• • •I : . -

MASTER LIST OF MAINTAINED DOCUMENTED INFORMATION (INTERNAL l

DOCUMENT CODE DOCUMENT rrns REVISION 00 01 02 03 04 05

Provision of LGRRC Services OP-R13-LGCDD-19 [Oualitv Procedure 10.16.17 OO-OP-R13-LGCDD-19 [Oualitv Objective 10.16.17 OME-OP-R13-LGCDD-19 I Oualitv Monitoring and Evaluation 10.16.17 FM-OP-13-LGCDD-19-01 Process Summarv Lozsheet 10.16.17 FM-OP-13-LGCDD-19-02 Borrower Slio 10.16.17 FM-OP-13-LGCDD-19-03 LGRRC Visitors Logbook 10.16.17 FM-QP-13-LGCDD-19-04 LGRRC Knowledge Product Monitoing Sheet 10.16.17

.._

.....__ I .. -- F ·-

Local Government Capability Development Division Name of Division/FOU:

Rev . .No. Eff. Date Page o 10.16.17 1 of l

Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

REGION XIII (CARAGA) 1559 Matimco Bldg, Km 4., Libertad, Butuan City

caraga.dilg.gov.ph

•

• MASTER LIST OF MAINTAINED DOCUMENTED INFORMATION fEXTERNALl

DOCUMENT CODE DOCUMENT TITLE REVISION 00 01 02 03 04 05

Provision of LGRRC Services DILG M.C. 2016-165 entitled "Establishment of a Local Governance Innovative Solutions Bank" dated November 16, 2016

Local Government Capability and Development Division Name ofDivision/FOU:

•H'"'IN"'''­ &M-R13-sP-Ol1J:011

Rev . .No. EJJ. Date Page 00 10.16.17 1 ofl

Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

REGION XIII (CARAGA) 1559 Matimco Bldg, Km 4., Libertad, Butuan City

caraga.dilg.gov.ph

•

• MASTERUST OF RETAINED DOCUMENTED INFORMATION

DOCUMENT CODE DOCUMENT TITLE CUSTODIAN LOCATION FILING SYSTEM RETENTION PERIOD DISPOSAL FOLDER SCHEME ACTIVE STORAGE TOTAL Process Name: PROCESS FOR ACCESS TO LGRRC KNOWLEDGE PRODUCTS/IEC MATERIALS (KNOWLEDGE SHARING)

Blue Datafiler with cover# 1

Chronologl· LGRRC beside steel QP-R13· Recycle/Reuse QP-R13-LGCDD-19 Quality Procedure Administrator cabinet at the LGCDD-19 cal 3 years 3 years 6 years (latest on top) papers

back of the LGRRC Blue Datafiler with cover # 1 Chronologi-

QO-QP-R13-LGCDD-19 Quality Objective LGRR.C beside steel QP·R13- cal 3 years 3 years 6 years Recycle/Reuse Administrator cabinet at the LGCDD-19 (latest on top) papers

back of the LGRRC Blue Datafiler with cover # 1 Chronologi- Quality Monitoring and LGRRC beside steel QP·R13- Recycle/Reuse QME-QP-R13-LGCDD-19 Evaluation Administrator cabinet at the LGCDD-19 cal 3 years 3 years 6 years

(latest on top) papers back of the LGRRC Blue Datafiler with cover # 1 Chronologi-

FM-QP-R13-LGCDD-19-01 Process Summary Logsheet LGRRC beside steel QP·R13- cal 3 years 3 years 6 years Recycle/Reuse Administrator cabinet at the LGCDD-19 (latest on top) papers

