &requesting tocome to theoffice forsettlement.

Result ofMO,3 anglephoto shots.Letter forIllegalConnection

Investi-gationReport

10daysuponreceipt

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FOR LEAK AFTER THE WATER METER



7 Investigation onleak after the repairis based on MKWDstandard.

1-2 daysaftertherequest

CSA-A Ensures that leak isrepaired base onMKWD standard,take 3 anglephotos andindicates in theinvestigationreport the percent of anadjustment. Informcustomers thatadjustment onleak after will begiven once.

Result of MO,3 angle photoshots

Investi-gation/ActivityReport

Page | 44


FOR LEAK AFTER THE WATER METER



8 If New Connectionhas been installedbut found to havean old account.

10 days CSA-A, FrontlineServ Personnel,SCSO-A, DMB,Dep't. ManagerB

Ensure that NewConnection hasbeen installed butfound to have anold account, theowner has tosettle the oldaccount uponreceipt of theletter.

AGREEMENTFORM

ActivityReport

Ref. #& date

9 Review and post inthe history ledger ofcustomer allaccomplishedMaintenanceOrder.

2 daysafterinvestigation

SCSO-A, CSA-A Supervising CSO-A reviews theaccomplishmentof CSA-A andpost in the historyledger ofcustomer theresult of theinvestigationmade

MO ActivityReport

Ref. #& date

Page | 45




10 Return acted MO. daily Frontline Serv.Desk Personnel

Ensure thatacted MO wasreturned toFrontline Desk

weekly/monthlyon the3rd dayof theensuingmonth

Filingaccording toRef # &date.

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HOW TO ASK FOR PROMISSORY NOTE


ResponsibleUnit


System

1 Ask for an assistancefrom the guard &proceed to thePromissory Notes-In-Charge.

1 minute BLUEGUARD,CSO-A

CSO-A shallcheck thename of theregisteredcustomer inthe computer

2 He/she has torequest for anextension ofpayment regardinghis/her unpaid billsto the PromissoryNote-In-Charge.

3 minutesexcludingwaitingperiod

CSO-A Ensure thatregisteredowner is theone trasactingbusiness in theoffice but ifrepresentativehe/she shallhave theauthorization.

Page | 47



Unit



3 granting ofpromissory notes

1 minute Promissory notemust bearsignature, date andtime promisedindicating his/hercell phone number.If unsettled on thedate promisedhis/her waterservice connectionwill bedisconnectedanytime.

4 Submit reports 2 hours CSO-A weeklyandmonthlyreportson the3rd dayof theensuingmonth.

Filing bymonthandaccordingto date.

Page | 48


FOR DISCONNECTION AT MAINLINE


ResponsibleUnit


System

1

Customer AccountsDivision forwards list ofover six monthsdisconnectedconnection (soloconnection) toCustomer ServicingSection.

Monthly

A/R In-Charge/FrontlineServe Desk

Ensure that list ofover six monthsdisconnectedconnection will bereceived by CSA-A

Monthly listingof over 6monthsdisconnectedconnection

2

Ocular inspectionconducted by theinvestigator, from thelist of disconnectedconnection.

1 day CSA-A

Ensure that CSA-Ahasrecommendationfor disconnection atmainline

List ofcustomersdisconnectedat M/L

3

Frontline Service Deskwill issue MaintenanceOrder, records in thelogbook and forwardsto MaintenanceDivision for theirappropriate action.

3minutesexcludin

gwaiting

time

In-Chargeof main/FrontlineDeskPersonnel

Ensure that MO fromthe listrecommended byCSA-A are receivedby the MaintenanceDivision Clerk.

MKWDMainline Form

Page | 49



ResponsibleUnit


System

Open the menu, clickthe name Services,Select the wordMKWD Mainline Line,double click, fill up theMKWD Mainline Formcompletely, click viewand click ready forprinting.

4 Accomplished MKWDMainline Form must besubmitted to theCustomer ServicingSection.

within 3days

Clerk of theMaintenance Division

MKWD M/L form towith its transmittalshall be receivedby the FrontlineServ. DeskPersonnel.

TransmittalForm/MainlineForm

5 Submit reports weekly/monthly

Frontline,SCSO-A,DivisionMngr. B

Preparation ofreports so it couldsubmit on time.

weekly&monthlyreports

Filingwill beacc.to ref.# &dates

Page | 50


MAKILALA SATELLITE OFFICE – ON REPAIR OF LEAKS BEORE THE S/L, NO WATER AND M/L


ResponsibleUnit


System

1 Asking for assistancefrom the guard. 1 minute BLUE GUARD

2

The guard instructsthe customer toproceed to theFrontline Service Deskfor his/her request onleak before, no waterand M/L.

5 minutesIn-Charge ofService Conn

Personnel

3

For repair leak beforethe S/L and no water,the crew personnelassigned at MakilalaSatellite Office will dothe repair and for nowater as perinstruction comingfrom the SupervisingCustomer ServiceOfficer A.

3-5minutes

WMM-A/JobOrder/SCSO-

A

Page | 51



ResponsibleUnit


System

4

For activities atMainline line, theSCSO-A will do theSMS to theMaintenance Division(Division Manager B)informing him of theactivities to be done

2 minutesexcluding

waitingtime

SCSO-A/Division

Manager B(Maint.)

5

The SCSO-A will informour Frontline ServiceDesk to process theMO for this activity.

2 minutesSCSO-

A/FrontlineServ Desk

Open the menu, clickthe name Services,Select the word MO &MKWD Mainline Line,double click, fill upthe MKWD MainlineForm completely,clickview and click readyfor printing.


Personnel

Page | 52



ResponsibleUnit


System

6

MO/MKWD MainlineForm will be signed bythe Frontline ServiceDesk, SupervisingCustomer ServiceOfficer A and to becountersigned by theDivision Manager B.

1 minute


Personnel,Acting SCSO-

A, DivisionManager B

7

Frontline Service Deskrecords in the logbookthe MO & MKWDMainline Form that wasissued and to bereceived by theMaintenance Divisionfor Repair at S/L & M/Lwhile for no water andco of the WaterResources Division.

3 minutesClerk,Section,

DivisionManager B

8

The Division concernpersonnel indicates thedate and time SR it wasreceived.

within theday


Personnel

Page | 53



ResponsibleUnit


System

9

For action taken bythe division concernand returned theaccomplished MO &MKWD M/L to theFrontline Service Deskwith attachedaccomplishmentreport

within 3days

Service ConnDiv., FrontlineServ. DeskPersonnel

10

Frontline Service Deskforwards reportssigned by SCSO-A,reviewed by Div. Mgr.and noted by Dept.Mgr. B

weekly/monthlyon the3rd dayof theensuingmonth

Fileaccordingto ref #and dates

Page | 54


DEFENITION OF TERMS

Accredited Plumber – an MKWD labor only contractor whose skill is to install, repair and maintainpiping, fittings and fixtures involved in the distribution and service lines

Board - The policy making body of Metro Kidapawan Water District

Bulk Water – water supplied to retail water utilities through water carriers and associatedinfrastructure including pumping stations, reservoirs and pipe lines

Co-Maker – a person who with other individual(s) account guarantees a financialcommitment on the payment of liability to the District

Commercial – An establishment drawing water from the services of the water district forpurposes of using water in day to day business operations.

Cross Connection – actual or potential connections between a potable and non-potable watersupply that may contribute to the degradation of the quality of water insideyour home or business

Dead Meter – a non-functioning water meter

Disconnection – to terminate a service connection

Page | 55


Distribution Line - pipe lines owned and operated by the water district located on public Right ofWay (ROW), streets or private properties with Right of Way (ROW) which is usedin distribution of water to the service line

Fast Meter – upon test of water meter and found to register more than the actual discharge

Leak Meter – water meter with a body leaking

Levy – an amount of money that must be paid and that is collected by the waterdistrict

Main Line – means a line that seves as a common source of supply for more than onedistribution line

Maintenance Order (MO) – a type of request issued for a particular activity that requires maintenanceaction to address the said requests and is free of charge.

Management - This refers to the General Manager, Assistant General Managers andmanagerial staff who runs the day to day affairs of the Water District.

Master List – The Official List of Registered Customer of the Water District.Master Meter - a device used to measure the quantity or rate of water flowingwithin the commercial establishments, malls, apartment complex, andcommunity with more than one (1) household or its equivalent

Page | 56


Miscellaneous ServiceCharges (MSC) –

This refers to the cost of labor, materials, transportation expenses, supervision,engineering cost and all other necessary overhead expenses indicated on theURR and other tariffs officially approved by the Board

Potable water – is water of a quality suitable for drinking, cooking and personal bathing

Pounds per square inch (psi)–

unit of measurement for pressure used by the District as reference

Reclassification ofConnection –

a change of one classification from one to another depending on purpose of itsutilization as define on this URR.

Reconnect – to join or be joined disconnected service lines after paying all necessary feesand requirements are settled

Residential Connection – Single family and/or a person drawing water from water district which they usefor their daily living

Safe Water – is treated water that has been tested for harmful and potentially harmfulsubstances and has met or exceeded drinking water quality standards set by thePhilippine National Standard for Drinking Water (PNSDW)

Service Connection – The individual pipeline from water supply mains to the setting of water meterstand.

Page | 57


Service Line – A pipe from the point of service structure premises supplied and installed for thewater meter.

Service Request (SR)– a type of request issued for a particular activity which requires fee as perapproved Miscellaneous Service Charge

Sharing Water – the act of providing or extending water supply without the knowledge of waterdistrict and/or as specified in the applicant service contract

Single Family – A family comprises of father, mother and unmarried children

Stolen Water Meter – A water meter intentionally detached or taken

Tampering – A diversion of the district’s meter or equipment causing damage or unnecessaryexpense to the utility

Transfer Connection – the act to relocate existing water connection to new location

Transfer Meter Stand – an act to relocate existing water meter stand to new location based onstandards

Transfer Source – an act to transfer existing water source to another water source. This usually refersto the tapping point

Page | 58


Transmission Line – means any pipeline conveying raw or treated water from source or remotestorage facility to a treatment plant and/or distribution storage tank

Voluntary Disconnection – water connection voluntarily requested by the customer for disconnectionupon payment of closing bill and other corresponding fees.

Water District – This refers to the Metro Kidapawan Water District (MKWD), a GovernmentOwned and Controlled Corporation based on the Supreme Court’s Decisionon G.R. Nos. 9523738 which was promulgated on September 13, 1991resolution with jurisdiction specified in Sangguniang Panlalawigan of CotabatoResolution No. 122 and P.D. 198, as amended.

Water Meter – A water meter is an instrument used for recording the quantity of waterpassing through a service line.

Page | 59


ACRONYMS

AR Accounts Receivable

DBS Daily Billing Summary

MO Maintenance Order

SR Service Request

PDA Personal Digital Assistant

BCS Billing Cycle Schedule

CSD Customer Servicing Division

CAD Customer Accounts Division

CSDEPT Commercial Services Department

Page | 60


ANNEXES AND TABLES

Page | 61


TECHNICAL DATA

SYSTEM COVERAGE

1847 2719

6500 76

05

8109

1114

8 1580

2

1743

0

1840

5

1887

2

1933

6

2070

3

2207

0

2343

7

2550

0

2689

9

2832

0

32,5

00

0

5000

10000

15000

20000

25000

30000

35000

1976 1980 1985 1990 1995 2000 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016

SER

VIC

E C

ON

NEC

TIO

N

YEAR

MKWD GROWTH RATE1974 to 2016 Service Connection Data

Page | 62


Page | 63


CUSTOMARY REPORTS

Page | 64


2,924 50,990 34,157 640,356 14,371,008.753,598 60,519 41,651 762,353 16,419,521.532,760 49,941 32,040 611,851 12,953,954.602,182 47,133 25,316 564,048 14,755,720.531,802 39,814 21,543 490,863 13,945,128.492,534 48,779 30,279 607,644 14,498,796.293,171 55,603 37,496 733,972 16,806,007.062,220 33,299 26,265 431,106 8,349,389.26

21,191 386,078 248,747 4,842,193 112,099,526.514,854 76,750 56,230 997,815 21,544,717.10

798 9,619 9,713 139,562 2,649,158.511,263 20,150 15,064 261,634 5,616,188.20

28,106 492,597 329,754 6,241,204 141,909,590.3227,997 564,721 301,648 5,748,607 130,205,296.97

109 (72,124) 28,106 (72,124) 11,704,293.35

492,597 5,748,607 141,909,590.32

VERSUSTARGET

Previous Month

Increase(Decrease)

Prev. Mo. This Month This Month Prev. Mo. This Month436,779 386,078 21,191 20.70 18.2291,459 76,750 4,854 18.94 15.8112,014 9,619 798 15.00 12.0524,469 20,150 1,263 19.37 15.95

564,721 492,597 28,106 20.17 17.53TOTAL 27,997

Makilala 4,829Magpet 801Matalam 1,263

CoverageArea

BilledVolume

BilledConnection Average Consumption

Prev Mo.Kidapawan 21,104

A V E R A G E C O N S U M P T I O N P E R C O V E R A G E A R E A - D E C E M B E R 2 0 1 5

NET BILLING 12,744,068.79 156,545,590.93

(1,575,139.42) -12.14% 12,744,068.79Less: Adjustment: - -

GROSS BILLING 12,744,068.79 98.26% 156,545,590.93

14,319,208.21 110.40% 143,801,522.14

Penalty 455,638.25 5,969,746.19 Other Charges 584,137.19 78.41% 4,302,491.59

CY 2014 138,765,335.18 Water Sales 11,704,293.35

104.59%146,273,353.15

T A R G E T B I L L I N G V E R S U S A C C O M P L I S H M E N T A S O F D E C E M B E R 2 0 1 5

BILLING BYCATEGORY

ACCOMPLISHMENT CURRENT MONTH YEAR TO DATE ACCOMPLISHMENT

BilledAmount

VERSUSTARGET

BilledAmount

Increase(Decrease) (2,614,914.86)Billing AdjustmentsNET BILLING 11,704,293.35

191,799.55445,993.30

TOTAL This Month 11,704,293.35Previous Month 14,319,208.21

Republic of the PhilippinesMETRO KIDAPAWAN WATER DISTRICT

Lanao, Kidapawan City

MONTHLY OPERATION REPORTCommercial Service Department

As of December 2 0 1 5

1,204,435.401,231,693.951,327,261.00

663,616.259,349,531.101,716,969.40

BILLED AMOUNT

5678

KidapawanMakilalaMagpetMatalam

1,167,350.301,324,918.701,095,913.401,334,342.10

BILLING AND COLLECTION DATA:B I L L I N G B Y C O V E R A G E A R E A A S O F D E C E M B E R 2 0 1 5

B i l l i n g C u r r e n t M o n t h B i l l i n g Y e a r To D a t eBilled

ConnectionBilled

Volume BILLED AMOUNT BilledConnection Billed VolumeZONE

1234

Page | 65


2,924 50,990 34,157 640,356 14,371,008.753,598 60,519 41,651 762,353 16,419,521.532,760 49,941 32,040 611,851 12,953,954.602,182 47,133 25,316 564,048 14,755,720.531,802 39,814 21,543 490,863 13,945,128.492,534 48,779 30,279 607,644 14,498,796.293,171 55,603 37,496 733,972 16,806,007.062,220 33,299 26,265 431,106 8,349,389.26

21,191 386,078 248,747 4,842,193 112,099,526.514,854 76,750 56,230 997,815 21,544,717.10

798 9,619 9,713 139,562 2,649,158.511,263 20,150 15,064 261,634 5,616,188.20

28,106 492,597 329,754 6,241,204 141,909,590.3227,997 564,721 301,648 5,748,607 130,205,296.97

109 (72,124) 28,106 (72,124) 11,704,293.35

492,597 5,748,607 141,909,590.32

VERSUSTARGET

Previous Month

Increase(Decrease)

Prev. Mo. This Month This Month Prev. Mo. This Month436,779 386,078 21,191 20.70 18.2291,459 76,750 4,854 18.94 15.8112,014 9,619 798 15.00 12.0524,469 20,150 1,263 19.37 15.95

564,721 492,597 28,106 20.17 17.53TOTAL 27,997

Makilala 4,829Magpet 801Matalam 1,263

CoverageArea

BilledVolume

BilledConnection Average Consumption

Prev Mo.Kidapawan 21,104

A V E R A G E C O N S U M P T I O N P E R C O V E R A G E A R E A - D E C E M B E R 2 0 1 5

NET BILLING 12,744,068.79 156,545,590.93

(1,575,139.42) -12.14% 12,744,068.79Less: Adjustment: - -

GROSS BILLING 12,744,068.79 98.26% 156,545,590.93

14,319,208.21 110.40% 143,801,522.14

Penalty 455,638.25 5,969,746.19 Other Charges 584,137.19 78.41% 4,302,491.59

CY 2014 138,765,335.18 Water Sales 11,704,293.35

104.59%146,273,353.15

T A R G E T B I L L I N G V E R S U S A C C O M P L I S H M E N T A S O F D E C E M B E R 2 0 1 5

BILLING BYCATEGORY

ACCOMPLISHMENT CURRENT MONTH YEAR TO DATE ACCOMPLISHMENT

BilledAmount

VERSUSTARGET

BilledAmount

Increase(Decrease) (2,614,914.86)Billing AdjustmentsNET BILLING 11,704,293.35

191,799.55445,993.30

TOTAL This Month 11,704,293.35Previous Month 14,319,208.21



MONTHLY OPERATION REPORTCommercial Service Department

As of December 2 0 1 5

1,204,435.401,231,693.951,327,261.00

663,616.259,349,531.101,716,969.40

BILLED AMOUNT

5678

KidapawanMakilalaMagpetMatalam

1,167,350.301,324,918.701,095,913.401,334,342.10

BILLING AND COLLECTION DATA:B I L L I N G B Y C O V E R A G E A R E A A S O F D E C E M B E R 2 0 1 5

B i l l i n g C u r r e n t M o n t h B i l l i n g Y e a r To D a t eBilled

ConnectionBilled

Volume BILLED AMOUNT BilledConnection Billed VolumeZONE

1234

Page | 66


Residential Government PureCommercial

Semi Comm'lB

Semi Comm'lC Effective Rate

18.61 24.06 44.02 29.37 24.68 23.24

January 2015 18.65 24.35 45.35 28.99 25.91 23.40

18.74 24.10 44.72 29.21 25.00 23.64

18.63 24.04 44.55 28.79 24.60 23.42

18.63 23.97 45.13 29.27 25.06 23.23

18.65 24.24 44.59 29.29 24.43 23.09

18.53 24.08 44.85 29.50 24.79 23.11

18.72 24.22 44.40 29.19 24.97 23.47

18.56 24.13 44.58 28.66 24.72 23.50

18.63 24.04 45.24 29.27 25.60 23.61

18.63 24.15 44.89 29.34 24.95 23.57

18.57 24.30 44.88 28.77 24.73 23.47

18.63 24.15 44.85 29.07 24.98 23.44Year To Date 18.63 24.15 44.85 29.07 24.98 23.44

26,799 17.37 23.24

24,434 16.73 18.63

333 56.25 24.15

2,209 37.48 44.85

738 20.27 37.18256 19.21 29.07

136 22.56 24.98

28,106 18.93 23.44

Dec-15 37.18

Semi-Commercial C 37,712 942,190.20

TOTAL: 6,241,204 146,273,353.15

Semi-Commercial A 174,550 6,489,132.95

Semi-Commercial B 57,376 1,668,028.05

Government 220,404 5,323,226.00

Pure Commercial 942,375 42,267,811.75

CY 2014 5,586,792 129,816,733.85

Residential 4,808,787 89,582,964.20

Nov-15 37.52

37.18

AVERAGE CONSUMPTION AND AVERAGE RATE B Y TYPE OF CONSUMER AS OF DECEMBER 2 0 1 5

Type of Consumer Year to Date Consumptionin Cu.m

Year To date WaterConsumption in Peso

Current BilledConnection

AverageConsumption

AverageRate/cu.m.

Aug-15 37.12Sep-15 37.38Oct-15 37.59

May 2015 36.76June 2015 36.71July 2015 36.78

February 2015 37.16

March 2015 37.03April 2015 37.43

M O N T H L Y E F F E C T I V E R A T E A S O F D E C E M B E R 2 0 1 5

Month Semi CommlA

Ending 2014 37.11

37.17

Page | 67


SERVICE CONNECTION DATA:

NewConnection

ReopenedConnection

MonthlyGrowth

ActiveConnection

Total ServiceConnection

As of 2014: 26,971 30,671

CY 2015 Voluntary

150 72 17 30 27,001 30,821

151 83 8 103 27,104 30,972

144 107 11 105 27,209 31,116Less: Dropped from the Master List (685)

270 64 20 253 27,462 30,701May 140 87 22 123 27,585 30,841June 208 96 17 126 27,711 31,049

186 89 26 137 27,848 31,235August 113 84 13 68 27,916 31,348September 127 375 21 (24) 27,892 31,475October 199 295 9 151 28,043 31,674November 171 215 10 137 28,180 31,845December 121 183 10 140 28,320 31,966

1,980 1,750 184 1,349 28,320 31,966

Year To Date

4271,553

1,980

857

703190

1,750

1,863175

2,038

28,320

94.40%

28,106

3,860

31,966

1,692

154

TOTAL GROWTH 137 140

In-Active Connections 3,432 3,646TOTAL SERVICE CONNECTION 31,429 31,752

Target No. of Connection VS Accomplishment: 93.93%

Active Billed 27,997 28,106

Over Six Months Not Reopened

TOTAL ACTIVE/METERED CONNECTION 28,180 28,320

Voluntary 10 10

TOTAL DISCONNECTD CONNECTIONS: 249 164

DISCONNECTED CONNECTIONS: Deliquent 239 154

Reopened under Special Promo 12 13TOTAL RE-OPENED CONNECTIONS: 215 183

Reopened Within the Month 113 84

Reopened from Previous Months 90 86

TOTAL NEW INSTALLATION 171 121

RE-OPENED CONNECTIONS:

Billed 34 2 Accomplishment Received After Billing Schedule 137 119

S E R V I C E C O N N E C T I O N D A T A A S O F D E C E M B E R 2 0 1 5

Service Connection Data: Previous Month Current Month

NEW INSTALLATION:

334239

TOTAL As ofOCTOBER 2015 2,197

82161

July 112116505

February 123March 135

April 61

M O N T H L Y G R O W T H O F C O N N E C T I O N A S O F D E C E M B E R 2 0 1 5

2014 Transaction: Disconnected Connection

Deliquent

January 175

Page | 68


SERVICE CONNECTION DATA:

NewConnection

ReopenedConnection

MonthlyGrowth

ActiveConnection

Total ServiceConnection

As of 2014: 26,971 30,671

CY 2015 Voluntary

150 72 17 30 27,001 30,821

151 83 8 103 27,104 30,972

144 107 11 105 27,209 31,116Less: Dropped from the Master List (685)

270 64 20 253 27,462 30,701May 140 87 22 123 27,585 30,841June 208 96 17 126 27,711 31,049

186 89 26 137 27,848 31,235August 113 84 13 68 27,916 31,348September 127 375 21 (24) 27,892 31,475October 199 295 9 151 28,043 31,674November 171 215 10 137 28,180 31,845December 121 183 10 140 28,320 31,966

1,980 1,750 184 1,349 28,320 31,966

Year To Date

4271,553

1,980

857

703190

1,750

1,863175

2,038

28,320

94.40%

28,106

3,860

31,966

1,692

154

TOTAL GROWTH 137 140

In-Active Connections 3,432 3,646TOTAL SERVICE CONNECTION 31,429 31,752

Target No. of Connection VS Accomplishment: 93.93%

Active Billed 27,997 28,106

Over Six Months Not Reopened

TOTAL ACTIVE/METERED CONNECTION 28,180 28,320

Voluntary 10 10

TOTAL DISCONNECTD CONNECTIONS: 249 164

DISCONNECTED CONNECTIONS: Deliquent 239 154

Reopened under Special Promo 12 13TOTAL RE-OPENED CONNECTIONS: 215 183

Reopened Within the Month 113 84

Reopened from Previous Months 90 86

TOTAL NEW INSTALLATION 171 121

RE-OPENED CONNECTIONS:

Billed 34 2 Accomplishment Received After Billing Schedule 137 119

S E R V I C E C O N N E C T I O N D A T A A S O F D E C E M B E R 2 0 1 5

Service Connection Data: Previous Month Current Month

NEW INSTALLATION:

334239

TOTAL As ofOCTOBER 2015 2,197

82161

July 112116505

February 123March 135

April 61

M O N T H L Y G R O W T H O F C O N N E C T I O N A S O F D E C E M B E R 2 0 1 5

2014 Transaction: Disconnected Connection

Deliquent

January 175

Page | 69


Month Residential Government Pure

Commercial Semi Comm'l

B Semi Comm'l

C TOTAL

80,140,667.93 4,794,117.92 36,027,138.00 1,731,261.85 894,361.30 129,816,753.85

8,401,194.25 447,864.15 3,823,148.30 155,897.05 97,595.80 13,546,927.80

6,422,952.80 405,453.00 3,107,066.70 124,829.55 70,179.45 10,625,505.20

6,755,310.60 425,051.75 3,201,429.85 122,569.75 72,747.35 11,063,732.20

8,702,951.15 458,909.70 3,836,975.10 158,744.95 91,631.95 13,858,909.85

May 2015 6,814,307.20 339,319.75 2,926,520.70 121,277.80 67,281.20 10,720,914.90

7,699,954.70 415,290.45 3,410,086.50 143,303.15 77,911.05 12,282,476.90

7,168,782.95 472,991.60 3,363,319.65 127,715.00 76,172.10 11,723,716.65

7,474,274.40 464,881.50 3,689,221.30 139,941.00 76,191.25 12,411,404.70

7,892,302.65 457,372.55 3,889,199.20 153,592.70 90,029.90 13,048,323.65

7,261,328.90 465,019.50 3,537,822.80 140,753.75 75,039.60 12,031,111.45

8,047,360.10 498,791.40 3,878,550.85 148,710.20 79,298.00 13,256,036.506,942,244.50 472,280.65 3,604,470.80 130,693.15 68,112.55 11,704,293.35

89,582,964.20 5,323,226.00 42,267,811.75 1,668,028.05 942,190.20 146,273,353.15

Pure Semi Semi Total

Residential Gov't Comm'l Comm'l B Comm'l C Connection23,348 318 2,026 254 139 26,799

18,300 262 1,795 170 90 21,1914,329 49 269 62 32 4,854

762 4 15 3 8 7981,051 18 124 21 4 1,263

24,442 333 2,203 256 134 28,10624,355 332 2,191 254 138 27,997

87 1 12 2 (4) 109

Pure Semi Semi TotalResidential Gov't Comm'l Comm'l B Comm'l C Volume

284,814 16,695 68,358 3,311 2075 386,07862,652 2,146 9,058 934 490 76,7509,094 90 164 30 127 9,619

15,965 576 2,637 299 48 20,150372,525 19,507 80,217 4,574 2,740 492,597433,325 20,529 86,412 5,169 3,207 564,721(60,800) (1,022) (6,195) (595) (467) (72,124)

4,003,089 170,368 775,619 47,633 31,740 5,173,8864,375,614 189,875 855,836 52,207 34,480 5,666,483

Increase(Decrease) (3,045)As of Last Month 145,437

TOTAL YR TO DATE 158,471

Matalam 625Total This Month 13,034

Total Last Month 16,079

Kidapawan 10,825 Makilala 1,470 Magpet 114

BILLED VOLUME BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5

Coverage Area SemiComm'l A

Total Last Month 727Increase(Decrease) 11

Magpet 6 Matalam 45

Total This Month 738

Beg. Dec 2014 714CY 2015

Kidapawan 574 Makilala 113

Nov-15 603,325.95

TOTAL THIS YEAR 6,489,132.95

BILLED CONNECTION BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5

Coverage Area Semi

Comm'l A

Dec-15 486,491.70

Aug-15 566,895.25

Sep-15 565,826.65

Oct-15 551,146.90

April 2015 609,697.00

452,208.25

June 2015 535,931.05

JuLY 2015 514,735.35

January 2015 621,228.25

February 2015 495,023.70

March 2015 486,622.90

BILLED WATER SALES BY CLASSIFICATION AS OF DECEMBER 2 0 1 5

Semi CommlA

CY 2014 6,229,206.85

Page | 70




B Semi Comm'l

C TOTAL

80,140,667.93 4,794,117.92 36,027,138.00 1,731,261.85 894,361.30 129,816,753.85

8,401,194.25 447,864.15 3,823,148.30 155,897.05 97,595.80 13,546,927.80

6,422,952.80 405,453.00 3,107,066.70 124,829.55 70,179.45 10,625,505.20

6,755,310.60 425,051.75 3,201,429.85 122,569.75 72,747.35 11,063,732.20

8,702,951.15 458,909.70 3,836,975.10 158,744.95 91,631.95 13,858,909.85

May 2015 6,814,307.20 339,319.75 2,926,520.70 121,277.80 67,281.20 10,720,914.90

7,699,954.70 415,290.45 3,410,086.50 143,303.15 77,911.05 12,282,476.90

7,168,782.95 472,991.60 3,363,319.65 127,715.00 76,172.10 11,723,716.65

7,474,274.40 464,881.50 3,689,221.30 139,941.00 76,191.25 12,411,404.70

7,892,302.65 457,372.55 3,889,199.20 153,592.70 90,029.90 13,048,323.65

7,261,328.90 465,019.50 3,537,822.80 140,753.75 75,039.60 12,031,111.45

8,047,360.10 498,791.40 3,878,550.85 148,710.20 79,298.00 13,256,036.506,942,244.50 472,280.65 3,604,470.80 130,693.15 68,112.55 11,704,293.35

89,582,964.20 5,323,226.00 42,267,811.75 1,668,028.05 942,190.20 146,273,353.15



18,300 262 1,795 170 90 21,1914,329 49 269 62 32 4,854

762 4 15 3 8 7981,051 18 124 21 4 1,263

24,442 333 2,203 256 134 28,10624,355 332 2,191 254 138 27,997

87 1 12 2 (4) 109


284,814 16,695 68,358 3,311 2075 386,07862,652 2,146 9,058 934 490 76,7509,094 90 164 30 127 9,619

15,965 576 2,637 299 48 20,150372,525 19,507 80,217 4,574 2,740 492,597433,325 20,529 86,412 5,169 3,207 564,721(60,800) (1,022) (6,195) (595) (467) (72,124)

4,003,089 170,368 775,619 47,633 31,740 5,173,8864,375,614 189,875 855,836 52,207 34,480 5,666,483









Magpet 6 Matalam 45


Beg. Dec 2014 714CY 2015


Nov-15 603,325.95



Coverage Area Semi

Comm'l A

Dec-15 486,491.70

Aug-15 566,895.25

Sep-15 565,826.65

Oct-15 551,146.90

April 2015 609,697.00

452,208.25

June 2015 535,931.05

JuLY 2015 514,735.35

January 2015 621,228.25

February 2015 495,023.70

March 2015 486,622.90


Semi CommlA

CY 2014 6,229,206.85

Page | 71




B Semi Comm'l

C TOTAL

80,140,667.93 4,794,117.92 36,027,138.00 1,731,261.85 894,361.30 129,816,753.85

8,401,194.25 447,864.15 3,823,148.30 155,897.05 97,595.80 13,546,927.80

6,422,952.80 405,453.00 3,107,066.70 124,829.55 70,179.45 10,625,505.20

6,755,310.60 425,051.75 3,201,429.85 122,569.75 72,747.35 11,063,732.20

8,702,951.15 458,909.70 3,836,975.10 158,744.95 91,631.95 13,858,909.85

May 2015 6,814,307.20 339,319.75 2,926,520.70 121,277.80 67,281.20 10,720,914.90

7,699,954.70 415,290.45 3,410,086.50 143,303.15 77,911.05 12,282,476.90

7,168,782.95 472,991.60 3,363,319.65 127,715.00 76,172.10 11,723,716.65

7,474,274.40 464,881.50 3,689,221.30 139,941.00 76,191.25 12,411,404.70

7,892,302.65 457,372.55 3,889,199.20 153,592.70 90,029.90 13,048,323.65

7,261,328.90 465,019.50 3,537,822.80 140,753.75 75,039.60 12,031,111.45

8,047,360.10 498,791.40 3,878,550.85 148,710.20 79,298.00 13,256,036.506,942,244.50 472,280.65 3,604,470.80 130,693.15 68,112.55 11,704,293.35

89,582,964.20 5,323,226.00 42,267,811.75 1,668,028.05 942,190.20 146,273,353.15



18,300 262 1,795 170 90 21,1914,329 49 269 62 32 4,854

762 4 15 3 8 7981,051 18 124 21 4 1,263

24,442 333 2,203 256 134 28,10624,355 332 2,191 254 138 27,997

87 1 12 2 (4) 109


284,814 16,695 68,358 3,311 2075 386,07862,652 2,146 9,058 934 490 76,7509,094 90 164 30 127 9,619

15,965 576 2,637 299 48 20,150372,525 19,507 80,217 4,574 2,740 492,597433,325 20,529 86,412 5,169 3,207 564,721(60,800) (1,022) (6,195) (595) (467) (72,124)

4,003,089 170,368 775,619 47,633 31,740 5,173,8864,375,614 189,875 855,836 52,207 34,480 5,666,483









Magpet 6 Matalam 45


Beg. Dec 2014 714CY 2015


Nov-15 603,325.95



Coverage Area Semi

Comm'l A

Dec-15 486,491.70

Aug-15 566,895.25

Sep-15 565,826.65

Oct-15 551,146.90

April 2015 609,697.00

452,208.25

June 2015 535,931.05

JuLY 2015 514,735.35

January 2015 621,228.25

February 2015 495,023.70

March 2015 486,622.90


Semi CommlA

CY 2014 6,229,206.85

Page | 72




B Semi Comm'l

C TOTAL

80,140,667.93 4,794,117.92 36,027,138.00 1,731,261.85 894,361.30 129,816,753.85

8,401,194.25 447,864.15 3,823,148.30 155,897.05 97,595.80 13,546,927.80

6,422,952.80 405,453.00 3,107,066.70 124,829.55 70,179.45 10,625,505.20

6,755,310.60 425,051.75 3,201,429.85 122,569.75 72,747.35 11,063,732.20

8,702,951.15 458,909.70 3,836,975.10 158,744.95 91,631.95 13,858,909.85

May 2015 6,814,307.20 339,319.75 2,926,520.70 121,277.80 67,281.20 10,720,914.90

7,699,954.70 415,290.45 3,410,086.50 143,303.15 77,911.05 12,282,476.90

7,168,782.95 472,991.60 3,363,319.65 127,715.00 76,172.10 11,723,716.65

7,474,274.40 464,881.50 3,689,221.30 139,941.00 76,191.25 12,411,404.70

7,892,302.65 457,372.55 3,889,199.20 153,592.70 90,029.90 13,048,323.65

7,261,328.90 465,019.50 3,537,822.80 140,753.75 75,039.60 12,031,111.45

8,047,360.10 498,791.40 3,878,550.85 148,710.20 79,298.00 13,256,036.506,942,244.50 472,280.65 3,604,470.80 130,693.15 68,112.55 11,704,293.35

89,582,964.20 5,323,226.00 42,267,811.75 1,668,028.05 942,190.20 146,273,353.15



18,300 262 1,795 170 90 21,1914,329 49 269 62 32 4,854

762 4 15 3 8 7981,051 18 124 21 4 1,263

24,442 333 2,203 256 134 28,10624,355 332 2,191 254 138 27,997

87 1 12 2 (4) 109


284,814 16,695 68,358 3,311 2075 386,07862,652 2,146 9,058 934 490 76,7509,094 90 164 30 127 9,619

15,965 576 2,637 299 48 20,150372,525 19,507 80,217 4,574 2,740 492,597433,325 20,529 86,412 5,169 3,207 564,721(60,800) (1,022) (6,195) (595) (467) (72,124)

4,003,089 170,368 775,619 47,633 31,740 5,173,8864,375,614 189,875 855,836 52,207 34,480 5,666,483









Magpet 6 Matalam 45


Beg. Dec 2014 714CY 2015


Nov-15 603,325.95



Coverage Area Semi

Comm'l A

Dec-15 486,491.70

Aug-15 566,895.25

Sep-15 565,826.65

Oct-15 551,146.90

April 2015 609,697.00

452,208.25

June 2015 535,931.05

JuLY 2015 514,735.35

January 2015 621,228.25

February 2015 495,023.70

March 2015 486,622.90


Semi CommlA

CY 2014 6,229,206.85

Page | 73


Kidapawan 5,310,209.60 408,205.75 94,079.30 51,510.90

Makilala 1,169,894.05 47,866.20 27,336.50 12,515.80

Magpet 174,674.20 2,501.20 785.40 2,859.40

Matalam 287,466.65 13,707.50 8,491.95 1,226.45

Total This Month 6,942,244.50 472,280.65 130,693.15 68,112.55As of Last Month 82,640,719.70 4,377,953.75 1,260,606.70 718,607.55

Year To Date 89,582,964.20 4,850,234.40 1,391,299.85 786,720.10

Prev. Month This Month21,100 57 2 21,104 21,1914,846 5 0 4,829 4,854

797 1 0 801 7981,262 1 0 1,263 1,263

28,005 64 2 27,997 28,10627,904 59 2 27,997

101 5 - 109

CONSUMPTION PATTERNS:


5,833 99 560 73 24 6,942

37,950 242 1,741 135 103 40,953

109,583 704 6,523 789 386 120,302

67,512 784 8,228 1,094 431 79,736

32,305 796 7,353 593 448 43,271

13,300 650 5,379 451 215 20,865

18,331 13,420 38,574 176 468 74,009

284,814 16,695 68,358 3,311 2,075 386,078433,297 20,529 86,440 5,169 3,207 564,721

