Republic ofthe Philippines NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE A S977 DIRECTORATE FOR INFORMATION AND COMMUNICATIONS TECHNOLOGY MANAGEMENT Camp BGen Rafael T Crame, Quezon City PPD-2020-09-12-04 MEMORANDUM TO D, CES FROM TADICTM SUBJECT : Approved PNP Memorandum Circular (MC) No. 2020-004 DATE March 12, 2020 1. Reference: Approved PNP Memorandum Circular (MC) No. 2020-004 re: Policies, Guidelines and Procedures on the Proper Utilization of Digital Mobile Radios. (DMR) dated January 16, 2020. 2. This pertains to the approved policies and procedures for the proper utilization of DMR equipment by the end-users so that it will reach its maximum economic serviceability. 3. Furthermore, PNP personnel who violate any of the provisions of this MC shall be held administratively liable under NAPOLCOM Memorandum Circular No. 2016-002 or the 2017 Rules on Administrative Cases in the Civil Service, whichever is applicable. 4. In this regard, this approved MC is now ready for dissemination as a General Public Information to all end-users effective March 11, 2020. 5. For guidance and compliance rae DIONARDO B CARLOS Police Brigadier GeneralRepublic of the Philippines NATIONAL POLICE COMMISSION NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE. OFFICE OF THE DEPUTY CHIEF, PNP FOR ADMINISTRATION Camp 8Gen Rafael T Crame, Quezon City JAN 1 6 2020 MEMORANDUM CIRCULAR No.:2020 004 POLICIES, GUIDELINES AND PROCEDURES ON THE PROPER UTILIZATION OF DIGITAL MOBILE RADIOS (OMR) 4. REFERENCES: @. PNP ICT Masier Plan; b Command Memorandum Circular 41-12 entitled “Proper Usage, Care and Maintenance of Transceiver Radios and Accessories’ dated August 2. 2013; © Memorandum Circular Number 2009-009 eniilled “Revised Guidelines and Procedures in the Disposal of Philippine National Police Properly and Equipment (PE) and the Disposition of the Income Derived Therefrom’ dated June 9, 2009; and d. Approved Memorandum by Chief, PNP dated October 20, 2016 regarding Proposed Adoption of Digital Mobile Radio (DMR) Standard for PNP Nationwide Digital Radio System. 2. RATIONALE: The Philippine National Police (PNP) has been using the analog Muiti- Trunked Radio System (MTRS) for more than two decades now. The PNP has invested much on its replacement, the Digita! Radio System. This Memorandum Circular (MC) provides the guidelines and procedures lo be undertaken by concerned D-Staff, offices, and end users in the utilization of the Digital Mobile Radio (DMR) system te ensure its effectiveness and serviceability. 3. SITUATION: Many of the communication equipment that the PNP has been using particularly the MTRS malfunction and become defective due to improper usage. This is because of the lack of concern and knowledge by the end users. Many of these radios are turned in to the Communications and Electronics Service (CES) for repair on a regular basis which costs the PNP a considerable amouni to resiore it to its operating condition,4. PURPOSE: ‘The purpose of this MC is to set the policies and procedures for the proper utilization of DMR equipment by the end users so that it will reach its maximum ‘economic serviceability. 5. DEFINITION OF TERMS: a. Base Radio ~ radio transceiver usually installed in the police stations. its antenna is mounted outside of the building to enable long distance transmission and reception of radio signals. it is powered by an AC source using a power supply with a 12 V DC output and is also equipped with a handset with a Push To Talk (PTT) button, b. Digital Mobile Radio (DMR) - an open standard for digital radio technology set by the European Telecommunications Standards Institute (ETSI) to provide low and cost-effective radio solution for professional users. . End user — the accountable PNP unit or personne! with issued communications and electronics equipment covered by Property Acknowledgment Receipt (PAR). 4d. Handheld Radio - a radio transceiver with an antenna and a battery pack in @ single package, sometimes called the portable radio. Message is transmitted by pressing the PTT button then orally convey the message through the microphone attached to it. This is the basic radio equipment of a police officer when conducting official duties in the field. ©. Mobile Radio - a radio transceiver similar to a base radio usually installed in a police patrol car and is powered by the car battery. It has ‘an antenna that is mounted at the top of the vehicle. Technical inspection a technical examination conducted on defective or unserviceable communications and electronics equipment in order to determine and report its condition as to its serviceability, whether it can be repaired or is already beyond economical repair. Technical inspection should only be done by qualified CES technician. 6. GUIDELINES: a. General Guidelines: 4) All issuance of DMR equipment shall be covered with Property Accountability Receipt (PAR) and shall be carried by the end users at all times during their tour of duty. 2) No personne! shall be issued with a digital radio unless he/she has undergone training/seminar on Basic Radio Operations Procedures and related trainings on Radio Communications conducted by CES andlor the National Telecommunications Commission. 