Agusan Del Sur Irrigation Management Office Desk Manual 1

Republika ng Pilipinas
National Irrigation Administration

(PambansangPangasiwaan ng Patubig)
SURIGAO DEL SUR-

IRRIGATION
MANAGEMENT OFFICE
DESK
MANUAL
NIA-SDS IMO-DM-001 Rev.001

Document Code : NIA-ADS IMO-DM-02
National Irrigation Administration Revision 1
Issue Date : September 1, 2022
Surigao del Sur - Irrigation Management
Office DESK MANUAL Page(s)
TABLE OF CONTENTS
1. SURIGAO DEL SUR IMO PROFILE.......................................................................8

1.1 C OBJECTIVES.......................................................................................................10
1.2 ORGANIZATIONAL STRUCTURE........................................................................11
2. ENGINEERING AND OPERATION SECTION PROFILE...............................14

2.1 FUNCTIONAL DESCRIPTION….............................................................................15
2.2 ENGINEERING UNIT FLOW PROCESSES............................................................16
2.3 OPERATION AND MAINTENANCE UNIT FLOW PROCESSES...........................32
3. ADMINISTRATIVE AND FINANCE SECTION PROFILE..............................59

3.1 FUNCTIONAL DESCRIPTION….............................................................................59
3.2 QUALITY OBJECTIVES...........................................................................................59
3.3 ADMINISTRATIVE UNIT FLOW PROCESSES......................................................62
3.4 GENERAL SERVICES UNIT FLOW PROCESSES...................................................79
3.4 PROPERTY UNIT FLOW PROCESSES..................................................................87
3.5 BUDGET UNIT FLOW PROCESSES......................................................................107
3.6 ACCOUNTING UNIT FLOW PROCESSES..............................................................117
3.7 CASHIERING UNIT FLOW PROCESSES................................................................129
4. APPROVAL.............................................................................................................. 136
Document Code : NIA-SDS IMO-DM-001
National Irrigation Administration Revision : 001
Surigao del Sur Irrigation Management Office Issue Date : September 01,2022
DESK MANUAL Page(s) : 2 of 115
LIST OF FIGURES
FIG. 1-1: FUNCTIONAL DESCRIPTION……………………………………………………………. 8
FIG. 1-1A: IRRIGATION DEVELOPMENT MAP………………………………………………… 9
FIG.1-2: NIA CARAGA ORGANIZATIONAL CHAR…………………………………………….. 12
FIG. 1-3: ADS-IMO OFFICE ORGANIZATIONAL CHART…………………………………… 13
FIG. 2.2A: PROJECT PLANNING FOR EXISTING IRRIGATION SYSTEM (REQUEST FROM
EXTERNAL) ………………………………………………..……………………………………………… 16
FIG. 2.2B: PROJECT PLANNING/INVESTIGATION PROCESS FOR SMALL IRRIGATION
PROJECT/EXTENTION PROJECT……………..…………………………………………………. 17
FIG. 2.2C: CONDUCT OF PRE-FEASIBILITY STUDY……………………………………… 18
FIG. 2.2D: CONDUCT FEASIBILITY STUDY……………………………………………………… 19
FIG. 2.2E: PROJECT DETAILED ENGINEERING PROCESS……………….. …………… 20
FIG. 2.2F: POW PREPARATION PROCESS……………………………………………………. ... 21
FIG. 2.2G: PROJECT CONSTRUCTION PROCESS (CONTRACT WORKS............................22
FIG. 2.2H: PROJECT CONSTRUCTION PROCESS (FORCE ACCOUNT WORKS)..............23
FIG. 2.2I: PROCESSING OF PROJECT COMPLETION REPORT……….……………..… 24
FIG. 2.2J: PROCESSING OF CONTRACT TIME EXTENSION/ SUSPENSION AND
RESUMPTION ORDER………………………………….. ………………………………………..…….. 25
FIG. 2.2K: PROCESSING OF VARIATION ORDERS/CHANGE ORDERS………………. 26
FIG. 2.2L: PROCESSING OF PARCELLARY MAP………………………..………………….. 27
FIG. 2.2M: BILLING PROCESS FLOW……………………………………………………………. 28
FIG. 2.2N: PROCUREMENT PROCESS FLOW (INFRASTRUCTURE) ……….……..… 29
FIG. 2.2O: PROCUREMENT PROCESS FLOW (GOODS) ……….………………………… 30
FIG. 2.2P: PROCUREMENT PROCESS FLOW (INFRASTRUCTURE) ….…………… 31
FIG. 2.3A: PRE-IRRIGATION PHASE……………………………………………………………….. 32
FIG. 2.3B: IRRIGATION PHASE: IMPLEMENTATION OF O&M PLAN………………… 33
FIG. 2.3C: WATER DISCHARGE CALIBRATION……………………………………………...… 34
FIG. 2.3D: POST-IRRIGATION PHASE….............................................................................35
FIG. 2.3E: PROCESS OF CANAL MAINTENANCE INCENTIVES…………………………… 36
FIG. 2.3F: PROCESS IN PREPARING OR’S (OTHER INCOME) IN NIS/CIS
CLUSTERED FIELD OFFICES…………………………………………………………………….…….. 37
FIG. 2.3G: PROCESS IN PREPARING OF EXEMPTED AREA IN NIS/ CIS
CLUSTERED FIELD OFFICES…………………………………………………………………..……… 38
FIG. 2.3H: PROCESS IN PREPRAING ISF BILLS IN NIS/CIS CLUSTERED FIELD OFFICE. 39
FIG. 2.3I: PROCESS IN PAYING O&M IA SUBSIDY IN NIS/ CIS:………………………… 40
FIG. 2.3J: PROCESS FLOW FOR IRRIGATIORS ASSOCIATION TRAINING…………. 41
FIG. 2.3K: PROCESS IN PREPARING REGISTRY OF FARMERS WITH
LANDHOLDINGS BELOW AND ABOVE 8 HAS IN NIS/CIS………………………………... 42
FIG. 2.3L: IA SEC REGISTRATION / UPDATING PROCESS……………………………….. 45
FIG. 2.3M: IA SEC REPORTORIAL PROCESS………………………………………………..….. 46
FIG. 2.3N: IMT CONTRACTS AND DOCUMENTS FLOW CHART……………………….. 47
FIG. 2.3O: CONSTRUCTION MEMORANDUM OF AGREEMENT (CIS) FLOW CHART…. 48
FIG. 2.3P: DEVELOPMENT OF CAPACITY BUILDING PROGRAM FOR IA……….... 49
FIG. 2.3Q: IDP REPORTS FLOW CHART (WITHIN 10-15 TOTAL WORKING DAYS)..... 50
Issue Date : August 15, 2022
Office DESK MANUAL Page(s) 3
FIG. 2.3R: IA FUNCTIONALITY SURVEY RESULTS FLOW CHART

( WITHIN 10-15 TOTAL WORKING DAYS)…………………………………………….…….. 51
FIG. 2.3S: COSTUMERS SATISFACTION SURVEY (CSS) FLOW CHART
( WITHIN 20-60 TOTAL WORKING DAYS)………………………………………………….. 52
FIG. 2.3T: RIGHT OF WAY NEGOTIATION TO AFFECTED LANDOWNERS……… 53
FIG. 2.3U: IA DATA-BASED MANAGEMENT SYSTEM ( WITH 4 TOTAL WORKING DAYS) ….. 54
FIG. 2.3V: CONDUCT OF REVIEW AND PLANNING WORKSHOPS ( IRRIGATORS ASSOCIATIONS)… 55
FIG. 2.3W: WATER PERMIT APPLICATION TO NWRB…………………………………… 56
FIG. 2.3X: NIS FISA (FORM 1 – FORM 7)………………………………………………………… 57
FIG. 2.3Y: UPDATING/ INVENTORY OF IRRIGATED AREAS..………………………… 58
FIG. 3.3A: APPOINTMENT OF CASUAL EMPLOYEES AT THE IRRIGATION
MANAGEMENT OFFICE………………………………………………………………………….…….. 62
FIG. 3.3B: UPDATING OF PERSONNEL DATA SHEET………………………………….…. 63
FIG. 3.3C: JOB ORDER AND CONTRACT OF SERVICE PREPARATION………….…. 64
FIG. 3.3D: TRAINING FLOW PROCESS (STAFF DEVELOPMENT) ……………….…. 65
FIG. 3.3E: MONITORING THE SUBMISSION OF INDIVIDUAL PERFORMANCE
COMMITMENT REVIEW ACCOMPLISHMENT (IPCR)………………………………….…. 66
FIG. 3.3F: ATTENDANCE MONITORING (IMO OFFICE)…………………………………. 67
FIG. 3.3G: ATTENDANCE MONITORING (FIELD/NIS OFFICE)……………………….. 68
FIG. 3.3H: PAYROLL PREPARATION (IMO OFFICE)……………………………………… 69
FIG. 3.3I: PROCESSING OF LEAVE MONETIZATION……………………………………… 70
FIG. 3.3J: LEAVE PROCESSING (UNDER NORMAL CONDITIONS, ALL
REQUIREMENTS ARE COMPLETE)……………………………………………………………… 71
FIG. 3.3K: MONTHLY UPDATING OF EMPLOYEES LEAVE LEDGER CARD……... 72
FIG. 3.3L: RETIREMENT UNDER RA 8291……………………………………………………. 73
FIG. 3.3M: TERMINAL LEAVE PROCESS FLOWCHART…………………………………. 74
FIG. 3.3N: CONTROL OF INCOMING DOCUMENTS PROCEDURE…………………… 75
FIG. 3.3O: CONTROL OF OUTGOING DOCUMENTS PROCEDURE…………………… 76
FIG. 3.3P: PREPARATION OF GAD PLAN AND BUDGET……………………..………… 77
FIG. 3.3O: PREPARATION OF GAD ACCOMPLISHMENT REPORT…………………. 78
FIG. 3.4A: PROTOCOL OF SECURITY GUARD (SHIFTING SCHEDULE) (IMO/NIS OFFICES…… 79
FIG. 3.4B: ENTRY OF VISITOR (IMO/NIS OFFICES)………………………………………. 80
FIG. 3.4C: ENTRY AND EXIT OF VISITOR’S VEHICLE (IMO/NIS OFFICES)……... 81
FIG. 3.4D: EXIT OF NIA SERVICE VEHICLES (IMO / NIS OFFICES)…………………. 82
FIG. 3.4E: ENTRY OF NIA SERVICE VEHICLES (IMO/NIS OFFICES)……………….. 83
FIG. 3.4F: EXIT EMPLOYEE PRIVATE VEHICLE (IMO/NIS OFFICES)……………… 84
FIG. 3.4G: BUILDING REPAIR/ MAINTENANCE PROCESS FLOW CHART (IMO/NIS OFFICES). 85
FIG. 3.4H: JANITORIAL SERVICES PROCESS FLOW CHART (IMO/NIS OFFICES) …… 86
FIG. 3.5A: PROCUREMENT PROCESS……………………………………………………………… 87
FIG. 3.5B: INVENTORY OF PROPERTY, PLANT AND EQUIPMENT…………………… 88
FIG. 3.5C: RELIEF OF PROPERTY ACCOUNTABILITIES………………………………….. 89
FIG. 3.5D: INVOICE RECEIPT FOR PROPERTY FROM NIA REGIONAL……………… 90
FIG. 3.5E: APPLICATION OF FEDILITY BOND………………………………..……………… 91
FIG. 3.5F: PROPERTY & SUPPLY MANAGEMENT PROCESS FLOW.……………… 92
FIG. 3.5G: RENEWAL OF BUILDING INSURANCE………………………….……………… 93
FIG. 3.5H: RENEWAL OF FIDELITY BOND……………………………………..……………… 94

FIG. 3.5I: RENEWAL OF BUILDING INSURANCE…………………………………………… 95
FIG. 3.5J: RENEWAL OF SERVICE VEHICLE INSURANCE..…………………………..... 96
FIG. 3.5K: RENEWAL OF SERVICE VEHICLE…………………...…………………………..... 97
FIG. 3.5L: DISPOSAL OF UNSERVICEABLE PROPERTY UNDER PUBLIC AUCTION.....98
FIG. 3.5M: FLOW CHART FOR EQUPMENT REPAIR……...…………………………..... 99
FIG. 3.5N: DISPATCH FLOWCHART……………………………………………………… 100
FIG. 3.5O: INVENTORY / APPRAISAL REPORT FLOW CHART…………………… 101
FIG. 3.5P: PREVENTIVE MAINTENANCE REPORT FLOW CHART………………….. 102
FIG. 3.5Q: POW FLOW CHART OF EQUIPMENT REPAIR………………………………. 103
FIG. 3.5R: EQUIPMENT REPORT FLOW CHART OF EQUIPMENT RENTAL,
MONTHLY EQUIPMENT UTILIZATION REPORT AND BILL AND SATEMENT OF ACCOUNT…….. 104
FIG. 3.5S: EQUIPMENT REPORT FLOW CHART OF MONTHLY SUMMARY REPORT OF
OFFICIAL TRAVEL, FUEL CONSUMPTION OF GAS, DIESOLINE AND LUBRICATS.......105
FIG. 3.5T: EQUIPMENT REPORT FLOW CHART (EM-12A/EM-12C)……………… 106
FIG. 3.6A: PREPARATION OF CORPORATE OPERATION BUDGET……………….. 107
FIG. 3.6B: RECEIPT OF APPROVED BUDGET FOR COB……………….……………….. 108
FIG. 3.6C: RECEIPT COPY OF NATIONAL EXPENDITURES PROGRAM (NEP FROM RIO)…….. 109
FIG. 3.6D: RECEIPT OF ADVICE OF SUB-ALLOTMENT(ASA) FOR COB AND PROJECT……….. 110
FIG. 3.6E: ISSUANCE OF CERTIFICATE OF AVAILABILITY OF FUNDS (CAF) FOR PROJECTS.. 111
FIG. 3.6F: PREPARATION AND SUBMISSION OF ALL LIST OF DUE AND DEMANDABLE
ACCOUNTS PAYABLE (LDDAP) WITH SUPPORTING………………….……………….. 112
FIG. 3.6G: PREPARATION OF ORS/BURS FOR PURCHASE ORDERS…………….. 113
FIG. 3.6H: PREPARATION OF BURS AND ORS CONTRACT/TEV/PAYROLL AND OTHER CLAIMS.. …….. 114
FIG. 3.6I: RECEIPT OF FUNDING CHECK FROM RIO FOR COB/ PROJECT FUNDS …… 115
FIG. 3.6J: PREPARATION OF REPORTS……………………………………………………….. 116
FIG. 3.7A: RECEIPT OF CASH SUPPORT FOR COB/PROJECT FUNDS…………….. 117
FIG. 3.7B: PROCESSING OF PAYROLLS FOR SALARIES,WAGES & ALLOWANCES WITH ATM… 118
FIG. 3.7C: PROCESSING OF PAYROLLS DISBURSEMENT FOR SALARIES, WAGES &
ALLOWANCES WITH ATM……………………………………………………………………….….. 119
FIG. 3.7D: PREPARATION OF REMITTANCES……………………………..……………….. 120
FIG. 3.7E: PROCESSING OF DV’S………………………………………………………………….. 121
FIG. 3.7F: PREPARATION OF RCI/RD WITH JOURNAL ENTRY…………………….. 122
FIG. 3.7G: PREPARATION OF FINANCIAL STATEMENTS………..…………………….. 123
FIG. 3.7H: PREPARATION OF JOURNAL ENTRY VOUCHERS, CASH RECEIPTS
JOURNALS AND POSTING TO LEDGERS……………………….………..…………………….. 124
FIG. 3.7I: PREPARATION OF JOURNAL ENTRY VOUCHER, GENERAL JOURNALS AND
POSTING TO LEDGERS……………………………………………………………...……………….. 125
FIG. 3.7J: PREPARATION OF LIQUIDATION REPORT FOR CASH ADVANCES.. 126
FIG. 3.7K: PREPARATION OF BANK RECONCILIATION………..………………..…… 127
FIG. 3.7L: PREPARATION OF COST SUMMARY REPORT AND STATEMENT OF
EXPENDITURE………………..………………..………………..………………..………………..…… 128
FIG. 3.8A: DISBURSEMENTS PAID BY CHECK.…………… ……………………………….. 129
FIG. 3.8B: PROCESSING OF SALARIES THRU ATM……………………………………….. 130
FIG. 3.8C: COLLECTIONS AND DEPOSITS PROCESS…………………………………….. 132
FIG. 3.8D: PREPARATION OF REPORTS OF CHECK ISSUED (RCI) BY FUND CLUSTER

(DAILY BASIS) ………………………………………………………………………….……………….. 133
FIG. 3.8E: PREPARATION OF REPORT OF CASH DISBURSEMENT (RCD) BY FUND CLUSTER. 134
FIG. 3.8E: PREPARATION OF REPORT OF ACCOUNTABILITY FOR ACCOUNTABLE FORMS(RAAF)…… 135
LIST OF ACRONYM
ABC Approved Budget for the Contract
ADS Agusan del Sur
APP Annual Procurement Plan
BA Back Account
BAC Bids and Awards Committee
BAR Budget Accountability Report
BED Budget Execution Document
BR Bank Reconciliation
BS Balance Sheet
BSGC Budgetary Support to Government Corporation
BUR Budget Utilization Report
CA Current Account
CARP Comprehensive Agrarian Reform Program
CBEP Community Based Employment Program
CCPP Cropping Calendar Planting Pattern
CDJ Check Disbursement Journals (Cash & Check)
CE Collection Efficiency
CER Collection Efficiency Report
CF Cash Flow
CI Cropping Intensity
CIS Communal Irrigation Systems
CLt Conveyance Losses
CMD Construction Management Division
COB Corporate Operating Budget
CSC Civil Service Commission
CSR Cost Summary Report
CY Current Year
DA Department of Agriculture
DAR Department of Agrarian Reform

DBM Department of Budget and Management
DENR Department of Environment and Natural Resource
DILG Department of the Interior and Local Government
DOF Department of Finance
DV Disbursement Voucher
E Evaporation
EIRR Economic Internal Rate of Return
EOD Engineering and Operations Division
Equity Pumps & CIS
ER Equipment Rental
Et Evapotranspiration
FAPS Foreign Assisted Projects
FSR Feasibility Study Report
FUSA Firmed-Up Service Area
FW+DL Farm Waste and Distribution Losses
GAA General Appropriations Act
GPPB Government Procurement Policy Board
GSIS Government Service and Insurance System
IA Irrigators’ Association
IDO Institutional Development Officer
IDP Institutional Development Program
IDP Irrigation Development Program
IMO Irrigation Management Office
IMT Irrigation Management Transfer
ISF Irrigation Service Fee
LDDAP List of Due & Demandable & Accounts Payables
LFP Locally Funded Projects
LGU Local Government Units
MI Miscellaneous Income
MOA Memorandum of Agreement
MOOE Maintenance and Other Operating Expenses
MPR Monthly Progress Report
NAMRIA National Mapping Resources and Information Authority
NCB National Competitive Bidding
NCR National Capital Region
NEDA National Economic and Development Authority
NIA National Irrigation Administration
NIA-CIP National Irrigation Administration- Communal Irrigation
Project
NIP National Irrigation Project
NIS National Irrigation Systems
NISRIP National Irrigation Sector Rehabilitation Improvement Project
NTA Notice to Award

