DA Handbook on Systems and Procedures

Handbook on the SYSTEMS AND PROCEDURES

Office of the Secretary

Central Office

DEPARTMENT OF AGRICULTURE

VISION

A food secure Philippines with prosperous farmers and fisher folk.

MISSION MANDATE

To collectively empower farmers and fisher folk and the private sector to increase agricultural productivity and profitability, taking into account sustainability and resilience.

The Department is the government agency responsible for the promotion of agricultural development by providing the policy framework, public investments, and support services needed for domestic and export-oriented business enterprises. The DA envisions a foodsecure Philippines with prosperous farmers and fishers. It shall collectively empower them and the private sector to increase agricultural productivity and profitability, taking into account sustainable, competitive, and resilient technologies and practices. Hence, its battlecry is simply: “Masaganang Ani at Mataas na Kita!”

HISTORY

Dr. William Dollente Dar is a man fated to do great things. History does repeat itself for this man from Sta. Maria, Ilocos Sur, as he was called again to serve government as the Secretary of Agriculture on August 5, 2019, under the administration of President Rodrigo Roa Duterte. He first served the Department of Agriculture (DA) from July 1998 to May 1999 under President Joseph Ejercito Estrada.

Upon his assumption to office, Dar introduced the “New Thinking for Agriculture” which is anchored on the vision: A food-secure Philippines with prosperous farmers and fisherfolk. The vision has over-arching twin goals of increasing productivity and making farmers and fishers prosperous or his term’s battlecry, “Masaganang Ani at Mataas na Kita”.

Never in the history of the DA that a vision statement has been elevated to focus on the farmers and fisherfolk becoming prosperous.

With President Duterte’s marching order to arrest the anemic growth of the agriculture sector, which has barely grown in the past decade, at a rate of 1.1% annually, Dar targets the agriculture to grow at least 2%, from August 2019 to July 2020; and increase up to 2.5-3% in 2021; and 3-4% in 2022.

HISTORY

8 PARADIGMS

1. Modernization of agriculture

2. Industrialization of agriculture

3. Promotion of exports

4. Farm consolidation

5. Infrastructure development

6. Roadmap development

7. Higher budget and investments for agriculture

8. Legislative support

Leading a government office with a rich and fruitful 121-year history, Dar is affirmative that these imperatives will pave the way to developing, strengthening and nurturing the country’s agri-fishery sector and elevate it to greater heights.

HISTORY

First Philippine Republic, American Regime

The Department of Agriculture and Manufacturing was formed 11 days after the proclamation of the Philippine Independence on June 12, 1898. The Department was one of the first agencies that President Emilio Aguinaldo formed.

The Department was then headed by three directors, Jose Alejandrino (1898-1899), Graciano Gonzaga, and Leon Ma. Guerrero, during the latter part of 1899. In 1901 during the American colonial period, the Department was renamed Insular Bureau of Agriculture under the Department of Interior and was headed by Americans, Frank Lamson-Scribner (1902), W.C. Welborn (1904), and Dr. George Nesom (1907). In 1910, the Bureau, under the supervision of the Department of Public Instruction, was headed by Frederick Taylor (1911-1914) and Harry Edwards (1914-1916).

In 1917, the Department of Agriculture and Natural Resources (DANR) took over the functions of the bureau and was led by Secretaries Galicano Apacible (1917-1921), Rafael Corpuz (1921-1923), and Silvestre Apostol (1923-1928). During the administration of Secretary Rafael Alunan, Sr. (1928-1932), the DANR became the Department of Agriculture and Commerce. The Bureau of Agriculture was split into two bureaus, the Plant Industry and the Animal Industry. The following year, the Fish and Game Administration and the Fiber Inspection Service were established under the leadership of Secretary Vicente Singson Encarnacion (1933-1934). From 1934-1938, Eulogio Rodriguez, Sr. was appointed Secretary who was replaced by Secretary Benigno S. Aquino, Sr. until 1941. During Aquino’s term, the Fish and Game Administration was restructured and the Division of Soil Survey was created. With the outbreak of World War II in the Pacific, President Manuel Quezon re-appointed Secretary Rafael Alunan, Sr. (1941-1942) as Secretary of Agriculture and Commerce.

After the country’s Liberation from the Japanese on July 4, 1945, the government rebuilt the country and reconstituted the agencies including the Department of Agriculture and Commerce (DAC). With the resumption of the Commonwealth Government, President Sergio Osmeña reappointed Vicente Singson Encarnacion as Secretary of the DAC. Thereafter, Mariano Garchitorena (1946-1948) was appointed by President Manuel Roxas. In 1947, the Department was named again as the Department of Agriculture and Natural Resources (DANR). In September 1948, President Elpidio Quirino appointed Placido L. Mapa as its Secretary.

Two years later (1950), Vice President Fernando Lopez served concurrently as the DANR chief. During his term, the Bureau of Agricultural Extension (now Agricultural Training Institute) was established, along with the organization of the 4-H Clubs and Rural Improvement Clubs (RICs) nationwide.In 1953, President Quirino reappointed Placido L. Mapa to lead the Department. Under his tenure, the Rice Economic Board was set up, making the rice industry the first commodity to benefit from an integrated national planning.Salvador Araneta (19531955) was later named as Secretary and three major agencies under the DANR were created, namely: Agricultural Tenancy Commission, precursor of the Department of Agrarian Reform; Philippine Tobacco Administration, forerunner of the National Tobacco Administration; and Philippine Coconut Administration (now known as Philippine Coconut Authority).

During the latter part of his term, President Magsaysay appointed Juan G. Rodriguez (1955-1960) as DANR chief, whose term was highlighted by several milestones: the Philippines became a member of the United Nations Food and Agriculture Organization (FAO); launch of the National Rice and Corn Production Program; and creation of the Rice and Corn Coordinating Council, forerunner of the National Agricultural and Fishery Council (NAFC).

On September 14, 1959, the DANR offices moved from Manila (at Agrifina Circle) to Quezon City (along Elliptical Road in Diliman). When Cesar Fortich became the DANR chief in 1961, the Abaca Development Board (forerunner of the Fiber Development Authority) was created. Jose Locsin, then concurrent Chairman of the National Economic Council, succeeded Fortich from September to December 1961.

In 1965, President Ferdinand Marcos named Vice Pres. Lopez as Secretary, serving for the second time in a concurrent capacity. Considered as the “rice czar,” he successfully implemented a production program that enabled the Philippines to export rice for the first time in 1968. During the early years of Martial Law, in May 1974, President Marcos reorganized and split the DANR into two agencies: Department of Agriculture (DA); and Department of Natural Resources (DNR). Arturo R. Tanco, Jr. was named DA Secretary.

DA Renamed as Ministry of Agriculture

Four years later, government departments were transformed into ministries with the country’s shift to parliamentary form of government. With Tanco remaining at the helm of the Ministry of Agriculture (MA), the Masagana 99 rice production program was launched which made the country self-sufficient and a rice exporter. A similar program on corn also made the country self-sufficient in white corn. In June 1978, the MA established 12 regional offices nationwide. Six years later, in June 1984, the agency was renamed Ministry of Agriculture and Food (MAF). The Bureau of Fisheries and Aquatic Resources was transferred from the Ministry

of Natural Resources. In 1984, under a parliamentary government, Assemblyman Salvador H. Escudero III — former Director of the Bureau of Animal Industry and MAF Deputy Minister — served as MAF Minister. Escudero implemented the Intensive Rice Production Program (IRPP), an import-substitution program, expanded government’s animal dispersal program, particularly the Bakahang Barangay (cattle raising the at village level) and Pagbababuyan (swine raising).

People Power, Renamed to DA

On February 1986, as a result of the ‘EDSA People Power Revolution,’ Corazon C. Aquino was catapulted as President. She named Ramon V. Mitra, Jr. as MAF Minister who implemented policy and institutional reforms that freed the agriculture markets, enabling farmers to enjoy higher farmgate prices.In 1987, MAF Deputy Minister Carlos G. Dominguez was appointed to replace Mitra who opted to run for Representative of the second district of Palawan. On January 30, 1987, President Aquino signed and issued Executive Order No. 116, which renamed and reorganized the MAF into the Department of Agriculture.nUnder DA, Dominguez introduced reforms in the rural credit system and established the Comprehensive Agricultural Loan Fund (CALF). In 1988, he also launched the Livelihood Enhancement for Agricultural Development (LEAD) program to speed up farmers’ organizations access to financing, management expertise, and marketing. Agriculture and Fishery Councils (AFCs) were set up at the sectoral, regional, provincial and municipal levels to provide inputs on major programs and policy decisions and help plan and monitor DA projects. Senen C. Bacani, appointed in January 1990, implemented the Rice Action Program (RAP) and Corn Production Enhancement Program (CPEP). President Aquino appointed Senen Bacani as Secretary in 1990-1991. His leadership enabled the private sector to take the lead in further developing fresh fruits business in the resource-rich Mindanao. In 1992, President Fidel V. Ramos named Roberto S. Sebastian as DA chief who introduced the Key Production Approach (KPA) which became the basis of the Medium-Term Agricultural Development Plan (MTADP). In 1996, President Ramos appointed Dr. Salvador H. Escudero III as DA Secretary, for the second time. During his two-year tenure, he launched the Gintong Ani food production and security program.

