Citizen Charter

logo PROVINCIAL GOVERNMENT OF BATANES

CITIZENS CHARTER

FRONTLINE SERVICES CLIENT’S PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
1. Provincial Governor’s permit Constituents 1. Request and fill out application form in the Provincial Treasurer’s Office (PTO) and pay corresponding fees. Client/Provincial Treasurer’s Office 10 mins
  2. Submit duly accomplished application form with the PTO’s signature and notations to the Provincial Governor’s Office (PGO) Secretariat section for preparation of the permit and approval of the Governor. (PGO Secretariat ) Melissa Pama/ Rodina Aguto 15 mins. Application form filled out & signed by PTO
  3. Recording and release of the Provincial Governor’s Permit. (PGO records) Alejandra Hortiz, Vivian Ventura, Slewlyn Gabas 10 mins.  Official Receipt
 
2. Certificate of Authority to practice Profession     PGB /NGA Employees 1. Submit request letter to practice profession addressed to the Provincial Governor through the Department Head. Client
2. Preparation of Endorsement for issuance of Certificate of Authority. Department Head/ Regional Director concerned and/or personnel 30 mins. Client’s request letter
3. Forward endorsement to PGO records for receiving and recording. (PGO records) Alejandra Hortiz, Vivian Ventura, Slewlyn Gabas Mark Hostallero 10 mins. Client’s request letter with Department Head’s endorsement
4. Forward to PGO-Sec. for preparation of Certificate of Authority and Governor’s approval. (PGO Secretariat ) Melissa Pama/ Rodina Aguto 15 mins
  5. Releasing of Certificate of Authority to practice Profession. (PGO-Records) Alejandra Hortiz 5 mins.
3. Issuance of Certificate of Appearance PGO/PGB visitors 1.Address PGO Secretariat re: Request for Certificate of Appearance Client 5 mins.
  2. Preparation of Certificate of Appearance (PGO Secretariat ) Melissa Pama/ Rodina Aguto 5 mins.
  3. Approval of Certificate by the Governor Provincial Governor 5 mins.
  4. Release of C.A (PGO records) Alejandra Hortiz, Vivian Ventura, Slewlyn Gabas 5 mins.
4. Application for Lighthouse Rental Restaurant owners/ Tourists wedding organizers/locals 1. Fill out form (Tourism office)

2. Confirmation of date for availability, preparation of permit to use.

3. Forward to Governor’s Office for approval.

 

4. Releasing of permit to use.

Client

 

Hegel Valones/ Beverly Abad

Provincial Governor

  

Beverly Abad

3 mins.

15 mins.

10 min(upon availability of the Governor)

5 mins.

For weddings: Ground Layout design
 
5. Conduct of Tourism Related Trainings     Tourist drivers/ Tour guides/ Tourism frontlines 1. Fill out application form (Tourism Office) Client 10 mins.  After 5 working days
2. Screening Process Angelica Adami 5 mins.
3. Training Proper Hegel Valones 24 hrs.
  4. Release of certificates of training Daryll Keyth Batallones
  5. Release of IDs Angelica Adami Cindy Labrador 3 mins.
6.Application for Tour Guide Certificate of Accreditation 1. Secure Application form Client
2. Fill-out application form Client 10 mins.
3. Screening Batanes Tour Guides Regulating Board Chairman 15 mins.
4. Scheduling of exam Angelica Adami 5 mins.
5. Conduct of exam Angelica Adami 2 hrs.
6. Evaluation of exam Hegel Valones 2 hrs.
7. Release of Certificate Cindy Labrador 5 mins.
7. Processing Incoming Communications addressed to the Governor   Messengers, Locals, etc. 1. Deliver communication to the PGO-Records Section for receiving and recording. Client/ (PGO records) Alejandra Hortiz, Orlando Catillo, Jay Villasanta 5 mins.
  2. Forward communication to PGO Secretariat Section for classification of document for appropriate action. (Routine responses are automatically prepared for the Governor’s approval). (PGO Secretariat ) Melissa Pama/ Rodina Aguto 5 mins.
  3. Forward communication to the Governor for information, advice, notation, approval, or appropriate action. Provincial Governor 15 mins.
  4. Return to PGO secretariat for re-routing of documents to concerned department/agency/personnel, and or preparation of appropriate respond to the communication. (PGO Secretariat ) Melissa Pama/ Rodina Aguto 10-15 mins.
  5. Forward to PGO-Records section for recording filling, routing, release of document. PGO records 10 mins.
   
8. Public Announcements 1. Forward the announcements to the Radio Station at the BTSDC building or visit the said Radio Station. Scheduled Announcer 2 mins.
FRONTLINE SERVICES CLIENTS PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
1.Request for Quarry Permit (Private and Government Gratuitous only) Constituents 1.Secure quarry application form from the ENRO or LGU concerned.

2. Submit filled-out form to the Office of the Municipal Mayor for endorsement.
3. Submit filled-out form and endorsement letter to the ENRO.

 

4. Assessment and preparation of quarry permit form (the volume shall be based on the availability on the approved assessment of quarry sites of the ENRO).

 

5. Submit accomplished quarry permit form to the Governor for approval.
6. Approved quarry permit will be recorded and numbered for controlling Purposes.

7. Release of approved quarry permit to the client.

Henry Acaya / Secretary of the Mayor

 

Municipal Mayor/ client

 

 

clients

 

 

Henry Acaya Primo Espinosa Anthony Castillejos

 

 

 

Provincial Governor

 

Henry Acaya

10 mins.

 

15 mins.

 

15 mins.

 

10-15 mins.

 

 

 

1 hr
5 mins.

 

2 mins.

Building Permit (if applicable)

 

 

Duly approved
endorsement letter and (for government gratuitous permit) photocopy of approved Program of Work (POW)

2.Request for Quarry Permit (Commercial Permit only) Constituents 1. Secure quarry application form from the ENRO or LGU concerned.

2. Submit filled-out form to the Office of the Municipal Mayor for endorsement.

3. Submit filled-out form and endorsement letter to the ENRO.

4.Assessment and preparation of quarry permit form (volume shall be based on the availability on the approved assessment of quarry sites of the ENRO if public area)

 

5. Submit accomplished quarry permit form to the Governor for approval.

6. Payment of quarry permit and taxes

 

 

7. Recording and assignment of control number

 

8. Released of approved quarry permit to the client

Henry Acaya/ Secretary of the Mayor

Municipal Mayor/

 

 

client

 

Henry Acaya Primo Espinosa Anthony Castillejos

 

 

 

 

Provincial Governor

 

 

Client / Edwin Odesa / James Redondo / Municipal Treasurer of the concerned Municipality

 

Henry Acaya

 

Henry Acaya

10 mins.

15 mins.

 

 

10-15 mins.

 

 

1 hr.

 

 

5 mins.

 

 

2 mins.

 

 

 

If private lot, photocopy of title of property as proof of ownership

If private lot, assessment report of ENRO on subject lot/property

(payment of sand and gravel tax is in the Municipality where quarrying will be done)

 

 

3. Request for Lot Survey (Lot Relocation or Lot Subdivision for taxation purposes) Constituents 1.Secure and fill out application form for lot survey.

2. Issuance of schedule of actual lot survey.

3. Research on the technical descriptions and preparation of sketch plan/s as basis of lot survey.

4. Conduct of actual field survey

Henry Acaya

 

Francis H. Dita

Francis H. Dita

 

Francis Dita/ Henry Acaya

10 mins.

10 mins.

 

 

3 hrs.

 

1 day

Lot Number and or photocopy of tax declaration or title of property
Presence of Representative/s from Office of Municipal Assessor, Barangay Official concerned and Lot Owner adjacent to subject lot to witness the surveying.
LEGISLATIVE SERVICES

ISSUANCE OF OFFICIAL DOCUMENTS AND TRANSCRIPTION OF RECORDS OF SESSIONS

ISSUANCE OF OFFICIAL DOCUMENTS AND TRANSCRIPTION OF RECORDS OF SESSIONS
I. ABOUT THE SERVICE:  
* Our Philippine Constitution guarantees that the right of the people to information on matters of public concern shall be recognized. Access to official records and documents, and papers pertaining to official acts, transactions, or decisions as well as to government research data used as basis for policy developments shall be afforded the citizens, subject to such limitations as may be provided by law.
* Any person may obtain records or documents from the Office of Sangguniang Panlalawigan subject to payment of secretary’s fees as provided for under Section 3B.01 of Provincial Ordinance No. 54 s. 2005 (Revenue Code of the Province of Batanes).
II. REQUIREMENT(S):
* Request Form
( Date)

____________

I. NAME AND PARTICULARS OF THE DOCUMENT(S) REQUESTED:
  II. PURPOSE OF ACQUIRING THE DOCUMENT (S):
( ) private or personal use ( ) for official business
  III. SECRETARY’S FEES (PROVINCIAL ORDINANCE NO. 54, s. 2005/ REVENUE CODE)
Section 3B.01 Imposition of fee “There shall be collected fees from every person requesting for copies of official records and documents from the offices of the Provincial Government.”
(a) For every page or fraction thereof, type written (not including the certification and any notation) Forty pesos (₱ 40.00)
________ (b) Where the copy to be furnished is in a printed form, in whole or in part, for each page, Thirty pesos (₱ 30.00)
________ (c) Each certificate of correctness ( with seal of office) written on the copy or attached thereto, Thirty five pesos, ₱ 35.00)
________ (d) Certifying the official act of a Provincial Fiscal or other judicial certificate, with seal, Fifty pesos (₱ 50.00)
________ (e) Certified copies of any paper, record, decree, judgment or entry of which any person is entitled to demand and to receive a copy (in connection with the judicial proceedings), for every page, Twenty pesos (₱ 20.00)
________ (f) Xerox copy, or any other copy produced by copying machine, per page Five pesos (₱ 5.00)
________ (g) Photocopy, per page, Three pesos (₱ 3.00) for long, Two pesos (₱ 2.00) for short
Section 3B.02 Exemption ” The fee imposed in this article shall not be collected for copies furnished other offices and branches of the government for official business except for those copies required by the court at the request of the litigants, in which case fees shall be in accordance with above schedule.”
  IV. _________________ no. of copies/pages, ₱ ____________________ total amount of fee.
Conforme:
Name and Signature
(Requesting Party)
III SECRETARY’S FEES:

– PLEASE REFER TO ABOVE FORM OR TO REVENUE CODE)

IV. HOW TO AVAIL OF THE SERVICES:
FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
1. Issuance of Official Documents and Transcription of records · Any person who wants to obtain official documents from the Sangguniang Panlalwigan 1. Register at the logbook and fill out request Form at the Office of the SP Secretary

 

· Client and the Officer of the Day

 

1 min Duly filled out request Form

 

  2. Proceed to the Treasurer’s Office and pay Secretary’s fee (if applicable) ,then go back to the SP Secretary’s Office and present the Official Receipt (OR); · Client 5 min. Official Receipt issued by PTO (for private purposes)
  3. Staff receives and produces copy of the requested documents. · Nona Dell C. Vargas · Roy Z. Abad 10 mins
  4.Issuance of certified copies of Sanggunian documents · Celerina E. Beronque 2 mins
Availability of Services
8:00 AM – 5:00 PM
without noon break
 
Feedback and Redress Mechanism
How’s our services?
 We would like to know your feedback on how we deal with you as our client:
accomplish our feedback forms and drop in our suggestion box
send your feedback through our:
email address: hrmdo_btsdc@yahoo.com
Facebook page: www.facebook.com/hrmdo.batanes
or talk to us
 If you are not satisfied with our services, your written/verbal complaint shall be attended to by the officer of the day at the Public Assistance Complaints Desk. .

