TABLE OF CONTENTS
Admin and Human Resource Dept Background………………………………..………………………………………. 1
Human Resource Section………………………………………………………………………………………….…………. 6
Administrative Section………………………..………………………………………………………….…………………… 8
General Services Section…………………..……………………………………………………..….………………………..9
Admin and Human Resource Forms…..……………………………………………………..….…………………………. 12
AHR Division Organizational Structure.…………………………………………………..….……… …………………….. 32
Job Description under the Division …..…………………………………………………..….………………………...…… 34
Functions: Human Resource Unit
Issuances.…………………………………………………………………………… ……………………………………..….... 49
Reports…………………...………………….………………………………………………………..….………………….....…50
Records Management……………………………………………………………………….….……………………………. 53
Employee Discipline and Other Personnel Actions…………………………………..…..………….………………….. 54
Personnel Welfare Relations………………………………………………………………....………….…………………… 55
Strategic Performance Management System (Spms)………..………… ……………………………………..….…… 55
The SPMS Process…………………………………………………………………………………………..….…………….... 61
The SPMS Cycle…………………………………..……………………………………………………………..….……….….. 62
Performance Planning and Commitment…………………………….……………………………………..….…...…... 63
Performance Monitoring and Coaching…………………………………………………………..………..….……….... 65
Performance Review and Evaluation……………………………………………………..………………..….………….. 66
Office Performance Assessment……………………………………………………………..…………………..….…....... 66
Individual Performance Assessment……………………………………………………………………….………………. 67
Performance Rewarding and Development Planning……………………………..………………………………...... 68
Rating Period…………………………………………………………………………..….…………………………………......69
Rating Table…………………………………………………………………………………..….……………………………… 70
Appeals…………………………………………………………..………………………..….……………………...………..... 75
Health and Wellness Programs…………………………….…….…………………..….……………………………...…… 77
Compensation, Benefits, Rights and Other Privileges……..……………………..….…………………………...…...... 79
Leave Benefits Administration…………………………..…………………………..….……………………………………. 79
Personal Actions........................................................... ……………………………..….........………..............................84
Employee discipline………………………………………………………………………...………………………..…………88
Complaints and Grievances…………………………………………………………...…………………………..…………92
Basic Policies………………………………………………………………………………………………………………..…....93
Objectives……………………………………………………………………………………….……………………......…….. 99
Scope………………………………………………………………………………………..…………………………..……….. 99
Definition of Terms………………………………………………………………………..……………………………..……… 100
Application of Grievance Machinery……………………………………………………..……………………………….. 101
Grievance Procedures………………………………………………………………………………………………………... 103
Grievance Committee……………………………………………………………………………………………..…………. 104
Rewards and Recognition…………………………………………………………………………..………………….…..…110
MKWD Program on Awards and Incentives for Service Excellence (Praise)…………… ……………………….... 111
Tabulation Table…………………………………………………………………………………………………..……………. 121
Procedure…………………………………………………………………………………..….………..……………………… 122
Award………………………………………………..………………………………………..….………………….…………... 122
Types of Incentives………………………………..………………………………………..….………………………………. 126
Forms of Awards and Incentives…………………….…………………………………..….………………………….…… 129
Praise Committee………………………………………………..………..….……………………………………………...… 129
MKWD Merit Selection and Promotion Plan……………………………………………………………………….…..….. 131
Composition of The Personnel Selection Board………………………………………………..….……………….....…. 135
Functions and Responsibilities…………………………………………………………………..….………………………. 139
TRANSACTIONS
Human Resource Management
Issuances……………………………………………………………………………..…………………………………..……….142
Reports…………………………………………………………….…………………………………………………..…………. 144
Recruitment Hiring & Promotion…………………………....….……………………………………………………………. 149
Preparation of Appointment to Permanent Position…………………………………………….…………………….. 150
Casual Appointment Preparation…………………………………………………………………….…………………… 151
Job Order Contract Preparation……………………………………………………………………………….………….. 152
Leave Application………………………………………………………………………………………………….…………. 153
Issuance of Certification and Service Records…………………………………………….………………….…………. 154
FUNCTIONS OF ADMINISTRATIVE SERVICES UNIT
Basic Protocol and Internal Control on Procurement Processes…………………………….……………….………. 155
Canvassing………………………………………………………………………………..….………………………...……… 156
Purchase Order…………………………………………………………………………..….………………………..….…… 157
Records………………………………….……………………………………………..….……………………………….……. 158
Vehicle Registration…………………………………..………………………………..….………………………….……….. 161
Fidelity Bond…………………………………………………………………………..….………………………….………… 162
Approved Purchase Requisition/ Job Order for Canvass……………..……………..………………………...............164
Purchase Order Preparation and Processes…………………………....………………………………………...……….165
Purchase Order Preparation and Processes Below One Thousand Pesos………………………………………….. 166
RECORDS
Procedure in Borrowing/Retrieval of Records……………………………..….….….….….…………………………... 167
Disposal Procedures………………………………………………………….………………..….……………..…………… 168
Vehicle Registration…………………………………………………………………………………………………………… 169
Fidelity Bond for New Applicant………………………………...….……………………..………………………………. 170
Fidelity Bond for Renewal…………………………………………………..….………………………………………………171
Transactions……………………………………..………………………..….……………………..…………….……………. 172
Appointment Preparation…………………………………………………..……………..………………………………… 175
Casual Appointment………………………………………………………..………………..……………………..………… 178
Job Order Contract…………………………………………………………..…..….……………………………..………… 181
Leave Application………………………………………………………..….……………………..………..………………… 183
Issuance of Service Record/Certification………………………………………………………..…………………………186
1.2 Procurement…………………………………….………..……….……………………..………………………… 187
1.3 Records…………………...…………………………….………...….……………………..…………..……………192
1.4 Vehicle Registration…………………………………………….……..….…………………………………..……197
1.5 Fidelity Bond…………………………….……………………………..….……………………..………………… 200
Functional Chart (General Services Division)……………..……… ………………….…………………………..……… 206
Main Functions……………………………………………………………………..……….………………………………….. 207
Preparation of PR……………………………………………………………………...….………..………………………..… 208
Job Preparation………………………………………………….……………………..….………………..…………………. 211
Basic Protocol on Releasing of Materials and Supplies…………………………..……..………………………..……. 215
Physical Count and Inventory……………………………………………………………..….…..………………………… 219
IAR Preparation…………………………………………………………….……………………………………………..…… 220
Acquisition of Asset……………………………………………….....…………………………………….………..………… 225
Depreciation Procedure of an Asset………………………………………………………………..………………………228
Procedure for the Disposal of an Asset………………………………………………………..……………….…………. 231
Basic Function of Safety and Security Unit…………………………………………………………………………....….. 233
Basic Functions of Building and Ground Maintenance…………………………....…………….…………………… 236
Power Generator Operating Procedure……………………………………………....………………………………… 237
“Committed to Service Development & Self Reliance”
OPERATIONS MANUAL 2016
ADMIN & HUMAN RESOURCE DEPARTMENT
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016ADMINISTRATIVE AND HUMAN RESOURCE DEPARTMENT
The Administrative and Human Resource Department is a common user department charged with the responsibilityof overseeing the human resources matters and the management of all its assets, safety and security andorderliness.
The mandate of the A & HRD includes the following;
Provision of administrative support services to the office and all Departments. Effective development of human and institutional capacity of the district, Effective management and utilization of human, financial and other resources in order to ensure the
attainment of the objectives. Availability of materials and supplies. Maintenance, preservation and safety of property, plant and equipment and workforce and the public. Workable and healthy environment. Procurement of supplies and materials.
DEPARTMENT MANAGER B
JOB DESCRIPTION:
Under the direct oversight of the Assistant General Manager for Administrative and Finance. Responsible to guide and coordinate the planning, organization, implementation, and monitoring of the line
divisions which shall be consistent with the approved policies, guidelines, goals and objectives and based onthe approved budget, annual procurement plan and within COA guidelines.
Attend and participate during the top level management and executive business meetings and presentaccomplishments and the priority plans, programs and its target.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Duties and Responsibilities:
Guides and coordinates the efforts of the division managers in developing and implementing plans for eachof their functional areas of responsibility to achieve success.
Ensures the preparation and submittal of timely status reports to various functions including expectations,targets, accomplishments, schedules and assessments of performance success.
Encourages and promotes the development of performance standards with measurable units. Monitors implementation and performance for compliance with goals, objectives, procedures, standards
and target of expectations for each division’s functions. Implement adjustments or changes in a timely manner to ensure consistency of the expected results. Coordinate with concern agency development to ensure the coordination and implementation of human
resource, GAD, Women, inter water district and other associations activities and programs. Promotes the development of programs to ensure the prevention of maintenance and guarantee the future
usability of resources. Work with the Assistant General Manager for Administrative and Finance on the supply and demand
management programs, internal control measures application and in the monitoring and assessment ofpersonnel task, performance, accomplishments and targets within the schedules.
Guides the divisions on developing and utilizing systems for asset management, preventive maintenance,budgeting, reporting and others.
Works, supports and coordinate efforts with all other departments and Information to development of trainingand career programs.
Works with the Personnel and Management Team to address employee issues and ensure consistencythroughout the department.
Promotes and institutes cross division work teams. Works with customers, government and non-government organizations and the public regarding water issues. Performs other job as assigned.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016DIVISION MANAGER B, GENERAL SERVICES
JOB DESCRIPTION:
Under Immediate Supervision of Department Manager of Admin & Human Resource Department: Supervise andmanage personnel under the General Services Division; Institute internal control and monitoring system to ensure complianceto established processes, procedures, protocols and to meet the division’s target within the timeline; Responsible forCleanliness, orderliness and security of Building & ground including facilities & other properties of the district.
DUTIES AND RESPONSIBILITIES:
1) Supervise, monitor and enforce proper housekeeping, cleanliness and orderliness of office furniture andfixtures, building and ground maintenance, and other structures of the district;
2) Ensure implementation of security measures and control of water district assets and employees.3) Monitor security and safety at the workplace and field areas.4) Supervise and monitor in and out of persons, vehicles within the district premises and properties as part of
the security measures.5) Enforce and monitor no entry for unauthorized persons during office and non-office hours.6) Conduct meeting with the security agency once in a month and as the need arises.7) Monitor security of all MKWD areas by calling all security guards assigned in different areas every night
during office days, twice a day during non-working days and as the need arises.8) Conduct monthly inspection of all areas manned by security guards on scheduled or on the spot and as
the need arises.9) Conduct on-the spot inspection of security guard guns, ammunition and communication equipment on
a monthly basis and as the need arises.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201610) Ensure that the security guard shall turn-over the guard books on monthly basis and submission of weekly
reports in writing.11) Ensure that vendors are not allowed inside the building and selling on non-break periods.12) Monitor and ensure that all vehicles will be inspected during entry and departure;13) Monitor and ensure that all outgoing employees has approved gate pass, trip ticket and under time slips;14) Implement Safety and Emergency Preparedness at the workplace;15) SMS daily accomplishment for information and updating to supervisors and management;16) In-charge for the monitoring and proper usage of covered court and corresponding rentals including
compliance to set agreement with renters;17) Establish monitoring and reporting system to reinforce employees’ compliance to office rules, policies
and protocols such as proper dress code, wearing of prescribed office uniforms, wearing of safetygadgets, etc. for proper action;
18) Perform other jobs as instructed.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016REPORTS:
1) Ensure on time submission of verified and reconciled weekly/monthly/quarterly/ semi-annual and annualOperational Reports of the Building & Ground Maintenance Unit and all reports of the General ServicesDivision;
2) Ensure on time submission of daily / weekly/ monthly/ quarterly/ semi-annual and annual reports of theactivity of Security personnel and respective activities;
3) Ensure verified and on time submission of daily / weekly /Monthly/Quarterly/Semi-Annual and AnnualReports related to Building and Ground Maintenance and improvement
4) Status of Covered court rental and compliance to set ground rules
Ensure on time reporting of employee compliance to rules and regulation in coordination with the securityguards on duty for proper action.
Structure and staffing
The Department is headed by a Manager and divided into divisions, sections, units each headed by a Manager,Chiefs and Officers;
1. Administration and Human Resource Division1.1. Human Resource Section1.2. Administrative Section
1.2.1. Procurement Unit1.2.2. Records Unit
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20162. General Services Division
2.1. General Services Section2.1.1. Motor Pool Unit2.1.2. Building and Ground Maintenance2.1.3. Safety and Security
2.2. Supply Section
Human Resource Section
This section is headed by a Supervising Industrial Relations Management Officer A.
It is charged with the responsibility of administering and controlling staff training activities to ensure that onlyrelevant training takes place in accordance with the Human Resource Management Plan.
It is charged to manage leaves of personnel.
The section does the following;
Coordinates development and training programs of all staff Identify training needs for all staff in collaboration with the Manager of other Departments Prioritize training needs according to all skills gaps identified in the strategic performance management
system (SPMS) process.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Human Resource Unit
The Unit is headed by an Industrial Resources Management Officer A.
It provides human resource support to the entire office. It is responsible for ensuring that the office is mannedby suitable and sufficiently qualified human resources.
The main functions are;
Recruitment, promotions, appointments and orientation of staff. Staff discipline and welfare. Staff separation. Interpretation of conditions of service. Coordinating and overseeing the implementation of the Performance Management Team (PMT).
Administrative Section
The unit is headed by an Administrative Services Chief A.
• It is charge to ensure Administrative transactions are in place.
The main functions include;
• Ensure that properties are in the name of MKWD.• Processing of insurances, lot titles, registrations, insurances, bonds, taxes, payments and settlement of
utility bills, communication, magazines, etc. Proper records keeping and safety and disposal of records of records in accordance to National
Archives of the Philippines and Commission on Audit.• Procurement in accordance to Government Procurement and Reform Act, Government
Procurement Policy Board and the Philippine Government Electronic Procurement System.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Procurement Unit
This unit is headed by an Administrative Service Officer A. It is charged on the procurement process on approved Purchase Requisitions with the corresponding
Availability of Funds.
Its functions include; Procurement of goods, services and infrastructure projects as stipulated in the RA 9184, GPPB and PhilGEPS.• Ensure that deliveries are within the prescribed period. Send letter to service providers not in accordance to terms and conditions, specifications and mode of
payments and others not in compliance. Prepares report on the summaries of deliveries and the corresponding costs and payables.
Record Unit
The Unit is headed by a Records Officer.
It is charged with the responsibility of securing the records and documents of the entire office as well as establishingand maintaining an effective centralized management system for policy, personnel and salaries registries.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016General Services Section
This section is headed by a General Services Chief B.
This is charged to the maintenance, safety and serviceable property, plant, and equipment.
The functions include;• Maintenance of building and grounds.• Safety, security, orderliness and cleanliness of all areas.• Maintenance, usability and availability of equipment, vehicles, tools and other machines and the
motor pool area.• Proper disposal of waste and obsolete materials according to COA guidelines.
Building and Ground Maintenance Unit
This Unit is headed by the General Services Chief B and charged with the responsibility of providing technical supportto ensure optimal utilization of plant, property and equipment.
Its functions include;
Maintenance of buildings, plant and equipment. Provision of guidance to procurement and supplies in the formulation of acceptable technical specifications. Maintenance of inventories of assets.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Safety and Security Unit
This unit is headed by a Division Manager of the General Services.
Its functions include;
• Contact and coordination with the Manager and supervisor of the Security Services provider.• Conduct monthly formation for information and improvement in the performance of duty of guards.• Prepare and update contract of service yearly and before its termination.• Monitor hourly and daily status of assigned guards at main and sub-offices, facilities and sources.• Updates and monitor compliance to security licenses, fire arms and other requirements.• Monitor in the strict implementation of office rules and regulations as well as the agency.• Other job related to safety and security.
Motor Pool Unit
This unit is headed by Department Manager of the Administrative and Human Resource in the maintenance ofequipment, vehicles, machines, generator and other small equipment.
Its functions include the following:• Implement scheduled maintenance program.• Procurement of defective or worn out parts.• Coordinate with retainer on the services beyond the capacity of the Motor pool.• Met with respective operators, drivers and in-charge on the minor repairs, checkup and replacement.• Ensure cleanliness and orderliness of motor pool, units, tools and others.• Ensure safety application and secure areas and unit.• Prepare and update retainer contract, services fees and payments.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Supplies Unit
The unit is headed by a Supply Officer.
It is charged with the responsibility of the inventory of supplies and its availability, preparation of PurchaseRequisitions, Job Orders and payments of procured goods, works and services for all end users.
Receives deliveries of supplies with the Procurement Unit and the Inspection Team with the presence of COA. Supervise the receiving and releasing of supplies with proper recording to bin and stock cards.• Prepares payments of deliveries with the required attachments.• Submit report on deliveries to COA within the day.
Definition of Terms:
1. GPPB – Government Procurement Policy Board2. PhilGEPS – Philippine Government Electronic Procurement System3. COA – Commission on Audit4. PMT – Performance Management Team5. SALN – Statement of Assets, Liabilities and Net Worth6. PPE – Property, Plant and Equipment7. RA – Republic Act8. SPMS – Strategic Performance Management System9. A & HRD – Administrative and Human Resource Department/Division
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CSC FORM NO. 6Revised 1984
MKWD1. Office/Agency 2. Name ( Last ) ( First ) ( Middle )
3. Date of Filing 4. Position 5. Salary ( Monthly)
6.a.)TYPE OF LEAVE 6.b.) WHERE LEAVE WOULD BE SPENT: (1.) IN CASE OF VACATION LEAVE
Vacation Within the Philippines To seek employment Abroad ( Specify ) Others (Specify)
Leave Monetization (2.) IN CASE OF SICK LEAVE Sick In Hospital (Specify) Maternity Others (Specify) Out Patient (Specify)
6.c.)NUMBER OF WORKING DAYS 6.d.) COMMUTATION APPLIED FOR Requested INCLUSIVE DATES Not requested
Vac, Leave Sick LeaveBalance to Date:7.a.) CERTIFICATION OF LEAVE CREDITS 7.b.) RECOMMENDATION AS OF Approval
Disapproval due to
Vacation Sick Total
days days days VACATION SICK LWOP
8.c. APPROVED FOR 8.d. DISAPPROVED DUE TO:days with paydays without payothers (Specify)
DATE:
1. Application for v acation leav e or sick leav e for one full day or more shall be made on this form to be
accomplished at least in duplicate.
2. Application for v acation leav e shall be filed in adv ance or whenev er possible fiv e (5) days before going on
such leav e.
3. Application for sick leav e filed in adv ance or exceeding fiv e (5) days shall be accompanied by a medical
certificate. In case medical consultation was not av ailed of an affidav it should be executed by the applicant.
4. An employee who is absent without approv al leav e shall not be entitled to receiv e his salary corresponding
to the period of his unauthorized leav e of absence.
5. An application for leav e of absence for thirty (30) calendar days or more shall be accompanied by a
clearance from money and property accountabilities.
General Manager
APPLICATION FOR LEAVE
DETAILS OF APPLICATION
(Signature of Applicant)
RICHELLE R. FEDEREActing IRMO-A (Authorized Official)
STELLA M. GONZALES, MPS
FORMSAdministrative and Human Resource Section
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ADMINISTRATIVE ANDHUMAN RESOURCE DIVISION
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BOARD OF DIRECTORS
GENERAL MANAGER
ASSISTANT GENERALMANAGER FOR ADMIN &
FINANCE
DEPARTMENT MANAGER BSG 25
DEPARTMENT MANAGER BSG 23
ORGANIZATIONAL STRUCTURE
ADMINSERVICESSECTION
AdministrativeServices Chief B
SG 19
ADMINISTRATIVESERVICES
OFFICER ASG 16
RECORDSOFFICER
SG 14
PROCUREMENT ASSISTANT A
SG 9
PROCUREMENTASSISTANT B
SG 8
PUBLICASSISTANCE
ANDCOMPLAINTS
DESK IN-CHARGE
HUMAN RESOURCESECTION
Supervising IndustrialRelations Management
Officer - ASG 20
INDUSTRIALRELATIONS
MANAGEMENTOFFICER A
SG 15
CLERKPROCESSOR D
SG 3
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
The Administrative and Human Resource Division of the Administrative and Human Resource Department hastwo Sections: the Human Resource Section and the Administrative Services Section.
GENERAL FUNCTIONS
The Administrative and Human Resource Division’s operations are guided by the following functions:
1. Plan, Develop and Implement Human Resource Management and Personnel Development Programs,Policies and Procedures pursuant to DBM, COA and Civil Service (CSC) laws and rules.
2. Responsible for the implementation and monitoring of established processes and procedures includinginternal control of procurement and records management system of the district pursuant to COA, DBM, LWUAand RA 9184 requirements.
HUMAN RESOURCE SECTION
To assist management in getting the best people with the right competence, capacity and character atthe right time.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016JOB DESCRIPTION OF PERSONNEL UNDER THE DIVISION
DIVISION MANAGER-B SG-23
Under the direct supervision of Department Manager, Admin & Human Resource Department Responsible for theplanning, directing and developing strategies for the implementation of Human Resource Management Programs,Records Management and Procurement Activities in accordance to Civil Service Laws and Rules, Department ofBudget and Management, Local Water Utilities Administration, Commission on Audit and RA 9184 and otheroversight bodies: Plan and develop strategies for human resource management, personnel development programs and
procurement activities in accordance with Civil Service laws and rules, Department of Budget &Management, COA, LWUA, and RA 9184.
Evaluates and submit proposals for the system improvement of the Division including status of officeequipment within the division.
Plan and oversee employee benefit programs in coordination with other departments.
Prepares IPCR’s, discuss and evaluates/assess employees’ actual performance against targets, performsmentoring and coaching to improve employee ratings under the Division.
Send Daily SMS of Accomplished Activities
Email weekly reports
Email Monthly reports
Coordinate and supervise the work of the support staff and ensures harmonious working relations amongemployees
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Perform other works as assigned from time to time
Attend/participate in all MKWD activities
SUPERVISING INDUSTRIAL RELATIONS MANAGEMENT OFFICER, A- SG -20
Under immediate supervision of Division Manager of Admin & Human Resource Office: Responsible for themonitoring, supervision and implementation of established process and procedures, internal control and protocolsin the Human Resource Office. Ensure accurate and on time submission of personnel action/movement and otherpersonnel related reports to Accounting & Budget Division for financial computation/allocation. Also ensureaccurate and on time submission of reportorial requirements to Civil Service, Ombudsman, DBM, COA, LWUA, GSIS,Pag-ibig, PhilHealth and other related offices and oversight bodies.
Monitor and supervise work activity of IRMO-A. Responsible for on time submission of accurate and updatedemployee related records to Accounting & Budget Division for financial computation, allocation andpayment;
Ensure implementation of HR Management plan such as recruitment, selection policy/practices, discipline,grievance, counseling, contracts, training and development as well as performance evaluation based onSPMS cycle and other personnel mechanisms;
Recommend and establish internal control system for the smooth operation of Human Resource Office;
Monitor and ensure submission of reportorial requirements to CSC, DBM, Ombudsman, COA, LWUA and otheroversight bodies;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Check the accuracy of reports prepared by IRMO-A duly validated by the Division Manager, AHR and Dept.
Manager, AHR, AGM-A&F for submission to other departments within the office including OGM forinformation, reference and appropriate action such as:
a. Leave Reportsb. Appointmentsc. Trainings attendedd. Inventory of Personnele. Other personnel actions
Ensure 100% employee submission of SALN to Ombudsman on the first quarter of every year;
Facilitate personnel assistance on loan application, healthcare & hospitalization, monetary assistance, claimson retirement, employees’ compensation and other claims.
Process and update service records
Issue Employment Certifications
Prepare and update Plantilla of Personnel
Prepare Loyalty Awards and Step Increments.
Prepare ARA for AAO submission to GSIS.
Provide updated personnel related reports for MKWD website posting such as awardees, directory of officers,etc.
Ensure submission of reportorial requirements to CSC such as:a. Mamamayan Muna Hindi Mamaya Nab. Report on Accession
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016c. Report on Separationd. DIBARe. Updated POPf. And other CSC required reportsg. NOSA and NOSI
SMS daily accomplishment for information and updating to supervisor, other department and management;
Ensure submission of weekly and monthly reports
Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016ADMINISTRATIVE SERVICES CHIEF - SG-19
Under the immediate supervision of Division Manager of Admin & Human Resource Office: Responsible for themonitoring, supervision and implementation of established process and procedures including internal control bothof the district’s procurement system and records.
Monitor and supervise work activity of ASO-A and Records Officer B. Responsible for the strict implementationof established processes and procedures, work flows, protocols and internal control system in theprocurement unit and records unit;
Review and verify accuracy and completeness of procurement documents checked by ASO-A such ascanvass, PO, NOA, NTP and other procurement related documents including supporting attachments forvalidation by the Division Manager, AHR and ensure on time delivery of goods and services stipulated in theprocurement contract;
Monitor and ensure accurate, organized and updated office records.
Responsible for the maintenance of accurate and updated utility records, registers and ledgers per natureof transaction such as electric bill, telephone, sun cellular, cable, internet, water, magazine or newspapersubscriptions, for reference, analysis and for proper action;
Responsible for the preparation and on time settlement of charges on Light & Power, Cable, Water,Telephone landline, and Internet.
Monitors utilization of Telephone landline either official or personal and submit schedule of deduction forpersonal calls;
Responsible for vehicle and other asset registration, insurances, licenses, bonds, property taxes, BIRauthorization, and other related transactions;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Responsible for the monitoring and settlement of individual employees sun cellular connections and ensure
accurate deductions and payment per plan holder both office and personal.
Submit monthly schedule on actual utilization and expenses per account on Electric, Water, Telephone-Landline, Cable, internet, and other related general utility expenses for counterchecking with the AccountingUnit;
Prepare monthly schedule of RATA, PERA, Rice Allowance and other employee benefits.
Ensure submission of spot reports for any discrepancy noted or any concerns in the Admin Section that needto be reported for proper action;
Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle;
SMS daily accomplishment for information and updating to supervisor, other department and management;
Ensure submission of accurate and updated weekly and monthly status reports on approved PR, PO and JOincluding that of records unit for information, reference and sound decision making;
Ensure implementation of 5s and OSHS in the workplace including supervision and monitoring of the status ofoffice equipment.
Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ADMINISTRATIVE SERVICES OFFICER-A SG-16
Under the direct supervision of Administrative Services Chief: Oversee and ensure accurate and on time canvassingand purchasing of goods and services based on approved procurement documents. Ensure implementation andcompliance to established process and procedures, internal controls, work flows and other protocols of the district’sprocurement system.
Receives and records approved Purchase Request and Job Order with PhilGEPS Reference No. from BACSec for items with ABC more P50 Thousand pesos and ensure that Certificate of Availability of Funds isattached and endorse to canvasser for canvass preparation and canvassing.
Check accuracy of Canvass entries versus JO or PR and effect necessary corrections if there are any suchas: item requested including quantity, Item description or SPECS, Terms and conditions inclusive of deliverydate and site and endorse to Admin Services Chief for review to be validated by the Division Manager, AHR;
Receive picked up quotation or canvass form from Canvasser and endorse the same to BAC Sec for BACprocedures. Recommend special BAC meeting in case of urgent or emergency procurement;
Receives and records approved AOB with duly accomplished canvass and other supporting documents fromBAC Sec and endorse to Purchaser for PO, NOA and NTP preparation;
Check accuracy of PO entries versus AOB including NOA and NTP entries and effect necessary corrections ifthere are any and endorse to Admin Services Chief for review to be validated by the Division Manager, AHR
Monitor and ensure on time delivery of procured goods and services stipulated in PO or JO. In case ofdiscrepancies, coordinate with the Supply Office and Inspection team as to correctness and completenessof deliveries and advise the purchaser to correct the discrepancy with the supplier and the availability of theexact items.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Prepare outgoing communications or notices to suppliers in case terms and conditions, specifications, scope
of work, terms and preferences stipulated in the contract are not met;
SMS daily accomplishment including update of PO, JO and other procurement transactions for informationand updating to supervisors, other department and management;
Submit weekly and monthly or as the need arises on status report of approved PR, JO and PO for information,reference and proper action.
Ensure submission of spot reports for any discrepancy noted or any concerns in the procurement unit thatneed to be reported for proper action;
Prepare and ensure submission of perfected POs within 5 days to COA duly checked by Admin Services Chief,Division Manager and Dept. Manager of AHR, AGM-A&F and GM before endorsing to Accounting fortransmittal to COA;
Maintain hard copies of perfected POs with complete supporting documents in series and endorse toRecords Section every end of the year for safe keeping and disposal after the prescribed period.
Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle;
Ensure implementation of 5s and OSHS in the workplace
Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016INDUSTRIAL RELATIONS MANAGEMENT OFFICER A- SG – 15
Under the immediate supervision of Supervising IRMO-A: Responsible for the implementation of established processand procedures, internal control and protocols in the Human Resource Office. Ensure accurate and on timesubmission of personnel action/movement and other personnel related reports to Accounting & Budget Division forfinancial computation/allocation. Also ensure accurate and on time submission of reportorial requirements to CivilService, Ombudsman, DBM, COA, LWUA, GSIS, Pag-ibig, Philhealth and other related offices and oversight bodies.
Responsible for the implementation of Human Resource Mechanisms, established protocols and processesand internal control
Responsible for the processing of Appointments, Job Order Contracts and supporting documents withouterror and submitted to CSC for attestation within 30 days from effectivity date
Responsible for the preparation of reportorial requirements, reviewed by the SIRMO-A duly validated by theDivision Manager, AHR and Dept. Manager, AHR, AGM-A&F for submission to other departments within theoffice including OGM for information, reference and appropriate action such as:
a. Leave Reportsb. Appointmentsc. Trainings attended including confirmation of attendance, itinerary of traveld. Inventory of Personnele. Other personnel actions
Facilitate 100% submission of employees SALN to Ombudsman on the first quarter of every year; Facilitate and lead all office activities such as:
a) Monday Convocationb) First Friday Massc) Monthly Assessmentd) Celebrations
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016e) In-House Trainingsf) GAD Activitiesg) And other related activities.
Preparation and submission of reportorial requirements to CSC on the 10th day of the following month suchas:
a. Mamamayan Muna Hindi Mamaya Nab. Report on Accessionc. Report on Separationd. Dibare. Updated POPf. And other CSC required reportsg. NOSA and NOSI
SMS daily accomplishment and status of purchasing transactions for information and updating to supervisors,other department and management;
Submit weekly and monthly accomplishment report
Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle;
Ensure implementation of 5s and OSHS in the workplace;
Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016RECORDS OFFICER B SG-14
Under the immediate supervision of Administrative Services Chief: Responsible for recording and safekeeping of in-coming communications, memos, reports and other documents. Also responsible for releasing of outgoingcommunications, reports and other district documents to other offices or agencies with prior approval by theGeneral Manager. Ensure availability of accurate and updated records at all times.
Records in-coming and outgoing documents and maintains and ensure safekeeping of records;
Maintain updated files and records and ensure availability at all times when needed;
File and sort documents to individual folders.
Coordinate with National Archives and facilitate disposal of valueless records
Maintain cleanliness and orderliness of the records room.
Ensure submission of spot reports for any discrepancy noted or any concerns in the Records Unit that need tobe reported for proper action;
Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle
SMS daily accomplishment for information and updating to supervisor, other department and management
Ensure submission of accurate and updated weekly and monthly reports such as register of incoming andoutgoing communications undertaken in the records unit for information, reference and sound decisionmaking;
Ensure implementation of 5s and OSHS in the workplace;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Perform other tasks as directed and participate office related activities with prior permission to direct
supervisor before leaving the post
PROCUREMENT ASSISTANT A SG-9
Under the direct supervision of Administrative Officer A: Responsible for the preparation of canvass or quotationform for at least 3 suppliers based on approved PR and JO. Perform canvassing within the prescribed period andstrictly adhere to established process and procedures, flow of works, internal control measure and other relatedprotocols in the procurement unit and the district as a whole.
Prepares and record canvass or quotation forms for at least 3 suppliers of all approved Purchase Requestsand Job Orders indicating the specifications, scope of work, terms of preference, and other conditions likedate of delivery, delivery site, after sale warranty, etc. Refer to end user or requisitionaire for any clarificationsor corrections on PR or JO entries that might contribute delay in canvassing procedures. Forward preparedcanvass to ASO-A for checking.
Performs canvassing and ensure to pick up canvass form on the following time frame:a. Within 3 days for local suppliersb. Within 5 days for regional suppliersc. Within 15 days for national suppliers.
Record and endorse picked up and sealed canvass form to ASO-A for endorsement to BAC Sec for BACproceedings;
SMS daily accomplishment and status of canvassing transactions for information and updating to supervisors,other department and management;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Submit weekly and monthly report of canvassing transactions following the established report format for
information, reference and proper action.
Prepare spot reports for any concerns in canvassing that need to be reported for proper action;
Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle;
Ensure implementation of 5s and OSHS in the workplace;
Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post.
PROCUREMENT ASSISTANT B SG-8
Under the direct supervision of Administrative Officer, A: Responsible for the preparation of Purchase Order, Noticeto Proceed and Notice of Award based on approved Abstract of Bids (AOB), delivers the same to winning supplierand ensure that winning suppliers conforms to the specs and terms and conditions stipulated in the procurementcontract. Strictly adhere to established process and procedures, flow of works, internal control measure and otherrelated protocols in the procurement unit and the district as a whole.
Prepares Purchase Order, NOA, NTP based on approved AOB, PR, or JO in 6 copies indicating therein thespecifications, scope of work, terms of preference, and other conditions like date of delivery, delivery site,after sale warranty, etc. Refer to end user or requisitionaire for any clarifications or corrections on entries thatmight contribute delay in purchasing procedures. Forward prepared PO, NTP and NOA to ASO-A forchecking.
Maintain PO register following the established format for monitoring and reference;
Serve approved PO and NOA to winning supplier within the following time frame:
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016a. Within 3 days for local suppliersb. Within 5 days for regional suppliersc. Within 10 days for national suppliers.
Follow up served PO and NOA and ensure delivery of requested goods and services within the specifiedperiod in the contract
Record served PO in the PO register for monitoring of status and checking by the ASO-A;
Compile issued POs intact and in series (including cancelled PO if there are any) with complete supportingdocuments. Photocopy attachment I case of lacking copies;
SMS daily accomplishment and status of purchasing transactions for information and updating to supervisors,other department and management;
Submit weekly and monthly report of purchasing transactions following the established report format forinformation, reference and proper action.
Prepare spot reports for any concerns in purchasing that need to be reported for proper action;
Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle;
Ensure implementation of 5s and OSHS in the workplace
Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016CLERK PROCESSOR D SG-3
Under the immediate Supervision of Division Manager A & HR: Perform clerical functions and serve as run errand ofthe transactions under the Admin & Human Resource Division.
Receive and file memo and other documents including incoming communications, reports etc. Organizeand manage files with computerized tracking directory for easy location of documents when needed.
Ensure cleanliness, orderliness and proper arrangement of the Division before, during and after office hoursincluding office equipment like computer units, tables, cabinets and other fixtures
Prepare and disseminate memorandum, communications and other related tasks as instructed by theDivision Manager.
Record transactions and reports received on daily basis;
Set procedures on tracking appointments, meetings or deadlines
Record proceedings of all meetings conducted by the division with attendance sheets and submit activityreport 3 days after the meeting
Submit weekly and monthly activity report
Prepare and submit IPCR to Division Manager, AHR for evaluation and rating in accordance to SPMS cycle;
Ensure implementation of 5s and OSHS in the workplace;
Perform other tasks as directed and participate office related activities with prior permission to directsupervisor before leaving the post
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FUNCTIONS: HUMAN RESOURCE UNIT
1. ISSUANCES:
a) Appointments – The vacant Position has been published with the CSC Field office and can be filled up within6 months from date of publication or 9 months for as long as the PSB has convened within 6 months from dateof publication. Appointment is issued by the appointing authority and the IRMO-A shall prepare the followingdocuments:
1. Appointment Form – CSC KSS porma2. CSC Appointment Processing Form3. CSC Transmittal Form4. CSC Position Description Form5. Certificate of Availability of Funds6. Oath of Office
Other attachments:Duly Accomplished Personal Data Sheet in 3 copiesMedical Certificate with Documentary StampPhotocopy of Certificate of EligibilityPhotocopy of IPCR for two rating periodsPSB Recommendation/ResultNBI Clearance
7. Casual Appointment shall be issued and prepared before expiry date of the appointment.
After all signatories are secured, the Appointment must be submitted to CSC Field Office within 30 days after itsissuance for attestation.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016b) Certifications – Any official document requested from the Human Resource Office must be in form of written
request indicating its purpose and duly noted by its respective managers. Request Form is available from thisoffice.
c) Clearances – The IRMO-A shall prepare the Clearance Form and the Affidavit of Under taking to beprocessed/facilitated by the retiree or resigned employee.
d) Service Record – Upon written request, the IRMO-A shall prepare and furnish updated and duly approveservice record to the requesting party.
e) Renewal of Job Order Contract – the IRMO-A shall prepare renewal of JOB Order Contract afterrecommendation duly approved by the General Manager
f) Memorandum – From time to time, the HRD shall issue memorandum concerning personnel matters
2. REPORTS:
a) Leave Reports- All leave credits and privileges must be in accordance to Book V of EO 292.
For sick leave, personnel must notify the direct supervisor for the reason of his absence. Upon return to work,personnel concerned must file the leave application form with attached prescribed medical certificate orformal explanation letter.
For vacation, force and special leaves, leave applications must be filed five (5) days before the scheduledleave.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016All leave applications must be facilitated by the employee concerned and certified by the IRMO-A for leavebalances, before approval of Division Managers, Department Managers, Assistant General Managers andfinal approval of the General Manager. No personnel are allowed to take leave without the proper approvedleave application.
On the 10th working day of the month, Leave Reports are submitted. The IRMO-A shall gather all recordspertinent to employee attendance. The IRMO-A/support staff shall prepare the following:
1. Summary of Under Time2. Summary of Tardy Incurred3. Summary of Leave Applications4. Summary of Leave Balances5. Summary of Balance on Special & Force Leaves6. Post to individual Leave Ledger Card (Hard and Soft Copy)7. Leave Without Pay8. Leave Monetization9. Furnish copies to all departments for reference after its approval.
b) Overtime & Compensatory Overtime Credits – On Overtime accomplishment report, the IRMO-A must reflectsthe individual balance on COCs before affixing the signature and final approval of the General Manager.
c) Awardees – the IRMO-A shall prepare the request for cash incentives for Awardees for the month, JO forplaques and other incentives.
d) Step Increment – For every three years of service to the position, the IRMO-A shall prepare the schedule ofStep Increment of personnel for the month for GM’s approval and to be submitted to the CSC Field office fornotification and posting to individual ledger cards of employees.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016e) CSC reports – The HR Unit shall prepare and submit the following quarterly reports to CSC:
1 Accession Report2 Report on Separation3 DIBAR4 Mamayan Muna Hindi Mamaya Na report5 Inventory of Government Personnel (IGP)-annually6 Others- documentation of activities during CSC Month – September
f) Notice of Salary Adjustment- the IRMO-A shall prepare individual NOSA duly approved by the GeneralManager and to be submitted to DBM and CSC.
g) Statement of Assets and Liabilities and Net Worth-SALN- the IRMO-A shall prepare the summary of SALN of allpersonnel after duly notarized for submission to the Office of the Ombudsman for Mindanao.
h) Trainings Attended – On a quarterly basis, the IRMO-A shall prepare and submit list of trainings attended bypersonnel.
i) Inventory of Personnel – the IRMO-A shall submit a monthly inventory of personnel report duly approved bythe General Manager.
j) During the last quarter, the IRMO-A shall submit schedule of Awardees and Step Increment for the followingyear to Accounting and Finance Division for inclusion in the Budget preparation.
k) Update Plantilla of Personnel every time there are changes in position and salary
l) Prepare HRD Annual Procurement Plan for inclusion during Budget preparation.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016m) Prepare the following Annual Reports.
1. Leave Balance for the year2. Monetary Value of accrued leave3. Leave monetized for the year4. Summary of Trainings Attended by personnel for the year5. Summary of Awardees for the year6. Summary of Step Increment Issued for the year7. Updated Plantilla of Personnel
3. RECORDS MANAGEMENT
a) 201 Files – On semi-annual basis, the HRD shall post duly approved summary of contents of individual 201files for reference and updating. All employees either permanent or casual in status must have individual201 file which shall contain the following documents:
1) Appointments- with attachments2) Disciplinary Actions3) Personal Data Sheet-to be updated annually4) Certificate of Trainings- to be provided by the concerned personnel5) Eligibilities6) School Records7) NOSA8) Step Increment9) NSO Authenticated Birth Certificate & Marriage Contract10)Copy of SALN
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016b) Plantilla of Personnel (POP) – On annual basis, the HRD shall furnish updated approved Plantilla of
Personnel to DBM and CSC in compliance to all government agencies’ mandate. HRD shall facilitate theapproval of DBM for new positions created in addition to existing POP. To monitor the POP, the monthlyinventory of personnel must be furnished to all departments for reference.
c) Leave Ledger Cards – updated leave ledger cards must be posted to HRMS.
d) Service Records – Any changes in status of employment like step increment, promotion, demotion, andsalary adjustments are recorded in the service record and updated in the HRMS.
e) Reference Books – Compilation of CSC Memorandum Circulars are available for reference.
4. EMPLOYEE DISCIPLINE AND OTHER PERSONNEL ACTIONS
All personnel movements and other actions must emanate from the appointing and disciplining authority. Arepresentative from the HRD must be automatically a member of Personnel Mechanisms like GrievanceCommittee, Personnel Selection Board, Personnel Development Committee, PRAISE Committee, Committeeon Decorum and Investigation (CODI) Citizens Charter, SPMS, and other related committees.
The HR Office shall at all times assist the General Manager on issues regarding personnel matters.
5. PERSONNEL WELFARE RELATIONS
a) Prepare schedule of personnel donation in case of death to immediate members of the family.b) Prepare schedule of monthly Leave Monetization, NOSI, & NOSAc) Prepare schedule of GSIS Group Term Accident Insurance annuallyd) Conduct orientation on CSC and Office Rules and Regulations to newly hired employees and OJTse) Acts as Liaison Officer to GSISf) Assist personnel needs in terms of supporting documents for claims with Civil Service Commission, Pag-ibig,
GSIS and HMO.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016g) Assist employees in time of sickness, death and other related incidents.h) Acts as linkage with other agencies and NGOs.i) Focal unit of office activities like Convocations, Flag Raising, Monthly Assessment, First Friday Mass and
Physical Fitnessj) Receives incident reports from different department for record purposesk) Prepare schedules for RATA, PERA, Rice Allowance & Other benefitsl) Send SMS regarding information about office activities.
6. STRATEGIC PERFORMANCE MANAGEMENT SYSTEM (SPMS)
The SPMS is a systematic process by which an agency involves its employees, as individuals and as membersof a work unit, in improving organizational effectiveness in the realization of the agency’s vision, mission andstrategic goals.
With SPMS, the accomplishment of work performance by employees is tightly linked with the over-archingvision of the agency so that, whether as separate individuals or as a component of a collective in the unit towhich they belong, the employees’ work targets and subsequently their work accomplishments serve toadvance the attainment of organizational goals.
SPMS is a tool for managing performance in ways whereby work accomplishments are monitored throughoutthe span of the performance rating period, and not merely paid attention at the end of such period whenratings are already determined. With a premium on performance management, the SPMS attempts to raise thenotch for work productivity both of the individual employee and of the whole organizational in tandem.
With work productivity raised at a higher level, expected to emerge as consequences are the delivery ofmore efficient and more effective services to the public and the elevation of satisfaction on the part of theclients.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Objectives
1. To concretize the linkage of the overall performance of Metro Kidapawan Water District with its AnnualBudget Plan
2. To ensure organizational effectiveness by cascading institutional accountabilities to the various levels ofthe organization anchored on the establishment of a scientific basis for performance targets andmeasures;
3. To link performance management with other HR systems using one platform, such that only one basis isused in performance evaluation, HR planning and interventions, rewards and incentives, discipline andpersonnel actions;
4. To improve organizational and individual performance through a systematic approach via an ongoingprocess of establishing strategic performance objectives, measuring performance, and collecting,analyzing, reviewing, and reporting performance data; and
5. To align individual and organizational performance with the latter’s strategic goals by putting premiumon performance results of the organization.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016The Key Players
PLAYER ROLEThe SPMS Champion - Primarily responsible and accountable for the establishment and the
implementation of the SPMS.
- Sets agency performance goals/objectives and performance measures.
- Determines agency target setting period.
- Approves the performance commitment and rating of all work units asreflected on their respective Office Performance Commitment and Rating(OPCR) forms.
- Assesses the performance of all work units.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016The PerformanceManagement Team (PMT)
- Sets consultation meeting of all heads of work units for the purpose ofdiscussing the targets set in the OPCR form.
- Ensures that the performance targets and measures of work units, as well asthe budget for these, are aligned with those of the agency, and that thedistribution of work among the work units is rationalized;
- Consolidates, reviews, validates and evaluates the performance assessmentof work units after the SPMS pilot-testing period based on these work units’reported accomplishments against the success indicators, and the allottedbudget against the actual expenses. The result of the assessment is its basisfor recommendation to the General Manager, who determines the finalrating of work units. During the SPMS pilot-testing period, this role is assignedto the Planning Office.
- Recommends approval of the office performance commitment and ratingof the work units to the General Manager.
- Acts as the appeals body and the final arbiter for issues arising from workperformance management.
- Identifies potential top performers and provides inputs to the PRAISECommittee in the grant of awards and incentives.
- Adopts its own internal rules, procedures and strategies in carrying out theforegoing roles, including such matters as setting the schedule of itsmeetings and deliberations and delegating authority to representatives ofits members in case of their absence during meetings.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016The Planning Office - Acts as the Secretariat of the PMT.
- Monitors the submission of the OPCR form by various heads of work units, andsets the schedule for the review/evaluation of the commitments of all workunits by the PMT before the start of the performance period.
- Consolidates, reviews, validates and evaluates the initial performanceassessment of all work units based on their reported accomplishmentsagainst the success indicators, and the allocated budget against the actualexpenses. The result of this assessment, which is done during the pilot-testingperiod of the SPMS, is submitted to the PMT, which recommends the same tothe General Manager who shall determine the final rating of the work units.After the pilot-testing period, this role pertaining to the consolidation, review,validation and evaluation of performance of the work units, is assumed bythe PMT.
- Conducts the agency’s Annual Performance Planning and ReviewConference of all heads of work units for the purpose of discussing theperformance assessment of these work units in the preceding performanceperiod and of planning for the approaching performance period. Thisincludes discussion pertaining to budget utilization with relevant data beingprovided by the Accounting and Budget Division.
- Provides to every work unit its final performance rating which serves as basisby the heads of these work units in rating individual staff members under them.
The Human ResourceManagement Office
- Monitors the submission of Individual Performance Commitment and Review(IPCR) form by heads of work units.
- Reviews the Summary List of Individual Performance Rating to ensure that theaverage performance rating of employees is equivalent to or not higher than
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016the performance rating of the work unit to which these employees belong asrecommended by the PMT and as approved by the General Manager.
- Provides analytical data on retention, skill/competency gaps, and talentdevelopment plans that align with strategic plans.
- Coordinates developmental interventions that will form part of the HR Plan.The Department Manager - Assumes primary responsibility for the management of performance in his/her
work unit.
- Conducts a strategic planning session with personnel under him/her beforethe start of the performance period in order to agree on the outputs that areto be accomplished in the ensuing performance period as based on thegoals/objectives of the organization, and submits to the planning office thetargets of his/her work unit as reflected on the OPCR form.
- Reviews and approves individual employee’s targets as shown on theirrespective IPCR forms, and submits the same to the AHRD office before thestart of the performance period.
- Does the initial assessment of his/her work units’ performance using the OPCRform?
- Determines the final performance rating of the individual employees inhis/her work unit based on proof of their performance and using as referencethe performance rating of his/her work unit as approved by the GeneralManager, taking into mind that the average performance rating ofemployees should not be higher than the performance rating of the work unitto which they belong.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
The SPMS Process
The SPMS follows the four-stage performance management cycle framework (please see Diagram 1 below).
At the start of the SPMS cycle, Performance Planning and Commitment kicks off as the first stage. It is followed
by Performance Monitoring and Coaching stage, after which is Performance Review and Evaluation stage as
followed by Performance Rewarding and Development Planning stage.
The four stages take place one after another within the performance period such that the cycle repeats itself
in the next and succeeding performing periods.
- Identifies necessary intervention to employees based on the assessment oftheir developmental needs and consequently does the following: Recommends and discusses a development plan with the individual
employees who obtain Unsatisfactory performance rating during therating period not later than one month after the end of said period, andprepares a written notice to said employees that a succeedingUnsatisfactory performance shall warrant their separation from theservice.
Provides preliminary rating to the employees showing Poor performancerating not earlier than the third month of the rating period, recommendsa developmental plan for said employees and discusses this with them,and issues a written notice that failure to improve their work performanceshall warrant their separation from the service.
Individual Employees - Act as partners of the management in meeting performance goals of theentire organization. Act as partners of their fellow employees in meetingperformance goals of their own work unit.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Diagram 1: The SPMS Cycle
PERFORMANCEMONITORING &
COACHING
PERFORMANCEREVIEW &
EVALUATION
PERFORMANCEREWARDING &DEVELOPMENT
PLANNING
PERFORMANCEPLANNING &
COMMITMENT
STARTHERE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Performance Planning and Commitment
– Takes place when the heads of work units meet the members of their respective staff in order to agree onthe outputs that should be accomplished in their own work unit as based on the larger organizational goals.
– The success indicators serve as basis in the preparation of the OPCR by the heads of the work units and inthe preparation of the IPCR by the employees.
Into the success indicators of every output, performance measures are integrated. These performance
measures include Effectiveness (quality), Efficiency (quantity), and Timeliness. The table below defines what these
performance measures mean.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CATEGORY DEFINITION
Effectiveness/Quality
The extent to which actual performance compares with targetedperformance.
The degree to which objectives are achieved and the extent to whichtargeted problems are solved.In management, effectiveness relates to getting the right things done.
Efficiency The extent to which time or resources are used for the intended task orpurpose.
Measures whether targets are accomplished with a minimum amount orquantity of waste, expense, or unnecessary effort.
Timeliness Measures whether the deliverable was done on time based on therequirements of the law and/or clients/stakeholders. Time-relatedperformance indicators evaluate such things as project completiondeadlines, time management skills and other time-sensitive expectations.
Table 2: Performance Measures and their Definition
Target-setting period
- Set in the entire month of November in every year. At the end of the month, particularly on November 29,or on any working day before this day if November 29 falls on a weekend or if it is declared as non-workingholiday, the targets of work units and of individual employees should have already been reflected on theOPCR and on the IPCR, respectively, and submitted to the PMT and to the AHRD.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Performance Monitoring and Coaching
- Regular monitoring of the work units and of the individual employees of every unit is an essential aspectof this stage.
- As heads of divisions assume redefined roles as performance managers, they as well take on new functionsas coaches and mentors; provide an enabling environment and the necessary interventions in order toimprove team performance of their own units, and develop individual potentials.
- Throughout the performance period, regular monitoring by the heads of work units on the progress andon the quality of work output of individual employees happens such that the progress of workaccomplishment of the work unit is also being simultaneously monitored.
- In the conduct of regular monitoring, the head of the work unit address factors that either help or hindereffective work performance. The focus is essentially on the critical function and strategic shift of work unitheads as frontrunners of developmental planning with emphasis on the strategic role of being an enabler,coach or mentor rather than being a mere evaluator.
- Monitoring may be conducted through meetings, one-on-one discussions, memorandum and review ofpertinent documents, such as reports and communications and tracking forms, to ensure timelycompletion and quality execution of deliverables. Monitoring is also done to avert any untoward incidentor to address constraints and challenges, if these occur.
- The work unit head maintains the Monitoring and Coaching Journal to record the conduct of monitoring.The journal contains the date and form of monitoring, name of persons being monitored and criticalincidents noted.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016As coaches, the work unit head performs a critical function aimed at empowering and helping individual
employees in their work assignments.
Performance Review and Evaluation
- This phase aims to assess the performance level of both the work unit and the individual employees basedon set performance targets and measures as approved in the OPCR and in the IPCR, respectively.
- The rater objectively determines the gaps between the actual and the desired performance. In effect,the results of the assessment possess such elements as impartiality and objectivity owing to scientific andverifiable basis for target setting and evaluation
-Office Performance Assessment
- At the end of the performance period, the head of a work unit initially assesses the performance of his/herown unit using the OPCR form already containing the targets earlier set before the start of theperformance period.
- Comparing the targets set before the start of the performance period and the accomplishments madeat the culmination of the performance period, the rating of every MFO is determined based on the successindicators indicated on the OPCR using a five-point rating scale with 5 being the highest possible ratingand 1 being the lowest possible rating.
- Every MFO is rated of its performance measures on Effectiveness (quality), Efficiency (quantity) andTimeliness, and the average of these performance measures is taken to determine the overall rating ofthe MFO in a given performance period.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- Depending on whether the MFOs are categorized as under Strategic Objectives, Core Functions, or
Support Functions, specific percentages are assigned to a group of MFOs belonging to any of these threecategories. Such distribution of percentages according to the category of MFOs varies if the MFOs listedon the OPCR belong to any combination of only two of these categories instead of all the three of them.
- The rating of the work unit done by its head is submitted to the PMT for purpose of consolidation, review,validation and evaluation.
- From the PMT, the recommended rating of the Department is forwarded to the General Manager whoissues the final rating of the Department
- In case of a protest, an appeal or any issue arising from the final rating of work units, the concerned headof work unit may bring up the matter during the Annual Performance Review Conference, in which saidmatter is taken up.
- Any protest, appeal or issue pertaining to the work unit’s final performance ratings can no longer beappealed or contested after the conduct of the Annual Performance Review Conference.
Individual Performance Assessment
- At the end of the performance period, the work unit head of the individual employee assesses saidemployee’s performance based on commitments made at the beginning of the rating period. Theperformance rating is solely based on records of accomplishments.
- In no case will the average of all individual performance ratings in a work unit, as reflected on theirrespective IPCRs, be higher than the performance rating of their work unit as reflected on its OPCR.
- When intervening tasks may arise at any time during the performance period, the outputs arising fromthese tasks are immediately reflected on the revised IPCR of the concerned employee after the successindicators of said outputs are agreed upon by the same employee and his/her work unit head, in case
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016there are new outputs which have yet no success indicators. But in cases when the outputs arising fromintervening tasks are not new ones and their success indicators have already been set, these successindicators are reflected on the revised IPCR as basis for rating.
- An employees’ assessment shall be discussed by the work unit head with the concerned ratee prior to thesubmission of said employee’s IPCR to the HRM Office by the same work unit head within the prescribedtime.
- The head of a work unit releases the Summary List of Individual Ratings and this is also submitted to theHRM Office as a cover page of all the IPCRs of the employees of his/her work unit.
- An employee who is dissatisfied with his/her final performance rating may file an appeal with the PMTwithin ten calendar days from the date of receipt of notice of his/her final performance rating from his/herwork unit head. The PMT decides on the matter within one month from the receipt of the appeal.
Performance Rewarding and Development Planning
- The final stage of the SPMS involves a scrutiny into the performance ratings of work units and of individualemployees so as to determine which of the work units and individual employees are deserving of rewardsand incentives, on the one hand, and which of the same require HR interventions so as they can improvetheir work performance in the ensuing performance period, on the other hand.
- A component of the individual employee’s evaluation is the competency assessment vis-à-vis thecompetency requirements of the positions they respectively occupy. The AHRD Office initiates thisparticular evaluation process and its results are discussed by and between the heads of work units andeach of the employees under them at the end of the rating period. This discussion focuses on thecompetency-related performance strengths and gaps of employees, including the opportunities that areavailable to address these gaps. Career paths and alternatives may also become part of the discussion.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- The result of the competency assessment is treated independently of the performance rating of the
employee.
the AHRD Office in consolidating and coordinating developmental interventions that will eventuallyform part of the HR Plan and that will be used as basis for rewards and incentives;
the PMT in identifying potential PRAISE nominees for various award categories; and
the PRAISE Committee in determining top performers who qualify for awards and incentives.
Rating Period
The first semester performance period begins on January 1 and ends on June 30, while the second semesterperformance period begins on July 1 and ends on December 31.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Rating Table
Average Rating (Quality andTimeliness)
Equivalent NumericalRating
(To be reflected on theIPCR)
5.00 54.00 - 4.99 43.00 - 3.99 32.00 - 2.99 21.00 - 1.99 1
Table No. 3: SPMS Conversion Table
QuantityRating
Percentage of Actual Accomplishment
5 Accomplishment is 130 percent or more thanthe set target
4 Accomplishment is 115 to 129 percent morethan the set target
3 Accomplishment is equal to the set target or101 to 114 percent more than the set target
2 Accomplishment is 51 to 99 percent of the settarget
1 Accomplishment is below 50 percent of thetarget
Table No. 4: Rating for Quantity of Outputs that are not Fixed
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Next to be given a rating is Quality under Rating column of the IPCR. Whatever is the output’s ENR that
corresponds to the Semester’s Quality Average becomes the Quality Rating.
As for Timeliness, whatever is the output’s ENR that corresponds to the Semester’s Timeliness Averagebecomes the rating.
The average of the figures for Efficiency/Quantity, for Quality, and for Timeliness under Rating column of theIPCR is computed and consequently written as the Average rating on the last sub-column under Ratingcolumn.
Once the Average rating is taken for all outputs on the IPCR, the Average Rating of all outputs belonging toStrategic Objectives category is further computed. The Average Rating of all outputs belonging to CoreFunctions category is also computed. And so is the Average Rating of all outputs belonging to SupportFunctions category similarly computed.
The Average Ratings of the three categories of outputs, such as Strategic Objectives, Core Functions andSupport Functions, are assigned corresponding percentages to arrive at the Final Rating of the employee ina given semester. This percentage distribution is shown below:
If an employee has outputs in all three categories as reflected on the IPCR:
Strategic Priorities - 45%;
Core Functions - 45%;
Support Functions - 10%;
Total - 100%.
If an employee has outputs only in two out of three categories, as reflected on the IPCR:
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Strategic Priorities - 50%;
Core Functions - 50%;
Total - 100%.
Strategic Priorities - 80%;
Support Functions - 20%;
Total - 100%.
Core Functions - 80%;
Support Functions - 20%;
Total - 100%
If an employee has outputs only in one out of three categories, as reflected on the IPCR:
Strategic Priorities - 100%;
Core Functions - 100%;
Support Functions - 100%.
– After computing the Final Rating, the adjectival rating is added on the IPCR. The description of eachnumerical rating and its corresponding adjectival rating is shown on Table No. 5 below.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Range Adjectival Rating
4.51-5.00 Outstanding (O)
3.51-4.50 Very Satisfactory (VS)
2.51-3.50 Satisfactory (S)
1.51-2.50 Unsatisfactory (US)
1.00-1.50 Poor (P)
Table 5: The Range of Overall Numerical Ratings and their Respective Adjectival Ratings
- In computing the OPCR, the head of a work unit simply consolidates all the IPCRs of his/her individualemployees into his/her own MFOs on the OPCR. He/she also includes on the OPCR the ratings of outputshe/she himself/herself did. Following the steps enumerated above in computing the Final Rating on the IPCR,the head of a work unit also computes his/her own Final Rating to be reflected on his/her own OPCR. In noway should the OPCR of a head of a work unit be higher or lower than the average of all IPCRs of individualemployees under said head.
- The rating scale to be used in measuring the performance of individual employees in their completion oftargeted outputs uses a five-point rating scale, 5 being the highest and 1 being the lowest. The same ratingscale is used to show an individual employee’s overall performance rating in a given performance period.
- A similar five-point rating scale is used in measuring the performance of work units in their accomplishment oftargeted MFOs. The same rating scale is further used in determining the work unit’s overall performance ratingin a given performance period.
- The overall numerical performance ratings of work units and of individual employees in any givenperformance period have their respective adjectival performance ratings. Table 6 below shows theadjectival equivalent of each numerical rating, as well as its description.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Table 6: The Rating Scale’s Numerical Values and their Respective Adjectival Nomenclature and Description
RATINGDESCRIPTION
Numerical Adjectival
5 Outstanding Performance represents an extraordinary level of achievement andcommitment in terms of quality and time, technical skills andknowledge, ingenuity, creativity and initiative. Employees at thisperformance level should have demonstrated exceptional jobmastery in all major areas of responsibility. Employee achievement andcontributions to the organization are of marked excellence.
Performance exceeding targets by 30% and above of the plannedtargets.
4 Very Satisfactory Performance exceeded expectations. All goals, objectives andtargets were achieved above the established standards.
Performance of 115% to 129% of the planned targets.3 Satisfactory Performance met expectations in terms of quality of work, efficiency
and timeliness. The most critical annual goals were met. Performance of 100% to 114% of the planned targets.
2 Unsatisfactory Performance failed to meet expectations, and/or one or more of themost critical goals were not met.
Performance of 51% to 99% of the planned targets1 Poor Performance was consistently below expectations, and/or reasonable
progress toward critical goals was not made. Significant improvementis needed in one or more important areas.
Performance failing to meet the planned targets by 50% or below
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Sanctions
- The timely submission of the OPCR by the head of the work unit to the PMT and of the OPCR by theindividual employees to their respective work unit heads, who subsequently submit the same to the HRMOffice, forms part of the performance rating, the OPCR and the IPCR being outputs.
- Prescribed periods in the submission of the OPCR and the IPCR, whether containing only the targets for anensuing performance period or already containing the ratings after the culmination of a performanceperiod, are specified in the SPMS
- Unless justified by the PMT, non-submission of the OPCR and/or the IPCR becomes a ground for:
a. The employees’ disqualification for performance-based personnel actions which require the rating ina given period, such as promotion, training or scholarship grants and performance-based incentives,if the failure of the submission of the OPCR or the IPCR is the fault of the employees.
b. An administrative sanction for violation of reasonable office rules and regulations and for simpleneglect of duty for the work unit heads or employees who are responsible for the delay or non-submission of the OPCR and/or IPCR.
c. Failure on the part of the work unit head to comply with the required notices to their employees whohave UNSATISFACTORY or POOR performance rating in any given performance period is a ground foradministrative offense for neglect of duty.
Appeals
- Any appeal, issue or concern on the initially approved final rating of a work unit may be raised during theAnnual Performance Review Conference. Once a decision on the appeal, issue or concern raised to thisconference is made, the same decision is considered as final and can no longer be appealed.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- Individual employees who feel aggrieved or dissatisfied with their final performance ratings may file an
appeal with the PMT within ten calendar days from the date of receipt of notice of their final performancerating from their work unit head. The PMT decides on the matter within one month from receipt of theirappeal.
- A work unit or an employee is not at all allowed to protest the performances ratings of other work units ortheir co-employees, respectively. Performance [ asset, MKWD shall ensure the health, wellness and safelynot only of its officials but also of all its employees to achieve organizational productivity and success.
- As exercise is the key to maintaining employees’ health, MKWD have provided necessary physical fitnessand sports equipment and facilities.
- As smoking is linked to many health conditions and diseases, MKWD shall adopt a no-smoking policy on itspremises.
- As psycho-social and spiritual growth of its workforce lead to its development, MKWD conducted activitiesaimed at addressing the psycho-social and spiritual development of its workforce.
- Establishment and implementation of a Disaster Preparedness and Security Plan to ensure occupationalsafety and health, MKWD shall provide full support on generally accepted principles and standards onoccupational safety and health as its own.
- As MKWD recognizes the indispensable roles of private and government entities, it shall undertakepartnerships with these agencies in the implementation of this Employee Health and Wellness Program.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20167. Health and Wellness Programs
1. Physical-Medical Health Programs
a. Physical and Medical Examination
The agency’s personnel shall be allowed a two-day Annual Check up to consult with a competent
physician who shall prescribe the conduct of appropriate medical laboratory tests depending on the
needs of the individual employees. The results of the tests shall form part of the employees’ medical record.
New entrants are required to submit the results of the following laboratory tests:
Complete Blood Count
Fasting Blood Sugar
Platelet Count
Chest X-ray
Drug Test
Urinalysis
Neuro Test
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016b. Physical Fitness, Sports and Recreation
A physical fitness activity is done every Friday from 8:00-9:00 in the morning.
In the afternoon, sports activities are conducted.
c. Other Health Conditions
MKWD employs the services of the Health Maintenance Organizations (HMO) in addition to the
PhilHealth benefits. MKWD also contracted a retainer for Medical Services and Psychologist.
d. Psycho-Social Development Programs
To provide everyone a time to gather and socialize with one another and to ensure increased and
renewed rapport, camaraderie and better understanding among themselves, the following activities are
conducted:
Family Day
Teambuilding Activities
Women’s Day
Mothers’ Day
Fathers’ Day
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20162. Spiritual Health Promotion
MKWD celebrates First Friday Mass.
The agency respects the right of its employees to the free exercise of religion provided that such activities
related to one’s religious convictions shall not jeopardize the delivery of public service.
8. COMPENSATION, BENEFITS, RIGHTS AND OTHER PRIVILEGES
Received by an employee pursuant to one’s appointment, excluding per diems, bonuses, overtime pay,
honoraria, allowances. Wage refers to the compensation for manual labor, skilled or unskilled, paid at stated
times, and measured by the day, week, month, or season.
Incentive pay is granted to all appointive officials and employees including casual, temporary and full-time
contractual who obtained at least a satisfactory performance rating for the 2 semester immediately preceding
the year in which the incentive pay shall be granted.
9. LEAVE BENEFITS ADMINISTRATION
RATIONALE OF LEAVE BENEFITS
Reward employees for services continuously rendered
Enhance the health and well-being of employees
Provide rest so the y could come back to the office with renewed vigor and energy
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Leave benefits are anchored on the basic principle that a healthy person is a productive employee.
Leave of absence - right granted to officials and employees not to report for work with or without pay as may
be provided by law. Permanent, temporary, contractual or casual employees are entitled to 15 days
vacation and 15 days sick leave annually with full pay. They may accumulate these benefits without limit.
Entitlement of leave privileges
Permanent, temporary, contractual or casual, who render work during the prescribed office hours, shall be
entitled to 15 days vacation and 15 days sick leave annually with full pay exclusive of Saturdays, Sundays, Public
Holidays, without limitation as to the number of days of vacation and sick leave that they may accumulate.
Types of Leave
Vacation Leave
- Personal reasons
- Rest and relaxation essential to one’s mental and physical health
Sick Leave
- Sickness or disability on the part of the employee concerned or any member of one’s immediate family
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Cumulative
- Incremental acquisition of unused leave credits
- unused leave credits in given year are carried over to the next year
Commutative
- Sick and vacation leave are converted to their corresponding money value
Liberal Leave Policy
- Maternity leave benefits to unmarried women
- Paternity leave for married male employees
- Maternity and paternity leave for adoptive parents
- Parental leave benefits to solo parents
- Rehabilitation Leave
- Leave of officials and employees on extended service
- Ten-day leave benefits to women who have been subjected to violence
- 60 calendar days for female employee
- 7 working days for male employee
Parental Leave for Solo Parent
- Granted to solo parent to enable them to perform parental duties and responsibilities where physical
presence is required
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- 7 days in addition to existing leave privileges
Rehabilitation Leave
- granted on account of wounds or injuries incurred in the performance of one’s duty or job-related
- employee on full pay but not to exceed 6months
- May be availed on a half-time basis or intermittent schedule
- absence shall not be charged against sick leave or vacation leave
Terminal Leave
- refers to the money value of the total accumulated leave credits of an employee based on the highest
salary rate received prior to or upon retirement date/voluntary separation.
- Clearance from the Ombudsman is no longer required for processing and payment of terminal leave.
Such clearance is needed only for payment of retirement benefits.
- Request for payment of terminal leave benefits must be brought within 10 years from the time the
right of action accrues upon an obligation created by law.