(148,483) (3,834) (18,082) (1,858) (1,132) (178,643)

PUA, Lourdesima 02146900-32 Nov. 2012 2,500.00

Standard Rubber 09174230-32 Nov 2012 None Nov'2013DOLE Stanfilco 02172800-42 Feb. 2013 3,125.00

Medical Specialist # 3 01116600-34 Mar 2013 3,200.00

Kidapawan Doctors 05110950-33 Apr 2013 3,125.00

AJ Hi-Time Hotel 07022800-34 Jan 2014 3,125.00

Apo Summit Hostel 02080050-32 Jan 2014 3,125.00

18,200.00

Jan 2014 75,000.00

TOTAL 592,182.00

Apr 2013 105,600.00

May 2013 96,875.00

Jan 2014 78,125.00

Nov 2012 95,000.00

Nov 2012 35,332.00Mar 2013 106,250.00

L E V Y O N P R O D U C T I O N A S S E S S M E N T A S O F DECEMBER 2 0 1 5

NAME: Acct. No. Endorsed toCSD

Start LevyCharging

MonthlyCharges Y E A R T O D A T E

Increase(Decrease) (5,254)

51-up 3,040Total This Month 10,825

Previous Month 16,079

21-30 1,68731-40 1,77641-50 870

0-5 3536-10 782

11-20 2,317

CONSUMPTION PATTERN ON BILLED VOLUME - ALL COVERAGE AREA DECEMBER 2 0 1 5Pattern in Cubic

MeterSemi

Comm'l A

Increase(Decrease) 3

Matalam 0Total This Month 35

Previous Month 32

Kidapawan 32Makilala 3Magpet 0

38,904,542.10 1,409,316.90

SERVICE CONNECTION BY SIZE BY AREA COVERAGE DECEMBER 2 0 1 5

Coverage Area 1/2 3/4 1" 2" Total

110,019.30 25,081.45

3,604,470.80 486,491.7035,300,071.30 5,487,906.10

3,085,160.80 400,364.75

401,958.50 57,398.35

7,332.20 3,647.15

BILLED WATER SALES BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5

Coverage Area Residential Government PureComm'l

SemiComm'l A

SemiComm'l B

SemiComm'l C

Page | 74


Kidapawan 5,310,209.60 408,205.75 94,079.30 51,510.90

Makilala 1,169,894.05 47,866.20 27,336.50 12,515.80

Magpet 174,674.20 2,501.20 785.40 2,859.40

Matalam 287,466.65 13,707.50 8,491.95 1,226.45

Total This Month 6,942,244.50 472,280.65 130,693.15 68,112.55As of Last Month 82,640,719.70 4,377,953.75 1,260,606.70 718,607.55

Year To Date 89,582,964.20 4,850,234.40 1,391,299.85 786,720.10

Prev. Month This Month21,100 57 2 21,104 21,1914,846 5 0 4,829 4,854

797 1 0 801 7981,262 1 0 1,263 1,263

28,005 64 2 27,997 28,10627,904 59 2 27,997

101 5 - 109

CONSUMPTION PATTERNS:


5,833 99 560 73 24 6,942

37,950 242 1,741 135 103 40,953

109,583 704 6,523 789 386 120,302

67,512 784 8,228 1,094 431 79,736

32,305 796 7,353 593 448 43,271

13,300 650 5,379 451 215 20,865

18,331 13,420 38,574 176 468 74,009

284,814 16,695 68,358 3,311 2,075 386,078433,297 20,529 86,440 5,169 3,207 564,721

(148,483) (3,834) (18,082) (1,858) (1,132) (178,643)

PUA, Lourdesima 02146900-32 Nov. 2012 2,500.00

Standard Rubber 09174230-32 Nov 2012 None Nov'2013DOLE Stanfilco 02172800-42 Feb. 2013 3,125.00

Medical Specialist # 3 01116600-34 Mar 2013 3,200.00

Kidapawan Doctors 05110950-33 Apr 2013 3,125.00

AJ Hi-Time Hotel 07022800-34 Jan 2014 3,125.00

Apo Summit Hostel 02080050-32 Jan 2014 3,125.00

18,200.00

Jan 2014 75,000.00

TOTAL 592,182.00

Apr 2013 105,600.00

May 2013 96,875.00

Jan 2014 78,125.00

Nov 2012 95,000.00

Nov 2012 35,332.00Mar 2013 106,250.00

L E V Y O N P R O D U C T I O N A S S E S S M E N T A S O F DECEMBER 2 0 1 5

NAME: Acct. No. Endorsed toCSD

Start LevyCharging

MonthlyCharges Y E A R T O D A T E

Increase(Decrease) (5,254)

51-up 3,040Total This Month 10,825

Previous Month 16,079

21-30 1,68731-40 1,77641-50 870

0-5 3536-10 782

11-20 2,317

CONSUMPTION PATTERN ON BILLED VOLUME - ALL COVERAGE AREA DECEMBER 2 0 1 5Pattern in Cubic

MeterSemi

Comm'l A

Increase(Decrease) 3

Matalam 0Total This Month 35

Previous Month 32

Kidapawan 32Makilala 3Magpet 0

38,904,542.10 1,409,316.90

SERVICE CONNECTION BY SIZE BY AREA COVERAGE DECEMBER 2 0 1 5

Coverage Area 1/2 3/4 1" 2" Total

110,019.30 25,081.45

3,604,470.80 486,491.7035,300,071.30 5,487,906.10

3,085,160.80 400,364.75

401,958.50 57,398.35

7,332.20 3,647.15

BILLED WATER SALES BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5

Coverage Area Residential Government PureComm'l

SemiComm'l A

SemiComm'l B

SemiComm'l C

Page | 75


Performance Record on Pursue of Delinquent AccountsJanuary to December 2015

Month BeginningBalance

Number of Connectionspaid

No ofConnections

unpaid

Current %agepursuedMonthly

CummulativeAccomplishm

ent

January10076 7,704 2,372 76.46% 76.46%

February 9276 6,381 2,895 68.79% 72.78%March 9320 6,732 2,588 72.23% 72.60%April 8845 5,694 3,151 64.38% 70.66%May 9320 6,328 2,992 67.90% 70.11%June 9407 6,615 2,792 70.32% 70.15%July 9189 6,361 2,828 69.22% 70.02%August 8730 6,138 2,592 70.31% 70.05%September 7952 5,970 1,982 75.08% 70.01%October 7200 5,661 1,539 78.63% 70.71%November 7119 5,351 1,768 75.17% 71.48%December 8031 6,048 1,983 75.31% 71.78%

PURSUE OF DELINQUENT ACCOUNTS

Page | 76


Month %age pursued MonthlyOctober 78.63%January 76.46%December 75.31%November 75.17%September 75.08%

TOP 5 MONTHS WITH HIGHESTPERCENTAGE OF PURSUED ACCOUNT

Month Number of Connections

January 7704February 6381March 6732June 6615July 6361

TOP 5 MONTHS WITH HIGHESTNUMBER OF CONNECTIONS PAID

Page | 77


PDA

Month Baseline Figure w1 w2 w3 w4

JULY9189

7,146 5,767 4,233 2,828AUGUST 8730 7,602 5,682 4,387 2,592September 7952 6,084 4,700 3,337 1,982October 7200 4,960 3,828 2,448 1,539November 7119 5,798 4,750 3,305 1,768DECEMBER 8031 6,677 5,253 3,482 1,983

PDAMonth Baseline Figure w1 w2 w3 w4JULY 9189 2,043 3,422 4,956 6,361AUGUST 8730 1,128 3,048 4,343 6,138September 7952 1,868 3,252 4,615 5,970October 7200 2,240 3,372 4,752 5,661November 7119 1,321 2,369 3,184 5,351December 8031 1,354 2,778 4,549 6,048

PDAMonth w1 w2 w3 w4JULY 22.13% 37.24% 41.69% 69.22%AUGUST 12.92% 34.91% 49.75% 70.31%September 23.49% 41.40% 58.04% 75.08%October 31.11% 46.83% 66.00% 78.63%November 18.56% 33.28% 53.57% 75.17%December 16.86% 34.59% 56.64% 75.31%


Weekly %age accomplishment per week

Ending Balance on the Number of Delinquent Account each week

Cummulative No. of connections pursued every week

Cummulative Week accomplishment percentage

Page | 78


PDA


JULY9189

7,146 5,767 4,233 2,828AUGUST 8730 7,602 5,682 4,387 2,592September 7952 6,084 4,700 3,337 1,982October 7200 4,960 3,828 2,448 1,539November 7119 5,798 4,750 3,305 1,768DECEMBER 8031 6,677 5,253 3,482 1,983

PDAMonth Baseline Figure w1 w2 w3 w4JULY 9189 2,043 3,422 4,956 6,361AUGUST 8730 1,128 3,048 4,343 6,138September 7952 1,868 3,252 4,615 5,970October 7200 2,240 3,372 4,752 5,661November 7119 1,321 2,369 3,184 5,351December 8031 1,354 2,778 4,549 6,048



Weekly %age accomplishment per week

Ending Balance on the Number of Delinquent Account each week

Cummulative No. of connections pursued every week

Cummulative Week accomplishment percentage

Page | 79


PDA


JULY9189

22.23% 19.30% 16.69% 15.29%AUGUST 8730 12.92% 25.26% 14.83% 20.56%September 7952 23.49% 22.75% 17.14% 17.04%October 7200 31.11% 22.82% 19.17% 12.63%November 7119 18.56% 18.08% 20.30% 21.59%

8031 16.86% 21.33% 22.05% 18.67%

PDAMonth Baseline Figure w1 w2 w3 w4JULY 9189 2,043 1,379 1,534 1,405AUGUST 8730 1,128 1,920 1,295 1,795September 7952 1,868 1,384 1,363 1,355October 7200 2,240 1,132 1,380 909November 7119 1,321 1,048 1,445 1,537December 8031 1,354 1,424 1,771 1,499

Number of Connections pursued each week

Percentage Reduction of Delinquent Accounts each week

22.13%

37.24% 41.69%

69.22%

12.92%

34.91%

49.75%

70.31%

23.49%

41.40%

58.04%

75.08%

31.11%

46.83%

66.00%

78.63%

18.56%

33.28%

53.57%

75.17%

w1 w2 w3 w4

Comparative Accomplishment on PDACUMMULATIVE PERCENTAGE

JULY AUGUST September October November December

Page | 80


MAINTENANCE AND SERVICE REQUEST MONITORING

Customer Servicing ActivitiesMaintnance Order and Service RequestJanuary to June 2016

Type of Request PREPARED COMPLETED PENDING%age accomplished

for the Month MonthService Request 756 711 45 94.05% JanuaryMaintenance Order 1301 1260 41 96.85% JanuaryService Request 910 882 28 96.92% FebruaryMaintenance Order 1140 1102 38 96.67% FebruaryService Request 781 738 43 94.49% MarchMaintenance Order 1172 1096 76 93.52% MarchService Request 695 689 6 99.14% AprilMaintenance Order 1192 1187 5 99.58% AprilService Request 507 490 17 96.65% MayMaintenance Order 1284 1276 8 99.38% MayService Request 452 415 37 91.81% juneMaintenance Order 1411 1325 86 93.91% juneTotal 11601 11171 96.08%

Type of Request PREPARED COMPLETED Pending Request (Notacted within the month)

Average of %ageaccomplished for the

MonthMaintenance Order 7500 7246 42.33333333 96.65%

January 1301 1260 41 96.85%February 1140 1102 38 96.67%March 1172 1096 76 93.52%April 1192 1187 5 99.58%May 1284 1276 8 99.38%june 1411 1325 86 93.91%

Service Request 4101 3925 29.33333333 95.51%January 756 711 45 94.05%February 910 882 28 96.92%March 781 738 43 94.49%April 695 689 6 99.14%May 507 490 17 96.65%june 452 415 37 91.81%

Grand Total 11601 11171 35.83333333 96.08%

41 38 765 8

86 45 28 43 6 17 37

96.85%96.67%

93.52%

99.58%99.38%

93.91%94.05%

96.92%

94.49%

99.14%

96.65%

91.81%

86.00%

88.00%

90.00%

92.00%

94.00%

96.00%

98.00%

100.00%

102.00%

0

200

400

600

800

1000

1200

1400

1600

Janu

ary

Febr

uary

Mar

ch

April

May

june

Janu

ary

Febr

uary

Mar

ch

April

May

june

Maintenance Order Service Request

Customer Servicing Activities 2016(Maintenance and Service Request)

Pending Request (Not acted withinthe month)

PREPARED

COMPLETED

Average of %age accomplished forthe Month

Type of Request

Maintenance Order

Service Request

Page | 81


TABLES AND FORMS

Page | 82


BILLING CYCLE SCHEDULE

1 2 3 4 5 6 7 8 9 10 Average

Date last of Reading 1-Dec 2-Dec 3-Dec 3-Dec 4-Dec 5-Dec 6-Dec 7-Dec 8-Dec 10-DecDate of Reading 2-Jan 3-Jan 4-Jan 5-Jan 6-Jan 7-Jan 8-Jan 9-Jan 11-Jan 12-Jan

Day Difference 32 32 32 33 33 33 33 33 34 33 32.80Date last of Reading 2-Jan 3-Jan 4-Jan 5-Jan 6-Jan 7-Jan 8-Jan 9-Jan 11-Jan 12-Jan

Date of Reading 1-Feb 2-Feb 3-Feb 4-Feb 5-Feb 6-Feb 7-Feb 8-Feb 10-Feb 11-FebDay Difference 30 30 30 30 30 30 30 30 30 30 30.00

Date last of Reading 1-Feb 2-Feb 3-Feb 4-Feb 5-Feb 6-Feb 7-Feb 8-Feb 10-Feb 11-FebDate of Reading 1-Mar 2-Mar 3-Mar 4-Mar 5-Mar 6-Mar 7-Mar 8-Mar 10-Mar 11-Mar

Day Difference 29 29 29 29 29 29 29 29 29 29 29.00Date last of Reading 1-Mar 2-Mar 3-Mar 4-Mar 5-Mar 6-Mar 7-Mar 8-Mar 10-Mar 11-Mar

Date of Reading 1-Apr 2-Apr 3-Apr 4-Apr 5-Apr 6-Apr 7-Apr 8-Apr 10-Apr 11-AprDay Difference 31 31 31 31 31 31 31 31 31 31 31.00

Date last of Reading 1-Apr 2-Apr 3-Apr 4-Apr 5-Apr 6-Apr 7-Apr 8-Apr 10-Apr 11-AprDate of Reading 2-May 3-May 4-May 5-May 6-May 7-May 8-May 9-May 10-May 11-May

Day Difference 31 31 31 31 31 31 31 31 30 30 30.80Date last of Reading 2-May 3-May 4-May 5-May 6-May 7-May 8-May 9-May 10-May 11-May

Date of Reading 1-Jun 2-Jun 3-Jun 4-Jun 5-Jun 6-Jun 7-Jun 8-Jun 10-Jun 11-JunDay Difference 30 30 30 30 30 30 30 30 31 31 30.20

Date last of Reading 1-Jun 2-Jun 3-Jun 4-Jun 5-Jun 6-Jun 7-Jun 8-Jun 10-Jun 11-JunDate of Reading 1-Jul 2-Jul 3-Jul 4-Jul 5-Jul 6-Jul 7-Jul 8-Jul 10-Jul 11-Jul

Day Difference 30 30 30 30 30 30 30 30 30 30 30.00Date last of Reading 1-Jul 2-Jul 3-Jul 4-Jul 5-Jul 6-Jul 7-Jul 8-Jul 10-Jul 11-Jul

Date of Reading 1-Aug 2-Aug 3-Aug 4-Aug 5-Aug 6-Aug 7-Aug 8-Aug 10-Aug 11-AugDay Difference 31 31 31 31 31 31 31 31 31 31 31.00

Date last of Reading 1-Aug 2-Aug 3-Aug 4-Aug 5-Aug 6-Aug 7-Aug 8-Aug 10-Aug 11-AugDate of Reading 1-Sep 2-Sep 3-Sep 4-Sep 5-Sep 6-Sep 7-Sep 8-Sep 10-Sep 11-Sep

Day Difference 31 31 31 31 31 31 31 31 31 31 31.00Date last of Reading 1-Sep 2-Sep 3-Sep 4-Sep 5-Sep 6-Sep 7-Sep 8-Sep 10-Sep 11-Sep

Date of Reading 1-Oct 2-Oct 3-Oct 4-Oct 5-Oct 6-Oct 7-Oct 8-Oct 10-Oct 11-OctDay Difference 30 30 30 30 30 30 30 30 30 30 30.00

Date last of Reading 1-Oct 2-Oct 3-Oct 4-Oct 5-Oct 6-Oct 7-Oct 8-Oct 10-Oct 11-OctDate of Reading 1-Nov 2-Nov 3-Nov 4-Nov 5-Nov 6-Nov 7-Nov 8-Nov 10-Nov 11-Nov

Day Difference 31 31 31 31 31 31 31 31 31 31 31.00Date last of Reading 1-Nov 2-Nov 3-Nov 4-Nov 5-Nov 6-Nov 7-Nov 8-Nov 10-Nov 11-Nov

Date of Reading 1-Dec 2-Dec 3-Dec 4-Dec 5-Dec 6-Dec 7-Dec 8-Dec 10-Dec 11-DecDay Difference 30 30 30 30 30 30 30 30 30 30 30.00

COMMERCIAL SERVICES DEPARTMENTDATE DIFFERENCE IN BILLING CYCLE

(Number of days in Billing Cycle)

BILLINGMONTH Billing Cycle Z O N E

Dec-2016

Jan-2016

Feb-2016

Mar-2016

Apr-2016

May-2016

Jun-2016

Jul-2016

Aug-2016

Sep-2016

Oct-2016

Nov-2016

Page | 83


WATER RATES0-10 11 to 20 21 to 30 31 to 40 41 to 50 51 and up

minimum charge cubic meter cubic meter cubic meter cubic meter cubic meter1/2" 156.60 17.95 20.30 22.65 25.00 27.353/4" 250.85 17.95 20.30 22.65 25.00 27.351" 501.70 17.95 20.30 22.65 25.00 27.35

1 1/2" 1,254.40 17.95 20.30 22.65 25.00 27.352" 3,136.00 17.95 20.30 22.65 25.00 27.35

1/2" 313.20 35.90 40.60 45.30 50.00 54.703/4" 501.70 35.90 40.60 45.30 50.00 54.701" 1,003.40 35.90 40.60 45.30 50.00 54.70

1 1/2" 2,508.80 35.90 40.60 45.30 50.00 54.702" 6,272.00 35.90 40.60 45.30 50.00 54.70

1/2" 274.05 31.40 35.50 39.60 43.75 47.853/4" 438.95 31.40 35.50 39.60 43.75 47.851" 877.90 31.40 35.50 39.60 43.75 47.85

1 1/2" 2,195.20 31.40 35.50 39.60 43.75 47.852" 5,488.00 31.40 35.50 39.60 43.75 47.85

1/2" 234.90 26.90 30.45 33.95 37.50 41.003/4" 376.25 26.90 30.45 33.95 37.50 41.001" 752.50 26.90 30.45 33.95 37.50 41.00

1 1/2" 1,881.60 26.90 30.45 33.95 37.50 41.002" 4,704.00 26.90 30.45 33.95 37.50 41.00

1/2" 195.75 22.40 25.35 28.30 31.25 34.153/4" 313.55 22.40 25.35 28.30 31.25 34.151" 627.10 22.40 25.35 28.30 31.25 34.15

1 1/2" 1,568.00 22.40 25.35 28.30 31.25 34.152" 3,920.00 22.40 25.35 28.30 31.25 34.15

1/2" 470.90 53.85 60.90 67.95 75.00 82.053/4" 752.55 53.85 60.90 67.95 75.00 82.051" 1,505.10 53.85 60.90 67.95 75.00 82.05

1 1/2" 3,763.20 53.85 60.90 67.95 75.00 82.052"

classification size of pipe

bulk/wholesale

Residential/Government

Commercial/Industrial

Semi-Commercial A

Semi-Commercial B

Semi-Commercial C

TABLE OF CONTENTS

Engineering and Operations Department Manual…………………………..………………………………………… 1

A. Purpose……………………………………………………………………………………………………………… 1B. Scope……………………………………………………………………………………………………………….. 1C. Introduction………………………………………………………………………………………………………… 1D. Definitions…………………………………………………………………………………………………………… 4E. Division Functions………………………………………………………………………………………………….. 4F. Work Flow Procedures……………………………………………………………………………………………. 7

PLANNING AND DESIGN DIVISION

Program of Works Preparation (Request with Petition)……………………………… ………………………………… 7

Program of Works Preparation (Based on Development Plan/MKWD Initiated Projects………………………... 10

Work Order Preparation (With Petition)………………………………………………………… ………………………… 12

Change Order Preparation…………………………………………………………………………………………………. 14

Extra Work Order Preparation……………………………………………………………………………………………….. 16

Development Plan Preparation…………………………………………………………………………………………….. 18

Field/Site Inspection (MKWD Implemented Projects)……………………………… …………………………………...20

Field/Site Inspection (External Projects)……………………………………………… …………………………………… 22

Management of Master File…………………………………………………………………………………………………. 24

Right of Way Acquisition……………………………………………………………………………………………………… 25

Information Dissemination (Attendance to Barangay Session)………………… …………………………………….29

Pre-Project Implementation (Materials Inspection)………………………………… ………………………………….. 30

Post Evaluation Stage………………………………………………………………………………………………………… 33

Information Dissemination (Annual Barangayan Forum)…………………………… ………………………………… 34

CONSTRUCTION DIVISION

Project Implementation with Internal Fund………………………………………………………………………………. 35

Project Implementation with Change Order and Extra Work Order………………………………………………… 40

Project Implementation with External Fund………………………………………………………………………………. 45

Field or Site Inspection………………………………………………………………………………………………………… 50

Payments of Labor Only Contractor of Implemented Projects………………………………………………………. 53

Payments of Labor of Accredited Plumbers on Charge to Bill Accomplishment………………………………… 55

Service Line Activities (New Connection and Reconnection)…………………… ………………………………….. 56

Transfer Meter Stand and Transfer Source………………………………………………………………………………... 63

Transfer Connection…………………………………………………………………………………………………………... 67

Reconnection of Water Meter……………………………………………………………………………………………… 71

Leak Repair After the Water Meter………………………………………………………………………………………… 74

25MM Distribution Line and Vertical Outlet Special Project………………………………………………………….. 77

COA Report on Project………………………………………………………………………………………………………. 80

Service Connection AutoCad……………………………………………………………………………………………… 81

Standard Pipe Installation……………………………………………………………………………………………………. 84

Standard Mainline Interconnection Activity……………………………………………………………………………… 89

Standard Installation of ARV………………………………………………………………………………………………… 93

Standard Installation of Testing Point…………………………………………………………………………………….... 97

Standard Installation of Vertical Outlets…………………………………………………………………………………… 101

MAINTENANCE DIVISION

System Repair: Main Line, Transmission Line and Distribution Line…………………………………………………… 104

Daily and Monthly Reports…………………………………………………………………………………………………… 111

Withdrawal of Materials………………………………………………………………………………………………………. 117

Securing of Permit……………………………………………………………………………………………………………… 120

Operations During Road Widening…………………………………………………………………………………………. 125

Repair of 150MM and 200MM Transmission Line…………………………………………………………………………. 128

Repair of Lines with 50MM to 100MM Diameter………………………………………………………………………….. 131

WATER RESOURCES DIVISION

WRD/ WQS Transaction 001: Water Quality Monitoring – Pesticide Analysis……………………………………….. 137

WRD/WQS Transaction 002: Water Quality Monitoring – Random Analysis………………………………………… 139

WRD/WQS Transaction 003: Water Quality Monitoring – Chlorine Residual Monitoring…………………………. 141

WRD/WQS Transaction 004: Water Treatment – Chlorine Gas………………………………………………………… 143

WRD/WQS Transaction 005: Water Treatment – Chlorine Dioxide.……………………… ………………………… 145

WRD/WQS Transaction 006: Water Treatment – Chlorine Granules...……………...……… ……………………… 147

WRD/SF Transaction 001: Treatment Plant Operations and Reports…………………………………………………. 149

WRD/SF Transaction 002: Production Inventory………………………………………………………………………….. 151

WRD/SF Transaction 003: Losses Inventory………………………………………………………………………………... 152

WRD/SF Transaction 004: Rainfall Data……………………………………………………………………………………. 154

WRD/SF Transaction 005: Reservoir Static Level………………………………………………………………………….. 157

WRD/SF Transaction 006: Sources Maintenance (Intake Box and Dam)………………………… ………………… 158

WRD/SF Transaction 007: De-Silting Activities (Sources and Reservoirs)…………………… ……………………….. 159

WRD/SF Transaction 008: Calibration, Re-open, Repair, Test, Change,

Information Dissemination – 8A. Calibration……...........................................................………............................... 162


Information Dissemination – 8B. Re-Open………………………………………………………………………………… 163


Information Dissemination – 8C. Repair Water Meter…………………………………………………………………... 165


Information Dissemination – 8D. Test Water Meter……………………………………………………………………… 167


Information Dissemination – 8E. Change Water Meter………………………………………………………………… 169


Information Dissemination – 8F. Information Dissemination…………………………………………………………… 171

WRD-WSS Transaction 001: Valve Exercise/ Manipulation……………………………………………………………. 173

WRD-WSS Transaction 002: Flushing on Blow-Offs………………………………………………………………………. 174

WRD-WSS Transaction 003: No Water Due to Clog-up Water Meters………………………………………………. 176

WRD-WSS Transaction 004: Assist Maintenance/Repair Activities…………………………………………………… 178

WRD-WSS Transaction 005: Assist Interconnection Activities of New Projects…………………………………….. 180

WRD-WSS Transaction 006: No Water/Low Pressure Due to Clog-up at Distribution Lines……………………… 182

WRD-WSS Transaction 007: Activation of New Projects………………………………………………………………… 185

WRD-WSS Transaction 008: Assist/Isolation Valve on Firefighting Activity of

Bureau of Fire and Protection………………………………………………………………………………………………. 188

WRD-WSS Transaction 009: MO/SR Received and Address…………………………………………………………… 190

FUNCTIONAL FORMS

Planning and Design Division………………………………………………………………………………………….......... 194

Water Resource Division……………………………………………………………………………………………………… 197

Methodology of Evaluation…………………………………………………………………………………………………. 200



ENGINEERING & OPERATIONS DEPARTMENT

Page | 1


MANUAL OF OPERATIONSENGINEERING AND OPERATIONS DEPARTMENT

I. PURPOSE:

The Operation’s Manual of the Engineering and Operation Department contains the general informationabout the department, its primary function, mandates, operating procedures and organization. It is beingdeveloped to achieve the following objectives.

1. To provide an operating guide for all activities of each division including other divisions. Job functions,work descriptions and procedures were being presented to have a better understanding on how eachdivision operates.

2. To guide other divisions on the system flow, procedures, documentation requirements relating to theDepartment’s functions.

II. SCOPE

The Operations Manual covers the (a) general information of the department, (b) its functions in relation tothe mission and vision of the Water District, (c) personnel organizational structures and responsibilities of eachdivision under the EOD Department, (d)the work description and operational control and the detailed work flowand system procedures of each activity, (e) official reports and forms.

III. INTRODUCTION

The Engineering and Operations Department is composed of four (4) divisions with interrelated functions. Itsfunction focus on forecasting, planning, marketing and conduct evaluation in order to improve, develop, expand,maintain the pipeline distribution system and increase growth rate in consideration with the Capital Expenditures

Page | 2


Budget and cash flow projection of the water district, water supply distribution and pressure management andmaintenance of pipeline system. As of present under the Category B, there are 93 personnel under thedepartment. Considering the fact that Metro Kidapawan Water District is a government owned and controlledcorporation and a self-reliant agency, budget for CAPEX is very limited. To address expansion and increasecoverage areas, the EO Department is always looking for partners that help the Water District in to answer themandates of providing quality services with the Local Government Units in the Barangay, City and/or Municipal,Provincial and Office of the Congressman level through Cost Recovery Program and/or materials donations.

Based on the Plantilla of Personnel (POP) approved by the Department of Budget and Management, thereare 95 positions under the Engineering and Construction Department. Of the total manpower of the Water Districtbased on the POP, 49.22% is from the Engineering and Operations Department. The 52.70% of the personnel fromthe EOD is from the Water Resources Division wherein most assigned at the water sources. Multi-tasking of functionsis being adopted to ensure that targets of each division will be attained in line with the corporate goal withoutsacrificing the quality of work and services provided to the customers.

The Engineering and Operations Department Human Resource Management develops all the necessarystrategies, policies and systems to help them achieve the goals of the Water District in line with the in place HumanResource Systems which are the following:

1. Strategic Performance Management System. Memorandum Circular No. 06, series of 2012 Guidelines in theEstablishment and Implementation of Agency Strategic Performance Management System to allgovernment entities including government owned and controlled corporation.

2. Grievance Machinery. This personnel mechanism was instituted in compliance with Revised Policies on theSettlement of Grievance in the Public Sector contained in CSC Resolution No. 010113, dated January 10,2001 and implemented through CSC Memorandum Circular No. 02, s. 2001. This system seeks to promoteharmony in the workplace, thereby fostering productivity of each member of the organization. It also seeksto resolve at the earliest possible time and at the lowest possible level work-related issues that give rise toemployee dissatisfaction.

Page | 3


3. Programs on Awards and Incentives for Service Excellence (PRAISE). This is required under CSC MC No. 01,S. 2001. This system identifies outstanding accomplishments, best practices, among others, of employees ona continuing basis. This is to encourage, recognize and reward employees for their suggestions, innovativeideas, inventions, discoveries, superior accomplishments, heroic deeds, exemplary behavior, extraordinaryacts or services in the interest of the public and other personal efforts which contribute to the efficiency,economy and improvement in government operations, which lead to organizational productivity. Further,the program provides incentives and interventions to motivate employees who have shown personal effortsand positive attitude towards organizational productivity.

4. Merit Selection Plan. This is required under CSC MC No. 03, S. 2001. The objectives of this system is to establisha system that is characterized by strict observance of the merit, fitness and equality principles in the selectionof employees for appointment to positions in the career and non-career service in first and second levels;create equal opportunities for employment to all qualified men and women; and, to ensure that nodiscrimination in the selection of employees on account of gender, civil status, disability, religion, ethnicityand political affiliation.

5. Committee on Decorum and Investigation (CODI). This is in compliance with Section 4 of RA No. 7877 or theAnti-Sexual Harassment Act of 1995 and Section 58 of the Administrative Disciplinary Rules on SexualHarassment Cases embodied in CSC Resolution No. 01-940 and CSC MC No. 17 Series of 2001 on the Rulesof Procedures in Handling Harassment Cases mandates the creation of CODI to investigate sexualharassment complaints in accordance with the prescribed rules.

6. Health and Safety Measures. This was approved by the MKWD Board of Directors thru Board Resolution No.055 s. 2006 and implemented by the Committee on Health and Safety

7. GAD Focal Point System Mainstreaming. This was established in 2006 in compliance with RA 9710 or theMagna Carta of Women.

8. Anti-Smoking Committee. This was activated thru Office Order OGM 2012-0214 in compliance with CSC MCNo. 17 s. 2009 banning smoking tobacco and tobacco products in public buildings, government-ownedvehicles and public areas where it poses as fire hazards.

Page | 4


IV. DEFINITIONS

PhilGEPS Philippine Government Electronic Procurement System

WSP Water Safety Plan

LGU Local Government Unit

CCC Certificate of Conformance

OSHS Operational Safety and Health Standards

APP Annual Procurement Plan

PPMP Project Procurement Management Plan

PPA Project, Program and Activities

MO Maintenance Order

SR Service Request

RIS Requisition and Issuance Slip

V. DIVISION FUNCTIONS

The Planning and Design Division is responsible in the pre-construction stage by establishing the technicaland financial viability of the proposed project, standard specifications and designs, evaluation of the system andsafekeeping of data for future reference purposes. Perform source production exploration and preparation of 10year development plan as management guide in the implementation of expansion and system rehabilitationprojects in accordance to vision-mission and goals of the Water District.

The Construction Division implements the project based on the approved Program of Work and Work Orderprepared by the Planning and Design Division. Supervise and monitors on-going project from availability of

Page | 5


materials, manpower, vehicle and equipment and work scheduling. The division is also responsible for the newinstallation of new connection and other service line activities after the water meter such as transfer source, transferconnection, transfer meter stand and leak after the water meter.

The Maintenance Division is responsible on all maintenance activities involving repair of transmission, mainand distribution lines, within the entire system of the Water District. The reaction and duration period ofmaintenance activities had been established in order that we can provide quality and customer satisfactionservices. To ensure 99% customer satisfaction, availability of manpower in 24/7 period is being establishedespecially when the maintenance activities involved transmission, mainline and distribution lines. In-placedstandby, on call and emergency team and skilled personnel is available at all times for the immediate responserelated to maintenance activities.

Activities on maintenance of mainline and distribution line is on 1.65 Maintenance Orders and 10.70 onservice line repairs daily. The reaction and duration is always see to it that it is within the derive period at 2.50 hoursreaction period and 2.50 hours duration for mainline and 6.0 hours for reaction and 1.0 hours for service lineactivities respectively. Other function of the division such as monitoring and supervision on road improvements andwidening, restoration, disconnect and vertical outlet installation is 28.50%.

Availability of manpower in 24/7 is being adopted to ensure that the Water District will provide qualityservices to its customers. Provision of tools, vehicles and equipment is very important to immediate addressmaintenance activities to lessen interrupted water supply.

The Water Resources Division is responsible in the water supply distribution to the entire coverage area byestablishing a pressure management of 10 psi and system chlorination within the system. The 24/7 chlorination isbeing enforced to ensure potable and safe of drinking water from the catchment level up to the consumers. Asof to date, the office had already been established the formulation of Water Safety Plan as a mandatoryrequirements of the Department of Health (DOH). The presence of DOH accredited Microbiological Laboratoryenables us to extend services outside as it is being recognized in the region 12. At present, average 87outsidesamples were being catered for water analysis from the North Cotabato Province and some part of SaranganiProvince.

Page | 6


An average of 682 cubic meters monthly production is being produced from 6 sources wherein 55.07% fromthe surface water and 44.93% from spring water source. The water loss is on the average of 6,500 cubic meters permonth. The Non-Revenue Water Reduction is among the most priority agenda considering that this is one of thecriteria in the water district’s performance. MKWD as of 2015 data on Non-Revenue Water is 18.18% with chlorineresidual of 0.3ppm up to the end points. The result is within the required parameters to ensure 100% chlorinationwithin the entire system. Based on the history of turbidity, average of 7 times turbidity occurrence every year withthe highest HTL recorded at 153 NTU. As of December 2015 data, service connections reached to 28,106 whereinless than 1% of this experienced interrupted supply.

Quarterly and semi-annual evaluation is being conducted to evaluate and examine the level ofeffectiveness, accountability and effect of existing corporate plan including adopted policies and programs set.

Product of evaluation report will be a key factor for executive learning, extraction of management lessonsfor guidance on next phase of improvement and development.

