Sdo Dagupan Citizens Charter

Schools Division Office Doc.
Number: SDO-OSDS-ACCTG-QP-001
Dagupan City
Revision Status: Page 1 of 5
Unit/Section: OSDS–ACCOUNTING SECTION Date Effective:
Title: ACCOUNTING AND DISBURSEMENT PROCEDURES
1.0 PROCESS FLOWCHART
7.1 DISBURSEMENTS OF CHECKS FLOWCHART

Schools Division Office Doc. Number: SDO-OSDS-ACCTG-QP-001
Dagupan City
7.2 UPDATING OF DISBURSEMENT REPORTS FLOWCHART

Dagupan City
7.3 ADVANCES FOR PAYROLL FLOWCHART

Dagupan City
7.4 ADVANCES FOR TRAVEL FLOWCHART

Dagupan City
7.5 ADVANCES TO DISBURSING OFFICERS FLOWCHART
2.0 RECORDS
2.1 Disbursement Voucher (DV)
2.2 Notice of Cash Allocation (NCA)
2.3 Supporting Documents (SD)
2.4 Registry of Allotment and Notice of Cash Allocation (RANCA)
2.5 List of Due and Demandable Accounts Payable - Advice to Debit Account (LDAP-
ADA)
2.6 Journal Entry Voucher (JEV)
2.7 Liquidation Report (LR)
2.8 Tax Remittance Advice (TRA)
SCHOOLS DIVISION OFFICE Doc. Number: SDO–SGOD–MU–001
DAGUPAN CITY
Section/Unit: Medical Unit Date Effective: May 3, 2018
Title: Annual Medical Examination of All Teachers and Non-Teaching

Personnel.
START
ADMISSION
MEDICAL EXAMINATION AND TREATMENT OF CASES
APPROVED
YES NO
DISPENSING OF MEDICINES REFER TO MEDICAL

SPECIALIST/ DOTS
CLINIC
END
Schools Division Office Doc. Number: SDO-OSDS-
Dagupan City
Unit/Section: OSDS-FINANCE Date Effective:
Title: BUDGET PREPARATION, EXECUTION & ACCOUNTABILITY
START
PREPARATION OF BUDGET
CERTIFICATION OF
AVAILABILITY OF
ALLOTMENT
OBLIGATION OF
EXPENSES
SUBMISSION OF
BUDGETARY
ACCOUNTABILITY
REPORTS
MAINTENANCE AND MONITORING

OF BUDGET SYSTEM
TECHNICAL ASSISTANCE
END
SCHOOLS DIVISION OFFICE Doc. Number: SDO–SGOD–MU–001
DAGUPAN CITY
Section/Unit: Medical Unit Date Effective: May 3, 2018
Title: Annual Medical Examination of All Teachers and Non-Teaching

Personnel.
START
ADMISSION
MEDICAL EXAMINATION AND TREATMENT OF CASES
APPROVED
YES NO
DISPENSING OF MEDICINES REFER TO MEDICAL

SPECIALIST/ DOTS
CLINIC
END
Schools Division Office Doc. Number: SDO-SGOD-PO-QP-001
Dagupan City
Unit/Section:SGOD–PLANNING OFFICE Date Effective:

Title: SUBMISSION OF EBEIS REPORTS
START Conduct of
Planning EBEIS
Online
submission Enter
of schools on GESP/GSSP/
PSP Validate Re-validate
GESP/GSSP/
Submissions Submissions
PSP
NO YES
Schools & DPO informs Data
A Division agrees complete &
schools of findings
on data on data submitted valid?
corrections
Generate school DPO tags

level school data as
performance “Validated”
indicators
YES NO
100%
Generate division
END schools
performance
validated?
indicators &
report
Doc. Number: SDO-OSDS-LO-QP-002
SCHOOLS DIVISION OFFICE
DAGUPAN CITY
Unit/Section: OSDS-Legal Office Date Effective:
Title: FILING OF ADMINISTRATIVE COMPLAINT
5.0 Procedures
5.1 Teaching Personnel

