Preparation of Detailed Engineering Designs

Provincial Planning Development Office Provincial Engineer’s Office Provincial Governor’s Office
Head Staff Staff Head Staff Head
Chief Planning and
Makes list of A B
Programming receives the
unapproved advanced proposals
project proposals
Engr. Luayon reads and Receives the documents Governor reviews the
Assigns personnel to review the document and record in the logbook final plan of project
conduct team proposal subject for
inspection/survey of site approval

Team personnel makes Approval of

>Site Development Plan Provincial
Staff encodes the list of the >Floor Plan Engineer Approval of
project proposals and >Electrical Plan Governor
classifies projects by fund, >Structural Plan
by location and by priority >Foundation Plan
NO YES
>Roof Plan
>Ceiling Plan Revision of plans
>Elevation
YES NO

Does the drawing fit to Revision of plans

the requested proposal? Forward to PGO for
approval of Governor
NO YES

Revision of plans
B

Approved DEDs
Engineer Grace reviews
the final output

Approval of Plan by Chief

Planning

NO YES

Revision of plans

A
 Preparation of Program of Work

Provincial Planning Development Office Provincial Engineer’s Office Provincial Governor’s Office
Head Staff Staff Head Staff Head
Chief Planning and
Makes list of A B
Programming receives the
unapproved advanced proposals
project proposals
Engr. Luayon reads and Receives the documents Governor reviews the
Assigns personnel to conduct and record in the logbook final plan of project
review the document
team inspection/survey of proposal subject for
site approval

Team personnel makes

Approval of
Detailed Engr’ng Designs
Provincial
Staff encodes the list of the Engineer Approval of
project proposals and Governor
classifies projects by fund, Makes estimates on final
by location and by priority drawings on plan NO YES
Revision of plans
Makes Detailed Unit Price
YES NO
Analysis and Approved
Budget for the Contract
Revision of plans
Forward to PGO for
Engineer Grace reviews the approval of Governor
final output

Are all estimates correct B

and adhere to DPWH guidelines Approved
Program of Work
NO YES
Revision of plans

Approval of plan by Chief

Planning and Programming Div.

NO YES
Revision of plans

A
 Preparation of Purchase Request
Provincial Engineer’s Office Provincial Offices Involved Provincial Governor’s Office
Staff (Construction Div) Head Staff Head Staff Head

Approved B PGO receives the Governor reviews

A documents and the documents
Program of
Work records in the subject for approval
logbook
PPDO receives the PPDO Head review
Reviews purchase documents and records the documents and
request subject for in the logbook signs the Purchase
Prepare purchase approval
Request
request
Approval of
Governor
POW PR
PTO receives the Provincial Treasurer
Are the details of PR documents and review the documents
Construction Div. accurate and correct?
head reviews records in the logbook and signs the PR
NO YES
purchase request
subject for NO YES Revise
approval changes if any
Revision of PR
Are all signatories
complete?

Approved
Does the Purchase
Forward to Purchase
Request within the
Program of Work? PPDO for 20% NO YES Request
Dev. Fund Comply all
Project signatories

NO YES B

Revision of
Forward to
Purchase Request
PACCO for PACCO receives the Provincial
Special Funded documents and records Accountant reviews
Projects the documents and
A (Special Trust
in the logbook
signs the PR
Re Fund)
 Request and Issuance for Fuel

Provincial Engineer’s Office

Staff (Motorpool Division) Head

Provincial Engineer review

Authorized personnel the RIS subject for
(project inspector, approval
provincial engineer,
project foreman) make
daily request for fuel

Is the request for fuel valid

Fuel in charge issue fuel to the legal, and within the budget
requested vehicle and secure allocation?
the daily request paper made by
authorized personnel

NO
Fuel in charge keeps daily Reject the request
record of every detail of
issuance of fuel in record book

Fuel in charge fills up the

requisition and issuance
slip(RIS) based on the record Approved Request
book and Issue Slip for
fuel

Record RIS
book

Person specified in the

“received by” section signed
the RIS

Person specified in the

“requested by” section signed
the RIS
 Repair of Equipment

Provincial Engineer’s Office

Staff (Motorpool Division) Head

Head of Motorpool Division
Driver/operator of review the Shop Job Order
subject for approval
equipment/vehicle that
needs repair report to
motorpool division