Page | 7


VI. WORK FLOW PROCEDURES

Planning and Design DivisionPROGRAM OF WORKS PREPARATION (REQUEST WITH PETITION)

STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES

DOCUMENTATION/REQUIREMENTS

1

Site Inspection,TopographicSurvey, andEvaluation

2 daysSEBSr. DraftsmanDraftsman B

Office Order Petition Letter and OfficeOrder

2 Hydraulic Analysis 2 days PMO/SEBSite Inspection,Topographic Survey,and Evaluation

Data Gathered in theInspection and Evaluation

Hydraulic Analysis Summaryresult

3 Drafting of details 2 days

Sr. DraftsmanDraftsman BEngineeringAssistant A

Hydraulic Analysissummary result

Pipe layout, vicinity map,shop drawings

Page | 8




4Program of Works(POW)Preparation

3 daysPlanning andDesign Division(PDD) Personnel

Plans and Details

Includes completeattachments: (i.e. ProjectSynopsis, Vicinity Map, PipeLay out, Shop Drawings,PERT/CPM and FinancialEvaluation). Preparation ofendorsement letteraddressed to GM as perOffice Order for approval

5 Endorsement toPetitioner 1 day Engineering

Assistant APreparation of out-going communication

Furnish the petitioner w/copy of the approvedProgram of Works (POW)

Page | 9


PROGRAM OF WORKS PREPARATION(REQUEST WITH PETITION)

SiteInspection,

TopographicSurvey, andEvaluation

(2 days)

HydraulicAnalysis(2 days)

Drafting ofdetails

(2 days)

Program ofWorks (POW)Preparation

(3 days)

Endorsementto Petitioner

(1 day)

Page | 10


PROGRAM OF WORKS PREPARATION (BASED ON DEVELOPMENT PLAN/MKWD INITIATED PROJECTS)



1


2 daysSEBSr. DraftsmanDraftsman B

Development Plan Inspection Report

2 Hydraulic Analysis 2 days PMO/SEBSite Inspection,Topographic Survey,and Evaluation

Data Gathered in theInspection and EvaluationHydraulic Analysis summaryresult

3 Drafting of details 2 days

Sr. DraftsmanDraftsman BEngineeringAssistant A

Hydraulic Analysissummary result

Pipe layout, vicinity map,shop drawings

4Program of Works(POW)Preparation

3 daysPlanning andDesign Division(PDD) Personnel

Plans of details

Includes completeattachments: (i.e. ProjectSynopsis, Vicinity Map, PipeLay out, Shop Drawings,PERT/CPM and FinancialEvaluation). Preparation ofendorsement letteraddressed to GM as perOffice Order for approval

Page | 11



(2 days)

HydraulicAnalysis(2 days)

Drafting ofdetails

(2 days)

Program ofWorks (POW)Preparation

(3 days)

PROGRAM OF WORKS PREPARATION(BASED ON DEVELOPMENT PLAN/MKWD INITIATED PROJECTS)

Page | 12


WORK ORDER PREPARATION (WITH PETITION)



1 Preparation ofWork Order 1 hour Engineering

Assistant A

POW100% Materials delivery100% Right of WayAcquisition

Approved POWMaterials Inspection ReportRight of Way/BarangayResolution

2

Endorsement ofWork Order forChecking andApproval

1 hour EngineeringAssistant A Work Order Prepared

Approved POWMaterials Inspection ReportRight of Way/BarangayResolution

3

Furnished copy ofapproved WorkOrder toConstructionDivision andAccountingDivision

1 hour EngineeringAssistant A Approved Work Order Approved Work Order

Approved POW and Details

Page | 13


Preparation ofWork Order

(1 hour)

Endorsement ofWork Order forChecking and

Approval(1 hour)

Furnished copyof approved

Work Order toConstructionDivision andAccounting

Division(1 hour)

WORK ORDER PREPARATION(WITH PETITION)

Page | 14


CHANGE ORDER PREPARATION



1 Site Inspectionand Validation 1 day

ProjectManagementOfficer B/SeniorEngineer B

Revision of Plans

Approved POWApproved WOPlans and DetailsLetter RequestJustification-PDDReport from CD

2 Preparation ofChange Order 2 days

ProjectManagementOfficer B

Site Inspection andValidation ReportLocationSnap Shots

Program of Works (costinvolve below 25% of thetotal project cost)Supply Availability InquiryNote: (If no availablematerials on stock orlacking)-Materials Available: SRS-Materials Not Available: PR

3EndorsedChange Order forApproval

1 hour Division ManagerB

Changed OrderPrepared withsupporting documents

Approved POWApprovedWOPlans and DetailsLetterRequest Justification-PDDLetter/Report from CD

Page | 15


Site Inspectionand Validation

(1 day)

Preparation ofChange Order

(2 days)

EndorsedChange Orderfor Approval

(1 hour)

CHANGE ORDER PREPARATION

Page | 16


EXTRA WORK ORDER PREPARATION



1 Site Inspectionand Validation 1 day

ProjectManagementOfficer B/SeniorEngineer B

Revision of plans

Approved POWPlans and DetailsLetter RequestJustification

2 Preparation ofExtra Work Order 2 days

ProjectManagementOfficer B

Site Inspection andValidation ReportLocationSnap Shots

Program of Works (costinvolve above 25% of thetotal project cost)Supply Availability InquiryNote: (If no availablematerials on stock orlacking)-Materials Available: SRS-Materials Not Available: PR

3Endorsed ExtraWork Order forApproval

1 hour Division ManagerB

Preparation of ExttraWork Order

Approved POWPlans andDetailsLetter RequestJustification Report from CD

Page | 17


Site Inspectionand Validation

(1 day)

Preparation ofExtra Work Order

(2 days)

Endorsed ExtraWork Order for

Approval(1 hour)

EXTRA WORK ORDER PREPARATION

Page | 18


DEVELOPMENT PLAN PREPARATION



1 Identify Areas ofConcern 1 day

PDDCDWRDOMD

Low supply of water

REPORT ON:Low supply of waterHigh maintenance costDevelopment Plan of otherutilitiesWater supply sustainability

SourceDevelopment 1 day PDD

Site Inspection andValidation (increaseproduction, watersupply sustainability)

Office Order

Treatment andFacilities 1 day PDD

Site Inspection andValidation (improvewater supply systemand sustainability toMKWD service areas)

Office OrderValidation Report fromconcerned division

Expansion 1 day PDD

Site Inspection andValidation (accesscoverage to waterlessbarangays)

Petition LetterBarangay ResolutionFS for water production andpotential market

Rehabilitation 1 day PDD

Site Inspection andValidation (low supplydue to pipe size,dilapidated pipes, highmaintenance cost,improvement of otherutilities)

Operation andMaintenance DepartmentReportMaximum installed ServiceConnectionRecurrence maintenanceactivities

Page | 19


Identify Areas of Concern> Source Development> Treatment & Facilities> Expansion> Rehabilitation>Other Structures

(1 day)

Endorsement of Development Planfor GM'S Approval

(30 mins)



Other Structures 1 day PDD

Site Inspection andValidation(construction ofstructures andrefurbishments)

Office Order

2

Endorsement ofDevelopmentPlan for GM'SApproval

30minutes Division Manager Identified Areas of

Concern

SourceDevelopmentTreatment andFacilitiesImprovementExpansionRehabilitationOtherStructures

DEVELOPMENT PLAN PREPARATION

Page | 20


FIELD/SITE INSPECTION(MKWD IMPLEMENTED PROJECTS)



1 Pre-ConstructionActivity 2 hrs

PDD (DM,PMO,SEB)CD (DM, PMO,PIC, PF, LOC)

Letter request for Pre-construction fieldconference

Approved POWApproved Work OrderRight of way Permit

2Project Inspectionduringimplementation

2 hrs

PDD (DivisionManager, ProjectManagementOfficer)

Request for laborpaymentFinancialAccomplishmentPhysicalAccomplishmentbased on the following:(15%, 30%, 50%, 60%,90% 100%)

Approved POW with detailsPrevious Inspection Reportwith:PicturesObservationsFindingsRecommendation

3 Preparation ofReport 1 hour

DivisionManagerProjectManagementOfficer

Project Inspection andMonitoring

Photos Observations FindingsRecommendation forpayment

Page | 21


Pre-ConstructionActivity

(2 hours)

Projectinspection duringimplementation

(2 hours)

Preparation ofReport(1 hour)

FIELD/SITE INSPECTION (MKWD IMPLEMENTED PROJECTS)

Page | 22


FIELD/SITE INSPECTION (EXTERNAL PROJECTS)

STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES DOCUMENTATION/ REQUIREMENTS

1Pre-ConstructionActivity

3 hrs

DM-PDDPMOSEBProjectContractorProjectForeman

Request for Pre-Construction Activity

Approved WOApproved POW with DetailsPerfected ROW Permit

2

ProjectInspection andMonitoringActivity

3 hoursDM-PDDPMOSr. Engineer A

Request for ProjectInspection

Materials Inspection ReportWork Progress:(Excavation, Pipe Installation,InterconnectionBackfillingHydro Testing/Leak TestRestoration

3 Preparation ofReport 1 hour

DM-PDDPMOSr. Engineer A

Project Inspectionand MonitoringActivity

Photos; Observations andFindingsRecommendationsPreviousInspection Report

4Prepare out-goingCommunication

1 hour DivisionManager Inspection Report

PhotosObservationsFindingsRecommendationsPrevious Inspection Report

Page | 23


Pre-ConstructionActivity

(3 hours)

ProjectInspection and

MonitoringActivity

(3 hours)


Prepare out-going

Communication(1 hour)

FIELD/SITE INSPECTION (EXTERNAL PROJECTS)

Page | 24


MANAGEMENT OF MASTER FILE



1 Updating of PipeLine System 1 day Engineering

Assistant A

Approved As Built PlanReflecting:Pipe SizePipe LengthLocation of Valves,Blow Offs, ARV's, TestingPoints with LandmarksLayoutMajor Appurtenances

Certificate of ProjectCompletion andAcceptance

2 Saving of Files 1 hour EngineeringAssistant A

Approved As Built PlanReflecting:Pipe SizePipe LengthLocation of Valves, BlowOffs, ARV's, Testing Pointswith Landmarks

Page | 25


Updating of Pipe LineSystem(1 day)

Saving of Files(1 hour)

MANAGEMENT OF MASTER FILE

Page | 26


RIGHT OF WAY ACQUISITION



1Preliminaryevaluation of thepipe route

1 day PMOSr. Draftsman B Pipe Layout Plan

Identification of the lot areato be affected by theProject

2

Preparation of ListNames of the LotOwners affectedby the Project

1 day PMOSr. Draftsman B Evaluation Result

Gathered data duringreconnaissance beingtabulated

3Conduct Right ofWay Acquisitionfrom Lot Owners

10 LotOwnersper day

PMOSr. Draftsman B MOA Form List of Lot Owners Affected

4Request for Rightof Way from LineAgencies

1 day PMOSr. Draftsman B Evaluation Result Acquisition of Right of Way

from line agencies

5 Completion ofthe Document 1 day PMO Sr.

Draftsman B

Right of WayAcquisition from LotOwners and Lined

Agencies

Supplication of necessarydata in the document aftersigning of petitioner andwitness

6

Endorsement ofthe Document(ROW) to theOGM

1 day PMOSr. Draftsman B All-Inclusive Documents Endorse document in 3

copies

Page | 27




7 Approval of theDocument 1 day General

ManagerDocuments with

signatures of concernReturn approved ROW toPDD for Notarization

8

Endorsement ofthe document(ROW w/ NotarialDocument) tothe LegalCounsel

1 day PMOSr. Draftsman B Approved ROW

Legal counsel retains onecopy, two copies arereturned to PDD

9Furnishing ofcopy to lotowner

1 day PMOSr. Draftsman B

All-InclusiveDocuments with

Notarial

Remaining copy is filed byPDD

Page | 28


Preliminaryevaluation of

the piperoute

(1day)

Preparationof List Names

of the LotOwners

affected bythe Project

(1day)

ConductRight of WayAcquisition

from LotOwners

(10 lots/ day)

Request forRight of Way

from LineAgencies

(1day)

Completionof the

Document(1day)

Endorsement ofthe Document(ROW) to the

OGM(1day)

Approval of theDocument

(1day)

Endorsement of thedocument (ROW

w/ NotarialDocument) to the

Legal Counsel(1day)

Furnishing ofcopy to lot owner

(1day)

RIGHT OF WAY ACQUISITION

Page | 29


Request to attendBrgy. Council Session

(1 hour)

Presentation ofDevelopment Plan

and Programs(1 hour)


INFORMATION DESEMINATION (ATTENDANCE TO BARANGAY SESSION)



1Request toattend Brgy.Council Session

1 hour DM-PDDPMO

Coordination toBarangay Officials

Schedule of Brgy. Sessions ofMKWD Service Areas

2

Presentation ofDevelopmentPlan andPrograms

1 hour DM-PDDPMO

Attendance to Brgy.Council Session

Development PlanProgram of WorksPlans and DetailsMarketingSeptage Management PlanProject Synopsis andEvaluation

3 Preparation ofReport 1 hour DM-PDD

PMO Minutes of presentation Attendance SheetPhotos during meetings

INFORMATION DESEMINATION (ATTENDANCE TO BARANGAY SESSION)

Page | 30


PRE-PROJECT IMPLEMENTATION (Materials Inspection)



1 MaterialsInspection 1 day PMO

Sr. Draftsman B

Letter request forMaterials Inspection.Coordination to thepetitioner as to thelocation of thematerials for inspection.Inventory of materialsand photos aresecured fordocumentation

Approved POW with the listof materials

2Preparation ofMaterialsInspection Report

1 hour PMOSr. Draftsman B

3

Endorse result ofinspection forevaluation at theDepartment Level

1 day DM-PDD Materials InspectionReport

4Endorsement forWork Orderpreparation

1 day DMB-EODEvaluation report onthe variance ofmaterials delivered

Materials Inspection Report

5 Preparation ofWork Order 1 hour

SEBEngineeringAssistant A

Approved POW

Page | 31




6Checking andReview of WorkOrder

1 hour DM-PDDDM-EOD

7 Approval of WorkOrder 1 day General

ManagerWork Order attached withsupporting documents

8

Furnish copy ofapproved WorkOrder toConstructionDivision andAccountingDivision

1 hour EngineeringAssistant A Approved Work Order

Approved POW, File originalcopy of Approved WorkOrder

Page | 32


MaterialsInspection

(1 day)

Preparation ofMaterials

InspectionReport(1 hour)

Checking ofMaterials

InspectionReport(1 day)

Approval ofMaterials

InspectionReport(1 day)

Preparation of WorkOrder

(1 hour)

Checking andReview of Work

Order(1 day)

Approval of WorkOrder

(1 hour)

Furnish copy ofapproved Work

Order toConstruction Division

and AccountingDivision(1 hour)

PRE-PROJECT IMPLEMENTATION

Page | 33


Project Evaluation-Comparative Analysis over design

stage-Overall Assessment

(2 days)

Preparation of Post Evaluation Report(2 hours)

POST EVALUATION STAGE



1

Project Evaluation-ComparativeAnalysis overdesign stage-OverallAssessment

2 days PMOSEB Pre-Evaluation study Pre-Evaluation Hydraulic

Analysis Summary

2Preparation ofPost EvaluationReport

2 hours PMOSEB

Post Hydraulic AnalysisEvaluation

Validation of result withrecommendation from preto post

3 Endorse PostEvaluation 2 hours PMO

SEB

POST EVALUATION

Page | 34


INFORMATION DESEMINATION (ANNUAL BARANGAYAN FORUM)



1

Presentation ofDevelopmentPlan andPrograms

1 hour DM-PDD

Development PlanOn-going ProjectsUpcoming ProjectsProgram of WorksMarketingSeptage Management PlanProject Synopsis andEvaluation

2 Preparation ofReport 1 hour DM-PDD Minutes of Activity

Report

Development PlanOn-going ProjectsUpcoming ProjectsProgram of WorksMarketingSeptage Management Plan

Page | 35


Construction Division

PROJECT IMPLEMENTATION WITH INTERNAL FUND



1 Review ofendorsed WorkOrder

2 days Division ManagerB

Pre-Conference to beconducted by PDD

Received Approved WorkOrder and POW with detailsand time frame.

Right of Way Permit

Supply Availability Inquiry(SAI)

2 PurchaseRequisition & JobOrderPreparation

45 days Project In-charge SAI or List ofunavailable Materialsfrom Supply Office.Withdraw availablestock materials

POW's, WO and CAF.

Issuance Slip (IS) foravailable materials fromSupply Office.

3 Materials Ready 2 days Project In-charge Delivery Receipt (DR)and Purchase Order(PO).

Issuance Slip (IS) forWithdrawal of PurchaseRequisitioned Materials

Page | 36




4Documents for

ProjectImplementation

1 day Project In-chargeSelecting Accredited

Labor Only Contractor(ALOC).

Recommendation ofAccredited Labor Only

Contractor (ALOC).

Memorandum ofAgreement duly Notaries.

Contract Documents,

List of Workers

Recommendation fromBarangay Chairman.

5

Field/SiteInspection or Pre-

Constructionactivity

2 hrs.

CD (DM, PMO, PI& CF), PDD

representative &ALOC

Materials Ready

Approved Work Order andPOW with details and time

frame.

Right of Way Permit

Documents for ProjectImplementation

6 Hauling ofProject Materials 1 day

Project Incharge,ALOC & CD

DriverIssuance Slip (IS)

List of available Materialsfrom Supply Office and Listof Purchase Requisitioned

Materials

Page | 37




7 ProjectImplementation 8 hrs./day

Project In-charge,

Accredited laboronly contractor &

ConstructionForeman)

Pre-Constructionactivity.

Field/Site Inspection


frame.

Right of Way Permit

Overtime Authorization.

Submission of projectaccomplishment to COA

office with physicalaccomplishment of 50% and

100%.

Physical accomplishment of10%, 20%, 30%, 40%, 50%,

60%, 70%, 80%, 90% & 100%for request of payment on

labor.

8 FinalAccomplishment 2 days Division Manager

B100% physical

accomplishment

- Materials Utilization Repot,- Approved As-built Plan,

- Financial Statement,- Certificate of Project

- Completion and ProjectAcceptance.

Page | 38




9 Project Turn-Over 4 hoursCD, PDD, OMD &

WRDRepresentative

Approved As-built Plan,100% physical

accomplishment,Financial Statement,Certificate of Project

Completion andProject Acceptance.

Request letter and ActivityReport with pictures. Letter

request to COA for jointtechnical inspection.

Page | 39


Pre-conference conductedby PDD after approval ofWork Order and Program

of Works

Purchase Requisition andJob Order Preparation Materials Ready

Preparation of Documentsfor Project Implementation

>Recommendation ofAccredited Labor Only

Contractor

Field/ Site Inspection orPre-construction Activity

Hauling of ProjectMaterials

Project Implementation Final Accomplishment Project Turn-over

PROJECT IMPLEMENTATION WITH INTERNAL FUND

Page | 40


PROJECT IMPLEMENTATIONWITH CHANGE ORDER AND EXTRA WORK ORDER



1 Approved WorkOrder and POW's 2 days Division Manager

BPre-Conference to be

conducted by PDD

Received Approved WorkOrder and POW with details

and time frame.

Right of Way Permit

Supply Availability Inquiry(SAI)

2

PurchaseRequisition & Job

OrderPreparation

45 days Project In-charge

SAI or List ofunavailable Materials

from Supply Office.Withdraw available

stock materials

POW's, WO and CAF.

Issuance Slip (IS) foravailable materials from

Supply Office.

3 Materials Ready 2 days Project In-chargeDelivery Receipt (DR)and Purchase Order

(PO).

Issuance Slip (IS) forWithdrawal of PurchaseRequisitioned Materials

Page | 41




4Documents for


1 day Project In-chargeSelecting Accredited

Labor Only Contractor(ALOC).


Contractor (ALOC).


Contract Documents,

List of Workers


5



2 hrs.



Materials Ready


frame.

Right of Way Permit




DriverIssuance Slip (IS)

List of available Materialsfrom Supply Office and Listof Purchase Requisitioned

Materials

Page | 42




7 ProjectImplementation

8 hrs./day

Project In-charge,






frame.

Right of Way PermitOvertime Authorization.



100%.



labor.

8 Change Order/Extra Work order 1 day Project In-charge

CO: Cost Involvebelow 25% of the

original total projectcost.

EWO: Cost Involveabove 25% of the

original total projectcost.

POW's, Plans and Details.

Letter request andjustification.

Page | 43





B100% physical

accomplishment

Materials Utilization Repot,

Approved As-built Plan,

Financial Statement,

Certificate of ProjectCompletion and Project

Acceptance.


WRDRepresentative






Page | 44


PROJECT IMPLEMENTATIONWITH CHANGE ORDER AND EXTRA WORK ORDER

Pre-conferenceconducted by PDD

after approval of WorkOrder and Program of

Works

Purchase Requisitionand Job Order

PreparationMaterials Ready

Preparation ofDocuments for Project

Implementation>Recommendation ofAccredited Labor Only

Contractor

Field/ Site Inspectionor Pre-construction

Activity



Change Order/ ExtraWork Order

Final Accomplishment

Preparation andSubmission of Post

Evaluation Report, As-Built Plan, Certificate ofProject Completion and

Project Acceptance

Project Turn-over

Page | 45


PROJECT IMPLEMENTATION WITH EXTERNAL FUND



1 Approved WorkOrder and POW's 2 days Division Manager

BPre-Conference to be

conducted by PDD

Received Approved WorkOrder and POW with details

and time frame.

Right of Way Permit

Materials Inspection Report100%

2Documents for


1 day Project In-charge

Selecting AccreditedLabor Only Contractor

(ALOC).


Contractor (ALOC).


Contract Documents,

List of Workers


Page | 46




3



2 hrs.



Materials Ready/Materials Inspection

Report 100%


frame.

Right of Way Permit




Driver

Materials Ready/Materials Inspection

Report 100%

Approved POW

List of External FundMaterials Delivered by

Supplier

Page | 47




5 ProjectImplementation 8 hrs./day

Project In-charge,






frame.Right of Way Permit

Overtime Authorization.



100%.



labor.

Page | 48





B100% physical

accomplishment

Materials Utilization Repot,



Certificate of ProjectCompletion and Project

Acceptance.


WRDRepresentative






Page | 49


PROJECT IMPLEMENTATION WITH EXTERNAL FUND

Pre-conferenceconducted by PDDupon approval ofWork Order and

Program of Works

Preparation ofDocuments for Project

Implementation>Recommendation of

Accredited LaborOnly Contractor

Field/ Site Inspectionor Pre-construction

Activity


ProjectImplementationFinal Accomplishment

Preparation andSubmission of Post

Evaluation Report, As-Built Plan, Certificate ofProject Completion and

Project Acceptance

Project Turn-over

Page | 50


FIELD OR SITE INSPECTION



1 Pre-Constructionactivity 2 hrs.



Work Order & Right ofWay Permit

Letter Request for PreConstruction Activity

2 Request for LaborPayment 2 hrs.

Division Managerand Project

ManagementOfficer

Request for LaborPayment, Financial

Accomplishment andPhysical

Accomplishment of10%, 20%, 30%, 40%,50%, 60%, 70%, 80%,

90%, 100%

Inspection Report w/pictures.

3

MainlineInterconnetionand PipelineLeak testing

Activity

4 hrs.DM, PMO, PI, CF

and WRDRepresentative

AccomplishedInstallation of Pipelines


frame.

Right of Way Permit

Page | 51




4

Joint TechnicalInsection with

COARepresentative

4 hoursCOA, CD, PDD,

FSDrepresentative

50% & 100% PhysicalAccomplishment for

below 5M of totalproject cost

25%, 50%, 75% & 100%Physical

Accomplishment forabove 5M of total

project cost

Construction Work nProgress, POW's, Work Order,

Plans with Details andSpecifications,

Certificate of ProjectCompletion and Certificate

of Acceptance andConfirmation.

5 Project Turn-over 2 hrs.CD, PDD, OMD &

WRDrepresentatives


100% physicalaccomplishment,


Certificate of ProjectCompletion and

Project Acceptance.

Request letter for Turn-over.

Page | 52


FIELD OR SITE INSPECTION

Pre-Construction Activity Request for Labor Payment

Joint Technical Inspection with COARepresentativeProject Turn-over

Page | 53


PAYMENTS FOR LABOR ONLY CONTRACTOR OF IMPLEMENTED PROJECTS



1 Statement ofAccount Request 1 hr.

AccreditedLabor OnlyContractor

(ALOC)/ ProjectIncharge

Minimum of 10%accomplishment Accomplishment Details

2ConductField/Site

Inspection2 hrs. Project Incharge Statement of Account

Construction Work inProgress : Measurement/

Pictures/ Location

3Prepare Project

AccomplishmentReport

4 hrs. Project Incharge Statement of AccountAccomplishment Details,

Construction Work inProgress Report

4Prepare PhysicalAccomplishment

Report1 hr. Project Incharge Accomplishment

Report

Statement of Accountreport, Accomplishment

Report, Construction Work inProgress Report

5 Prepare Requestfor Payment 1 hr. Project Incharge

Financialaccomplishment,

PhysicalAccomplishment

Report, Statement ofAccount report,Accomplishment

Report, ConstructionWork in Progress Report

Physical AccomplishmentReport, Statement of

Account report,Accomplishment Report,

Construction Work inProgress Report, ApprovedWork Order and Approved

POW with details

Page | 54


PAYMENTS FOR LABOR ONLY CONTRACTOR OF IMPLEMENTED PROJECTS

Statement of AccountRequest

Conduct Field/ SiteInspection

Prepare ProjectAccomplishment

Report

Prepare PhysicalAccomplishment

ReportPrepare Request for

Payment

Endorse for Approval(Approved Payment

Request)

Endorse toAccounting and

Budget Division forPayment

Page | 55


PAYMENTS FOR LABOR OF ACCREDITED PLUMBERS ON CHARGE TO BILLACCOMPLISHMENT



1 Statement ofAccount Request 2 hrs.

WaterMaintenanceMan A or SCS

Clerk

Accredited PlumbersReport Accomplished SR

2 Request forPayment 1 hr.

ProjectManagement

Officer

Statement of AccountReport Accomplished SR

PAYMENTS FOR LABOR OF ACCREDITED PLUMBERS ON CHARGE TO BILLACCOMPLISHMENT

Statement ofAccount Request

Conduct Field/ SiteInspection

Prepare ProjectAccomplishment

Report

Prepare PhysicalAccomplishment

Report

Page | 56


SERVICE LINE ACTIVITIES(NEW CONNECTION AND RECONNECTION)



1 Application ofNC & BC 3-5 mins.

Frontlinepersonnel(CostumerServicingDivision)

Walk-in Applicant New MembershipRequirements List

2To Teller forPayment of

Required Fees3-5 mins.

Teller (CashManagement

Division)

List of RecommendedFees or other

Charges/PymentsPayment Slip Form

3

Attendance toRegular or Walk-

in OrientationSeminar

1-2 hours

ServiceConnection

Section Clerk/ OSPresentor

Official Receipt (OR)

Initial Location Map orSketch Plan.

Certificate of Attendanceon Orientation Seminar,

4 Pre-Inspection 1 day

Senior WaterMaintenance

Man A (PreInspector)

Official Receipt (OR)and Initial LocationMap or Sketch Plan


Estimated List of Materials

Page | 57




5 Materials Ready 3-5 mins.

ServiceConnection

Section Clerk/Water

MaintenanceHead

Purchase MaterialsReceipt


Estimated List of Materials

6

ApplicantsService

ConnectionContract

3-5 mins.Costumer

Servicing Division(CSD)

Materials Ready

New Installation EvaluationForm, Certificate of

Attendance on OrientationSeminar, Barangay

Clearance, CEDULA, OR ofNC Application payment

and Location Map or SketchPlan. 2x2 ID Picture for BC

Applicants

7Service Requestfor Installation of

NC3-5 mins.

ServiceConnection

Section Clerk

Service ConnectionContract


Attendance on OrientationSeminar, Barangay

Clearance, CEDULA, OR ofNC Application payment

and Location Map or SketchPlan. 2x2 ID Picture for BC

Applicants

Page | 58




8

Assigned ServiceRequest (SR) to

AccreditedPlumber (AP)

3-5 mins.Water

MaintenanceHead

Service Request (SR)


Attendance on OrientationSeminar, BarangayClarance, Resident

Certificate (cedula),Receipt of NC Application

payment and InitialLocation Map or Sketch

Plan

9 Accomplished SR 1-3 daysWater

MaintenanceHead

Service Request (SR),New InstallationEvaluation Form,

Certificate ofAttendance on

Orientation Seminar,Barangay Clarance,Resident Certificate(cedula), Receipt of

NC Applicationpayment and Initial

Location Map orSketch Plan

Pressure Reading and SRSupplementary Form

Page | 59




10Service

ConnectionAutoCAD

4 mins.

AutoCADOperator/ Water

MaintenanceMan A


Service Request (SR), NewInstallation Evaluation Form,Certificate of Attendance

on Orientation Seminar,Barangay Clarance,Resident Certificate

(cedula), Receipt of NCApplication payment, Initial

Location Map or SketchPlan, Pressure Reading, SRSupplementary Form and

Accredited Plumbers Reporton Labor Charges

11 Post Inspection 1 day

Senior WaterMaintenanceMan A (PostInspector)

Computer AidedDrafting of ServiceConnection Layout

Post InspectionSupplementary Form and

Pictures of water meter andhouse.

Page | 60




12 Posting 1 min. SCS Clerk Accomplished ServiceRequest




Location Map or SketchPlan, Authorization Letter,

Weiver, Pressure Reading, SRSupplementary Form and


13 For Commitment 20 mins. CADAccomplished ServiceRequest and Posting

Date

14 Approval of DAR 1 day

PMO, Div. Mngr.B, Dept. Mngr. B

and AGM forOperation

Accomplished ServiceRequest and Posting

Date

Page | 61




15 Safe Keeping 1 min. CAD & SCS Approved DAR

16 Request forPayment 1 hr.

ProjectManagement

Officer

Statement of AccountReport

Accredited Plumbers Reportand Accomplished SR

Page | 62


SERVICE LINE ACTIVITIES(NEW CONNECTION AND RECONNECTION)

Application ofNew Connection

and BalikConnection

Payment ofRequired Fees

to the Teller

Attendance toRegular or Walk-

in OrientationSeminar

Pre-inspection:Provide

materialsestimate

Materials ReadyPurchase

Requisition andJob Order

Applicants ServiceConnection

Contract: CSDprocess the SCC

together with the SR

Assigned SR toAccredited

Plumber

Accomplished SR:Return to WMH for

checkingRecommendation of

Accredited Labor OnlyContractor

Drafting ofService

ConnectionLayout inAutocad

PostingProjectStatus ReportRequest for

Payment

SR for Installation:SCS Clerk recordthe documents

Withdraw availablestock materials

For Commitment PostEvaluation, Materials

Utilization, As-built Plan,Certificate of Project

Completion and ProjectAcceptance

Approval ofDARSafe Keeping

PrepareRequest for

Payment

Page | 63


TRANSFER METER STAND AND TRANSFER SOURCE



1 Application ofTMS & TS 3-5 mins.


Walk-in Applicant Location of Request




Division)


Charges/PaymentsPayment Slip Form

3 Service RequestPreparation 3-5 mins. CSD Receipt of Applied

payment Signature of Applicant

4 Received SR fromCSD 1-2 mins. SCS Clerk SR SR, Recording of Documents

and Assigned SR to AP


MaintenanceHead


Service Request (SR),Location Map or Sketch

Plan, Pressure Reading, SRSupplementary Form and


Page | 64









Date






Location Map orSketch Plan, Pressure

Reading, SRSupplementary Form

and AccreditedPlumbers Report for

Labor Charges



Page | 65








Date


Accredited Plumbers Reporton Labor Charges, Post

Inspection SupplementaryForm, Pictures of water

meter and house.


Accomplished ServiceRequest and Posting Date,


Accredited Plumbers Reporton Labor Charges. Post


meter and house.

11 Prepare Requestfor Payment 1 hr.

ProjectManagement

Officer



Page | 66


TRANSFER METER STAND AND TRANSFER SOURCE

Application of TMSand TS

Payment ofRequired Fees to

the Teller

Service RequestPreparation by

CSDReceived SR from

CSD


checkingPostingFor CommitmentPost Inspection

Approval of DAR Safe Keeping Prepare Requestfor Payment

Page | 67


TRANSFER CONNECTION



1 Application of TC 3-5 mins.


Walk-in Applicant Location of Request orSketch Map




Division)



3 Service Request 3-5 mins. CSD Receipt of Appliedpayment Signature of Applicant




MaintenanceHead

Service Request (SR)Location Map or Sketch

Plan, Pressure Reading, SRSupplementary Form

6Service

ConnectionAutoCAD

4 mins.


MaintenanceMan A





Page | 68









Date






Location Map orSketch Plan, Pressure

Reading, SRSupplementary Form

and AccreditedPlumbers Report for

Labor Charges



Page | 69








Date




meter and house.


Accomplished ServiceRequest and Posting Date,




meter and house.

12 Prepare Requestfor Payment 1 hr. Project Mngt.

OfficerStatement of Account

ReportAccredited Plumbers Report

and Accomplished SR

Page | 70


TRANSFER CONNECTION

Application of TCPayment of

Required Fees tothe Teller

Service RequestPreparation by

CSDReceived SR from

CSD


checking

Drafting of ServiceConnection Layout

in AutoCADPostingFor Commitment

Post Inspection Approval of DAR Safe Keeping Prepare Requestfor Payment

Page | 71


RECONNECTION OF WATER METER



1 Application ofRWM 3-5 mins.






Division)




4 Received SR fromWRD with WM 1-2 mins. SCS Clerk Reconditioned Water

Meter Recording of Documents

5



1-2 hrs.Water

MaintenanceHead

Service Request (SR) Recording of Documents

6 Accomplished SR 1-2 hrs.Water

MaintenanceHead

Service Request (SR)SR with Accredited Plumbers

Report and PressureReading.

Page | 72





Service Request (SR),Pressure Reading, SR

Supplementary Form andAccredited Plumbers Report

on Labor Charges


Date



on Labor Charges





Date

SR with Accredited PlumbersReport and Pressure

Reading.

10 Safe Keeping 1 min. CAD & SCS Approved DARSR with Accredited Plumbers

Report and PressureReading.


ProjectManagement

Officer



Page | 73


RECONNECTION OF WATER METER

Application of RWM Payment of RequiredFees to the Teller

Service RequestPreparation by CSD

Received SR fromCSD


Accredited Plumber


checkingPostingFor Commitment

Post Inspection Approval of DAR Safe Keeping Prepare Request forPayment

Page | 74


LEAK REPAIR AFTER THE WATER METER



1 Application ofRLAWM 3-5 mins.






Division)






5



1-2 hrs.Water

MaintenanceHead

Service Request (SR) Recording of Documents

6 Accomplished SR 1-2 hrs.Water

MaintenanceHead

Service Request (SR)SR with Accredited Plumbers

Report on Labor Chargesand Pressure Reading.

Page | 75







on Labor Charges


Date



on Labor Charges





Date

SR with Accredited PlumbersReport on Labor Charges

and Pressure Reading.

10 Safe Keeping 1 min. CAD & SCS Approved DARSR with Accredited Plumbers

Report on Labor Chargesand Pressure Reading.


ProjectManagement

Officer



Page | 76


LEAK REPAIR AFTER THE WATER METER

Application ofRLAWM

Payment of RequiredFees to the Teller

Service RequestPreparation by CSD

Received SR fromCSD


Accredited Plumber


checkingPostingFor Commitment

Post Inspection Approval of DAR Safe Keeping Prepare Request forPayment

Page | 77


25MM DISTRIBUTION LINE AND VERTICAL OUTLET SPECIAL PROJECT

STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES

1 Approved Work Orderand POW's 2 days Division Manager B Pre-Conference to be conducted

by PDD

2 Purchase Requisition &Job Order Preparation 45 days Project In-charge

SAI or List of unavailable Materialsfrom Supply Office.

Withdraw available stock materials

3 Materials Ready 2 days Project In-charge Delivery Receipt (DR) and PurchaseOrder (PO).

4 Documents for ProjectImplementation 1 day Project In-charge

Selecting Accredited Labor OnlyContractor (ALOC).

5 Field/Site Inspection orPre-Construction activity 2 hrs.

CD (DM, PMO, PI & CF),PDD representative &

ALOCMaterials Ready

6 Hauling of ProjectMaterials 1 day Project Incharge, ALOC &

CD Driver Issuance Slip (IS)

Page | 78


STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES

7 Project Implementation 8 hrs./day

Project In-charge,Accredited labor only

contractor & ConstructionForeman)

Pre-Construction activity.


8 Final Accomplishment 2 days Division Manager B 100% physical accomplishment

9 Project Turn-Over 4 hours CD, PDD, OMD & WRDRepresentative

Approved As-built Plan, 100%physical accomplishment, Financial

Statement, Certificate of ProjectCompletion and Project

Acceptance.

Page | 79


25MM DISTRIBUTION LINE AND VERTICAL OUTLET SPECIAL PROJECT

Approved Work Orderand Program of Works

Purchase Requisitionand Job Order

PreparationMaterials Ready


Field/ Site Inspection orPre-construction Activity


Project Implementation Final Accomplishment Project Turn-over

Page | 80


COA REPORT ON PROJECT



1 Joint TechnicalInspection 1 day

COA, CD, PDD,FSD

representative

50% & 100% PhysicalAccomplishment for

below 5M of totalproject cost

25%, 50%, 75% & 100%Physical

Accomplishment forabove 5M of total

project cost

Construction Work nProgress, POW's, Work Order,

Plans with Details andSpecifications, Certificate of

Project Completion andCertificate of Acceptance

and Confirmation.

2

ConsolidatedReports on

GovernmentProjects

1 day Division ManagerB

ActualAccomplishment of

Implemented ProjectsQuarterly Accomplishment

Page | 81


COA REPORT ON PROJECT

SERVICE CONNECTION AUTOCAD



1 Sequencing 1 min.


MaintenanceMan A

Installed NC, BC, TC, TS& TMS






Accredited Plumbers Report

Joint technical inspection Consolidated reports ongovernment projects

Page | 82




2Service

ConnectionPlotting

3 mins.


MaintenanceMan A

Initial Sketch














Page | 83


SERVICE CONNECTION AUTOCAD

Sequencing Service connectionplotting Posting

Page | 84


STANDARD PIPE INSTALLATION



1 Pipe TrenchLayout 1 hr.

Project In-charge(PI) and

AccreditedLabor OnlyContracto

(ALOC)

Pre-constructionactivity Right of Way Permit

2

Installation ofPipe TrenchBarricade or

Signages

5 mins. Project In-chargeand ALOC Pipe Trench Layout

3 Pipe TrenchExcavation

2 cu.m./person/

day


(ALOC)

Earthworks:50mmØ Pipe = 0.60mdepth

63 & 75mmØ Pipe =0.85m depth

100mmØ Pipe = 0.90mdepth




frame.

Right of Way Permit

Page | 85




4 Hauling of Pipes 2-3 mins.


(ALOC)

Pipe Trench Excavationbase is on Standard

Depth

5

Cleaning ofintegral push-on

bell andplainbeleved on

the other endusing old cloth

before pipeinstallation

1-2 mins.


(ALOC)

Hauling of Pipes

6

Installation ofelastomeric

gasket seal orrubber ring atbell portion of

the pipe

1 min.


(ALOC)

After cleaning the bothend of pipe

7 Rub with oil bothend of the pipe 1 min.


(ALOC)

Prior to pipe installation

8

Connect thepipe by placingthe bell at the

upstream portionof the pipe

1 min.


(ALOC)

After rubbing of oil onthe pipe

Page | 86




9

Lay theconnected pipes

at the base ofexcavated pipe

trench

1-2 mins.


(ALOC)

After pipe installation

10

Backfilled thetrench upto halfof its depth andmake sure that

no stones orboulders was

place

4 cu.m./person/

day


(ALOC)

After laying of pipes

11Install thewarning

tape/sign1 min.