INTERFACE
FLOWCHART RESPONSIBLE DETAILS
DOCUMENT
Receives the complaint
Receives and indorsed by Office of the
records the Records Officer Superintendent to the Legal Written Complaint
complaint and/or his assistant Unit/Office. After receiving and
recording, delivers the written
complaint to the Legal Office
Records the details of the case

in the logbook stating the name
Evaluates the of the complainant, name of
complaint the person complained of,
school and designation.
Attorney III Ensures the completeness of Logbook
the complaint in form and
substance. Determines if the
complaint is from known
complainant or from
anonymous sender.
Prepares Prepares indorsement of the

indorsement of the Secretary of the complaint to the Regional Indorsement/
complaint SDS Director for appropriate action Transmittal
Forwards and
receives the signed Secretary of the Ensures that the indorsement Signed indorsement/
document from the SDS is properly signed by SDS transmittal
Office of SDS
Forwards the signed

Forwards the
indorsement and other
signed indorsement Secretary of the Signed indorsement/
documents to Liaison Officer
to the Office of SDS Transmittal
for transmittal of the complaint
Regional Director
to the Regional Office
DAGUPAN CITY
Title: FILING OF ADMINISTRATIVE COMPLAINT
5.2 Non-Teaching Personnel

INTERFACE
DOCUMENT
Receives and Records Officer Receives the complaint Written Complaint

records and/or his assistant indorsed by Office of the
the complaint Superintendent to the Legal
Unit/Office. After receiving and
complaint to the Legal Office.
Evaluates the Attorney III Records the details of the case Logbook
complaint in the logbook stating the name
of the complainant, name of the
person complained of, school
and designation.
Ensures the completeness of
the complaint in form and
substance. Determines if the
complaint is from known
complainant or from anonymous
sender.
Prepares Secretary of the Prepares indorsement of the Indorsement

indorsement SDS complaint to the Office of SDS
of the complaint for appropriate action
to SDS
DAGUPAN CITY
Title: GENERAL PROCEDURE IN THE LEGAL UNIT
6.0 Process Flowchart
Head Office receives

Complaint/ Inquiry
(Oral or Written)
(Must be received by the
Records Office if the
complaint is written)
Referral by the Head Office

of the complaint/Inquiry
To the Legal Unit
Signing in the Logbook
Legal Officer makes an initial evaluation

(determine if it is grievance,
child abuse or administrative case)
If merely for consultation, just give the proper
Legal advice orally or via Legal Opinion
Send notice to parties concerned for

clarificatory conference for further identification
and evaluation of the complaint.
If Grievable issue- refer the case to the Grievance

Committee
If Administrative Case- refer the case to the Regional
Office if teaching personnel. Refer to Superintendent if
non-teaching personnel
If Child abuse case- refer to Regional Office
Schools Division Office Doc. Number: SDO-OSDS-
Dagupan City
Unit/Section: OSDS-ADMIN Date Effective:

Title:

1.1 Incoming and Outgoing of Documents Flow
Records Unit Head of Office/ Action Units

Officer in charge
Start
Incoming
Receives, Stamps Notes down/routes

and log and get a for action
copy
1.Check
completeness on Outgoing
documents acted
upon.
2.Stamps, log and
released.
Deliver/Hand carry Makes appropriate

documents action
End
Doc. Number: SDO-OSDS-ADSO-QP-003
Schools Division Office
Dagupan City Revision Status: Page 1 of 1
Title: INSPECTION OF GOODS PROCEDURE
START
RECEIPT OF REQUEST
FOR INSPECTION
EVALUATION OF
REQUIRED DOCUMENTS
CONDUCT OF
INSPECTION
PREPARATION OF IAR
END
SCHOOLS DIVISION OFFICE Doc. Number: SDO-SGOD-DRRM-QP-001
DAGUPAN CITY
Section/Unit: SGOD-DRRM Date Effective:

Title: DISASTER RISK REDUCTION MANAGEMENT SERVICE PROCEDURES
1.1 CONDUCT OF QUARTERLY NATIONAL SIMULTANEOUS EARTHQUAKE

DRILL & ITS REPORTING PROCESS FLOW CHART
Preparation of the memorandum and correspondences
Review and Endorsement of the memorandum and correspondences
Approval of Division memorandum/correspondences
Released of the approved memorandum

/correspondences
Follow-up TA among interested parties
Actual conduct of the NSED, deployment of SDO monitoring officials

and partners, Post evaluation activities
Gathering & Consolidation of Reports
Submission of NSED Reports

DAGUPAN CITY

1.2 INFORMATION COORDINATION AND MANAGEMENT PROTOCOLS
COORDINATION PROTOCOLS
(A) (B)
ACTIVATION OF EMERGENCY EARLY WARNING

OPERATION CENTER SIGNS
SDO DRRM service receives

advisories, weather updates, warning
To be activated in case of Emergency signs and alert from
(2 or more Schools are affected)
All official advisories, weather updates,
warning signs and alert from
RO/CO/NDRRMC/CO/RO/Pag-
Division directly reports to DepEd SDO DRRM Service shall acknowledge
DRRMS RO/CO/CDRRMC for and/or respond to all advisories, alerts
Immediate data needed in times of and data report needed by DepEd
emergency.
School monitoring and validation of
situation as needed.
DAGUPAN CITY

1.3 INFORMATION MANAGEMENT PROTOCOLS
INFORMATION MANAGEMENT PROTOCOLS
BEFORE HAZARD DURING & AFTER HAZARD
Activation of SDO DRRM Team

Hazard advisories, occurrences
Identifying Affected Personnel/learners
& Personnel Tracking
RO/CO/NDRRMC/CO/RO/Pag-
Baseline data
Validation & Consolidation of data report
(learners/personnel affected,schools as evac
centers, class suspension & resumption, damage
Preparedness, prevention and mitigation classrooms and learning materials
measures
Submission of Report
Intervention Referrals
RAPID ASSESSMENT DAMAGES REPORT (RADAR 1 & 2)

Immediately after hazard, the SDO DRRM ensures that all schools shall submit report using the
RaDaR template through SMS within 72 hours after any hazard or emergency to facilitate the
immediate determination of needs and provision of the necessary assistance.
SDO DRRM submits Certificate of No Damage in case of no damages incurred all schools validated
from all interested parties.
DAGUPAN CITY

DAGUPAN CITY

DAGUPAN CITY

DAGUPAN CITY

DAGUPAN CITY

SCHOOL MONITORING AND TECHNICAL ASSISTANCE PROCEDURE

- SDO DRRM Service conduct regular quarterly school monitoring and provision of technical
assistance as needed amongst schools.
- Monitoring and Technical Assistance is done through face to face, school to school, and on-
line to support DRRM Program implementation in the field.
Schools Division Office Doc. Number: SDO-OSDS-ADSG-QP-001
Dagupan City
Title: OFFICE SECURITY PROCEDURE
6.1 Coming in and out of visitors/interested parties
START
ISSUANCE OF VISITOR’S
I.D./PASS CARD AND
DIRECTION
SG ASKS THE
TRANSACTION TO THE
VISITOR/IP
VISITOR PROCEEDS TO THE

BUILDING AND DOES
TRANSACTION
SG CHECKS THE
AVAILABILITY OF THE
PERSONNEL FOR
TRANSACTION
VISITOR’S RETRIEVAL OF
I.D. PRESENTED IN PLACE OF
VISITOR’S I.D./PASS CARD
VISITOR LOGS IN AND

PRESENT’S I.D.
END
Schools Division Office Doc. Number: SDO-OSDS-ADSG-QP-001
Dagupan City
Title: PERSONNEL LEAVE OF ABSENCE

