OPERATIONS MANUAL - aparriwaterdistrict.gov.ph fileAWD operations manual 3 Organization and Responsibilities. In this part of the manual, the organizational structure was shown using

THE APARRI WATER DISTRICTOPERATIONS MANUAL

DECEMBER 2015

AWD operations manual

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TABLE OF CONTENTS:I. INTRODUCTION...................................................................................................................2II. DEFINITION OF TERMS AND ACRONYMS................................................................3III. GENERAL INFORMATION................................................................................................4PROFILE..................................................................................................................................4MANDATES AND FUNCTIONS........................................................................................5VISION......................................................................................................................................5MISSION...................................................................................................................................5PERFORMANCE PLEDGE..................................................................................................5IV. ORGANIZATION AND REPONSIBILITIES....................................................................6ORGANIZATIONAL STRUCTURE....................................................................................6DUTIES AND RESPONSIBILITIES....................................................................................6V. OPERATING PROCEDURES.............................................................................................11VI. APPENDICES.........................................................................................................................32

I. INTRODUCTIONThe Operations Manual of Aparri Water District (AWD) contains the generalinformation about the agency, its underlying functions, vision, mission, pledge,mandates, operating procedures and organizational structure.The purpose of this manual is to provide readers information about the District’sProfile, responsibilities and structure, services offered and procedures.The manual is divided into several parts as follows:General Information. This section contains the agency’s profile such as the briefhistory of AWD, mandates and functions, its mission and vision, service pledge, pumpingstations and areas of operation.


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Organization and Responsibilities. In this part of the manual, the organizationalstructure was shown using a diagram as of year 2015, as well as the duties andresponsibilities of each personnel.Operating Procedures. Contains the step-by-step procedures and work instructions ofAWD.

II. DEFINITION OF TERMS AND ACRONYMS

AWD-Aparri Water DistrictBAC-Bids and Awards CommitteeBUR-Budget Utilization RequestCCC-Conditional Certificate of ConformanceCHLORINATION-Process of eliminating the existence of bacteria & the likeCLEANING OF WELLS-Cleaning of dug and drilled wells and elevated water tanksFLUSHING-Cleaning of main pipelines & service lines LWUA-Local Water UtilitiesAdministrationILLEGAL SERVICE CONNECTION-Unregistered connections: flying & by-passconnectionsMETER TESTING-Process to ascertain efficiency of water meterMRS-Meter Reading SystemPACD-Public Assistance and Complaints DeskPHILGEPS-Philippine Government Electronic Procurement SystemSTL-Section Team LeaderWORKING FUND CUSTODIAN-In-Charge of working fund


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III. GENERAL INFORMATION

PROFILEThe Aparri Water District was formed on January 18, 1978 by virtue ofResolution No. 5, Series of 1978, approved by the Sangguniang Bayan to cover the entireMunicipality of Aparri, pursuant to P.D. 198 as amended. The Resolution was filed withLWUA on February 13, 1978 and became the 68th Water District to receive itsConditional Certificate of conformance (CCC) on November 6, 1978.The Aparri Water District is considered as a Quasi-Public Corporation, performingpublic service and supplying public wants; shall exercise powers, rights and privilegeswhich fall under the jurisdiction of the Civil Service Commission, the Commission onAudit and the Department of Budget and Management.The district was categorized as a Small Water District now Category D Water District asper Local District Manual on Categorization, Re-Categorization effective March 16, 2013with thirteen (13) permanent employees. It is managed through policies formulated byits Board of Directors, in accordance with the regulation imposed by the Local WaterUtilities Administration, National Government and Regulatory Bodies.To date, the AWD has 29 drilled and 6 dug wells as its water sources serving 1,438household within the 23 barangays.

