Template 1 GSO

LGU INTERNAL CONTROL DOCUMENT (LGICD) Template #1
Local Government Unit : Provincial General Services Office, Provincial Government of La Union
Address: Aguila Road, Barangay II, City of San Fernando, La Union
PART I - BACKGROUND INFORMATION

COMPONENT DESCRIPTION
(1) (2)
Creation and Mandate SEC. 490 of RA 7160 – The Local Government Code Revised 2011, provided for the
Qualifications, Powers, and Duties of the creation of the General Services Office in the Local
Government Units.
The following are the mandates of said office based on the said provision:
(1) Formulate measures for the consideration of the sanggunian and provide technical
assistance and support to the governor or mayor, as the case maybe, in carrying out
measures to ensure the delivery of basic services and provision of adequate facilities
pursuant to section 17 of LGC and which requires general services expertise and technical
support services
(2) Develop Plans and strategies and upon approval thereof by the governor or mayor, as the
case may be , implement the same, particularly those which have to do with general services
supportive of the welfare of the inhabitants which the governor or mayor is empowered to
implement and which the sanggunian is empowered to provide for under the LGC.
(3) Be in the frontline of the general services related activities, such as the possible or
imminent destruction or damage to records, supplies, properties and structures, and the
orderly and sanitary clearing up of waste materials or debris, particularly during and in the
aftermath of manmade and natural calamities and disasters
(4) Recommend to the sanggunian and advise the governor or mayor, as the case maybe, on
all other matters relative to general services
(5) To exercise such other powers and perform such other duties and functions as may be
prescribed by law or ordinance.
(1) (2)
Organizational Objective/s General Services Office’s objectives in line with the PGLU’s mandate or goal
 Provision of efficient and effective General Services
 To ensure of an effective and efficient management of all physical resources, facilities,
properties, records and archives of PGLU
Vision/ Mission PGLU Mission: To be the catalyst for sustainable and inclusive development that improves the
quality of life of our people.
PGLU Vision: To be the Heart of Agri-Tourism in northern Luzon by 2025.
GSO Vision: The General Services Office as the promoter of cleanliness, orderliness and the
effective and efficient management of all physical resources, facilities, properties, records and
archives of the Province of La Union geared towards a progressive and peaceful Province.
GSO Mission: We, the PGSO Officers and Staff, commit to:
1. Maintain the cleanliness, orderliness and the green surroundings within the Provincial
Capitol
2. Give due importance on systems, policies, and activities for the transparent, accurate,
and complete and timely reports on supply and property management.
3. Regularly update and maintain effective records and archives management system.
4. Develop and maintain the different facilities and leased properties owned by the
Provincial Government of La Union.
Functions The following are the General Services Office’s duties and functions:
 Take custody of and be accountable for all properties, real or personal, owned by the
local government unit and those granted to it in the form of donation, reparation,
assistance and counterpart of joint projects
 With the approval of the governor or mayor, as the case maybe, assign building or
land space to local officials or other public officials, who by law, are entitled to such
space
(1) (2)
 Recommend to the governor or mayor, as the case maybe, the reasonable rental rates
for local government properties, whether real or personal, which will be leased to
public or private entities by the local government.
 Recommend to the governor or mayor, as the case may be, reasonable rental rates of
private properties which may be leased for the official use of the local government
unit
 Maintain and supervise janitorial, security, landscaping and other related services in
all local government public buildings and other real property, whether owned or
leased by the local government unit
 Collate and disseminate information regarding prices, shipping and other costs of
supplies and other items commonly used by the local government unit
 Perform archival and record management with respect to records of offices and
departments of the local government unit and;
 Perform all other functions pertaining to supply and property management heretofore
performed by the local government treasurer; and enforce policies on records
creation, maintenance and disposal.
Leadership Organizational Structure of listing of hierarchy of positions from Local Chief Executive (LCE) to
the Department, Office, Unit Heads (please see Annex A)
Personnel Complement Provincial General Services Office is composed of the following:
(53) Permanent
(24) Emergency Laborers
(5) Job Orders (please see Annex A)
Financial Highlights 1) Installation of Office signages
2) Purchase of Generator Set
3) Procurement of Service Vehicles
Major Programs and Projects Major Programs and Projects of the GSO including budgetary requirements
(1) (2)
Program/Project Budgetary Requirement
- Computerization/Automation of Capital Outlay Php 200,00.00
records in support of the Agri-
Tourism Project of PGLU
- Installation of signages along the Capital Outlay Php 2,000,000.00
capitol loop park complex
- Establishment & Developing the Capital Outlay Php 4,000,000.00
Capitol Park Complex in support of
the Agri-Tourism Project of PGLU
- Upgrading/repair of Capitol Water Capital Outlay Php 5,000,000.00
System & Sewerage System
Significant Accomplishments 1. Provision of Shuttle Service from Pasalubong Center to Capitol building every hour
2. Formulation and Dissemination of Vehicle Request Form
Public Service Sector Context
a) Public Service Organization
Providing Public services
 Public Entities –government DBM, DA, Municipal Governments, DepEd, Barangays, NAP
agencies and offices
 Private Entities providing
public services PrimeWater, PLDT, LUELCO, LUECO, LUDECO, Mckleene
b) Constituents or Public to Serve The general public
c) Stakeholders (indicate their