NTP Notice to Proceed
O&M Operation and Maintenance
P Percolation rate
PIDP Participatory Irrigation Development Project
PIT Provincial Inspectorate Team
PMO Project Management Office
POW Program of Work
PPMP Project Procurement Management Plan
PR Purchase Request
PS Personnel Services
PSB Personnel Selection Board
Q Discharge
QS Qualifications Standard
RC Report of Collection
RD Report of Disbursement
RFB Request for Bidding
RG Revenue Generation
RO Regional Office
S Submergence
SAA Sub Allotment Advise
SAOB Statement of Allotment, Obligations & Balances
SAOLB Statement of Allotment, Obligations, Liquidations & Balances
SIE Statement of Income & Expense
SMD System Management Division
SMRR System Management, Repair and Rehabilitation
Sn Saturation Requirement
SOE Statement of Expenditures
SRIP Small Reservoir Irrigation Project
TB Trial Balance
VI Viability Index
WDD Water Delivery and Distribution
Fig. 1-1: Functional Description
NIA-Agusan del Sur Irrigation Management Office developed the potential irrigable
areas of Agusan del SurProvince into National Systems, namely, Andanan – Wawa RIS,
Gibong RIS, Simulao RIS, and Baobo RIS with 16,020 hectares service area and several
Communal Irrigation Systems/Projects. The total service area for communal irrigation
systems is 6,173 hectares. The total developed area for the province is 27,617 has. or
34.19% of the total potential area with 53,164 has remaining area for development.
Provincial Irrigation Development Program
Total Land Area 896,550 has
Number of Congressional District 2
Number of Cities 1
Total Number of Municipalities 13
Total Number of Barangays 314
Total Population as of 2015 700,653
Estimated Level of Rice Self Sufficiency

(Using per capita consumption of rice of 115.49 kg)
Status of Irrigation
Total Developed Area 34,234 ha
Percent of Irrigation Development 42.38%
Remaining Area for Development 46,547 ha

Fig. 1-1A: Irrigation Development Map
Legend:
District I
District II
Develop Area
Remaining Area to be Develop
Agusan del Sur - Irrigation Management Office
DESK MANUAL Page(s) 10
Fig. 1-1B: Irrigation Development

1.1 C OBJECTIVES
 Implement irrigation plans and programs for the IMO.
 Development and formulation of short and long-range plans and programs for
the development of feasible irrigation and related water resources projects,
construction/rehabilitation of irrigation projects/systems, O&M of systems
and utilization and repair of equipment in their respective provinces.
 Undertake investigation and study all available and possible water resources
in the province primarily for irrigation purposes.
 To plan, design. Construct and/or improve all types of irrigation projects

and appurtenant structures.
 Undertake the construction and rehabilitation of irrigation projects/systems.
 Implement O&M plan of irrigation systems in collaboration with farmers-

clientele.
 Develop plans and programs to close the gap between the irrigated and
service areas and increase crop production.
 Implement the programs for the organization, training and development,

and sustenance of Irrigators Associations.
 Establish and maintain linkages with various stakeholders (farmer beneficiaries,

LGU, NGO, NGA, etc.).
 Prepare and submit periodic report as required.

1.2 ORGANIZATIONAL STRUCTURE
The NIA–Agusan Del Sur Irrigation Management Office is under the Regional Office XIII.
Fig. 1-2: NIA CARAGA ORGANIZATIONAL CHART

1.2 A ORGANIZATIONAL STRUCTURE (IMO)
NIA-Agusan Del Sur Irrigation Management Office has a total of 28 authorized positions.
It has two (2) Sections, namely Engineering and Operations Section and Administrative
and Finance Section. The Office of the Division Manager has seven (7) monthly positions
per approved RatPlan.
Fig. 1-3: AGUSAN DEL SUR IRRIGATION MANAGEMENT OFFICE ORGANIZATION

CHART
1.3 A QUALITY OBJECTIVES
 Enhance project identification;

 Strengthening of planning unit in preparation and/or review of feasibility studies
and program of works in ADS-IMO;
 Develop engineering section personnel capabilities through trainings and seminars;
 Enhance the design and implementation of irrigation and multi-purpose projects to
be resilient to climate change
 Capacitate engineering personnel to adapt climate change application in all phases
of project implementation.
 Ensure compliance to the basic construction methods to attain good workmanship
and quality of work;
 Strengthen project monitoring in ADS-IMO;
Reference: Division Performance Commitment and Review (DPCR)

1.3 B RELEVANT INTERESTED PARTIES
Agusan Del Sur Irrigation Management Office (ADS - IMO) has identified the interested
parties who are relevant to its quality management system and the requirements of the
interested parties in order to prevent the potential effect on the organization’s ability
to consistently provide services which meet the customer and applicable legal as well
as international requirement. Thus, ADS-IMO determines, monitors, reviews the
requirements, needs and expectations of these relevant interested parties. This
information is updated as necessary and used by ADS-IMO to review its strategic
direction
Reference: List of Relevant Interested Parties and Requirements
1.3C ADS-IMO ACTION TO ADDRESS THE RISKS AND OPPORTUNITIES
The adaptation of a risk-based thinking approach is essential for achieving an effective

implementation of ADS-IMO QMS. ADS-IMO considers external and internal issues as
well as its strategic directions (Quality Objectives) in determining risks and
opportunities as basis for planning. Risk is the effect of uncertainty, which can have a
positive or negative effect. Positive effects of risk result to opportunities. Hence,
addressing both risks and opportunities establish basis for increasing the effectiveness
of ADS-IMO QMS, achieving improved results and preventing negative effects.
Reference: Risk and Opportunity Registry
2. ENGINEERING AND OPERATION SECTION PROFILE

Engineering and Operation Section is one of the 2 sections in the Agusan Del Sur
Irrigation Management Office, with 11 monthly positions under the approved RatPlan.
2.1 FUNCTIONAL
DESCRIPTION
OBJECTIVES:
Engineering Unit
 Development and formulation of short and long-range plans and programs for the
development of feasible irrigation and related water resources projects,
construction/rehabilitation of irrigation projects/systems, O&M of systems and
utilization and repair of available equipment.
 Undertake investigation and study all available and possible water resources in
the province primarily for irrigation purposes.
 To plan, design. Construct and/or improve all types of irrigation projects
and appurtenant structures.
 Undertake the construction and rehabilitation of irrigation projects/systems.
Operation & Maintenance Unit
 Undertake the O&M, repair and improvement of irrigation system.
 Implement plans and programs, guidelines and instructions on improved water
management and distribution in the system to increase production, irrigated areas
and cropping intensity in the service area.
 Prepare and implement the cropping calendar and planting pattern (CCPP) of both
NIS and CIS in consultation with farmers and other agencies.
 Implement plans and programs to close the gap between the irrigated and service
areas and increase crop production.
 Implement strategies in irrigation service fees (ISF) collection and other income of
the system.
 Undertake the organization, development and sustenance of farmers-irrigators group.
 Prepare reports on O&M, actual water requirements
delivery, irrigated/planted/harvested areas/collection and
expenses.
 Establish tie-up and coordination with Department of Agriculture (DA) and other
agencies engaged in food production.
 Prepare and submit periodic reports as required.
 Conduct System Management Committee (SMC) with stakeholders and other line
agencies/relevant interested parties prior to the start of cropping season.
 Conduct and monitor the preventive maintenance of Dam facilities, canals and
canal structures on both NIS and CIS including mechanized desiltation works.
 Monitor and recording of staff gauges reading calibration and establishment of
rating curve for the actual area served during water delivery.
 Implement mitigating measures and the adaption of Alternate Wetting and Drying
and water savings technology.
 Implement guidelines and policy of land conversion application.
 Coordination with PMRB-LGU-PENRO regarding processing of Quarry permit to
strictly implement the guidelines of Philippine Mining Act of 1995 of Section 79 of RA
7249.
 Adaption and planting of diversified crops. Monitor, preparation and submission of
reports on damages of standing crops, canals and canal structures.
2.2 ENGINEERING UNIT FLOW PROCESSES

Fig. 2.2A: Project Planning for Existing Irrigation Systems (with Request from
External)
Responsible
Office/ Timeline/
Key Activities
Position Title/ Duration
Designation
Start
5 minutes
1 Received request from farmers, IAs, LGU resolutions
IMO
or communication from RO for the construction or
improvement of irrigation facilities
2 1 working
Direct planning unit to conduct Field IMO Manager
day/ project
Investigation/ Validation and submit validated
report
1-3 working
Planning Unit days/ project
Passed 3
Major requirements
w/ source of water? No For future
Area to be irrigated? consideration
Farmer/beneficiaries?
Yes Planning Unit 1-2 working

3
Submit report with recommendation to I.M.O. days/ project
Manager
4 IMO Manager 1 working

Submit report with recommendation to R.O. day
5
IMO include in the list of proposed projects
under Ten-Year Irrigation Development Master IMO/Planning 1 working
Plan Unit day
6
Furnish R.O. copy of Ten-Year Irrigation IMO/ 1 working
Development Plan Planning Unit day
End
Fig. 2.2B: PROJECT PLANNING/INVESTIGATION PROCESS FOR SMALL

IRRIGATION PROJECT/EXTENSION PROJECTS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Division Manager, Chief
Eng’g, Planning Unit, Design 5 days
N
Unit, Survey Team, IDU
1 Projects Identification
Not Recommended
Conduct coordination meeting with Division Manager, Chief

Eng’g, Planning Unit, Design 1 working
LGU
2 Unit, Survey Team Leader, day
IDU
Prepare Program of Work for
3 Feasibility Study Planning Unit 1 Day
Check, Approve Program of Work for

4 Feasibility Study
Chief Eng’g. Operation 2 Days
Section, Division Manager
Submit Approved Program of Work

for Feasibility Study to Regional Receiving Personnel/ Division 1 Day
5 Office Manager
END
Fig. 2.2C: CONDUCT OF PRE-FEASIBILITY STUDY
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Survey Team, Planning
Team (Designer, 22 days
Organize Technical Team, Preliminary Location of
Hydrologist)
Map and Topo Map, Data gathering for Dam Geo,
1 Hydro and Irrigation & Drainage
Final Dam Site Location /AEC

Curve Planning Unit 5 days
2
Hydrologic Analysis
30 days
3 Planning Unit (Hydrologist)
Final Scheme of Development 30 days

4
Data gathering for Environmental Survey Team,
and Survey& Mapping Environmentalist
15 days
5
Analysis and Technical Report
6 (Envi, S&M) Environmentalist 35 days
Analysis and Technical Report

7 (Economic) Economist 35 days
Pre-FS Preparation and

8 Finalization Planning Unit 16 days
Check/Submit Final Pre-FS to RO

Receiving Personnel/ Division
9 for Review and Approval 2 days
Manager
Fig. 2.2D: CONDUCT FEASIBILITY STUDY
Key Activities Responsible

Office/ Timeline/
Position/ Duration
Designation
Start
Feasibility Study 45 working
Team, Survey Team days
1 Gather Data for Hydrologic Survey, Agro-Economic
Survey, Soil Survey and analysis. Conduct Topographic
Survey of Service area.
2
Draftsman, Survey 30 working
Drafting & Plotting of Topographic
Team Leader days
Survey Data
Planning Unit, IDU 45 working

days
3 Prepare Feasibility Study Report
Chief Engineering 2 working days

Check / Submit Final Feasibility Study
4 Section, Division
(Form 1-3a) to Regional Office for Review
and Approval. Manager
END
Fig. 2.2E: PROJECT DETAILED ENGINEERING PROCESS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
1 Design Unit, 30 Working
Start
Planning Unit days
Survey Team
Conduct Detailed Engineering Survey & Data Gathering
2
Draftsman,
Drafting & Plotting of Detailed Engineering Data 30 working
Survey Team
Leader
days
Chief 2 working
Submit complete Engineering & days
YES
3 Is the design data to Operation
project regional office for
under SRIP design
Section,
NO Division
Manager
4 Chief 1 working day
Assign & direct design engineer to facilitate draft detail design Engineering/
and plan preparation.
Opeartion
Section,
Design Unit
30 working
Design days
5
Engineer
Prepare Draft Detailed
B1
Design and Plan
Chief 5 working
6 Check Draft Designed Plans Engineering/ days
Operation
Section,
A
DESK MANUAL Page(s) : 20.1
Fig. 2.2E-1: CONT. OF PROJECT DETAILED ENGINEERING PROCESS

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
7
A
YES
With
Corrections? B1 Division 1 working day
Manager,
NO DM’s Staff
Submit draft designed plans to the

regional office for approval
8 Design Engr./ 30mins.

Received Corrected Final Draft of Designed Plan
Receiving
Clerk
9 Design Engr./ 5 days
Finalize Design Plans Draftsman
10 Chief, 1 day
Submit Final Design plans for Engr./O&M/
checking/recommendation Division
Manager
11 IMO Division 1 day
Submit to RIO for Approval Manager /
Releasing
Clerk
END
Fig. 2.2F: POW PREPARATION PROCESS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
1
Start
Planning Unit, 10 working
Project In- days
Charge,
Prepare Quantity estimates, Master list of
work items
2 Planning Unit 3 working

Prepare Program of Works days
3
Chief 1 working day
Check prepared Program of Works Engineering
Section
YES
With
Corrections?
NO
4
Division
Approve POW if Manager 1 working day
within IMO
5 DM’s Staff, 1 working day

Furnish approved POW to Regional Office/ Division Manager
Submit POW to Regional Office for approval.
END
Fig. 2.2G: PROJECT CONSTRUCTION PROCESS (CONTRACT WORKS)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
DM’s Staff,
Division
Issue Notice to Proceed Manager 5 minutes
1
Division Manager,
Cons. Head, 1 working day
Conduct LEVEL off Meeting Regarding Project In-charge,
2 Pre-Construction Conference. Survey Team,
Chief Eng’g.
Section, IDS
IDO, PIC
Set LGU/ IA Coordination Meeting/
3 Courtesy Call
1 working day
4 PIC, IDO, Survey

Team Leader, 1 working day
Conduct Pre – Construction Conference- Const. Head, Chief
Project Presentation Engineering, DM
5 Conduct Joint/ as stake survey PIC, IDO, 10 working

Survey Team, days
6 Plotting of Plan, Profile and cross- section Draftsman, 5 working

(as stake survey data) Survey team days
Leader,
A
Fig. 2.2G-1: CONT. OF PROJECT CONSTRUCTION PROCESS (CONTRACT WORKS)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
7
A
Chief 2 working
Engineering days
Section
Check Plan, Profile and cross- section
8 a. Construction and Supervision of Diversion works, PIC, Chief

Canals & Appurtenant Structures, Roads and Engineering,
other Irrigation Facilities Const. Head,
Chief O&M, 10 Months
b. Monitoring and evaluation Prepared, Checked, DM, IDO and
Monthly Const. Meeting/ Accounting
Unit
c. Presentations of project Status and Submit
Monthly Progress report RIO
9 Process on
Variation
Order
YES YES
B* With Variation
Order A* *
With
Suspension/
Time Extension/
NO YES
10
Conduct Pre – Final Inspection PIC, MONITORING
ENGR., CONST.
HEAD, DESIGN 2 working
UNIT, SURVEY days
TEAM , PIT
B
SUBMIT TO RIO FOR
APPROVAL
* - Figure ???: Processing of Contract Time Extension/Suspension & Resumption Order

** - Figure ???: Processing of Variation/Change Orders
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
B PIT
1 working day
Prepare
11
Punch List
12
Is there NO
any B
deficiency?
YES
Rectify Deficiencies Project In-Charge, 7 working days

C Chief
13 Engineering,
Const. Head
14
Final Inspection PIT, PIC, 1 working day
Const. Head,
Survey Team
15
Test Run PIC, Division 1 working day
Manager, Const.
Head, Eng’g.
Head, IDO
C
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
YES
Is there any
16 deficiency? C
NO
PIC, Chief 1 Working Day
Recommended for final acceptance of Engineering,
17 project
B Const. Head` and
Division Manager
END
18
Fig. 2.2H: PROJECT CONSTRUCTION PROCESS (FORCE ACCOUNT WORKS)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
DM’s Staff,
Division
Manager 5 minutes
Issue Notice to Proceed
1
Division Manager,
Cons. Head, 1 working day
Conduct LEVEL off Meeting Regarding Project In-charge,
2 Pre-Construction Conference. Survey Team,
Chief Eng’g.
Section, IDS
IDO, PIC
Set LGU/ IA Coordination Meeting/
3 Courtesy Call
1 working day
4 PIC, IDO, Survey

Team Leader, 1 working day
Conduct Pre – Construction Conference- Const. Head, Chief
Project Presentation Engineering, DM
5 Conduct Joint/ as stake survey PIC, IDO, 10 working

Survey Team, days
6 Plotting of Plan, Profile and cross- section Draftsman, 5 working

(as stake survey data) Survey team days
Leader,
A
Fig. 2.2H-1: CONT. PROJECT CONSTRUCTION PROCESS (FORCE ACCOUNT

WORKS)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
7
A
Chief 2 working
Engineering days
Section
Check Plan, Profile and cross- section
8 d. Construction and Supervision of Diversion works, PIC, Chief

Canals & Appurtenant Structures, Roads and Engineering,
other Irrigation Facilities Const. Head,
Chief O&M, 10 Months
e. Monitoring and evaluation Prepared, Checked, DM, IDO and
Monthly Const. Meeting/ Accounting
Unit
f. Presentations of project Status and Submit
Monthly Progress report RIO
9 Process on
Variation
Order
YES YES
B* With Variation
Order A* *
With
Suspension/
Time Extension/
NO YES
10
Conduct Pre – Final Inspection PIC, MONITORING
ENGR., CONST.
HEAD, DESIGN 2 working
UNIT, SURVEY days
TEAM , PIT
B SUBMIT TO RIO FOR

APPROVAL
* - Figure ???: Processing of Contract Time Extension/Suspension & Resumption Order
** - Figure ???: Processing of Variation/Change Orders
Fig. 2.2H-2: PROJECT CONSTRUCTION PROCESS (FORCE ACCOUNT WORKS)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
B Project In-Charge, 7 working days

Chief
Engineering,
11 Rectify Deficiencies Const. Head
PIT, PIC, 1 working day

Final Inspection
12 Const. Head,
Survey Team
13
PIC, Division 1 working day
Manager, Const.
Test Run Head, Eng’g.
Head, IDO
14 PIC, Chief 1 Working Day
Engineering,
Recommended for final acceptance of Const. Head` and
project B Division Manager
15 END
Fig.2.2I: PROCESSING OF PROJECT COMPLETION REPORT

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START Engineering 20 working