AWD LOGO


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MANDATES AND FUNCTIONSThe Aparri Water District , as a local water district was mandated in accordance toSection 5 of P.D. No. 198, as amended which explicitly enumerated the purposes of thelocal water district namely: To acquire, install, improve, maintain and operate supply and distribution systemsfor domestic, industrial, municipal and agricultural uses for residence and landswithin the boundaries of such districts; To provide, maintain and operate waste water collection, treatment disposalfacilities; and To conduct such other functions and operations incidental to water resourcesdevelopment, utilization and disposal within such districts, as are necessary orincidental to said purpose.VISIONA community-based water district providing affordable, safe, potable water serving withefficiency and professionalism geared to preserve lives through globally competitivewater service practice founded on sound water utility policies.MISSIONGuided by our aspiration of sustainable supply of potable water, provide untiringservice deserved by the clients in close coordination with LGU-Aparri, the townspeopleand other agencies, with the end in view of promoting the welfare and development ofits work force.PERFORMANCE PLEDGE

We, the Aparri Water District’s management and staff, commit to focus on responsiveand prompt delivery of service with enthusiasm and professionalism, equipped withthe values of discipline, courtesy, honesty and teamwork for excellent service.


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IV. ORGANIZATION AND RESPONSIBILITIES

ORGANIZATIONAL STRUCTURE

DUTIES AND RESPONSIBILITIES

BOARD OF DIRECTORS is a policy making body. Ensures the availability of adequatefinancial resources, approves annual budget, and oversees the performance of theDistrict.GENERAL MANAGER D-Executes for & in behalf of the district's contracts & agreements which the district mayenter into as approved by the Board.-Exercises general supervision, control & direction overall employees.-Hires, promote, suspend & remove any or all employees provided actions onsupervisory employees are sanctioned by the Board.


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-Prepares District's Yearly Budget for submission to the Board of Directors.-Submits annual report to the Board of Directors.-Prepares agenda for BODs Meetings & recommends policies for Board approval.-Attends conventions, seminars, trainings, conferences representing the district.ADMINISTRATIVE SECTION

ADMIN/GEN. SERVICES OFFICER B

-Assists management in the establishments & implementation of office performancestandards through the HR Systems, Office-CSC Policies, and ARTA Laws & Regulations.(Includes GAD and HR interventions))-Monitors completeness and soundness of: Personnel Records/201 files, Leave cards,Service Records, DTRs, Pass Slips, PDS, SALN, monthly report to CSC , Plantilla ofPersonnel to DBM, MEMOS, Tos, OTs, certifications, minutes of meetings, resolutions.,communications, leave applications, PDF,NOSI-NOSA, J.O 's, Contract of Services &Appointments-Conducts Orientation of AWD Services, Policies & Regulations to new serviceconnections-Working Fund Custodian & Payroll Master-Monitors Office Condition-Maintains Office Supplies Ledger CardsUTITLITIES/CUSTOMER SERVICE ASSISTANT A/CASHIER DESIGNATE

-Receives cash payment and deposits daily in bank.-Prepares checks for office disbursements


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-Makes daily Cash Position Report.-Makes Cashier's collection summary; post same in Cash Books.-Prepares report unaccountable form without money value.-Prepares monthly report for guarantee deposit.-Prepares monthly cashier's receipts report.ADMINISTRATIVE SERVICES AIDE-Do posting and filling various requisition slips, outgoing & incoming of variousmaterials &supplies, fittings, chemicals & machineries to stock cards.-Prepares monthly reports & schedules of fittings & materials, machineries &equipments, pulled out water meters & chemicals.-Inventory of materials & supplies on stocks & prepares reports on waste materials.UTILITY WORKER-A-Cleans the office and its premises.- Maintains condition of the whole plant.-Reads, records water bills & distributes notice of receipts.- Plumbing works.UTILITY WORKER B-Maintain cleanliness & orderliness of the office and its structures, appurtenances & thecondition of the whole plant.-Meter Reading-Billing Works