8) All personnel with certification training in DMR System, with issued designation orders as PNP DMR Programmers, and whose names. Page 2 0f7are listed in the official inventory of the PNP CES as PNP DMR Programmers, are the only authorized to perform the following: a) Access and operate the Dispatch Console Application; by Program’ thé DMR system for conventional and trunking Fepeaters, and program all DMR terminals such as handheld radios, mobile radios, and base radios; ¢) Access all DMR System servers and equipment in the Mobile Switching Office (MSO) for setting adjustments and configurations; d) Record and secure the entry of data into the DMR System Programming Logbook (ali changes, setting adjustments and configurations, such as IP address settings, radio ID and user Profiles, radio user privileges, and DMR System secess rights details); and ) Submit a copy of updated DMR System Programming Logbook to Director, CES. 4) All RCEOS with DMR Trunking and Conventional System in their respective AORs (PROs and PPOs) must secure an inventory of all DMR programming templates and must submit immediately within 24 hours a detailed update report to Director, CES should there be any changes in the programming details of all DMR terminals, b. Specific Guidelines: 1) Personnel with certification training in DMR System such as Dispatch Console Application, DMR Programming, and DMR Network Management System may not be reassigned to other unit or office without the approval of the CPNP and unless replaced by personnel with the required certification training. 2) Issued Digital Handheld Radios should be placed in an authorized tadio pouch when not in use and should not be hung on any part of ‘the uniform. 3) Asa general rule, the end user who loses his issued DMR equipment shall be held administratively liable for such loss. Loss of radios due to “force majeure" and other fortuitous events such as fire, disasters and calamities, casualty during police operations and while in the Performance of official duties shall be cleared with the Supply Accountable Officers under the generally accepted clearing procedures as follows: a) Affected party must immediately report such loss to proper authority for recording in the police blotter and investigation; b) The investigation report Must bé prepared thereafter. It is a vital document that will support or justify the dropping of lost property through the use of “Report of Survey’; and Page 3 of 7©) Dropping of losses in all forms should be done in accordance with the PNP Circular No. 002-02 dated February 14, 2002 entitled, “Procedures to be Followed in Requesting for Relief from Property Accountability”. 4) PNP personnel leaving the service (by retirement, separation, or other mode of separation) shall turn in their issued radios to the RSPNCO/SAO. The RSPNCO/SAO shall in tum issue them Non- Property Accountability Clearances to form part of their fetirement/separation papers. 5) SAO of PROs and NSUs shall submit a quarterly report of personnel with issued DMR equipment indicating thereat the gains and changes/losses in unit assignment. 6) Issuance of handheld terminal units and installation of mobile radios shail be limited only to organic PNP personnel and vehicles. in the exigency of the service, however, such as during multi-agency undertakings where radio communications is necessary, the Director, CES may authorize the temporary issuance of handheld and mobile radios to non-PNP personnel for the duration of the event. 7) Damaged or unserviceable OMR equipment shall be reported immediately to respective RSPNCOs/SAOs thru channel. An sppropriate investigation shall be conducted atthe regional evel o determine the circumstances surrounding the damage Unserviebilty of the equipment and whether of net wes du fo ‘negligence or carelessness of the holder. 8) Recall of issued DMR equipment for subsequent distribution to priority areas in times of disasters, local and international events as the need arises to augment communication requirements is authorized. Responsibilities: 1) DICTM 8) Designated OPR for the implementation of this MC; b) Review and update this MC to ensure that the provisions contained are relevant to the needs of the organization; and ¢) Perform other tasks as directed. 2) CES 2) Provide technical support to PNP Units for the installation and maintenance of their communications and electronics equipment as stated in the provisions of this MC; b) Direct and supervise the Regional Communications and Electronics Offices in the implementation of this MC; Page 4 of 7c) Provide technical assistance to the Communications Chiefs of National Support Units and Provincial Police Offices, Units and ‘Stations in the implementation of this MC; and d) Perform other tasks on orders. 3) RD, PROs and D, NSUs a) Ensure adherence of their respective concemed units and offices in the implementation of this MC; and b) Perform other tasks on orders. 