Unit, days
1 Institutional
Unit,
Accounting
Preparation of Project Completion Unit
Documents
Collection of Project Completion Engineering 1 working day

2 Documents Unit
3
Engineering Unit 1 working day
Preparation/ Book Binding of
Project Completion Report
4
Chief Engineering 3 working
Check & Sign Project Section, IDU
days
Completion Report Head, Division
Manager
5
DM’s Staff, 1 working day
Division Manager
Submit Project Completion Report
to Regional Office for approval
END
Fig.2.2J: PROCESSING OF CONTRACT TIME EXTENSION / SUSPENSION AND

RESUMPTION ORDER
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
1 START
Received Request for Work

2 HR / CPB 5 minutes
Suspension
3 Project In-Charge,
Const. Head, 2 working
Contract Mgt. days
Evaluate attachment of Work
Suspension / Approval A Unit, Chief Eng’g.,
Division Manager,
EOD, Regional
Manager
4 Project In-Charge,
Checked Processed Time extension / Const. Head, 1 working day
Resume Order Contract Mgt.
Unit, Chief Eng’g.,
Division Manager,
EOD, Regional
Manager
5
YES
With
Comments
/
Correction
A
NO
6 YES
Project In-Charge,
Const. Head,
Is the
Submit Processed /
Contract Mgt. Unit, 1 working day
Suspension Suspension/ Resume Chief Eng’g.,
above 30days? order/ Time Extension to Division Manager,
NO Regional Office EOD, Regional
Manager
7 Submit Processed / Suspension/ Resume
order/ Time Extension to DIVISION MANAGER
END
Fig.2.2K: PROCESSING OF VARIATION ORDERS/CHANGE ORDERS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START
HR / CPB 5 minutes
1 Received request for Variation
Order/Change Order
Project In-Charge,
Evaluate Master list vs. Actual Constructed Const. Head,
2 Facilities Verify and Prepare requested A Contract Mgt. Unit,
15-20 working
Variation Work/Change Order Chief Eng’g., days
Division Manager
Checked Processed
3 Chief Engineer, 1 working day
Variation/Change Order PIC, Division
Manager
With YES
4 Comments
/
A
Corrections
NO
YES
Submit
HR / Division 1 working day
Is the Variation Processed Manager A
5 Contract Variation
Amount A
Work/Change
exceeded 3 A
Order to
NO million?
Regional
office
Submit Processed Variation

Work/Change Order to DIVISION
6 MANAGER
END
Document Code : NIA-SDS IMO-DM-001
National Irrigation Administration Revision : 001
Surigao del Sur Irrigation Management Office Issue Date : September 01,2022
DESK MANUAL Page(s) : 27 of 115
Fig.2.2L: PROCESSING OF PARCELLARY MAP
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START
Received Approved Program of DM’s Staff, 5 minutes

1 Works Division
Manager
2 PIC, IDU, O&M

Unit, Design Unit,
Chief Engineering
1 working day
Section, Survey
Level Off Meeting for the Conduct of
Team Leader,
Parcellary Survey Division Manager,
3
Gathering of documents/Conduct PIC, IDU , Design 20 working
Parcellary Survey Unit, Survey Team days
4
Plotting and Drafting of Draftsman, 20 working
Survey Team days
Parcellary Map Leader
5
Check and Sign Chief Engineering 2 working day
Section, Division
Parcellary Map Manager
6
Submit Parcellary Map to Regional DM’s Staff, 1 working day
Office for approval Division Manager
END
Fig. 2.2M: BILLING PROCESS FLOW

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START
1
Receiving
Received Request Contractor for PIT Personnel /
2 1 day
Inspection for billing Division
Manager
4 1 day
Request for Approval at IMO

Division
Manager
5
Conduct PIT Inspection with PIC
PIT & PIC 1 day
6
Prepare SWA & Technical Billing
5 working
Documents PIT & PIC
days
7
Checking, Review and Signing of SWA Engineering
2 days
& Technical Billing Documents Chief
8
Documents for Approval Division
2 days
Manager
END
Fig. 2.2N: PROCUREMENT PROCESS FLOW (INFRASTRUCTURE)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START
1
Make ABC Planning 1 day

2
3
Yes
Is ABC Submit
above 30 to RIO
Million?
No
4
Draft Bidding Document TWG,
1 day
Secretariat
5
Pre-procurement conference BAC, TWG,
1 day
Secretariat
6
Yes
Is there changes Revised
on bidding bidding
Document
documents?
No
7
PHILGEPS Posting BAC,
1 day
Secretariat
8 BAC, Secretariat,
Pre-bidding Conference 1 day
TWG
9
Yes Post BID
Any amendment or
supplemental? Supplement
No
10 Bid-Opening BAC, Secretariat,
TWG 1 day
A
Fig. 2.2N-1: CONT. OF PROCUREMENT PROCESS FLOW (INFRASTRUCTURE)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
11 A
Conduct Post Qualification

BAC, TWG 3 day
12
13 B
Yes Proceed to the

Is lowest next lowest
calculated bid calculated BID
fail post
qualification? if
No All BID Fail to

comply all bid
requirements
14
Submit Post Qualification TWG 1 day
Failure of
15 Bidding
Submit BAC Resolution BAC 1 day
16
No
BAC
Resolution B
approved?
Yes
17
Award HOPE 1 day
18
Prepare Contract BAC
1 day
Secretariat
19
Contract Signing
HOPE 1 day
20 HOPE 1 day
NTP
END
Fig. 2.2O PROCUREMENT PROCESS FLOW (GOODS)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START
1

2
3
Yes
Is ABC Submit
above 30 to RIO
Million?
No
4
Draft Bidding Document TWG,
1 day
Secretariat
5
Pre-procurement conference BAC, TWG,
1 day
Secretariat
6
Yes
on bidding bidding
Document
documents?
No
7
PHILGEPS Posting BAC,
1 day
Secretariat
8 BAC, Secretariat,
Pre-bidding Conference 1 day
TWG
9
Yes Post BID
Any amendment or
supplemental? Supplement
No
10 Bid-Opening BAC, Secretariat,
TWG
1 day
A
Fig. 2.2O-1: CONT. OF PROCUREMENT PROCESS FLOW (GOODS)

Responsible
Key Activities Office/ Timeline/

Position/ Duration
Designation
11 A
Conduct Post Qualification

BAC, TWG 3 day
12
13 B
Yes Proceed to the

Is lowest next lowest
calculated bid calculated BID
fail post
qualification? if
No All BID Fail to

comply all bid
requirements
14
Submit Post Qualification TWG 1 day
Failure of
15 Bidding
Submit BAC Resolution BAC 1 day
16
No
BAC
Resolution B
approved?
Yes
17
Award HOPE 1 day
18
Prepare Contract BAC
1 day
Secretariat
19
Contract Signing
HOPE 1 day
20 HOPE 1 day
NTP
END
Fig. 2.2P:PROCUREMENT PROCESS FLOW (CONSULTANCY SERVICES)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
1
START
2
3
Yes
Is ABC Submit
above 30 to RIO
Million?
No
4
Draft Bidding Document TWG 1\w day
5 BAC, TWG,
Pre-procurement conference Secretariat, 1 day
End User
6
Yes
on bidding bidding
Document
documents?
No
7 BAC,
PHILGEPS Posting 1 day
Secretariat
8 BAC,
Eligibility Check & Shorlisting 1 day
Secretariat
9 BAC, 1 day
Conduct Pre-Bidding Conference Secretariat
10 BAC,
Dropping of Bids & Bid Opening 1 day
Secretariat
11 BAC,
Bid Evaluation 1 day
Secretariat
A
Fig. 2.2P-1: CONT. OF PROCUREMENT PROCESS FLOW (CONSULTANCY

SERVICES)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
A H.O.P.E 1 day
12
Approval of Ranking by the HOPE
13
Notification for Negotiation H.O.P.E 1 day
14 BAC, TWG, 1 day

Conduct Negotiation Meeting BAC
Secretariat
15
Post-Qualification BAC, TWG 2 days
16
BAC Resolution for Approval to BAC 1 day
HOPE
17
Notice of Award H.O.P.E 1 day
18 BAC
Contract Preparation 1 day
Secretariat
19
Contract Signing H.O.P.E 1 day
20
Notice to Proceed H.O.P.E 1 day
21
END
2.3 OPERATION AND MAINTENANCE UNIT FLOW PROCESSES

Fig. 2.3A: PRE-IRRIGATION PHASE
Responsible
Position/ Duration
Designation
START within 5
working days
1-2 days (FO-
IMO)
Gather and consolidate the following Data for the last 3- days IMO
1 10 years: SWRFT/WRFT 4 –days IMO to
• Preliminary data (Hydro-Climatic) Rainfall Data WRFO RIO
• River Discharge 5 – days RIO to
C.O.
• Canal discharge (Staff Gauge at MC & Lateral Canal)
Sr. Engineer A/
Conduct of the following activities: Sr.
2 IDO/SWRFT/W 5 days
• O&M Planning/ Federation Meeting
RFT/UWB/NIA 5 days
• SMC Meeting Staff/IA and 1 day
other gov’t
agencies
NIS Systems 5 days

3 Preparation, Submission and Approval of O&M Plan and CCPP at Head
IMO level; submission to RIO
A
Fig. 2.3A-1: CONT. PRE-IRRIGATION PHASE
Responsible
Position/ Duration
Designation
4
A
Systems Head, 1 month for

SWRFT for CIS diversion dam
Conduct Field Visits; and Plant & 2 months for
Update/ Inspection of Structures and Facilities and Mechanic for Pumps
pumps
preventive maintenance troubleshooting & repair for
pumps and diversion dams
5
Implementation and Adoption of O&M Plan and CCPP 2 Cropping
System Head & Season
IA
END
Documents needed: 1. Daily Rainfall Data 2. Monthly River/ Pump Discharge 3.
Intake
Discharge (Main & Lat. Canal) Daily Staff Gauge Reading *(File at Systems Office &
IMO),
Proposal, Invitation Letter, Attendance & Minutes, Inspection Report on
Structures and
Facilities based on TCP 3 JICA & Approved O&M Plan and CCPP for 2 Cropping
Season
Fig. 2.3B: IRRIGATION PHASE: IMPLEMENTATION OF O&M PLAN
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START SWRFT,
1 Year (Wet)
WRFT, WRFO
(Dry)
& IDO
1 Implement the approved O&M Plan and CCPP
2 SWRFT,
Inspection/monitor canal maintenance
maintained by NIA and IA as per IMT Contract
WRFT, WRFO Weekly
& IDO
3 IMO Manager,
Operations Head,
Systems Head,
Submission and approval of MMR to RIO
SWRFT, WRFT, 5 days
WRFO &
IDOWRFT/IDO
WRFT/WRFO
Receive Water Delivery Request per IA SWRFT,

4
Pattern of planting WRFT, WRFO 30 mins.
& IDO
Daily (2 weeks
Conduct Field visits/Monitor farming
SWRFT, after water
activities/Water Delivery Distribution/Cropping
5 Calendar & Pattern of planting delivery for
WRFT, WRFO acknowledgemen
& IDO(IMO) t and
certification)
Conduct monthly O&M evaluation thru IA IMO Manager,
Federation Meeting & Quarterly SMC Operations Head,
Meeting
6 Systems Head,
2 weeks
SWRFT, WRFT,
WRFO &
Receive List of Irrigated and Planted Area (LIPA) IDO(IMO)
Report& Crop Damages and furnish copy to RIO
7 SWRFT,
A WRFT, WRFO Once a week
& IDO(IMO)
Fig. 2.3B-1: CONT. IRRIGATION PHASE: IMPLEMENTATION OF O&M PLAN
8
A
Systems Head,
SWRFT
1 month
Request to RIO for IA O & M Subsidy and Canal Remuneration
9 IMO Manager,
Prepare, Consolidate and approved Monthly O&M Reports Operations Head, 5 days
(MMR, Status of Farming Activities & O&M Performance) Systems Head,
and submission to RIO SWRFT, WRFT,
WRFO &
IDO(IMO)
10 SWRFT, WRFT, Monthly
Implement/Monitor preventive Maintenance activity (NIA WRFO, IDO(IMO)
& IA) & IA
11 Accounting
Prepare and Distribute ISF Billing above 8has. Processor (Billing 1 month
Clerk)/ SWRFT
/IDO(IMO)/WRF
before harvest
T/WRFO/IA
12 Receive, Review & Monitor Harvest Report and furnish copy Systems
to RIO Head/SWRFT 15 Days after
/Sr. IDO/CRA/
WRFO/IMO
Harvest
END
Operations
Head/Clerk
Processor
Documents needed: Approved O&M Plan and CCPP for 2 Cropping Season, MMR as per
MC 55 S. 2014 & Inspection Report on Structures and Facilities based on TCP 3 JICA,
Water Delivery Request based on MC 83 S. 1979 revised, Acknowledgement &
certification based on MC 26 S. 1980, Weekly LIPA, Weekly Farming Activities, Proposal,
Invitation, Attendance & Minutes, ISF Bills as per MC 52 S.1982, Harvest Report,
Approved Request for subsidy
Fig. 2.3C: WATER DISCHARGE CALIBRATION
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START
Facilitate Calibration of Canals Systems Head/

1 formulation of rating curve and SWRFT/ 10 working
rating table per canal to determine WRFO B days
the canal capacity and discharges at WRFT/CRA
certain height of water in the canal
using staff gauges
Daily for 8
SWRFT/
2 Daily Monitoring and Determination of WRFO B
months
available water supply at observation WRFT WS-4mos
point DS-4mos
3
Monitor Water Delivery and Distribution SWRFT/
WRFO B
8 months
WRFT WS-4mos
UWB DS-4Mos
END
Documents needed: Flow rating curve and flow rating table per canal & Daily Staff
Gauge Reading
Fig. 2.3D: POST-IRRIGATION PHASE
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start 1 month
before the
SWRFT, WRFO,
Update Registry of Farmers with below and above 8 start of
1 CRA &
Has. cropping
IDO(IMO)
season
2 Conduct field visit/ Final validation on Systems Head,

10 Days
List of Submitted Request of Exemption SWRFT
Submission of final exemption for IMO Manager,

approval RIM Systems Head, 10 days
3
SWRFT, IDO
Payment for IA O&M Subsidy with Systems Head, 1 month after

4 attachment (LIPA and Harvest Report)
SWRFT harvest
IMO Manager,
Prepare and submit approved Seasonal Systems Head,
5 days
5 O&M Performance SWRFT,
IDO(IMO)
6 Conduct Seasonal O&M Performance

Assessment
IMO Manager,
Systems Head,
1 day
SWRFT,
End IDO(IMO)
Documents needed: Farmers Registry as per RA 10969, Request for Exemption

MC 52
S. 1982, Crop Damage Report as per MC 52 S. 1982, LIPA and Harvest Report,
NMFQB &
CMFQB & Proposal, Invitation, Attendance & Minutes
Fig. 2.3E: PROCESS OF CANAL MAINTENANCE INCENTIVES
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
2 hours
Received request and conduct Inspection SWRFT/WRFT/
1 (every 2
of Canals before canal clearing per IA IDO/CRA
months)
2 hours
2 Inspection of Canals after canal clearing/ SWRFT/WRFT/
(every 2
Brushing canal per IA IDO/CRA
months)
Prepare Canal Maintenance SWRFT/WRFT/

accomplishment 2 days per IA
3 IDO/CRA
Prepare voucher and attachment per IA

4 SYSTEM
for submission to accounting (IMO)
HEAD/SWRFT/
30 mins. Per
IDO(IMO)/Colle
IA (every 2
ction
months)
End Representative
(IMO)
Documents needed: IMT Contract, Request for inspection prior to clearing, Pictures,
Request for inspection after clearing, Pictures, Accomplishment Report & Voucher
Fig. 2.3F: PROCESS IN PREPARING OR’S (OTHER INCOME) IN NIS/CIS

CLUSTERED FIELD OFFICES:
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
SWRFT/
Received payment & Issues O.R to Deputized
1 10 minutes
customer (Other Income & ISF above 8 Sub- Collector
has)
SWRFT/ 1 working
2 Prepare remittance of collection (Remit
to cashier & Collection Rep.)
Deputized day
Sub- Collector
Record Office Receipt in Cashbook SWRFT/

1 minute /
Deputized
3 OR
Sub- Collector
Prepare Monthly Report of Collection,

Collection 30 mins.
4 Rep./SWRFT Collector
Accountability and Summary of
remittance
5 Logbook to control records in

preparation for submission at Office of
1 working
Clerk Proc.
End day
Documents needed: Duplicate copy of OR, Remittance Form, Cashbook, Monthly

Collection Report, Monthly accountability Report & Logbook, Transmittal
Fig. 2.3G: PROCESS IN PREPARING OF EXEMPTED AREA IN NIS/CIS CLUSTERED

FIELD OFFICES:
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start SYSTEM
HEAD/SWRFT/
Received List of Individual Farmers from IDO 30 Minutes /
1 (IMO)/WRFO IA
IA on Exempted Area per cropping season
2 Conduct field validation on exempted SWRFT/ IDO

1 day
area submitted (IMO)/WRFO
Process and Print List of Exempted Area SWRFT/ IDO

per cr O&M subsidy 3 Days
3 (IMO)/WRFO
SYSTEM
Submit to Municipal Agriculturist for HEAD/SWRFT/
4 signature to certify the damage area. 1 day
IDO
(IMO)/WRFO
Submit to IMO & RIO for approval

SWRFT, Clerk
5 1 day
Proc.
6
Logbook to control records in preparation for submission IMO Manager
30 minutes
at IMO Office
7
Furnished System Office Approved Crop Exemption
Report copy
IMO Manager
1 day
Office
End
Documents needed: List of individual Farmers for exemption, Inspection Report &
Pictures, Crop Exemption Report, MAO Certification as per MC 22 S. 1980 & Logbook
Fig. 2.3H: PROCESS IN PREPARING ISF BILLS IN NIS/CIS CLUSTERED FIELD

OFFICES:
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
NIS RECEIVING 5 minutes

1 A. Received LIPA above 8 has. From IA NIS CLERK
B. Received LIPA above 8 has. From IA CIS CIS-N/A CIS-N/A
Systems Head, 10 has. per

2 Review, check & validate LIPA above 8
has.
SWRFT, day/
WRFO, CRA WRFO/CRA
Process and Print ISF Computerized BILLING

Billing System CLERK/ Clerk 1 day
3
Submission of Final Exemptions for Proc.
Submit for Approval of ISF Bill to Division BILLING

Manager
4 CLERK/ Clerk 1 day
Payment for IA O & M Subsidy with
attachment (LIPA and harvest report)
Proc.
Serve approved ISF bills to individual SWRFT, WRFO,

5 Farmers with duplicate copy (1 for land 1 day
IDO (IMO) /CRA
owners and 1 received purpose)
File duplicate copy received from farmers
Clerk Proc. 1 hour
End
Documents needed: LIPA, ISF Bill & Duplicate copy of Approved ISF Bill received by IA
Fig. 2.3I: PROCESS IN PAYING O&M IA SUBSIDY IN NIS/CIS:

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
SWRFT, WRFO,
Received LIPA & Harvest Report from IA IDO (IMO)
1 30 mins
& Verified by SWRFT per cropping season
SWRFT,
2 Encode, Process & Print LIPA & Harvest
report per cropping season.
IDO(IMO),Clerk 2 weeks
Proc.
Printed LIPA & Harvest report to IA for SWRFT,

Signature of TSAG Chairman & IA IDO(IMO),Clerk 1 week
3
President Proc.
Segregate, & prepare summary of LIPA,

SWRFT,
4 Harvest report and Vouchers for submission IDO(IMO),Clerk 2 days
to IMO Manager Office Proc.
Logbook to control records in

5 Preparation for submission Clerk Proc.
1 day
End
Documents needed: LIPA & Harvest Report submitted by IA & Logbook

Fig. 2.3J: PROCESS FLOW FOR IRRIGATORS ASSOCIATION TRAINING
Responsible
Key Activities Office/ Position/ Timeline/
Designation Duration
Start
INSTITUTIONAL
1 Proposal / Budgetary
WORKER 1 day
2
Division Manager 1 day
Approval
3
50,000 Below 50,000 Above
Property 3 days
CANVASS Post PHILGEPS
4
Conduct of Training
Institutional
Worker 1 day
End
Fig. 2.3K: PROCESS IN PREPARING REGISTRY OF FARMERS WITH LANDHOLDINGS

BELOW AND ABOVE 8 HAS IN NIS/CIS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start SWRFT/IDO
(IMO)/
WRFO/
Identify number of Farmers with Clerk/ 1 month
1 landholdings below & above 8 has.
Collection
Representative
2
All identified farmers with landholdings
below & above 8 has. Send SWRFT/IDO
communication/ invitation for (IMO)/WRFO/ 6 months
confirmation of their area with Clerk
documents (TCT & Title). Duplicate copy
1 received purposes, 1 for farmers
3
Preparation of List of Farmers/ Registry SWRFT/IDO
below and above 8 hectares (IMO)/WRFO/ 6 months
Clerk.
Meeting of Farmers with complete documents for

finalization and submission of Registry of farmers to RIO
SWRFT/IDO
(IMO)/WRFO/ 2 months
Clerk
End
Documents needed: Form 1 IRR RA (10969), File TCT, Title, Tax Declaration,
Deed of Sale per IRR RA (10969) & Registry of Farmers
FLOW CHART
Irrigation Fee Collection Remittances (8 has Above)
NIA CASH DIVISION

FARMER/USER BILL COLLECTIONS CASHIER DEPOSITORY BANK OF NIA REGULAR CENTRAL
AGUSAN DEL OFFICE
IRRIGATION FEE RECIEVES BACK

RECIEVES SUR50%
REMIT IMOBACK REMIT 30% BACK REMIT 20% BACK
/CIS AMORTIZATION ACCOUNT COLLECTION
PAYMENT ACCOUNT COLLECTION ACCOUNT COLLECTION ACCOUNT COLLECTION
BACK CCOUNT /ISSUE OR
COLLECTION ISSUES OR
REMITS TO CASHIER
RECIEVES BACK ACCOUNT REMIT 50% BACK

PREPARES REMIT 30% REMIT 20%
COLLECTION FROM ACCOUNT COLLECTIONS
COLLECTION COLLECTOR TO LAND BACK OF THE BACK ACCOUNT BACK ACCOUNT
REPORT PHILIPPINES COLLECTION COLLECTION
PREPARE COLLECTION
REPORT
SUBMIT REPORT OF
COLLECTION NIA
REGIONAL OFFICE
Institutional Development Section (IDS) Profile
The NIA’s Institutional Development Programs (IDP) are activities and initiatives
geared towards building and sustaining Agency’s capacity to effectively implement its
mandate to organize and develop farmer-beneficiaries into Irrigators Associations (IAs).
An IA is a group of farmer beneficiaries of an irrigation system formally organized
according to water source or hydrological boundaries. To obtain legal personality, the
IA is registered with the Securities and Exchange Commission as a non-stock non-profit
entity. This capacitates the IA to enter into partnership contract with the NIA.
IDP planning, implementation, monitoring and evaluation engage various processes,
approaches and strategies to nurture IAs’ growth as NIA’s partner in irrigation
development and management.
Functional Description
IDP encompasses Irrigators Associations’ involvement and participation practically in

every aspect of irrigation development and management stages, i.e., during project
preparation, construction, and operation and maintenance.
Specifically, IDS performs the following functions:
 Design and develop capacity building programs to equip the IAs with the
necessary knowledge, skills, and attitude to be able to perform their tasks, duties
and responsibilities;
 Design, develop and conduct capability building programs for institutional and
operation personnel.
 Provide assistance programs to IAs to enable them to establish strong and

sustainable linkages and access to support services from other agencies both in
the government and private sectors;
 Plan, monitor, and evaluate IDP processes, approaches and strategies to nurture
IA’s development.
Flow Processes
Fig. 2.3L: IA SEC REGISTRATION/UPDATING PROCESS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START IA/ IDU 1 working day
Gather Data for Sec Registration and Go to

1 (https;//esparc.sec.gov.ph/application) an SEC
Website for Company registration
Provide Data at online form & click

upload/submit. (Data submitted subject for SEC
2 IA / IDO 1 day
Review & wait for notification)
2 Weeks
correct? Are
documents
complete? Are
data entries
3 correct?
No
Return Documents to IA & discuss Comply
appropriate Action
Download filled-out cover sheet/AOI &

by Laws for incorporators Signature &
4 notary & Upload/Submit to the same
website.
A
Fig. 2.3L-1: IA SEC REGISTRATION/UPDATING PROCESS
A
5
Payment through online/ bank & upload proff of

payment
IA / IDO IA / IDO Hours
Verify the approval of the application thru the SEC 1 Day

6 website after a month upon process IA / IDO
IA / IDO 1 Day
Get the approved certificate of registration at SEC office
7
End
Fig. 2.3M: IA SEC REPORTORIAL PROCESS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
START IA / IDO
7 Days
Assist IA on GIS/AFS preparation (A/FS
1
must be received by BIR)
IA must submit SEC MC 28 (annex D- Company

information or Annex G for IA info updating from IA / IDO 1 Day
2
BIR) to SEC MC28 submission portal
4 Hours
Create an eFast account 1 for authorized filler & IDO/Authorized
3 another one for company official Account at filer
(http://cifss-ost.sec.gov.ph) upload GIS/ AFS through
authorized filer (subject for SEC Review)
IDO/Authorized
SEC will notify for initial Acceptance/ Reverted filer
files/Final Acceptance
Are documents
complete? Are 7-30 Days
data entries
4
No
Return Documents to IA & discuss Comply
No
appropriate Action
Received Final Acceptance (Reviewed

coded documents from SEC ready for
download & print as a proof of final
Acceptance)
Print Final Acceptance IDO 30 mins

5
Fig. 2.3N: IMT CONTRACTS AND DOCUMENTS FLOW CHART
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
IDO/SWRFT/CR 1 hour/transaction
A/WRFO/NIS
START HEAD
1
Prepare IMT Contracts
IDO/SWRFT/CR 1 working day

Conduct orientation/reorientation A/WRFO/NIS
2
HEAD
IDO/SWRFT/CR 1 working day

3 Review and finalization of IMT Contracts A/WRFO/NIS
HEAD
IMO 1 hour
Manager/Assist.
IMO Manager/
4 Signing of IMT Contracts at IMO level
Accounting /IDO
Assigned/ Lead IDO
Submit for approval to Regional Office RIM, Division

5 Manager 1 working day
Receive approved IMT Contracts from Regional 30 minutes

6 Office Senior IDO
7 IDO/SWRFT/ 1 working day

Furnish copy of IMT Contracts
CRA/WRFO/NIS
HEAD
End
Fig. 2.3O: CONSTRUCTION MEMORANDUM OF AGREEMENT (CIS) FLOW CHART
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
IDO/SWRFT/CRA 1 hour/transaction
START
1
Prepare Memorandum of Agreement by and
between NIA and IA
IDO/SWRFT/CRA 1 working day

Review and finalization of MOA /PIC/CONSTRUCT
2
ION HEAD/CHIEF
EOS
IMO Manager/Assist. 1 working day
IMO
3 Signing of MOA Manager/Accounting/
IDO Assigned/Lead
IDO/RIM/IA
Furnished notarized copy of MOA to Regional 1 working day

4 Office and IA IDO/SWRFT
End
Fig. 2.3P: DEVELOPMENT OF CAPACITY BUILDING PROGRAM FOR IA

Responsible
Office/ Position Timeline/
Key Activities
Title/ Duration
Designation
Start
Assigned
Review/
CONDUCT TRAINING NEEDS ANALYSIS IDO/SWRFT/CRA/FIO 1 day
1 Revise
Assigned 1 day
Prepare /Revised Training Course Outline /Proposal based IDO/SWRFT/CRA/FIO
2 on Training Need
SYSTEM HEAD/IDO 5-15 minutes

HEAD CIS
Review Training Course Outline /Proposal based on
3 Training Need
Submit Training Course Outline /Proposal based on FIO/CRA/IDO/

4 Training Need to the DM SWRFT /DM-A 5-15 minutes
Approval by the Disapproval by

Within a day
5 Division the Division Division Manager
Prepare and Submit Request form/Cash Assigned

6 Advance to Accounting with attached IDO/SWRFT/CRA/FIO, 1 day
approved Training Proposal Accounting
FIO/CRA/IDO
7 Prepare and Reproduce Forms/Lecture Materials /SWRFT/SIDO
1 day
Conduct Training Course FIO/CRA/IDO

8 /SWRFT/SIDO 3 days
End
Form 021 – proposal, resolution, attendance, documentation, pictures

Fig. 2.3Q: IDP REPORTS FLOW CHART (within 10-15 Total Working Days)

Office/ Timeline/
Position/ Duration
Designation
Start Every last
Assigned working day of
IDO/FIO/CRA the month of
Submit Data for IDP Reports to IDS Chief/Systems Head
every quarter
1
2 Review/Consolidate the Report for Approval to IDS 2 days
IMO Manager Chief/Systems
Head
POW
Monthly online OFS and IMTSS
Quarterly
Annual
3 Recommend for Approval Assistant IMO 1 day

Manager
4 Division 1 day
Approved and Submit to Regional Office
Manager
Furnish copy of approved report to concerned

system office DM Secretary 3 hours
5
End
Form 001-010 – IMTSS, Other fund sources (physical and financial accomplishments &
POW),
Fig. 2.3R: IA FUNCTIONALITY SURVEY RESULTS FLOW CHART (within 10-15

total working days)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
1 Prepare forms and Conduct IA Functionality Senior 10 working

Survey to CIS and NIS IASubmit Data for IDO/SWRFT/I days
IDP Reports to IDS Chief/Systems Head IDOs 1st week of
Dec.
Review and consolidate IAFSR for Systems 1 day

2 approval of DM Head/IDS Chief -3rd week of
Dec.
Assistant
Check/recommend for approval Division
Manager
10 mins.
Division
Approved IAFSR for Submission to RIO Manager
10 mins
Furnished copy of approved IAFSR to

3 concern systems office Division I hour per
Furnished copy of approved report to Manager transaction
End
Form 012
Fig. 2.3S: CUSTOMERS SATISFACTION SURVEY (CSS) FLOW CHART (Within 20-
60 Total Working Days)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
DM Secretary 30 mins
Start
1 Receive communication from RIO Re: CSS Schedule

and Guidelines
IDO/SWRFT I day per

Identification of respondents for CSS transaction/IA
2
3 Information dissemination to IDO/SWRFT I day per

transaction/IA
respondents
4 Prepare and Submit Request form/Cash Advance to Assigned

Accounting with attached approved Budgetary IDO/SWRFT/CRA/FIO 1 day
, Accounting
5 SUC, IDO, 3 days per

Actual conduct of CSS by SUC SWRFT, FIO, IMO
CRA , RIO
END
Form 013 – Customers Satisfaction Survey

Fig. 2.3T: RIGHT OF WAY NEGOTIATION TO AFFECTED LANDOWNERS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Assigned 1 DAY PER

FACILITATE AND CONDUCT MEETING OF AFFECTED LANDOWNERS
1 IDO, PIC TRANSACTION
FACILITATE AND CONDUCT ROW NEGOTIATION BY DONATION

Assigned 1 DAY PER
2 IDO, PIC TRANSACTION
YES
3 Negotiated
Negotiated? ?
Assigned 1 DAY PER
IDO, PIC TRANSACTION
NO
CONDUCT ROW NEGOTIATION BY

NEGOTIATED SALE
Assigned 5 DAYS
INITIATION OF IDO, PIC,RIO
NO
4 Negotiated? EXPROPRIATION Assigned
PROCEEDINGS ROW
YES Processor
5 Assigned 1 DAY
ISSUANCE OF IDO, PIC, RIO
COURT ORDER Assigned
ROW
Processor
IDO 1 DAY
File copy of signed and notarized Deed
of Donation/Deed of Sale retain at IDD
CIS
6 File copy of signed and notarized Deed of

Donation/Deed of Sale retain at Property NIS
END
Fig. 2.3U: IA DATA-BASED MANAGEMENT SYSTEM (within 4 Total Working Days)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
IDO/Focal 1 day per

1 Entry/update data to server on IA Data-base of person transaction
the province/IMO
Systems Head/
Print Reports from IA Database IDS Chief/ 1 hour per
IDO/Focal
2 person
transaction
3 Systems Head/ I hour per

Review IA Data Base IDS Chief/ transaction
IDO/Focal
person
4 Assistant 1 hour
Recommend for Approval Division
Manager
5 Division 1 hour
Approve by Division Manager Manager
6
Submit the IA Data Base E-file and Systems Head/
Approved hard copy IDS Chief/Focal
1 hour per
person transaction
END
Fig. 2.3V CONDUCT OF REVIEW AND PLANNING WORKSHOPS (Irrigators Associations)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start Assigned Sr. 1 day/
IDO, IDO, IA
CRA, SWRFT
Coordinate with IAs on the schedule of RPWs of
1
CIS IA (Province wide) and NIS IA per Irrigation
System and gather filled-up forms
Assigned Sr. 1 day/

2 Conduct RPW at IDO, IDO, IA/ Federation
IA/Federation level / CRA, SWRFT 2 days-IMO
IMO Wide Wide
Summarize Accomplishment and

Div.
3 Plans/Targets & Agreements Made Manager,
and submit copy to IMO and RIO Systems 1 day per office
Head, IDOs,
SRWFTs,
CRA
END
Fig. 2.3W: WATER PERMIT APPLICATION TO NWRB

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
IDO 5 days
Secure required documents
1
Fill-up forms for water permit application

IDO 2 hours
2
IDO, NWRB
Submit to NWRB application processor
Application 1 day
3 Processor
IDO, NWRB
4 Posting at conspicuous places
Application 1 hour
Processor
5
IDO, NWRB
Secure clearances from Barangay
Application 1 day
/municipality/city/province
Processor
6
Payment of water permit application fee IDO 1 Hour
7
Submit for approval to NWRB
IDO 2Hours
END
Fig. 2.3X: NIS FISA (FORM 1- FORM 7)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Inform Farmers listed at (Form 1) (Registry of System Head

1 Farmers below 8 hectare) to submit proof of SWRFT/IDO/
6 Months
Ownership of the land titled, Tax Declaration, WRFO/ Clerk
Brgy. Certificate, Deed of Sale, CLOA,CLT, Other
gov't. issued certificate to NIA Office.
Prepared updated SOA (Form2) of all farmers who

2 submitted proof of ownership and (form3) for
Billing Clerk 1 Day
confirmation & Notarial
Received all notarized (form3) submitted to NIA and

System Head
prepare (form6) request for condonation of Back
3 SWRFT/IDO/ 1 Day
Account & Exemption of ISF payment for farmers
WRFO/ Clerk
signature and notarial
4 Received and processed all forms submitted by

farmers (form 3 & form 6) attach (form 7)
Certificate of Exception of ISF payment for approval Billing Clerk 3 Months
of Regional Manager
5
Distribute to Farmers the approved (form 7)
Certificate of Exception of ISF Payment &
submit Status Report to RIO System Head
SWRFT/IDO/ 6 Months
WRFO/ Clerk
END
Fig. 2.3Y: UPDATING / INVENTORY OF IRRIGATED AREAS

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
System Head
Gather and consolidated the following: SWRFT/IDO/
1 - LIPA (prepared by IAs) WRFO/ 5 Days
Survey Team
- Parcellary Survey
- IA request reports for expansion area
Conduct Field validation & Inspection per TSA

System Head
for irrigated Areas (LIPA) and expansion areas,
2 SWRFT/IDO/
thru actual paddy survey for rechecking of areas WRFO/ 2 Weeks
and/or geotagging of actual areas irrigated with Survey Team
increase and expansion
Conduct meeting and information dissemination System Head

to IAs with area expansion for irrigation for IA SWRFT/IDO/
3 2 Weeks
confirmation WRFO/
Survey Team
Prepare and submit reports/update reports of

4 Inventory of Area per TSA per IA per
System Head
Municipality to RIO
SWRFT/IDO/
WRFO/ 5 Days
Survey Team
END
3. Administrative and Finance Section Profile
Administrative and Finance is one of the 2 sections in the Agusan Del Sur Irrigation
Management Office, with 28 monthly positions under the approved RatPlan.
3.1 Functional Description
• Provide administrative and financial services, relative to personnel and general

services, procurement and property, budget, accounting control, custody of
collections, payment of obligations and other related activities.
• Process and records all financial transactions; maintain books of accounts and
prepare and other financial reports for submission to COA, Regional Office
and other government agencies
• Prepare and submit periodic reports as required.
3.2 Quality Objectives
 Ensure effective and efficient utilization and monitoring of funds in NIA ADS-IMO
 Strengthen the implemented internal control of funds in NIA-ADS.
 Ensure efficiency and timely delivery of financial services to clients of NIA-ADS-

IMO
 Improve accuracy, timeliness, reliability of financial reports, fund, cash

releases and disbursements in NIA-ADS-IMO.
 NIA-ADS-IMO ensure transparency and accountability in the recruitment

selection & placement process in accordance with the Revised Merit
Selection Plan in Civil Services Commission (CSC) Policies.
 Provide quality development trainings and seminars that gear towards

enhancing knowledge, skills and attitudes to uplift productivity of NIA-ADS-IMO
as employees.
 Ensure effective and efficient delivery of services regarding concern, welfare

and benefits of NIA-ADS-IMO employees.
 Ensure effective and efficient management of physical resources in NIA-ADS-IMO
 Maintain and organize an updated records system of ADS-IMO
 NIA-ADS-IMO Ensures an accurate and timely submission of periodic reports.
 Establish safe, clean, and comfortable work environment and provision of

facilities needed by NIA-ADS-IMO personnel in order to work effectively
and efficiently.
 Ensure distribution, disposition, storage and inventory of all NIA-ADS-