In July 1998, President Joseph Ejercito Estrada designated William D. Dar as Acting DA Secretary who introduced the Estrada administration’s 10-point agenda in agriculture and fisheries under the Agrikulturang Makamasa program. In March 1999, President Estrada named former Senate President Edgardo J. Angara as DA Secretary who authored the Agriculture and Fisheries Modernization Act of 1997 or AFMA (Republic Act No. 8435). He put into motion the law’s vision of modernizing the country’s agriculture and fisheries sector.

Domingo F. Panganiban continued the implementation of AFMA as the government’s comprehensive framework and platform for rural development when he assumed office in January 2001. A month later, he was replaced by Leonardo Q. Montemayor who implemented the AFMA with special emphasis on its social equity aspect. He launched the Ginintuang Masaganang Ani Countrywide Assistance for Rural Employment and Services (GMACARES). Secretary Luis P. Lorenzo Jr., took the helm at the Department in December 2002 and spearheaded the launching of the Roll-On, Roll-Off (RORO) transport program. The hybridization programs of the Department were intensified and interventions were focused on the Mindanao regions. Secretary Arthur C. Yap, appointed on August 23, 2004, continued to uphold the vision of agricultural modernization. During his first term, he unveiled the GMA Goal 1 (develop two million hectares of new lands for agribusiness to contribute two million to the 10 million jobs targeted by 2010) and GMA Goal 2 (make food plentiful while keeping the price of “wage goods” at low prices). During Panganiban’s second term as Secretary, a total of 203,000 hectares of idle lands and 313,000 jobs were developed under Goal 1 and 10 Huwarang Palengke (outstanding markets) were identified under Goal 2. When Yap returned to the DA in October, 2006, he implemented various projects and policies towards the attainment of food security and self-sufficiency. Upon Secretary Yap’s decision to run as Representative of the 3rd District of Bohol, Secretary Bernie Fondevilla took over in March 2010.

On June 30, 2010, President Benigno S. Aquino III appointed two-term congressman of Quezon and civil engineer by profession Proceso J. Alcala as Secretary. One of the principal authors of Republic Act 10068, or the Organic Agriculture Act of 2010, he also aimed to achieve selfsufficiency in rice during his term. Dar’s predecessor, Emmanuel F. Piñol was appointed by President Rodrigo Duterte on July 1, 2016. He vowed to bring agriculture and fisheries program to basic by addressing food production and poverty. Under his watch, efforts were geared towards production and trade of staple food commodities to ensure food sufficiency and security; and high-value crops to generate jobs and foreign earnings.

ORGANIZATIONAL STRUCTURE

DEPARTMENT

OF AGRICULTURE CENTRAL OFFICE

THE DEPARTMENT OF AGRICULTURE LOGO

Golden Grains

symbolize the goal that the Department seeks to attain for the sector - bountiful harvest - manifested in agricultural productivity, food security, and self-sufficiency.

Green Stalks Tied Together

represent the various agencies and offices of the Department covering its commodity and functional concerns, i.e., crops, livestock, fisheries, alongside the provision of production support, research and development, product standards, sectoral policy and planning, credit, marketing support, extension, training, information and education tied together in a spirit of unity and cooperation to effectively deliver the package of services essential to attain this “bountiful harvest”.

8 Paradigms To Level Up Agriculture

01 MODERNIZATION OF AGRICULTURE

Modernization and the use of modern technology must also cover all crops, including those with export potential in processed or value-added form like coffee, cacao, cassava, tropical fruits, and rubber, among others. Relative to that, there is a need to diversify crop production in the Philippines as about 80 percent of the country’s farmlands are devoted to only three crops: rice, corn, and coconut.

Agripreneurship should also form part of the paradigm to modernize Philippine agriculture, as farming and fisheries should be treated as business undertakings or industries.

Agripreneurship is also one of the components to industrialize Philippine agriculture.

02 INDUSTRIALIZATION OF AGRICULTURE

Agriculture must be treated as an industry, with the objective of industrializing the value chain of every agricultural commodity. While productivity increase is a major objective, it is equally important to produce more income by value adding, processing, manufacturing, and developing markets for both raw and processed agricultural products.

There is also a need to engage the private sector in investing and setting up of more agri- based industries in the countryside and developing markets for agriculture products.

Relative to the industrialization of Philippine agriculture is creating the framework for the digitization of farming and agribusiness activities in the country where credit is made available, affordable and accessible.

03 PROMOTION OF EXPORTS

The country should have a systematic and long-term strategy in developing and promoting exports of raw and processed agricultural products. This would require achieving economies of scale in on-farm production that would generate sustained quantity and quality of export products.

The private sector’s role will be essential in developing and promoting agricultural products. At present, the Philippines only has two agricultural products that earn at least $1 billion per year in export receipts: bananas; and coconut products (mostly in oil form). Thailand has 13 types of farm exports earning over $1 billion each year, Indonesia has five, and Vietnam has seven.

A convergence of efforts of the Department of Agriculture, and the Department of Trade and Industry including other departments will be necessary.

04

05

FARM CONSOLIDATION

The government must promote and support farm consolidation arrangements to bring about economies of scale, particularly for crops that require mechanization and massive use of technology. These schemes include block farming, trust farming, contract farming, and corporative farming that will make farming more efficient, where technology is used, where cost of production is reduced, and farm productivity and incomes are increased.

INFRASTRUCTURE DEVELOPMENT

Agricultural areas need infrastructure development and logistics to improve their linkages to the urban/domestic and export markets. Thus, a “Build, Build, Build” program is also a must for agriculture. There is also a need to engage the private sector in a “build and transfer” scheme to accelerate the development of national irrigation systems.

06

ROADMAP DEVELOPMENT

The government and the private sector with the strong and popular support from the citizenry, must provide the necessary budget and investment to grow and develop Philippine agriculture. The increased budget will help unlock the bigger potential contribution of agriculture and agribusiness to the economy, including more employment opportunities.

07

08

HIGHER BUDGET AND INVESTMENTS FOR AGRICULTURE

The country’s agriculture sector needs the help of both the Senate and the House of Representatives, for policy and structural reforms that need to be legislated and institutionalized.

LEGISLATIVE SUPPORT

The government, through the Department of Agriculture, should take the lead in generating the “big ideas” for the roadmap, and should solicit inputs from the private sector and other stakeholders.

The roadmap should also actively involve the private sector, which may have more access to the export markets and funding for research for development.

A value-chain approach to level up Philippine agriculture, while making sure the smallholders also earn their fair share of the fruits of production along the value chain.

SECRETARY OFFICE OF THE

• Provides the Secretary with administrative and legal advice and recommendations on current issues and various documents received by the Office of the Secretary.

• Provides the Secretary with information and recommendation concerning financial and administrative matters.

• Coordinates with government agencies regarding the official travels of the Secretary, handles arrangements for foreign dignitaries visiting the DA and facilitates the preparation of briefs/information materials for the Secretary’s travels and bilateral meetings.

• Arranges the appointments and schedules of the Secretary.

• Oversees and provides the Secretary’s immediate needs while in the Office relating to administrative support.

• Responsible for the effective implementation of the Document Tracking System (DTS) in the office.

• Responsible in the review of incoming and outgoing documents such as letters, memoranda and correspondences as to sufficiency in form and per requirement of the Secretary.

DEPARTMENT OF AGRICULTURE SERVICES

INTERNAL AUDIT SERVICE (IAS)

The Internal Audit Service (IAS) provides independent, objective, and timely advice to the Department of Agriculture (DA) Secretary on all matters relating to management and operations control towards the efficient, effective, economic and ethical way of achieving the Department’s goal and objectives.