Filing of Leave of Absence
VACATION/PERSONA
LEAVE
L LEAVE:
RECORDING/EVALUATION:
 Form 6 Arabella Sabado
 Letter Request Administrative Aide VI
(Personal)
 Clearance
SICK LEAVE:
 Form 6
 Letter RECOMMENDING
Request APPROVAL:
(Personal) Myrel Angelica N. Lopez
 Clearance Administrative Officer V
MATERNITY LEAVE:
 Reinstatement form
c/o Gardenia B. Ferrer
 Medical Certificate
 Certificate of Live
Birth
Immediate APPROVAL:
Supervisor Lorna G. Bugayong, CESO V
(Chief) Schools Div. Supt.
MATERNITY LEAVE:
Reinstatement
 Reinstatement form c/o
Gardenia B. Ferrer
 Medical Certificate
 Certificate of Live
Birth
COLLATING/DISTRIBUTION:
PERSONAL LEAVE: Gardenia B. Ferrer
 Reinstatement Admin Aide VI
form c/o
Gardenia B.
Ferrer
SICK LEAVE:
 Reinstatement
form c/o
Gardenia B. RECORDS SECTION:
Ferrer For recording and filling
 Medical
Certificate
SICK LEAVE:
 Reinstatement
form c/o
Gardenia B.
Ferrer
 Medical
Certificate
Schools Division Office Doc. Number: SDO-OSDS-ADGS-QP-002
Dagupan City
Title: PREVENTIVE MAINTENANCE PROCEDURE

START
Cleaning &
inspection of
office
Reporting of
Minor repair
(If Any)
Coordination
w/ Supply
Yes No Office
Repair/replac
ement
End
Schools Division Office Doc. Number: SDO-OSDS-BAC-QP-001
Dagupan City
Title: PROCUREMENT OF GOODS/INFRA AND SERVICES PROCEDURE

1.1 Preparation of Annual Procurement Plan for Common – Use Supplies and
Equipment (APP – CSE)
START
DISTRIBUTION OF APP –
CSE TEMPLATE
SUBMISSION OF
ACCOMPLISHED
TEMPLATE
REVIEW AND
CONSOLIDATION OF
SUBMITTED TEMPLATES
APPROVAL OF
INDIVIDUAL AND
CONSOLIDATED APP -
CSE
A
Dagupan City
SUBMISSION OF THE
APPROVED
CONSOLIDATED APP –
CSE TO THE CONCERNED
OFFICES
END
Dagupan City
1.2 Procurement of Common – Use Supplies and Equipment through DBM – PS
START
PREPARATION OF APR
SUBMISSION OF THE
REQUEST FOR
APPROVAL
SECURING PRICE
QUOTATION AND
STOCKS AVAILABILITY
CERTIFICATION FROM
DBM - PS
PREPARATION AND
APPROVAL OF
PURCHASE ORDER
A
Dagupan City
SUBMISSION OF
APPROVED PO AND
OTHER SUPPORTING
DOCUMENTS FOR
FUNDING, APPROVAL
AND PAYMENT
SUBMISSION OF
APPROVED APR AND
OTHER SUPPORTING
DOCUMENTS TOGETHER
WITH THE PAYMENT TO
DBM - PS
END
Dagupan City
1.3 Procurement of Common-Use Supplies and Equipment Not Available at DBM – PS in