Step Process/Activity Duration of Activity Person/s In Charge
1 Submission of duly accomplished application leave form 1 min. Aida Valones/ Eva A. Esperanza/ Roberto E. Abad
2 Retrieval of records and computation of leave balances 10 mins. Susie P. Lima
3 Certification of leave balances 5 mins. Ana Marie A. Rosas
4 Approval of the Provincial Governor 10 mins. Provincial Governor
5 Routing of the approved leave to the originating office 15 mins. Aida E. Valones, Roberto E. Abad

Step Process/Activity Duration of Activity Person/s In Charge
1 Screening of applicants and or administering RPL Recognition of Prior Learning) 25 mins. Jerome Jay C. Cabugao/ Delma P. Castillejos
2 Issuance and filling out of Manpower Profile Form (MPF) 5 mins. Jerome Jay C. Cabugao/ Delma P. Castillejos/ Trainees
3 Orientation of Trainees 2 hours. Jerome Jay C. Cabugao
4 Training proper Trainer
5 Institutional Assessment 1 day Trainer
6 National Assessment 1 day Appointed Assessor
7 Approval of Training Certificate 1 day Provincial Governor,/ Ana Marie A. Rosas
7 Issuance and printing of Training Certificates 5 mins. Jerome Jay C. Cabugao

REQUEST & ISSUANCE OF SERVICE RECORDS
 
Who may avail of the service?
 Officials and Employees of the Provincial Government of Batanes
What are the requirements?
 Written or verbal request
How to avail of the service?

STEP PROCESS/ACTIVITY DURATION OF

ACTIVITY

PERSON IN CHARGE
1 Filling request 2 mins. Susie P. Lima/ Roberto E. Abad/ Aida E. Valones
2 Research & preparation of service record 30 mins Susie P. Lima/ Lutherine E. Bidayan
3 Certification of the employee’s service record 2 Mins. Ana Marie A. Rosas
4 Approval of the service record 5 mins. Provincial Governor
5 Routing of the approved service record 5 mins. Roberto E. Abad/ Aida E. Valones/

Eva A. Esperanza

OTHER COMPENSATION & BENEFITS

( MATURITY, RETIREMENT , TERMINAL PAY)
Who may avail of the service?
 Officials and employees of the PGB
 Retired, separated or transferred PGB officials and employees
What are the requirements for retirement for GSIS?
 Duly accomplished application form
 Service record
Certification of last day of service
 Transmittal list
What are the requirements for Maturity and Cash Surrender/Termination Value?
  Duly accomplished application form
  Service record
 Transmittal list
  Original policy contract
What are the requirements for Terminal Leave?
  Leave Service record
  Service record
 Agency clearance
 Clearance from Ombudsman
How to avail of the service?
  Process/Activity Duration of Activity Person/s In Charge
1 Submission of duly accomplished forms and other supporting documents 3 min. Susie P. Lima
2 Certification and approval of leave service records and application for leave 5 mins Ana Marie A. Rosas
3 Submission of documents to concerned offices (Tuguegarao) 1 week Susie P. Lima
4 Issuance of notices and or salary adjustments 30 mins. Susie P. Lima/ Lutherine E. Bidayan/ Ana Marie A. Rosas
GRADUATE STUDIES
Who may avail of the service?
 Provincial Government of Batanes Employees
How to avail of the service?

Step Process/Activity Duration of Activity Person/s In Charge
1 Securing application form 1 min. Eva Esperanza
2 Accomplishment of application Applicant/Employee
3 Checking & Submission of Application to Personnel Development Council 1 min. Hegel Valones
4 Prioritization of Applicant 1 hr. Jerome G. Castillo (Personnel Development Council Chairman)
5 Approval of the Application 1 day Head of the Department of the concerned office
6 Enrolment BSC Registrar
7 Preparation payment of billing receipt 1 day Lutherine E. Bidayan
8 Certification of existence appropriation 30 mins. Serafin Valiente
9 Certificate of allotment obligated for the purpose & completeness of documents & accuracy of computation 1 day Felix B. Lechuga
10 Certificate of availability of funds 1 day Efigencia Y. Abad
11 Approval of payment 30 mins. Provincial Governor
12 Preparation of cash advance (cash section) 1 day Treasury
13 Releasing of payment (cash section) 30 mins. Treasury
ENDORSEMENT/ PROCESSING OF SPECIAL PRIVILEGES
 
Who may avail of the service?
 Officials and employees of the Provincial Government of Batanes
What are the requirements?
 Duly accomplished form
  Authenticated photocopies of supporting documents
  Applicable Fees
How to avail of the service?
STEP PROCESS/ACTIVITY DURATION OF

ACTIVITY

PERSON IN CHARGE
1 Submission of duly accomplished forms to HR office 3 mins. Susie P. Lima
2 Review of documents submitted 5 mins. Susie P. Lima

Ana Marie A. Rosas

3 Certification and approval of submitted documents 5 mins. Ana Marie A. Rosas /

Provincial Governor

4 Preparation transmittal/endorsement 5 mins. Jerome C. Cabugao
5. Endorsement of signature 3 mins. Provincial Governor
6 Forward documents to concerned offices (Regional Office) 5 days Ana Marie A. Rosas
7 Serve Notice of Claims to concerned employee/official upon approval form regional office 1 day Ana Marie A. Rosas
 
EDUCATIONAL ASSISTANCE PROGRAM
 
Who may avail of the service?
 College students of Ivatan descent.
What are the requirements and qualification?
 Form 138 for freshmen and certified copy of grades from the preceding semester for continuing students.
 Student applicants must come from class C, D and E families duly certified by the MSWDO/ PSWDO
  Minimum average grade from the preceding semester must not be lower than 80% and with no failing grade.
 Enrolled subjects must not be lower than 60% of his/her required units or load for the semester
 Must not be a recipient of another educational assistance or scholarship grant and is not a casual employee or has no pending job order.
How to avail of the service?
Step Process/Activity Duration of Activity Person/s In Charge
1 Submit duly accomplished application form with other supporting documents inspect 5 working days upon securing application form Aida E Valones
2 Checking of submitted documents 1 day Aida E Valones
3 Approval of the application 1 day Ana Marie A. Rosas/ Provincial Governor
4 Certification of family classification 30 mins. Jerome G. Castillo
5 Preparation of Payroll 30 mins. Lutherine E. Bidayan
6 Certification of the existence of appropriation 30 mins. Serafin A. Valiente
7 Certification of allotment obligated for the purpose and completeness of supporting documents 3 days Felix B. Lechuga
8 Certification of the availability of the funds 1 day Juanito Y. Abengana
9 Approval of payment 30 mins. Provincial Governor
10 Preparation of Cash Advance (Cash Section) 3 days Roscoe C. Hernandez
11 Releasing of the Educational Assistance 30 mins. Roscoe C. Hernandez
 

FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
I. CROPS SECTION
A. Provision of technical assistance Farmers Provincewide, Students, Tourist/ Visitors 1. Sign in client’s logbook

2. Interview clients and refer to technical personnel concerned

3. Provide recommendation/services needed

a. Crop production b. Pest management c. Soil and water management d. Farm mechanization e. Food Processing f. Women, youth POs g. Organic Agriculture h. Marketing and postharvest

Officer of the day

Officer of the day

 

 

 

Teresita A. Vinalay Cesar Doroteo V. Hostallero

Peregrin L. Horlina Joel Florencio C. Cabugao Andresita S. Austudillo Linda A. Cariaso Peregrin L. Horlina Rolando B. Cabugao

1 min.

 

5 min.

 

 

 

1 day 1 day 1 day 1 day 4 hours 4 hours 4 hours 1 day

B. Regulatory service
1.Issuance of Phytosanitary Permits

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Pest control services

Farmers, Provincewide, Students, Tourist/ Visitors 1.Query with the client/s of his/her business for referral

2. Request details of the permit to be secured for preparation. Client/s Instructed to pay its corresponding fee at the PTO

3. Issue official receipt after payment

 

4. Release of the certificate of domestic movement for plant and plant products upon presentation of official receipt

Officer of the day

 

Cesar Doroteo V. Hostallero Peregrin L. Horlina

 

 

 

PTO Cash Section -Mr. Edwin Odesa

 

Ma. Lalaine M. Cobico Peregrin L. Horlina

15 min.

 

30 min.

 

 

15 min.

 

30 min.

Information sheet re: pertinent info of the shipper

 

 

 

 

official Receipt

Farmers and other clients Provincewide 1. Conduct interview with clients as to the details of the issue raised

2. Actual inspection of the area

 

3.Provide recommendations on preventive and control measures

Cesar Doroteo V. Hostallero Peregrin L. Horlina

Cesar Doroteo V. Hostallero Peregrin L. Horlina

Cesar Doroteo V. Hostallero Peregrin L. Horlina

30 min.

 

 

2 hrs.

 

15 min.

C. Plant and fruit tree nursery services

1. Vegetable seeds/seedlings & fruit tree seedlings

 

 

Farmers and other clients

 

 

1.Sign in clients logbook

2.Refer to technical staff concerned

3. Nursery manager attends to client

4. Pay corresponding cost of seedlings at the PTO

 

5. Release of orders upon presentation of receipt.

 

 

Leonida C. Mata

 

 

 

PTO Cash Section -Mr. Edwin Odesa

 

Leonida C. Mata Magdalena R. Calvez

 

 

1 min.

