2017 ACCOMPLISHMENT REPORT...2017 ACCOMPLISHMENT REPORT Submitted in compliance with the COA requirement for the preparation of an audit report on the Commission on Appointments for

COMMISSION ON APPOINTMENTS

2017 ACCOMPLISHMENT REPORT

Submitted in compliance with the COA requirement for the preparation

of an audit report on the Commission on Appointments for CY 2017

Compiled and Prepared by the Information and Planning Service (IPS)

January 2018

1

PROGRAM 1. REVIEW OR CONFIRMATION OF APPOINTMENTS SUBMITTED TO THE COMMISSION

SUMMARY OF MAJOR OUTPUTS

Received Presidential Appointments and Nominations

606 (includes reappointments / re-nominations and

adjustments/re-adjustments)

Confirmed Presidential Appointments and Nominations

311

Unacted Presidential Appointments and Nominations

289

Retired/expired/withdrawn Presidential Appointments and

Nominations

6

Plenary Sessions Held

17

Committee Meetings/Public Hearings Held

40

Caucus en Banc

0

2

STATUS OF ACTED PRESIDENTIAL APPOINTMENTS/NOMINATIONS FOR THE YEAR 2017

OFFICES/DEPARTMENTS APPOINTMENTS/

NOMINATIONS.

RECEIVED

RE-APPOINTMENTS/

RE-NOMINATIONS

RECEIVED

CONFIRMED UNACTED PENDING/

Withdrawn/

Retired prior to

CA Action

1. CABINET SECRETARIES:

Dept. of Agrarian Reform 4 3 1

Dept. of Trade and Industry 1 1

Dept. of Agriculture 1 1

Dept. of Education, Culture & Sports 1 1

Dept. of Environment & Natural

Resources

1 3 1 2 1

Dept. of Health 1 4 4 1

Dept. of Foreign Affairs 1 1 1 1

Dept. of Justice 1 1

Dept. of Social Welfare &

Development.

4 3 1

SUB-TOTAL 3 20 6 12 5

2. CIVIL SERVICE COMMISSION

Commissioner 1 1 1 1

SUB-TOTAL 1 1 1 1 0

OFFICES/DEPARTMENTS

3. COMMISSION ON ELECTIONS

Chairman 1 0 1 0

SUB-TOTAL 1 0 0 1 0

4. JUDICIAL & BAR COUNCIL

Member 2 0 1 1 0

SUB-TOTAL 2 0 1 1 0

5. DEPARTMENT OF NATIONAL

DEFENSE

3

OFFICES/DEPARTMENTS

APPOINTMENTS/

NOM. RECEIVED

RE-APPOINTMENTS/

RE-NOMINATIONS

RECEIVED

CONFIRMED

UNACTED

PENDING/WITHDRAWN/

RETIRED PRIOR TO CA

ACTION

a> General 2 0 2

b> Lieutenant General 9 0 7 2

c> Vice Admiral 1 0 1

d> Major General 28 5 27 6

e> Rear Admiral 10 0 7 3

f> Brigadier General 101 29 93 37

g> Commodore 15 5 11 9

h> Colonel 114 172 114 171 1

i> Captain 17 33 17 33

SUB-TOTAL

297

244

279

261

1

6. DEPARTMENT OF

FOREIGN AFFAIRS

a> Ambassador 18 8 15 11

e> Foreign Service Officer, Class I 3 2 1

f> Foreign Service Officer, Class II 8 7 1

SUB-TOTAL 18 19 24 13 0

GRAND TOTAL

322

284

311

289

6

4

OFFICE OF THE SECRETARY

ACCOMPLISHMENT REPORT

January to December 2017

PROGRAM

SUB-PROGRAM

ACCOMPLISHMENT

General

Administration

and Support

Services

Administration Affairs

Operations /Legal Affairs

Security Affairs

External Affairs & Relations

Over-all direction, administration, management and supervision of the various CA Secretariat services.

5

INFORMATION & PLANNING SERVICE



PPROJECT/S

SUB-PROJECTS

ACCOMPLISHMENTS

I.1Public Information

Project

1. Production of the CA Newsletter and

other Information Materials

Provision of information assistance in

Committee Meetings, Caucus/ Plenary

Photo coverage of CA activities and

special events

Produced press/photo releases (15) and other info materials

Updated content of the CA Website

Prepared occasional speeches of the CA Secretary

Published two (2) issues of the CA Newsletter

Prepared the announcements of presidential appointments/nominations publication in newspapers

(33)

Prepared and transmitted Indorsements and Certificates of Publications (38)

Attendance in and coverage of committee hearings (40), caucus and plenary sessions (17)

Photo coverage of all CA activities; printing/developing of photos and updating of photo

albums/digitization of photos (scanning, uploading and filing); preparation of video presentations

I.2 Planning &

Monitoring Project

Provision of CA Secretariat Planning

Services

Reviewed and consolidated the Office Performance and Commitment Review (OPCR) of the

different services/offices for 2017(1st sem. And 2nd

sem.)

Reviewed and consolidated the Annual Accomplishment Reports of the different services/offices

for FY 2016 for submission to the COA-Resident Auditor

Prepared documents and provided logistics and technical support for the CA Secretariat Planning

& Budgeting Conference

Prepared documents and provided logistics and technical support for the GAD Planning &

Budgeting Conference

Membership to the Performance Management Team, GAD Focal Point Committee, GAD TWG

and Secretariat

6

Monitoring of CA Secretariat OPCR

submissions

Staff Development

Special Project

Administrative & Clerical Services

Provided secretariat services and technical staff support to the Performance Management Team,

GAD Focal Point Committee and GAD TWG/ Secretariat

Prepared and submitted the 2018 CA GAD Plan and the 2016 GAD Accomplishment Report

Attended and participated in GAD and special committee (Anniversary and Christmas) meetings

on various schedules

Attended the different GAD activities on various schedules

Prepared various documents/ reports required by DBM

Prepared the necessary planning reports/documents required by the CA Secretary

Prepared and submitted the Agency Performance Measures to DBM

Monitored the OPCR submissions by the different services

Provided coaching/mentoring services

Attended various trainings/seminars conducted by the office and other agencies (DBM, PCW,

CSC, COA, etc.)