FUNCTIONS

The IAS conducts comprehensive audit in all Services/Offices of the DA-Office of the Secretary including the Regional Field Offices, Bureaus, and as necessary, may include Attached Agencies/Corporations under the DA. Specifically, it has the following functions:

• Advises the Department Secretary on all matters relating to management and operations control;

• Conducts management and operations audits to determine the degree of compliance with the mandate, policies, government regulations, established objectives, systems and procedures/processes and contractual obligations;

• Reviews and appraises systems and procedures, organizational structures, asset management practices, financial and management records, reports and performance standards;

• Analyzes and evaluates management deficiencies and assists the top management by recommending realistic courses of action; and

• Performs other related duties and responsibilities as may be assigned or delegated by DA Secretary or as may be required by law.

OPERATIONS AUDIT DIVISION

FUNCTIONS The Operations Audit Division (OAD) evaluates the extent of compliance and ascertain the effective, efficient, ethical, and economical execution of operations by utilizing internal auditing methods. The Division is tasked to perform the following functions:

• Conducts operations performance audit of activities of the department and determines the degree of compliance with the mandate, policies, government regulations, established objectives, systems and procedures/processes, and contractual obligations;

• Reviews and appraises systems and procedures/processes, organizational structure, operations practice, operations record, reports and performance standards of the services/offices covered;

• Verifies and analyzes operations data to ascertain if attendant management information systems-generated data or reports are complete, accurate, and valid;

• Ascertains the reliability and integrity of operational information and the means used to identify, measure, classify and report such information;

• Reviews operations or programs to ascertain whether or not results are consistent with established objectives and goals and whether or not such programs are being carried out as planned;

• Evaluates the quality of performance of groups/individuals in carrying out their assigned responsibilities.

• Recommends courses of action on operational deficiencies;

• Performs functions of a protective nature, such as prevention and detection of fraud or dishonesty; review of cases involving misuse of agency property; and checking of transactions with outside parties; and

• Performs miscellaneous services, including special investigations and assistance to outside contacts such as COA.

MANAGEMENT AUDIT DIVISION

FUNCTIONS The Management Audit Division (MAD) evaluates the achievement of the control objectives which include safeguarding of assets, checking the accuracy and reliability of accounting data, adherence to managerial policies, and compliance with laws, rules and regulations by utilizing internal auditing methods. It has the following functions:

• Conducts management audit of activities to determine the degree of compliance with the mandate, policies, government regulations, established objectives, systems and procedures/processes and contractual obligations;

• Reviews and appraises systems and procedures/processes, organizational structures, assets management practices, financial and management records, reports and performance standards of the services/offices covered;

• Verifies and analyzes financial and management data to ascertain if attendant management information systems-generated data or reports are complete, accurate and valid;

• Ascertains the reliability and integrity of financial and management information and the means used to identify, measure, classify and report such information;

• Ascertains the extent to which the assets and other resources of the institutions are accounted for and safeguarded from losses of all kinds;

• Reviews and evaluates the soundness, adequacy, and application of accounting, financial and management controls, and promotes the most effective control at reasonable cost;

• Evaluates the quality of performance of groups/individuals in carrying out their assigned responsibilities;

• Performs functions of a protective nature, such as prevention and detection of fraud or dishonesty; review of cases involving misuse of agency property; and checking of transactions with outside parties; and

• Performs miscellaneous services, including special investigations and assistance to outside contacts such as COA.

PLANNING AND MONITORING SERVICE (PMS)

The Planning and Monitoring Service (PMS) spearheads the formulation, consolidation, validation, monitoring, and evaluation of plans and programs, including the rational allocation of investments to modernize the agriculture and fishery sector and make the same more productive.

FUNCTIONS

• Formulates medium and long-term plans, and the corresponding public investment program, addressing food security, poverty alleviation, social equity, and income enhancement concerns;

• Monitors and evaluates the implemented medium and annual plans and programs and other concerns of the Department;

• Spearheads the annual plan and budget preparation and defense before the Congress and oversight agencies;

• Leads the conduct of internal and external periodic evaluation of all DA programs and projects primarily to evaluate the effects/benefits of programs to farmers/ fisherfolk;

• Represents the Department in various inter-agency committees, technical working groups; and

• Performs other functions as may be assigned by the Secretary and the Executive Committee.

PLANNING AND PROGRAMMING DIVISION

FUNCTIONS The PPD leads in the review and integration of the medium-term Agriculture and Fisheries Modernization Plan (AFMP), the annual plan and budget proposals of all operating units to translate the Philippine Development Plan (PDP) for the agriculture sector, the DA Secretary’s development agenda into the medium-term AFMP, and generates the DA annual strategic plan, respectively. The Division ensures the linkage of DA’s plan with the needed financial resources to improve the plan’s quality and relevance. In coordination with the Financial Management Service, the PPD spearheads:

• The reorientation of the DA’s budgeting system from the current commodity and production-oriented system to one that is based on priorities, functional responsibilities and market needs; and

• The establishment of the e-planning and budgeting system (Electronic Planning and Financial Management System). This will entail the computerization of the planning, budget preparation, monitoring, and evaluation for more efficient collection, consolidation, data storage, and report generation from various DA operating units.

1. Preparation of DA Plan and Budget Proposal

• Issuance of Planning and Budgeting Guidelines

a. Receive instruction from the DA-PMS Director to commence the preparation of guidelines;

b. Prepare the draft guidelines for review and comments;

c. Review the guidelines with DA-MED and DA-IPD;

d. Revise the guidelines based on inputs and prepare its second draft;

e. Review the second draft with DA-Budget Division and other relevant DA operating units (DA OUs);

f. Conduct a second revision based on DA-BD, DA-OU inputs;

g. Circulate the draft to DA Senior Officials, STAG for inputs and comments;

h. Finalize the guidelines; and

i. Recommend the approval of the guidelines to the PMS Director.

• Consolidation and Review of Annual Physical Targets

a. Disseminate the planning and budgeting guidelines to all DA operating units (OUs) upon approval by the DA Secretary;

b. Participate in the conduct of Internal Technical Budget Hearings;

c. Consolidate and review the physical targets upon receipt of the submission of OUs;

d. Participate in the conduct of the Internal Budget Hearings (IBH) with the DA Secretary;

e. Revise the consolidated physical targets based on the instructions of the DA Secretary;

f. Circulate copy to respective DA OUs for vetting;

g. Review vetted consolidated annual physical targets;

h. Review consolidated physical plan for approval; and

i. Submit consolidated physical targets to DBM upon approval of the DAPMS Director.

• Preparation of the DA Annual Physical Plan

a. Prepare a memorandum to all DA OUs instructing them to prepare their annual work plans or Budget Execution Documents 2 (BED 2);

b. Review the memorandum;

c. Endorse the memorandum to the DA-PMS Director for approval;

d. Issue a memorandum to all DA OUs upon approval of the DA-PMS Director;

e. Review and consolidate the quarterly physical targets upon receipt of the submission from DA OUs;

f. Circulate the consolidated quarterly physical targets to respective DA OUs for vetting;

g. Review the consolidated annual physical plan; and

h. Submit the consolidated annual physical plan to DBM upon approval of the DA- PMS Director.

2. Strategic Plans

• Crafting/Updating of the PDP Chapter for Agriculture and Fisheries

a. Disseminate the guidelines to all DA OUs upon receipt of the Planning Guidelines from NEDA and instruction from the DA-PMS Director;

b. Conduct a meeting/workshop to solicit inputs in drafting the agriculture and fisheries chapter;

c. Review and consolidate the inputs upon receipt from DA OUs;

d. Review the consolidated inputs and endorse to DA-PMS Director;

e. Submit the consolidated inputs to NEDA upon approval of DA-PMS Director; and

f. Participate in the Planning Committee Meetings coordinated by NEDA.

• Formulation of the Agriculture and Fisheries Modernization Plan (AFMP)

a. Prepare the AFMP Guidelines upon receipt of instructions from the DA-PMS Director;

b. Solicit inputs from DA-IPD and DA-MED;

c. Review the AFMP Guidelines;

d. Submit the AFMP Guidelines to the DA Secretary upon approval of the DA-PMS Director;

e. Disseminate the approved AFMP Guidelines to all DA OUs;

f. Conduct various workshops to orient, consult, and discuss inputs needed from DA OUs and NGAs on the AFMP formulation;

g. Review and consolidate the receipt of accomplished inputs (e.g. matrices, narratives, etc.);

h. Prepare the first draft of AFMP;

i. Conduct various workshops with DA OUs and NGAs to review and refine draft of AFMP;

j. Make the second draft of AFMP based on inputs, revised matrices, and narratives;

k. Conduct regional consultations with DA OUs, NGAs, stakeholders to present AFMP draft;

l. Make the third draft of AFMP based on inputs, revised matrices, and narratives;

m. Conduct national consultations with DA OUs, NGAs, stakeholders to present draft AFMP;

n. Refine the draft AFMP based on inputs, revised matrices, and narratives;

o. Submit final draft to DA-PMS Director for clearance/initial;

p. Submit AFMP to the Secretary for approval upon clearance/initial of the Undersecretary for Policy and Planning; and

q. Disseminate the AFMP to relevant stakeholders upon approval of the Undersecretary for Policy and Planning.