the amount not to exceed P1,000,000.00
START
PREPARATION OF PR FOR
APPROVAL
SUBMISSION OF THE
APPROVED REQUEST TO
THE BAC
PREPARATION OF RFQ
PHILGEPS POSTING
A
Dagupan City
PRE – BID CONFERENCE
SUBMISSION OF
QUOTATIONS/
PROPOSALS
PREPARATION OF
ABSTRACT OF
QUOTATIONS/BIDS
RECOMMENDATION OF
AWARD OF CONTRACT
B
Dagupan City
PREPARATION OF
CONTRACT/PO
END
Dagupan City
1.4 Procurement of Infrastructure Projects/Goods/Services through Competitive Bidding
START
PREPARATION OF
BIDDING DOCUMENTS
PRE – PROCUREMENT
CONFERENCE
ADVERTISEMENT AND
POSTING OF THE
INVITATION TO BID
PRE – BID CONFERENCE
A
Dagupan City
SUBMISSION AND
RECEIPT OF BIDS
OPENING OF BIDS
BID EVALUATION
POST - QUALIFICATION
B
Dagupan City
AWARD,
IMPLEMENTATION AND
TERMINATION OF THE
CONTRACT
END
DAGUPAN CITY
Title: Referral of Child Abuse Case to the Regional Office
5.0 Procedures
INTERFACE
DOCUMENT
Receives the complaint
Receives and indorsed by Office of the
records the Records Officer Superintendent to the Legal Written Complaint
complaint and/or his assistant Unit/Office. After receiving and
Records the details of the case
in the logbook stating the name
Evaluates the of the complainant, name of
complaint the person complained of, Logbook
Attorney III school and designation. Intake Sheet
Ensures that the intake sheet
has been properly filled up by
the guidance designate.
Prepares
Prepares indorsement of the
indorsement of the Secretary of the Indorsement/
complaint to the Regional
complaint SDS Transmittal
Director for appropriate action
Forwards and
receives the signed
Secretary of the Ensures that the indorsement Signed indorsement/
document from the
SDS is properly signed by SDS transmittal
Office of SDS
Forwards the signed

Forwards the indorsement and other
Secretary of the Signed indorsement/
signed indorsement documents to Liaison Officer
SDS Transmittal
to the Office of for transmittal of the complaint
Regional Director to the Regional Office
DAGUPAN CITY
Title: Referral of Grievable Issue to the School or District-based Grievance

Committee
5.0 Procedures
INTERFACE
DOCUMENT
Receives and Records Officer Receives the complaint Written Complaint

records the and/or his assistant indorsed by Office of the
complaint Superintendent to the Legal
Unit/Office. After receiving and
Evaluates the Attorney III Records the details of the case Logbook
complaint in the logbook stating the name
of the complainant, name of
the person complained of,
school and designation.
Ensures that the intake sheet
has been properly filled up by
the guidance designate.
Prepares Secretary of the Prepares indorsement of the Indorsement/

indorsement of the SDS complaint to the Grievance Transmittal
complaint Committee concerned for
appropriate action
Secretary of the Ensures that the indorsement Signed indorsement/

SDS is properly signed by SDS transmittal
Forwards and
receives the signed
document from the
Office of SDS
Forwards the signed

indorsement and other
Forwards the
Secretary of the documents to Liaison Officer Signed indorsement/
signed indorsement
SDS for transmittal of the complaint Transmittal
to the Grievance
to School or District Grievance
Committee
Committee concerned
Doc. Number:
Section/Unit: HR Unit Date Effective:

Title: HR Recruitment, Selection and Placement (RSP)

START
Issuance of
Authority to Hire
Posting of
Vacancy
Pre-screening of
applicants
Administer and
Evaluation of
Examination
Conduct of
Competency-
Based Interview
Tabulation of
Ratings
Deliberation /
Presentation of
Ratings
Post Deliberation
Work
Appointment and
Job Offer
END
Doc. Number: SDO-CID-QP-001
DAGUPAN CITY
Section/Unit: Curriculum Implementation

Date Effective: April 27, 2018
Division (CID)
Title: Technical Assistance Procedure
6 PROCESS FLOWCHART
Preparation of
Assessment Identification Setting of
TA Plan
START performance
targets
Plan for Analysis of Conduct Execution of

Feedback Monitoring Progress the TA
Results Monitoring activities
YES
Successful
NO
Provision of Adjust Discuss with TA Consolidate and
Feedback Performance Team Feedback Analyze Progress
Targets Results & Approved Results per
Adjusted TA Plan District/School
Discuss with TA Team Discuss Performance Preparation of

overall results vs. TA Targets vs. Quarterly Report
Plan Accomplishment of
School
Preparation of
Annual Report END
DD
7 RECORDS
8.1 TA Plan
8.2 Instructional Supervisor Plan
8.3 Technical Assistance Report Form
8.4 Monitoring Progress Report
8.5 Adjusted TA Plan
8.6 Feedback Report
8.7 Annual Report
8.8 Pass Slip

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Sdo Dagupan Citizens Charter

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Schools Division Office Doc.