Assisted in the article write-ups, preparation and publication of the CA newsletter and the

conduct of other special projects

Updated and maintained the IPS filing system

Routine clerical and administrative support services

7

OFFICE OF THE DEPUTY SECRETARY FOR LEGAL AFFAIRS (ODSLA)



SUB-PROGRAM

PROJECTS

ACCOMPLISHMENTS

1. Operations/Legal

Affairs

Profile & Background Investigation

Project (ARIS)

Office Automation Project (DBLS)

Records Management Project(DBLS)

Library Management Project(DBLS)

Legal Services Project(LS)

Confirmation Staff Support

Project(TSS)

Provided over-all direction, management, supervision and implementation of the following

projects:

a. Profile & Background Investigation Project

b. Office Automation Project

c. Records Management Project

d. Library Service Project

e. Confirmation Staff Support Project

Attended, supervised and coordinated the scheduling of committee hearings (40), caucus (0)

and plenary sessions (17) total = 57

Reviewed/edited all reports, journals, minutes and other documents submitted by the services

under the Operation/Legal Department (1, 407)

Initiated, approved or recommended action on administrative matters (1,352)

Provided consultation & advice to CA members, Secretary and the Secretariat

(unquantifiable) Attended conventions and seminar/workshops including the determination of training programs

of employees under the department (31)

Participated in the formulation/determination of office policies & procedures and Senior Staff

Meetings (43)

Membership in regular or special committees (2)

Following are the activities/tasks and accomplishments of the Services under the Office of the Deputy Secretary for Legal Affairs (ODSLA).

8

APPOINTMENTS REVIEW AND INVESTIGATION SERVICE (ARIS)



PROJECT

SUB-PROJECTS

ACCOMPLISHMENTS

1.1 Profile and

Background

Investigation

Conduct of background

investigation on presidential

appointees and nominees.

Review, evaluation and analysis of

the documentary requirements

submitted by appointees and

nominees

Provision of staff support during

Committee hearings, as well as,

caucuses and sessions of the

Commission

Others

Prepared the Profile and Investigation Reports (PIRs):

- Cabinet Secretaries/Constitutional Offices - 9

- AFP Officers – *282 (includes 4 officers who were promoted twice within the year)

- DFA Officials –25

- Total - 316

Reviewed/evaluated the documentary requirements submitted by:

- Cabinet Secretaries/Constitutional Offices –9

- AFP Officers - *282 (includes 4 officers who were promoted twice within the year)

- DFA Officials -25

- Total- 316

Note: out of 320 appointees/nominees, only 316 submitted complete documentary requirements

Provided/extended staff support in the conduct of:

- Caucus /Plenary –17

- Committee hearings – 40

- Total no. of meetings – 57

9

- Networking/establishment and strengthening of linkages with various government agencies

relative to the conduct of background investigation

- Continuing improvement of the format/substantive contents of the Profile and Investigation

Reports (PIRs)

- Continuing development/updating/maintenance of the ARIS profile information and

confidential report computer database operating systems:

Confidential Report based on the build-up of newspaper articles, confidential and

case information

ARIS Profile Information System

- Attendance in meetings/briefings to discuss issues concerning the operations of the Legal

Department

- Continuing improvement of the records management/filing system of the Unit

- Attendance and participation in special events: CA Gender and Development/Team-

building, Senate Mini Olympics, CA 30th

Anniversary Celebration, Fun Run (Civil Service

Commission), CA Senior Citizens out-of-town trip, End VAW now, CA Family Day, CA

Annual Yuletide Celebration

- Attendance in special committees: Gender and Development

- Conduct of regular Service Staff Meetings

10

DATA BANK AND LIBRARY SERVICE (DBLS)



PROJECT

SUB-PROJECTS

ACCOMPLISHMENTS

1.2 Office Automation

Enhancement and Maintenance of Local

Area Networking (LAN)

Development and Enhancement of

Database System

Information Technology (Electronic Data Processing)

- Conducted Preventive and Maintenance-Procedure on CA LAN Server and LAN Database

System

1. Trouble shoots: 24

2. Cleaned: 12

3. Installed software: 9

Enhanced/Improved existing database systems:

- History of acted appointees/nominees

- Pending appointees/nominees

- Monitoring of CA membership

- Attendance of CA members

- Incoming documents

- Outgoing documents

- Status of documentary requirements

- Meetings conducted

- Personnel Information

- CA Clinic, Phil.Health form

- Legal

- Library Information system

- ARIS

- Data transfer based on action made by CA, dates acted, etc.

- DBLS Supplies Monitoring System

11

Trains/orients users on how to use:

1. Newly developed database systems

2. Newly installed softwares/drivers

Assesses and evaluates IT products for

Office acquisition

Updating of existing database files

- PC Maintenance Database System

- CA Training Profile Database System

- Document Tracking

- Data Imaging

- Payroll Envelopes (Cash Section)

- Certificate of Confirmation

- HRMS Severance Database System

- Accounting Financial System

- CA Employees Leave Credits

- Printing of Check (Cash Section)

Conducted orientation on the following:

1. Local Area Network (LAN) Database Systems

- - All Units/Services

Submitted assessment and evaluation reports on:

1. Result of inquiry with agency/company concerned

2. Installation of broadband lines

3. Installation of computer hardware peripherals

Updated the following database files:

- Appointees/nominees master file

- Nominees/appointees executive summary

- CA membership

- CA members’ attendance

- Meetings conducted

- Committee membership

- Incoming documents

- Outgoing documents

- Sex Disaggregated Database of confirmed appointees/nominees

- Status of Documentary Requirements

- Directory of Appointees/ Nominees

- Archive

- Library database files

- I.T. materials and manuals

- TSN, Minutes and Journal

12

PC Maintenance

Conversion of physical records into

digitize format

Maintenance of the CA Website and

enhances Web page designs

- Master tapes

- Office Issuances

- DBLS Supplies Monitoring System

- PC Maintenance

- CA Training Profile

- Document Tracking

- Payroll Envelopes (cash section)

- Certificate of Confirmation

- Accounting Financial System

- Printing of Check (Cash Section)

Regularly updated other computer files and maintained back-up

Printed listings and statistics from the database systems:

- CA Membership

- Confirmed/Pending Appointees/Nominees

- Referred and Published Appointees/Nominees

- Summary of Appointments

- History of Appointments/Nominations

Conducted preventive maintenance/trouble shooting services on all CA computer units

1. Trouble Shoots: 561

2. Cleaned: 119 (100%)

3. Installed Software: 134

4. Installed Licensed Software (Window 10 Operating System/MS Office

2016): 15 out of 20

DBLS has converted several physical documents into digitized format with a total of 1.8GB

disk space used (9,382):

a. Doc. Req. - 660 MB

b. Appointments (for the years 2014 and 2015) - 96 MB

c. TSN/ Minutes/ Resolutions - 484 MB

d. Certificate of Confirmation - 495 MB

e. Journals – 76 MB

13

1.3 Records Service

Records Management

CA Website and Web page are maintained and enhanced

A. CA Web migrated its template to the latest version of Government Website Template

(GWT)