INVESTMENT PROGRAMMING DIVISION

FUNCTIONS

• Spearheads the conduct of the investment programming and prioritization activities for the Department of Agriculture;

• Finalizes and institutionalizes the Public Investment Programming (PIP) System and resource allocation scheme for the agriculture and fishery sector nationwide. The PIP system will enable the DA to optimize the use of limited resources through a rational investment program; and

• Leads in the preparation of DA investment program in medium and long term.

1. Report Generation of Investment Programming-Related Data/Documents (PIP/CIP/ CIIP/IPP)

a. Instruct the IPD Chief to prepare the DA-Report (e. g. PIP/CIP/CIIP/IPP);

b. Prepare memo and issue guidelines to concerned DA-Operating Units (DA-OUs);

c. Coordinate/liaise with DA-Operating Units (DA-OUs);

d. Prepare and forward the agency-level input submission/report based on guidelines;

e. Evaluate the agency-level input submission/report received based on guidelines;

f. Conduct consultation/workshops with the concerned DA-OUs;

g. Update/revise agency-level input submission/report based on agreements during the consultation/workshop;

h. Review the updated agency-level input submission/report for completeness and correctness based on agreements during the consultation/workshop;

i. Consolidate and prepare the draft DA-Level report;

j. Review the draft DA-Level report;

k. Circulate copy of the draft DA-Level report for vetting of the DA-OUs;

l. Vet/Concur with the draft DA-Level report;

m. Finalize the DA-Level report;

n. Review the Final DA-Level report;

o. Submit the Final DA-Level report to the PMS Director; and

p. Submit the Final DA-Level report to the DA-Office of the Secretary (DAOSEC).

2. Strategic Performance Management System (SPMS): Consolidation of DAOSEC and DA-Operating Units Office Performance Commitment and Review (OCPR)

a. Issue a memorandum to submit employee ranking;

b. Issue related documents that pertain to the implementation of the DA USPMS as recommended by the DA Strategic Performance Management Team (PMT);

c. Issue a memorandum to submit the Office Performance Commitment and Review (OPCR);

d. Coordinate/liaise with DA-Operating Units (DA-OUs);

e. Craft and submit the OPCR;

f. Review and consolidate the submitted Office Performance Commitment and Review (OPCR) forms by OUs and AA/B;

g. Consolidate, review, and submit the OPCR to the PMS Director;

h. Review and recommend the OPCR to the PMT; and

i. Submit the consolidated and signed OPCRs to the PBB-TWG for submission to the Civil Service Commission (CSC) in fulfillment of the requirements set in the PBB guidelines.

MONITORING AND EVALUATION DIVISION

FUNCTIONS

• Leads the conduct of sector-wide impact evaluation of programs and projects; and spearheads the internal periodic evaluation of DA programs and projects as well as performance assessment of all DA units;

• Responsible for the conduct and/or commissioning of baseline, midterm, and post- evaluation of DA programs and projects, whether foreign-assisted or locally-funded, in terms of achieving project goals, objectives, desired outcomes, benefits, and drawing out lessons from project implementation. The results of these studies shall become major inputs to DA management decision-making and design of future programs and projects as well as improvements in on-going programs and project; and

• Spearheads the conduct of third party client satisfaction survey. In addition, MED is tasked to consolidate the submission of reports to oversight agencies such as the Office of the President, Congress, NEDA, COA and DBM.

1. Submission of Quarterly Budget Accountability Report

a. Review and encode the performance indicators with corresponding quarterly physical targets of each operating unit for the current year in the Online Data Capture System (ODCS) upon receipt of the Planning and Programming Division’s Budget Execution Document (BED);

b. Prepare the draft monitoring guidelines and memorandum for the operating units;

c. Review and endorse the monitoring guidelines and memorandum for the operating units to the PMS Director, Assistant Secretary, and Undersecretary for Policy and Planning for approval;

d. Disseminate the monitoring guidelines and memorandum to all operating units;

e. Submit quarterly accomplishment report through the ODCS/ Operations Management Information System (OMIS);

f. Validate operating units’ quarterly report submission;

g. Review/analyze the operating units’ quarterly report submission;

h. Provide responses to clarifications by the National Program Directorates and submit corrections in the report through a letter signed by the head of the agency;

i. Encode corrections in the ODCS upon receipt of the signed letter of concerned operating unit;

j. Generate/process data from ODCS (consolidated data and data by programs);

k. Review/analyze the consolidated data and prepare the DA quarterly Budget Accountability Report (BAR) and draft letters to oversight agencies;

l. Edit and provide additional inputs to the DA quarterly BAR and draft letters to oversight agencies;

m. Incorporate corrections/additional inputs/responses to clarifications on DA quarterly BAR and draft letters to oversight agencies;

n. Endorse the DA quarterly BAR for approval of the PMS Director, FMS Director, and concerned DA Executive Committee members;

o. Input the DA quarterly BAR to DBM’s Unified Reporting System upon signing of the DA Secretary; and

p. Disseminate the hard copy of the signed DA quarterly BAR for submission to oversight agencies such as the DBM and COA through the Records Division.

2. Submission of Reports to the Office of the President

a. Route the request for data/information by the Office of the President to the concerned operating units, copy furnished the MED;

b. Provide instruction to the concerned Technical Staff;

c. Follow-up agency’s or different agencies’ response;

d. Once inputs are provided by the Operating Units, review responses and incorporate it in the DA’s consolidated report and prepare the draft transmittal letter to the Office of the President;

e. Edit and provide additional inputs to the report and draft the transmittal letter to Office of the President;

f. Input corrections and responses to clarifications on the report and draft transmittal letter to OP; and

g. Deliver the report to the OSEC for approval of the Chief of Staff and DA Secretary upon endorsement of the MED Chief and clearance of the PMS Director.

3. Submission of Reports to Oversight Committees

a. Route the request to concerned operating units;

b. Provide instruction to the concerned Technical Staff indicating target date of completion;

c. Draft memorandum to concerned operating unit/s with regard to the request indicating the target date of submission to MED;

d. Edit and provide additional inputs to the draft memorandum for approval of the PMS Director;

e. Input corrections/additional inputs to the draft memorandum;

f. Disseminate the memorandum to the concerned operating unit/s upon endorsement of MED Chief and approval of the PMS Director;

g. Coordinate with the concerned operating unit/s;

h. Review and analyze the inputs provided by the operating units and prepare draft response to the request;

i. Edit and provide additional inputs to DA’s response to the request; and

j. Incorporate corrections and additional inputs to report.

PROJECT DEVELOPMENT SERVICE (PDS)

The Project Development Service is the focal unit responsible for the development and evaluation of relevant agricultural and fisheries projects, consistent with the Agriculture and Fisheries Modernization Act (AFMA) and ensures a sufficient number of projects in the pipeline for local and foreign assistance.

Under the approved Rationalization Plan of 2013, Executive Order No. 366, the Project Development Service is composed of two (2) Divisions, namely: The Project Identification and Evaluation Division (PIED), Project Packaging and Resource Mobilization Division (PPRMD) and one (1) unit Public-Private Partnership (PPP).

PROJECT IDENTIFICATION AND EVALUATION DIVISION

FUNCTIONS

• Determines the priority projects and assesses their viability in terms of financing and implementation mechanism; and

• Serves as the focal unit in the operationalization of the DA-Wide Project Clearinghouse System.

1. Project Proposal Generation

a. Issue call for proposals, as necessary, based on the following:

o Management directives to develop proposals based on the current thrusts, plans and programs of the Department and the government;

o Exploratory discussion with agencies within the Department and other government agencies for possible collaboration and/or complementation; and

o Upon request from the foreign donors and/or local funding agency/ies

b. Issue call for project proposals through a memorandum to all concerned DA Bureaus, Attached Agencies, Corporation, Services/Operating Units and Regional Field Offices together with the specified format from the donor or the format as specified by the Clearinghouse; and

c. Accept project proposals identified by the concerned DA Bureaus, Attached Agencies, Corporation, Services/Operating Units and Regional Field Offices which may emanate from workshops, results of group discussions, recommendations from previous studies or projects, and directives. Proposals coming from the private sectors or Local Government Units shall be referred to proper agency/ies for possible consideration under their existing programs. The rightful DA agency may also explore possibility of taking the project as their own and propose it again for consideration of the PIED.