interest/stake)
(1) (2)
 Internal PPDO (Planning and Monitoring of Projects), Assessor (Appraisal of Assets),
Accounting(Recording and Maintenance of Book of Accounts), Treasury (Revenue
Generation), Budget (Appropriation)
 External
CSOs, POs, Component LGUs, Private Sectors, NGAs
Suppliers and Contractors Please see Annex B for list of suppliers
PART II – DOCUMENTATION OF INTERNAL CONTROLS
Criteria Per NGICS Laws, Rules and Ref. and Date Subject, purpose, objective Audit Notes
Regulations (LRRs) and salient provisions
CONTROL ENVIRONMENT
Comprises the organizational RA 7160 or the Local SEC. 477 of RA The Local Government Code of
structure and the staffing Government Code of 1991 7160 1991, provided for the
complement that enable an Qualifications, Powers, and
organization to carry out its Duties of the creation of the
functions. This plan defines and Engineering Office in the Local
distributes powers, functions Government Units.
and responsibilities to various
units and personnel to enable
them to meet overall
objectives.
Organizational Structure An organizational structure
provides the framework within
which the activities of an
agency are planned, executed,
controlled, and reviewed. It
considers key areas of
authority and responsibility
and the appropriate lines of
reporting.
Management & Personnel Sec. 32, Chapter 9, Book I Relates to accountability,

of the Administrative Code norms of conduct and ethical
of 1987 standards and performance.
RA 6713 An Act Establishing a Code of

Conduct and Ethical Standards
for Public Officials and
employees, to uphold the
time-honored
principle of public office being
a public trust,
granting incentives and
rewards for exemplary service,
enumerating prohibited acts
and transactions and providing
penalties for violations thereof
and for other purposes
Coordinated Methods and Control processes that are

Measures implemented and which form
part of the normal recurring
operations of an organization.
Comprise the policies, rules and
regulations in every agency
management system that
support and become integral to
the operations (HRM, FMS, RMS,
QMS).
Control Policies and Measures  Delegation of authority and
supervision
 Segregation of duties
 Access over resources, assets
and facilities
 Checking completeness of
transaction documents and
reports
 Verification
Reconciliation of financial and
non-financial data
Human Resource Management
System
Hiring Sec 7 Chap 2 Book V Provides that Career Service shall
Administrative Code be characterized by (1) entrance
based on merit and fitness to be
determined as far as practicable
by competitive examination, or
based on highly technical
qualifications; (2) opportunity for
advancement to higher positions;
and (3) security of tenure.
Training
Motivation and Incentive
Norms of Behavior and Ethical
Standards
Performance Evaluation System Sec. 33, Chapter I, Subtitle A, Provides that there shall be
1st and 2nd level - Performance Title I, Book V of the established a performance
Evaluation System Administrative evaluation system (PES) which
Code shall be administered in
3rd level – CESO – Career Executive accordance with rules,
Service Performance Evaluation regulations and standards
System (CESPES) promulgated by the Civil Service
Commission (CSC), for all officers
and employees in the first and
second levels of the career
service.
Policy on Discipline Section 46, Chapter 6, Section 46, Chapter 6, Subtitle
Subtitle A, Title I, Book V of A, Title I, Book V of the
the Administrative Code of Administrative Code of 1987
1987 provides for performance and
incentive mechanisms
FINANCIAL MANAGEMENT Sec. 3, Chapter 2, Book VI of The Code provides that “the
SYSTEM the Administrative Code budget shall be supportive of and
consistent with the socio-
economic development plan and
shall be oriented towards the
achievement of explicit objectives
and expected results, to ensure
that funds are utilized and
operations are conducted
effectively, economically and
efficiently.” Expected result
means the service, product, or
benefit that will accrue to the
public, estimated in terms of
performance measures or
targets.
RISK MANAGEMENT SYSTEM DBM Circular Letter 2006- 23 October 2008 National Guidelines on
08 Internal Control Systems
stated about risk
assessment.
 RM Policy
 RM Manual
 RM Process
QUALITY MANAGEMENT SYSTEM Executive Order No. 605 February 23, 2007 (Institutionalizing the Structure,
Mechanisms and Standards to
Implement the Government
Quality Management Program)
was issued to ensure quality in
the methods, systems and
processes in government
operations.
ISO 9001:2015 Certified