Unit/Section: OSDS–ACCOUNTING SECTION Date Effective:

Title: ACCOUNTING AND DISBURSEMENT PROCEDURES

1.0 PROCESS FLOWCHART

7.1 DISBURSEMENTS OF CHECKS FLOWCHART

Unit/Section: OSDS–ACCOUNTING SECTION Date Effective:

Title: ACCOUNTING AND DISBURSEMENT PROCEDURES

7.2 UPDATING OF DISBURSEMENT REPORTS FLOWCHART

Unit/Section: OSDS–ACCOUNTING SECTION Date Effective:

Title: ACCOUNTING AND DISBURSEMENT PROCEDURES

7.3 ADVANCES FOR PAYROLL FLOWCHART

Unit/Section: OSDS–ACCOUNTING SECTION Date Effective:

Title: ACCOUNTING AND DISBURSEMENT PROCEDURES

7.4 ADVANCES FOR TRAVEL FLOWCHART

Unit/Section: OSDS–ACCOUNTING SECTION Date Effective:

Title: ACCOUNTING AND DISBURSEMENT PROCEDURES

7.5 ADVANCES TO DISBURSING OFFICERS FLOWCHART

Section/Unit: Medical Unit Date Effective: May 3, 2018

Title: Annual Medical Examination of All Teachers and Non-Teaching

1.0 PROCESS FLOWCHART

MEDICAL EXAMINATION AND TREATMENT OF CASES

DISPENSING OF MEDICINES REFER TO MEDICAL

Unit/Section: OSDS-FINANCE Date Effective:

Title: BUDGET PREPARATION, EXECUTION & ACCOUNTABILITY

1.0 PROCESS FLOWCHART

MAINTENANCE AND MONITORING

Section/Unit: Medical Unit Date Effective: May 3, 2018

Title: Annual Medical Examination of All Teachers and Non-Teaching

1.0 PROCESS FLOWCHART

MEDICAL EXAMINATION AND TREATMENT OF CASES

DISPENSING OF MEDICINES REFER TO MEDICAL

Unit/Section:SGOD–PLANNING OFFICE Date Effective:

1.0 PROCESS FLOWCHART

Generate school DPO tags

Unit/Section: OSDS-Legal Office Date Effective:

Title: FILING OF ADMINISTRATIVE COMPLAINT

5.1 Teaching Personnel

Records the details of the case

Prepares Prepares indorsement of the

Forwards the signed

Unit/Section: OSDS-Legal Office Date Effective:

Title: FILING OF ADMINISTRATIVE COMPLAINT

5.2 Non-Teaching Personnel

Receives and Records Officer Receives the complaint Written Complaint

Prepares Secretary of the Prepares indorsement of the Indorsement

Unit/Section: OSDS-Legal Office Date Effective:

Title: GENERAL PROCEDURE IN THE LEGAL UNIT

6.0 Process Flowchart

Head Office receives

Referral by the Head Office

Signing in the Logbook

Legal Officer makes an initial evaluation

Send notice to parties concerned for

If Grievable issue- refer the case to the Grievance

Unit/Section: OSDS-ADMIN Date Effective:

1.0 PROCESS FLOWCHART

Records Unit Head of Office/ Action Units

Receives, Stamps Notes down/routes

Deliver/Hand carry Makes appropriate

Unit/Section: OSDS-ADMIN Date Effective:

Title: INSPECTION OF GOODS PROCEDURE

1.0 PROCESS FLOWCHART

Section/Unit: SGOD-DRRM Date Effective:

1.0 PROCESS FLOWCHART