(ALOC)

After backfilling on halfdepth of trench

12

Continuebackfilling works

until reachingnatural gradeline (NGL) andcover all soil to

excavatedportion

4 cu.m./person/

day


(ALOC)

After installation ofwarning tape

Page | 87




13 Pipeline LeakTesting 2-4 hrs.

Project In-charge, ProjectForeman andAccreditedLabor OnlyContractor

After pipe trench is fullybackfilled and

produce pressure upto150psi

14Clearing and

restorationactivity

1 day

Project In-charge, ProjectForeman andAccreditedLabor OnlyContractor

100% Pipe Installation

15 Final Inspection 1 hr. DM/ PMO/Project In-charge

StandardWorkmanship

POW, Work Order, Plans andDetails or Service Request

and Issuance Slip (IS)

Page | 88


STANDARD PIPE INSTALLATION

Layouting of pipetrench

Installation of pipetrench barricade/

signagesPipe trenchexcavation Hauling of pipes

Cleaning of integralpush-on bell and

plainbeleved on theother end using oldcloth before pipe

installation

Installation ofelastomeric gasketseal or rubber ring

at bell portion of thepipe

Rub with oil bothend of the pipe

Connect the pipeby placing the bell

at the upstreamportion of the pipe

Lay the connectedpipes at the base

of excavated pipetrench

Backfilled the trenchupto half of its depthand make sure thatno stones or boulders

were placed

Install the warningtape

Continue backfillingworks until reachingnatural grade line

and cover all soil toexcavated portion

Pipeline leak testingClearing andrestoration

Final inspection

Page | 89


STANDARD MAINLINE INTERCONNECTION ACTIVITY



1

Hauling of PipeFittings and

ConstructionMaterials

1 hr.


(ALOC)

Schedule ofInterconnection

Activity

2Excavation at

Interconnectionarea

2 cu.m./person/

day


(ALOC)

Accomplished PipeInstallation

3

Assemble ofMechanical Teewith Mechanical

Gate Valve

20-30 mins.


(ALOC)

Distribution pipeline isready for

interconnectionactivity

4Cutting of

ExistingDistribution Pipe

2-5 mins.


(ALOC)

5

Installation ofAssembled

Mechancal Tee& Gate Valve

with Sleeve TypeCoupling

30mins - 1 hr.


(ALOC)

After cutting ofexisting DL/ML

Page | 90




6 Installation ofThrust Block 5-10 mins


(ALOC)

After installation ofinterconnection fittings

7

Backfilled theexcavated area

until reachingnatural gradeline (NGL) andmake sure that

no stones orboulders was

place

4 cu.m./person/

day


(ALOC)

After thrust blocking ofinterconnected fitting

materials and nofound leak

8

Prepare thearea for

construction ofconcrete pad.(Compact the

base, installationof forms and

valve key hole)

30mins - 1 hr.


(ALOC)

After backfillingactivity and on the

next day

Page | 91




9

Pouring of mixedcement andaggregates

(0.15m x 1.0m x1.0m) Class A

mixture

30mins - 1 hr.


(ALOC)

after installation offorms and soilcompaction

10When cement is

cured, applyreflectorize paint

5-10 mins.


(ALOC)

On the next day

11Clearing and

restorationactivity

1 hr.


(ALOC)

After painting ofconcrete pad

Final accomplishment

Page | 92


STANDARD MAINLINE INTERCONNECTION ACTIVITY

Hauling of pipefittings and

constructionmaterials

Excavation ofinterconnection

area

Assemble ofmechanical teewith michanical

gate valve

Cutting of existingdistribution pipeline

Installation ofassembled

mechanical tee andgate valve with

sleeve type coupling

Installation of thrustblock

Backfilled theexcavated area until

reaching naturalgrade line and makesure that no stones orboulders were placed

Preparaton of thearea for concretepad construction

(compact the base,installation of formsand valve key hole)

Pouring of mixedcement and

aggregates (0.15mx 1.0m x 1.0m) class

A mixture

When cement iscured, apply

reflectorize paintClearing and

restoration activity

Page | 93


STANDARD INSTALLATION OF ARV



1

Withdrawal andHauling of Pipe

Fittings andConstruction

Materials

2 hr.


(ALOC)

Schedule of ARVinstallation

Issuance Slip (IS)

Supply availability Inquire(SAI)

2 Excavation attapping area

2 cu.m./person/

day


(ALOC)

Pre-constructionactivity

3 Pre-heat theboring rod 10-20 mins.


(ALOC)

Making of Fire

4

Installation ofSaddle Clampat Transmission/

Main/Distribution

Pipeline

1-2 mins.


(ALOC)

Pre-heating of boringrod

Page | 94




5 Boring @ the Topof Pipe 1-2 mins.


(ALOC)

Installation of SaddleClamp

6

Installation ofCorporationStop 19mm x25mm and

make it sure thatit is open

1-2 mins.


(ALOC)

After boring of pipe.

Close the CorporationStop Valve after

installation

7

Install andassemble ARV

stand fittingmaterials with

ARV

5-10 mins.


(ALOC)

Open the CorporationStop valve after

installation of verticalball valve

8

Construction ofConcrete Boxand Covers

(1.0m x 0.60m x0.60m)

2 days


(ALOC)

After completion ofARV installation

Page | 95




9When cement is

cured, applyreflectorize paint

2 hrs.


(ALOC)

On the next day

10Clearing and

restorationactivity

1 hr.


(ALOC)

After painting ofconcrete box


11 Final Inspection 1 hr.DM/ PMO/Project In-

charge

StandardWorkmanship

POW, Work Order, Plansand Details or Service

Request and Issuance Slip(IS)

Page | 96


STANDARD INSTALLATION OF ARV



Excavation oftapping area

Pre-heat the boringrod

Installation of saddleclamp at

transmission/ main/distribution pipeline

Boring at the top ofpipe

Installation ofCorporation Stop

19mm x 25mm andmake it sure that it is

open

Install and assembleair release valve

stand fitting materialswith arv

Construction ofconcrete box and

covers (1.0m X 0.60mX 0.60m)


reflectorized paintClearing and

restoration activity Final inspection

Page | 97


STANDARD INSTALLATION OF TESTING POINT



1

Withdrawal andHauling of Pipe

Fittings andConstruction

Materials

2 hr.


(ALOC)

Schedule of testingpoint installation

Issuance Slip (IS)

Supply availability Inquire(SAI)

2 EarthworksActivity

2 cu.m./person/

day

PMO/ PI/AccreditedLabor OnlyContractor

(ALOC)

Pre-constructionactivity

3

Construction ofConcrete Boxand Covers

(1.0m x 1.0m x1.20m)

2 days


(ALOC)

After completion ofexcavation activity



(ALOC)

Making of Fire

Page | 98




5


Main/Distribution

Pipeline 0.15mfrom the

concrete wall

1-2 mins.


(ALOC)


6 Boring @ the Topof Pipe 1-2 mins.


(ALOC)


7



1-2 mins.


(ALOC)



installation

8

Install andassemble

pressure gaugestand fitting

materials withplug

5-10 mins.


(ALOC)



Page | 99




9

Painting ofConcrete Box

Wall usingreflectorize paint

2 hrs.


(ALOC)

After installtion ofpressure gauge stand

10Clearing and

restorationactivity

1 hr.


(ALOC)

After painting ofconcrete box


11 Final Inspection 1 hr.DM/ PMO/Project In-

charge

StandardWorkmanship



Page | 100


STANDARD INSTALLATION OF TESTING POINT



Earthworks activityConstruction of

concrete box andcovers (1.0m X 1.0m X

1.20m)

Pre-heat the boringrod

Installation of saddleclamp at

transmission/ main/distribution pipeline

Boring at the top ofpipe

Installation ofcorporation stop

19mm x 25mm andmake it sure that it is

open

Install ans assemblepressure gauge standfitting materials with

plug


reflectorized paintClearing and

restoration activity Final inspection

Page | 101


STANDARD INSTALLATION OF VERTICAL OUTLETS



1 Field/ SiteInspection 1 hr.

PMO/ Project In-charge/ Senior

WaterMaintenance


Plans and Details orService Request


Request

2 Excavation attapping area 1 hr.

AccreditedLabor OnlyContractor/Accredited

Plumber

Field/ Site Inspection Work Order, Plans andDetails or SR

3Withdrawal andHauling of Fitting

Materials1 hr.


Plumber

Issuance Slip (IS) Supply availability Inquire(SAI)



Plumber

Making of Fire

Page | 102




5


Main/Distribution

Pipeline

1-2 mins.


Plumber


6Boring @ 45-90degrees NE or

NW of Pipe1-2 mins.


Plumber


7



1-2 mins.


Plumber



installation

Page | 103




7

Install andassemble

vertical outletstand fitting

materials

5-10 mins.


Plumber



8Clearing and

restorationactivity

5-10 mins.


Plumber

No found leakage oninstalled vertical outlet

9 Final Inspection 1 hr.

PMO/ Project In-charge/ Senior

WaterMaintenance


StandardWorkmanship



Page | 104


Maintenance Division

SYSTEM REPAIR: MAIN LINE, TRANSMISSION LINE & DISTRIBUTION LINE

STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS

1 Repair of Leakage 15 minutes MaintenanceSection

Call from office guardCall from concessionairesand concerned person

Personal Request Preparemaintenance order

MaintenanceOrder

2

MO’s request forms areforwarded to

maintenance division forrecording in the logbookand marked received in

order to account allrequests received.

60minutes.

CustomerServicesSection

Request for repair ofleakage from concerned

persons through land lines,cell phones and radio or

walk-in will be filed atCommercial Department,Customer Service Section

where MOs will be prepared

MaintenanceOrder

Page | 105



3

Maintenance divisionclerk received all MO’srequest and record in

the logbook andforward to the watermaintenance section

head for the distributionof assignment to the

Maintenance Foreman

5minutes Division Clerk

MO’s request forms areforwarded to maintenancedivision to be receive by themaintenance division clerk

for recording in thelogbook and markedreceived in order to

account all requests

Record Logbook

4

Onsite area inspectionof the leakages,

verification of pipe sizesand actual repair.

480minutesMaintenance

SectionPersonnel

Maintenance division clerkreceived all MO’s requestand record in the logbookand forward to the water

maintenance section headfor the distribution of

assignment to maintenanceforeman.

MaintenanceOrder

Page | 106



5Flushing of dead-end

and blow-off30 to

45minutes

WaterresourceDivision

On site area inspection ofthe leakages, verification ofpipe sizes and actual repair.

MaintenanceOrder

6Restore excavated

portion and demolishedconcrete pavement

60minutesMaintenance

SectionPersonnel

Flushing of dead-end andblow-off

MaintenanceOrder

7

Acted MO’s will begiven remarks by the

assigned team orpersonnel after activity

were completed.

90minutes

MaintenanceSection

Personnel

Restore excavated portionand demolished concrete

pavement

MaintenanceOrder Report

8

Accomplished MO’s willbe returned to the water

maintenance sectionhead.

.50minuteMaintenance

SectionPersonnel

Acted MO’s will be givenremarks by the assignedteam or personnel after

activity were completed.

MaintenanceOrder

Page | 107



9

Water maintenancesection head will

compute activities perMO, the reaction,

duration, water lossesand materials used and

also account theactivities per personnel

base on their pointsystem.

90minutes Section Head

Accomplished MO’s will bereturned to the water

maintenance section head.

MaintenanceOrderReport

10

Water maintenancesection head willforward all daily

accomplished MO’s tothe division manager for

the monitoring,observation and

evaluation.

90 minutes Section head

Water maintenance sectionhead will compute activities

per MO, the reaction,duration, water losses and

materials used and alsoaccount the activities per

personnel base on theirpoint system.

MaintenanceOrder

Page | 108



11

After the divisionmanager have

evaluated the result ofthe MO’s said

documents will be givenback to the division

clerk.

0.50minutes

DivisionManager

(MD)

Water maintenance sectionhead will forward all daily

accomplished MO’s to thedivision manager for the

monitoring, observation andevaluation.

MaintenanceOrder

12

Accomplished MO’s willbe encoded in the

computer and havethese printed forsignature by the

concerned officials.

180minutes

Division Clerk

After the division managerevaluated the result of theMO’s, the documents will

be given back to thedivision clerk.


13

After signing by theconcerned officials themaintenance report will

be given back to themaintenance clerk for

filing.

1 minute Division Clerk

Accomplished MO’s will beencoded in the computerand have these printed for

signature by the concernedofficials.


Page | 109


MAINTENANCE ORDER REQUEST FOR SYSTEM REPAIR:MAIN LINE, TRANSMISSION LINE, & DISTRIBUTION LINE

Recording ofMaintenancerequest FormsForwarded toMaintenance

Division

Distribution ofAssignment to the

MaintenanceForeman

Onsite areainspection of the

leakages,verification of pipesizes, and actual

repair.

Flushing of dead-end and blow-off

Restoration ofexcavated Portion

and ExcavatedPavement

Acted MO's will begiven remarks by the

assigned team ofpersonnel after the

activity wascompleted

Computation of the reaction,duration, water loss, and

materials used andaccounting of the activitiesper personnel based on ther

point system.

Monitotring,Observation and

Evaluation ofAccomplished MO's


evaluated the result ofthe MO's, the said

documents will be givenback to the division

clerk.

Accomplished MO's willbe encoded in the



Filing of MaintenanceReport

Page | 110


MAINTENANCE ORDER REQUEST FOR SERVICE LINE REPAIRMO's request forms are

forwarded tomaintenance division

for recording in thelogbook and markedreceived in order toaccount all requests

received

Reception of all MOrequest by

Maintenance Divisionand distribution of

assignment to the 3teams headed by the

Sr. Water MaintenanceMan A

Onsite area inspectionof the leakages,

verification of pipe sizes,and actual repair.

Acted MO's will begiven remarks by the

assigned team ofpersonnel after the

activity was completed

Accomplished MO's willbe returned to the

water maintenancesecion head

Water MaintenanceSection Head will compute

activities per MO, thereaction, duration, waterloss, and materials usedand also account the

activities per personnelbased on ther point

system.

Water Maintenancesection head will

forward dailyaccomlished MO's to

the division manager formonitotring, observation

and evaluation.


evaluated the result ofthe MO's, the saiddocuments will begiven back to the

division clerk.

Accomplished MO's willbe encoded in the



After signing by theconcerned officials, themaintenance report will

be given back tomaintenance clerk for

filing

Page | 111


DAILY AND MONTHLY REPORTS


1

All accomplishedmaintenance order (MO)

are properly given remarksby the assigned personneland endorsed daily to theirrespective section heads.

120minutes

Operationand

MaintenanceSection

Personnel

Accomplishment ofMaintenance Order

MaintenanceOrder Reports

2

Respective section heads(Maintenance and

operation) will checked theremarks or input data onMO’s and compute the

response period and waterlosses of the repair. He/shealso account the cost ofmaterials utilized in said

activity.

60minutes

Section Head

All accomplishedmaintenance order (MO)

are properly given remarksby the assigned personneland endorsed daily to theirrespective section heads.


Page | 112



3

Section heads willforward all

accomplished MO’s tothe manager for

evaluation.90 minutes Division Manager

Respective section heads(Maintenance and

operation) will checkedthe remarks or input data

on MO’s and compute theresponse period and

water losses of the repair.He/she also account the

cost of materials utilized insaid activity.


4

After the manager’sevaluation, it will be

endorsed to thedivision clerk forencoding in the

computer program.

0.5 minutes Division Clerk

Section heads will forwardall accomplished MO’s to

the manager forevaluation.


Page | 113



5

Division clerk willencode all data in thecomputer and print out

the DailyAccomplishmentReport (DAR) per

section for signatory ofthe Division, Dept.

Managers and AGMfor operations.

180 minutes Division Clerk

After the manager’sevaluation, it will be

endorsed to the divisionclerk for encoding in the

computer program.


6

Return the dailyaccomplishment reportto the division clerk for

filing.


Division clerk will encodeall data in the computerand print out the Daily

Accomplishment Report(DAR) per section for

signatory of the Division,Dept. Managers and AGM

for operations.


Page | 114



7

At the end of themonth, all daily

accomplishment reportwill be sorted out per

sizes and areas in orderto classify the

maintenance and non-maintenance work.

Sort out report ofmaterials to get thequantity and cost of

materials.


Return the dailyaccomplishment report tothe division clerk for filing.


8

Email report toDepartment Manager

and AGM foroperation.

5minutes Division Managerand Division Clerk

At the end of the month,all daily accomplishmentreport will be sorted out

per sizes and areas inorder to classify the

maintenance and non-maintenance work. Sortout report of materials toget the quantity and cost

of materials.

Monthly Reports

Page | 115



9Division clerk will keep

soft copy for thedivision file.

5minutes Division Clerk Monthly Reports

Page | 116


DAILY AND MONTHLY REPORT

Endorsement ofMaintenance Order(MO) to the section

heads

Checking of MO's andAccounting of thecost of materials

utilized

Evaluation of thechecked MO's

Encoding of MO in thecomputer program

Preparation andendorsement of Daily

AccomplishmentReport (DAR)

Filing of DailyAccomplishment

Report

Consolidation of AllDAR for monthly

report

Sorting of theconsolidated DAR

according to sizes andareas and

classification ofmaintenance to non

maintenane work

Preparation ofMonthly Report for thesorted and classified

DAR

Furnished copy of theMonthly Report to

Department Managerand AGM for

Operation throughemail

Safe Keeping andFiling of the Monthly

Report

Page | 117


WITHDRAWAL OF MATERIALS


1

Identify materialsneeded for

maintenance activities.

15minutes

Section HeadPreparation of list ofmaterials needed

List of Materials

2

Coordinate at supplyoffice for availability of

materials.

15minutes

Section HeadIdentify materials neededfor maintenance activities.

List of Materials

3

Preparation of RIS(Requisition Issuance

Slip)

15minutes

Supply OfficeCoordinate at supply

office for availability ofmaterials.

RequisitionIssuance Slip

4

Endorse RequisitionIssuance Slip to

requesting division forapproval.

10minutes

Section HeadPreparation of RIS

(Requisition Issuance Slip)Requisition

Issuance Slip

5

Approved RequisitionIssuance Slip will bepresented to supply

officer.

5 minutes Section HeadEndorse Requisition

Issuance Slip to requestingdivision for approval.

Requisition Slip

Page | 118



6Releasing of material

by supply officer10

minutesSupply Office

Approved RequisitionIssuance Slip will bepresented to supply

officer.

Requisition Slip

7

Withdrawn materialswill be place at

maintenance divisionstockroom for safe

keeping.

15minutes

Section Head(MO)

Releasing of material bysupply officer

Ledger card

8Ensure one copy ofRequisition IssuanceSlip for filing purpose.

1minuteDivision Clerk

Withdrawn materials willbe place at maintenancedivision stockroom for safe

keeping.

Requisition Slip

Page | 119


WITHDRAWAL OF MATERIALS

Identification of thematerials needed for

activity

Inquiry of availability ofmaterials at supply

office

Preparation ofRequisition Issuance Slip

(RIS)

Endorsement of RIS tothe requesting division

for approvalApproval of RISWithdrawal of materials

Safekeeping ofmaterials at

Maintenance Divisionstockroom

Filing of RIS

Page | 120


SECURING OF PERMIT


1 Conduct actual siteinspection 60 minutes Water Maintenance

Section HeadReport from Field

personnel Verification

2 Prepare letter to theconcerned offices 30 minutes

Division Manager orProject

ManagementOfficer A

Conduct actual siteinspection Inspection

3

Prepare sketch plan orvicinity map and

photos30 minutes

ProjectManagement

Officer A

Prepare letter to theconcerned offices Inspection report

4

Division clerk willprocess the documents

to have these signedby the concerned

officials and approvedby the General

Manager

90 minutes Division Clerk Prepare sketch plan orvicinity map and photos Letter request

Page | 121



5

Approvedcommunication will be

recorded in thelogbook by the division

maintenance clerk


Division clerk will processthe documents to have

these signed by theconcerned officials and

approved by the generalmanager

Letter request

6

The document will beforwarded to theliaison officer forsubmission to the

concerned office oragency for inspection

and evaluation.

90 minutes Liaison Officer

Approved communicationwill be recorded in thelogbook by the division

maintenance clerk

Letter requestSketch plan

Photos

7

The liaison officer willfollow-up the needed

permit after 3 days.

90 minutes Liaison Officer

The document will beforwarded to the liaisonofficer for submission tothe concerned office or

agency for inspection andevaluation.

Letter request

Page | 122



8

Concerned office willsend their reply with

attached requirementto accomplish, havethis forwarded to theoffice of the General

Manager.

320 minutes Concern OfficesThe liaison officer will

follow-up the neededpermit after 3 days.

Letter requestSketch plan

Photos

9

General Manager willissue a memorandum

to the concerneddivision or department

informing the permithave been approved.

30 minutes Office of theGeneral Manager

Concerned office will sendtheir reply with attached

requirement toaccomplish, have this

forwarded to the office ofthe General Manager.

Approved Permit

10

Concerned division willimplement the project. 90 minutes Maintenance

Division

General Manager will issuea memorandum to theconcerned division or

department informing thepermit have been

approved.

Approved permit

11

Restore excavatedportion and

demolished concretepavement etc.

Concerned division willimplement the project. Approved permit

Page | 123



12

Actual site inspectionby the supervisor will

be conducted toensure activity hasbeen completed.

90minutes

ProjectManagementOfficer A and

WaterMaintenanceSection Head

Restore excavated portionand demolished concrete

pavement etc.

Report by fieldpersonnel

13

The MaintenanceDivision will prepareand submit notice of

completion to theconcern office.

90minutes

Division Managerand Project

ManagementOfficer A

Actual site inspection bythe supervisor will beconducted to ensure

activity has beencompleted.

Report ofcompletion

14

Maintenance divisionclerk will secure copy

of the approved permitand notice of

completion for filing.


The Maintenance Divisionwill prepare and submitnotice of completion to

the concern office.

Folder file

Page | 124


SECURING OF PERMIT

Actual siteinspection

Informingconcerned offices

through letter

Preparation ofVicinity Map,

Sketch Plan andPhotos of theinspected site

Preparation ofcommunication

documents for theconcerned officialsand for approval

of the GeneralManager

Recording of theapproved

communicationdocuments

Submission of thecommunication

document to theconcerned office

or agency forinspection and

evaluation

Reception of theresponse of the

concernedagency with the

requirements to becomplied

Issuance ofMemorandumregarding the

approved permitto the concerned

division ordepartment

Implementation ofthe project by theconcerned division

Restoration ofexcavated portion

and demolishedconrete pavement

Inspection of theaccomplishedactivity by the

supervisor

Submission of thenotice of

completion to theconcerned offices

Filing of copies ofthe approved

permits and noticeof completion

Page | 125


OPERATIONS DURING ROAD WIDENING


1 Site inspection. 60 min.

Water maintenancesection head and

Projectmanagement

officer A.

Request by contractor Letter request

2Coordination to the

project in charge andcontractor.

30min.

Watermaintenance

section head andpersonnel assign.

Site inspection Inspection

3

Installation of markersbeside mainline and

service line location toavoid damage.

120 min. Maintenancepersonnel.

Proper coordination to theproject in charge and

contractor

ActualVerification of

Main and serviceline.

4

Instruct project incharge, lead man and

equipment operatoron the location of main

and service line.

30 min.

Water MaintenanceSection head and

ProjectManagement

officer A

Installation of markersbeside the Main service

line to avoid damage

Propercoordination

Page | 126



5 Monitoring ofequipment operation. 240 min.

Water MaintenanceSection Head and

personnel

Proper instruction to theproject in charge/leadman and equipment

operator.

Propercoordination

6

Contractor mustcoordinate to the

concern office beforeoperation of the

project near main line.

30 min. Project in chargeand contractor.

monitoring all operation ofequipment to avoid

damage of main andservice lines.

Propercoordination.

Page | 127


OPERATIONS DURING ROAD WIDENING

Site inspection Coordination to the Projectin charge and contractor

Installation of markersbeside main line and

service line location toavoid damage

Giving of instructions to theproject in charge, leadman, and equipment

operator regarding thelocations of the main line

and service line

Monitorig of equipmentoperation

Coordination of contractorto the concerned office

before the operation of theproject near main line

Page | 128


REPAIR OF 150mm and 200mm TRANSMISSION LINES


1 Prepare maintenanceOrder. 15 min.

Customer ServicesSection and

maintenancedivision.

Call from officeguard. Call from

concessionaires andconcerned person

MaintenanceOrder

2

Onsite inspection ofleakages , Verificationand actual repair with

complete tools,materials and safety

measures.

30 min.MaintenanceForeman and

personnel.Request repair of leakage Maintenance

Order

3Water interruption with

coordination toinformation officer

150 min Maintenancepersonnel

Onsite inspection andverification n and actual

repair

MaintenanceOrder

4Excavation of pipe

leakage 1.20m x 1.20m180 m.

160 min MaintenanceDivision

Excavation of locatedleakage inspection

Page | 129



5 Measure and cutting ofpipe 15 min.

MaintenanceForeman and

Personnel

Water interruption andcoordination to

informationInspection

6 Installation of pipe and2- sleeve type coupling 30 min Maintenance

personnelCheck defective pipes

and cut Inspection

7 Activation of T/L 30 min. Water Resourcesdivision

Installation of pipe andfittings

Installation of Pipeand fittings.

8 Check repaired pipeline. 10 min Maintenance

personnelActivation of repaired

pipe Activation of T/L.

9Restoration of

excavated anddemolished area.

30min. maintenancepersonnel.

Inspection of repairedpipe.

Check newlyRepaired T/L.

10 Accomplishedmaintenance order 10 min. Maintenance

personnelOn site verification of

leakage and actual repairMaintenance

order

Page | 130


REPAIR OF 150mm and 200mm TRANSMISSION LINES

Preparation ofMaintenance Order

Inspection ofleakages, verification

and repair

Coordination to theinformation officer for

water interruptionnotice

Excavation of pipewith leakage (1.20m

x 1.20 x 1.80m)

Measurement andcutting of the pipe

Installation of pipeand 2-sleeve type

couplingActivation of

transmission lineChecking of repaired

pipe line

Restoration ofexcavated areasand demolished

concrete

AccomplishedMaintenance Order

Page | 131


REPAIR OF LINES WITH 50mm TO 100mm DIAMETER


1 Prepare maintenanceOrder 15 min Maintenance

Division. Call from the office guard. Site inspection

2

On site Verification ofleakage and actualrepair with completetools ,materials and

safety measures.

30 min Maintenancepersonnel inspection inspection


coordination to theinformation officer

60 min Water ResourcesDivision

On site verification andactual repair.

Prepare letter forinterruption

4

Excavation of pipeleakage.

100 mm -.90m x1.20m75mm- .80m x1.20m63mm & 50mm -.60x

.60mx 1.m.


Water interruption withproper coordination tothe information officer.

Prepare waterinterruption

Page | 132



5 Measure and cutting ofpipe 15 min Maintenance

personnel Actual excavation Inspection

6 Chamfering of PVCpipe. 25min Maintenance

personnelMeasure and cutting of

pipe.

7

Installation of PVC pipewith bell and 1-sleeve

type coupling andtightening of 4-pcs bolt


Chamfering of existingpipe.

Chamfering ofpipe

8 Activation ofdistribution line 25min. Water Resources

Division Installation pipe Excavation

9 Check installed pipeand fillings 15 min Maintenance

personnelActivation of Main./distribution line Inspection

10Restoration of

excavated area anddemolished concrete

45min. MaintenanceDivision Checking Inspection

11 Accomplishedmaintenance order 10 min. Maintenance

personnel

On site verification ofleakage and actual

repair.

Maintenanceorder

Page | 133



Preparation ofMaintenance

Order

Inspection ofleakages,

verification andrepair

Coordination to theinformation officer

for waterinterruption notice

Excavation of pipewith leakage


Chamfering of PVCPipe

Installation of pipewith bell and 2-sleeve

type coupling andtightening of 4-pcs

bolt

Activation ofdistribution line

Checking ofrepaired pipe line


concrete

AccomplishedMaintenance

Order

Page | 134




1 Prepare MaintenanceOrder. 15 min

Customer Servicesection and

MaintenanceDivision

Call from the office guardCall from concessionaire

concern

Maintenanceorder

2

On site Verification andinspection of leakageand actual repair with

complete tools,materials and safety

measures.

35 min Operation sectionpersonnel

Prepare maintenanceorder Inspection

3 Excavation of leakage0.46x0.50 x 0.80 m. 85 min Operation

Section personnelOn site verification andinspection of leakage. Inspection


coordination toinformation officer

60 min Operation sectionpersonnel Excavation of leakage

Preparation ofwater interruption

Letter incoordination withinformation officer

5 Measure and cutting ofpipe 25 min Operation section

personnel

Water interruption withcoordination to

information officerCheck

Page | 135



6 Installation of pipe andconnector 35 min Operation section

personnelMeasure and cutting of

pipe check

7Activation of

distribution andservice line.

15 min. Water ResourcesDivision

Installation of pipe andconnector inspection

8 Check repaired serviceline 20min. Operation section

personnelActivation of distribution

and service line. Inspection

9Restoration of

excavated area anddemolished concrete.

50min Operation sectionpersonnel

Check repaired Serviiceline Inspection

10 Accomplishedmaintenance order 20 min. Operation section

personnel Restoration Maintenanceorder

Page | 136



Preparation ofMaintenance

Order

Inspection ofleakages,

verification andrepair

Excavation of pipewith leakage

Coordination to theinformation officer

for waterinterruption notice


Installation of pipeconnector

Activation ofdistribution line and

service lineChecking of

repaired pipe line


concrete

AccomplishedMaintenance

Order

Page | 137


Water Resources Division

WRD/WQS TRANSACTION 001: WATER QUALITY MONITORING - PESTICIDE ANALYSIS


1

Scheduling ofwater samplecollection andsubmission

10 mins Laboratory StaffCoordination with theBureau of Plant Industryas to schedule

Approved letter of requestfor analysis

2Requestpayment andofficial travel

30 mins Laboratory StaffConfirmed date ofsampling provided by BPI

3Water samplecollection andsubmission

4 hours Laboratory StaffPreparation of watersampling containers.

4Claiming ofOfficial ResultForms

30 mins Laboratory StaffInquiry and verificationon the availability ofresults

Claim stub, official traveldocuments


Page | 138


5Submission ofofficial result

20 mins Laboratory Staff Approved Result

6

Provide copiesof reports toLWUA, City andMunicipal HealthOffices

1 day Laboratory StaffPreparation of formalletter of endorsement forthe reports

Monthly Report

WRD/WQS TRANSACTION 001: WATER QUALITY MONITORING - PESTICIDE ANALYSIS

Scheduling ofwater samplecollection and

submission(10 mins)

Water samplecollection and

submission(4 hours)

Claiming ofOfficial Result

Forms(30 mins)

Submission ofofficial resultforms (to beincluded in

the monthlyreports)

(20 mins)

Endorsementof copies ofreports to befurnished tothe Local

Water UtilitiesAdministration

, City andMunicipal

Health Offices(1 day)

Page | 139


WRD/WQS TRANSACTION 002: WATER QUALITY MONITORING - RADOM ANALYSISSTEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/

REQUIREMENTS

1

Scheduling ofwater samplecollection andsubmission

10 mins Laboratory Staff

Communication with thelaboratory staff from thePhilippine NuclearResearch Institute

Approved letter ofrequest for analysis

2Request paymentand official travel

30 mins Laboratory StaffConfirmed date ofsampling provided byPNRI

3Water samplecollection andsubmission

5 hours Laboratory StaffPreparation of watersampling containers

Payment for services,official travel documents

4Claiming ofOfficial ResultForms

30 mins Laboratory StaffInquiry and verification onthe availability of results

Claim stub, official traveldocuments

5Submission ofofficial result

20 mins Laboratory Staff

6

Provide copies ofreports to LWUA,City andMunicipal Health

1 day Laboratory StaffPreparation of formalletter of endorsement forthe reports

Monthly Report

Page | 140


WRD/WQS TRANSACTION 002: WATER QUALITY MONITORING - RADOM ANALYSIS

Scheduling ofwater samplecollection andsubmission.

(10 mins)

Water samplecollection andsubmission.

(5 hours)

Claiming ofOfficial Result

Forms .(30 mins)

Submission ofofficial resultforms (to beincluded in

the monthlyreports).(20 mins)

Endorsementof copies ofreports to befurnished tothe Local

Water UtilitiesAdministration

, City andMunicipal

Health Offices.(1 day)

Page | 141


WRD/WQS TRANSACTION 003: WATER QUALITY MONITORINGCHLORINE RESIDUAL MONITORING


1Preparation of

materials15 mins

Water QualityMonitoringPersonnel /

Laboratory Staff

Preparation of pipewrench/valve key, DPD

reagent, test tubes

2Perform Flushing

of lines1 to 5 Mins

Water QualityMonitoringPersonnel

Travel to selectedrepresentative areas for

monitoring

3Sampling of

Chlorine Residual3 mins


After flushing, collect andplace water sample onthe test tube then add

DPD reagent

4Recording of

results3 mins


Note the number ofminutes for flushing and

chlorine residual levels (0.3- 0.5 ppm)

5Submission ofdaily chlorine

residual report tosupervisor

5 minsWater QualitySection Head

6

Provide copies ofreports to LWUA,

City andMunicipal Health

1 day Laboratory StaffPreparation of formal letter

of endorsement for thereports

Page | 142


WRD/WQS TRANSACTION 003: WATER QUALITY MONITORINGCHLORINE RESIDUAL MONITORING

Preparationof

materials.(15 mins)

Flushing.(1-5 mins)

ChlorineResidual

Monitoring.(3 mins)

Recordingof results.(3 mins)

Endorsement of

activityreport to

theconcernedpersonnel.

(5 mins)

Submissionof officialresults, to

beincluded inthe monthly

reports.(30 mins)

Page | 143


WRD/WQS TRANSACTION 004: WATER TREATMENT - CHLORINE GAS


1Preparation of

materials.15 mins


Delivery of Gas tanks tothe respective treatment

areas

2Installation of Gas

Feeder to theTank.

15 minsSources

Personnel, WaterQuality Section

Checking for leaks andpossible damage on the

tank and apparat us

3

Monitoring ofChlorine Residual

at estimatedendpoint oftreatment.

15 minsWater Quality

MonitoringPersonnel

Activation of GasChlorinator

4Recording of

results.3 mins


Note the chlorine residuallevels (should be 0.3 - 0.5

ppm at endpoint)

5

Endorsement ofactivity report tothe concerned

personnel.


Finalization of report

Page | 144


WRD/WQS TRANSACTION 004: WATER TREATMENT - CHLORINE GAS

Preparation ofmaterials.(15 mins)

Installation ofGas Feeder to

the Tank .(15 mins)

Monitoring ofChlorine

Residual atestimated

endpoint oftreatment .

(15 mins)

Recording ofresults

(3 mins)

Endorsementof activity

report to theconcernedpersonnel.

(5 mins)

Page | 145


WRD/WQS TRANSACTION 005: WATER TREATMENT - CHLORINE DIOXIDE


1Preparation ofmaterials andequipment.

10 minsSources

Personnel, WaterQuality Section.

Check for leaks onstorages for activator and

base, and status ofchlorine injector.

Activity Report

2Activation of

chlorine injector.20 mins

SourcesPersonnel, WaterQuality Section.

Refilling of the storagetank with repect to the

standard ratio for mixing(100L base + 900L water =1000L base solution and

200L activator + 800Lwater = 1000L activator

solution).

Activity Report

3Recording of

activity.3 mins

Water QualityMonitoringPersonnel.

Activity Report

4


personnel.

5 minsWater QualitySection Head.

Finalization of report.Activity Report,

Weekly/Monthly Reports

Page | 146


WRD/WQS TRANSACTION 005: WATER TREATMENT - CHLORINE DIOXIDE

Preparation ofmaterials andequipment.

(10 mins)

Activation ofchlorineinjector.(20 mins)

Recording ofactivity.(3 mins)

Endorsementof activity

report to theconcernedpersonnel.

(5 mins)

Page | 147


WRD/WQS TRANSACTION 006: WATER TREATMENT - CHLORINE GRANULES


1Preparation of

materials.15 mins

SourcesPersonnel

Delivery of ChlorineGranules to treatment

areas.Activity Report

2

Activation of drip-type chlorinationas supplementarytreatment to the

chlorine activatorand gas

treatment.

20 minsSources


Dilution of chlorinegranules (15 grams of

chlorine granules per 1 literof water for "mothersolution". Use 3mL of

"mother solution" to treat1000L of water).

Activity Report

3

Monitoring ofChlorine Residual

at estimatedendpoint oftreatment.

15 minsWater Quality

MonitoringPersonnel

Activation of Drip-typechlorination.

Activity Report

4Recording of

results.3 mins


Note the chlorine residuallevels (should be 0.3 - 0.5

ppm at endpoint)Activity Report

Page | 148



5


personnel.


Finalization of reportActivity Report,

Weekly/Monthly Reports

WRD/WQS TRANSACTION 006: WATER TREATMENT - CHLORINE GRANULES

Preparation of

materials(15 mins).

Activationof drip-

typechlorinatio

n assupplemen

tarytreatment

to thechlorineactivatorand gas

treatment(20 mins).

Monitoringof ChlorineResidual atestimatedendpoint

oftreatment(15 mins).

Recordingof results(3 mins).

Endorsement of

activityreport to

theconcernedpersonnel(5 mins).

Page | 149


WRD/SF TRANSACTION 001: TREATMENT PLANT OPERATIONS AND REPORTS


1Relay informationto base and WRD

personnel.1 min.


Full Close Lapaan Valves1,2,3,4 and 5.

Activity Report

2

Prepare PerezTreatment PlantFull Open Valve

36; Full CloseValve 34; Full

Open Valve 33and Full Close

Valve 32.

5 to10min.