Leave of officials and employees on extended service
- Entitled to 15 days vacation and 15 days sick leave annually
- Non-commutative and non-cumulative
Ten-day Leave under RA 9262 (Anti- Violence Against Women and their Children)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016AHRD shall:
- Ensure the proper implementation of the guidelines; and
- Record all availed applications and/or consumed/used leave
Monetization of Leave Credits
- Granted to employees in the career and non-career service whether permanent, temporary, casual orco-terminus with 15 days vacation leave credits
- minimum of 10 days provided that 5 days is retained after monetization
- 50% or more of vacation/sick leave credits for valid and justifiable reasons
When is monetization of 50% of leave credits allowed?
- Health, medical and hospital needs;
- Financial aid and assistance brought by force majeure events;
- Educational needs;
- Payment of mortgages and loans;
- In case of extreme financial needs of the employee or one’s immediate family; and
- Other analogous cases as may be determined by the Commission
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016When is monetization of 50% of leave credits allowed?
Monetization of 50% or more of the accumulated leave credits shall be upon the favorable
recommendation of the agency head and subject to availability of funds.
10. PERSONNEL ACTIONS
What constitutes personnel actions?
Original Appointment refers to the initial entry into the career service under a permanent status or a person
who meets all the requirements of the position including the civil service eligibility.
Appointment through Certification to a position in the civil service except as herein otherwise provided, shall
be issued to a person who has been selected from a list of qualified persons certified by the Commission
from an appropriate register of eligibles, and who meets all the other requirements of the position.
Promotion is an advancement of an employee from one position to another with an increase in duties and
responsibilities as authorized by law, and usually accompanied by an increase in salary. Promotion may
be from one department or agency to another or from one organizational unit to another within the same
department or agency.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Transfer is the movement of an employee from one position to another which is of equivalent rank, level or
salary without break in the service involving the issuance of an appointment.
Re-employment is the reappointment of a person who has been previously appointed to a position in the
career or non-career service under permanent status but was separated there from as a result of reduction
in force, reorganization, retirement, voluntary resignation, or of any non-disciplinary actions such as
dropping from the rolls and other modes of separation. Reemployment presupposes a gap in the service.
(As amended by CSC MC No. 15,s. 1999).
Reappointment is the re-issuance of an appointment during reorganization, devolution, salary
standardization, re-nationalization or similar events. Reappointment presupposes no gap in the service.
Reinstatement is the issuance of an appointment to a person who has been previously appointed to a position
in the career service and who has, through no delinquency or misconduct, been separated there from or
to one who has been exonerated of the administrative charges unless the decision exonerating him/her
specifies restoration to his/her previous position.
Renewal refers to the subsequent appointment issued upon the expiration of the appointment of the
contractual/casual personnel, or temporary appointment, if a qualified eligible is not actually available,
as certified by the Civil Service Regional Director or Field Officer. Renewal presupposes no gap i n the
service.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Change of Status. Temporary to permanent – the appointment issued to a temporary employee when he/she
acquires the appropriate eligibility or becomes fully qualified for the position to which he/she is appointed.
Demotion is the movement of an employee from one position to another with reduction in duties,
responsibilities, status or rank, which may or not may involve reduction in salary and is not disciplinary in
nature.
Upgrading/Reclassification refers to the change in position title with the corresponding increase in salary
grade.
Other Personnel Actions
Reassignment. A movement of an employee from one organizational unit to another in the same
department or agency which does not involve a reduction in rank, status or salary.
Constructive dismissal exists when an employee quits his/her work because of the agency head ’s
unreasonable, humiliating, or demeaning actuations which render continued work impossible.
No reassignment shall be undertaken if done indiscriminately or whimsically because the l aw is not intended
as a convenient shield for the appointing/disciplining authority to harass or oppress a subordinate on the
pretext of advancing and promoting public interest.
Reassignment of small salaried employees is not permissible if it causes significant financial dislocation.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Detail is a temporary movement of an employee from one department or agency to another which does
not involve a reduction in rank, status or salary. (As amended by CSC Resolution No. 02 -1181 published
on October 22, 2002 in Today)
Secondment is a movement of an employee from one department or agency to another which is temporary
in nature and which may or may not require the issuance of an appointment which may either involve
increase in compensation and benefits. Secondment shall be governed by the following general
guidelines:
a. Secondment shall be limited to employees occupying managerial, professional, technical and scientific
positions.
b. Secondment to international bodies/organizations recognized by the Philippine government may be
allowed.
Job Rotation is the sequential or reciprocal movement of an employee from one office to another or from
one division to another within the same agency as a means for developing and enhancing the potentials
of people in an organization by exposing them to the other work functions of the agency.
Designation is merely an imposition of additional duties to be performed by a public official which is
temporary and can be terminated anytime at the pleasure of the appointing authority. (As amended by
CSC MC No. 15, s. 1999)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
11. EMPLOYEE DISCIPLINE
Why employee discipline?
- A public office is a public trust and public officers and employees must at all times be accountable to the
people
- Discipline is needed to serve and protect the interest of the agency and the state as well
- It guarantees that no employee may be removed except for cause (Sec. 1 of Rule XIV states that no
officer or employee in the Civil Service shall be removed or suspended except for cause as provided by
law and after due process.)
Offenses Punishable under CSC Law and Rules and Corresponding Penalties
Administrative offenses with its corresponding penalties are classified into:
grave (e.g., dishonesty, gross neglect of duty, grave misconduct, etc.),
less grave (e.g., simple neglect of duty, simple misconduct, gross discourtesy in the course of official
duties, etc.), and
light (e.g., discourtesy in the course of official duties, improper or unauthorized solicitation of
contributions from subordinate employees and by teachers or school officials from school children,
etc.) depending on the gravity of its nature and effects of said acts in the government service.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016In meting out punishment, like penalties, shall be imposed for like offences and only one penalty shall be
imposed in each case. Each case means one administrative case which may involve one or more charges or
account.
In the determination of penalties to be imposed, mitigating and aggravating circumstances may be
considered. Nevertheless, in the appreciation thereof, the same must be invoked or pleaded by the proper
party, otherwise, the said circumstances shall not be considered in the determination of the proper penalty
to be imposed against the respondent concerned.
Basic Procedures in Administrative Proceedings
Filing of Complaint
- Any person may file an administrative complaint with the Commission or any of its proper office. Saidcomplaint shall be in writing and under oath, otherwise, the same shall not be given due course.
- No action shall be taken on an anonymous complaint unless there is obvious truth or merit to theallegation set forth in the complaint.
- The complaint shall be written in clear, simple and concise language and in a systematic manner as toapprise the respondent of the nature of the charge against him/her and to enable him/her to preparehis/her defense.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016The complaint shall contain:
a) the full name and address of the complainant;
b) the full name and address of the person/s complained of as well as his/her/their position/s and office/s;
c) a narration of the relevant and material facts which shows the acts or omissions allegedly committed;
d) certified true copies of the documentary evidence and affidavits of his/her witnesses, if any; and
e) certification or statement of non-forum shopping.
The withdrawal of the complaint does not result in its outright dismissal nor discharge the person complained
of from any administrative liability. Where there is obvious truth or merit to the allegation in the complaint or
where there is documentary evidence that would tend to prove the guilt of the person/s complained of, the
same should be given due course.
Preliminary Investigation
- A proceeding undertaken to determine whether a prima facie case exist to warrant issuance of a formalcharge. It involves a fact-finding investigation or an ex-parte examination of records and documentssubmitted by the complainant and the person/s complained of, as well as documents readily availablefrom other government offices.
How to Conduct Preliminary Investigation:
- Within the five (5) days from receipt of the complaint sufficient in form and substance, the person/scomplained of shall be required to submit his/her/their counter-affidavit/comment.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016- Where the complaint is initiated by the disciplining authority, the disciplining authority or his authorized
representative shall issue a show-cause memorandum directing the person/s complained of to explainwhy no administrative case should be filed against him/her them. The latter’s failure to submit thecomment/counter-affidavit/explanation shall be considered a waiver thereof and the preliminaryinvestigation may be completed even without his/her counter-affidavit/comment.
Duration of the Investigation
- A preliminary investigation shall commence not later than five (5) days from receipt of the complaint bythe disciplining authority and shall be terminated within twenty (20) days thereafter.
The secretaries and head of agencies and instrumentalities, provinces, cities, and municipalities shall have
jurisdiction to investigate and decide matters involving disciplinary action against officers and employees under
their jurisdiction.
Their decisions shall be final in case the penalty imposed is suspension of not more than 30 days or fine in
an amount not exceeding 30 days’ salary.
Appeal
An employee who feels aggrieved by the decision of the disciplining authority may file a petition with the
agency for reconsideration thereof.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201612. COMPLAINTS AND GRIEVANCES
What is a complaint?
Complaint means an employee’s expressed (written or spoken) feelings of dissatisfaction with some
aspects of his/her working conditions, relationships, or status which are outside his/her control. This does
not include those involving disciplinary actions which are governed by separate rules.
What is a grievance?
Grievance refers to a complaint in writing which has, in the first instance and in the employee’s opinion, been
ignored, overridden or dropped without due consideration.
How are these settled?
Grievance Procedure refers to the method of determining and finding the best way to remedy the
specific cause or causes of the complaint or grievance
Modes of Settling Employee -Management Disputes
Conciliation is a process whereby a third party (conciliator) brings the parties together, encourages
them to discuss their differences and assists them in developing their own proposed solutions.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Mediation is a process whereby a third party (mediator) is more active in assisting the parties reach
acceptable solutions to the problems and help the disputing parties develop or come out with an
acceptable solution. The mediator can even submit his/her own proposal for the settlement of dispute.
Complaints and grievances may exist between and among individual employees and
Supervisor/Management and between Management and the Recognized Negotiating/Bargaining Unit
on any and all matters which give rise to employee dissatisfaction.
Grievance Machinery
In, line with the Revised Policies on the Statement of Grievance in the Public Sector contained in CSC
Resolution No. 010113, dated January 10, 2001 and implemented through CSC Memorandum Circular No.
02, s. 2001, the METRO KIDAPAWAN WATER DISTRICT adopts the herein Revised Grievance Machinery.
I. BASIC POLICIES
1. A grievance shall be resolved expeditiously at all times at the lowest level possible in the agency.
However, if not settled at the lowest level possible, an aggrieved party shall present his or her grievance
step by step following the hierarchy of positions.
2. All agencies shall establish a grievance machinery that is the best way to address grievance between
or among government officials and employees.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
3. The aggrieved party shall be assured freedom from coercion, discrimination, reprisal and biased action
on the grievance.
4. Grievance proceedings shall not be bound by legal rules and technicalities. Even verbal grievance
must be acted upon expeditiously. The services of a legal counsel shall not be allowed.
5. A grievance shall be presented verbally or in writing in the first instance by the aggrieved party to his
or her immediate supervisor. The latter shall, within three (3) working days from the date of presentation,
inform verbally the aggrieved party of the corresponding action.
If the party being complained of is the immediate supervisor, the grievance shall be presented to
the next higher supervisor.
6. Grievance refers to work related issues giving rise to employee dissatisfaction. The following cases shall
be acted upon through the grievance machinery.
a. Non-implementation of policies, practices and procedures on economic and financial issues
and other terms and conditions of employment fixed by law including salaries, incentives,
working hours, leave benefits, and other related and conditions;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016b. Non-implementation of policies, practices and procedures which affect employees from
recruitment to promotion, detail, transfer, retirement, lay-offs, and other related issues that affect
them;
c. Physical working conditions;
d. Interpersonal relationships and linkages;
e. Protest on appointments and other personnel actions, and
f. All other matters giving rise to employee dissatisfaction and discontentment outside of those
cases enumerated in item No. 6.
7. The following cases shall not be acted upon through the grievance machinery:
a. Disciplinary cases which shall be resolved pursuant to the Revised Rules on Administrative Cases
in the Civil Service (RRACCS)
b. Sexual harassment cases as provided for in RA 7877 or the Anti-Sexual Harassment Act of 1995
and CSC MC No. 17 series of 2001, and;
c. Union-related issues and concerns.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20168. Only permanent officials and employees, wherever applicable, shall be appointed or elected as
members of the grievance committee.
In the appointment or election of the committee members, their integrity, probity, sincerity and
credibility shall be considered.
9. The composition of the Grievance Committee is as follows:
a. Chairman- Assistant General Manager for Operation and Admin & Finance (Where the grievance
occurs)
b. Department Manager (Where the grievance occurs).
c. Division Manager (Where the grievance occurs)
d. IRMO-A
e. MKWDUE Representative 1st Level (if the grievance comes from 1st Level Position)
f. MKWDUE Representative 2nd Level (If the grievance comes from the 2nd Level Position)
g. The Bilis Aksyon Partner (BAP) duly designated.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201610. The agency grievance head shall ensure equal opportunity for men and women to be represented in
the grievance committee.
11. The agency grievance committee shall develop and implement pro-active measures that would
prevent grievance, such as employee assembly which shall be conducted at least once every
quarter, “talakayan”, counseling, HRD interventions and other similar activities.
12. The personnel unit, in collaboration with the agency grievance committee, shall conduct a continuing
information drive on grievance machinery among its officials and employees.
13. The grievance committee may conduct an inquiry and hearing within ten (10) working days from
receipt of the grievance and render a decision within five (5) working days after the investigation.
Provided, however, that where the object of the grievance is the grievance committee, the
aggrieved party may submit the grievance to top management.
14. A grievance may be elevated to the Civil Service Commission Regional Office concerned only upon
submission of a Certificate on the final Action on the Grievance (CFAG) issued by the grievance
committee. The CFAG shall contain, among other things, the following information, history and final
action taken by the agency on the grievance.
15. The personnel unit of the agency shall extend secretariat services to the grievance committee.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201616. The grievance committee shall establish its own internal procedures and strategies. Membership in the
grievance committee shall be considered part of the members’ regular duties.
17. The grievance committee shall submit a quarterly report of its accomplishment and status of
unresolved grievances to the Civil Service Commission Regional Office.
18. Supervisors or officials who refuse to take action on a grievance brought to their attention shall be
liable for neglect of duty in accordance with existing civil service law, rules and regulations.
19. The agency grievance machinery shall be submitted to the Civil Service Commission Regional Office
concerned for approval. Subsequent amendments shall be subject to CSC approval and shall take
effect immediately.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016II. OBJECTIVES
1. General
Create a work atmosphere conductive to good supervisor-employee relations and improved employee
morale.
2. Specific
2.1 Activate and strengthen agency’s exist grievance machinery:
2.2 Settle grievances at the lowest possible level in the organization; and
2.3 Serve as catalyst for the development of capabilities of personnel on dispute settlement,
especially among supervisors in the agency.
III. SCOPE
The Grievance Machinery applies to all levels of officials and employees in the agency. It may also
apply to non-career employees whenever applicable.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016IV. DEFINITION OF TERMS
Accredited or Recognized Employee Union – an employee union accredited pursuant to Executive Order
No. 180 and its implementing rules and regulations.
Bilis Aksyon Partner – is the counterpart Action Officer of the Civil Service Commission under the
Mamamayan Muna Program in every agency pursuant to CSC MC No. 3, s. 1994.
Grievance – a work-related discontentment or dissatisfaction which had been expressed verbally or in
writing and which, in the aggrieved employee’s opinion, has been ignored or dropped without due
consideration.
Grievance Machinery – a system or method of determining and finding the best way to address the
specific cause or causes of a grievance.
Public Sector Labor-Management Council (PSLMC) – the Council responsible for the promulgation,
implementation and administration of the guidelines for the exercise of the right of government
employees to organize pursuant to Executive Order No. 180.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016V. APPLICATION OF GRIEVANCE MACHINERY
The following instances shall be acted upon through the grievance machinery:
a. Non-implementation of policies, practices and procedures won economic and financial issues
and other terms and conditions of employment fixed by law, including salaries, incentives,
working hours, leave benefits such as delay in the processing of overtime pay, unreasonable
withholding of salaries and inaction on application for leave;
b. Non-implementation of policies, practices and procedures which affect employees from
recruitment to promotion, detail, transfer, retirement, termination, lay-offs, and other related
issues that affect them such as failure to observe selection process in appointment and undue
delay in the processing of retirement papers.
c. Inadequate physical working conditions such as lack of proper ventilation in the workplace, and
insufficient facilities and equipment necessary for the safety and protection of employees whose
nature and place of work are classifies as high risk or hazardous;
d. Poor interpersonal relationships and linkages such as unreasonable refusal to give official
information by one employee to another;
e. Protest on appointments; and
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
f. All other matters giving rise to employee dissatisfaction and discontentment outside of those
cases enumerated above.
The following cases shall not be acted upon through the grievance machinery:
a. Disciplinary cases which shall be resolved pursuant to the Revised Rules on Administrative Cases
in the Civil Service (RRACCS);
b. Sexual harassment cases as provided for in RA 7877; and
c. Union-related issues and concerns.
VI. GRIEVANCE PROCEDURES
The procedures for seeking redress of grievances shall be as follows:
1. Discussion with Immediate Supervisor. At the first instance, a grievance shall be presented verbally or
in writing by the aggrieved party to his or her immediate supervisor.
The supervisor shall inform the aggrieved party of the corresponding action within three (3) working
days from the date of presentation.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Provided, however, that where the object of the grievance is the immediate supervisor, the
aggrieved party may bring the grievance to the next higher supervisor.
2. Appeal to the Higher Supervisor. If the aggrieved party is not satisfied with the verbal decision, he or
she may submit the grievance in writing, within five (5) days to the next higher supervisor who shall
render his or her decision within (5) working days from receipt of the grievance.
3. Appeal to the Grievance Committee. The decision of the next higher supervisor may be elevated to
the grievance committee within five (5) working days from receipt of the decision of the next higher
supervisor.
The grievance committee may conduct an inquiry and hearing within ten (10) working days from
receipt of the grievance and render a decision within five (5) working days after the investigation.
Provided, however, that where the object of the grievance is the grievance committee, the aggrieved
party may submit the grievance to top management.
4. Appeal to top Management. If the aggrieved party is not satisfied with the decision of the grievance
committee, he or she may elevate his or her grievance within five (5) working days from receipt of the
decision within ten (10) days after the receipt of the grievance. Provided, however, that were the
object of the grievance is the top management, the aggrieved party may bring his or her grievance
directly to the Civil Service Commission Regional Office.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
5. Appeal to the Civil Service Commission Regional Office. If the aggrieved party is not satisfied with the
decision of top management, he or she may appeal or elevate his or her grievance to the Civil Service
Commission Regional Office concerned within fifteen (15) working days from receipt of such decision.
Together with the appeal, the aggrieved party shall submit a Certification on the Final Action on the
Grievance (CFAG). The Civil Service Commission Regional Office shall rule on the appeal in
accordance with existing civil service law, rules and regulations.
VII. GRIEVANCE COMMITTEE
The composition and responsibilities are as follows:
Composition
Only permanent officials and employees, wherever applicable, shall be appointed or elected
as members of the grievance committee.
In the appointment or election of the committee members, their integrity, probity, sincerity andcredibility shall be considered.
The agency head shall ensure equal opportunity for men and women to be represented in the
grievance committee.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016a. Chairman- Assistant General Manager for Operation and Admin & Finance (Where the
grievance occurs
b. Department Manager (Where the grievance occurs)
c. Division Manager (Where the grievance occurs)
d. IRMO-A
e. MKWDUE Representative 1st Level (if the grievance comes from 1st Level Position)
f. MKWDUE Representative 2nd Level (If the grievance comes from the 2nd Level Position)
g. The Bilis Aksyon Partner (BAP) duly designated.
The personnel unit of the agency shall extend secretariat services to the grievance committee.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Responsibilities
In addition to finding the best way to address specific grievance, the committee shall have the
following responsibilities:
1. Establish its own internal procedures and strategies. Membership in the grievance committee shall be
considered part of the members’ regular duties;
2. Develop and implement pro-active measures or activities to prevent grievance such as employee
assembly which shall be conducted at least once every quarter, “talakayan”, counseling and other
HRD interventions. Minutes of the proceedings of these activities shall be documented for audit
purposes;
3. Conduct continuing information drive on Grievance Machinery among officials and employees in
collaboration with the personnel unit;
4. Conduct dialogue between and among the parties involved;
5. Conduct an investigation and hearing within ten (10) working days from receipt of the grievance and
render a decision within five (5) working days after the investigation. Provided, however, that where
the object of the grievance to top management;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20166. Direct the documentation of the grievance including the preparation and signing of written
agreements reached by the parties involved;
7. Issue Certification on the Final Action on the Grievance (CFAG) which shall contain, among other
things, the following information history and final action taken by the agency on the grievance; and
8. Submit a quarterly report of its accomplishments and status of unresolved grievances to the Civil
Service Commission Regional Office concerned.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Grievance Forms
The following forms shall be used:
1. Grievance Form
GRIEVANCE FORM
_______________
(Date Filed)
Name of Aggrieved PartSection/Division/Office
Position Title/Designation Aggrieved Party’s Higher Supervisor
Nature/ subject of Grievance:
________________________________________
________________________________________
Action Desired
___________________________________________
______________________________
Signature of Aggrieved Party
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2. Grievance Agreement Form
GRIEVANCE AGREEMENT FORM
Name of Parties to a Grievance ______________________________
______________________________
Nature of the grievance ______________________________
______________________________
Steps Toward Settlement ______________________________
______________________________
Agreement/s reached ______________________________
______________________________
We promise to abide by the above- stated agreement.
Aggrieved Party Subject of Grievance
_________________________Chairman-Grievance CommitteeDate:
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
3. Certificate of Final Action on the Grievance
CERTIFICATE OF FINAL ACTION ON THE GRIEVANCE
This certifies that the grievance filed by _____________________________
(Aggrieved party)
on ________________ has been acted upon by this Committee on __________________.
(Date of Receipt)
Final Action Taken: ____________________________________________
____________________________________________
____________________________________________
____________________________________
Chairman, Grievance Committee
__________________
Date
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016REWARDS AND RECOGNITION
Why rewards and recognition?- Powerful tools for employee motivation and performance improvement- As key factor in retaining top performing Workers
Monetary- Cash bonuses, additional allowances, gift certificates
Non-Monetary- Formal and informal acknowledgement, assignment of more enjoyable job duties, opportunities
for training, and an increased role in decision-making.
MKWD PROGRAM ON AWARDS AND INCENTIVES FOR SERVICE EXCELLENCE (PRAISE)
In line with the Revised Policies on Employee Suggestions and Incentive Award System (ESIAS) provided under
CSC Resolution No. 010112 and CSC MC No. 01, series of 2006, the Metro Kidapawan Water District adopts the
herein Program on Awards and Incentives for Service Excellence (PRAISE) to be referred to as METRO KIDAPAWAN
WATER DISTRICT PRAISE.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161. BASIC POLICIES
1.1 Every department or agency shall establish its own employee suggestions and incentive awards
system.
1.2 The system shall be designed to encourage creativity, innovativeness, efficiency, integrity and
productivity in the public service by recognizing and rewarding officials and employees,
individually or in groups for their suggestions, inventions, superior accomplishments and other
personal efforts which contribute to the efficiency, economy, or other improvement in government
operations, or for other extraordinary acts or services in the public interests.
1.3 The PRAISE shall adhere to the principle of providing incentives and awards based on performance,
innovative ideas and exemplary behavior.
1.4 The PRAISE shall give emphasis on the timeliness of giving award or recognition. Aside from
conferment of awards during the traditional or planned awarding ceremonies, the spirit of on-the-
spot grant of recognition shall be institutionalized.
1.5 The PRAISE shall provide both monetary and non-monetary awards and incentives to recognize,
acknowledge and reward productive, creative, innovative and ethical behavior of employees
through formal and informal mode.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016For this purpose, the system shall encourage the grant of non-monetary awards. Monetary award shall
be granted only when suggestions, inventions, superior accomplishment and other personal efforts results
in monetary savings which shall be taken from the respective corporate funds of the district.
1.6 Budget allocation for the METRO KIDAPAWAN WATER DISTRICT PRAISE shall be taken from its
corporate funds.
1.7 The PRAISE shall be institutionalized through the creation of a PRAISE Committee in all agencies of
the government.
1.8 The PRAISE Committee shall preferably have the following composition:
a. Head of Agency or authorized representative who will act as Chairperson;
b. Head of the Financial Unit or equivalent;
c. Head of Planning Unit or equivalent;
d. Highest ranking employee in-charge of Human Resource Management of the career service
employee directly responsible for personnel management;
e. Two (2) representatives from the career rank-in-file employees who shall serve for the period
of Two (2) years and chosen through a general assembly or any other mode of selection to be
conducted for the purpose or designated by the registered Union in the absence of an
accredited union (One from the First level and One from the Second level).
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161.9 The Head of Agency or authorized representative shall be responsible in overseeing the System’s
operation and the Human Resource Management Unit shall serve as the System’s Secretariat.
1.10 The PRAISE Committee shall ensure that productivity, innovative ideas, suggestions and exemplary
behavior can be identified, considered, managed and implemented on a continuing basis to
cover employees at all levels.
1.11 The PRAISE Committee shall be responsible for the development, administration, monitoring and
evaluation of the awards and incentives system of the agency. The agency may; however, employ
an external or independent body to assist the PRAISE Committee to judiciously and objectively
implement the system of incentives and awards.
1.12 The PRAISE Committee shall establish its own internal procedures and strategies. Membership in the
committee shall be considered part of the member’s regular duties and functions.
1.13 The Metro Kidapawan Water District shall submit their Program on Awards and Incentives for Service
Excellence (PRAISE) and its subsequent amendments to the Civil Service Commission Regional
Office. The Civil Service Commission Regional Office or Field Office concerned shall provide
technical assistance, if deemed necessary, to ensure proper implementation.
1.14 Establishment of the CSC approved PRAISE shall be the basis of the grant of the Productivity
Incentive Bonus (PIB), other awards and Incentives. The annual PRAISE report shall be submitted by
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016the agency to the Civil Service Commission Regional Office concerned on or before the Thirtieth
(30th) day of January to enable their employees to qualify for nomination to the CSC sponsored
National awards.
1.15 Issues relative to awards and incentives shall be brought before the PRAISE Committee, which shall
address the same within fifteen (15) days from the date of submission.
2. OBJECTIVES
2.1 General
To encourage, recognize and reward employees, individually and in groups, for their suggestions,innovative ideas, inventions, discoveries, superior accomplishments, heroic deeds, exemplarybehavior, extraordinary acts or services in the public interest and other personal efforts whichcontribute to the efficiency, economy, and improvement in government operations which leadto organizational productivity.
2.2 Specific
2.2.1 To establish a mechanism for identifying, selecting, rewarding and providing incentives todeserving employees at the start of the year;
2.2.2 To identify outstanding accomplishments, best practices of employees on a continuingbasis;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20162.2.3 To provide incentives, interventions and to motivate employees who have contributed
ideas, suggestions, inventions, discoveries, superior accomplishments and other personaleffort.
2.2.4 To recognize and reward accomplishments and innovations periodically or as the needarises. *
3. SCOPE
The system shall apply to all employees in the career and non-career service of this agency.
4. DEFINITION OF TERMS
AGENCY – refers to departments, agencies, bureaus of the National Government, Government-Owned-and Controlled Corporations with original charters, state universities and colleges and local governmentunits.
AWARD – recognition which maybe monetary or non-monetary conferred on individual or group ofindividuals for ideas, suggestions, inventions, discoveries, superior accomplishments, exemplarybehavior, heroic deeds, extraordinary acts or services in the public interest which contribute to theefficiency, economy, improvement in government operations which lead to organizationalproductivity.
CAREER – positions in the civil service characterized by (1) entrance based on merit and fitness to bedetermined as far as practicable by competitive examination, or based on highly technicalqualifications; (2) opportunity for advancement to higher career positions; and (3) security of tenure.
CONTRIBUTION – any output which can be in the form of an idea or performance.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DISCOVERY – is the uncovering of something previously existing but found or learned for the first timewhich will improve public service delivery.
IDEA TYPE CONTRIBUTION - refers to an idea, a suggestion or an invention of discovery for improvementto effect economy in operation, to increase production and improve working conditions.
INCENTIVE – monetary or non-monetary motivation or privilege given to an official or employee forcontributions, suggestions, inventions, ideas, satisfactory accomplishment or demonstration ofexemplary behavior based on agreed performance standards and norms of behavior.
INVENTION – the creation of something previously non-existent which will benefit the government.*
NON-CAREER – positions expressly declared by law to be in the non-career service; or those entrancein the service is characterized by; (1) entrance on basis other than those of the usual tests of merit andfitness utilized for the career service and (2) tenure which is limited to the duration of a particular projectfor which purpose employment was made.
PERFORMANCE TYPE CONTRIBUTION – refers to performance of an extraordinary act or service in thepublic interest in connection with or related to one’s official employment, or outstanding communityservice or heroic acts in the public interest; or sustained work performance for a minimum period of oneyear which is over and above the normal position requirement of the individual or group.
SUGGESTION – idea or proposal which improves work performance, systems and procedures andeconomy in operations that will benefit the government.
SYSTEM – the agency awards and incentives program for employees.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165. TYPES OF AWARDS
5.1 National Awards
The agency shall participate in the search for deserving employees who may be included in thescreening of candidates for awards given by other government agencies, private entities,NGO’s and other award giving bodies such as the:
5.1.1 Presidential or Lingkod Bayan Award – conferred on an individual for consistent,dedicated performance exemplifying the best in any profession or occupation resulting inthe successful implementation of an idea or performance, which is of significant effect tothe public or principally affects national interest, security and patrimony.
5.1.2 Outstanding Public Official/Employees or Dangal ng Bayan Award – granted to any publicofficial or employee of the government who has demonstrated exemplary service andconduct on the basis of his or her observance of one or more of the eight (8) norms ofbehavior describe under the R.A 6713 or the Code of conduct and Ethical Standards ofGovernment Officials and Employees. *
5.1.3 Civil Service Commission or the PAG-ASA Award – conferred on a group of individuals orteam who has demonstrated outstanding teamwork and cooperation, which resulted inthe successful achievement of its goal or has greatly improved working conditions orotherwise benefited the government in many other ways.
5.1.4 Other Awards – given by other government agencies, private institutions or NGO’s to anindividual or team for contributions of an idea or performance that directly benefited thegovernment.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165.2 Department or Agency Level Awards
The agency shall develop and initiate the search for deserving employees who may beincluded in the screening of candidates for awards to be given such as:
5.2.1 Best Employee Award – is given to regular employees of the MKWD who excelled amongpeers in a functional group or profession. These shall be given in two (2) categories: *
1. Rank and File Best Employee Award -is open to all regular employees of MKWDwith Salary Grade 20 and below; and*
2. Managerial Level Best Employee Award - is open all Managers with Salary Grade23 up to 25*
Criteria for the Awards are as follows:
1. Managers and Rank and File employees should have obtained an Outstanding orVery Satisfactory Rating with the Highest Numerical Value for two (2) consecutiveSemesters.*
2. Nominees have no pending Administrative Case or has not committed any actinvolving disciplinary action within the two (2) rating periods immediately precedingthe nomination.*
3. Nominees should have not incurred tardiness or under time in the entire rating periodbased on the Monthly Report prepared by the IRMO-A. On time reporting will bebased on the 8:00 A.M. time in; 12:00 Noon time out; 1:00 P.M. time in and 5:00 P.M.time out.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016For rank and file employees assigned in the field, the Logbook and authenticated
copy of Daily Time record shall be used as evidence and justification shall be made by theImmediate Supervisor, noted by the Division Manager and recommended by theDepartment Manager.*
4. Absence of compliant on the quality of the service of the concerned nominee andcourtesy in the performance of his/her job.*
Evaluation Form- below is the tabulation table which will be used in the evaluation ofrating of the awardee:
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016TABULATION TABLE
CRITERIA DESCRIPTION DOCUMENTARY EVIDENCE ALLOCATEDPOINTS RATING
Performance Rating
Performance Rating in thelast 2 Rating Periods shouldbe:
Outstanding
Very Satisfactory
Certified copy of the rating forthe last 2 rating periods 50
40
50%
Innovation andAccomplishments
(Give details if any)
2 or more innovations
1 innovation
Documentation ofinnovation/project/activity 20
10
20%
Courtesy Based on observed action,behavior
Interview of other employees,peers, supervisors, clientfeedback
10 10%
Attendance
Nominee observespunctuality in reporting tooffice and participates inofficial activities
Certified copy of attendancerecord (DTR, pass slip, etc.) 10 10%
Reliability and Effectiveness
The extent to whichemployee has manifestedthe quality of being able tocarry on consistently,efficiently performance ofmandated functions.
Interview of employees/peersand supervisors 10 10%
Total Accumulated Score 100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Procedure:
1. The two employees (one from the rank and file and the other for managerial level) withOutstanding or Very Satisfactory Rating for two consecutive semesters with the HighestNumerical value shall be recommended by the Performance Management Team (PMT) tothe PRAISE Committee;
2. In case of a tie in the highest numerical value, a panel interview will be conducted by thetwo Assistant General Managers and by the General Manager; and
3. The PRAISE Committee evaluates the nominee’s qualifications based on the set criteria andresult of panel interview and recommends to the General Manager for final action andapproval.
Award:
“The recipient of the award shall receive one (1) set Computer Desktop or Laptop worthTwenty-Five Thousand Pesos (P 25,000.00), a Plaque of Recognition and Certificate ofRecognition” *
5.2.2 Gantimpala Agad Award – given outright to employees commended by clients for theircourtesy, promptness, efficiency and dedication to duty.
5.2.3 Exemplary Behavior Award – based on the eight (8) norms of conduct as provided underR.A. 6713 (Code of Conduct and Ethical Standards). The awardees’ will be automaticallynominated by the agency PRAISE Committee to the Dangal ng Bayan Award.
5.2.4 Best Organizational Unit Award – granted to the Top organizational unit may be a section,division or office on the basis of meeting the organization’s performance targets andother pre-determined criteria.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
5.2.5 Cost Economy Measure Award – conferred to all officers and employees whose contributionssuch as ideas, suggestions, inventions, discoveries or performance of function which result insavings in terms of man-hours and cost or otherwise benefit the agency and government as awhole.
Provided that the following financial and operational parameters are met:
a. Positive balance in average net income in prior 12 months’ operation;
b. Up-to-date debt service payment;c. Unaccounted for water (UFW) ratio must not exceed 40% based on 6 months’ operation;
d. Total staff to total active service connection should not be less than one (1) staff for every100 active service connection;
e. At least 80% 24/7 service to all active connections; and
f. Average response time (reaction plus duration) of less than 6 hours to all maintenance andwater supply services.
5.2.6 Service Award – conferred on retirees whether under optional or compulsory retirement’sscheme held during a fitting ceremony on or before the date of their retirement. This award shallalso be given to a retiree who has rendered at least fifteen (15) years of Satisfactory governmentservice.
This award shall be in a form of plaque of appreciation and a cash award as follows:
15 – 20 years – one-month salary and plaque21 – 25 years – two months salary and plaque
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201626 – 30 years – three months salary and plaque31 – 35 years – four months salary and plaque36 – 40 years – five months salary and plaque
Provided further, that a recommendation from the Department Manager must be submitted tothe PRAISE Oversight Committee for a review on final recommendation justifying that suchaward is equivalent to his extra ordinary deeds and had contributed to the efficiency, economyand other improvements of the district.
PRAISE Oversight Committee shall be composed of AGM for Operations, AGM for Administrativeand Finance, Manager on Administrative and Finance, IRMO-A and representatives fromrecognized employees’ association.
5.2.7 Such other awards which the agency may decide to give:
Punctuality Award – Shall be given to an employee of Metro Kidapawan Water District (MKWD)who incurred no tardy and no under time for the whole year and shall receive cash amountingto Three Thousand Pesos (P 3,000.00) and a Plaque of Appreciation containing citation andsignature of the General Manager and Chairman of the Board of Director during the MKWDGeneral Assembly.
The following are the criteria to be met by an awardee:
a. Personnel assigned in the office shall time-in on or before 8:00am and 1:00pm and time-outon or after 12:00NN and 5:00PM.
b. Personnel assigned on field shall time-in on or before official hour and time out on or after hisofficial time. His/her assignment on field shall be justified by his/her Division Manager andnoted by his/her Department Manager.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
c. For personnel assigned at the sources, Division Managers are responsible to attest theveracity of their time in and time out.
d. Personnel shall not incur late on the duration of cut-off period January 1 to December 31 ofeach year.
This exemplary behavior must be recommended by the IRMO-A duly noted by the DepartmentManager to the PRAISE Oversight Committee for review and final recommendation to theGeneral Manager.
Final approval will be by the General Manager.
Perfect Attendance Award - Shall be given to an employee of the MKWD who has not incurredany vacation, sick leave, maternity/paternity and study leave nor under time or late excludingthe mandatory five (5) days force leave and three (3) days special leave privileges resulting intosuperior accomplishment duly recommended by the direct Department Manager.*
As a pre-requisite, he/she must also be a Punctuality Awardee.
The award shall be in a form of Plaque of Appreciation containing the citation and the signatureof the General Manager and Chairman of the Board and a cash incentive amounting to FiveThousand Pesos (P 5,000.00) only to be given during the MKWD General Assembly.
The PRAISE Oversight Committee must ensure that upon the review and final recommendation,such exemplary behavior resulted to an organizational productivity equivalent to the aboveamount prior to the approval of the General Manager.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20166. TYPES OF INCENTIVES
6.1 Loyalty Award – Granted to an employee who has served continuously and satisfactorily to theMKWD for at least Ten (10) years. Succeeding awards shall be given every five years thereafter.Besides cash award, a lapel emblem/loyalty pin shall be given:
10 years Plaque and CSC Service Pin (Bronze)15 years Plaque and CSC Service Pin (Silver)20 years Plaque and CSC Pin (Silver) and 18K Gold Ring
25 years Plaque and CSC Pin (Gold) and 18K Gold Necklace with Pendant30 years Plaque and 18K Gold Bracelet35 years Plaque and 18K Gold Watch
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Specifications for the tokens to be given as provided for in the MKWD PRAISE Committee Resolution No. 001
(Resolution on the Specifications for the Loyalty Award) dated June 4, 2008 and allocated budget is as follows:
Number of Years Token Description/Specification Budget
20 18 K Gold Ring Weight: 15 gramsP1,500.00/gram with 20%
price incrementdepending on the
current market value
25 18 K Gold Necklacewith Pendant
Weight: 22 grams
30 18 K Gold Bracelet Weight: 30 grams
35 18 K Gold Wrist Watch Made: SwissMovement: Quartz CaliberCase: GoldBracelet: GoldDial: BlackCase Diameter: 36.2mmBracelet length: 8 inchesremovable linksWater ResistantCrystal: Domed scratch resistant,sapphire crystalSpecial Feature: Date
P 85,000.00
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20166.2 Length of Service Incentive - Granted to an employee who has rendered at least Three (3) years of
continuous satisfactory service in the same position. The cash award shall be incorporated in thesalary adjustments following the Joint CSC-DBM Circular No. 1, series of 1990 (Step Increment).
Productivity Incentive – Given to all employees who had performed at least satisfactorily for the year coveredin accordance with the Metro Kidapawan Water District’ CSC approved SPMS. This incentive shall bedetermined at the end of the year.
6.3 Career and Self-Development Incentives – Granted in the recognition of an individual who hassatisfactorily completed a Bachelor’s Degree, Post Graduate Course or passed ProfessionalRegulation Commission (PRC) examination relevant to MKWD functions during his/her employmentat their own expense, initiative and extra time without hampering his/her required official functions.A plaque of recognition and a cash award amounting to Two Thousand Five Hundred (P2,500) shallbe given to qualified individuals during the MKWD General Assembly provided that he/she musthave obtained a Very Satisfactory rating prior to the completion of the degree.
Concerned department must hereby endorse to the PRAISE Oversight Committee the recommendationincluding required attachments.
6.4 For Awards and incentives that were interpreted by the Civil Service as benefits considering thatall officials and employees of the District were identified thereto, the PRAISE team hereby delete suchprovision as recommended by the CSC.
For other incentives that were provided, existing laws on granting the latter will follow.
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7. FORMS OF AWARDS AND INCENTIVES
7.1 “Salo-salo Together” – to be initiated by supervisors and hosted by MKWD for employees who havemade significant contributions for attaining the monthly Division target to be charged on account788 – Rewards and Other Claims.
7.2 Performing personnel (one from Managerial Level and one from Rank & File Level) in everysemester which may be in the form of attendance in conferences on official business, membershipin professional organizations, books, journals, tapes, travel packages, electronic gadgets and otherlearning opportunities to be charged to account 788 – Rewards and Other Claims.
7.3 Trophies, plaques and certificates
7.4 Monetary Award
7.5 Other incentives – incentives in kind which may be in the form of merchandise, computers, pagers,cellular phones, reserved parking space, recognition posted at the wall of Fame, feature in agencypublication and others.
8. PRAISE COMMITTEE
The PRAISE Committee at the Central Office, Regional Provincial Office shall have the specificresponsibilities and composition: it shall be responsible for the development, administration, monitoring andevaluation of the awards and incentives system of the agency. As such, the Committee shall meetperiodically to perform the following tasks:
Established a system of incentives and awards to recognize and motivate employees for theirperformance and conduct;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016 Formulate, adopt and amend internal rules, policies and procedures to govern the conduct of its
activities which shall include the guidelines in evaluating the nominees and the mechanism forrecognizing the awardees;
Determine the forms of awards and incentives to be granted;
Monitor implementation of approved suggestions and ideas through feedback and reports;
Prepare plans, identify resources and proposed budget for the system on annual basis; and
Develop, produce, distribute a System Policy Manual and orient the employees on the same.
Selection Procedure:
The MKWD PRAISE may adopt the following procedure in the selection of nominees to any of the incentiveawards enumerated above:
a. Document best practices, innovate ideas and success stories which will serve as promotionalmaterials to sustain interest and enthusiasm;
b. Submit an annual report in the awards and incentives system to the CSC on or before the thirtiethday of January.
c. Monitor and evaluate the System’s implementation every year and make essential improvementsto ensure its suitability to the agency;
d. Address issues relative to awards and incentives within fifteen (15) days from date of submission.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016To implement the system effectively, the PRAISE Committee members are expected to possesspositive attitude; be capable of implementing submitted ideas; open minded; decisive; have hightolerance for stress or pressure; and actively participate in all committee meetings.
The head of agency or authorize representative shall be responsible in overseeing the System’soperations and the Human Resource Management Office shall serve as the System’s Secretariat.
The Metro Kidapawan Water District may however, employ an external or independent body toassist the MKWD PRAISE Committee to judiciously and objectively implement the System ofincentive and awards.
14. MKWD MERIT SELECTION AND PROMOTION PLAN
MKWD Merit Selection and Promotion Plan aims to:
1. Establish a well and sound selection system that is characterized by strict observance of the merit,fitness & equality principles in the selection and promotion of employees to higher position in thecareer service and non-career service in all levels;
2. To create equal opportunities of career advancement to all qualified and competentemployees of MKWD.
BASIC POLICIES
1. Selection of employees for appointment in the agency shall be open to all qualified men andwomen according to the principle of merit and fitness.
There shall be equal employment opportunity for men and women at all levels of positionin the agency, provided they meet the minimum qualification requirement of the positionto be filled.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2. The Merit Selection and Promotion Plan (MSPP) shall cover positions in the first and second levelsand shall include original appointment and other personnel actions.
There shall be no discrimination in the selection of employees on account of gender, civil status,religion, ethnicity or political affiliation.
3. When a position in the first and second level becomes vacant, applicants forpromotion/employment who are competent, qualified, and possess appropriate civil serviceeligibility, shall be considered for promotion and permanent appointment
4. Vacant positions marked for filling shall be published in accordance with RA 7041(PublicationLaw). The published vacant positions shall also be posted in at least three (3) conspicuous placesin the Agency for at least ten (10) calendar days. Other appropriate modes of publication shallbe considered.
Filling of vacant positions in the Agency shall be made after (10) calendar days from date ofpublication. The publication of a particular position shall be valid until filled up but not to extendbeyond six (6) months reckoned from the date the vacant position was published. In the issuanceof appointments, the requirement for publication is deemed complied with if the process ofapplication and screening started within six (6) months from publication and if the vacancy isfilled not later than nine (9) months from the date of publication.
5. The following positions are exempt from the publication requirement:
a) primarily confidential positions;
b) highly-technical positions;
c) positions to be filled by existing regular employees in the Agency in case of reorganization.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
d) positions which are policy determining; and
e) coterminous with the appointing authority or limited to the duration of a particular project.
6. A Personnel Selection Board (PSB) for First & Second Level positions shall be established in theagency.
7. The PSB members including its alternate representatives from the first and second level positionsshall undergo orientation and workshop on the selection/promotion process and CSC policieson appointments to be facilitated by the HR Office on annual basis or as the need arises.
8. All candidates for appointment to the first and second level shall be screened by the PSB.
Appointment to the following positions shall no longer be screened by the PSB:
a) Appointment to personal and primary confidential positions
b) Renewal of temporary appointment issued to the incumbent personnel provided the last two(2) performance ratings are at least very satisfactory.
c) Positions which are policy determining
d) Co-terminous with the appointing authority or limited
e) Appointment to entry laborer positions
9. The Head of Agency shall as far as practicable, ensure equal opportunity for men and womento be represented in the PSB for all level.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201610. The Head of Agency may appoint applicant who is not next-in-rank but possess superior
qualification and competence and has undergone the selection process.
11. The comparative competence and qualification of candidates for appointment shall bedetermined on the basis of:
11.1 Performance11.1.1 For appointment by promotion, the performance rating of the appointee for the last ratingperiod prior to effectivity date of the appointment should be at least very satisfactory.
11.1.2 For appointment by transfer involving promotion, the performance rating for the last rating periodimmediately preceding the transfer from the former office or agency should be at least very satisfactory.
11.2 Education and Training- include educational background, successful completion of trainingcourses accredited by the Civil Service Commission, scholarships, training grants and others which mustbe relevant to the duties of the position to be filled.
11.3 Experience and Outstanding Accomplishments- include occupational history, relevant workexperience acquired either from the government or private sector, and accomplishments worthy ofspecial commendation.
11.4 Psycho-social Attributes and Personality Traits- refer to the characteristics or traits of a personwhich involved both psychological and social aspects. Psychological includes the way he/she perceivesthings, ideas, beliefs and understanding and how he/she acts and relates these things to others and insocial situations.
11.5 Potential- refers to the capacity and ability of a candidate to assume the duties of theposition to be filled and those of higher or more responsible positions.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201612. An employee may be promoted or transferred to a position which is not more than three (3) salary
grades, pay or job higher than the employee’s present position except in meritorious cases, such as; ifthe vacant position is next-in-rank, or the lone or entrance position indicated in the agency staffingpattern.
13. An employee should have rendered at least very satisfactory service for the last rating period in thepresent position before being considered for promotion.
14. An employee who is on local or foreign scholarship or training grant or on maternity leave may beconsidered for promotion. For this purpose, performance rating to be considered shall be the ratingimmediately prior to the scholarship or training grant or maternity leave and if promoted, the effectivedate of the promotional appointment shall be on the assumption to duty.
15. Promotion within six (6) months prior to compulsory retirement shall not be allowed except as otherwiseprovided by law.
16. A notice through an Office Order announcing the appointment of an employee shall be posted in threeconspicuous places in the agency a day after the issuance of the appointment for at least fifteen (15)calendar days.
17. The approved agency Merit Selection/Promotion Plan shall be used as one of the bases for theexpeditious approval of appointments, for CSC attestation and accreditation to take final action onappointments.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016COMPOSITION OF THE PERSONNEL SELECTION BOARD
Chairperson – Head of Agency or his/her authorized representative
Members – Department Manager where the vacancy occursHighest official responsible for personnel managementDivision Manager where vacancy occursIRMO-A
Two representatives of the rank and file career employees, one from the first level andone from the second level, who shall both be chosen by the duly accredited employee association/unionin the agency.
In case there is no accredited employee association in the agency, the representatives shall bechosen at large by the general assembly. The candidate who garners the second highest votes shallautomatically be the alternate representative. Any other mode of election may be conducted for thepurpose.
The first level representative shall participate during the screening of candidates for vacancies in thefirst level; second level representative shall participate in screening of candidates for vacancies in thesecond level. Both rank-and-file representatives shall serve for two (2) years. For continuity of operation, theagency accredited employee association/union may designate an alternate.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PROCEDURES
The following procedures shall be observed in filling any vacant position whether in the first and secondlevel of the Career Service:1. Publish the vacant position in the CSC Bulletin of Vacant Positions pursuant to RA 7041 or through other
mode of publication and post the same in three (3) conspicuous places in the MKWD for a period of ten(10) calendar days. Published vacant positions not filled up after six (6) months shall be republished.
2. The Head of Agency shall issue an Office Order declaring the vacant positions open for application toqualified personnel.
3. Applications received shall be shortlisted by the IRMO-A and submit the same to the Head of Agency. Inthe process, the following should be considered:
a) An employee maybe promoted or transferred to a position which is not more than three (3) salary,pay or job grades higher than the employee’s present position except, in very meritorious cases suchas: if the vacant position is next-in-rank or the lone or entrance position indicated in the agency staffingpattern.
b) An employee who is on local or foreign scholarship, training grant, pregnant or on maternity leavemay be considered for promotion.
For this purpose, the performance ratings to be considered shall be the rating immediately prior to orafter the scholarship or training grant or maternity leave.
If promoted, the effectivity date of promotional appointment shall be after the scholarship or traininggrant or maternity leave.
c) Promotion within six (6) months prior to compulsory retirement shall not be allowed except otherwiseprovided by law.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Appointment to the following positions shall no longer be screened by the PSB:
a) Appointment of personal and primarily confidential positions and;
b) Renewal of temporary appointment issued to the incumbent personnel
4. The Head of Agency then issue an Office Order for the PSB to convene and evaluate the qualificationsof the candidates for hiring and promotion.
5. After the conduct of preliminary evaluation of the qualification of all candidates and determining thosewho are initially found qualified, the PSB shall conduct further assessment by scheduling writtenexamination, skills test and interview.
6. The PSB shall then determine and evaluate the most qualified and competent applicant and submit thelist to the Appointing Authority.
7. The appointing authority shall be guided by the PSB’s comprehensive evaluation report of candidatesscreened for appointment and in the exercise of sound discretion select, in so far as practicable, fromamong the top five applicants deemed most qualified for appointment to the vacant position.
8. All appointments shall be covered by an Office Order issued by the Head of Agency. The Order shall befurnished the appointee and all Department Heads of the agency;
9. The effectivity of an appointment will be the date reflected on the date of issuance of appointmentwhich is cited in the Office Order.
10. The IRMO-A shall then prepare all the necessary documents attached to the Appointment and after allsignatories are secured, submit to the Civil Service Commission for attestation within thirty (30) days fromthe date of issuance.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016GRIEVANCE
1. A qualified next-in-rank employee may present the grievance with the agency grievance machineryunder the following conditions:
a) Non-compliance with the selection process;
b) Discrimination of account of gender, civil status, pregnancy, religion, ethnicity or political affiliation;
c) Disqualification of applicant to a career position for reason of lack of confidence of the appointingauthority and;
d) Other violations of the provisions of this merit Promotion Plan.
FUNCTIONS AND RESPONSIBILITIES
1. The HR Unit shall have the following functions and responsibilities:
a) Disseminate copies of the agency Merit Promotion Plan to all departments after approval thereof bythe Civil Service Commission. An orientation shall be conducted by the HRD Unit within six (6) monthsupon approval of the MSPP.This orientation is meant to ensure awareness and understanding of the Plan. A report shall besubmitted to the Civil Service Field Office for record purposes;
b) Develop a System of Ranking Positions which will be submitted for approval of the Head of Agencycopy furnished the CSC and its field office for reference purposes;
c) Develop and maintain an updated qualification database of employees of the agency to includeeducation, training, experience, skills, competencies and other similar information.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
d) Develop a program to fast track the career movement of employees with superior qualifications.
e) Publish vacant positions in the CSC Bulletin of vacant Positions or through other mode of publicationand post the same in three (3) conspicuous places in the agency for at least ten (10) calendar days.
f) Conduct preliminary evaluation of the qualifications of all applicants.
2. The employees shall be responsible for updating their Personal Data Sheet annually or as deemednecessary, and submit together with the supporting documents to the HR Unit.
3. The Personnel Selection Board (PSB) shall have the following functions and responsibilities:
a) Adopt a formal screening procedure and formulate criteria for the evaluation of candidates forappointment, taking into consideration the following;
a.1) Reasonable and valid standards and methods of evaluating the competence andqualifications of all applicants competing for a particular position;
a.2) Criteria for evaluation of qualifications of applicants for appointment must suit the jobrequirements of the position.
b) Disseminate screening procedure and criteria for selection to all employees and applicants. Anymodification of the procedure and criteria for selection shall likewise be properly disseminated;
c) Prepare a systematic assessment of the competence and qualifications of candidates forappointment. Maintain fairness and impartiality in the assessment of candidates;
d) Evaluate and deliberate en banc the qualifications of those listed in the selection line-up;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016e) Submit the list of evaluated candidates together with result of the screening process conducted from
which the appointing authority shall choose from among the top five applicant deemed mostqualified for appointment to the vacant position;
f) Orient officials and employees in the agency pertaining to policies relative to personnel actions.
4. The Head of Agency shall have the following functions and responsibilities;
a) Establish the Personnel Selection Board (PSB) and see to it that all PSB members undergo orientationand workshop on the selection and promotion process and CSC policies on appointments. Theagency head shall ensure equal opportunity for men and women to be represented in the PSB for alllevels;
b) The appointing authority shall be guided by the PSB’s comprehensive evaluation report of candidatesscreened for appointment and in the exercise of sound discretion select, in so far as practicable, fromamong the top five applicants deemed most qualified for appointment to the vacant position.
c) Issue appointments in accordance with the provisions of the Merit Selection/Promotion Plan.
d) All appointments shall be covered by an Office Order issued by the Head of Agency. The Ordershall be furnished the appointee and all Department Heads of the agency;
e) The effectivity of an appointment will be the date reflected on the date of issuance ofappointment which is cited in the Office Order.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSACTIONSHUMAN RESOURCE MANAGEMENT
1. Issuances
A. Appointment – The vacant position has been published with the CSC field office and can be filled up within6 months from date of publication of 9 months as long as the PSB has convened within 6 months from dateof publication. Appoint is issued by the appointing authority and IRMO-A shall prepare the followingdocuments:
o Appointment Form – CSC KSS pormao CSC Appointment Processingo CSC Transmittal Formo CSC Position Description Formo Certificate of Availability of Fundso Oath of Officeo Other Attachments:
Duly Accomplished Personal Data Sheet (3 Copies) Medical Certificate Documentary Stamp Photocopy of Certificate of Eligibility Photocopy of IPCR for 2 Rating Periods PSB/Recommendation Result NBI Clearance
Casual Appointment shall be issued and prepared before expiry date of the appointment.
After the signatories are secured, the Appointment must be submitted to CSC field office within30 days after its issuance for attestation.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
B. Certifications –Any official document requested from the Human Resource Office must be in form of writtenrequest indicating its purpose and duly noted by its respective managers. Request Form is available from thisoffice. (5 mins.)
C. Clearances – the IRMO-A shall prepare the clearance form and the affidavit of under taking to beprocessed/ facilitated by the retiree or resigned employee. (2 mins.)
D. Service Record – upon request, the IRMO-A shall prepare and furnish updated and duly approved servicerecord to the requesting party (5 mins)
E. Renewal of Job Order Contract – the IRMO-A shall prepare renewal of Job Order Contract afterrecommendation from Division and Department Manager duly approved by the General Manager.
F. Memorandum – from time to time the HRD shall issue memorandum concerning personnel matters.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20162. Reports
A. Leave Reports – All leave credits and privileges must be in accordance to Book V of EO 292.
For sick leave, personnel must notify the direct supervisor for the reason of his absence. Upon return towork, personnel concerned must file leave application form with attached prescribed medicalcertificate or formal explanation letter.
For vacation, forced, and special leave application must be filed five days before schedule leave
All leave applications must be facilitated by the employee concerned and certified by the IRMO-A for leavebalances, before approval of Division Managers, Department Managers, Assistant General Managers andfinal approval of General Manager, no personnel are allowed to take leave without proper approved leaveapplication.
On the tenth working day of the month, leave reports are submitted. The IRMO-A shall gather all recordspertinent to employee attendance, The IRMO-A/ support staff shall prepare the following:
1. Summary of Under Time2. Summary of Tardy Incurred3. Summary of Leave Application4. Summary of Leave Balances5. Summary of Balance of Special Leave and Force Leave6. Post to individual leave ledger card7. Leave without pay8. Leave monetization9. Furnish copies to all departments for reference after its approval
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016B. Overtime and Compensatory Overtime Credits – On Overtime accomplishment report, the IRMO-A must
reflect the individual balance on COCs before affixing the signature and final approval of the GeneralManager.
C. Awardees – the IRMO-A shall prepare the request for cash incentives for the awardees for the month, JO forplaques and other incentives.
D. Step Increment – for every three years of service to the position, the IRMO-A shall prepare the schedule ofstep increment of personnel for the month for GM’s approval and to be submitted to the CSC field office fornotification and posting to individual ledger cards of employees.
E. CSC Reports – The HR unit shall prepare and submit the following quarterly reports to CSC:
Accession Report Report on Separation DIBAR Mamayan Muna Hindi Mamaya Na Report Inventory of Government Personnel (IGP) Annually Others (documentation of activities during CSC month on September)
F. Notice of Salary Adjustment – the IRMO-A shall prepare individual NOSA duly approved by the GeneralManager and to be submitted to DBM and CSC
G. Statement of Assets and Liabilities and Net worth-SALN – the IRMO-A shall prepare the summary of SALN ofall personnel after duly notarized for submission to the office of Ombdsman for Mindanao
H. Trainings Attended – on a quarterly basis, he IRMO- shall prepare list trainings attended by personnel.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016I. Inventory of Personnel – IRMO-A shall prepare monthly inventory of personnel report duly approved by the
General Manager
J. During the last quarter, the IRMO-A shall submit schedule of Awardees and Step Increment for the followingyear to Accounting and Finance Division for inclusion in the budget preparation.
K. Update Plantilla of personnel every time there are changes in position and salary
L. Prepare HRD Annual Procurement Plan for inclusion during Budget preparation
M. Prepared the following Annual Reports:
Leave Balance for the year Monetary Value of accrued leave Monetary Value of accrued leave Leave monetized for the year Summary of Trainings Attended by personnel of the year Summary of Awardees for the year Summary of Step Increment Issued for the Year Updated Plantilla of Personnel
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20163. Records Management
A. 201 Files – On semi-annual basis, the HRD shall post duly approved summary of contents of individual201 files for reference and updating. All employees either permanent or casual in status must haveindividual 201 file which shall contain the following documents:
Appointments with attachments Disciplinary Actions Personal Data Sheet updated annually Certificate of trainings provided by concerned personnel Eligibilities School Records NOSA Step Increment NSO Authenticated Birth Certificate and Marriage Contract Copy of SALN
B. Plantilla of Personnel (POP) – on annual basis, the HRD shall furnish updated approved Plantilla ofPersonnel to DBM and CSC in compliance to all government agencies’ mandate. HRD shall facilitatethe approval of DBM for new positions created in addition to existing POP. To monitor he POP, themonthly inventory of personnel must be furnished to all departments for reference.
C. Leave Ledger Cards – All personnel must have updated record of their leave of absence posted inthe leave ledger cards.
D. Service Records – Any changes in status of employment like step increment, promotion, demotion,and salary adjustments are recorded in the service record.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016E. Reference Books – Compilation of CSC Memorandum Circular are available for reference.
4. Employee Discipline & Other Personnel Actions – All personnel movements and other actions mustemanate from the appointing disciplining authority. A representative from HRD must be automatically amember of Personnel Mechanisms like Grievance Committee, Personnel Selection Board, PersonnelDevelopment Committee, PRAISE Committee, Committee on Decorum and Investigations (CODI)Citizens Charter, SPMS, and other related committees.
The HR Office shall at all times assist the General Manager on Issues regarding personnel matters.
5. Personnel Welfare Relations
A. Prepare schedule of personnel donation in case of death to immediate members of the family.B. Prepare schedule of monthly leave monetization, NOSI & NOSAC. Prepare schedule of GSIS Group Term Accident Insurance annuallyD. Conduct orientation on CSC and Office Rules and Regulations to newly hired employees and OJTsE. Acts as Liaison Officer to GSISF. Assist Personnel needs in terms of supporting documents for claims with Civil Service Commission, PAG-
IBIG, GSIS and HMA.G. Assist employees in time of sickness, death and other related incidentsH. Acts as linkage with other agencies and NGOs.I. Focal unit of office activities like convocations, flag raising, monthly assessment, first Friday mass, and
physical fitness.J. Receives incident reports from different department for record purposesK. Prepare schedules for RATA, PERA, Rice allowance and other benefitsL. Send SMS regarding information about office activitiesM. Maintain harmonious relationship with the MKWDUE and MKWDEA.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016RECRUITMENT HIRING & PROMOTION
The vacant position had beenpublished with the CSC and canbe filled up within six (6) months
and posted in 3 conspicuousplaces. After ten (10) calendardays, the Appointing Authority
Issues Office Order declaring thevacant position open for
application.
IRMO-A receives applicationletter for the declared vacantposition with 3 copies of duly
accomplished PDS, photocopyof eligibilities, medical certificatewith neuro test, drug test, 3 pcsdocumentary stamps, and NBI
clearance for new entrants.
For application for promotion,submit 3 copies of duly
accomplished PDS, photocopyof eligibilities, and 3 pcs
documentary stamps to beattached to the Oath of Office.
IRMO-A prepare and submit ashortlist of applicants with profile
to the General Manager
The General Manager endorsesapplications to PSB CommitteeChairman for the screening andPSB submit results within fifteen
(15) days
PSB shall convene for thescreening of the applicants to
the vacant position within 2 daysafter receipt of the endorsementfrom the General Manager. PSB
schedules the actual and writtenexams, and interview for the
applicants
Examination questions shall begiven by the Division Manager,
Department Manager and AGMwhere the vacancy occurs. TheIRMO-A shall serve as facilitator
for the activity.
A separate written exam shall bescheduled and given by the
General Manager
Results of the screening processby the PSB shall be submitted tothe General Manager within the
prescribed period.
General Manager issue OfficeOrder for Appointment.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PREPARATION OF APPOINTMENT TO PERMANENT POSITION
Office Order shall be issued bythe General Manager
appointing an applicant to thedeclared vacant position.
The IRMO-A shall prepare thefollowing documents:CSC Transmittal Form
Appointment Form- CSC KSSPorma Blg. 33
CSC Appointment ProcessingForm
Assumption to Duty
CSC Position Description FormCertificate of Availability of
FundsOath of Office with attached
documentary stamp
Other attachments:Duly Accomplished Personal
Data Sheet (PDS) in 3 copies withlatest passport size I.D. picture
and latest residence certificate.
3 copies of Medical Certificatewith Documentary Stamp
Photocopy of Certificate ofEligibility
Photocopy of IPCR for two ratingperiods
PSB Evaluation/ResultNBI Clearance
After all signatories are secured,the Appointment must be
submitted to CSC Field Officewithin 30 days after its issuance
for attestation.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016CASUAL APPOINTMENT PREPARATION
Based on the performanceevaluation, the Division Manager
noted by Department & AGMshall issue recommendation for
the renewal of CasualAppointment.
Office Order shall be issued bythe General Manager for CasualAppointment indicating period
of coverage
The IRMO-A shall prepare thefollowing documents:CSC Transmittal Form
Plantilla of Casual Appointment(CS Form No. 001)
CSC Appointment ProcessingForm
Assumption to Duty
Certificate of Availability ofFunds
Oath of Office with attacheddocumentary stamp
Other attachments:Duly Accomplished Personal
Data Sheet (PDS) in 3 copies withlatest passport size I.D. picture
and latest residence certificate.
For new entrant:NBI Clearance
3 copies of Medical Certificatewith Documentary Stamp withneuro test result and drug test
results.
After all signatories are secured,the Plantilla of Casual
Appointment must be submittedto CSC Field Office within 30
days after its issuance forattestation.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016JOB ORDER CONTRACT PREPARATION
Based on the performance evaluation, the DivisionManager noted by Department & AGM shall issue
recommendation for the renewal of Job OrderContract
Office Order shall be issued by the General Managerfor renewal of Job Order Contract indicating period
of coverage
The hired Job Order shall submit to the IRMO-A 1copy of duly accomplished Personal Data Sheet,Medical Certificate with Neuro & Drug Test Results
The IRMO-A shall prepare the Job Order Contractand File to Individual Folders after approval by the
General Manager.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016LEAVE APPLICATION
All leave applications mustbe facilitated by the
concerned personnel
For sick leave, concernedpersonnel shall notify his/herimmediate supervisor of thereason of his absence andleave application must be
filed upon return to work withattached medical certificateor formal explanation letter
For cto, vacation, force andspecial leaves, leave/ctoapplications must be filed
and processed five (5) daysbefore scheduled leave/cto
IRMOA-A shall Ensure thatleave applications are
properly filled up beforeaffixing signature certifyingemployees’ leave balance
Concerned employee securesignatures of immediate
supervisors, agm and finalapproval by the general
manager
Concerned employeeensures that leave
application is approvedbefore going on leave.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016ISSUANCE OF CERTIFICATION AND SERVICE RECORDS
Any official document requestedfrom the Human Resource Officemust be in form of written request
indicating its purpose and dulynoted by its respective managers.Request Form is available from HR
Office
Upon approval of the request form,the IRMO-A shall prepare and
secure signatories for thedocuments requested.
For certificate of Employment filedin the morning, the document will
be available in the afternoon of thesame day
For Service Records filed in themorning, approved and updated
service record will be available thefollowing day.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016FUNCTIONS OF ADMINISTRATIVE SERVICES UNIT
BASIC PROTOCOL AND INTERNAL CONTROL ON PROCUREMENT PROCESSES
1. All approved purchase requisitions/job orders received from bac secretariat for canvassing should haveattached philgeps reference number for above fifty thousand pesos. No need for philgeps posting fortransaction below fifty thousand pesos. And certificate of availability of funds.
2. All canvass forms must emanate from the canvasser for record and monitoring purposes.
3. All canvass forms must have date, signature of canvasser and suppliers.
4. See to it that date of canvass should not be earlier than the date of approved purchase requisition and philgepsposting.
5. Issuance of P.O must be based on approved P.R and AOB.
6. All issued NOA, NTP, and purchase orders should have attached approved AOB/BAC resolution
7. NOA, NTP and P.O should have the same date.
8. Date of purchase order, NOA and NTP should be later than date of PR, canvass, AOB and bac resolution.
9. Date of purchase order, NOA and NTP should be earlier than date needed by the requisitioner or the event.
10.Furnish to COA copy of all perfected P.O within five (5) days after perfection.
11.Submit daily accomplishment report.
12.Submit weekly and monthly monitoring report on issued NOA.NTP, PO and canvassed PR and JO.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016CANVASSING
1. ASO-A receives approved Purchase Requisition (PR) and Job Order with PHILGEPS reference number fromBAC Secretariat for items with ABC of more than Fifty Thousand Pesos.
2 ASO-A check supporting documents and record PRs received for monitoring.
3 Endorse PRs to Canvasser for canvassing.
4. Canvasser records all items for canvassing per PR and JO to Logbook inclusive of particulars stipulatedtherein and prepares at least 3 canvass forms per PR with signature.
5. Serve and deliver canvass to suppliers within the day with complete and detailed specifications andconditions.
6. Pick up served canvass within 3 days for Local Suppliers, 5 days for Regional Suppliers and 10 days forNational Suppliers.