B. Updated the following:

- CA Members and Committee Membership form of 17th

Congress

- Press releases after committee meeting

- Appointments/Nominations Released

- Statistics of pending and acted nominations

- Committee Meetings

- Confirmed appointments/nominations after plenary

- Update BAC, GAD and administrative related matter/s

C. Assisted in the implementation of records digitization project by costumizing and

configuring 30 Ipod units and uploaded all digitized records to iCloud

Physical Documents

1. Received appointments/nominations and re-appointments/re-nominations from the

President (587)

2. Received, recorded, sorted, collated and filed all documents submitted by Commission

members, appointees/nominees, oppositors, etc. (716 documents)

- Additional documents to oppositions – (9)

- Documentary Requirements – (293)

- Extension to Submit Doc. Req. – (5)

- Lacking Documents – (142)

- Opposition – (53)

- Other documents – (81)

- Reply to Opposition – (9)

- Waiver for non-appearance in Committee Hearing/Caucuses/Plenary – (16)

- Endorsement – (108)

3. Prepared, sorted, collated and released outgoing documents for CA members, nominees,

oppositors, etc. (1,653 documents)

14

a. Indorsement/Certificate of Publication – (300)

b. Notice of Meeting – (386)

c. Other Documents – (114)

d. Referral – (529)

e. Report to Malacañang – (91)

f. To Submit Additional Documents – (2)

g. To Submit Documentary Requirements – (127)

h. Certificate of Confirmation – (104)

4. Assigned file code to individual documentary requirements submitted by

nominees/appointees (290)

5. Rendered assistance in the committee meetings, caucuses and plenary sessions by

providing required information/data and by bringing necessary documents to the venue.

a. Committee Meeting – (40)

b. Caucus – (0)

c. Plenary – (17)

6. Received, assigned numbers and disseminated office orders, special orders, policy orders,

office circulars and memoranda to Service/personnel concerned.

a. Office Order – 1

b. Policy Order – 3

c. Special Order - 26

7. Disseminated incoming documents to the Office of the Secretary, Service/s. (716)

8. Retrieved and provided information/data needed/required by CA members/staff and CA

secretariat officers/staff.

9. Provided Technical Support Service (TSS) with information on documents submitted and

released re: appointments/nominations/oppositions.

10. Provided concerned units with computer generated reports on:

a. List of Pending and Acted Appointments

b. Statistics on Pending and Acted Appointments

c. Summary/Status of Appointment

d. Other form of reports that were required from DBLS

15

Administrative and Clerical Staff Support

11. Received fax messages from Commission Members, appointees/nominees, oppositors,

etc. and disseminated the same to concerned services/personnel.

12. Rendered assistance to appointees/nominees in the submission of their documentary

requirements

13. Entertained calls from CA members staff, appointees/nominees, oppositors, etc. and

provided them with data/information requested which are not confidential in nature.

14. Returned original documentary requirements of confirmed appointees/nominees. (295)

15. Provided data regarding appointments/nominations for encoding.

16. Reviewed documents on file and segregated documents for disposal/shredding

17. Prepared transmittal form for the transmittal of the documentary requirements to the

CA members submitted by appointees/nominees.

18. Verified and reviewed encoded data in the computer as against the physical records.

19. Prepared status reports every end of the session for ready reference.

20. Coordinated with ARIS regarding status of documentary requirements received.

21. Double checked the completeness and accuracy of the CA report to Malacañang

relative to CA action on the appointments/nominations received.

22. Sent Notice of Meetings to the Commission members through fax.

23. Reproduced documents required.

24. Reviewed documents on file and segregated unnecessary/ redundant documents for

disposal/shredding.

25. Shredded and disposed excess documents accumulated during the 2nd regular session

of 17th

Congress.

26. Monitored DBLS office supplies:

16

1.4 Library Service

Library Management

a. Requisition and Issues (RIS) - 17

27. Prepared Memorandum report on DBLS:

a. 2018 Operating Budget

b. Work Program

c. Prepared DBLS Personnel IPCR, Professional Development Chart

d. Monitoring and Coaching Chart

e. Recommendation on I.T. requirements of the Office

f. Accomplishment Report

g. Other reports that were required from DBLS by the management

1. Inventory and inspection of library collection (pending as per General Service)

2. Prepared Subscription Receipt (SR) –1

3. Received and recorded various library materials – 41 serials

4. Labeled and covered library collection –41 serials

5. Circulation of library collection – 21 books and 41 serials

6. Assisted clients –

a. Clearance- 20 clients

b. Research – 22 clients

17

LEGAL SERVICE (LS)



PROJECTS

SUB-PROJECTS

ACCOMPLISHMENTS

1.5 Legal Services

Provision of technical support to the CA

Members during CA committee

meetings

Preparation of legal memorandum/

opinion/ research/ studies and legal

assistance to HR inquiries

Contract review and conduct of due

diligence

Evaluation and study of complaints/

oppositions/ manifestations against

presidential appointees/nominees and

their respective comments thereto

Preparation of proposed amendments to

the CA Rules and its Standing

Committees

Miscellaneous activities in support of

other Services

Provided technical support and legal advice to CA members during CA Plenary

Sessions/Committee meetings

Prepared legal opinions/studies (11)

Prepared legal opinions/studies for the CA Chairperson/ Senate President (9)

Prepared and reviewed contracts (lease, service and HMO contracts) and other

relevant legal documents (18)

Prepared summary of oppositions against the appointees/ nominees and their

respective comments thereto (68)

Prepared proposed amendments to the CA Rules and its Standing Committees

Conducted legal research

Prepared PowerPoint presentations/ notes during committee hearings

Submitted feature article for the CA Newsletter (CA Adopted New Rules)

Updated CA Confirmation Process Infographic

Updated CA Primer

Conducted lecture/ orientation on the New CA Rules for CA employees

Produced lecture/ orientation materials on the New CA Rules

Conceptualized and implemented Digitization Project (Phase II)

18

Conducted briefing/ orientation of the Digitization Project for the Senate President

Conducted briefing/ orientation of the Digitization Project for the CA Members’

Chiefs of Staff

Conducted briefing/ orientation of the Digitization Project for the Technical Support

Service (TSS)

Produced iPad user reminders and FAQs

19

TECHNICAL SUPPORT SERVICE (TSS)



PROJECTS

SUB-PROJECTS

ACCOMPLISHMENTS

1.6 Confirmation

Staff Support

Committee Secretaries

Support Services

Outputs and frequency:

Memorandum for the CA Chairman regarding CA’s receipt of appointments/nominations

from the Office of the President – 28

Referral Letters, referring the appointments/nominations to their respective Committees (on behalf of

the CA Chairman) – 42

Letter Requests, requesting appointees/nominees for them to submit their documentary requirements

and/or to update their documentary requirements – 129

Notices –

a. Committee Meetings - 40

b. Caucuses/Plenary Sessions - 17

c. Cancellation/Amendments/postponement/ Resetting – 13

Note: All Committee Members and Commission Members, Appointees/Nominees, Resource

Persons/Witnesses and Oppositors, if any, were furnished with copies of the above-

mentioned documents.