FacilityPersonnel, WaterQuality Section

Full Open Lapaan 4 Valveand Valve 59 of Lumot forLapaan 1 supply. Record

hourly basis of waterturbidity before and afterplant. Control R1 and R2

outlet (3 turns openrespectively) isolate

Crossing 114 down toMatalam and FC Crossing

114 Valve.

Activity Report

Page | 150


Relay information tobase and WRD

personnel. (1 min)

Prepare PerezTreatment Plant FullOpen Valve 36; FullClose Valve 34; FullOpen Valve 33 andFull Close Valve 32

(5-10 mins)

Back to Normal lessthan 1.0 NTU. Full

open V32, FC V33,FC V36, FO V34, Full

Open Lapaan 1,2,3,4and 5 Intake Box

Valves and FC V59of Lumot

(5-15 mins)


3

Back to Normalless than 1.0 NTU.Full open V32, FCV33, FC V36, FOV34, Full OpenLapaan 1,2,3,4

and 5 Intake BoxValves and FCV59 of Lumt.

5 to15min.

Facility/SourcePersonnel, WaterQuality Section.

WSS will conduct flushingactivity of all Lapaan

Transmission TransmissionLine. Relay information innormalizing the system.

Activity Report

WRD/SF TRANSACTION 001: TREATMENT PLANT OPERATIONS AND REPORTS

Page | 151


WRD/SF TRANSACTION 002: PRODUCTION INVENTORY


1

Recording andmonitor all

production meterreadings every

06:00 am.

5 minsWater Sources

PersonnelRelay information to base.

Record productionreding to be submitted

weekly.

2

Recording andmonitor all

production meterreadings every

06:00 pm.

5 minsWater Sources

PersonnelRelay information to base.

Record productionreding to be submitted

weekly.

WRD/SF TRANSACTION 002: PRODUCTION INVENTORY

Recording andmonitor allproduction

meter readingsevery 06:00 am

(5 mins)

Recording andmonitor allproduction

meter readingsevery 06:00 pm

(5 mins)

Page | 152


WRD/SF TRANSACTION 003: LOSSES INVENTORY


1

Report (type ofevent or activity)

and recordduration of water

losses .

1 min.Water Quality

DivisionPrepare report and verify. Activity/Spot Report

2

After verification,compute possiblelosses in terms of

Cu.m per hr(m³/hr) by theformula Q=AV.

10 to 15mins.

Water QualityDivision

Record losses and submitreport.

Activity Report

Page | 153


WRD/SF TRANSACTION 003: LOSSES INVENTORY

Report (type ofevent or activity)

and recordduration of water

losses(1 mins).

After verification,compute possiblelosses in terms of

Cu.m per hr (m³/hr)by the formula

Q=AV(10 to 15 mins.)

Page | 154


WRD/SF TRANSACTION 004: RAINFALL DATA


1

Recordaccumulatedvolume of rainwater for each

source.

variable(dependson rain

duration)


Relay to base theaccumulated rainfall in 12

hours basis.Activity Report

2

Compute therainfall in mm/hr

by using theformula R=A/V.

where: A= area offunnel's mouth inmm sq and V=

vol. of rainwateraccumulated in

ml.

3 minsWater Quality

SectionPersonnel.

Recording of datas forbasis of in order to

account the approximatevolume of water catch by

the source areas.

Activity Report

Page | 155


WRD/SF TRANSACTION 004: RAINFALL DATA

Recordaccumulatedvolume of rainwater for each

source.(depends on rain

duration)

Compute therainfall in mm/hr byusing the formulaR=A/V. where: A=

area of funnel'smouth in mm sqand V= vol. of

rainwateraccumulated in ml.

(3 mins)

Page | 156


WRD/SF TRANSACTION 005: RESERVOIR STATIC LEVEL


1

Recording andrelaying of

reservoir staticlevels every hour.

5 minsSources

Personne/BlueGuards.

Water Quality Section willcollect all datas reorded

for 24 hrs.Activity Report

2

Encode andcompute the

static levels of allreservoirs for four

distict hours (12:00mn, 05:00 am,12:00 nn and

06:00 pm) in termsof Cubic Meter.

3 hrsWater Quality

SectionPrepare and submit

report.Activity Report

Page | 157


WRD/SF TRANSACTION 005: RESERVOIR STATIC LEVEL

Recording andrelaying of reservoirstatic levels every

hour.(5 mins)

Encode andcompute the static

levels of allreservoirs for four

distict hours (12:00mn, 05:00 am, 12:00nn and 06:00 pm) in

terms of CubicMeter.(3 hrs)

Page | 158


WRD/SF TRANSACTION 006: SOURCES MAINTENANCE (INTAKE BOX AND DAM)


1

Daily bushing ofriverbed, boxes

amd sweeping ofperimeters.

2 hours(every

05:00 am)


Preparation of perimeterdisinfection.

Activity Report

2Disinfection of

intakes, perimeterof surface water.

15 to 20mins


Checking of production. Activity Report

WRD/SF TRANSACTION 006: SOURCES MAINTENANCE (INTAKE BOX AND DAM)

Daily bushing ofriverbed, boxes

amd sweeping ofperimeters.

(2 hours every 05:00am)

Disinfection ofintakes, perimeterof surface water.

(15-20 mins)

Page | 159


WRD/SF TRANSACTION 007: DE-SILTING ACTIVITIES (SOURCES AND RESERVOIRS)


1Preparation ofmaterials andequipment.

1daySources

Personnel, WaterQuality Section.

Check status of areas,manpower availability

and disseminateinformation by anapproved internalcommunication.

Activity Report

2Conduct De-

Silting .4 to 6hours


Disinfection of Reservoir. Activity Report

3Drian disinfectant

solution.1 hour

SourcesPersonnel, WaterQuality Section

Filling and back to normaloperation and inform

concerned divisions andpersonnel.

Activity Report

Page | 160


WRD/SF TRANSACTION 007: DE-SILTING ACTIVITIES (SOURCES AND RESERVOIRS)

Preparationof materials

andequipment

(1day)

Conduct De-Silting

(4 to 6 hours)

Driandisinfectant

solution.(1 hour)

Page | 161


WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION

8A. CALIBRATION.


1Calibration for Re-Open. ReceivedService Request.

1minWater Quality

Section

Recording and informingWater Meter Laboratory

Personnel/Field PersonnelActivity Report

2Pull-Out and TestWater Meter at

Laboratory

30 to 45mins

WQS personnelEndorsed water meter at

Water quality SectionActivity Report

3

Endorsed watermeter at Service

ConnectionSection togetherwith the Service

Request.

5 mins. WQS personnel NONE Activity Report

Page | 162



8A. CALIBRATION

Calibration for Re-Open.Received Service Request.

( 2 days )

Pull-Out and Test WaterMeter at Laboratory.

( 2 days )

Endorsed water meter atService Connection Section

together with the ServiceRequest.( 2 days )

Page | 163



8B. RE-OPEN.


1Received

endorsed MO/SR.1min

Water QualitySection

By month segregation ofwater meters.

Activity Report

2

Advice MeterMechanic at

Manogol watermeter laboratory

to pull outdisconnected

water meter andsend to main

office .

90 mins WQS personnelChecking and re-

calibrating of watermeter.

Activity Report

3

Endorse watermeter to Service

ConnectionSection for re-

open.

5 mins. WQS personnelRecording of Service

Request.Activity Report

Page | 164



8B. RE-OPEN

Received endorsedMO/SR.(1min)

Advice Meter Mechanicat Manogol water meter

laboratory to pull outdisconnected water meterand send to main office .

(90 min)

Endorse water meter toService ConnectionSection for re-open.

(5 min)

Page | 165



8C. REPAIR WATER METER.


1

Prepare over six(6) monts

disconnectedwater meters.

15 mins.Water MeterLaboratoryPersonnel

Soaking, Brushing andgrinding of water meters

2Dismantling ofwater meters.

10-15 minsWater MeterLaboratoryPersonnel

Checking and repair ofwater meters

3

Assemble watermeters if repairedand for utilization

(MO changewater meter and

rental).

15 to20mins.

Water MeterLaboratoryPersonnel

Calibration for checking.

Page | 166



8C. REPAIR WATER METER

Prepare over six (6) montsdisconnected water

meters.(15 mins.)

Dismantling of watermeters.

(10-15 min)

Assemble water meters ifrepaired and for utilization(MO change water meter

and rental).(15-20 mins.)

Page | 167



8D. TEST WATER METER


1

ReceivedMaintenanceOrder/Service

Request.

1minWater Quality

Section

Recording and informingWater Quality Section

Field Personnel forscheduling of test.

Activity Report

2On-site testing by

use of bucketcalibrator.

30-40 minsWater Quality

Sectionpersonnel

Record and submmitreport together with

SR/MO for proper action.Activity Report

3

Change watermeter if found

defective usingrepaired watermeter (over 6

month).

30 mins. WQS personnel NONE Activity Report

Page | 168



8D. TEST WATER METER

Received MaintenanceOrder/Service Request.

(1min)

On-site testing by use ofbucket calibrator.

(30-40 mins)

Change water meter iffound defective usingrepaired water meter

(over 6 month).(30 min.)

Page | 169



8E. CHANGE WATER METER


1

Receive ServiceRequest/Maintenance Order fromCustomer Service

Section.

1minWater Quality

Section

Record and submit reporttogether with SR/MO for

proper action.Activity Report

2

Assign personnelto perform

Change WaterMeter activity.

5minWater Quality

Sectionpersonnel

Determine if ServiceRequest or MaintenanceOrder; for SR use brandNew Water Meter if MOuse Recalibrated water

meter.

Activity Report

3

Water QualitySection fieldpersonnel will

perform changewater meter forthe concernedconcessionaire.

Kidapawan area

maximumof 90 mins

hr (restmunicipali

tyvariable)

WQS personnelRecording of service

request and maintenanceorder activity

Activity Report

Page | 170



8E. CHANGE WATER METER

Receive ServiceRequest/MaintenanceOrder from Customer

Service Section.(1min)

Assign personnel toperform Change Water

Meter activity.(5min)

Water Quality Section fieldpersonnel will perform

change water meter forthe concernedconcessionaire.

Kidapawan areamaximum of 90 mins hr

(rest municipality variable)

Page | 171



8F. INFORMATION DISSEMINATION


1Hourly monitoringby use of turbidity

meter.2 mins.

SourcesPersonnel, WaterQuality Section

Recording and relaying tobase every hour.

Activity Report

2

If high HTL ofwater occurs seeplant operation

procedure.

15minsSources


Recording and relaying tobase every hour.

Activity Report

Page | 172



8F. INFORMATION DISSEMINATION

Hourly monitoring by useof turbidity meter.

(2 mins)

If high HTL of water occurssee plant operation

procedure.(15mins)

Page | 173


WRD-WSS TRANSACTION 001: VALVE EXERCISE/MANIPULATION


1 Full close of valve 2 to 5 min WRD-WSSpersonnel None

Activity Report2 Full open of Valve 2 to 5 min WRD-WSSpersonnel Full close of valve

3 Back to original no.of turns 2 to 5 min WRD-WSS

personnel Full open of Valve

WRD-WSS TRANSACTION 001: VALVE EXERCISE/MANIPULATION

Full close of valve(2 to 5 min)

Full open of Valve(2 to 5 min)

Back to original no. of turns(2 to 5 min)

Page | 174


WRD-WSS TRANSACTION 002: FLUSHING ON BLOW-OFFS


1 Pressure reading 5 Min WRD-WSSpersonnel None

Activity Report

2

ValveManipulationOpen Blow-

off/fire hydrant

2 to 5 Min WRD-WSSpersonnel Pressure reading

3

Observe waterquality on

presence of airand clearness.

5 to30 Min WRD-WSSpersonnel Open valve

4

ValveManipulation

Close Blow-off/firehydrant

2 to 5 Min WRD-WSSpersonnel

Observe water quality onpresence of air and

clearness.

5 Pressure reading 5 Min WRD-WSSpersonnel Close Line Valve

Page | 175


WRD-WSS TRANSACTION 002: FLUSHING ON BLOW-OFFS

Pressurereading(5 mins)

ValveManipulation Open

Blow-off/fire

hydrant.(2 to 5mins)

Observewater

quality onpresenceof air andclearness.

(5 to 30mins)

ValveManipulation Close

Blow-off/fire

hydrant.(2 to 5mins)

Pressurereading.(5 mins)

Page | 176


WRD-WSS TRANSACTION 003: NO WATER DUE TO CLOG-UP WATER METERS


1

Investigate watersupply on

neighbors toconfirm clog up

3 to 5 Min WRD-WSSpersonnel MO/SR from CSD

Activity Report

2 Dismantle WaterMeter 5 Min WRD-WSS

personnel

Investigate water supplyon neighbors to confirm

clog up

3 Remove Clog-up 5 Min WRD-WSSpersonnel Dismantle Water Meter

4 Pressure reading 5 Min WRD-WSSpersonnel Remove Clog-up

5 Assemble WaterMeter 5 Min WRD-WSS

personnel Pressure reading

Page | 177


WRD-WSS TRANSACTION 003: NO WATER DUE TO CLOG-UP WATER METERS

Investigatewater

supply onneighbors to

confirmclog up

(3 to 5 mins)

DismantleWaterMeter.

(5 mins)

RemoveClog-up.(5 mins)

Pressurereading.(5 mins)

AssembleWaterMeter.

(5 mins)

Page | 178


WRD-WSS TRANSACTION 004: ASSIST MAINTENANCE/REPAIR ACTIVITIES


1 Flushing on Blowoffs/Fire hydrant. 5 to10 min WRD-WSS

personnel OMD on site

Activity Report

2

Valvemanipulation on

line valves.(Closing of line

valves).

5 to10 min WRD-WSSpersonnel

Flushing on Blow offs/Firehydrant

3


line valves.(Opening of line

valves).


Valve manipulation on linevalves. (closing of line

valves)

4

Flushing on Blowoffs/Fire hydrant

after repair toremove turbid

water.


Valve manipulation on linevalves. (opening of line

valves)

5Closing of blow-off/fire hydrant. 5 to10 min WRD-WSS

personnel

Flushing on Blow offs/Firehydrant after repair toremove turbid water

Page | 179



6 Pressure readingafter repair. 5 min WRD-WSS

personnelClosing of blow-off/fire

hydrant

WRD-WSS TRANSACTION 004: ASSIST MAINTENANCE/REPAIR ACTIVITIES

Flushing on Blowoffs/Fire hydrant.

(5 to 10 min)


line valves.(closing of line

valves).(5 to 10 min)


line valves.(Opening of line

valves).(5 to 10 min)

Flushing on Blowoffs/Fire hydrant

after repair toremove turbid

water.(5 to 10 min)

Closing of blow-off/fire hydrant.

(5 to 10 min)

pressure readingafter repair.

(5 mins)

Page | 180


WRD-WSS TRANSACTION 005: ASSIST INTERCONNECTION ACTIVITIES OF NEWPROJECTS


1 Informationdissemination. 5 min WRD-Div.

mngr./officers

Approval of Waterinterruption Advisory 5

days before the activity.

Activity Report

2 Flushing on Blowoffs/Fire hydrant.

10 to 180min

WRD-WSSpersonnel Information dissemination.

3

ValveManipulation

(Closing ofValve).


Flushing on Blow offs/Firehydrant.

4

ValveManipulation(Opening of

Valves).


Valve Manipulation(Closing of Valve).

5 Closing of blowoffs/fire hydrants. 5 to10 min WRD-WSS

personnelValve Manipulation

(Opening of Valves).

Page | 181


WRD-WSS TRANSACTION 005: ASSIST INTERCONNECTION ACTIVITIES OF NEW PROJECTS

Informationdissemination.

(5 mins)

Flushing onBlow offs/Fire

hydrant.(10 to 180

mins)

ValveManipulation

(Closing ofValve).

(5 to 10mins)


Valves).(5 to 10mins)

Closing ofblow offs/fire

hydrants.(5 to 10mins)

Page | 182


WRD-WSS TRANSACTION 006: NO WATER/LOW PRESSURE DUE TO CLOG-UP ATDISTRIBUTION LINES


1

Pressure readingto identify

location of clog-up.

5 min WRD-WSSpersonnel.

Receive MO/SR/Walk inand on call water supply

Activity Report

2Conduct flushingon blow offs/fire

hydrants.5 to10 min WRD-WSS

personnel.

pressure reading toidentify location of clog-

up

3

ValveManipulation

(Closing ofValves).

5 to10 min WRD-WSSpersonnel.

Conduct flushing on blowoffs/fire hydrants

4Operation in

removal of clogup.

60 to180min

WRD-WSSpersonnel.

Valve Manipulation(Closing of Valves)

5


Valves).

5 to10 min WRD-WSSpersonnel.

Operation in removal ofclog up

6 Flushing activities. 15 to 30min

WRD-WSSpersonnel.

Valve Manipulation(Opening of Valves)

Page | 183



7 Closing of blow-off/fire hydrant. 5 to10 min WRD-WSS

personnel. Flushing activities

Activity Report

8

Investigate areaafter repair

(Pressurereading).

15 to 30min

WRD-WSSpersonnel.

Closing of blow-off/firehydrant

Page | 184


WRD-WSS TRANSACTION 006: NO WATER/LOW PRESSURE DUE TO CLOG-UP ATDISTRIBUTION LINES

pressurereading to

identifylocation of

clog-up.(5 mins)

Conductflushing on

blow offs/firehydrants.

(5 to10 min)

ValveManipulation

(Closing ofValves).

(5 to 10 mins)

Operation inremoval of

clog up.(60 to 180

min)


Valves).(5 to 10 min)

Flushingactivities.(15 to 30

mins)

Closing ofblow-off/fire

hydrant.(5 to 10 mins)

Investigatearea after

repair(Pressurereading).(15 to 30

mins)

Page | 185


WRD-WSS TRANSACTION 007: ACTIVATION OF NEW PROJECTS


1 Pressure readingon tapping point.

5 to 10min

WRD-WSSpersonnel w/CD/PDD and

OMD personnel.

Approval of certificateand acceptance report

and Certificate of Projectcompletion

Activity Report

2

Valvemanipulation

(opening of linevalves).

10 min


OMD personnel.

Pressure reading ontapping point

3Flushing activities

(Blow-off/Firehydrants).

15 to 60min


OMD personnel.

Valve manipulation(opening of line valves)

4 Pressure reading(line pressure).

5 to 10min


OMD personnel.

Flushing activities (Blow-off/Fire hydrants)

5 Valveadjustments. 5 to10 min


OMD personnel.

Pressure reading (linepressure)

Page | 186



6

Follow upevaluation after

new connectionsare installed.

30 to 60min


OMD personnel.

Valve adjustments Activity Report

Page | 187


WRD-WSS TRANSACTION 007: ACTIVATION OF NEW PROJECTS

Pressure readingon tapping

point.(5 to 10 min)

Valvemanipulation

(opening of linevalves).(10 min)

Flushingactivities (Blow-

off/Firehydrants).

(15 to 60 min)

Pressure reading(line pressure).(5 to 10 min)

Valveadjustments.(5 to 10 min)

Follow upevaluation after

newconnections are

installed.(30 to 60 mins)

Page | 188


WRD-WSS TRANSACTION 008: ASSIST/ISOLATION VALVE ON FIREFIGHTING ACTIVITYOF BUREAU OF FIRE AND PROTECTION


1Open Fire hydrant

(Flushing)5 to 10 min WRD-WSS

personnel. request from BFP

Activity Report

2Valve manipulation

of line valve toisolate area.

5 to 10 min WRD-WSSpersonnel. Open Fire hydrant

3Valve Manipulation

(back to normalstatus).

5 to 10 min WRD-WSSpersonnel.

Valve manipulation of linevalve to isolate area

4 Closing of firehydrant. 5 to 10 min WRD-WSS

personnel.Valve Manipulation (back to

normal status)

Page | 189


WRD-WSS TRANSACTION 008: ASSIST/ISOLATION VALVE ON FIREFIGHTING ACTIVITY OFBUREAU OF FIRE AND PROTECTION

Open Fire hydrant(Flushing)

(5 to 10 mins)

Valve manipulation ofline valve to isolate

area.(5 to 10 min)

Valve Manipulation(back to normal

status).(5 to 10 min)

Closing of fire hydrant.(5 to 10 min)

Page | 190


WRD-WSS TRANSACTION 009: MO/SR RECEIVED AND ADDRESS


1

IdentifyComplaint/location

/no. of serviceconnectionaffected.


Receive MO/SR/walk in andon call complaints.

Activity Report

2

Investigate area(Duration andcause of lowpressure/ No

water).


IdentifyComplaint/location/no. of

service connection affected

3

Conduct pressurereading and

flushing activities toidentify the

location of thecause.

15 to 30min

WRD-WSSpersonnel.

Investigate area (Durationand cause of low pressure/

No water)

4

If identifiedproblem is leakage,report to OMD andrefer to WRD-WSS

TRANSACTION 004.

N/A WRD-WSSpersonnel.

Conduct pressure readingand flushing activities to

identify the location of thecause.

Page | 191



5

If identifiedproblem is

erroneous valvemanipulation, refer

to WRD-WSSTRANSACTION 001.


If identified problem isleakage, report to OMD and

refer to WRD-WSSTRANSACTION 004.

Activity Report

6

If identifiedproblem is clog upof main line, Refer

to WRD-WSSTRANSACTION 006.


If identified problem iserroneous valve

manipulation, refer to WRD-WSS TRANSACTION 001.

Page | 192


WRD-WSS TRANSACTION 009: MO/SR RECEIVED AND ADDRESS

IdenifyComplaint/locatio

n/no. of serviceconnection

affected.(5 to 10 min)

Investigate area(Duration andcause of lowpressure/ No

water).(10 min)

Conduct pressurereading and

flushing activitiesto identify thelocation of the

cause.(15 to 60 min)


leakage, report toOMD and reffer

toWRD-WSSTRANSACTION

004.(5 to 10 min)


erroneous valvemanipulation,reffer toWRD-

WSSTRANSACTION

001.(5 to 10 min)

If identifiedproblem is clogup of main line,Reffer toWRD-

WSSTRANSACTION

006.(30 to 60 mins)

Page | 193


FUNCTIONAL FORMS

Page | 194


I Account Name:II

Locat ion:Date:

III Bill of Materials:

Activity (i.e Looping of Diamond St. 150mmø TL to 200mmø TL at Quezon Blvd.)Item Qty Unit Unit Cost Amount

12

sub-total -PDIRECT MATERIALS COST -P

IV Labor Components:

Item12

sub-total -PDIRECT LABOR COST -P

V Summary:

Direct Material Cost PDirect Labor Cost PSpecial Services Cost P

PRIME COST POverhead 8% (of Prime Cost) P

TOTAL PROJECT COST P 0.00

Prepared by: Checked by:

ENGG. ASSISTANT A ENGR. CANUTO A. CODILLA JR.Desigant ion/ Posist ion Division Manager B - PDD

Reviewed by:

MYRNA R. VICTORIA, MBADepartment Manager

Recommended by:

ENGR. WILESPER LISANDRO M. ALQUEZA, RMP, MBAAGM for Operat ions

Brief Work Description:

Description

Description Amount

EXTRA WORK ORDER


Engineering and Operat ions DepartmentPlanning and Design Division


Planning & Design Division

Project Name:Classification:Project Location:

Date Prepared: Date Approved:

Source of Funds: Work Duration:Starting Date: Target Completion:

PROJECT TECHNICAL DESCRIPTIONPipe Size:Pipe Length:Pipe Type:

Other Specify:

WORK DESCRIPTION1 62 73 84 95 10

PROJECT COSTDirect Material Cost PDirect Labor Cost PSpecial Services Cost P




NAME CANUTO A. CODILLA JR., CEDesignat ion/Posit ion Division Manager B - PDD

Reviewed by: Funds Checked & Verified by:

MYRNA R. VICTORIA, MBA LALAINE A, WITARA, MPSDepartment Manager B - EOD Department Manager - Finance

Recommended by: Approved by:

WILESPER LISANDRO M. ALQUEZA, CE/RMP/MBA STELLA M. GONZALES. MPSAGM for Operat ions General ManagerDate Approved: Date Approved:

WORK ORDER




Page | 195


Project Name:Classification:Project Location:

Date Prepared: Date Approved:

Source of Funds: Work Duration:Starting Date: Target Completion:

PROJECT TECHNICAL DESCRIPTION:

WORK DESCRIPTION:

1. 6.2. 7.3. 8.4. 9.5. 10.

PROJECT COST:

Direct Material Cost PDirect Labor Cost PSpecial Services Cost P




NAME ELBEN S. DAQUIPA, CEDesignat ion/Posit ion Division Manager B - CD

Checked base on POW by: Funds Checked & Verified by:

CANUTO A. CODILLA JR., CE MYRNA R. VICTORIA, MBADivision Manager B - PDD Department Manager - EOD

Recommended by: Approved by:

WILESPER LISANDRO M. ALQUEZA, CE/RMP/MBA STELLA M. GONZALES, MPSAGM for Operat ions General ManagerDate Approved: Date Approved:

CHANGE ORDER



Lanao, Kidapawan CityI. Reference Number:II. Project Title:III. Brief Work Description:

Location:Date:

IV-1. BILL OF MATERIALSa) TRANSMISSION LINE (380 meters 200mmø uPVC)

Item Qty Unit Mat'l UnitCost Amount

123

sub-total -PDIRECT MATERIAL COST -P

IV-2. LABOR COMPONENTS1. Manual Earthwork Services ( 200mmØ L = Linear Meters)

Excavat ion = /m x 0 0.00Backfilling = /m x 0 0.00

DIRECT LABOR COST -P

Prepared by:IV-3. EQUIPMENT RENTALS

NAME Operation Cost for Excavation & Backfilling (Mechanical)Posit ion/ Designat ion /hr x 0 hrs 0.00

EQUIPMENT RENTAL -P

Checked by: IV-4. FABRICATIONSCANUTO A. CODILLA JR. CE NoneDivision Manager B - PDD FABRICATIONS COST -P

IV-5. SPECIAL SERVICESReviewed by: Tarpaulin Print ing 0.00

Machining 0.00MYRNA R. VICTORIA, MBA Pavement Demolit ion 0.00Department Manager EOD Chiseling 0.00

Removal of Boulders and Road Restorat ion 0.00SPECIAL SERVICES -P

Recommended by:IV-6. SUMMARY

WILESPER LISANDRO M. A. Direct Material Cost -PALQUEZA, CE/RMP/MBA B. Direct Labor Cost -PAGM For Operat ions C. Equipment Rentals -PDate ________________ D. Fabricat ions -P

E. Special Services -PFULL COST -P

Approved by: F. Overhead (4.5% of Prime Cost) -PG. Engineering and Supervision -P

STELLA M. GONZALES, MPS TOTAL PROJECT COST -PGeneral ManagerDate ________________


Engineering and Operat ions DepartmentPLANNING AND DESIGN DIVISION


Description

80.00P meters40.00P meters

2,000.00

DISCLAIMER This Program Of Works (POW) is hereby issued as per request by the pet it ioner namedherein.It is understood, however that no MKWD funds shall be disbursed for this purpose, unlessprovided otherwise.

Any third person or party is hereby not ified that disclosing,copying or dist ribut ing of thisPOW or taking any act ion pursuant thereto without the express consent of MKWDmanagement is st rict ly prohibited.

Page | 196


METRO KIDAPAWAN WATER DISTRICTEngineering and Operat ions DepartmentPLANNING AND DESIGN DIVISIONLanao, Kidapawan City

I . Project Name:I I . Project Cost :I I I . Project Durat ion:

Date Start : Date Finish:IV. Project Status: % As of:V. Accomplished Act ivites: A. Accomplished:

EarthworksManualMechanical

Pipe Installat ion (DL)

Interconnect ions

Hauling of Materials

B. On-going Act ivit ies:

VI. Findings: (Please see attached pictures)

VI I . Recommendat ion/Resolut ion:

VI I I . Date Inspected:

Inspected by:

ENGR. CANUTO A. CODILLA, JR.DM-PDD

Checked/Reviewed by: Comment/s:


Noted By: Comment/s:

ENGR. W LISANDRO M. ALQUEZA, RMP,MBAAsistant General Manager for Operat ions

Actual / Base on POW

PROJECT INSPECTION REPORT

0 / 0 meters0 / 0 meters

I. Reference Number:II. Project Title:III. Brief Work Description:

Location:Date:

IV-1. BILL OF MATERIALSa) TRANSMISSION LINE (380 meters 200mmø uPVC)

Item Qty Unit Mat'l UnitCost Amount

123

sub-total -PDIRECT MATERIAL COST -P

IV-2. LABOR COMPONENTS1. Manual Earthwork Services ( 200mmØ L = Linear Meters)

Excavat ion = /m x 0 0.00Backfilling = /m x 0 0.00

DIRECT LABOR COST -P

Prepared by:IV-3. EQUIPMENT RENTALS

NAME Operation Cost for Excavation & Backfilling (Mechanical)Posit ion/ Designat ion /hr x 0 hrs 0.00

EQUIPMENT RENTAL -P

Checked by: IV-4. FABRICATIONSCANUTO A. CODILLA JR. CE NoneDivision Manager B - PDD FABRICATIONS COST -P

IV-5. SPECIAL SERVICESReviewed by: Tarpaulin Print ing 0.00

Machining 0.00MYRNA R. VICTORIA, MBA Pavement Demolit ion 0.00Department Manager B EOD/PDD Chiseling 0.00

Removal of Boulders and Road Restorat ion 0.00SPECIAL SERVICES -P

Recommended by:IV-6. SUMMARY

WILESPER LISANDRO M. A. Direct Material Cost -PALQUEZA, CE/RMP/MBA B. Direct Labor Cost -PAGM For Operat ions C. Equipment Rentals -PDate ________________ D. Fabricat ions -P

E. Special Services -PFULL COST -P

Approved by: F. Overhead (4.5% of Prime Cost) -PG. Engineering and Supervision -P

STELLA M. GONZALES, MPS TOTAL PROJECT COST -PGeneral ManagerDate ________________


Engineering and Operat ions DepartmentPLANNING AND DESIGN DIVISION


2,000.00

Description

80.00P meters40.00P meters

Page | 197


Water Resource Division

Page | 198


METRO KIDAPAWAN WATER DISTRICTEngineering and Operations Department

WATER RESOURCES DIVISIONLanao, Kidapawan City

Main Office Tel nos. (064) 288-1533, 288-1865Fax no. (064) 288-5257

Laboratory Tel no. (064) 278-3900E-mail Address: [email protected]

RESULT FOR MICROBIOLOGICAL ANALYSIS OF WATERLABORATORY NO.:OR NO.:

COMPANYNAME: DATE/TIME OF COLLECTION:

COMPANY ADDRESS: DATE/TIME OF SUBMISSION:SAMPLE SOURCE:

COMPLETE ADDRESS OF SAMPLING POINT:DATE/ TIME OF EXAMINATION: TIME ELAPSED:DRINKING WATER: YES NO TREATED WATER: / YES NO

COLLECTED BY: CONTACTNO.:

MKWD ACCOUNT NAME/ NUMBER: Chlorine Residual: Normal Value: 0.3-1.5ppmPURPOSE:

METHODOLOGY:The sample was analyzed using the standard MULTIPLE-TUBE FERMENTATION TECHNIQUE for the

Page | 199


members of the coliform group.

NO. OF POSITIVE TUBES MOST PROBALE NUMBER (MPN) per 100ml

(out of 5 tubes) Sample PNSDW* StandardTOTAL COLIFORM 0 <1.1 MPN/ 100 ml < 1.1 MPN/100mlFECAL COLIFORM 0 <1.1 MPN/ 100 ml < 1.1 MPN/100ml

HETEROTROPHIC PLATE COUNT (HPC) CFU/ ml <500 CFU/ ml

REMARKS:

DISCLAIMER

The bacteriological examination is issued for such purpose as requested by the MKWD client. However, MKWD reserve its right to determine the appropriatenessof using the subject water other than purpose stated above to safeguard public health and safety.

Any other party is hereby notified that disclosing, copying and distributing this result or taking any action pursuant thereto without the expressed consent ofMKWD management is strictly prohibited.

Examined By: Certified By:

CHAREON KAYE V. SALJAY,RMT EDUARD PAUL O. LAQUIHON,RMT

Lic. No. 66054 Lic. No. 63913Laboratory Technician Senior Laboratory Technician

Checked By: Noted By:

NENA SALCEDO-LINGAYON,MD ENGR. WILESPER LISANDRO M. ALQUEZA,CE,RMP,MBALic. No. 92052 Assistant General Manager for OperationsPathologist

Page | 200


V METHODOLOGY OF EVALUATION

Every component of evaluation report was designed using historical data and actual physicalaccomplishments against utilized financial resources. In order to derive an effective managerial tool, collection offigures and results of analytical interpretation were presented in a combined technical and practical mode.

The summary report outputs are end results of each division report and analysis. Findings and observationswere being summarized in order to come up recommendations and conclusions. The operations manual aspresented by each division will serve as guide in exercising its functions.

To maintain professional rigor, established report procedures are objective with valid and reliable process.The concern department and division maintain its mandate that in every evaluation, an advancement ofknowledge must be attained to its fullest.


Engineering and Operations DepartmentMetro Kidapawan Water District

TABLE OF CONTENTS

Financial Service Department Background …………………………………………………………………………….. 1

Operating Procedures ………………………………………………………………………………………………………. 3

FSD Functional Chart ………………………………………………………………………………………………………… 10

Organizational Chart ………………………………………………………………………………………………………… 11

Organization Structure ………………………………………………………………………………………………………. 12

Work Descriptions …………………………………………………………………………………………………………….. 13

Monthly Reports Schedule ………………………………………………………………………………………………….. 27

Acronyms and Definition of Terms ………………………………………………………………………………………… 30

ACCOUNTING

FSD Transactions and Processes (Accounting) …………………………………………………………………………. 33

Issuance Budget Utilization Request (BUR) ………………………………………………………………………. 34

Issuance of Certification of Availability of Funds (CAF) ………………………………………………………. 45

Preparation of Payroll ……………………………………………………………………………………………….. 55

Preparation of Payroll Job Order, Casual, and Regular Employees …..…………………………… 55

Withholding Tax Remittance ………………………………………………………………………………. 60

Annual Income Tax Return …………………………………………………………………………………. 64

GSIS Premium Preparation ………………………………………………………………………………….. 66

PhilHealth Premium Preparation …………………………………………………………………………… 70

PAG-IBIG Premium Preparation ……………………………………………………………………………. 73

Preparation of Disbursement Voucher …………………………………………………………………………… 78

Preparation of Journal Entry Voucher ……………………………………………………………………………. 90

Bank Reconciliation Schedule ……………………………………………………………………………………… 99

Preparation of Trial Balance ………………………………………………………………………………………... 100

Balance Sheet Generation …………………………………………………………………………………………. 103

Statement of Income and Expense Generation ……………………………………………………………….. 107

Statement of Cash Flow Generation ……………………………………………………………………………… 110

Payment of Taxes through EFPS ……………………………………………………………………………………. 116

Preparation of Monthly Data Sheet ………………………………………………………………………………. 120

AOM/NS/ND …………………………………………………………………………………………………………… 124

FSD Forms……………………………………………………………………………………………………………………….. 128

Certificate of Availability of Funds ………………………………………………………………………………… 129

Budget Utilization Request ………………………………………………………………………………………….. 130

Disbursement Voucher ………………………………………………………………………………………………. 131

Journal Voucher ………………………………………………………………………………………………………. 132

Bank Reconciliation ………………………………………………………………………………………………….. 133

Trial Balance ……………………………………………………………………………………………………………. 134

Balance Sheet …………………………………………………………………………………………………………. 135

Statement of Income Expense ……………………………………………………………………………………... 136

Audit Observation Memo……………………………………………………………….…………………………... 137

Notice of Suspension ……………………………………………………………………………………………...…. 138

Notice of Disallowance ……………………………………………………………………………………………… 139

Statement of Notice of Suspension, Disallowance and Charges …………………………………………… 140

Notice of Finality of Decision ………………………………………………………………………………………... 141

COA Order of Execution …………………………………………………………………………………………….. 142

FSD Process Flow Charts (Cash Management)…………………………………………………………………………... 143

Fuel Fund Replenishment ……………………………………………………………………………………………. 144

Working Fund Replenishment ………………………………………………………………………………………. 145

Supplier: Materials …………………………………………………………………….…………………...………….. 146

Supplier: Meals ………………………………………………………………………...………………………………. 147

Contractor (Horizontal) ………………………………………………………………………………………………. 148

Contractor (Vertical) …………………………………………………………………………………………………. 149

Job Order ……………………………………………………………….………………………………………………. 150

Travel Local …………………………………………………………….……………………………………………….. 151

Leave Monetization …………………………………………………………………………………………………... 151

Other Schedules ……………………………………………….………………………………………………………. 152

Budget Utilization Request …………………………………………………………………………………………… 153

Preparation of Payroll …………………………………………….……………………………………………………154

Preparation of Other Compensation ……………………………………………………………………………… 155

Disbursement Voucher …………………………………………………………………….………………...………. 156

Journal Voucher ………………………………………………………………………………………………………. 157

Bank Reconciliation …………………………………………………………………………………………………... 158

Preparation of Trial Balance ………………………………………………………………………………………… 159

FS Preparation …………………………………………………………………………………………………………. 160

Disallowances and Settlements ……………………………………………………………………………………. 161

CASH MANAGEMENT

FSD Transactions, Process Flow Chart, Forms (Cash Management Division) …………………….………………… 162

Office Collection ……………………………………………………………………………………….……………… 163

Assignment Per Collector ……………………………………………………………………………………………. 166

Cash and Check Remittances …………………………………………………………………………………….. 167

Processing of Printed Collection Reports …………………………………………………………………………. 168

Printing and Updating of Collection Reports ……………………………………………………………………. 169

Summary of Collection ………………………………………………………………………………………………. 170

Paying Without Water Bill ……………………………………………………………………………………………. 171

Collection of Water Bills (w/ Complains, Queries and Adjustments) ……………………………………….. 171

Office Collection ……………………………………………………………………………………………………… 173

Field Collection ………………………………………………………………………………………………………… 179

Field Collection Remittances ……………………………………………………………………………………….. 180

Field Collection Report ………………………………………………………………………………………………. 181

Bank Collection ……………………………………………………………………………………………………….. 182

Cashiering ……………………………………………………………………………………………………………… 186

Cashier’s Collection Report ………………………………………………………………………………………… 194

Cashier’s Collection Remittance ………………………………………………………………………………….. 196

Administration of Fuel Fund …………………………………………………………………………………………. 198



FINANCIAL SERVICES DEPARTMENT

Page | 1


MANUAL OF OPERATIONSFINANCE SERVICES DEPARTMENT

*is one of the departments of the organization concernedwith the resource management, allocation and

investment as well as acquisition.

