Document Code:

LOCAL GOVERNMENT OF DAVAO SP/CA-001

Logo Office of the Sangguniang Panlungsod Rev.: Issue Date:
0 July 19, 2021
Subject:
Encode Approved Resolution/Ordinance

1. REVISION HISTORY
Nature
Rev. of Issue Originator Reviewed by Signed and
No. Change Date Approved by
0  Initial 07-09- KJTQuintas MTAReyes/ CNSantos/
issue 2021 HCAEchavez/ MTAReyes
JCBenecario/
VMarasigan

2. PURPOSE
This procedure intends to define the control needed to ensure that the encoding of
approved Resolutions/Ordinances is observed.

3. EXPECTED OUTPUTS
By implementing this procedure, the following specific outputs are expected:
2.1 Accurate and timely encoding of approved Resolutions/Ordinances
2.2 Clear computer printout
(NOTE: May refer to the “Planned Results/Expected Output” column in the Risk
Assessment and Action Plan/Opportunities&Action Plan.)

4. SCOPE
This control specified in this procedure covers the activities upon approval of the
Resolution/Ordinance up to the finalized Resolution/Ordinance.

5. DEFINITION

Check the Master Document Register. Documents that do not bear the LGU’s official document
Verify that this is the current version before use. stamps are considered “Uncontrolled”

Page 1 of 4
 Document Code:
LOCAL GOVERNMENT OF DAVAO SP/CA-001
Logo Office of the Sangguniang Panlungsod Rev.: Issue Date:
0 July 19, 2021
Subject:
Encode Approved Resolution/Ordinance

6. RESPONSIBILITIES

Local Legislative Encodes the approved Resolution/Ordinance

Staff Officer I

Local Legislative Edits the 1st draft of the Resolution/Ordinance

Staff Officer
V/Local
Legislative Staff
Officer IV/Local
Legislative Staff
Officer III/Board
Secretary III

SP Secretary Secretary to the SP edits the Second Draft

Local Legislative Release the signed Resolution/Ordinance

Staff Officer III

7. PROCEDURE OUTLINE
(NOTE: Citizen’s charter may be used as reference here, if applicable.)
Responsible Activity Documents
Encodes the
1st Draft of the
Local Legislative Staff Resolution/Ordinance
Resolution/Ordinance
Officer I

Local Legislative Staff

Officer V/Local Edits the 1st draft of the Edited draft of
Legislative Staff Officer Resolution/Ordinance Resolution/Ordinance
IV/Local Legislative Staff
Officer III/Board
Secretary III

2nd Draft of
Local Legislative Staff
Enters the corrections to the Resolution/Ordinance
Officer I
Second Draft

Check the Master Document Register. Documents that do not bear the LGU’s official document
Verify that this is the current version before use. stamps are considered “Uncontrolled”

Page 2 of 4
 Document Code:
LOCAL GOVERNMENT OF DAVAO SP/CA-001
Logo Office of the Sangguniang Panlungsod Rev.: Issue Date:
0 July 19, 2021
Subject:
Encode Approved Resolution/Ordinance

Edits the 2nd Draft Edited 2nd Draft of the

Secretary to the SP
Resolution/Ordinance

Prepares the final

Local Legislative Staff Resolution/Ordinance Finalized
Officer I Resolution/Ordinance

Local Legislative Staff proofreads and initials the

Officer V/Local
Legislative Staff Officer
IV/Local Legislative Staff
Officer III/Board
Secretary III
Secretary to the SP
Resolution/Ordinance
Initialed
Resolution/Ordinance
Signs the
Resolution/Ordinance Signed Resolution/
Ordinance

Signs the finalized

Presiding Resolution/Ordinance Signed Resolution/
Officer/Temporary
Ordinance
Presiding Officer

Releases the signed

Local Legislative Staff Resolution/Ordinance to the
Records Section Logbook
Officer III

8. PROCEDURE DETAILS
(NOTE: The actions/controls to address risks/opportunities to ensure that planned
results/expected outputs are achieved should be captured here per Risk Assessment &
Action Plan/Opportunities & Action Plan.)

8.1. Encode the Resolution/Ordinance

8.2. Edit the 1st draft of the Resolution/Ordinance

Check the Master Document Register. Documents that do not bear the LGU’s official document
Verify that this is the current version before use. stamps are considered “Uncontrolled”

Page 3 of 4
 Document Code:
LOCAL GOVERNMENT OF DAVAO SP/CA-001
Logo Office of the Sangguniang Panlungsod Rev.: Issue Date:
0 July 19, 2021
Subject:
Encode Approved Resolution/Ordinance

8.3 Enter the corrections to the 2nd draft of the Resolution/Ordinance

8.4 Release Certificate of Appearance

8.5 Edit the 2nd draft of the Resolution/Ordinance

8.6 Prepare the final Resolution/Ordinance

8.7 Proofread and initial the Resolution/Ordinance

8.8 Sign the Resolution/Ordinance

8.9 Release the Resolution/Ordinance to the Records Section

9. INTERFACES/REFERENCES
9.1. Control of Non-Conformity and Correction Action Procedure
9.2. Internal Quality Audit Procedure
9.3. RA 11032 - Ease of Doing Business and Efficient Government Service Delivery Act
of 2018
9.4. RA 7160 – Local Government Code

Check the Master Document Register. Documents that do not bear the LGU’s official document
Verify that this is the current version before use. stamps are considered “Uncontrolled”

Page 4 of 4