1 min.

 

15 min.

 

15 min.

 

15 min.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Official Receipt

D.Farm machinery services

 

1. Farm tractor

 

2. 6-1 multi-function machine (Shredder,chopper, grinder, hammer mill, forge mixer, decorticator)

Farmers

 

1.Interview with the farmer client as to the details of the farm (Location, site, area, slope)

 

2.Ocular inspection of proposed project site/ location

 

3. Actual servicing

Joel Florencio C. Cabugao

 

Joel Florencio C. Cabugao

 

 

 

Diosdado Balasbas

15 min

 

 

30 mn.

 

 

 

Depends upon the area

E. Livelihood assistance and Agri-business services Farmers, POs Province wide 1.Interview of proposed proponent

 

2. Ocular inspection of proposed project site/ location

 

3. Drafting of project proposal and MOA

 

4. Facilitate the processing and approval of project proposal & MOA

5. Release of livelihood funds to proponent

Rolando Cabugao, Linda A. Cariaso

 

Rolando Cabugao Linda A. Cariaso

 

Rolando Cabugao

 

Rolando Cabugao Cesar V. Hostallero Provincial Governor

PTO/ other funding agency

30 min.

 

1 hour

 

 

16 hours

 

16 hours

 

15 min.

1.Letterrequest for Livelihood assistance

2. Project proposal

3. If association, constitution and by laws

4. Certificate of registration from either DTI, DOLE, CDA,SEC,As maybe required if applicable

II FISHERY SECTION
A. Provision of Technical Assistance Fishermen and other clients Province wide 1.Sign in client’s logbook

2.Interview clients and refer to technical personnel clients

a) Fishery regulatory b) Fishing technology c) Aquaculture d) Post harvest

3.Provide recommendation/services needed

Officer of the day

Officer of the day

 

Rolando A. Ruiz Nestor G. Doplito Nestor G. Doplito Joseph A. Taguba

1 min.

 

5min.

 

 

 

 

 

1- 8 hours

B. Regulatory Services
1.Issuances of auxiliary invoice

 

Fishermen 1. Query with the clients regarding details of request Officer of the day 15 min..
2. Issuance of fishing permits Fish Buyers

 

2. Referral of requested AI to the Municipal Agriculturist where fishery products came from. Rolando Ruiz 4 hrs. Referral slip Auxiliary invoice & Fishing Permits are issued by Municipalities concerned
C. Quarantine Services
1.Inspection of incoming boats from the mainland Shippers 1. Query with clients regarding the schedule of boarding by incoming boats Officer of the day 10 min.
2. Coordination of boarding and inspection of ship with different quarantine officers Quarantine Team -Mr. Peregrin Horlina 15 min.
3. Actual inspection of products on board the Ship Quarantine Team -Mr. Peregrin Horlina 1-2 hrs.
D. Tilapia Fingerling Dispersal  

 

1. Fingerling Dispersal Fish Producers 1.Query with client regarding request

 

Officer of the day

 

10 min.
2. Referral of request to concerned person

 

Mr. Nestor G. Doplito 5-15 min.
3. Inspection of fish ponds where fingerlings will be stocked Fishery Team -Mr. Nestor Doplito 1-4 hrs. Depending on the distance of fishpond site
4. Gathering of fingerlings Fishery Team -Mr. Nestor Doplito

 

1-2 hrs.
5. Stocking Fishery Team -Mr. Nestor Doplito 1-4 hrs.
OUTPATIENT MEDICAL CONSULTATION                  
FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
Availment of out- patient medical services at the Provincial Health Office All residents, both temporary and permanent of the province of Batanes 1.1 For consultation and medical certificate patient registered and general data and vital signs taken, medical history taken OPD Nurse/ Nursing Attendant (Michelle M. Cariaso/ Rizalyn D. Avanceña/ Lydia Figuro) 5-10 mins. Mother and Child Book for pregnant clients and children less than 5 years old
1.2 Patient interviewed, examined and managed by physician Physician (Dr. Roel Nicolas) 10-20 mins.
1.3 For PHIC enlistment individual health profile filled-up and other pertinent physical examination findings obtained OPD Nurse (Rizalyn D. Avanceña) 5-10 mins. PHIC ID
1.4. Patient seen by OPD nurse OPD Nurse (Rizalyn D. Avanceña/ Michelle Cariaso/
a. Payment of fees 5 mins.
b. Issuance of medicines 3-5 mins
c. Final instructions 5 mins.
1.5. Encoding and printing of medical certificates OPD Nurse ( Rizalyn D. Avanceña/ Michelle Cariaso) 3-5 mins.
DENTAL SERVICE                      
Availment of Dental Services at the Provincial Health Office All residents, both temporary and permanent of the province of Batanes 1. Interview patient on general data, vital signs taken. Dental Aide (Agnes Horlina/ Roland Viegan) 5 min. None
2. Performs mouth examination and evaluate patient’s condition Dentist Dr. Kenneth Castaño/ Dr. Joanna Odesa) 5 min.
3. Records dental condition on individual chart Dental Aide (Agnes Horlina/ Roland Viegan) 1 min.
4. Actual treatment is performed Dentist (Dr. Kenneth Castaño/ Dr. Joanna Odesa) 30 min.
5. Prescribes medicines, post- treatment advice and health education Dentist (Dr. Kenneth Castaño/ Dr. Joanna Odesa) 5 min.
6. Prepares billing form (Agnes Horlina) 1 min.
7. Receives billing form and determines amount to be paid- Receives payment OPD Nurse (Rizalyn Avanceña) 2 min.
8. Dispense prescribed medicines Interim – Pharmacist (Rizalyn Faith D. Avanceña) 2 min.
    KAPANIDUNGAN SA KALUSUGAN (KSK)    
Administration/processing of reimbursement of outpatient & inpatient claims KsK members who got sick and paid out for services and medicines needed 1. Administrative aide accepts documents and prepare reimbursement voucher to program coordinator Admin. Aide (Karina Escalona) 1 min. Official receipts, prescription, certificate of confinement if needed
2. Coordinator evaluates documents. if less than P1,000.00, gives documents to petty cash holder. Prog. Coordinator (Marilou Evangeline Castro) 3 mins. Petty cash voucher
3. If more than P1,000.00, Documents are given to program accountant for cheque preparation and routed to signatories. Prog. Accountant (Marites Lechuga) 1-2 days Disbursement voucher
4. Admin. Aide releases cheque to claimant after proper presentation of identification card. Admin Asst. (Carla Batallones) 1 min. Properly signed disbursement voucher, ID of claimant
5. Updating of benefit records of claimants on database Admin. Aide (Karina Escalona) 1 min. Signed claim vouchers
6. Documents filing Admin Aide (Rivan Dacles) 1 min.
Membership processing of walk- in clients General Population 1. Applicant fills out membership form Applicant 5 mins Membership form
2. Interview and discussion of terms of reference Prog. Coordinator (Marilou Evangeline Castro) 10 mins. Term of reference documents
3. Review of filled-out membership form Prog. Coordinator (Marilou Evangeline Castro) 2 mins.
4. Payment of necessary fees Applicant 1 min.
5. Issuance of acknowledgement receipts and passbook Admin. Aide (Karina Escalona) 15 mins. Acknowledgment Receipts,and Passbook
6. Encoding/ entry of member’s records in database Admin. Aide (Karina Escalona) 5 mins. Membership data
LABORATORY SERVICE                  
FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
Request for laboratory procedures Patient 1. Proceed to out-patient department. After consultation. Ask for laboratory request form. Physician/ Nurse ( Dr. Roel Nicolas/ Michelle M. Cariaso) 10 mins.
2. Submit the laboratory request form to the laboratory Patients 2 mins
3. Receive and review the laboratory request form Laboratory Aide (Merilyn Valiente/ Amy Ponce) 3-5 mins Laboratory request form
4. Instruct the patient on required procedures Laboratory Aide Medical Technologist (Merilyn Valiente/ Amy Ponce/ (Medical Technologist I) 5 mins.
5. Prepare needed laboratory equipment Laboratory Aide/ (Merilyn Valiente/ Amy Ponce)
6. Perform laboratory test Laboratory Aide/ Medical Technologist (Merilyn Valiente/ Amy Ponce (Medical Technologist I)
a. CBC Specimen blood
– Prick finger tip 5 mins.
– Pipette blood 5 mins.
– Smearing & staining 5 mins.
– Reading 5 mins.
b. Urinalysis   Urine
– Centrifuge 10 mins.
– Dip strip in urine 3 mins.
– Reading 5 mins
c. Fecalysis   Stool
– Smearing 2mins
– Reading 10 mins.
d. Sputum   Sputum
– Smearing 45 mins.
– Staining 30 mins.
– Reading 45 mins.
e. FBS
– Prick finger tip 2 mins.
– Apply blood 1 min.
– Reading 2 mins.
f. Pregnancy Test   Urine
– Pipette urine 5-6 mins.
– Drop urine test strip
g. Blood typing   Blood
– Prick finger tip 2 mins.
– Drop reagent on specimen 2 mins.
– Mixing
– Reading 1 min.
7. Recording of result Medical Technologist 3-5 mins
(Medical Technologist I)
8. Prepare billing form Laboratory Aide/ 1-2 mins.
Medical Technologist
(Merilyn Valiente/
Amy Ponce
(Medical Technologist I)
9. Release results, inform the patients to submit the result to OPD and pay laboratory fees 5 mins.
10. Proceed to OPD for interpretation of laboratory results Physician (Dr. Roel Nicolas) 10 mins.
11. Drug test
a. Prepare billing form Laboratory Aide 1-2 mins.
(Merilyn Valiente/
Amy Ponce)
b. Pay drug test fee Client 5 mins. Billing form
c. Fill-up drug test form Client 5 mins. Drug test form
d. Collection of urine Client with collector/ Merilyn N. Valiente 2-5 mins. Urine
e. Testing & reading of results Laboratory Aide 5-10 mins.
(Merilyn Valiente/
Amy Ponce)
f. IDTOMIS Medical Technologist 10-15 mins Drug test done
(Medical Technologist I)
g. Release of drug test result Laboratory Aide (Merilyn Valiente/ Amy Ponce 2 mins. Drug test result
h. Proceed to OPD for preparation Physician/OPD Nurse (Dr. Roel Nicolas/ Michelle M. Cariaso) 15 mins.
of medical certificate
 
