Republic of the Philippines

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

QUEZON CITY CAMPUS Tel no. 428-91-44

On-the-Job Training Portfolio

College of Technology Diploma in Office Management Technology with specialization in General Office Practice
Pastor, Julie Ann V. TRAINEE

Republic of the Philippines

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES

QUEZON CITY CAMPUS Tel no. 428-91-44

A NARRATIVE REPORT ON THE JOB TRAINING UNDERTAKEN AT Commission On Higher Education NCR Department A Report Submitted to the Faculty of COLLEGE OF TECHNOLOGY Polytechnic University of the Philippines Quezon City Campus

In Partial Fulfillment of the Requirements for the Diploma in Office Management Technology General Office Practice (Practicum I)

PASTOR, JULIE ANN V. Name of Student JUNE 8, 2013 Date Submitted

POLYTECHNIC UNIVERSITY OF THE PHILIPPINES Vision Clearing the paths while laying new foundations to transform the Polytechnic University of the Philippines into an epistemic community. Mission Reflective of the great emphasis being given by the country's leadership aimed at providing appropriate attention to the alleviation of the plight of the poor, the development of the citizens, and of the national economy to become globally competitive, the University shall commit its academic resources and manpower to achieve its goals through: 1. Provision of undergraduate and graduate education which meet international standards of quality and excellence; 2. Generation and transmission of knowledge in the broad range of disciplines relevant and responsive to the dynamically changing domestic and international environment; 3. Provision of more equitable access to higher education opportunities to deserving and qualified Filipinos; and 4. Optimization, through efficiency and effectiveness, of social, institutional, and individual returns and benefits derived from the utilization of higher education resources. Philosophy As a state university, the Polytechnic University of the Philippines believes that: Education is an instrument for the development of the citizenry and for the enhancement of nation building; Meaningful growth and transformation of the country are best achieved in an atmosphere of brotherhood, peace, freedom, justice and a nationalist-oriented education imbued with the spirit of humanist internationalism. Strategic Objective: 8-Point Agenda: 1. Pursuing Academic Excellence through Disciplinal Integrity. 2. Embedding a Culture of Research 3. Insuring Transparency and Participatoriness in Giving Rewards and Sanctions 4. Modernizing and Upgrading of Physical Facilities, Equipment, Library, and Campus Development 5. Academic Freedom 6. Institutionalizing Civil Society Engagement and Involved Extension Service Program 7. Assuring Transparency in Fiscal Responsibility 8. Assessing Institutional Processes and Reviewing Critically and Rationally the Organization Shared Values God-Fearing Love for Humanity and Democracy Collegiality Integrity and Credibility Transparency and Accountability Passion for Learning Humanist Internationalism

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I. ACKNOWLEDGEMENT First, I am extending my wholeheartedly thanks to the company (CHED) who accepted us in order to have our on the job training in their office specially to our supervisors who trained us well and gave their time and efforts to provide us with proper instructions. To my coordinator, Mrs. Sharima Ali Morales for motivating and guiding us in our OJT and always being there to inspired just for us to become a productive and responsible individual. Thank You! It is also a pleasure to convey my warmest thanks to my family who supports me all the way and giving me an endless care and love. Most of all, I am very thankful to God for all the blessings he has generously endowed us for this training.

II. INTRODUCTION Being a first year student in college is a hard thing for me. Its because you are entering the new and another stage of your life and I cant adjust easily in all of the things happened in my entire life. But still, life goes on. So when I studied in PUPQC having Office management Technology course major in medical, Ive found out that this course is challenging and I feel so fascinated and interested about it. So thats why I want to learn more about this field and need more knowledge in office procedures and in medical terms and technology that we could apply in our daily activities.

OJT PORTFOLIO III. COMPANY PROFILE Name of Company: Commission On Higher Education Address: C.P. Garcia Avenue, U.P. Diliman, Quezon City Contact Number: 441-12-24 Contact Person: Mrs. Rose Isidro Department/Division/Section: CHED-NCR Inclusive Dates of Training: April 16, 2013 to June 14, 2013 Company Vision, Mission, and Values:

VISION and MISSION The Commission on Higher Education (CHED) is the key leader of the Philippine Higher Education System effectively working in partnership with other major higher education stakeholders in building the countrys human capital and innovation capacity towards the development of a Filipino Nation as a responsible member of the international community.

OJT PORTFOLIO Pictures of the Company (physical structures)

OJT PORTFOLIO IV. OBSERVATIONS IN THE COMPANY What I have observed at this company is that all of the employees have their time management and put their decision into action. In addition, they really provide their OJTs w/ proper orders and instructions and keep everyone well-informed and motivated. The strength and challenges of this company is that they are all organized and careful when it comes to the documents that they had received from the clients such as receipt, S.O File, and others. I think the best practice of this company is when it comes to their work, they are really doing their best in order to make solutions in all of the problems of their clients. Because for them, Service to humanity is the sweetest fruit of life. My over-all observation in this office is that they are well-oriented, risk takers and accept responsibility and criticisms. V. PERIODIC REPORTS (daily, weekly, monthly) What we do daily are the following: Prepares Correspondence Proofreads written material Copies and faxes documents Releasing and receiving documents What we do weekly are the following: Performs basic spreadsheet functions such as encoding the CAV number and Airway Bill number Edits and checking written material (S.O) and enrollment list What we do monthly are the following: File Business data Retrieving Data During my whole training in CHED, I think the problem/s that I have encountered is that when the documents that we received from the client had been misplaced or in not in the proper area is a major disadvantage.