*responsible for the collection of funds from different sources and ensure its security from any fraud

* ensures the financial health condition of the organization

* control center of financial information as to performance & condition

*ensures to implement internal control system as to funds availability and utilization.

Page | 2


TWO DIVISIONS:

1. ACCOUNTING and BUDGET DIVISION

Accounting and Budget Division is under the Office of the Assistant General Manager for Administration andFinance and is directly under the Department Manager of the Finance Services Department. The Office of theFinance Services Department main function is the safeguarding & maintaining the office assets and properties aswell as financial viability to sustain the operation of the district. Considered as the head department in motivatingmanpower resources to work together on course towards realization of office goals and objectives

The Accounting Division is the office nerve center of information regarding financial transactions reported throughan accurate, updated and reconciled financial reports including preparation and monitoring of budget that willserve as management's guide in future decision making.

It is also responsible for the preparation of disbursement and journal vouchers with approved requests or statementwhich are in accordance to approved COB, COA rules and regulations, latest GAA, Board Resolutions, DBMCircular, LWUA resolutions and other legal bases. It is primarily involvd in the collection and maintenance of datawhich is very essential component to the operation of the District. The financial information for any organization arekept in a pristine system being a key component used in operating and managing any organization. It alsomanages the financial data of the organization which includes sophisticated duties, such as developing ,implementing and maintaining data bases, as well as establishing and monitoring control procedures. Ensures thatall financial reporting requirements are met internally and externally.

Page | 3


Budget - are plans dealing with the acquisition and use of resources over a specified time period expressed inquantitative (monetary) terms. Its preparation involves setting targets for the revenues and expenditures of thewater district. Being a simulation of how the financial inflows, outflows and other accounts will behave as itimplements its plan within the budget period; it also involves the analysis of trends and anticipated changes withinbusiness categories, such as operations and capital expenditures. The adoption of a relatively detailed annualbudget is a key element in improving the water district’s effectiveness. It is prepared by management, usually duringthe last quarter of the year, and should be approved by the Board before being endorsed to the stakeholders andto the regulatory bodies like DBM, COA or LWUA.

2. Cash Management Division- (Collection & Cashiering units) is the treasury of the organization .It involvescollection of funds from all sources and ensures to safeguard from any risk of fraud. It also manages its fundsand ensures to implement internal control system /measures to ensure cash security, availability for theutilization of its operation.

Operating Procedures:

1. Disbursement of Funds: MKWDmaintains disbursement procedures to keep track of the expenses and accountabilitypurposes. There are different purposes for the disbursements and the water district ensures that their disbursementprocedures cover the following purposes:

a. Personal Services f. Emergency procurementb. Operational expenses like chemicals, fuel, and repairs g. Other MOOEc. Capital Expendituresd. Debt servicee. Maintenance expenditures

Page | 4


2. Receipt & Collection Process: MKWD maintains its collection procedures to keep track of the inflow andoutflow of funds in order to ensure its security and availability for the sustainability of its operation.

Disbursements

Disbursements constitute all cash paid out during a given period either in currency (cash) or by check. It may alsomean the settlement of government payables/obligations by cash or by check. It shall be covered byDisbursement Voucher (DV)/Petty Cash Voucher (PCV) or payroll.(Manual on the New Government AccountingSystem)

Fuel Fund Replenishment

MKWD maintains a fuel fund amounting to P100,000.00 for the fuel requests of drivers, meter readersand disconnection personnel for their day to day transactions and also used for the fuel used in thegenerator.

Concerned personnel are required to liquidate their fuel requests after their usage. It is maintained by the Cash Management Division. It is replenished after 70% usage of fund.

JOURNAL VOUCHER

The accounting record in which the economic transactions and events are initially recorded is called a “Journal’”It is known as the “book of original entry” because it is where the economic transactions are first recorded. Thejournal provides record of transactions with explanations and clear references to their supporting documents withcorresponding debits and credits.

Page | 5


Working Fund Replenishment

MKWD maintains a working fund amounting to P30,000.00. It is maintained under the imprest system. As such, all replenishments shall be directly charged to the

expense account and at all times, the Petty Cash Fund shall be equal to the total cash on hand andthe unreplenished expenses.

It is replenished after 75% usage of fund.

EXPENSES – decrease in economic benefits during an accounting period in the form of outflows or depletion ofassets or incurrence of liabilities that result in decreases in equity

Financial Expenses - include bank charges, interest expense, commitment charges, documentary stamps expenseand other financial charges.

Maintenance and Other Operating Expense (MOOE) – include expenses necessary for the regular operations of anagency like, among others, traveling expenses, training and seminars, water, electricity, supplies expense,maintenance of property, plant and equipment, and other maintenance and operating expenses.

Non Cash Expenses – include bad debts and depreciation expense

Personal Services – This account includes basic pay, all authorized allowances, bonuses, cash gifts, incentives andother personnel benefits of officials and employees.

Revenue/Income - increase in economic benefits during the accounting period in the form of inflows orenhancements of assets or decrease of liabilities that result the increases in equity.

Page | 6


The Chart of Accounts – provides the framework within which the accounting records are constructed. It is definedas a list of general ledger accounts consisting of real and nominal accounts. The Chart of Accounts is prescribedfor use by all government agencies. The descriptions of all the accounts and the instructions as to when these areto be debited and credited are provided to achieve uniformity in the recording of government financialtransactions used as the main source in preparing financial statements.

ELEMENTS OF FINANCIAL STATEMENTS:

ASSETS – economic resources of an agency that are recognized and measured in conformity with generallyaccepted accounting principles. It also includes certain deferred charges that are not resources but that arerecognized and measured in conformity with generally accepted accounting principles.

LIABILITIES – economic obligations of an agency that are recognized in conformity with the generally acceptedaccounting principles. Liabilities also include certain deferred credits that are not obligations but that arerecognized and measured in conformity with generally accepted accounting principles.

EQUITY – residual in excess of the agency’s assets over its liabilities

REVENUE/INCOME - increase in economic benefits during the accounting period in the form of inflows orenhancements of assets or decrease of liabilities that result the increases in equity.

EXPENSES – decrease in economic benefits during an accounting period in the form of outflows or depletion ofassets or incurrence of liabilities that result in decreases in equity

TYPES OF ACCOUNTS:

1. REAL ACCOUNT - is a general ledger account that does not close at the end of the accounting year. It is anaccount that will always be a part of an agency’s books once opened. It’s there from the very firsttransaction day to the very last transaction day. Generally, the real accounts are permanent accounts foundin the Balance Sheet namely: Asset, Liability and Equity and it measures the financial condition of an agency.

Page | 7


2. NOMINAL ACCOUNTS – are the accounts that report revenues, expenses, net or loss earnings. They aretemporary accounts which are closed at the end of each accounting year. The balance in these accountsare transferred into permanent accounts.

Nominal Accounts are presented in the Statement of Income and Expenses which must be closely monitoredby the

Accounting and Budget division as this is the very tool to measure how the Agency performed againsttargets.

TYPE AND COMPOSITION OF ASSET ACCOUNTS: – considered as economic resources of an agency

1.1 CURRENT ASSETS: 1.2 NON CURRENT ASSETS:

A. Cash and Cash Equivalent Account: A. Property Plant and Equipment1. Cash On Hand (Accumulated Depreciation)2. Cash In Bank B. Construction In progress

B. Receivable Account:1. AR-Customers/Clients

(Allowance for Doubtful Accounts)2. Due from Officer and Employees3. Due from GOCCs4. Receivables from Disallowances/Charges5. Other Receivables

C. Inventory Account:D. PrepaymentsE. Other Current Assets

Page | 8


2. LIABILITY ACCOUNTS – economic obligation of the District

2.1. CURRENT LIABILITIES: (Short Term) 2.2. NON CURRENT (Long Term) LIABILITIES:

A. Payable Account: A. Loans Payable (LWUA)Accounts Payable Supplier B. Other Long Term LiabilitiesDue to officers and Employees C. Other Deferred Credits – Collection of revenues not yet earnedDue to BIRDue GSISDue to PAG-IBIGDue to PHILHEALTHDue to Other Funds

B. Other Current Liability Account:Guarantee DepositsOther PayableDue from GOCCsDue from LGUsReceivables from Disallowances/ChargesOther Receivables

3. GOVERNMENT EQUITY:- Represents the difference between the Assets and Liability Account

A. Capital OutlayDonated AssetsAcquired Assets

B. Retained Earnings:Cumulative Net Earnings appropriated for a specific purpose which is for the office continuousexpenses

Page | 9


C. Income and Expense Summary:A summary account for all revenues earned and expenses incurred during the year(Net Current Year Earnings)

Statement of Income and Expenses: is a financial statement that shows the elements directly related to themeasurement of an agency’s performance. It includes revenue/income and expenses.

Page | 10


METRO KIDAPAWAN WATER DISTRICT

FUNCTIONAL CHART

ACCOUNTING AND BUDGET DIVISION

It is the office nerve center of information regarding financialtransactions reported through an accurate, updated and

reconciled financial reports including preparation and monitoringof budget that will serve as management’s guide in future

decision making. It is also responsible for the preparation of bothdisbursement and journal vouchers with approved request s or

statement which are in accordance to generally acceptedaccounting principle

CASH MANAGEMENT DIVISION

Responsible for the collection of funds from all sources,safekeeping of fund to depository banks and is responsible for the

preparation of cash or check disbursement with approveschedules for payment which are in accordance to approved

COB,COA Rules and Regulations, CSC, Latest GAA, BoardResolutions, DBM Circulars, LWUA and other regulatory bodies.

OFFICE OF THE BOARD OF DIRECTORSPolicy making body of the Water District

OFFICE OF THE GENERAL MANAGER

Run the day to day operation of the District. Authority to appoint all personnel of the Water District.

OFFICE OF THE ASSISTANT GENERAL MANAGER FOR ADMINISTRATIVE AND FINANCE

Assist the General Manager in running the day to day operation of the Water District concerning Administrativeand Finance.

FINANCE DEPARTMENT

Responsible for the Management, Supervision and Planning of Finance Services in accordance toCOA, LWUA, CSC, DBM, Office and other Governing bodies.

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OFFICE OF THE AGM FOR ADMIN & FINANCE

FINANCE SERVICES DEPARTMENT

ACCOUNTING & BUDGET DIVISION

DIVISION MANAGER

ACCOUNTING SECTION BUDGET SECTION

CORPORATE ACCOUNTANT CORP. BUDGET SPECIALIST

ASST. BUDGET SPECIALISTSR. ACCTG. PROCESSOR A PAYROLL IN-CHARGE

ACCOUNTING PROCESSOR B

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CASHIER D

OFFICE OF THE AGM FOR ADMIN & FINANCE

FINANCE SERVICES DEPARTMENT

CASH MANAGEMENT DIVISION

DIVISION MANAGER

COLLECTION SECTION CASHIERING SECTION

SUPERVISING CASHIER SUPERVISING CASHIER

CASHIER ACASHIERING ASSISTANT

COLLECTION ASSISTANT (4)

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WORK DESCRIPTION

POSITION: Division Manager B, Accounting & Budget DivisionUnder immediate supervision of Department Manager: Responsible in the management of twounits of Accounting & Budget.

% Duties and Responsibilities

40%

Supervision and Monitoring: supervise the over-all activities of the Accounting & Budget units,supervise and review the preparation of Financial Reports (NGAS & CPS) monthly ,review allaccounting records (NGAS & CPS) are accurate & reliable as basis for the preparation of reports.Monitor proper recording of newly acquired ,fully depreciated & disposed PPE, on time paymentsof loans, statutory & other obligation and monthly liquidation of cash & travel advances &reconcile with the GL monthly

30%

Financial & Budget Review: Review in the preparation of disbursement vouchers as to charging ofaccounts & completeness of supporting documents preparation of JEV, Daily Collection Report,Billing Register, MSI Journal and all adjustments, summary of expenses of general/subsidiaryaccounts, annual withholding tax on compensation, summary of Alpha list of regular/casualemployees and other schedules and review variance weekly, monthly & annually.

10%Inventory Monitoring: Monitors, review inventory reconciliation report of PPE, supplies & materialswith the General Ledger

10%Reports management: Prepare monthly data sheet, submits FS ,Ageing of Cash Advances on orbefore the 20th day of the ensuing month. Prepare & submit yearly income tax return to BIR on orbefore April 15 of the incoming year.

5%Monitoring & Evaluation: Monitoring & submission of commitment sheets & performance rating ofall personnel under Accounting & Budget Division. Submit mentoring and coaching journal.Evaluate performance of Accounting & Budget Division on semi-annual basis.

5%Others: Assist in coordination with COA,BIR,DBM and other Agencies on matters concerningaccounting and budget preparation. Do other related works as the need arises.

100%

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POSITION: Corporate Accountant

Under the immediate supervision of Division Manager


20%Ensure the accuracy of Monthly, Quarterly, and Annual Financial Statements includingannual tax and annual reports and other related reports to other agencies and otheroversight bodies.

20%Ensure the correct charging of accounts and completeness of supporting documents forall transactions.

15%Certifie and monitors cash advances granted. Prepares Weekly, Monthly, quarterly andannual status on cash advance reports.

10% Responsible for COA related matters

10%Responsible for the monitoring and updating of work order ledger cards on constructionwork in progress for reconciliation with the accounting unit with PPE in-charge;

25%Contribution to Category A( 5%) 5S (5%) OSHS (5%) Adhere to Protocols and office Policies& Procedures (5%) Participation to all Office activities (5%).

100%

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POSITION: Corporate Budget Specialist

Under the direct supervision of Corporate Budget Specialist and immediate supervision of Department Manager


25% Prepare consolidated proposed annual Budget and CAPEX, APP, PPMP every 2nd quarter of the yearfor submission to GM and approval of the BOD and after approval to DBM.

15% Issue Budget Utilization Request (BUR) request for payments.

10% Recommend supplemental budget and budget modification/realignment if there is any.

10% Submit daily ,weekly ,monthly reports on BUR issued and variances.

10% Monitor Work in Progress and its updates through the Assistant Corp. Budget Specialist.

10% Adhere to all office protocols, policies & procedures.

5% Attend to all office activities both internal & external.

10% Conduct 5S and OHS within the working area.

5% Contribution of Re-categorization.

100%

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POSITION : Assistant Corporate Budget Specialist

under the direct supervision of Corporate Budget Specialist and immediate supervision of Division Manager &Department Manager


20% Issue Certificate of Availability of Funds for approved Purchase Request, Job Order and anyother procurement based on APP, PPMP for each Division/unit.

15% Monitor CAF issuances and submit daily /weekly/monthly variances including ageing of CAFissued and its status.

15% In the absence of CBS, prepare BUR including updating of the SL & reports, registers andvariances.

10% Submit daily ,weekly ,monthly reports on CAF issued and variances

5% Pre-audit all documents before Gm’s approval.

10% Responsible for updating the work order ledger card for Construction Work in Progress forreconciliation with PPE In-charge in the Accounting unit.

5% Assist the Division Manager and other functions from time to time.

5% Responsible for the monitoring of Cash Advances & Trainings

10%

Conduct 5S and OHS within the working areaAttendance to office protocols, policies & proceduresAttend to all office activities

5% Contribution of Re-categorization100%

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POSITION: Accounting Processor B (Payroll In-charge)

under the direct supervision of Corporate Accountant and immediate supervision of Division Manager &Department Manager


20% Prepare payroll of all employees and checks supporting documents and schedule payables incoordination with various payees.

10% Prepare payroll related reports, accurate and on-time processing of bank transactions concerningpayroll, GSIS, Pag-ibig , Philhealth and other line Agencies

5% Demand DTR’s , step increments, changes in status due for promotion from the HR on scheduled basisprior to payroll preparation

10% Responsible in the monitoring of employees Accounts Payables and accounts receivables

10% Monitor quarterly ROSA as to the accuracy of amount10% Monitor and manage COA suspensions & settlements of Disallowances .5% Assist the Department Manager and other functions from time to time5% Perform other tasks assigned anytime or during or beyond office hours

10% Conduct 5S and OHS within the working area5% Contribution of Re-categorization5% Adherence to office protocols, policies & procedures5% Attend to all office activities

100%

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POSITION: Accounting Processor B

under the direct supervision of Corporate Accountant and immediate supervision of Division Manager &Department Manager


20% Prepare Disbursement Vouchers with complete attached supporting documents for payment

15% Compute, prepare and reconcile taxes withheld from suppliers for attachment to vouchers and forremittance to BIR

10%Photocopy and on time organized filing and safekeeping of paid Disbursement vouchers withcomplete documentary attachments ( Copy 1- to COA, Copy 2- File for safekeeping and futurereference)

15%Prepares and submit daily/weekly/monthly summary & ageing of Disbursement Vouchers to directSupervisor for evaluation and reference. Provides copy of DV register to Budget Section forCertificate of Availability of funds (CAF) monitoring.

10% Prepare Individual Performance Commitment Review Form (IPCRF) on semi-annual basis5% Assist the Corporate Accountant and other functions from time to time5% Perform other tasks assigned anytime or during / beyond office hours

10% Conduct 5S and OHS within the working area5% Contribution to Re-categorization5% Attend to all office activities

100%

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Position: Senior Accounting Processor A

under the direct supervision of Corporate Accountant and immediate supervision of Division Manager andDepartment Manager


10% Review charging of accounts and payables before the disbursement preparation

10% Ensure that all payables have complete supporting documents before voucher preparation

15%Responsible for the bookkeeping and safekeeping of book of Accounts of MKWD

15%

Reconcile book of final entries versus original entries including reports of other divisions/departments,prepare JEV based on approved statements/reports of their respective departments andrecommends adjustments for JEV whenever necessary.

20%Prepare monthly Trial Balance and schedules to support the veracity of entries of financial statementsand submit on or before the 18th day of the ensuing month.

10% Adhere to all office protocols, policies & procedures

5% Attend to all office activities both internal & external

10% Conduct 5S and OHS within the working area

5% Contribution of Re-categorization

100%

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POSITION: Division Manager B, Cash Management

Under immediate supervision of Department Manager: Responsible in the management of two unitsof Cash management.


25% Supervise and monitor Daily Cash Position Reports ( check Issued, Working fund, Fuel Fund andEmergency Fund)

10% Review summary of replenishment of Working Fund, emergency Fund and fuel Fund

20%Recommend plan and programs for the improvement/enhancement of system w/in Cashmanagement to ensure cash security and funds from all sources.

10%Ensure on time submission of Monthly Collection Report, Daily Cash Position Report, Monthly Reporton Interest Revenue and Withholding Taxes, collection and D

10%Ensure 100% accurate collection of billed and not billed charges. No partial payment is acceptedunless with prior approval by higher supervisor.

10%Monitor and evaluate individual performance rating of personnel in the division and conductmentoring and coaching when needed

5% Perform works as directed by Department Manager, Assistant GM and General Manager as theneed arises.

10% Ensure implementation of 5S and OSHS within the working area

100%

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POSITION: Supervising CashierUnder the immediate Supervision of Division Manager. Responsible for the supervision andimplementation of internal control measures of Cashiering & Collection unit under Cashmanagement Division and ensure compliance to proper cash management policies, procedures inadherence to accounting principles & COA rules.

% Duties & Responsibilities

10%Directly supervise, monitor and check daily activities undertaken by Cashier A and CashieringAssistant and ensure compliance to established work flow, process & procedures, protocols andinternal control system in adherence to COA rules and cash management’s standards.

10%Check the accuracy of Collection Reports of 2 Tellers based on assignment prepared by Divisionmanager, CMD. and endorses report to Division Manager for review and noted by DepartmentManager.

5% Facilitate access to computer program in case of partial payments, cancellation of OR's and otherrelated program/module.

5%

Counter check summary of collection report prepared by Cashiering assistant on the followingschedule: q. Daily summary every 1st hour of the following day b. WeeklySummary 1st hour every Monday c. Monthly Summary on or before the 5th working day of theensuing month.

10% Check the accuracy of deposit slips, cash transfer slip and other bank documents and forward toDivision Manager, CMD for validation before forwarding to Cashier A for actual bank transactions;

10% Check accuracy of Daily Cash Position Report prepared by Cashier a including validated depositslips versus respective passbooks & tellers remittances

5%Ensure submission of spot reports including retrieval of official documents (if there are any) for anydiscrepancy noted in the collection and collection and cashiering transactions right after detectionof discrepancies;

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100%

POSITION: Cashier DUnder immediate Supervision of Cashier A. Assist in the disbursement, release and collectiontransaction of Cash Management Division. Prepares fuel fund vouchers, emergency fund vouchersand Working fund vouchers including their respective registers and is responsible for their safekeepingfor future reference/audit. Performs other related job as assigned from to time.

% Duties & Responsibilities10% Assist in the preparation of checks and disbursement

15%Assist in releasing of cash to requisitioners with complete attached documents for the utilization offuel fund, emergency fund and working fund. With updated daily posting of disbursement formonitoring purposes and preparation of weekly/monthly reports.

15% In-charge in the liquidation & replenishment of all funds (FF,WF, EF) and ensure liquidation andreplenishment is within the prescribed period ( liquidation w/in 3 days, replenishment 70% utilization).

10% Assist in the deposit of cash/check collection to respective depository banks5% Facilitate the updating of bank books

5% Prepare transmittal of returned DV's to Accounting unit and see to it that all attached disbursementvouchers including supporting documents are stamped paid.

5% Assist in monitoring of the unreturned vouchers and prepares report for weekly/monthly basis10% Assist office collection if necessary

5% Prepare and submit IPCR including that of Cashier A and Cashiering assistant with accomplishmentreports for evaluation and rating by the Division Manager according to SPMS cycle.

5% Ensure implementation of 5S and OSHS in the workplace5% Perform other tasks as directed by supervisors5% Actively participates to office related activities5% Conduct 5S everyday w/in the working area and observe occupational safety in the work place

100%

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POSITION: Cashiering AssistantUnder immediate Supervision of Supervising Cashier. Act as liquidating Officer of official Receiptsissued to office Tellers. Perform post audit of office collection reports versus OR's and remittances.Responsible for the preparation and maintenance of updated & reconciled monthly CashCollection Register (CCR). Directly responsible for the collection related reports for validation by BIRand for submission to COA.


10% Monitor Teller's daily activity and ensure compliance of Tellers commitments during due datesincluding established schedules of remittances three(3) or more times a day.

15%Check accuracy of Tellers daily and cash remittances versus denomination and ensureimplementation of established process and procedures, flow of transactions and other relatedprotocols in the Collection unit.

10%

Review the accuracy of OR series issued to Cash Management Division before issuing to respectiveTellers and report any discrepancies to direct supervisor for proper action. Maintain liquidationJournal of used and unused OR's per collecting officer both Office & Bank and submit report on aweekly and monthly basis.

5% Print daily collection report of all office Tellers after closing of collection transaction everyday andforward to respective Tellers for final remittances.

5%

Conduct post audit of Tellers Detailed Collection Report based on assignment prepared by theDivision Manager, CMD. Checking must be per detailed collection report versus OR series andremittances. Any noted discrepancy must be reported to the Division Manager for proper action.After checking the collection report, together with the Official receipt will be forwarded to DivisionManager for review and noted by Dept. Manager within three(3) days from submission.

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10%

Responsible in the checking of bank collection posted by assigned Tellers per detailed report versusOfficial receipt and deposit slip any noted discrepancy must be reported to Division Manager forproper action. After checking, the collection report together with the official receipt will beforwarded to Division Manager for review and noted by Dept. Manager with three (3) days fromsubmission.

10%Prepare daily/weekly and monthly consolidated collection report for reconciliation at theAccounting duly checked by Supervising Cashier, validated by the Division Manager, CMD andfurther reviewed by Dept. Manager, FSD.


5% Responsible for the soft bounding of used OR's for validation by BIR with BIR stamped and forsubmission to COA on the 25th day of the ensuing month.

5% Prepare transmittal of every reports endorsed to other division, department including COA5% Prepare spot report to any discrepancy noted during post audit of collection reports immediately

5% Prepare and submit IPCR for evaluation by Supervising Cashier and for rating by Division Manager,CMD w/in the SPMS cycle.

5% Conduct 5S everyday w/in the working area and observe occupational safety in the work place

5%Perform other task as directed by supervisors and actively participate to office activities w/priorpermission from direct supervisor before leaving the post.

100%

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POSITION: Collection Assistant (4)Under immediate supervision of Cashiering Assistant: Responsible for the acceptance of cash &check payment from all sources of customers and ensure implementation of generally acceptedprocesses and procedures in compliance with office protocols and other government rules andregulations to secure and safeguards the fund.


10%

Receive payment of water bills & other charges and issues corresponding official receipts topaying customers with courtesy and politeness in the following options:a. Cash payment through “Cash Payment" option in the computer program.b. Check payment through “check Payment" option in the computer program. Write the accountnumber/sat the back of the check and make sure that account numbers paid through checkreconciles with the OR and what is posted at the computer. Check payment must be payable toMKWD only. No personal check shall be accepted unless with prior approval by the highersupervisor. Government check must be supported with Bank advice and Obligation slip to ensureavailability of cash for water bill payment.

5%Must be in the individual Teller's booth before 7:00 a.m. especially during due dates and peakdays and 7:30 a.m. for non-peak days/due dates.

10%

Must inform the customers of the amount to be paid and count first the money received beforeissuing an official receipt to avoid cancellation of official receipt. In case of OR cancellation, aCancellation Slip must be properly filled up including the reason of cancellation by respectiveTeller, duly verified by the Cashiering Assistant/Division Manager and approved by theDepartment Manager.

5%Must see to it that the first OR issued for the day is the ending of the last OR previously issued andby the end of the day turn over unused OR to Cashiering Assistant.

10%Ensure 100% accurate collection of billed and not billed charges. No partial payment is acceptedunless with prior approval by higher supervisor.


Page | 26


10%Remit daily collection based on established scheduled time (10:30 a.m., 2:30 p.m., and finalremittance 4:30 p.m. ) with no counterfeit, no over, no under remittances.

5%Submit detailed and reconciled daily collection report with attached denominations and depositslips together with the official receipts to Cashiering assistant within the day or first hour thefollowing day for post audit.

5%Perform field collection at Makilala, Matalam and Magpet on scheduled basis and preparesdeposit slip for the pickup services by depository Bank at 1:00 p.m. to 1:30 p.m.

5%Prepare and submit spot report to any discrepancy noted including program related during theconduct of collection transaction

5% Forward or endorse to Supervisor any complaints, queries and other concern from customers forproper action.

5%Prepare accomplishment reports and submit IPCR to Supervising Cashier for review of theaccomplishment encoded in the form and forward to Division manager for assessment and ratingwithin the SPMS cycle.

10% Conduct 5s and observe OSHS everyday w/in the working area

10% Perform other task as directed by Supervisors and actively participate to office activities with priorpermission from direct supervisor before leaving the post.

100%

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MONTHLY REPORTS SCHEDULE

NO. RESPONSIBLEDEPARTMENT REPORTS NEEDED DUE DATES TO BE SUBMITTED

TO DEPT/AGENCY

1

Finance ServicesDepartment

Summary of Check Disbursement

Every 5th day of the ff.Month. FSD

2Summary of Disbursement VouchersIssued

3 Cash Receipt Register Report

4Report on Interest Charges & WithholdingTax

5 Monthly Collection & Deposit

6Report on Accountability of AccountableForms

7Summary of Cash Transfer & DepositReport

8 Monthly Monitoring of Cash Advance9 Ageing of Cash Advance

10

Report on Salaries and Allowances(ROSA)Every 5th day of the ff.month of succeedingquarter

FSD/COA

11Financial Report w/schedules &

TB,IS,BS,CE,NFEvery 25th day of the ff.month COA/LWUA/BOD

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NO.RESPONSIBLEDEPARTMENT

REPORTS NEEDEDDUE DATES TO BE SUBMITTED

TO DEPT/AGENCY

1

Admin & HumanResource

Reports on Materials & Supplies Issued

Every 5th day of theff. Month.

FINANCESERVICES/

ACCOUNTING &BUDGET

2 Acknowledgement Receipt for Equipment3 Inventory Custodian Slip4 Monthly Inventory Report5 Stock Adjustment ( if there any)6 Report on Materials Returned

7 Summary of Property Plant & Equipment8 Report on Acquired Assets9 Monthly Depreciation Schedule

10 Monthly Inventory of Personnel Report

11Perfected Purchase Order

w/in 5 days uponreceipt of the supplierof NOA, NTP &Purchase Order

COA

Every 5th day of the ff. Month. Every 10th day of theff. Month. FSD/COA

12

Page | 29



NO. RESPONSIBLEDEPARTMENT REPORTS NEEDED DUE DATES TO BE SUBMITTED TO

DEPT/AGENCY

1

Engineering &OperationsDepartment

Quarterly Report on On-Going &Accomplished Projects

Every 5th day of theff. month ofsucceeding quarter

FSD/COA

2 Data of Operations for Monthly DataSheet

Every 5th day of theff. Month. FSD/LWUA

3 Monthly Fuel Utilization Report Every 5th day of theff. Month. FSD/COA

4 Office of the BODMonthly BOD Approved Resolution & No.Of Meetings conducted

Every 5th day of theff. Month. FSD

5 Office of the GM Monthly Fuel Utilization Report Every 5th day of theff. Month. FSD/COA

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ACCRONYMS AND DEFINITION OF TERMS

1 CERTIFICATE OF AVAILABILITY OFFUNDS(CAF)

A special document which certifies that funds are available for thescheduled procurement based on approved budget issued by theCorporate Budget Specialist ,verified by Div. Manager , Dept. Manager andAGM.

2 BUDGET UTILIZATION REQUEST(BUR)

Authority for utilization of budget to be attached during payment ofapproved request for payment signed by respective Department Managerand counter signed by Accounting unit and Department of Finance & AGM.

3 FINANCIAL STATEMENT (FS)

Is a formal record of the financial activities and position of a business, personor other entities. Relevant financial information is presented in a structuredmanner and in a form easy to understand through the five basic elements:Balance sheet, Income Statement, Cash Flow Statement, Statement ofchanges in Equity and Notes to Financial statement.

4 JOURNAL ENTRY VOUCHERS(JEV)

Authorizes to record all transaction/s in the book of accounts like: closingentries, correcting entries of previously recorded transaction and any otheradjustment.

Page | 31



5 Working Fund Voucher (WFV)-petty cash fund voucher to vouched the approved itinerary claims ofemployees who are assigned on field and any other claims more or less notmore than 1,000.00.

6 Fuel Fund Voucher ( FFV) A special voucher attached to all fuel claims of Drivers with approveditinerary of travel and FRS & OR’s for their daily activity on field.

7 Emergency Fund (EF)

A petty cash fund to vouch the approved procurement of vehicle spareparts, materials and fittings during emergencies that will result to hamper theoperation of the District or any related emergencies amounting toP10,000.00.

8 NOTICE OF SUSPENSION (NS)

A temporary suspension of transaction which is of doubtfullegality/validity/propriety unless satisfactorily explained by the responsibleofficers or until additional documentation or requirements on matters raisedin the course of audit are submitted or complied with.

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9 NOTICE OF DISALLOWANCE( ND)

an issuance of disallowances during audit to transactions which areunconscionable (unreasonable and immoderate, i.e. which no man in hisright sense would make, nor a fair and honest man would accept asreasonable; and those incurred in violation of ethical and moralstandards)

10 AUDIT OBSERVATIONMEMORANDUM (AOM)

a memorandum issued by the assigned COA Audit Team to notice theHead of Agency and responsible Officer of the Agency regarding thedeficiencies noted in the transactions being audited. The Head ofAgency is given specific period to comply the necessary documents andsubmit answer to the Auditor.

11 NOTICE OF FINALITY OFDECISION (NFD)

is a notice issued to the Agency Head to inform that a decision of theAuditor , Director, Adjudication and Settlement Board or CommissionProper has become final and executory, there being no appeal or motionfiled within the reglementary period.

Page | 33


TRANSACTIONS AND PROCESSES(ACCOUNTING)

Page | 34


ISSUANCE OF BUDGET UTILIZATION REQUEST

STEP ACTIVITIES DURATION(MINS/HRS/DAYS)

RESPONSIBLEPERSON/UNIT

PRE REQUISITEACTIVITIES DOCUMENTARY REQUIREMENTS

1

Receivedocumentrequesting forBUR

3-5 minutes DivisionManager

AttachedCAF andChecklist arecompliedwith.Requisitionershould ensurethat alldocumentsare dulysigned andapproved byGM

1. Transaction for CAF on CashAdvance / Reimbursement (Refer toAnnex A1)2. Transaction for CAF on PR /JobOrder (Refer to Annex A2)3. Transaction for CAF on JobOrder/JO(printing/contractor/advertisement)(Refer to Annex A3)4. Transaction for CAF onReplenishment (Refer to Annex A4)5. Transaction for CAF onUtilities(Refer to Annex A5)6. Transaction for CAF on SecurityServices(Refer to Annex A6)7. Transaction for CAF on LeaveMonetization (Refer to Annex A7)8. Transaction for CAF on FidelityBond (Refer to Annex A8)9. Transaction for CAF on TerminalLeave (Refer to Annex A9)

Page | 35


10. Transaction for CAF onRepresentation and TransportationAllowance/RATA (Refer to AnnexA10)11. Transaction for CAF on Salaries &Wages (Refer to Annex A11)12. Transaction for CAF onScheduled Payment (e.g.LWUA/Excel/Nation /Matalam-Kilada) (Refer to Annex A12)

2

Check andanalyze if therequest iswithin the2016 Budget

2-3 minutes ConcernedRequisitioner

AttachedCAF

Same as step 1 documentaryrequirement

3

Issuance ofBudgetUtilizationRequest

2-3 minutes CorporateBudgetSpecialist

APP/ PPMP -CorporateBudgetSpecialist

l. CAF should be signed/initialed bythe Corporate Budget Specialist,Corporate Budget Specialist, DivisionManager of A&B, Dept Manager FSDand AGM for A&F.

4

Forward toaccountingfordisbursement

Accountingprocessor C

BUR forschedule fordisbursement

5 END OF TRANSACTION FOR BUR

Page | 36


Annex A1 Transaction for CAF on Cash Advance / ReimbursementPer Diem (Local Travel)

Travel OrderItinerary of travel

Letter of InvitationRegistration form (if any)

ContractCertificate of no unliquidated cash advance

Office Order from the GMCertificate of Travel Completed (for reimbursement)

Certificate of appearance (for reimbursement)OR (if with registration/meals/ other expenses)

Attached CAF

Per Diem (Foreign Travel)Travel Order

Itinerary of travelLetter of Invitation

ContractCertificate of no unliquidated cash advance

DSAOffice Order from the GMRegistration form (if any)

Attached CAF

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Honorarium, Per Diem, Bantay BukidRequest payment letter/Justification

Office Order of the GM (if any)Approved schedule

Certificate of no unliquidated cash advanceMOA

Attached CAF

ActivityRequest payment letter/Justification

Office Order of the GM (if any)Approved proposed activity & budget

Certificate of no unliquidated cash advanceAttached CAF

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Annex A2 Transaction for CAF on Purchase Request /Job OrderComputer Unit/Parts replacement /Supplies/Materials/Equipment / Services / Repair

PR / JOAPP/PPMP indicating Item and ABC reflected on the PR.Request payment letter / JustificationPre-audit recommendationIAR / RR / ICS / ARECI / DR /OR / SOAAccomplishment ReportDocumentation / Photos (if necessary)PONTP/NOABAC Resolution /AOB3 quotations (at least, except lone supplier)Waste Material (if any-Computer unit / Parts replacement )History Ledger Card from the Property Supply Office (if any-partsreplacement)Pre Repair Inspection Report (for Computer unit / Parts replacement )Spot Report ( Computer unit / Parts replacement )Attached CAF

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Snacks/mealsPurchase RequisitionAPP/PPMP indicating Item and ABC reflected on the PR.Pre-audit recommendation (if necessary)IARCI / ORAttendance sheet (original copy)Documentation / PhotosPONTP/NOABAC Resolution /AOB / PhilGEPS3 quotations (at least)Request payment letter/JustificationAttached CAF

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Annex A3 Transaction for CAF on Job Order/JOTarpaulin / T-shirt printing

Job OrderSamplePrinted APP/PPMP indicating Item and ABC reflected on the JORequest payment letter/JustificationOffice Order of the GM (if any)Attached CAF

Information/AdvertisementRequest payment letter/JustificationOffice Order of the GM (if any)Printed APP/PPMP indicating Item and ABCAttached CAF

Labor contractorRequest payment letter/JustificationPOW/Work Order and engineering details,Documentation/PhotosProject Inspection ReportLabor Contract/ MOA (if any)Accomplishment Report(Physical & Financial)Statement of AccountAttached CAF

Page | 41


Annex A4 Transaction for CAF on ReplenishmentSummary of fuel consumedWFV recapitulationFuel fund voucher registerUnliquidated fuel fundTrip ticket and record of travelFuel requisition slipDetailed fuel fund vouchersDrivers daily reportAttached CAF

Annex A5 Transaction for CAF on UtilitiesApproved request/ scheduleStatement of AccountBilling NoticeAttached CAF

Page | 42


Annex A8 Transaction for CAF on Fidelity BondApproved request paymentList of accountable public officersLetter to Bureau of TreasuryCertification of applicant (s)General form 57 (A)/58 (B), SALNAttached CAF

Annex A6 Transaction for CAF on Security ServicesApproved request/ scheduleAccomplishment reportStatement of AccountBilling NoticeDTRDetailed daily manning recordAttached CAF

Annex A7 Transaction for CAF on Leave MonetizationApproved request (letter of intent)Approved application for leaveLeave ledgerCSC Omnibus leave monetization Sec. 22Attached CAF

Page | 43


Annex A9 Transaction for CAF on Terminal LeaveTerminal leave scheduleAffidavit of undertakingMKWD clearance formApplication for leave,Leave ledgerLeave adjustment memoAttached CAF

Annex A10 Transaction for CAF on Representation andTransportation Allowance/RATA

Approved scheduleCertificationAttached CAF

Annex A11 Transaction for CAF on Salaries & WagesApproved schedulePayroll ClearingPayroll RegisterSchedule of deductionSchedule of Net Pay,

Memo for promotionNOSI (if any)Attached CAF

Page | 44


Annex A12 Transaction for CAF on Scheduled Payment(e.g. LWUA/Excel/Nation /Matalam-Kilada)

Approved scheduleAttached CAF

Page | 45


ISSUANCE OF CERTIFICATION OF AVAILABILITY OF FUNDS

STEP ACTIVITIES DURATION(MINS/HRS/DAYS )



1 Receivedocumentrequesting forCAF

3-5 minutes Checklist arecompliedwith.Requisitionershould ensurethat alldocumentsare dulysigned priorto GM'sapproval.

