7th REGULAR EXECUTIVE COMMITTEE MEETING
August 16, 2023
TOPIC/AGENDA
I. Updates on Previous
Issues
II. Approval of the Previous
Minutes
III. Approval of the Agenda
based on the Matrix of
Activities
IV. ASDS
UPDATES AND CONCERNS
ASDS MA JUDELYN J.
RAMOS UPDATES AND
CONCERNS
Top Plaza Hotel, Dipolog City
MINUTES OF THE MEETING
ACTIONS REQUIRED RESPONSIBLE
OFFICIAL/OFFICE
w/ COMMITMENTS as to
TARGET DATE
*Level 1 Non-Teaching Comparative
Assessment
- done with level 1 non-teaching
vacant position from Cluster 1
including SDO up to Cluster 6
total of 119 vacant positions
- Cluster 1 and SDO where already
filled up, now preparing their
documents for appointments
- waiting for the Cluster 2-6
positions to be filled up.
*JHS and SHS new teacher items and
list of SHS allocated new items Status:
- For JHS positions already
identified 19 new items mostly
given to integrated schools and
additional of 5 items for natural
vacancies with a total of 24
position for initial deliberation
where in 18 displaced teachers
accommodated
- For SHS, out of 48 new items,
there were 39 schools which were
already identified to be given
SHS.
 - As explained by our SDS,
displaced teachers must be
accommodated first up to the
last item open for a new teacher.

*OPCRF review and evaluation,

observations and recommendations
- Done with the OPCRF review,
coming from our evaluators and
School Heads with the
observation of well organized,
carefully validated, and minimal
use of government resources for
it was done through by District.
- However, there were some
schools who were not yet aware
and well-oriented with MOV’s.
- Lacking of MOV’s for KRA
- Issues on timeline for submission
of reports, no transmittal, with
accomplishment reports but no
action plans
-
Recommendation:
- Conduct of TA on preparation of
MOOE’s which we can connect to
sir Jun’s presentation.
- Continue with the monitoring
and evaluation, fully implement
the D for the school year 2023-
2024 to align in OPCRF

PMIS Updates presented by SEPS

Giparel Elumba

* SEPS Elumba has informed the

committee on the on going utilization of
the PMIS per activity of the SDO as of
August 15, 2023.

* All HRTD and GASS funds were all

approved and completed up to the 2nd
quarter and SEPS Elumba has assured
the committee that SDO is on the right
track on utilizing and accomplishing the
Status: Conducted last
Aug. 18, 2023 at 4th
floor new SDO building.
 said system.

* SEPS Elumba also presented the

activity made by all functional divisions
and tagged all as functional and active.
Status: TBA and for
* SEPS Elumba mentioned that here issuance of NOM.
were 6 specific SARO being downloaded
that need a Work Financial Plan so it
can be utilized. A meeting will be
conducted this coming August 18, 2023
with concerned focal persons to provide
technical assistance in the crafting of
their WFP.

* A meeting shall be scheduled for 3rd

quarter, preferably around October
2023.

V. ITO Updates and *Event Registration System

Concerns - Introduction of Flow of Event
Management Registration System
up to Generating Certificate of
Participants.
- HRD and PMT will be included in
the system for record purposes
and to identify where areas of
domains teachers capacitated
- Event Registration System was
already made a trial during the
onboarding of AO II seminar with
a successful outcome.
- SDS Tuballa approved that the
Event Management Registration
System shall be implemented
and conducted with coordination
with SGOD and HRD (Sir Bong)
will make a draft of policy and
memorandum given up to Friday,
August 18, 2023.

VI. LEGAL UPDATES AND *Case for Pre-Hearing Conference for

CONCERNS Willful Failure to Pay Just Debts:
- Already conducted
- Resolution: Made a compromise
agreement
 *Four (4) ADR cases already
provisionally dismissed; executed a
compromise agreement
- One (1) ADR case under Status:
continuous negotiation

*To issue Notice to Explain to school

heads who have not acted upon their Status:
change of signatory after receiving their
assignment orders.

*Titling of School Sites should form part

of a School Head’s OPCRF and were Status:
given a time only until December 2023.

* To craft and issue memorandum on

Grievance Procedure Training on or Status:
before August 25, 2023.

VII. SGOD UPDATES AND

CONCERNS

VIII. CID UPDATES AND

CONCERNS ● Downloading of Budget for
National Learning Camp (2nd
Batch) deadline will be on August
25, 2023.
● National Learning Camp
Culmination will be on August
25, 2023. Deploy the Education
Program Supervisors in their
respective surrogate districts to
attend the NLC Culmination.
● On-going activity on capacity
building and the encoding of test
items in the LMS ready for
quarter 1 e-DAT at SNAS.

ENGR. OLIVER SILVANO SilVerTek Learning Management

System is designed to support
educational needs and make managing
and delivering educational content
easier. It is a classroom level learning
management system with a complete
package.
● Easily create and manage classes
and track the progress of the
learners.
 ● Even without an internet
connection it provides a wide
range of features to support
educational needs.
● Track attendance
● Automatically sending messages
to parents when the child is
absent from class.
● Create and administer offline
examination
● Parents can receive examination
results via SMS messaging for
immediate feedback.
● Consolidate grades easily from
multiple sources.
● Automatically generate list of
Honor Students
● Provide quick feedback for
parents by sending every quarter
via SMS.