7. Endorse to BAC all sealed canvass for bidding/opening.
8. Prepares and submit weekly and monthly monitoring report on PRs and JOs canvassed with updated status.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PURCHASE ORDER
1. ASO-A receives approved Abstract of Bids (AOB) and BAC resolution per approved purchaserequisition and job orders.
2. ASO-A checks supporting documents and records AOB for monitoring.
3. Endorse AOBs to purchaser for preparation of Notice of Award (NOA), Notice to Proceed (NTP) andPurchase Order (PO).
4. Secure initials/signatures from ASO-A/Administrative Services Chief/ Division Manager/DepartmentManager/Assistant GM and FSD Department Manager and approval of the General Manager. ASO-A encode NOA, NTP and PO number in the monitoring form.
5. Serve/distribute approved NOA, NTP and PO within 3 days for local, 5 days for regional and 15 daysfor national suppliers.
6. Purchaser records all served P.O and J.O for monitoring and follow up of deliveries.
7. Follow up and ensure delivery of purchased items based on the specifications stipulated in the P.Oand J.O.
8. Endorse to requisitioner completed transaction (Approved NOA/NTP with signature of supplier) for JobOrder for accomplishment report and request for payment.
9. Copy and endorse to Supply Office completed transaction (PO AND NTP with signature of supplier)with complete attached documents for RR and inspection and acceptance report after delivery.
10.Photocopy and endorse to COA within 5 days perfected PO with complete attached documents.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201611.Prepare and submit weekly and monthly monitoring report on issued purchased orders with daily SMS
for update and guidance of management.
RECORDS
General Functions:
1. Receives and records incoming communication and endorse to concerned office or personnel.
2. Releases and records outgoing communications and send to concerned addressee.
A. PROCEDURE IN BORROWING/RETRIEVAL OF RECORDS:
1. Secure a charge out slip from records in-charge.
2. Fill-up and secure all signatories.
3. Submit approved charge out slip form to records office.
4. Accompany the records personnel in retrieving files/records if it is located in the storage room. (Thisrefers to the concerned requisitions/borrower).
5. Borrowers may only retrieve photocopies of the documents from the file of records endorsed.
6. Documents and files released by the records in-charge are indicated on the charge out slip and willbe returned within 3-day period.
7. Documents released must be received by the concerned borrower as indicated in the charge outslip.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20168. Files charge out slip.
9. Follow-up retrieve documents/release documents to concerned personnel three (3) days after.
10.Monitor and follow up unreturned files/documents.
11. Indicate the date of return files/documents on the charge out slip upon receipt.
B. DISPOSAL PROCEDURES
1. Conduct Records Inventory on the following:a. For Disposal indicating the number of yearsb. For Retentionc. Permanent
2. Submit List of Records Recommendation for Disposal for GM’s Validation.a. Note GM’s commentb. Prepare final list for GM’s Approvalc. Approved recommendation for disposal will be mailed to NAP (National Archives of the
Philippines)
3. Use NAP FORM NO. 3 2008, Request for Authority to Dispose of Records.
4. Use General Records Disposition Schedule series 2009 in Preparing Request forAuthority to Dispose of Records.
5. Mail /Email Approved Request for Authority to Dispose of Records to NAP forValidation and Approval.
a. NAP Requirements:
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016a.1 New/ Existing Disposal Committee Member and respective
position.a.2 Required Certification of Actual Place of disposal the depth and
length (for land fill) and actual location.
6. NAP will Email/ Mail Approved Request for Authority to Dispose of Records.a. Follow-up to NAP date of disposal / schedule of disposalb. Once scheduled, prepare a communication letter to COA’s Office of said Activity. (Need to
have a representative)c. Furnish COA an approved copy of NAP Form No. 3, 2008.
7. NAP Office will send a copy of their TRAVEL ORDER for the said Activity.a. Inform office of the GM Scheduled Date of Disposalb. Confirmation to COA’s Actual Date of Disposalc. Inform the Committee on Disposal
8. Actual Disposala. Bring Camera for documentation.b. NAP Representativec. COA Representatived. Office Representative (other than Records Officer)
9. Prepare Certificate of Appearance for:a. NAP representativeb. COA representative
10. Submit a copy of Certification of Disposal to Office of the General Manager for GM’s Copy.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016VEHICLE REGISTRATION
RENEWAL OF VEHICLE INSURANCE:
1. Request GSIS for the computation of the insurance for renewal 1 month prior to the expiration.
2. Prepare schedule of payment for vehicles renewal for GSIS insurance.
3. Submit to the accounting for voucher and payment.
4. Secure a copy of GSIS insurance as pre requisite for the renewal of vehicle’s LTO Registration.
5. Present to LTO copy of OR and CR with GSIS Insurance and request LTO for the computation for therenewal of the vehicle registration 1 month prior to expiration.
6. Request and prepare schedule of payment for the renewal of vehicles.
7. Attached all pertinent documents for the renewal of vehicle registration including GSIS insurance.
8. Submit to the accounting for voucher and payment.
9. Submit all documents to LTO registration including the payment.
10.Secure copy of the renewed OR/CR, keep the original copy of the OR/CR and give a photocopy to thedriver/vehicle in charge.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016FEDELITY BOND
A. Fill up the following bonding forms for New Applicant or For Renewal.
FOR NEW APPLICANT:
1. Three copies of Gen. Form 57A (Request Form) signed by the Agency Head.2. Three copies Gen. Form 58A with 3-ID 2x2 pictures.3. Three copies of List of Bonded Public Officers certified by the Agency Officer-in-Charge.4. Three copies of Agency Certification of bond applicants that they have no Pending Administrative / Criminal
Case.5. Three copies of latest Sworn Statement of Assets and Liabilities and Net worth (SALN).6. Three copies Latest appointment and designation Order.
FOR RENEWAL:
1. Three copies of Gen. form 57A (Request Form)2. Three copies of latest Sworn Statement of Assets, Liabilities and Net worth (SALN)3. Three copies of Agency Certification of bond applicants that they have no Pending Administrative / Criminal
Case.For Bond applicants with case(s), copies of pertinent pleadings, orders and resolutions filed or issued by
the disputing parties, prosecutor of investigatory offices and judicial bodies shall be attached to the bond ofapplication.
4. Three copies of Bonded Public Offices certified by the agency officers in charge of Admin. And/or FinanceDept. Service, Division or unit (format available Bureau of Treasury Provincial Office.
5. Copy of latest Bureau of Treasury Confirmation Letter.6. Three copies of Order to Increase if there is increase of Bond. If photocopy it should be authenticated.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016B. Submit filled up forms enumerated above together with SALN (latest), Certificate of no pending case 2x2 ID
pictures (3pcs) and other designating officer., etc.
C. Prepare request for payment of bondable officer indicated in the list with its corresponding amount.
D. Submit to Accounting Office for schedule of payment.
E. Submit all documents for Bureau of Treasury for approval and at the same time for the settlement of the checkpayment.
F. Wait for the release of Confirmation letter and furnish a copy for COA for their reference.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016APPROVED PURCHASE REQUISITION/ JOB ORDER FOR CANVASS
ASO-A receives approvedPurchase Requisition (PR) and
Job Order with PHILGEPSreference number from BAC
Secretariat for items with ABC ofmore than Fifty Thousand Pesos
ASO-A check supportingdocuments and record PRs
received for monitoringEndorse PRs to Canvasser for
canvassing.
Canvasser records all items forcanvassing per PR and JO to
Logbook inclusive of particularsstipulated therein and preparesat least 3 canvass forms per PR
with signature.
Serve and deliver canvass tosuppliers within the day with
complete and detailedspecifications and conditions.
Purchaser records all served P.Oand J.O for monitoring and
follow up of deliveries.
Endorse to BAC all sealedcanvass for bidding/opening
Prepares and submit weekly andmonthly monitoring report on PRs
and JOs canvassed withupdated status.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PURCHASE ORDER PREPARATION AND PROCESSES
ASO-A receives approvedAbstract of Bids (AOB)
and BAC resolution perapproved purchase
requisition and job orders
ASO-A check supportingdocuments and record
PRs received formonitoring
Endorse AOBs topurchaser for preparation
of Notice of Award(NOA), Notice to Proceed(NTP) and Purchase Order
(PO).
Secure initials/signatures fromASO-A/Administrative
Services Chief/ DivisionManager/Department
Manager/Assistant GM andFSD Department Manager
and approval of the GeneralManager. ASO-A encode
NOA, NTP and PO number inthe monitoring form.
Serve/distribute approvedNOA, NTP and PO within 3days for local, 5 days forregional and 15 days for
national suppliers.
Purchaser records allserved P.O and J.O for
monitoring and follow upof deliveries.
Follow up and ensuredelivery of purchased
items based on thespecifications stipulated
in the P.O and J.O.
Endorse to requisitionercompleted transaction
(Approved NOA/NTP withsignature of supplier) for
Job Order foraccomplishment report
and request for payment
Photocopy and endorseto Supply Office
completed transaction(PO AND NTP with
signature of supplier) withcomplete attached
documents for RR andinspection and
acceptance report afterdelivery.
Photocopy and endorseto COA within 5 days
perfected PO withcomplete attached
documents.
Prepare and submitweekly and monthlymonitoring report on
issued purchased orderswith daily SMS for update
and guidance ofmanagement
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016PURCHASE ORDER PREPARATION AND PROCESSES BELOW ONE THOUSAND PESOS
ASO-A receives approvedpurchase requisition, job orderwith canvass and caf from bac
secretariat
ASO-A check supportingdocuments and record PRs
received for monitoring
Endorse to purchaser forrecording & procurement. Forcash transactions, purchaser
prepares request for cashadvance, once approved,
endorse to accounting for bur.
Endorse to cashier approvedbur and attached documents
for cash.
Purchaser pick up purchaseditems. Endorse to supply office
for rr and inspection &acceptance.
Supply office returns rr/iar andattached documents topurchaser for liquidation.
Purchaser photocopydocuments and endorse tocashier original copies and
photocopy attached toliquidation and submit to
accounting & budget division.
For job orders, endorse torequisitioner completed
transaction (jo with signature ofsupplier and other supporting
documents) for iar &accomplishment report and
request for payment.
Prepare and submit weekly andmonthly monitoring report onissued purchase orders with
updated status for guidance ofmanagement
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
RECORDSPROCEDURE IN BORROWING/RETRIEVAL OF RECORDS
Secured a charge out slipfrom records in-charge.
Fill-up and secured allsignatories.
Submit approved chargeout slip form to records
office.
Accompany the recordspersonnel in retrieving
files/records if it is locatedin the storage room. (Thisrefers to the concernedrequisitions/borrower).
Borrowers may onlyretrieve photocopies ofthe documents from thefile of records endorsed.
Documents and filesreleased by the recordsin-charge are indicatedon the charge out slipand will be returnedwithin 3 day period.
Documents released mustbe received by the
concerned borrower asindicated in the charge
out slip.
Files charge out slip.
Follow-up retrievedocuments/release
documents to concernedpersonnel three (3) days
after.
Monitor and follow upunreturned
files/documents.
Indicate the date ofreturn files/documents onthe charge out slip upon
receipt.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016DISPOSAL PROCEDURES
Conduct Records Inventory on thefollowing:A. For Disposal indicating the numberof yearsB. For RetentionC. Permanent
Submit List of Records Recommendation for Disposalfor GM’s Validation.Note GM’s commentPrepare final list for GM’s ApprovalApproved recommendation for disposal will bemailed to NAP (National Archives of the Philippines)
Use NAP FORM NO. 3 2008,Request for Authority to Disposeof Records.
Use General RecordsDisposition Schedule series2009 in Preparing Request forAuthority to Dispose ofRecords.
Mail /Email Approved Request for Authority toDispose of Records to NAP for Validation andApproval.NAP Concernsa.1 New/ Existing Disposal Committee Member andrespective position.a.2 Required Certification of Actual Place ofdisposal the depth and length (for land fill) andactual location.
NAP will Email/ Mail Approved Request forAuthority to Dispose of Records.Follow-up to NAP date of disposal / scheduleof disposalOnce scheduled, prepare a communicationletter to COA’s Office, said Activity. (Need tohave a representative)Furnish COA an approved copy of NAP FormNo. 3, 2008.
NAP Office will send a copy of theirTRAVEL ORDER for the said Activity.Inform office of the GM ScheduledDate of DisposalConfirmation to COA’s ActualDate of DisposalInform the Committee on Disposal
Actual DisposalBring Camera fordocumentation.NAP representativeCOA representativeOffice Representative
Prepare Certificateof Appearance for:NAP representativeCOA representative
Submit a copy ofCertification of Disposal toOffice of the GeneralManager for GM’s Copy.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016VEHICLE REGISTRATION
Request GSIS for thecomputation of the
insurance for renewal 1month prior to the
expiration.
Prepare schedule ofpayment for vehicles
renewal for GSISinsurance.
Submit to the accountingfor voucher and
payment.
Secure a copy of GSISinsurance as pre requisite
for the renewal ofvehicle’s LTO Registration.
Present to LTO copy of ORand CR with GSIS
Insurance and requestLTO for the computation
for the renewal of thevehicle registration 1
month prior to expiration.
Request and prepareschedule of payment forthe renewal of vehicles.
Attached all pertinentdocuments for therenewal of vehicle
registration including GSISinsurance.
Submit to the accountingfor voucher and
payment..
Submit all documents toLTO registration including
the payment.
Secure copy of therenewed OR/CR, keepthe original copy of the
OR/CR and give aphotocopy to the
driver/vehicle in charge.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016FEDELITY BOND FOR NEW APPLICANT
Submit filled up formsenumerated above
together with SALN (latest),Certificate of no pendingcase 2x2 ID pictures (3pcs)
and other designatingofficer., etc.
Prepare request for paymentof bondable officer
indicated in the list with itscorresponding amount.
Submit all documents forBureau of Treasury for
approval and at the sametime for the settlement of the
check payment.
Fill up the following bonding forms.
1. Three copies of Gen Form 57A (RequestForm signed by the Agency Head.2. Three copies Gen. Form 58A with 3-ID 2x2pictures.3. Three copies of List of Bonded PublicOfficers certified by the Agency Officer inCharge.4. Three copies of Agency Certification ofbond applicants that they have no PendingAdministrative/Criminal Case.5. Three copies of latest Sworn Statement ofAssets and Liabilities and Net Worth (SALN)6. Three copies Latest appointment anddesignation Order.
Submit to Accounting Officefor schedule of payment.
Wait for the release ofConfirmation letter and
furnish a copy for COA fortheir reference.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016FEDELITY BOND FOR RENEWAL
Submit filled up formsenumerated above
together with SALN (latest),Certificate of no pendingcase 2x2 ID pictures (3pcs)
and other designatingofficer., etc.
Prepare request forpayment of bondable
officer indicated in the listwith its corresponding
amount.
Wait for the release ofConfirmation letter and
furnish a copy for COA fortheir reference.
Submit all documents forBureau of Treasury for
approval and at the sametime for the settlement of
the check payment.
Submit to AccountingOffice for schedule of
payment.
Fill up the following bonding forms.
1. Three copies of Gen. form 57A (Request Form)2. Three copies of latest Sworn Satement of Assets,Liabilities and Net worth (SALN)3. Three copies of Agency Certification of bondapplicants that they have no Pending Administrative/Criminal Case.4. Three copies of Bonded Public Offices certified bythe agency officers in charge of Admin. And/orFinance dept. Service, Division or unit (formatavailable Bureau of Treasury Provincial Office.5. Copy of latest Bureau of Treasury ConfirmationLetter.6. Three copies of Order to Increase if there is increaseof Bond. If photocopy it should be authenticated.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016A. TRANSACTIONS:
1.1HUMAN RESOURCE1. RECRUITMENT, HIRING, PROMOTION
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1. Publicationof the vacantposition in theCSC Bulletin ofVacantpositions
Prepares the listof vacantpositions to bedeclaredvacant
5 min. IRMO-A
Vacant positionsin the career
service shall bepublished in
accordance withthe provisions of
RA 9041.
Bulletin ofVacant
Positions.
Securesignatories 20 min. IRMO-A List of Vacant
positions to bepublished
Upon approval,submit to CSCfor posting toCSC Bulletin
within the dayafter approval IRMO-A List of Vacant
positions to bepublished
2. Declarationof the positionas vacant
Issuance ofOffice Orderdeclaring theposition vacantand open forapplication.
After 10calendar days
dependingupon the
AppointingAuthority
General Manager asthe Appointing
Authority
Published anddeclared vacantposition shall notbe filled unless
and until ten (10)working days had
elapsed fromdate of
publication.
Applicationletter 1 copy
PDS
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
3. Submission ofapplicationletter by theapplicants.
Receivesapplicationletter with PDSfrom applicants
within theprescribed
periodIRMO-A
Personal DataSheet (PDS) must
be dulyaccomplished,computerized
and withsignature in all
pages.
ApplicationLetter 1 copy
PDS
4. Endorsementto PSB
Issue OfficeOrderendorsing theapplications tothe PSBChairman forscreening
within 15 days General Manager
Issue Memo onthe schedule ofPSB Screening.
Upon receiptof the Office
OrderPSB Chairman GM's issued Office
Order
Convenes forthe screeningof thequalificationsof theapplicants
within 2 daysafter receipt
ofendorsement
PSB Members PSB Issued Memo
Conductinterview andwrittenexamination
before lapseof 15 days
PSB Chairman,Division Managerand Department
Manager where the
Writtenexamination shallbe given by the
Division,
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016and actualexamination.
vacancy occurs,SIRMO-A/IRMO-A,1st Level/Second
Level Representativewhere the vacancy
occurs.
Department andAssistant General
Manager
5. Submission ofResult of PSBScreening
Submit theresults of thePSB screeningto the GeneralManager
on or beforethe 15th day PSB Chairman
Results shouldcontain ratings
garnered by theapplicant on the
written andinterview
PSB results
6. ConductWrittenexaminationGM's level
Issue OfficeOrderindicatingschedule of thewrittenexaminationfrom theGeneralManager andPanel interview.
GeneralManager/IRMO-A,AGMs, DepartmentManagers, Division
Manager-AHRD
GM's issued OfficeOrder
7. AppointmentIssue OfficeOrder forAppointment
Before lapseof Six (6)
months afterpublication
General Manager GM's issued OfficeOrder PSB Screening
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2. APPOINTMENT PREPARATION
STEP ACTIVITY DURATION CONCERNPRE-
REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.AppointmentProcessing
Preparedocumentaryrequirementsattached totheappointment
15 min perappointment IRMO-A GM's issued
Office Order
1. CSCTransmittalForm2.AppointmentProcessingForm3. KSS PormaBlg. 33
Preparedocumentaryrequirementsattached totheappointment
Upon receiptof the Office
OrderIRMO-A GM's issued
Office Order
4. CSC Form212 Personal
Data Sheet- 3sets with
attachedlatest passport
size picture5. Assumption
to Duty6. Position
DescriptionForm
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20167. Certificateof Availability
of Funds8. Oath ofOffice with
documentaryStamp
9. Photocopyof Certificate
of Eligibility10. Photocopyof IPCR latest 2Rating periods
11. Result ofthe PSB
Screening
1.AppointmentProcessing
Preparedocumentaryrequirementsattached totheappointment
15 min perappointment IRMO-A GM's issued
Office Order
OTHERATTACHMENTS
FOR NEWENTRANTS:1. Medical
Certificate withDocumentary
Stamps-3copies2. NBI
Clearance
Securesignatories 30 mins
IRMO-A/Appointees/Supervisors/PSBChairman/General Manager
Attacheddocumentary
Page | 177
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016requirementsenumerated
2. SubmissionofAppointmentsto CSC
ForwardAppointmentsto CSC forAttestation
Within 30days aftereffectivity
date
IRMO-A ProcessedAppointment
Enumeratedabove
Filing of CSCattestedAppointmentin the 201 Filecopyfurnished theAppointee
20 mins afterreceipt from
CSCIRMO-A CSC Attested
Appointment
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20163. CASUAL APPOINTMENT
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARY
REQUIREMENTS
1. CasualAppointment
1. Recommendationfor CasualAppointment/Renewal to the GeneralManager
2 weeksbeforeexpiry date
Division/DepartmentManagers/ AGM
Very SatisfactoryPerformance ofthe proposed
appointee
2. Issue Office Orderfor CasualAppointmentindicating period ofcoverage
General Manager
Recommendation from Division,Department,
AGM
3. AppointmentProcessing
15 min. perappointmen
tIRMO-A GM'S Office
Order
1. CSCTransmittalForm2.AppointmentProcessingForm3. Plantilla ofCasualAppointment(CS Form No.001)4. Assumptionto Duty
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165. PositionDescriptionForm6. Certificateof Availabilityof Funds
1. CasualAppointment
3. AppointmentProcessing
15 mins perappointment IRMO-A GM'S Office
Order
7. Oath ofOffice withdocumentaryStamp8. Photocopyof Certificateof Eligibility9. Photocopyof IPCR latest 2Rating periodsOTHERATTACHMENTSFOR NEWENTRANTS:1. MedicalCertificatewithDocumentaryStamps-3copies2. NBIClearance
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Secure signatories 30 minsIRMO-
A/Appointee/General Manager
Attacheddocumentaryrequirementsenumerated
2. SubmissionofAppointments to CSC
ForwardAppointments to CSCfor Attestation
Within 30days aftereffectivitydate
IRMO-A ProcessedAppointment
Enumeratedabove
Filing of CSC attestedAppointment in the201 File copyfurnished theAppointee
20 min.afterreceiptfrom CSC
IRMO-A CSC AttestedAppointment
Page | 181
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20164. JOB ORDER CONTRACT
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
Job OrderContract
1.Recommendationfor Renewal ofJob OrderContract to theGeneral Manager
15 daysbefore
expiry ofthe
contract
Division/DepartmentManager
2. Issue OfficeOrder forRenewal OF JobOrder Contractindicating periodof coverage
Dependingupon theGeneralManager
General Manager
3. Submit toIRMO-A dulyaccomplishedPersonal DataSheet (PDS)
Uponreceipt ofthe Office
Order
Hired Job OrderGM's Office Order
hiring/renewal of JobOrder
1 copy dulyaccomplishedPDSMedicalCertificateDrug Test ResultNeuro TestResult
Job OrderContract
Prepare JobOrder Contract 10 min. IRMO-A
GM's Office Orderhiring/renewal of Job
Order
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Secure signatories 20 min. IRMO-A same asabove
File Approved JobOrder Contract inthe 201 File
10 min. IRMO-A
Page | 183
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165. LEAVE APPLICATION
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1. LeaveApplication-Vacation,Force,Special,AnniversaryLeaveAnnualCheck Up,CTO
Employeeapplicantsecure leaveapplicationform from theAHRD officeand fill up allitems in theform.
2 mins Concernedemployee
Applied leave ofabsence based on the
approved annualschedule of leaves filed
5 days beforescheduled leave
ApplicationForm, LeaveLedger Card
Print leaveledger card ofthe concernedemployee andensure that allitems areproperly filledup beforeaffixingsignature
within 5min.
IRMO-A/DivisionManager
Securesignatures ofsupervisors
10 min. Concernedemployee
1. LeaveApplication-Vacation,Force,
Ensure thatleaveapplication isapproved
Concernedemployee
Duly approved leaveapplication
Page | 184
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Special,AnniversaryLeaveAnnualCheck Up,CTO
before going onleave
Post to HRMS &File
within theday IRMO-A
2. SickLeave
Employeeapplicantsecure leaveapplicationform from theAHRD officeand fill up allitems in theform.
Uponreturn towork- 2
min.
Concernedemployee
Inform supervisors ofhis/her leave of
absence thru SMS orCall.
MedicalCertificate or
Letter Requestfor approval
for leaveincurred
2. SickLeave
Print leaveledger card ofthe concernedemployee andensure that allitems areproperly filledup beforeaffixingsignature
within 5min.
IRMO-A/DivisionManager
Securesignatures ofsupervisors
20 min. ConcernedEmployee
Return to AHRDoffice Approved
ConcernedEmployee
Page | 185
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Sick LeaveApplicationPost to HRMS &File
within theday IRMO-A
Page | 186
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20166. ISSUANCE OF SERVICE RECORD/CERTIFICATIONS
STEP ACTIVITY DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTARYREQUIREMENTS
RequestForm
Fills up requestform from theAHRD Office.
2 minswhenneedarises
ConcernedEmployee
Duly accomplsihedrequest form
Secure approvalof the request 5 mins Concerned
EmployeePrepare therequesteddocument
5 mins IRMO-A Approved request Form
Securesignatories ofthe document
10 mins IRMO-A duly initialed/General Manager
Endorse torequisitionerapproveddocument
thefollowing
dayIRMO-A
File office copy 3 mins IRMO-A
Page | 187
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161.2 PROCUREMENT
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARY
REQUIREMENTS
1. Canvassing
Receivesapproved PR JOfor canvassing
3 min. ASO-A/BAC SEC Approved PR/JOApproved PR,
PhilGEPSposting, CAF
Check andrecord receivedPR/JO forcanvassingincludingsupportingdocuments
10 min. pertransaction. ASO-A
1. CanvassingEndorse PRs toCanvasser forcanvassing.
Within theday ASO-A/CANVASSER
Records all itemsfor canvassingper PR and JOto Logbookinclusive ofparticularsstipulatedtherein andprepares atleast 3 canvassforms per PRwith signature.
Within theday Canvasser Approved PR
3 canvassforms per
PR/JO
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Serve anddeliver canvassto supplierswithin the daywith completeand detailedspecificationsand conditions.
Within theday Canvasser
Complete detailedspecifications andconditions in the
canvass form withdate and signature
of canvasser
Pick up servedcanvass
3 days forlocal, 5
daysregional
and 10 daysnationalsuppliers
Canvasser/SupplierCanvassed items
should not exceedthe ABC
2. Purchasing
ReceivesapprovedAbstract of Bids(AOB) and BACresolution perapprovedpurchaserequisition andjob orders
Uponreceipt of
documentsASO-A/BAC Sec Approved AOB
Approved PR,BAC
Resolution,AOB, CAF,
PhilGEPS (foabove 50,000transactions) 3canvass forms
2. Purchasing
Checks andrecords AOBand supportingdocuments formonitoring
within theday ASO-A
Date of PO shouldbe later than dateof Canvass, AOB,BAC Resolution,
CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Endorse AOBs topurchaser forpreparation ofNotice of Award(NOA), Notice toProceed (NTP)and PurchaseOrder (PO).
within theday ASO-A/Purchaser Approved AOB
Secure signaturefrom theDepartmentManager-FSDand approvalfrom theGeneralManager.
within theday
ASO-A/ASC/DM/AGM/DM
-FSD/GM
PO.NOA, NTPinitialed by ASO-
A/ASC/DM-AHRD/AGM-A & F
ASO-A encodeNOA/NTP/PONumber formonitoring.
within theday ASO-A
Serve/distribute/pick upapproved NOA,NTP and PO tosuppliers.
within 3days forlocal, 5days forregional
and 10 daysfor National
canvass
Purchaser
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Purchaserrecords allserved P.O andJ.O formonitoring andfollow up ofdeliveries.
immediately afterserving
Purchaser
Follow up andensure deliveryof purchaseditems based onthespecificationsstipulated in theP.O and J.O.
day beforelapse of the
requiredperiod
Purchaser
2. Purchasing
Endorse torequisitionercompletedtransaction(ApprovedNOA/NTP withsignature ofsupplier) for JobOrder foraccomplishment report andrequest forpayment.
uponapproval Purchaser/end user Approved AOB
Approved JobOrder,
Canvass, CAF,AOB, NOA,
NTP.
Photocopy andendorse to
uponreceipt of
Purchaser/SupplyOfficer
PO and NTPwith suppliers
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Supply Officecompletedtransaction (POAND NTP withsignature ofsupplier) withcompleteattacheddocuments forRR andinspection andacceptancereport afterdelivery.
the PO,NOA by the
supplier
signature,NOA, AOB,CAF, BACResolution,PhilGEPS
2. Purchasing
Photocopy andendorse to COAwithin 5 daysperfected POwith completeattacheddocuments.
within 5days afterperfection
of thecontract
ASO-A/A& BudgetDivision
Completesignatories in all
documents
Approved PR,CAF, 3 copies
canvass, AOB,PO, NOA, NTP,
BACResolution.
Prepare andsubmit weeklyand monthlymonitoringreport on issuedpurchasedorders with dailySMS for updateand guidance
Daily, EveryFriday forweekly
reports andon the 5thday of thefollowingmonth for
Purchaser/ASO-A
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016ofmanagement.
monthlyreports
1.3 RECORDS
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
BorrowingandRetrieval ofRecords
Secure a chargeout slip fromrecords in-charge.
as theneed arises
ConcernedEmployee Charge out slip
Fill-up and secureall signatories
within theday Requisitioning officer
Submit approvedcharge out slipform to recordsoffice.
uponapproval
RecordsOfficer/requisitioningofficer
Accompany therecords officer inretrievingfiles/records if it islocated in thestorage room.
within theday
Requisitioningofficer/Recordsofficer
Approved chargedout slip
Borrowers may onlyretrievephotocopies of thedocuments fromthe file of recordsendorsed.
Requisitioningofficer/Recordsofficer
Releases requesteddocuments based within the
day
RecordsOfficer/requisitioningofficer
Approved chargedout slip
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016on the chargedout slip.Follow-up and
retrievedocuments/releasedocuments toconcernedpersonnel three (3)days after.
returnedwithin 3
daysRecords Officer
All documentsrequested andreleased must beindicated in thecharged out slip.
Files charge outslip.Indicate the datedocuments werereturned on thecharge out slipupon receipt.
uponreturn ofdocuments
Records Officer
Monitor and followup unreturnedfiles/documents.
day beforelapse of 3days
Records Officer
DisposalProcedures
Conduct RecordsInventory on thefollowing: a) fordisposal indicatingnumber of years,for retention andpermanentrecords.
Once ayear Records Officer
Submit List ofRecordsRecommendation
Once ayear Records Officer
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016for Disposal forGM’s Validation.
Prepare final list forGM’s Approval Records Officer/GM
List of RecordsRecommendation forDisposal noted by GM
Send to NationalArchives of thePhilippines (NAP)approved List ofRecordsRecommendationfor Disposal.
uponapproval Records Officer
Request forAuthority toDispose ofRecords (NAPForm 3)
GeneralRecords
DispositionSchedule series
of 2009
DisposalProcedures
Mail /EmailApproved Requestfor Authority toDispose of Recordsto NAP forValidation andApproval.
uponapproval Records Officer Approved Authority to
Dispose of Records
NAP Requirements: Records OfficerSend to NAP thefollowing:
1. New/ ExistingDisposalCommitteeMembers and
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016respectivepositions
2. Certification ofActual Place ofdisposal the depthand length (forland fill) and actuallocation.Receivesemail/Mail fromNAP approvedRequest forAuthority toDispose of Records
Records Officer
Follow-up to NAPdate of disposal /schedule ofdisposal
Records Officer
Once scheduled,prepare outgoingcommunication toCOA informingthem of thescheduled activityfor their presenceattachedapproved copy ofNAP Form 3, s 2008.
Records Officer
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DisposalProcedures
NAP Office willsend a copy oftheir TRAVELORDER for the saidActivity.
NAP
a. Inform officeof the GMScheduled Date ofDisposal
Records Officer
b. Confirmationto COA’s ActualDate of Disposal
Records Officer
c. Inform theCommittee onDisposal
Records Officer
Actual Disposal-bring camera fordocumentation
asscheduled
RecordsOfficer/NAP, COA,Disposal Committeerepresentative
Approved Authority toDispose of Records
Certification ofDisposal signedby NAP &COA.
Prepare Certificateof Appearance forNAP & COArepresentatives
Records Officer
Submit a copy ofCertification ofDisposal signed byNAP & COA toOffice of theGeneral Manager
Records Officer
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016File office copyCertificate ofDisposal.
Records Officer
1.4 VEHICLE REGISTRATION
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
Renewalof VehicleInsurance
Request GSIS forthecomputation ofthe insurancefor renewal
1 monthbefore expiry
date.
AdministrativeService Officer B Vehicle registration
Prepareschedule ofpayment forvehiclesrenewal for GSISinsurance.
upon receiptof the
precomputedinsurancepremium.
AdministrativeService Officer B
Precomputed GSISinsurance premium
Submit to theaccounting forvoucher andpayment.
ASC-B
Endorsepayment toGSIS
uponissuance of
checkASC-B/GSIS
Present to LTOcopy of ORand CR withGSIS Insurance
ASC-B GSIS InsuranceOR/CR andGSIS Insuranceof said vehicle
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016and requestLTO for thecomputationfor the renewalof the vehicleregistration 1month prior toexpiration.Request andprepareschedule ofpayment forthe renewal ofvehicles.
ASC-B
Attach allpertinentdocuments forthe renewal ofvehicleregistrationincluding GSISinsurance.Submit to theaccounting forvoucher andpaymentSubmit alldocuments toLTO includingthe payment.
ASC-B
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Secure copy ofthe renewedOR/CR, keepthe originalcopy of theOR/CR andgive aphotocopy tothedriver/vehicle incharge.
within theday ASC-B
Request GSIS forthecomputation ofthe insurancefor renewal
1 monthbefore expiry
date.
AdministrativeService Officer B Vehicle registration
Prepareschedule ofpayment forvehiclesrenewal for GSISinsurance.
upon receiptof the
precomputedinsurancepremium.
AdministrativeService Officer B
Precomputed GSISinsurance premium
Submit to theaccounting forvoucher andpayment.
ASC-B
Endorsepayment toGSIS
uponissuance of
checkASC-B/GSIS
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161.5 FIDELITY BOND
STEP ACTIVITY DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTARYREQUIREMENTS
1. Fill up thefollowing
bonding formsfor New
Applicant or ForRenewal.
1monthbeforeexpirydate ofbond
ASC-B
FOR NEW APPLICANT:
1. Three copiesof Gen. Form57A (RequestForm) signedby the AgencyHead.2. Three copiesGen. Form 58Awith 3-ID 2x2pictures.3. Three copiesof List ofBonded PublicOfficerscertified by theAgencyOfficer-in-Charge.4. Three copiesof Agency
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Certification ofbondapplicants thatthey have noPendingAdministrative /Criminal Case.5. Three copiesof latest SwornStatement ofAssets andLiabilities andNet worth(SALN).
FOR RENEWAL
6. Three copiesLatestappointmentanddesignationOrder1. Three copiesof Gen. form57A (RequestForm)2. Three
copies of latestSwornStatement ofAssets,Liabilities and
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016Net worth(SALN)3. Three copiesof AgencyCertification ofbondapplicants thatthey have noPendingAdministrative/ CriminalCase.For Bondapplicants withcase(s), copiesof pertinentpleadings,orders andresolutions filedor issued bythe disputingparties,prosecutor ofinvestigatoryoffices andjudicial bodiesshall beattached tothe bond ofapplication.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20164. Three copiesof BondedPublic Officescertified by theagency officersin charge ofAdmin. And/orFinance Dept.Service,Divisionor unit (format
availableBureau ofTreasuryProvincialOffice.5. Copy oflatest Bureau ofTreasuryConfirmationLetter.6. Three copiesof Order toIncrease ifthere isincrease ofBond. Ifphotocopy itshould beauthenticated.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
B. Securesignatories of allforms andapproval fromthe GeneralManager
ASC-B
Filled up formsenumeratedabove, latestSALN,Certificate ofNo PendingCase, 3 pcs2x2 ID pictures.
C. Preparerequest forpayment ofbondableofficer indicatedin the list with itscorrespondingamount
ASC-B
D. Submit toAccountingOffice forschedule ofpayment.E. Submit all
documents forBureau ofTreasury forapproval and atthe same timefor thesettlement of thecheck payment.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016F. Wait for therelease ofConfirmationletter and furnisha copy to COAfor theirreference.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20161. PREPARATION OF PR.
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.
Utilization of Supply Availability Inquiry(SAI) duly filled up by Stock Card orWarehouse In-Charge for confirmationas to actual available supplies on stock.If available on stock, RIS shall beprepared for issuance to requisitionaire.If not available on stock, PR will beprepared.
30 min. RequisitionaireSupply
AvailabilityInquiry
Attachedapproved
APP/PPMP dulysigned byGeneral
Manager
2.
Items requested must be within theapproved APP and PPMP. Requisitionnot within APP/PPMP must be supportedwith approved request for budgetmodification indicating therein the itemin the APP to be waived in favor for theitems requested to be prepared by therequesting department duly approvedby GM.
1 hour Requisitionaire
Supportedwith
ApprovedRequest
ApprovedBudget
Modification
3.Supply Officer must monitor the re-orderpoint to ensure availability of supply atall times.
20 min. Supply OfficerBased on
Actual BookBalance
ApprovedAPP/PPMP, Specs
4. Purchase Requisition must be controlledto avoid overstocking of supplies. 20 min. Supply Officer
ClosedMonitoring of
Balances
Based on Actualand BookBalance
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
5.
Prescribed description of itemsrequested and purpose of requisitionmust be accurately indicated in the PRincluding accurate specs and accurateABC as entries to other procurementforms such as Canvass, AOB’s, PO’s,IAR’s, RR’s, ICS, ARE, etc. emanates fromthe PR and to avoid delay in the deliveryof goods requested.
20 min. RequisitionaireAccurate
ABC, Specs,and Charging
Complete BACRequirements
6.
For procurement of goods not availableat DBM, requisitionaire is responsible inconducting pre-canvass form a reliableor responsive supplier for budgetallocation. Pre-canvassed cost must beattached to PR in order to fast tractprocurement procedures.
2 hrs. RequisitionaireAttached pre-canvass fromthe Supplier
Complete BACRequirements
7.
PR for replacement of defective officeequipment, tools, spare parts, and otherrelated requests must be supported with: Spot Report, Pre-repair Inspection
to be attested by a technicallycompetent person, WasteMaterial Report, Picture of item tobe replaced, History Ledger Card,Approved request forreplacement with estimated costand source of fund indicatingwhat item in the APP/PPMP.
1 day Requisitionaire
Spot Report,Pre-repair
inspection,Waste
Materials,Picture
ApprovedRequest for
replacement,estimated cost,and source of
funds
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
8.
Status of PR issued must be monitored 5days after approval by GM incoordination with BAC and ProcurementOffice to fast track delivery of itemsrequested utilizing the IAR as proof ofaccomplishment. No IAR means PR is stilloutstanding.
20 min. Requisitionaire
ApprovedNotice to
Proceed andNotice of
Award
Delivery Receipt,Charge Invoice
9. Any corrections made in PR must be dulysigned by the concerned signatories. 10 min. Requisitionaire Counter initial
of Corrections Duly approved PR
10.Weekly Report on Outstanding PR mustbe submitted/disseminated for properaction.
30 min. GSDpersonnel
Countercheck first toprocurementsection thestatus of PR
Prepared Weeklyand Monthly
Status ofOutstanding PR
11.
PR must be prepared in 6 copies. Two (2)copies to accounting, one (1) copy toCOA, one (1) copy to ProcurementOffice, one (1) copy to BAC, one (1)copy for Supply Office file for futurereference.
20 min. GSDpersonnel
Dulyapproved by
GM
Received PR tothe concerned
offices
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2. PREPARATION OF JO.JO preparation of repair and maintenance must be supported with:
Spot Report, Pre-repair Inspection to be attested by a technically competent person, Waste MaterialReport, Picture of defective item parts, History Ledger Card, Approved request with pre-canvassed costand source of fund under what item in the APP/PPMP.
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.
End-user must be responsible inconducting pre-canvass for budgetallocation. Pre-canvassed cost froma reliable provider must beattached to JO in order to fast trackprocurement procedures.
2 hours End-userAttached SpotReport and Pre-
Repair
Attachedprocurement
requirements withapproved APP
2.
Requested services must be withinthe approved APP and PPMP.Requisition not within the APP/PPMPmust be supported with approvedrequest for budget modification tobe prepared by the requestingdepartment duly approved by GMindicating therein the item in APP tobe waived in lieu of the requestedservices.
2 hours End-user
ApprovedRequest for
BudgetModification
Approved APPand PPMP withGM signature
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
3.
Accurate description of work to beaccomplished, measurement,standards and other terms andconditions must be accuratelyindicated in the JO in as much asother procurement forms such asCanvass, AOBs, NTPs, NOAs, IARs,ICs, ARE, etc. emanates from theprepared JO and to avoid delay inthe delivery of services need.
20 min. End-user
AccurateSpecs and
other indicatedin the Job
Order
CompleteProcurement
Process
4.
Status of JO issued must bemonitored 5 days after approval byGM in coordination with BAC andProcurement Office to fast trackdelivery of services requestedutilizing the IAR as proof ofaccomplishment. No IAR means JOis still outstanding.
20 min. Requisitionaire
ApprovedNotice to
Proceed andNotice of
Award
Submit ChargeInvoice before
IAR preparation
5.Any corrections made in the JOmust be duly signed by theconcerned signatories.
10 min. Requisitionaire Counter Initial Duly approvedJob Order
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
6.Weekly Report on Outstanding JOmust be submitted/disseminated forproper action.
30 min. GSD Personnel
Counter checkfirst to
procurementsection thestatus of PR
Prepared Weeklyand Monthly
Status ofOutstanding PR
7.
JO must be prepared in 6 copies.Two (2) copies to accounting, one(1) copy to COA, one (1) copy toProcurement Office, one (1) copy toBAC, one (1) copy for Supply Officefile for future reference.
20 min. GSD Personnel Duly approvedby GM
Received JO tothe concerned
offices
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20163. BASIC PROTOCOL ON RELEASING OF MATERIALS AND SUPPLIES.
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.
Requesting party/department must submitLiquidation Report to account actualutilization on the items previously requestedbefore new requisition is granted forinternal control purposes and for costcutting measure.
25 min. RequestingParty
SubmitLiquidation
Report
Submit approvedIssuance Slip
2.
Requisitionaire must indicate the no. ofitems and prescribed item description ofsupplies to be requested in the SupplyAvailability Inquiry Form for confirmationwhether said items are available on stockor not.
20 min. RequestingParty
SupplyAvailability
Inquiry
SupplyAvailability
Inquiry
3.
If available on stock, RIS shall be preparedbased on filled up SAI. If not available onstock, PR shall be prepared following thebasic protocol on PR preparation.
20 min. RequestingParty Approved RIS
Approved PRshall be
prepared if notavailable on
stock
4.
Supply Office must strictly implement theprotocol on “1. NO LIQUIDATION REPORT,NO RELEASES, 2. NO SAI, and 3. NO RIS, NORELEASES”. This is for cost cutting measure,internal control purposes and to avoiddiscrepancy in ending balances betweenBin Cards and Stock Cards.
10 min. SupplyOffice
No LiquidationReport, no
Release
SubmitLiquidationReport and
approved RIS
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
5.
Posting to Stock Cards and ComputerizedBin Cards must be on time to ensureaccurate, updated and reconciled endingbalances.
20 min. GSDPersonnel Approved RIS
Updated andReconciled
Ending Balance
6.Regular physical counting must beconducted to monitor re-order point andavoid running out of supplies.
2 hours GSDPersonnel
ComputerizedBin Card vs.Stock Card
Physical InventoryCount
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20164. PHYSICAL COUNT AND INVENTORY
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.
At the end of the month, alltransactions for the month (in series) willbe approved in the system. 1 hour
SupplyOffice
Personnel
All transactionmust be
approved in thecomputerprogram
ComputerGenerated Report(Stock Master List)
2.
Printing of Physical Inventory Sheet(computer generated) as basis for BookBalance and other Report Registers (RR,IS, for the month, IS per Department,Stock Master List, ARE, ICS, PR, and JORegister.
30 min.SupplyOffice
Personnel
Printing of BookBalance andother Report
Registers
Report Register,RR, IS for themonth per
department
3.Actual Physical Count.
5 daysSupplyOffice
Personnel
Bin Card Vs.Actual Physical
Count
Submit Reportafter the PhysicalInventory Result
4.Reconcile Book Vs. Actual Balance.
5 daysSupplyOffice
PersonnelBin Card Reconcile Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20165. IAR PREPARATION
STEP ACTIVITY DURATION CONCERNPRE-
REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.
Before preparation of IAR, inspection andacceptance of delivered items must beperformed with the complete presence ofthe inspection team composed of thechairman, supply officer, technicalrepresentative, accounting representative,the end-user and COA representative.
30 min.
InspectionTeam, End-
User andCOA
DeliveryReceipt and
ChargeInvoice
CompleteAttachment of
Transaction
2.
The quality of the items on the DeliveryReceipt and Charge Invoice issued by theSupplier of the particular delivery must bethoroughly checked in conformance to thespecifications and quantity in the PurchaseOrder.
30 min.
InspectionTeam, End-
User andCOA
DeliveryReceipt and
ChargeInvoice
CompleteAttachment of
Transaction
3.
After the Inspection, Delivery Receipt andCharge Invoice must be forwarded to theProcurement Section for the completeattachment of transaction for IARpreparation.
30 min.
InspectionTeam, End-
User andCOA
DeliveryReceipt and
ChargeInvoice
CompleteAttachment of
Transaction
4. Preparation of the IAR must be done. 20 min. SupplyOffice
CompleteSignatory
CompleteAttachment of
Transaction
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-
REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
5.The IAR must be signed completely by theInspection team attesting the conformanceof the delivery to the PO.
30 min.SupplyOffice
Personnel
CompleteSignatory
CompleteAttachment of
Transaction
6.
One the IAR is approved, the supply officewill forward the document to theaccounting office for the preparation ofrequest for payment.
20 min.SupplyOffice
Personnel
CompleteAttachment
ofTransaction
ForwardDocument to
the AccountingOffice
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
6. Acquisition of Asset.
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.Create a new record for the assetand check the computergenerated record number.
5 minGeneralServices
Staff
If purchase priceamounting to ≥ P 10,000 Approved IAR
2.
Write a description of the asset ifthis asset is similar to district’sassets, use the same descriptionformat otherwise, consider using amanufacturer-provideddescription.
5 minGeneralServices
StaffNONE
PurchaseRequisition andPurchase Order
3.
Enter the manufacturer-providedserial number on the equipment. Ifthere is no serial number, enter“No Serial Number.”
2 minGeneralServices
StaffNONE NONE
4.Note the location of the asset orspecify the location at least bybuilding, and preferably by room.
2 minGeneralServices
StaffNONE
Approved end-users justification
or request
5.
Assign responsibility. State thename or at least the position titleof the person who is responsible forthe asset.
2 minGeneralServices
Staff
State the name or atleast the position title of
the person who isresponsible for the asset.
Approved end-users justification
or request
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
6.
Record the acquisition date. Statethe month and year on which theasset was ready for its intendeduse, and whether it was actuallyused as of that date.
2 minGeneralServices
StaffNONE Receiving Report
and IAR
7. Enter the total initial capitalizedcost of the asset. 2 min
GeneralServices
StaffNONE NONE
8.
Assign the asset to an asset classor asset code by comparing itscharacteristics to the standardasset classes used by the District.
10 minGeneralServices
Staff
Refer to the AccountingOffice NONE
9. Enter or state the useful life. 5 minGeneralServices
Staff
Recommended byTechnical Inspectorate
Team
Filled up AREForm
10. The General Services Officer willcheck and review the file. 30 min
GeneralServices
StaffNONE Filled up ARE
Form
11.The Division Manager will approvethe record and correct any issuesnoted by the reviewer.
30 min DivisionManager NONE Approved ARE
Form
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20167. DEPRECIATION PROCEDURE OF AN ASSET.
STEP ACTIVITY DURATION CONCERNPRE-
REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1. Determine the base unit for the asset. 3 min.GeneralServicesOfficer
ApprovedIAR
Approved IAR,Accomplishment
Report, RR
2. Compile the total cost of the base unit. 3 min.GeneralServicesOfficer
NONE NONE
3.Determine whether the total cost of thebase unit exceeds the corporatecapitalization limit.
5 min.GeneralServicesOfficer
NONE NONE
4.If it does not, then charge theexpenditure to expense as incurredunder ICS.
5 min.GeneralServicesOfficer
NONE NONE
5. Assign the base unit to the mostappropriate asset account code/class. 30 min.
GeneralServicesOfficer
Purchaseprice aboveP 10,000.00
above
IAR, Delivery Receipts,PO
6. Assign depreciation factors usingstraight line method 5 min.
GeneralServicesOfficer
NONE NONE
7.Determine salvage value. the asset isexpected to have a salvage value atthe end of its useful life.
5 min.GeneralServicesOfficer
Less residual NONE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-
REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
8.Create depreciation calculation. This isdone automatically for assets enteredinto a fixed asset with our program.
1 min.GeneralServicesOfficer
NONE NONE
9.Print depreciation report. Print thedepreciation report, sorted by assetclass.
5 min.GeneralServicesOfficer
NONE NONE
10. Enter the transaction. 5 min.GeneralServicesOfficer
NONE NONE
11.
File backup materials. Attach thedepreciation report to the journal entryform and file it in the journal entriesbinder.
5 min.GeneralServicesOfficer
NONE NONE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
8. PROCEDURE FOR THE DISPOSAL OF AN ASSET.
STEP ACTIVITY DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTARYREQUIREMENTS
1.Request for asset WasteDisposal Form and completedetail of assets to be disposed.
30 min. RequisitionaireEndorsement letter, sport
report, pre-repairinspection report
Waste DisposalForm
2.Present and endorse the assetto be disposed to the GeneralServices Officer.
5 min. Requisitionaire NONE NONE
3.
Arrange for the form to beauthorized by the GeneralServices Officer, Manager andWaste Disposal CommitteeChairman.
10 min. Requisitionaire NONE NONE
4.
Send the authorized form andany supportingdocumentation to the WasteDisposal CommitteeChairman.
5 min. Requisitionaire NONE NONE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTARY
REQUIREMENTS
5.The General Services Officerwill arrange for the form to beapproved by a SICO.
30 min. Requisitionaire NONE Attached ARE
6.
The General Services Officerwill send you a copy of theapproved form signaling that itis okay to proceed with thedisposal of the asset.
5 min.GeneralServicesOffice
NONE NONE
7.
Proceed to dispose of theasset using the method ofdisposal as indicated on theform.
--- ---
Refer to “Methods ofDisposal” in the policydocument above to
determine whatappropriate cause of
action is required.
NONE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 20169. BASIC FUNCTIONS OF SAFETY AND SECURITY UNIT.
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.
Ensure implementation ofsecurity measures and controlof water district assets andemployees.
24/7 All assigned Guards 24/7 Monitoring Submit Report
2. Monitor security and safety atthe workplace and field areas. 24/7 GSO 24/7 Monitoring Weekly Report
3.
Supervise and monitor in andout of persons, vehicles withinthe district premises andproperties as part of the securitymeasures.
24/7 All assigned Guards 24/7 Superviseand Monitor Weekly Report
4.Enforce and monitor no entry ofunauthorized persons duringoffice and non-office hours.
24/7 MKWDpersonnel/customers
StrictImplementation Weekly Report
5.Conduct meeting with thesecurity agency once in amonth and as the need arises.
4 hours All non-duty guards
100%Attendance to
all Non-dutyguards
Attendance
6.
Monitor security of all MKWDareas by calling all securityguards assigned in differentareas every night during officedays, twice a day during non-working days and as the needarises.
24/7 GSO
Calling oncheck-insecurity
assigned guardin different
areas
Response of Call
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
7.
Conduct monthly inspection of allareas manned by security guardson scheduled or on the spot andas the need arises.
8 hours GSO Spot ReportObservationReport and
Recommendation
8.
Conduct on-the-spot inspection ofsecurity guard guns, ammunitionand communication equipmenton a monthly basis and as theneed arises.
4 hours All MKWD SecurityGuard Spot Report
ObservationReport and
Recommendation
9.
Facilitate on time and updatedinformation dissemination onsecurity and safety and customerrelated concern course throughsecurity personnel and electroniccommunication operator or radiooperator for immediate andproper action.
24/7 GSO Spot ReportObservationReport and
Recommendation
10.
Ensure that the security guard shallturn-over the guard books on amonthly basis and submission ofweekly reports in writing.
30 min. Security GuardReceived turn-
over guardbook
SubmittedLogbook and
Weekly Report.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
11.Monitor and ensure that allvehicles will be inspected duringthe entry and departure.
24/7 Security Guard Spot ReportObservationReport and
Recommendation
12.
Monitor and ensure that alloutgoing employees hasapproved gate pass, trip ticketand under time slips.
24/7 Guard/Employees
Duly approvedGate Pass, Trip
Ticket, andUnder time Slip
Reports onLogbook
13.
Support to management inmonitoring employee complianceto rules and regulations with theassistance of security guards onduty, example, “NO ID, NOENTRY”, Observance of ProperDress Code when entering theoffice during working days andnon-working days, Wearing SafetyMeasures, etc.”
24/7 Guard/Employees Records onLogbook Submit Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 201610.BASIC FUNCTIONS OF BUILDING AND GROUND MAINTENANCE.
STEP ACTIVITY DURATION CONCERNPRE-
REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1.
Monitor activities of office and outsourcedutility personnel and ensure cleanliness,orderliness and beautification of officebuilding and ground, office facilities andother properties of the district at all times.
8 hoursOutsource
UtilityPersonnel
InspectionReport
Observation andRecommendation
2.
Conduct daily ocular inspection of officebuilding and ground at the main office toensure that everything is clean and in orderbefore 8:00 AM or before coming in ofemployees and customers.
8 hoursOutsource
UtilityPersonnel
InspectionReport
Observation andRecommendation
3.
Generally in-charge for the arrangement ofchairs, tables, and the like duringconvocation, annualmeetings/assessments and other relatedoffice assemblies.
8 hoursOutsource
UtilityPersonnel
InspectionReport
Observation andRecommendation
4.
Conduct regular ocular inspection atReservoir and other facility areas andensure cleanliness and orderliness of saidareas.
4 hoursOutsource
UtilityPersonnel
InspectionReport
Observation andRecommendation
5.
Recommend improvement and preventivemaintenance measures for smooth andwell maintained Office Buildings andgrounds.
1 hour GSO SpotReport
SubmitRecommendation
and PreventiveMaintenance Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
11. POWER GENERATOR OPERATING PROCEDURE.
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1. Make a visual inspection frontand rear of the Genset. 2 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
Check the lube oillevel, coolant
level NONE
2.Check the fuel level of theengine not less than two inchesdepth (120 liters).
2 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
Open first the leftside cover andcheck with theindicator stick
NONE
3. Ensure that breakers anddisconnect switches are closed. 1 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
Check supplyingAC and DC
power to enginecontrol cabinet
and variousdevices
NONE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITY DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
4.Ensure that the facilities LoadCenter Breaker is in the rackedin/ closed position.
1 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
NONE NONE
5. Verify that system valves are inthe proper position 1 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
System flow pathand valve are
properly alignedNONE
6.
Place the engine mode selectorswitch at “AUTO” position (Allautomatic control is lost if modeselector switch is not in AUTOposition).
1 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
Generator circuitbreaker must be
openNONE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
7.Place the generator feedercircuit breaker switch in OpenPosition.
30 sec.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
Place the manualAuto switch onAUTO position
NONE
8. Emergency operation. 2 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
Total loss of stationand off-site powerthe generator will
automaticallystarts
NONE
9. Place the manual transfer switchon to the GenSet Switch mode 30 sec.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
Total loss of stationand off-site power NONE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016STEP ACTIVITY DURATION CONCERN PRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
10.
To shut down the engine, placethe Manual-Auto switch on theremote panel in the “AUTO”position
2 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
The engine willautomatically
shut-down after acool-off period of
5-10min.
NONE
11. The emergency generator willautomatically shut down 30 sec.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
When the normalpower is restored NONE
12. Place the manual transfer switchon to normal power 1 min.
Guard on duty,radio operator,
GeneralServices Chiefand Division
Manager, GSand assigned
utility
When the normalpower is restored NONE
TABLE OF CONTENTS
MKWD Background……………………………………………………………………………………………………..………1
BOD Organizational Structure………………………………………………………………………………………….……. 8
BOD & MKWD Organizational Structure…………………………………………………………………………….……... 9
Customer Account Division Organizational Structure…………………………………………………………..………. 10
Customer Services Department Organizational Structure……………………………………………………..……….11
Application for New Service Connection…………………………………………………………………………….…… 12
Balik Connection/Reconnection……………………………………………………………………………………….…… 17
Procedures on Complaints or Requests…………………………………………………………………………………… 20
Request for an Account Number…………………………………………………………………………………………... 23
Request for Change Name………………………………………………………………………………………………….. 25
How to Avail Senior Citizen Discount?…………………………………………………………… …………………..…... 27
Reconnection of Disconnected Connection…………………………………………………………………………….. 30
Disconnection of Water Service……………………………………………………………………………………………. 35
Request for Transfer Connection, Transfer Meter, and Transfer Source…………………………………………….. 37
Investigation……………………………………………………………………………………………………………………. 41
A. For Reclassification………………………………………………………………………………………………… 42B. For Leak after the Water Meter…………………………………………………………………………..……… 43
How to Ask Promissory Note?..……………………………………………………………………… ………………..…….. 46
For Disconnection at Mainline………………………………………………………………………………………..………48
Makilala Satellite Office – On Repair of Leaks Before S/L, No Water and M/L……………………………..……… 50
Definition of Terms………………………………………………………………………………………………………..…..... 54
Acronyms………………………………………………………………………………………………………………..………. 59
Annexes and Tables…………………………………………………………………………………………………………….60
Customary Reports…………………………………………………………………………………………………..………… 63
Tables and Forms…………………………………………………………………………………………………..…………... 82
“Committed to Service Development & Self Reliance”
OPERATIONS MANUAL 2016
COMMERCIAL SERVICES DEPARTMENT
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Commercial Services DepartmentOUR VISION
MKWD envisions to be economically viable public entity firm whose index of success is customer satisfaction in theprovision of adequate, safe, potable, and affordable water for Kidapawan City, Makilala, Magpet and Matalamservice areas.
OUR MISSION
MKWD provides cost effective services and environmentally sensitive management of water resources that iscommitted to service development and self-reliance.
OUR GOAL
MKWD aims for the protections, preservation and sustainability of its water resources and will always adhere tosound practices in the management of the natural environment and watershed recharge areas.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
OUR PROFILE
Metro Kidapawan Water District was formed by virtue of Presidential Decree No. 198, or the “Local WaterDistrict Law”, enacted in 1973. Pursuant thereto, the Sangguniang Panlalawigan of the Province of North Cotabatopromulgated SP Resolution No. 122 dated December 14, 1976 forming or establishing an independent and locallycontrolled public water district which was thereafter named and to be known as NORTH COTABATO WATERDISTRICT. The Resolution provided for the boundary of the district which includes the City of Kidapawan and theMunicipalities of Makilala, and Matalam as its service area.
As a prerequisite to the formation of water district under PD 198, any and all waterworks or facilities whichwere managed, operated by or under the control of National Waterworks and Sewerage Association (NAWASA)must be completely and effectively transferred to water district. Thus, the Resolution decreed that the District shallacquire the assets and liabilities of NAWASA and the latter was then consequently made defunct entity. Few yearslater, the Board of Directors through a board resolution changed the corporate name of the District into now calledMETRO KIDAPAWAN WATER DISTRICT.
In 1984, the Municipality of Magpet passed a resolution signifying its intent to be included in the District’scoverage of water service. But even before the Local Water Utilities Administration issued its finding to the viabilityor appropriateness of annexation, the new leadership of Magpet passed a resolution for de-annexation. However,some active connections in Magpet remain to be under the water service of the District to date.
In 1992, the Supreme Court in the landmark case of Davao City Water District declared that all Local WaterDistricts are Government-Owned and Controlled Corporations (GOCC) with original charter, thus covered by therules of the Civil Service Commission and auditing procedures of the Commission on Audit.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Succinctly, the Board of Directors exercises and performs the corporate powers of the District as the highestpolicy-making body. By force of law, however, the executive, administrative or ministerial functions includingdetailed management are delegated to public officers of the District headed by the General Manager.
In the revised manual on categorization and re-categorization of Local Water Districts issued by theDepartment of Budget and Management, the District has been classified as Category B. Unlike other GOCCs, theDistrict is not a recipient of state subsidy or direct program funds from the National Government. Largely, theDistrict’s operation and capital investments are funded by its own generation of revenues from water sales andproduction.
Leaping forward, the District is gearing up to becoming Category A.
OUR MANDATE
The primary role of Metro Kidapawan Water District is to achieve its societal goal of providing safe and soundwater supply at a socially reasonable price while operating at the same time as self-reliant and financially-viablepublic utility.
Key legislations and government policies/plans involve in our operation are:
Amended Presidential Decree No. 198 And Other Related Issuances;
Rules and Regulations issued by the Commission on Audit;
Rules and Regulations issued by the Department of Budget and Management, particularly theRevised Local Water District Manual on Categorization and Re-Categorization;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
The Rules and Regulations issued by the Civil Service Commission in relation to the AdministrativeCode of the Philippines of 1992;
10-Year Development Plan (2015-2015);
System Improvement and Expansion Program of 2009;
Human Resource Management Plan (2015-2019);
Risk Management Plan;
Occupational Safety and Health Hazard Plan;
Integrated Watershed Management Plan;
Citizens’ Charter/ARTA
Gender Development Plan; and
Utility Rules and Regulations
Some of our mandate under PD 198 also include:
acquiring other existing water supply and wastewater disposal facilities;
requiring, constructing, operating and furnishing facilities and services for the collection, treatmentand disposal of sewerage, waste and storm water;
adopting rules and regulations subject to the approval of the National Water Resources Councilgoverning the drilling, maintenance and operation of wells within its boundaries for purposes otherthan a single family domestic use on overlying land with the right to impose production assessment.
Page | 5
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
requiring a developer or builder of any structure within the service areas of the district to extend orconnect its pipeline facilities to the district’s facilities;
prohibiting any person, firm or corporation from vending, selling, or otherwise disposing of water forpublic purposes, or fixing terms and conditions by permit for such sale or disposition of water;
safeguarding and protecting the use of its waters;
taking over the management, administration, operation and maintenance of all watersheds withinits territorial boundaries;
OUR VALUES
We are committed as government employees to promote and uphold:
SERVICE We will work to serve public interest overpersonal interest.We will work to extend prompt,courteous and quality service to thegreat Filipino people.We will perform our duties with utmostintegrity, competence and loyalty.
TRANSPARENCY We will strive to openly communicatepublic processes and transactions in allmatters classified as public information.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
EQUALITY We will respect all people without unfairdiscrimination regardless of gender,ethnicity, religious belief or politicalaffiliation or preference.
LEADERSHIP We will work to motivate, lead byexample and inspire commitment fromother employees.We will think creatively by challengingthe status quo to find new ways ofdoing things.We will work together as TEAM MKWD.
LEGACY We are to champion naturalenvironment and watershed protectionand preservation.We will work to ensure the achievementof sustainable development for futuregenerations.
ACCOUNTABILITY We will work with fairness and justice.We will live with modesty and simplicityin life.We will accept responsibility for ouractions and conduct.
Page | 7
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MA. CORAZON G. MALALUANChairperson
SUSANA A. SERQUIÑAVice Chairperson
LEOLITA T. FLORESMember
DR. ALFREDO VILLARICOMember
ALAN S. PANDIOMember
ORGANIZATIONAL STRUCTUREBOARD OF DIRECTORS
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Board of Directors (5)
OPERATIONSAssistant General Manager
COMMERCIAL SERVICESDEPARTMENT
Department Manager B
ENG'G & OPERATIONSDEPARTMENT
Department Manager B
ADMINISTRATIVE & FINANCEAssistant General Manager
ADMIN & HUMANRESOURCE
Department Manager B
ACCOUNTING &FINANCE
Department Manager B
STELLA M. GONZALES, MPSGeneral Manager
ORGANIZATIONAL STRUCTUREBOD & MKWD
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
COMMERCIAL SERVICESDEPARTMENT
Department Manager B
CUSTOMER SERVICESDIVISION
Division Manager B
CUSTOMERACCOUNTS DIVISIONDivision Manager B
ORGANIZATIONAL STRUCTURECOMMERCIAL SERVICES DEPARTMENT
Page | 10
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MARIVIC C. MARIBOJO, MPAOIC, Division Manager B
BILLING UNITCSO - A
BILLING IN-CHARGE
DepartmentManager B
CSA - B
CSA - B
METER READERS(11)
DepartmentManager B
CSA - B
CSA - B
CSA - B
CSA - B
CSA - B
CSA - B
CSA - B
USA - C
USA - C
CSA - E
CSA - E
CSA - E
CSA - E
CSA - E
ACCOUNTS RECEIVABLE UNITCSO - A
ADMIN & HUMANRESOURCE
DepartmentManager B
CSA - B
ACCOUNTING &FINANCE
DepartmentManager B
CSA - B
MARIVIC C. MARIBOJO, MPASCSO - A
ORGANIZATIONAL STRUCTURECUSTOMER ACCOUNT DIVISION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WILESPER LISANDRO M. ALQUEZA, CE, RMP, MBAAGM for Operations
SUPERVISING CSO - A
CUSTOMER SERVICE ASST. - B
FRONTLINE SERVICE DESK
FRONTLINE SERVICE DESK
DISCONNECTION & INVESTIGATION UNIT
SUPERVISING CSO - A
CSO -A
DISCONNECTION UNIT
CUSTOMER SERVICE ASST. - B
UTILITIES SERVICE ASST. - E
CASUAL
Pursuit of Deliquent Accounts.Delivery of 48 hours and FinalNotices. Implementation of 1
bill policy.
INVESTIGATION UNIT
CSA - A
RAMIL A. CONDEZ, CE, RMP, MBADepartment Manager - CSD
LEONARDO J. CENARDivision Manager B
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
APPLICATION FOR NEW SERVICE CONNECTION
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Get priority number. 5 seconds BLUEGUARD
2 Issue documentaryrequirements 1 minute
FrontlineService
Desk
Securing ofPriority No.
BarangayClearance;
Photocopy ofCedula, if
Applied forBusiness-with
Business Permitand SPA if
represented byauthorized
representative
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
3
Payment of fees(application fee of P
1,550.00 or partialpayment of P 550.00
and balance ispayable at P 100.00per month good for
10 months, FAF of100.00. Customermay opt to pay in
cash the watermeter amounting toP1,713.57 or avail of
the meter rental(monthly-25.00,quarterly-75.00,
semi-annual-150.00,annually-300.00)
3 minutes Office TellerComplete
documentaryrequirements
OfficialReceipt/s
4
Customer attendsan Orientation
Seminar scheduledevery Tuesday &
Thursday at 1:00 pm.No proxy allowed
1 hour & 30minutes to
2 hours
WaterMaintenance
Man A
Payment offees
Certificate ofAttendance
Annex E3
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
5
Processing ofService Application
Contract andService Request
10-15minutes
excludingtime
FrontlineService
DeskPersonnel
OrientationSeminar
ServiceApplication
contract withcomplete
documentaryrequirements in
step 2,3,& 4
NC & SRreport
6
Signatories on NewConnection
Contract & ServiceRequest
3 minutes
FrontlineService
DeskPersonnel,SupervisingCSO-A,Div.Mgr, Dept
Mgr.
Processing ofService
ApplicationContract and
ServiceRequest
ServiceApplication
contract,photocopy of
cedula,Service
Request Form,Interview form,
agreementform for watermeter rental
Annex E1
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
7
CompleteDocumentaryrequirements
receive by theService Connection
Unit.
2 minutes
FrontlineService
DeskPersonnel,
ServiceConnection
Unit Clerk
Signatories onNew
ConnectionContract &
ServiceRequest
ServiceApplication
contract,photocopy of
cedula,Service
Request Form,Interview form,
agreementform for watermeter rental
Annex E1
8
For posting by theCustomer AccountsUnit, for inclusion in
the master list ofconnections and forbilling by the Billing
In-Charge.
within 3days
ServiceConn.Clerk,
FrontlineDesk
Personnel,Customer
Service AsstB
Completion ofDocumentaryrequirements
receive by theService
ConnectionUnit.