1. Transaction for CAF on CashAdvance / Reimbursement (Referto Annex A1)

2. Transaction for CAF on PR /JobOrder (Refer to Annex A2)3. Transaction for CAF on JobOrder/JO(printing/contractor/advertisement)(Refer to Annex A3)

4. Transaction for CAF onReplenishment (Refer to Annex A4)

5. Transaction for CAF onUtilities(Refer to Annex A5)

6. Transaction for CAF on SecurityServices(Refer to Annex A6)

7. Transaction for CAF on LeaveMonetization (Refer to Annex A7)

Page | 46


8. Transaction for CAF on FidelityBond (Refer to Annex A8)

9. Transaction for CAF on TerminalLeave (Refer to Annex A9)

10. Transaction for CAF onRepresentation and TransportationAllowance/RATA (Refer to AnnexA10)11. Transaction for CAF on Salaries& Wages (Refer to Annex A11)12. Transaction for CAF onScheduled Payment (e.g.LWUA/Excel/Nation /Matalam-Kilada) (Refer to Annex A12)

2 Check andanalyze if therequest iswithin the2016 Budget

2-3 minutes ConcernedRequisitioner

YES: proceedto step 3

Same as step 1 documentaryrequirement

NO: requirejustification/modification/re-alignment

Same as step 1 documentaryrequirement with Justification/modification/ re-alignment

3 Issuance ofCertificationof Availabilityof Fund

2-3 minutes AssistantBudgetSpecialist

APP/ PPMP -CorporateBudgetSpecialist

l. CAF should be initialed by theAssistant Budget Specialist,Corporate Budget Specialist,Division Manager of A&B, DeptManager FSD and AGM for A&F.

Page | 47


4 GM's approvalof PR/JO orBURpreparation

Requisitioner OutstandingCAF : Returntorequisitionerfor GM’sapproval

BudgetSpecialist

CAF forPayment:Forward toCBS for BURpreparation

5END OF TRANSACTION FOR CAF

Note: * -cumpolsory requirement for BUR but not necessary for CAF requirement

Page | 48


Annex A1 Transaction for CAF on Cash Advance / ReimbursementPer Diem (Local Travel)

Travel OrderItinerary of travelLetter of InvitationRegistration form (if any)ContractCertificate of no unliquidated cash advanceOffice Order from the GMCertificate of Travel Completed (forreimbursement)Certificate of appearance (for reimbursement)OR (if with registration/meals/ other expenses)

Per Diem (Foreign Travel)Travel OrderItinerary of travelLetter of InvitationContractCertificate of no unliquidated cash advanceDSAOffice Order from the GMRegistration form (if any)

Page | 49


Honorarium, Per Diem, Bantay BukidRequest payment letter/JustificationOffice Order of the GM (if any)Approved scheduleCertificate of no unliquidated cash advanceMOA

ActivityRequest payment letter/JustificationOffice Order of the GM (if any)Approved proposed activity & budgetCertificate of no unliquidated cash advance

Annex A2 Transaction for CAF on Purchase Request /Job OrderComputer unit / Parts replacement /Supplies/Materials/Equipment / Services /Repair

PR / JOAPP/PPMP indicating Item and ABC reflected on the PR.Request payment letter / Justification*Pre-audit recommendation*IAR / RR / ICS / ARE*CI / DR /OR / SOA*Accomplishment Report*Documentation / Photos (if necessary)*PO *NTP/NOA*

Page | 50


BAC Resolution /AOB*3 quotations (at least, except lonesupplier)*Waste Material (if any-Computer unit / Parts replacement)*History Ledger Card from the Property Supply Office (ifany-parts replacement)*Pre Repair Inspection Report (for Computer unit / Partsreplacement )*Spot Report ( Computer unit / Parts replacement )*

Snacks/mealsPurchase RequisitionAPP/PPMP indicating Item and ABC reflected on the PR.Pre-audit recommendation (if necessary)*IAR *CI / OR *Attendance sheet (original copy) *Documentation / Photos *PO *NTP/NOA *BAC Resolution /AOB / PhilGEPS *3 quotations (at least) *Request payment letter/Justification *

Page | 51


Annex A3 Transaction for CAF on Job Order/JOTarpaulin / T-shirt printing

Job OrderSamplePrinted APP/PPMP indicating Item and ABC reflected on the JORequest payment letter/Justification*Office Order of the GM (if any)*

Information/AdvertisementRequest payment letter/JustificationOffice Order of the GM (if any)Printed APP/PPMP indicating Item and ABC

Labor contractorRequest payment letter/JustificationPOW/Work Order and engineering details,Documentation/PhotosProject Inspection ReporLabor Contract/ MOA (if any)Accomplishment Report(Physical & Financial)Statement of Account

Page | 52


Annex A4 Transaction for CAF on ReplenishmentSummary of fuel consumedWFV recapitulationFuel fund voucher registerUnliquidated fuel fundTrip ticket and record of travelFuel requisition slipDetailed fuel fund vouchersDrivers daily report

Annex A5 Transaction for CAF on UtilitiesApproved request/ scheduleStatement of AccountBilling Notice

Annex A6 Transaction for CAF on Security ServicesApproved request/ scheduleAccomplishmentreportStatement of AccountBilling NoticeDTRDetailed daily manning record

Page | 53


Annex A7 Transaction for CAF on Leave MonetizationApproved request (letter of intent)Approved application for leaveLeave ledgerCSC Omnibus leave monetization Sec. 22

Annex A8 Transaction for CAF on FidelityBond

Approved request paymentList of accountable public officersLetter to Bureau of TreasuryCertification of applicant (s)General form 57 (A)/58 (B), SALN

Annex A9 Transaction for CAF on Terminal LeaveTerminal leave scheduleAffidavit of undertakingMKWD clearance formApplication for leave,Leave ledgerLeave adjustment memo

Page | 54


Annex A10 Transaction for CAF on Representation andTransportation Allowance/RATA

Approved scheduleCertification

Annex A11 Transaction for CAF on Salaries & WagesApproved schedulePayroll ClearingPayroll RegisterSchedule of deductionSchedule of Net Pay,

Memo for promotionNOSI (if any)

Annex A12 Transaction for CAF on ScheduledPayment (e.g. LWUA/Excel/Nation /Matalam-Kilada)

Approved schedule

Page | 55


PREPARATION OF PAYROLLTRANSACTION 1 - PAYROLL REGISTER PREPARATION - REGULAR, CASUAL AND JOB ORDERS



PRE REQUISITEACTIVITIES


1

Collect all theBillings fromconcernedpersonnel andassociation,downloadbilling fromGSIS website,Collect datafrom HRDivision forNOSi andpromotion(ifany)

1-3 days Associationrepresentative, IRMO,Payroll - in charge

Collected theschedule ofdeduction todifferentassociations.

Memo forpromotion/Plantilla,NOSI, Withholdingtax computationschedule, GSIS/Pag -IBIG/Philhealth Billing,GSIS Loan Billing, Pag- IBIG Loans Billing,Y2K Loan Billing,AMA Loan Billing,Provident Loan onSalary Billing,Provident Loan onPERA Billing, CoopBilling, Union DuesBilling, Schedule ofDonation Billing,Water Bill Billing,Penalty on non -wearing of uniformbilling, Sun CellularBilling, NS and NDDeduction andOthers(if any)

Page | 56






2

Preparation ofRegular andCasual PayrollRegister

3-4 days Payroll - in - charge Analyze receivedchanges in salaryfrom HR Divisionand billings fromconcernedassociations;consolidation ofdeductions

Annex 1.1 forRegular and CasualRequirementsAnnex 1.2 for JobOrder Requirements

3

Preparation ofPayrollClearing,Notes toPayroll andIndividualSchedule ofDeductions

1-2 days Payroll - in - charge Regular andCasual PayrollRegisterPreparation

Payroll Register andother documentaryrequirements.

4

Check andensure theaccuracy ofPayroll registerand Individualschedule ofdeductions inaccordancewith the

2-3 hours Corporate Accountant Regular andCasual PayrollRegister, PayrollClearing, Notes toPayroll andIndividualSchedule ofDeductionsPreparation

Payroll Register,Payroll Clearing,Notes to Payroll andIndividual Scheduleof Deductions andother documentaryrequirements.

Page | 57


documentaryattachments.

5

Reviews theaccuracy ofPayroll registerand Individualschedule ofdeductions inaccordancewith thedocumentaryattachments.

2-3 hours Division Manager -Accounting andBudget

Regular andCasual PayrollRegister, PayrollClearing, Notes toPayroll andIndividualSchedule ofDeductionsPreparation


6

Certifies theaccuracy ofPayroll registerand Individualschedule ofdeductions inaccordancewith thedocumentaryattachments.

2-3 hours Department Manager- Finance Services



Page | 58


7

Recommendsthe approvalof Payrollregister andIndividualschedule ofdeductions asto accuracy inaccordancewith thedocumentaryattachments.

2-3 hours AGM - Admin andFinance



8

Approves thePayroll registerand Individualschedule ofdeductions asto accuracy inaccordancewith thedocumentaryattachments.

2-3 hours General Manager Regular andCasual PayrollRegister, PayrollClearing, Notes toPayroll andIndividualSchedule ofDeductionsPreparation


9

If check wasprepared fordisbursement,prepares BankAdvise

30 minutes - 1 hour Payroll - in - charge Preparation ofCheck

Check,DisbursementVoucher, BUR, CAF,Approved PayrollRegister.

Page | 59


11

Endorse toDivisionManager,DepartmentManager,AGM forAdmin andFinance andGeneralManager forchecking,accuracy andaprroval ofBank Advise.

1-2 hours Payroll - in - charge Bank Register andBank Transmittal

Preparation

Bank Register, BankTransmittal, Check,DisbursementVoucher, BUR, CAF,Approved PayrollRegister.

12 END OFTRANSACTION

Page | 60


TRANSACTION 2 - WITHHOLDING TAX REMITTANCE





1

ComputeWithholdingTax ofIndividualEmployee forthatapplicablemonth

1-2 days Payroll - in - charge Analyze changesin individualinformation.

NOSI, MEMO forPromotion/Plantilla

2

Preparesschedulealong withPayroll Registeron or beforethe 10th day ofapplicablemonth

3-4 days Payroll - in - charge Computation ofWithholding tax

NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule

3

Check andensure theaccuracyWithholdingtax schedule

2-3 hours Corporate Accountant Computation ofWithholding tax

NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule, PayrollRegister

Page | 61


4

Reviews theaccuracyWithholdingtax schedule


Computation ofWithholding tax


5

Certifies theaccuracyWithholdingtax schedule




6

Recommendsthe approvalWithholdingtax scheduleas to accuracyofcomputation

2-3 hours AGN - Admin andFinance



7

ApprovesWithholdingtax scheduleas to accuracyofcomputation

2-3 hours General Manager Computation ofWithholding tax


Page | 62


8

At the end ofthe month,preparesschedule forBODwithholdingtax - Subjectfor Approval

10-15 minutes Payroll - in - charge Coordinates toCorporateaccountant as tothe number ofattendance ofeach BOD inapplicable month.

9

Prepares Form1601 - C

10-20 minutes Payroll - in - charge Prepation ofEmployees andBOD withholdingtax

Withholding taxschedule, PayrollRegister, Approvedwithholding taxschedule of BOD

10

Submit to theGeneralManager forApproval

1 day General Manager Preparation ofForm 1601 - C

Withholding taxschedule, PayrollRegister, Approvedwithholding taxschedule of BOD

11

On or beforethe 10th dayafter theapplicablemonth, thewithholdingtax is remittedthrough onlineremittance toBIR

1 day Payroll - in - charge Preparation ofForm 1601 - C

Form 1601 - C, BIRPayment Slip

Page | 63


12

Approves theBIR PaymentSlip

1 day Department Manager- Finance Services

Encoded the TaxRemittance

Form 1601 - C, BIRPayment Slip


Page | 64


TRANSACTION 3 - ANNUAL INCOME TAX RETURN





1

Open BIRSystem

1 minute Payroll - in - charge

2Add employeeinformation

2 minutes Payroll - in - charge Opened the BIRsystem

Annual Withholdingtax computation

3

Generates BIRForm 2316 andprint 3 copies (1 employeecopy, 1 BIRcopy and 1Office copy)

4 minutes Payroll - in - charge Encodedemployeeinformation to BIRsystem

Annual Withholdingtax computation

4

Repeat Step 2and 3 for allremainingemployees

2-3 days Payroll - in - charge Annual Withholdingtax computation

5Seek signatureto individualemployees

2-3 days Payroll - in - charge,Concerned personnel

Preparation of BIRForm 2316

BIR Form 2316

Page | 65


6

PreparesAlphalist ofWithholdingTax, Certficate,and Transmittal

1 day Payroll - in - charge Preparation of BIRForm 2316

BIR Form 2316

7

Submit to theGeneralManager forApproval

1-2 days General Manager Preparation of BIRForm 2316

BIR Form 2316,Transmittal,Certification,Alphalist ofWithholding taxremittance

8

If approved,submit to BIRoffice therequireddocuments

1 day Payroll - in - charge Preparation of BIRForm 2316,Transmittal,Certification,Alphalist ofWithholding taxremittance

BIR Form 2316,Transmittal,Certification,Alphalist ofWithholding taxremittance

9

Distribute toindividualemployeestheir copy ofForm 2316 andfile theaccountingcopy

1-2 days Payroll - in - charge Received by BIROffice

BIR Form 2316


Page | 66


TRANSACTION 4 - GSIS PREMIUM PREPARATION





1

Prepare GSISschedulealong with thePayroll Register

3-4 days Payroll - in - charge Collection of NOSIand Memo forPromotion/Plantilla

NOSI and Memo forPromotion/Plantilla

2

Check andensure theaccuracy ofGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.

2-3 hours Corporate Accountant GSIS PremiumSchedulepreparation

NOSI, MEMO forPromotion/Plantilla,GSIS PremiumSchedule, PayrollRegister

3

Review theaccuracy ofGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.


GSIS PremiumSchedulepreparation


Page | 67


4

Certifies theaccuracy ofGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.




5

Recommendthe approvalof accuracyGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.




6

Approve theaccuracy ofGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.

2-3 hours General Manager GSIS PremiumSchedulepreparation


Page | 68


7

If approved fordisbursementand checkedhas beenprepared,prepare anArchive file oftheremittance.

1-2 hours Payroll - in - charge CAF,BUR, DV,Checkpreparation

Check, DV, BUR,CAF, ApprovedPayroll Register,Approved GSISPremium Schedule

8

Upload theArchive File toGSIS website

5-10 minutes Payroll - in - charge Archive filepreparation


9

Printed thegeneratedGSIS premiumremittancefrom GSISwebsite andGSIS premiumTransmittal

10-20 minutes Payroll - in - charge Uploaded GSISPremiumRemittance


Page | 69


10

Remit to GSISOffice

1 day Cashier - A Uploaded GSISPremium andPreparation ofTransmittal

Generated GSISPremiumremittance,Transmittal, Check,DV, BUR, CAF,Approved PayrollRegister, ApprovedGSIS PremiumSchedule


Page | 70


TRANSACTION 5 - PHILHEALTH PREMIUM PREPARATION





1

PreparePHILHEALTHschedulealong with thePayroll Register

3-4 days Payroll - in - charge Collection of NOSIand Memo forPromotion/Plantilla


2

Check andensure theaccuracy ofPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.

2-3 hours Corporate Accountant PHILHEALTHPremium Schedulepreparation

NOSI, MEMO forPromotion/Plantilla,PHILHEALTHPremium Schedule,Payroll Register

3

Review theaccuracy ofPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.


PHILHEALTHPremium Schedulepreparation


Page | 71


4

Certifies theaccuracy ofPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.

15 minutes

Department Manager- Finance Services



5

Recommendthe approvalof accuracyPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.




6

Approve theaccuracy ofPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.

2-3 hours General Manager PHILHEALTHPremium Schedulepreparation


Page | 72


7

If approved fordisbursementand checkedhas beenprepared, anSPA-Statement ofPremium isgeneratedfrom ElectronicPremiumRemittanceSystem 3.1.


Check, DV, BUR,CAF, ApprovedPayroll Register,ApprovedPHILHEALTHPremium Schedule

8

PreparePhilhealthPremiumPayment Slip

5-10 minutes Payroll - in - charge SPA, CAF,BUR, DV,Checkpreparation

SPA, Check, DV,BUR, CAF, ApprovedPayroll Register,Approved GSISPremium Schedule

9

Remit toPhilhealthOffice

1 day Cashier - A Preparation ofPhilhealthPremium PaymentSlip

Premium Paymentslip, SPA, Check, DV,BUR, CAF, ApprovedPayroll Register,ApprovedPHILHEALTHPremium Schedule


Page | 73


TRANSACTION 6 - PAG-IBIG PREMIUM PREPARATION





1

Prepare Pag-IBIG schedulealong with thePayroll Register

` Payroll - in - charge Collection of NOSIand Memo forPromotion/Plantilla


2

Check andensure theaccuracy ofPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.

2-3 hours Corporate Accountant Pag-IBIG PremiumSchedulepreparation

NOSI, MEMO forPromotion/Plantilla,Pag-IBIG PremiumSchedule, PayrollRegister

3

Review theaccuracy ofPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.


Pag-IBIG PremiumSchedulepreparation


Page | 74


4

Certifies theaccuracy ofPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.




5

Recommendthe approvalof accuracyPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.




6

Approve theaccuracy ofPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.

2-3 hours General Manager Pag-IBIG PremiumSchedulepreparation


Page | 75


7

If approved fordisbursementand check hasbeenprepared, atransmittal isprinted and aPremiumPayment file issaved toFlashdrive.


Check, DV, BUR,CAF, ApprovedPayroll Register,Approved Pag-IBIGPremium Schedule

8

Remit to Pag-IBIG Office

1 day Cashier - A Preparation Pag-IBIG Transmittal

Premium Paymentslip, SPA, Check, DV,BUR, CAF, ApprovedPayroll Register,Approved Pag-IBIGPremium Schedule

9 END OF TRANSACTION

Page | 76


ANNEX 1.1* For Regular and Casual Employees Requirements

Memo for promotion/PlantillaNOSIWithholding tax computation scheduleGSIS Premium Billing,GSIS Loan BillingPag - IBIG Premium BillingPag - IBIG Loans BillingPhilhealth Premium BillingY2K Loan BillingAMA Loan BillingProvident Loan on Salary BillingProvident Loan on PERA BillingMKWD Coop BillingUnion Dues BillingSchedule of Donation BillingWater Bill BillingPenalty on non - wearing of uniform billingSun Cellular BillingNS and ND DeductionOthers (if any)

Page | 77


ANNEX 1.1* For Job Order Employees Requirements

Accomplishment ReportsDTRContractY2K Loan BillingAMA Loan BillingProvident Loan on Salary BillingApproved Overtime Authorization(if any)

Page | 78


PREPARATION OF DISBURSEMENT VOUCHER

STEP ACTIVITIESDURATION

(MINS/HRS/DAYS)


PREREQUISITEACTIVITIES

DOCUMENTARY REQUIREMENTS

1

Receipt ofApprovedSchedule ofPayable

1-2 minutes AccountingProcessor

Dulyapproved forpayment by

the GM

ANNEX 1.1 *Payment of Cash AdvanceANNEX 1.2 *Payment of SupplierANNEX 1.3 *Payment of Fuel

ReplenishmentANNEX 1.4 * Payment of UtilitiesANNEX 1.5 *Payment of Security

ServicesANNEX 1.6 *Payment of Leave

MonetizationANNEX 1.7 *Payment of Fidelity BondANNEX 1.8 *Payment of Terminal

LeaveANNEX 1.9 *Payment of Representationand Transportation Allowance/RATAANNEX 2.0 *Payment of Salaries &

WagesANNEX 2.1 *Payment of Remittances

of deduction from salariesANNEX 2.2 *Payment of accredited

plumbersANNEX 2.3 *Payment of monthly

payables (e.g. LWUA) ANNEX2.4 *Payment of labor contractor

2

Analysis/Reviewof account tobe used forcharging


Receipt ofApprovedSchedule ofPayable

3

Preparation ofDisbursementVoucher


Page | 79


4Securesignatures fromCA & DM


DVpreparation

Complete documentary requirementsfor payables attached from DV

5

Endorseapproved DVto Cashier-A forcheck &signature ofDMB,AGM,GM

10 seconds AccountingProcessor

DVpreparation

DV and Complete DocumentaryRequirements

6 End of DV Preparation

Page | 80


Sample Form of Disbursement Voucher

Page | 81


ANNEX 1.1*Payment of Cash Advance-Per Diem (Local Travel)

Approved BUR/CAFTravel OrderItinerary of travelLetter of InvitationRegistration form (if any)ContractCertificate of no unliquidated cash advanceOffice Order from the GM

*Payment of Cash Advance-Per Diem (Foreign Travel)Approved BUR/CAFTravel OrderItinerary of travelLetter of InvitationRegistration form (if any)ContractCertificate of no unliquidated cash advanceDSAOffice Order from the GM

*Payment of Cash Advance-Honorarium, Per Diem, Bantay BukidApproved BUR/CAFLetter Request/JustificationOffice Order of the GM (if any)Approved scheduleCertificate of no unliquidated cash advance

Page | 82


* Payment of Cash Advance-ActivityApproved BUR/CAFLetter Request/Justification

Office Order of the GM (if any)Approved proposed activity & budget

Certificate of no unliquidated cashadvance

ANNEX 1.2*Payment of Supplier

Approved BUR/CAFApproved request for paymentLetter request/justificationPO/PR/JOPre-audit recommendationCanvassPrinted APP/PPMP indicating Item and ABC reflected on the PRRR/IAR/ICS/ARE (if any)Waste Material (if any)History Ledger Card (if any) from the Property Supply OfficePre Repair Inspection Report (if any)Spot Report (if any)

Note: Preparation of VAT Certificates for taxes to be withheld from suplliers should be made upon DV preparation.

Page | 83


ANNEX 1.3*Payment of Fuel/Working Fund Replenishment

Approved BUR/CAFSummary of fuelconsumedWFV recapitulationFuel fund voucher registerUnliquidated fuel fundTrip ticket and record of travelFuel requisition slipDetailed fuel fundvouchersDrivers daily report

ANNEX 1.4* Payment of Utilities

Approved BUR/CAFApproved request/scheduleStatement of AccountBilling Notice

Page | 84


ANNEX 1.5*Payment of Security Services

Approved BUR/CAFApproved request/scheduleAccomplishment reportStatement of AccounBilling NoticeDTR

Detailed daily manning recordANNEX 1.6*Payment of Leave Monetization

Approved BUR/CAFApproved request (letter of intent)Approved application for leaveLeave ledgerCSC Omnibus leave monetization Sec. 22

ANNEX 1.7*Payment of Fidelity Bond

Approved BUR/CAFApproved request paymentList of accountable public officers

Letter to Bureau of TreasuryCertification of applicant (s)General form 57 (A)/58 (B), SALN

Page | 85


ANNEX 1.8*Payment of Terminal Leave

Approved BUR/CAFTerminal leave scheduleAffidavit of undertakingMKWD clearance formApplication for leave,Leave ledgerLeave adjustment memo

ANNEX 1.9*Payment of Representation and Transportation Allowance/RATA

Approved BUR/CAFApproved scheduleCertification that officer has no assigned vehicle

ANNEX 2.0*Payment of Salaries &Wages

Approved BUR/CAFApproved schedulePayroll ClearingPayroll RegisterSchedule of deductionSchedule of Net Pay,Memo for promotionNOSI (if any)

Page | 86


ANNEX 2.1*Payment of Remittances of deduction from salaries

Approved scheduleANNEX 2.2*Payment of Accredited Plumbers

Request for PaymentStatement of AccountService Request

ANNEX 2.3*Payment of monthly payables (e.g. LWUA/Excel,Nation))

Approved BUR/CAFApproved schedule

ANNEX 2.4*Payment of Labor contractor

Approved BUR/CAFLetter Request/Justification

POW/Work Order and engineering details,Documentation/PhotosProject Inspection ReporLabor Contract/ MOA (if any)

Accomplishment Report(Physical & Financial)Statement of Account

Page | 87


DISBURSEMENT VOUCHER (2)STEP ACTIVITIES DURATION

(MINS/HRS/DAYS )RESPONSIBLEPERSON/UNIT



1

Receipt of paidDisbursementVoucher fromCashier toAccounting officewithin 3 days(local) and 5 days(regional/national)after payment hasbeen made


Approved by theGM and alreadypaid

DV, Official Receipts/Proofof payment and CompleteDocumentaryRequirements

2

Verification oftransmitted DV ifduly signed,received bypayee, stampedpaid and alldocumentaryattachments areintact includingOfficialReceipts/Proof ofpayment


Receipt of paidDisbursementVoucher fromCashier toAccounting officewithin 3 days(local) and 5 days(regional/national)after payment hasbeen made


Page | 88


3

Photocopy/Filingof DV and alldocumentaryrequirementsattached (Copy 1-COA w/completesupportingdocuments; Copy2-Office File)


Verification oftransmitted DV ifduly signed,received bypayee, stampedpaid and alldocumentaryattachments areintact includingOfficialReceipts/Proof ofpayment


4

Transmittal of DVto COA on orbefore the 15th

day of the ensuingmonth

AccountingProcessor

Photocopied andfiled DV


5

Photocopy of DVand alldocumentaryrequirementsattached (1 COAcopy-completeattachment; 1Office Copy--completeattachment; 1BOD copy-DVonly)

AccountingProcessor

Ensure that DV areduly signed,received bypayee, stampedpaid and alldocumentaryattachments areintact includingOfficialReceipts/Proof ofpayment


Page | 89


6

Transmittal ofDisbursementVouchers to COAon or before the15th day of theensuing month

AccountingProcessor

PhotocopiedDisbursementVouchers andfiling ofDisbursementVouchers



Page | 90


PREPARATION OF JOURNAL ENTRY VOUCHER




1 Receipt ofApprovedSchedule/Reportsfor JEV

1-2 minutes SeniorAccountingProcessor

Must be dulysigned &approved byGM/respectivesignatories

ANNEX 1.1 *Liquidation of Cash AdvanceANNEX 1.2 *Office share of PremiumsANNEX 1.3 *Replenishment of Fuel/WorkingFund ReplenishmentANNEX 1.4 *Reports from other DepartmentsANNEX 1.5 *Accredited plumbers officeshare2 Analysis/Review of

acount to be usedfor charging/Reconciliation ofReports


Receipt ofApprovedSchedule/Reportsfor JEV

3 Preparation ofJournal EntryVoucher


4 Secure signaturesfrom CA, DM, DMB,AGM-A&F


JEV Preparation JEV and Complete DocumentaryRequirements

5 Endorse JEV to GMfor approval


Securedsignatures fromCA, DM, DMB,AGM-A&F

JEV and Complete DocumentaryRequirements

Page | 91





DOCUMENTARY REQUIREMENTS

9 End of JEVPreparation

SeniorAccountingProcessor

Approved by theGM

JEV and Complete DocumentaryRequirements


Sample form of Journal Entry Voucher

Page | 92


ANNEX 1.1*Liquidation of Cash Advance-Per Diem (Local Travel)

Liquidation reportCertificate of travel completedCertificate of appearance/attendanceTravel OrderItinerary of travelLetter of InvitationOfficial Receipt/RER (if any)Office Order from the GMPlane TicketBoarding PassTerminal ticketTrip ticket (for drivers)

Office Order from the GM*Liquidationof Cash Advance-Per Diem (Foreign Travel)

Liquidation reportCertificate of travel completedCertificate of appearance/attendanceTravel OrderItinerary of travelLetter of InvitationOfficial Receipt/RER (if any)Plane TicketBoarding PassTerminal ticket

Page | 93


Trip ticket (for drivers)DSAOffice Order from the GM

*Liquidation of Cash Advance-Honorarium, Per Diem, Bantay BukidLiquidation reportAttendancePhotosLetter Request/Justification

Office Order of the GM (if any)approved proposed activity and

budget* Liquidation of Cash Advance-Activity

Liquidation reportAttendancePhotosLetter Request/JustificationInspection and Acceptance ReportOfficial Receipts/RER (if any)Office Order of the GM (ifany)Approved proposed activity & budget

Page | 94


ANNEX 1.2*Office share of Premiums

Approved ScheduleANNEX 1.3*Replenishment of Fuel/Working Fund Replenishment

Summary of fuel consumedWFV recapitulationFuel fund voucher register,Unliquidated fuel fund report

ANNEX 1.4*Reports from other Departments-Property and Supply Division , ,

Registers (ARE, ICS, RR)Inventory Adjustment MemoMonthly inventory ReportMaterials & Supplies IssuedDepreciation Report

*Reports from other Departments-Cash Management Division , ,Collection Receipt ReportCash transfer reportSummary of disbursemementsInterest Revenue & withholding taxes

*Reports from other Departments-Customer Accounts Division , ,Billing & other related reportsBilling adjustment memoPenalty and extension feeFranchise tax withheld by concessionaires

Page | 95


Ageing of AR*Reports from other Departments-Water Resources Division , ,

Issuance of Water Meter ReportANNEX 1.5*Accredited plumbers officeshare

Approved request paymentStatement of Account

Page | 96


JOURNAL ENTRY VOUCHER (2)STEP ACTIVITIES DURATION

(MINS/HRS/DAYS )CONCERNPOSITION



1 Receipt of ApprovedJEV

1-2 minutes Senior AccountingProcessor

Approved bythe GM

JEV and CompleteDocumentary Requirements

2 Photocopy/Filing ofJEV and alldocumentaryrequirementsattached (Copy 1-COA w/completesupportingdocuments; Copy 2-Office File)

5-10 minutes Senior AccountingProcessor

Ensure thatJEV are dulysigned and alldocumentaryattachmentsare intact


3 Transmittal of JournalEntry Vouchers toCOA on or before the15th day of theensuing month

Senior AccountingProcessor

PhotocopiedJournal EntryVouchers andfiling ofJournal EntryVouchers



Page | 97


PREPARATION OF BANK RECONCILIATIONSTEP ACTIVITIES DURATION

(MINS/HRS/DAYS )RESPONSIBLEPERSON/UNIT



1 Receipt of Reports and OtherDocuments from CashManagement Division

Deadline from otherdivisions anddepartments - every5th day of theensuing month


Reports mustbe dulysigned andapproved

Collection ReceiptReport, cash transferreport, Summary ofdisbursemements,Interest Revenue &withholding taxes,Validated DepositSlips,Bank Statement,Passbooks, Checksissued, Snapshots

2 Analysis & reconciliation ofBook vs. Bank AccountBalances

at least two to threedays


Receipt ofReports andOtherDocumentsfrom CashManagementDivision

Collection ReceiptReport, cash transferreport, Summary ofdisbursemements,Interest Revenue &withholding taxes,Validated DepositSlips,Bank Statement,Passbooks, Checksissued, Snapshots

Page | 98






3 Preparation of Bankreconciliation schedule


Ledger, Photocopy ofpassbooks

4 Secure signatures from CA,DM, DMB, AGM-A&F


Preparationof Bankreconciliationschedule

Bank Reconciliationschedule, Ledger,Photocopy of passbooks


Page | 99


Bank Reconciliation Schedule

Page | 100


PREPARATION OF TRIAL BALANCE





1 Receipt of reports Property and SupplyDivision

Reconciliation vsBook, Approved

Schedules

Registers (ARE, ICS, RR),Inventory Adjustment

Memo, Monthlyinventory Report,

Materials & SuppliesIssued, Depreciation

Report

Cash ManagementDivision


Schedules

Collection ReceiptReport, cash transferreport, Summary ofdisbursemements,Interest Revenue &withholding taxes

Customer AccountsDivision


Schedules

Billing & other relatedreports, Billing

adjustment memo,Penalty and extension

fee, Franchise taxwithheld by

concessionaires,Ageing of AR

Page | 101



RESPONSIBLEPERSON/UNIT PRE REQUISITE ACTIVITIES DOCUMENTARY

REQUIREMENTS

Water ResourcesDivision Approved schedule Issuance of Water

Meter Report

2 Reconciliation of SLvs. GL


Receipt ofreports/Recording of allnecessary transactions

for the month

Recorded transactions

3 Preparation of TrialBalance

Senior AccountingProcessor Reconciled SL and GL Recorded transactions

4Secure signatures

from CA, DM, DMB,AGM-A&F

Senior AccountingProcessor Trial Balance peparation Trial Balance, JEV/CV

recap, General Ledger

5Submission of TB to

CorporateAccountant


Secured signatures fromCA, DM, DMB, AGM-A&F

Trial Balance, JEV/CVrecap, General Ledger


Page | 102


Sample of Trial Balance

Page | 103


BALANCE SHEET GENERATION

STEP ACTIVITIES DURATION RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY REQUIREMENTS

1

Receipt ofReconciled Trial

Balance fromthe Bookkeeper

Bookkeeper

2 Plotting of RealAccounts from

the Trial Balanceto the BalanceSheet format

8 minutes CorporateAccountant

Classification of AccountsCurrent Assets: Bank Reconciliation Statement

& Cash flow StatementAccount 102 to 189Contra Assets: Ageing of Accounts ReceivableAccount 301 to 357 Monthly Inventory Report

Non-Current Assets:Account 201 to 290 Summary of PPE Report

Current Liabilities:Account 401 to 439 Ageing of Accounts Payable

Non-Current Liabilities:

Account 444 to 450 Report of Loans Payable andOther Long Term Liability

Net income Data from the Statement ofIncome and Expenses (year todate balances)

Page | 104


STEP ACTIVITIES DURATION RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY

REQUIREMENTS

Appropriated RetainedEarnings

Status Report onAppropriated RetainedEarnings (net of actualexpenses)

3 Initial printing ofthe Balance Sheet

Report


4 Copy furnished ofinitially printed

reports the DivisionManager,

DepartmentManager and

AGM for Admin. &Finance for review

and analysis

3 minutes CorporateAccountant/

DivisionManager/De

p't.Manager/AGM for Admin.

& Finance

If OK, proceed to Step 6

If NOT, proceed to Step 4

5 Take up necessaryadjusting entries to

settlevariances/misstate

ments

3 minutes Bookkeeper Approved schedule ofAdjusting Entry to be made

6 Analysis of theresults after the

necessaryadjustments made

5 minutes AGM forAdmin. &Finance


Page | 105


STEP ACTIVITIES DURATION RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY

REQUIREMENTS7 Final Printing of the

Detailed andCondensed

Balance Sheet


8 Secure signatories 15 minutes CorporateAccountant/

DivisionMngr./Dep't.Mngr./AGMfor Admin. &Finance/Gen

eralManager

END OF THE TRANSACTION

Page | 106


Sample of Balance Sheet

Page | 107


STATEMENT OF INCOME AND EXPENSES GENERATION

STEP ACTIVITIES DURATION(mins./hrs./days)

RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY

REQUIREMENTS

1Receipt of ReconciledTrial Balance from the

BookkeeperBookkeeper

2 Plotting of NominalAccounts from the Trial

Balance to theStatement of Incomeand Expenses format


Classification of AccountsOperating Revenue:

Account 619 to 664 SubsidiaryLedgers,General

Ledger, CheckVoucher &

Journal EntryVoucher

Registers andRecapitulation

Reports

Operating Expenses:Personnel Services:

Account 701 to 749MOOE:

Account 751 to 969Financial Expenses:

Account 971 to 975

3 Initial printing of theStatement of Income

and Expenses


4 Copy furnished ofinitially printed reportsthe Division Manager,Department Managerand AGM for Admin. &Finance for review and

analysis

3 minutes CorporateAccountant/

DivisionManager/Dep't.Manager/AGM

for Admin. &Finance

If OK, proceed to Step 6If NOT, proceed to Step 4

Page | 108




REQUIREMENTS5 Take up necessary

adjusting entries to settlevariances/misstatements

3 minutes Bookkeeper Approvedschedule of

Adjusting Entryto be made

6 Analysis of the resultsafter the necessary

adjustments made. Itincludes determination

of Net Income andOperating Ratio based

on LWUA setparameters.