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-Follows-up arrears, issue statements of accounts (SOA), demand letters, notice ofdisconnection.-Assists in PACD and prepares & reports customer’s feedbacks.FINANCE SECTIONSR. ACCOUNTING PROCESSOR-B-Bookkeeping function.-Calculates payroll, overtime pays & other lawful deductions from employee’s payroll.-Prepares district's contributions to GSIS, HDMF, PHIC, BIR & other remittances.-Prepares all utility expenditures & income accounts.-Prepares district's financial statement.-Inventory of materials & supplies on stock and physical inventory of Property Plant &Equipment-Prepares disbursement vouchers-Liaison OfficerCORPORATE BUDGET EXAMINER-Prepares Annual Budget, Annual Procurement Plan and Cash Flow Projection.- Monitors the Projected vs. the Actual accomplishment / Financial Status of the District.-Resolves accounting discrepancies & irregularities through verification of monthlyreports-Inspects all delivered procurements-BAC Works-Prepares Labor Payroll-Prepares of Budget Utilization Request-Internal Audit Function


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COMMERCIAL SECTION

UTILITIES/CUSTOMER SERVICE ASSISTANT C-Analyzes systems & procedures of the commercial section.-Attends to inquiries and complaints/ prepares & monitors service requests.-Prepares monthly report relative to commercial activities & status, periodic & otherreports as required.(Cust. Rep. , Service Con. Data, Water Sales Rep., Coll. Rep., Cust. Complaints Rep.,Cust.Com. Prog., Cust. Analysis, BAM)-Prepares bill of materials & materials issue slip-Processes’ applications of service connections (new, reco, senior c,c name &etc)-Monitors AR (Active & In-Active)OPERATIONS/TECHNICAL SECTION

ENGINEER A-Supervises the activities of production; treatment, disinfection of water sources & inthe installation of connections & constructions.-Regularly submits water samples for bacteriological, physical & chemical testing &evaluate the results, recommends & make remedial measures.-Conducts & maintain records of the following activities: chlorine residual test, flushing,disinfection bacte-testing, pressure survey & comparative report on production againstsales (in vol./peso).-Maintains & submits accurate records of production & capacity of sources, machinerieshistory & monitors water sources & reservoir.


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-Inspects & supervises the maintenance of cleanliness of wells, reservoir & pumpingstations.-Prepares/designs project plans of the district.WATER RESOURCES FACILITIES OPERATOR-C-Starts & stop pumping facilities driven by either electric motors or engines.-Releases water to the consumer on prescribed schedules.-Applies treatment of water on prescribed schedules.-Performs routine minor maintenance on pumping facilities & assists in majormaintenance tasks.-Records and submits monthly operation summary reports.-Maintains cleanliness of all Pumping Stations.-Conducts flushing works of sources and mainlines.-Safeguard the Aparri Water District compound during the tour of duty.-Assist the Plumber to inspect service request concerning low water supply andperform plumbing works when needed.

V. OPERATING PROCEDURES

I. COMMERCIAL SERVICES

A. CUSTOMER SERVICE

1. LEAK REPAIR (Repair of leaking pipes and faucets)STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OFACTIVITY

PERSON-IN-CHARGE FEES FORM1 Call/proceed to Attend to customer; 5 PACD J.O.


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office & reportthe problem inyour serviceconnection; Fill-up complaintform.

Prepare job order slip forinspection to the specificcomplaint.minutes Slip

2 Approve the order forinspection GM InspectionForm

3Proceed to the client’sresidence for inspection;Report to customerabout the leak problem &advise to pay in the officethe required fees &materials if there is any.