SilVerTek Learning Management

System is approved, and this will be
adopted upon the review of the
technical working group headed by
ITO Sir Julius Belagantol, upon their
favorable recommendation. This will
be used no sooner than the start of
the school year, and the orientation
prior to the start of the school year
will be conducted.

*CID will be given the responsibility to

facilitate the communication
memorandum to organize the
orientation.

IX. ADMINISTRATIVE
UPDATES AND CONCERNS

PERSONNEL REPORT **Presented the clustering of

Administrative Officers II in the field
subject to approval by the SDS:
- The SDS asked the criteria and
basis for the clustering
Ans.: It is the intent of the AOs
- Reminder to PSDS to advise their
AOs in Senior High Schools
(SHS) to not only focus on SHS
 - For Central Schools, most of
them have one AO each

**Submission of District Data Bulletin

by the AOs Status:
- Supposed to be quarterly
submission
- Significant for determining
allocation for Master Teachers
- Include in the Bulletin: List of
Master Teachers (MT) per School
with corresponding number of
teachers being mentored by each
MT
*To impose the minimum
number of teachers (10
teachers) to be mentored
by each MT
- No advisory for MT1 yet because
of this assignment; This is
necessary for the analysis (by the
Planning Section)
- Deadline to fill out the form:
Friday, August 25
Personnel to give forms to the
Cluster Heads/PSDSs

- High Schools are also

encouraged to submit their Data Status:
Bulletin and List of MTs per
major subject area
*HS cannot make another
MT of the same major
subject area as long as the
8 course subject areas
have not yet been
completed; provided,
however, that the number
of teachers would qualify
(at least 12 teachers)

**Already released two (2) items of MT

in Salug I to Sibuco because the latter
needs 24 MTs

**Another MT item from Polanco I is for

publication but since Polanco has
excess number of teachers, the item will
be distributed to Siocon.
**Unfilled Vacancies
- Personnel keeps on posting and
publishing unfilled vacancies
AOs are reminded to
check the official website
from time to time
- Personnel is also practicing the
45 days turnaround time of
republishing
- SDS: All postings in depedzn,
copies should be furnished to Ms.
Sheena Marie Suelto, including Status:
publications of promotion
- Publication of Natural Vacancy:
Personnel does not immediately
publish items of those retirees
not yet at the age of 65

**For approval by the SDS:

Teachers who have already submitted
and forwarded to Region their approved
ERF should not be included anymore in
the application for natural vacancies
because of funding issues with DBM
- SDS disapproved the same for
the reason that we cannot
impede the teachers from filing
for applications for vacated items

**UNIFORM RULE for Schools in cases

of promotion (as recommended and Status:
approved by the SDS):
- Whenever there are Teacher III
items available, all teachers
currently occupying Teacher II
positions will automatically be
included in the ranking,
regardless of their interest in
applying for the same
- Teachers with Teacher II
positions must be required to
submit pertinent papers

**Recommendation by the ASDS:

- Schools to create an updated
Status:
portfolio of teachers in
preparation for item
reclassification and item
vacancy; so that in cases of
vacancies, teachers’ records can
 be easily pulled out
- ℅ SGOD Chief: To be included in
the DIMAN?

**School Heads are advised to look into

the career path of their teachers
because it will already be included in
the requirements for their
reclassification the list of teachers
under their supervision who are
upgraded or promoted.

**Agreed during PRIME:

- Publication of items: First week
of the month
- Publication of T-I and T-II for
SHS: Twice a month
X. BUDGETARY UPDATES
AND CONCERNS
XI. FUND UTILIZATION **Regarding the duties of Administrative Status:
UPDATES, FINANCIAL Officers and their clustering, it has
REPORTS AND been suggested that the same be put
into a memorandum so that it can be
ACCOUNTING ISSUES AND
used as a precedence for the following
CONCERNS batches.

**The continuing appropriations from Status:

2022 is suggested to be utilized for the
provision of laptops for our
Administrative Officers in the field.
- It was further suggested that the
finance officers from the field
should be prioritized, and then
the administrative officers if
there will be an excess budget

*To craft a Catch Up Plan for LSF

Utilization in the 3rd Quarter upon
Release of NEP for FY 2024 (possible to
undertake modification process)
- Timeline: To craft right after Status:
PIR at the DBM
- The SDS once again suggested
that if there will also be an
excess budget, the same shall be
used to purchase TVs for the
teachers, laptops for other
personnel, and lastly,
reproduction machines for the
schools
o After the modification
 process, both the
Accounting Office and the
Budget Office will look into
this if this can be made
possible

*Done with the final selection process

vis recommendation of New SRBK for
IUs
- IUs are prioritized
- Siocon is one of the problems
because no one qualified

*To conduct capacity building/re-

iterate/orient Newly Hired SRBK (IUs
and non IUs)
- Schedule: September 3rd week Status:
th
- Venue: 4 Floor, New SDO
Building

*Contractor’s Billings
- Paid after being settled Status:

*PBB CY 2021 teaching on finalization

mode Status:
- Non-teaching to follow

*Regular remittances/contributions Status:

- Accounting Office strives hard to
pay the contribution for the
month (GSIS) to avoid arrears

*NLC downloading is partially done.