IMO owned properties.
 Ensure effective and efficient utilization and monitoring of funds in NIA ADS-IMO
 Strengthen the implemented internal control of funds in NIA-ADS.
 Ensure efficiency and timely delivery of financial services to clients of NIA-ADS-

IMO
 Improve accuracy, timeliness, reliability of financial reports, fund, cash

releases and disbursements in NIA-ADS-IMO.
 NIA-ADS-IMO ensure transparency and accountability in the recruitment

selection & placement process in accordance with the Revised Merit
Selection Plan in Civil Services Commission (CSC) Policies.
 Provide quality development trainings and seminars that gear towards

enhancing knowledge, skills and attitudes to uplift productivity of NIA-ADS-IMO
as employees.
 Ensure effective and efficient delivery of services regarding concern, welfare

and benefits of NIA-ADS-IMO employees.
 Ensure effective and efficient management of physical resources in NIA-ADS-IMO
 Maintain and organize an updated records system of ADS-IMO

 NIA-ADS-IMO Ensures an accurate and timely submission of periodic reports.
 Establish safe, clean, and comfortable work environment and provision of

facilities needed by NIA-ADS-IMO personnel in order to work effectively
and efficiently.
 Ensure distribution, disposition, storage and inventory of all NIA-ADS-

IMO owned properties.
Prepared by: Reviewed by:
RITCHEL MIGRES JOY A. MALANA MERILYN C. SEBILO

Industrial Relations Management Officer C Cashier B / Head of Administrative &
Finance Section
PAUL ALBERT E. CELESTE

Property Officer B
RUBY E. MACAS
Sr. Accounting Processor A
Approved by:
PETER E. PABLO
Acting Division Manager
Document Code : NIA-13-IMO-DM-001
3.3 ADMINISTRATIVE UNIT FLOW PROCESSES
Fig. 3-3A: APPOINTMENT OF CASUAL EMPLOYEES AT THE IRRIGATION

MANAGEMENT OFFICE
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
PSB Meeting and deliberation for the IMO PSB 1 day

1 renewal/creation of daily Plantilla positions
Prepare request for authority to create /renew daily

IRMO 3 days
2 Plantilla positions for IMO
IRMO/Clerk
Submit request to Regional Office for approval 2 hours
3 Processor A
Receive Approved Request from Regional Office IRMO/Clerk Pro A 10 minutes

4
Prepare appointment and require documents IRMO/Data Encoder 2 days
5
Review/ initial appointment SG 8 & below IMO and Division Manager/

6 SG 9 & above to Regional Office IRMO
1 day
7
No
Salary Grade 9
or above?
A
Yes
Submit to Regional Office
IRMO/Clerk Pro A 3 hours
8
End
Fig. 3.3A-1: CONT. APPOINTMENT OF CASUAL EMPLOYEES AT THE IRRIGATION

MANAGEMENT OFFICE
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
9 A Division
30 minutes
Manager
Approved appointment SG 8 and below
Affixing signature of appointee on the approved

appointment Concerned
2 days
10 employees
Furnish the following copy of approved appointment:

11 a. Accounting for payment
IRMO/ Clerk
Proc. A/ Data
b. Concerned Employee 2 hours
Encoder/ Clerk
Proc C
Transmit Appointment to CSC for Attestation IRMO/Clerk

12 1 working day
Proc. A
13 Furnish the following copy of attested appointment:

a. Concerned Employee
Clerk Proc.
b. Admin for 201 file
A/ Clerk 2 hours
Proc. C/ Data
Encoder
End
Fig. 3.3B: UPDATING OF PERSONNEL DATA SHEET
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
1 Issue Memo to employees and requiring the

submission of updated PDS with following IRMO/ Data
1 hour
documents Encoder
a. Marriage Contract
b. Birth Certificate
c. Certificate of Trainings/ Seminar
d. Updated License
Data
Receive Filled-up new PDS for evaluation by
Admin
Encoder/ 1 hour
2 Clerk Proc. A /
Clerk Proc. C
Data
3 Forward to Highest HRMO/Division Manager
Encoder/ 5 minutes
for Signature
Clerk Proc. A /
Clerk Proc. C
4 File PDS to corresponding 201 File after Data

approval Encoder/ 5 minutes
Clerk Proc. A /
Clerk Proc. C
5
End
Fig. 3.3C: JOB ORDER AND CONTRACT OF SERVICE PREPARATION

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start Unit
Concerned/
Identification of additional/ needed manpower Division 1 week
1 Manager
2 Evaluate/interview candidate from file of applicants PSB/DM 2 hours
3 IRMO/Clerk Pro A/
Prepare Job Order Contract and required documents Data Encoder
2 days
No Page 4
Salary Grade 9
4 or above? A
Yes
Submit to Regional Office

5 IRMO/Clerk Pro A 3 hours
6 A
Division Manager/
1 hour
IRMO/ Clerk Pro A
Review/Initial Job Order SG 8 and below
7 Approve Job Order SG 8 and below Division Manager 1 hour
8 IRMO/Data
Orient/Enroll to Biometric Encoder
1 hour
9
Furnish the following copy of contract: Data Encoder/
d. Accounting for payment Clerk Processor A/ 5 minutes
Clerk Processor C
e. Concerned Employee
End
Fig. 3.3D: TRAINING FLOW PROCESS (STAFF DEVELOPMENT)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
IRMO- Five (5) days

Coordinate with the different Unit (Engineering, Operation &
1 Maintenance, Administrative and Finance) for the lists of
C/Heads of all
Training Courses Needed by their Unit Unit
IRMO-C/ 1 Day
Submit the identified Lists of Training Courses to Division
2 the Division Manager/endorsement to Regional Manager
3 Prepare training proposals needed by different IRMO-C/Unit 1 day

units Head
4 Submit training proposal to secure approval to the IRMO-C/Unit 1day

Division Manager/Regional Manager for Head
implementation
IRMO- 3 days
5 Upon approval for implementation, submit lists of C/Heads of all
participants to the IMO/Regional Office Unit
Concerned
Participants Based on the
of identified Training
6 Attend the training conducted training Course to be
course conducted
Participants prepare Back-to-Office Report Participants One (1) day
regarding the Seminar Training Attended who attended
7 the identified
training
course
Heads of all
Concerned Unit Head Evaluates the
8 Unit One (1) day
Report Concerned
END
Fig. 3.3E MONITORING THE SUBMISSION OF INDIVIDUAL PERFORMANCE

COMMITMENT REVIEW ACCOMPLISHMENT (IPCR)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
IRMO/ Data
Start Encoder/
Clerk
Processor A/
1 to 3 days
1 Gather IPCR every first week of the semester Clerk
Processor C
2 IRMO/Data
Prepare and consolidate submitted Summary List of
Individual Performance Ratings (SLIPR)/IPCR Encoder/ 1-2 working
Clerk Proc. A/ days/ office
Clerk Proc. C
With
Revisions/ No
Remarks?
Yes
Data Encoder/
3 Return for correction and compliance Clerk Proc. A/ 1 working day
Clerk Proc. C
4 Check, Review and affix signature on IRMO/Section

SLIPR of IMO 4 hours
Heads
Forward to Division Manager for Approval Data Encoder

5 10 minutes
/ Clerk Proc. A
IRMO/ Clerk
6 Submit to Regional Office (Every first Processor A/
week of January & July) 2 hours
Data Encoder
End
Fig. 3.3F: ATTENDANCE MONITORING (IMO OFFICE)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Register/Enroll Employee’s Fingerprint and ID

Data Encoder 10 minutes
1 number to the Biometrics
Input of Employee data to Daily time

2 attendance Program Data Encoder 5 minutes
Data
Download raw data from Biometrics Machine
3 Encoder/Clerk 3 hours
and Upload to Daily time attendance Program
Processor C
4 Clerk Proc. A
Print Daily Time Record (DTR) /Data
1 hour
Encoder/
Clerk Proc. C
5 Clerk Proc. A
Distribute DTR to concerned employees for /Data
30 minutes
signature, verification and correction Encoder/
Clerk Proc. C
Clerk Proc. A
Forward to Division Manager concerned for
/Data
approval 10 minutes
6 Encoder/
Clerk Proc. C
Detach copy for Admin File
Clerk Proc. A
7 /Data
10 minutes
Encoder/
End Clerk Proc. C
Fig. 3.3G: ATTENDANCE MONITORING (FIELD/NIS OFFICE)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Write time entries on the Logbook Concerned

1 minute
1 Employees
Fill-up DTR forms as per time entries on the

2 Daily Attendance Logbook certified by System Concerned
10 minutes
Heads & Project in Charge Employees
Clerk
3 Submit DTRs for verification, signature & Processor A /
correction by immediate supervisors 3 hours
CRA / SWRFT
/ UWB / APA
4 Forward to HR / Admin Section for Evaluation
Clerk
and attachment to Payroll Processor A /
2 hours
CRA / SWRFT
/ UWB / APA
5 Clerk
Forward to Division Manager for Approval
30 minutes
Processor A/C
File Approved DTRs Clerk

10 minutes
6 Processor A/C
Detach copy for Admin File Clerk

10 minutes
7 Processor A/C
End
Fig. 3.3H: PAYROLL PREPARATION (IMO OFFICE)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Collect approved Daily Time Record (DTR)

Clerk
1 Processor A/
Data for deductions from concerned offices
(GSIS, HDMF, PHIC, NIAEASP, COOP, etc.) Leave Data Encoder 3 hours
without pay, Disallowance & etc. Salary /Clerk
increase/ Promotion step increment Processor C
Employees’ information update
Computation of Tax w/ supporting documents
Clerk
2 Update and encode employee’s Processor A/
information and deductions thru payroll Data Encoder 2 hours
program /Clerk
Processor C
Clerk
3 Processor A/
Print Payroll Data Encoder 30minutes
/Clerk
Processor C
4
Check as to Rate and Review Payroll as to IRMO /Clerk
1 hour
correctness of entry Pro A
5
Certify Payroll (Box A) IRMO 15 minutes
6 Clerk
Forward to Costing Engineer Processor A/
10 Minutes
Clerk
Retain File Copy Processor C
End
Fig. 3.3I: PROCESSING OF LEAVE MONETIZATION

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Clerk Pro A/ 5 minutes
IRMO
Received request for monetization
1
Clerk Pro A/ 5 minutes

2 Check availability of leave balance IRMO
Is Leave No Inform
Sufficient? concern
Employee
Yes
3 Clerk Pro A 5 minutes
Forward request to DM for approval
4 Clerk Pro A/ 15 minutes

Received approved request and process leave IRMO
monetization application
5 IRMO 10 minutes
Review/ Certify Leave Monetization Application
6
Below 60 days: Above 60 days: Back to IMO for IRMO/Asst. Div.
Forward to Forward to the DV Manager/Section
IRMO/Asst. Div. Regional Manager Head /Division 1 working day
Manager/Section for Manager
approval Head and Division
Manager for
approval
7 Clerk 10 minutes
Processor A/
Received approved leaved application and Date Encoder
prepare DV
Is Project
Charge? A
8 Clerk Processor 5 minutes
A/ Clerk
Forward DV with supporting document to Processor C
Accounting unit
End
Fig. 3.3J: LEAVE PROCESSING (UNDER NORMAL CONDITIONS, ALL REQUIREMENTS

ARE COMPLETE)
Office/ Timeline/
Position/ Duration
Designation
Start
Receive/Stamping of Leave Application Clerk Pro A/

1 3 minutes
Clerk Pro C
Retrieve Leave Card Clerk Pro A/

2 2 minutes
IRMO
Clerk Pro A/
3 Check, apply Available Leave Balance 5 minutes
IRMO
No
Clerk Pro A informs
Allowed?
the employee
Yes
4 Clerk Pro A/
Process/Review/ Certify Leave Application 5 minutes
IRMO
5
Forward to respective Unit chief and Division Division

Manager for approval Manager/IRMO/ 1 working day
Clerk Pro A
Segregate Approved Leave
 2 Copies for DTR

10 minutes
6 Clerk Pro A
 1 Copy for Admin
 1 Copy for Employee
End
Fig. 3.3K: MONTHLY UPDATING OF EMPLOYEES LEAVE LEDGER CARD
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Data Encoder
1 Prepare monthly report of absences, tardiness and / Clerk 1 day
under time based on approved DTR Processor C
Check and Review Report

IRMO 1 hour
2
3 Forward to Division Manager for Approval

10 minutes
Clerk Pro A
Received approved report for posting /
4 recording of under time& tardiness to
employees Leave Ledger card Clerk Pro A 4 hours
5
Post earned leave for the month Clerk Pro A /
4 hours
IRMO
End
Fig. 3.3L: RETIREMENT UNDER RA 8291
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
IRMO/Clerk 5 minutes
1 Receive/ Acceptance of Application for Retirement Pro A
Check/prepare supporting document:

1. Application for Retirement IRMO / Clerk
2 20 minutes
2. Service Record Pro A
3. Approved Acceptance of Retirement
3 Evaluate/Sign Retirement Application DM/IRMO 1 hour
4
Forward to GSIS for appropriate action Clerk Pro A/
1 day
IRMO
5
File duplicate copy of retirement application
IRMO /Clerk
5 minutes
Pro A
End
Fig. 3.3M: TERMINAL LEAVE PROCESS FLOWCHART

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
IRMO/Clerk
Pro A 10 minutes
Receive Application for Terminal Leave
1
Prepare/process documentary requirements for Terminal
Leave: Depends upon
2 a. Leave Application IRMO/ Clerk the completion of
b. Service Record
c. Audited Leave Record Pro A required
d. CO/ RO/FO clearance documents
e. Latest appointment
f. Latest Salary Adjustment/ Step Increment
g. Latest SALN
h. Additional Requirements for deceased
employees
i. GSIS Clearance
Clerk Pro A/ Data

3 Prepare/process Worksheet on Terminal Encoder/ IRMO 1 day
Leave Claim
4 IRMO/ Clerk 1 hour
Review/check the completeness of required Proc. A
documents
5 Certify & recommend approval of Application for IRMO 30 Minutes

Terminal Leave together with required
documents
6
Approve Application for Forward to Regional Office Regional 1 Working Day
Terminal Leave of Daily for approval for Monthly Manager, Division
Positions /Regular Positions Manager
7 Forward to CO copies of Approved Leave Application IRMO/Clerk Proc. 1 Working Day

with the required supporting documents for request
A
of fund for monthly employee
8 Forward to Accounting original copies of

Clerk Proc. A 10 Minutes
required documents to support payment
9 Retain copies of documents for file Clerk Proc. A / 10 Minutes

IRMO
End
Fig. 3.3N: CONTROL OF INCOMING DOCUMENTS PROCEDURE
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start

1 Receive and stamp document
Sort and record to corresponding log book for Data Encoder 20 - 30 minutes
2 out-going documents and ready for release to
IMOs/RIS.
3
Send documents thru courier/Liaison IRMO C/Data 2 hours
Officer/employees on official business Encoder
4
File transmittal and courier tracking receipt Data Encoder 3 – 5 minutes
End
Fig. 3.3O: CONTROL OF OUTGOING DOCUMENTS PROCEDURE
Start Clerk
Processor A/
Clerk 10 minutes
1 Processor C
Sort and record to corresponding logbook
for out-going documents and ready for
Clerk
Forward outgoing documents to Processor A/ 20 - 30
2 Clerk minutes
concerned offices
Processor C
3
Send documents thru courier/Liaison
Clerk 2 hours
Officer/employees on official business
Processor A/
Clerk
Processor C
File transmittal and courier tracking
receipt
End
Fig. 3.3P: Preparation of GAD Plan and Budget
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
GAD Focal 3 days
Prepare proposal / budgetary estimates for Person (GFPS)
1 the conduct of training workshop of GAD Plan
and Budget for the succeeding year
Head of Admin & 1 day

2 Review, Check and Recommend Approval Finance Section
Division 1 day
3 Secure approval Manager
GAD Focal 15 minutes

4 Submit Request Form to Procurement Person
/Property
5 Preparation of Forms / Invitation letter to GAD Focal 1 day

Lecturer / Schedule of Activity / Memo to Person
Participants
Trainor / 2 days
6 Conduct Training / Workshop Lecturer (GFPS
Members)
IMO GAD 1 day
7 Prepare GAD PAB per IMO and consolidate Members
Division 2 days
8 Manager
Approval of consolidated GPB and submit to
Regional Office / GAD
Focal
End
Fig. 3.3Q: Preparation of GAD Accomplishment Report
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start GAD Focal

Persons of 3 days
Prepare proposal / budgetary estimates for IMO,
1 the conduct of training workshop of GAD Engineering
Accomplishment for the previous year every Section
1st week of the current year
Head of Admin & 1 day
2 Review, Check and Recommend Approval Finance Section
Division 1 day
3 Secure approval Manager
GAD Focal 15 minutes

4 Submit Request Form to Procurement Person
/Property Unit
5 Preparation of Forms / Schedule of Activity /

GAD Focal 1 day
Memo to Participants
Person
Trainor / 2 days
6 Conduct Training / Workshop Lecturer (GFPS
Members)
IMO GAD Focal 1 day
7 Prepare GAD Accomplishment Report per IMO GFPS
and consolidate Members
Division 2 days
8 Manager /
Approval of consolidated GAD
GAD Focal
Accomplishment Report and submit to COA &
RIO
End
3.4 GENERAL SERVICES UNIT FLOW PROCESSES
Fig. 3.4A: PROTOCOL OF SECURITY GUARD (SHIFTING SCHEDULE) (IMO/NIS

OFFICES)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Industrial
Security Guard
Report for duty as per scheduled time /UWA/ 2-5 minutes
1 Watchman
Industrial
Receive all turn-over properties inside the compound
and duties & responsibilities from the relieving guard
Security Guard 2-5 minutes
2 /UWA/
Watchman
3 Record all the vehicle/ person arriving and Industrial 2-5 minutes
departing from the compound /If there is any
Security Guard
untoward incident, report to the immediate
/UWA/
supervisor
Watchman
4 Conduct roving within the vicinity every 2 hours
and Check offices for electrical appliances, Industrial 30 minutes
inspection of buildings/facilities and properties for Security Guard
night shift duty /UWA/
Watchman
5 Maintain cleanliness in the guard house and
surroundings Industrial 20 minutes
Security Guard
/UWA/
Watchman
6 Industrial
Turn-over all the properties inside the compound Security Guard 5-10 minutes
and duties & responsibilities assuming guard /UWA/
Watchman
End
Fig. 3.4B: ENTRY OF VISITOR (IMO/NIS OFFICES)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Require the visitor to write in the Visitor’s Log Industrial 2-5 minutes
1 Book indicating the person to be visited and the Security Guard
purpose of visit. / Watchman
Get 1 valid ID from the visitor and issue Industrial 5 minutes