1hr./caseto casebasisPlumber/Engineer A

4 Checking of theavailability of materials. 5minutes AdminAide5 Pricing 5minutes CSC-C6 Pay the requiredfees Receive payment;Prepare the materialsneeded. Cashier/Admin.Aide

7Proceed to the client’sresidence for the repair. 1hr./caseto casebasis

Plumber P200.00minimumcharge/aboveP200+40% ofmat.as


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laborcostRes.#2011 -198 Let client sign Job OrderSlip as proof that therepair was done

Plumber J.O.Slip

9Sign Job OrderSlip to confirmthat the repair iswithinconcessionaire’sknowledge

Plumber

10 Confirm the repair done 20 min. EngineerA11 File Job Order Slip 3 min. CSC-CEND OF TRANSACTION

2. NEW CONNECTION (Installation of new service connection)

STEP APPLICANT/CLIENT SERVICEPROVIDERDURATION OFACTIVITY

PERSON-IN-CHARGE FEES FORM


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1Proceed to AWDand makeclarificatoryinquiries on howto avail theservice.

Attend tocustomer/ givenecessaryinformation5 min. PACD AWDApplicationForm forNewServiceConnection

2If interested, payfor theestimation,inspection &application fee

Receive payment 3 min. Cashier P300.00application/registration-Res.#2011-193

Prepare job orderslip for theinspection &estimation of theproposed serviceconnection

5 min. CSC-C J.O. Slip

4 Approve the order GM

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Proceed toapplicant’sresidence for theinspection &estimation. Adviseapplicant to goback in the officefor filling up ofapplication form.

1hour/case tocasebasis

EngineerA

6 Checking of theavailability ofmaterials15minutes Admin.SrvcsAide


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7 Pricing 30minutes CSC-C8 preparation ofmaterials forinstallation

15minutes Admin.Aide

9Filling up ofapplication form;Present any validID or BusinessPermit; Pay therequired fees

Receive payment. 3minutes Cashier

10Attend to theshort briefing re;systems &procedures of ourservices

Conduct briefing;Signing of WaterService Contract1 hour Admin.Gen. Serv.B

11 Prepare job orderfor the installationof new serviceconnection3minutes CSC-C J.O. Slip

12 Approve the order GM13 Installation; Notifythe new client thatthe connection hadbeen done

1hr./caseto casebasisPlumber

14Sign Job OrderSlip to confirmthat the repair iswithinconcessionaire’s

Plumber J.O. Slip


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knowledge

15 Confirm theconnection done 20 min. EngineerA16 File Job Order Slip 3minutes CSC-C

END OF TRANSACTION3. RECONNECTION (Re-activation of registered service connection)

STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OFACTIVITYPERSON-IN-CHARGE FEES FORM

1

Proceed to AWDoffice and make arequest forreconnection ofthe services. Insome cases,present any validID/Business ID

Verify record of theclient. Inform him/herif she/he has unpaiddue. Recall Res. #19,s.,2011, amendment inthe collection of fees.Prepares J.O. forinspection of theservice connection

15minutes PACD

2 Approve the order GM J.O.Slip3 Proceed to the client’sresidence and inspectthe service connection

30min./case tocasebasisEngineerA/Plumber

4 Checking of the 5 Admin.


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availability ofmaterials minutes AidePricing 5minutes

CSC-C

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Pay the requiredfees Receive payment &issue official receipt 3minutes Cashier P400.00for thenon-delinquent/800.00for thedelinquentconcessionaires. BODRes. #19, s.20115 Prepare job order forthe reconnection 5minutes CSC-CS J.O.Slip6 Approve the order GM7 Reconnection 1 hr./case tocasebasis

Plumber

8 Let client sign the JobOrder Slip as proofthat the reconnectionhad been donePlumber

9 Sign the JobOrder Slip toconfirm that thereconnection isPlumber


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withinconcessionaire’sknowledge10 Confirm thereconnection done 20minutes EngineerA11 File Job Order Slip 3minutes CSC-CEND OF TRANSACTION

4. RELOCATION OF SERVICE CONNECTION (Transfer of service pipe to other

location)


1Proceed to theoffice & requestfor relocation

Attend to customer.Prepare Job Orderfor the inspection &estimation ofmaterials needed

