MOTORPOOL PROCEDURE

1. OBJECTIVE :
To ensure the maintenance and efficient operation of all equipments, motor vehicles,
machines, generator and other small equipment.
2. SCOPE
Preventive and corrective maintenance of all equipments, motor vehicles, machines, generator
and other small equipment.
3. RESPONSIBILITY AND RESOURCES
President/COO
Finance Head
Department Head, GSD
General Service Head
Motor pool In-Charge
End user
4. . DEFINITION OF TERMS
Maintenance – keeping all motor vehicles/equipments continues to perform their intended
purpose/functions by keeping them in good condition and restoring them to serviceable
condition.

Preventive Maintenance – is maintenance carried out at predetermined intervals intended to

reduce probability of failure or malfunctioning.

End-users – refer to accountable officer who was assigned with equipment and motor
vehicle.

PR – Purchase Requisition

JO – Job Order

APP – Annual Procurement Plan

5. . RECORDS GENERATED:
Vehicle and equipment History Ledger, Pre-repair Inspection Report, Spot Report,
Accomplishment Report.
 6. PROCEDURE DETAILS AND FLOW

1. Process Flow Description of Activity Guidelines/Criteria/Po Responsible Retained Information

licy Person
1. Simultaneous in the Annual Procurement Plan Department head- 1.1 Status Report of all
preparation of the Corporate Equipment vehicles and equipments
start
Operating Budget/ Annual 1.2 Preventive Maintenance
Procurement Plan the General Schedule
Services Chief shall prepare 1.3 Annual Calendar of
also the Annual Preventive Activities
Maintenance Plan of all motor
vehicles and equipment of
MKWD to include the budget
of preventive maintenance of
vehicles and equipment in the
APP