  PHARMACY
Filling of Prescription 1.Patients w/ correct prescriptions 1. Receive and fill prescription Interim – Pharmasist (Rizalyn Faith D. Avanceña 2 mins. Properly written prescription per generic act.
2. Health education on correct dosage and frequency 2 mins.
ITBAYAT DISTRICT HOSPITAL
FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSONS TIME REQUIRMENTS
1. Out-Patient Services (OPD) All person who feels the need to visit Hospital for Physical examination/ evaluation 1. Gathers Data of patient including vital signs & enter them to the clinical record. Leighlany M. Capito Marietta R. De Guzman Lyra C. Gulaga Janet E. Bata 5-10 min. 1. Mother & child book for pregnant patients
2. Physician calls and interviews, examines, manages, evaluates patient. Dr. Allan M. Sande 16-30min. 2. Children 6 yrs. & below must be escorted with parent/ guardian.
3. If patient is not admitted, he/she is issued with medicines prescription Dr. Allan M. Sande 3 – 5 min.
4.If patient came for medical certificate, give chart to the clerk. Levera G. Alcantara Ma. Estrella B. Bata Nelia G. Cabal Reynaldo Valiente Sheila V. Manzano Lorena G. Ballada Mary Ann V. Hammond
5. Prepares medical certificate and brings it to physician for signature before sealing it. Mrs. Zoe G. Lozano
6. Claims medical certificate & pays (p55.00) to Administrative Assistant V. Patient
7. Prepares receipts of Medical Certificate upon payment and gives it to payee. Mrs. Leona N. Gato
8. Claims medicines at the Drug Room, if any. Mrs. Aurora G. Gonzales
9. Drops donation at the donation box, if any. Patient
10. If patient is admitted, he/she is endorsed toward for proper admitting procedures. Marietta R. De Guzman Levera G. Alcantara Nelia G. Cabal Lorena G. Ballada Reynaldo Valiente
2. In-Patient Service General population 1. Receive endorsement, if patient came from OPD. Lyra V. Gulaga 5-10 min. Guardian or relative must be present to answer question if patient unable to do so.

 

  2. For walk-in patients collects information of patient takes & records vital signs & refers Patient to physician. Mary Ann V. Hammond Lorena G. Ballada Nelia G. Cabal 20-25 min.
   

3.Preparation of bed for newly admitted patient.

 

Levera G. Alcantara

 

15 – 20 min.

  4. Carriers out doctors order with procedure carried on. Leighlany M. Capito 20 – 30 min.
  5. Observes and evaluates symptoms of admitted patients. Dr. Allan M. Sande 10-15 min.
 
3. Dental Services General population 1. Takes down patient’s data Dr. Lilibeth B. Bata 5-10 min.
  2. Performs oral examination and evaluates patient. Dr. Lilibeth B. Bata 2 min.
  3. Records dental condition on individual chart. Dr. Lilibeth B. Bata 2 min.
  4. Actual treatment done Dr. Lilibeth B. Bata 30 – 40 min.
  5. Prescribes medicines, post treatment and gives health education to patient. Dra. Lilibeth B. Bata 20 – 30 min.
  6. Dispenses prescribed medicines. Mrs. Aurora G. Gonzales 5 – 15 min.
4. Philhealth Services Philhealth Members 1. Issues Philhealth forms to patient or relative. Marietta R. De Guzman Janet E. Bata Mary Ann V. Hammond Sheila V. Manzano 1 – 3 min. Members should provide with them necessary documents like: MDR (Member Data Record), Birth/ Marriage certificate & Philhealth cards
  2. Assists the patient or the relative in filling their forms. Janet E. Bata Nelia G. Cabal 1 – 3 min.
  3. Inform the patient or relative about requirements needed to support Philhealth benefits Mrs. Cecilia G. Antas 1 – 2 min.
 
FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSONS TIME REQUIREMENTS
1. Provision of Financial/Medical Assistance – Aid to individuals in Crisis Situation (AICS) Disadvantaged Families/ Individuals A. If walk in client
1. Inquiry/Application Officer of the day 10 min. Letter request, Referral
2. Filling out the general intake sheet, interview and assessment. Denalyn C. Vergara 45 min. General Intake Sheet
3. Preparation of Social Case Study report. (finalization is dependent on the compliance to doc. Requirements, e.g clinical abstract etc.) Denalyn Vergara/ Henry C. Come 6 hrs. Clinical abstract, medical certification
 
  4. Upon approval, preparation of attachments/supporting documents and forward the same to PBO for processing. Maricel C. Caguioa 15 min. OR, DV,AR
  5. Upon notice by PTO, inform client and claiming slip Denalyn Vergara 3 min. Claiming slip, Acknowledgement receipt
  6. As necessary, conduct home visits & provide follow up services. Henry C. Come/ Denalyn Vergara 30 min. Process recording
    B. If referral
  1. Referring party submits referral. Officer of the day 15 min. Logbook
  2. Review documents as to its completeness Denalyn Vergara 5 min. SCSR with its supporting documents.
  3. Assessment and preparation of Certificate of Eligibility Henry C. Come/ Maricel C. Caguioa 5 min. Certificate of Eligibility
  4. Upon approval follow steps 4,5 and 6. 30 min
II. Analysis of data upon receipt LGU/SWDP stakeholder 1. Review submitted data bank and family classification as to completeness Rebecca A. Carpiso  4 days
  2.Consolidates & validate data Rebecca A. Carpiso 3 days
  3. Prepare comparative analysis Rebecca A. Carpiso 1 day
  4.Submit final report Rebecca A. Carpiso 1 hour
* facilitate data to requesting agency NGO’s, NGA, PGB departments 1. Fills out request form Officer of the day 10 min. Properly filled out request form
  2. Refer request to the head for approval Rebecca A. Carpiso/ Jerome G. Castillo 15 min.
  3. Research data Rebecca A. Carpiso 15 mins.
  4. Release approved data Rebecca A. Carpiso 5 min.
 
III. Livelihood assistance Program thru self Employment Assistance Kaunlaran (SEA-K) Marginalized Families/Individual 1. Inquiry/ application Officer of the day/ Catherine G. Espinosa 30 min. Project proposal clients profiler
2. Orientation/ overview of the features and scheme of the program Jerome G. Castillo/ Catherine G. Espinosa 1 hr.
  3. Preparation of project proposal and feasibility study Catherine G. Espinosa/ Beneficiaries 5 hrs. & 40 min. SEA-K forms 1&2 For groups (family Enterprise)
  4. Preparation of liquidation papers for fund release Catherine G. Espinosa 4 hrs. OR,DV,AR
  5. Upon notice from the PTO, inform client and issue release slip Catherine G. Espinosa 30 min. Release slip
  6. Livelihood project monitoring Catherine G. Espinosa 8 hr. Progress/monitoring report
IV. Court related/special cases

A. ADOPTION

 

Prospective Adoptive Parents and the child

A.1 Regular (non-Elative) Adoption 1. Inquiry and application Henry C. Come 30 min. Application form
2. Pre adoption services (processes and document requirements) Henry C. Come 2 hours Process recording
A.1.1 Filing of petition for DSWD certification declaring a child legally available for Adaption 3. Documentation thru Homevisits, Personal and Collateral Interviews Henry C. Come 3 hours Process recording
4. Preparation of Child Study Report. Henry C. Come 3 weeks Process recording/ documentary and requirements
5. Filing of petition for the DSWD cert. to declare a child legally available for adoption (note: processing by DSWD is 22 days). Jerome G. Castillo 4 hours Filled out and duly notarized petition with the supporting docs. E.g deed of Voluntary Commitme(DVC)etc.
  6. Upon issuance of the certification preparation of the Home Study Report for the issuance of consent by DSWD.

 

Henry C. Come 3 weeks Process recording and documentary requirements
  7. Endorsed/transmits approved home and Child Study Reports to the court Maricel C. Caguioa 15 mins.

 

Upon notice by court

Endorsement letter
  8.Attenddance to court hearing Henry C. Come Case folder
 
A.2 Relative Adoption Prospective adoptive parents and the child 1. Upon receipt of the court order, follow step 2 & 3 Henry C. Come Petition w/ supp. docs
  2. Preparation of Child and Home Study Reports Henry C. Come 3 weeks Doc. requirements. based on the checklist, RA 8552
  3. Follow step 7 & 8 Henry C. Come Case folder
B. Child in conflict with the Law (CICL) Services

B.1 Children below 15 years old and 15 years and above without discernment

CICL

 

 

1.Intake interview and initial assessment

 

2. Preparation of Social Case Study Report

 

3. Formulation of Intervention Program

Henry C. Come

 

 

Jerome G. Castillo/ Henry C. Come8

1 hr.

 

 

8 hrs.

General intake sheet, Birth Certificate & Incident report

 

SCSR

 

 

Jerome G. Castillo/ Henry C. Come The client, parents, representative from the LCPC. 2 hrs. Case folder
4. Implementation, monitoring and evaluation Jerome G. Castillo/ Henry C. Come/LCPC/ client and family 3 mos. Once a week in the duration of the Intervention Program Case folder
  5. Preparation of termination report and disposition Jerome G. Castillo/ Henry C. Come /LCPC/ client and family 4 hours Case folder
 
B.2 children above 15 years old but below 18 with discernment CICL 1. Intake interview and initial Henry C. Come 1hr. General Intake sheet, Birth cert. and Incident report
2. Preparation of Social Case Study Report

 

Henry C. Come 8 hrs. SCSR
3. Transmittal of SCSR with the supporting docs. to the referring party Maricel C. Caguioa 15 min. Transmittal of docs.
  4. By subpoena or court order, attend court hearing Jerome G. Castillo/ Henry C. Come 4 hrs. Case folder of client
  5. Preparation of diversion program Jerome G. Castillo/ Henry C. Come/LCPC/ client and family 6 month Case folder
  6. Implementation of the diversion program Jerome G. Castillo/ Henry C. Come 1 hr. Case folder
  7. Preparation of progress report Henry C. Come Case folder
  8. Forward case study report to court including finding & recommendation Henry C. Come/ Maricel Caguioa 15 min.. Case folder
  9. Attend court hearing Henry C. Conme 8 hours Case folder
  10. After services/ follow services (home visits/ counselling services) Jerome G. Castillo/ Henry C. Come 4 hours Case folder
FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSONS TIME REQUIREMENTS
C. Provision of services to probationers Probationers/

parolee

1. Home visit with the client families/ collateral contact in the community

2. Regular personal reporting of client

3. Formulate report of clients compliance with the provisional compliance agreements/provisional provision.

4. Forward report to regional parole and probation administration

5. If there is violation of agreement responsible in bringing/ reporting client to court.

Jerome G. Castillo

 

Jerome G. Castillo

Jerome G. Castillo

 

 

Jerome G. Castillo

 

Jerome G. Castillo

 

 

1 hour

 

1 hour

 

1 hour

 

 

 

30 min.