2 the NIA visitor’s ID and customer Security Guard
satisfaction survey form. / Watchman
3 Industrial
Escort the visitor to the office/concerned
Security Guard 5-10 minutes
employee to be visited if needed / Watchman
4
Upon exit guard returns the valid ID of Visitor/ 2-5 minutes
visitor in exchange of the duly Industrial
accomplished customer satisfaction Security
survey and NIA visitor’s ID Guard/
Watchman
End
Fig. 3.4C: ENTRY AND EXIT OF VISITOR’S VEHICLE (IMO/NIS OFFICES)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start Visitor/
Industrial
Security 2-5 minutes
Upon entry of Service Vehicle, interview the Guard/
1 driver/passenger of the purpose of the visit Wachman
Visitor/
Get the Driver’s or Visitor’s valid ID and Industrial 5 minutes
2 issue NIA Visitor’s ID together with Security
customer satisfaction survey form Guard/
Wachman
3
Record entry of Service Vehicle in the Industrial 2-5 minutes
Monitoring Sheet Security
Guard/
Watchman
4 Industrial
Lead the Visitor’s Service Vehicle to the Security 2-5 minutes
designated parking area Guard/
Watchman
5 Visitor/
Upon exit guard returns the valid ID of Industrial 2-5 minutes
visitor in exchange of the duly Security
accomplished customer satisfaction Guard/
survey and NIA visitor’s ID and record exit Wachman
of Service Vehicle in the Monitoring Sheet
6 Industrial
Submit duly accomplished customer satisfaction Security 2-5 minutes
survey/client feedback forms to Document Guard/
Controllers everyday Watchman
End
Fig. 3.4D: EXIT OF NIA SERVICE VEHICLES (IMO/NIS OFFICES)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start Driver/
Industrial
Upon exit, the driver furnishes the Security
Guard/
Guard the Transportation Request
1 Watchman
Industrial
The Security Guard Inspects the vehicle and record
the exit NIA Service Vehicle to Monitoring Sheet
2 Guard/
Watchman
Industrial
Gov’t Property Yes Ask for Security 2-5 minutes
Loaded? Gate Pass Guard/
No Watchman
3 Driver
Proceed to Exit
2-5 minutes
End
Fig. 3.4E: ENTRY OF NIA SERVICE VEHICLES (IMO/NIS OFFICES)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Industrial 2-5 minutes
Security
1 Upon entry, Record the entry of NIA Service Guard/
vehicle to the Monitoring Sheet Watchman
Industrial 2 hours
2 At the end of every month, Progress Report is Security
being submitted to identify, monitor and
Guard/
officially record the number and service
Watchman
vehicles arriving and departing the compound
for future reference.
End
Fig. 3.4F: EXIT OF EMPLOYEE PRIVATE VEHICLE. (IMO/NIS OFFICES)

Office/ Timeline/
Position/ Duration
Designation
Start
Upon exit, the driver/employee’s prepares Employee/ 2-5 minutes

1 his/her vehicle for visual inspection. Driver
The Security Guard Inspects and record Industrial 2-5 minutes

2 the exit of Service Vehicle to Monitoring Security
Guard/Watch
man
Yes
Gov’t Property Ask for Industrial 2-5 minutes
Loaded? Gate Pass Security
No Guard/
Watchman
3 Proceed to Exit
Driver 2-5 minutes
End
Fig. 3.4G: BUILDING REPAIR/ MAINTENANCE PROCESS FLOW CHART (IMO/NIS

OFFICES)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Carpenter/
Receive verbal/ written report from General 10-15 minutes
1 offices that needs repair/ maintenance Foreman
Inspect the division/ office for the reported damage and

Carpenter 30 minutes
determine the materials needed to be used for repairing/
2 maintenance General
Foreman
Carpenter
3 Report to the immediate supervisor for General 30 minutes
information and other instruction Foreman
4 IRMO
Validate request for repair 5-10 minutes
5 5-10 minutes
Prepare Request form for the needed materials Data encoder
6
Processing of procurement of needed
Procurement Within 15
materials
Unit/Property days
Officer
7 Carpenter 1-5 days for
Proceed to repair/ maintenance General minor repair
Foreman
End
Fig. 3.4H: JANITORIAL SERVICES PROCESS FLOW CHART (IMO/NIS OFFICES)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Utility Worker
A/ UWB
Early arrival in the morning
1
Prepare/ check cleaning materials and Utility Worker 3 hours

2 proceed to cleaning in the assigned areas A/ UWB
3 Monitor area/ offices for other cleaning Utility Worker 10 minutes

A/ UWB every 2 hours
requirements
4 IRMO
10 minutes
Verify cleanliness of offices/ comfort rooms every 4 hour
5
Check offices for electrical appliances/ 5-10 minutes
condition of office before leaving in Utility Worker
the afternoon A/ UWB
End
3.5 PROPERTY AND PROCUREMENT UNIT PROCESS FLOW
Fig. 3.5A: PROCUREMENT PROCESS

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Procurement 5 minutes
Receive approved request form from the
1 Unit
requisitioner
Procurement
2 Prepare purchase request (PR) 15 minutes
Unit
3 Approval of purchase request (PR) Division Within a day

Manager
4 PhilGeps for Fifty Thousand (50,000.00) BAC

above request Secretariat 1 day
Prepare/Disseminate Request for Procurement

2 days
5 Quotation Unit
3-7 working days
(Shopping)
Procurement
6 Conduct appropriate Procurement Unit 26-136 calendar
days (Bidding)
Procurement
7 15 mins.
Prepare abstract of Bids Unit
8 Prepare BAC Resolution

BAC
15 mins.
Secretariat
A
Fig. 3.5A-1: CONT. PROCUREMENT PROCESS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
9 BAC Members
/Division 1 working day
Sign Abstract of Bids
Manager
BAC
10 Prepare Notice of Award 10 mins.
Resolution
Procurement
11 Prepare Purchase Order 15 mins.
Unit
12 Forward Purchase Order for costing (Project Cost Engineer 10 mins.

Funds)
Prepare & Process Budget Utilization

Accounting
13 Request and Approval of PO Unit/ Division 2 days
Manager
Procurement
14 4 hours
Serve approved PO to supplier Unit
Prepare Voucher
Procurement
15 5 mins.
Unit
B
Fig. 3.5A-2: CONT. PROCUREMENT PROCESS
B
Accounting
16 Unit / Division
2 working day
Obligate / Approval of Voucher Manager
Supplier /
Delivery / Inspection / Acceptance of Items Inspection
17 Within a day
Officer /
Supply
Issuance of Item(s) to end-user

(RIS,ICS,PAR)
18 Property Unit 1 hour

END
Fig. 3.5B: INVENTORY OF PROPERTY, PLANT AND EQUIPMENT
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Inventory Team 1 Month
Start 1 Representative
from:
-Finance
Conduct Physical Inventory of Property, Plant -Equipment
and Equipment (PPE) -Property &
1 Procurement
-COA
Update the Property Cards of all Accounted Clerk Proc. C 1 Week

PPE
2
3 Update the annual inventory based on the Clerk Proc. 2 Weeks

Property Cards of accounted PPE C/Property
Preparation of Annual Inventory Report Officer B
4 Property Officer
B/Sr. Acctg. 2 Days
Sign the Summary & Certification of Annual Proc.A/Enginee
Inventory Report r A/Division
Manager
5 Regional 2 Days
Manager
Approval in Summary & Certification of
Annual Inventory Report
6 Submit to Commission on Audit (COA) for COA Office 2-3 Weeks

Attestation
End
Fig. 3.5C: RELIEF OF PROPERTY ACCOUNTABILITIES

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start Clerk Proc. C
3 minutes
Receive Clearance
1
Verification for instruction/ appropriate Property Officer 1 Hour
action B
2
With property Yes

accountability
No
3 Property Officer 3minutes
Sign clearance of Property Accountabilities B
4
Surrender to Property Clerk Proc. C 1 Hour
5
Update Property Card and cancellation of Clerk Proc. 1 Hour
Acknowledgment Receipt for Equipment C/Property
(ARE) Officer B
6 Clerk Proc.
Safekeeping of Items C/Property 1 Hour
Officer B
7
Property Officer 3 minutes
Sign clearance of Property Accountabilities B
End
Fig. 3.5D: INVOICE RECEIPT FOR PROPERTY FROM NIA REGIONAL OFFICE TO OTHER
OFFICE
Responsible
Position/ Duration
Designation
Start
Clerk Processor 1 Hour
C
Prepare Invoice Receipt for Property when
1
properties are permanently transferred to
other Office
Property Officer
B/ Engineer A 15 minutes
Initial Invoice Receipt (office equipment /
2 (Equipment)
service vehicle)
Administrative 1 Hour
3 Sign in Recommending Approval Unit Head
4 Division 1 Hour
Sign for Approval Manager
5 Accounting Unit 1 Day

Prepare for dropping out from the book of
accounts
6
Prepare Gate pass in 3 copies (Original for Clerk Processor 1 Hour
Property Office, Duplicate for Security Guard, C
Triplicate for End-user)
7 Property Officer 1 Day

Forward to responsible receiving office for B
Signature
8 Clerk Proc. 1 Hour

C/Property
Original Copy of Invoice Receipt for Filing
Officer B
End
Fig. 3.5E: APPLICATION OF FEDILITY BOND
Responsible
Office/ Timeline/
Key Activities Position/ Duration
Designation
Procurement 1 hour
1 Secure General Form 57 (A) and Form 58 (A), furnish Assistant A
data needed
Procurement 5 min.
2 Acquire a copy of community tax certificate Assistant A
Data Encoder 30 min.
Facilitate signatories of Form 57(A), Form
3 58(A) & list of bonded official
Procurement 2 hours
4 Facilitate notarization of Form 57(A) and Assistant A
signature of health officer/physician of
Form 58(A)
5 Sr. Supply 5 min.
Officer
Check all attach supporting documents
6 Clerk Processor 5 min.

A
Prepare Disbursement Voucher
7 Finance Unit
Finance process Disbursement Voucher
8 Cashiering Unit
Cashier facilitate payment to Bureau of Treasury
9 Procurement 10 min.
PPU secure approved file copy of form 57(A) and Assistant A
form 58(A) & attachments for filling with
photocopy of ATAP & on call payment slip
10 Procurement 30 days
Confirmation letter Assistant A
Furnish a copy of confirmation letter for COA
Assistant A
office
Ensure to receive the Bonded official a copy of
Confirmation letter
Assistant A
File the Confirmation Letter
Assistant A
END
FIG. 3.5F: PROPERTY & SUPPLY MANAGEMENT PROCESS FLOW
Responsible
Office/ Timeline/
Designation
Procurement Within a day
1 Assistant A
Receive deliveries of purchased goods
Storekeeper Within a day
2 Prepare Inspection & Acceptance Report (IAR)
Sr. Supply Within a day

Sign received portion of (IAR) to confirm Officer
3 receipt of deliveries as to quantity
Inspection Within a day

4 Inspection deliveries if conformed as to Officer
quantity, specifications & functions and sign
inspection portion of (IAR)
5 Sr. Supply Within a day
Officer
Sign acceptance portion of (IAR)
6 Data Encoder Within a day

Facilitate on stamp received by COA &
furnish them copy of inspection report
7
RIS ICS
Receive requisition, if: expandable
items = RIS; semi expandable item
=
ICS; equipment = PAR
Storekeeper B 1 day
8
Issue Issue
supplies/materials PAR supplies/materials
& have it signed by & have it signed by
the end-user the end-user
9 Storekeeper B, 1 day
Prepare PAR,
Property card, End-User
Facilitate signatories
of RIS: Requesting paste inventory
Facilitate
officer/unit head sticker & label the
signatories of ICS:
approving office equipment & have
Issuing Officer
PAR signed by the
end-user
10 Storekeeper B 1 day
Posting of Facilitate signatories of Posting of
issuance to stock approving & issuing issuance to stock
card officers card
11 Storekeeper B
Keep RIS, ICS and PAR on file

FIG. 3.5G: RENEWAL OF BUILDING INSURANCE
Responsible
Office/ Timeline/
Designation
Procurement 1 hour
Obtain billing report of building insurance from GSIS
1 Assistant A
Office
Clerk 5 min.
2 Prepare Disbursement Voucher Processor
Finance unit
3
Cashier
4 Cashier facilitate payment to GSIS
PPU secure original copy of Insurance policy for Assistant A
filling
6
END
FIG. 3.5H: RENEWAL OF FIDELITY BOND
Responsible
Office/ Timeline/
Designation
Procurement 1 hour
Secure General Form 57 (A), furnish data needed
1 Assistant A
Procurement 10 min.
2 Acquire a copy of latest sworn SALN & certificate of no Assistant A
pending case/administrative case
Data Encoder 5 min.

Attach copy of previous approved bond (confirmation
3 letter) together with the copy of latest sworn SALN &
certificate of no pending case
Procurement 30 min.
4 Facilitate signatories of Form 57(A) & list of Assistant A
bonded official
5 Sr. Supply
5 min.
Check all attach supporting documents Officer
6 Clerk Processor
5 min.
Prepare Disbursement Voucher A
7 Finance Unit
8 Cashiering Unit
Cashier facilitate payment to Bureau of Treasury
9
PPU secure approved file copy of form 57(A) & Procurement 10 min.
attachments for filling with photocopy of ATAP & on Assistant A
call payment slip
10 Procurement 30 days
Furnish one (1) copy of confirmation letter for Assistant A
COA office
Ensure to received the Bonded official a copy of
13 Procurement 5 min
File the Confirmation Letter Assistant A
14
END
FIG. 3.5I: RENEWAL OF BUILDING INSURANCE
Responsible
Office/ Timeline/
Designation
Procurement 1 hour
1 Obtain billing report of heavy equipment from Assistant A
GSIS
Clerk 5 min.
Finance unit
3
Cashier
PPU secure original copy of Insurance policy for Assistant A
filling
6
END
FIG. 3.5J: RENEWAL OF SERVICE VEHICLE INSURANCE
Responsible
Office/ Timeline/
Designation
Procurement 1 hour
Obtain billing report of service vehicle from GSIS
1 Assistant A
Office
Clerk 5 min.
Finance unit
3
Cashier
PPU secure original copy of Certificate of Cover Assistant A
and Insurance policy for filing
Furnish original copy of Certificate of Cover to be Assistant A
attached on renewal of registration of service
vehicle
7
END
FIG. 3.5K: RENEWAL OF SERVICE VEHICLE
Responsible
Office/ Timeline/
Designation
Procurement 10 min.
Prepare/Facilitate data needed in the LTO form no. 1
1 Assistant A
Procurement 30 min.
2 Prepare stencil of engine number and chassis number Assistant A
of service vehicle to be renewed
Procurement 1 hour
Facilitate computation of fees to filled in by an Assistant A
3 LTO Officer
Procurement 1 hour
4 Facilitate vehicle/motorcycle unit for Assistant A
smoke emission test
Attach result of smoke emission test, copy of Assistant A
Certificate of Cover and stencil of engine number
and chasis number to LTO form no. 1
6 Clerk Processor 5 min.

Prepare Disbursement Voucher A
7 Finance Unit
8 Cashiering Unit
Cashier facilitate payment to LTO office
PPU secure original copy of Official Receipt for Assistant A
filling
Furnish a copy of Official Receipt to the assigned Assistant A
driver of the service vehicle
END
FIG. 3.5L: DISPOSAL OF UNSERVICEABLE PROPERTY UNDER PUBLIC AUCTION
Responsible
Office/ Timeline/
Designation
Sr. Supply 1 – 5 Working
1 START Officer/Procure days
ment Assistant
A/ Utility
Gather all unserviceable equipment, supplies
and materials.

2 Officer/Procurem days
Identify the property numbers of the ent Assistant A/
Utility
unserviceable equipment

Sort unserviceable equipment according to their Officer/Procurem days
3 ent Assistant A/
classification
Utility
Storekeeper B 1 – 5 Working
4 Collate their property cards to get the Information/Data days
to be encoded in the Inventory and Inspection Report for
Unserviceable Property (IIRUP)
5 Procurement 1 – 5 Working
Prepare Inventory and Inspection for Unserviceable
Assistant A days
Property (IIRUP) and/or Report of Waste Material (RWM)
for approval of the Head of Office
6 Storekeeper B 5 – 10 Days
Forward to Equipment Unit for initial
inspection/validation of unserviceable property for
properties under MC 56 s. 2007 Annex A
7 Storekeeper B Within the day

Forward IIRUP to Appraisal & Disposal Committee
for inspection & Appraisal preparation
8 Within the day

Approved Appraisal Report by the Regional
Manager
Responsible
Office/ Timeline/
Designation
Sr. Supply Within the day
8 Prepare and forward request to COA for the inspection of the Officer /
items listed in the approved IIRUP and secure approval for Storekeeper B
Auction

9 Prepare Notice of Auction Sale for approval by Officer /
the Chairman, Auction Committee Storekeeper B
Sr. Supply 3 Days

10 Prepare letter request for publication/broadcasting Officer /
and posting in the bulletin board in conspicuous Storekeeper B
place
Sr. Supply 2 – 4 Hours

11 Prepare bidding documents to be purchased by interested Officer /
bidders and the Auction Secretariat shall assist the bidder Storekeeper B
in payment for 10% bid bond
Auction Within the day

12 Conduct Public Auction, Opening and evaluation Committee
of bids
13 YES
Re-bid/Re-
Failur
Appraise
e?
NO
A
Responsible
Office/ Timeline/
Designation
Action Within the day
14 Committee,
A Sign & approve Abstract of Offer & Bid Chairperson &
Proposal and declare the winning
bidder Members
Action Within the day

15 Prepare Minutes of the Meeting and Resolution Committee,
of Award for approval Chairperson &
Members
Sr. Supply 1 – 3 days
Prepare Notice of Award and upon approval, the Officer
16 same shall be served to the Winning Bidder
Clerk Within the day

17 Prepare Gate Pass in every withdrawal of items Processor/ Sr.
Supply Officer
18 Officer
Check/Sign & secure Original copy of gate pass
Sr. Supply Officer / Time varies

COA / Procurement depending on the
19 Supervise/Assist winning bidder in the withdrawal, Assistant A / Utility volume &
weighting of auctioned items location of item

20 Officer
Assist to the cashiering in securing payment/full of
weighed and retrieved items before the next/last
withdrawal of auction items
Storekeeper B Within the day
21
Prepare Report of Sales Finance Section for Auction items
with supporting documents of Public Auction and request
for dropping from the books of accounts of said items and
Furnish COA a copy of Report of Sales
END
Fig. 3.5M: FLOW CHART FOR EQUIPMENT REPAIR
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Mechanic 10 minutes
Receipt of Spare parts from property
Documentation before the actual Repair

EMU Head 10 minutes
2
Conduct actual repair and installation One day or

Mechanic / More
3 Driver Depending on
scope of work
Conduct Road Test / Test Run
Driver/ HE
1 hour
4 Operator /
Mechanic
Documentation after the actual Repair
EMU Head 10 minutes