back of the LGRRC

l 1

Pr>· J.Jf11d B

~~~ T-t"-J..4.

-~~y Des•Dnatton ~ Process Owner I '"·lonalQMR

I

Local Government Caoabilitv Development Division· Local Governance Rel!ionaJ Resource Center Name of Division/FOU:

tor1 00 10.16.17 I Rev. No. I er. Date I rliii!!i"'"' FM·SP·R13·08·01

Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

REGION XIII (CARAGA) 1559 Matimco Bldg; Km 4., Libertad, Butuan City

caraga.dilg.gov.ph

,1. Letter requests (i.e. email, courier or hand-carried, facsimile) as processed by receiving personnel pertaining to requests to access LGRRC materials are routed to LGRRC Facility Administrator.

I 1 Letter Request

I MSAC-affiliate Endorsement Routing Slip

Details References

b. Borrowing of KPs/IEC material

[ Borrowers form processing then release; return and evaluation of materials, and recording. P_r:ocess ends upon administration of R13-SP-02. _

INPUT

PURPOSE

WALK-IN REQUESTING Knowledge Products/ KP CLIENT PARTY Request I IEC Materials I -

Borrowing IEC Material RECEIVING CLIENT

I I I DESCRIPTIVE STATEMENT: The process is a continuation from previous processes (QP-R13-FAD-11) for borrowings of knowledge products/I EC materials that starts from the accommodation and logging-in of the walk-in client by the PACO and forwarding to the LGRRC facility administrator, for logging-in to LG RRC logbook and evaluation of request coursed to the librarian, on:

a. In-house access of KPs/lEC material

I i

..B!_S~RVATIONS OR LETTEl!LONLINE REQUESTS 1 LGRRC Facility 1 FROM PREVIOUS

Administrator I PROCESS: (QP-Rl3-FAD-11)

I

Step Responsible I PROCESS/ ACTIVITY No. Personnel

OUTPUT PROCESS

SCOPE

DILG - REGION XIII rcARAGA) QUALITY PROCEDURE (QP) 00 I lQ.16.17 I lof5

• PROCEDURE TITLE Process for Access to LGRRC Knowledge Products/lEC Materials

Knowled e_S_h_ar_i_n .... g.._) _ The process st.arts from the accommodation and logging-in of the walk-in client by the PACO, to the evaluation of the LGRRC facility administrator, to the servicing by the librarian, including processing, monitoring and return of borrowed materials. Process ends upon administration of Client

____ Satisfaction and Feedback form by the PACD. __ To define standard procedure for processing borrowing request for Knowledge Products or Information, Education, Campaign (!EC) materials to be brought outside the facility of the Local Governance Regional Resource Center LGRRC). -~--

PROCESS DESCRIPTION

KP Monitoring • Sheet

For in-house access: I I' 2.a. Retrieve materials

and allow client to ~~~~~~~~~~~~~~~~~·~~~~~~~-~~~~---'-~~~~~~~

1. Ascertain status of availability of material

! KP Monitoring Sheet

1 Check status of availability of materials and make recommendation

LGRRC Librarian

2

I

Communications I I logbook I ! Knowledge j Products

For both in-house I access of KPs/IEC

materials and outside I borrowing:

1

2.b. Make entry in Communications

I Logbook and ascertain needs as against Menu

I of Knowledge Products

Librarian. Note on Routing Slip

qualified borrowers

a. Borrowing of KPs/IEC materials, evaluate credentials and requrements as against criteria for qualified borrowers

b. If not qualified, 1 proceed to step 5. I

c. If qualified, route 1

to LGRRC

Endorsement 1 Checklist for

I · For outside borrowing: I MSAC-Affiliate

librarian.

I

Details Referenc~ 1 2.a Pro~ide Visitors Menu of , Logbook for walk-in Knowledge

I' clients and ascertain Products

needs as against Menu I

, of Knowledge Products. · Direct client to LGRRC

00 10.16.17 l 2ol5

For walk-in clients, request client to log in to LGRRC Visitors Logbook and ascertain capability to fulfill request and direct to LGRRC librarian.

PROCESS/ ACTIVI1Y Step Responsible f ,__N~o·~,___Personnel I

I I I I I I I

Checklist for qualified

I borrowers Borrower's Form

1.Retrieve material and ' KP Monitoring

I allow client to peruse l Sheet material within the vicinity. Log in KP Materials monitoring sheet

I 2.0nce client is done, collect the material(s) and make

I corresponding updates in the KP Monitoring

, Sheet. I I 3.Direct clientto PACO

for administration of R13-SP-02

For outside borrowing: Approve Borrower's

! Form I

I

LGRRC Manager

Retrieve materials and allow client to peruse

1 material within the facility

LGRRC Librarian

3

4.Return materials in 1-----i--------.__-----------+~appro riate shelves

1. Approve borrower's Form and return to LGRRC Administrator for release of KPs

· Borrower's Form (2 copies) Checklist for qualified borrowers I MSAC-affiliate

, Endorsement

References

For outside borrowing: 1. If qualified, fill-up Ascertain material borrowers form and availability, allow client j submit to LGRRC to peruse material. and Manager for approval. process Borrower's Form.

peruse material within I the facility

1

2.b. If KPs/lEC materials requested

' are not available,

I advise client when these will be available.

Details

--"-oo"--_: _;.cl0=.1"'-'6 !~7_! _:l of s J QP-R13·LGCDD- 19 Document Code •

3

~

Step Responsible PROCESS/ACTIVl1Y N_o_.---+ __ P_e_r_s_o_n_n_e_I_+------

Provide requested KPs/IEC materials to client.

DILG - REGION XIII rcARAGAl

QUALITY PROCEDURE (QP)

•

- I Step Responsible PROCESS/ ACTIVllY Details References I No. Personnel

4 LGRRC I Release Materials 1. Log in borrowed Borrower's Librarian I status in KP Form

I

I Materials monitoring KP Materials sheet monitoring

sheet

2. Release material KP Material 3.Direct to PACO for

I administration of Client Satisfaction and Feedback Form

MONITORING AND FOLLOWING UP OF BORROWED MATERIAL

5 LGRRC Facility i l. Monitor status of I KP Materials Administrator borrowed books monitoring and LGRRC 1 and ascertain I sheet I