ServiceApplication
contract,photocopy of
cedula,Service
Request Form,Interview form,
agreementform for watermeter rental
Annex E1
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
9
Returnedunaccomplished
ServiceConnection
Contract & SRtogether with
their transmittal.
after 7days
FrontlineService
DeskPersonnel
RemindService ConnPersonnel of
the unaccomplished
SR for theNew
Connectionon the 6th
day
All documentsthat were
submitted toService
ConnectionUnit
10 Submission ofreport
3rd ofthe
ensuingmonth
FrontlineServiceDesk,
SCSO-A,Div. Mngr,
DeptManager B
Reportssigned by the
SCSO-A,reviewed by
Div. Mngr andNoted by the
Dept.Manager
Weekly/MonthlySummary of
ServiceConnection
Contract & SR
weekly/monthlyreport
Filingaccordingto Ref. #
and dates
Page | 17
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
BALIK CONNECTION/ RECONNECTION
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Get priority number. 5 seconds BLUE GUARD
2 Issue documentaryrequirements 1 minute Frontline
Service Desk
BarangayClearance; 1pc. 2 x 2 ID
picture, Letterstating therein
thatauthorizing the
person. ForBusiness:
business permitand SPA if not
the owner
3Customer proceedsin the waiting area
for payment3 minutes Office Teller
CompletionDocumentaryRequirements
OfficialReceipt/s
4Customer Attends
an OrientationSeminar
1 hour & 30minutes to
2 hours
WaterMaintenance
Man A
Payment offees
Certificate ofAttendance Annex E3
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
5
Processing ofService Request with
an attacheddocumentaryrequirements
10-15minutes
excludingtime
FrontlineService
DeskPersonnel
OrientationSeminar
ServiceApplication
contract withcomplete
documentaryrequirements in
step 2,3,& 4
Annex E1
6Signatories on
Service Request forBalik Connection
3 minutes
FrontlineService
DeskPersonnel
ForwardsService
Request withattached
ServiceConnection
Contract andother
documentaryrequirements
for signature ofSupervising
CSO-A and theDivision
Manager B.
ServiceRequest Form Annex E2
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible Unit Pre-requisites Documentary
Requirements Reports FilingSystem
7
Receiving ofService
Request withan attacheddocumentary documents
forappropriate
action.
2minutes
Frontline ServiceDesk
Personnel/ServiceConnection Unit
Personnel
Signatories onService Request
for BalikConnection
Service RequestForm Annex E2
8
Accomplished SR shall bereturned to
FrontlineService Desk
within 3days
ServiceConnection Unit
Personnel/Frontline Serv. DeskPersonnel
Ensure thataccomplished
SR shall bereturned to ourdivision within 3days includingits transmittal
report.
Service RequestForm Annex E2
9 Submission ofreport
3rd dayof the
ensuingmonth
Frontline Serv.Desk,SupervisingCSO-A,Div Mgr,
Dept. Mgr
FrontlineService Desk
forwardsreports signed
by SCSO-A,reviewed byDiv. Mgr. and
noted by Dept.Mgr. B
Weekly/MonthlySummary Report
Form
weekly/monthly
Filingaccording to Ref.# & date
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PRODUCES ON COMPLAINTS OR REQUESTS
Step Activities Duration ConcernResponsible Unit Pre-requisites Documentary
Requirements Reports FilingSystem
1 Ask for anassistance with theguard & proceed
to Frontline ServiceDesk.
5 seconds BLUEGUARD/Frontline
2 Processing ofMaintenanceOrder/Service
Request
8-10minutes
excludingwaiting
time
Frontline ServiceDesk Personnel
Costumerrequests
MO orService
Requests
3 Signature on MO/SR& customer's
cellphone number
30seconds
Frontline ServiceDesk Personnel
ProcessedMOs or SRs
MaintenanceOrder/ServiceRequest Form
AnnexesE2 & E4
4 Signatories onMO/SR
1 minute Frontline ServiceDesk Personnel,Acting SCSO-A,
DivisionManager B
ProcessedMOs or SRs
MaintenanceOrder/ServiceRequest Form
AnnexesE2 & E4
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
5 Recording ofprocessed MO/SR
and to be receivedby the concern
division/department
3 minutes Clerk,Section,Division
Manager B
Signed MOs or SRs MaintenanceOrder/ServiceRequest Form
6 For action taken bythe concern
division/department.
within 3days
FrontlineService Desk
Personnel
Ensure that concerndivision/department
receives MO/SRand indicates thedate and time itwas received.
Concern Divisionshall forward to the
Frontline ServiceDesk Personnel the
accomplishedMO/SR.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
7 Re issuance ofMaintenance
Order for changewater meter,
defective watermeter, test water
meter & for actiontaken by concern
division.
within 3days
WRDivision/Frontline
Service DeskPersonnel
Accomplished MOor SR
MaintenanceOrder Form
Annex E4
8 Checking ofaccomplished MO
& posting of thesame
1 day ActingSupervising
CSO-A
Accomplished MOor SR
9 Submission ofreport
3rd dayof the
ensuingmonth
FrontlineServ. Desk,SupervisingCSO-A, Div.Mgr, Dept.
Mgr.
Checked andVerified
Accomplishmentreport
MonthlyReport Form
weekly/monthlyreport
According toRef #,anddate
Page | 23
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REQUEST FOR AN ACCOUNT NUMBER
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Approach guard foran assistance or anOfficer-of-the-Day.
1 minute BLUEGUARD,
Officer ofthe Day
Ensure that theguard hasgiven the
priority numberand instruct to
proceed tothe desk of anOfficer-of-the-
Day.2 Printing of water bill
& customerproceed to thewaiting area.
1 minute OD/FrontlineService Desk
Personnel
Officer-of the-Day will printthe water bill,instructs thecustomer toproceed tothe waitingarea until
his/her prioritynumber in the
queueingmachine isreflected.
WB printed byan Officer of
the Day
Page | 24
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
3 Payment of waterbill
3 minutesexcluding
waitingtime
teller Customerpays the
water bill andthe teller will
issue thecorresponding
OfficialReceipt.
OfficialReceipt
4 Submission of report 3rd day ofthe
ensuingmonth
FrontlineServ.
Desk,SCSO-A,Div.
Mgr,DeptMgr
FrontlineService Desk
forwardsreports signed
by SCSO-A,reviewed byDiv. Mgr. and
noted byDept. Mgr. B
Summary ofNo Water Bill
MonthlyReport
Page | 25
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REQUEST FOR CHANGE NAME
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Approach guard oran Officer-of-the-Day for anassistance
30SECONDS
BLUEGUARD,OD,FrontlineDeskPersonnel
2 Checking theneededrequirements
1 minute FrontlineServiceDeskPersonnel
FrontlineService Deskensure thatcustomer hascomplete docrequirements &attended theOrientationSeminar
1 pc 2 x 2picture, Brgy.Clearance,Waiver ofRights or Deedof Sale.Certificate ofAttendance
3 Processing ofchange name
4 minutesexcludingwaitingtime
SupervisingCSO-A
Proceed toSupervisingCustomerService OfficerA (CustomerServicing Unit)for processingof changename.
1 pc 2 x 2picture, Brgy.Clearance,Waiver ofRights or Deedof Sale,Certificate ofAttendance
Page | 26
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
4 Effect the changename
2 minutes SupervisingCSO-A
TheSupervisingCSO-Aimmediatelyeffect thechangename, post inthe ledger ofthe customerand advisethat on thenext billingcycle her/hisname will bereflected inthe WB
1 pc 2 x 2picture, Brgy.Clearance,Waiver ofRights or Deedof Sale,Certificate ofAttendance
5 Submission ofreports
3rd day oftheensuingmonth
SupervisingCSO-A
FrontlineService Deskforwardsreports signedby SCSO-A,reviewed byDiv. Mgr. andnoted byDept. Mgr. B
List ofcustomers forchange name
monthlyreport
Filing thedocumentaccordingdate
Page | 27
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
HOW TO AVAIL SENIOR CITIZEN DISCOUNT
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Approach guard oran Officer-of-the-Day for anassistance andinstructs to proceedto Frontline ServiceDesk.
30SECONDS
BLUE GUARD,OD, FrontlineDeskPersonnel
2 Inquiry on how toavail of the Sr.Citizen Discount.
3 minutes FrontlineService DeskPersonnel
The FrontlineService Deskwill give the listofdocumentaryrequirements.
(Photocopy ofOSCA ID backto back, 1 pc.ID picture 2 x 2,and Certificateof Residencyfrom the Brgy.where he/sheresides, only 1connectioncan availregardless onthe number ofconnectionsinstalled, not toexceed 30 cum.
Page | 28
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
3 Processing of SeniorCitizen Discount
2 minutes SupervisingCSO-A
Completion ofalldocumentaryrequirements
Senior CitizenForm
4 Signatories on Sr.Citizen Form & abrief interview
3 minutesexcludingwaitingtime
ASCSO-A/DivisionManagerB/DepartmentManager B
The form willbe signed bythe SCSO-A,andcountersignedby the DivisionManager Band at thesame timeinterviewedthe Sr. Citizenand noted bytheDepartmentManager B.
Sr. Citizen Form
Page | 29
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
5 Posting by theBilling-In-Charge inthe system & returnthe form toSupervising CSO-A.
3 minutes SupervisingCSO-A,BillingIn-Charge
The SCSO-Awill forwardthedocuments tothe Billing-In-Charge forposting.Once posted,the Billing-in-Charge willreturn theform togetherwith itsdocuments toSCSO-A.
Sr. Citizen Form,Certificate ofResidency,Photocopy ofOSCA back toback, 1 photoID 2 x 2
6 Signatories ondaily/weekly/monthly reports
daily/weekly/monthly on the3rd day oftheensuingmonth
FrontlineService Deskforwardsreports signedby SCSO-A,reviewed byDiv. Mgr. andnoted byDept. Mgr. B
daily/weekly/monthly
Filingaccording todate
Page | 30
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
RECONNECTION OF A DISCONNECTED CONNECTION
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Get priority numberfrom the guard &proceed to theFrontline ServiceDesk personnel foran inquiry on how toreconnect adisconnectedconnection.
3-4minutes
BLUE GUARD,FrontlineService DeskPersonnel
Checking ofthe name anddisconnectiondate by theFrontlineService Desk ,Payment forVoluntaryDisconnection(Php 200.00)andReconnection(Php 300.00) bythe costumer
Payment Slip Annex E5
2 Customer has toproceed to thewaiting area.
10seconds
FrontlineService DeskPersonnel
Instructscustomer toproceed to thewaiting areauntil his/herpriority numberin thequeueingmachine isreflected.
Page | 31
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
3 Payment ofreconnection fee.
3 minutesexcludingwaitingtime
teller Customer paysthereconnectionfee of P300.00and the tellerwill issue thecorrespondingOfficialReceipt.
Official Receipt
4 Processing ofService Request forreconnection.
5-8minutes
FrontlineService DeskPersonnel
Customersproceed toFrontlineService Deskfor processingof ServiceRequest ofhis/herreconnection.
Service RequestForm
Annex E2
Page | 32
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
5 Signatories onService RequestForm.
1 minute FrontlineService DeskPersonnel,Acting SCSO-A, DivisionManager B
SR will besigned by theFrontlineService Desk,ActingSupervisingCustomerService OfficerA and to becountersignedby the DivisionManager B.
ServiceRequest Form
Annex E2
6 Recording ofService Request
3 minutes Clerk,Section,DivisionManager B
FrontlineService Deskrecords theissued ServiceRequest in thelogbook andto be receivedby theWRDivisionClerk.
ServiceRequest Form
Annex E2
Page | 33
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
7 Receiving ofprocessed SR by theConcern Division
within theday
FrontlineServiceDeskPersonnel
WaterResourcesDivisionindicates thedate and timeSR it wasreceived.
ServiceRequest Form
Annex E 2
8 Endorsement ofprocessed SRtogether withrecalibrated w/m
within theday
WRDivision,ClerkServiceConnectionDivision
WRDivisionClerk ensuresthat heforwards theSR togetherwith thecalibratedwater meter tothe ServiceConnectionDivision thatwas requestedforreconnection.
ServiceRequest Form
Annex E 2
Page | 34
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System9 For action taken by
the ServiceConnection Divisionon request forreconnection.
within 3days
ServiceConn Div,FrontlineServ. DeskPersonnel
Ensure thataccomplishedSR is returnedto the FrontlineService Deskwith attachedaccomplishment report fromthe ServiceConnectionUnit.
ServiceRequest Form
Accomp-lishmentReport oftheServiceConn
10 Signatories on Daily,Weekly & MonthlyReports
daily/weekly/monthly on the3rd day oftheensuingmonth
FrontlineServ.Desk,SCSO-A,Div. Mgr,Dept. Mgr B.
FrontlineService Deskforwardsreports signedby SCSO-A,reviewed byDiv. Mgr. andnoted byDept. Mgr. B
SummaryReport Form
SummaryReport
Filingaccording toRef. # &dates
Page | 35
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DISCONNECTION OF WATER SERVICE
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Printing ofDelinquentAccounts from thecomputergenerated output.
2 DisconnectionPlumbers identifyfrom the list whoshall bedisconnectedbefore deploymentin their area ofassignment.
3 Inform the owner todisconnect theservice connectiondue to non-payment of waterbills.
Page | 36
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
4 Disconnect waterservice connectionof the customer andbring the watermeter in the office
5 Forwarding thedisconnected watermeter to WaterResources Division.
6 Prepare dailydisconnectionreport in 4 copies, 1copy for ServiceConnection Section,1 copy forWRDivision, 1 copyCustomer Serv.Division, 1 copy forJRTanaid
Page | 37
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REQUEST FOR TRANSFER CONNECTION, TRANSFER METER, AND TRANSFER SOURCE
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Ask for anassistance and getpriority number fromthe guard. Proceedto the FrontlineService Desk.
3 minutes BLUE GUARD,FrontlineService DeskPersonnel
The FrontlineService Deskpersonnel shallcheck the nameof registeredcustomer fromthe computer.
2 Customer shallproceed to ServiceConnection Sectionfor request onTC/TMS/TS
5 minutes In-Charge ofService ConnPersonnel
Ensure thatcustomer hasbeen instructedto proceed toServiceConnection Unit
Issue requestpayment form ofP300.00 forTC/TMS/TC.
2 minutes In-Charge ofService ConnPersonnel/Frontline DeskPersonnel
Instructscustomer to goback toFrontline ServiceDesk bringingwith her/himsketch to betransferred.
Sketch to betransferred
Page | 38
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
3 Customer is toproceed in thewaiting area.
3 minutesexcludingwaitingtime
teller Instructs thecustomer toproceed to thewaiting areauntil his/herpriority numberin the queueingmachine isreflected.
4 Payment for requeston TC/TRM/TS
Customer paysthecorrespondingfee of P300.00and the tellerwill issue thecorrespondingOfficial Receipt.
OfficialReceipt
5 Processing ofService Request.
5-8minutes
FrontlineService DeskPersonnel
Processed bythe FrontlineService Desk theService Request.
SR Form Annex E2
Page | 39
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
6 Signatories onService RequestForm
1 minute FrontlineService DeskPersonnel,Acting SCSO-A, DivisionManager B
SR will be signedby the FrontlineService Desk,SupervisingCSO-A and tobecountersignedby the DivisionManager B.
SR Form Annex E2
7 Recording of issuedService Request
3minutes
Clerk,Section,DivisionManager B
FrontlineService Deskrecords in thelogbook the SRthat was issuedand to bereceived by theServiceConnection Unit.
8 Receiving of ServiceRequest
withinthe day
FrontlineService DeskPersonnel
ServiceConnection UnitPersonnelindicates thedate and timeSR it wasreceived.
Page | 40
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
9 Accomplishment ofService Request
within 3days
Service ConnUnit, FrontlineServ. DeskPersonnel
For action takenby the ServiceConnection Unitand returnedtheaccomplishedSR to theFrontline ServiceDesk with anattachedaccomplishment report
SR Form AccomplishmentReport
10 Signatories on Daily,Weekly & MonthlyReports
daily/weekly/monthlyon the3rd dayof theensuingmonth
Frontline Serv.DeskPersonnel,SupervisingCSO-A, DivMgr, Dept.Mgr.
Ensure thatreports aresubmitted onthe 3rd day ofthe ensuingmonth.
Summary onRequestof SR
Filingaccording toRef. # &dates
Page | 41
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
INVESTIGATION
Step Activities Duration ConcernResponsible Unit Pre-requisites Documentary
Requirements Reports FilingSystem
1 Preparation andApproval of MObased on theremarks made bythe meter readers inthe Daily MonitoringReport, request ofpersonnel, walk-incustomers,telephone callersand blue guard.
5-7minutes
Frontline ServiceDeskPersonnel/SCSO-A/Div. ManagerB
Daily MonitoringReport, requestof personnel,walk-incustomers,telephone callersand blue guard.
2 Recording ofMaintenance Orderin the logbook andforwarding it to theinvestigator
1 minute Frontline Serv.DeskPersonnel/CSA-A
Approval of MO
3 Ocular inspection onfield, makes remarksand recordsaccomplishments.
1 day Frontline Serv.DeskPersonnel/CSA-A
Recording of MO
4 Checking andreviewing of anaccomplished MO.
3-5minutes
Supervising CSO-A
Inspection andpreparation ofaccomp. report
Page | 42
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FOR RECLASSIFICATION
Step Activities Duration ConcernResponsible Unit Pre-requisites
Documentary
Requirements
Reports FilingSystem
5
Preparation ofreclassification letterto be handed-in byCSA-A (investigator).
10 days CSA-A/SCSO-ACostumer’srequest forreclassification
Reclassification Letter
10daysuponreceipt
6
SCSO-A preparesletter to be sent byCSA-A (investigator)to the customerinforming &requesting him tocome to the officeto settle the matterwithin 10 days.
10 daysCSA-A/SCSO-A,(Cust. ServicingUnit)
SCSO-A preparesletter to be sentby CSA-A(investigator)informing &requesting tocome to theoffice forsettlement.
Result ofMO,3 anglephoto shots.Letter forIllegalConnection
Investi-gationReport
10daysuponreceipt
Page | 43
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FOR LEAK AFTER THE WATER METER
Step Activities Duration ConcernResponsible Unit Pre-requisites Documentary
Requirements Reports FilingSystem
7 Investigation onleak after the repairis based on MKWDstandard.
1-2 daysaftertherequest
CSA-A Ensures that leak isrepaired base onMKWD standard,take 3 anglephotos andindicates in theinvestigationreport the percent of anadjustment. Informcustomers thatadjustment onleak after will begiven once.
Result of MO,3 angle photoshots
Investi-gation/ActivityReport
Page | 44
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FOR LEAK AFTER THE WATER METER
Step Activities Duration ConcernResponsible Unit Pre-requisites Documentary
Requirements Reports FilingSystem
8 If New Connectionhas been installedbut found to havean old account.
10 days CSA-A, FrontlineServ Personnel,SCSO-A, DMB,Dep't. ManagerB
Ensure that NewConnection hasbeen installed butfound to have anold account, theowner has tosettle the oldaccount uponreceipt of theletter.
AGREEMENTFORM
ActivityReport
Ref. #& date
9 Review and post inthe history ledger ofcustomer allaccomplishedMaintenanceOrder.
2 daysafterinvestigation
SCSO-A, CSA-A Supervising CSO-A reviews theaccomplishmentof CSA-A andpost in the historyledger ofcustomer theresult of theinvestigationmade
MO ActivityReport
Ref. #& date
Page | 45
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible Unit Pre-requisites Documentary
Requirements Reports FilingSystem
10 Return acted MO. daily Frontline Serv.Desk Personnel
Ensure thatacted MO wasreturned toFrontline Desk
weekly/monthlyon the3rd dayof theensuingmonth
Filingaccording toRef # &date.
Page | 46
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
HOW TO ASK FOR PROMISSORY NOTE
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Ask for an assistancefrom the guard &proceed to thePromissory Notes-In-Charge.
1 minute BLUEGUARD,CSO-A
CSO-A shallcheck thename of theregisteredcustomer inthe computer
2 He/she has torequest for anextension ofpayment regardinghis/her unpaid billsto the PromissoryNote-In-Charge.
3 minutesexcludingwaitingperiod
CSO-A Ensure thatregisteredowner is theone trasactingbusiness in theoffice but ifrepresentativehe/she shallhave theauthorization.
Page | 47
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities Duration ConcernResponsible
Unit
Pre-requisites DocumentaryRequirements
Reports FilingSystem
3 granting ofpromissory notes
1 minute Promissory notemust bearsignature, date andtime promisedindicating his/hercell phone number.If unsettled on thedate promisedhis/her waterservice connectionwill bedisconnectedanytime.
4 Submit reports 2 hours CSO-A weeklyandmonthlyreportson the3rd dayof theensuingmonth.
Filing bymonthandaccordingto date.
Page | 48
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FOR DISCONNECTION AT MAINLINE
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1
Customer AccountsDivision forwards list ofover six monthsdisconnectedconnection (soloconnection) toCustomer ServicingSection.
Monthly
A/R In-Charge/FrontlineServe Desk
Ensure that list ofover six monthsdisconnectedconnection will bereceived by CSA-A
Monthly listingof over 6monthsdisconnectedconnection
2
Ocular inspectionconducted by theinvestigator, from thelist of disconnectedconnection.
1 day CSA-A
Ensure that CSA-Ahasrecommendationfor disconnection atmainline
List ofcustomersdisconnectedat M/L
3
Frontline Service Deskwill issue MaintenanceOrder, records in thelogbook and forwardsto MaintenanceDivision for theirappropriate action.
3minutesexcludin
gwaiting
time
In-Chargeof main/FrontlineDeskPersonnel
Ensure that MO fromthe listrecommended byCSA-A are receivedby the MaintenanceDivision Clerk.
MKWDMainline Form
Page | 49
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
Open the menu, clickthe name Services,Select the wordMKWD Mainline Line,double click, fill up theMKWD Mainline Formcompletely, click viewand click ready forprinting.
4 Accomplished MKWDMainline Form must besubmitted to theCustomer ServicingSection.
within 3days
Clerk of theMaintenance Division
MKWD M/L form towith its transmittalshall be receivedby the FrontlineServ. DeskPersonnel.
TransmittalForm/MainlineForm
5 Submit reports weekly/monthly
Frontline,SCSO-A,DivisionMngr. B
Preparation ofreports so it couldsubmit on time.
weekly&monthlyreports
Filingwill beacc.to ref.# &dates
Page | 50
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MAKILALA SATELLITE OFFICE – ON REPAIR OF LEAKS BEORE THE S/L, NO WATER AND M/L
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
1 Asking for assistancefrom the guard. 1 minute BLUE GUARD
2
The guard instructsthe customer toproceed to theFrontline Service Deskfor his/her request onleak before, no waterand M/L.
5 minutesIn-Charge ofService Conn
Personnel
3
For repair leak beforethe S/L and no water,the crew personnelassigned at MakilalaSatellite Office will dothe repair and for nowater as perinstruction comingfrom the SupervisingCustomer ServiceOfficer A.
3-5minutes
WMM-A/JobOrder/SCSO-
A
Page | 51
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
4
For activities atMainline line, theSCSO-A will do theSMS to theMaintenance Division(Division Manager B)informing him of theactivities to be done
2 minutesexcluding
waitingtime
SCSO-A/Division
Manager B(Maint.)
5
The SCSO-A will informour Frontline ServiceDesk to process theMO for this activity.
2 minutesSCSO-
A/FrontlineServ Desk
Open the menu, clickthe name Services,Select the word MO &MKWD Mainline Line,double click, fill upthe MKWD MainlineForm completely,clickview and click readyfor printing.
FrontlineService Desk
Personnel
Page | 52
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
6
MO/MKWD MainlineForm will be signed bythe Frontline ServiceDesk, SupervisingCustomer ServiceOfficer A and to becountersigned by theDivision Manager B.
1 minute
FrontlineService Desk
Personnel,Acting SCSO-
A, DivisionManager B
7
Frontline Service Deskrecords in the logbookthe MO & MKWDMainline Form that wasissued and to bereceived by theMaintenance Divisionfor Repair at S/L & M/Lwhile for no water andco of the WaterResources Division.
3 minutesClerk,Section,
DivisionManager B
8
The Division concernpersonnel indicates thedate and time SR it wasreceived.
within theday
FrontlineService Desk
Personnel
Page | 53
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Step Activities DurationConcern
ResponsibleUnit
Pre-requisites DocumentaryRequirements Reports Filing
System
9
For action taken bythe division concernand returned theaccomplished MO &MKWD M/L to theFrontline Service Deskwith attachedaccomplishmentreport
within 3days
Service ConnDiv., FrontlineServ. DeskPersonnel
10
Frontline Service Deskforwards reportssigned by SCSO-A,reviewed by Div. Mgr.and noted by Dept.Mgr. B
weekly/monthlyon the3rd dayof theensuingmonth
Fileaccordingto ref #and dates
Page | 54
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DEFENITION OF TERMS
Accredited Plumber – an MKWD labor only contractor whose skill is to install, repair and maintainpiping, fittings and fixtures involved in the distribution and service lines
Board - The policy making body of Metro Kidapawan Water District
Bulk Water – water supplied to retail water utilities through water carriers and associatedinfrastructure including pumping stations, reservoirs and pipe lines
Co-Maker – a person who with other individual(s) account guarantees a financialcommitment on the payment of liability to the District
Commercial – An establishment drawing water from the services of the water district forpurposes of using water in day to day business operations.
Cross Connection – actual or potential connections between a potable and non-potable watersupply that may contribute to the degradation of the quality of water insideyour home or business
Dead Meter – a non-functioning water meter
Disconnection – to terminate a service connection
Page | 55
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Distribution Line - pipe lines owned and operated by the water district located on public Right ofWay (ROW), streets or private properties with Right of Way (ROW) which is usedin distribution of water to the service line
Fast Meter – upon test of water meter and found to register more than the actual discharge
Leak Meter – water meter with a body leaking
Levy – an amount of money that must be paid and that is collected by the waterdistrict
Main Line – means a line that seves as a common source of supply for more than onedistribution line
Maintenance Order (MO) – a type of request issued for a particular activity that requires maintenanceaction to address the said requests and is free of charge.
Management - This refers to the General Manager, Assistant General Managers andmanagerial staff who runs the day to day affairs of the Water District.
Master List – The Official List of Registered Customer of the Water District.Master Meter - a device used to measure the quantity or rate of water flowingwithin the commercial establishments, malls, apartment complex, andcommunity with more than one (1) household or its equivalent
Page | 56
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Miscellaneous ServiceCharges (MSC) –
This refers to the cost of labor, materials, transportation expenses, supervision,engineering cost and all other necessary overhead expenses indicated on theURR and other tariffs officially approved by the Board
Potable water – is water of a quality suitable for drinking, cooking and personal bathing
Pounds per square inch (psi)–
unit of measurement for pressure used by the District as reference
Reclassification ofConnection –
a change of one classification from one to another depending on purpose of itsutilization as define on this URR.
Reconnect – to join or be joined disconnected service lines after paying all necessary feesand requirements are settled
Residential Connection – Single family and/or a person drawing water from water district which they usefor their daily living
Safe Water – is treated water that has been tested for harmful and potentially harmfulsubstances and has met or exceeded drinking water quality standards set by thePhilippine National Standard for Drinking Water (PNSDW)
Service Connection – The individual pipeline from water supply mains to the setting of water meterstand.
Page | 57
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Service Line – A pipe from the point of service structure premises supplied and installed for thewater meter.
Service Request (SR)– a type of request issued for a particular activity which requires fee as perapproved Miscellaneous Service Charge
Sharing Water – the act of providing or extending water supply without the knowledge of waterdistrict and/or as specified in the applicant service contract
Single Family – A family comprises of father, mother and unmarried children
Stolen Water Meter – A water meter intentionally detached or taken
Tampering – A diversion of the district’s meter or equipment causing damage or unnecessaryexpense to the utility
Transfer Connection – the act to relocate existing water connection to new location
Transfer Meter Stand – an act to relocate existing water meter stand to new location based onstandards
Transfer Source – an act to transfer existing water source to another water source. This usually refersto the tapping point
Page | 58
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Transmission Line – means any pipeline conveying raw or treated water from source or remotestorage facility to a treatment plant and/or distribution storage tank
Voluntary Disconnection – water connection voluntarily requested by the customer for disconnectionupon payment of closing bill and other corresponding fees.
Water District – This refers to the Metro Kidapawan Water District (MKWD), a GovernmentOwned and Controlled Corporation based on the Supreme Court’s Decisionon G.R. Nos. 9523738 which was promulgated on September 13, 1991resolution with jurisdiction specified in Sangguniang Panlalawigan of CotabatoResolution No. 122 and P.D. 198, as amended.
Water Meter – A water meter is an instrument used for recording the quantity of waterpassing through a service line.
Page | 59
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ACRONYMS
AR Accounts Receivable
DBS Daily Billing Summary
MO Maintenance Order
SR Service Request
PDA Personal Digital Assistant
BCS Billing Cycle Schedule
CSD Customer Servicing Division
CAD Customer Accounts Division
CSDEPT Commercial Services Department
Page | 60
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEXES AND TABLES
Page | 61
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TECHNICAL DATA
SYSTEM COVERAGE
1847 2719
6500 76
05
8109
1114
8 1580
2
1743
0
1840
5
1887
2
1933
6
2070
3
2207
0
2343
7
2550
0
2689
9
2832
0
32,5
00
0
5000
10000
15000
20000
25000
30000
35000
1976 1980 1985 1990 1995 2000 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016
SER
VIC
E C
ON
NEC
TIO
N
YEAR
MKWD GROWTH RATE1974 to 2016 Service Connection Data
Page | 62
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Page | 63
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CUSTOMARY REPORTS
Page | 64
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2,924 50,990 34,157 640,356 14,371,008.753,598 60,519 41,651 762,353 16,419,521.532,760 49,941 32,040 611,851 12,953,954.602,182 47,133 25,316 564,048 14,755,720.531,802 39,814 21,543 490,863 13,945,128.492,534 48,779 30,279 607,644 14,498,796.293,171 55,603 37,496 733,972 16,806,007.062,220 33,299 26,265 431,106 8,349,389.26
21,191 386,078 248,747 4,842,193 112,099,526.514,854 76,750 56,230 997,815 21,544,717.10
798 9,619 9,713 139,562 2,649,158.511,263 20,150 15,064 261,634 5,616,188.20
28,106 492,597 329,754 6,241,204 141,909,590.3227,997 564,721 301,648 5,748,607 130,205,296.97
109 (72,124) 28,106 (72,124) 11,704,293.35
492,597 5,748,607 141,909,590.32
VERSUSTARGET
Previous Month
Increase(Decrease)
Prev. Mo. This Month This Month Prev. Mo. This Month436,779 386,078 21,191 20.70 18.2291,459 76,750 4,854 18.94 15.8112,014 9,619 798 15.00 12.0524,469 20,150 1,263 19.37 15.95
564,721 492,597 28,106 20.17 17.53TOTAL 27,997
Makilala 4,829Magpet 801Matalam 1,263
CoverageArea
BilledVolume
BilledConnection Average Consumption
Prev Mo.Kidapawan 21,104
A V E R A G E C O N S U M P T I O N P E R C O V E R A G E A R E A - D E C E M B E R 2 0 1 5
NET BILLING 12,744,068.79 156,545,590.93
(1,575,139.42) -12.14% 12,744,068.79Less: Adjustment: - -
GROSS BILLING 12,744,068.79 98.26% 156,545,590.93
14,319,208.21 110.40% 143,801,522.14
Penalty 455,638.25 5,969,746.19 Other Charges 584,137.19 78.41% 4,302,491.59
CY 2014 138,765,335.18 Water Sales 11,704,293.35
104.59%146,273,353.15
T A R G E T B I L L I N G V E R S U S A C C O M P L I S H M E N T A S O F D E C E M B E R 2 0 1 5
BILLING BYCATEGORY
ACCOMPLISHMENT CURRENT MONTH YEAR TO DATE ACCOMPLISHMENT
BilledAmount
VERSUSTARGET
BilledAmount
Increase(Decrease) (2,614,914.86)Billing AdjustmentsNET BILLING 11,704,293.35
191,799.55445,993.30
TOTAL This Month 11,704,293.35Previous Month 14,319,208.21
Republic of the PhilippinesMETRO KIDAPAWAN WATER DISTRICT
Lanao, Kidapawan City
MONTHLY OPERATION REPORTCommercial Service Department
As of December 2 0 1 5
1,204,435.401,231,693.951,327,261.00
663,616.259,349,531.101,716,969.40
BILLED AMOUNT
5678
KidapawanMakilalaMagpetMatalam
1,167,350.301,324,918.701,095,913.401,334,342.10
BILLING AND COLLECTION DATA:B I L L I N G B Y C O V E R A G E A R E A A S O F D E C E M B E R 2 0 1 5
B i l l i n g C u r r e n t M o n t h B i l l i n g Y e a r To D a t eBilled
ConnectionBilled
Volume BILLED AMOUNT BilledConnection Billed VolumeZONE
1234
Page | 65
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2,924 50,990 34,157 640,356 14,371,008.753,598 60,519 41,651 762,353 16,419,521.532,760 49,941 32,040 611,851 12,953,954.602,182 47,133 25,316 564,048 14,755,720.531,802 39,814 21,543 490,863 13,945,128.492,534 48,779 30,279 607,644 14,498,796.293,171 55,603 37,496 733,972 16,806,007.062,220 33,299 26,265 431,106 8,349,389.26
21,191 386,078 248,747 4,842,193 112,099,526.514,854 76,750 56,230 997,815 21,544,717.10
798 9,619 9,713 139,562 2,649,158.511,263 20,150 15,064 261,634 5,616,188.20
28,106 492,597 329,754 6,241,204 141,909,590.3227,997 564,721 301,648 5,748,607 130,205,296.97
109 (72,124) 28,106 (72,124) 11,704,293.35
492,597 5,748,607 141,909,590.32
VERSUSTARGET
Previous Month
Increase(Decrease)
Prev. Mo. This Month This Month Prev. Mo. This Month436,779 386,078 21,191 20.70 18.2291,459 76,750 4,854 18.94 15.8112,014 9,619 798 15.00 12.0524,469 20,150 1,263 19.37 15.95
564,721 492,597 28,106 20.17 17.53TOTAL 27,997
Makilala 4,829Magpet 801Matalam 1,263
CoverageArea
BilledVolume
BilledConnection Average Consumption
Prev Mo.Kidapawan 21,104
A V E R A G E C O N S U M P T I O N P E R C O V E R A G E A R E A - D E C E M B E R 2 0 1 5
NET BILLING 12,744,068.79 156,545,590.93
(1,575,139.42) -12.14% 12,744,068.79Less: Adjustment: - -
GROSS BILLING 12,744,068.79 98.26% 156,545,590.93
14,319,208.21 110.40% 143,801,522.14
Penalty 455,638.25 5,969,746.19 Other Charges 584,137.19 78.41% 4,302,491.59
CY 2014 138,765,335.18 Water Sales 11,704,293.35
104.59%146,273,353.15
T A R G E T B I L L I N G V E R S U S A C C O M P L I S H M E N T A S O F D E C E M B E R 2 0 1 5
BILLING BYCATEGORY
ACCOMPLISHMENT CURRENT MONTH YEAR TO DATE ACCOMPLISHMENT
BilledAmount
VERSUSTARGET
BilledAmount
Increase(Decrease) (2,614,914.86)Billing AdjustmentsNET BILLING 11,704,293.35
191,799.55445,993.30
TOTAL This Month 11,704,293.35Previous Month 14,319,208.21
Republic of the PhilippinesMETRO KIDAPAWAN WATER DISTRICT
Lanao, Kidapawan City
MONTHLY OPERATION REPORTCommercial Service Department
As of December 2 0 1 5
1,204,435.401,231,693.951,327,261.00
663,616.259,349,531.101,716,969.40
BILLED AMOUNT
5678
KidapawanMakilalaMagpetMatalam
1,167,350.301,324,918.701,095,913.401,334,342.10
BILLING AND COLLECTION DATA:B I L L I N G B Y C O V E R A G E A R E A A S O F D E C E M B E R 2 0 1 5
B i l l i n g C u r r e n t M o n t h B i l l i n g Y e a r To D a t eBilled
ConnectionBilled
Volume BILLED AMOUNT BilledConnection Billed VolumeZONE
1234
Page | 66
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Residential Government PureCommercial
Semi Comm'lB
Semi Comm'lC Effective Rate
18.61 24.06 44.02 29.37 24.68 23.24
January 2015 18.65 24.35 45.35 28.99 25.91 23.40
18.74 24.10 44.72 29.21 25.00 23.64
18.63 24.04 44.55 28.79 24.60 23.42
18.63 23.97 45.13 29.27 25.06 23.23
18.65 24.24 44.59 29.29 24.43 23.09
18.53 24.08 44.85 29.50 24.79 23.11
18.72 24.22 44.40 29.19 24.97 23.47
18.56 24.13 44.58 28.66 24.72 23.50
18.63 24.04 45.24 29.27 25.60 23.61
18.63 24.15 44.89 29.34 24.95 23.57
18.57 24.30 44.88 28.77 24.73 23.47
18.63 24.15 44.85 29.07 24.98 23.44Year To Date 18.63 24.15 44.85 29.07 24.98 23.44
26,799 17.37 23.24
24,434 16.73 18.63
333 56.25 24.15
2,209 37.48 44.85
738 20.27 37.18256 19.21 29.07
136 22.56 24.98
28,106 18.93 23.44
Dec-15 37.18
Semi-Commercial C 37,712 942,190.20
TOTAL: 6,241,204 146,273,353.15
Semi-Commercial A 174,550 6,489,132.95
Semi-Commercial B 57,376 1,668,028.05
Government 220,404 5,323,226.00
Pure Commercial 942,375 42,267,811.75
CY 2014 5,586,792 129,816,733.85
Residential 4,808,787 89,582,964.20
Nov-15 37.52
37.18
AVERAGE CONSUMPTION AND AVERAGE RATE B Y TYPE OF CONSUMER AS OF DECEMBER 2 0 1 5
Type of Consumer Year to Date Consumptionin Cu.m
Year To date WaterConsumption in Peso
Current BilledConnection
AverageConsumption
AverageRate/cu.m.
Aug-15 37.12Sep-15 37.38Oct-15 37.59
May 2015 36.76June 2015 36.71July 2015 36.78
February 2015 37.16
March 2015 37.03April 2015 37.43
M O N T H L Y E F F E C T I V E R A T E A S O F D E C E M B E R 2 0 1 5
Month Semi CommlA
Ending 2014 37.11
37.17
Page | 67
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SERVICE CONNECTION DATA:
NewConnection
ReopenedConnection
MonthlyGrowth
ActiveConnection
Total ServiceConnection
As of 2014: 26,971 30,671
CY 2015 Voluntary
150 72 17 30 27,001 30,821
151 83 8 103 27,104 30,972
144 107 11 105 27,209 31,116Less: Dropped from the Master List (685)
270 64 20 253 27,462 30,701May 140 87 22 123 27,585 30,841June 208 96 17 126 27,711 31,049
186 89 26 137 27,848 31,235August 113 84 13 68 27,916 31,348September 127 375 21 (24) 27,892 31,475October 199 295 9 151 28,043 31,674November 171 215 10 137 28,180 31,845December 121 183 10 140 28,320 31,966
1,980 1,750 184 1,349 28,320 31,966
Year To Date
4271,553
1,980
857
703190
1,750
1,863175
2,038
28,320
94.40%
28,106
3,860
31,966
1,692
154
TOTAL GROWTH 137 140
In-Active Connections 3,432 3,646TOTAL SERVICE CONNECTION 31,429 31,752
Target No. of Connection VS Accomplishment: 93.93%
Active Billed 27,997 28,106
Over Six Months Not Reopened
TOTAL ACTIVE/METERED CONNECTION 28,180 28,320
Voluntary 10 10
TOTAL DISCONNECTD CONNECTIONS: 249 164
DISCONNECTED CONNECTIONS: Deliquent 239 154
Reopened under Special Promo 12 13TOTAL RE-OPENED CONNECTIONS: 215 183
Reopened Within the Month 113 84
Reopened from Previous Months 90 86
TOTAL NEW INSTALLATION 171 121
RE-OPENED CONNECTIONS:
Billed 34 2 Accomplishment Received After Billing Schedule 137 119
S E R V I C E C O N N E C T I O N D A T A A S O F D E C E M B E R 2 0 1 5
Service Connection Data: Previous Month Current Month
NEW INSTALLATION:
334239
TOTAL As ofOCTOBER 2015 2,197
82161
July 112116505
February 123March 135
April 61
M O N T H L Y G R O W T H O F C O N N E C T I O N A S O F D E C E M B E R 2 0 1 5
2014 Transaction: Disconnected Connection
Deliquent
January 175
Page | 68
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SERVICE CONNECTION DATA:
NewConnection
ReopenedConnection
MonthlyGrowth
ActiveConnection
Total ServiceConnection
As of 2014: 26,971 30,671
CY 2015 Voluntary
150 72 17 30 27,001 30,821
151 83 8 103 27,104 30,972
144 107 11 105 27,209 31,116Less: Dropped from the Master List (685)
270 64 20 253 27,462 30,701May 140 87 22 123 27,585 30,841June 208 96 17 126 27,711 31,049
186 89 26 137 27,848 31,235August 113 84 13 68 27,916 31,348September 127 375 21 (24) 27,892 31,475October 199 295 9 151 28,043 31,674November 171 215 10 137 28,180 31,845December 121 183 10 140 28,320 31,966
1,980 1,750 184 1,349 28,320 31,966
Year To Date
4271,553
1,980
857
703190
1,750
1,863175
2,038
28,320
94.40%
28,106
3,860
31,966
1,692
154
TOTAL GROWTH 137 140
In-Active Connections 3,432 3,646TOTAL SERVICE CONNECTION 31,429 31,752
Target No. of Connection VS Accomplishment: 93.93%
Active Billed 27,997 28,106
Over Six Months Not Reopened
TOTAL ACTIVE/METERED CONNECTION 28,180 28,320
Voluntary 10 10
TOTAL DISCONNECTD CONNECTIONS: 249 164
DISCONNECTED CONNECTIONS: Deliquent 239 154
Reopened under Special Promo 12 13TOTAL RE-OPENED CONNECTIONS: 215 183
Reopened Within the Month 113 84
Reopened from Previous Months 90 86
TOTAL NEW INSTALLATION 171 121
RE-OPENED CONNECTIONS:
Billed 34 2 Accomplishment Received After Billing Schedule 137 119
S E R V I C E C O N N E C T I O N D A T A A S O F D E C E M B E R 2 0 1 5
Service Connection Data: Previous Month Current Month
NEW INSTALLATION:
334239
TOTAL As ofOCTOBER 2015 2,197
82161
July 112116505
February 123March 135
April 61
M O N T H L Y G R O W T H O F C O N N E C T I O N A S O F D E C E M B E R 2 0 1 5
2014 Transaction: Disconnected Connection
Deliquent
January 175
Page | 69
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Month Residential Government Pure
Commercial Semi Comm'l
B Semi Comm'l
C TOTAL
80,140,667.93 4,794,117.92 36,027,138.00 1,731,261.85 894,361.30 129,816,753.85
8,401,194.25 447,864.15 3,823,148.30 155,897.05 97,595.80 13,546,927.80
6,422,952.80 405,453.00 3,107,066.70 124,829.55 70,179.45 10,625,505.20
6,755,310.60 425,051.75 3,201,429.85 122,569.75 72,747.35 11,063,732.20
8,702,951.15 458,909.70 3,836,975.10 158,744.95 91,631.95 13,858,909.85
May 2015 6,814,307.20 339,319.75 2,926,520.70 121,277.80 67,281.20 10,720,914.90
7,699,954.70 415,290.45 3,410,086.50 143,303.15 77,911.05 12,282,476.90
7,168,782.95 472,991.60 3,363,319.65 127,715.00 76,172.10 11,723,716.65
7,474,274.40 464,881.50 3,689,221.30 139,941.00 76,191.25 12,411,404.70
7,892,302.65 457,372.55 3,889,199.20 153,592.70 90,029.90 13,048,323.65
7,261,328.90 465,019.50 3,537,822.80 140,753.75 75,039.60 12,031,111.45
8,047,360.10 498,791.40 3,878,550.85 148,710.20 79,298.00 13,256,036.506,942,244.50 472,280.65 3,604,470.80 130,693.15 68,112.55 11,704,293.35
89,582,964.20 5,323,226.00 42,267,811.75 1,668,028.05 942,190.20 146,273,353.15
Pure Semi Semi Total
Residential Gov't Comm'l Comm'l B Comm'l C Connection23,348 318 2,026 254 139 26,799
18,300 262 1,795 170 90 21,1914,329 49 269 62 32 4,854
762 4 15 3 8 7981,051 18 124 21 4 1,263
24,442 333 2,203 256 134 28,10624,355 332 2,191 254 138 27,997
87 1 12 2 (4) 109
Pure Semi Semi TotalResidential Gov't Comm'l Comm'l B Comm'l C Volume
284,814 16,695 68,358 3,311 2075 386,07862,652 2,146 9,058 934 490 76,7509,094 90 164 30 127 9,619
15,965 576 2,637 299 48 20,150372,525 19,507 80,217 4,574 2,740 492,597433,325 20,529 86,412 5,169 3,207 564,721(60,800) (1,022) (6,195) (595) (467) (72,124)
4,003,089 170,368 775,619 47,633 31,740 5,173,8864,375,614 189,875 855,836 52,207 34,480 5,666,483
Increase(Decrease) (3,045)As of Last Month 145,437
TOTAL YR TO DATE 158,471
Matalam 625Total This Month 13,034
Total Last Month 16,079
Kidapawan 10,825 Makilala 1,470 Magpet 114
BILLED VOLUME BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area SemiComm'l A
Total Last Month 727Increase(Decrease) 11
Magpet 6 Matalam 45
Total This Month 738
Beg. Dec 2014 714CY 2015
Kidapawan 574 Makilala 113
Nov-15 603,325.95
TOTAL THIS YEAR 6,489,132.95
BILLED CONNECTION BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area Semi
Comm'l A
Dec-15 486,491.70
Aug-15 566,895.25
Sep-15 565,826.65
Oct-15 551,146.90
April 2015 609,697.00
452,208.25
June 2015 535,931.05
JuLY 2015 514,735.35
January 2015 621,228.25
February 2015 495,023.70
March 2015 486,622.90
BILLED WATER SALES BY CLASSIFICATION AS OF DECEMBER 2 0 1 5
Semi CommlA
CY 2014 6,229,206.85
Page | 70
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Month Residential Government Pure
Commercial Semi Comm'l
B Semi Comm'l
C TOTAL
80,140,667.93 4,794,117.92 36,027,138.00 1,731,261.85 894,361.30 129,816,753.85
8,401,194.25 447,864.15 3,823,148.30 155,897.05 97,595.80 13,546,927.80
6,422,952.80 405,453.00 3,107,066.70 124,829.55 70,179.45 10,625,505.20
6,755,310.60 425,051.75 3,201,429.85 122,569.75 72,747.35 11,063,732.20
8,702,951.15 458,909.70 3,836,975.10 158,744.95 91,631.95 13,858,909.85
May 2015 6,814,307.20 339,319.75 2,926,520.70 121,277.80 67,281.20 10,720,914.90
7,699,954.70 415,290.45 3,410,086.50 143,303.15 77,911.05 12,282,476.90
7,168,782.95 472,991.60 3,363,319.65 127,715.00 76,172.10 11,723,716.65
7,474,274.40 464,881.50 3,689,221.30 139,941.00 76,191.25 12,411,404.70
7,892,302.65 457,372.55 3,889,199.20 153,592.70 90,029.90 13,048,323.65
7,261,328.90 465,019.50 3,537,822.80 140,753.75 75,039.60 12,031,111.45
8,047,360.10 498,791.40 3,878,550.85 148,710.20 79,298.00 13,256,036.506,942,244.50 472,280.65 3,604,470.80 130,693.15 68,112.55 11,704,293.35
89,582,964.20 5,323,226.00 42,267,811.75 1,668,028.05 942,190.20 146,273,353.15
Pure Semi Semi Total
Residential Gov't Comm'l Comm'l B Comm'l C Connection23,348 318 2,026 254 139 26,799
18,300 262 1,795 170 90 21,1914,329 49 269 62 32 4,854
762 4 15 3 8 7981,051 18 124 21 4 1,263
24,442 333 2,203 256 134 28,10624,355 332 2,191 254 138 27,997
87 1 12 2 (4) 109
Pure Semi Semi TotalResidential Gov't Comm'l Comm'l B Comm'l C Volume
284,814 16,695 68,358 3,311 2075 386,07862,652 2,146 9,058 934 490 76,7509,094 90 164 30 127 9,619
15,965 576 2,637 299 48 20,150372,525 19,507 80,217 4,574 2,740 492,597433,325 20,529 86,412 5,169 3,207 564,721(60,800) (1,022) (6,195) (595) (467) (72,124)
4,003,089 170,368 775,619 47,633 31,740 5,173,8864,375,614 189,875 855,836 52,207 34,480 5,666,483
Increase(Decrease) (3,045)As of Last Month 145,437
TOTAL YR TO DATE 158,471
Matalam 625Total This Month 13,034
Total Last Month 16,079
Kidapawan 10,825 Makilala 1,470 Magpet 114
BILLED VOLUME BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area SemiComm'l A
Total Last Month 727Increase(Decrease) 11
Magpet 6 Matalam 45
Total This Month 738
Beg. Dec 2014 714CY 2015
Kidapawan 574 Makilala 113
Nov-15 603,325.95
TOTAL THIS YEAR 6,489,132.95
BILLED CONNECTION BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area Semi
Comm'l A
Dec-15 486,491.70
Aug-15 566,895.25
Sep-15 565,826.65
Oct-15 551,146.90
April 2015 609,697.00
452,208.25
June 2015 535,931.05
JuLY 2015 514,735.35
January 2015 621,228.25
February 2015 495,023.70
March 2015 486,622.90
BILLED WATER SALES BY CLASSIFICATION AS OF DECEMBER 2 0 1 5
Semi CommlA
CY 2014 6,229,206.85
Page | 71
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Month Residential Government Pure
Commercial Semi Comm'l
B Semi Comm'l
C TOTAL
80,140,667.93 4,794,117.92 36,027,138.00 1,731,261.85 894,361.30 129,816,753.85
8,401,194.25 447,864.15 3,823,148.30 155,897.05 97,595.80 13,546,927.80
6,422,952.80 405,453.00 3,107,066.70 124,829.55 70,179.45 10,625,505.20
6,755,310.60 425,051.75 3,201,429.85 122,569.75 72,747.35 11,063,732.20
8,702,951.15 458,909.70 3,836,975.10 158,744.95 91,631.95 13,858,909.85
May 2015 6,814,307.20 339,319.75 2,926,520.70 121,277.80 67,281.20 10,720,914.90
7,699,954.70 415,290.45 3,410,086.50 143,303.15 77,911.05 12,282,476.90
7,168,782.95 472,991.60 3,363,319.65 127,715.00 76,172.10 11,723,716.65
7,474,274.40 464,881.50 3,689,221.30 139,941.00 76,191.25 12,411,404.70
7,892,302.65 457,372.55 3,889,199.20 153,592.70 90,029.90 13,048,323.65
7,261,328.90 465,019.50 3,537,822.80 140,753.75 75,039.60 12,031,111.45
8,047,360.10 498,791.40 3,878,550.85 148,710.20 79,298.00 13,256,036.506,942,244.50 472,280.65 3,604,470.80 130,693.15 68,112.55 11,704,293.35
89,582,964.20 5,323,226.00 42,267,811.75 1,668,028.05 942,190.20 146,273,353.15
Pure Semi Semi Total
Residential Gov't Comm'l Comm'l B Comm'l C Connection23,348 318 2,026 254 139 26,799
18,300 262 1,795 170 90 21,1914,329 49 269 62 32 4,854
762 4 15 3 8 7981,051 18 124 21 4 1,263
24,442 333 2,203 256 134 28,10624,355 332 2,191 254 138 27,997
87 1 12 2 (4) 109
Pure Semi Semi TotalResidential Gov't Comm'l Comm'l B Comm'l C Volume
284,814 16,695 68,358 3,311 2075 386,07862,652 2,146 9,058 934 490 76,7509,094 90 164 30 127 9,619
15,965 576 2,637 299 48 20,150372,525 19,507 80,217 4,574 2,740 492,597433,325 20,529 86,412 5,169 3,207 564,721(60,800) (1,022) (6,195) (595) (467) (72,124)
4,003,089 170,368 775,619 47,633 31,740 5,173,8864,375,614 189,875 855,836 52,207 34,480 5,666,483
Increase(Decrease) (3,045)As of Last Month 145,437
TOTAL YR TO DATE 158,471
Matalam 625Total This Month 13,034
Total Last Month 16,079
Kidapawan 10,825 Makilala 1,470 Magpet 114
BILLED VOLUME BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area SemiComm'l A
Total Last Month 727Increase(Decrease) 11
Magpet 6 Matalam 45
Total This Month 738
Beg. Dec 2014 714CY 2015
Kidapawan 574 Makilala 113
Nov-15 603,325.95
TOTAL THIS YEAR 6,489,132.95
BILLED CONNECTION BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area Semi
Comm'l A
Dec-15 486,491.70
Aug-15 566,895.25
Sep-15 565,826.65
Oct-15 551,146.90
April 2015 609,697.00
452,208.25
June 2015 535,931.05
JuLY 2015 514,735.35
January 2015 621,228.25
February 2015 495,023.70
March 2015 486,622.90
BILLED WATER SALES BY CLASSIFICATION AS OF DECEMBER 2 0 1 5
Semi CommlA
CY 2014 6,229,206.85
Page | 72
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Month Residential Government Pure
Commercial Semi Comm'l
B Semi Comm'l
C TOTAL
80,140,667.93 4,794,117.92 36,027,138.00 1,731,261.85 894,361.30 129,816,753.85
8,401,194.25 447,864.15 3,823,148.30 155,897.05 97,595.80 13,546,927.80
6,422,952.80 405,453.00 3,107,066.70 124,829.55 70,179.45 10,625,505.20
6,755,310.60 425,051.75 3,201,429.85 122,569.75 72,747.35 11,063,732.20
8,702,951.15 458,909.70 3,836,975.10 158,744.95 91,631.95 13,858,909.85
May 2015 6,814,307.20 339,319.75 2,926,520.70 121,277.80 67,281.20 10,720,914.90
7,699,954.70 415,290.45 3,410,086.50 143,303.15 77,911.05 12,282,476.90
7,168,782.95 472,991.60 3,363,319.65 127,715.00 76,172.10 11,723,716.65
7,474,274.40 464,881.50 3,689,221.30 139,941.00 76,191.25 12,411,404.70
7,892,302.65 457,372.55 3,889,199.20 153,592.70 90,029.90 13,048,323.65
7,261,328.90 465,019.50 3,537,822.80 140,753.75 75,039.60 12,031,111.45
8,047,360.10 498,791.40 3,878,550.85 148,710.20 79,298.00 13,256,036.506,942,244.50 472,280.65 3,604,470.80 130,693.15 68,112.55 11,704,293.35
89,582,964.20 5,323,226.00 42,267,811.75 1,668,028.05 942,190.20 146,273,353.15
Pure Semi Semi Total
Residential Gov't Comm'l Comm'l B Comm'l C Connection23,348 318 2,026 254 139 26,799
18,300 262 1,795 170 90 21,1914,329 49 269 62 32 4,854
762 4 15 3 8 7981,051 18 124 21 4 1,263
24,442 333 2,203 256 134 28,10624,355 332 2,191 254 138 27,997
87 1 12 2 (4) 109
Pure Semi Semi TotalResidential Gov't Comm'l Comm'l B Comm'l C Volume
284,814 16,695 68,358 3,311 2075 386,07862,652 2,146 9,058 934 490 76,7509,094 90 164 30 127 9,619
15,965 576 2,637 299 48 20,150372,525 19,507 80,217 4,574 2,740 492,597433,325 20,529 86,412 5,169 3,207 564,721(60,800) (1,022) (6,195) (595) (467) (72,124)
4,003,089 170,368 775,619 47,633 31,740 5,173,8864,375,614 189,875 855,836 52,207 34,480 5,666,483
Increase(Decrease) (3,045)As of Last Month 145,437
TOTAL YR TO DATE 158,471
Matalam 625Total This Month 13,034
Total Last Month 16,079
Kidapawan 10,825 Makilala 1,470 Magpet 114
BILLED VOLUME BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area SemiComm'l A
Total Last Month 727Increase(Decrease) 11
Magpet 6 Matalam 45
Total This Month 738
Beg. Dec 2014 714CY 2015
Kidapawan 574 Makilala 113
Nov-15 603,325.95
TOTAL THIS YEAR 6,489,132.95
BILLED CONNECTION BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area Semi
Comm'l A
Dec-15 486,491.70
Aug-15 566,895.25
Sep-15 565,826.65
Oct-15 551,146.90
April 2015 609,697.00
452,208.25
June 2015 535,931.05
JuLY 2015 514,735.35
January 2015 621,228.25
February 2015 495,023.70
March 2015 486,622.90
BILLED WATER SALES BY CLASSIFICATION AS OF DECEMBER 2 0 1 5
Semi CommlA
CY 2014 6,229,206.85
Page | 73
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Kidapawan 5,310,209.60 408,205.75 94,079.30 51,510.90
Makilala 1,169,894.05 47,866.20 27,336.50 12,515.80
Magpet 174,674.20 2,501.20 785.40 2,859.40
Matalam 287,466.65 13,707.50 8,491.95 1,226.45
Total This Month 6,942,244.50 472,280.65 130,693.15 68,112.55As of Last Month 82,640,719.70 4,377,953.75 1,260,606.70 718,607.55
Year To Date 89,582,964.20 4,850,234.40 1,391,299.85 786,720.10
Prev. Month This Month21,100 57 2 21,104 21,1914,846 5 0 4,829 4,854
797 1 0 801 7981,262 1 0 1,263 1,263
28,005 64 2 27,997 28,10627,904 59 2 27,997
101 5 - 109
CONSUMPTION PATTERNS:
Pure Semi Semi TotalResidential Gov't Comm'l Comm'l B Comm'l C Volume
5,833 99 560 73 24 6,942
37,950 242 1,741 135 103 40,953
109,583 704 6,523 789 386 120,302
67,512 784 8,228 1,094 431 79,736
32,305 796 7,353 593 448 43,271
13,300 650 5,379 451 215 20,865
18,331 13,420 38,574 176 468 74,009
284,814 16,695 68,358 3,311 2,075 386,078433,297 20,529 86,440 5,169 3,207 564,721
(148,483) (3,834) (18,082) (1,858) (1,132) (178,643)
PUA, Lourdesima 02146900-32 Nov. 2012 2,500.00
Standard Rubber 09174230-32 Nov 2012 None Nov'2013DOLE Stanfilco 02172800-42 Feb. 2013 3,125.00
Medical Specialist # 3 01116600-34 Mar 2013 3,200.00
Kidapawan Doctors 05110950-33 Apr 2013 3,125.00
AJ Hi-Time Hotel 07022800-34 Jan 2014 3,125.00
Apo Summit Hostel 02080050-32 Jan 2014 3,125.00
18,200.00
Jan 2014 75,000.00
TOTAL 592,182.00
Apr 2013 105,600.00
May 2013 96,875.00
Jan 2014 78,125.00
Nov 2012 95,000.00
Nov 2012 35,332.00Mar 2013 106,250.00
L E V Y O N P R O D U C T I O N A S S E S S M E N T A S O F DECEMBER 2 0 1 5
NAME: Acct. No. Endorsed toCSD
Start LevyCharging
MonthlyCharges Y E A R T O D A T E
Increase(Decrease) (5,254)
51-up 3,040Total This Month 10,825
Previous Month 16,079
21-30 1,68731-40 1,77641-50 870
0-5 3536-10 782
11-20 2,317
CONSUMPTION PATTERN ON BILLED VOLUME - ALL COVERAGE AREA DECEMBER 2 0 1 5Pattern in Cubic
MeterSemi
Comm'l A
Increase(Decrease) 3
Matalam 0Total This Month 35
Previous Month 32
Kidapawan 32Makilala 3Magpet 0
38,904,542.10 1,409,316.90
SERVICE CONNECTION BY SIZE BY AREA COVERAGE DECEMBER 2 0 1 5
Coverage Area 1/2 3/4 1" 2" Total
110,019.30 25,081.45
3,604,470.80 486,491.7035,300,071.30 5,487,906.10
3,085,160.80 400,364.75
401,958.50 57,398.35
7,332.20 3,647.15
BILLED WATER SALES BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area Residential Government PureComm'l
SemiComm'l A
SemiComm'l B
SemiComm'l C
Page | 74
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Kidapawan 5,310,209.60 408,205.75 94,079.30 51,510.90
Makilala 1,169,894.05 47,866.20 27,336.50 12,515.80
Magpet 174,674.20 2,501.20 785.40 2,859.40
Matalam 287,466.65 13,707.50 8,491.95 1,226.45
Total This Month 6,942,244.50 472,280.65 130,693.15 68,112.55As of Last Month 82,640,719.70 4,377,953.75 1,260,606.70 718,607.55
Year To Date 89,582,964.20 4,850,234.40 1,391,299.85 786,720.10
Prev. Month This Month21,100 57 2 21,104 21,1914,846 5 0 4,829 4,854
797 1 0 801 7981,262 1 0 1,263 1,263
28,005 64 2 27,997 28,10627,904 59 2 27,997
101 5 - 109
CONSUMPTION PATTERNS:
Pure Semi Semi TotalResidential Gov't Comm'l Comm'l B Comm'l C Volume
5,833 99 560 73 24 6,942
37,950 242 1,741 135 103 40,953
109,583 704 6,523 789 386 120,302
67,512 784 8,228 1,094 431 79,736
32,305 796 7,353 593 448 43,271
13,300 650 5,379 451 215 20,865
18,331 13,420 38,574 176 468 74,009
284,814 16,695 68,358 3,311 2,075 386,078433,297 20,529 86,440 5,169 3,207 564,721
(148,483) (3,834) (18,082) (1,858) (1,132) (178,643)
PUA, Lourdesima 02146900-32 Nov. 2012 2,500.00
Standard Rubber 09174230-32 Nov 2012 None Nov'2013DOLE Stanfilco 02172800-42 Feb. 2013 3,125.00
Medical Specialist # 3 01116600-34 Mar 2013 3,200.00
Kidapawan Doctors 05110950-33 Apr 2013 3,125.00
AJ Hi-Time Hotel 07022800-34 Jan 2014 3,125.00
Apo Summit Hostel 02080050-32 Jan 2014 3,125.00
18,200.00
Jan 2014 75,000.00
TOTAL 592,182.00
Apr 2013 105,600.00
May 2013 96,875.00
Jan 2014 78,125.00
Nov 2012 95,000.00
Nov 2012 35,332.00Mar 2013 106,250.00
L E V Y O N P R O D U C T I O N A S S E S S M E N T A S O F DECEMBER 2 0 1 5
NAME: Acct. No. Endorsed toCSD
Start LevyCharging
MonthlyCharges Y E A R T O D A T E
Increase(Decrease) (5,254)
51-up 3,040Total This Month 10,825
Previous Month 16,079
21-30 1,68731-40 1,77641-50 870
0-5 3536-10 782
11-20 2,317
CONSUMPTION PATTERN ON BILLED VOLUME - ALL COVERAGE AREA DECEMBER 2 0 1 5Pattern in Cubic
MeterSemi
Comm'l A
Increase(Decrease) 3
Matalam 0Total This Month 35
Previous Month 32
Kidapawan 32Makilala 3Magpet 0
38,904,542.10 1,409,316.90
SERVICE CONNECTION BY SIZE BY AREA COVERAGE DECEMBER 2 0 1 5
Coverage Area 1/2 3/4 1" 2" Total
110,019.30 25,081.45
3,604,470.80 486,491.7035,300,071.30 5,487,906.10
3,085,160.80 400,364.75
401,958.50 57,398.35
7,332.20 3,647.15
BILLED WATER SALES BY CLASSIFICATION PER COVERAGE AREA FOR THE MONTH OF DECEMBER 2 0 1 5
Coverage Area Residential Government PureComm'l
SemiComm'l A
SemiComm'l B
SemiComm'l C
Page | 75
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Performance Record on Pursue of Delinquent AccountsJanuary to December 2015
Month BeginningBalance
Number of Connectionspaid
No ofConnections
unpaid
Current %agepursuedMonthly
CummulativeAccomplishm
ent
January10076 7,704 2,372 76.46% 76.46%
February 9276 6,381 2,895 68.79% 72.78%March 9320 6,732 2,588 72.23% 72.60%April 8845 5,694 3,151 64.38% 70.66%May 9320 6,328 2,992 67.90% 70.11%June 9407 6,615 2,792 70.32% 70.15%July 9189 6,361 2,828 69.22% 70.02%August 8730 6,138 2,592 70.31% 70.05%September 7952 5,970 1,982 75.08% 70.01%October 7200 5,661 1,539 78.63% 70.71%November 7119 5,351 1,768 75.17% 71.48%December 8031 6,048 1,983 75.31% 71.78%
PURSUE OF DELINQUENT ACCOUNTS
Page | 76
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Month %age pursued MonthlyOctober 78.63%January 76.46%December 75.31%November 75.17%September 75.08%
TOP 5 MONTHS WITH HIGHESTPERCENTAGE OF PURSUED ACCOUNT
Month Number of Connections
January 7704February 6381March 6732June 6615July 6361
TOP 5 MONTHS WITH HIGHESTNUMBER OF CONNECTIONS PAID
Page | 77
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PDA
Month Baseline Figure w1 w2 w3 w4
JULY9189
7,146 5,767 4,233 2,828AUGUST 8730 7,602 5,682 4,387 2,592September 7952 6,084 4,700 3,337 1,982October 7200 4,960 3,828 2,448 1,539November 7119 5,798 4,750 3,305 1,768DECEMBER 8031 6,677 5,253 3,482 1,983
PDAMonth Baseline Figure w1 w2 w3 w4JULY 9189 2,043 3,422 4,956 6,361AUGUST 8730 1,128 3,048 4,343 6,138September 7952 1,868 3,252 4,615 5,970October 7200 2,240 3,372 4,752 5,661November 7119 1,321 2,369 3,184 5,351December 8031 1,354 2,778 4,549 6,048
PDAMonth w1 w2 w3 w4JULY 22.13% 37.24% 41.69% 69.22%AUGUST 12.92% 34.91% 49.75% 70.31%September 23.49% 41.40% 58.04% 75.08%October 31.11% 46.83% 66.00% 78.63%November 18.56% 33.28% 53.57% 75.17%December 16.86% 34.59% 56.64% 75.31%
PDAMonth w1 w2 w3 w4JULY 22.13% 15.11% 4.45% 27.53%AUGUST 12.92% 21.99% 14.84% 20.56%September 23.49% 17.91% 16.64% 17.04%October 31.11% 15.72% 19.17% 12.63%November 18.56% 14.72% 20.29% 21.60%December 16.86% 18.23% 22.05% 18.67%
Weekly %age accomplishment per week
Ending Balance on the Number of Delinquent Account each week
Cummulative No. of connections pursued every week
Cummulative Week accomplishment percentage
Page | 78
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PDA
Month Baseline Figure w1 w2 w3 w4
JULY9189
7,146 5,767 4,233 2,828AUGUST 8730 7,602 5,682 4,387 2,592September 7952 6,084 4,700 3,337 1,982October 7200 4,960 3,828 2,448 1,539November 7119 5,798 4,750 3,305 1,768DECEMBER 8031 6,677 5,253 3,482 1,983
PDAMonth Baseline Figure w1 w2 w3 w4JULY 9189 2,043 3,422 4,956 6,361AUGUST 8730 1,128 3,048 4,343 6,138September 7952 1,868 3,252 4,615 5,970October 7200 2,240 3,372 4,752 5,661November 7119 1,321 2,369 3,184 5,351December 8031 1,354 2,778 4,549 6,048
PDAMonth w1 w2 w3 w4JULY 22.13% 37.24% 41.69% 69.22%AUGUST 12.92% 34.91% 49.75% 70.31%September 23.49% 41.40% 58.04% 75.08%October 31.11% 46.83% 66.00% 78.63%November 18.56% 33.28% 53.57% 75.17%December 16.86% 34.59% 56.64% 75.31%
PDAMonth w1 w2 w3 w4JULY 22.13% 15.11% 4.45% 27.53%AUGUST 12.92% 21.99% 14.84% 20.56%September 23.49% 17.91% 16.64% 17.04%October 31.11% 15.72% 19.17% 12.63%November 18.56% 14.72% 20.29% 21.60%December 16.86% 18.23% 22.05% 18.67%
Weekly %age accomplishment per week
Ending Balance on the Number of Delinquent Account each week
Cummulative No. of connections pursued every week
Cummulative Week accomplishment percentage
Page | 79
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PDA
Month Baseline Figure w1 w2 w3 w4
JULY9189
22.23% 19.30% 16.69% 15.29%AUGUST 8730 12.92% 25.26% 14.83% 20.56%September 7952 23.49% 22.75% 17.14% 17.04%October 7200 31.11% 22.82% 19.17% 12.63%November 7119 18.56% 18.08% 20.30% 21.59%
8031 16.86% 21.33% 22.05% 18.67%
PDAMonth Baseline Figure w1 w2 w3 w4JULY 9189 2,043 1,379 1,534 1,405AUGUST 8730 1,128 1,920 1,295 1,795September 7952 1,868 1,384 1,363 1,355October 7200 2,240 1,132 1,380 909November 7119 1,321 1,048 1,445 1,537December 8031 1,354 1,424 1,771 1,499
Number of Connections pursued each week
Percentage Reduction of Delinquent Accounts each week
22.13%
37.24% 41.69%
69.22%
12.92%
34.91%
49.75%
70.31%
23.49%
41.40%
58.04%
75.08%
31.11%
46.83%
66.00%
78.63%
18.56%
33.28%
53.57%
75.17%
w1 w2 w3 w4
Comparative Accomplishment on PDACUMMULATIVE PERCENTAGE
JULY AUGUST September October November December
Page | 80
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MAINTENANCE AND SERVICE REQUEST MONITORING
Customer Servicing ActivitiesMaintnance Order and Service RequestJanuary to June 2016
Type of Request PREPARED COMPLETED PENDING%age accomplished
for the Month MonthService Request 756 711 45 94.05% JanuaryMaintenance Order 1301 1260 41 96.85% JanuaryService Request 910 882 28 96.92% FebruaryMaintenance Order 1140 1102 38 96.67% FebruaryService Request 781 738 43 94.49% MarchMaintenance Order 1172 1096 76 93.52% MarchService Request 695 689 6 99.14% AprilMaintenance Order 1192 1187 5 99.58% AprilService Request 507 490 17 96.65% MayMaintenance Order 1284 1276 8 99.38% MayService Request 452 415 37 91.81% juneMaintenance Order 1411 1325 86 93.91% juneTotal 11601 11171 96.08%
Type of Request PREPARED COMPLETED Pending Request (Notacted within the month)
Average of %ageaccomplished for the
MonthMaintenance Order 7500 7246 42.33333333 96.65%
January 1301 1260 41 96.85%February 1140 1102 38 96.67%March 1172 1096 76 93.52%April 1192 1187 5 99.58%May 1284 1276 8 99.38%june 1411 1325 86 93.91%
Service Request 4101 3925 29.33333333 95.51%January 756 711 45 94.05%February 910 882 28 96.92%March 781 738 43 94.49%April 695 689 6 99.14%May 507 490 17 96.65%june 452 415 37 91.81%
Grand Total 11601 11171 35.83333333 96.08%
41 38 765 8
86 45 28 43 6 17 37
96.85%96.67%
93.52%
99.58%99.38%
93.91%94.05%
96.92%
94.49%
99.14%
96.65%
91.81%
86.00%
88.00%
90.00%
92.00%
94.00%
96.00%
98.00%
100.00%
102.00%
0
200
400
600
800
1000
1200
1400
1600
Janu
ary
Febr
uary
Mar
ch
April
May
june
Janu
ary
Febr
uary
Mar
ch
April
May
june
Maintenance Order Service Request
Customer Servicing Activities 2016(Maintenance and Service Request)
Pending Request (Not acted withinthe month)
PREPARED
COMPLETED
Average of %age accomplished forthe Month
Type of Request
Maintenance Order
Service Request
Page | 81
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TABLES AND FORMS
Page | 82
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
BILLING CYCLE SCHEDULE
1 2 3 4 5 6 7 8 9 10 Average
Date last of Reading 1-Dec 2-Dec 3-Dec 3-Dec 4-Dec 5-Dec 6-Dec 7-Dec 8-Dec 10-DecDate of Reading 2-Jan 3-Jan 4-Jan 5-Jan 6-Jan 7-Jan 8-Jan 9-Jan 11-Jan 12-Jan
Day Difference 32 32 32 33 33 33 33 33 34 33 32.80Date last of Reading 2-Jan 3-Jan 4-Jan 5-Jan 6-Jan 7-Jan 8-Jan 9-Jan 11-Jan 12-Jan
Date of Reading 1-Feb 2-Feb 3-Feb 4-Feb 5-Feb 6-Feb 7-Feb 8-Feb 10-Feb 11-FebDay Difference 30 30 30 30 30 30 30 30 30 30 30.00
Date last of Reading 1-Feb 2-Feb 3-Feb 4-Feb 5-Feb 6-Feb 7-Feb 8-Feb 10-Feb 11-FebDate of Reading 1-Mar 2-Mar 3-Mar 4-Mar 5-Mar 6-Mar 7-Mar 8-Mar 10-Mar 11-Mar
Day Difference 29 29 29 29 29 29 29 29 29 29 29.00Date last of Reading 1-Mar 2-Mar 3-Mar 4-Mar 5-Mar 6-Mar 7-Mar 8-Mar 10-Mar 11-Mar
Date of Reading 1-Apr 2-Apr 3-Apr 4-Apr 5-Apr 6-Apr 7-Apr 8-Apr 10-Apr 11-AprDay Difference 31 31 31 31 31 31 31 31 31 31 31.00
Date last of Reading 1-Apr 2-Apr 3-Apr 4-Apr 5-Apr 6-Apr 7-Apr 8-Apr 10-Apr 11-AprDate of Reading 2-May 3-May 4-May 5-May 6-May 7-May 8-May 9-May 10-May 11-May
Day Difference 31 31 31 31 31 31 31 31 30 30 30.80Date last of Reading 2-May 3-May 4-May 5-May 6-May 7-May 8-May 9-May 10-May 11-May
Date of Reading 1-Jun 2-Jun 3-Jun 4-Jun 5-Jun 6-Jun 7-Jun 8-Jun 10-Jun 11-JunDay Difference 30 30 30 30 30 30 30 30 31 31 30.20
Date last of Reading 1-Jun 2-Jun 3-Jun 4-Jun 5-Jun 6-Jun 7-Jun 8-Jun 10-Jun 11-JunDate of Reading 1-Jul 2-Jul 3-Jul 4-Jul 5-Jul 6-Jul 7-Jul 8-Jul 10-Jul 11-Jul
Day Difference 30 30 30 30 30 30 30 30 30 30 30.00Date last of Reading 1-Jul 2-Jul 3-Jul 4-Jul 5-Jul 6-Jul 7-Jul 8-Jul 10-Jul 11-Jul
Date of Reading 1-Aug 2-Aug 3-Aug 4-Aug 5-Aug 6-Aug 7-Aug 8-Aug 10-Aug 11-AugDay Difference 31 31 31 31 31 31 31 31 31 31 31.00
Date last of Reading 1-Aug 2-Aug 3-Aug 4-Aug 5-Aug 6-Aug 7-Aug 8-Aug 10-Aug 11-AugDate of Reading 1-Sep 2-Sep 3-Sep 4-Sep 5-Sep 6-Sep 7-Sep 8-Sep 10-Sep 11-Sep
Day Difference 31 31 31 31 31 31 31 31 31 31 31.00Date last of Reading 1-Sep 2-Sep 3-Sep 4-Sep 5-Sep 6-Sep 7-Sep 8-Sep 10-Sep 11-Sep
Date of Reading 1-Oct 2-Oct 3-Oct 4-Oct 5-Oct 6-Oct 7-Oct 8-Oct 10-Oct 11-OctDay Difference 30 30 30 30 30 30 30 30 30 30 30.00
Date last of Reading 1-Oct 2-Oct 3-Oct 4-Oct 5-Oct 6-Oct 7-Oct 8-Oct 10-Oct 11-OctDate of Reading 1-Nov 2-Nov 3-Nov 4-Nov 5-Nov 6-Nov 7-Nov 8-Nov 10-Nov 11-Nov
Day Difference 31 31 31 31 31 31 31 31 31 31 31.00Date last of Reading 1-Nov 2-Nov 3-Nov 4-Nov 5-Nov 6-Nov 7-Nov 8-Nov 10-Nov 11-Nov
Date of Reading 1-Dec 2-Dec 3-Dec 4-Dec 5-Dec 6-Dec 7-Dec 8-Dec 10-Dec 11-DecDay Difference 30 30 30 30 30 30 30 30 30 30 30.00
COMMERCIAL SERVICES DEPARTMENTDATE DIFFERENCE IN BILLING CYCLE
(Number of days in Billing Cycle)
BILLINGMONTH Billing Cycle Z O N E
Dec-2016
Jan-2016
Feb-2016
Mar-2016
Apr-2016
May-2016
Jun-2016
Jul-2016
Aug-2016
Sep-2016
Oct-2016
Nov-2016
Page | 83
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WATER RATES0-10 11 to 20 21 to 30 31 to 40 41 to 50 51 and up
minimum charge cubic meter cubic meter cubic meter cubic meter cubic meter1/2" 156.60 17.95 20.30 22.65 25.00 27.353/4" 250.85 17.95 20.30 22.65 25.00 27.351" 501.70 17.95 20.30 22.65 25.00 27.35
1 1/2" 1,254.40 17.95 20.30 22.65 25.00 27.352" 3,136.00 17.95 20.30 22.65 25.00 27.35
1/2" 313.20 35.90 40.60 45.30 50.00 54.703/4" 501.70 35.90 40.60 45.30 50.00 54.701" 1,003.40 35.90 40.60 45.30 50.00 54.70
1 1/2" 2,508.80 35.90 40.60 45.30 50.00 54.702" 6,272.00 35.90 40.60 45.30 50.00 54.70
1/2" 274.05 31.40 35.50 39.60 43.75 47.853/4" 438.95 31.40 35.50 39.60 43.75 47.851" 877.90 31.40 35.50 39.60 43.75 47.85
1 1/2" 2,195.20 31.40 35.50 39.60 43.75 47.852" 5,488.00 31.40 35.50 39.60 43.75 47.85
1/2" 234.90 26.90 30.45 33.95 37.50 41.003/4" 376.25 26.90 30.45 33.95 37.50 41.001" 752.50 26.90 30.45 33.95 37.50 41.00
1 1/2" 1,881.60 26.90 30.45 33.95 37.50 41.002" 4,704.00 26.90 30.45 33.95 37.50 41.00
1/2" 195.75 22.40 25.35 28.30 31.25 34.153/4" 313.55 22.40 25.35 28.30 31.25 34.151" 627.10 22.40 25.35 28.30 31.25 34.15
1 1/2" 1,568.00 22.40 25.35 28.30 31.25 34.152" 3,920.00 22.40 25.35 28.30 31.25 34.15
1/2" 470.90 53.85 60.90 67.95 75.00 82.053/4" 752.55 53.85 60.90 67.95 75.00 82.051" 1,505.10 53.85 60.90 67.95 75.00 82.05
1 1/2" 3,763.20 53.85 60.90 67.95 75.00 82.052"
classification size of pipe
bulk/wholesale
Residential/Government
Commercial/Industrial
Semi-Commercial A
Semi-Commercial B
Semi-Commercial C
TABLE OF CONTENTS
Engineering and Operations Department Manual…………………………..………………………………………… 1
A. Purpose……………………………………………………………………………………………………………… 1B. Scope……………………………………………………………………………………………………………….. 1C. Introduction………………………………………………………………………………………………………… 1D. Definitions…………………………………………………………………………………………………………… 4E. Division Functions………………………………………………………………………………………………….. 4F. Work Flow Procedures……………………………………………………………………………………………. 7
PLANNING AND DESIGN DIVISION
Program of Works Preparation (Request with Petition)……………………………… ………………………………… 7
Program of Works Preparation (Based on Development Plan/MKWD Initiated Projects………………………... 10
Work Order Preparation (With Petition)………………………………………………………… ………………………… 12
Change Order Preparation…………………………………………………………………………………………………. 14
Extra Work Order Preparation……………………………………………………………………………………………….. 16
Development Plan Preparation…………………………………………………………………………………………….. 18
Field/Site Inspection (MKWD Implemented Projects)……………………………… …………………………………...20
Field/Site Inspection (External Projects)……………………………………………… …………………………………… 22
Management of Master File…………………………………………………………………………………………………. 24
Right of Way Acquisition……………………………………………………………………………………………………… 25
Information Dissemination (Attendance to Barangay Session)………………… …………………………………….29
Pre-Project Implementation (Materials Inspection)………………………………… ………………………………….. 30
Post Evaluation Stage………………………………………………………………………………………………………… 33
Information Dissemination (Annual Barangayan Forum)…………………………… ………………………………… 34
CONSTRUCTION DIVISION
Project Implementation with Internal Fund………………………………………………………………………………. 35
Project Implementation with Change Order and Extra Work Order………………………………………………… 40
Project Implementation with External Fund………………………………………………………………………………. 45
Field or Site Inspection………………………………………………………………………………………………………… 50
Payments of Labor Only Contractor of Implemented Projects………………………………………………………. 53
Payments of Labor of Accredited Plumbers on Charge to Bill Accomplishment………………………………… 55
Service Line Activities (New Connection and Reconnection)…………………… ………………………………….. 56
Transfer Meter Stand and Transfer Source………………………………………………………………………………... 63
Transfer Connection…………………………………………………………………………………………………………... 67
Reconnection of Water Meter……………………………………………………………………………………………… 71
Leak Repair After the Water Meter………………………………………………………………………………………… 74
25MM Distribution Line and Vertical Outlet Special Project………………………………………………………….. 77
COA Report on Project………………………………………………………………………………………………………. 80
Service Connection AutoCad……………………………………………………………………………………………… 81
Standard Pipe Installation……………………………………………………………………………………………………. 84
Standard Mainline Interconnection Activity……………………………………………………………………………… 89
Standard Installation of ARV………………………………………………………………………………………………… 93
Standard Installation of Testing Point…………………………………………………………………………………….... 97
Standard Installation of Vertical Outlets…………………………………………………………………………………… 101
MAINTENANCE DIVISION
System Repair: Main Line, Transmission Line and Distribution Line…………………………………………………… 104
Daily and Monthly Reports…………………………………………………………………………………………………… 111
Withdrawal of Materials………………………………………………………………………………………………………. 117
Securing of Permit……………………………………………………………………………………………………………… 120
Operations During Road Widening…………………………………………………………………………………………. 125
Repair of 150MM and 200MM Transmission Line…………………………………………………………………………. 128
Repair of Lines with 50MM to 100MM Diameter………………………………………………………………………….. 131
WATER RESOURCES DIVISION
WRD/ WQS Transaction 001: Water Quality Monitoring – Pesticide Analysis……………………………………….. 137
WRD/WQS Transaction 002: Water Quality Monitoring – Random Analysis………………………………………… 139
WRD/WQS Transaction 003: Water Quality Monitoring – Chlorine Residual Monitoring…………………………. 141
WRD/WQS Transaction 004: Water Treatment – Chlorine Gas………………………………………………………… 143
WRD/WQS Transaction 005: Water Treatment – Chlorine Dioxide.……………………… ………………………… 145
WRD/WQS Transaction 006: Water Treatment – Chlorine Granules...……………...……… ……………………… 147
WRD/SF Transaction 001: Treatment Plant Operations and Reports…………………………………………………. 149
WRD/SF Transaction 002: Production Inventory………………………………………………………………………….. 151
WRD/SF Transaction 003: Losses Inventory………………………………………………………………………………... 152
WRD/SF Transaction 004: Rainfall Data……………………………………………………………………………………. 154
WRD/SF Transaction 005: Reservoir Static Level………………………………………………………………………….. 157
WRD/SF Transaction 006: Sources Maintenance (Intake Box and Dam)………………………… ………………… 158
WRD/SF Transaction 007: De-Silting Activities (Sources and Reservoirs)…………………… ……………………….. 159
WRD/SF Transaction 008: Calibration, Re-open, Repair, Test, Change,
Information Dissemination – 8A. Calibration……...........................................................………............................... 162
WRD/SF Transaction 008: Calibration, Re-open, Repair, Test, Change,
Information Dissemination – 8B. Re-Open………………………………………………………………………………… 163
WRD/SF Transaction 008: Calibration, Re-open, Repair, Test, Change,
Information Dissemination – 8C. Repair Water Meter…………………………………………………………………... 165
WRD/SF Transaction 008: Calibration, Re-open, Repair, Test, Change,
Information Dissemination – 8D. Test Water Meter……………………………………………………………………… 167
WRD/SF Transaction 008: Calibration, Re-open, Repair, Test, Change,
Information Dissemination – 8E. Change Water Meter………………………………………………………………… 169
WRD/SF Transaction 008: Calibration, Re-open, Repair, Test, Change,
Information Dissemination – 8F. Information Dissemination…………………………………………………………… 171
WRD-WSS Transaction 001: Valve Exercise/ Manipulation……………………………………………………………. 173
WRD-WSS Transaction 002: Flushing on Blow-Offs………………………………………………………………………. 174
WRD-WSS Transaction 003: No Water Due to Clog-up Water Meters………………………………………………. 176
WRD-WSS Transaction 004: Assist Maintenance/Repair Activities…………………………………………………… 178
WRD-WSS Transaction 005: Assist Interconnection Activities of New Projects…………………………………….. 180
WRD-WSS Transaction 006: No Water/Low Pressure Due to Clog-up at Distribution Lines……………………… 182
WRD-WSS Transaction 007: Activation of New Projects………………………………………………………………… 185
WRD-WSS Transaction 008: Assist/Isolation Valve on Firefighting Activity of
Bureau of Fire and Protection………………………………………………………………………………………………. 188
WRD-WSS Transaction 009: MO/SR Received and Address…………………………………………………………… 190
FUNCTIONAL FORMS
Planning and Design Division………………………………………………………………………………………….......... 194
Water Resource Division……………………………………………………………………………………………………… 197
Methodology of Evaluation…………………………………………………………………………………………………. 200
“Committed to Service Development & Self Reliance”
OPERATIONS MANUAL 2016
ENGINEERING & OPERATIONS DEPARTMENT
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MANUAL OF OPERATIONSENGINEERING AND OPERATIONS DEPARTMENT
I. PURPOSE:
The Operation’s Manual of the Engineering and Operation Department contains the general informationabout the department, its primary function, mandates, operating procedures and organization. It is beingdeveloped to achieve the following objectives.