Invitation Letters – inviting appointees/nominees, (for FA and ND appointees/nominees, OPAS, OLA,

JI and Resource Persons are coursed through their respective departments and the document(s) are

considered as one per Committee Meeting/Plenary Session) and Oppositors to attend Committee

Meetings/Public - 99

Transmittal Letters - transmitting oppositions, reply to oppositions, rejoinders, endorsement of

documents or letters intended to Members, waiver of appearances and other pertinent documents to: the

20

Others

CA Members/Appointees/ Nominees/Oppositors - 45

Note: All Committee Members and Commission Members were furnished with copies of the

above-mentioned documents.

Agenda of Committee Meetings - 40

Order of Business for Plenary Sessions - 17

Note: Committee Chairpersons and Members and Commission Members in attendance and the

particular officers of the CA-Secretariat were furnished with copies of the above-mentioned

documents.

Scenarios (Committee Meetings/Plenary Sessions) – 57

Note: All Committee Chairpersons (for Committees) and Commission Chairman and the Majority

Floor Leader and the particular officers of the CA Secretariat (for Plenary) were all

furnished with copies of the above-mentioned documents.

Transcripts of Stenographic Notes: Committee Meetings, Executive Sessions/ Caucuses/Plenary

Sessions/Bids and Awards Committee Meetings and TSS Meetings, re: Confirmation Flow Process and

other meetings – 67

Committee Resolutions - 20

Minutes of Committee Meetings - 14

Journals – 17

Letter Requests, addressed to the Senate Secretary (asking permission for the use of CA

meetings/sessions in any of the Senate hearing rooms, like: Tañada, Sumulong, Pecson, Padilla rooms

and the Senate Session Hall) - 42

Letter Requests for the CA Members to submit to the CA Secretariat their elective positions, like CA

Chairmanship, Vice Chairmanship and Membership to the CA Standing Committees – 15

Certification of Confirmation/Consent – 12

21

Confirmation Certificates – 265

Report to the President – 5

a. Confirmed and/or appointments/nominations that were given consent of by the CA

during its Plenary Sessions

b. Unacted/bypassed appointments/nominations

Note: Copy furnished the CA Chairman and Members and all appointees/nominees with copies of the

reports.

Oath of Office of New CA Members - 2

Accomplishment Report for 2016 - 1

Others Letters – 9

TSS Staff Informal Meetings -

Director with the Assistant Service Chief, Committee Secretaries, SMOs and the Admin Staff – on

Committee assignments and preparation of pertinent documents.

OFFICE OF THE DEPUTY SECRETARY FOR ADMINISTRATION (ODSA)

22



SUB-PROGRAM

PROJECTS

ACCOMPLISHMENTS

2. Administration

Affairs

1. Fiscal Accounting Management

2. Budget Management and

Administration

3. General Service

4. Human Resource Management

Utilization

5. Human Resource Welfare and

Development Project

6. Human Resource Development

Project

Provided over-all direction, management, supervision and implementation of the following projects:

a. Fiscal Accounting Management

b. Budget Management and Administration

c. General Service

d. Human Resource Management Utilization

e. Human Resource Welfare and Development

f. Human Resource Development

Following are the activities/tasks and accomplishments of the Services under the Office of the Deputy Secretary for Administration (ODSA).

ACCOUNTING SERVICE (AS)

23



PROJECTS

SUB-PROJECTS

ACCOMPLISHMENTS

2.1 Fiscal Accounting

Management

Provision of Financial Reports

Financial Statements and Reports/Schedules

Drafted/finalized/submitted to Management, Commission on Audit (COA), and Department of

Budget and Management (DBM) among others, the following:

- Year-end Pre and Post-Closing Trial Balances

- Quarterly and Annual Statement of Financial Position

- Quarterly and Annual Statement of Financial Performance

- Quarterly and Annual Statement of Cash Flows

- Quarterly and Annual Statement of Net Assets/Equity

- Annual Statement of Comparison of Budget and Actual Amount

- Notes to Financial Statements

- Quarterly Schedules as follows:

Schedule of Outstanding Cash Advances

Schedule of Accounts Receivables

Schedule of Due from Officers and Employees

Schedule of Due to Officers and Employees

Schedule of Charges to Accounts Payable

Schedule of Accounts Payable

Schedule of Property, Plant and Equipment

- Monthly Trial Balance

24

- Monthly Report of Disbursements

- Monthly Bank Reconciliation Statement

- Monthly Aging of Due and Demandable Obligations, Cash Advances

- Monthly Aging of Cash Advances

- Monthly Aging of Accounts Receivables

- List of Due and Demandable Obligations

Books of Accounts

Prepared and maintained the following Books of Accounts:

- Journals

General Journal (GJ)

Cash Receipts Journal (CRJ)

Cash Disbursement Journal (CDJ)

Check Disbursement Journal (CkDJ)

- Ledgers

General Ledgers (GL)

Subsidiary Ledgers (SL)

Other Related Activities

- Issued Certificate of Availability of Funds for Purchase Orders and other Contracts

- Prepared Journal Entry Vouchers for all cash and non-cash transactions

- Prepared Order of Payment for all billed accounts for refunds and payments

- Prepared and submitted Monthly Schedule of BIR Remittances on Government Money

Payments

- Prepared and submitted to BIR Annual Alpha List of Suppliers

25

Provision of Fiscal Control of

Funds and Resources

Payroll Management

- Witnessed the Physical Count of inventory taking of Property, Plant and Equipment

and Office Supplies on Hand

- Reconciled Inventory Reports prepared by the General Service with the Accounting Service

Ledgers

- Facilitated the submission of pertinent required documents to Commission on Audit (COA)

Senate Office, COA Head Office and Department of Budget and Management (DBM)

- Prepared and submitted to COA Action Plan and Status of Implementation of Audit

Observations and Recommendations

Pre-audit of Financial Transactions

Performed the following activities:

- Reviewed and evaluated documents supporting Disbursement Vouchers, Liquidation Reports,

Purchase Orders and the likes

- Certified the availability of cash for every legitimate expenditure

- Inspected and validated pre and post-repair/s of equipment and motor vehicles, including waste

materials, if any.