2. Project Identification, Review and Evaluation

a. Receive the project proposal from the OSD and stamp the name of the Service, write the name of the receiver and the date of receipt and forward it to the PIED Chief;

b. Upon receipt of the project proposal, provide instruction and forward the documents to the Supervising PDO;

c. The Supervising PDO provides additional/detailed instruction and assigns a Technical Staff and an alternate who will review and evaluate the proposal;

d. Initiate the acknowledgement of receipt of the proposal;

e. Conduct the initial screenings to determine the completeness of the required document/s. Then identify whether the submitted project proposal/s shall be subjected under the DA-Wide Project Clearinghouse system or may be endorsed to the other financing windows;

f. Inform the Supervising PDO on the results of their initial screening and take instructions from the SPDO on the next steps that will be taken;

g. Inform the proponent/s, through a memorandum, of the completeness or lacking of the submitted documents, as well as the course of action the PIED will take with guidance from the Supervising PDO and Division Chief and clearance from the Service Director;

h. Upon receipt of the lacking documents/revised project proposal, review and evaluate the project proposal and prepare a Project Evaluation Report (PER), reflecting the comments, findings and recommendations, including findings during site validation;

i. Endorse the PER to the Supervising PDO for his/her guidance and additional inputs, if any;

j. Forward the project proposal, together with the PER, to the Division Chief recommending the findings and comments for his/her consideration;

k. Endorse the project proposal, together with the PER, to the Service Director for his/her clearance or instruction;

l. Prepare a memorandum endorsing the project proposal, together with the PER to the DA-Wide Project Clearinghouse System for its deliberation and approval. (Administrative Order No. 29, Series 2012, reconstitution and reactivation of the DA-Wide Project Clearinghouse System provides the detailed process of the System, with the guidance from the Division Chief and clearance from the Service Director);

m. Prepare a memorandum endorsing the project proposal, together with the PER, to the other financing windows with the guidance from the Division Chief and clearance from the Service Director;

n. Prepare a memorandum endorsing the project proposal, including the appropriate documents, to the appropriate oversight agencies, corresponding donors and/or local financing, with the guidance from the Division Chief and Service Director; and

o. Prepare a memorandum endorsing the project proposal, including the appropriate documents to the PPRMD, with guidance from the SPDO and Division Chief, for its facilitation.

3. DA-Wide Project Clearinghouse System

a. Upon receipt of the proposal from PIED, provide instruction and forward the documents to the Vice-Head;

b. Provide additional/detailed instruction and assign a Technical Staff and an alternate who will review and evaluate the proposal. The assigned Staff also initiate the acknowledgement of receipt of the proposal;

c. Conduct the initial screenings to determine conformity to the prescribed proposal format and the completeness of the required document/s using the DA Project Clearinghouse Checklist of Requirements;

d. Inform the Vice-Head on the results of their initial screening and take instructions from the Vice-Head on the next steps that will be taken;

e. Prepare a memorandum to inform the proponent of lacking information/ documents for its consideration in the submission of a revised project proposal, with guidance from the Vice-Head and clearance from the Head of the TECHSEC;

f. Upon receipt of the lacking documents/revised project proposal and with the guidance from the Vice-Head, conduct review/evaluation (including field/site inspection/re-validation and stakeholder/beneficiary consultations) of said proposals based on the DA Project Clearinghouse Concept Note Evaluation Checklist or Project Proposal Scan Form;

g. Prepare a Project Evaluation Report (PER), reflecting the comments, findings and recommendations, including findings during site validation;

h. Endorse the PER to the Vice-Head for his/her guidance and additional inputs, if any;

i. Endorse the project proposal, together with the PER, to the Head of the TECHSEC for his/her clearance or instruction;

j. Endorse the project proposal, together with the PER, to the Technical Committee (TECHCOM) for its deliberation and recommendation;

k. If the TECHCOM finds the project proposal worthy for further study, draft the TECHCOM Resolution recommending the conduct of a full Feasibility Study (FS);

l. Prepare a memorandum endorsing the project proposal to PPRMD for facilitation on the conduct and funding of full-blown FS;

m. If the TECHCOM finds the full-blown FS worthy for financing and implementation, draft the TECHCOM Resolution endorsing and recommending the project to the Executive Committee (EXECOM) for prioritization and approval;

n. If the EXECOM approves the FS, the TECHSEC drafts the EXECOM Resolution endorsing the project to appropriate oversight agencies and/or corresponding donors; and

o. Prepare a memorandum endorsing the project to PIED for endorsement to appropriate oversight agencies, corresponding donors and/or local financing.

PROJECT PACKAGING AND RESOURCE MOBILIZATION DIVISION

FUNCTIONS

• Enhances the marketability of identified projects based on the appropriate procurement mode to be utilized. This includes the alignment of projects to be PPP eligible;

• Closely coordinates with the oversight agencies to facilitate the approval of identified projects to be funded under ODA or local funds; and

• Provides assistance during field missions as requested by the ODA donors, proponents and/or oversight agencies.

1. Loan

• Coordination with the Oversight Agencies or Donor with regard to the endorsement of project to the NEDA-ICC

a. Receive the Project document from the PIED attaching the routing slip, stamp the name of the Division, write the name of the receiver and the date of receipt, and forward it to the PPRMD Chief;

b. Review the document, provide instruction and forward the document to the Supervising PDO;

c. Review the document, provide additional/ detailed instruction, and assign a Technical Staff and an alternate to work on the project;

d. With the guidance of the PPRMD Chief and Supervising PDO, review the project document;

e. Coordinate with the oversight agency/ies regarding the review/evaluation of the project document through phone call, letter or email. Should a letter be sent to the oversight agency, draft the letter for clearance by the PPRMD Chief and signature of the PDS Director;

f. Assist the proponent agency in the resolution of the issues raised by the oversight agency and comply with their additional requirements;

• The Technical Staff or his/her alternate shall inform the proponent agency of the queries and additional requirements through letter with recommendations, to be cleared by the Supervising PDO and PPRMD Chief and to be signed by the PDS Director. The Technical Staff shall also inform the concerned Project Officer of the proponent agency in advance through phone call or email to give them time to prepare for their response.

• A consultation meeting with project stakeholders and partner agencies may be done regarding the required undertakings/ confirmation of commitments for the projects.

g. Facilitate the submission of response to the Oversight Agency’s queries and h. additional requirements.

• Prepare a response letter, with the guidance of the Supervising PDO, attaching the necessary documents, to be cleared by the PPRMD Chief and to be signed by the PDS Director.

• Coordination with the NEDA-ICC Core Secretariat regarding the NEDA Board Approval of the Project

a. Coordinate with the Revised Financing Framework (RFF) TWG and/or NEDA ICC Secretariat for the schedule of the project deliberation and request for initial PER and presentation template if the proponent will be required to present the proposal; advise the proponent on the schedule of presentation and its requirements through phone call or email;

b. For the presentation of proposal to the RFF Technical Working Group (TWG), the PPRMD Chief, the Supervising PDO, and the Technical Staff attend the meeting together with the project officer of the proponent agency while for the presentation to NEDA ICC Technical Board and Cabinet Committee, the PDS Director shall provide assist/support the Undersecretary in charge and the DA Secretary;

c. For the presentation of project to the NEDA Board, request the proponent agency for a copy of the briefing kit for the Secretary. With the guidance from the Supervising PDO and PPRMD Chief, review and provide comments on the presentation;

d. Assist the proponent in briefing the DA Secretary;

e. Once the project has been approved, facilitate the request for the issuance of RFF TWG/ICC-TB/ICC-CabCom/NEDA Board Resolution/approval document and provide a copy to the proponent agency;

f. Should there be queries and additional requirements from the NEDA Board and/or other approving bodies, assist the proponent agency in complying with the requirements; and

g. Prepare a response letter with the guidance of the Supervising PDO, attaching the necessary documents to be cleared by the PPRMD Chief and to be signed by the PDS Director.

• Review of the Draft Loan Agreement

a. In consultation with the proponent agency, coordinate with the donor to secure draft Loan Agreement;

b. With the guidance of the PPRMD Chief and Supervising PDO, review the draft Loan Agreement and provide comments on the document;

c. Prepare a memorandum to be cleared by Supervising PDO and the PPRMD Chief and to be signed by the PDS Director, requesting for comments from the proponent agency and legal opinion from the DA-Legal Service; and

d. With the guidance of the Supervising PDO, incorporate the comments from the DA-Legal Service to the comments of the PPRMD attaching the document from them as reference. The consolidated comments, with clearance from the PPRMD Chief and the PDS Director, shall be forwarded to proponent agency for concurrence prior to sending to the donor/requesting oversight agency.

