DILG REGION V ATT QUALITY PROCEDURE (QP) =| PROCEDURE TITLE ISSUANCE OF CERTIFICATE OF INCUMBENCY TO BARANGAY OFFICIALS SCOPE ‘This process starts from receipt of request (Transaction Slip) from Barangay Official up ‘to the preparation of Certificate of Incumbency by the C/MLGOO. To define the standard procedures in the processing of request for issuance of Certificate ees ‘of Incumbency in accordance with existing guidelines PROCESS DESCRIPTION INPUT PROCESS OUTPUT | PROCESSING BARANGAY OFFICIALS REQUEST FOR omen” —Tantaction sip |) ssuance oF cenTincate or |_| certificate of Barangay " INCUMBENCY Tncumbency Official DESCRIPTIVE STATEMENT: As etandard procedure of DILG RS in processing Barangay Officials request for Certificate of Incumbency, the Feavesting barangay offical submits the duly accomplished transaction slip to the C/MLGOO for veriflegtion, and preparation of the Masterlist and Certificate of Incumbency. ‘Step Responsible ‘No. Personnel PROCESS/ACTIVITY Details References 1 C/MLGOO/ Staff Receive and log accordingly | Receive and record the | Transaction Slip (10 minutes) Tequest. Logbook Logsheet Process Summary Logsheet 2 | ¢/MiGoo Receive and review request | For general/ reference (G days) ‘as to purpose. purposes: 1. Verify if the name of | Transaction Slip the requesting barangay official is | Masterlist of included in the list of | Barangay Officials/ incumbent barangay | BOIS officials. 2. Prepare Certificate of Incumbency. For — CSC Blighbility (lective): 1. Verify if the name of the requesting barangay official is included in the list of incumbent barangay officials. 2. Crosscheck the name | COMELEC in the COMELEC List | Proclamation and of Proclamation and | Canvass Canvass.DILG REGION V QUALITY PROCEDURE (QP) Step Responsible No. Personnel PROCESS/ACTIVITY 3. Verify if the requesting elected official has completed 1 full term. 4. Prepare Certificate of Services Rendered (CSC-ERPO BOE Form 1(@) and Masterlist. For CSC_—_ Eligibility (Appointive): 1. Verify if the name of the requesting barangay official is included in the list of incumbent barangay officals. 2. Review certificate of appointment. 3. Verify if the requesting appointive official has completed 1 fall term. 4. Prepare Certificate of, Services Rendered (CSC-ERPO BOE Form 1(b) and Masterlist. For Death Claim: 1. Verify if the name of the deceased barangay official is included in the list of Incumbent barangay officals. 2 Check other death claim supporting documents. 3. If complete, prepare Certificate of Incumbency. Any appointment documents (Oath of Office, BOIS, Bray. Resolution, Appointment) 3__| €/MUG00/ staff Release and log accordingly Record and release the certificate to the requesting barangay official. Logsheet Process Summary Logsheet DILG R5 QMS INTROLLED COPY _*(Cis) DILG REGION V QP-ROS-LGMED-31 QUALITY Renken EE Doe Pee . PROCEDURE (QP) a Definition of Terms: * —BOIS- Barangay Official’s Information Sheet * BODS- Barangay Officials Database System ‘*_CSC-ERPO BOE Form 1 (a) ~ Certification on Services Rendered in the Barangay (Elective Official) ‘* _CSC-ERPO BOE Form 1 (b) - Certification on Services Rendered in the Barangay (Appointive Offical) Legal References: 1, RA7160 “Local Government Code of 1991"; 2. Civil Service Comission (CSC) Resolution No. 1200865 DILG R5 QMS ONTROLLED COPY © Sea, §\ DILG REGION V QUALITY .