- Inspected and validated deliveries of supplies, materials, equipments and motor vehicles, if any

- Reviewed all payrolls submitted /prepared by Human Resource Management Service (HRMS)

- Prepared Notice/s of Obligation Request and Status Adjustment (NORSA) for all adjustments

of excess/under obligations

- Reviewed computations of employees’ overtime claims, First salaries, last salaries and salary

increments

Payroll and Other Mandated Report

Drafted and finalized the following:

- Regular bi-monthly payrolls and pay slips

26

Staff Development

- List of Monthly Remittances to BIR, GSIS, HDMF, NHMFC, SANGGKAP, CAWF and

CASEA

- Filled up applicable/required forms of remittances

- Annual Information Return of Income Taxes Withheld on Compensation and Final Withholding

Taxes supported by Alpha Lists of Employees/Payees

- Certificate of Compensation Payment/Tax Withheld (BIR Form No.2316) of employees

- Report on Salaries and Allowances received by the Secretary, Deputy Secretaries and other

Officers of equivalent rank of the Commission of the Appointments

- Employees’ monthly overtime payroll, first salaries, last salaries and salary increments

Other Related Activities

- Prepared Notice/s of Obligation Request and Status Adjustment (NORSA) for all adjustments

of excess/under odligations

- Issued Certificate of Availability of Funds for Purchase Orders and other Contracts

- Prepared documents for remittances of payroll/salary deductions

- Submitted remittances and accompanying schedules to GSIS, BIR, Pag-Ibig, and Philhealth

- Prepared employees’ request for Statement of Net Take Home Pay

- Prepared employees’ request for Certificate of Remittances to GSIS, Pag-Ibig and Philhealth

- Prepared and submitted to COA for concurrence Memorandum Circular No. 2016-001

“Guidelines on the Grant, Utilization, and Liquidation of Cash Advances of the Offices of

Commission on Appointments Members”

- Streamlined the procedures on the monthly reimbursements of the Additional Grocery Expense

(AGE) and the Reimbursable Transportation Expenses (RTE)

Attended the following seminars, trainings and meetings:

27

Administrative and Support

Services

- Updates on Government Procurement Reform Act (RA 9184) & its IRR

- Treasury Forum with NGAs

- 2017 Public Sector HR Symposium on “Shaping Change”

- Implementation on the use of GAM for NGAs

- PAGBA Seminar on “Building a High-Trust Society…)

- Laws & Rules on Government Expenditures

- Updates on Value-Added Tax & Percentage Taxes

- Technical Writing

- Women in Leadership Development

- PICPA Annual National Convention

- Gender and Development Seminars

- Meetings with GSIS, Pag-Ibig and BIR on new circulars/rulings

Performed the following activities:

- Maintained files of documents and disbursement vouchers.

- Submitted to the Office of the COA Auditor paid and cancelled Disbursement

Vouchers/Liquidation Reports with accompanying supporting documents.

- Facilitated/Assisted in the preparation of Report of Expenses for the Committees on Gender and

Development and Senior Citizens

- Procured the necessary infrastructure support for the computerization of the financial reports

preparation and the digitized archiving of documents

BUDGET SERVICE (BS)

28



PROJECTS

SUB-PROJECTS

ACCOMPLISHMENTS

2. 2 Budget

Management

Administration

Budget Evaluation and Statistics

- Prepares budget proposals for offices of

members.

- Evaluates the budget proposals submitted

by different organizational units.

- Consolidates and submits the approved

proposal to the Department of

Budget and Management.

(Hardcopy and OSBPS)

- Prepares the CA 2017-2018 Operating

Budget based on the guidelines set by the

top management.

- Prepares statistical reports and provides

the same for the Secretariat

- Prepares reports required by the

Department of Budget and

Management.

- Assisted, evaluated and prepared the budget proposal of different organizational

units:

Offices of Members: 25

Committee on Accounts: 1

Secretariat: 15 incl. of the office of the Auditor

- Submitted to DBM the CA's 2017 Budget Proposal amounting to P994,957,662.00

last March 31, 2017

- FY 2017 Operating Budget amounting to P841,974,970.00 (inclusive of the

Automatic Appropriations for RLIP and 2016 Continuing Appropriations) approved

by the Chairman.

- Draft Operating Budget for 2018 based on Net Expenditure Program released by the

DBM amounting to P681,901,000.00

- Prepared 2018 GAD Budget amounting to 8,828,742.00

- Updated and reconciled statistical reports as basis for the preparation of 2018

Agency Budget Proposal and 2018- 2019 Operating Budget

Prepared reports:

BP Form No. 201 - FY 2016 Actual Obligations

BP Form No. 201 - FY2017 Current Year Appropriations

BP Form No. 201 - Summary of Obligations & Proposed Programs/Projects

29

- Maintains monthly index of Obligation

Request and Status (ORS), Report of

Checks Issued (RCI), Journal Entry

Voucher (JEV), Notice of Obligation,

Request & Status Adjustment

(NORSA)

- Prepares Monthly Report of

Disbursements

- Prepares pertinent supporting

documents needed in our request for

restoration of CA's 2018 budget.

Budget Execution and Control

- Process and control claims in accordance

with the approved budgetary levels and

program of expenditure

BP Form No. 201 A - Obligations of Personnel Services (PS)

BP Form No. 201B - Obligations of MOOE

BP Form No. 201D -Obligations of Capital Outlay

BP Form No. 204 - Staffing Summary of Non-Permanent Positions

BP Form No. 205 - List of Retirees for Payment of Terminal Leave and Retirement

Gratuity Bens.

BP Form No. 400 A - Annual GAD Plan and Budget

BP Form No. 400 - Annual GAD Accomplishment Report

BP Form A - MFO Budget Matrix

BP FORM B - Agency Performance Measures

FY 2017 Operating Budget

FY 2018 Operating Budget (Preliminary)

Statistical Reports per expense code per Service

Letter requests and other documents pertaining to our Agency budget.

Monthly index of ORS, RCI, JEV & NORSA

Monthly Report of Disbursements

Restored/Augmented P72M to our budget per FY 2018 GAA (RAA. 10964)

- Processed and controlled Obligation Request (ObR) in accordance with the approved

budgetary levels and program of expenditures.