10minutes CSC-C None J.O.Slip

2 Approve the order GM

3Inspect the serviceconnection. Informclient about thematerials needed.Advise client to goback to office for thebill of materials

1hour/caseto casebasisEngineerA

4 Checking of theavailability ofmaterials5 minutes

5 Pricing 5 minutes CSC-C


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6Pay the requiredfees Receive payment &issue OfficialReceipt

3 minutes Cashier P300.00minimumcharge/above P200+40%of mat. aslabor costRes.#2011 -197 Prepare J.O. for therelocation of serviceconnection

5 minutes CSC-C J.O.Slip8 Approve the order GM J.O.Slip9 Proceed to theclient's residencefor relocation

1 hr./caseto casebasisPlumbers

10 Let client sign J.O.Slip as proof thatthe relocation wasdonePlumbers J.O.Slip

11Sign J.O. Slip toconfirm that therelocation iswithinconcessionaire’sknowledge

Confirm therelocation done 20minutes EngineerA

12 File Job Order Slip 3 minutes CSC-CEND OF TRANSACTION5. DISCONNECTION (Voluntary disconnection of the service connection andnon-payment of water bills)


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1For voluntarydisconnection,proceed to the officeand request fordisconnection

Check & informclient’s unpaid billsif there are any.Prepare J.O Slip;Preparedisconnection noticefor delinquentconcessionaires.

5 minutes CSC-C M.O.Slip

2 Approve the order GMPresent J.O. to theplumber and giveinstructions3 minutes CSC-C

3 Proceed to theclient's residencefor the action to betakena) temporary 30 mins. Plumbersb) mainline 1 hour(case tocasebasis)4

Let client sign JobOrder Slip as proofthat thedisconnection wasdone

Plumbers M.O.Slip


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5Sign the Job OrderSlip to confirm thatthe disconnection iswithinconcessionaire’sknowledge

Plumbers

6 Confirm the activitydone 20minutes EngineerA7 File Job Order Slip 3 minutes CSC-CEND OF TRANSACTION6. BILLING INQUIRIES (Complaints and inquiries in the billing)

STEP APPLICANT/CLIENT SERVICEPROVIDER DURATION OFACTIVITY PERSON-IN-CHARGE1 Proceed to AWD office& refer such erroneousreading Entertain clientcourteously 10 mins./case tocase basis PACD2 Prepare servicerequest for re-reading 3 min. CSC-C3 Proceed to client'sresidence forrereading 20 min. Meter Reader4 (a). If founderroneous,recommendnecessaryadjustments (b).other actionsdepending uponthe inspectionresult

10 min. CSC-C


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6 Approve therecommendedaction GM7 Notify the clientfor the result CSC-C8 Sign the J.O.9 File Job Order Slip 3 min. CSC-C

END OF TRANSACTION7. PAYMENT OF WATER BILLS

STEP APPLICANT/CLIENT SERVICEPROVIDER DURATION OFACTIVITY PERSON-IN-CHARGE1 Proceed to office. Presentbilling receipt Accept payment 5 minutes CashierEND OF TRANSACTION8. FILING OF COMPLAINTS

STEP APPLICANT/CLIENT SERVICEPROVIDER DURATION OFACTIVITY PERSON-IN-CHARGE1 Proceed to AWD office& fill up complaintsform Entertain clientcourteously &record thecomplaint

10 mins./case tocase basis PACD2 Prepare actionform if there is asite visit needed 3 min. PACD3 Proceed to client'sresidence forinspection &report the result tothe office

20 min. Plumber

4 Verify the report &recommend action 15min Engineer A5 Prepare actionform 3 min. PACD6 Approve therecommended GM


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action7 Notify the clientfor the result PACD8 Sign the Form9 File Job Order Slip 3 min. CSC-CEND OF TRANSACTION