1. To provide an operating guide for all activities of each division including other divisions. Job functions,work descriptions and procedures were being presented to have a better understanding on how eachdivision operates.
2. To guide other divisions on the system flow, procedures, documentation requirements relating to theDepartment’s functions.
II. SCOPE
The Operations Manual covers the (a) general information of the department, (b) its functions in relation tothe mission and vision of the Water District, (c) personnel organizational structures and responsibilities of eachdivision under the EOD Department, (d)the work description and operational control and the detailed work flowand system procedures of each activity, (e) official reports and forms.
III. INTRODUCTION
The Engineering and Operations Department is composed of four (4) divisions with interrelated functions. Itsfunction focus on forecasting, planning, marketing and conduct evaluation in order to improve, develop, expand,maintain the pipeline distribution system and increase growth rate in consideration with the Capital Expenditures
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Budget and cash flow projection of the water district, water supply distribution and pressure management andmaintenance of pipeline system. As of present under the Category B, there are 93 personnel under thedepartment. Considering the fact that Metro Kidapawan Water District is a government owned and controlledcorporation and a self-reliant agency, budget for CAPEX is very limited. To address expansion and increasecoverage areas, the EO Department is always looking for partners that help the Water District in to answer themandates of providing quality services with the Local Government Units in the Barangay, City and/or Municipal,Provincial and Office of the Congressman level through Cost Recovery Program and/or materials donations.
Based on the Plantilla of Personnel (POP) approved by the Department of Budget and Management, thereare 95 positions under the Engineering and Construction Department. Of the total manpower of the Water Districtbased on the POP, 49.22% is from the Engineering and Operations Department. The 52.70% of the personnel fromthe EOD is from the Water Resources Division wherein most assigned at the water sources. Multi-tasking of functionsis being adopted to ensure that targets of each division will be attained in line with the corporate goal withoutsacrificing the quality of work and services provided to the customers.
The Engineering and Operations Department Human Resource Management develops all the necessarystrategies, policies and systems to help them achieve the goals of the Water District in line with the in place HumanResource Systems which are the following:
1. Strategic Performance Management System. Memorandum Circular No. 06, series of 2012 Guidelines in theEstablishment and Implementation of Agency Strategic Performance Management System to allgovernment entities including government owned and controlled corporation.
2. Grievance Machinery. This personnel mechanism was instituted in compliance with Revised Policies on theSettlement of Grievance in the Public Sector contained in CSC Resolution No. 010113, dated January 10,2001 and implemented through CSC Memorandum Circular No. 02, s. 2001. This system seeks to promoteharmony in the workplace, thereby fostering productivity of each member of the organization. It also seeksto resolve at the earliest possible time and at the lowest possible level work-related issues that give rise toemployee dissatisfaction.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
3. Programs on Awards and Incentives for Service Excellence (PRAISE). This is required under CSC MC No. 01,S. 2001. This system identifies outstanding accomplishments, best practices, among others, of employees ona continuing basis. This is to encourage, recognize and reward employees for their suggestions, innovativeideas, inventions, discoveries, superior accomplishments, heroic deeds, exemplary behavior, extraordinaryacts or services in the interest of the public and other personal efforts which contribute to the efficiency,economy and improvement in government operations, which lead to organizational productivity. Further,the program provides incentives and interventions to motivate employees who have shown personal effortsand positive attitude towards organizational productivity.
4. Merit Selection Plan. This is required under CSC MC No. 03, S. 2001. The objectives of this system is to establisha system that is characterized by strict observance of the merit, fitness and equality principles in the selectionof employees for appointment to positions in the career and non-career service in first and second levels;create equal opportunities for employment to all qualified men and women; and, to ensure that nodiscrimination in the selection of employees on account of gender, civil status, disability, religion, ethnicityand political affiliation.
5. Committee on Decorum and Investigation (CODI). This is in compliance with Section 4 of RA No. 7877 or theAnti-Sexual Harassment Act of 1995 and Section 58 of the Administrative Disciplinary Rules on SexualHarassment Cases embodied in CSC Resolution No. 01-940 and CSC MC No. 17 Series of 2001 on the Rulesof Procedures in Handling Harassment Cases mandates the creation of CODI to investigate sexualharassment complaints in accordance with the prescribed rules.
6. Health and Safety Measures. This was approved by the MKWD Board of Directors thru Board Resolution No.055 s. 2006 and implemented by the Committee on Health and Safety
7. GAD Focal Point System Mainstreaming. This was established in 2006 in compliance with RA 9710 or theMagna Carta of Women.
8. Anti-Smoking Committee. This was activated thru Office Order OGM 2012-0214 in compliance with CSC MCNo. 17 s. 2009 banning smoking tobacco and tobacco products in public buildings, government-ownedvehicles and public areas where it poses as fire hazards.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
IV. DEFINITIONS
PhilGEPS Philippine Government Electronic Procurement System
WSP Water Safety Plan
LGU Local Government Unit
CCC Certificate of Conformance
OSHS Operational Safety and Health Standards
APP Annual Procurement Plan
PPMP Project Procurement Management Plan
PPA Project, Program and Activities
MO Maintenance Order
SR Service Request
RIS Requisition and Issuance Slip
V. DIVISION FUNCTIONS
The Planning and Design Division is responsible in the pre-construction stage by establishing the technicaland financial viability of the proposed project, standard specifications and designs, evaluation of the system andsafekeeping of data for future reference purposes. Perform source production exploration and preparation of 10year development plan as management guide in the implementation of expansion and system rehabilitationprojects in accordance to vision-mission and goals of the Water District.
The Construction Division implements the project based on the approved Program of Work and Work Orderprepared by the Planning and Design Division. Supervise and monitors on-going project from availability of
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
materials, manpower, vehicle and equipment and work scheduling. The division is also responsible for the newinstallation of new connection and other service line activities after the water meter such as transfer source, transferconnection, transfer meter stand and leak after the water meter.
The Maintenance Division is responsible on all maintenance activities involving repair of transmission, mainand distribution lines, within the entire system of the Water District. The reaction and duration period ofmaintenance activities had been established in order that we can provide quality and customer satisfactionservices. To ensure 99% customer satisfaction, availability of manpower in 24/7 period is being establishedespecially when the maintenance activities involved transmission, mainline and distribution lines. In-placedstandby, on call and emergency team and skilled personnel is available at all times for the immediate responserelated to maintenance activities.
Activities on maintenance of mainline and distribution line is on 1.65 Maintenance Orders and 10.70 onservice line repairs daily. The reaction and duration is always see to it that it is within the derive period at 2.50 hoursreaction period and 2.50 hours duration for mainline and 6.0 hours for reaction and 1.0 hours for service lineactivities respectively. Other function of the division such as monitoring and supervision on road improvements andwidening, restoration, disconnect and vertical outlet installation is 28.50%.
Availability of manpower in 24/7 is being adopted to ensure that the Water District will provide qualityservices to its customers. Provision of tools, vehicles and equipment is very important to immediate addressmaintenance activities to lessen interrupted water supply.
The Water Resources Division is responsible in the water supply distribution to the entire coverage area byestablishing a pressure management of 10 psi and system chlorination within the system. The 24/7 chlorination isbeing enforced to ensure potable and safe of drinking water from the catchment level up to the consumers. Asof to date, the office had already been established the formulation of Water Safety Plan as a mandatoryrequirements of the Department of Health (DOH). The presence of DOH accredited Microbiological Laboratoryenables us to extend services outside as it is being recognized in the region 12. At present, average 87outsidesamples were being catered for water analysis from the North Cotabato Province and some part of SaranganiProvince.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
An average of 682 cubic meters monthly production is being produced from 6 sources wherein 55.07% fromthe surface water and 44.93% from spring water source. The water loss is on the average of 6,500 cubic meters permonth. The Non-Revenue Water Reduction is among the most priority agenda considering that this is one of thecriteria in the water district’s performance. MKWD as of 2015 data on Non-Revenue Water is 18.18% with chlorineresidual of 0.3ppm up to the end points. The result is within the required parameters to ensure 100% chlorinationwithin the entire system. Based on the history of turbidity, average of 7 times turbidity occurrence every year withthe highest HTL recorded at 153 NTU. As of December 2015 data, service connections reached to 28,106 whereinless than 1% of this experienced interrupted supply.
Quarterly and semi-annual evaluation is being conducted to evaluate and examine the level ofeffectiveness, accountability and effect of existing corporate plan including adopted policies and programs set.
Product of evaluation report will be a key factor for executive learning, extraction of management lessonsfor guidance on next phase of improvement and development.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
VI. WORK FLOW PROCEDURES
Planning and Design DivisionPROGRAM OF WORKS PREPARATION (REQUEST WITH PETITION)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1
Site Inspection,TopographicSurvey, andEvaluation
2 daysSEBSr. DraftsmanDraftsman B
Office Order Petition Letter and OfficeOrder
2 Hydraulic Analysis 2 days PMO/SEBSite Inspection,Topographic Survey,and Evaluation
Data Gathered in theInspection and Evaluation
Hydraulic Analysis Summaryresult
3 Drafting of details 2 days
Sr. DraftsmanDraftsman BEngineeringAssistant A
Hydraulic Analysissummary result
Pipe layout, vicinity map,shop drawings
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
4Program of Works(POW)Preparation
3 daysPlanning andDesign Division(PDD) Personnel
Plans and Details
Includes completeattachments: (i.e. ProjectSynopsis, Vicinity Map, PipeLay out, Shop Drawings,PERT/CPM and FinancialEvaluation). Preparation ofendorsement letteraddressed to GM as perOffice Order for approval
5 Endorsement toPetitioner 1 day Engineering
Assistant APreparation of out-going communication
Furnish the petitioner w/copy of the approvedProgram of Works (POW)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PROGRAM OF WORKS PREPARATION(REQUEST WITH PETITION)
SiteInspection,
TopographicSurvey, andEvaluation
(2 days)
HydraulicAnalysis(2 days)
Drafting ofdetails
(2 days)
Program ofWorks (POW)Preparation
(3 days)
Endorsementto Petitioner
(1 day)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PROGRAM OF WORKS PREPARATION (BASED ON DEVELOPMENT PLAN/MKWD INITIATED PROJECTS)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1
Site Inspection,TopographicSurvey, andEvaluation
2 daysSEBSr. DraftsmanDraftsman B
Development Plan Inspection Report
2 Hydraulic Analysis 2 days PMO/SEBSite Inspection,Topographic Survey,and Evaluation
Data Gathered in theInspection and EvaluationHydraulic Analysis summaryresult
3 Drafting of details 2 days
Sr. DraftsmanDraftsman BEngineeringAssistant A
Hydraulic Analysissummary result
Pipe layout, vicinity map,shop drawings
4Program of Works(POW)Preparation
3 daysPlanning andDesign Division(PDD) Personnel
Plans of details
Includes completeattachments: (i.e. ProjectSynopsis, Vicinity Map, PipeLay out, Shop Drawings,PERT/CPM and FinancialEvaluation). Preparation ofendorsement letteraddressed to GM as perOffice Order for approval
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Site Inspection,TopographicSurvey, andEvaluation
(2 days)
HydraulicAnalysis(2 days)
Drafting ofdetails
(2 days)
Program ofWorks (POW)Preparation
(3 days)
PROGRAM OF WORKS PREPARATION(BASED ON DEVELOPMENT PLAN/MKWD INITIATED PROJECTS)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WORK ORDER PREPARATION (WITH PETITION)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Preparation ofWork Order 1 hour Engineering
Assistant A
POW100% Materials delivery100% Right of WayAcquisition
Approved POWMaterials Inspection ReportRight of Way/BarangayResolution
2
Endorsement ofWork Order forChecking andApproval
1 hour EngineeringAssistant A Work Order Prepared
Approved POWMaterials Inspection ReportRight of Way/BarangayResolution
3
Furnished copy ofapproved WorkOrder toConstructionDivision andAccountingDivision
1 hour EngineeringAssistant A Approved Work Order Approved Work Order
Approved POW and Details
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Preparation ofWork Order
(1 hour)
Endorsement ofWork Order forChecking and
Approval(1 hour)
Furnished copyof approved
Work Order toConstructionDivision andAccounting
Division(1 hour)
WORK ORDER PREPARATION(WITH PETITION)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CHANGE ORDER PREPARATION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Site Inspectionand Validation 1 day
ProjectManagementOfficer B/SeniorEngineer B
Revision of Plans
Approved POWApproved WOPlans and DetailsLetter RequestJustification-PDDReport from CD
2 Preparation ofChange Order 2 days
ProjectManagementOfficer B
Site Inspection andValidation ReportLocationSnap Shots
Program of Works (costinvolve below 25% of thetotal project cost)Supply Availability InquiryNote: (If no availablematerials on stock orlacking)-Materials Available: SRS-Materials Not Available: PR
3EndorsedChange Order forApproval
1 hour Division ManagerB
Changed OrderPrepared withsupporting documents
Approved POWApprovedWOPlans and DetailsLetterRequest Justification-PDDLetter/Report from CD
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Site Inspectionand Validation
(1 day)
Preparation ofChange Order
(2 days)
EndorsedChange Orderfor Approval
(1 hour)
CHANGE ORDER PREPARATION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
EXTRA WORK ORDER PREPARATION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Site Inspectionand Validation 1 day
ProjectManagementOfficer B/SeniorEngineer B
Revision of plans
Approved POWPlans and DetailsLetter RequestJustification
2 Preparation ofExtra Work Order 2 days
ProjectManagementOfficer B
Site Inspection andValidation ReportLocationSnap Shots
Program of Works (costinvolve above 25% of thetotal project cost)Supply Availability InquiryNote: (If no availablematerials on stock orlacking)-Materials Available: SRS-Materials Not Available: PR
3Endorsed ExtraWork Order forApproval
1 hour Division ManagerB
Preparation of ExttraWork Order
Approved POWPlans andDetailsLetter RequestJustification Report from CD
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Site Inspectionand Validation
(1 day)
Preparation ofExtra Work Order
(2 days)
Endorsed ExtraWork Order for
Approval(1 hour)
EXTRA WORK ORDER PREPARATION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DEVELOPMENT PLAN PREPARATION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Identify Areas ofConcern 1 day
PDDCDWRDOMD
Low supply of water
REPORT ON:Low supply of waterHigh maintenance costDevelopment Plan of otherutilitiesWater supply sustainability
SourceDevelopment 1 day PDD
Site Inspection andValidation (increaseproduction, watersupply sustainability)
Office Order
Treatment andFacilities 1 day PDD
Site Inspection andValidation (improvewater supply systemand sustainability toMKWD service areas)
Office OrderValidation Report fromconcerned division
Expansion 1 day PDD
Site Inspection andValidation (accesscoverage to waterlessbarangays)
Petition LetterBarangay ResolutionFS for water production andpotential market
Rehabilitation 1 day PDD
Site Inspection andValidation (low supplydue to pipe size,dilapidated pipes, highmaintenance cost,improvement of otherutilities)
Operation andMaintenance DepartmentReportMaximum installed ServiceConnectionRecurrence maintenanceactivities
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Identify Areas of Concern> Source Development> Treatment & Facilities> Expansion> Rehabilitation>Other Structures
(1 day)
Endorsement of Development Planfor GM'S Approval
(30 mins)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
Other Structures 1 day PDD
Site Inspection andValidation(construction ofstructures andrefurbishments)
Office Order
2
Endorsement ofDevelopmentPlan for GM'SApproval
30minutes Division Manager Identified Areas of
Concern
SourceDevelopmentTreatment andFacilitiesImprovementExpansionRehabilitationOtherStructures
DEVELOPMENT PLAN PREPARATION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FIELD/SITE INSPECTION(MKWD IMPLEMENTED PROJECTS)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Pre-ConstructionActivity 2 hrs
PDD (DM,PMO,SEB)CD (DM, PMO,PIC, PF, LOC)
Letter request for Pre-construction fieldconference
Approved POWApproved Work OrderRight of way Permit
2Project Inspectionduringimplementation
2 hrs
PDD (DivisionManager, ProjectManagementOfficer)
Request for laborpaymentFinancialAccomplishmentPhysicalAccomplishmentbased on the following:(15%, 30%, 50%, 60%,90% 100%)
Approved POW with detailsPrevious Inspection Reportwith:PicturesObservationsFindingsRecommendation
3 Preparation ofReport 1 hour
DivisionManagerProjectManagementOfficer
Project Inspection andMonitoring
Photos Observations FindingsRecommendation forpayment
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Pre-ConstructionActivity
(2 hours)
Projectinspection duringimplementation
(2 hours)
Preparation ofReport(1 hour)
FIELD/SITE INSPECTION (MKWD IMPLEMENTED PROJECTS)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FIELD/SITE INSPECTION (EXTERNAL PROJECTS)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES DOCUMENTATION/ REQUIREMENTS
1Pre-ConstructionActivity
3 hrs
DM-PDDPMOSEBProjectContractorProjectForeman
Request for Pre-Construction Activity
Approved WOApproved POW with DetailsPerfected ROW Permit
2
ProjectInspection andMonitoringActivity
3 hoursDM-PDDPMOSr. Engineer A
Request for ProjectInspection
Materials Inspection ReportWork Progress:(Excavation, Pipe Installation,InterconnectionBackfillingHydro Testing/Leak TestRestoration
3 Preparation ofReport 1 hour
DM-PDDPMOSr. Engineer A
Project Inspectionand MonitoringActivity
Photos; Observations andFindingsRecommendationsPreviousInspection Report
4Prepare out-goingCommunication
1 hour DivisionManager Inspection Report
PhotosObservationsFindingsRecommendationsPrevious Inspection Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Pre-ConstructionActivity
(3 hours)
ProjectInspection and
MonitoringActivity
(3 hours)
Preparation ofReport(1 hour)
Prepare out-going
Communication(1 hour)
FIELD/SITE INSPECTION (EXTERNAL PROJECTS)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MANAGEMENT OF MASTER FILE
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Updating of PipeLine System 1 day Engineering
Assistant A
Approved As Built PlanReflecting:Pipe SizePipe LengthLocation of Valves,Blow Offs, ARV's, TestingPoints with LandmarksLayoutMajor Appurtenances
Certificate of ProjectCompletion andAcceptance
2 Saving of Files 1 hour EngineeringAssistant A
Approved As Built PlanReflecting:Pipe SizePipe LengthLocation of Valves, BlowOffs, ARV's, Testing Pointswith Landmarks
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Updating of Pipe LineSystem(1 day)
Saving of Files(1 hour)
MANAGEMENT OF MASTER FILE
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
RIGHT OF WAY ACQUISITION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1Preliminaryevaluation of thepipe route
1 day PMOSr. Draftsman B Pipe Layout Plan
Identification of the lot areato be affected by theProject
2
Preparation of ListNames of the LotOwners affectedby the Project
1 day PMOSr. Draftsman B Evaluation Result
Gathered data duringreconnaissance beingtabulated
3Conduct Right ofWay Acquisitionfrom Lot Owners
10 LotOwnersper day
PMOSr. Draftsman B MOA Form List of Lot Owners Affected
4Request for Rightof Way from LineAgencies
1 day PMOSr. Draftsman B Evaluation Result Acquisition of Right of Way
from line agencies
5 Completion ofthe Document 1 day PMO Sr.
Draftsman B
Right of WayAcquisition from LotOwners and Lined
Agencies
Supplication of necessarydata in the document aftersigning of petitioner andwitness
6
Endorsement ofthe Document(ROW) to theOGM
1 day PMOSr. Draftsman B All-Inclusive Documents Endorse document in 3
copies
Page | 27
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
7 Approval of theDocument 1 day General
ManagerDocuments with
signatures of concernReturn approved ROW toPDD for Notarization
8
Endorsement ofthe document(ROW w/ NotarialDocument) tothe LegalCounsel
1 day PMOSr. Draftsman B Approved ROW
Legal counsel retains onecopy, two copies arereturned to PDD
9Furnishing ofcopy to lotowner
1 day PMOSr. Draftsman B
All-InclusiveDocuments with
Notarial
Remaining copy is filed byPDD
Page | 28
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Preliminaryevaluation of
the piperoute
(1day)
Preparationof List Names
of the LotOwners
affected bythe Project
(1day)
ConductRight of WayAcquisition
from LotOwners
(10 lots/ day)
Request forRight of Way
from LineAgencies
(1day)
Completionof the
Document(1day)
Endorsement ofthe Document(ROW) to the
OGM(1day)
Approval of theDocument
(1day)
Endorsement of thedocument (ROW
w/ NotarialDocument) to the
Legal Counsel(1day)
Furnishing ofcopy to lot owner
(1day)
RIGHT OF WAY ACQUISITION
Page | 29
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Request to attendBrgy. Council Session
(1 hour)
Presentation ofDevelopment Plan
and Programs(1 hour)
Preparation ofReport(1 hour)
INFORMATION DESEMINATION (ATTENDANCE TO BARANGAY SESSION)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1Request toattend Brgy.Council Session
1 hour DM-PDDPMO
Coordination toBarangay Officials
Schedule of Brgy. Sessions ofMKWD Service Areas
2
Presentation ofDevelopmentPlan andPrograms
1 hour DM-PDDPMO
Attendance to Brgy.Council Session
Development PlanProgram of WorksPlans and DetailsMarketingSeptage Management PlanProject Synopsis andEvaluation
3 Preparation ofReport 1 hour DM-PDD
PMO Minutes of presentation Attendance SheetPhotos during meetings
INFORMATION DESEMINATION (ATTENDANCE TO BARANGAY SESSION)
Page | 30
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PRE-PROJECT IMPLEMENTATION (Materials Inspection)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 MaterialsInspection 1 day PMO
Sr. Draftsman B
Letter request forMaterials Inspection.Coordination to thepetitioner as to thelocation of thematerials for inspection.Inventory of materialsand photos aresecured fordocumentation
Approved POW with the listof materials
2Preparation ofMaterialsInspection Report
1 hour PMOSr. Draftsman B
3
Endorse result ofinspection forevaluation at theDepartment Level
1 day DM-PDD Materials InspectionReport
4Endorsement forWork Orderpreparation
1 day DMB-EODEvaluation report onthe variance ofmaterials delivered
Materials Inspection Report
5 Preparation ofWork Order 1 hour
SEBEngineeringAssistant A
Approved POW
Page | 31
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
6Checking andReview of WorkOrder
1 hour DM-PDDDM-EOD
7 Approval of WorkOrder 1 day General
ManagerWork Order attached withsupporting documents
8
Furnish copy ofapproved WorkOrder toConstructionDivision andAccountingDivision
1 hour EngineeringAssistant A Approved Work Order
Approved POW, File originalcopy of Approved WorkOrder
Page | 32
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MaterialsInspection
(1 day)
Preparation ofMaterials
InspectionReport(1 hour)
Checking ofMaterials
InspectionReport(1 day)
Approval ofMaterials
InspectionReport(1 day)
Preparation of WorkOrder
(1 hour)
Checking andReview of Work
Order(1 day)
Approval of WorkOrder
(1 hour)
Furnish copy ofapproved Work
Order toConstruction Division
and AccountingDivision(1 hour)
PRE-PROJECT IMPLEMENTATION
Page | 33
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Project Evaluation-Comparative Analysis over design
stage-Overall Assessment
(2 days)
Preparation of Post Evaluation Report(2 hours)
POST EVALUATION STAGE
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1
Project Evaluation-ComparativeAnalysis overdesign stage-OverallAssessment
2 days PMOSEB Pre-Evaluation study Pre-Evaluation Hydraulic
Analysis Summary
2Preparation ofPost EvaluationReport
2 hours PMOSEB
Post Hydraulic AnalysisEvaluation
Validation of result withrecommendation from preto post
3 Endorse PostEvaluation 2 hours PMO
SEB
POST EVALUATION
Page | 34
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
INFORMATION DESEMINATION (ANNUAL BARANGAYAN FORUM)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1
Presentation ofDevelopmentPlan andPrograms
1 hour DM-PDD
Development PlanOn-going ProjectsUpcoming ProjectsProgram of WorksMarketingSeptage Management PlanProject Synopsis andEvaluation
2 Preparation ofReport 1 hour DM-PDD Minutes of Activity
Report
Development PlanOn-going ProjectsUpcoming ProjectsProgram of WorksMarketingSeptage Management Plan
Page | 35
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Construction Division
PROJECT IMPLEMENTATION WITH INTERNAL FUND
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Review ofendorsed WorkOrder
2 days Division ManagerB
Pre-Conference to beconducted by PDD
Received Approved WorkOrder and POW with detailsand time frame.
Right of Way Permit
Supply Availability Inquiry(SAI)
2 PurchaseRequisition & JobOrderPreparation
45 days Project In-charge SAI or List ofunavailable Materialsfrom Supply Office.Withdraw availablestock materials
POW's, WO and CAF.
Issuance Slip (IS) foravailable materials fromSupply Office.
3 Materials Ready 2 days Project In-charge Delivery Receipt (DR)and Purchase Order(PO).
Issuance Slip (IS) forWithdrawal of PurchaseRequisitioned Materials
Page | 36
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
4Documents for
ProjectImplementation
1 day Project In-chargeSelecting Accredited
Labor Only Contractor(ALOC).
Recommendation ofAccredited Labor Only
Contractor (ALOC).
Memorandum ofAgreement duly Notaries.
Contract Documents,
List of Workers
Recommendation fromBarangay Chairman.
5
Field/SiteInspection or Pre-
Constructionactivity
2 hrs.
CD (DM, PMO, PI& CF), PDD
representative &ALOC
Materials Ready
Approved Work Order andPOW with details and time
frame.
Right of Way Permit
Documents for ProjectImplementation
6 Hauling ofProject Materials 1 day
Project Incharge,ALOC & CD
DriverIssuance Slip (IS)
List of available Materialsfrom Supply Office and Listof Purchase Requisitioned
Materials
Page | 37
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
7 ProjectImplementation 8 hrs./day
Project In-charge,
Accredited laboronly contractor &
ConstructionForeman)
Pre-Constructionactivity.
Field/Site Inspection
Approved Work Order andPOW with details and time
frame.
Right of Way Permit
Overtime Authorization.
Submission of projectaccomplishment to COA
office with physicalaccomplishment of 50% and
100%.
Physical accomplishment of10%, 20%, 30%, 40%, 50%,
60%, 70%, 80%, 90% & 100%for request of payment on
labor.
8 FinalAccomplishment 2 days Division Manager
B100% physical
accomplishment
- Materials Utilization Repot,- Approved As-built Plan,
- Financial Statement,- Certificate of Project
- Completion and ProjectAcceptance.
Page | 38
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
9 Project Turn-Over 4 hoursCD, PDD, OMD &
WRDRepresentative
Approved As-built Plan,100% physical
accomplishment,Financial Statement,Certificate of Project
Completion andProject Acceptance.
Request letter and ActivityReport with pictures. Letter
request to COA for jointtechnical inspection.
Page | 39
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Pre-conference conductedby PDD after approval ofWork Order and Program
of Works
Purchase Requisition andJob Order Preparation Materials Ready
Preparation of Documentsfor Project Implementation
>Recommendation ofAccredited Labor Only
Contractor
Field/ Site Inspection orPre-construction Activity
Hauling of ProjectMaterials
Project Implementation Final Accomplishment Project Turn-over
PROJECT IMPLEMENTATION WITH INTERNAL FUND
Page | 40
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PROJECT IMPLEMENTATIONWITH CHANGE ORDER AND EXTRA WORK ORDER
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Approved WorkOrder and POW's 2 days Division Manager
BPre-Conference to be
conducted by PDD
Received Approved WorkOrder and POW with details
and time frame.
Right of Way Permit
Supply Availability Inquiry(SAI)
2
PurchaseRequisition & Job
OrderPreparation
45 days Project In-charge
SAI or List ofunavailable Materials
from Supply Office.Withdraw available
stock materials
POW's, WO and CAF.
Issuance Slip (IS) foravailable materials from
Supply Office.
3 Materials Ready 2 days Project In-chargeDelivery Receipt (DR)and Purchase Order
(PO).
Issuance Slip (IS) forWithdrawal of PurchaseRequisitioned Materials
Page | 41
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
4Documents for
ProjectImplementation
1 day Project In-chargeSelecting Accredited
Labor Only Contractor(ALOC).
Recommendation ofAccredited Labor Only
Contractor (ALOC).
Memorandum ofAgreement duly Notaries.
Contract Documents,
List of Workers
Recommendation fromBarangay Chairman.
5
Field/SiteInspection or Pre-
Constructionactivity
2 hrs.
CD (DM, PMO, PI& CF), PDD
representative &ALOC
Materials Ready
Approved Work Order andPOW with details and time
frame.
Right of Way Permit
Documents for ProjectImplementation
6 Hauling ofProject Materials 1 day
Project Incharge,ALOC & CD
DriverIssuance Slip (IS)
List of available Materialsfrom Supply Office and Listof Purchase Requisitioned
Materials
Page | 42
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
7 ProjectImplementation
8 hrs./day
Project In-charge,
Accredited laboronly contractor &
ConstructionForeman)
Pre-Constructionactivity.
Field/Site Inspection
Approved Work Order andPOW with details and time
frame.
Right of Way PermitOvertime Authorization.
Submission of projectaccomplishment to COA
office with physicalaccomplishment of 50% and
100%.
Physical accomplishment of10%, 20%, 30%, 40%, 50%,
60%, 70%, 80%, 90% & 100%for request of payment on
labor.
8 Change Order/Extra Work order 1 day Project In-charge
CO: Cost Involvebelow 25% of the
original total projectcost.
EWO: Cost Involveabove 25% of the
original total projectcost.
POW's, Plans and Details.
Letter request andjustification.
Page | 43
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
9 FinalAccomplishment 2 days Division Manager
B100% physical
accomplishment
Materials Utilization Repot,
Approved As-built Plan,
Financial Statement,
Certificate of ProjectCompletion and Project
Acceptance.
10 Project Turn-Over 4 hoursCD, PDD, OMD &
WRDRepresentative
Approved As-built Plan,100% physical
accomplishment,Financial Statement,Certificate of Project
Completion andProject Acceptance.
Request letter and ActivityReport with pictures. Letter
request to COA for jointtechnical inspection.
Page | 44
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PROJECT IMPLEMENTATIONWITH CHANGE ORDER AND EXTRA WORK ORDER
Pre-conferenceconducted by PDD
after approval of WorkOrder and Program of
Works
Purchase Requisitionand Job Order
PreparationMaterials Ready
Preparation ofDocuments for Project
Implementation>Recommendation ofAccredited Labor Only
Contractor
Field/ Site Inspectionor Pre-construction
Activity
Hauling of ProjectMaterials
ProjectImplementation
Change Order/ ExtraWork Order
Final Accomplishment
Preparation andSubmission of Post
Evaluation Report, As-Built Plan, Certificate ofProject Completion and
Project Acceptance
Project Turn-over
Page | 45
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PROJECT IMPLEMENTATION WITH EXTERNAL FUND
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Approved WorkOrder and POW's 2 days Division Manager
BPre-Conference to be
conducted by PDD
Received Approved WorkOrder and POW with details
and time frame.
Right of Way Permit
Materials Inspection Report100%
2Documents for
ProjectImplementation
1 day Project In-charge
Selecting AccreditedLabor Only Contractor
(ALOC).
Recommendation ofAccredited Labor Only
Contractor (ALOC).
Memorandum ofAgreement duly Notaries.
Contract Documents,
List of Workers
Recommendation fromBarangay Chairman.
Page | 46
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
3
Field/SiteInspection or Pre-
Constructionactivity
2 hrs.
CD (DM, PMO, PI& CF), PDD
representative &ALOC
Materials Ready/Materials Inspection
Report 100%
Approved Work Order andPOW with details and time
frame.
Right of Way Permit
Documents for ProjectImplementation
4 Hauling ofProject Materials 1 day
Project Incharge,ALOC & CD
Driver
Materials Ready/Materials Inspection
Report 100%
Approved POW
List of External FundMaterials Delivered by
Supplier
Page | 47
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
5 ProjectImplementation 8 hrs./day
Project In-charge,
Accredited laboronly contractor &
ConstructionForeman)
Pre-Constructionactivity.
Field/Site Inspection
Approved Work Order andPOW with details and time
frame.Right of Way Permit
Overtime Authorization.
Submission of projectaccomplishment to COA
office with physicalaccomplishment of 50% and
100%.
Physical accomplishment of10%, 20%, 30%, 40%, 50%,
60%, 70%, 80%, 90% & 100%for request of payment on
labor.
Page | 48
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
6 FinalAccomplishment 2 days Division Manager
B100% physical
accomplishment
Materials Utilization Repot,
Approved As-built Plan,
Financial Statement,
Certificate of ProjectCompletion and Project
Acceptance.
7 Project Turn-Over 4 hoursCD, PDD, OMD &
WRDRepresentative
Approved As-built Plan,100% physical
accomplishment,Financial Statement,Certificate of Project
Completion andProject Acceptance.
Request letter and ActivityReport with pictures. Letter
request to COA for jointtechnical inspection.
Page | 49
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PROJECT IMPLEMENTATION WITH EXTERNAL FUND
Pre-conferenceconducted by PDDupon approval ofWork Order and
Program of Works
Preparation ofDocuments for Project
Implementation>Recommendation of
Accredited LaborOnly Contractor
Field/ Site Inspectionor Pre-construction
Activity
Hauling of ProjectMaterials
ProjectImplementationFinal Accomplishment
Preparation andSubmission of Post
Evaluation Report, As-Built Plan, Certificate ofProject Completion and
Project Acceptance
Project Turn-over
Page | 50
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FIELD OR SITE INSPECTION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Pre-Constructionactivity 2 hrs.
CD (DM, PMO, PI& CF), PDD
representative &ALOC
Work Order & Right ofWay Permit
Letter Request for PreConstruction Activity
2 Request for LaborPayment 2 hrs.
Division Managerand Project
ManagementOfficer
Request for LaborPayment, Financial
Accomplishment andPhysical
Accomplishment of10%, 20%, 30%, 40%,50%, 60%, 70%, 80%,
90%, 100%
Inspection Report w/pictures.
3
MainlineInterconnetionand PipelineLeak testing
Activity
4 hrs.DM, PMO, PI, CF
and WRDRepresentative
AccomplishedInstallation of Pipelines
Approved Work Order andPOW with details and time
frame.
Right of Way Permit
Page | 51
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
4
Joint TechnicalInsection with
COARepresentative
4 hoursCOA, CD, PDD,
FSDrepresentative
50% & 100% PhysicalAccomplishment for
below 5M of totalproject cost
25%, 50%, 75% & 100%Physical
Accomplishment forabove 5M of total
project cost
Construction Work nProgress, POW's, Work Order,
Plans with Details andSpecifications,
Certificate of ProjectCompletion and Certificate
of Acceptance andConfirmation.
5 Project Turn-over 2 hrs.CD, PDD, OMD &
WRDrepresentatives
Approved As-built Plan,
100% physicalaccomplishment,
Financial Statement,
Certificate of ProjectCompletion and
Project Acceptance.
Request letter for Turn-over.
Page | 52
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FIELD OR SITE INSPECTION
Pre-Construction Activity Request for Labor Payment
Joint Technical Inspection with COARepresentativeProject Turn-over
Page | 53
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PAYMENTS FOR LABOR ONLY CONTRACTOR OF IMPLEMENTED PROJECTS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Statement ofAccount Request 1 hr.
AccreditedLabor OnlyContractor
(ALOC)/ ProjectIncharge
Minimum of 10%accomplishment Accomplishment Details
2ConductField/Site
Inspection2 hrs. Project Incharge Statement of Account
Construction Work inProgress : Measurement/
Pictures/ Location
3Prepare Project
AccomplishmentReport
4 hrs. Project Incharge Statement of AccountAccomplishment Details,
Construction Work inProgress Report
4Prepare PhysicalAccomplishment
Report1 hr. Project Incharge Accomplishment
Report
Statement of Accountreport, Accomplishment
Report, Construction Work inProgress Report
5 Prepare Requestfor Payment 1 hr. Project Incharge
Financialaccomplishment,
PhysicalAccomplishment
Report, Statement ofAccount report,Accomplishment
Report, ConstructionWork in Progress Report
Physical AccomplishmentReport, Statement of
Account report,Accomplishment Report,
Construction Work inProgress Report, ApprovedWork Order and Approved
POW with details
Page | 54
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PAYMENTS FOR LABOR ONLY CONTRACTOR OF IMPLEMENTED PROJECTS
Statement of AccountRequest
Conduct Field/ SiteInspection
Prepare ProjectAccomplishment
Report
Prepare PhysicalAccomplishment
ReportPrepare Request for
Payment
Endorse for Approval(Approved Payment
Request)
Endorse toAccounting and
Budget Division forPayment
Page | 55
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PAYMENTS FOR LABOR OF ACCREDITED PLUMBERS ON CHARGE TO BILLACCOMPLISHMENT
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Statement ofAccount Request 2 hrs.
WaterMaintenanceMan A or SCS
Clerk
Accredited PlumbersReport Accomplished SR
2 Request forPayment 1 hr.
ProjectManagement
Officer
Statement of AccountReport Accomplished SR
PAYMENTS FOR LABOR OF ACCREDITED PLUMBERS ON CHARGE TO BILLACCOMPLISHMENT
Statement ofAccount Request
Conduct Field/ SiteInspection
Prepare ProjectAccomplishment
Report
Prepare PhysicalAccomplishment
Report
Page | 56
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SERVICE LINE ACTIVITIES(NEW CONNECTION AND RECONNECTION)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Application ofNC & BC 3-5 mins.
Frontlinepersonnel(CostumerServicingDivision)
Walk-in Applicant New MembershipRequirements List
2To Teller forPayment of
Required Fees3-5 mins.
Teller (CashManagement
Division)
List of RecommendedFees or other
Charges/PymentsPayment Slip Form
3
Attendance toRegular or Walk-
in OrientationSeminar
1-2 hours
ServiceConnection
Section Clerk/ OSPresentor
Official Receipt (OR)
Initial Location Map orSketch Plan.
Certificate of Attendanceon Orientation Seminar,
4 Pre-Inspection 1 day
Senior WaterMaintenance
Man A (PreInspector)
Official Receipt (OR)and Initial LocationMap or Sketch Plan
Certificate of Attendanceon Orientation Seminar,
Estimated List of Materials
Page | 57
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
5 Materials Ready 3-5 mins.
ServiceConnection
Section Clerk/Water
MaintenanceHead
Purchase MaterialsReceipt
Certificate of Attendanceon Orientation Seminar,
Estimated List of Materials
6
ApplicantsService
ConnectionContract
3-5 mins.Costumer
Servicing Division(CSD)
Materials Ready
New Installation EvaluationForm, Certificate of
Attendance on OrientationSeminar, Barangay
Clearance, CEDULA, OR ofNC Application payment
and Location Map or SketchPlan. 2x2 ID Picture for BC
Applicants
7Service Requestfor Installation of
NC3-5 mins.
ServiceConnection
Section Clerk
Service ConnectionContract
New Installation EvaluationForm, Certificate of
Attendance on OrientationSeminar, Barangay
Clearance, CEDULA, OR ofNC Application payment
and Location Map or SketchPlan. 2x2 ID Picture for BC
Applicants
Page | 58
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
8
Assigned ServiceRequest (SR) to
AccreditedPlumber (AP)
3-5 mins.Water
MaintenanceHead
Service Request (SR)
New Installation EvaluationForm, Certificate of
Attendance on OrientationSeminar, BarangayClarance, Resident
Certificate (cedula),Receipt of NC Application
payment and InitialLocation Map or Sketch
Plan
9 Accomplished SR 1-3 daysWater
MaintenanceHead
Service Request (SR),New InstallationEvaluation Form,
Certificate ofAttendance on
Orientation Seminar,Barangay Clarance,Resident Certificate(cedula), Receipt of
NC Applicationpayment and Initial
Location Map orSketch Plan
Pressure Reading and SRSupplementary Form
Page | 59
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
10Service
ConnectionAutoCAD
4 mins.
AutoCADOperator/ Water
MaintenanceMan A
Service Request (SR)
Service Request (SR), NewInstallation Evaluation Form,Certificate of Attendance
on Orientation Seminar,Barangay Clarance,Resident Certificate
(cedula), Receipt of NCApplication payment, Initial
Location Map or SketchPlan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges
11 Post Inspection 1 day
Senior WaterMaintenanceMan A (PostInspector)
Computer AidedDrafting of ServiceConnection Layout
Post InspectionSupplementary Form and
Pictures of water meter andhouse.
Page | 60
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
12 Posting 1 min. SCS Clerk Accomplished ServiceRequest
Service Request (SR), NewInstallation Evaluation Form,Certificate of Attendance
on Orientation Seminar,Barangay Clarance,Resident Certificate
(cedula), Receipt of NCApplication payment, Initial
Location Map or SketchPlan, Authorization Letter,
Weiver, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges
13 For Commitment 20 mins. CADAccomplished ServiceRequest and Posting
Date
14 Approval of DAR 1 day
PMO, Div. Mngr.B, Dept. Mngr. B
and AGM forOperation
Accomplished ServiceRequest and Posting
Date
Page | 61
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
15 Safe Keeping 1 min. CAD & SCS Approved DAR
16 Request forPayment 1 hr.
ProjectManagement
Officer
Statement of AccountReport
Accredited Plumbers Reportand Accomplished SR
Page | 62
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SERVICE LINE ACTIVITIES(NEW CONNECTION AND RECONNECTION)
Application ofNew Connection
and BalikConnection
Payment ofRequired Fees
to the Teller
Attendance toRegular or Walk-
in OrientationSeminar
Pre-inspection:Provide
materialsestimate
Materials ReadyPurchase
Requisition andJob Order
Applicants ServiceConnection
Contract: CSDprocess the SCC
together with the SR
Assigned SR toAccredited
Plumber
Accomplished SR:Return to WMH for
checkingRecommendation of
Accredited Labor OnlyContractor
Drafting ofService
ConnectionLayout inAutocad
PostingProjectStatus ReportRequest for
Payment
SR for Installation:SCS Clerk recordthe documents
Withdraw availablestock materials
For Commitment PostEvaluation, Materials
Utilization, As-built Plan,Certificate of Project
Completion and ProjectAcceptance
Approval ofDARSafe Keeping
PrepareRequest for
Payment
Page | 63
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSFER METER STAND AND TRANSFER SOURCE
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Application ofTMS & TS 3-5 mins.
Frontlinepersonnel(CostumerServicingDivision)
Walk-in Applicant Location of Request
2To Teller forPayment of
Required Fees3-5 mins.
Teller (CashManagement
Division)
List of RecommendedFees or other
Charges/PaymentsPayment Slip Form
3 Service RequestPreparation 3-5 mins. CSD Receipt of Applied
payment Signature of Applicant
4 Received SR fromCSD 1-2 mins. SCS Clerk SR SR, Recording of Documents
and Assigned SR to AP
5 Accomplished SR 1-3 daysWater
MaintenanceHead
Service Request (SR)
Service Request (SR),Location Map or Sketch
Plan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges
Page | 64
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
6 Posting 1 min. SCS Clerk Accomplished ServiceRequest
Service Request (SR),Location Map or Sketch
Plan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges
7 For Commitment 20 mins. CADAccomplished ServiceRequest and Posting
Date
Service Request (SR),Location Map or Sketch
Plan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges
8 Post Inspection 1 day
Senior WaterMaintenanceMan A (PostInspector)
Location Map orSketch Plan, Pressure
Reading, SRSupplementary Form
and AccreditedPlumbers Report for
Labor Charges
Post InspectionSupplementary Form and
Pictures of water meter andhouse.
Page | 65
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
9 Approval of DAR 1 day
PMO, Div. Mngr.B, Dept. Mngr. B
and AGM forOperation
Accomplished ServiceRequest and Posting
Date
Location Map or SketchPlan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges, Post
Inspection SupplementaryForm, Pictures of water
meter and house.
10 Safe Keeping 1 min. CAD & SCS Approved DAR
Accomplished ServiceRequest and Posting Date,
Location Map or SketchPlan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges. Post
Inspection SupplementaryForm, Pictures of water
meter and house.
11 Prepare Requestfor Payment 1 hr.
ProjectManagement
Officer
Statement of AccountReport
Accredited Plumbers Reportand Accomplished SR
Page | 66
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSFER METER STAND AND TRANSFER SOURCE
Application of TMSand TS
Payment ofRequired Fees to
the Teller
Service RequestPreparation by
CSDReceived SR from
CSD
Accomplished SR:Return to WMH for
checkingPostingFor CommitmentPost Inspection
Approval of DAR Safe Keeping Prepare Requestfor Payment
Page | 67
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSFER CONNECTION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Application of TC 3-5 mins.
Frontlinepersonnel(CostumerServicingDivision)
Walk-in Applicant Location of Request orSketch Map
2To Teller forPayment of
Required Fees3-5 mins.
Teller (CashManagement
Division)
List of RecommendedFees or other
Charges/PaymentsPayment Slip Form
3 Service Request 3-5 mins. CSD Receipt of Appliedpayment Signature of Applicant
4 Received SR fromCSD 1-2 mins. SCS Clerk SR SR, Recording of Documents
and Assigned SR to AP
5 Accomplished SR 1-3 daysWater
MaintenanceHead
Service Request (SR)Location Map or Sketch
Plan, Pressure Reading, SRSupplementary Form
6Service
ConnectionAutoCAD
4 mins.
AutoCADOperator/ Water
MaintenanceMan A
Service Request (SR)
Service Request (SR),Location Map or Sketch
Plan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges
Page | 68
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
7 Posting 1 min. SCS Clerk Accomplished ServiceRequest
Service Request (SR),Location Map or Sketch
Plan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges
8 For Commitment 20 mins. CADAccomplished ServiceRequest and Posting
Date
Service Request (SR),Location Map or Sketch
Plan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges
9 Post Inspection 1 day
Senior WaterMaintenanceMan A (PostInspector)
Location Map orSketch Plan, Pressure
Reading, SRSupplementary Form
and AccreditedPlumbers Report for
Labor Charges
Post InspectionSupplementary Form and
Pictures of water meter andhouse.
Page | 69
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
10 Approval of DAR 1 day
PMO, Div. Mngr.B, Dept. Mngr. B
and AGM forOperation
Accomplished ServiceRequest and Posting
Date
Location Map or SketchPlan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges, Post
Inspection SupplementaryForm, Pictures of water
meter and house.
11 Safe Keeping 1 min. CAD & SCS Approved DAR
Accomplished ServiceRequest and Posting Date,
Location Map or SketchPlan, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Reporton Labor Charges, Post
Inspection SupplementaryForm, Pictures of water
meter and house.
12 Prepare Requestfor Payment 1 hr. Project Mngt.
OfficerStatement of Account
ReportAccredited Plumbers Report
and Accomplished SR
Page | 70
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSFER CONNECTION
Application of TCPayment of
Required Fees tothe Teller
Service RequestPreparation by
CSDReceived SR from
CSD
Accomplished SR:Return to WMH for
checking
Drafting of ServiceConnection Layout
in AutoCADPostingFor Commitment
Post Inspection Approval of DAR Safe Keeping Prepare Requestfor Payment
Page | 71
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
RECONNECTION OF WATER METER
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Application ofRWM 3-5 mins.
Frontlinepersonnel(CostumerServicingDivision)
Walk-in Applicant Location of Request
2To Teller forPayment of
Required Fees3-5 mins.
Teller (CashManagement
Division)
List of RecommendedFees or other
Charges/PaymentsPayment Slip Form
3 Service Request 3-5 mins. CSD Receipt of Appliedpayment Signature of Applicant
4 Received SR fromWRD with WM 1-2 mins. SCS Clerk Reconditioned Water
Meter Recording of Documents
5
Assigned ServiceRequest (SR) to
AccreditedPlumber (AP)
1-2 hrs.Water
MaintenanceHead
Service Request (SR) Recording of Documents
6 Accomplished SR 1-2 hrs.Water
MaintenanceHead
Service Request (SR)SR with Accredited Plumbers
Report and PressureReading.
Page | 72
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
7 Posting 1 min. SCS Clerk Accomplished ServiceRequest
Service Request (SR),Pressure Reading, SR
Supplementary Form andAccredited Plumbers Report
on Labor Charges
8 For Commitment 20 mins. CADAccomplished ServiceRequest and Posting
Date
Service Request (SR),Pressure Reading, SR
Supplementary Form andAccredited Plumbers Report
on Labor Charges
9 Approval of DAR 1 day
PMO, Div. Mngr.B, Dept. Mngr. B
and AGM forOperation
Accomplished ServiceRequest and Posting
Date
SR with Accredited PlumbersReport and Pressure
Reading.
10 Safe Keeping 1 min. CAD & SCS Approved DARSR with Accredited Plumbers
Report and PressureReading.
11 Prepare Requestfor Payment 1 hr.
ProjectManagement
Officer
Statement of AccountReport
Accredited Plumbers Reportand Accomplished SR
Page | 73
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
RECONNECTION OF WATER METER
Application of RWM Payment of RequiredFees to the Teller
Service RequestPreparation by CSD
Received SR fromCSD
Assigned ServiceRequest (SR) to
Accredited Plumber
Accomplished SR:Return to WMH for
checkingPostingFor Commitment
Post Inspection Approval of DAR Safe Keeping Prepare Request forPayment
Page | 74
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
LEAK REPAIR AFTER THE WATER METER
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Application ofRLAWM 3-5 mins.