 

4 hours

Case folder

 

Case folder

 

Case folder

 

 

Case folder

 

Case folder

D. Domestic Violence Cases Victims of Domestic Violence

 

 

 

 

 

 

 

 

 

1. Intake interview and assessment

 

2.Provision of psychological support and disposition, e.g counselling, family conferencing, protective custody and other after care services

3.As appropriate orientation on the provisions of R.A 9262 including options of the client to the protection order (BPO, TPO, PPO)

 

4.Follow-up after care services

 

Henry C. Come

 

Jerome G. Castillo/ Henry C. Come

 

 

Jerome G. Castillo/ Henry C. Come

 

 

 

Jerome G. Castillo/ Henry C. Come

2 Hours

 

 

1 hour

 

 

 

1 hour

 

 

 

 

2 hours

Intake Sheet, indicent report

 

Case folder

 

 

Case folder

 

 

 

 

Case folder

 

 

V. Solicitation Permit NGO associations/Groups/Individuals 1. Receives and review request letter Officer of the day 10 min. Request letter
  2. Filling out of application form and orientation on the checklist of requirement Jerome G. Castillo/ Henry C. Come 30 min. Application forms, fees, picture
 
  3. Upon compliance, review of documents as to completeness Jerome G. Castillo/ Henry C. Come 30 min. All doc. Requirements
 
  4. Prepares transmittal of the documents to DSWD Regional Office for approval Maricel C. Caguioa 10 min. All doc. Requirements
 
  5. Upon receipt of the approved solicitation permit, transmit to client Maricel C. Caguioa 10 min. All doc. Requirements
VI. Clearance for Minors Travelling Abroad (MTA) Parents/Child Travelling Abroad 1. Inquiry , orientation and filling of application Henry C. Come 30 min. Application form
2. Upon compliance to doc. requirements prepares assessment report

 

Henry C. Come 4 hrs. Filled out application form, supp. Docs and fee
  3. Endorsement to DSWD Regional Office for processing and approval Jerome G. Castillo/ Henry C. Come 15 min. All doc.requirments
  4.Upon receipt of the approved clearance, transmit the same to the applicant Henry C. Come/ Maricel C. Caguioa 15 min. Personal appearance of client
 
VII. Assessment Accreditation of Day Care Workers and Centers Community/Center Based Day Care Centers & Day Care Workers 1. Conduct orientation Rebecca A. Carpiso 2 hrs. Accreditation tools / forms process recording
2. Provision of technical Assistance (actual visit) Jerome G. Castillo/ Rebecca A. Carpiso 6 hrs./ Day Care Center
  3. Report on findings and endorsement to DSWD F.O for consideration Jerome G. Castillo / Rebecca A. Carpiso 4 hrs.
  4. Upon receipt of the accreditation , transmit to respective DCCs and DCWs Rebecca A. Carpiso 15 min.
 
  NGO’s 1. Inquiry, application and orientation Jerome G. Castillo 4 hrs.
  2. On site assessment and collateral interviews Jerome G. Castillo 2 hrs. Application form
 
  3.Endorsement of documents DSWD F. O 2 for consideration. Jerome G. Castillo/ Maricel C. Caguioa 30 min.
 
  4. Receives approved documents & endorse to NGO Jerome G. Castillo/ Maricel C. Caguioa 15 min. Doc. Requirements
 
VIII. Food Assistance Program Disadvantages Group, Families & Individuals A. Food for Work
a. Review and assessment of project proposal Jerome G. Castillo/ Henry C. Come 30 min. Project proposal
b. Endorsement to PGO for consideration Jerome G. Castillo/ Ermelinda E. Abengana 15 min. Endorsement letter
  c. Preparation of RIS with distribution sheet Ermelinda E. Abengana 30 min.
  d. Upon approval, released of food commodities Ermelinda E. Abengana 15 min.
  e. Retrieval of RIS/distribution sheet for posting Ermelinda E. Abengana 3 days. Approved RIS and distribution sheet
 
  B. Food subsidy for Indigent Families.
  a. Review of SCSR per client Jerome G. Castillo/ Henry C. Come 30 min.
  b. Preparation of Certificate of Eligibility. Henry C. Come/ Maricel C. Cagiuoa 15 min. SCSR
  c. Preparation of RIS and distribution sheets. Ermelinda E. Abengana 15min.
  d. Upon approval, released of food commodities for food subsidy per approved RIS w/ distribution sheet. Ermelinda E. Abengana, Reynaldo C. Ibay 30 min. Certificate of eligibility
  e. Retrieval of RIS w/ distribution sheet for posting. Ermelinda E. Abengana 30 min. RIS and distribution sheet
 
  C. Supplemental Feeding
  a. Profiling and assessment of clients. Rebecca A. Carpiso 1 week Master list of proposed beneficiaries
  b. Preparation of Project Proposal Rebecca A. Carpiso 2 hrs. Project Proposal
  c. Procurement of goods. Rebecca A. Carpiso/ Ermelinda E. Abengana 2 weeks OBR, DV, Inspection report
 
  d. Implementation and monitoring. Rebecca A. Carpiso 6 months OPT, implementation and Monitoring Report
IX. Monitoring and Technical Assistance to MSWDO’s and Community Welfare Structure MLGUs/MSWDO 1. Filing of request and purpose Senior/Technical staff 30 min Request letter
2. Home visits/visits to community welfare structures/organizations with MSWDO’s. Senior/Technical staff 4hrs per CWS Individual record/folder of CWS
3. Feed backing/Documentation Senior/Technical staff 1 hour Process recording
X. Medicare para sa masa / Philhealth Program Indigents & other needy families 1. Orientation on the program Jerome G. Castillo/ Rosally A. Adami 2 hours Attendance of proposed beneficiaries
2. Assessment & validation of beneficiaries Rosally A. Adami 3 days List of prop. Beneficiaries
3. Preparation & compliance to documentary requirements Rosally A. Adami 2 weeks Individual Family Data Form, Philhealth application form
  4. Consolidation of Beneficiaries Rosally A. Adami
  5. Endorsement of documents to Philhealth Rosally A. Adami 30 min. Transmittal with the above docs.
 
  6. Distribution of ID cards Rosally A. Adami 1 hr/brgy Personal presence of beneficiaries
XI. Social Pension Program Indigent Senior Citizen/aged/ sick/frail 1. Orientation on the program. Jerome G. Castillo/ Rosally Adami 2 hours Attendance of proposed beneficiaries
  2. Assessment and Validation of beneficiaries Rosally Adami 3 days List of prop. Beneficiaries
  3. Preparation and compliance to doc. requirements Rosally Adami 2 weeks
  4. Endorsement of documents to DSWD FO 2 Rosally Adami 30 min. GIS, Appl. Form, OSCA ID, proof of birth
  5. Distribution of stipend to beneficiaries Rosally Adami 2 hrs./brgy Transmittal with the above docs. Personal presence of beneficiaries OSCA ID
 
XII. Educational Assistance Program Needy Elementary & High School Student 1. Orientation on the program Jerome G. Castillo/ Rosally A. Adami 1 hour
2. Assessment and validation of beneficiaries Rosally A. Adami 2 weeks
  3. Preparation and compliance to doc. Requirements Rosally A. Adami 3 days
  4. Distribution of educational materials Rosally A. Adami Ermelinda E Abengana 1 week
XIII. Disaster Program Families heavily affected by disaster 1. Collation/consolidation of reports Catherine G. Espinosa / Maricel C. Caguioa 8 hrs. Reports from MSWDO’s
2. Assessment and validation Jerome G. Castillo Henry C. Come Rebecca A. Carpiso Catherine G. Espinosa Maricel C. Caguioa 16 hrs. Case Study/ Assessment Reports
3. Formulation of intervention plan Jerome G. Castillo Henry C. Come Rebecca A. Carpiso Catherine G. Espinosa Maricel C. Caguioa 8 hrs. Final consolidated report
4. Procurement of goods Jerome G. Castillo Ermelinda E. Abengana Rebecca A. Carpiso Maricel C. Caguioa 8 hrs.
5.Disaster relief distribution Jerome G. Castillo Ermelinda E. Abengana Reynaldo C. Ybay Leila P. Guttierez  

32 hrs.

6. Provide follow-up/ after care services Jerome G. Castillo Henry C. Come 2 hrs. / session List of clients
FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
1. Animal treatment and consultation. All animal raisers 1. Accomplish or fill-out required form. Dr. Alberto Tabile/ 09088142369 Dr. Aurea V. Perez/ 09399169906 10 min. Verbal Request
  2. Assessment of fees. Veterinarians 30 min.- 1 hour
 
 
2. Deworming, Vitamin Supplementation, Vaccination, Castration, Surgical Operation All livestock, poultry and pet owners 1. Accomplish or fill-out required form. Dr. Alberto Tabile Mr. Diosdado Hernandez/ 0949-3723-503 Mr. Romeo Binalon/ 0908-6335-269 10 min. Verbal Request
  2. Veterinarian/ Livestock technicians attend to or provide requested services. Mr. Roldan Cabizon/ 0998-9830-598 Mr. Alfredo Barsana Jr./ 0920-7961-318 Mr. Ricardo Alcantara/ 0949-4479-28 1 – 3 working days
3. Artificial Insemination on Swine Swine Breeders 1. Call or text AI Hotline 0998-9830-598 or accomplish form. Mr. Roldan Cabizon 10 min. Verbal Request
  2. Al Technician attends request of client. Mr. Roldan Cabizon Mr. Bonifacio Galano/ Mr. Alfredo Barsana 10-30 min.
  3. Pay p500 service fee. Clients who are financially constrained are given 1 month grace period. Mr. Edwin Odesa/ Cashier 5-10 min. Official receipt from PTO showing payment of fees for services rendered
  4. Present your official receipt Mrs. Marlene Alcoy 5-10 min
  5. If failed to conceive, observe for recurrence of heat after 18-24 days and report immediately to the person in-charge for the second insemination. Mr. Roldan Cabizon Mr. Bonifacio Galano Mr. Alfredo Barsana Jr. 10-20 min.
4. Artificial Insemination in Cattle/ Carabao Large Animal Raisers 1. Accomplish or fill-out required form. Mr. Bonifacio Galano Mr. Romeo Binalon Mr. Alfredo Barsana, Jr. 10 min. 1. Verbal request 2