Processed and prepared: 3,852

30

- Records and numbers claim in Obligation

Slip

- Prepares OS and supporting docs of

monthly MOOE of CA members and

allowances of officers

- Prepares regular Status of Funds (STF)

and expenditures of different costs centers

as basis for top management’s decision-

making

- Prepares realignment of funds from

existing releases or out of savings

requested at any point during the year.

- Prepares monthly Summary Report of

Allotments and Obligations

- Maintains monthly Registry of Allotment

and Obligation (RAOD)

Office of

Members Secretariat

Personal Services 496 621

M.O.O.E. 673 2,048

Capital Outlay 14

TOTAL 1,169 2,683

- Registered/numbered ObR: 4,073

Members Officers*

Monthly MOOE ** 1,237

Allowances 876

* chief of staff of members

**inclusive of add'l MOOE given to members

- Monthly Status of Funds

Personal Services : 15 *

Maintenance and Other Operating Expenses : 15 *

*Inclusive of 2016STF (Preliminary & Final) and estimated 2017 STF (December

Preliminary)

- Realigned/utilized funds for other expenses

duly approved by the Chairman inclusive of:

Grant of Additional MOOE of Members fP50,000- Oct. & Nov., 2017)

Grant of Additional MOOE of CA members

Grant of Year-End Incentive

- 15 Summary Report of Allotments and Obligations (incl. of 3 preliminaries and 1

final)

- Maintained Monthly Registry of Allotments, Obligations and Disbursements

Personal Services : 12

31


department of Budget and Management

and Commission on Audit


management

Administrative and Clerical Support Services

- Provided administrative and clerical

support service

- Performs liaison service to other

government agencies

- Coordinates and consults with other

government agencies particularly DBM

Seminars and trainings attended:

Maintenance and Other Operating Expenses : 12

Capital Outlay : 12

- Prepared reports:

FY2016 SAAODB- By object of Expenditures (FAR 1-A)

FY2016 SAAODB (Annex A)

FY 2016 Budget Releases & Utilization

FY 2017 Summary Registry of Allotments and Obligations

FY 2017 Financial Plan (BED #1)

FY2017 SAAOBD (quarterly/January to September)

FY 2016-2017Quarterly Allotment, Obligations and Balances

FY 2018 Monthly Disbursement Program (Based on NEP level)

Letter request and other supporting docs. for additional NCA release.

(Terminal Leave)

FY 2016 Accomplishment Report

FY 2017 Service Procurement Plan

FY 2017 Service Work Program

FY 2017 Training Requirements

FY 2016 October to December OPCR

January to June 2017 OPCR/IPCR and Ratings

July to December 2017 OPCR/IPCR

- Recorded incoming/outgoing documents, encoded, photocopied and transmitted

documents. Maintained, organized and provided files/documents and office

supplies when needed.

- Delivered documents (Budget proposals/letter request and other reports/documents to

DBM and COA. Picked-up GAA, NEP, Circulars, letters and others pertaining to

Agency Budget matters.

- Coordinated with the Department of Budget and Management re: FY2018-2019

Budget of the agency and NCA releases. Likewise, with COA on accountability

reports.

- Implementation of Government Accounting Manual (GAM) for National Government

Agencies (NGA)

32

- Speech & Gender Sensitivity Training

- Security Awareness and Refresher Seminar

- Government Procurement Reform Act

- 2017 Public Sector HR Symposium "Shaping Change"

- GAD Planning & Budgeting

- Seminar On Public Bidding Documents

- ICT Harmonization Through MITHI and ISSP

GENERAL SERVICE (GS)

33



PROJECT/S

SUB-PROJECTS

ACCOMPLISHMENTS

2.3 General

Services

Procurement and Property Services

Cashiering Services

Procurement Management

Summary Report of Purchase Orders, Job Orders, Purchase Requests and

Contracts for CY 2017

- Total number of approved Purchase Requests (PR): 214

- Total number of approved Purchase Request that were subsequently cancelled :

0 - Total number of approved Purchase Orders served to suppliers: 98

- Total number of Purchase Orders that were cancelled/unused : 0

- Total number of Purchase Orders for Repairs that were approved : 14

- Total number of Purchase Orders for Repairs that were cancelled: 0

- Total number of Contracts that were approved : 3

-

Property Management

- Agency Procurement Request (APR) served : 8

- Inspection and Acceptance Report (IAR) prepared : 142

- Waste Materials Report (WMR) issued.: 13

- Property Acknowledgement Receipt (PAR) issued : 87

- Year – End Inventory of Property, Plant & Equipment (PPE) : 1

- Year – End Inventory supplies : 1

- Disposal of Unserviceable Equipment : 1

- Processed Requisition and Issues Slips (RIS) of supplies : 275

- Prepared Report of Supplies and Materials issued (RSMI) : 65

- Served Requisition & Issued Slips (RIS) from petty cash : 171

- Inventory Custodian Slip (ICS) : 200

Checks Prepared

34

Personal Services (1228) P 185,580,730.79

MOOE (2870) P 404,384,485.09

Capital Outlay (13) P 8,984,923.28

Total Checks Prepared ( 4,111) P 598,950,139.16

Cancelled Checks

- Previously issued but

subsequently cancelled (77) P 3,313,401.41

- Stale Checks (7) P 163,070.82

Total Cancelled Checks (84) P 3,476,472.23

Reports Prepared

-Advice of checks issued/cancelled (181) P598,950,139.16- submitted daily

-Summary list of checks (12) P598,950,139.16- submitted to DBM every 10th

day

of the following month

-Reports of checks issued (196) P598,950,139.16- submitted daily

-

-Advice of Debit Accounts (ADA) (6) P 698,843.74

Official Receipts issued (144) P1,714,748.89 - issued upon receipt of payment

-Report of collections and deposits (12) P1,714,748.89 - submitted every end of the

month

-Report of disbursements (13) P312,152,848.44- submitted every 5th

day of the

month

-Cash disbursements record (13) P312,152,848.44- submitted every 5th day of the

month

- Report of accountable forms (12) - submitted every 10th

day of the month

- Cash position reports (51) P598,950,139.16- submitted first hour every Monday

of the week

35

- Paid Vouchers submitted to Accounting Service ( 4,111)