Frontlinepersonnel(CostumerServicingDivision)
Walk-in Applicant Location of Request
2To Teller forPayment of
Required Fees3-5 mins.
Teller (CashManagement
Division)
List of RecommendedFees or other
Charges/PaymentsPayment Slip Form
3 Service Request 3-5 mins. CSD Receipt of Appliedpayment Signature of Applicant
4 Received SR fromCSD 1-2 mins. SCS Clerk SR SR, Recording of Documents
and Assigned SR to AP
5
Assigned ServiceRequest (SR) to
AccreditedPlumber (AP)
1-2 hrs.Water
MaintenanceHead
Service Request (SR) Recording of Documents
6 Accomplished SR 1-2 hrs.Water
MaintenanceHead
Service Request (SR)SR with Accredited Plumbers
Report on Labor Chargesand Pressure Reading.
Page | 75
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
7 Posting 1 min. SCS Clerk Accomplished ServiceRequest
Service Request (SR),Pressure Reading, SR
Supplementary Form andAccredited Plumbers Report
on Labor Charges
8 For Commitment 20 mins. CADAccomplished ServiceRequest and Posting
Date
Service Request (SR),Pressure Reading, SR
Supplementary Form andAccredited Plumbers Report
on Labor Charges
9 Approval of DAR 1 day
PMO, Div. Mngr.B, Dept. Mngr. B
and AGM forOperation
Accomplished ServiceRequest and Posting
Date
SR with Accredited PlumbersReport on Labor Charges
and Pressure Reading.
10 Safe Keeping 1 min. CAD & SCS Approved DARSR with Accredited Plumbers
Report on Labor Chargesand Pressure Reading.
11 Prepare Requestfor Payment 1 hr.
ProjectManagement
Officer
Statement of AccountReport
Accredited Plumbers Reportand Accomplished SR
Page | 76
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
LEAK REPAIR AFTER THE WATER METER
Application ofRLAWM
Payment of RequiredFees to the Teller
Service RequestPreparation by CSD
Received SR fromCSD
Assigned ServiceRequest (SR) to
Accredited Plumber
Accomplished SR:Return to WMH for
checkingPostingFor Commitment
Post Inspection Approval of DAR Safe Keeping Prepare Request forPayment
Page | 77
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
25MM DISTRIBUTION LINE AND VERTICAL OUTLET SPECIAL PROJECT
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES
1 Approved Work Orderand POW's 2 days Division Manager B Pre-Conference to be conducted
by PDD
2 Purchase Requisition &Job Order Preparation 45 days Project In-charge
SAI or List of unavailable Materialsfrom Supply Office.
Withdraw available stock materials
3 Materials Ready 2 days Project In-charge Delivery Receipt (DR) and PurchaseOrder (PO).
4 Documents for ProjectImplementation 1 day Project In-charge
Selecting Accredited Labor OnlyContractor (ALOC).
5 Field/Site Inspection orPre-Construction activity 2 hrs.
CD (DM, PMO, PI & CF),PDD representative &
ALOCMaterials Ready
6 Hauling of ProjectMaterials 1 day Project Incharge, ALOC &
CD Driver Issuance Slip (IS)
Page | 78
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES
7 Project Implementation 8 hrs./day
Project In-charge,Accredited labor only
contractor & ConstructionForeman)
Pre-Construction activity.
Field/Site Inspection
8 Final Accomplishment 2 days Division Manager B 100% physical accomplishment
9 Project Turn-Over 4 hours CD, PDD, OMD & WRDRepresentative
Approved As-built Plan, 100%physical accomplishment, Financial
Statement, Certificate of ProjectCompletion and Project
Acceptance.
Page | 79
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
25MM DISTRIBUTION LINE AND VERTICAL OUTLET SPECIAL PROJECT
Approved Work Orderand Program of Works
Purchase Requisitionand Job Order
PreparationMaterials Ready
Documents for ProjectImplementation
Field/ Site Inspection orPre-construction Activity
Hauling of ProjectMaterials
Project Implementation Final Accomplishment Project Turn-over
Page | 80
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
COA REPORT ON PROJECT
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Joint TechnicalInspection 1 day
COA, CD, PDD,FSD
representative
50% & 100% PhysicalAccomplishment for
below 5M of totalproject cost
25%, 50%, 75% & 100%Physical
Accomplishment forabove 5M of total
project cost
Construction Work nProgress, POW's, Work Order,
Plans with Details andSpecifications, Certificate of
Project Completion andCertificate of Acceptance
and Confirmation.
2
ConsolidatedReports on
GovernmentProjects
1 day Division ManagerB
ActualAccomplishment of
Implemented ProjectsQuarterly Accomplishment
Page | 81
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
COA REPORT ON PROJECT
SERVICE CONNECTION AUTOCAD
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Sequencing 1 min.
AutoCADOperator/ Water
MaintenanceMan A
Installed NC, BC, TC, TS& TMS
Service Request (SR), NewInstallation Evaluation Form,Certificate of Attendance
on Orientation Seminar,Barangay Clarance,Resident Certificate
(cedula), Receipt of NCApplication payment, Initial
Location Map or SketchPlan, Authorization Letter,
Weiver, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Report
Joint technical inspection Consolidated reports ongovernment projects
Page | 82
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
2Service
ConnectionPlotting
3 mins.
AutoCADOperator/ Water
MaintenanceMan A
Initial Sketch
Service Request (SR), NewInstallation Evaluation Form,Certificate of Attendance
on Orientation Seminar,Barangay Clarance,Resident Certificate
(cedula), Receipt of NCApplication payment, Initial
Location Map or SketchPlan, Authorization Letter,
Weiver, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Report
3 Posting 1 min. SCS Clerk Accomplished ServiceRequest
Service Request (SR), NewInstallation Evaluation Form,Certificate of Attendance
on Orientation Seminar,Barangay Clarance,Resident Certificate
(cedula), Receipt of NCApplication payment, Initial
Location Map or SketchPlan, Authorization Letter,
Weiver, Pressure Reading, SRSupplementary Form and
Accredited Plumbers Report
Page | 83
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SERVICE CONNECTION AUTOCAD
Sequencing Service connectionplotting Posting
Page | 84
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD PIPE INSTALLATION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Pipe TrenchLayout 1 hr.
Project In-charge(PI) and
AccreditedLabor OnlyContracto
(ALOC)
Pre-constructionactivity Right of Way Permit
2
Installation ofPipe TrenchBarricade or
Signages
5 mins. Project In-chargeand ALOC Pipe Trench Layout
3 Pipe TrenchExcavation
2 cu.m./person/
day
AccreditedLabor OnlyContractor
(ALOC)
Earthworks:50mmØ Pipe = 0.60mdepth
63 & 75mmØ Pipe =0.85m depth
100mmØ Pipe = 0.90mdepth
150mmØ Pipe = 1.0mdepth
200mmØ Pipe = 1.10mdepth
Approved Work Order andPOW with details and time
frame.
Right of Way Permit
Page | 85
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
4 Hauling of Pipes 2-3 mins.
AccreditedLabor OnlyContractor
(ALOC)
Pipe Trench Excavationbase is on Standard
Depth
5
Cleaning ofintegral push-on
bell andplainbeleved on
the other endusing old cloth
before pipeinstallation
1-2 mins.
AccreditedLabor OnlyContractor
(ALOC)
Hauling of Pipes
6
Installation ofelastomeric
gasket seal orrubber ring atbell portion of
the pipe
1 min.
AccreditedLabor OnlyContractor
(ALOC)
After cleaning the bothend of pipe
7 Rub with oil bothend of the pipe 1 min.
AccreditedLabor OnlyContractor
(ALOC)
Prior to pipe installation
8
Connect thepipe by placingthe bell at the
upstream portionof the pipe
1 min.
AccreditedLabor OnlyContractor
(ALOC)
After rubbing of oil onthe pipe
Page | 86
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
9
Lay theconnected pipes
at the base ofexcavated pipe
trench
1-2 mins.
AccreditedLabor OnlyContractor
(ALOC)
After pipe installation
10
Backfilled thetrench upto halfof its depth andmake sure that
no stones orboulders was
place
4 cu.m./person/
day
AccreditedLabor OnlyContractor
(ALOC)
After laying of pipes
11Install thewarning
tape/sign1 min.
AccreditedLabor OnlyContractor
(ALOC)
After backfilling on halfdepth of trench
12
Continuebackfilling works
until reachingnatural gradeline (NGL) andcover all soil to
excavatedportion
4 cu.m./person/
day
AccreditedLabor OnlyContractor
(ALOC)
After installation ofwarning tape
Page | 87
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
13 Pipeline LeakTesting 2-4 hrs.
Project In-charge, ProjectForeman andAccreditedLabor OnlyContractor
After pipe trench is fullybackfilled and
produce pressure upto150psi
14Clearing and
restorationactivity
1 day
Project In-charge, ProjectForeman andAccreditedLabor OnlyContractor
100% Pipe Installation
15 Final Inspection 1 hr. DM/ PMO/Project In-charge
StandardWorkmanship
POW, Work Order, Plans andDetails or Service Request
and Issuance Slip (IS)
Page | 88
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD PIPE INSTALLATION
Layouting of pipetrench
Installation of pipetrench barricade/
signagesPipe trenchexcavation Hauling of pipes
Cleaning of integralpush-on bell and
plainbeleved on theother end using oldcloth before pipe
installation
Installation ofelastomeric gasketseal or rubber ring
at bell portion of thepipe
Rub with oil bothend of the pipe
Connect the pipeby placing the bell
at the upstreamportion of the pipe
Lay the connectedpipes at the base
of excavated pipetrench
Backfilled the trenchupto half of its depthand make sure thatno stones or boulders
were placed
Install the warningtape
Continue backfillingworks until reachingnatural grade line
and cover all soil toexcavated portion
Pipeline leak testingClearing andrestoration
Final inspection
Page | 89
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD MAINLINE INTERCONNECTION ACTIVITY
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1
Hauling of PipeFittings and
ConstructionMaterials
1 hr.
AccreditedLabor OnlyContractor
(ALOC)
Schedule ofInterconnection
Activity
2Excavation at
Interconnectionarea
2 cu.m./person/
day
AccreditedLabor OnlyContractor
(ALOC)
Accomplished PipeInstallation
3
Assemble ofMechanical Teewith Mechanical
Gate Valve
20-30 mins.
AccreditedLabor OnlyContractor
(ALOC)
Distribution pipeline isready for
interconnectionactivity
4Cutting of
ExistingDistribution Pipe
2-5 mins.
AccreditedLabor OnlyContractor
(ALOC)
5
Installation ofAssembled
Mechancal Tee& Gate Valve
with Sleeve TypeCoupling
30mins - 1 hr.
AccreditedLabor OnlyContractor
(ALOC)
After cutting ofexisting DL/ML
Page | 90
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
6 Installation ofThrust Block 5-10 mins
AccreditedLabor OnlyContractor
(ALOC)
After installation ofinterconnection fittings
7
Backfilled theexcavated area
until reachingnatural gradeline (NGL) andmake sure that
no stones orboulders was
place
4 cu.m./person/
day
AccreditedLabor OnlyContractor
(ALOC)
After thrust blocking ofinterconnected fitting
materials and nofound leak
8
Prepare thearea for
construction ofconcrete pad.(Compact the
base, installationof forms and
valve key hole)
30mins - 1 hr.
AccreditedLabor OnlyContractor
(ALOC)
After backfillingactivity and on the
next day
Page | 91
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
9
Pouring of mixedcement andaggregates
(0.15m x 1.0m x1.0m) Class A
mixture
30mins - 1 hr.
AccreditedLabor OnlyContractor
(ALOC)
after installation offorms and soilcompaction
10When cement is
cured, applyreflectorize paint
5-10 mins.
AccreditedLabor OnlyContractor
(ALOC)
On the next day
11Clearing and
restorationactivity
1 hr.
AccreditedLabor OnlyContractor
(ALOC)
After painting ofconcrete pad
Final accomplishment
Page | 92
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD MAINLINE INTERCONNECTION ACTIVITY
Hauling of pipefittings and
constructionmaterials
Excavation ofinterconnection
area
Assemble ofmechanical teewith michanical
gate valve
Cutting of existingdistribution pipeline
Installation ofassembled
mechanical tee andgate valve with
sleeve type coupling
Installation of thrustblock
Backfilled theexcavated area until
reaching naturalgrade line and makesure that no stones orboulders were placed
Preparaton of thearea for concretepad construction
(compact the base,installation of formsand valve key hole)
Pouring of mixedcement and
aggregates (0.15mx 1.0m x 1.0m) class
A mixture
When cement iscured, apply
reflectorize paintClearing and
restoration activity
Page | 93
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD INSTALLATION OF ARV
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1
Withdrawal andHauling of Pipe
Fittings andConstruction
Materials
2 hr.
AccreditedLabor OnlyContractor
(ALOC)
Schedule of ARVinstallation
Issuance Slip (IS)
Supply availability Inquire(SAI)
2 Excavation attapping area
2 cu.m./person/
day
AccreditedLabor OnlyContractor
(ALOC)
Pre-constructionactivity
3 Pre-heat theboring rod 10-20 mins.
AccreditedLabor OnlyContractor
(ALOC)
Making of Fire
4
Installation ofSaddle Clampat Transmission/
Main/Distribution
Pipeline
1-2 mins.
AccreditedLabor OnlyContractor
(ALOC)
Pre-heating of boringrod
Page | 94
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
5 Boring @ the Topof Pipe 1-2 mins.
AccreditedLabor OnlyContractor
(ALOC)
Installation of SaddleClamp
6
Installation ofCorporationStop 19mm x25mm and
make it sure thatit is open
1-2 mins.
AccreditedLabor OnlyContractor
(ALOC)
After boring of pipe.
Close the CorporationStop Valve after
installation
7
Install andassemble ARV
stand fittingmaterials with
ARV
5-10 mins.
AccreditedLabor OnlyContractor
(ALOC)
Open the CorporationStop valve after
installation of verticalball valve
8
Construction ofConcrete Boxand Covers
(1.0m x 0.60m x0.60m)
2 days
AccreditedLabor OnlyContractor
(ALOC)
After completion ofARV installation
Page | 95
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
9When cement is
cured, applyreflectorize paint
2 hrs.
AccreditedLabor OnlyContractor
(ALOC)
On the next day
10Clearing and
restorationactivity
1 hr.
AccreditedLabor OnlyContractor
(ALOC)
After painting ofconcrete box
Final accomplishment
11 Final Inspection 1 hr.DM/ PMO/Project In-
charge
StandardWorkmanship
POW, Work Order, Plansand Details or Service
Request and Issuance Slip(IS)
Page | 96
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD INSTALLATION OF ARV
Hauling of pipefittings and
constructionmaterials
Excavation oftapping area
Pre-heat the boringrod
Installation of saddleclamp at
transmission/ main/distribution pipeline
Boring at the top ofpipe
Installation ofCorporation Stop
19mm x 25mm andmake it sure that it is
open
Install and assembleair release valve
stand fitting materialswith arv
Construction ofconcrete box and
covers (1.0m X 0.60mX 0.60m)
When cement iscured, apply
reflectorized paintClearing and
restoration activity Final inspection
Page | 97
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD INSTALLATION OF TESTING POINT
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1
Withdrawal andHauling of Pipe
Fittings andConstruction
Materials
2 hr.
AccreditedLabor OnlyContractor
(ALOC)
Schedule of testingpoint installation
Issuance Slip (IS)
Supply availability Inquire(SAI)
2 EarthworksActivity
2 cu.m./person/
day
PMO/ PI/AccreditedLabor OnlyContractor
(ALOC)
Pre-constructionactivity
3
Construction ofConcrete Boxand Covers
(1.0m x 1.0m x1.20m)
2 days
AccreditedLabor OnlyContractor
(ALOC)
After completion ofexcavation activity
4 Pre-heat theboring rod 10-20 mins.
AccreditedLabor OnlyContractor
(ALOC)
Making of Fire
Page | 98
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
5
Installation ofSaddle Clampat Transmission/
Main/Distribution
Pipeline 0.15mfrom the
concrete wall
1-2 mins.
AccreditedLabor OnlyContractor
(ALOC)
Pre-heating of boringrod
6 Boring @ the Topof Pipe 1-2 mins.
AccreditedLabor OnlyContractor
(ALOC)
Installation of SaddleClamp
7
Installation ofCorporationStop 19mm x25mm and
make it sure thatit is open
1-2 mins.
AccreditedLabor OnlyContractor
(ALOC)
After boring of pipe.
Close the CorporationStop Valve after
installation
8
Install andassemble
pressure gaugestand fitting
materials withplug
5-10 mins.
AccreditedLabor OnlyContractor
(ALOC)
Open the CorporationStop valve after
installation of verticalball valve
Page | 99
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
9
Painting ofConcrete Box
Wall usingreflectorize paint
2 hrs.
AccreditedLabor OnlyContractor
(ALOC)
After installtion ofpressure gauge stand
10Clearing and
restorationactivity
1 hr.
AccreditedLabor OnlyContractor
(ALOC)
After painting ofconcrete box
Final accomplishment
11 Final Inspection 1 hr.DM/ PMO/Project In-
charge
StandardWorkmanship
POW, Work Order, Plansand Details or Service
Request and Issuance Slip(IS)
Page | 100
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD INSTALLATION OF TESTING POINT
Hauling of pipefittings and
constructionmaterials
Earthworks activityConstruction of
concrete box andcovers (1.0m X 1.0m X
1.20m)
Pre-heat the boringrod
Installation of saddleclamp at
transmission/ main/distribution pipeline
Boring at the top ofpipe
Installation ofcorporation stop
19mm x 25mm andmake it sure that it is
open
Install ans assemblepressure gauge standfitting materials with
plug
When cement iscured, apply
reflectorized paintClearing and
restoration activity Final inspection
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STANDARD INSTALLATION OF VERTICAL OUTLETS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
1 Field/ SiteInspection 1 hr.
PMO/ Project In-charge/ Senior
WaterMaintenance
Man A (PreInspector)
Plans and Details orService Request
POW, Work Order, Plansand Details or Service
Request
2 Excavation attapping area 1 hr.
AccreditedLabor OnlyContractor/Accredited
Plumber
Field/ Site Inspection Work Order, Plans andDetails or SR
3Withdrawal andHauling of Fitting
Materials1 hr.
AccreditedLabor OnlyContractor/Accredited
Plumber
Issuance Slip (IS) Supply availability Inquire(SAI)
4 Pre-heat theboring rod 10-20 mins.
AccreditedLabor OnlyContractor/Accredited
Plumber
Making of Fire
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
5
Installation ofSaddle Clampat Transmission/
Main/Distribution
Pipeline
1-2 mins.
AccreditedLabor OnlyContractor/Accredited
Plumber
Pre-heating of boringrod
6Boring @ 45-90degrees NE or
NW of Pipe1-2 mins.
AccreditedLabor OnlyContractor/Accredited
Plumber
Installation of SaddleClamp
7
Installation ofCorporationStop 19mm x25mm and
make it sure thatit is open
1-2 mins.
AccreditedLabor OnlyContractor/Accredited
Plumber
After boring of pipe.
Close the CorporationStop Valve after
installation
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITEACTIVITIES
DOCUMENTATION/REQUIREMENTS
7
Install andassemble
vertical outletstand fitting
materials
5-10 mins.
AccreditedLabor OnlyContractor/Accredited
Plumber
Open the CorporationStop valve after
installation of verticalball valve
8Clearing and
restorationactivity
5-10 mins.
AccreditedLabor OnlyContractor/Accredited
Plumber
No found leakage oninstalled vertical outlet
9 Final Inspection 1 hr.
PMO/ Project In-charge/ Senior
WaterMaintenance
Man A (PreInspector)
StandardWorkmanship
POW, Work Order, Plansand Details or Service
Request and Issuance Slip(IS)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Maintenance Division
SYSTEM REPAIR: MAIN LINE, TRANSMISSION LINE & DISTRIBUTION LINE
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Repair of Leakage 15 minutes MaintenanceSection
Call from office guardCall from concessionairesand concerned person
Personal Request Preparemaintenance order
MaintenanceOrder
2
MO’s request forms areforwarded to
maintenance division forrecording in the logbookand marked received in
order to account allrequests received.
60minutes.
CustomerServicesSection
Request for repair ofleakage from concerned
persons through land lines,cell phones and radio or
walk-in will be filed atCommercial Department,Customer Service Section
where MOs will be prepared
MaintenanceOrder
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
3
Maintenance divisionclerk received all MO’srequest and record in
the logbook andforward to the watermaintenance section
head for the distributionof assignment to the
Maintenance Foreman
5minutes Division Clerk
MO’s request forms areforwarded to maintenancedivision to be receive by themaintenance division clerk
for recording in thelogbook and markedreceived in order to
account all requests
Record Logbook
4
Onsite area inspectionof the leakages,
verification of pipe sizesand actual repair.
480minutesMaintenance
SectionPersonnel
Maintenance division clerkreceived all MO’s requestand record in the logbookand forward to the water
maintenance section headfor the distribution of
assignment to maintenanceforeman.
MaintenanceOrder
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
5Flushing of dead-end
and blow-off30 to
45minutes
WaterresourceDivision
On site area inspection ofthe leakages, verification ofpipe sizes and actual repair.
MaintenanceOrder
6Restore excavated
portion and demolishedconcrete pavement
60minutesMaintenance
SectionPersonnel
Flushing of dead-end andblow-off
MaintenanceOrder
7
Acted MO’s will begiven remarks by the
assigned team orpersonnel after activity
were completed.
90minutes
MaintenanceSection
Personnel
Restore excavated portionand demolished concrete
pavement
MaintenanceOrder Report
8
Accomplished MO’s willbe returned to the water
maintenance sectionhead.
.50minuteMaintenance
SectionPersonnel
Acted MO’s will be givenremarks by the assignedteam or personnel after
activity were completed.
MaintenanceOrder
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
9
Water maintenancesection head will
compute activities perMO, the reaction,
duration, water lossesand materials used and
also account theactivities per personnel
base on their pointsystem.
90minutes Section Head
Accomplished MO’s will bereturned to the water
maintenance section head.
MaintenanceOrderReport
10
Water maintenancesection head willforward all daily
accomplished MO’s tothe division manager for
the monitoring,observation and
evaluation.
90 minutes Section head
Water maintenance sectionhead will compute activities
per MO, the reaction,duration, water losses and
materials used and alsoaccount the activities per
personnel base on theirpoint system.
MaintenanceOrder
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
11
After the divisionmanager have
evaluated the result ofthe MO’s said
documents will be givenback to the division
clerk.
0.50minutes
DivisionManager
(MD)
Water maintenance sectionhead will forward all daily
accomplished MO’s to thedivision manager for the
monitoring, observation andevaluation.
MaintenanceOrder
12
Accomplished MO’s willbe encoded in the
computer and havethese printed forsignature by the
concerned officials.
180minutes
Division Clerk
After the division managerevaluated the result of theMO’s, the documents will
be given back to thedivision clerk.
MaintenanceOrder Report
13
After signing by theconcerned officials themaintenance report will
be given back to themaintenance clerk for
filing.
1 minute Division Clerk
Accomplished MO’s will beencoded in the computerand have these printed for
signature by the concernedofficials.
MaintenanceOrder Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MAINTENANCE ORDER REQUEST FOR SYSTEM REPAIR:MAIN LINE, TRANSMISSION LINE, & DISTRIBUTION LINE
Recording ofMaintenancerequest FormsForwarded toMaintenance
Division
Distribution ofAssignment to the
MaintenanceForeman
Onsite areainspection of the
leakages,verification of pipesizes, and actual
repair.
Flushing of dead-end and blow-off
Restoration ofexcavated Portion
and ExcavatedPavement
Acted MO's will begiven remarks by the
assigned team ofpersonnel after the
activity wascompleted
Computation of the reaction,duration, water loss, and
materials used andaccounting of the activitiesper personnel based on ther
point system.
Monitotring,Observation and
Evaluation ofAccomplished MO's
After the divisionmanager have
evaluated the result ofthe MO's, the said
documents will be givenback to the division
clerk.
Accomplished MO's willbe encoded in the
computer and havethese printed forsignature by the
concerned officials.
Filing of MaintenanceReport
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MAINTENANCE ORDER REQUEST FOR SERVICE LINE REPAIRMO's request forms are
forwarded tomaintenance division
for recording in thelogbook and markedreceived in order toaccount all requests
received
Reception of all MOrequest by
Maintenance Divisionand distribution of
assignment to the 3teams headed by the
Sr. Water MaintenanceMan A
Onsite area inspectionof the leakages,
verification of pipe sizes,and actual repair.
Acted MO's will begiven remarks by the
assigned team ofpersonnel after the
activity was completed
Accomplished MO's willbe returned to the
water maintenancesecion head
Water MaintenanceSection Head will compute
activities per MO, thereaction, duration, waterloss, and materials usedand also account the
activities per personnelbased on ther point
system.
Water Maintenancesection head will
forward dailyaccomlished MO's to
the division manager formonitotring, observation
and evaluation.
After the divisionmanager have
evaluated the result ofthe MO's, the saiddocuments will begiven back to the
division clerk.
Accomplished MO's willbe encoded in the
computer and havethese printed forsignature by the
concerned officials.
After signing by theconcerned officials, themaintenance report will
be given back tomaintenance clerk for
filing
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DAILY AND MONTHLY REPORTS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
All accomplishedmaintenance order (MO)
are properly given remarksby the assigned personneland endorsed daily to theirrespective section heads.
120minutes
Operationand
MaintenanceSection
Personnel
Accomplishment ofMaintenance Order
MaintenanceOrder Reports
2
Respective section heads(Maintenance and
operation) will checked theremarks or input data onMO’s and compute the
response period and waterlosses of the repair. He/shealso account the cost ofmaterials utilized in said
activity.
60minutes
Section Head
All accomplishedmaintenance order (MO)
are properly given remarksby the assigned personneland endorsed daily to theirrespective section heads.
MaintenanceOrder Reports
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
3
Section heads willforward all
accomplished MO’s tothe manager for
evaluation.90 minutes Division Manager
Respective section heads(Maintenance and
operation) will checkedthe remarks or input data
on MO’s and compute theresponse period and
water losses of the repair.He/she also account the
cost of materials utilized insaid activity.
MaintenanceOrder Reports
4
After the manager’sevaluation, it will be
endorsed to thedivision clerk forencoding in the
computer program.
0.5 minutes Division Clerk
Section heads will forwardall accomplished MO’s to
the manager forevaluation.
MaintenanceOrder Reports
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
5
Division clerk willencode all data in thecomputer and print out
the DailyAccomplishmentReport (DAR) per
section for signatory ofthe Division, Dept.
Managers and AGMfor operations.
180 minutes Division Clerk
After the manager’sevaluation, it will be
endorsed to the divisionclerk for encoding in the
computer program.
MaintenanceOrder Reports
6
Return the dailyaccomplishment reportto the division clerk for
filing.
60 minutes Division Clerk
Division clerk will encodeall data in the computerand print out the Daily
Accomplishment Report(DAR) per section for
signatory of the Division,Dept. Managers and AGM
for operations.
MaintenanceOrder Reports
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
7
At the end of themonth, all daily
accomplishment reportwill be sorted out per
sizes and areas in orderto classify the
maintenance and non-maintenance work.
Sort out report ofmaterials to get thequantity and cost of
materials.
300minutes Division Clerk
Return the dailyaccomplishment report tothe division clerk for filing.
MaintenanceOrder Reports
8
Email report toDepartment Manager
and AGM foroperation.
5minutes Division Managerand Division Clerk
At the end of the month,all daily accomplishmentreport will be sorted out
per sizes and areas inorder to classify the
maintenance and non-maintenance work. Sortout report of materials toget the quantity and cost
of materials.
Monthly Reports
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
9Division clerk will keep
soft copy for thedivision file.
5minutes Division Clerk Monthly Reports
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DAILY AND MONTHLY REPORT
Endorsement ofMaintenance Order(MO) to the section
heads
Checking of MO's andAccounting of thecost of materials
utilized
Evaluation of thechecked MO's
Encoding of MO in thecomputer program
Preparation andendorsement of Daily
AccomplishmentReport (DAR)
Filing of DailyAccomplishment
Report
Consolidation of AllDAR for monthly
report
Sorting of theconsolidated DAR
according to sizes andareas and
classification ofmaintenance to non
maintenane work
Preparation ofMonthly Report for thesorted and classified
DAR
Furnished copy of theMonthly Report to
Department Managerand AGM for
Operation throughemail
Safe Keeping andFiling of the Monthly
Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WITHDRAWAL OF MATERIALS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Identify materialsneeded for
maintenance activities.
15minutes
Section HeadPreparation of list ofmaterials needed
List of Materials
2
Coordinate at supplyoffice for availability of
materials.
15minutes
Section HeadIdentify materials neededfor maintenance activities.
List of Materials
3
Preparation of RIS(Requisition Issuance
Slip)
15minutes
Supply OfficeCoordinate at supply
office for availability ofmaterials.
RequisitionIssuance Slip
4
Endorse RequisitionIssuance Slip to
requesting division forapproval.
10minutes
Section HeadPreparation of RIS
(Requisition Issuance Slip)Requisition
Issuance Slip
5
Approved RequisitionIssuance Slip will bepresented to supply
officer.
5 minutes Section HeadEndorse Requisition
Issuance Slip to requestingdivision for approval.
Requisition Slip
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
6Releasing of material
by supply officer10
minutesSupply Office
Approved RequisitionIssuance Slip will bepresented to supply
officer.
Requisition Slip
7
Withdrawn materialswill be place at
maintenance divisionstockroom for safe
keeping.
15minutes
Section Head(MO)
Releasing of material bysupply officer
Ledger card
8Ensure one copy ofRequisition IssuanceSlip for filing purpose.
1minuteDivision Clerk
Withdrawn materials willbe place at maintenancedivision stockroom for safe
keeping.
Requisition Slip
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WITHDRAWAL OF MATERIALS
Identification of thematerials needed for
activity
Inquiry of availability ofmaterials at supply
office
Preparation ofRequisition Issuance Slip
(RIS)
Endorsement of RIS tothe requesting division
for approvalApproval of RISWithdrawal of materials
Safekeeping ofmaterials at
Maintenance Divisionstockroom
Filing of RIS
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SECURING OF PERMIT
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Conduct actual siteinspection 60 minutes Water Maintenance
Section HeadReport from Field
personnel Verification
2 Prepare letter to theconcerned offices 30 minutes
Division Manager orProject
ManagementOfficer A
Conduct actual siteinspection Inspection
3
Prepare sketch plan orvicinity map and
photos30 minutes
ProjectManagement
Officer A
Prepare letter to theconcerned offices Inspection report
4
Division clerk willprocess the documents
to have these signedby the concerned
officials and approvedby the General
Manager
90 minutes Division Clerk Prepare sketch plan orvicinity map and photos Letter request
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
5
Approvedcommunication will be
recorded in thelogbook by the division
maintenance clerk
10 minutes Division Clerk
Division clerk will processthe documents to have
these signed by theconcerned officials and
approved by the generalmanager
Letter request
6
The document will beforwarded to theliaison officer forsubmission to the
concerned office oragency for inspection
and evaluation.
90 minutes Liaison Officer
Approved communicationwill be recorded in thelogbook by the division
maintenance clerk
Letter requestSketch plan
Photos
7
The liaison officer willfollow-up the needed
permit after 3 days.
90 minutes Liaison Officer
The document will beforwarded to the liaisonofficer for submission tothe concerned office or
agency for inspection andevaluation.
Letter request
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
8
Concerned office willsend their reply with
attached requirementto accomplish, havethis forwarded to theoffice of the General
Manager.
320 minutes Concern OfficesThe liaison officer will
follow-up the neededpermit after 3 days.
Letter requestSketch plan
Photos
9
General Manager willissue a memorandum
to the concerneddivision or department
informing the permithave been approved.
30 minutes Office of theGeneral Manager
Concerned office will sendtheir reply with attached
requirement toaccomplish, have this
forwarded to the office ofthe General Manager.
Approved Permit
10
Concerned division willimplement the project. 90 minutes Maintenance
Division
General Manager will issuea memorandum to theconcerned division or
department informing thepermit have been
approved.
Approved permit
11
Restore excavatedportion and
demolished concretepavement etc.
Concerned division willimplement the project. Approved permit
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
12
Actual site inspectionby the supervisor will
be conducted toensure activity hasbeen completed.
90minutes
ProjectManagementOfficer A and
WaterMaintenanceSection Head
Restore excavated portionand demolished concrete
pavement etc.
Report by fieldpersonnel
13
The MaintenanceDivision will prepareand submit notice of
completion to theconcern office.
90minutes
Division Managerand Project
ManagementOfficer A
Actual site inspection bythe supervisor will beconducted to ensure
activity has beencompleted.
Report ofcompletion
14
Maintenance divisionclerk will secure copy
of the approved permitand notice of
completion for filing.
10minutes Division Clerk
The Maintenance Divisionwill prepare and submitnotice of completion to
the concern office.
Folder file
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SECURING OF PERMIT
Actual siteinspection
Informingconcerned offices
through letter
Preparation ofVicinity Map,
Sketch Plan andPhotos of theinspected site
Preparation ofcommunication
documents for theconcerned officialsand for approval
of the GeneralManager
Recording of theapproved
communicationdocuments
Submission of thecommunication
document to theconcerned office
or agency forinspection and
evaluation
Reception of theresponse of the
concernedagency with the
requirements to becomplied
Issuance ofMemorandumregarding the
approved permitto the concerned
division ordepartment
Implementation ofthe project by theconcerned division
Restoration ofexcavated portion
and demolishedconrete pavement
Inspection of theaccomplishedactivity by the
supervisor
Submission of thenotice of
completion to theconcerned offices
Filing of copies ofthe approved
permits and noticeof completion
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
OPERATIONS DURING ROAD WIDENING
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Site inspection. 60 min.
Water maintenancesection head and
Projectmanagement
officer A.
Request by contractor Letter request
2Coordination to the
project in charge andcontractor.
30min.
Watermaintenance
section head andpersonnel assign.
Site inspection Inspection
3
Installation of markersbeside mainline and
service line location toavoid damage.
120 min. Maintenancepersonnel.
Proper coordination to theproject in charge and
contractor
ActualVerification of
Main and serviceline.
4
Instruct project incharge, lead man and
equipment operatoron the location of main
and service line.
30 min.
Water MaintenanceSection head and
ProjectManagement
officer A
Installation of markersbeside the Main service
line to avoid damage
Propercoordination
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
5 Monitoring ofequipment operation. 240 min.
Water MaintenanceSection Head and
personnel
Proper instruction to theproject in charge/leadman and equipment
operator.
Propercoordination
6
Contractor mustcoordinate to the
concern office beforeoperation of the
project near main line.
30 min. Project in chargeand contractor.
monitoring all operation ofequipment to avoid
damage of main andservice lines.
Propercoordination.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
OPERATIONS DURING ROAD WIDENING
Site inspection Coordination to the Projectin charge and contractor
Installation of markersbeside main line and
service line location toavoid damage
Giving of instructions to theproject in charge, leadman, and equipment
operator regarding thelocations of the main line
and service line
Monitorig of equipmentoperation
Coordination of contractorto the concerned office
before the operation of theproject near main line
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REPAIR OF 150mm and 200mm TRANSMISSION LINES
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Prepare maintenanceOrder. 15 min.
Customer ServicesSection and
maintenancedivision.
Call from officeguard. Call from
concessionaires andconcerned person
MaintenanceOrder
2
Onsite inspection ofleakages , Verificationand actual repair with
complete tools,materials and safety
measures.
30 min.MaintenanceForeman and
personnel.Request repair of leakage Maintenance
Order
3Water interruption with
coordination toinformation officer
150 min Maintenancepersonnel
Onsite inspection andverification n and actual
repair
MaintenanceOrder
4Excavation of pipe
leakage 1.20m x 1.20m180 m.
160 min MaintenanceDivision
Excavation of locatedleakage inspection
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
5 Measure and cutting ofpipe 15 min.
MaintenanceForeman and
Personnel
Water interruption andcoordination to
informationInspection
6 Installation of pipe and2- sleeve type coupling 30 min Maintenance
personnelCheck defective pipes
and cut Inspection
7 Activation of T/L 30 min. Water Resourcesdivision
Installation of pipe andfittings
Installation of Pipeand fittings.
8 Check repaired pipeline. 10 min Maintenance
personnelActivation of repaired
pipe Activation of T/L.
9Restoration of
excavated anddemolished area.
30min. maintenancepersonnel.
Inspection of repairedpipe.
Check newlyRepaired T/L.
10 Accomplishedmaintenance order 10 min. Maintenance
personnelOn site verification of
leakage and actual repairMaintenance
order
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REPAIR OF 150mm and 200mm TRANSMISSION LINES
Preparation ofMaintenance Order
Inspection ofleakages, verification
and repair
Coordination to theinformation officer for
water interruptionnotice
Excavation of pipewith leakage (1.20m
x 1.20 x 1.80m)
Measurement andcutting of the pipe
Installation of pipeand 2-sleeve type
couplingActivation of
transmission lineChecking of repaired
pipe line
Restoration ofexcavated areasand demolished
concrete
AccomplishedMaintenance Order
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REPAIR OF LINES WITH 50mm TO 100mm DIAMETER
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Prepare maintenanceOrder 15 min Maintenance
Division. Call from the office guard. Site inspection
2
On site Verification ofleakage and actualrepair with completetools ,materials and
safety measures.
30 min Maintenancepersonnel inspection inspection
3Water interruption with
coordination to theinformation officer
60 min Water ResourcesDivision
On site verification andactual repair.
Prepare letter forinterruption
4
Excavation of pipeleakage.
100 mm -.90m x1.20m75mm- .80m x1.20m63mm & 50mm -.60x
.60mx 1.m.
60 min Maintenancepersonnel
Water interruption withproper coordination tothe information officer.
Prepare waterinterruption
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
5 Measure and cutting ofpipe 15 min Maintenance
personnel Actual excavation Inspection
6 Chamfering of PVCpipe. 25min Maintenance
personnelMeasure and cutting of
pipe.
7
Installation of PVC pipewith bell and 1-sleeve
type coupling andtightening of 4-pcs bolt
35 min Maintenancepersonnel
Chamfering of existingpipe.
Chamfering ofpipe
8 Activation ofdistribution line 25min. Water Resources
Division Installation pipe Excavation
9 Check installed pipeand fillings 15 min Maintenance
personnelActivation of Main./distribution line Inspection
10Restoration of
excavated area anddemolished concrete
45min. MaintenanceDivision Checking Inspection
11 Accomplishedmaintenance order 10 min. Maintenance
personnel
On site verification ofleakage and actual
repair.
Maintenanceorder
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REPAIR OF LINES WITH 50mm TO 100mm DIAMETER
Preparation ofMaintenance
Order
Inspection ofleakages,
verification andrepair
Coordination to theinformation officer
for waterinterruption notice
Excavation of pipewith leakage
Measurement andcutting of the pipe
Chamfering of PVCPipe
Installation of pipewith bell and 2-sleeve
type coupling andtightening of 4-pcs
bolt
Activation ofdistribution line
Checking ofrepaired pipe line
Restoration ofexcavated areasand demolished
concrete
AccomplishedMaintenance
Order
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REPAIR OF LINES WITH 50mm TO 100mm DIAMETER
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Prepare MaintenanceOrder. 15 min
Customer Servicesection and
MaintenanceDivision
Call from the office guardCall from concessionaire
concern
Maintenanceorder
2
On site Verification andinspection of leakageand actual repair with
complete tools,materials and safety
measures.
35 min Operation sectionpersonnel
Prepare maintenanceorder Inspection
3 Excavation of leakage0.46x0.50 x 0.80 m. 85 min Operation
Section personnelOn site verification andinspection of leakage. Inspection
4Water interruption with
coordination toinformation officer
60 min Operation sectionpersonnel Excavation of leakage
Preparation ofwater interruption
Letter incoordination withinformation officer
5 Measure and cutting ofpipe 25 min Operation section
personnel
Water interruption withcoordination to
information officerCheck
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
6 Installation of pipe andconnector 35 min Operation section
personnelMeasure and cutting of
pipe check
7Activation of
distribution andservice line.
15 min. Water ResourcesDivision
Installation of pipe andconnector inspection
8 Check repaired serviceline 20min. Operation section
personnelActivation of distribution
and service line. Inspection
9Restoration of
excavated area anddemolished concrete.
50min Operation sectionpersonnel
Check repaired Serviiceline Inspection
10 Accomplishedmaintenance order 20 min. Operation section
personnel Restoration Maintenanceorder
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
REPAIR OF LINES WITH 50mm TO 100mm DIAMETER
Preparation ofMaintenance
Order
Inspection ofleakages,
verification andrepair
Excavation of pipewith leakage
Coordination to theinformation officer
for waterinterruption notice
Measurement andcutting of the pipe
Installation of pipeconnector
Activation ofdistribution line and
service lineChecking of
repaired pipe line
Restoration ofexcavated areasand demolished
concrete
AccomplishedMaintenance
Order
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Water Resources Division
WRD/WQS TRANSACTION 001: WATER QUALITY MONITORING - PESTICIDE ANALYSIS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Scheduling ofwater samplecollection andsubmission
10 mins Laboratory StaffCoordination with theBureau of Plant Industryas to schedule
Approved letter of requestfor analysis
2Requestpayment andofficial travel
30 mins Laboratory StaffConfirmed date ofsampling provided by BPI
3Water samplecollection andsubmission
4 hours Laboratory StaffPreparation of watersampling containers.
4Claiming ofOfficial ResultForms
30 mins Laboratory StaffInquiry and verificationon the availability ofresults
Claim stub, official traveldocuments
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
5Submission ofofficial result
20 mins Laboratory Staff Approved Result
6
Provide copiesof reports toLWUA, City andMunicipal HealthOffices
1 day Laboratory StaffPreparation of formalletter of endorsement forthe reports
Monthly Report
WRD/WQS TRANSACTION 001: WATER QUALITY MONITORING - PESTICIDE ANALYSIS
Scheduling ofwater samplecollection and
submission(10 mins)
Water samplecollection and
submission(4 hours)
Claiming ofOfficial Result
Forms(30 mins)
Submission ofofficial resultforms (to beincluded in
the monthlyreports)
(20 mins)
Endorsementof copies ofreports to befurnished tothe Local
Water UtilitiesAdministration
, City andMunicipal
Health Offices(1 day)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 002: WATER QUALITY MONITORING - RADOM ANALYSISSTEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/
REQUIREMENTS
1
Scheduling ofwater samplecollection andsubmission
10 mins Laboratory Staff
Communication with thelaboratory staff from thePhilippine NuclearResearch Institute
Approved letter ofrequest for analysis
2Request paymentand official travel
30 mins Laboratory StaffConfirmed date ofsampling provided byPNRI
3Water samplecollection andsubmission
5 hours Laboratory StaffPreparation of watersampling containers
Payment for services,official travel documents
4Claiming ofOfficial ResultForms
30 mins Laboratory StaffInquiry and verification onthe availability of results
Claim stub, official traveldocuments
5Submission ofofficial result
20 mins Laboratory Staff
6
Provide copies ofreports to LWUA,City andMunicipal Health
1 day Laboratory StaffPreparation of formalletter of endorsement forthe reports
Monthly Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 002: WATER QUALITY MONITORING - RADOM ANALYSIS
Scheduling ofwater samplecollection andsubmission.
(10 mins)
Water samplecollection andsubmission.
(5 hours)
Claiming ofOfficial Result
Forms .(30 mins)
Submission ofofficial resultforms (to beincluded in
the monthlyreports).(20 mins)
Endorsementof copies ofreports to befurnished tothe Local
Water UtilitiesAdministration
, City andMunicipal
Health Offices.(1 day)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 003: WATER QUALITY MONITORINGCHLORINE RESIDUAL MONITORING
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Preparation of
materials15 mins
Water QualityMonitoringPersonnel /
Laboratory Staff
Preparation of pipewrench/valve key, DPD
reagent, test tubes
2Perform Flushing
of lines1 to 5 Mins
Water QualityMonitoringPersonnel
Travel to selectedrepresentative areas for
monitoring
3Sampling of
Chlorine Residual3 mins
Water QualityMonitoringPersonnel
After flushing, collect andplace water sample onthe test tube then add
DPD reagent
4Recording of
results3 mins
Water QualityMonitoringPersonnel
Note the number ofminutes for flushing and
chlorine residual levels (0.3- 0.5 ppm)
5Submission ofdaily chlorine
residual report tosupervisor
5 minsWater QualitySection Head
6
Provide copies ofreports to LWUA,
City andMunicipal Health
1 day Laboratory StaffPreparation of formal letter
of endorsement for thereports
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 003: WATER QUALITY MONITORINGCHLORINE RESIDUAL MONITORING
Preparationof
materials.(15 mins)
Flushing.(1-5 mins)
ChlorineResidual
Monitoring.(3 mins)
Recordingof results.(3 mins)
Endorsement of
activityreport to
theconcernedpersonnel.
(5 mins)
Submissionof officialresults, to
beincluded inthe monthly
reports.(30 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 004: WATER TREATMENT - CHLORINE GAS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Preparation of
materials.15 mins
Water QualityMonitoringPersonnel
Delivery of Gas tanks tothe respective treatment
areas
2Installation of Gas
Feeder to theTank.
15 minsSources
Personnel, WaterQuality Section
Checking for leaks andpossible damage on the
tank and apparat us
3
Monitoring ofChlorine Residual
at estimatedendpoint oftreatment.
15 minsWater Quality
MonitoringPersonnel
Activation of GasChlorinator
4Recording of
results.3 mins
Water QualityMonitoringPersonnel
Note the chlorine residuallevels (should be 0.3 - 0.5
ppm at endpoint)
5
Endorsement ofactivity report tothe concerned
personnel.
5 minsWater QualitySection Head
Finalization of report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 004: WATER TREATMENT - CHLORINE GAS
Preparation ofmaterials.(15 mins)
Installation ofGas Feeder to
the Tank .(15 mins)
Monitoring ofChlorine
Residual atestimated
endpoint oftreatment .
(15 mins)
Recording ofresults
(3 mins)
Endorsementof activity
report to theconcernedpersonnel.
(5 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 005: WATER TREATMENT - CHLORINE DIOXIDE
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Preparation ofmaterials andequipment.
10 minsSources
Personnel, WaterQuality Section.
Check for leaks onstorages for activator and
base, and status ofchlorine injector.
Activity Report
2Activation of
chlorine injector.20 mins
SourcesPersonnel, WaterQuality Section.
Refilling of the storagetank with repect to the
standard ratio for mixing(100L base + 900L water =1000L base solution and
200L activator + 800Lwater = 1000L activator
solution).
Activity Report
3Recording of
activity.3 mins
Water QualityMonitoringPersonnel.
Activity Report
4
Endorsement ofactivity report tothe concerned
personnel.
5 minsWater QualitySection Head.
Finalization of report.Activity Report,
Weekly/Monthly Reports
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 005: WATER TREATMENT - CHLORINE DIOXIDE
Preparation ofmaterials andequipment.
(10 mins)
Activation ofchlorineinjector.(20 mins)
Recording ofactivity.(3 mins)
Endorsementof activity
report to theconcernedpersonnel.
(5 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/WQS TRANSACTION 006: WATER TREATMENT - CHLORINE GRANULES
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Preparation of
materials.15 mins
SourcesPersonnel
Delivery of ChlorineGranules to treatment
areas.Activity Report
2
Activation of drip-type chlorinationas supplementarytreatment to the
chlorine activatorand gas
treatment.
20 minsSources
Personnel, WaterQuality Section
Dilution of chlorinegranules (15 grams of
chlorine granules per 1 literof water for "mothersolution". Use 3mL of
"mother solution" to treat1000L of water).
Activity Report
3
Monitoring ofChlorine Residual
at estimatedendpoint oftreatment.
15 minsWater Quality
MonitoringPersonnel
Activation of Drip-typechlorination.
Activity Report
4Recording of
results.3 mins
Water QualityMonitoringPersonnel
Note the chlorine residuallevels (should be 0.3 - 0.5
ppm at endpoint)Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
5
Endorsement ofactivity report tothe concerned
personnel.
5 minsWater QualitySection Head
Finalization of reportActivity Report,
Weekly/Monthly Reports
WRD/WQS TRANSACTION 006: WATER TREATMENT - CHLORINE GRANULES
Preparation of
materials(15 mins).
Activationof drip-
typechlorinatio
n assupplemen
tarytreatment
to thechlorineactivatorand gas
treatment(20 mins).
Monitoringof ChlorineResidual atestimatedendpoint
oftreatment(15 mins).
Recordingof results(3 mins).
Endorsement of
activityreport to
theconcernedpersonnel(5 mins).
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 001: TREATMENT PLANT OPERATIONS AND REPORTS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Relay informationto base and WRD
personnel.1 min.
SourcesPersonnel, WaterQuality Section.
Full Close Lapaan Valves1,2,3,4 and 5.
Activity Report
2
Prepare PerezTreatment PlantFull Open Valve
36; Full CloseValve 34; Full
Open Valve 33and Full Close
Valve 32.
5 to10min.
FacilityPersonnel, WaterQuality Section
Full Open Lapaan 4 Valveand Valve 59 of Lumot forLapaan 1 supply. Record
hourly basis of waterturbidity before and afterplant. Control R1 and R2
outlet (3 turns openrespectively) isolate
Crossing 114 down toMatalam and FC Crossing
114 Valve.
Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Relay information tobase and WRD
personnel. (1 min)
Prepare PerezTreatment Plant FullOpen Valve 36; FullClose Valve 34; FullOpen Valve 33 andFull Close Valve 32
(5-10 mins)
Back to Normal lessthan 1.0 NTU. Full
open V32, FC V33,FC V36, FO V34, Full
Open Lapaan 1,2,3,4and 5 Intake Box
Valves and FC V59of Lumot
(5-15 mins)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
3
Back to Normalless than 1.0 NTU.Full open V32, FCV33, FC V36, FOV34, Full OpenLapaan 1,2,3,4
and 5 Intake BoxValves and FCV59 of Lumt.
5 to15min.
Facility/SourcePersonnel, WaterQuality Section.
WSS will conduct flushingactivity of all Lapaan
Transmission TransmissionLine. Relay information innormalizing the system.
Activity Report
WRD/SF TRANSACTION 001: TREATMENT PLANT OPERATIONS AND REPORTS
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 002: PRODUCTION INVENTORY
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Recording andmonitor all
production meterreadings every
06:00 am.
5 minsWater Sources
PersonnelRelay information to base.
Record productionreding to be submitted
weekly.
2
Recording andmonitor all
production meterreadings every
06:00 pm.
5 minsWater Sources
PersonnelRelay information to base.
Record productionreding to be submitted
weekly.
WRD/SF TRANSACTION 002: PRODUCTION INVENTORY
Recording andmonitor allproduction
meter readingsevery 06:00 am
(5 mins)
Recording andmonitor allproduction
meter readingsevery 06:00 pm
(5 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 003: LOSSES INVENTORY
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Report (type ofevent or activity)
and recordduration of water
losses .
1 min.Water Quality
DivisionPrepare report and verify. Activity/Spot Report
2
After verification,compute possiblelosses in terms of
Cu.m per hr(m³/hr) by theformula Q=AV.
10 to 15mins.
Water QualityDivision
Record losses and submitreport.
Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 003: LOSSES INVENTORY
Report (type ofevent or activity)
and recordduration of water
losses(1 mins).
After verification,compute possiblelosses in terms of
Cu.m per hr (m³/hr)by the formula
Q=AV(10 to 15 mins.)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 004: RAINFALL DATA
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Recordaccumulatedvolume of rainwater for each
source.
variable(dependson rain
duration)
SourcesPersonnel, WaterQuality Section.
Relay to base theaccumulated rainfall in 12
hours basis.Activity Report
2
Compute therainfall in mm/hr
by using theformula R=A/V.
where: A= area offunnel's mouth inmm sq and V=
vol. of rainwateraccumulated in
ml.
3 minsWater Quality
SectionPersonnel.
Recording of datas forbasis of in order to
account the approximatevolume of water catch by
the source areas.
Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 004: RAINFALL DATA
Recordaccumulatedvolume of rainwater for each
source.(depends on rain
duration)
Compute therainfall in mm/hr byusing the formulaR=A/V. where: A=
area of funnel'smouth in mm sqand V= vol. of
rainwateraccumulated in ml.
(3 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 005: RESERVOIR STATIC LEVEL
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Recording andrelaying of
reservoir staticlevels every hour.
5 minsSources
Personne/BlueGuards.
Water Quality Section willcollect all datas reorded
for 24 hrs.Activity Report
2
Encode andcompute the
static levels of allreservoirs for four
distict hours (12:00mn, 05:00 am,12:00 nn and
06:00 pm) in termsof Cubic Meter.
3 hrsWater Quality
SectionPrepare and submit
report.Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 005: RESERVOIR STATIC LEVEL
Recording andrelaying of reservoirstatic levels every
hour.(5 mins)
Encode andcompute the static
levels of allreservoirs for four
distict hours (12:00mn, 05:00 am, 12:00nn and 06:00 pm) in
terms of CubicMeter.(3 hrs)
Page | 158
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 006: SOURCES MAINTENANCE (INTAKE BOX AND DAM)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Daily bushing ofriverbed, boxes
amd sweeping ofperimeters.
2 hours(every
05:00 am)
SourcesPersonnel, WaterQuality Section.
Preparation of perimeterdisinfection.
Activity Report
2Disinfection of
intakes, perimeterof surface water.
15 to 20mins
SourcesPersonnel, WaterQuality Section.
Checking of production. Activity Report
WRD/SF TRANSACTION 006: SOURCES MAINTENANCE (INTAKE BOX AND DAM)
Daily bushing ofriverbed, boxes
amd sweeping ofperimeters.
(2 hours every 05:00am)
Disinfection ofintakes, perimeterof surface water.
(15-20 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 007: DE-SILTING ACTIVITIES (SOURCES AND RESERVOIRS)
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Preparation ofmaterials andequipment.
1daySources
Personnel, WaterQuality Section.
Check status of areas,manpower availability
and disseminateinformation by anapproved internalcommunication.
Activity Report
2Conduct De-
Silting .4 to 6hours
SourcesPersonnel, WaterQuality Section.
Disinfection of Reservoir. Activity Report
3Drian disinfectant
solution.1 hour
SourcesPersonnel, WaterQuality Section
Filling and back to normaloperation and inform
concerned divisions andpersonnel.
Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 007: DE-SILTING ACTIVITIES (SOURCES AND RESERVOIRS)
Preparationof materials
andequipment
(1day)
Conduct De-Silting
(4 to 6 hours)
Driandisinfectant
solution.(1 hour)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8A. CALIBRATION.
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Calibration for Re-Open. ReceivedService Request.
1minWater Quality
Section
Recording and informingWater Meter Laboratory
Personnel/Field PersonnelActivity Report
2Pull-Out and TestWater Meter at
Laboratory
30 to 45mins
WQS personnelEndorsed water meter at
Water quality SectionActivity Report
3
Endorsed watermeter at Service
ConnectionSection togetherwith the Service
Request.
5 mins. WQS personnel NONE Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8A. CALIBRATION
Calibration for Re-Open.Received Service Request.
( 2 days )
Pull-Out and Test WaterMeter at Laboratory.
( 2 days )
Endorsed water meter atService Connection Section
together with the ServiceRequest.( 2 days )
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8B. RE-OPEN.
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Received
endorsed MO/SR.1min
Water QualitySection
By month segregation ofwater meters.
Activity Report
2
Advice MeterMechanic at
Manogol watermeter laboratory
to pull outdisconnected
water meter andsend to main
office .
90 mins WQS personnelChecking and re-
calibrating of watermeter.
Activity Report
3
Endorse watermeter to Service
ConnectionSection for re-
open.
5 mins. WQS personnelRecording of Service
Request.Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8B. RE-OPEN
Received endorsedMO/SR.(1min)
Advice Meter Mechanicat Manogol water meter
laboratory to pull outdisconnected water meterand send to main office .
(90 min)
Endorse water meter toService ConnectionSection for re-open.
(5 min)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8C. REPAIR WATER METER.
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Prepare over six(6) monts
disconnectedwater meters.
15 mins.Water MeterLaboratoryPersonnel
Soaking, Brushing andgrinding of water meters
2Dismantling ofwater meters.
10-15 minsWater MeterLaboratoryPersonnel
Checking and repair ofwater meters
3
Assemble watermeters if repairedand for utilization
(MO changewater meter and
rental).
15 to20mins.
Water MeterLaboratoryPersonnel
Calibration for checking.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8C. REPAIR WATER METER
Prepare over six (6) montsdisconnected water
meters.(15 mins.)
Dismantling of watermeters.
(10-15 min)
Assemble water meters ifrepaired and for utilization(MO change water meter
and rental).(15-20 mins.)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8D. TEST WATER METER
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
ReceivedMaintenanceOrder/Service
Request.
1minWater Quality
Section
Recording and informingWater Quality Section
Field Personnel forscheduling of test.
Activity Report
2On-site testing by
use of bucketcalibrator.
30-40 minsWater Quality
Sectionpersonnel
Record and submmitreport together with
SR/MO for proper action.Activity Report
3
Change watermeter if found
defective usingrepaired watermeter (over 6
month).
30 mins. WQS personnel NONE Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8D. TEST WATER METER
Received MaintenanceOrder/Service Request.
(1min)
On-site testing by use ofbucket calibrator.
(30-40 mins)
Change water meter iffound defective usingrepaired water meter
(over 6 month).(30 min.)
Page | 169
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8E. CHANGE WATER METER
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Receive ServiceRequest/Maintenance Order fromCustomer Service
Section.
1minWater Quality
Section
Record and submit reporttogether with SR/MO for
proper action.Activity Report
2
Assign personnelto perform
Change WaterMeter activity.
5minWater Quality
Sectionpersonnel
Determine if ServiceRequest or MaintenanceOrder; for SR use brandNew Water Meter if MOuse Recalibrated water
meter.
Activity Report
3
Water QualitySection fieldpersonnel will
perform changewater meter forthe concernedconcessionaire.
Kidapawan area
maximumof 90 mins
hr (restmunicipali
tyvariable)
WQS personnelRecording of service
request and maintenanceorder activity
Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8E. CHANGE WATER METER
Receive ServiceRequest/MaintenanceOrder from Customer
Service Section.(1min)
Assign personnel toperform Change Water
Meter activity.(5min)
Water Quality Section fieldpersonnel will perform
change water meter forthe concernedconcessionaire.
Kidapawan areamaximum of 90 mins hr
(rest municipality variable)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8F. INFORMATION DISSEMINATION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Hourly monitoringby use of turbidity
meter.2 mins.
SourcesPersonnel, WaterQuality Section
Recording and relaying tobase every hour.
Activity Report
2
If high HTL ofwater occurs seeplant operation
procedure.
15minsSources
Personnel, WaterQuality Section
Recording and relaying tobase every hour.
Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD/SF TRANSACTION 008: CALIBRATION, RE-OPEN, REPAIR, TEST, CHANGE,INFORMATION DISSEMINATION
8F. INFORMATION DISSEMINATION
Hourly monitoring by useof turbidity meter.
(2 mins)
If high HTL of water occurssee plant operation
procedure.(15mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 001: VALVE EXERCISE/MANIPULATION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Full close of valve 2 to 5 min WRD-WSSpersonnel None
Activity Report2 Full open of Valve 2 to 5 min WRD-WSSpersonnel Full close of valve
3 Back to original no.of turns 2 to 5 min WRD-WSS
personnel Full open of Valve
WRD-WSS TRANSACTION 001: VALVE EXERCISE/MANIPULATION
Full close of valve(2 to 5 min)
Full open of Valve(2 to 5 min)
Back to original no. of turns(2 to 5 min)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 002: FLUSHING ON BLOW-OFFS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Pressure reading 5 Min WRD-WSSpersonnel None
Activity Report
2
ValveManipulationOpen Blow-
off/fire hydrant
2 to 5 Min WRD-WSSpersonnel Pressure reading
3
Observe waterquality on
presence of airand clearness.
5 to30 Min WRD-WSSpersonnel Open valve
4
ValveManipulation
Close Blow-off/firehydrant
2 to 5 Min WRD-WSSpersonnel
Observe water quality onpresence of air and
clearness.
5 Pressure reading 5 Min WRD-WSSpersonnel Close Line Valve
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 002: FLUSHING ON BLOW-OFFS
Pressurereading(5 mins)
ValveManipulation Open
Blow-off/fire
hydrant.(2 to 5mins)
Observewater
quality onpresenceof air andclearness.
(5 to 30mins)
ValveManipulation Close
Blow-off/fire
hydrant.(2 to 5mins)
Pressurereading.(5 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 003: NO WATER DUE TO CLOG-UP WATER METERS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Investigate watersupply on
neighbors toconfirm clog up
3 to 5 Min WRD-WSSpersonnel MO/SR from CSD
Activity Report
2 Dismantle WaterMeter 5 Min WRD-WSS
personnel
Investigate water supplyon neighbors to confirm
clog up
3 Remove Clog-up 5 Min WRD-WSSpersonnel Dismantle Water Meter
4 Pressure reading 5 Min WRD-WSSpersonnel Remove Clog-up
5 Assemble WaterMeter 5 Min WRD-WSS
personnel Pressure reading
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 003: NO WATER DUE TO CLOG-UP WATER METERS
Investigatewater
supply onneighbors to
confirmclog up
(3 to 5 mins)
DismantleWaterMeter.
(5 mins)
RemoveClog-up.(5 mins)
Pressurereading.(5 mins)
AssembleWaterMeter.
(5 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 004: ASSIST MAINTENANCE/REPAIR ACTIVITIES
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Flushing on Blowoffs/Fire hydrant. 5 to10 min WRD-WSS
personnel OMD on site
Activity Report
2
Valvemanipulation on
line valves.(Closing of line
valves).
5 to10 min WRD-WSSpersonnel
Flushing on Blow offs/Firehydrant
3
Valvemanipulation on
line valves.(Opening of line
valves).
5 to10 min WRD-WSSpersonnel
Valve manipulation on linevalves. (closing of line
valves)
4
Flushing on Blowoffs/Fire hydrant
after repair toremove turbid
water.
5 to60 min WRD-WSSpersonnel
Valve manipulation on linevalves. (opening of line
valves)
5Closing of blow-off/fire hydrant. 5 to10 min WRD-WSS
personnel
Flushing on Blow offs/Firehydrant after repair toremove turbid water
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
6 Pressure readingafter repair. 5 min WRD-WSS
personnelClosing of blow-off/fire
hydrant
WRD-WSS TRANSACTION 004: ASSIST MAINTENANCE/REPAIR ACTIVITIES
Flushing on Blowoffs/Fire hydrant.
(5 to 10 min)
Valvemanipulation on
line valves.(closing of line
valves).(5 to 10 min)
Valvemanipulation on
line valves.(Opening of line
valves).(5 to 10 min)
Flushing on Blowoffs/Fire hydrant
after repair toremove turbid
water.(5 to 10 min)
Closing of blow-off/fire hydrant.
(5 to 10 min)
pressure readingafter repair.
(5 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 005: ASSIST INTERCONNECTION ACTIVITIES OF NEWPROJECTS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Informationdissemination. 5 min WRD-Div.
mngr./officers
Approval of Waterinterruption Advisory 5
days before the activity.
Activity Report
2 Flushing on Blowoffs/Fire hydrant.
10 to 180min
WRD-WSSpersonnel Information dissemination.
3
ValveManipulation
(Closing ofValve).
5 to10 min WRD-WSSpersonnel
Flushing on Blow offs/Firehydrant.
4
ValveManipulation(Opening of
Valves).
5 to10 min WRD-WSSpersonnel
Valve Manipulation(Closing of Valve).
5 Closing of blowoffs/fire hydrants. 5 to10 min WRD-WSS
personnelValve Manipulation
(Opening of Valves).
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 005: ASSIST INTERCONNECTION ACTIVITIES OF NEW PROJECTS
Informationdissemination.
(5 mins)
Flushing onBlow offs/Fire
hydrant.(10 to 180
mins)
ValveManipulation
(Closing ofValve).
(5 to 10mins)
ValveManipulation(Opening of
Valves).(5 to 10mins)
Closing ofblow offs/fire
hydrants.(5 to 10mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 006: NO WATER/LOW PRESSURE DUE TO CLOG-UP ATDISTRIBUTION LINES
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
Pressure readingto identify
location of clog-up.
5 min WRD-WSSpersonnel.
Receive MO/SR/Walk inand on call water supply
Activity Report
2Conduct flushingon blow offs/fire
hydrants.5 to10 min WRD-WSS
personnel.
pressure reading toidentify location of clog-
up
3
ValveManipulation
(Closing ofValves).
5 to10 min WRD-WSSpersonnel.
Conduct flushing on blowoffs/fire hydrants
4Operation in
removal of clogup.
60 to180min
WRD-WSSpersonnel.
Valve Manipulation(Closing of Valves)
5
ValveManipulation(Opening of
Valves).
5 to10 min WRD-WSSpersonnel.
Operation in removal ofclog up
6 Flushing activities. 15 to 30min
WRD-WSSpersonnel.
Valve Manipulation(Opening of Valves)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
7 Closing of blow-off/fire hydrant. 5 to10 min WRD-WSS
personnel. Flushing activities
Activity Report
8
Investigate areaafter repair
(Pressurereading).
15 to 30min
WRD-WSSpersonnel.
Closing of blow-off/firehydrant
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 006: NO WATER/LOW PRESSURE DUE TO CLOG-UP ATDISTRIBUTION LINES
pressurereading to
identifylocation of
clog-up.(5 mins)
Conductflushing on
blow offs/firehydrants.
(5 to10 min)
ValveManipulation
(Closing ofValves).
(5 to 10 mins)
Operation inremoval of
clog up.(60 to 180
min)
ValveManipulation(Opening of
Valves).(5 to 10 min)
Flushingactivities.(15 to 30
mins)
Closing ofblow-off/fire
hydrant.(5 to 10 mins)
Investigatearea after
repair(Pressurereading).(15 to 30
mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 007: ACTIVATION OF NEW PROJECTS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1 Pressure readingon tapping point.
5 to 10min
WRD-WSSpersonnel w/CD/PDD and
OMD personnel.
Approval of certificateand acceptance report
and Certificate of Projectcompletion
Activity Report
2
Valvemanipulation
(opening of linevalves).
10 min
WRD-WSSpersonnel w/CD/PDD and
OMD personnel.
Pressure reading ontapping point
3Flushing activities
(Blow-off/Firehydrants).
15 to 60min
WRD-WSSpersonnel w/CD/PDD and
OMD personnel.
Valve manipulation(opening of line valves)
4 Pressure reading(line pressure).
5 to 10min
WRD-WSSpersonnel w/CD/PDD and
OMD personnel.
Flushing activities (Blow-off/Fire hydrants)
5 Valveadjustments. 5 to10 min
WRD-WSSpersonnel w/CD/PDD and
OMD personnel.
Pressure reading (linepressure)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
6
Follow upevaluation after
new connectionsare installed.
30 to 60min
WRD-WSSpersonnel w/CD/PDD and
OMD personnel.
Valve adjustments Activity Report
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 007: ACTIVATION OF NEW PROJECTS
Pressure readingon tapping
point.(5 to 10 min)
Valvemanipulation
(opening of linevalves).(10 min)
Flushingactivities (Blow-
off/Firehydrants).
(15 to 60 min)
Pressure reading(line pressure).(5 to 10 min)
Valveadjustments.(5 to 10 min)
Follow upevaluation after
newconnections are
installed.(30 to 60 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 008: ASSIST/ISOLATION VALVE ON FIREFIGHTING ACTIVITYOF BUREAU OF FIRE AND PROTECTION
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1Open Fire hydrant
(Flushing)5 to 10 min WRD-WSS
personnel. request from BFP
Activity Report
2Valve manipulation
of line valve toisolate area.
5 to 10 min WRD-WSSpersonnel. Open Fire hydrant
3Valve Manipulation
(back to normalstatus).
5 to 10 min WRD-WSSpersonnel.