Personnel inside motorpool

office fills up the shop job Is the request for repair
order and driver/operator valid? and Is the item still
sign in the “requested by” repairable?
section

` NO YES
Fills up for that the
item is beyond repair

Forward shop job order

sheet to the Head of
Motorpool Division for
approval

Approval of Shop Job Order

and assigns technician,
mechanic, welder, etc. to do
the repairs

Approval of Shop Job

Order and assigns
technician, mechanic,
welder, etc. to do the
repairs
 Recording of Incoming and Outgoing Document

Provincial Engineer’s Office

External Staff Head

Receives the letter/document Receives, reads, and assesses the

Submits letter/document
indicating signature, date & time letter/document on what shall be
of requisition,
the desired action to take and
endorsement,
information & etc.
who will take charge of it
Records the details of the
letter/document on the record
Directly returns the
book using standard format
letter/document to the Admin
receiving staff with desired action
Puts tickler (instructional sheet) and who will take charge
on the received letter/ document
and forwards it to the
Department Head

Receives the letter/document

from the Department Head and
replicates (photo copy) the same
document for
filing/documentation

Receives and reads the letter, signs Endorses the letter/document to

on the receiving record book the in charge & lets the in charge
sign on the receiving record book

Makes and
accomplishes the
corresponding Action
 Preparation of Application for Leave

Provincial Engineer’s Office

Staff HRMO

Receives and reviews application

Maam Cristituta receives and
Employee fills up the for leave form subject for
reviews application for leave
application for leave approval
form and certifies if has available
form and affix his/her
leave credits
signature

Raul D. Raut receives and reviews

Maam Esther reviews the number the application for leave form Approval of Provincial
of leave credits earned subject for approval YES Engineer

Are all details Approval of NO

in the form correct and does Head of HRMO
employee have sufficient
leave credits?
Employee not
NO
YES NO granted for leave A
absence

A YES Governor receives and reviews

the application for leave form
Maam Esther affix initial subject for approval
signature and forward to HRMO
for purpose of leave balance

Employee granted for

leave absence YES Approval of Governor NO
 Preparation of Daily Time Record

Provincial Engineer’s Office

Staff Head

Engineer Jerome Calatrava receives

Employee fills up Daily Time and reviews the Daily Time Record
A Record based on automated
and signs in the “timekeeper” section
scanner print out

Employees sign in the DTR certifying the Are the written details correct
correctness of the hours of work and in accordance with the
performed scanner print out?

DTR in charge reviews the details written

in the DTR form and necessary NO YES
attachments and affix initial signature

A
Luzrey Carag- HRMO In Charge
receives and reviews attachments of
DTR
Provincial Engineer receives and
reviews DTR form subject for
approval

Are signatures complete and

A the details correct?

Employee secured
approved DTR for payroll
purposes
 Preparation of Approve Budget for Contract
Provincial Engineer’s Office
Staff Head

Chief of Planning Division Chief of Planning can

Creation of Detailed Engineering receives and reviews Approved make revisions if
Designs
Budget for Contract which is part there are any
(Site Development Plan, Floor Plan,
Electrical Plan, Roof Plan, Ceiling Plan of Program of Work for approval
Foundation Plan, Structural Plan

Calculates budget estimates based Are all estimates correct

and complete based on the
on the detailed engineering designs
approved DEDs.

Makes Unit Price Analysis based on

NO Revision of Estimates YES
the detailed engineering designs

Provincial Engineer receives

and reviews ABC subject for
Prepares ABC based on the Unit Price
approval
Analysis made

Preparer signs in the “Prepared by” Are all initial signatures Comply all initial
section complete and ABC NO signatures and if any,
correct? make revisions

YES

Staff secures copy of the Provincial Engineer approves

approved budget for the
the ABC
contract
 Preparation of Bill of Quantities and Schedules

Provincial Engineer’s Office

Staff Head

Chief of Planning Division

Completed detailed unit receives and reviews Approved
price analysis and approved
Budget for Contract which is part
budget for the contract
of Program of Work for approval

Estimate bill for the quantity of

items needed for the project Are the details and estimates correct?
NO Approval by Engr. Leonerl Suario
necessary for bidding purposes

YES

Signs the BOQ and

forward to Engr. Luayon
Revise for Approval

..

Correct?
Approval of Provincial
NO Engineer

Approved Bill of Quantities and

Schedules YES