• Request for Forward Obligational Authority (FOA), Facilitation of the Monetary Board Approval-In-Principle, and facilitation of Special Presidential Authority (SPA)

a. Parallel to the review of the Loan Agreement and with the guidance of the Supervising PDO, prepare a letter, to be cleared by the PPRMD Chief, PDS Director, Assistant Secretary for Planning, Project Development and Special Projects and Undersecretary for PPO and to be signed by the Secretary, requesting the DBM for the issuance of Forward Obligational Authority (FOA);

• Advise the proponent to prepare the requirements for the issuance of FOA (Appraisal report, NEDA-ICC Approval, Draft Loan Agreement/Suppliers Contract (if applicable), Project Profile, and Funding Strategy)

b. Upon receipt of the FOA from the DBM and with the guidance of the Supervising PDO, prepare a letter, to be cleared by the PPRMD Chief, PDS Director, Assistant Secretary for Planning, Project Development and Special Projects and Undersecretary for PPO, and to be signed by the Secretary, requesting the Department of Finance (DOF) to facilitate the request for the Monetary Board (MB) Approval-in-Principle;

c. After the Monetary Board (MB), the Approval-in-Principle is secured and with the guidance of the Supervising PDO, prepare a letter to be cleared by the PPRMD Chief, PDS Director, Assistant Secretary for Planning, Project Development and Special Projects, and Undersecretary for PPO, and to be signed by the Secretary endorsing the DA representative/s to the Negotiating Team and requesting the DOF to facilitate the request for the issuance of the Special Presidential Authority (SPA) to negotiate and sign in behalf of the Philippine Government;

d. For the request of SPA, should the President require a presentation of the project, advise the proponent agency to prepare a presentation using the prescribed template of the Office of the President and request the proponent for a briefing kit for the DA Secretary;

• With the guidance of the Supervising PDO and PPRMD Chief, provide comments to the presentation. Comments are to be submitted, through a memorandum cleared by the PPRMD Chief and signed by the PDS Director, to the proponent agency.

• An advance copy of the comments, cleared by the PPRMD Chief, may also be communicated to the proponent agency through email.

• Participate in Loan Negotiation

a. If the DOF requires DA Official’s representation to the Loan Negotiation, provide assistance/support to the designated DA official. The minutes of the Loan Negotiation shall be reviewed, and comments shall be forwarded to the requesting agency (DOF/Donor).

• Request for Facilitation of Final Monetary Board Approval and DOJ Opinion

a. After the approval/signing of the Loan Agreement and with the guidance of the Supervising PDO, prepare a letter, to be cleared by the PPRMD Chief, PDS Director, Assistant Secretary for Planning, Project Development and Special Projects, and Undersecretary for PPO, and to be signed by the Secretary requesting the DOF to facilitate the request for the Final Monetary Board Approval and DOJ Legal Opinion.

• Turn-over of Documents to the SPCMAD

a. After the receipt of the approved/signed Loan Agreement, prepare the turnover documents and transmittal letter, to be cleared by the PPRMD Chief and to be signed by the PDS Director, to the Field Operations Service (FOS) – Attention: The Special Projects Coordination and Management Assistance Division (SPCMAD), for project monitoring and management. Other documents relevant to the project will also be provided to the SPCMAD.

• The Office of the Undersecretary for Policy and Planning, Assistant Secretary Planning, Project Development and Special Projects, Undersecretary for Operations and Monitoring and Evaluation Division (MED) will also be furnished with a copy of the turn-over documents.

2. Grant

• Coordination with the NEDA Secretariat or Donor with regard to the endorsement of project to the DOF or the DFA

a. Receive the Project document from the PIED attaching the routing slip, stamp the name of the Division, write the name of the receiver and the date of receipt, and forward it to the PPRMD Chief;

b. Provide instruction and forward the document to the Supervising PDO;

c. Provide additional/detailed instruction and assign a Technical Staff and an alternate to work on the project;

d. With the guidance of the PPRMD Chief and Supervising PDO, review the project document;

e. Coordinate with the oversight agency/ies regarding the review/evaluation of the project document through phone call, letter or email. Should a letter be sent to the oversight agency/ies, the Technical Staff, with the guidance from the Supervising PDO, drafts the letter for clearance by the PPRMD Chief and for signature of the PDS Director;

f. Assist the proponent agency in the resolution of the issues raised by the oversight agency/ies and comply with their additional requirements;

• Also, inform the proponent agency of the queries and additional requirements through letter, cleared by the PPRMD Chief and signed by the PDS Director. The Technical Staff shall also inform the concerned Project Officer of the proponent agency in advance through phone call or email to give them time to prepare for their response.

• A consultation meeting with project stakeholders and partner agencies may be done regarding the required undertakings/confirmation of commitments for the projects.

g. Facilitate submission of response to the Oversight Agency’s queries and additional requirements. Prepare a response letter, with the guidance of the Supervising PDO, attaching the necessary documents, to be cleared by the PPRMD Chief and to be signed by the PDS Director.

• Review of the Draft Grant Agreement Document (GA/ROD/MOA/MOU/ Project Document)

a. Upon receipt of the Grant Assistance Document (i.e. GA/ROD/MOA/MOU/ Project Document), from the donor or oversight agency and with the guidance of the Supervising PDO and PPRMD Chief, review and provide comments on the document. Consultation meeting and field visit may be done in coordination with the proponent and development partner/funding donor and in consultation with project beneficiaries and other stakeholders;

b. Prepare a memorandum, to be cleared by the PPRMD Chief and to be signed by the PDS Director, requesting for comments from the proponent agency and legal opinion from the DA-Legal Service; and

c. With the guidance of the Supervising PDO, incorporate the comments from the DA-Legal Service to the comments of the PPRMD, attaching the document from them as reference. The consolidated comments, with clearance from the PPRMD Chief and the PDS Director, shall be forwarded to proponent agency for concurrence prior to sending to the donor/requesting oversight agency.

• Request for Facilitation of Special Presidential Authority (SPA)

a. Parallel to the finalization of the Grant Assistance Document, prepare a letter with the guidance of the Supervising PDO, to be cleared by the PPRMD Chief, PDS Director, Assistant Secretary for Planning, Project Development and Special Projects, and Undersecretary for PPO, and to be signed by the Secretary, requesting the concerned oversight agency to facilitate the request for the SPA to authorize the DA Secretary or his/her designated representative to sign the Grant Assistance Document;

b. Should the President require a presentation of the project, advise the proponent agency to prepare a presentation using the prescribed template of the Office of the President and request the proponent for a briefing kit for the Agriculture Secretary; and

c. With the guidance of the Supervising PDO and PPRMD Chief, provide comments to the presentation. Comments are to be submitted, through a memorandum cleared by the PPRMD Chief and signed by the PDS Director, to the proponent agency the soonest possible time.

• Preparation of Document for concurrence

a. Upon receipt of the final version of the Grant Assistance Document, prepare the letter of concurrence/confirmation for signature of the DA Secretary, with the guidance of the Supervising PDO and clearance from the PPRMD Chief, and forward the letter to the requesting oversight agency upon approval of the PDS Director.

• Preparation of Requirements for the Ceremonial Signing

a. In case a Ceremonial Signing is requested by the donor, facilitate the necessary arrangements (i. e. confirming the availability of the DA Secretary, informing the Press about the activity, inviting attendees, confirming the venue of the program, finalizing the program, identify source of funds for the refreshments, tokens and other arrangements).

• Turn-over of Documents to the SPCMAD

a. After the receipt of the approved/signed Grant Assistance Document, prepare the turn-over documents and transmittal letter, to be cleared by the PPRMD Chief and to be signed by the PDS Director, to the Field Operations Service (FOS)- attention to the Special Projects Coordination and Management Assistance Division (SPCMAD), for project monitoring and management.

• The Office of the Undersecretary for Policy and Planning, Assistant Secretary for Planning, Project Development and Special Projects, Undersecretary for Operations and Monitoring and Evaluation Division (MED) will also be furnished with a copy of the turn-over documents. Other documents relevant to the project will also be provided to the SPCMAD.

PUBLIC-PRIVATE PARTNERSHIP UNIT

Pursuant to the Memorandum of His Excellency, President Benigno S. Aquino III dated 11 November 2010, to fast-track the implementation of infrastructure projects, the DA-PPP Unit was created through Special Order No. 506, Series of 2011. It is a stand-alone unit in the Department which facilitates the overall development of projects identified for packaging under the public-private partnership arrangement.