5
Confirmation of the Work Order
6 Mechanic / 15 minutes
EMU Head
Submit Waste Material to Property

7 Mechanic 15 min after
repair
END
Fig. 3.5N: DISPATCH FLOWCHART

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start

Receives Approved Travel Order, Transportation
Request and Locator Slip
1
Driver/HE
Prepares Trip Ticket/Daily Equipment Operator 1 Hour
2 Utilization and Fuel Slip
Submit Trip Tickets to Division Manager for

Approval Data Encoder 5 Mins
3
Approves Trip Ticket and Fuel Slip Division

Manager / 30 Mins
4
Authorized
Representative
Dispatching of vehicles/Heavy Equipment and

Operator
EMU Head 30 Mins
5
END
Fig. 3.5O: INVENTORY / APPRAISAL REPORT FLOW CHART

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
DATA 10 MINS
Receives inspection and inventory report and
ENCODER
waste material report for unserviceable
1 equipment/vehicles from property unit
Evaluate inspection and inventory report /waste 1 WEEK

EMU Head
2 material report
O&M Section
Recommend inspection and inventory report for 1 DAY
approval/waste material report Head
3
Approval of inspection and inventory report Division

1 DAY
4 Manager
Submit inspection and inventory report / waste

material report to regional office
DATA 1 HR FROM
5 ENCODER APPROVAL
Receives list of equipment cleared for disposal

6 for disposal from NIA co EMD DATA 10 MIN.
ENCODER
EMU
Prepare appraisal report HEAD/APPRAISA
7 1 MONTH
L CHAIRPERSON
A
Fig. 3.5O-1: CONT. INVENTORY / APPRAISAL REPORT FLOW CHART
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
A
O&M SECTION
HEAD 1 HR
8 Review / recommends appraisal report
Approves appraisal report DIVISION 1 HR

9 MANAGER
Submit appraisal report to COA and auction

committee for disposal purposes EMU
1 HR
HEAD/APPRAISA
10 L COMMITTEE
END
Fig. 3.5P: PREVENTIVE MAINTENANCE REPORT FLOW CHART

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Driver
Mechanic/HEO Any Time
Check/Monitor actual speedometer reading and
Hour meter includes Equipment History Ledger
1 (EH-1) if it reaches interval of:
1 hour per unit

Prepare / Evaluate Preventive Maintenance Mechanic/
of light &
2 Report (Work Sheet) Driver
Heavy
Equipment
Check Preventive Maintenance Report (Work EMU Head 1 Hour

3 Order)
Approve Preventive Maintenance Report Division

1 Hour
4 Manager
NO
For Change Refer to

oil, preventive
Lubricants, maintenance
5 spare parts schedule board
and etc.
YES
Prepare Pre/Post Repair

Engineer A / 1 Hour
6
EMU Head
A
Fig. 3.5P-1: CONT. PREVENTIVE MAINTENANCE REPORT FLOW CHART
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
A
EMU
Head/Supply 2 Days
7 Officer
Check POW and APP / Prepare Request and
Procurement of Oil and Spare parts
Mechanic
8 Replace Oil, Lubricants and Spare parts 1 Day
Mechanic/
Road Test Driver
9
Mechanic/ HEO 1 Hour
Ready for Dispatch EMU Head

1 Hour
10
END
Fig. 3-5Q: POW FLOW CHART OF EQUIPMENT REPAIR
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Driver/HEO/
Mechanic 1 Hour per Unit
Unit Evaluation of A2/A3 condition
equipment’s/vehicles
1
Prepare lists of identified spare parts/Job Order 30 Minutes

of A2/A3 condition equipment’s/vehicles Mechanic
2
Confirmation on list of identified spare parts /Job EMU Head

Order of A2/A3 condition equipment/vehicles 1 Hour per Unit
3
Preparation of POW
EMU Head 5 Days
4
Engineering &
Checking/Recommendation for approval of Operation 1 Day
5
POW Section – Head
Submit POW to Office of the IMO Manager for Data Encoder 5 Mins
6
approval
Approval POW IMO Head 1 Day

7
Submission of POW to Regional Office Data Encoder 3 Day
8
END
Fig. 3.5R: EQUIPMENT REPORT FLOW CHART OF EQUIPMENT RENTAL,

MONTHLY EQUIPMENT UTILIZATION REPORT AND BILL AND STATEMENT OF
ACCOUNT
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Driver/HEO 15 Minutes
Submission of Trip Ticket and Daily Equipment Every Monday
Utilization Report/Daily Equipment Utilization
1
Preparation of Monthly Summary Report of

Equipment Rental, Monthly Equipment Report Data Encoder 1 Day
2 and Bill and Statement of Account Utilization
EMU
Head/Engineeri
Check/Recommend/Approval of Monthly ng & Operation
Summary Report of Equipment Rental, Monthly 1 Day
3 Equipment Report and Bill and Statement of
Section Head/
Account Utilization
Division
Manager
Data Encoder 1 Hour

Submission of Monthly Summary Report of
Equipment Rental, Monthly Equipment Report
and Bill and Statement of Account Utilization to
4 Cost Engineer
END
Fig. 3.5S: EQUIPMENT REPORT FLOW CHART OF MONTHLY SUMMARY REPORT

OF OFFICIAL TRAVEL, FUEL CONSUMPTION OF GAS, DIESOLINE AND
LUBRICANTS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Driver/HEO
Submission of Trip Ticket and Daily Equipment 1 Hour per Unit
Utilization Report/Daily Equipment Utilization
1 Report
Preparation of Monthly Summary Report of Data Encoder 30 Minutes

2 Official Travel, Fuel Consumption of Gas,
Diesoline and Lubricants
EMU
Head/Engineeri
Check/Recommend/Approval of Monthly ng & Operation
Summary Report of Official Travel, Fuel
1 Hour per Unit
3 Section Head/
Consumption of Gas, Diesoline and Lubricants Division
Manager
Data Encoder 5 Days

Submission of Monthly Summary Report of
Official Travel, Fuel Consumption of Gas,
4 Diesoline and Lubricants to COA Office
END
Fig. 3.5T: EQUIPMENT REPORT FLOW CHART (EM-12A/EM-12C)

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Driver/HEO 15 Minutes
Submission of Trip Ticket and Daily Equipment Every Monday
Utilization Report
1
5 Days after end

Preparation of Monthly Summary Report of Data Encoder
of the Month
2 Operation, Maintenance and Repair Cost (EM12-
A)
Preparation of Monthly Report on Equipment 1 Day

3 EMU Head
Utilization and Rental Generation (EM-12C)
EMU
Head/Engineeri 1 Days
ng & Operation
4 Check/Recommend/Approval of EM-12A/EM- Section Head/
12C Division
Manager
Data Encoder 3 Days

/ Driver
Submission of EM-12A/EM-12C to RIO
5
END
3.6 BUDGET UNIT FLOW PROCESSES (GAM)
Fig. 3.6A: PREPARATION OF CORPORATE OPERATING BUDGET
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving /
Receive Budget Proposals together with Releasing 5 Minutes
supporting documents from the different Personnel
1
Systems
Budget call, review, evaluates and Budget Unit 10 Days

2 consolidate submitted budget proposal
of respective units
Forward to System Heads for Review and Receiving/Rele

2 Day
3 Signature asing Personnel
Receiving/Rele 1 Day
4 Forward to Division Manager for asing Personnel
Approval
1 Hour
Receiving/Rele
Submission to Regional Office, Retain file asing Personnel
5
copy
END
Fig. 3.6B: RECEIPT OF APPROVED BUDGET FOR COB
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving/Rel
easing 5 Minutes
Received Approved Budget Personnel
1
Evaluate approved budget against the proposed

2 budget if the same, proceed to step 6 if not the
same, conduct consultation with the systems for Budget Unit 1 Day
preparation of Revised Budget as per Approved
Budget
Forward Approved Revised budget to System

Heads for Signature System Head 2 Days
3
4 Forward revised budget to Division Manager for Division

Approval 1 Hour
Manager
5
Received copy of Approved Revised Budget Receiving/Rel
easing 10 Mins
Personnel
6
Record Approved Budget/Revised Approved
Budget in the Registry of Appropriation and
Allotment (RAPAL), Registry of Receipts and
Other Revenues (RROR)
Budget Unit 1 Hour
END
Fig. 3.6C: RECEIPT COPY OF NATIONAL EXPENDITURES PROGRAM(NEP) FROM RIO
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving/Rel
easing 5 Minutes
Receipt copy of Approved NEP
Personnel
1
Forward copy of NEP to Budget Unit Budget Unit 10 Minutes

2
Recording of Approved NEP to RAPAL and RROR

3
Budget Unit 1 Day
END
Fig. 3.6D: RECEIPT OF ADVICE OF SUB-ALLOTMENT (ASA) FOR COB AND PROJECT
FUNDS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving/Rel
easing 10 Minutes
Receive Approved ASA from RIO
Personnel
1
Evaluate ASA based on the approved Corporate

2 Operating Budget for COB and National
Expenditure Program for Project Funds (NEP) Budget Unit 4 Hours
Recording of Approved ASA to RAPAL and RAOD

3
Budget Unit 10 Minues
END
Fig. 3.6E: ISSUANCE OF CERTIFICATE OF AVAILABILITY OF FUNDS (CAF) FOR

PROJECTS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving/Rel
Received copy of Request for Issuance of CAF easing 5 Minutes
1 with NOA from Engineering Personnel
Prepare of Certificate of Availability of Funds

(CAF) Budget Unit 5 Minutes
2
Approval of Certificate of Availability of Funds SAP A /

Accounting 5 Minutes
3
Head
4 Recording of CAF and retain File Copy

Budget Unit 5 Minutes
5
Forward Approved CAF to Construction Head
Receiving/Rel
easing 5 Minutes
Personnel
END
Fig. 3.6F: PREPARATION AND SUBMISSION OF ALL LIST OF DUE AND DEMANDABLE
ACCOUNTS PAYABLE (LDDAP) WITH SUPPORTING
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
5 Minutes per
Prepare LDDAP with complete supporting Budget Unit
Voucher
1 Documents for submission to RIO
Forward to Division Manager for Approval of Receiving/Re

LDDAP leasing 10 Minutes
2
Personnel
Submit to RIO and Retain File Copy

3
Releasing 20 Minutes
END
Fig. 3.6G: PREPARATION OF ORS/BURS FOR PURCHASE ORDERS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receive Purchase order with supporting Receiving/Rel

1 documents from property easing 5 Minutes
Personnel
If Project Charged, Ensure costing from cost
engineers if not, proceed to the next process
Prepare ORS/BURS, assign ORS/BURS number Designated

2 and records in the RAOD Member of 10 Minutes
Budget Unit
Certification of Appropriateness Requesting Unit

(ORS/BURS Box A) Section Head 5 Minutes
3
Affix initials on the ORS/BURS and forward to Designated

4
Member of 5 Minutes
Budget Unit Head
Budget Unit
5
Certification as to availability of allotment Designated
(ORS/BURS Box B) Budget 5 Minutes
Officer
6
Forward to IMO Manager and retain file copy of
ORS/BURS Receiving/Rel
easing 5 Minutes
Personnel
END
Fig. 3.6H: PREPARATION OF BURS AND ORS CONTRACT/TEV/PAYROLL AND OTHER

CLAIMS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receive DVs/Payrolls together with supporting Documents Receiving/Rel

1 easing 5 Minutes
If Project Charged, Ensure costing from cost engineers
Personnel
If not, Proceed to the next process
Check and verify as to completeness SDs

2 Budget Unit 15 Minutes
Obligate and assign control number and records

in the RAOD Budget Unit 15 Minutes
3
4 Certification of Appropriateness Requesting Unit Asst. IMO

5 Minutes
(Box A) (BOX B)
5
Affix Initials on the ORS/BURS Budget Unit
10 Minutes
Head
6
Forward to Accounting Unit and retain file copy
ORS/BURS Receiving/Rel
easing 5 Minutes
Personnel
END
Fig. 3.6I: RECEIPT OF FUNDING CHECK FROM RIO FOR COB/ PROJECT FUNDS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving/Rel
easing 5 Minutes
Receive copy of Notice of Transfer of Funding
Personnel
1 Check
Recording of FC to RROR and retain File Copy

2 Budget Unit 5 Minutes
Receiving/Rel
Forward copy of FC to accounting unit for
easing 5 Minutes
3 recording in the RANTA
Personnel
4 Forward copy of FC to cashiering for recording in

the check disbursement record Receiving/Rel
easing 5 Minutes
Personnel
END
Fig. 3.6J: PREPARATION OF REPORTS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Collect all registries for report preparation Budget Unit

1
Preparation of Monthly
2 Report FAR 1-SAAODB
3 Days
(Project)
Budget Unit 3 Days
FAR 2-SABUDB(COB)
FAR 4- Report of Disbursement/Report of 3 Days
Check Issues-RD/RCI
FAR 5-Quarterly Report on Revenue & other
Receipts
Check / Validate prepared reports and sign

Budget Unit 3 Days
3
4 Forward to Division Manager for review and Division

approval 3 Days
Manager
5
Submit Report to COA, RIO ang retain file copy
Receiving/Rel
easing 1 Day
END Personnel
3.7 ACCOUNTING UNIT FLOW PROCESSES
Fig. 3.7A: RECEIPT OF CASH SUPPORT FOR COB / PROJECT FUNDS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving/Re
Receive Copy of Notice of Transfer Allocation leasing 5 Minutes
1 from RIO Personnel
Validate if Already Credited to the Depository

Bank-LBP SAP B 30 Minutes
2
Record to RANTA and file copy of NTA registry of

3 allotment and notice of transfer allocation
5 Minutes per
SAP B
Project
END
Fig. 3.7B: PROCESSING OF PAYROLLS FOR SALARIES, WAGES & ALLOWANCES WITH
ATM
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Releasing /
Receive payrolls from budget unit Receiving 5 Minutes
1 Personnel
Perform Internal audit procedure

SAP – B 30 Minutes
2
Assigned number to payrolls for salaries, wages

& allowance, Prepare accounting entries & SAP – B 2 Hours
3
record to RANTA.
4 Prepare journal entry for setting up of payrolls

and disbursement voucher for cash advance SAP – B 30 Minutes
5
Certification of DV (BOX C) and payroll (BOX B)
Head,
10 Minutes
Accounting
6
Forward to DM for approval of DVS and payrolls
Division
5 Minutes
Manager
END
Fig. 3.7C: PROCESSING OF PAYROLLS DISBURSEMENT FOR SALARIES, WAGES &

ALLOWANCES WITH ATM
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Sr. Corporate
5 Minutes /
Prepare Disbursement Voucher for ATM of Accounts
1 Payroll
Analyst
Payrolls and submit to cashiering
Make Accounting Entries in the DV & Assigned Sr. Corporate

10 Minutes /
Number to DV Accounts
2 Payroll
Analyst
Then Forward for Internal Audit Sr. Corporate

5 Minutes /
Accounts
3 Payroll
Analyst
4 Then Forward for Certification BOX B 5 Minutes /

SAP - A
Payroll
5
Then Froward to Division Manager Box A
Division 5 Minutes /
Manager Payroll
6
Then forward to Cashiering
Cashiering 5 Minutes /
Unit Payroll
END
Fig. 3.7D: PREPARATION OF REMITTANCES

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
SAP - B 30 Minutes
1 Receive copies of approved payrolls for
preparation of remittances to GSIS, HDMF,
PHIC, BIR and other payables.
Encode Electronic Remittance file and submit

thru eBCS for GSIS, HDMF, BIR & Philhealth, SAP - B 2 Days
2
Prepare Disbursement voucher for remittances

based on the eBCS SAP - B 2 Days
3
4 Certification Under Box A Division

10 Minutes
Manager
5
Forward to budget unit for obligations/
15 Minutes per
utilization SAP-B
DV
6
Received disbursement voucher from budget
30 Minutes per
unit, assign DV No. Accounting entries. Indexing SAP-B
DV
of payment and record to RANTA
7
Perform internal audit procedure on DV
SAP-B 30 Minutes
8 Head, 5 Minutes
Certification under Box B Accounting
A
Fig. 3.7D-1: CONT. PREPARATION OF REMITTANCES

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
A
Division
Approval of DVs 10 Minutes
9 Manager
Prepare Online Payment – HDMF

SAP- B
10 Prepare Online Payment - BIR Clerk 30 Minutes
Processor C
Forward DVs with supporting docs to cashiering

11 for check preparation – PHILHEALTH, BIR, & Receiving /
Releasing 5 Minutes
Personnel
END
Fig. 3.7E: PROCESSING OF DVs

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving/
Receive Disbursement Voucher with SDs Releasing 5 Minutes
1 Personnel
Perform Internal Audit procedure on DV

SAP B 15 Minutes
2
Assign Number to disbursement voucher, make

accounting entries and record to RANTA SAP B 15 Minutes
3
4 Certification that cash available, supporting Head,

documents complete and amount clamed 10 Minutes
Accounting
proper in box C of DV
5
For Approval in box D of DV
Division
10 Minutes
Manager
END
Fig. 3.7F: PREPARARTION OF RCI / RD WITH JOURNAL ENTRY

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receive Segregated Report of checks issued and Receiving/

report of Disbursements with segregated Releasing 5 MINUTES
1 Personnel
supporting docs from Cashiers (Original Copy
for COA, 2nd Copy for Accounting)
Distribute RCIs and RDs to fund Handlers Receiving/

Releasing 5 MINUTES
2 Personnel
Verify completeness as to supporting documents

3 and analyze daily report of checks issued and SAP-B 3 Days
report of disbursement for JEV preparation
4 Prepare check and cash disbursements journals Fund

3 Days
Handler
5
Forward for certification of correctness Head,
30 MINUTES
Accounting
6
Post entries from check and cash disbursement
journal to general ledger and JEV to subsidiary
ledger
Fund
5 Days
Handler
END
Fig. 3.7G: PREPARATION OF FINANCIAL STATEMENTS
Responsible
Position/ Duration
Designation
Start
Fund
1 Foot and Extract balances from the general 2 Days
Handler
ledger and subsidiary ledgers.
Verify the totals of subsidiary and general Fund

2 ledgers and trace differences 2 Days
Handler
Prepare adjusting entries for differences and
3 Fund
unrecorded transactions that needs to be 1 Day
adjusted or corrected. Handler
4 Post to General and Subsidiary Ledgers for
the
Fund
entries adjusted 1 Hour
Handler
5
Prepare pre-closing trial balance
Fund
1 Hour
6 Handler
Prepare Reports
MONTHLY REPORTS
FUND 501FLPS
Pre-closing trial Balance
Statement of Cashflows
Fund
FUND 501 COB 2 DAYS
Handler
Pre-closing Trial Balance
FUND 101 CARP, 501 CARP, 158 CARP,

Pre-closing Trail Balance
Statement of ASA and ADA Received from Central
5
Certification of Reports SAP - A 30 Minutes
Fig. 3.7H: PREPARATION OF JOURNAL ENTRY VOUCHERS, CASH RECEIPTS JOURNALS

AND POSTING TO LEDGERS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving /
Receive Segregated Report of Collections with Releasing 5 MINUTES
1 supporting ORs and Deposit Slips for all Funds Personnel
Receiving /
Distribute to Fund Handlers
Releasing 5 MINUTES
2 Personnel
Verify and analyze monthly report of collections

& deposits Check as to Completeness of Head/
3 1 Day
Documents attached, Prepare JEV Accounting
4 Prepare Cash Receipts Journal Head,

1 Day
Accounting
5
Forward for Certification of Correctness Head,
30 MINUTES
Accounting
6
Post entries from cash receipts journal to general
ledger and JEV to subsidiary Ledger
Head,
3 Days
Accounting
END
Fig. 3.7I: PREPARATION OF JOURNAL ENTRY VOUCHER, GENERAL JOURNALS AND

POSTING TO LEDGERS
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving /
Receive Liquidation Reports, ADAs, JEVs from RO Releasing 5 MINUTES
1 Personnel
and Online Remittances
Receiving /
Distribute to fund handles the ADAs, Liquidation Releasing 5 MINUTES
2 reports and online remittances to fund handlers Personnel
Verify and analyze ADAs, JEVs from CO, Head/

Liquidation Reports then Prepare JEV 1 Day
3 Accounting
4 Prepare JEVS for adjustments, errors,

reclassification of accounts, Reconciling items Head,
2 Days
from the bank reconciliation statement and Accounting
other entries which are not recorded in the
special
5
Prepare General Journal Head,
30 MINUTES
Accounting
6
Certification of correctness of entries Head,
30 MINUTES
Accounting
7
Post Entries from general journal to general
ledger and JEV to subsidiary ledger
Head,
Accounting
END
Fig. 3.7J: PREPARATION OF LIQUIDATION REPORT FOR CASH ADVANCES

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receiving /
Received Liquidation Report from concerned Releasing 5 MINUTES
1 Personnel
Personnel
Perform Internal audit procedure

SAP B 10 MINUTES
2
Prepare journal entries.