7. PROCEDURES: | a. Protocols on the Use of Radio | 1) Under no circumstances should a radio user transmit obscene, insulting and profane languages; 2) Strictly observe communications security. The contents of any ‘message shall not be divulged to any person or party other than to whom the message is addressed; 3) Prior deployment for field operation, pre-arranged coded words should be used when using radio that does not have appropriate encryption to avoid interception of information by the enemies. As a general rule, only cal! signs should be used on air. Mentioning of Personal names should be avoided at all times; 4) When using conventional radio. or dedicated talk group for trunked fadio system, user must pause for a while and listen if the channel is. in use to avoid interference with ongoing conversation; 5) When one wishes to contact a station/party, the caller should ask Permission/clearance from the available dispatcher/operator outside of his main talkgroup/radio network. Call the name of the station/party first for clearance then the name of the calling party for proper identification; 6) Must transmit the message slowly and clearly. Do not shout at the microphone. Hold the radio at about two inches from the lips, hold the PTT button firmly, and speak clearly in normal voice; 7) Do not interfere when someone is transmitting a message unless the message is an emergency. During emergencies, always say “break” first before continuing; 8) When the dispatch station has no capability to determine if the radio is active or not, always ask permission from the station dispatcher before signing off (tuming off the radio); and 9) Always be sure that the antenna is properly placed and normally tightened. NEVER remove or replace the antenna during operation of the radio NOR push the PTT button when the antenna is removed for this will damage the radio, Page 5 of 7b. Troubleshooting; Maintenance, and Programming 1) In case of equipment malfunction, PNP offices/units should inform immediately their respective Supply and Accountable Officers for tum in and should coordinate with CES for the technical troubleshooting or in case of failure, replacement of the said equipment i itis still under warranty. Warranty period is three years for the main unit and one year for the extemal accessories such as antenna, knobs/switches, battery and charger; 2) All equipment which are still under the warranty period should be tumed in to the Supply Accountable Officer untampered. Repair and maintenance personne! should not break apart of remove aiiy ‘module or subsystem of a radio that is unserviceable or declared beyond economic repair and use it to repair defective similar equipment in order not to void the warranty. The unserviceable equipment shall be replaced by the supplier; 3) End users should not alter the programmed settings of the conventional repeaters and terminal units unless upon orders and under the supervision of the system administrators. The frequency settings, encryption, GPS settings, private call/group call settings on the terminal units should be programmed or calibrated only by designated personnel manning thé DMR system; 4) Programming and reprogramming of frequencies and changing of features in all conventional repeaters, DMR terminals and all dispatch consoles other than those specifically authorized is strictly prohibited; 5) Tampering of serial numbers, alterations and/or modifications on the original equipment is prohibited. Any personnel found to have tampered the serial number of his issued radio shall be held administratively liable and shall be proceeded against in accordance with NAPOLCOM Memorandum Circular No. 2018-002 or the 2017 Rules on Administrative Cases in the Civil Service, whichever is applicable; and 6) To deter uncontrolled cannibelization, defective removable or detachable parts or accessories of communications and electronics equipment such as knobs, battery, antenna and the like should be tumed in to the Supply Officer prior replacement - “no tum in, no replacement.” . Beyond Economic Repair (BER) Equipment 1) DMR radios issued by CES shall be tumed in to SAO, CES, and ‘evaluation shall be done by the Repair Section; 2) Unserviceable equipment subject for disposal shall undergo technical inspection to be conducted by CES; 3) A Technical Inspection Report shail be the sole basis to determine if the equipment is no longer repairable or BER and ready for disposal; and Page 6 of 74) Disposal of BER equipment shall observe the current PNP guidelines and procedures in the disposal of equipment. 8. ADMINISTRATIVE SANCTION: PNP personne! who violate any of the provisions of this MC shall be held administratively liable under NAPOLCOM Memorandum Circular No. 2018-002 or the 2017 Rules on Administrative Cases in the Civil Service, whichever is applicable 9. REPEALING CLAUSE: Any MC and other existing guidelines and issuances inconsistent with this MC are hereby rescinded or modified accordingly. 10. EFFECTIVITY: This MC shall take effect after 15 days from the filing of a copy thereof at the University of the Philippines Law Center in consonance with Section 3, Chapter 2, Book Vil of Executive Order No. 292, otherwise known as the "Revised Administrative Code of 1987,” as amended. FRANCISCO F GAMBOA ‘eutenant General CPN we 1y so044 a wi Distatt P-Stat ‘3080449 RD, PRO® D.NSUs JAN 1 6 2020 SPA 10 SILG Page 7 of 7