• Receives the PPP project proposal and forwards it to the PDS Director;

• Provides instruction and forwards the document to the Vice-Head of the PPP Coordinating Staff;

• Provides additional/detailed instruction and assigns a Technical Staff to work on the project proposal;

• Upon receipt of the project proposal, prepares a letter for clearance of the Acting ViceHead and signature of the Head, acknowledging the receipt of the document;

• Reviews the project proposal, with the guidance of the Vice-Head and endorse the project to the PPP Technical Committee (TechCom) upon clearance by the Head;

• The TechCom will deliberate on the project and if the TechCom finds the project proposal worthy for conduct of feasibility study, it will be endorsed to the PPP Steering Committee;

• Draft a Resolution recommending the conduct of the feasibility study to the PPP Steering Committee.

• Upon approval of the Resolution by the Technical Committee, deliberates on the project proposal and render a decision. Approval via ad referendum may be done, in case a common schedule of the members cannot be arranged;

• The Technical Staff drafts a Resolution, to be signed by the members of the PPP Steering Committee, approving the conduct of feasibility study.

• Informs the proponent through a memorandum cleared by the Acting Vice-Head and signed by the Head of the decision of the PPP Steering Committee and request for revision of the proposal or additional documents required by the PPP Center;

• If the project is found worthy for PPP Implementation, as suggested by the feasibility study, deliberates on the project and recommends its approval to the PPP Steering Committee;

• Drafts a Resolution, with the guidance of the Acting Vice-Head recommending the approval of the project to the PPP Steering Committee;

• Upon approval of the Resolution by the TechCom, deliberates on the project and renders a decision on the project. Approval via ad referendum may be done, in case a common schedule of the members cannot be arranged;

• Drafts a Resolution, to be signed by the members of the PPP Steering Committee, approving the project.

• Upon approval of the project by the PPP Steering Committee and with the guidance of the Acting Vice -Head, prepares an endorsement letter with necessary documents attached to the NEDA-ICC Secretariat for PPP Projects, for clearance of the Head and for signature of the DA Secretary.

POLICY RESEARCH SERVICE (PRS)

The Policy Research Service (PRS) spearheads the Department’s initiative on policy formulation and advocacy. It provides the Department with policy guidance on the medium to longterm strategies for agriculture and fisheries modernization. It likewise ensures that domestic agricultural policies are consistent with the country’s international commitments. PRS is composed of three divisions, namely: International Affairs Division (IAD); Food, Agriculture and Fisheries Policy Division (FAFPD); and Macro-Economic Policy Division (MEPD).

The PRS has been actively advancing the interest of Philippine Agriculture and Fisheries sectors in the government’s multilateral, regional and bilateral trade engagements, such as the World Trade Organization (WTO), the ASEAN Trade in Goods Agreement (ATIGA), the ASEAN +1 free trade agreements, the Regional Comprehensive Economic Partnership (RCEP), the Philippines-Japan Economic Partnership Agreement (PJEPA), the Philippines- European Free Trade Association Free Trade Agreement (PH-EFTA FTA), and the Philippines-European Union FTA (PH-EU FTA), among others.

It represents the Department and extended technical support to various committees and working groups, such as the Committee on Tariff and Related Matters (CTRM, TCTRM, TCWM).

FUNCTIONS

• The International Affairs Division serves as the Department’s international relations arm and provides protocolar, liaison, and secretariat support during DA-hosted international conferences, workshops and meetings. It likewise consolidates and packages technical inputs from various agencies for the official briefer of DA officials attending external functions. The IAD provides administrative support to the Foreign Agricultural Service Corps (FASC) and, currently, technical support in SPS negotiations.

• The Food, Agriculture and Fisheries Policy Division provides technical support in the review and formulation of policies as well as responses to policy issues related to transfer, access and benefit sharing technologies, such as plant variety protection, biotechnology and biodiversity. It is currently involved in the preparation and drafting of various commodity roadmaps. Moreover, FAFPD serves as contact point for CODEX, the secretariat of the SPS focal group, and the national contact point for sanitary and phytosanitary (SPS) concerns. The division has also been providing technical support in regional trade negotiations.

• The Macro-Economic Policy Division serves as the core technical support group in the Department’s engagement in multilateral, regional and bilateral free trade negotiations. It likewise reviews and provides recommendations on executive and legislative issuances relative to tariff and other trade related matters, agricultural investment proposal seeking to avail of fiscal incentives, and various other agrifishery concerns (e.g. climate change, bio energy, etc.) relevant to the delivery of the Department’s mandate. The division oversees monitoring, investigating and ensuring that trade remedies are actually imposed on imports considered injurious to domestic industries.

MACRO ECONOMIC POLICY DIVISION

FUNCTIONS The Macro-Economic Policy Division is responsible for macro-economic policy, long term policy studies and the legislative portfolio. Its functions are the following:

• Serves as the core technical support group in the Department’s engagement in multilateral, regional, and bilateral free trade negotiations;

• Reviews and provides recommendations on executive and legislative issuances relative to tariff and other trade related matters;

• Provides recommendations on agricultural investment proposal seeking to avail of fiscal incentives;

• Provides technical inputs to various other agri-fishery concerns (e. g. climate change, bioenergy, etc.) relevant to the delivery of the Department’s mandate and functions;

• In charge of monitoring, investigating, and ensuring that trade remedies are actually imposed on imports considered injurious to domestic industries;

• Spearheading and provision of technical support on domestic and world trade policy analysis;

• Department representation to various technical stakeholders working group in crafting long-term agricultural policies; and

• Department representation in bilateral/multilateral negotiations and free trade agreements.

1. Spearheading and Provision of Technical Support on Domestic and World Trade Policy Analysis

a. Receive request from stakeholders and instructions from MEPD Chief and PRS Director;

b. Review and analyze concerns/issues and provide guidance and instructions to MEPD staff;

c. Collect and analyze data/information;

d. Conduct meeting with stakeholders and other relevant DA agencies to obtain feedback on various issues;

e. Review documents submitted by DA agencies and check its consistency with existing domestic and international policies; and

f. Release official policy recommendation to relevant stakeholders.

2. Department Representation to Various Technical Stakeholders Working Group in Crafting Long-Term Agricultural Policies

a. Receive request from stakeholders and instructions from MEPD Chief and PRS Director;

b. Attend meetings, analyzes issues/concerns and provide guidance and instructions to MEPD staff;

c. Collect and analyze data/information;

d. Provide technical support to relevant government agencies in providing inputs in crafting national policies;

e. Participate in technical working group meetings;

f. Harmonize stakeholders’ inputs with existing policies; and

g. Release official policy recommendation to relevant stakeholders

3. Department Representation in Bilateral/Multilateral Negotiations and Free Trade Agreements

a. Receive request from stakeholders and instructions from MEPD Chief and PRS Director;

b. Review and analyze concerns/issues and provide guidance and instructions to MEPD staff;

c. Collect and analyze data/information;

d. Draft position paper on long-term policies;

e. Review documents submitted by DA agencies and check if consistent with existing domestic and international policies;

f. Participate in technical working group meetings;

g. Participate in negotiations; and

h. Cascade the outcome of the negotiations to the stakeholders, upon clearance from PRS Director.

4. Formulation of Legislative Agenda for Agriculture

a. Receive request from stakeholders and instructions from MEPD Chief and PRS Director;

b. Review documents and provide instructions to MEPD staff;

c. Collect and analyze data/information for submission to the Department Legislative Liaison Office (DLLO); and

d. Participate in Congressional/Senate Hearings in cooperation with the DLLO, when necessary.

FOOD, AGRICULTURE AND FISHERIES POLICY DIVISION

FUNCTIONS The Food, Agriculture, and Fisheries Policy Division is responsible for policies and policy issues related to technology transfer, sanitary and phytosanitary measures and commodity monitoring and surveillance. Under this Division, the following sections are:

• Technology Transfer Section

The Technology Transfer Section is responsible in addressing Department policies and policy issues related to technology, such as, genetic resources for food and agriculture, modern biotechnology, biosafety, biodiversity, food safety, organic farming and all other emerging technologies/issues relevant to these technologies.