2. Heifer (1.5-2 yrs. old at least 250 kgs. Weight)

3. Cow (Calved once up to 5 times or more)

4. Availability of working chute in the vicinity.

  2. Livestock technician attends request of client. Mr. Bonifacio Galano Mr. Romeo Binalon 30 min. – 2hours
  3. If failed to conceive for the first insemination, observe the animal for possible recurrence of heat after 19-21 days and report immediately to the person -in-charge for the second insemination. Mr. Alfredo Barsana Jr. 30 min. – 2hours
5. Certification for Slaughter of Female Large Animal Meat handlers and/or Private Individuals 1. Conduct inspection and pregnancy diagnosis to animal. Dr. Alberto Tabile Dr. Aurea V. Perez Mr. Romeo Binalon

 

1 – 4 hours 1. Certificate of large animal ownership.
  2. Pay p20.00 secretary’s fee in the PTO present your official receipt to Mrs. Marlene A. Alcoy 2. Physical inspection of the animal (Pregnancy diagnosis)
  3. Secretary’s Fee ₱20.00
6. Dispersal Program Cattle, Carabao and Swine All qualified and Interested farmers preferably belonging to income class C, D & E. 1. Accomplish application form. Mr. Constante E. Vinalay/ 09206472324 10-20 Minutes 1. For Cattle & Carabao dispersal – Recipient must have at least 1,000 m2 improved pasture
  2. Come back for the release of evaluation and confirmation. Mr. Mario C. Tabuso Jr./ 0999-9907-546 10 mins. 2. For swine dispersal recipient must have an equity in the form of land, housing and shall provide the feed and medicine requirement of the animal.
  5 Working days 3. Memorandum of Agreement (MOA)
7. Provision of soft Loan for Swine, Goat and Poultry P*roduction All qualified and interested farmers preferably belonging to income class C, D, & E 1. Accomplish application form. Dr. Aurea Perez 20 mins. 1. Recipient must have an existing project as equity.
2. Come back for the release of evaluation, credit investigation and confirmation. 10 mins. 2. Good standing credit records.
  3. Project Proposal.
  5 working days 4. Memorandum of Agreement (MOA)
 
8. Quarantine Services on Imported Livestock, Poultry Pets and their By-Products 1.Livestock and Poultry Handlers 1. Secure the necessary requirements before importation. Dr.Alberto Tabile Mr. Diosdado Hernandez Mr. Romeo Binalon 30 mins 1. Livestock -Import clearance from the Provincial Veterinary Office, Batanes and Bureau of Animal Industry. -Veterinary Health Certificate/Shipping Permit – Vaccination/Health record

2. Poultry – Shipping Permit

3. Pets – Veterinary Health Certificate – Vaccination Record – Shipping Permit

4. Poultry Meat Products – Meat Inspection – Certificate from NMIC – Shipping Permit

5. Processed Meat Products – Processed Meat inspection certificate from NMIC

6. Poultry Eggs – Shipping Permit from the point of origin.

2. Meat and Egg Handlers 2. Deputized Veterinary Quarantine Officers will inspect incoming cargoes/ Baggage to ascertain compliance to Executive Order No. 14, Series of 2011 as amended

 

15 mins.

 

 
  3. Concern Individuals 3. Prohibited cargoes/baggage interrupted per EO 14 shall be returned to the point of origin or disposed-off by burning or burying.
 

9. Issuance of Shipping Permit for Domestic Animals

 

Animal Owners, Livestock Traders

 

1. Submit required documents for evaluation and verification.

 

Dr. Alberto Tabile Dr. Aurea V. Perez

 

30 mins.

For Large Animals
– Certificate of large animal ownership.

– Shipping permit from the municipality /origin

-Police Clearance certificate from municipality /origin

– Pregnancy Inspection for female large animals

– Police clearance from the Provincial Police Office (Cattle Anti-Rustling Law)

For Domestic Animals (dog, cat, chicken etc.) – Actual inspection/ diagnosis of the animal vaccination /health records if available.

  2. Pay p20.00 Sec. Fees in the PTO Mr. Romeo Binalon 10 mins.

 

  3. Present your official receipt.  10 mins.
 
FRONTLINE SERVICE CLIENTS PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
1. Issuance of certified true copies of tax declaration & other assessment records.       Property owner/ interested parties 1. Present request Client
2. Proceed to Provincial Treasurer’s Office for payment of fees Edwin T. Odesa (PTO)
3. Research on office files and prepare certified copies of tax declaration/ assessment record requested Aurelia Unella Vargas/ Alejandro A. Falces 5 min. Official receipt showing payment of required fees
  4. Certified true copies recorded on log book Stella M. Tabuso 2 min.
  5. Taxpayer receive requested copies
2. Issuance of Certificate of Property land holdings Taxpayer/ any interested parties 1. Present request Taxpayer
2. Proceed to Provincial Treasurer’s Office for payment of fees Mr. Edwin T. Odesa (PTO)
  3. Research on office records and prepared certification Stella M. Tabuso/ Aurelia Unella Vargas/ Alejandro A. Falces (Prov’l. Assessor’s Office staff ) 2-5 min. Official receipt showing payment of required fees
  4. Approval of certification Amado B. Batin 2 min.
  5. Recording of approved certification on Log book Stella M. Tabuso 2 min.
  6. Approved certificate of property holding received by taxpayer
3. Computation of real property transfer tax  Taxpayer 1. Present documents for evaluation /Assessment Taxpayer
2. Assess/ Evaluate presented documents & compute for transfer fee Alejandro A. Falces/ Frederick A. Ydel 3 min. Deed of conveyance, current tax declaration
 
  3. Proceed to PTO for payment Mr. Edwin T. Odesa (PTO)
4. Approval of transfer of ownership, revised assessment and new discovered real properties Municipal Assessors 1. Received & record Field Appraisal & Assessment Sheet Prepared & recommended for approval by the Municipal Assessors with complete requirements attached. Amparo T. Castillejos / Stella M. Tabuso 3 min. Field Appraisal & Assessment Sheet (FAAS), Deed of Conveyance duly registered with the Register of  Deeds, Official Receipt of Payment of Transfer Tax and Tax clearance.
  2. Evaluate/Assess documents received Antonio B. Cantor / Doris C. Ruiz 3-5 min.
  3. If found with discrepancies / incomplete requirements, return FAAS / doc. to Municipal Assessor’s Office
   4. If found complete with requirements, recommend for approval of the Provincial Assessor Doris C. Ruiz / Frederick A. Ydel  

3 min.

  5. Approval of FAAS Amado B. Batin 3 min.
  6. Assign new ARP (Assessment of Real property) Number Stella M. Tabuso 3 min.
  7. Recording of approved FAAS on Record of Assessment & cancellation of previous assessment records Stella M. Tabuso 3-5 min.
  8. Update Tax Map Control Rolls (TMCR), and or reflect changes on Tax Maps as result of subdivisions. Antonio B. Cantor/ Shellane Acebes/ Peter John G. Rada 3-5 min.
  9. Update Property Record Forms and Ownership Record Cards Doris C. Ruiz 3 min.
  10. Segregate files (FAAS & Deed of conveyances) Doris C. Ruiz/ Stella M. Tabuso 2 min.
  11. Record & Return Municipal Files to the Offie of Municipal Assessors Amparo T. Castillejos 2 min.
  12. Document filing on proper file Stella M. Tabuso 1 min.
5. Annotate encumbrances Taxpayers who availed of loans from lending institutions using their real properties as collaterals 1. Present mortgagee contract Mortgagee Mortgagee contract duly Registered With the Register of Deeds & Current tax declaration.
  2. Annotated encumbrances on Tax Declaration both office file and Tax Payer’s file Alejandro A. Falces/Doris C. Ruiz (Prov’l. Assessor’s office person-In-Charge)  3-5 min.
  3. Annotated Tax Dec. and Mortgage e contract for signature of the Provincial Assessor Mr. Amado Batin 2 min.
  4, Client submits duly signed mortgagee contract and Tax Dec. to the Lending institution for the release of their loan Clients
FRONTLINE SERVICES CLIENT/S PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
1. Processing/ issuance of building permit 1.LGU’s without Municipal Engineer

2. NGA operating in the province

3. General public including walk-in clients

1. Secure application for building permit. Mr. Joseph Viola 10 min. 1. Application for building permit duly signed by clients and Engineers/ Architect with dry seal.
  2. Clients fill-out properly the application form Applicant/ Mr. Joseph Viola

 

2-3 days 2. Five sets of blue print copies of the detail plans and specifications, General Construction Specification of the proposed construction duly signed by licensed Engineer/Architect with dry seal
 
 
  3. Submit application for building permit together with the 5 sets of blue print copies of the detail plans and specification of the proposed construction. Applicant/ Mr. Joseph Viola 10 min. 3. Tax declaration or TCT of the lot for proposed construction.
 
  4. Review application for building permit Mr. Joseph Viola 15 mins. 4. Zoning clearance
  5. Review detail plans and specifications of the proposed construction to determine compliance to standards. Engr. Carlos A. Falces 40 hours 5. Official receipt of payment of fees
  6. Payment of required fees at the PTO. Applicant / (Admin Aide VI (PTO)) Mr Edwin Odesa 30 mins 6. Height clearance from ATO.
  7. Approval and issuance of building permit. Engr. Carlos A. Falces / Mr. Joseph Viola 1 hour 7. Bill of materials
 
2. Process /Issuance of certificate of occupancy 1. LGUs without municipal Engineer

2. NGA operating in the province

3. General public including walk-in clients

1. Applicant to request either by verbal request or written request in the office. Applicant/ Mr. Joseph Viola 3 mins. 1. Certificate of completion signed by the project engineer and duly notarized
 
  2. Applicant advice to submit the requirements to support issuance of certificate of occupancy. Applicant/ Mr. Joseph Viola 3 mins. 2. Daily construction log book
  3. Building code official /representative to conduct inspection prior issuance of Certificate of Occupancy. Engr. Carlos A. Falces / Mr. Joseph Viola 2 hours 3. As built plan and specification
  4. Preparation and issuance of Certificate of Occupancy Engr. Carlos A. Falces /Mr. Joseph Viola 30 mins. 4. Certificate of final inspection duly signed by the building official.
3. Provision of Engineering services to the LGU’s without Municipal Engineers 1. LGUs without Municipal Engineer

2. NGA operating in the province

1.Concern office to directly request from this office or through the Provincial Governor either through verbal request, letter or resolution requesting this office for specific Engineering services

 

Engr. Carlos A. Falces Engr. Rudy De Borja Engr. Robert Abas Engr.Mark Ventollero Engr. Stella Duguran Engr.Francis Zureta Archt. Reinerio Alviso 30 days from receipt of request Verbal request or written letter or resolution from concern office/LGU detailing thereafter specific engineering services desired, location and other desired information
a. Site survey

b. Soil investigation

c. Engineering/ Architectural Design plans

d. POW and bill of materials

2. Provincial Gov./ Provincial Engineer to direct Planning Staff to conduct site survey Soil investigation & preparation of detail Engineering & architectural Plans & specifications including POW & bill of materials.
  3. Planning staff to conduct surveys, preparation of detail plans, specifications & POW for review & approval of the Provincial Engineer or LCE of concern LGU
 
 
 
 
4. Equipment rentals 1. LGU’s 2. NGA’s 3. Private individuals 4. Associations 5. NGO’s 6. Contractors, etc. 1.Concern Office/ Individual/Organization and etc.to personally apply for equipment rentals in the office using a proforma application specifying thereat kind of equipment request, duration of use and specific dates and time when equipment is needed and kind of work(IEUR and rental bill) Engr. Rodolfo de Borja/ Grace Cabugao/Magdalena Viola/Applicant 30 mins. 1. Accomplished Individual Equipment Utilization report and Rental bill (IEUR).
 