Librarian I materials due for ' ' the day I I i 2. SMS borrower to i remind him/her I that the material is I

I due to be returned on that day. KP Materials

I 3. Log transmission in monitoring

KP Materials sheet 1 I Monitoring Sheet ' RETURN AND PROCESSING

6 PACO I Direct Client to LGRRC !l. Entertain requesting Visitors'

I party and add entry I Logbook I in Visitors' Logbook I .~J 12. Determine client

J intent and direct to I LG RRC Librarian 7 LGRRC I 1. Collect the ' KP Monitoring

Librarian I rnaterial(s) and make Sheet

I corresponding KP Materials updates in the KP

I Monitoring Sheet

I ~· Return materials in ! appropriate shelves

Retain all records Retain all records : Control of I

8 LGRRC l I Administrator generated in ~ Retained i accordance with i Documents I

I I _ _QQ__j_ 10.1617 j folS

QP-R13-LGCDD- 19

I LIB~ A.

FAMACION CESO lll

I Regional Director

Top Management I_ ---

Jl.R~~~ I ~- LGodviEMMYLouP., LGO LYNC. I DONALDA.SERONAY

BURIAS YOMA OIC·Asst. Regional 1 LGRRC Administra~or OJC LGCDD C~hief · Director 1----::p 0 Division Chief/Next I rocess wner Higher ~upervisor Regional QMR

Legal References: • LG RRC XIII Manual of Operations • LGRRC XIII Business Plan

Definition of Terms: • Local Reglonal Resource Center is the facility that harnesses the role of DILG as

knowledge brokers and facilitators of capacity development and to facilitate the integration of knowledge management in DILG processes and systems towards building the department as a knowledge centric organization.

r-;:-rences

I Information

1

Procedure

I

I 11ll6 17 I 00

Responsible I P;OC_E_S-S/ACTJVI'IY I Details Personnel I

i----t-- --------- I Control of Retained I Documented

I Information Procedure and Masterlist of

' Records ---------'-----------

NAME: JOC~YOMA ntr r rrnn rr.1a• Sunervisor

.In! , NAME : EM~OtlP. ~AS

Lr.nnv. r "nor ..

0 0 0 Total Result

Duration of Objective Results Date of request for LGRRC Time walk-in client is Time walk-in client's provision of •• Client No. service endorsed to LGRRC request is served by LGRRC service to client Remarks/Particulars

(walk-in clients} Administrator Librarian from endorsement Met Unmet Remarks, if unmet bvPACD

1

2

3

4

5

6

7

8

Every Stb day of the 1st month of the quarter Due Date of Submission: Legend:

FREQUENCY OF MONITORING: Quarterly COVERED PERJOD:

1) 80% of clients accessing KPs In the LGRRC are accommodated within 30 minutes upon request 2) 80% of clients borrowing KPs from the LGRRC are accommodated within 30 minutes upon request 3) 80% of clients borrowing KP> from the LGRRC are accommodated within 30 minutes upon request

QUALITY OBJECTIVE: Jof_ 10.16.17

Page Bil'. Date

~il!Qi!il!@iift! FM-QP-R13-LGCDD-19-01

DILG REGIONXlll (CARAGA) Process for Access to LGRRC Knowledge Products/I EC Materials (Knowledge Sharing Process Summary Log Sheet (PSL)

E~~~~URIAS LGOO V- LGRRC Administrator

Regional Director

LILIBE~. CESO Ill

Regional Quality Management Representative Process Owner

Contact No. & Email Address Signature

Address Client

Date Returned:

Date Borrowed:

Date to be Returned:

PURPOSE:

KNOWLEDGE PRODUCT {s):

GOVERNANCE AREA(s):

• DILG REGION XIII

LGRRC BORROWER'S SLIP

DATE ACTIVITY/ NAME POSITION/ PURPOSE DESIGNATION OFFICE/ ADDRESS SIGNATURE

oo I 10.16.17 I 1or1 ' ·"·

DILG REGION XIII

LGRRC VISITORS LOGBOOK FM-QP-R13-LGCDD-19-03

•

•

Regional Director Regional Quality Management Representative

. FAMACION, CESO III /

Process Owner

EM~Ji.~AS LGOO V - LGRRC Administrator

•

• Date KP Title Availability

Borrower Address Date to be Returned

YES NO

'" '"' o I 10.16.17 I 1 ofl

FM-QP-R13-LGCDD-19-04

DILG REGION XIII

LGRRC KNOWLEDGE PRODUCTS (KP) MONITORING SHEET

0

DIVJSION/FOU LOCAL GOVERNMENT CAPABILITY DEVELOPMENT DIVISION - LOCAL GOVERNANCE REGIONAL RESOURCE CENTER

QUALITY PROCEDURE Process for Access to LGRRC Knowledge Products/lEC Materials (Knowledge Sharing) TITLE

Key Performance Indicators (KPI) Applicable Documents (e.g.

Frequency of Responsible for Tracker, Function Indicator /Formula Monitoring Monitoring Log

Objective Target (if applicable) Results Monitoring Sheet, Summary Log Sheet, Report,

Memo, etc.) Process for in-house % of clients 80%of Total number of clients accessing Quarterly LGRRC • Visitor's Logbook access ofLGRRC accessing KPs in clients KPs accommodated within 30 Administrator and • KP Monitoring KPs/ Information the LGRRC are accommodat minutes upon request LGRRC Librarian Sheet Education Campaign accommodated ed x 100 (IEC) materials within 30 minutes

upon request Total number of clients accessing KPs

Process for outside % of clients 80%of Total number of clients borrowing Quarterly LGRRC • Visitor's Logbook borrowing of LGRRC borrowing KPs clients KPs accommodated within 30 Administrator and • Borrowers Slip Knowledge Products from the LGRRC accommodat minutes upon request LGRRC Librarian (KPs)/Ioformation are ed x 100 Education Campaign accommodated (IEC) materials within 30 minutes Total number of clients borrowing

upon request KPs

% of clients 80%of Total number of clients requesting Quarterly LGRRC • Visitor's Logbook Process for requesting for clients rated for LGRRC services (knowledge Administrator and • Client's Feedback provision of LGRRC services LGRRC sharing) rate service provided ITO Form (PACO) requested LGRRC (knowledge service satisfactorily services (Knowledge sharing) rated satisfactorily x 100 Sharing) service provided

satisfactorily Total number of clients requesting LGRRC services (knowledge sharing)

0 (QO)

QO·QP·R13·LGCDD·19

•

u

Top Management Division Chief Process Owner