5 minutes

AGM for Admin.& Finance


7 Final Printing of theDetailed and

Condensed Statementof Income and Expenses


8 Secure signatories 15 minutes CorporateAccountant/

DivisionMngr./Dep't.

Mngr./AGM forAdmin. &

Finance/GeneralManager


Page | 109


Sample of Statement of Income & Expenses

Page | 110


NATURE OF TRANSACTION: STATEMENT OF CASH FLOW GENERATION



REQUIREMENTS

1

Receipt ofReconciled Trial

Balance from theBookkeeper

Bookkeeper

2

Plotting of cashinflow data based

on CollectionReceipt Register tothe Statement ofCashflow format

3 minutes

CorporateAccountant &

CashManagement

Division

Classification of AccountsCash Inflows from

Operating Activities:Account 619 to 649

Collection ReceiptRegister, bank

statement,Summary of Interest

Revenue Report

Cash Inflows fromInvesting Activities:

Account 426-Bid SecurityCash Inflows from

Financing Activities:Account 664 for Interest

Revenue

Page | 111




REQUIREMENTS

3

Plotting of cashoutflow data

based onCollection Receipt

Register to theStatement of

Cashflow format


Cash Outflows from:Operating Activities:

Payment of PersonnelServices and MOOE

EspensesCheck Voucher

Register andRecapitulation

Report, Summary ofDisbursements andSummary of BankCharges Report

Investing Activities:Refund of Bid Securities

Financing Activities:Account 791-Bank

Charges & 795-InterestCharges

4

Cash endingbalances mustagrees with theBalance Sheet


If OK, proceed to Step 6 TrialBalance/Balance

Sheet BankReconciliation

Statement

If NOT, proceed to Step5

5Review of all cashinflow and outflow

transactions2 minutes Corporate

Accountant If OK, proceed to Step 6

Page | 112




REQUIREMENTS

6

Final Printing of theDetailed andCondensed

CashflowStatement


7 Secure signatories 15 minutes

CorporateAccountant/

DivisionMngr./Dep't.

Mngr./AGM forAdmin. &

Finance/GeneralManager


Page | 113


Sample of Cash flow

Page | 114


Page | 115


Page | 116


PAYMENT OF TAXES THROUGH EFPSELECTRONIC FILING AND PAYMENT SYSTEM

STEP ACTIVITIESDURATION

(MINS/HRS/DAYS)CONCERNED

POSITIONPRE-REQUISITE


1

Prepare the listing to beaccomplished through forms(1600/1601E(Suppliers) Form 1601Cfor employees/BOD.Alphalist ofname of suppliers,Employees.

3-5 minutes AccountingProcessor B

Approved scheduleof taxes withheld

fromsuppliers/employees/

BOD for the month

2 Access BIR eFPS website athttps://efps.bir.gov.ph. Log-in usingthe BIR-assigned User ID and file thetax return by Form (e.g.1600,1601E,1601C)

3-5 minutes

3 After filing has been validated andsubmitted, print the Filing ReferenceNo. (1copy-JEV, 1copy-Office,1copy-Cash Mngt.)

Accessed the BIReFPS website

During payment initiation, select thefollowing details in EFPS PaymentForm Page:

Filed Return hasbeen validated andsuccessfullysubmittedeFPS Mode of

Payment: Bank TransferTransacting Bank(Authorized AgentBank):

"010000-UCPB (HEADOFFICE)"

Amount: The paymentamount

Page | 117



CONCERNEDPOSITION

PRE-REQUISITEACTIVITIES


4 Click "Submit", then click "Ok". 1 minute

Filed Return hasbeen validated andsuccessfullysubmitted

5

You will be re-directed to the UCPBCM.Biz site. Log-in using your CM.BizUsername, Password and CompanyID (as assigned by UCPB duringenrollment to CM.Biz).

1-2 minutes


6

Click on the "UCPB BIR eFPS" menu onthe left and click "Create TaxPayment". Details of the paymentfiled in BIR eFPS will be displayed.Check if the information is accurate.

1-2 minutes


7

Select the "Debit Account" then, click"Confirm". A Confirmation Page willbe displayed with all the details. Click"Submit" to send the payment forauthorization by theApprover/General Manager.

1-2 minutes

Filed Return hasbeen validated and

successfullysubmitted

8

Approver/GM will Log in to the UCPBCM.Biz site using the CM.BizUsername, Password and CompanyID (as assigned by UCPB duringenrollment to CM.Biz).

1-2 minutes Tax Payment hasbeen successfullycreated for approval

Page | 118



CONCERNEDPOSITION



9

To approve the created TaxPayment:a.) Select the button pertaining tothe created tax payment, click"Create Batch", then click "Ok".b.)Go to the "Batch Authorize" taband click "Authorize".c.)Validate the details and numberof transactions displayed, then click"Authorize".d.)A message "Batch authorizedsuccessfully" will be displayed. Click"Notify BIR". You will be re-directed tothe BIR Website.

3-5 minutes

Tax Payment hasbeen successfully

created forapproval. There mustbe enough cash inthe bank account.

10

The page will display "BIR eFPS hasreceived the payment confirmationfor your tax return from UCPB". Printthe confirmation number asreference. (1copy-JEV, 1copy-Office,1copy-Cash Mngt.)

1-2 minutesTax payment hasbeen successfullyapproved forpayment byApprover/GM.

9 Validation of alphalist of taxeswithheld from suppliers 3-5 minutes

Generate thealphalist (dat file) oftaxes withheld fromsuppliers

Page | 119



CONCERNEDPOSITION



10 Submission of the validated alphalistof suppliers through e-submission. 3-5 minutes

Validated thealphalist (dat file) oftaxes withheld fromsuppliers

11Printing of AcknowledgemnetReceipt of the validated alphalist ofsuppliers

3-5 minutes

Submitted theValidated thealphalist (dat file) oftaxes withheld fromsuppliers


Page | 120


PREPARATION OF MONTHLY DATA SHEET

STEP ACTIVITIES DURATION(MINS/HRS/ DAYS)

CONCERNEDPOSITION PRE-REQUISITE ACTIVITIES DOCUMENTARY REQUIRMENTS

1 Plotting ofdata 5-10 mins

DepartmentManager,Comm'l

Services

Approvedschedule/reports

Billing Reports (e.g. Number ofactive/service/installedconnections, re-open,

disconnected, billed volume percategory, accounts receivable


DivisionManager,CashManagement

Division

Approvedschedule/reports Billing Water Sales


DivisionManager,Accounting

& Budget Division

Approvedschedule/reports

Income and Expenses, Cashflowstatement, Inventories, Debt

service, Loans payable to LWUA,Reserves, Customer's deposit,

Honoraria of BOD

4 Plotting ofdata 5-10 mins AGM for Operations Approved

schedule/reports

Reports: Source of Supply, waterproduction and its cost,

accounted water use, waterassessment


DivisionManager,HumanResource Division

Approvedschedule/reports Reports on number of Employees

Page | 121


STEP ACTIVITIES DURATION(MINS/HRS/ DAYS)

CONCERNEDPOSITION PRE-REQUISITE ACTIVITIES DOCUMENTARY REQUIRMENTS

6 Plotting ofdata 5-10 mins AGM for Operations Approved

schedule/reportsReports on Bacteriological &

Chlorination

7 Plotting ofdata 5-10 mins Secretary of the BOD Approved

schedule/reports

Reports: Number of Resolutions,Policies passed, Number of

meetings

8

Securesignatures forreview andapproval

5-10 minsDepartment

Manager, AGM &GM

Page | 122


Sample of MDS

MONTHLY DATA SHEETAS OF JUNE 2016

1. SERVICECONNECTIONDATA: FEBRUARY MARCH APRIL MAY

JUNE YR. TODATE

1.1 Total Service 32,337.00 33,153.00 33,598.00 33,827.0033,997.00

198,926.00

1.2 Total Active 28,917.00 29,782.00 30,195.00 30,414.0030,529.00

178,355.00

1.3TotalMetered 28,917.00 29,782.00 30,195.00 30,414.00

30,529.00

178,355.00

1.4 Total Billed 28,428.00 28,866.00 29,732.00 30,133.0030,341.00

175,744.00

1.5PopulationServed 173,502.00 178,692.00 181,170.00 182,484.00

183,174.00

1,070,130.00

1.6 Changes:

New 323 816 445 229 170 2,152

Reconnected 182 114 102 75 104 782Disconnecte

d 106 65 134 85 159 725

Growth 399 865 413 219 115 2,209

1.7Customersin Arrears:

Page | 123


Number11,464 11,056.00 11,168 11,494.00

12,492.00

Percentage 39.64% 37.12% 36.99% 37.79% 40.92%

2.0PRESENTWATER RATES

LWUAAPPROVED YES EFFECTIVE: Jan.2002

Kidapawan, Makilala andMagpet Area

Number of Connections

FEBRUARY MARCH APRIL MAY JUNEYR. TODATE

Domestic/Government 23,963 24,292 25,061 25,492 25,733 148,339

Commercial/Industrial 3,213 3,328 3,419 3,409 3,382 19,936

Bulk/Wholesale - -TOTAL 27,176 27,620 28,480 28,901 29,115 168,275

LWUAAPPROVED YES EFFECTIVE:

Page | 124


AOM/NS/ND


CONCERNPOSITION



1 Receiving of AOMfrom COA Auditor

2 Management'sResponse to AOM

15 days AgencyOfficialsConcerned

Receipt of AOM Supporting Documents toanswer AOM

3 Receiving of Noticeof Suspension

4 Answering theNotice ofSuspension orcomplying to theadditionaldocumentation orthe requirementson matters raised inthe course of audit

90 days uponreceipt to send ananswer

AgencyOfficialsConcerned

Receipt of AOM Answer to Notice toSuspension and otheradditionaldocumentation orrequirements required byCOA in the course of theirAudit

Page | 125



CONCERNPOSITION



5 Receiving of Noticeof Settlement toSuspensions/Disallowance/Charges

settled after the Auditor issatisfied that the transaction isregular/ legal/ proper uponexamination of the justification/ explanation and/ordocumentation submitted bypersons responsible incompliance withrequirements, No particularnumber of days


Answer to NS/ND/ NC

Answer toNotice ofSuspensions,Disallowances,Charges andother supportingdocuments andSASDC

6 If the auditor isunsatisfied with theanswer to theNotice ofSuspension, He/Shewill charged anotice ofDisallowance/Charge to theAgency to beanswered by theAgency

60 days from receipt to file anappeal


Receipt ofNotice ofDisallowance/Charge

Answer toNotice ofDisallowanceand othersupportingdocumentsrequired byCOA

Page | 126



CONCERNPOSITION



7 Receipt of Noticeof Finality ofDecision

issued to theAgency Head toinform that adecision of theAuditor , Director,Adjudication andSettlement Boardor CommissionProper hasbecome final andexecutory , therebeing no appeal ormotion filed withinthe reglementaryperiod or 60 days


Unanswered NS/ND or NC byCOA

8 Receipt of COAOrder of Execution

issued to enforcethe settlement ofdisallowance/charge, wheneverthe persons liablerefuse or fail tosettle them afterthe decisionbecome andexecutory Noparticular numberof days


Receipt of NFD

Page | 127



CONCERNPOSITION



9 Recording in thebooks of the NS/

ND/ NC/ NFDCharged by COA

Upon Receipt CorporateAccountant

Receipt of NS/ND/ NC/ NFD to

be paid byconcernedpersonnel

Copy of NS/ ND/ NC/ NFDreceived

10 Recording ofPayment of NS/ND/ NC/ NFD by

concernedpersonnel

Upon Payment SeniorAccounting

Processor

Payment of theconcernedpersonnel

Copy of Official Receiptor Schedule of deduction

11 Receipt of NSSDCfrom COA

Every aftersettlement of NS/ND/ NC/ NFD, Noparticular number

of days

AgencyOfficials

Concerned

Letter ofSettlement

submitted toCOA

Copy of NSSDC from COA

END OF TRANSACTION

Page | 128


FORMS

Page | 129


1. Certificate of Availability of Funds

Page | 130


2. Budget Utilization Request

Page | 131


3. Disbursement Voucher

Page | 132


4. Journal Voucher

Page | 133


Bank Reconciliation

Page | 134


Trial Balance

Page | 135


Balance Sheet

Page | 136


8. Statement of Income & Expenses

Page | 137


9. Audit Observation Memo

Page | 138


10. Notice of Suspension

Page | 139


12. Notice of Disallowance

Page | 140


13. Statement of Audit Suspension, Disallowances and Charges

Page | 141


14. Notice of Finality of Decision

Page | 142


15. COA Order of Execution

Page | 143


PROCESS FLOW CHARTS

Page | 144


FUEL FUND REPLENISHMENT

DRIVER

1. Approved tripticket

2. Fuel requisitionslip

3. Fuel liquidationreport

PETTY CASHCUSTODIAN

1. Generate FuelFund Voucherwith Attachments

2. Release of PettyCash Fund

1. Approved request forFuel FundReplenishment

2. Summary of Fuel fundConsumed

3. Fuel Fund recap4. Detailed Fuel Fund

Vouchers w/Attachments

5. Report on UnliquidatedCash Advance on FuelFund

6. Detailed MonitoringReport of Drivers FuelUtiliztion

CAF

Page | 145


WORKING FUND REPLENISHMENT

ACCOUNT 784TRANSPORTATION

EXPENSES

1. Approved Trip Ticket2. Itenerary of Travel

PETTY CASHCUSTODIAN

1. Generate WorkingFund Voucherwith Attachments

2. Release of PettyCash Fund

1. Approve Requestsfor Working FundReplenishment

2. Working FundRecap

3. Detailed WorkingFund Voucherswith Attachments

4. Report onUnliquidated CashAdvance on FuelFund

CAF

ACCOUNT 781POSTAGE AND DELIVERY

EXPENSES

1. Approved Request forReimbursement

2. Original Copy ofReceipt andReimbursement

3. Transmittal and OtherSuporting Documents

Page | 146


SUPPLIER: MATERIALS

REQUISITIONER Supply Office – PRfor GM’s Approval

CAF

Canvass(At least 3 Bonafied

Bidders)

PhilGEPS Posting(if amount exceeds

50,000.00)

Delivery (DR andCharge Invoice)

IAR/RR Board Reso./ AOB

NOA/NTP

Request forPayment/Pre-auditRecommendation

GM’s ApprovalPO

Page | 147


SUPPLIER: MEALS

REQUISITIONER Supply Office –PR for GM’sApproval

CAF

Canvass(At least 3

Bonafied Bidders)

PhilGEPS Posting(if amountexceeds

50,000.00)

Delivery (DR andCharge Invoice)

IARBoard Reso./

AOB

NOA/NTP

Request forPayment/Pre-auditRecommendation

GM’s ApprovalPO

Page | 148


CONTRACTORS (HORIZONTAL)

PROJECTENGINEER

Work Order/POW & SupplyOffice – JO forGM’s Approval

CAF

CanvassLabor Contract/

MOA

Documentationand Photos

Statement ofAccount Work in Progress

Request forPayment

GM’s Approval

Page | 149


CONTRACTORS (HORIZONTAL)

PROJECTENGINEER

Work Order/POW & SupplyOffice – JO forGM’s Approval

CAF

Canvass NOA/NTP

Work in ProgressDocumentation

and PhotosLabor

Contract/MOA

Statement ofAccount

Request forPayment GM’s Approval

Page | 150


JOB ORDER

REQUISITIONER Supply Office –JO for GM’s

Approval

Canvass(At least 3

Bonafied Bidders)

Work in ProgressAccomplishment

Report (Labor)

IAR/AccomplishmentReport (Materials/

Item to beReceived))

Pre-AuditRecommendation

Pre-AuditRecommendation

CAFGM’s Approval

Page | 151


TRAVEL: LOCAL

LEAVE MONETIZATION

Travel Order,Itenerary of

Travel, OfficeOrdder,

Certificate of noUnliquidated

Cash Advance

GM’s Approval CAF

HR

1. Fill up Leave Form2. Copy Latest

Leave Ledger3. Leave

MonetizationSummary

4. Request forPayment withSpecial Purpose

5. CSC OmnibusCode Rles onLeave Sec. 22

GM’s Approval CAFApplicant

Page | 152


OTHER SCHEDULES

RATA

Schedule Certification

GM’s Approval CAF

Per Diem of BOD,PERA, PAG-IBIGPremium OfficeShare, ECC,PhilHealth Premium,Back Premium,Accounts Payable

*ApprovedSchedule

GM’s Approval CAF

Page | 153


BUR

REQUISTIONEROR FROM GM

(ApprovedSchedule orRequests forPayment or

Procurementbased on

approved PR, JO,PO with

completedocumentaryattachments)

CORPORATE BUDGET SPECIALIST

(For BUR preparation with accurate accountcharges and explanation based on CAF foreasy monitoring of actual Budget Variancesper Account and for easy identification of

Monthly Outstanding CAF)

DIVISIONMANAGER(Check the

accuracy of entriesand completeness

of documentaryrequirements)

AGM FOR ADMIN& FINANCE

(RecommendingApproval)

GENERALMANAGER

(For Approval incase her office is

the RC)

DIVISIONMANAGER FSD

(Certifies theaccuracy of entriesand completeness

of documentaryrequirements)

FORDISBURSEMENT

VOUCHERPREPARATION(As Scheduled)

Page | 154


PREPARATION OF PAYROLL

List of Employees Deductions Payroll Registerand Clearing

Schedules forApproval

CV and JEVEmployee’s

Responsive ATM CAF and BUR

Page | 155


PREPARATION OF OTHER COMPENSATION FLOW CHART

Allowances, Bonuses,Incentive, etc. Deductions Schedule for

Approval

Schedules forApproval CV and JEV CAF and BUR

Page | 156


DISBURSEMENT VOUCHER

CORPORATE BUDGETSPECIALIST

(Approved BUR withAttached CAF, Approved

schedule/ request forpayment and other

documentary requirements)

SENIOR ACCOUNTINGPROFESSOR A

(for counter checking andconfirmation of accounts

versus ledger)

ACCOUNTING PROFESSOR(Preparation of

Disbursement VoucherBased on Approved BUR,

CAF and OtherDocumentary Attachments)

CORPORATE ACOUNTANT(Check And ensure theaccuracy of entries and

completeness ofdocumentary attachment)

DIVISION MANAGER(Certify the accuracy of

entries and completeness ofdocumentary requirements)

CASHIER(for check preparation)

DIVISION MANAGER FSD(Certifies that disbursement

is laful and legal)

AGM FOR ADMIN &FINANCE

(RecommendingApproval)

GM's Approval

All paidvouchers shalbtrsnmited by the

cashier to theaccounting within the

prescribed period

Vouchers will bephotocopied forfuture reference

All vouchers issued forthe monthshall be

transmto COA on orbefor15th day of the

ensuing month

Page | 157


JOURNAL VOUCHER

ApprovedMonhly Report

CA Liquidation

Recording ofPayables

Analysis Reviewof Transactions

Journal EntryVoucher

Reconciliation ofSL VS GL

Trial BalancePosting of GL

and SL

Checked byCorporate

Accountant

Reviewed byDivision

Manager

Noted byDepartment

Manager

RecommendingApproval by

AGM-A&FApproval by GM

Copy Furnish ofFile to COA and

Accounting

Submission ofCOA's Copy

Page | 158


BANK RECONCILIATION

e

Bank ReconcilationIn Charge

Bank Statements

Passbooks

Used Checks

DisbursementVoucher Recap

Check Register,Cash book,

Validated DepositSlips

Collection Reports(CRR)

Cash FlowStatment

Page | 159


PREPARATION OF TRIAL BALANCE

Approved SupportingDocuments from

DifferentResponsibility Centers

Analysis ofTransaction Journal Entry Voucher

Posting to GL and SLReconciliation of SLversus GLTrial Balance

JEV Register w/Recap

JEV andAttachments

SICO B for Audit

Page | 160


FS PREPARATION

TRIAL BALANCE

Recap CRR andDVR

Balance Sheet

Income Statement

Cash FlowStatement

Monthly DataSheet

AGM, GM, BOD,SICO-B, LWUA

Page | 161


DISALLOWANCES AND SETTLEMENTS

orAudit

ObservationMemo

Notice ofSuspension

Notice ofDisallowance

Notice ofCharge

Statement ofSuspension

Disallowancesand Charges

Notice ofSettlement of

SuspensionDisallowancesand Charges

Notice ofFinal

Decision

COA Orderof Execution

Page | 162


FSD Transactions, Process Flow Chart, Forms(Cash Management Division)

Page | 163


OFFICE COLLECTION

STEP ACTIVITIES DURATION CONCERNPOSITION


DOCUMENTARYREQUIREMENTS REPORTS

FILINGSYSTEM AND

RECORDS

1

ReceivesWater Billsand otherChargesPaymentfrom payingcostumer incash

3 mins. CollectionAssistants

1. For customerswithout Water Bills:a. Secure an accountfrom the Customer'sAssistance Deskb. Payment for othercharges must have apayment slip fromCustomer's AccountsDivision.

Water Bill andPayment Slipsfor OtherCharges Teller’s

DailyCollectionReport

OfficeCopy ofIsued ORfor theDay

ArrangedOffice Copyof issuedOR’s

CollectionAssistant’srecordsdailycollection toindividualTeller’sJournal

2. Queuing numbermust be secured alsofrom the Customer'sAssistance Desk andwait for the number tobe reflected in theQueuing machinemonitor including theTeller assigned tocater suchtransaction

Page | 164





FILINGSYSTEM AND

RECORDS3. Present the Water Billto the Teller assignedand the Teller itself willscan the barcode thrutheir barcode scannerto search the accountto be paid from theCustomer's Ledger.

2

ReceivesWater Billsand otherChargesPaymentfrom payingcostumer incheck

3 mins. CollectionAssistants

1. For Personal Check:a. it should be verifiedfrom the bank by thedivision manager forthe availability of funds

Water Bill andPayment Slipsfor OtherCharges

2. For GovernmentCheck:a. It should have abank advice andstamped with details ofverifiation from thebankb. Check should bepayable to MetroKidapawan WaterDistrict

Page | 165


1. Water Bill 2. Payment/ Cancellation Slip

Page | 166


ASSIGNMENT PER COLLECTOR

Teller 1 Teller 2 Teller 3 Teller 4 Cashier

Prioritize SeniorCitizens,

PregnantWoman, With

Little Kids,Persons with

Disability

Receivespayment of

water bills andother charges

Receivespayment of


Receivespayment of


Sundries withapproved

specialagreement

Page | 167


CASH AND CHECK REMITTANCES

Tellers(Cash and Check Remittance)

Cashiering Assistant, CollectionSection

(For Review as to accuracy ofcollection versus remittances

including OR series)

Certification and Verification byDivision Manager

Preparation of Deposit Slips in 5Copies by the Cashier-A

Tellers(Receives 1 copy of deposit slip

as proof of receit ofremittances)

Checking of cash/checkversus deposit slips by theCashiering Assistant and

Division Manager

Checking of cash/checkversus deposit slips by theCashiering Assistant and

Division Manager

Page | 168


PROCESSING OF PRINTED COLLECTION REPORTS

Tellers and CashierCollection Reports and Issued ORwith Updated Collection Journal)

Review and Posting to collectionJournals by the Cashiering

Assistant

Certified Correction by theDivision Manager of CM

Review by the DepartmentManager of Financial Services

Filing and Safekeeping by theCashiering Assistant

Copy furnish to CRR In-charge for posting to CRR

Copy furnish to AR Sectionfor AR and Persuit ofDelinquent Accounts

Page | 169


PRINTING AND UPDATING OF COLLECTION REPORTS

Tellers

(After reconciliation of actual ORseries issued versus computer)

Cashiering Assistant

(Print Collection Report per Teller)

Reconciliation of Collection Reportvesus OR versus Cash/Check

Tellers remittance for theday no over no under

Updating of collection perteller to individual costumer

ledger

Page | 170


SUMMARY OF COLLECTION

Preparation of summaryby Cashiering Assistantof Cash Management

Checking of summaryby the Division

Manager Review andVerification by

Department Managerfor FS and AGM forAdmin and Finance

Posting to collectionjournal by Cashiering

Assistant

Posting to CRR by CRRIn-charge

Page | 171


PAYING WITHOUT WATER BILL

COLLECTION OF WATER BILLS(WITH COMPLAINS, QUERIES, AND ADJUSTMENTS)

Securing of Priority No. atSecurity on Duty

Getting Account No.from costumer servicing

desk

Paying to Tellers

Costumers withComplains, Queries, or

Adjustments

Costumer ServicingSection (CSD)

Tellers

Page | 172


3. Denomination Form

4. Official Receipt

Page | 173


OFFICE COLLECTION




FILING SYSTEMAND

RECORDS

1

RemitCash &CheckPaymentreceive toCashier A

3-5 mins.

CollectionAssistants,CashieringAssistant,DivisionManager

1. Prepares Cash& Checkremittancesthrough Cashdenominationform at 2 copies

Cash/Checkremittances

DenominationForm 2 Copies

DenominationForm withattacheddeposit slip

CashieringAssistantrecordsremitted cashto itsremittancesjournal forcounterchecking atthe end ofthe day

SafekeeingDenominationForm forAttachmentto teller’sIndividualreport

2. Remittanceswill be Checked& verified by theCashieringAssistant as to theaccuracy ofcollection versusremittancesCertified correctby the DivisionManager

Page | 174





FILINGSYSTEM

ANDRECORDS

2

Generation ofall Teller's DailyCollectionReportincluding Fieldcollection

15mins./Teller

CollectionAssistants,CashieringAssistant,DivisionManager

1. Afterreconciliation ofactual series of OR'sissued versuscomputer,Cashiering Assistantwill print DailyCollection Report Detailed &

Summary ofDaily CollectionReport

DenominationSlips withattacheddeposit form

DailyCollectionReport

2. Generated reportmust be given toTellers with theattachedDenomination slipsof remittance &Deposit slips

For Field collection:> It must beupdated first to thesystem

Page | 175





FILINGSYSTEM

ANDRECORDS

3Review andReconciliationof All Reports

30 mins. CashieringAssistant

1. Check andReviewGenerated DailyCollectionReports versusOR Generated Daily

CollectionReport

OR

Teller’sRemittance Slip

Deposit Slip

Teller’s DailyCollectionReport withCompleteAttachments

OfficialReceipt

Posting ofdata ondailycollectionto teller’sdailycollectionjournal

2. ReconcileDaily CollectionReports versusRemittance &Deposit withoutover underremittance

3.Posting of dataon dailycollection toteller’s dailycollection journal

Page | 176





FILINGSYSTEM AND

RECORDS

4. Forward DailyCollection reporttogether with theoffice copy ofissued OR neatlybound andorganized tocashieringassistant

5. CashieringAssistant checksthe individualTellers report andreviews the sameas to theaccuracy ofCollection versusremittances andforward toDivision,DepartmentManagers &AGM forapproval

Page | 177





FILINGSYSTEM AND

RECORDS

4

Certificationas tocorrectness ofreport

30 mins. CashieringAssistant

1. CashieringAssistant checksthe reportsubmitted byTeller togetherwith the OfficialReceipts & otherattachments

Generated DailyCollectionReport

OR

Teller’sRemittance Slip

Deposit Slip

Teller’s DailyCollectionReport withCompleteAttachments

OfficialReceipt

2. Forward saidreports to Division& DepartmentManager & AGMfor approval

Page | 178





FILINGSYSTEM AND

RECORDS

5

FacilitateWater Billpaymentthroughcollectingbanks

20 mins

CollectionAssistant,

CashieringAssistant

1. Cashier Dcollects Water Billpayment fromdifferentcollecting banks

Generated DailyCollectionReport

Bank’s Summaryof Collection

ValidatedDeposit Slip

GeneratedDailyCollectionReport

Bank’sSummary ofCollection

ValidatedDeposit Slip

Arrangedissued ORsfor 51

CollectionAssistantRecordsdailycollection toindividualteller’sjournal

2. CollectionAssistant postedreports receivedfrom the bankand records thesame to bankcollection journal3. Print Bank DailyCollection Reportfrom the bankand its validateddeposit slips andchecked byCashieringAssistants

Page | 179


FIELD COLLECTION

Field Colletor

(Coordinate with our In-HouseProgrammer for downloading of

billing for collection)

On Site Actual Collection

Posting and Reconciliation ofCollection Report vesus OR versus

Issued ORsProcessing of Reports Remittances

Page | 180


FIELD COLLECTION REMITTANCES

Assigned Field Collectors(Cash and Check Remittance)

Cashiering Assistant, CollectionSection

(For Review as to accuracy ofcollection versus remittances

including OR series)

Certification and Verification byDivision Manager

Preparation of Deposit Slips in 5Copies by the Cashier-A

Assigned Field Collector(Receives 1 copy of deposit slip

as proof of receipt ofremittances)

Checking of cash/checkversus deposit slips by the

Department Manager

Depository Banks(Cash and Check with 5

copies Deposit Slip)

Page | 181


FIELD COLLECTION REPORT

Collection Reports and Issued ORwith Updated Collection Journal)


Assistant






Page | 182


BANK COLLECTIONCASH/ CHECK COLLECTION

Concessionaires w/Current Water Bills

Bank Tellers (CB, DBP,Veterans, etc.)

Cash/Check to MKWDbank account with the

collecting bank

Page | 183


BANK COLLECTION REPORTS

Collecting Banks

Collection Reports, ValidatedDeposit Slips and Issued OR


Assistant






Page | 184


5. Certificaion Form 6. Official Receipt Form 51

Page | 185


7.Certification Form

Page | 186


CASHIERING




FILINGSYSTEM AND

RECORDS

1

ReceivesCash/Checkpayment fromCollectionAssistants anddeposit todifferentdepositorybanks

5-30 mins.

CashieringAssistant

Cashier ACashier D

1. CashieringAssistant checksthe remittedCash/Checkpayment ofCollectionAssistants

FilledDenominationform for cashand checkremittances

5 copies ofdeposit slips for

Collectionassistant,

Cashier, bank,COA, and for

filing

FilledDenominationform for cashand checkremittances

ValidatedDeposit slip

Cashier Asafekeepsthe reportwith the

validateddeposit slip

2. Cashier countsthe receivedremittances andprepares Cashdeposit slip forCash and Checkdeposit slip forCheck payments

3. Cashier Ddepositsremittances todifferentdepository bankswith the dailyrequired amountof deposits daily

Page | 187




DOCUMENTARYREQUIREMENTS REPORTS FILING SYSTEM

AND RECORDS4. UCPBAccounts:Assigned bankpick-up teller willpick-up cashdeposits formthe officemorning &afternoon

2

CheckPreparationfor ScheduleofDisbursement

3 mins. Cashier A

1. Cashier AreceivesDisbursementvoucher fromAccountingdivision withcompleteattachments aspayment toscheduledpayables Suchas Suppliers,Payroll & otherpayables.

DisbursementVoucher

Check

DisbursementVoucher

Check

CashierSafekeeps

DisbursementVoucher andCheck ready

for release

2. Prepares &assigned checkto Disbursementvoucher

Page | 188





REPORTS FILING SYSTEMAND RECORDS

3

Releasedcheck todifferentPayees

3 mins. Cashier A

1. Cashier Amust informpayees to claimtheir check atthe office

DisbursementVoucher

Check

ReceivedDisbursement

Voucher

ChecksIssued Form

Cashier mustfile receivedchecks andforward to

accountingsection to besubmitted to

COA

Check issuedform must besigned by the

payee orpayee’s

representative

2. Payee musthave 2 valid ID'sas bankrequirementand sign thereceivedcolumn ofdisbursementvoucher in 3copies3. Must sign thechecks issuedform uponreceiving theirchecks

Page | 189


8. Validated Deposit Slip 9. Check and Disbursement Voucher

Page | 190


10. Issued Check Register

Page | 191


CASHIERING




FILINGSYSTEM AND

RECORDS

For NationalSupplier:

Deposit SlipPayment

Schedule

OfficialReceipts

Deposit SlipPayment

Schedule

OfficialReceipts

DisbursementVoucher

Cashier Amustattachedthe depositslip tovoucher &the OfficialReceipt aswell

4. Payment mustbe deposited totheir respectivebank accountsand must beinformed thrutelephone or e-mail on thedepositedpayment

5. Deposit slip willbe faxed or sendthru e-mailtogether with theTax form tosuppliers and forthem to sendtheir OR's

Page | 192





FILINGSYSTEM AND

RECORDS

4

Receives Last& Finalremittancesof CollectionAssistants &prepares DailyCollectionSummary

1 hour Cashier A

1. Cashier Aprepares depositslip for lastremittance ofCollectionAssistants anddeposit todepository banks Remittance

Form

Deposit Slip

Validateddeposit slips

RemittanceForm

DailyCollectionSummary

Cashier ApreparesDailyCollectionSummaryreport &attachedRemittanceform &validateddeposit slips

2. Finalremittance willbe on smalleramount andavoid biggercash amount ofin-transits,safekeeping isnecessary

Page | 193





FILINGSYSTEM AND

RECORDS

5

Prepares DailyCashier’sReport suchas DCPR,Collectonsand depositsReport andCash ReceiptRegister

1 hour Cashier A

1. Afterpreparation ofDaily CollectionSummary ReportCashier A willprepareCollection &Deposits andCash ReceiptsRegister whichwill be submittedto AccountingDivision & COAevery end of themonth

DailyCollectionSummary,Collection andDepositsreport, CashReceiptsRegister

DailyCollectionSummary,Collectionand Depositsreport, CashReceiptsRegister

Cashier Asafekeepspreparedreportsready forsubmissiontoAccounting& COA

6

Process CashTransferespeciallyduring duedates of Timedeposits &updating ofPassbooks forInterest &WithholdingTaxes incurredfor the month

1 hour Cashier A

1. Processrenewal of TimeDeposits every10th day of themonth

Time DepositCertificate,AuthorizationForm forrenewal oftime deposit(DBP),Time deposittransactionform UCPB &Passbook

Reports ontime deposits,Interest andwithholdingtax report,cash transfersreport

Cashier Apreparesthefollowingreports forsubmissiontoaccountingdivision &COA

2. Updating ofPassbooks forinterest andwithholding taxincurred for themonth

Page | 194


CASHIER’S COLLECTION REPORT(FOR ACCOUNTS NOT PROVIDED IN BILLING & COLLECTION SYSTEM/ SUNDRIES)

Collection Reports and IssuedORs with updated cashier’s

collection journal

Checking by the CashieringAssistant and Division Manager

of CM


Filing and Safekeeping by theCashier

Posting by the CRR In-Charge

Page | 195


CASHIER’S COLLECTION REPORT

Cashier

Collection Report,Validated Deposit Slips

and Issued OR

Cashiering Assistant

Posting of Collection tocomputer after updating of

billing to the system.

Checking by the DivisionManager of CM





Page | 196


CASHIER’S COLLECTION REMITTANCE(CASH/CHECK COLLECTION REMITTANCE)

Cashier

Cash and Check Remittance

Checking by the DivisionManager of CM


Cashier A

Preparation of Deposit Slips in 5copies

File Copy as proof ofremittances

Depository Banks(Cash and Checks with 5 copies

deposit slip)

Page | 197


11. Debit and Credit Memo 12. Report on Collection and Deposit

13. DPCR

Page | 198


ADMINISTRATION OF FUEL FUND




FILINGSYSTEM AND

RECORDS

1Facilitateclaims forFuel Fund

3 mins.

Drivers/Claimant

Cashier D

Cashier A

1. Receives fuelliquidation reportwith completeattachments andmust see to it that allsignatories affixedtheir signatures intwo copies

FuelLiquidationReport

Fuel RequisitionSlip

Trip Ticket andRecord ofTravel

OfficialReceipts

Fuel FundVoucherandRegister

Cashier D,files &safekeep ofrequirementsready forreplenishment

2. After validation ofclaims & checkingof attacheddocuments, CashierD will prepare theFuel Fund Voucherto be signed by theclaimant

Page | 199





REPORTS FILINGSYSTEM AND

RECORDS3. Forward thesaid Fuel FundVoucher withits completeattachments toCashier A forthe release ofrequested fundintended forfuel

2

ProcessLiquidation &Replenishmentof Fuel Fund

2 days Cashier ACashier D

1. Cashier Aforwarddocuments toCashier D fortheconsolidation ofliquidated fuelfor thereplenishmentof Fuel Fund

Fuel FundVoucher withcompleteattachments

FuelLiquidationreport, Fuelrequisition slip,Trip ticket &Record ofTravel

SummaryReport for fuelconsumed byDepartmentdaily, weekly& monthly

SummaryReport on thenumber ofliters utilizedand thecorrespondingamount

Cashier D,Daily filingandsafekeepingofdocumentaryrequirementsfor weeklyand monthlyreport forreplenishment

2. Preparesreplenishment iffund reaches to70% threshold

Page | 200


ADMINISTRATION OF FUEL FUND




FILINGSYSTEM AND

RECORDS

1

Facilitaterequests forEmergencyfund

As theneedarises

Cashier A

1. Receives requestsfor Emergency Fundwith completeattachments suchas approved Letterof requests Approved

Letter requestby GM

Approved PRfor Item to be

LiquidationReport withattacheddocumentaryrequirements

Safekeepingofdocumentsneeded forliquidation

2. After checking ofattacheddocuments CashierA will release therequested amountand liquidate thesame after 3 days3. Sign Letter ofproof for receivingsuch amount

Page | 201


14. Fuel Fund Voucher 15. Working Fund Voucher