«¢/ OBJECTIVE (QO) OFFICE DILG (CITY/ MUNICIPAL LEVEL) igs Te races PROCESSING OF REQUEST OF BARANGAY OFFICIALS FOR ISSUANCE OF CERTIFICATE OF INCUMBENCY Key Performance Indicators (KPI) a on (en racn Frequency of | Responsible (eg. Tracker, Function fo. of DBCs received, consolidated | Monitoris for Monitoring Log Sheet, cme | me | Seeing | Sainte’ | TE | wt ‘within the timeli mateo Process request of | 80% of request 30% ‘otal number of requests acted Barangay acted upon ‘upon within three (3) working days Officials for witha from receipt ofthe request/ Quarterty cymucoo | Monitoring Log sheet Issuance of three(3) transaction slip Certificate of rote 100% Summary Log Sheet mbency ofthe Total number of requests received request/transa ction slip atthe ‘ity/municipal office. Process Owner Deputy QMR Regional QMR DILG RS QMS SONTROLLED COPYfj PROCESS QUALITY MEASUREMENT X EVALUATION (QME) DILG (CITY/MUNICIPAL LEVEL) [orrice City/Municipal Operations Office PROCEDURE TITLE PROCESSING OF REQUEST FOR ISSUANCE OF CERTIFICATE OF | INCUMBENCY FOR. BARANGAY OFFICIALS OBJECTIVE STATEMENT ‘To ensure timely action on request for the issuance of Certificate ‘of Incumbency for Barangay Officials CURRENT PERIOD: INDICATORS Quarter 2 Quarter 3 Quarter Quarter | Tor Mang suance of certificate of incumbency acted upon within three (2) working, days from receipt of the request ‘Municipal Operations Office, up to the release of certificate ‘Tequests acted upon within days from receipt, up to ficate aT |__| put your analysis why itis not met) Gap Analysis: (In case the objective isnot met, | Absence of signatories; force ‘majeure and incomplete documentary requirements (CAR) and attach it to this form. ah LGMED Chief Note: tnd aac ta ny nut Ponce Dept OMT alias ar elon a Gene eo gis TCV Nos ep 0 ATTY. ARNALDO E. ESCOBER/R, CESO V OIC ARD Deputy QMR Regional QMRpm DILG - REGION V (81KOL) Gna) Processing of Request of Barangay Officials for Issuance of Certificate of Incumbency FM-QP-ROS-LGMED-31 QUALITY OBJECTIVE: 80% of Request for Issuance of Certificate of incumbency to Barangay Officials ewNo: EA Owe: 100237 Page ttt FREQUENCY OF MONITORING : Monthly ‘CURRENT PERIOD: ‘80% ofthe request of BO for issuance of Cetifieate of Incumbency acted upon ‘within three (3) working days from receipt ofthe request/ transaction slip, REMARKS DILG R5 QMS } ONTROLLED COPY +TRANSACTION SLIP (For Certificate of Incumbency) Name ce Position: Address: (pls check) GGeneral/Reference Employment, oan, Bond) Grantof CSC Higity Educational Privilege Death Benefit Claim For EDUCATIONAL BENEFITS: [Name of Barangay/SK Official: ___ Position: [Name of Legitimate Dependent Children: Schoo! attended: TRANSACTION SLIP (For Certificate of Incumbency) Neme tee tau: Position: ‘Address Purpose: (pis. check) (General/Reference Employment, Loan, Bond) [O Grant of csc migtitity Educational Privilege Death Benefit Claim For EDUCATIONAL BENEFITS: Name of Barangay/ SK Oficial: Position [Name of Legitimate Dependent Children: ‘Schoo! attended:Department of the Interior and Local Government Provincial Operations Office CORT [00 | 100217 | 10f1_| Customer Satisfaction Survey Form Name: (Optional) Date: Service/Assistance Requested /Received: Processing of Request for Issuance of Certificate of Incumbency for