 
 
 
  2. PEO and staff to compute the dues based on the IEUR and rental bill. The applicant to pay the rental fees to the PTO Engr. Rodolfo de Borja/ Grace Cabugao/ Edwin Odesa(Admin.Aide VI (PTO))/ Applicant 15 mins. 2.Computed dues base on IEUR . Photocopy of O.R as evidence of payment of the rental fee.
 
 
 
  3. The applicant to submit to this office photocopy of O.R. for the payment of rental fees to be attached to the IEUR for approval by the Governor. Engr. Rodolfo de Borja/ Provincial Governor/ Applicant 30 mins. 3. Trip ticket
 
 
 
 
  4. Issuances of trip ticket and IEUR Engr. Carlos Falces Engr. De Borja

Mr. Marlon Consina/ Mr. Norman Cobico/ Mr. Felix Abengana Mr. Crisanto Busangilan Mr. Ireneo Binalon Mr. Ronald Honesta

4. Approved IEUR and Photocopy of O.R
 
 
FRONTLINE SERVICE CLIENT/S PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
1. Collection/ Payment of rental fees for spaces and equipment at Farmers and Fishermen’s Market per Ordinance No. 71 series of 2009 Market vendors 1.Proceed to the Provincial Governor’s Office / Administrator’s Office to provide client with briefing on the service and its requirements

 

2. Proceed to Cash Section of Provincial Treasurer’s Office to pay the required fee

 

3. Proceed to Provincial Governor’s Office and show official receipt.

(Provincial Agriculturist) Cesar Doroteo V. Hostallero

 

 

Noreen Villacruzada/ Edwin Odesa/Cashier/Revenue Collector Clerk

(Provincial Agriculturist) Cesar Doroteo V. Hostallero

5 mins.

 

 

 

3 mins.

 

3 mins.

Application Letter
 

Official receipt showing Payment of required fees

2. Collection of taxes and fees per Ordinance No. 54, series of 2005
2.1 Governor’s permit fees based on Chapter 3 Art. A Sec. 3A.01 Sec 3A.06 of the Provincial Ordinance No. 54 series of 2005 taxpayer 1. Proceed to the Provincial Governor’s Office, secure application forms and other requirements and make clarificatory inquiries Melissa Pama 10 mins. Properly filled application Letter
2. Proceed to Cash Section of Provincial Treasurer’s Office for payment of permit fee Edwin Odesa, Revenue Collector Clerk, (Provincial Treasurer’s Office) 3 mins.
3. Proceed to Provincial Governor’s Office and show official receipt as basis of issuance of Governor’s permit Provincial Governor’s Office Person-In-Charge 3 mins. Governor’s permit and official receipt showing payment of required fees
2.2 Secretary’s fee per Provincial Ordinance No.54. series of 2009, under Chapter 3, Art. B, Sec. 3B-01 to Sec. 3B-03 Gov’t officials & employees

 

1. Proceed to the HRMDO/Administrator’s Office, secure application forms and other requirements and make clarificatory inquiries (HRMDO) Ana Marie A. Rosas/ 10 mins. Properly filled application Letter
General public 2. Proceed to Cash Section of Provincial Treasurer’s Office to pay research and Secretary’s fee Edwin Odesa, Revenue Collector Clerk, (Provincial Treasurer’s Office) 3 mins.
3. Proceed to HRMDO and show official receipt (HRMDO) Roberto Abad/ 5 mins. Certification and official receipt showing payment of required fees
2.3 Fees on land surveying conducted by the Office of the Provincial Environment and Natural Resources per Provincial Ordinance No. 54, series of 2005 under Chapter 3, Art. C, Sec 3C.06 General Public 1. Proceed to Office of the Provincial Environment and Natural Resources, secure application forms and other requirements and make clarificatory inquiries Ceasar Roldan Esdicul/ ENRO/ICO 10 mins. Properly filled application Letter
2. Proceed to Cash Section of Provincial Treasurer’s Office to pay required fees Edwin Odesa/ Revenue Collection Clerk/ Provincial Treasurer’s Office 3 mins.
3. Submit/ show receipt to the Office of the Provincial Environment and Natural Resources Ceasar Roldan Esdicul/ ENRO/ICO 5 mins. Official receipt showing Payment of required fee
2.4 Tax on Transfer of real property ownership per Provincial Ordinance No.54 series of 2005 under Art. B, Sec. 2B.01-2B.07 taxpayer 1.Proceed to the Provincial Assessor’s Office, secure application forms and other requirements and make clarificatory inquiries.

 

(LAOO II )- Frederick Ydel 10 mins. Properly filled application Letter
2. Proceed to Cash Section of Provincial Treasurer’s Office to pay fees

 

Edwin Odesa/ Revenue Collection Clerk/ (Provincial Treasurer’s Office) 5 mins.
3. Proceed to Provincial Assessor’s Office and show official receipt as basis of issuance of certificate on transfer of RPT (LAOOII) – Doriz Ruiz 5 mins. Certification from Assessor’s Office and official receipt showing payment of required fees Application letter
2.5 Franchise Tax base on Art. D of Provincial Ordinance No. 54 series of 2005 taxpayer 1. Proceed to the Provincial Governors Office, secure application forms and other requirements and make clarificatory inquiries Arnold Fadri (Provincial Governors Office Person-in-charge) 5 mins Record book showing as basis of computation (ex. Official receipt) showing payment of required tax)
2. Proceed to Cash Section of Provincial Treasurer’s Office to pay fees/ tax Edwin Odesa/ Revenue Collection Clerk,/ (Provincial Treasurer’s Office) 3 mins.
3. Proceed to Provincial Governor’s Office, submit and show official receipts Melissa Pama (Provincial Governor’s Office Person-In-Charge) 3 mins.
2.6 Tax on sand, gravel and other quarry resources per Art. E Sec. 2E.01 of the Provincial Ordinance No. 54 Series of 2005 General public 1. Proceed to Office of the Provincial Environment and Natural Resources, secure application forms and other requirements and make clarificatory inquiries. Ceasar Roldan Esdicul/(Office of the Provincial Environment and Natural Resources Person-In-Charge) 10 mins. Application Letter
2. Proceed to Provincial Governor’s Office for signature and approval of permit Provincial Governor 3 mins.
3.Proceed to cash section of Provincial Treasurer’s Office for payment of tax Edwin Odesa/ Collection Clerk,/ (Provincial Treasurer’s Office) 3 mins. Permit to quarry as basis of issuance of official receipt
4. Submit to Provincial Environment and Natural Resources accomplished application, documents and official receipt Ceasar Roldan Esdicul/ (Office of the Provincial Environment and Natural Resources Person-In-Charge) 5 mins. Official receipt showing payment of required tax
2.7 Professional tax per Provincial Ordinance No. 54 series of 2005 under Art. F Section 2F.01-Sec. 2F.10 Professionals in private practice of their profession 1. Proceed to the Provincial Governor’s Office/ Administrator’s Office, secure application forms and other requirements and make clarificatory inquiries Melissa Pama 5 mins. 1. Application Letter

2. License I.D.

2. Proceed to Provincial Treasurer’s to present license and pay the required fee. Edwin Odesa/ Revenue Collector/ (Provincial Treasurer’s Office) 4 mins.
3. Proceed to Provincial Governor’s/Administrator’s Office and show official receipt Provincial Governor’s/ (Administrator’s Office Person In-Charge) 4 mins.
3. Disbursement of funds

 

Provincial Government of Batanes Regular, Casual Employees and laborers 1. Prepare voucher for cash advance duly supported by summary statement of approved payrolls and forward to Accounting. Office for processing Accounting clerks/designated as special Disbursing Officers

1. Edgar Caballero 2. Cresencia Viegan 3. Edwin Odesa 4. James Redondo 5. Roscoe Hernandez

5 min/ Cash advance Approved payrolls
3.1 Payment of salaries and wages 2. Prepare checks of approved cash advance and have it signed by the Treasurer, countersign by Governor and forward to Accounting Office for the issuance of Accountant’s Advice of Local Check Disbursement. Administrative Officer II-Designated Special Disbursing Officer

 

Enriquita Loreto

5 min/check Approved voucher for cash advance
3. Withdraw cash in the authorized depository bank and disbursed funds for the payment of salaries and wages Accounting clerks/designated as Disbursing Officers 5 min/check Approved payrolls
3.2 Payment of all approved vouchers for travel, Payment of construction materials, supplies, and other payables of the Provincial Government of Batanes. General Public 1. Issue checks for all approved voucher for the payment of all payables of the Provincial Government of Batanes. Administrative Officer II -Designated Special Disbursing officer

 

– Enriquita Loreto

5 min/check Approved vouchers
3.3 Payment of remittances to other agencies GSIS,HDMF, LBP, BIR, PhilHEALTH, BGESLAI, and other lending institutions 1. Consolidate Statement of Remittances Administrative officer I

James Redondo

4 hrs. /rem Statement of remittances of GSIS, HDMF, PhilHEALTH, LBP,BGESLAI,BIR and other Lending Institutions by office
2. Prepare Summary Statement of Remittances to be attached to the voucher and forward to Accounting office for processing Administrative aide III

-Richelle Mary Amboy

3.Issue check for the payment of Remittances.
4. Pay remittances to the agency concern.
FRONTLINE SERVICE CLIENTS PROCEDURES RESPONSIBLE PERSON TIME REQUIREMENTS
1. Pre-audit and Processing of vouchers for travel   Grantees of cash advances for travel 1.Record incoming documents for travel Teresita N. Omar 20 mins. a.)Proposed Travel obligation request itinerary of travel travel order certification

b)Reimbursements for Travel obligation request itinerary of travel travel order official receipts RER’s certificate of travel completed copy of previously approved itinerary certificate of appearance/ attendance boarding pass e-ticket

2.Review & verify vouchers for travel Donabelle V. Bala 30 mins.
3.Control & post obligation request Junabel S. Mina 15 mins.
  4.Certify the allotment obligated & completeness of supporting documents Felix B. Lechuga 5 mins.
  5.Assign & record control numbers Raul Roy B. Villanueva 5 mins
  6.Close obligation request Antonio V. Verana 4 mins
  7.Post individual index Donabelle V. Bala 5 mins.
  8.Record & deliver the document Raul Roy B. Villanueva 10 mins.
 