P598,950,139.16- submitted to Accounting Service

regularly

Maintenance Services

Conducted maintenance services specifically housekeeping, preventive

maintenance and repair

a) Total number of rooms scrubbed: 80

b) Total number of rooms buffed: 104

c) Total number of rooms vacuumed: 31

Provided administrative and support services specifically (a) preparation

of vouchers for fuel and other related products/services (b) preparation of

summary of vouchers for services

Provided messengerial and other support services such as maintenance/

monitoring of copier machines , mineral water consumption and delivery

of newspapers

a. Total number of photocopies : 484,129

b. Total number of newspapers delivered : 6,279

Provided monitoring of electric consumption and other electrical services

a. Total number of LED bulbs replaced : 7

b. Total Electric consumption: 525,534.77 kilowatts/hr cost

Provided transport services, acted on all approved vehicle requests

c. Total trip tickets issued :939

d. Total trip tickets cancelled : 2

e. Total trip tickets used : 937

f. Fuel consumption: 3,731.75 liters

g. Total Purchase Orders Issued: 298

h. Total Purchase Order Cancelled: 9

i. Total Purchase Order Used: 289

36

HUMAN RESOURCE MANAGEMENT SERVICE (HRMS)



PROJECT/S

SUB-PROJECTS

ACCOMPLISHMENTS

2.4 Human Resource

Management and

Utilization

Recruitment and Selection

Total manpower complement as of December 31, 2017: 280 employees;

a. Secretariat - 108

b. Casual - 37

c. Proper - 135

Processed the following:

- 20 original appointments processed

- 7 re-employment action

- 2 transfers

- 9 promotions

- 35 renewals

- 30 re-appointments

Separation report of employees:

Resigned - 7

Transfer - 4

End of Term - 9

Retirement - 1

End of casual appointment - 4

Personnel Selection Board (PSB) Action:

-20 published vacant positions; processed and filled

Other recruitment and staffing related services (prepared the following):

- 13 contracts of consultants

- 288 authorized positions reported to DBM as reflected on the Personal Services

37

Salary Administration

Personnel Records Management and

Documentation

Leave Administration

Itemization & Plantilla of Personnel (PSIPOP 2017)

- 40 first salaries processed

- 23 salary adjustments due to promotion

- 36 Philhealth applications

- 33 ID applications processed

Vouchers prepared and processed:

First Salary - 51

Last Salary - 45

Regular Salaries = 128

Rice Allowance / Food Subsidy = 77

Additional Grocery = 24

RTE = 27

Meal Allowance = 12

Honorarium = 169

Overtime = 7

* Issued the following:

- Service Records: 212

-Certifications for Employment & Compensation: 198

- Identification cards : 329

- Authority to Travel: 57

Employment verification services delivered upon requests

Maintenance of 201 Files of current employees and archival of former employees’ files

Leave Applications: 1, 991

Permit to Leave: 2,889

Daily Time Record Monitored monthly: 261

Leave cards updated monthly: 280

Notice of Salary Deduction: 94

Notice of Infractions served to concerned employees:7

Certificate of Leave credits: 35

Certificates of Attendance (CA Secretariat Officers) verified per month: 19

List of DWOP: 12

Monetization: 43

38

2.5 Human Resource

Welfare and

Development

Employee Welfare Services: (GSIS)

Pre-retirement Services

Implementation of Awards and Incentives

under the Program on Awards and

Incentives for Service Excellence (PRAISE)

Terminal Leave Applications: 9

Report of Days without pay for RETE: 12

Travel Orders: 5

Loans approved: 138 Disapproved: 19

Tasks under GSIS concerns:

Issuance of statement of account (SOA)=23

Retirement computation=16

Tentative computation of Cash Surrender Value=18

Maturity claim computation=1

UMID Card Enrollment=14

Actual claims: CSV=18 / maturity = 1/separation=2

Retirement=1/Funeral=2/Survivorship=2

Reconciliation of records: educational loan=1/consoloan=8/policy loan=2

Membership profile=2 / GSIS clearances=9

Agency Remittance Advice (forms submitted electronically to update data of employees

on personal records and personnel actions) Total of 54 forms covering 353 records of

employees

Complete staff work of required documents for request of extension of services beyond

retirement age including submission and follow up with the Civil Service Commission

Loyalty Awardees for 30 years of service= 9

25 years= 2

20 years=1

15 years=6

10 years=2

Glass plaques were given to awardees for 30, 25, 20,15 years of service while certificate

frames were awarded to 10 year of service awardees/

Additional award of P10,000 each was likewise processed for all 2017 awardees

The PRAISE committee conducted 2 meetings to deliberate on the award for pioneer

employees

A “Salamat, Mabuhay!” tribute was held on January 26, 2017 for the following: Ms.

39

Benefits Administration

Health Services

Rosalinda Haro and Ms. Vilma Cordero of the Technical Support Service and Ms. Venus

Mangibin of the Budget Service

Processed all government and institutionalized benefits of the agency following specific

guidelines and generated payrolls for Secretariat and Proper;

Obligation slips and vouchers processed: 63=Secretariat

202=Proper

Other transactions covering various committees, trainings, loyalty awards, transport

services and contracts for honorarium of speakers, CSC related activities etc. =155

Prepared memos and correspondences for Senior Nurse’ additional retirement benefits

under the magna carta of public health workers/ loyalty award query for Atty. Cesar

Salazar and clothing benefit claims of 1 senior staff / guidelines for specific benefits

The CA clinic provided the following services:

Blood pressure monitoring=160 patients

Blood sugar monitoring=16 times

Nebulization for asthmatics= 5times

Outpatient consultation=2 times

Hospital Conduction= 3 times

Assistance to Bids and Awards (for HMO selection) and attendance to 4 meetings

Updating of Terms of Reference=three times

Requisition of medicine and medical equipment=2 times

Philhealth enrollment= 72 times

Release of Philhealth Cards=72 times

Enrollment of employees to HMO= 282 times

Filing of Reimbursements to HMO= 2 times

HMO ID cards distributed=273

HMO payment processing/bill verification=6 times

Sick leave applications assessed/logged/signed=479

Assisted 92 employees during annual PE

Medical Records disseminated and explained=98

Estimated total of provided medical services= 635

40

2.6 Human Resource

Development

Training and Development

Gender and Development Seminars

Senior Citizens Committee

A total of 124 individual trainings broken down as follows:

January = 16 employees (orientation seminar)

February=5 employees

May=3employees

June=7employees

July=39 employees

August=9 employees

September=11 employees

October=14 employees

November =18 employees

December= 2 employees

Complete staff work including 31 memoranda submitted through channels to obtain

approval / coordinate with institutions/training provider

Issued Travel Orders relevant to Training =113

All liquidation reports submitted on time to the Accounting Service

Training records of CA employees updated and maintained

Attendance to all Technical Working Group meetings and GAD preparation meetings

for various GAD activities

A total of four (4) seminars implemented under GAD:

March: Communicating with Gender Sensitive Language and Gender Sensitivity

Training & Speech Development (agency wide)

April: Gender Sensitivity Language (agency wide)

August: Enhanced Gender Sensitivity Seminar

October: Gender Mainstreaming Seminar

December: GAD Planning and Budgeting for 2019

Database of Employees containing personal information, family relations, educational

attainment, employment information, etc.