SAP B 10 MINUTES
3
4 Recommendation for Approval DM

5 MINUTES
Concerned
5
Certification of the Liquidation Report
Head,
5 MINUTES
Accounting
6
Prepare Liquidation Summary Fund
10 MINUTES
Handler
7
Certification Head,
5 MINUTES
Accounting
8 Receiving/ 10 MINUTES
Submit to COA and retain File Copy for
Releasing
Distribution to SAP-B Personnel
END
Fig. 3.7K: PREPARATION OF BANK RECONCILIATION

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Gather accounting Records such as checks Fund

30 MINUTES
1 disbursement record per fund from the cashier Handler
Subsidiary ledgers for cash in bank account per
fund bank statements/ snapshot
Identify and analyze Transactions affecting cash Fund

1 Hour
per book and per bank, Identify Reconciling Handler
2
Prepare Bank Reconciliation Statements Fund

2 Hours
3 Handler
4 Prepare Journal Entry vouchers for adjustments Fund

30 Minutes
Handler
5
Review and Certify Bank Reconciliation Head,
15 MINUTES
Statements and JEV prepared. Accounting
6
Forward to Division Manager for Recommending Assist. IMO
20 MINUTES
Approval Manager
Forward for Approval Division

20 MINUTES
Manager
8 Receiving/ 5 MINUTES
Submission of Reports to COA & RIO,Retain File Releasing
Copy Office
END
Fig. 3.7L: PREPARATION OF COST SUMMARY REPORT AND STATEMENT OF

EXPENDITURE
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Analyze recorded Transactions from report of Fund

1 Day
1 disbursement & Report of Checks issued in Handler
detailed recording.
Prepare cost summary reports & Statement of Fund

Expenditures 1 Day
2 Handler
Review and Certify as to correctness Head,

20 Minutes
3 Accounting
4 Initial for Approval Asst. Division

30 Minutes
Manager
5
Approval
Division
30 MINUTES
Manager
6
Submit to Central Office & COA and retain File
Copy.
Receiving/
Releasing 30 MINUTES
END Officer
3.8 CASHIERING UNIT FLOW PROCESSES (DETAILS)

Fig. 3.8A: DISBURSEMENTS PAID BY CHECK
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Review signatories of various approved DV’s

SAP B 10 minutes /
with supporting documents (SD’s) from DM DV
receiving releasing personnel and other related
1 entries for check issuance (Suppliers, TEVs, GSIS,
PHIC, Cash Advances, billings and etc.)
If found lacking, return to concerned receiving SAP B 5 Minutes/ DV

2 releasing personnel thru Computerized
Document Tracking System (CDTS)
SAP B/ CP-C 5 Minutes/ DV
3 If complete, receive DV’s per assigned Tracking
No.
SAP B / Cashier
4 5 Minutes/ DV
Assign check for every DV with SD’s as to fund B
classification and issue check.
5 SAP B/ CP-C 5 Minutes/ DV

Post the check no. and date issuance on the
Actions Taken portion of the CDTS
6 SAP B 5 Minutes/ DV
Post entries from the DV and Check in the RCI
Cashier B 5 Mins/ Check
7
Verify DV with issued check and affix signature. DM 30 Minutes
8
Forward Check with SDs for Signature
9 SAP B/ CP-C 5 Mins/ Check
Record the approved Check with DV in the log
book ready for payment. Cashier B
1 day
10 Receive the approved check with DV and SDs
from the out-going control book for payment of
various dealer’s /gov’t agency
Cashier B 5 Minutes/ DV
11 Return and record paid vouchers signed by the /SAP B
payee with attached Official receipts and stamp
paid
END
Fig. 3.8B: PROCESSING OF SALARIES THRU ATM

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
1 SAP B/ CP-C 5 Minutes

Receive approved DV with ADA (Authority to
Debit Account)
If found lacking returned to concerned receiving

releasing personnel thru Computerized SAP B/ CP-C 5 Minutes
2 Document Tracking System (CDTS)
If found complete, receive DV’s per assigned

Tracking No. SAP B/ CP-C 5 Minutes
3
Post ADA issuance in the Report of ADA issued

4 SAP B 5 Minutes
Post to Financial Data Entry System (FINDES)

SAP B 30 Minutes
5 provided by LBP the salary of every employee
net of deductions
Print Database Report and Payroll Register

6 Summary @ 4 copies each page SAP B 10 Minutes
Stamp per sheet on the LBP Database Report

SAP B 5 Minutes
7 the authorized signatories
Forward DV with ADA to Division Manager for

Receiving 5 Minutes
signature Releasing
8
Personnel /
DM
Review the net amount reflected on the FINDES
Cashier B 10 Minutes
summary per employee based on the attached
copy of payroll
9
A
Fig. 3.8B-1: CONT. PROCESSING OF SALARIES THRU ATM

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
A
Cashier B
10 Review the printed data base report and payroll 5 Minutes
register summary the hash total if tallies with
the amount of ADA issued and affix signature
Receiving
releasing
Forward DV with ADA to the Division Manager 5 Minutes
11 for signature
Personnel SAP-
B / DM
Receiving
releasing
Forward printed summary of payroll per finds 10 Minutes
12 for signature of Accountant/ Division Manager
Personnel SAP-
B / DM
Receiving
releasing
13 5 Minutes
Forward DV with ADA to DM for Signature Personnel
SAP-B / DM
Cashier B/ SAP 10 Minutes

14
Segregate copies of Data Base Report & Payroll B
Register Summary for LBP, Teller and File
Cashier B
4 Hours
Forward ADA and attach the Segregated copies
15 of Data Base Report, Payroll Register Summary,
USB to LBP for on-line processing
END
Fig. 3.8C: COLLECTIONS AND DEPOSITS PROCESS

Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receive cash/checks from the concerned

Cashier B
personnel for ISF Collection, Refund of 30 Minutes
unutilized cash advance, equipment rental
and order of payment from accounting unit
1
for bid documents and sale of scrap and other
miscellaneous income
Issues Official Receipt to acknowledge receipt of

Cashier B 5 Minutes
2 cash/check
Record collections to Cash receipts record

Cashier B 5 Minutes
3
4 Prepare deposits slip in four (4) copies Cashier B 5 Minutes
Prepare Report of Collections and Deposits SAP B 30 Minutes

5 every end of the month
Prepare report of Collections and Deposits SAP B / CP-C 10 Minutes

6 Every end of the Month
5 Minutes
Review and certify Report
7 Cashier B
SAP B/ CP-C 5 Minutes

Forward to Accounting and retain file copy
8
END
Fig. 3.8D: PREPARATION OF REPORT OF CHECK ISSUED (RCI) BY FUND

CLUSTER (DAILY BASIS)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Receive the check issued DV with SDs & Post

entries of every DV as to date of check, serial no., SAP B/ CP-C 5 minutes
ORS/BURS No., Responsibility Center, Payee,
1 UACS object code, Nature of payment and
amount to the Report of Checks Issued (RCI) and
assign Report No. / Fund Cluster/ Bank Account
Post the Issued DV per Fund to the Check/

Advice to Debit Account Record (Check SAP B/ CP-C 2 Hours
2 ADAD) the check amount, payee, check no.
Post NTA, cash/check deposits to the Check

SAP B/ CP-C 15Minutes
3 ADAD Record and foot totals
Gather/review and segregates paid vouchers

4 with supporting documents for Report of Check CP-C 3 Hour
Issued (RCI) preparation and finalization
5 Print RCI report

SAP B 1 Hour
Check entries of RCI against Check ADA Record Cashier B 1 Hour

6 and affix signature
1 Hour
7 Post to tracking system for remarks SAP B/ CP-C
SAP B/ CP-C 15 Minutes

Record in the Log-book all the document IDs of
DVs and forward hard copies of RCI with
supporting documents to Accounting Unit
8
END
Fig. 3.8E: PREPARATION OF REPORT OF CASH DISBURSEMENT (RCD) BY FUND

CLUSTER
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start Document
Controller /SAP
10 minutes
B
Gather all paid payrolls
1
SAP B/ Cashier
Stamped paid payrolls and affix signature 2 Hours
2 B
Document
Post entries in the Cash Disbursement Record Controller /SAP 2 Hours
3 B
Document
4 Prepare Report of Cash Disbursement Controller /SAP 1 Hour
B
Document
5 Controller /SAP 1 Hour
Print Report
B
1 Hour
6 Review/ Check entries of RCD against cash Cashier B
disbursement Record and affix signature
Document 1 Hour
Controller /SAP B
7 /Receiving
Post to tracking system for remarks Releasing
Accounting
Unit
Record in the Log-book all the documents ID of Document 15 Minutes

payrolls and forward hard copies of RCD with Controller /SAP
8 supporting documents to accounting Unit B
END
Fig. 3.8F: PREPARATION OF REPORT OF ACCOUNTABILITY FOR ACCOUNTABLE

FORMS (RAAF)
Responsible
Office/ Timeline/
Key Activities
Position/ Duration
Designation
Start
Document 1 Hour
Post series of used and unused Official Receipts Controller /
1 and Checks SAP B
Print RAAF SAP B 5 Minutes

2
Review and Certify RAAF SAP B 10 Minutes

3
Record in the Log-book, submit to COA and
4 SAP B 5 Minutes
END
4. Approval
Prepared and Reviewed by:
MERILYN C. SEBILO PAUL P. URBIZTONDO

Cashier B SR. IDO
RAM- CQV-
REM- FEM-
PAEC-
Approved by:
PETER E. PABLO
NIS Heads:
FERDINAND R. REINTAR
RONNIE E. PABLO
ESEROMAR T. CABALLES
ALFREDO A. MALANA JR
Consolidated/Encoded by:
JEFFREY P. ENGRACIA
CINDY B. SISON
BRIAN KIM S. BOJOS
Approved by:
PETER E. PABLO
CORE TEAM MEMBERSHIP AND SUPPORT STAFF COMPOSITION FOR AGUSAN DEL SUR
IRRIGATION MANAGEMENT OFFICE
Deputy QMR – : PETER E. PABLO

ADS IMO
Planning Team
Chairperson : PAUL P. URBIZTONDO
Members : MERILYN C. SEBILO
CINDY B. SISON
RUBY E. MACAS
RITCHEL MIGRES JOY A. MALANA
CARMENCITA Q. VEÑEGAS
RONNIE E. PABLO
PAUL ALBERT E. CELESTE
CHAD ADAM Y. CAFÉ
RODRIGO F. RABULAN
BEBERLY B. BARRIOS JR
ISO Secretariat
Chairperson : MARY JANE J. TARIGA
Members : RODEZA M. LARIEGO
JUDY-ANNE P. JUSON
CARL BERNADETH T. ENCARNACION
MARJUN A. URSOS
ETHEL S. ORCULLO
BRIANNE L. CONTILLO
Internal Quality Audit Team

Chairperson : RUBY E. MACAS
Members : CHENALYN A. SILABAY
FRANCISCO P. POJADAS
CHAD ADAM Y. CAFÉ
JONALYN C. TEVES
FELIX D. INGENTE JR
FE P. BOSTON
RODEZA M. LARIEGO
GLEIZA L. SUARING
FELIX O. SARNILLO
Risk Management Team

Chairperson : FRANCIS E. MAURICIO
Members : PAUL ALBERT E. CELESTE
MARJUN A. URSOS
RONNIE E. PABLO
EUGENE G. PEDREGOSA
EDICZAR B. OTAZA
CARMENCITA Q. VEÑEGAS
CHAD ADAM Y. CAFE
Knowledge Management Team

Chairperson : MERYLIN C. SEBILO
Members : MARY JANE J. TARIGA
BRIAN KIM S. BOJOS
MA. CRISTINA L. CANTALEJO
EDICZAR B. OTAZA
JERSON A. VIÑAN
GLEIZA L. SUARING
Documented Information Team

Chairperson : RITCHEL MIGRES JOY A. MALANA
Members : JEFFREY P. ENGRACIA
EDELINA D. GOLORAN
BRIAN KIM S. BOJOS
PHILAMAE M. ESMALANA
RENALYN O. CATULO
GRACEMER T. UBAS
ALLAN M. GAHE
ETHEL S. ORCULLO
JEMAIMA U. GUBAC
LOLEDY B. DELOSTRICO
MARK RYAN P. DELARMENTE
GIL D. CALANG
Quality Workplace Team

Chairperson : CINDY B. SISON
Members : RONIE B. URSOS
RODRIGO RABULAN JR
VINCESSA MAY L. DELA PEÑA
BEBERLY BARRIOS
RONNIE E. PABLO
JEMAIMA U. GUBAC
Training & Education Team

Chairperson : CARMENCITA Q. VEÑEGAS
Members : MARY ANN A. SABANDAL
RUDEL R. LABE
JONALYN C. TEVES
IVY M. DORIA
ARCADIO A. RODRIGUEZ JR
GRACEMER T. UBAS
MA. CRISTINA L.
CANTALEJO
AGUSAN DEL SUR IMO

CORE Team Organizational Structure
Deputy QMR – ADS IMO

PETER E. PABLO
Planning Team
PAUL P. URBIZTONDO
Team Leader
ISO Secretariat
MARY JANE J. TARIGA
Team Leader
Internal Quality Risk Management Knowledge Management Documented Quality Workplace Training &
Information Team
Audit Team Team Team Team Education Team
RM JOY A.
RUBY E. MACAS FRANCIS E. MERILYN C. SEBILO MALANA CINDY B. SISON CARMENCITA Q.
MAURICIO VENEGAS
Team Leader Team Leader Team Leader
Team Leader Team Leader
Team Leader
NIA-ADS-IMO CORE TEAMS

Agusan Del Sur Irrigation Management Office Desk Manual 1

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Agusan Del Sur Irrigation Management Office Desk Manual 1

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Republika ng Pilipinas

National Irrigation Administration

SURIGAO DEL SUR-

NIA-SDS IMO-DM-001 Rev.001

1. SURIGAO DEL SUR IMO PROFILE.......................................................................8

2. ENGINEERING AND OPERATION SECTION PROFILE...............................14

3. ADMINISTRATIVE AND FINANCE SECTION PROFILE..............................59

FIG. 2.3R: IA FUNCTIONALITY SURVEY RESULTS FLOW CHART

FIG. 3.5H: RENEWAL OF FIDELITY BOND……………………………………..……………… 94

FIG. 3.8D: PREPARATION OF REPORTS OF CHECK ISSUED (RCI) BY FUND CLUSTER

DAR Department of Agrarian Reform

NTA Notice to Award

Provincial Irrigation Development Program

Total Land Area 896,550 has

Number of Congressional District 2

Total Number of Municipalities 13

Total Number of Barangays 314

Total Population as of 2015 700,653

Estimated Level of Rice Self Sufficiency

Total Developed Area 34,234 ha

Percent of Irrigation Development 42.38%

Remaining Area for Development 46,547 ha

Fig. 1-1B: Irrigation Development

 Implement irrigation plans and programs for the IMO.

 To plan, design. Construct and/or improve all types of irrigation projects

 Undertake the construction and rehabilitation of irrigation projects/systems.

 Implement O&M plan of irrigation systems in collaboration with farmers-

 Implement the programs for the organization, training and development,

 Establish and maintain linkages with various stakeholders (farmer beneficiaries,

 Prepare and submit periodic report as required.

Fig. 1-2: NIA CARAGA ORGANIZATIONAL CHART

Fig. 1-3: AGUSAN DEL SUR IRRIGATION MANAGEMENT OFFICE ORGANIZATION

1.3 A QUALITY OBJECTIVES

 Enhance project identification;

Reference: Division Performance Commitment and Review (DPCR)

Reference: List of Relevant Interested Parties and Requirements

1.3C ADS-IMO ACTION TO ADDRESS THE RISKS AND OPPORTUNITIES

The adaptation of a risk-based thinking approach is essential for achieving an effective

2. ENGINEERING AND OPERATION SECTION PROFILE

2.2 ENGINEERING UNIT FLOW PROCESSES

Yes Planning Unit 1-2 working

4 IMO Manager 1 working

Fig. 2.2B: PROJECT PLANNING/INVESTIGATION PROCESS FOR SMALL

Conduct coordination meeting with Division Manager, Chief

Check, Approve Program of Work for

Submit Approved Program of Work

Fig. 2.2C: CONDUCT OF PRE-FEASIBILITY STUDY

Final Dam Site Location /AEC

Final Scheme of Development 30 days

Analysis and Technical Report

Pre-FS Preparation and

Check/Submit Final Pre-FS to RO

Fig. 2.2D: CONDUCT FEASIBILITY STUDY

Key Activities Responsible

Planning Unit, IDU 45 working

Chief Engineering 2 working days

Fig. 2.2E: PROJECT DETAILED ENGINEERING PROCESS

Fig. 2.2E-1: CONT. OF PROJECT DETAILED ENGINEERING PROCESS

Submit draft designed plans to the

8 Design Engr./ 30mins.

Fig. 2.2F: POW PREPARATION PROCESS

2 Planning Unit 3 working

5 DM’s Staff, 1 working day

Fig. 2.2G: PROJECT CONSTRUCTION PROCESS (CONTRACT WORKS)