Document ID R2-PISA-MSD-PR-053

Department of Environment and Natural Resources

Revision No. 2
PROCEDURE
Date Issued November 10, 2021
TRANSPORT MANAGEMENT
Page No. 1

Originator: Reviewed by: Approved by:

MIGUEL L. VASQUEZ MYLENE D. MADDUMA MARLON C. AGNAR
Chief, General Services Unit Chief, Management Services Division PENR Officer

I. PURPOSE:
This procedure intends to define the control to ensure the effective system of
transportation management of DENR PENR Office vehicles.

II. EXPECTED OUTPUTS:

By implementing the controls defined in this procedure, the following specific
outputs are expected:
1. Proper implementation of maintenance schedule of vehicles to maintain
efficiency and prolong its serviceability;
2. Proper allotment of fuel and oil per vehicle, and;
3. Immediate response and repair during breakdown of vehicles.

III. SCOPE:
The controls specified in this procedure apply to all vehicles being maintained
by DENR PENR Office particularly on maintenance, repair of government vehicles.

IV. DEFINITION OF TERMS:

Transport service – refers to the vehicles used to convey DENR employees and/or
official from one location to another.
Drivers – regular or contractual employees who are given authority to drive by the
management and drives and maintains DENR vehicles official travels
Trip Ticket Form – a form containing the detail of official travel and signed by proper
authority.
Repairs – to fix or mend things as a result of sudden broke down of vehicles
In-house Repairs – Repairs being conducted by internal staff
Outsourced Repairs – Repairs being done thru contract or job orders
Parking area – area intended to park or store vehicle while inside the compound.

V. RESPONSIBILITIES:
Property Section is responsible for the periodic monitoring of maintenance of
government vehicles.

VI. PROCESS INPUTS:

The process start once the vehicle meet its Periodic Maintenance Service.
Emergency repair due to part broken down or accident shall be reported immediately
by the driver or end user for proper documentation. All requests shall be forwarded
to Property Section and for the approval of proper authority. Upon determination of
scope works, in-house works are being done, while works that will be outsourced will
 Document ID R2-PISA-MSD-PR-053
Department of Environment and Natural Resources
Revision No. 2
PROCEDURE
Date Issued November 10, 2021
TRANSPORT MANAGEMENT
Page No. 2

Originator: Reviewed by: Approved by:

MIGUEL L. VASQUEZ MYLENE D. MADDUMA MARLON C. AGNAR
Chief, General Services Unit Chief, Management Services Division PENR Officer

be subjected to pre technical inspection of the scope of work, and corresponding job
requests.
VII. PROCESS STEPS:
Vehicle Maintenance Works
1. Regular Periodic Maintenance – Drivers are required to check the
performance and running condition of the vehicle.
2. Vehicle Maintenance History – Maintenance of vehicle repair history is
posted and recorded to monitor the last maintenance and become basis for
the next vehicle maintenance scheduling.
3. Vehicle registration and insurance – Annual registration and insurance of
vehicle shall be done before the due date.

Vehicle Repair Works

PENRO Pre and Post Repair Inspection Committee was created and shall
be responsible for the following procedures/factors before a vehicle shall be
subjected for repair. (Nos. 1-5)

1. Identification of vehicle to be repaired.

- No longer functioning well.
- Unserviceable due to normal wear and tear.
- Repair cost is not more than 30% of its fair market value.
2. All request for repair and/or servicing of vehicle shall be approved by proper
authorities.
3. Preparation of request for Pre-Repair Inspection.
4. Conduct of Pre-Repair Inspection.
5. Preparation of Pre-Repair Inspection Report.
6. For minor repairs, repair by administration will be done.
7. For repairs needing outsourcing, Scope of work and Cost Estimate will be
done including preparation Purchase Request.
8. Subject vehicle will then be deposited to the shop (mechanic shop or Casa).
9. Final Inspection and Acceptance – This process ensures that the works are
done properly before turn over to the end user.

Vehicle Dispatch

1. A trip ticket shall be issued to serve as authority to use the vehicle

 Document ID R2-PISA-MSD-PR-053
Department of Environment and Natural Resources
Revision No. 2
PROCEDURE
Date Issued November 10, 2021
TRANSPORT MANAGEMENT
Page No. 3

Originator: Reviewed by: Approved by:

MIGUEL L. VASQUEZ MYLENE D. MADDUMA MARLON C. AGNAR
Chief, General Services Unit Chief, Management Services Division PENR Officer

VIII. CONTROL OF NONCONFORMING OUTPUT:

When the expected outputs are not achieved, the following measures are to
be implemented:

Non-conforming Output Reactive Measures

Vehicles are always on travel Strictly follow the preventive

Maintenance Schedule

Vehicles are brought to the repair shop Strictly follow the flow process of repair
without complete documentation

Additional works beyond scope of work Strictly follow the scope of work or
comply the needed documentation on
changes needed to be implemented

Repair cost is beyond the allowable cost Keep track of repair history and proper
documentation of needed repair

IX. INTERFACES/RELATED FORMS:

1.1 Purchase Request/Job Request
1.2 Purchase Order/Job Order

X. REVISION AND APPROVAL:

Rev. Date Nature of Changes Approved by:

November
00 Original Issue MARLON C. AGNAR
09, 2018 PENR Officer
December Change in Document
01 MARLON C. AGNAR
12, 2019 Header PENR Officer
November
02 Update on the Procedure MARLON C. AGNAR
10, 2021 PENR Officer
 Document ID R2-PISA-MSD-PR-053
Department of Environment and Natural Resources
Revision No. 2
PROCEDURE
Date Issued November 10, 2021
TRANSPORT MANAGEMENT
Page No. 4

Originator: Reviewed by: Approved by:

MIGUEL L. VASQUEZ MYLENE D. MADDUMA MARLON C. AGNAR
Chief, General Services Unit Chief, Management Services Division PENR Officer

Prepared by: Reviewed by:

MIGUEL VASQUEZ MYLENE D. MADDUMA

Chief, General Services Unit Chief, Management Services Division

Approved by:

MARLON C. AGNAR
PENR Officer