Office Procedures and Related
Policies
RISK ASSESSMENT
Risk Identification
Risk Analysis
Risk Evaluation
CONTROL ACTIVITIES
Risk Response
Response to Recommendations of
External Reviewers
INFORMATION AND
COMMUNICATION
Information Prompt recording and proper
classification of transactions and
events.
Appropriate, accurate and

current information.
Timely information.
GQMSS mechanisms:  Issuance, revision and
approval of internal
documents;
 Control of external
documents
 Access to documents
Performance Information Sec 6 of RA 9485 – Citizens’
Charter
Performance Reports Section 8(A) of RA 6713/ Sec Statement of Assets and

7 of RA 3019 Liabilities
Sec 8 Rule III of RA 6713 Consultation and dialogue
Communication between officials and staff
MONITORING
IAS Staffing Circular Letter No. 2008-5 14 April 2008 Guidelines of the Organization
and Staffing of an Internal Audit
Service/Unit and Management
Division/Unit in Departments/
Agencies/GOCCs/GFI Concerned
IAS Functions Circular Letter No. 2008-5 Review and appraise systems and
procedures/processes,
organization structure, asset
management practices, financial
and management records,
reports and performance
standards of the agencies/units
covered.
Management Audit Division Separate evaluation of the
(MAD) effectiveness of IC of
management systems
(HRM,FMS,QMS & HRM)
Operations Audit Division (OAD) Evaluates the 4Es of operations
PART III - Review of Performance

Strategic Goals:
1) Beautification of Capitol Complex (Cleaning and Greening)
2) Maintenance of Cleanliness and Sanitation
3) Procurement of Service Vehicles and Implementation of Service Vehicle Scheduling System
4) Personnel Development
5) Improvement of Inventory Management
BEAUTIFICATION OF CAPITOL COMPLEX (CLEANING AND GREENING)
PROGRAM / Percentage Variance/

Major Final Output PROJECT/ KPIs TARGET ACCOMPLISHMENT of IA
ACTIVITY Accomplishm Comment
ent
Inventory of gardening - Identify and
supplies, tools and purchase needed 1 Inventory for
Inventory
equipment gardening tools, the month of
report
supplies and June 2019
equipment
Capitol Nursery 1 Capitol
Capitol
- Establishmen Nursery for the
Nursery
t of Capitol Nursery month of June
established
2019
Installed Signages 6 areas with

Number of
installed
- Purchase and areas with
signages by
install signage installed
the month of
signages
June 2019
Planted Bougainvillea - Re-planting of
6 areas
around the capitol complex ornamental Total number
planted with
plants and of areas
bougainvillea
planting of planted with
by the month
bougainvillea in bougainvillea
of August 2019
strategic areas
Green Areas 6 green areas
- Regular greening Number of maintained
maintenance of green areas from June to
areas maintained December
2019
Cleaned Areas w/ installed - Regular cleaning
Number of 6 areas w/
trash bins of areas and
areas from June-
installation of
regularly December
color-coded trash
cleaned 2019
bins
Monthly Awarding of
- Search for the At least 1
cleanest and greenest area Number of
Cleanest and awardee per
during the flag raising Awardee
Greenest Area month
ceremony
TOTAL
Prepared by Reviewed by
Name: Name:
Position/Designation: Position/Designation:
Office: Office:
Date Date
*Target and Accomplishment: physical and processes, financial flows, timeline

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LGU INTERNAL CONTROL DOCUMENT (LGICD) Template #1

PART I - BACKGROUND INFORMATION

b) Constituents or Public to Serve The general public

c) Stakeholders (indicate their

PART II – DOCUMENTATION OF INTERNAL CONTROLS

Management & Personnel Sec. 32, Chapter 9, Book I Relates to accountability,

RA 6713 An Act Establishing a Code of

Coordinated Methods and Control processes that are

ISO 9001:2015 Certified

Appropriate, accurate and

Performance Reports Section 8(A) of RA 6713/ Sec Statement of Assets and

PART III - Review of Performance

BEAUTIFICATION OF CAPITOL COMPLEX (CLEANING AND GREENING)

PROGRAM / Percentage Variance/

Installed Signages 6 areas with

*Target and Accomplishment: physical and processes, financial flows, timeline

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