Managing Educational Resources

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Managing Educational Resources

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Property AccountabilityProperty Accountability

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Session Objectives:

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The components that constitute educational facilities are categorized as: school sites, school sites, school buildings, school furniture, equipment school buildings, school furniture, equipment and instructional materials.instructional materials.

Property accountability Property accountability is the obligation imposed by law or lawful order or regulation on an official or other persons for keeping accurate record of property. The person having this obligation may or may not have actual possession of the property.

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Property responsibilityProperty responsibility is the obligation of an individual for the proper custody, care and safekeeping of property entrusted to his possession under his supervision

Property liability Property liability refers to the obligation that arises as a consequence of an illegal or improper act or the non-performance of what one is mandated to do. Such obligation generally comes in the nature of penalty but it could be in the form of a fine, administrative punishment, imprisonment, or a combination of these.

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Property accountabilityProperty accountability is concerned primarily with records while property property responsibility responsibility is concerned with custody, care and safekeeping of property

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PROCEDURE ON:PROCEDURE ON:

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The delivery of supplies, materials and equipment must be made by the supplier/Manufacturer/contractor:

In accordance with the specifications, terms and conditions provided in the Contract/Purchase Order

In accordance with the specifications, terms and conditions provided in the Contract/Purchase Order

Within the stipulated period and at the place/s indicated in the PO or contract

Within the stipulated period and at the place/s indicated in the PO or contract

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Failure to deliver within the prescribed period, the supplier/ manufacturer/ contractor shall be liable for penalty, usually in the form of:

“LIQUIDATED DAMAGES”

Once the accumulative amount of Liquidated damaged reaches 10% of the contract, the procuring entity can rescind the contract

Once the accumulative amount of Liquidated damaged reaches 10% of the contract, the procuring entity can rescind the contract

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Extension of time to deliver may be granted for the following reason:

Force MajeureFortuitous EventBeyond the control of the contractorDelay is attributed to the purchaser of the like

Extension of time to deliver may be granted for the following reason:

Force MajeureFortuitous EventBeyond the control of the contractorDelay is attributed to the purchaser of the like

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WrappedWrapped

BundledBundled

CratedCrated

PackedPacked

ContainedContained CasedCased

RA 7394RA 7394

Consumer Act of the Philippines

“All supplies/materials/equipment shall be adequately…….”

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The Supply Officer/Designated Property Custodian shall receive all the deliveries and signs the Delivery Receipt (DR) if the delivered goods are in accordance with the contract or Purchase Order (PO)

Supply Officer/Designated Property Custodian signs “Received” portion of the original and copy 2 of Delivery Receipt (DR)

Supply Officer/Designated Property Custodian signs “Received” portion of the original and copy 2 of Delivery Receipt (DR)

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The Supply Officer/Designated Property Custodian forwards Original Delivery Receipt (DR) and Copy 2 of Approved Purchase Order (PO) to Inspection Committee for inspection of deliveries

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Guidelines on Inspection

Inspection is…

Based on duly approved PO/ContractConducted on delivery with appropriate PO and InvoiceMade for both partial and complete deliveriesConducted on deliveries subject to test/analysisMade in accordance with 10% allowance for supplies and materials

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The Head of Office or school shall constitute an Inspection Committee to inspect and validate deliveries

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The Inspectorate Team and the Supply Officer/Designated Property Custodian shall prepare the Inspection and Acceptance Report (IAR)

Note: Distribution of AIR shall be as follows:1.Original – supplier (to be attached to the DR)

2.Copy 2 – Property Inspector/Inspection Team

3.Copy 3 – Property & Supply Unit File

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Except for Centrally procured Items – IARs are being prepared by the following offices:

TEXTBOOKSTEXTBOOKS – Instructional Materials Council Secretariat (IMCS)(IMCS)TEXTBOOKSTEXTBOOKS – Instructional Materials Council Secretariat (IMCS)(IMCS)

ARMCHAIRSARMCHAIRS – Physical Facilities and Schools Engineering Division (PFSED)(PFSED)ARMCHAIRSARMCHAIRS – Physical Facilities and Schools Engineering Division (PFSED)(PFSED)

DepED Computerization Project (DCP) DepED Computerization Project (DCP) – Property Division - CODepED Computerization Project (DCP) DepED Computerization Project (DCP) – Property Division - CO