VI. SUMMARY OF ACTIVITIES (Weekly)

OJT PORTFOLIO

Tasks performed were based on the diary checked and uploaded Date Checked by the adviser:________________________
7Month: April The following tasks were performed: Month: April & May Week No. 3 Date: April 29 Time In: 7:57 The following tasks were performed: (Weekly)

Week No. 1 (Weekly) Date: April16 Time In: 7:56 Time Out: 5:13 Hours Spent: 8 hrs. Date: April 17 Time In: 7:52 Time Out: 12:43 Hours Spent: 4 hrs & 1/2 Receiving and releasing Date: April 18 documents, retrieving data, Time In: 7:44 answering telephone calls, copies and faxes Time Out: 5:28 document, checking of S.O Hours Spent: 8 hrs. in enrollment list and Date: April 19 encoding CAV control Time In: 7:56 number and airway bill. Time Out: 5:15 Hours Spent: 8 hrs. Time In: Time Out: Hours Spent: Date: Week No. 2 Date: April 22 Time In: 7:48 Time Out: 5:14 Hours Spent: 8 hrs. Date: April 23 Time In: 8:01 Time Out: 5:13 Hours Spent: 8 hrs. Date: April 24 Receiving and releasing Time In: 7:51 documents, retrieving data, answering telephone calls, Time Out: 5:20 copies and faxes Hours Spent: 8 hrs. document, checking of S.O in enrollment list and Date: April 25 encoding CAV control Time In: 7:55 number and airway bill. Time Out: 5:13 Hours Spent: 8 hrs. Date: April 26 Time In: 7:57 Time Out: 5:25 Hours Spent: 8 hrs. Date:

Time Out: 5:25 Hours Spent: 8 hrs. Date: April 30 Time In: 7:58 Time Out: 5:08 Hours Spent: 8 hrs. Receiving and releasing documents, retrieving data, Date: May 2 answering telephone calls, Time In: 7:45 copies and faxes Time Out: 5:22 document, checking of S.O Hours Spent: 8 hrs. in enrollment list and Date: May 3 encoding CAV control Time In: 7:46 number and airway bill. Time Out: 5:19 Hours Spent: 8 hrs. Date: May 6 Time In: 7:50 Time Out: 5:14 Hours Spent: 8 hrs. Date: Week No. 4 Date: May 7 Time In: 7:59 Time Out: 5:09 Hours Spent: 8 hrs. Date: May 8 Time In: 7:45 Time Out: 5:12 Hours Spent: 8 hrs. Receiving and releasing Date: May 9 documents, retrieving data, Time In: 7:55 answering telephone calls, Time Out: 5:06 copies and faxes Hours Spent: 8 hrs. document, checking of S.O in enrollment list and Date: May 10 encoding CAV control Time In: 7:52 number and airway bill. Time Out: 5:51 Hours Spent: 8 hrs. Date: Time In: Time Out: Hours Spent: . Date:

VI. SUMMARY OF ACTIVITIES (Weekly)

OJT PORTFOLIO

Tasks performed were based on the diary checked and uploaded Date Checked by the adviser:________________________
Month: May Week No. 5 Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Week No. 6 Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: The following tasks were performed: (Weekly) May 20 7:37 5:20 8 hrs. May 21 7;45 5:17 8 hrs. Receiving and releasing May 22 documents, retrieving data, 7:47 answering telephone calls, copies and faxes 5:23 document, checking of S.O 8 hrs. in enrollment list and May 23 encoding CAV control 7:49 number and airway bill. 5:15 8 hrs. May 24 7:54 6:06 8 hrs. 8Month: June The following tasks were performed:

May 27 7:53 5:10 8 hrs. May 28 7:49 5:23 8 hrs. Receiving and releasing May 29 documents, retrieving data, 7:47 answering telephone calls, 5:15 copies and faxes 8 hrs. document, checking of S.O in enrollment list and May 30 8:06 encoding CAV control 5:08 number and airway bill. 8 hrs. May 31 7:48 5:55 5:55

Week No. 7 (Weekly) Date: June 3 Time In: 7:44 Time Out: 5:20 Hours Spent: 8 hrs. Date: June 4 Time In: 7:40 Time Out: 5:44 Hours Spent: 8 hrs. Receiving and releasing Date: June 5 documents, retrieving data, Time In: 7:44 answering telephone calls, copies and faxes Time Out: 5:22 document, checking of S.O Hours Spent: 8 hrs, in enrollment list and Date: June 6 encoding CAV control Time In: 7:49 number and airway bill. Time Out: 6:24 Hours Spent: 8 hrs. Date: June 7 Time In: 7:46 Time Out: 6:09 Hours Spent: 8hrs. Date: Week No. 8 Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date: Time In: Time Out: Hours Spent: Date:

Total no. of hours ________Signed by the

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OJT PORTFOLIO VII. SELF-ASSESSMENT A. Skills and current technology learned/enforced: As an OJT, Ive learned many things in the company like using the photocopy machine, how to fax documents, releasing and receiving documents. Also, Ive manifested the correct procedure in answering telephone and I also found out how to encode CAV number using spreadsheet functions and many more. B. Equipment, tools, testing apparatus handled (software used included) The tools or equipment Ive handled are the following: - Fax Machine - Photocopy Machine - Desktop C. Strong points versus weak points Strong points: My strong points is having positive attitude towards assigned tasks. Weak points: On the other hand, my weak points is public speaking and sometimes I feel so shy.

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OJT PORTFOLIO VII. SELF-ASSESSMENT D. Best experiences on the job: My best experienced on the company is that when we celebrated the CHED Anniversary. I really enjoyed participating in CHED FUN Games and had so much fun with it. Also, having an overnight outing in Agatha St. Resort is one of the memorable memories I wont forget. Im so very happy for being a part of that celebration. E. Evidence of Background preparation: Faults committed (its causes and suggestion given by the supervisor) One of the faults I committed on the job is that when I misplaced some documents specifically a government permit and it took 20 minutes before we found it. So in that case, my supervisor told me that we should be careful in all of the documents that we had received. Personal relationship (integration with the company, attendance and punctuality, and commitment) Comment from co-worker (at least 3 person) Person 1: As I observed, shes friendly and approachable. Time is very important to her thats why she is very punctual. When it comes to work, she was very responsible and helpful. Signature over printed name: Noverissa Molina Person 2: Well, for me sir was a hardworking person and workaholic even though hes always late. Signature over printed name: Danillo Bognot Jr. Person 3 : If I described her, I would like to say that she was a careful and thrifty person. Its because she wants all the documents be in order or organized. In addition, she loves her work very much thats why shes very industrious. Signature over printed name: Lucia Vidad

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OJT PORTFOLIO VIII. APPENDICES (please attached) A. Curriculum Vitae

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OJT PORTFOLIO VIII. APPENDICES (please attached) B. OJT Endorsement Letter

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OJT PORTFOLIO VIII. APPENDICES (please attached)

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OJT PORTFOLIO VIII. APPENDICES (please attached) D. Monthly Task Performance Sheet Week No. 1 -Copies and Faxes Documents -Uses Telephone Techniques Effectively -Prepares correspondence

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OJT PORTFOLIO VIII. APPENDICES (please attached) D. Monthly Task Performance Sheet Week No. 2 -Performs basic word processing tasks -Performs basic spreadsheet functions -Use various peripheral devices (speaker/headset, scanner, printer etc, .) in conjunction with desktop publishing software. -Copies and/or faxes documents -Uses telephone techniques effectively

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OJT PORTFOLIO VIII. APPENDICES (please attached) D. Monthly Task Performance Sheet Week No. 3 -File business data correctly -Uses telephone techniques correctly - Proofreads and edits written material -Maintains manual/ computerized financial transactions

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OJT PORTFOLIO VIII. APPENDICES (please attached) D. Monthly Task Performance Sheetkly Week No. 4 -Performs basic word processing tasks -Performs basic spreadsheet functions -Use various peripheral devices (speaker/headset, scanner, printer etc, .) in conjunction with desktop publishing software. -Copies and/or faxes documents -Uses telephone techniques effectively

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OJT PORTFOLIO VIII. APPENDICES (please attached) D. Monthly Task Performance Sheet Week No. 5 -Performs basic word processing tasks -Performs basic spreadsheet functions -Use various peripheral devices (speaker/headset, scanner, printer etc, .) in conjunction with desktop publishing software. -Copies and/or faxes documents -Uses telephone techniques effectively

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OJT PORTFOLIO VIII. APPENDICES (please attached) F. Final Evaluation Sheet

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OJT PORTFOLIO VIII. APPENDICES (please attached) E. Trainees Personal Data

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OJT PORTFOLIO VIII. APPENDICES (please attached) G. Copy Certificate of Completion

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OJT PORTFOLIO VIII. APPENDICES (please attached) J. Facilities, equipment, Tools handled (pictures)

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OJT PORTFOLIO VIII. APPENDICES (please attached) K. OJT photos (minimum size 3R)
Note: photo printed only (printing from CIS not allowed)

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OJT PORTFOLIO VIII. APPENDICES (please attached) K. OJT photos (minimum size 3R)
Note: photo printed only (printing from CIS not allowed)

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OJT PORTFOLIO VIII. APPENDICES (please attached) M. URL of you blog/s Which includes your resume and weekly diaries checked

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http://julieannpastor.blogspot.com

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