B. METER READING AND BILLING

METER READINGSTEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1

Read water meters on blocksassigned.The service are aredivided into 8 blocks, the 1st 4blocks on the 1st day & theother last 4 blocks on the 2ndday.2 days (last 2 working days ofthe month) Meter Reader

2 Fill-up the reading sheetprovided for each block withthe water meters presentreading & consumption. -do- Meter Reader3 Shall notify the customers ontheir reading & provide atentative copy of their reading. -do- Meter Reader4

Submit the filled-up readingsheet to the encoder & theirreports regarding theconditions of the water meters& service connections to thesection team leader.-do- Meter Reader

END OF TRANSACTIONBillingSTEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 Encode the meter reading onthe MRS (Meter ReadingSystem) & prepare print outsof billing statements.

2 days (last working day ofthe month & the 1st workingday of the preceding month) Encoder


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Distribute the billingstatements 2 days (1st 2 working days ofthe month) Meter ReaderEND OF TRANSACTION

CREATION/UPDATE/DELETION OF ACCOUNT

New Connection/Update of Details

1. Add/Update Customer

2. Fill-up Customer’s Details

Sequence-represents the customer’s account number

Route-represents the block number (Barangay Code)

Meter Number-serial number of meter for each customer’s water meter

Account Number-consists/combination of the route & sequence number

Business/Full Name-Name of the Customer

Address-Address of the Customer

Meter Size-Size of the meter installed

Meter Type/Kind-Kind of meter installed

Consumer Type-Customer classification

3. Tag disconnected consumer for customers who are already disconnected for the

said month which will automatically disable the account for the said billing;

withholding tax for customers who withhold taxes; & senior citizen for accounts

who can already avail the said discount.

4. Click Save/Update

PREPARATION OF BILLING STATEMENT

1. Click Read.

2. Search & click the name of customer.

3. Click the read button.

4. Choose regular meter for customers with the same meter for the billing month &

change meter to customers which water meter were already replaced.

5. Input the present reading which will automatically compute the consumption &

billing details.

6. Click take reading.


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7. Click print report for individual bill or batch printing for printing of all monthly

customers bill per block.

GENERATING REPORTS

1. Choose the reports needed.- Consumer Master File- Inactive Service Connection- Monthly Aging Reports- Meter Reading Summary report- Report by Dates- Monthly Unpaid Bills- Monthly BAM reports

2. Click generate report.

POSTING OF COLLECTION

1. Click Read & Choose the name of the customer.

2. Click the button for bill.

3. Copy the confirmation code

4. Click collect button.

5. Paste the confirmation code.

6. Type the payment amount.

7. Click confirm.

SUBMISSION OF REPORTSTEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 Reports generated from thesystem are submitted to theGM every 10th day of themonth.

1 day Cust. ServicesAssistant C2 Approves/reviews the report 1day GM3 Receives the final report forbookkeeping & preparation offranchise tax for water sales &financial reports.

5 days SeniorAccountingProcessor BEND OF TRANSACTION


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II. ADMINISTRATIVE SECTION

CASHIERINGSTEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 Receive payments & issueOR’s to customers. 5 minutes/transaction Cashier2 Computes Collection for theday. 30mins. Cashier3 Prepare deposit slip &deposits collection on thebank 1hour (minimum) Cashier4 Prepare daily cashiers report 30minutes CashierEND OF TRANSACTION

WORKING FUND

STEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 Fill-up requisition slip. 15 minutes/transaction STL’s2 Approval of the requisitionslip. 5mins. GM3 Purchase of supplies Case to case basis BAC4 Inspection of receipt forreimbursement. 15mins. Working FundCustodian5 Preparation of working fund. 1hour Working FundCustodian6 Check and verify the receipts. 20mins. SAP-B7 Issues payment for thereimbursed expenses. 15mins. Working FundCustodian8 Approval of the completedvoucher. 15mins GMEND OF TRANSACTIONISSUANCE OF SUPPLIES

STEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 Fill up form for requestedsupply 10minutes STL’s


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2 Check the availability of thesupply in the supply ledgercard. 30mins. Admin./Gen.Srvcs. Officer B3 Prepare report of supplies &materials issued 20mins. SAP-B4 Issue the supply requested 1hour (minimum) Admin./Gen.Srvcs. Officer B5 Posting of RSMI to thesupplies ledger card 30mins. Admin./Gen.Srvcs. Officer BEND OF TRANSACTION

III. FINANCE SECTION

PROCUREMENT PROCESS

STEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 BAC Deliberation for theprocurements 1hour BAC members2 Prepares RIV & PurchaseRequest 15minutes CBE3 Approves the RIV & PR 10mins. GM4 Prepares Request forQuotation 15mins CBE5 Post Quotations onPhilGeps/Canvass 7 cd BAC Sec6 BAC deliberation for the LCB 1 hour BAC members7 Prepare Minutes, Abstract ofQuotation for the LCB 30mins BAC Sec8 Signs the Abstract ofQuotation 15mins BAC members9 Prepare Purchase Order 15mins BAC Sec10 Prepare Notice of Award 15mins BAC Sec11 Approves the Award 15mins HOPE12 Post the award 30mins BAC SecEND OF TRANSACTION

RECEIPTS OF DELIVERY OF SUPPLIES/EQUIPMENTS/MATERIALSSTEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE


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1 Inspection of deliveredsupplies. 15minutes CBE & the Sectionconcern2 Prepares inspectionreport/MR & hand thesupplies to the admin. aide 30mins. CBE3 Receives the supply & recordon their correspondingledgers/record books. 30mins Admin. AideEND OF TRANSACTION

ISSUANCE OF MATERIALS

STEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 Prepare Materials Issue Slip 15minutes Cust. Serv. Asst. C2 Input balance on hand on theMaterials Issue Slip. 30mins. Admin. Aide3 Approves the Slip. 5minutes GM4 Pull-out the materials issued. 15minutes Plumber5 Record the issued materialson the Ledger. 15minutes Admin. Aide4 Prepare report of theMaterials balances & submitto the accounting section. 1 day (10th day of the month) Admin. Aide

END OF TRANSACTIONDISBURSEMENT PROCESS

STEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 Prepare supportingdocuments/attachments 1 hour/obligation Sr. Acctg.Processor B2 Computes reimbursement &other mandatory or statutoryobligations for payments. 30mins. Sr. Acctg.Processor B3 Prepare Budget UtilizationRequest 10minutes CBE4 Prepare disbursementvoucher 15minutes Sr. Acctg.Processor B5 Approves the issued voucher. 15minutes GM6 Prepares check. 10mins. Cashier


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7 Signs the check for payments 10minutes GMEND OF TRANSACTIONIV. ENGINEERING AND TECHNICAL SECTION

1. BACTERIOLOGICAL, CHEMICAL and PHYSICAL

TESTING OF WATER SUPPLY (Water samples from the different water sources isbeing tested by laboratory of Ilocos Water District to assure that the water supplyis within the level set by the Phil. National Standard for Drinking Water.STEP OFFICE ACTIVITY DURATION OFACTIVITY PERSON-IN-CHARGE1 a. Collection of water samplesfor bacteriological analysis 15 min./watersample Technical Sectionb. Collection of water samplesfor physical and chemicalanalysis annually

2a. Submission of water samplesfor bacteriological test toTuguegarao City WaterDistrict

1 day Engineer Ab. Submit water sample forphysical and chemical analysisto Ilocos Norte Water District 2 days Engineer A

3 Wait for the result throughmail/by Pick-up4 Analyze and interpret results 30 min. Engineer A5 Submission of results to LWUA GMEND OF TRANSACTION2. CHLORINATION (This is done to eliminate the existence of bacteria & the like)

