QUALITY CONTROL PLAN

Effective as of: April 24, 2024

Name of the Process: Commemorative and other related events ( with Budget)

SOURCE OF
INPUTS ACTIVITY RESPONSIBILITIES OUTPUTS CUSTOMER CONTROLS
INPUTS
(Position Title, Office (Information, Documents, (Main and Sub-activities, Process (Position Title/Office Name (Title of Documents, (Recipient of (Input, Process and
Name providing the Materials, etc.) Steps) performing the activity) Service, Products) outputs) Output Controls;
inputs) Activity, Forms and
Templates, References,
Monitoring Tools)
CO - DRRMS Issuances on the 1. Prepare letter SEP-SMN Copy of Letter SGOD Chief
RO – ESSD conduct of request to conduct Request
Contingency contingency planning
Planning workshop.

Issuance as to
Fund Allocation
(Sub-ARO/MOOE)
SGOD Chief 2. Review and affix SGOD Chief Reviewed and SEPS-SMN
Copy of Letter signature signed letter
Request request

3. Received and Records Unit Letter Request Office of ASDS

SEPS-SMN Reviewed and Forward the Reviewed with DTS
signed letter and signed letter
request request

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 4. Affix initial and Office of ASDS Letter Request Office of SDS
ASDS Letter Request recommend for with ASDS
with DTS approval Initial

5. Letter Request for Office of SDS Approved Letter Records

Office of SDS Letter Request SDS Approval Request
with ASDS Initial
6. Release of Records Unit Stamped SEPS-SMN
Records Approved Letter Documents Document
Request Release
Slip/Signed
Release Log
Book

SEPS-SMN Approved letter 7. Prepare activity Copy of Activity SGOD Chief

proposal and complete SEPS-SMN Proposal, WFP,
documentary PPMP, ABC,
requirements (Activity APP/SARO, PR,
Request, WFP, PPMP, RIS, 3 Market
ABC, APP/SARO, PR, Survey, CNA
RIS, 3 Market Survey, (for supplies),
CNA (for supplies), Certificate of
Certificate of Non- Non-Availability
Availability of of Government
Government Owned Owned Venues
Venues (for lease of (for lease of
venue) venue) for
review and
approval

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SGOD Chief Reviewed AR, Log and release SGOD Clerk Logged AR, SEPS-SMN
WFP, PPMP, ABC, complete set of WFP, PPMP,
APP/SARO, PR, documents ABC,
RIS, 3 Market APP/SARO, PR,
Survey, CNA (for RIS, 3 Market
supplies), Survey, CNA
Certificate of Non- (for supplies),
Availability of Certificate of
Government Non-Availability
Owned Venues (for of Government
lease of venue) Owned Venues
(for lease of
Signed by SGOD venue)
Chief Activity
Proposal Signed by
SGOD Chief
Activity
Proposal

SEPS-SMN Copy of Logged Received and forward Record Unit Stamped AO-V Budget
AR, WFP, PPMP, complete documents to Complete Set of
ABC, APP/SARO, Budget Documents
PR, RIS, 3 Market Release
Survey, CNA (for Slip/Signed
supplies), Release Log
Certificate of Non- Book
Availability of
Government
Owned Venues (for

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 lease of venue)
Signed by SGOD
Chief Activity
Proposal

Stamped Complete Review and affix AO-V Budget Signed Activity Accountant III
AO-V Budget Set of Documents signature for availability Proposal as to
of allotment availability of
allotment

Signed Activity Signed Activity

Accountant III Proposal as to Review and affix Accountant III Proposal as to AO-IV Supply
availability of signature for availability availability of
allotment of fund funds

Signed Stamped
AO-IV Supply Complete Set of Issuance of Purchase AO-IV Supply Signed Activity BAC Complete set of
Documents as to Request Number Proposal with Secretariat documents
availability of issued PR
funds Number

Complete set of
documents (Signed
Activity Proposal Determination of Mode BAC Secretariat Bid BAC Resolution Office of SDS
with issued PR of Procurement and and Awards as to Mode of
Number) preparation and of the Committee Procurement for
BAC Resolutions as HOPE approval
Office of SDS BAC Resolution as Mode of Procurement
to Mode of

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 Procurement for Approve BAC SDS Approved BAC BAC
HOPE approval Resolution for the Mode Resolution as to Secretariat
of Procurement Mode of
BAC Approved BAC Procurement
Secretariat Resolution as to
Mode of Conduct of Pre- BAC Secretariat Posted RFQ, Office of SDS
Procurement Procurement and Bids from
Procurement Activities interested
suppliers
 Preparation of
RFQ
 Posting of RFQ
on PHILGEPS
website and 3
conspicuous
places
 Sending of RFQ
to prospective
bidders
 Sending of
invitations to 3
observers
including COA
 Bid Opening
 Preparation of
Abstract of
Quotation
 Bid Evaluation

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  Conduct of Post
Qualification
 Submission of
Post
Qualification
Report
 Preparation of
BAC Resolution
as to
Office of SDS BAC Procurement Award/Failed
documents
Approve BAC SDS Approved BAC BAC
Resolution as to Resolution as to Secretariat
Award/Failed Award or Failed

BAC Approved BAC

Secretariat Resolution as to
Award or Failed Prepare NOA and NTP BAC Secretariat Prepared NOA SDS
(complete set of and NTP
procurement
documents)

SDS Prepared NOA and

NTP
Approved NOA and NTP SDS Approved NOA BAC
and NTP Secretariat

BAC Approved NOA and

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Secretariat NTP
Notify lowest calculated BAC Secretariat Signed NOA and BAC
and responsive bidder NTP Secretariat
to conform NOA and
NTP

Supplier sign NOA and

NTP

Receive signed NOA and

NTP

BAC Signed NOA and

Secretariat NTP
Forward compete set of PDO II-DRRM Received PDO II-DRRM Complete set of
procurement complete set of documents with
documents to procurement signed NOA and
Proponent documents NTP
PDO II-DRRM Complete set of
documents
Prepare Obligation and
Request Status (ORS) PDO II-DRRM Prepared ORS SGOD Chief
SGOD Chief Prepared ORS

Sign Box A of ORS SGOD Chief Signed Box A of AO IV-Supply

ORS

AO IV-Supply Signed Box A of

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 ORS
Preparation of PO AO IV-Supply Prepared PO Accountant III
with PO number
Accountant III Prepared PO with
PO number
Signed PO as to Funds Accountant III Signed PO as to Budget
Availability availability of Section
Budget Signed PO as to funds
Section availiability of
funds Review of ORS and Budget Unit Reviewed ORS AO-IV Budget Complete set of
evaluation of and validated documents with
supporting documents supporting signed PO and
AO-IV Budget Reviewed ORS and documents ORS
validated
supporting Certification/ signature AO-IV Budget Certified Box B
documents as to availability of of ORS as to
allotment availability of
allotment

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Prepared by: Approved by:

VANESSA C. ALPORHA-VIRAY NEIL G. ANGELES, CESO VI

Project Development Officer II Assistant Schools Division Superintendent
Disaster Risk Reduction and Management Officer-in-Charge
Office of the Schools Division Superintendent

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