Barangay Officials Office Concerned: DILG Provincial Operations Office/ C/MLGOO Dear Client, We at DILG Camarines Sur Provincial Office endeavors to consistently provide effective services to meet our client's needs. In this regard, may we request you to help us improve our services by allowing us to hear your voice. Kindly fill-up this survey form and reflect your impressions about our services on the issuance of certificate of incumbency for barangay officials and the timeliness of our action/s on your request. Attached are the Transaction Slip submitted to this Office as compared to the copy of certificates released/issued for the month in survey. Rating Scale ‘Description of Level of Satisfaction 5 Very High 4 High 3 Moderate 2 Low 1 Very Low Service Parameter Client Satisfaction Remarks 1. Areall the names of requesting barangay officials which were submitted forthe month | 4 2 3 of in transaction slip accurately and completely reflected in the certificate issued?__ - 5 2. Areall the requests for the month of timely issued with appropriate | 4 2 3 certificate? __ 4 5 3. For the month of . is the C/MLGOO 1 2 z responsive to all your queries/requests? 4 5 ‘A. Suggestion for improvement: Process Owner Deputy QMR Regional QMR DILG RS QMS CONTROLLED COPYGE (f* x (ig DILG PROVINCIAL OFFICE FM-SP-ROS-07-0: Gs) CUSTOMER SATISFACTION SURVEY MATRIX ee et Quality Objective: Atleast 80% average Satisfactory (3) and above (4, 5) rating from received Customer Satisfaction Survey Forms/Survey Tools ‘Schedule of submission: Every 5" working day of the ensuing month of the monitoring period NAME OF CUSTOMERS (the frequency RESPO! PERSON PROCESS | (speciythecustomersot| "Mopyay | SURVEY TOOL | estate | re |, (adic tho same ct orrice | “nietetiename ot | "the processeg eld” | SU ‘sformor | samewththe | Ppoaee rom | RATE | the personel seme | wave | ere | sane | pretennt, | octane | Semmte | eta document quality | es.and/orthe general | Person or suey | ‘inyourprocess | ‘Re Pe rolahly represent pl a es lectronic) toctused) "| gray cjecive | S¥ERsuY | Thevvoiee othe | ‘wtamer sma £0) form) 2 customers) | _ submitting reports) Processing of request for C/MLGOO | Certificate of Barangay Officials | Person | Questionnaire | Quarterly 80% 80% c/MLGoo Incumbency for Barangay Officials J ouvipp. LGMED Chief Cluster Head DILG RS QMS ONTROLLED COPYerry» fg DIG PROVINCIAL OPERATIONS OFFICE \ CSS Monitoring Log Sheet Seow QUALITY OBJECTIVE: 80% of Clients Satist faction Survey (Activity Feedback Form) received with rating of satisfactory (3) and above (4, 5). TATITLE: Processing of Request for Issuance of Barangay Officials Certificate of Incumbency DATE CONDUCTED: Total/Average Rating ‘TOTAL [RESULT (%) JAY ducrs ams t Kontrowep copy +(Pr (i ) DILG PROVINCIAL OPERATIONS OFFICE \ 3) CSS Summary Logsheet eed Office: Process / Service: Processing of request for Certificate of Incumbency for Barangay Officials ‘Survey Mode Unsatisfactory | Satisfactory or Hes | | Dery, {(inperson, Client Name Pate Css Farm | ““andBelow | Above Rating Remarks, if any electronic) (2,4) {3,4,5) person Barangay Officials Total % a Gust. BeRcES OLIVIY'D: RAMIREZ OV LGMED chief Date: Process Owner Division Chief DILG R5 QMS[SA G ») Republic of the Philippines ae (ous) DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT MSP: SP-ROS-O1B-01 DILG Provincial Operations Office. Mabolo, Naga City regionS.dilg.gov.ph Name of Bureau/Service/Division: City/Municipal Operations Office MASTER LIST OF MAINATINED EXTERNAL DOCUMENTED INFORMATION /Master Copy of Certificate of Incumbency Master Copy of Certificate of Service Rendered (Elective) (CSC-ERPO BOE Form af) Master Copy of Certificate of Service [Rendered (Appointive) (CSC-ERPO BOE Form DILG RS QMS NTROLLED COPY.eo apc the Philipin A DEPARTMENT OF THE INvenon an IND LOCAL GOVERN men DILG Camarines Sur Provincial Operations Office Mabolo, Naya ly regionS.dilg.gov. ph Name of Bureau/Service/Division: City/Municipal Operations Office MASTERLIST OF MAINTAINED INTERNAL DOCUMENTED INFORMATION pocu} DOCUMENT TITLE REVISION pomrirnes. 00, cm @_ | os % oS Processing of Request for + Tssugnce of Certificate of fncumbency for Barangay Offical [Processing of Request for Issuance of Certificate of JaP-ROS-LGMeD-31 ncumbency Quality Proced | Processing of Request for Issuance of Certificate oF al |__|a0-aP-ros t6meo.31 Incumbeney Quality Objective { [Processing of Request for Issuance of Certificate of JOme-ap-RoSAGMED.31 _|Incumbency Quality Monitor ingand Evaluation Processing of Request for Issuane of Certicateof lFm-sP-R0s-08-01 Hucumbenc Prac jummary Log Sheet Frecesng of Rego fo unac of area of 7 'M-OP-ROS-LGMED- = x GONTROLLED COPY +> Rep ig ferorerst | ) DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT SSS 4) DILG Provincial Operations Ofce © [see fie ree ‘Name of Burean/Service/Diviston: DILG (CITY/MUNICIPAL LEVEL) FILING SYSTEM RETENTION PERIOD DOCUMENT CODE DOCUMENT TITLE custopiAN | LOCATION aa TOTAL | DISPOSAL [Control of Document Procedure [Logbook Process Owner ]1S0 Corner, Sequential by] 3years | Syears ] @years Jax cabin, Date Data File 4Onanizer FH-QF-ROS-LGMED-31 | Logaheet Process Owner ISO Comer, [Folder #1- [Sequential by Jams cabinet, CERTIFICATE Date [Data File "| INCUMBENCY [Qually Procedure Process Owner |ISO Corner, Folder # 02- ve JQMS Cabinet, |ceRTIFICATE [Data File "| INCUMBENCY JaP-Ros LcMeD 31 Onmaniaer [Quality Objective Process Owner |ISO Carner, Folder ® 02 [are [QMS Cabinet, |ceRriFIcATE: Data Fie” |NCUMBENCY |00-aP.nos-.cMen-31 \oomunt [Documentary Requirements Checiist | Process Owner iSO Carner, Folder #02 wa JoMs cabinet, |cERTIFICATE: Jbsta File "| INCUMBENCY lonmanizer issued Certificate oftncumbency | Process Owne|ISO Corner, [Folder # 03- [Sequential by] Jomscabiner, |cervincareor [Date Data Fle (CUMBENCY [BO Acknowledgment Receipts ofthe iso Comer, Folder ®04-BO- | Sequential by] of Incumbeney [QMS Cabinet, Acknowledgment [Date Daca Fie |Recetpts |orwanizer DILG R5 QMS ‘ { \ConTROLLED copy. :Republic ofthe Philipp FIM-SP-ROS-02-01, ) DEPARTMENT OF THE INTERIOR AND Lé LOCAL GOVERNMENT a EL TENOR AD 0c ae a ‘Name of Bureau/Service/Diviston: DILG (CITY/MUNICIPAL LEVEL) MASTER LIST OF RETAINED DOCUMENTED INFORMATION. FILING SYSTEM RETENTION PERIOD DOCUMENT cope Document rrTus, cusropian | Location = sexes [active] storace | rovar~| DSPOSAt | Process Performance Wonltoring [Process Owner [ISO Comer, [reer ‘Syears | Syears | Byears Cabinet, cxcarecr [Quality Monitoring and Evaluation of th} one IMB DILG RS QMS 5 JONTROLLED COPY}} AdO2 G3TIO“ING, SND su OT ome mM Nee ie LT Hl ill CU it ee {te fn ac Ho ANT : aC TY] fa) | TT TH THE