Subsequent release after finalization of Status:
payroll from CID
- If the CID can submit today or
tomorrow, the same can be
awarded/released by Friday of
this week

*Reiterated that we have a tracking

system for downloading of LSF

*FINANCIAL UPDATES
- Innovation/Activities Created or
Performed
- We have tracker for releases with
color coding (reiterated for the
cluster heads)
- Tracker for District Monthly
Reports
 - Customized LSF Downloading
Procedures (2-way referral
system)
This is already 50% accomplished
but due to the accident
encountered by the personnel-in-
charge, it was put on hold.
- Cumulative Report for
Disbursement
- Total cash received – P3M
- A/P Rate 100%
- Cumulative Lapses NCA = P80.92
- Consolidated Lapses NCA (2nd
Quarter) = P930.51
- Total disbursement releases =
P3M
- LSF Downloading = 52.09%
We need to craft another catch
up plan how to resolve this
- Tabulation of LSF
- Downloading of PACSVAL in LBP
has already improved
- Consolidated status for cash
advances
- We only have 59.2% for the
liquidation under current
releases
- Previous years we have a balance
of 7M

**Important information from the SDS:

During their meeting with the COA, the
COA said that we can issue demand
letters to the school heads who have Status:
consistently failed to liquidate; and if
the same cannot still be resolved after
sending out demand letters, we can file
a case against them or forward the
issue to the Regional Office for
appropriate action. COA may also file a
separate action to the Ombudsman.

SEPS Inding
XIII. SDS TIME
DISCUSSION AND During the time of SDS Roy Tuballa, he
AGREEMENTS discussed two main topics;

a. District Improvement Plan

UPDATES ON BUDGET - SDS Tuballa has instructed the
UTILIZATION OF SUB- cluster heads to create District
ALLOTMENT RELEASE Improvement Plan per District. ℅ PSDSs
ORDER - He also made mention to in place
 a process on selection pool for
Teachers-In-Charge by cluster Staus:
selection.
- A training must be be done for
Background Experience Interview
which includes all members of Status:
the HRMPSB as soon as possible
℅ SEPS Robert Poculan, subject
to availability of funds.
- He also added that 1 television
unit will be provided to each
classroom in connection to his
OTUC program. A proposal must
Status:
be crafted and submitted to his
office for approval not later than
August 18, 2023 by the SGOD
and CID.
b. Rationalized SHS Program
Offering.
- SDS Roy Tuballa has mentioned
to observe the balance and
rationalizing of the Senior
Highschool Program by using the
quota system. He instructed the
cluster heads to facilitate the
districts in doing the said system
by doing the following strategies:
- 1.To profile program offering in
the schools.
- 2.To profile teachers as to who
can handle a certain program.
- 3. Based on enrollment.

Other Matters Discussed:

* SDS Tuballa also instructed HRD

SEPS Robert Poculan together with
HRMO Bayron to inquire from CSC
Office if the office could re hire
provisional teachers that has lapsed the
5 year contract. The two mentioned
personnel were given until August 18,
2023 to give feedback. Status: Complied.

On the same day of the

EXECOM SEPS Pocula
has received a feedback
from the office of Atty.
Mayormita that
provisional teachers can
be re hire even after the
5 year contract has
lapsed, but still subject

* He also mentioned to craft a proposal
for Rewards and Recognition ℅ CES Joy
Singson and SEPS Poculan to be
submitted on August 18, 2023.
to the discretion of the
approving authority if he
opt to hire those eligible
applicants.

* He also instructed/ reminded Status:

everyone that when crafting
memorandums it should always state
the agenda reform of the DepEd
Zamboanga del Norte.

* SEPS Wilson Inding was also Status: Implemented by

instructed by SDS Tuballa to conduct a all sections
virtual orientation to PSDSs and School
Heads in connection to QMS
preparation and DIMA tool and to
create memorandum and Status:
implementation on the above mentioned
tool not later than August 18, 2023.

* A uniform rule was also mentioned by

SDS Tuballa, that all teachers must be
ranked. Therefore 201 files must be
included in the DIMA tool ℅ SGOD.

* SDS Tuballa informed the cluster

heads that all teacher needs shall be
communicated directly to the 2 ASDSs
Status:
without mentioning names as
recommendations, only necessary data
shall be communicated to them.

* SDS also instructed accountant

Ompoy to issue demand letters to
concerned School Heads with aging
unliquidated accounts as per COA
consultation.

* Instructed the Secretariat to provide a

copy of the minutes of the meeting the Status:
cluster heads on or before August 22,
2023 so they can also conduct a
meeting in their respective area of
assignment not later than August 25,
2023.
Status: On going
finalization of the
minutes of the 7th
Regular EXECOM.
Adjournment Motion for adjournment:
Seconded:
Adjourned: 4:25pm