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The School Inspection Committee shall sign the Inspection and Acceptance Report prior to acceptance by the School Property Custodian

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Supply Officer/Designated Property Custodian signs in “Acceptance” column, acknowledging receipt of the items delivered. Check the appropriate box whether complete or partial (indicate quantity received) delivery and indicate the date of receipts and remarks

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Supply Officer/Designated Property Custodian returnsreturns original copy 1 of the IAR to the supplier for payment purposes

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PROCESSES AND PROCEDURE ON PROCESSES AND PROCEDURE ON RECORDING AND PROPERTY RECORDING AND PROPERTY

DISPOSALDISPOSAL

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Supply Officer/Designated Property Custodian record all deliveries in theStock Card or Property Card

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Prior to the issuance of supplies, a Requisition and Issue Slip (RIS) must be accomplished by the end-user or requisitioning office

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And for the issuance of Inventory item the Supply Officer/Designated Property Custodian shall prepare an Inventory Custodian Slip (ICS)

COA Circular 2005-002 dtd April 15,2005“Items that are small enough to be considered as Report on Property, Plant and Equipment (PPE)

And for the issuance of PPE the Supply Officer/Designated Property Custodian shall prepare anAcknowledgement Receipt of Equipment (ARE)

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DISPOSAL…DISPOSAL…

is the end of the life cycle of a governmentproperty

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Determination of Disposable Property

o Can no longer be repaired or reconditioned

o Maintenance/repair costs more than or outweighs the benefits and services

o Has become obsolete or outmoded

o Has been rendered unnecessary due to change in the Agency’s functions/mandate

o In excess of requirements

o Has become dangerous or hazardous to use

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MODES OF DISPOSALMODES OF DISPOSAL

Condemnation/Destruction

Transfer of Property

Donation of Property

Sale of Unserviceable Property

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Disposal ObjectivesDisposal Objectives

• To avoid continuing carrying/inventory costs

• To prevent further deterioration thereby obtaining the fair return in case of sale

• To relieve accountable officers of unnecessary accountability

• To make available space for the agency

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DOCUMENTATIONDOCUMENTATIONDOCUMENTATIONDOCUMENTATION

Inventory and Inspection Report of Unserviceable Property (IIRUP)

This form Is used for:

disposal of vehicles,office of equipmentfurniture, andother properties, plant and equipment which can no longer be repaired or reconditioned and whose maintenance cost of repair more than outweighs the benefits and services that will be derived from its continued use.

Inventory and Inspection Report of Unserviceable Property (IIRUP)

This form Is used for:

disposal of vehicles,office of equipmentfurniture, andother properties, plant and equipment which can no longer be repaired or reconditioned and whose maintenance cost of repair more than outweighs the benefits and services that will be derived from its continued use.

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Waste Materials ReportWaste Materials Report

This form shall be used:

- to report all waste materials previously taken up in the books as assets so that they may be properly disposed of and dropped from the accounts

- in the disposal of waste materials which result from the consumption or utilization of expandable materials, and covers damaged equipment parts, empty containers, and remnants salvaged from destroyed or damaged property, plant and equipment.

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GUIDE IN THE DISTRIBUTION, GUIDE IN THE DISTRIBUTION, UTILIZATION, INVENTORY, UTILIZATION, INVENTORY,

RETRIEVAL, LOSS, STORAGE & RETRIEVAL, LOSS, STORAGE & DISPOSAL OF VARIOUS DISPOSAL OF VARIOUS

INSTRUCTIONAL MATERIALSINSTRUCTIONAL MATERIALS

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DISTRIBUTION & ISSUANCEDISTRIBUTION & ISSUANCEDISTRIBUTION & ISSUANCEDISTRIBUTION & ISSUANCE

• District Property Custodian (DPC) shall allocate the Instructional Materials (IMs) to Elementary Schools (ES) based on enrolment/need & should not be pro-rated;

• IMs shall be distributed to ES within two (2) weeks upon complete delivery by Suppliers

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• DPC shall stamp mark the name of the school at the front & back cover, title page & on any page of the IMs prior to their issuance to teachers & students;

• IMs issued by DPC to teachers & students must also bear the Property Code Number (PCN) based on DepEd Order No. 26, s. 2007

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• DPC shall issue IMs to teachers/advisers who shall likewise issue them to each student;

• DPC should maintain a record/logbook where user shall sign beside the assigned PCN; and

• Teachers shall encourage students to read “Take Care of Your Book” to minimize damage on IMs due to improper handling & use.