STEP SERVICE PROVIDER DURATION OF ACTIVITY PERSON-IN-CHARGE1 Determination of Chlorinedemand 1 hour Technical Section2 Preparation and mixingChlorine dosage 20 mins./pumping station Operator on duty


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3 Induce the chemical to thewater Operator on duty4 Record the Chlorine dosage 3 minutes per pumpingstation Operator on dutyEND OF TRANSACTION

3. CLEANING OF WELLS(Cleaning of dug and drilled wells and elevated watertanks)STEP SERVICE PROVIDER DURATION OFACTIVITY PERSON-IN-CHARGE1 Scheduling wells to be cleaned 1 hour Technical Section2 Preparation & implementation ofthe work 1 day Technical Section3 Conduct Chlorination Operator on DutyEND OF TRANSACTION4. PIPELINES FLUSHING (Cleaning of main pipelines & service lines)STEP SERVICE PROVIDER DURATION OFACTIVITY PERSON-IN-CHARGE1 Notify the public of the schedule offlushing. Upon thescheduled date Technical Section2 Conduct general flushing and cleaningof main pipelines Quarterly Technical Section

END OF TRANSACTION5. INSPECTION OF WATER METERS (To ensure the accuracy of the water meter)

STEP SERVICE PROVIDER DURATION OFACTIVITY PERSON-IN-CHARGE1 Inspect water meter during readingtime 5 minutes Meter Readers2 Report to office any problem &recommend for any action to betaken 5 minutes Meter Readers3 Prepare Job Order Slip 5 minutes CSC-C


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4 Approve the Job Order GM5 Inspection of Water Meter &recommend action to be taken 30 minutes Engineer A6 Prepare J.O. for the recommendedaction 5 minutes CSC-C7 Approve the Job Order GM8 Implementation of recommendedaction Meter Readers9 Confirm if the activity had beendone accordingly 10 minutes Engineer A10 File the Job Order Slip 3 minutes CSC-CEND OF TRANSACTION6. INSPECTION OF ILLEGAL SERVICE CONNECTION (Unregistered connections:flying & by-pass connection)STEP OFFICE ACTIVITY DURATION OFACTIVITY PERSON-IN-CHARGE

1 Inspect illegal connections 5 mins. per serviceconnection Technical Section/MeterReaders2 Report to office if there is any3 Provide Job Order Slip for spotinspection 5 minutes CSC-C4 Approve the order GM5 Spot Inspection on thereported illegal connection 1 hour Technical Section6 Issue Job Order Slip for closureof mainline 5 minutes CSC-C7 Approve the order GM8 Make necessary action 1 hour GMEND OF TRANSACTION

7. METER TESTING (To ascertain efficiency of H2O meter)STEP APPLICANT/CLIENT SERVICE PROVIDER DURATION OF PERSON-IN- FEES FORM


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ACTIVITY CHARGE1 Call/proceed tooffice & reportthe problem. Prepare Job Order Slipfor inspection of WaterMeter 5minutes PACD

Approved the Order GMInspection 30minutes PlumberAdvise Customer for ameter testing to ascertainthe efficiency of meter2 Pay required fees Receive payment & issueofficial receipt 5minutes Cashier 300.003 Prepare Job Order Slipfor meter testing 5minutes CSC-C4 Approved the Order GM5 Proceed to the clientsresidence and pull outthe water meter 30minutes Plumbers6 Conduct Meter Testing inthe office with thepresence of the customer 10minutes EngineerA7 Analysis for efficiency8 Prepare order for theApproved recommendedactionImplementation of therecommended action.9 Confirm the repair done 20 min. EngineerA10 File Job Order Slip 3 min. CSC-CEND OF TRANSACTION


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VI. APPENDICES


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Documents

OPERATIONS MANUAL - aparriwaterdistrict.gov.ph fileAWD operations manual 3 Organization and Responsibilities. In this part of the manual, the organizational structure was shown using