Provision of secretariat and administrative support to all senior citizens’ committee

meetings, seminars, out of town meets and conference

41

Other Services:

Student Internship/Practicum

Special Services:

(Other special assignments)

Office Decorum:

- Successful conduct of weekly Monday flag ceremony with complete

documentation of attendance

- Monitoring of wearing of uniforms (Documentation completed)

Linkage services:

- Hosting of Civil Service Commission-Dept. of Foreign Affairs Cluster quarterly

meeting (February)

- Hosting of National Capital Region-CSC monthly meeting of Regional Officers and

Managers (June)

- Attendance to the Legislative Human Resource Management Practitioners meetings

held at the Senate, Senate Electoral Tribunal and HR Electoral Tribunal Offices)

(HRMPs of Senate, House of Reps Electoral Tribunal, House of Reps, Senate

Electoral Tribunal)

- Participation of 30 CA employees and 4 non-organic runners during the CSC-Race to

Serve Fun Run VII in September 2017

Accommodation. and administrative support to allow practicum services of one (1)

student (Mr. Aaron Raine S. Tagle) under the Technical Support Service for 200

hours

Documentation support in CA wide events including anniversary and Christmas

celebrations

(August and December);

Special disbursement services during the June-July Sportsfest Activity (Senate Mini

Olympics); Liquidation Report submitted and completed on September 11, 2017

Special services conducted during the CA Family Day in October

Contribution to the CA newsletter (updates and current developments on personnel

movements, actions and other HR activities)

Meal stubs preparation for the assigned PNP personnel of the Secretariat

42

OFFICE OF THE SERGEANT-AT-ARMS (OSAA)



SUB-PROGRAM

PROJECTS

ACCOMPLISHMENTS

4. Security Affairs

Security Services

Provided security/paging services and maintained peace and

order during committee meetings/hearings, caucuses en banc and

plenary sessions and within CA Secretariat offices.

Attendance to committee meetings/hearings, caucuses en banc

and plenary sessions.

Assigned OSAA personnel as Officer of the Day to augment the

PNP personnel at the CA Information Desk.

Legislative paging services

Provided legislative paging services to the following CA

events:

• Committee Meetings/Hearings (40)

• Caucus en Banc

• Plenary Sessions (17)

Serving of vital documents (Subpoenas,

Warrants of Arrests, Invitations, Notices, etc.

* Delivered 1,653 documents requirements of

nominees/appointees, notices of meetings/caucuses/

plenary sessions, letters, subpoenas, etc.) to the

CA Chairman and Members, Nominees/Appointees,

Oppositors, etc. relative to the confirmation of

appointments/nominations.

• Additional documents to opposition (9)

• Endorsement (108)

• Extension to Submit Doc. Reqs. (5)

• Lacking Documents (142)

43

• Opposition (53)

• Other documents (81)

• Reply to Opposition (9)

• Waiver for non-appearance in Committee Hearing/

• Caucus/Pleanary (16)

• Indorsement/Certificate of Publications (300)

• Referral Letters (529)

• Report to Malacanang (91)

• Other Documents (114)

• To submit Additional Documents (2)

• To submit Documentary Requirements (127)

• Documentary Requirements (290)

• Notice of Meeting Released to CA Members,

• Nominees, Oppositors and Others ( 386 )

Other Security Related Operations

* Conduct Safety and Security Awareness Seminar/

Lectures (2)

* Security Escort/Coverages ( 4 )

44

OFFICE OF THE DEPUTY SECRETARY FOR EXTERNAL AFFAIRS AND RELATIONS (ODSEAR)



SUB-PROGRAM

PROJECTS

ACCOMPLISHMENTS

4. External Affairs &

Relations

Special Events

Provided over-all direction, management, supervision and implementation of the

following projects:

1. Special Events Project

a. CA Anniversary

Prepared the Special Order Constituting the CA Anniversary Committee 2017

Prepared the budgetary requirements for approval of the Secretary

Participated four (4) meetings of the Ad Hoc Committee

Participated four (4) planning, organization and coordination of the conduct of the

CA Anniversary Celebration

Coordinated the physical arrangement for the CA Anniversary 2017

Prepared cash advance for expenses to be incurred during the Anniversary

Celebration 2017

Disbursed funds in accordance with the approved budget

Liquidated cash advance and submitted it to Accounting Service

Prepared & submitted report to the CA Secretary on the sources & obligation of

funds

b. CA Christmas Party

Prepared the Special Order constituting the CA Christmas Party Committee 2017

Prepared the budgetary requirements for approval of the Secretary

Participated in three (3) meetings of the Ad Hoc Committee

Participated in the planning, organization and coordination of the CA Christmas

Party 2017

Coordinated the physical arrangement for the CA Christmas Party venue

Prepared 100 invitations and sent to CA Members and guests

Made calls and/or visited the offices of the CA Members and guests to follow up

the letter of invitation

45

Special Services

Administrative and Clerical

Liquidated cash advance and submitted it to Accounting Service

Prepared & submitted report to the CA Secretary on the sources & obligation of

funds

c. Sportsfest Activities

Prepared the Special Order on Senate Mini-Olympics 2017

Prepared the budgetary requirements for the approval of the CA Secretary

Prepared cash advance for the expenses to be incurred during the Senate Mini-

Olympics 2017

Disbursed funds in accordance with the approved budget

Liquidated cash advance and submitted to Accounting Service

2. Special Services Project

Conducted forty (40) Committee Meetings/Hearings and seventeen (17) Plenary

Identified menu and haute cuisine for the clearance and/or approval of the

Secretary

Prepared forty-eight (48) food/snack stubs for CA staff and Chief of Staff of CA

Members during Committee Meetings/Hearings, Caucuses and Plenary

Supervised & monitored the distribution of food for the CA Staff and Chiefs of

Staff of CA Members during CA Committee Meeting/Hearings, Caucuses and

Plenary

Provided eleven (11) floral arrangements for bereaved families of CA members &

employees

Prepared & submitted FY 2018 Proposed Budget Proposal of ODSEAR

Prepared & submitted FY 2018 Proposed Procurement Program of ODSEAR