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INVENTORY & UTILIZATIONINVENTORY & UTILIZATIONINVENTORY & UTILIZATIONINVENTORY & UTILIZATION

• DPC shall issue IMs to teachers/advisers who shall likewise issue them to each student;

• DPC should maintain a record/logbook where user shall sign beside the assigned PCN; and

• Teachers shall encourage students to read “Take Care of Your Book” to minimize damage on IMs due to improper handling & use.

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• Teacher-Adviser shall require students to fill out the “Book Record Form” to determine length of usage of the IMs;

• Teacher-Adviser must keep an inventory of IMs & should randomly check the IMs before and after a class session;

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• DPC are encouraged to conduct inventory at least after every grading period or semester;

• Teacher-Adviser shall assist the DPC through the submission of the class inventory after every grading period or semester; and

• ES need not return IMs to the Districts to minimize damage & losses

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RETRIEVAL & LOSSRETRIEVAL & LOSSRETRIEVAL & LOSSRETRIEVAL & LOSS

• Teacher-Advisers should retrieve IMs from the students preferably prior to the closing of the school year;

• Lost or unreturned IMs should be reported immediately to the DPC so that the school can collect the appropriate penalty prior to the closing of the school year & not before or during the opening of classes;

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RETRIEVAL & LOSSRETRIEVAL & LOSSRETRIEVAL & LOSSRETRIEVAL & LOSS

• For a significant quantity of losses, the school should initiate an investigation & closely monitor retrieval procedures to prevent future increase on losses;

• Keep losses at 1% or less; and• Be guided by the computation of lost IMs

using the formula in DepEd Order No. 25, s. 2003 and DepEd Order No. 14, s. 2012.

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PROPER CARE & STORAGEPROPER CARE & STORAGEPROPER CARE & STORAGEPROPER CARE & STORAGE

Proper care & storage prolongs the life & usability of IMs through preservative measures such as:

Store in cool (room temp or below), relatively dry (prevents mold-growth), clean, & stable environment (high risk of leaks & environmental extremes);

Do not expose to direct or intense light;Storage must be free from pest (mice) or

termites;

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Storage should be far from radiators or vents;Do regular dusting & housekeeping;Shelve IMs of similar size together;Keep shelved books straight & not leaning;Refrain from storing the IMs for a long time to

prevent warping, twisted spine, bended pages;

Never store IMs in plastic containers/bags to prevent moisture/molds to build up, rather in acid-free paper so as to prevent discoloration;

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Food & beverages should not contaminate the IMs to prevent pest infestation; and

Putting pressure on the spine damages the IMs such as when photocopying.

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DISPOSALDISPOSALDISPOSALDISPOSAL

DPC of the schools should identify obsolete, damaged, worn out, & non-reusable IMs & submit report to DO Supply Office;

IMs for condemnation or disposal should no longer be included in the Inventory List of usable IMs; and

DO Supply Office should coordinate with the Disposal Committee to effect condemnation.

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Recommended IMs for disposal:Centrally-procured IMs that have been replaced by

Universal Titles in which one (1) copy could be retained in a class and ten (10) copies for the library.

TXs, TMs, SRMs and Other Instructional Materials (OIMs) with copyright year more than five (5) years ago

IMs in decrepit condition

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Recommended disposal measures:Shredding, tearing, or cutting as IMs should not be

disposed as a whole. However, shredded or cut paper may be sold to paper mills/manufacturers for recycling

Donating to students, teachers, parents, barangay halls for references, school projects or instruction aids.

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Similarities/Differences

ACQUISITION

• Need

• PPMP/APP

• BAC/TWG• ABC-Ceiling• Lowest CR Bid• Modes: Procurement

DISPOSITION

• Not needed/Unserviceable

• IIRUP/WMR

• BAC/Disposal Committee• Appraised Value-Floor• Highest Offer• Modes: Disposal

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PRICE Approach on Disposal

Determine & identify the items for disposal

List the item in the IIRUP/WMR and take pictures

Check the existence and condition

Solve for the appraised value

Analyze the AVs & recommend the most realistic/reasonable AV

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T H A N K Y O U ! ! !

Nice working ahead…