Valve manipulation of linevalve to isolate area
4 Closing of firehydrant. 5 to 10 min WRD-WSS
personnel.Valve Manipulation (back to
normal status)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 008: ASSIST/ISOLATION VALVE ON FIREFIGHTING ACTIVITY OFBUREAU OF FIRE AND PROTECTION
Open Fire hydrant(Flushing)
(5 to 10 mins)
Valve manipulation ofline valve to isolate
area.(5 to 10 min)
Valve Manipulation(back to normal
status).(5 to 10 min)
Closing of fire hydrant.(5 to 10 min)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 009: MO/SR RECEIVED AND ADDRESS
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
1
IdentifyComplaint/location
/no. of serviceconnectionaffected.
5 min WRD-WSSpersonnel.
Receive MO/SR/walk in andon call complaints.
Activity Report
2
Investigate area(Duration andcause of lowpressure/ No
water).
15 min WRD-WSSpersonnel.
IdentifyComplaint/location/no. of
service connection affected
3
Conduct pressurereading and
flushing activities toidentify the
location of thecause.
15 to 30min
WRD-WSSpersonnel.
Investigate area (Durationand cause of low pressure/
No water)
4
If identifiedproblem is leakage,report to OMD andrefer to WRD-WSS
TRANSACTION 004.
N/A WRD-WSSpersonnel.
Conduct pressure readingand flushing activities to
identify the location of thecause.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERN PRE-REQUISITE ACTIVITIES DOCUMENTATION/REQUIREMENTS
5
If identifiedproblem is
erroneous valvemanipulation, refer
to WRD-WSSTRANSACTION 001.
N/A WRD-WSSpersonnel.
If identified problem isleakage, report to OMD and
refer to WRD-WSSTRANSACTION 004.
Activity Report
6
If identifiedproblem is clog upof main line, Refer
to WRD-WSSTRANSACTION 006.
N/A WRD-WSSpersonnel.
If identified problem iserroneous valve
manipulation, refer to WRD-WSS TRANSACTION 001.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WRD-WSS TRANSACTION 009: MO/SR RECEIVED AND ADDRESS
IdenifyComplaint/locatio
n/no. of serviceconnection
affected.(5 to 10 min)
Investigate area(Duration andcause of lowpressure/ No
water).(10 min)
Conduct pressurereading and
flushing activitiesto identify thelocation of the
cause.(15 to 60 min)
If identifiedproblem is
leakage, report toOMD and reffer
toWRD-WSSTRANSACTION
004.(5 to 10 min)
If identifiedproblem is
erroneous valvemanipulation,reffer toWRD-
WSSTRANSACTION
001.(5 to 10 min)
If identifiedproblem is clogup of main line,Reffer toWRD-
WSSTRANSACTION
006.(30 to 60 mins)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FUNCTIONAL FORMS
Page | 194
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
I Account Name:II
Locat ion:Date:
III Bill of Materials:
Activity (i.e Looping of Diamond St. 150mmø TL to 200mmø TL at Quezon Blvd.)Item Qty Unit Unit Cost Amount
12
sub-total -PDIRECT MATERIALS COST -P
IV Labor Components:
Item12
sub-total -PDIRECT LABOR COST -P
V Summary:
Direct Material Cost PDirect Labor Cost PSpecial Services Cost P
PRIME COST POverhead 8% (of Prime Cost) P
TOTAL PROJECT COST P 0.00
Prepared by: Checked by:
ENGG. ASSISTANT A ENGR. CANUTO A. CODILLA JR.Desigant ion/ Posist ion Division Manager B - PDD
Reviewed by:
MYRNA R. VICTORIA, MBADepartment Manager
Recommended by:
ENGR. WILESPER LISANDRO M. ALQUEZA, RMP, MBAAGM for Operat ions
Brief Work Description:
Description
Description Amount
EXTRA WORK ORDER
Republic of the PhilippinesMETRO KIDAPAWAN WATER DISTRICT
Engineering and Operat ions DepartmentPlanning and Design Division
Lanao, Kidapawan City
Planning & Design Division
Project Name:Classification:Project Location:
Date Prepared: Date Approved:
Source of Funds: Work Duration:Starting Date: Target Completion:
PROJECT TECHNICAL DESCRIPTIONPipe Size:Pipe Length:Pipe Type:
Other Specify:
WORK DESCRIPTION1 62 73 84 95 10
PROJECT COSTDirect Material Cost PDirect Labor Cost PSpecial Services Cost P
PRIME COST POverhead 8% (of Prime Cost) P
TOTAL PROJECT COST P 0.00
Prepared by: Checked by:
NAME CANUTO A. CODILLA JR., CEDesignat ion/Posit ion Division Manager B - PDD
Reviewed by: Funds Checked & Verified by:
MYRNA R. VICTORIA, MBA LALAINE A, WITARA, MPSDepartment Manager B - EOD Department Manager - Finance
Recommended by: Approved by:
WILESPER LISANDRO M. ALQUEZA, CE/RMP/MBA STELLA M. GONZALES. MPSAGM for Operat ions General ManagerDate Approved: Date Approved:
WORK ORDER
Republic of the PhilippinesMETRO KIDAPAWAN WATER DISTRICT
Engineering and Operat ions DepartmentPlanning and Design Division
Lanao, Kidapawan City
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Project Name:Classification:Project Location:
Date Prepared: Date Approved:
Source of Funds: Work Duration:Starting Date: Target Completion:
PROJECT TECHNICAL DESCRIPTION:
WORK DESCRIPTION:
1. 6.2. 7.3. 8.4. 9.5. 10.
PROJECT COST:
Direct Material Cost PDirect Labor Cost PSpecial Services Cost P
PRIME COST POverhead 8% (of Prime Cost) P
TOTAL PROJECT COST P 0.00
Prepared by: Checked by:
NAME ELBEN S. DAQUIPA, CEDesignat ion/Posit ion Division Manager B - CD
Checked base on POW by: Funds Checked & Verified by:
CANUTO A. CODILLA JR., CE MYRNA R. VICTORIA, MBADivision Manager B - PDD Department Manager - EOD
Recommended by: Approved by:
WILESPER LISANDRO M. ALQUEZA, CE/RMP/MBA STELLA M. GONZALES, MPSAGM for Operat ions General ManagerDate Approved: Date Approved:
CHANGE ORDER
Republic of the PhilippinesMETRO KIDAPAWAN WATER DISTRICT
Engineering and Operat ions DepartmentPlanning and Design Division
Lanao, Kidapawan CityI. Reference Number:II. Project Title:III. Brief Work Description:
Location:Date:
IV-1. BILL OF MATERIALSa) TRANSMISSION LINE (380 meters 200mmø uPVC)
Item Qty Unit Mat'l UnitCost Amount
123
sub-total -PDIRECT MATERIAL COST -P
IV-2. LABOR COMPONENTS1. Manual Earthwork Services ( 200mmØ L = Linear Meters)
Excavat ion = /m x 0 0.00Backfilling = /m x 0 0.00
DIRECT LABOR COST -P
Prepared by:IV-3. EQUIPMENT RENTALS
NAME Operation Cost for Excavation & Backfilling (Mechanical)Posit ion/ Designat ion /hr x 0 hrs 0.00
EQUIPMENT RENTAL -P
Checked by: IV-4. FABRICATIONSCANUTO A. CODILLA JR. CE NoneDivision Manager B - PDD FABRICATIONS COST -P
IV-5. SPECIAL SERVICESReviewed by: Tarpaulin Print ing 0.00
Machining 0.00MYRNA R. VICTORIA, MBA Pavement Demolit ion 0.00Department Manager EOD Chiseling 0.00
Removal of Boulders and Road Restorat ion 0.00SPECIAL SERVICES -P
Recommended by:IV-6. SUMMARY
WILESPER LISANDRO M. A. Direct Material Cost -PALQUEZA, CE/RMP/MBA B. Direct Labor Cost -PAGM For Operat ions C. Equipment Rentals -PDate ________________ D. Fabricat ions -P
E. Special Services -PFULL COST -P
Approved by: F. Overhead (4.5% of Prime Cost) -PG. Engineering and Supervision -P
STELLA M. GONZALES, MPS TOTAL PROJECT COST -PGeneral ManagerDate ________________
Republic of the PhilippinesMETRO KIDAPAWAN WATER DISTRICT
Engineering and Operat ions DepartmentPLANNING AND DESIGN DIVISION
Lanao, Kidapawan City
Description
80.00P meters40.00P meters
2,000.00
DISCLAIMER This Program Of Works (POW) is hereby issued as per request by the pet it ioner namedherein.It is understood, however that no MKWD funds shall be disbursed for this purpose, unlessprovided otherwise.
Any third person or party is hereby not ified that disclosing,copying or dist ribut ing of thisPOW or taking any act ion pursuant thereto without the express consent of MKWDmanagement is st rict ly prohibited.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
METRO KIDAPAWAN WATER DISTRICTEngineering and Operat ions DepartmentPLANNING AND DESIGN DIVISIONLanao, Kidapawan City
I . Project Name:I I . Project Cost :I I I . Project Durat ion:
Date Start : Date Finish:IV. Project Status: % As of:V. Accomplished Act ivites: A. Accomplished:
EarthworksManualMechanical
Pipe Installat ion (DL)
Interconnect ions
Hauling of Materials
B. On-going Act ivit ies:
VI. Findings: (Please see attached pictures)
VI I . Recommendat ion/Resolut ion:
VI I I . Date Inspected:
Inspected by:
ENGR. CANUTO A. CODILLA, JR.DM-PDD
Checked/Reviewed by: Comment/s:
MYRNA R. VICTORIA, MBADepartment Manager
Noted By: Comment/s:
ENGR. W LISANDRO M. ALQUEZA, RMP,MBAAsistant General Manager for Operat ions
Actual / Base on POW
PROJECT INSPECTION REPORT
0 / 0 meters0 / 0 meters
I. Reference Number:II. Project Title:III. Brief Work Description:
Location:Date:
IV-1. BILL OF MATERIALSa) TRANSMISSION LINE (380 meters 200mmø uPVC)
Item Qty Unit Mat'l UnitCost Amount
123
sub-total -PDIRECT MATERIAL COST -P
IV-2. LABOR COMPONENTS1. Manual Earthwork Services ( 200mmØ L = Linear Meters)
Excavat ion = /m x 0 0.00Backfilling = /m x 0 0.00
DIRECT LABOR COST -P
Prepared by:IV-3. EQUIPMENT RENTALS
NAME Operation Cost for Excavation & Backfilling (Mechanical)Posit ion/ Designat ion /hr x 0 hrs 0.00
EQUIPMENT RENTAL -P
Checked by: IV-4. FABRICATIONSCANUTO A. CODILLA JR. CE NoneDivision Manager B - PDD FABRICATIONS COST -P
IV-5. SPECIAL SERVICESReviewed by: Tarpaulin Print ing 0.00
Machining 0.00MYRNA R. VICTORIA, MBA Pavement Demolit ion 0.00Department Manager B EOD/PDD Chiseling 0.00
Removal of Boulders and Road Restorat ion 0.00SPECIAL SERVICES -P
Recommended by:IV-6. SUMMARY
WILESPER LISANDRO M. A. Direct Material Cost -PALQUEZA, CE/RMP/MBA B. Direct Labor Cost -PAGM For Operat ions C. Equipment Rentals -PDate ________________ D. Fabricat ions -P
E. Special Services -PFULL COST -P
Approved by: F. Overhead (4.5% of Prime Cost) -PG. Engineering and Supervision -P
STELLA M. GONZALES, MPS TOTAL PROJECT COST -PGeneral ManagerDate ________________
Republic of the PhilippinesMETRO KIDAPAWAN WATER DISTRICT
Engineering and Operat ions DepartmentPLANNING AND DESIGN DIVISION
Lanao, Kidapawan City
2,000.00
Description
80.00P meters40.00P meters
Page | 197
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Water Resource Division
Page | 198
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
METRO KIDAPAWAN WATER DISTRICTEngineering and Operations Department
WATER RESOURCES DIVISIONLanao, Kidapawan City
Main Office Tel nos. (064) 288-1533, 288-1865Fax no. (064) 288-5257
Laboratory Tel no. (064) 278-3900E-mail Address: [email protected]
RESULT FOR MICROBIOLOGICAL ANALYSIS OF WATERLABORATORY NO.:OR NO.:
COMPANYNAME: DATE/TIME OF COLLECTION:
COMPANY ADDRESS: DATE/TIME OF SUBMISSION:SAMPLE SOURCE:
COMPLETE ADDRESS OF SAMPLING POINT:DATE/ TIME OF EXAMINATION: TIME ELAPSED:DRINKING WATER: YES NO TREATED WATER: / YES NO
COLLECTED BY: CONTACTNO.:
MKWD ACCOUNT NAME/ NUMBER: Chlorine Residual: Normal Value: 0.3-1.5ppmPURPOSE:
METHODOLOGY:The sample was analyzed using the standard MULTIPLE-TUBE FERMENTATION TECHNIQUE for the
Page | 199
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
members of the coliform group.
NO. OF POSITIVE TUBES MOST PROBALE NUMBER (MPN) per 100ml
(out of 5 tubes) Sample PNSDW* StandardTOTAL COLIFORM 0 <1.1 MPN/ 100 ml < 1.1 MPN/100mlFECAL COLIFORM 0 <1.1 MPN/ 100 ml < 1.1 MPN/100ml
HETEROTROPHIC PLATE COUNT (HPC) CFU/ ml <500 CFU/ ml
REMARKS:
DISCLAIMER
The bacteriological examination is issued for such purpose as requested by the MKWD client. However, MKWD reserve its right to determine the appropriatenessof using the subject water other than purpose stated above to safeguard public health and safety.
Any other party is hereby notified that disclosing, copying and distributing this result or taking any action pursuant thereto without the expressed consent ofMKWD management is strictly prohibited.
Examined By: Certified By:
CHAREON KAYE V. SALJAY,RMT EDUARD PAUL O. LAQUIHON,RMT
Lic. No. 66054 Lic. No. 63913Laboratory Technician Senior Laboratory Technician
Checked By: Noted By:
NENA SALCEDO-LINGAYON,MD ENGR. WILESPER LISANDRO M. ALQUEZA,CE,RMP,MBALic. No. 92052 Assistant General Manager for OperationsPathologist
Page | 200
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
V METHODOLOGY OF EVALUATION
Every component of evaluation report was designed using historical data and actual physicalaccomplishments against utilized financial resources. In order to derive an effective managerial tool, collection offigures and results of analytical interpretation were presented in a combined technical and practical mode.
The summary report outputs are end results of each division report and analysis. Findings and observationswere being summarized in order to come up recommendations and conclusions. The operations manual aspresented by each division will serve as guide in exercising its functions.
To maintain professional rigor, established report procedures are objective with valid and reliable process.The concern department and division maintain its mandate that in every evaluation, an advancement ofknowledge must be attained to its fullest.
MYRNA R. VICTORIA, MBADepartment Manager
Engineering and Operations DepartmentMetro Kidapawan Water District
TABLE OF CONTENTS
Financial Service Department Background …………………………………………………………………………….. 1
Operating Procedures ………………………………………………………………………………………………………. 3
FSD Functional Chart ………………………………………………………………………………………………………… 10
Organizational Chart ………………………………………………………………………………………………………… 11
Organization Structure ………………………………………………………………………………………………………. 12
Work Descriptions …………………………………………………………………………………………………………….. 13
Monthly Reports Schedule ………………………………………………………………………………………………….. 27
Acronyms and Definition of Terms ………………………………………………………………………………………… 30
ACCOUNTING
FSD Transactions and Processes (Accounting) …………………………………………………………………………. 33
Issuance Budget Utilization Request (BUR) ………………………………………………………………………. 34
Issuance of Certification of Availability of Funds (CAF) ………………………………………………………. 45
Preparation of Payroll ……………………………………………………………………………………………….. 55
Preparation of Payroll Job Order, Casual, and Regular Employees …..…………………………… 55
Withholding Tax Remittance ………………………………………………………………………………. 60
Annual Income Tax Return …………………………………………………………………………………. 64
GSIS Premium Preparation ………………………………………………………………………………….. 66
PhilHealth Premium Preparation …………………………………………………………………………… 70
PAG-IBIG Premium Preparation ……………………………………………………………………………. 73
Preparation of Disbursement Voucher …………………………………………………………………………… 78
Preparation of Journal Entry Voucher ……………………………………………………………………………. 90
Bank Reconciliation Schedule ……………………………………………………………………………………… 99
Preparation of Trial Balance ………………………………………………………………………………………... 100
Balance Sheet Generation …………………………………………………………………………………………. 103
Statement of Income and Expense Generation ……………………………………………………………….. 107
Statement of Cash Flow Generation ……………………………………………………………………………… 110
Payment of Taxes through EFPS ……………………………………………………………………………………. 116
Preparation of Monthly Data Sheet ………………………………………………………………………………. 120
AOM/NS/ND …………………………………………………………………………………………………………… 124
FSD Forms……………………………………………………………………………………………………………………….. 128
Certificate of Availability of Funds ………………………………………………………………………………… 129
Budget Utilization Request ………………………………………………………………………………………….. 130
Disbursement Voucher ………………………………………………………………………………………………. 131
Journal Voucher ………………………………………………………………………………………………………. 132
Bank Reconciliation ………………………………………………………………………………………………….. 133
Trial Balance ……………………………………………………………………………………………………………. 134
Balance Sheet …………………………………………………………………………………………………………. 135
Statement of Income Expense ……………………………………………………………………………………... 136
Audit Observation Memo……………………………………………………………….…………………………... 137
Notice of Suspension ……………………………………………………………………………………………...…. 138
Notice of Disallowance ……………………………………………………………………………………………… 139
Statement of Notice of Suspension, Disallowance and Charges …………………………………………… 140
Notice of Finality of Decision ………………………………………………………………………………………... 141
COA Order of Execution …………………………………………………………………………………………….. 142
FSD Process Flow Charts (Cash Management)…………………………………………………………………………... 143
Fuel Fund Replenishment ……………………………………………………………………………………………. 144
Working Fund Replenishment ………………………………………………………………………………………. 145
Supplier: Materials …………………………………………………………………….…………………...………….. 146
Supplier: Meals ………………………………………………………………………...………………………………. 147
Contractor (Horizontal) ………………………………………………………………………………………………. 148
Contractor (Vertical) …………………………………………………………………………………………………. 149
Job Order ……………………………………………………………….………………………………………………. 150
Travel Local …………………………………………………………….……………………………………………….. 151
Leave Monetization …………………………………………………………………………………………………... 151
Other Schedules ……………………………………………….………………………………………………………. 152
Budget Utilization Request …………………………………………………………………………………………… 153
Preparation of Payroll …………………………………………….……………………………………………………154
Preparation of Other Compensation ……………………………………………………………………………… 155
Disbursement Voucher …………………………………………………………………….………………...………. 156
Journal Voucher ………………………………………………………………………………………………………. 157
Bank Reconciliation …………………………………………………………………………………………………... 158
Preparation of Trial Balance ………………………………………………………………………………………… 159
FS Preparation …………………………………………………………………………………………………………. 160
Disallowances and Settlements ……………………………………………………………………………………. 161
CASH MANAGEMENT
FSD Transactions, Process Flow Chart, Forms (Cash Management Division) …………………….………………… 162
Office Collection ……………………………………………………………………………………….……………… 163
Assignment Per Collector ……………………………………………………………………………………………. 166
Cash and Check Remittances …………………………………………………………………………………….. 167
Processing of Printed Collection Reports …………………………………………………………………………. 168
Printing and Updating of Collection Reports ……………………………………………………………………. 169
Summary of Collection ………………………………………………………………………………………………. 170
Paying Without Water Bill ……………………………………………………………………………………………. 171
Collection of Water Bills (w/ Complains, Queries and Adjustments) ……………………………………….. 171
Office Collection ……………………………………………………………………………………………………… 173
Field Collection ………………………………………………………………………………………………………… 179
Field Collection Remittances ……………………………………………………………………………………….. 180
Field Collection Report ………………………………………………………………………………………………. 181
Bank Collection ……………………………………………………………………………………………………….. 182
Cashiering ……………………………………………………………………………………………………………… 186
Cashier’s Collection Report ………………………………………………………………………………………… 194
Cashier’s Collection Remittance ………………………………………………………………………………….. 196
Administration of Fuel Fund …………………………………………………………………………………………. 198
“Committed to Service Development & Self Reliance”
OPERATIONS MANUAL 2016
FINANCIAL SERVICES DEPARTMENT
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MANUAL OF OPERATIONSFINANCE SERVICES DEPARTMENT
*is one of the departments of the organization concernedwith the resource management, allocation and
investment as well as acquisition.
*responsible for the collection of funds from different sources and ensure its security from any fraud
* ensures the financial health condition of the organization
* control center of financial information as to performance & condition
*ensures to implement internal control system as to funds availability and utilization.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TWO DIVISIONS:
1. ACCOUNTING and BUDGET DIVISION
Accounting and Budget Division is under the Office of the Assistant General Manager for Administration andFinance and is directly under the Department Manager of the Finance Services Department. The Office of theFinance Services Department main function is the safeguarding & maintaining the office assets and properties aswell as financial viability to sustain the operation of the district. Considered as the head department in motivatingmanpower resources to work together on course towards realization of office goals and objectives
The Accounting Division is the office nerve center of information regarding financial transactions reported throughan accurate, updated and reconciled financial reports including preparation and monitoring of budget that willserve as management's guide in future decision making.
It is also responsible for the preparation of disbursement and journal vouchers with approved requests or statementwhich are in accordance to approved COB, COA rules and regulations, latest GAA, Board Resolutions, DBMCircular, LWUA resolutions and other legal bases. It is primarily involvd in the collection and maintenance of datawhich is very essential component to the operation of the District. The financial information for any organization arekept in a pristine system being a key component used in operating and managing any organization. It alsomanages the financial data of the organization which includes sophisticated duties, such as developing ,implementing and maintaining data bases, as well as establishing and monitoring control procedures. Ensures thatall financial reporting requirements are met internally and externally.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Budget - are plans dealing with the acquisition and use of resources over a specified time period expressed inquantitative (monetary) terms. Its preparation involves setting targets for the revenues and expenditures of thewater district. Being a simulation of how the financial inflows, outflows and other accounts will behave as itimplements its plan within the budget period; it also involves the analysis of trends and anticipated changes withinbusiness categories, such as operations and capital expenditures. The adoption of a relatively detailed annualbudget is a key element in improving the water district’s effectiveness. It is prepared by management, usually duringthe last quarter of the year, and should be approved by the Board before being endorsed to the stakeholders andto the regulatory bodies like DBM, COA or LWUA.
2. Cash Management Division- (Collection & Cashiering units) is the treasury of the organization .It involvescollection of funds from all sources and ensures to safeguard from any risk of fraud. It also manages its fundsand ensures to implement internal control system /measures to ensure cash security, availability for theutilization of its operation.
Operating Procedures:
1. Disbursement of Funds: MKWDmaintains disbursement procedures to keep track of the expenses and accountabilitypurposes. There are different purposes for the disbursements and the water district ensures that their disbursementprocedures cover the following purposes:
a. Personal Services f. Emergency procurementb. Operational expenses like chemicals, fuel, and repairs g. Other MOOEc. Capital Expendituresd. Debt servicee. Maintenance expenditures
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2. Receipt & Collection Process: MKWD maintains its collection procedures to keep track of the inflow andoutflow of funds in order to ensure its security and availability for the sustainability of its operation.
Disbursements
Disbursements constitute all cash paid out during a given period either in currency (cash) or by check. It may alsomean the settlement of government payables/obligations by cash or by check. It shall be covered byDisbursement Voucher (DV)/Petty Cash Voucher (PCV) or payroll.(Manual on the New Government AccountingSystem)
Fuel Fund Replenishment
MKWD maintains a fuel fund amounting to P100,000.00 for the fuel requests of drivers, meter readersand disconnection personnel for their day to day transactions and also used for the fuel used in thegenerator.
Concerned personnel are required to liquidate their fuel requests after their usage. It is maintained by the Cash Management Division. It is replenished after 70% usage of fund.
JOURNAL VOUCHER
The accounting record in which the economic transactions and events are initially recorded is called a “Journal’”It is known as the “book of original entry” because it is where the economic transactions are first recorded. Thejournal provides record of transactions with explanations and clear references to their supporting documents withcorresponding debits and credits.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Working Fund Replenishment
MKWD maintains a working fund amounting to P30,000.00. It is maintained under the imprest system. As such, all replenishments shall be directly charged to the
expense account and at all times, the Petty Cash Fund shall be equal to the total cash on hand andthe unreplenished expenses.
It is replenished after 75% usage of fund.
EXPENSES – decrease in economic benefits during an accounting period in the form of outflows or depletion ofassets or incurrence of liabilities that result in decreases in equity
Financial Expenses - include bank charges, interest expense, commitment charges, documentary stamps expenseand other financial charges.
Maintenance and Other Operating Expense (MOOE) – include expenses necessary for the regular operations of anagency like, among others, traveling expenses, training and seminars, water, electricity, supplies expense,maintenance of property, plant and equipment, and other maintenance and operating expenses.
Non Cash Expenses – include bad debts and depreciation expense
Personal Services – This account includes basic pay, all authorized allowances, bonuses, cash gifts, incentives andother personnel benefits of officials and employees.
Revenue/Income - increase in economic benefits during the accounting period in the form of inflows orenhancements of assets or decrease of liabilities that result the increases in equity.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
The Chart of Accounts – provides the framework within which the accounting records are constructed. It is definedas a list of general ledger accounts consisting of real and nominal accounts. The Chart of Accounts is prescribedfor use by all government agencies. The descriptions of all the accounts and the instructions as to when these areto be debited and credited are provided to achieve uniformity in the recording of government financialtransactions used as the main source in preparing financial statements.
ELEMENTS OF FINANCIAL STATEMENTS:
ASSETS – economic resources of an agency that are recognized and measured in conformity with generallyaccepted accounting principles. It also includes certain deferred charges that are not resources but that arerecognized and measured in conformity with generally accepted accounting principles.
LIABILITIES – economic obligations of an agency that are recognized in conformity with the generally acceptedaccounting principles. Liabilities also include certain deferred credits that are not obligations but that arerecognized and measured in conformity with generally accepted accounting principles.
EQUITY – residual in excess of the agency’s assets over its liabilities
REVENUE/INCOME - increase in economic benefits during the accounting period in the form of inflows orenhancements of assets or decrease of liabilities that result the increases in equity.
EXPENSES – decrease in economic benefits during an accounting period in the form of outflows or depletion ofassets or incurrence of liabilities that result in decreases in equity
TYPES OF ACCOUNTS:
1. REAL ACCOUNT - is a general ledger account that does not close at the end of the accounting year. It is anaccount that will always be a part of an agency’s books once opened. It’s there from the very firsttransaction day to the very last transaction day. Generally, the real accounts are permanent accounts foundin the Balance Sheet namely: Asset, Liability and Equity and it measures the financial condition of an agency.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2. NOMINAL ACCOUNTS – are the accounts that report revenues, expenses, net or loss earnings. They aretemporary accounts which are closed at the end of each accounting year. The balance in these accountsare transferred into permanent accounts.
Nominal Accounts are presented in the Statement of Income and Expenses which must be closely monitoredby the
Accounting and Budget division as this is the very tool to measure how the Agency performed againsttargets.
TYPE AND COMPOSITION OF ASSET ACCOUNTS: – considered as economic resources of an agency
1.1 CURRENT ASSETS: 1.2 NON CURRENT ASSETS:
A. Cash and Cash Equivalent Account: A. Property Plant and Equipment1. Cash On Hand (Accumulated Depreciation)2. Cash In Bank B. Construction In progress
B. Receivable Account:1. AR-Customers/Clients
(Allowance for Doubtful Accounts)2. Due from Officer and Employees3. Due from GOCCs4. Receivables from Disallowances/Charges5. Other Receivables
C. Inventory Account:D. PrepaymentsE. Other Current Assets
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2. LIABILITY ACCOUNTS – economic obligation of the District
2.1. CURRENT LIABILITIES: (Short Term) 2.2. NON CURRENT (Long Term) LIABILITIES:
A. Payable Account: A. Loans Payable (LWUA)Accounts Payable Supplier B. Other Long Term LiabilitiesDue to officers and Employees C. Other Deferred Credits – Collection of revenues not yet earnedDue to BIRDue GSISDue to PAG-IBIGDue to PHILHEALTHDue to Other Funds
B. Other Current Liability Account:Guarantee DepositsOther PayableDue from GOCCsDue from LGUsReceivables from Disallowances/ChargesOther Receivables
3. GOVERNMENT EQUITY:- Represents the difference between the Assets and Liability Account
A. Capital OutlayDonated AssetsAcquired Assets
B. Retained Earnings:Cumulative Net Earnings appropriated for a specific purpose which is for the office continuousexpenses
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
C. Income and Expense Summary:A summary account for all revenues earned and expenses incurred during the year(Net Current Year Earnings)
Statement of Income and Expenses: is a financial statement that shows the elements directly related to themeasurement of an agency’s performance. It includes revenue/income and expenses.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
METRO KIDAPAWAN WATER DISTRICT
FUNCTIONAL CHART
ACCOUNTING AND BUDGET DIVISION
It is the office nerve center of information regarding financialtransactions reported through an accurate, updated and
reconciled financial reports including preparation and monitoringof budget that will serve as management’s guide in future
decision making. It is also responsible for the preparation of bothdisbursement and journal vouchers with approved request s or
statement which are in accordance to generally acceptedaccounting principle
CASH MANAGEMENT DIVISION
Responsible for the collection of funds from all sources,safekeeping of fund to depository banks and is responsible for the
preparation of cash or check disbursement with approveschedules for payment which are in accordance to approved
COB,COA Rules and Regulations, CSC, Latest GAA, BoardResolutions, DBM Circulars, LWUA and other regulatory bodies.
OFFICE OF THE BOARD OF DIRECTORSPolicy making body of the Water District
OFFICE OF THE GENERAL MANAGER
Run the day to day operation of the District. Authority to appoint all personnel of the Water District.
OFFICE OF THE ASSISTANT GENERAL MANAGER FOR ADMINISTRATIVE AND FINANCE
Assist the General Manager in running the day to day operation of the Water District concerning Administrativeand Finance.
FINANCE DEPARTMENT
Responsible for the Management, Supervision and Planning of Finance Services in accordance toCOA, LWUA, CSC, DBM, Office and other Governing bodies.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ORGANIZATIONAL STRUCTURE
OFFICE OF THE AGM FOR ADMIN & FINANCE
FINANCE SERVICES DEPARTMENT
ACCOUNTING & BUDGET DIVISION
DIVISION MANAGER
ACCOUNTING SECTION BUDGET SECTION
CORPORATE ACCOUNTANT CORP. BUDGET SPECIALIST
ASST. BUDGET SPECIALISTSR. ACCTG. PROCESSOR A PAYROLL IN-CHARGE
ACCOUNTING PROCESSOR B
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ORGANIZATIONAL STRUCTURE
CASHIER D
OFFICE OF THE AGM FOR ADMIN & FINANCE
FINANCE SERVICES DEPARTMENT
CASH MANAGEMENT DIVISION
DIVISION MANAGER
COLLECTION SECTION CASHIERING SECTION
SUPERVISING CASHIER SUPERVISING CASHIER
CASHIER ACASHIERING ASSISTANT
COLLECTION ASSISTANT (4)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WORK DESCRIPTION
POSITION: Division Manager B, Accounting & Budget DivisionUnder immediate supervision of Department Manager: Responsible in the management of twounits of Accounting & Budget.
% Duties and Responsibilities
40%
Supervision and Monitoring: supervise the over-all activities of the Accounting & Budget units,supervise and review the preparation of Financial Reports (NGAS & CPS) monthly ,review allaccounting records (NGAS & CPS) are accurate & reliable as basis for the preparation of reports.Monitor proper recording of newly acquired ,fully depreciated & disposed PPE, on time paymentsof loans, statutory & other obligation and monthly liquidation of cash & travel advances &reconcile with the GL monthly
30%
Financial & Budget Review: Review in the preparation of disbursement vouchers as to charging ofaccounts & completeness of supporting documents preparation of JEV, Daily Collection Report,Billing Register, MSI Journal and all adjustments, summary of expenses of general/subsidiaryaccounts, annual withholding tax on compensation, summary of Alpha list of regular/casualemployees and other schedules and review variance weekly, monthly & annually.
10%Inventory Monitoring: Monitors, review inventory reconciliation report of PPE, supplies & materialswith the General Ledger
10%Reports management: Prepare monthly data sheet, submits FS ,Ageing of Cash Advances on orbefore the 20th day of the ensuing month. Prepare & submit yearly income tax return to BIR on orbefore April 15 of the incoming year.
5%Monitoring & Evaluation: Monitoring & submission of commitment sheets & performance rating ofall personnel under Accounting & Budget Division. Submit mentoring and coaching journal.Evaluate performance of Accounting & Budget Division on semi-annual basis.
5%Others: Assist in coordination with COA,BIR,DBM and other Agencies on matters concerningaccounting and budget preparation. Do other related works as the need arises.
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION: Corporate Accountant
Under the immediate supervision of Division Manager
% Duties and Responsibilities
20%Ensure the accuracy of Monthly, Quarterly, and Annual Financial Statements includingannual tax and annual reports and other related reports to other agencies and otheroversight bodies.
20%Ensure the correct charging of accounts and completeness of supporting documents forall transactions.
15%Certifie and monitors cash advances granted. Prepares Weekly, Monthly, quarterly andannual status on cash advance reports.
10% Responsible for COA related matters
10%Responsible for the monitoring and updating of work order ledger cards on constructionwork in progress for reconciliation with the accounting unit with PPE in-charge;
25%Contribution to Category A( 5%) 5S (5%) OSHS (5%) Adhere to Protocols and office Policies& Procedures (5%) Participation to all Office activities (5%).
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION: Corporate Budget Specialist
Under the direct supervision of Corporate Budget Specialist and immediate supervision of Department Manager
% Duties and Responsibilities
25% Prepare consolidated proposed annual Budget and CAPEX, APP, PPMP every 2nd quarter of the yearfor submission to GM and approval of the BOD and after approval to DBM.
15% Issue Budget Utilization Request (BUR) request for payments.
10% Recommend supplemental budget and budget modification/realignment if there is any.
10% Submit daily ,weekly ,monthly reports on BUR issued and variances.
10% Monitor Work in Progress and its updates through the Assistant Corp. Budget Specialist.
10% Adhere to all office protocols, policies & procedures.
5% Attend to all office activities both internal & external.
10% Conduct 5S and OHS within the working area.
5% Contribution of Re-categorization.
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION : Assistant Corporate Budget Specialist
under the direct supervision of Corporate Budget Specialist and immediate supervision of Division Manager &Department Manager
% Duties and Responsibilities
20% Issue Certificate of Availability of Funds for approved Purchase Request, Job Order and anyother procurement based on APP, PPMP for each Division/unit.
15% Monitor CAF issuances and submit daily /weekly/monthly variances including ageing of CAFissued and its status.
15% In the absence of CBS, prepare BUR including updating of the SL & reports, registers andvariances.
10% Submit daily ,weekly ,monthly reports on CAF issued and variances
5% Pre-audit all documents before Gm’s approval.
10% Responsible for updating the work order ledger card for Construction Work in Progress forreconciliation with PPE In-charge in the Accounting unit.
5% Assist the Division Manager and other functions from time to time.
5% Responsible for the monitoring of Cash Advances & Trainings
10%
Conduct 5S and OHS within the working areaAttendance to office protocols, policies & proceduresAttend to all office activities
5% Contribution of Re-categorization100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION: Accounting Processor B (Payroll In-charge)
under the direct supervision of Corporate Accountant and immediate supervision of Division Manager &Department Manager
% Duties and Responsibilities
20% Prepare payroll of all employees and checks supporting documents and schedule payables incoordination with various payees.
10% Prepare payroll related reports, accurate and on-time processing of bank transactions concerningpayroll, GSIS, Pag-ibig , Philhealth and other line Agencies
5% Demand DTR’s , step increments, changes in status due for promotion from the HR on scheduled basisprior to payroll preparation
10% Responsible in the monitoring of employees Accounts Payables and accounts receivables
10% Monitor quarterly ROSA as to the accuracy of amount10% Monitor and manage COA suspensions & settlements of Disallowances .5% Assist the Department Manager and other functions from time to time5% Perform other tasks assigned anytime or during or beyond office hours
10% Conduct 5S and OHS within the working area5% Contribution of Re-categorization5% Adherence to office protocols, policies & procedures5% Attend to all office activities
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION: Accounting Processor B
under the direct supervision of Corporate Accountant and immediate supervision of Division Manager &Department Manager
% Duties and Responsibilities
20% Prepare Disbursement Vouchers with complete attached supporting documents for payment
15% Compute, prepare and reconcile taxes withheld from suppliers for attachment to vouchers and forremittance to BIR
10%Photocopy and on time organized filing and safekeeping of paid Disbursement vouchers withcomplete documentary attachments ( Copy 1- to COA, Copy 2- File for safekeeping and futurereference)
15%Prepares and submit daily/weekly/monthly summary & ageing of Disbursement Vouchers to directSupervisor for evaluation and reference. Provides copy of DV register to Budget Section forCertificate of Availability of funds (CAF) monitoring.
10% Prepare Individual Performance Commitment Review Form (IPCRF) on semi-annual basis5% Assist the Corporate Accountant and other functions from time to time5% Perform other tasks assigned anytime or during / beyond office hours
10% Conduct 5S and OHS within the working area5% Contribution to Re-categorization5% Attend to all office activities
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Position: Senior Accounting Processor A
under the direct supervision of Corporate Accountant and immediate supervision of Division Manager andDepartment Manager
% Duties and Responsibilities
10% Review charging of accounts and payables before the disbursement preparation
10% Ensure that all payables have complete supporting documents before voucher preparation
15%Responsible for the bookkeeping and safekeeping of book of Accounts of MKWD
15%
Reconcile book of final entries versus original entries including reports of other divisions/departments,prepare JEV based on approved statements/reports of their respective departments andrecommends adjustments for JEV whenever necessary.
20%Prepare monthly Trial Balance and schedules to support the veracity of entries of financial statementsand submit on or before the 18th day of the ensuing month.
10% Adhere to all office protocols, policies & procedures
5% Attend to all office activities both internal & external
10% Conduct 5S and OHS within the working area
5% Contribution of Re-categorization
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION: Division Manager B, Cash Management
Under immediate supervision of Department Manager: Responsible in the management of two unitsof Cash management.
% Duties and Responsibilities
25% Supervise and monitor Daily Cash Position Reports ( check Issued, Working fund, Fuel Fund andEmergency Fund)
10% Review summary of replenishment of Working Fund, emergency Fund and fuel Fund
20%Recommend plan and programs for the improvement/enhancement of system w/in Cashmanagement to ensure cash security and funds from all sources.
10%Ensure on time submission of Monthly Collection Report, Daily Cash Position Report, Monthly Reporton Interest Revenue and Withholding Taxes, collection and D
10%Ensure 100% accurate collection of billed and not billed charges. No partial payment is acceptedunless with prior approval by higher supervisor.
10%Monitor and evaluate individual performance rating of personnel in the division and conductmentoring and coaching when needed
5% Perform works as directed by Department Manager, Assistant GM and General Manager as theneed arises.
10% Ensure implementation of 5S and OSHS within the working area
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION: Supervising CashierUnder the immediate Supervision of Division Manager. Responsible for the supervision andimplementation of internal control measures of Cashiering & Collection unit under Cashmanagement Division and ensure compliance to proper cash management policies, procedures inadherence to accounting principles & COA rules.
% Duties & Responsibilities
10%Directly supervise, monitor and check daily activities undertaken by Cashier A and CashieringAssistant and ensure compliance to established work flow, process & procedures, protocols andinternal control system in adherence to COA rules and cash management’s standards.
10%Check the accuracy of Collection Reports of 2 Tellers based on assignment prepared by Divisionmanager, CMD. and endorses report to Division Manager for review and noted by DepartmentManager.
5% Facilitate access to computer program in case of partial payments, cancellation of OR's and otherrelated program/module.
5%
Counter check summary of collection report prepared by Cashiering assistant on the followingschedule: q. Daily summary every 1st hour of the following day b. WeeklySummary 1st hour every Monday c. Monthly Summary on or before the 5th working day of theensuing month.
10% Check the accuracy of deposit slips, cash transfer slip and other bank documents and forward toDivision Manager, CMD for validation before forwarding to Cashier A for actual bank transactions;
10% Check accuracy of Daily Cash Position Report prepared by Cashier a including validated depositslips versus respective passbooks & tellers remittances
5%Ensure submission of spot reports including retrieval of official documents (if there are any) for anydiscrepancy noted in the collection and collection and cashiering transactions right after detectionof discrepancies;
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
100%
POSITION: Cashier DUnder immediate Supervision of Cashier A. Assist in the disbursement, release and collectiontransaction of Cash Management Division. Prepares fuel fund vouchers, emergency fund vouchersand Working fund vouchers including their respective registers and is responsible for their safekeepingfor future reference/audit. Performs other related job as assigned from to time.
% Duties & Responsibilities10% Assist in the preparation of checks and disbursement
15%Assist in releasing of cash to requisitioners with complete attached documents for the utilization offuel fund, emergency fund and working fund. With updated daily posting of disbursement formonitoring purposes and preparation of weekly/monthly reports.
15% In-charge in the liquidation & replenishment of all funds (FF,WF, EF) and ensure liquidation andreplenishment is within the prescribed period ( liquidation w/in 3 days, replenishment 70% utilization).
10% Assist in the deposit of cash/check collection to respective depository banks5% Facilitate the updating of bank books
5% Prepare transmittal of returned DV's to Accounting unit and see to it that all attached disbursementvouchers including supporting documents are stamped paid.
5% Assist in monitoring of the unreturned vouchers and prepares report for weekly/monthly basis10% Assist office collection if necessary
5% Prepare and submit IPCR including that of Cashier A and Cashiering assistant with accomplishmentreports for evaluation and rating by the Division Manager according to SPMS cycle.
5% Ensure implementation of 5S and OSHS in the workplace5% Perform other tasks as directed by supervisors5% Actively participates to office related activities5% Conduct 5S everyday w/in the working area and observe occupational safety in the work place
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION: Cashiering AssistantUnder immediate Supervision of Supervising Cashier. Act as liquidating Officer of official Receiptsissued to office Tellers. Perform post audit of office collection reports versus OR's and remittances.Responsible for the preparation and maintenance of updated & reconciled monthly CashCollection Register (CCR). Directly responsible for the collection related reports for validation by BIRand for submission to COA.
% Duties & Responsibilities
10% Monitor Teller's daily activity and ensure compliance of Tellers commitments during due datesincluding established schedules of remittances three(3) or more times a day.
15%Check accuracy of Tellers daily and cash remittances versus denomination and ensureimplementation of established process and procedures, flow of transactions and other relatedprotocols in the Collection unit.
10%
Review the accuracy of OR series issued to Cash Management Division before issuing to respectiveTellers and report any discrepancies to direct supervisor for proper action. Maintain liquidationJournal of used and unused OR's per collecting officer both Office & Bank and submit report on aweekly and monthly basis.
5% Print daily collection report of all office Tellers after closing of collection transaction everyday andforward to respective Tellers for final remittances.
5%
Conduct post audit of Tellers Detailed Collection Report based on assignment prepared by theDivision Manager, CMD. Checking must be per detailed collection report versus OR series andremittances. Any noted discrepancy must be reported to the Division Manager for proper action.After checking the collection report, together with the Official receipt will be forwarded to DivisionManager for review and noted by Dept. Manager within three(3) days from submission.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
10%
Responsible in the checking of bank collection posted by assigned Tellers per detailed report versusOfficial receipt and deposit slip any noted discrepancy must be reported to Division Manager forproper action. After checking, the collection report together with the official receipt will beforwarded to Division Manager for review and noted by Dept. Manager with three (3) days fromsubmission.
10%Prepare daily/weekly and monthly consolidated collection report for reconciliation at theAccounting duly checked by Supervising Cashier, validated by the Division Manager, CMD andfurther reviewed by Dept. Manager, FSD.
% Duties & Responsibilities
5% Responsible for the soft bounding of used OR's for validation by BIR with BIR stamped and forsubmission to COA on the 25th day of the ensuing month.
5% Prepare transmittal of every reports endorsed to other division, department including COA5% Prepare spot report to any discrepancy noted during post audit of collection reports immediately
5% Prepare and submit IPCR for evaluation by Supervising Cashier and for rating by Division Manager,CMD w/in the SPMS cycle.
5% Conduct 5S everyday w/in the working area and observe occupational safety in the work place
5%Perform other task as directed by supervisors and actively participate to office activities w/priorpermission from direct supervisor before leaving the post.
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
POSITION: Collection Assistant (4)Under immediate supervision of Cashiering Assistant: Responsible for the acceptance of cash &check payment from all sources of customers and ensure implementation of generally acceptedprocesses and procedures in compliance with office protocols and other government rules andregulations to secure and safeguards the fund.
% Duties and Responsibilities
10%
Receive payment of water bills & other charges and issues corresponding official receipts topaying customers with courtesy and politeness in the following options:a. Cash payment through “Cash Payment" option in the computer program.b. Check payment through “check Payment" option in the computer program. Write the accountnumber/sat the back of the check and make sure that account numbers paid through checkreconciles with the OR and what is posted at the computer. Check payment must be payable toMKWD only. No personal check shall be accepted unless with prior approval by the highersupervisor. Government check must be supported with Bank advice and Obligation slip to ensureavailability of cash for water bill payment.
5%Must be in the individual Teller's booth before 7:00 a.m. especially during due dates and peakdays and 7:30 a.m. for non-peak days/due dates.
10%
Must inform the customers of the amount to be paid and count first the money received beforeissuing an official receipt to avoid cancellation of official receipt. In case of OR cancellation, aCancellation Slip must be properly filled up including the reason of cancellation by respectiveTeller, duly verified by the Cashiering Assistant/Division Manager and approved by theDepartment Manager.
5%Must see to it that the first OR issued for the day is the ending of the last OR previously issued andby the end of the day turn over unused OR to Cashiering Assistant.
10%Ensure 100% accurate collection of billed and not billed charges. No partial payment is acceptedunless with prior approval by higher supervisor.
% Duties & Responsibilities
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
10%Remit daily collection based on established scheduled time (10:30 a.m., 2:30 p.m., and finalremittance 4:30 p.m. ) with no counterfeit, no over, no under remittances.
5%Submit detailed and reconciled daily collection report with attached denominations and depositslips together with the official receipts to Cashiering assistant within the day or first hour thefollowing day for post audit.
5%Perform field collection at Makilala, Matalam and Magpet on scheduled basis and preparesdeposit slip for the pickup services by depository Bank at 1:00 p.m. to 1:30 p.m.
5%Prepare and submit spot report to any discrepancy noted including program related during theconduct of collection transaction
5% Forward or endorse to Supervisor any complaints, queries and other concern from customers forproper action.
5%Prepare accomplishment reports and submit IPCR to Supervising Cashier for review of theaccomplishment encoded in the form and forward to Division manager for assessment and ratingwithin the SPMS cycle.
10% Conduct 5s and observe OSHS everyday w/in the working area
10% Perform other task as directed by Supervisors and actively participate to office activities with priorpermission from direct supervisor before leaving the post.
100%
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MONTHLY REPORTS SCHEDULE
NO. RESPONSIBLEDEPARTMENT REPORTS NEEDED DUE DATES TO BE SUBMITTED
TO DEPT/AGENCY
1
Finance ServicesDepartment
Summary of Check Disbursement
Every 5th day of the ff.Month. FSD
2Summary of Disbursement VouchersIssued
3 Cash Receipt Register Report
4Report on Interest Charges & WithholdingTax
5 Monthly Collection & Deposit
6Report on Accountability of AccountableForms
7Summary of Cash Transfer & DepositReport
8 Monthly Monitoring of Cash Advance9 Ageing of Cash Advance
10
Report on Salaries and Allowances(ROSA)Every 5th day of the ff.month of succeedingquarter
FSD/COA
11Financial Report w/schedules &
TB,IS,BS,CE,NFEvery 25th day of the ff.month COA/LWUA/BOD
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MONTHLY REPORTS SCHEDULE
NO.RESPONSIBLEDEPARTMENT
REPORTS NEEDEDDUE DATES TO BE SUBMITTED
TO DEPT/AGENCY
1
Admin & HumanResource
Reports on Materials & Supplies Issued
Every 5th day of theff. Month.
FINANCESERVICES/
ACCOUNTING &BUDGET
2 Acknowledgement Receipt for Equipment3 Inventory Custodian Slip4 Monthly Inventory Report5 Stock Adjustment ( if there any)6 Report on Materials Returned
7 Summary of Property Plant & Equipment8 Report on Acquired Assets9 Monthly Depreciation Schedule
10 Monthly Inventory of Personnel Report
11Perfected Purchase Order
w/in 5 days uponreceipt of the supplierof NOA, NTP &Purchase Order
COA
Every 5th day of the ff. Month. Every 10th day of theff. Month. FSD/COA
12
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
MONTHLY REPORTS SCHEDULE
NO. RESPONSIBLEDEPARTMENT REPORTS NEEDED DUE DATES TO BE SUBMITTED TO
DEPT/AGENCY
1
Engineering &OperationsDepartment
Quarterly Report on On-Going &Accomplished Projects
Every 5th day of theff. month ofsucceeding quarter
FSD/COA
2 Data of Operations for Monthly DataSheet
Every 5th day of theff. Month. FSD/LWUA
3 Monthly Fuel Utilization Report Every 5th day of theff. Month. FSD/COA
4 Office of the BODMonthly BOD Approved Resolution & No.Of Meetings conducted
Every 5th day of theff. Month. FSD
5 Office of the GM Monthly Fuel Utilization Report Every 5th day of theff. Month. FSD/COA
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ACCRONYMS AND DEFINITION OF TERMS
1 CERTIFICATE OF AVAILABILITY OFFUNDS(CAF)
A special document which certifies that funds are available for thescheduled procurement based on approved budget issued by theCorporate Budget Specialist ,verified by Div. Manager , Dept. Manager andAGM.
2 BUDGET UTILIZATION REQUEST(BUR)
Authority for utilization of budget to be attached during payment ofapproved request for payment signed by respective Department Managerand counter signed by Accounting unit and Department of Finance & AGM.
3 FINANCIAL STATEMENT (FS)
Is a formal record of the financial activities and position of a business, personor other entities. Relevant financial information is presented in a structuredmanner and in a form easy to understand through the five basic elements:Balance sheet, Income Statement, Cash Flow Statement, Statement ofchanges in Equity and Notes to Financial statement.
4 JOURNAL ENTRY VOUCHERS(JEV)
Authorizes to record all transaction/s in the book of accounts like: closingentries, correcting entries of previously recorded transaction and any otheradjustment.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ACCRONYMS AND DEFINITION OF TERMS
5 Working Fund Voucher (WFV)-petty cash fund voucher to vouched the approved itinerary claims ofemployees who are assigned on field and any other claims more or less notmore than 1,000.00.
6 Fuel Fund Voucher ( FFV) A special voucher attached to all fuel claims of Drivers with approveditinerary of travel and FRS & OR’s for their daily activity on field.
7 Emergency Fund (EF)
A petty cash fund to vouch the approved procurement of vehicle spareparts, materials and fittings during emergencies that will result to hamper theoperation of the District or any related emergencies amounting toP10,000.00.
8 NOTICE OF SUSPENSION (NS)
A temporary suspension of transaction which is of doubtfullegality/validity/propriety unless satisfactorily explained by the responsibleofficers or until additional documentation or requirements on matters raisedin the course of audit are submitted or complied with.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ACCRONYMS AND DEFINITION OF TERMS
9 NOTICE OF DISALLOWANCE( ND)
an issuance of disallowances during audit to transactions which areunconscionable (unreasonable and immoderate, i.e. which no man in hisright sense would make, nor a fair and honest man would accept asreasonable; and those incurred in violation of ethical and moralstandards)
10 AUDIT OBSERVATIONMEMORANDUM (AOM)
a memorandum issued by the assigned COA Audit Team to notice theHead of Agency and responsible Officer of the Agency regarding thedeficiencies noted in the transactions being audited. The Head ofAgency is given specific period to comply the necessary documents andsubmit answer to the Auditor.
11 NOTICE OF FINALITY OFDECISION (NFD)
is a notice issued to the Agency Head to inform that a decision of theAuditor , Director, Adjudication and Settlement Board or CommissionProper has become final and executory, there being no appeal or motionfiled within the reglementary period.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSACTIONS AND PROCESSES(ACCOUNTING)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ISSUANCE OF BUDGET UTILIZATION REQUEST
STEP ACTIVITIES DURATION(MINS/HRS/DAYS)
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES DOCUMENTARY REQUIREMENTS
1
Receivedocumentrequesting forBUR
3-5 minutes DivisionManager
AttachedCAF andChecklist arecompliedwith.Requisitionershould ensurethat alldocumentsare dulysigned andapproved byGM
1. Transaction for CAF on CashAdvance / Reimbursement (Refer toAnnex A1)2. Transaction for CAF on PR /JobOrder (Refer to Annex A2)3. Transaction for CAF on JobOrder/JO(printing/contractor/advertisement)(Refer to Annex A3)4. Transaction for CAF onReplenishment (Refer to Annex A4)5. Transaction for CAF onUtilities(Refer to Annex A5)6. Transaction for CAF on SecurityServices(Refer to Annex A6)7. Transaction for CAF on LeaveMonetization (Refer to Annex A7)8. Transaction for CAF on FidelityBond (Refer to Annex A8)9. Transaction for CAF on TerminalLeave (Refer to Annex A9)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
10. Transaction for CAF onRepresentation and TransportationAllowance/RATA (Refer to AnnexA10)11. Transaction for CAF on Salaries &Wages (Refer to Annex A11)12. Transaction for CAF onScheduled Payment (e.g.LWUA/Excel/Nation /Matalam-Kilada) (Refer to Annex A12)
2
Check andanalyze if therequest iswithin the2016 Budget
2-3 minutes ConcernedRequisitioner
AttachedCAF
Same as step 1 documentaryrequirement
3
Issuance ofBudgetUtilizationRequest
2-3 minutes CorporateBudgetSpecialist
APP/ PPMP -CorporateBudgetSpecialist
l. CAF should be signed/initialed bythe Corporate Budget Specialist,Corporate Budget Specialist, DivisionManager of A&B, Dept Manager FSDand AGM for A&F.
4
Forward toaccountingfordisbursement
Accountingprocessor C
BUR forschedule fordisbursement
5 END OF TRANSACTION FOR BUR
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A1 Transaction for CAF on Cash Advance / ReimbursementPer Diem (Local Travel)
Travel OrderItinerary of travel
Letter of InvitationRegistration form (if any)
ContractCertificate of no unliquidated cash advance
Office Order from the GMCertificate of Travel Completed (for reimbursement)
Certificate of appearance (for reimbursement)OR (if with registration/meals/ other expenses)
Attached CAF
Per Diem (Foreign Travel)Travel Order
Itinerary of travelLetter of Invitation
ContractCertificate of no unliquidated cash advance
DSAOffice Order from the GMRegistration form (if any)
Attached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Honorarium, Per Diem, Bantay BukidRequest payment letter/Justification
Office Order of the GM (if any)Approved schedule
Certificate of no unliquidated cash advanceMOA
Attached CAF
ActivityRequest payment letter/Justification
Office Order of the GM (if any)Approved proposed activity & budget
Certificate of no unliquidated cash advanceAttached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A2 Transaction for CAF on Purchase Request /Job OrderComputer Unit/Parts replacement /Supplies/Materials/Equipment / Services / Repair
PR / JOAPP/PPMP indicating Item and ABC reflected on the PR.Request payment letter / JustificationPre-audit recommendationIAR / RR / ICS / ARECI / DR /OR / SOAAccomplishment ReportDocumentation / Photos (if necessary)PONTP/NOABAC Resolution /AOB3 quotations (at least, except lone supplier)Waste Material (if any-Computer unit / Parts replacement )History Ledger Card from the Property Supply Office (if any-partsreplacement)Pre Repair Inspection Report (for Computer unit / Parts replacement )Spot Report ( Computer unit / Parts replacement )Attached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Snacks/mealsPurchase RequisitionAPP/PPMP indicating Item and ABC reflected on the PR.Pre-audit recommendation (if necessary)IARCI / ORAttendance sheet (original copy)Documentation / PhotosPONTP/NOABAC Resolution /AOB / PhilGEPS3 quotations (at least)Request payment letter/JustificationAttached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A3 Transaction for CAF on Job Order/JOTarpaulin / T-shirt printing
Job OrderSamplePrinted APP/PPMP indicating Item and ABC reflected on the JORequest payment letter/JustificationOffice Order of the GM (if any)Attached CAF
Information/AdvertisementRequest payment letter/JustificationOffice Order of the GM (if any)Printed APP/PPMP indicating Item and ABCAttached CAF
Labor contractorRequest payment letter/JustificationPOW/Work Order and engineering details,Documentation/PhotosProject Inspection ReportLabor Contract/ MOA (if any)Accomplishment Report(Physical & Financial)Statement of AccountAttached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A4 Transaction for CAF on ReplenishmentSummary of fuel consumedWFV recapitulationFuel fund voucher registerUnliquidated fuel fundTrip ticket and record of travelFuel requisition slipDetailed fuel fund vouchersDrivers daily reportAttached CAF
Annex A5 Transaction for CAF on UtilitiesApproved request/ scheduleStatement of AccountBilling NoticeAttached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A8 Transaction for CAF on Fidelity BondApproved request paymentList of accountable public officersLetter to Bureau of TreasuryCertification of applicant (s)General form 57 (A)/58 (B), SALNAttached CAF
Annex A6 Transaction for CAF on Security ServicesApproved request/ scheduleAccomplishment reportStatement of AccountBilling NoticeDTRDetailed daily manning recordAttached CAF
Annex A7 Transaction for CAF on Leave MonetizationApproved request (letter of intent)Approved application for leaveLeave ledgerCSC Omnibus leave monetization Sec. 22Attached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A9 Transaction for CAF on Terminal LeaveTerminal leave scheduleAffidavit of undertakingMKWD clearance formApplication for leave,Leave ledgerLeave adjustment memoAttached CAF
Annex A10 Transaction for CAF on Representation andTransportation Allowance/RATA
Approved scheduleCertificationAttached CAF
Annex A11 Transaction for CAF on Salaries & WagesApproved schedulePayroll ClearingPayroll RegisterSchedule of deductionSchedule of Net Pay,
Memo for promotionNOSI (if any)Attached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A12 Transaction for CAF on Scheduled Payment(e.g. LWUA/Excel/Nation /Matalam-Kilada)
Approved scheduleAttached CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ISSUANCE OF CERTIFICATION OF AVAILABILITY OF FUNDS
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES DOCUMENTARY REQUIREMENTS
1 Receivedocumentrequesting forCAF
3-5 minutes Checklist arecompliedwith.Requisitionershould ensurethat alldocumentsare dulysigned priorto GM'sapproval.
1. Transaction for CAF on CashAdvance / Reimbursement (Referto Annex A1)
2. Transaction for CAF on PR /JobOrder (Refer to Annex A2)3. Transaction for CAF on JobOrder/JO(printing/contractor/advertisement)(Refer to Annex A3)
4. Transaction for CAF onReplenishment (Refer to Annex A4)
5. Transaction for CAF onUtilities(Refer to Annex A5)
6. Transaction for CAF on SecurityServices(Refer to Annex A6)
7. Transaction for CAF on LeaveMonetization (Refer to Annex A7)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
8. Transaction for CAF on FidelityBond (Refer to Annex A8)
9. Transaction for CAF on TerminalLeave (Refer to Annex A9)
10. Transaction for CAF onRepresentation and TransportationAllowance/RATA (Refer to AnnexA10)11. Transaction for CAF on Salaries& Wages (Refer to Annex A11)12. Transaction for CAF onScheduled Payment (e.g.LWUA/Excel/Nation /Matalam-Kilada) (Refer to Annex A12)
2 Check andanalyze if therequest iswithin the2016 Budget
2-3 minutes ConcernedRequisitioner
YES: proceedto step 3
Same as step 1 documentaryrequirement
NO: requirejustification/modification/re-alignment
Same as step 1 documentaryrequirement with Justification/modification/ re-alignment
3 Issuance ofCertificationof Availabilityof Fund
2-3 minutes AssistantBudgetSpecialist
APP/ PPMP -CorporateBudgetSpecialist
l. CAF should be initialed by theAssistant Budget Specialist,Corporate Budget Specialist,Division Manager of A&B, DeptManager FSD and AGM for A&F.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
4 GM's approvalof PR/JO orBURpreparation
Requisitioner OutstandingCAF : Returntorequisitionerfor GM’sapproval
BudgetSpecialist
CAF forPayment:Forward toCBS for BURpreparation
5END OF TRANSACTION FOR CAF
Note: * -cumpolsory requirement for BUR but not necessary for CAF requirement
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A1 Transaction for CAF on Cash Advance / ReimbursementPer Diem (Local Travel)
Travel OrderItinerary of travelLetter of InvitationRegistration form (if any)ContractCertificate of no unliquidated cash advanceOffice Order from the GMCertificate of Travel Completed (forreimbursement)Certificate of appearance (for reimbursement)OR (if with registration/meals/ other expenses)
Per Diem (Foreign Travel)Travel OrderItinerary of travelLetter of InvitationContractCertificate of no unliquidated cash advanceDSAOffice Order from the GMRegistration form (if any)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Honorarium, Per Diem, Bantay BukidRequest payment letter/JustificationOffice Order of the GM (if any)Approved scheduleCertificate of no unliquidated cash advanceMOA
ActivityRequest payment letter/JustificationOffice Order of the GM (if any)Approved proposed activity & budgetCertificate of no unliquidated cash advance
Annex A2 Transaction for CAF on Purchase Request /Job OrderComputer unit / Parts replacement /Supplies/Materials/Equipment / Services /Repair
PR / JOAPP/PPMP indicating Item and ABC reflected on the PR.Request payment letter / Justification*Pre-audit recommendation*IAR / RR / ICS / ARE*CI / DR /OR / SOA*Accomplishment Report*Documentation / Photos (if necessary)*PO *NTP/NOA*
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
BAC Resolution /AOB*3 quotations (at least, except lonesupplier)*Waste Material (if any-Computer unit / Parts replacement)*History Ledger Card from the Property Supply Office (ifany-parts replacement)*Pre Repair Inspection Report (for Computer unit / Partsreplacement )*Spot Report ( Computer unit / Parts replacement )*
Snacks/mealsPurchase RequisitionAPP/PPMP indicating Item and ABC reflected on the PR.Pre-audit recommendation (if necessary)*IAR *CI / OR *Attendance sheet (original copy) *Documentation / Photos *PO *NTP/NOA *BAC Resolution /AOB / PhilGEPS *3 quotations (at least) *Request payment letter/Justification *
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A3 Transaction for CAF on Job Order/JOTarpaulin / T-shirt printing
Job OrderSamplePrinted APP/PPMP indicating Item and ABC reflected on the JORequest payment letter/Justification*Office Order of the GM (if any)*
Information/AdvertisementRequest payment letter/JustificationOffice Order of the GM (if any)Printed APP/PPMP indicating Item and ABC
Labor contractorRequest payment letter/JustificationPOW/Work Order and engineering details,Documentation/PhotosProject Inspection ReporLabor Contract/ MOA (if any)Accomplishment Report(Physical & Financial)Statement of Account
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A4 Transaction for CAF on ReplenishmentSummary of fuel consumedWFV recapitulationFuel fund voucher registerUnliquidated fuel fundTrip ticket and record of travelFuel requisition slipDetailed fuel fund vouchersDrivers daily report
Annex A5 Transaction for CAF on UtilitiesApproved request/ scheduleStatement of AccountBilling Notice
Annex A6 Transaction for CAF on Security ServicesApproved request/ scheduleAccomplishmentreportStatement of AccountBilling NoticeDTRDetailed daily manning record
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A7 Transaction for CAF on Leave MonetizationApproved request (letter of intent)Approved application for leaveLeave ledgerCSC Omnibus leave monetization Sec. 22
Annex A8 Transaction for CAF on FidelityBond
Approved request paymentList of accountable public officersLetter to Bureau of TreasuryCertification of applicant (s)General form 57 (A)/58 (B), SALN
Annex A9 Transaction for CAF on Terminal LeaveTerminal leave scheduleAffidavit of undertakingMKWD clearance formApplication for leave,Leave ledgerLeave adjustment memo
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Annex A10 Transaction for CAF on Representation andTransportation Allowance/RATA
Approved scheduleCertification
Annex A11 Transaction for CAF on Salaries & WagesApproved schedulePayroll ClearingPayroll RegisterSchedule of deductionSchedule of Net Pay,
Memo for promotionNOSI (if any)
Annex A12 Transaction for CAF on ScheduledPayment (e.g. LWUA/Excel/Nation /Matalam-Kilada)
Approved schedule
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF PAYROLLTRANSACTION 1 - PAYROLL REGISTER PREPARATION - REGULAR, CASUAL AND JOB ORDERS
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1
Collect all theBillings fromconcernedpersonnel andassociation,downloadbilling fromGSIS website,Collect datafrom HRDivision forNOSi andpromotion(ifany)
1-3 days Associationrepresentative, IRMO,Payroll - in charge
Collected theschedule ofdeduction todifferentassociations.
Memo forpromotion/Plantilla,NOSI, Withholdingtax computationschedule, GSIS/Pag -IBIG/Philhealth Billing,GSIS Loan Billing, Pag- IBIG Loans Billing,Y2K Loan Billing,AMA Loan Billing,Provident Loan onSalary Billing,Provident Loan onPERA Billing, CoopBilling, Union DuesBilling, Schedule ofDonation Billing,Water Bill Billing,Penalty on non -wearing of uniformbilling, Sun CellularBilling, NS and NDDeduction andOthers(if any)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
2
Preparation ofRegular andCasual PayrollRegister
3-4 days Payroll - in - charge Analyze receivedchanges in salaryfrom HR Divisionand billings fromconcernedassociations;consolidation ofdeductions
Annex 1.1 forRegular and CasualRequirementsAnnex 1.2 for JobOrder Requirements
3
Preparation ofPayrollClearing,Notes toPayroll andIndividualSchedule ofDeductions
1-2 days Payroll - in - charge Regular andCasual PayrollRegisterPreparation
Payroll Register andother documentaryrequirements.
4
Check andensure theaccuracy ofPayroll registerand Individualschedule ofdeductions inaccordancewith the
2-3 hours Corporate Accountant Regular andCasual PayrollRegister, PayrollClearing, Notes toPayroll andIndividualSchedule ofDeductionsPreparation
Payroll Register,Payroll Clearing,Notes to Payroll andIndividual Scheduleof Deductions andother documentaryrequirements.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
documentaryattachments.
5
Reviews theaccuracy ofPayroll registerand Individualschedule ofdeductions inaccordancewith thedocumentaryattachments.
2-3 hours Division Manager -Accounting andBudget
Regular andCasual PayrollRegister, PayrollClearing, Notes toPayroll andIndividualSchedule ofDeductionsPreparation
Payroll Register,Payroll Clearing,Notes to Payroll andIndividual Scheduleof Deductions andother documentaryrequirements.
6
Certifies theaccuracy ofPayroll registerand Individualschedule ofdeductions inaccordancewith thedocumentaryattachments.
2-3 hours Department Manager- Finance Services
Regular andCasual PayrollRegister, PayrollClearing, Notes toPayroll andIndividualSchedule ofDeductionsPreparation
Payroll Register,Payroll Clearing,Notes to Payroll andIndividual Scheduleof Deductions andother documentaryrequirements.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
7
Recommendsthe approvalof Payrollregister andIndividualschedule ofdeductions asto accuracy inaccordancewith thedocumentaryattachments.