~~~t:U- EMMYLOU P. BURIAS

LGOO V - LGRRC Administrator

• Key Performance Indicators (KPI) Applicable

Documents (e.g. Frequency of Responsible for Tracker,

Function Indicator /Formula Monitoring Monitoring Log Objective Target (ifapplicable) Results Monitoring Sheet, Summary

Log Sheet, Report, Memo, etc.)

QO·QP·R13-LGCDD·19 DILG REGION XIII fCARAGA 1 QUALITY OBJECTIVE (QO)

DIVISON/FOU LOCAL GOVERNMENT CAPABILITY DEVELOPMENT DIVISION PROCEDURE

Process for Access to LGRRC Knowledge Products/IEC Materials (Knowledge Sharing) TITLE OBJECTIVE 1. 80% of clients accessing KPs in the LGRRC are accommodated within 30 minutes upon request. STATEMENT 2. 80% of clients borrowing KPs from the LGRRC are accommodated within 30 minutes upon request. CURRENT

ERIOD INDICATORS 1Q 20 30 40 Total Obiective 1: 80% of clients accessing KPs in the LGRRC are accommodated within 30 minutes upon request. A Total number of clients accessing KPs in the LGRRC are accommodated within 30 minutes

upon request, B Total number of clients accessing KPs in the LGRRC in a three-month period. c Formula: A x 100 I Target Result: 80%

B D Gap Analysis: In case the obiective is not met, put your analysis why it is not met Objective 2: 80% of clients borrowing KPs from the LGRRC are accommodated within 30 minutes upon request. A Total number of clients borrowing KPs from the LGRRC are accommodated within 30

minutes upon request, B Total number of clients borrowing KPs from the LGRRC in a three-month period. c Formula: A x 100 I Target Result: 80%

B D Gap Analysis: In case the objective is not met, put your analysis why it is not met

Objective 3: 80% of clients rated LGRRC service satisfactorily.

A Total number of clients requesting for LGRRC services (knowledge sharing) rate service provided satisfactorily

B Total number of clients requesting LGRRC services (knowledge sharing) in a three-month period.

c Formula: A x 100 I B D Gap Analysis: In case the objective is not met, put your analysis why it is not met

Note: For unmet targets, the QMS Secretariat will issue Corrective/Preventive Action Report (CPARl dulv staned bv the DILG-XIII Deputy QMR.

DeputyQMR Process Owner

JOCEL~OMA OIC, Division Chief LGOOV

•