2. Pre-Audit and processing of wages   casual employees 1.Record incoming documents Teresita N. Omar 20 mins. a.) Daily time payroll
2.Review & verify payroll Rosanne C. Canceran 25 mins. Daily time record
3.Control & post obligation request Junabel S. Mina 15 mins. Certification
  4.Certify the availability of funds Felix B. Lechuga 5 mins. Accomplishment report
  5.Assign & record control numbers Raul Roy B. Villanueva 5 mins. Obligation request
  6.Close obligation request Antonio V. Verana 4 mins. Daily production report
  7.Post individual Index Teresita N. Omar 5 mins. Job order
  8.Record & deliver the document Raul Roy B. Villanueva 10 mins.
3 Review, verification & control of purchase orders   Suppliers 1.Record all incoming purchase orders Teresita N. Omar 1 min.

 

2.Review of the PO & its supporting documents Julie Ann A. Valenciano-Adalla 30mins. a)Small Value Mode of Procurement
1. PPMP
  2. purchase request
  3. obligation request
  4. letter of proposal/ request for quotation
  5. abstract of bids
  6. BAC resolution
  7. purchase order
  b) REPAIRS
  1. request for pre-repair inspection
  2. job request
  3. BAC resolution
  4. request for quotation
  5.abstract of bids
  6. obligation request
  7. purchase order
  c) competitive bidding
  1. obligation request
  2. purchase order
  3. abstract of bids
  4. BAC resolution
  5. request for quotation
  6. purchase request
  7. invitation to bid
  8. BAC’s preliminary evaluation from (SF-Good 07 &31)
  9. notice of award
  10. notice to proceed
  11. contract of agreement form
  12. certificate of eligibility
  13. PPMP
  d) Negotiated Procurement
  1. PURCHASE REQUEST
  2. OBLIGATION REQUEST
  3. INVITATION TO APPLY FOR ELIGIBILITY AND TO BID (1st & 2nd failure)
  4. BAC PRELIMINARY EVALUATION FORM (SF-GOOD-07 & 31) (1st & 2nd failure)
  5. BAC RESOLUTION (1st & 2nd failure)
  1st FAILURE: Recommend to HOPE to allow the re-bidding of supply & delivery of supplies
  2nd FAILURE: Recommending adoption of negotiated procurement for the supply & delivery of supplies
  6. PRICE QUOTATION FROM AT LEAST THREE(3) INVITED SUPPLIERS
  7. BAC RESOLUTION RECOMMENDING AWARD OF CONTRACT TO LOWEST CALCULATED & RESPONSIVE BID(LCRB)
  8. ABSTRACT OF BIDS
  9. NOTICE OF AWARD
  10. NOTICE TO PROCEED
  11. MINUTES OF OPENING OF BIDS
  12. NOTICE OF PUBLIC BIDDING
  13. INVITATION TO BID POSTED BY PHILGEPS (BID NOTICE ABSTRACT)
  14. AWARD NOTICE ABSTRACT
  15. MINUTES OF PRE-BID CONFERENCE (ABC: 1M & ABOVE)
  16. 5% PERFORMANCE SECURITY
  17. PURCHASE ORDER
  18. PPMP
  3.Control to certify funds availability Junabel S. Mina 15 mins.
  4.Certify Funds Availability Felix B. Lechuga 5 mins.
  5.Record & deliver the document Raul Roy B. Villanueva 10 mins.
4.Pre-Auditing & Processing of Disbursement Vouchers for Purchases         Suppliers 1.Record incoming document & attach list of supporting papers Teresita N. Omar 20 mins.
2.Pre-Audit / Review supporting documents complete Juliet Marie Lee H. Tabuso 30 mins. NEGOTIATED PROCUREMENT: (IN CASE OF 2(TWO) FAILED BIDDINGS)
1. PURCHASE REQUEST
2. OBLIGATION REQUEST
3. INVITATION TO APPLY FOR ELIGIBILITY AND TO BID (1st & 2nd failure)
4. BAC PRELIMINARY EVALUATION FORM (SF-GOOD-07 & 31) (1st & 2nd failure)
  5. BAC RESOLUTION (1st & 2nd failure)
  1st FAILURE: Recommend to HOPE to allow the re-bidding of supply & delivery of supplies…
  2nd FAILURE:Recommending adoption of negotiated procurement for the supply & delivery of supplies..
  6. PRICE QUOTATION FROM AT LEAST THREE(3) INVITED SUPPLIERS
  7. BAC RESOLUTION RECOMMENDING AWARD OF CONTRACT TO LOWEST
  CALCULATED & RESPONSIVE BID(LCRB)
  8. ABSTRACT OF BIDS
  9. NOTICE OF AWARD
  10. NOTICE TO PROCEED
  11. MINUTES OF OPENING OF BIDS
  12. NOTICE OF PUBLIC BIDDING
  13. INVITATION TO BID POSTED BY PHILGEPS (BID NOTICE ABSTRACT)
  14. AWARD NOTICE ABSTRACT
  15. MINUTES OF PRE-BID CONFERENCE (ABC: 1M & ABOVE)
  16. 5% PERFORMANCE SECURITY
  17. PURCHASE ORDER
  18. INSPECTION AND ACCEPTANCE REPORT
  19. SALES/CHARGE INVOICES/OFFICIAL RECEIPTS
  20. ARE/ICS (If applicable)
  21. STATEMENT OF TAX WITHHELD
  SMALL VALUE PROCUREMENT: (P 50,000 & ABOVE)
  1. PURCHASE REQUEST
  2. OBLIGATION REQUEST
  3. REQUEST FOR QUOTATION (RFQ/LOP)
  4. BAC RESOLUTION
  a.BAC RESOLUTION recommending/justifying the use of alternative mode of procurement
  b.BAC RESOLUTION recommending award of contract
  5. ABSTRACT OF BIDS
  6. PURCHASE ORDER
  7. INSPECTION & ACCEPTENCE REPORT
  8. CHARGE/SALES INVOICE
  9. ARE/ICS (if applicable)
  10. STATEMENT OF TAX WITHHELD
  11. PROOF OF POSTING OF INVITATION OR REQUEST FOR SUBMISSION OF PRICE QUOTATION IN PHILGEPS
 
12. PROOF OF POSTING OF NOTICE OF AWARD IN PHILGEPS
SMALL VALUE PROCUREMENT: (P 50,000 & BELOW)
1. PURCHASE REQUEST
2. OBLIGATION REQUEST
3. REQUEST FOR QUOTATION (RFQ/LOP)
4. BAC RESOLUTION
5. ABSTRACT OF BIDS
6. PURCHASE ORDER
7. INSPECTION & ACCEPTENCE REPORT
8. CHARGE/SALES INVOICE
9. ARE/ICS (if applicable)
10. STATEMENT OF TAX WITHHELD
COMPETITIVE BIDDING/PUBLIC BIDDING:
1. PURCHASE REQUEST
2. OBLIGATION REQUEST
3. REQUEST FOR QUOTATION (RFQ/LOP)
4. BAC RESOLUTION
5. ABSTRACT OF BIDS
6. BAC PRELIMINARY EVALUATION FORM (SF-GOOD-07 & 31)
7. INVITATION TO APPLY FOR ELIGIBILITY AND TO BID
8. WARRANTY CERTIFICATE
9. CERTIFICATE OF ELIGIBILITY
10. MINUTES OF OPENING OF BIDS
11. NOTICE OF PUBLIC BIDDING
12. CONTRACT AGREEMENT FORM
13. NOTICE OF AWARD
14. 5% PERFORMANCE SECURITY
15. NOTICE TO PROCEED
16. BID NOTICE ABSTRACT
17. AWARD NOTICE ABSTRACT
18. PURCHASE ORDER
19. INSPECTION AND ACCEPTANCE REPORT
20. SALES/CHARGE INVOICES/OFFICIAL RECEIPTS
21. OFFICIAL RECEIPT (Bid Docs)
21. ARE/ICS (If applicable)
22. STATEMENT OF TAX WITHHELD
APPROVED BUDGET CONTRACT OF P 1.0 M AND ABOVE:
22. MINUTES OF PRE-BID CONFERENCE
APPROVED BUDGET CONTRACT OF P 2.0 M AND ABOVE FOR GOODS:
23. PAGE OF NEWSPAPER WHERE THE INVITATION TO BID WAS ADVERTISED
24. NOTICE OF POST QUALIFICATION
ADDITIONAL REQUIREMENTS FOR PURCHASE OF DRUGS AND MEDICINES:
1. CERT. OF PRODUCT REGISTRATION FROM FOOD & DRUG ADMIN. (FDA)
2. CERT. OF GOOD MANUFACTURING PRACTICE FROM FDA (for manufacturers only)
3. BATCH RELEASE CERT. FROM FDA
4. CERT. FROM MANUFACTURER THAT SUPPLIER IS AN AUTHORIZE DEALER OF THEIR PRODUCTS (IF SUPPLIER IS NOT A MANUFACTURER)
3.Validation of allotment obligation for the purpose indicated on the disbursement voucher Junabel S. Mina 30sec Disbursement Voucher
4.Certify / Approve the document by the Head of Office Felix B. Lechuga 5 mins.
5.Assign & Record control numbers Raul Roy B. Villanueva 5 mins.
6.Close obligation request Antonio V. Verana 4 mins.
7.Post individual Index Teresita N. Omar 5 mins.
8.Record & deliver the document Raul Roy B. Villanueva 10 mins.

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