2-3 hours AGM - Admin andFinance
Regular andCasual PayrollRegister, PayrollClearing, Notes toPayroll andIndividualSchedule ofDeductionsPreparation
Payroll Register,Payroll Clearing,Notes to Payroll andIndividual Scheduleof Deductions andother documentaryrequirements.
8
Approves thePayroll registerand Individualschedule ofdeductions asto accuracy inaccordancewith thedocumentaryattachments.
2-3 hours General Manager Regular andCasual PayrollRegister, PayrollClearing, Notes toPayroll andIndividualSchedule ofDeductionsPreparation
Payroll Register,Payroll Clearing,Notes to Payroll andIndividual Scheduleof Deductions andother documentaryrequirements.
9
If check wasprepared fordisbursement,prepares BankAdvise
30 minutes - 1 hour Payroll - in - charge Preparation ofCheck
Check,DisbursementVoucher, BUR, CAF,Approved PayrollRegister.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
11
Endorse toDivisionManager,DepartmentManager,AGM forAdmin andFinance andGeneralManager forchecking,accuracy andaprroval ofBank Advise.
1-2 hours Payroll - in - charge Bank Register andBank Transmittal
Preparation
Bank Register, BankTransmittal, Check,DisbursementVoucher, BUR, CAF,Approved PayrollRegister.
12 END OFTRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSACTION 2 - WITHHOLDING TAX REMITTANCE
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1
ComputeWithholdingTax ofIndividualEmployee forthatapplicablemonth
1-2 days Payroll - in - charge Analyze changesin individualinformation.
NOSI, MEMO forPromotion/Plantilla
2
Preparesschedulealong withPayroll Registeron or beforethe 10th day ofapplicablemonth
3-4 days Payroll - in - charge Computation ofWithholding tax
NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule
3
Check andensure theaccuracyWithholdingtax schedule
2-3 hours Corporate Accountant Computation ofWithholding tax
NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule, PayrollRegister
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
4
Reviews theaccuracyWithholdingtax schedule
2-3 hours Division Manager -Accounting andBudget
Computation ofWithholding tax
NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule, PayrollRegister
5
Certifies theaccuracyWithholdingtax schedule
2-3 hours Department Manager- Finance Services
Computation ofWithholding tax
NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule, PayrollRegister
6
Recommendsthe approvalWithholdingtax scheduleas to accuracyofcomputation
2-3 hours AGN - Admin andFinance
Computation ofWithholding tax
NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule, PayrollRegister
7
ApprovesWithholdingtax scheduleas to accuracyofcomputation
2-3 hours General Manager Computation ofWithholding tax
NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule, PayrollRegister
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
8
At the end ofthe month,preparesschedule forBODwithholdingtax - Subjectfor Approval
10-15 minutes Payroll - in - charge Coordinates toCorporateaccountant as tothe number ofattendance ofeach BOD inapplicable month.
9
Prepares Form1601 - C
10-20 minutes Payroll - in - charge Prepation ofEmployees andBOD withholdingtax
Withholding taxschedule, PayrollRegister, Approvedwithholding taxschedule of BOD
10
Submit to theGeneralManager forApproval
1 day General Manager Preparation ofForm 1601 - C
Withholding taxschedule, PayrollRegister, Approvedwithholding taxschedule of BOD
11
On or beforethe 10th dayafter theapplicablemonth, thewithholdingtax is remittedthrough onlineremittance toBIR
1 day Payroll - in - charge Preparation ofForm 1601 - C
Form 1601 - C, BIRPayment Slip
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
12
Approves theBIR PaymentSlip
1 day Department Manager- Finance Services
Encoded the TaxRemittance
Form 1601 - C, BIRPayment Slip
13 END OFTRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSACTION 3 - ANNUAL INCOME TAX RETURN
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1
Open BIRSystem
1 minute Payroll - in - charge
2Add employeeinformation
2 minutes Payroll - in - charge Opened the BIRsystem
Annual Withholdingtax computation
3
Generates BIRForm 2316 andprint 3 copies (1 employeecopy, 1 BIRcopy and 1Office copy)
4 minutes Payroll - in - charge Encodedemployeeinformation to BIRsystem
Annual Withholdingtax computation
4
Repeat Step 2and 3 for allremainingemployees
2-3 days Payroll - in - charge Annual Withholdingtax computation
5Seek signatureto individualemployees
2-3 days Payroll - in - charge,Concerned personnel
Preparation of BIRForm 2316
BIR Form 2316
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
6
PreparesAlphalist ofWithholdingTax, Certficate,and Transmittal
1 day Payroll - in - charge Preparation of BIRForm 2316
BIR Form 2316
7
Submit to theGeneralManager forApproval
1-2 days General Manager Preparation of BIRForm 2316
BIR Form 2316,Transmittal,Certification,Alphalist ofWithholding taxremittance
8
If approved,submit to BIRoffice therequireddocuments
1 day Payroll - in - charge Preparation of BIRForm 2316,Transmittal,Certification,Alphalist ofWithholding taxremittance
BIR Form 2316,Transmittal,Certification,Alphalist ofWithholding taxremittance
9
Distribute toindividualemployeestheir copy ofForm 2316 andfile theaccountingcopy
1-2 days Payroll - in - charge Received by BIROffice
BIR Form 2316
10 END OFTRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSACTION 4 - GSIS PREMIUM PREPARATION
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1
Prepare GSISschedulealong with thePayroll Register
3-4 days Payroll - in - charge Collection of NOSIand Memo forPromotion/Plantilla
NOSI and Memo forPromotion/Plantilla
2
Check andensure theaccuracy ofGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours Corporate Accountant GSIS PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,GSIS PremiumSchedule, PayrollRegister
3
Review theaccuracy ofGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours Division Manager -Accounting andBudget
GSIS PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,GSIS PremiumSchedule, PayrollRegister
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
4
Certifies theaccuracy ofGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours Department Manager- Finance Services
GSIS PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,GSIS PremiumSchedule, PayrollRegister
5
Recommendthe approvalof accuracyGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours AGN - Admin andFinance
GSIS PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule, PayrollRegister
6
Approve theaccuracy ofGSIS PremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours General Manager GSIS PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,Withholding taxcomputationschedule, PayrollRegister
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
7
If approved fordisbursementand checkedhas beenprepared,prepare anArchive file oftheremittance.
1-2 hours Payroll - in - charge CAF,BUR, DV,Checkpreparation
Check, DV, BUR,CAF, ApprovedPayroll Register,Approved GSISPremium Schedule
8
Upload theArchive File toGSIS website
5-10 minutes Payroll - in - charge Archive filepreparation
Check, DV, BUR,CAF, ApprovedPayroll Register,Approved GSISPremium Schedule
9
Printed thegeneratedGSIS premiumremittancefrom GSISwebsite andGSIS premiumTransmittal
10-20 minutes Payroll - in - charge Uploaded GSISPremiumRemittance
Check, DV, BUR,CAF, ApprovedPayroll Register,Approved GSISPremium Schedule
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
10
Remit to GSISOffice
1 day Cashier - A Uploaded GSISPremium andPreparation ofTransmittal
Generated GSISPremiumremittance,Transmittal, Check,DV, BUR, CAF,Approved PayrollRegister, ApprovedGSIS PremiumSchedule
11 END OFTRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSACTION 5 - PHILHEALTH PREMIUM PREPARATION
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1
PreparePHILHEALTHschedulealong with thePayroll Register
3-4 days Payroll - in - charge Collection of NOSIand Memo forPromotion/Plantilla
NOSI and Memo forPromotion/Plantilla
2
Check andensure theaccuracy ofPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours Corporate Accountant PHILHEALTHPremium Schedulepreparation
NOSI, MEMO forPromotion/Plantilla,PHILHEALTHPremium Schedule,Payroll Register
3
Review theaccuracy ofPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours Division Manager -Accounting andBudget
PHILHEALTHPremium Schedulepreparation
NOSI, MEMO forPromotion/Plantilla,PHILHEALTHPremium Schedule,Payroll Register
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
4
Certifies theaccuracy ofPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.
15 minutes
Department Manager- Finance Services
PHILHEALTHPremium Schedulepreparation
NOSI, MEMO forPromotion/Plantilla,PHILHEALTHPremium Schedule,Payroll Register
5
Recommendthe approvalof accuracyPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours AGN - Admin andFinance
PHILHEALTHPremium Schedulepreparation
NOSI, MEMO forPromotion/Plantilla,PHILHEALTHPremium Schedule,Payroll Register
6
Approve theaccuracy ofPHILHEALTHPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours General Manager PHILHEALTHPremium Schedulepreparation
NOSI, MEMO forPromotion/Plantilla,PHILHEALTHPremium Schedule,Payroll Register
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
7
If approved fordisbursementand checkedhas beenprepared, anSPA-Statement ofPremium isgeneratedfrom ElectronicPremiumRemittanceSystem 3.1.
1-2 hours Payroll - in - charge CAF,BUR, DV,Checkpreparation
Check, DV, BUR,CAF, ApprovedPayroll Register,ApprovedPHILHEALTHPremium Schedule
8
PreparePhilhealthPremiumPayment Slip
5-10 minutes Payroll - in - charge SPA, CAF,BUR, DV,Checkpreparation
SPA, Check, DV,BUR, CAF, ApprovedPayroll Register,Approved GSISPremium Schedule
9
Remit toPhilhealthOffice
1 day Cashier - A Preparation ofPhilhealthPremium PaymentSlip
Premium Paymentslip, SPA, Check, DV,BUR, CAF, ApprovedPayroll Register,ApprovedPHILHEALTHPremium Schedule
10 END OFTRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRANSACTION 6 - PAG-IBIG PREMIUM PREPARATION
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1
Prepare Pag-IBIG schedulealong with thePayroll Register
` Payroll - in - charge Collection of NOSIand Memo forPromotion/Plantilla
NOSI and Memo forPromotion/Plantilla
2
Check andensure theaccuracy ofPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours Corporate Accountant Pag-IBIG PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,Pag-IBIG PremiumSchedule, PayrollRegister
3
Review theaccuracy ofPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours Division Manager -Accounting andBudget
Pag-IBIG PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,Pag-IBIG PremiumSchedule, PayrollRegister
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
4
Certifies theaccuracy ofPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours Department Manager- Finance Services
Pag-IBIG PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,Pag-IBIG PremiumSchedule, PayrollRegister
5
Recommendthe approvalof accuracyPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours AGN - Admin andFinance
Pag-IBIG PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,Pag-IBIG PremiumSchedule, PayrollRegister
6
Approve theaccuracy ofPag-IBIGPremiumSchedule inaccordancewith thedocumentaryattachments.
2-3 hours General Manager Pag-IBIG PremiumSchedulepreparation
NOSI, MEMO forPromotion/Plantilla,Pag-IBIG PremiumSchedule, PayrollRegister
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
7
If approved fordisbursementand check hasbeenprepared, atransmittal isprinted and aPremiumPayment file issaved toFlashdrive.
1-2 hours Payroll - in - charge CAF,BUR, DV,Checkpreparation
Check, DV, BUR,CAF, ApprovedPayroll Register,Approved Pag-IBIGPremium Schedule
8
Remit to Pag-IBIG Office
1 day Cashier - A Preparation Pag-IBIG Transmittal
Premium Paymentslip, SPA, Check, DV,BUR, CAF, ApprovedPayroll Register,Approved Pag-IBIGPremium Schedule
9 END OF TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 1.1* For Regular and Casual Employees Requirements
Memo for promotion/PlantillaNOSIWithholding tax computation scheduleGSIS Premium Billing,GSIS Loan BillingPag - IBIG Premium BillingPag - IBIG Loans BillingPhilhealth Premium BillingY2K Loan BillingAMA Loan BillingProvident Loan on Salary BillingProvident Loan on PERA BillingMKWD Coop BillingUnion Dues BillingSchedule of Donation BillingWater Bill BillingPenalty on non - wearing of uniform billingSun Cellular BillingNS and ND DeductionOthers (if any)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 1.1* For Job Order Employees Requirements
Accomplishment ReportsDTRContractY2K Loan BillingAMA Loan BillingProvident Loan on Salary BillingApproved Overtime Authorization(if any)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF DISBURSEMENT VOUCHER
STEP ACTIVITIESDURATION
(MINS/HRS/DAYS)
RESPONSIBLEPERSON/UNIT
PREREQUISITEACTIVITIES
DOCUMENTARY REQUIREMENTS
1
Receipt ofApprovedSchedule ofPayable
1-2 minutes AccountingProcessor
Dulyapproved forpayment by
the GM
ANNEX 1.1 *Payment of Cash AdvanceANNEX 1.2 *Payment of SupplierANNEX 1.3 *Payment of Fuel
ReplenishmentANNEX 1.4 * Payment of UtilitiesANNEX 1.5 *Payment of Security
ServicesANNEX 1.6 *Payment of Leave
MonetizationANNEX 1.7 *Payment of Fidelity BondANNEX 1.8 *Payment of Terminal
LeaveANNEX 1.9 *Payment of Representationand Transportation Allowance/RATAANNEX 2.0 *Payment of Salaries &
WagesANNEX 2.1 *Payment of Remittances
of deduction from salariesANNEX 2.2 *Payment of accredited
plumbersANNEX 2.3 *Payment of monthly
payables (e.g. LWUA) ANNEX2.4 *Payment of labor contractor
2
Analysis/Reviewof account tobe used forcharging
3-5 minutes AccountingProcessor
Receipt ofApprovedSchedule ofPayable
3
Preparation ofDisbursementVoucher
3-5 minutes AccountingProcessor
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
4Securesignatures fromCA & DM
2-3 minutes AccountingProcessor
DVpreparation
Complete documentary requirementsfor payables attached from DV
5
Endorseapproved DVto Cashier-A forcheck &signature ofDMB,AGM,GM
10 seconds AccountingProcessor
DVpreparation
DV and Complete DocumentaryRequirements
6 End of DV Preparation
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Sample Form of Disbursement Voucher
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 1.1*Payment of Cash Advance-Per Diem (Local Travel)
Approved BUR/CAFTravel OrderItinerary of travelLetter of InvitationRegistration form (if any)ContractCertificate of no unliquidated cash advanceOffice Order from the GM
*Payment of Cash Advance-Per Diem (Foreign Travel)Approved BUR/CAFTravel OrderItinerary of travelLetter of InvitationRegistration form (if any)ContractCertificate of no unliquidated cash advanceDSAOffice Order from the GM
*Payment of Cash Advance-Honorarium, Per Diem, Bantay BukidApproved BUR/CAFLetter Request/JustificationOffice Order of the GM (if any)Approved scheduleCertificate of no unliquidated cash advance
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
* Payment of Cash Advance-ActivityApproved BUR/CAFLetter Request/Justification
Office Order of the GM (if any)Approved proposed activity & budget
Certificate of no unliquidated cashadvance
ANNEX 1.2*Payment of Supplier
Approved BUR/CAFApproved request for paymentLetter request/justificationPO/PR/JOPre-audit recommendationCanvassPrinted APP/PPMP indicating Item and ABC reflected on the PRRR/IAR/ICS/ARE (if any)Waste Material (if any)History Ledger Card (if any) from the Property Supply OfficePre Repair Inspection Report (if any)Spot Report (if any)
Note: Preparation of VAT Certificates for taxes to be withheld from suplliers should be made upon DV preparation.
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 1.3*Payment of Fuel/Working Fund Replenishment
Approved BUR/CAFSummary of fuelconsumedWFV recapitulationFuel fund voucher registerUnliquidated fuel fundTrip ticket and record of travelFuel requisition slipDetailed fuel fundvouchersDrivers daily report
ANNEX 1.4* Payment of Utilities
Approved BUR/CAFApproved request/scheduleStatement of AccountBilling Notice
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 1.5*Payment of Security Services
Approved BUR/CAFApproved request/scheduleAccomplishment reportStatement of AccounBilling NoticeDTR
Detailed daily manning recordANNEX 1.6*Payment of Leave Monetization
Approved BUR/CAFApproved request (letter of intent)Approved application for leaveLeave ledgerCSC Omnibus leave monetization Sec. 22
ANNEX 1.7*Payment of Fidelity Bond
Approved BUR/CAFApproved request paymentList of accountable public officers
Letter to Bureau of TreasuryCertification of applicant (s)General form 57 (A)/58 (B), SALN
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 1.8*Payment of Terminal Leave
Approved BUR/CAFTerminal leave scheduleAffidavit of undertakingMKWD clearance formApplication for leave,Leave ledgerLeave adjustment memo
ANNEX 1.9*Payment of Representation and Transportation Allowance/RATA
Approved BUR/CAFApproved scheduleCertification that officer has no assigned vehicle
ANNEX 2.0*Payment of Salaries &Wages
Approved BUR/CAFApproved schedulePayroll ClearingPayroll RegisterSchedule of deductionSchedule of Net Pay,Memo for promotionNOSI (if any)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 2.1*Payment of Remittances of deduction from salaries
Approved scheduleANNEX 2.2*Payment of Accredited Plumbers
Request for PaymentStatement of AccountService Request
ANNEX 2.3*Payment of monthly payables (e.g. LWUA/Excel,Nation))
Approved BUR/CAFApproved schedule
ANNEX 2.4*Payment of Labor contractor
Approved BUR/CAFLetter Request/Justification
POW/Work Order and engineering details,Documentation/PhotosProject Inspection ReporLabor Contract/ MOA (if any)
Accomplishment Report(Physical & Financial)Statement of Account
Page | 87
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DISBURSEMENT VOUCHER (2)STEP ACTIVITIES DURATION
(MINS/HRS/DAYS )RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1
Receipt of paidDisbursementVoucher fromCashier toAccounting officewithin 3 days(local) and 5 days(regional/national)after payment hasbeen made
1-2 minutes AccountingProcessor
Approved by theGM and alreadypaid
DV, Official Receipts/Proofof payment and CompleteDocumentaryRequirements
2
Verification oftransmitted DV ifduly signed,received bypayee, stampedpaid and alldocumentaryattachments areintact includingOfficialReceipts/Proof ofpayment
20-30 minutes AccountingProcessor
Receipt of paidDisbursementVoucher fromCashier toAccounting officewithin 3 days(local) and 5 days(regional/national)after payment hasbeen made
DV, Official Receipts/Proofof payment and CompleteDocumentaryRequirements
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
3
Photocopy/Filingof DV and alldocumentaryrequirementsattached (Copy 1-COA w/completesupportingdocuments; Copy2-Office File)
5-10 minutes AccountingProcessor
Verification oftransmitted DV ifduly signed,received bypayee, stampedpaid and alldocumentaryattachments areintact includingOfficialReceipts/Proof ofpayment
DV, Official Receipts/Proofof payment and CompleteDocumentaryRequirements
4
Transmittal of DVto COA on orbefore the 15th
day of the ensuingmonth
AccountingProcessor
Photocopied andfiled DV
DV, Official Receipts/Proofof payment and CompleteDocumentaryRequirements
5
Photocopy of DVand alldocumentaryrequirementsattached (1 COAcopy-completeattachment; 1Office Copy--completeattachment; 1BOD copy-DVonly)
AccountingProcessor
Ensure that DV areduly signed,received bypayee, stampedpaid and alldocumentaryattachments areintact includingOfficialReceipts/Proof ofpayment
DV, Official Receipts/Proofof payment and CompleteDocumentaryRequirements
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
6
Transmittal ofDisbursementVouchers to COAon or before the15th day of theensuing month
AccountingProcessor
PhotocopiedDisbursementVouchers andfiling ofDisbursementVouchers
DV, Official Receipts/Proofof payment and CompleteDocumentaryRequirements
7 END OF TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF JOURNAL ENTRY VOUCHER
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES DOCUMENTARY REQUIREMENTS
1 Receipt ofApprovedSchedule/Reportsfor JEV
1-2 minutes SeniorAccountingProcessor
Must be dulysigned &approved byGM/respectivesignatories
ANNEX 1.1 *Liquidation of Cash AdvanceANNEX 1.2 *Office share of PremiumsANNEX 1.3 *Replenishment of Fuel/WorkingFund ReplenishmentANNEX 1.4 *Reports from other DepartmentsANNEX 1.5 *Accredited plumbers officeshare2 Analysis/Review of
acount to be usedfor charging/Reconciliation ofReports
3-5 minutes SeniorAccountingProcessor
Receipt ofApprovedSchedule/Reportsfor JEV
3 Preparation ofJournal EntryVoucher
3-5 minutes SeniorAccountingProcessor
4 Secure signaturesfrom CA, DM, DMB,AGM-A&F
2-3 minutes SeniorAccountingProcessor
JEV Preparation JEV and Complete DocumentaryRequirements
5 Endorse JEV to GMfor approval
2-3 minutes SeniorAccountingProcessor
Securedsignatures fromCA, DM, DMB,AGM-A&F
JEV and Complete DocumentaryRequirements
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARY REQUIREMENTS
9 End of JEVPreparation
SeniorAccountingProcessor
Approved by theGM
JEV and Complete DocumentaryRequirements
12 END OF TRANSACTION
Sample form of Journal Entry Voucher
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 1.1*Liquidation of Cash Advance-Per Diem (Local Travel)
Liquidation reportCertificate of travel completedCertificate of appearance/attendanceTravel OrderItinerary of travelLetter of InvitationOfficial Receipt/RER (if any)Office Order from the GMPlane TicketBoarding PassTerminal ticketTrip ticket (for drivers)
Office Order from the GM*Liquidationof Cash Advance-Per Diem (Foreign Travel)
Liquidation reportCertificate of travel completedCertificate of appearance/attendanceTravel OrderItinerary of travelLetter of InvitationOfficial Receipt/RER (if any)Plane TicketBoarding PassTerminal ticket
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Trip ticket (for drivers)DSAOffice Order from the GM
*Liquidation of Cash Advance-Honorarium, Per Diem, Bantay BukidLiquidation reportAttendancePhotosLetter Request/Justification
Office Order of the GM (if any)approved proposed activity and
budget* Liquidation of Cash Advance-Activity
Liquidation reportAttendancePhotosLetter Request/JustificationInspection and Acceptance ReportOfficial Receipts/RER (if any)Office Order of the GM (ifany)Approved proposed activity & budget
Page | 94
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ANNEX 1.2*Office share of Premiums
Approved ScheduleANNEX 1.3*Replenishment of Fuel/Working Fund Replenishment
Summary of fuel consumedWFV recapitulationFuel fund voucher register,Unliquidated fuel fund report
ANNEX 1.4*Reports from other Departments-Property and Supply Division , ,
Registers (ARE, ICS, RR)Inventory Adjustment MemoMonthly inventory ReportMaterials & Supplies IssuedDepreciation Report
*Reports from other Departments-Cash Management Division , ,Collection Receipt ReportCash transfer reportSummary of disbursemementsInterest Revenue & withholding taxes
*Reports from other Departments-Customer Accounts Division , ,Billing & other related reportsBilling adjustment memoPenalty and extension feeFranchise tax withheld by concessionaires
Page | 95
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Ageing of AR*Reports from other Departments-Water Resources Division , ,
Issuance of Water Meter ReportANNEX 1.5*Accredited plumbers officeshare
Approved request paymentStatement of Account
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
JOURNAL ENTRY VOUCHER (2)STEP ACTIVITIES DURATION
(MINS/HRS/DAYS )CONCERNPOSITION
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1 Receipt of ApprovedJEV
1-2 minutes Senior AccountingProcessor
Approved bythe GM
JEV and CompleteDocumentary Requirements
2 Photocopy/Filing ofJEV and alldocumentaryrequirementsattached (Copy 1-COA w/completesupportingdocuments; Copy 2-Office File)
5-10 minutes Senior AccountingProcessor
Ensure thatJEV are dulysigned and alldocumentaryattachmentsare intact
JEV and CompleteDocumentary Requirements
3 Transmittal of JournalEntry Vouchers toCOA on or before the15th day of theensuing month
Senior AccountingProcessor
PhotocopiedJournal EntryVouchers andfiling ofJournal EntryVouchers
JEV and CompleteDocumentary Requirements
4 END OF TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF BANK RECONCILIATIONSTEP ACTIVITIES DURATION
(MINS/HRS/DAYS )RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1 Receipt of Reports and OtherDocuments from CashManagement Division
Deadline from otherdivisions anddepartments - every5th day of theensuing month
SeniorAccountingProcessor
Reports mustbe dulysigned andapproved
Collection ReceiptReport, cash transferreport, Summary ofdisbursemements,Interest Revenue &withholding taxes,Validated DepositSlips,Bank Statement,Passbooks, Checksissued, Snapshots
2 Analysis & reconciliation ofBook vs. Bank AccountBalances
at least two to threedays
SeniorAccountingProcessor
Receipt ofReports andOtherDocumentsfrom CashManagementDivision
Collection ReceiptReport, cash transferreport, Summary ofdisbursemements,Interest Revenue &withholding taxes,Validated DepositSlips,Bank Statement,Passbooks, Checksissued, Snapshots
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
3 Preparation of Bankreconciliation schedule
20-30 minutes SeniorAccountingProcessor
Ledger, Photocopy ofpassbooks
4 Secure signatures from CA,DM, DMB, AGM-A&F
5-10 minutes SeniorAccountingProcessor
Preparationof Bankreconciliationschedule
Bank Reconciliationschedule, Ledger,Photocopy of passbooks
5 END OF TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Bank Reconciliation Schedule
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF TRIAL BALANCE
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1 Receipt of reports Property and SupplyDivision
Reconciliation vsBook, Approved
Schedules
Registers (ARE, ICS, RR),Inventory Adjustment
Memo, Monthlyinventory Report,
Materials & SuppliesIssued, Depreciation
Report
Cash ManagementDivision
Reconciliation vsBook, Approved
Schedules
Collection ReceiptReport, cash transferreport, Summary ofdisbursemements,Interest Revenue &withholding taxes
Customer AccountsDivision
Reconciliation vsBook, Approved
Schedules
Billing & other relatedreports, Billing
adjustment memo,Penalty and extension
fee, Franchise taxwithheld by
concessionaires,Ageing of AR
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
RESPONSIBLEPERSON/UNIT PRE REQUISITE ACTIVITIES DOCUMENTARY
REQUIREMENTS
Water ResourcesDivision Approved schedule Issuance of Water
Meter Report
2 Reconciliation of SLvs. GL
Senior AccountingProcessor
Receipt ofreports/Recording of allnecessary transactions
for the month
Recorded transactions
3 Preparation of TrialBalance
Senior AccountingProcessor Reconciled SL and GL Recorded transactions
4Secure signatures
from CA, DM, DMB,AGM-A&F
Senior AccountingProcessor Trial Balance peparation Trial Balance, JEV/CV
recap, General Ledger
5Submission of TB to
CorporateAccountant
Senior AccountingProcessor
Secured signatures fromCA, DM, DMB, AGM-A&F
Trial Balance, JEV/CVrecap, General Ledger
6 END OF TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Sample of Trial Balance
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
BALANCE SHEET GENERATION
STEP ACTIVITIES DURATION RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY REQUIREMENTS
1
Receipt ofReconciled Trial
Balance fromthe Bookkeeper
Bookkeeper
2 Plotting of RealAccounts from
the Trial Balanceto the BalanceSheet format
8 minutes CorporateAccountant
Classification of AccountsCurrent Assets: Bank Reconciliation Statement
& Cash flow StatementAccount 102 to 189Contra Assets: Ageing of Accounts ReceivableAccount 301 to 357 Monthly Inventory Report
Non-Current Assets:Account 201 to 290 Summary of PPE Report
Current Liabilities:Account 401 to 439 Ageing of Accounts Payable
Non-Current Liabilities:
Account 444 to 450 Report of Loans Payable andOther Long Term Liability
Net income Data from the Statement ofIncome and Expenses (year todate balances)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY
REQUIREMENTS
Appropriated RetainedEarnings
Status Report onAppropriated RetainedEarnings (net of actualexpenses)
3 Initial printing ofthe Balance Sheet
Report
2 minutes CorporateAccountant
4 Copy furnished ofinitially printed
reports the DivisionManager,
DepartmentManager and
AGM for Admin. &Finance for review
and analysis
3 minutes CorporateAccountant/
DivisionManager/De
p't.Manager/AGM for Admin.
& Finance
If OK, proceed to Step 6
If NOT, proceed to Step 4
5 Take up necessaryadjusting entries to
settlevariances/misstate
ments
3 minutes Bookkeeper Approved schedule ofAdjusting Entry to be made
6 Analysis of theresults after the
necessaryadjustments made
5 minutes AGM forAdmin. &Finance
If OK, proceed to Step 6
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY
REQUIREMENTS7 Final Printing of the
Detailed andCondensed
Balance Sheet
7 minutes CorporateAccountant
8 Secure signatories 15 minutes CorporateAccountant/
DivisionMngr./Dep't.Mngr./AGMfor Admin. &Finance/Gen
eralManager
END OF THE TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Sample of Balance Sheet
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STATEMENT OF INCOME AND EXPENSES GENERATION
STEP ACTIVITIES DURATION(mins./hrs./days)
RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY
REQUIREMENTS
1Receipt of ReconciledTrial Balance from the
BookkeeperBookkeeper
2 Plotting of NominalAccounts from the Trial
Balance to theStatement of Incomeand Expenses format
8 minutes CorporateAccountant
Classification of AccountsOperating Revenue:
Account 619 to 664 SubsidiaryLedgers,General
Ledger, CheckVoucher &
Journal EntryVoucher
Registers andRecapitulation
Reports
Operating Expenses:Personnel Services:
Account 701 to 749MOOE:
Account 751 to 969Financial Expenses:
Account 971 to 975
3 Initial printing of theStatement of Income
and Expenses
2 minutes CorporateAccountant
4 Copy furnished ofinitially printed reportsthe Division Manager,Department Managerand AGM for Admin. &Finance for review and
analysis
3 minutes CorporateAccountant/
DivisionManager/Dep't.Manager/AGM
for Admin. &Finance
If OK, proceed to Step 6If NOT, proceed to Step 4
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(mins./hrs./days)
RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY
REQUIREMENTS5 Take up necessary
adjusting entries to settlevariances/misstatements
3 minutes Bookkeeper Approvedschedule of
Adjusting Entryto be made
6 Analysis of the resultsafter the necessary
adjustments made. Itincludes determination
of Net Income andOperating Ratio based
on LWUA setparameters.
5 minutes
AGM for Admin.& Finance
If OK, proceed to Step 6
7 Final Printing of theDetailed and
Condensed Statementof Income and Expenses
7 minutes CorporateAccountant
8 Secure signatories 15 minutes CorporateAccountant/
DivisionMngr./Dep't.
Mngr./AGM forAdmin. &
Finance/GeneralManager
END OF THE TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Sample of Statement of Income & Expenses
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
NATURE OF TRANSACTION: STATEMENT OF CASH FLOW GENERATION
STEP ACTIVITIES DURATION(mins./hrs./days)
RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY
REQUIREMENTS
1
Receipt ofReconciled Trial
Balance from theBookkeeper
Bookkeeper
2
Plotting of cashinflow data based
on CollectionReceipt Register tothe Statement ofCashflow format
3 minutes
CorporateAccountant &
CashManagement
Division
Classification of AccountsCash Inflows from
Operating Activities:Account 619 to 649
Collection ReceiptRegister, bank
statement,Summary of Interest
Revenue Report
Cash Inflows fromInvesting Activities:
Account 426-Bid SecurityCash Inflows from
Financing Activities:Account 664 for Interest
Revenue
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(mins./hrs./days)
RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY
REQUIREMENTS
3
Plotting of cashoutflow data
based onCollection Receipt
Register to theStatement of
Cashflow format
3 minutes CorporateAccountant
Cash Outflows from:Operating Activities:
Payment of PersonnelServices and MOOE
EspensesCheck Voucher
Register andRecapitulation
Report, Summary ofDisbursements andSummary of BankCharges Report
Investing Activities:Refund of Bid Securities
Financing Activities:Account 791-Bank
Charges & 795-InterestCharges
4
Cash endingbalances mustagrees with theBalance Sheet
5 minutes CorporateAccountant
If OK, proceed to Step 6 TrialBalance/Balance
Sheet BankReconciliation
Statement
If NOT, proceed to Step5
5Review of all cashinflow and outflow
transactions2 minutes Corporate
Accountant If OK, proceed to Step 6
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(mins./hrs./days)
RESPONSIBLEPERSON/UNIT PRE-REQUISITE DOCUMENTARY
REQUIREMENTS
6
Final Printing of theDetailed andCondensed
CashflowStatement
5 minutes CorporateAccountant
7 Secure signatories 15 minutes
CorporateAccountant/
DivisionMngr./Dep't.
Mngr./AGM forAdmin. &
Finance/GeneralManager
END OF THE TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Sample of Cash flow
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PAYMENT OF TAXES THROUGH EFPSELECTRONIC FILING AND PAYMENT SYSTEM
STEP ACTIVITIESDURATION
(MINS/HRS/DAYS)CONCERNED
POSITIONPRE-REQUISITE
ACTIVITIESDOCUMENTARYREQUIREMENTS
1
Prepare the listing to beaccomplished through forms(1600/1601E(Suppliers) Form 1601Cfor employees/BOD.Alphalist ofname of suppliers,Employees.
3-5 minutes AccountingProcessor B
Approved scheduleof taxes withheld
fromsuppliers/employees/
BOD for the month
2 Access BIR eFPS website athttps://efps.bir.gov.ph. Log-in usingthe BIR-assigned User ID and file thetax return by Form (e.g.1600,1601E,1601C)
3-5 minutes
3 After filing has been validated andsubmitted, print the Filing ReferenceNo. (1copy-JEV, 1copy-Office,1copy-Cash Mngt.)
Accessed the BIReFPS website
During payment initiation, select thefollowing details in EFPS PaymentForm Page:
Filed Return hasbeen validated andsuccessfullysubmittedeFPS Mode of
Payment: Bank TransferTransacting Bank(Authorized AgentBank):
"010000-UCPB (HEADOFFICE)"
Amount: The paymentamount
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS)
CONCERNEDPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
4 Click "Submit", then click "Ok". 1 minute
Filed Return hasbeen validated andsuccessfullysubmitted
5
You will be re-directed to the UCPBCM.Biz site. Log-in using your CM.BizUsername, Password and CompanyID (as assigned by UCPB duringenrollment to CM.Biz).
1-2 minutes
Filed Return hasbeen validated andsuccessfullysubmitted
6
Click on the "UCPB BIR eFPS" menu onthe left and click "Create TaxPayment". Details of the paymentfiled in BIR eFPS will be displayed.Check if the information is accurate.
1-2 minutes
Filed Return hasbeen validated andsuccessfullysubmitted
7
Select the "Debit Account" then, click"Confirm". A Confirmation Page willbe displayed with all the details. Click"Submit" to send the payment forauthorization by theApprover/General Manager.
1-2 minutes
Filed Return hasbeen validated and
successfullysubmitted
8
Approver/GM will Log in to the UCPBCM.Biz site using the CM.BizUsername, Password and CompanyID (as assigned by UCPB duringenrollment to CM.Biz).
1-2 minutes Tax Payment hasbeen successfullycreated for approval
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS)
CONCERNEDPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
9
To approve the created TaxPayment:a.) Select the button pertaining tothe created tax payment, click"Create Batch", then click "Ok".b.)Go to the "Batch Authorize" taband click "Authorize".c.)Validate the details and numberof transactions displayed, then click"Authorize".d.)A message "Batch authorizedsuccessfully" will be displayed. Click"Notify BIR". You will be re-directed tothe BIR Website.
3-5 minutes
Tax Payment hasbeen successfully
created forapproval. There mustbe enough cash inthe bank account.
10
The page will display "BIR eFPS hasreceived the payment confirmationfor your tax return from UCPB". Printthe confirmation number asreference. (1copy-JEV, 1copy-Office,1copy-Cash Mngt.)
1-2 minutesTax payment hasbeen successfullyapproved forpayment byApprover/GM.
9 Validation of alphalist of taxeswithheld from suppliers 3-5 minutes
Generate thealphalist (dat file) oftaxes withheld fromsuppliers
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS)
CONCERNEDPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
10 Submission of the validated alphalistof suppliers through e-submission. 3-5 minutes
Validated thealphalist (dat file) oftaxes withheld fromsuppliers
11Printing of AcknowledgemnetReceipt of the validated alphalist ofsuppliers
3-5 minutes
Submitted theValidated thealphalist (dat file) oftaxes withheld fromsuppliers
12 END OF TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF MONTHLY DATA SHEET
STEP ACTIVITIES DURATION(MINS/HRS/ DAYS)
CONCERNEDPOSITION PRE-REQUISITE ACTIVITIES DOCUMENTARY REQUIRMENTS
1 Plotting ofdata 5-10 mins
DepartmentManager,Comm'l
Services
Approvedschedule/reports
Billing Reports (e.g. Number ofactive/service/installedconnections, re-open,
disconnected, billed volume percategory, accounts receivable
2 Plotting ofdata 5-10 mins
DivisionManager,CashManagement
Division
Approvedschedule/reports Billing Water Sales
3 Plotting ofdata 5-10 mins
DivisionManager,Accounting
& Budget Division
Approvedschedule/reports
Income and Expenses, Cashflowstatement, Inventories, Debt
service, Loans payable to LWUA,Reserves, Customer's deposit,
Honoraria of BOD
4 Plotting ofdata 5-10 mins AGM for Operations Approved
schedule/reports
Reports: Source of Supply, waterproduction and its cost,
accounted water use, waterassessment
5 Plotting ofdata 5-10 mins
DivisionManager,HumanResource Division
Approvedschedule/reports Reports on number of Employees
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/ DAYS)
CONCERNEDPOSITION PRE-REQUISITE ACTIVITIES DOCUMENTARY REQUIRMENTS
6 Plotting ofdata 5-10 mins AGM for Operations Approved
schedule/reportsReports on Bacteriological &
Chlorination
7 Plotting ofdata 5-10 mins Secretary of the BOD Approved
schedule/reports
Reports: Number of Resolutions,Policies passed, Number of
meetings
8
Securesignatures forreview andapproval
5-10 minsDepartment
Manager, AGM &GM
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Sample of MDS
MONTHLY DATA SHEETAS OF JUNE 2016
1. SERVICECONNECTIONDATA: FEBRUARY MARCH APRIL MAY
JUNE YR. TODATE
1.1 Total Service 32,337.00 33,153.00 33,598.00 33,827.0033,997.00
198,926.00
1.2 Total Active 28,917.00 29,782.00 30,195.00 30,414.0030,529.00
178,355.00
1.3TotalMetered 28,917.00 29,782.00 30,195.00 30,414.00
30,529.00
178,355.00
1.4 Total Billed 28,428.00 28,866.00 29,732.00 30,133.0030,341.00
175,744.00
1.5PopulationServed 173,502.00 178,692.00 181,170.00 182,484.00
183,174.00
1,070,130.00
1.6 Changes:
New 323 816 445 229 170 2,152
Reconnected 182 114 102 75 104 782Disconnecte
d 106 65 134 85 159 725
Growth 399 865 413 219 115 2,209
1.7Customersin Arrears:
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Number11,464 11,056.00 11,168 11,494.00
12,492.00
Percentage 39.64% 37.12% 36.99% 37.79% 40.92%
2.0PRESENTWATER RATES
LWUAAPPROVED YES EFFECTIVE: Jan.2002
Kidapawan, Makilala andMagpet Area
Number of Connections
FEBRUARY MARCH APRIL MAY JUNEYR. TODATE
Domestic/Government 23,963 24,292 25,061 25,492 25,733 148,339
Commercial/Industrial 3,213 3,328 3,419 3,409 3,382 19,936
Bulk/Wholesale - -TOTAL 27,176 27,620 28,480 28,901 29,115 168,275
LWUAAPPROVED YES EFFECTIVE:
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
AOM/NS/ND
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
CONCERNPOSITION
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
1 Receiving of AOMfrom COA Auditor
2 Management'sResponse to AOM
15 days AgencyOfficialsConcerned
Receipt of AOM Supporting Documents toanswer AOM
3 Receiving of Noticeof Suspension
4 Answering theNotice ofSuspension orcomplying to theadditionaldocumentation orthe requirementson matters raised inthe course of audit
90 days uponreceipt to send ananswer
AgencyOfficialsConcerned
Receipt of AOM Answer to Notice toSuspension and otheradditionaldocumentation orrequirements required byCOA in the course of theirAudit
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
CONCERNPOSITION
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
5 Receiving of Noticeof Settlement toSuspensions/Disallowance/Charges
settled after the Auditor issatisfied that the transaction isregular/ legal/ proper uponexamination of the justification/ explanation and/ordocumentation submitted bypersons responsible incompliance withrequirements, No particularnumber of days
AgencyOfficialsConcerned
Answer to NS/ND/ NC
Answer toNotice ofSuspensions,Disallowances,Charges andother supportingdocuments andSASDC
6 If the auditor isunsatisfied with theanswer to theNotice ofSuspension, He/Shewill charged anotice ofDisallowance/Charge to theAgency to beanswered by theAgency
60 days from receipt to file anappeal
AgencyOfficialsConcerned
Receipt ofNotice ofDisallowance/Charge
Answer toNotice ofDisallowanceand othersupportingdocumentsrequired byCOA
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
CONCERNPOSITION
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
7 Receipt of Noticeof Finality ofDecision
issued to theAgency Head toinform that adecision of theAuditor , Director,Adjudication andSettlement Boardor CommissionProper hasbecome final andexecutory , therebeing no appeal ormotion filed withinthe reglementaryperiod or 60 days
AgencyOfficialsConcerned
Unanswered NS/ND or NC byCOA
8 Receipt of COAOrder of Execution
issued to enforcethe settlement ofdisallowance/charge, wheneverthe persons liablerefuse or fail tosettle them afterthe decisionbecome andexecutory Noparticular numberof days
AgencyOfficialsConcerned
Receipt of NFD
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION(MINS/HRS/DAYS )
CONCERNPOSITION
PRE REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
9 Recording in thebooks of the NS/
ND/ NC/ NFDCharged by COA
Upon Receipt CorporateAccountant
Receipt of NS/ND/ NC/ NFD to
be paid byconcernedpersonnel
Copy of NS/ ND/ NC/ NFDreceived
10 Recording ofPayment of NS/ND/ NC/ NFD by
concernedpersonnel
Upon Payment SeniorAccounting
Processor
Payment of theconcernedpersonnel
Copy of Official Receiptor Schedule of deduction
11 Receipt of NSSDCfrom COA
Every aftersettlement of NS/ND/ NC/ NFD, Noparticular number
of days
AgencyOfficials
Concerned
Letter ofSettlement
submitted toCOA
Copy of NSSDC from COA
END OF TRANSACTION
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FORMS
Page | 129
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
1. Certificate of Availability of Funds
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
2. Budget Utilization Request
Page | 131
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
3. Disbursement Voucher
Page | 132
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
4. Journal Voucher
Page | 133
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Bank Reconciliation
Page | 134
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Trial Balance
Page | 135
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
Balance Sheet
Page | 136
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
8. Statement of Income & Expenses
Page | 137
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
9. Audit Observation Memo
Page | 138
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
10. Notice of Suspension
Page | 139
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
12. Notice of Disallowance
Page | 140
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
13. Statement of Audit Suspension, Disallowances and Charges
Page | 141
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
14. Notice of Finality of Decision
Page | 142
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
15. COA Order of Execution
Page | 143
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PROCESS FLOW CHARTS
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FUEL FUND REPLENISHMENT
DRIVER
1. Approved tripticket
2. Fuel requisitionslip
3. Fuel liquidationreport
PETTY CASHCUSTODIAN
1. Generate FuelFund Voucherwith Attachments
2. Release of PettyCash Fund
1. Approved request forFuel FundReplenishment
2. Summary of Fuel fundConsumed
3. Fuel Fund recap4. Detailed Fuel Fund
Vouchers w/Attachments
5. Report on UnliquidatedCash Advance on FuelFund
6. Detailed MonitoringReport of Drivers FuelUtiliztion
CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
WORKING FUND REPLENISHMENT
ACCOUNT 784TRANSPORTATION
EXPENSES
1. Approved Trip Ticket2. Itenerary of Travel
PETTY CASHCUSTODIAN
1. Generate WorkingFund Voucherwith Attachments
2. Release of PettyCash Fund
1. Approve Requestsfor Working FundReplenishment
2. Working FundRecap
3. Detailed WorkingFund Voucherswith Attachments
4. Report onUnliquidated CashAdvance on FuelFund
CAF
ACCOUNT 781POSTAGE AND DELIVERY
EXPENSES
1. Approved Request forReimbursement
2. Original Copy ofReceipt andReimbursement
3. Transmittal and OtherSuporting Documents
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SUPPLIER: MATERIALS
REQUISITIONER Supply Office – PRfor GM’s Approval
CAF
Canvass(At least 3 Bonafied
Bidders)
PhilGEPS Posting(if amount exceeds
50,000.00)
Delivery (DR andCharge Invoice)
IAR/RR Board Reso./ AOB
NOA/NTP
Request forPayment/Pre-auditRecommendation
GM’s ApprovalPO
Page | 147
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SUPPLIER: MEALS
REQUISITIONER Supply Office –PR for GM’sApproval
CAF
Canvass(At least 3
Bonafied Bidders)
PhilGEPS Posting(if amountexceeds
50,000.00)
Delivery (DR andCharge Invoice)
IARBoard Reso./
AOB
NOA/NTP
Request forPayment/Pre-auditRecommendation
GM’s ApprovalPO
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CONTRACTORS (HORIZONTAL)
PROJECTENGINEER
Work Order/POW & SupplyOffice – JO forGM’s Approval
CAF
CanvassLabor Contract/
MOA
Documentationand Photos
Statement ofAccount Work in Progress
Request forPayment
GM’s Approval
Page | 149
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CONTRACTORS (HORIZONTAL)
PROJECTENGINEER
Work Order/POW & SupplyOffice – JO forGM’s Approval
CAF
Canvass NOA/NTP
Work in ProgressDocumentation
and PhotosLabor
Contract/MOA
Statement ofAccount
Request forPayment GM’s Approval
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
JOB ORDER
REQUISITIONER Supply Office –JO for GM’s
Approval
Canvass(At least 3
Bonafied Bidders)
Work in ProgressAccomplishment
Report (Labor)
IAR/AccomplishmentReport (Materials/
Item to beReceived))
Pre-AuditRecommendation
Pre-AuditRecommendation
CAFGM’s Approval
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
TRAVEL: LOCAL
LEAVE MONETIZATION
Travel Order,Itenerary of
Travel, OfficeOrdder,
Certificate of noUnliquidated
Cash Advance
GM’s Approval CAF
HR
1. Fill up Leave Form2. Copy Latest
Leave Ledger3. Leave
MonetizationSummary
4. Request forPayment withSpecial Purpose
5. CSC OmnibusCode Rles onLeave Sec. 22
GM’s Approval CAFApplicant
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
OTHER SCHEDULES
RATA
Schedule Certification
GM’s Approval CAF
Per Diem of BOD,PERA, PAG-IBIGPremium OfficeShare, ECC,PhilHealth Premium,Back Premium,Accounts Payable
*ApprovedSchedule
GM’s Approval CAF
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
BUR
REQUISTIONEROR FROM GM
(ApprovedSchedule orRequests forPayment or
Procurementbased on
approved PR, JO,PO with
completedocumentaryattachments)
CORPORATE BUDGET SPECIALIST
(For BUR preparation with accurate accountcharges and explanation based on CAF foreasy monitoring of actual Budget Variancesper Account and for easy identification of
Monthly Outstanding CAF)
DIVISIONMANAGER(Check the
accuracy of entriesand completeness
of documentaryrequirements)
AGM FOR ADMIN& FINANCE
(RecommendingApproval)
GENERALMANAGER
(For Approval incase her office is
the RC)
DIVISIONMANAGER FSD
(Certifies theaccuracy of entriesand completeness
of documentaryrequirements)
FORDISBURSEMENT
VOUCHERPREPARATION(As Scheduled)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF PAYROLL
List of Employees Deductions Payroll Registerand Clearing
Schedules forApproval
CV and JEVEmployee’s
Responsive ATM CAF and BUR
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF OTHER COMPENSATION FLOW CHART
Allowances, Bonuses,Incentive, etc. Deductions Schedule for
Approval
Schedules forApproval CV and JEV CAF and BUR
Page | 156
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DISBURSEMENT VOUCHER
CORPORATE BUDGETSPECIALIST
(Approved BUR withAttached CAF, Approved
schedule/ request forpayment and other
documentary requirements)
SENIOR ACCOUNTINGPROFESSOR A
(for counter checking andconfirmation of accounts
versus ledger)
ACCOUNTING PROFESSOR(Preparation of
Disbursement VoucherBased on Approved BUR,
CAF and OtherDocumentary Attachments)
CORPORATE ACOUNTANT(Check And ensure theaccuracy of entries and
completeness ofdocumentary attachment)
DIVISION MANAGER(Certify the accuracy of
entries and completeness ofdocumentary requirements)
CASHIER(for check preparation)
DIVISION MANAGER FSD(Certifies that disbursement
is laful and legal)
AGM FOR ADMIN &FINANCE
(RecommendingApproval)
GM's Approval
All paidvouchers shalbtrsnmited by the
cashier to theaccounting within the
prescribed period
Vouchers will bephotocopied forfuture reference
All vouchers issued forthe monthshall be
transmto COA on orbefor15th day of the
ensuing month
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
JOURNAL VOUCHER
ApprovedMonhly Report
CA Liquidation
Recording ofPayables
Analysis Reviewof Transactions
Journal EntryVoucher
Reconciliation ofSL VS GL
Trial BalancePosting of GL
and SL
Checked byCorporate
Accountant
Reviewed byDivision
Manager
Noted byDepartment
Manager
RecommendingApproval by
AGM-A&FApproval by GM
Copy Furnish ofFile to COA and
Accounting
Submission ofCOA's Copy
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
BANK RECONCILIATION
e
Bank ReconcilationIn Charge
Bank Statements
Passbooks
Used Checks
DisbursementVoucher Recap
Check Register,Cash book,
Validated DepositSlips
Collection Reports(CRR)
Cash FlowStatment
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PREPARATION OF TRIAL BALANCE
Approved SupportingDocuments from
DifferentResponsibility Centers
Analysis ofTransaction Journal Entry Voucher
Posting to GL and SLReconciliation of SLversus GLTrial Balance
JEV Register w/Recap
JEV andAttachments
SICO B for Audit
Page | 160
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FS PREPARATION
TRIAL BALANCE
Recap CRR andDVR
Balance Sheet
Income Statement
Cash FlowStatement
Monthly DataSheet
AGM, GM, BOD,SICO-B, LWUA
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
DISALLOWANCES AND SETTLEMENTS
orAudit
ObservationMemo
Notice ofSuspension
Notice ofDisallowance
Notice ofCharge
Statement ofSuspension
Disallowancesand Charges
Notice ofSettlement of
SuspensionDisallowancesand Charges
Notice ofFinal
Decision
COA Orderof Execution
Page | 162
METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FSD Transactions, Process Flow Chart, Forms(Cash Management Division)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
OFFICE COLLECTION
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
1
ReceivesWater Billsand otherChargesPaymentfrom payingcostumer incash
3 mins. CollectionAssistants
1. For customerswithout Water Bills:a. Secure an accountfrom the Customer'sAssistance Deskb. Payment for othercharges must have apayment slip fromCustomer's AccountsDivision.
Water Bill andPayment Slipsfor OtherCharges Teller’s
DailyCollectionReport
OfficeCopy ofIsued ORfor theDay
ArrangedOffice Copyof issuedOR’s
CollectionAssistant’srecordsdailycollection toindividualTeller’sJournal
2. Queuing numbermust be secured alsofrom the Customer'sAssistance Desk andwait for the number tobe reflected in theQueuing machinemonitor including theTeller assigned tocater suchtransaction
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS3. Present the Water Billto the Teller assignedand the Teller itself willscan the barcode thrutheir barcode scannerto search the accountto be paid from theCustomer's Ledger.
2
ReceivesWater Billsand otherChargesPaymentfrom payingcostumer incheck
3 mins. CollectionAssistants
1. For Personal Check:a. it should be verifiedfrom the bank by thedivision manager forthe availability of funds
Water Bill andPayment Slipsfor OtherCharges
2. For GovernmentCheck:a. It should have abank advice andstamped with details ofverifiation from thebankb. Check should bepayable to MetroKidapawan WaterDistrict
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
1. Water Bill 2. Payment/ Cancellation Slip
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ASSIGNMENT PER COLLECTOR
Teller 1 Teller 2 Teller 3 Teller 4 Cashier
Prioritize SeniorCitizens,
PregnantWoman, With
Little Kids,Persons with
Disability
Receivespayment of
water bills andother charges
Receivespayment of
water bills andother charges
Receivespayment of
water bills andother charges
Sundries withapproved
specialagreement
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CASH AND CHECK REMITTANCES
Tellers(Cash and Check Remittance)
Cashiering Assistant, CollectionSection
(For Review as to accuracy ofcollection versus remittances
including OR series)
Certification and Verification byDivision Manager
Preparation of Deposit Slips in 5Copies by the Cashier-A
Tellers(Receives 1 copy of deposit slip
as proof of receit ofremittances)
Checking of cash/checkversus deposit slips by theCashiering Assistant and
Division Manager
Checking of cash/checkversus deposit slips by theCashiering Assistant and
Division Manager
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PROCESSING OF PRINTED COLLECTION REPORTS
Tellers and CashierCollection Reports and Issued ORwith Updated Collection Journal)
Review and Posting to collectionJournals by the Cashiering
Assistant
Certified Correction by theDivision Manager of CM
Review by the DepartmentManager of Financial Services
Filing and Safekeeping by theCashiering Assistant
Copy furnish to CRR In-charge for posting to CRR
Copy furnish to AR Sectionfor AR and Persuit ofDelinquent Accounts
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PRINTING AND UPDATING OF COLLECTION REPORTS
Tellers
(After reconciliation of actual ORseries issued versus computer)
Cashiering Assistant
(Print Collection Report per Teller)
Reconciliation of Collection Reportvesus OR versus Cash/Check
Tellers remittance for theday no over no under
Updating of collection perteller to individual costumer
ledger
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
SUMMARY OF COLLECTION
Preparation of summaryby Cashiering Assistantof Cash Management
Checking of summaryby the Division
Manager Review andVerification by
Department Managerfor FS and AGM forAdmin and Finance
Posting to collectionjournal by Cashiering
Assistant
Posting to CRR by CRRIn-charge
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
PAYING WITHOUT WATER BILL
COLLECTION OF WATER BILLS(WITH COMPLAINS, QUERIES, AND ADJUSTMENTS)
Securing of Priority No. atSecurity on Duty
Getting Account No.from costumer servicing
desk
Paying to Tellers
Costumers withComplains, Queries, or
Adjustments
Costumer ServicingSection (CSD)
Tellers
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
3. Denomination Form
4. Official Receipt
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
OFFICE COLLECTION
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILING SYSTEMAND
RECORDS
1
RemitCash &CheckPaymentreceive toCashier A
3-5 mins.
CollectionAssistants,CashieringAssistant,DivisionManager
1. Prepares Cash& Checkremittancesthrough Cashdenominationform at 2 copies
Cash/Checkremittances
DenominationForm 2 Copies
DenominationForm withattacheddeposit slip
CashieringAssistantrecordsremitted cashto itsremittancesjournal forcounterchecking atthe end ofthe day
SafekeeingDenominationForm forAttachmentto teller’sIndividualreport
2. Remittanceswill be Checked& verified by theCashieringAssistant as to theaccuracy ofcollection versusremittancesCertified correctby the DivisionManager
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM
ANDRECORDS
2
Generation ofall Teller's DailyCollectionReportincluding Fieldcollection
15mins./Teller
CollectionAssistants,CashieringAssistant,DivisionManager
1. Afterreconciliation ofactual series of OR'sissued versuscomputer,Cashiering Assistantwill print DailyCollection Report Detailed &
Summary ofDaily CollectionReport
DenominationSlips withattacheddeposit form
DailyCollectionReport
2. Generated reportmust be given toTellers with theattachedDenomination slipsof remittance &Deposit slips
For Field collection:> It must beupdated first to thesystem
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM
ANDRECORDS
3Review andReconciliationof All Reports
30 mins. CashieringAssistant
1. Check andReviewGenerated DailyCollectionReports versusOR Generated Daily
CollectionReport
OR
Teller’sRemittance Slip
Deposit Slip
Teller’s DailyCollectionReport withCompleteAttachments
OfficialReceipt
Posting ofdata ondailycollectionto teller’sdailycollectionjournal
2. ReconcileDaily CollectionReports versusRemittance &Deposit withoutover underremittance
3.Posting of dataon dailycollection toteller’s dailycollection journal
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
4. Forward DailyCollection reporttogether with theoffice copy ofissued OR neatlybound andorganized tocashieringassistant
5. CashieringAssistant checksthe individualTellers report andreviews the sameas to theaccuracy ofCollection versusremittances andforward toDivision,DepartmentManagers &AGM forapproval
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
4
Certificationas tocorrectness ofreport
30 mins. CashieringAssistant
1. CashieringAssistant checksthe reportsubmitted byTeller togetherwith the OfficialReceipts & otherattachments
Generated DailyCollectionReport
OR
Teller’sRemittance Slip
Deposit Slip
Teller’s DailyCollectionReport withCompleteAttachments
OfficialReceipt
2. Forward saidreports to Division& DepartmentManager & AGMfor approval
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
5
FacilitateWater Billpaymentthroughcollectingbanks
20 mins
CollectionAssistant,
CashieringAssistant
1. Cashier Dcollects Water Billpayment fromdifferentcollecting banks
Generated DailyCollectionReport
Bank’s Summaryof Collection
ValidatedDeposit Slip
GeneratedDailyCollectionReport
Bank’sSummary ofCollection
ValidatedDeposit Slip
Arrangedissued ORsfor 51
CollectionAssistantRecordsdailycollection toindividualteller’sjournal
2. CollectionAssistant postedreports receivedfrom the bankand records thesame to bankcollection journal3. Print Bank DailyCollection Reportfrom the bankand its validateddeposit slips andchecked byCashieringAssistants
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FIELD COLLECTION
Field Colletor
(Coordinate with our In-HouseProgrammer for downloading of
billing for collection)
On Site Actual Collection
Posting and Reconciliation ofCollection Report vesus OR versus
Issued ORsProcessing of Reports Remittances
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FIELD COLLECTION REMITTANCES
Assigned Field Collectors(Cash and Check Remittance)
Cashiering Assistant, CollectionSection
(For Review as to accuracy ofcollection versus remittances
including OR series)
Certification and Verification byDivision Manager
Preparation of Deposit Slips in 5Copies by the Cashier-A
Assigned Field Collector(Receives 1 copy of deposit slip
as proof of receipt ofremittances)
Checking of cash/checkversus deposit slips by the
Department Manager
Depository Banks(Cash and Check with 5
copies Deposit Slip)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
FIELD COLLECTION REPORT
Collection Reports and Issued ORwith Updated Collection Journal)
Review and Posting to collectionJournals by the Cashiering
Assistant
Certified Correction by theDivision Manager of CM
Review by the DepartmentManager of Financial Services
Filing and Safekeeping by theCashiering Assistant
Copy furnish to CRR In-charge for posting to CRR
Copy furnish to AR Sectionfor AR and Persuit ofDelinquent Accounts
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
BANK COLLECTIONCASH/ CHECK COLLECTION
Concessionaires w/Current Water Bills
Bank Tellers (CB, DBP,Veterans, etc.)
Cash/Check to MKWDbank account with the
collecting bank
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
BANK COLLECTION REPORTS
Collecting Banks
Collection Reports, ValidatedDeposit Slips and Issued OR
Review and Posting to collectionJournals by the Cashiering
Assistant
Certified Correction by theDivision Manager of CM
Review by the DepartmentManager of Financial Services
Filing and Safekeeping by theCashiering Assistant
Copy furnish to CRR In-charge for posting to CRR
Copy furnish to AR Sectionfor AR and Persuit ofDelinquent Accounts
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
5. Certificaion Form 6. Official Receipt Form 51
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
7.Certification Form
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CASHIERING
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
1
ReceivesCash/Checkpayment fromCollectionAssistants anddeposit todifferentdepositorybanks
5-30 mins.
CashieringAssistant
Cashier ACashier D
1. CashieringAssistant checksthe remittedCash/Checkpayment ofCollectionAssistants
FilledDenominationform for cashand checkremittances
5 copies ofdeposit slips for
Collectionassistant,
Cashier, bank,COA, and for
filing
FilledDenominationform for cashand checkremittances
ValidatedDeposit slip
Cashier Asafekeepsthe reportwith the
validateddeposit slip
2. Cashier countsthe receivedremittances andprepares Cashdeposit slip forCash and Checkdeposit slip forCheck payments
3. Cashier Ddepositsremittances todifferentdepository bankswith the dailyrequired amountof deposits daily
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS FILING SYSTEM
AND RECORDS4. UCPBAccounts:Assigned bankpick-up teller willpick-up cashdeposits formthe officemorning &afternoon
2
CheckPreparationfor ScheduleofDisbursement
3 mins. Cashier A
1. Cashier AreceivesDisbursementvoucher fromAccountingdivision withcompleteattachments aspayment toscheduledpayables Suchas Suppliers,Payroll & otherpayables.
DisbursementVoucher
Check
DisbursementVoucher
Check
CashierSafekeeps
DisbursementVoucher andCheck ready
for release
2. Prepares &assigned checkto Disbursementvoucher
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
REPORTS FILING SYSTEMAND RECORDS
3
Releasedcheck todifferentPayees
3 mins. Cashier A
1. Cashier Amust informpayees to claimtheir check atthe office
DisbursementVoucher
Check
ReceivedDisbursement
Voucher
ChecksIssued Form
Cashier mustfile receivedchecks andforward to
accountingsection to besubmitted to
COA
Check issuedform must besigned by the
payee orpayee’s
representative
2. Payee musthave 2 valid ID'sas bankrequirementand sign thereceivedcolumn ofdisbursementvoucher in 3copies3. Must sign thechecks issuedform uponreceiving theirchecks
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
8. Validated Deposit Slip 9. Check and Disbursement Voucher
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
10. Issued Check Register
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CASHIERING
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
For NationalSupplier:
Deposit SlipPayment
Schedule
OfficialReceipts
Deposit SlipPayment
Schedule
OfficialReceipts
DisbursementVoucher
Cashier Amustattachedthe depositslip tovoucher &the OfficialReceipt aswell
4. Payment mustbe deposited totheir respectivebank accountsand must beinformed thrutelephone or e-mail on thedepositedpayment
5. Deposit slip willbe faxed or sendthru e-mailtogether with theTax form tosuppliers and forthem to sendtheir OR's
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
4
Receives Last& Finalremittancesof CollectionAssistants &prepares DailyCollectionSummary
1 hour Cashier A
1. Cashier Aprepares depositslip for lastremittance ofCollectionAssistants anddeposit todepository banks Remittance
Form
Deposit Slip
Validateddeposit slips
RemittanceForm
DailyCollectionSummary
Cashier ApreparesDailyCollectionSummaryreport &attachedRemittanceform &validateddeposit slips
2. Finalremittance willbe on smalleramount andavoid biggercash amount ofin-transits,safekeeping isnecessary
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
5
Prepares DailyCashier’sReport suchas DCPR,Collectonsand depositsReport andCash ReceiptRegister
1 hour Cashier A
1. Afterpreparation ofDaily CollectionSummary ReportCashier A willprepareCollection &Deposits andCash ReceiptsRegister whichwill be submittedto AccountingDivision & COAevery end of themonth
DailyCollectionSummary,Collection andDepositsreport, CashReceiptsRegister
DailyCollectionSummary,Collectionand Depositsreport, CashReceiptsRegister
Cashier Asafekeepspreparedreportsready forsubmissiontoAccounting& COA
6
Process CashTransferespeciallyduring duedates of Timedeposits &updating ofPassbooks forInterest &WithholdingTaxes incurredfor the month
1 hour Cashier A
1. Processrenewal of TimeDeposits every10th day of themonth
Time DepositCertificate,AuthorizationForm forrenewal oftime deposit(DBP),Time deposittransactionform UCPB &Passbook
Reports ontime deposits,Interest andwithholdingtax report,cash transfersreport
Cashier Apreparesthefollowingreports forsubmissiontoaccountingdivision &COA
2. Updating ofPassbooks forinterest andwithholding taxincurred for themonth
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CASHIER’S COLLECTION REPORT(FOR ACCOUNTS NOT PROVIDED IN BILLING & COLLECTION SYSTEM/ SUNDRIES)
Collection Reports and IssuedORs with updated cashier’s
collection journal
Checking by the CashieringAssistant and Division Manager
of CM
Review by the DepartmentManager of Financial Services
Filing and Safekeeping by theCashier
Posting by the CRR In-Charge
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CASHIER’S COLLECTION REPORT
Cashier
Collection Report,Validated Deposit Slips
and Issued OR
Cashiering Assistant
Posting of Collection tocomputer after updating of
billing to the system.
Checking by the DivisionManager of CM
Review by the DepartmentManager of Financial Services
Filing and Safekeeping by theCashiering Assistant
Copy furnish to CRR In-charge for posting to CRR
Copy furnish to AR Sectionfor AR and Persuit ofDelinquent Accounts
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
CASHIER’S COLLECTION REMITTANCE(CASH/CHECK COLLECTION REMITTANCE)
Cashier
Cash and Check Remittance
Checking by the DivisionManager of CM
Review by the DepartmentManager of Financial Services
Cashier A
Preparation of Deposit Slips in 5copies
File Copy as proof ofremittances
Depository Banks(Cash and Checks with 5 copies
deposit slip)
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
11. Debit and Credit Memo 12. Report on Collection and Deposit
13. DPCR
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ADMINISTRATION OF FUEL FUND
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
1Facilitateclaims forFuel Fund
3 mins.
Drivers/Claimant
Cashier D
Cashier A
1. Receives fuelliquidation reportwith completeattachments andmust see to it that allsignatories affixedtheir signatures intwo copies
FuelLiquidationReport
Fuel RequisitionSlip
Trip Ticket andRecord ofTravel
OfficialReceipts
Fuel FundVoucherandRegister
Cashier D,files &safekeep ofrequirementsready forreplenishment
2. After validation ofclaims & checkingof attacheddocuments, CashierD will prepare theFuel Fund Voucherto be signed by theclaimant
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS
REPORTS FILINGSYSTEM AND
RECORDS3. Forward thesaid Fuel FundVoucher withits completeattachments toCashier A forthe release ofrequested fundintended forfuel
2
ProcessLiquidation &Replenishmentof Fuel Fund
2 days Cashier ACashier D
1. Cashier Aforwarddocuments toCashier D fortheconsolidation ofliquidated fuelfor thereplenishmentof Fuel Fund
Fuel FundVoucher withcompleteattachments
FuelLiquidationreport, Fuelrequisition slip,Trip ticket &Record ofTravel
SummaryReport for fuelconsumed byDepartmentdaily, weekly& monthly
SummaryReport on thenumber ofliters utilizedand thecorrespondingamount
Cashier D,Daily filingandsafekeepingofdocumentaryrequirementsfor weeklyand monthlyreport forreplenishment
2. Preparesreplenishment iffund reaches to70% threshold
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
ADMINISTRATION OF FUEL FUND
STEP ACTIVITIES DURATION CONCERNPOSITION
PRE-REQUISITEACTIVITIES
DOCUMENTARYREQUIREMENTS REPORTS
FILINGSYSTEM AND
RECORDS
1
Facilitaterequests forEmergencyfund
As theneedarises
Cashier A
1. Receives requestsfor Emergency Fundwith completeattachments suchas approved Letterof requests Approved
Letter requestby GM
Approved PRfor Item to be
LiquidationReport withattacheddocumentaryrequirements
Safekeepingofdocumentsneeded forliquidation
2. After checking ofattacheddocuments CashierA will release therequested amountand liquidate thesame after 3 days3. Sign Letter ofproof for receivingsuch amount
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METRO KIDAPAWAN WATER DISTRICT OPERATIONS MANUAL 2016
14. Fuel Fund Voucher 15. Working Fund Voucher