Its specific functions are:

1. Reviews policy issues related to plant genetic resources for food and agriculture, biodiversity, modern biotechnology, biosafety and all other emerging technologies;

2. Serves as Task Office for Codex Contact Point/Biosafety Protocol/ITPGRFA;

3. Conducts desk review of materials/documents relevant to policy issues and draft policy;

4. Drafts response to policy issues and consult relevant agencies on the draft response;

5. Formulates draft policy from the policy issues;

6. Creates a Technical Working Group (TWG) with relevant agencies to work on the draft policy;

7. Conducts stakeholder’s consultation on the draft policy;

8. Finalizes the draft policy incorporating comments from the consultations conducted;

9. Obtains clearance and approval of the draft final policy; and

10. Prepares country report and position paper on relevant treaties and agreements and participates in relevant international meetings.

• Commodity Monitoring and Surveillance

The Commodity Monitoring and Surveillance Section is responsible in addressing policy issues on commodities (rice, corn and sugar) and livestock and poultry.

Its specific functions are:

1. Reviews commodity roadmaps;

2. Provides response to policy issues on commodities (rice, corn and sugar) and livestock and poultry;

3. Collects and manages database of major commodities (rice, corn, sugar, livestock and poultry) necessary for policy analysis;

4. Analyzes data as inputs for policy analysis and research; and

5. Monitors different commodities through participation in Philippine Council for Agriculture and Fisheries (PCAF) meetings.

• Sanitary Phytosanitary (SPS) Concerns

This Section oversees the implementation of the Philippine commitments on SPS matters under various Free Trade Agreements (FTAs) in ASEAN, WTO and other bilateral. It also serves as SPS Focal Point, enquiry Point.

Its specific functions are:

1. Reviews consistency of SPS regulations issued by the DA regulatory agencies with the country’s commitments in various FTAs prior to its approval by the DA Secretary;

2. Notifies the World Trade Organization (WTO), through the SPS Website, of SPS measures (i. e. temporary ban on the importation of agriculture products from countries which are affected by certain diseases; or lifting of the temporary ban, and other SPS regular measures for comments of the Philippine trading partners) and food safety standards of agricultural products;

3. Monitors SPS measures being issued by the PH trading partners about agricultural trade;

4. Prepares comments on proposed regulations with SPS concerns and on the provisions of SPS Chapters of various on-going FTA negotiations;

5. Provides comments on related concerns (i. e. work program, status of implementation, etc.) of SPS Committees or working groups within ASEAN, WTO, and other bilateral agreements;

6. Participates in meetings/negotiations to push the agricultural sector’s interest within the international agreements/negotiations on SPS matters; and

7. Provides secretariat support to the SPS Focal Group.

1. Formulation of a Quick Response to a Policy Issue

a. Review/Supervise Quick Response made by FAFPD Staff (i. e. proposed amendments to existing laws/policies, Draft IRRs of Statutes/Republic Acts, Joint Department Circulars on common concerns of other departments, etc.);

b. Provide instruction to the staff concerned;

c. Conduct desk review of relevant documents/standards/laws as inputs for drafting the quick response;

d. Draft quick response/position and consult with concerned DA agencies;

e. Comment on the draft response/position paper;

f. Incorporate the revisions of the draft response/position;

g. Submit response/position for clearance of the PRS Director and Undersecretary for Policy, Planning and Regulations;

h. Comment on the draft final response/position. The said document will be returned for further refinements;

i. Return the revised documents to the concerned officials for signature with clearance from FAPFD Chief;

j. Approve the final recommendations; and

• If there are comments from the DA Secretary on the draft final response/ position, the said document will be returned for further refinements.

k. Finalize the recommendation/position paper with clearance from FAFPD Chief.

2. Formulation of a Quick Response to a Policy Issue

a. Draft the new policy in consultation with TWG and supervise the whole formulation process in accordance with DA priorities or prepare an initial draft or follow-up pending issuances under the last administration. Policies may be in any legal form i. e. EO, AO, MC, as appropriate;

b. Provide instruction to the staff concerned;

c. Conduct desk review of relevant documents/standards/laws as input for the initial draft of the policy issuance and ensure consistency with existing laws, plans and programs;

d. Facilitate the creation of a DA-TWG wherein the FAFPD Chief acts as either Chair/Co-Chair with relevant agencies to work on the draft policy or country report;

e. Refine the draft policy/country paper based on inputs from the DA-TWG, DA Legal Service, Undersecretary for Policy and Planning, and concerned departments and agencies;

• Series of consultative meetings and Focus Group Discussions (FGDs) are conducted. If there are comments, the said documents will be refined with clearance of FAFPD Chief.

f. Submit the refined draft policy issuance or country report for clearance of PRS Director and Undersecretary for Policy and Planning and DA Secretary for public consultation;

• If there are comments from the PRS Director and Undersecretary for Policy and Planning on the draft policy issuance or country paper for public consultation, the said document will be refined.

g. Facilitate the conduct of island-wide stakeholders’ consultation on the draft policy or country report and incorporate relevant comments (this is in consideration with the procurement protocol);

h. Facilitate the clearance/approval of the final draft policy/report from concerned Departments, DA agencies, PRS Director, Undersecretary for Policy and Planning and DA Secretary;

i. Organize the Technical Working Group to work on the Implementing Rules and Regulations;

j. Conduct stakeholders’ consultation and finalization of the IRR;

k. Approve the final Policy and its IRR;

l. Facilitate the publication of the final policy; and

m. Provide instructions for the release and adoption of the IRR to concerned agencies, departments, and other stakeholders.

3. Policy Oversight

a. Harmonization of policies/compliance to International Agreements that the Philippines is a Party to (i.e. Biosafety, SPS, Food Safety, Codex Contact Point, Notification to the WTO).

4. Commodity Monitoring

a. Facilitate the preparation of road map for various agricultural commodities; b. Collect pertinent data and other information for commodity monitoring; and c. Monitor the policy implementation through participation in PCAF Sectoral Committee Meetings for various commodities, other activities conducted by other government agencies and private sector, among others.

INTERNATIONAL AFFAIRS DIVISION

FUNCTIONS

The International Affairs Division (IAD) is the core division in the Department of Agriculture which implements the international commitments of the Department. Operationally, it provides the administrative, logistical and substantive support in enhancing agriculture and fisheries cooperation with Philippines’ trading partners and other countries where it has diplomatic relations; assists in promoting and strengthening the Philippines’ agriculture and fisheries agenda within international organizations and bodies, both multilateral and bilateral, such as World Trade Organization (WTO), Association of Southeast Asian Nations (ASEAN), Food and Agriculture Organization (FAO), and Asia-Pacific Economic Cooperation (APEC), among others; monitors official assistance flows and cooperation; and provides overall support to the Department’s Foreign Agricultural Service Corps.

• Serves as the core for preparation towards multilateral, regional and bilateral technical cooperation activities through Memoranda of Understanding and Memoranda of Agreement;

• Requests and consolidates inputs/comments from concerned agencies/units and endorse draft to the Legal Division for scrubbing prior to endorsement to the Office of the Undersecretary for Policy and Planning which will be then transmitted to the bilateral partner thru the Department of Foreign Affairs;

• Acts as the focal office within the DA in providing the necessary substantive, logistical and administrative support to the Foreign Agricultural Service (FAS) Corps;

• Prepares and finalizes Memoranda of Understanding and Memoranda of Agreement by coordinating with concerned government agencies, both within and outside of DA, and make sure that the Agri-fishery interests are reflected in the finalization of the agreements;

• Liaises with DFA, PMS, embassies and international organizations regarding agricultural cooperation and initiatives;

• Formulates positions on issues/agenda for bilateral/multilateral meetings (i. e. Joint Commission for Bilateral Cooperation, Joint Committee for Cooperation on Agriculture, Joint Commission Meetings) and negotiations;

• Briefs DA Inspection Missions (DAIM) in charge of accrediting Foreign Meat Establishments on international and negotiation protocols and coordinates with relevant Philippine Embassies the arrival, itinerary and desired outcome of the mission;

• Prepares briefing documents and briefs for the DA Secretary and senior officials on all aspects of relations with DA’s foreign partners;

• Monitors and reviews DA commitments in cooperation activities on agriculture and fisheries that arise from international agreements;

• Oversees the over-all hosting of international events including administrative, logistics, and substantive matters;

• Collates and analyzes travel reports in support to negotiations and coordination of followup cooperation activities and commitments; and

• Serves as the Desk Office for North and Northeast Asia, Southeast Asia (Bilateral), Europe, Americas, Middle East and Africa, South Asia, Asia-Pacific, ASEAN (Multilateral), UN and Other International Organizations, WEF and APEC.

1. Preparation Towards Multilateral, Regional and Bilateral Cooperation Activities, Coordination of International Relations Through Agreements (MOU and MOA) and Negotiations for Growth and Development of Agriculture and Fisheries Sectors, Monitoring of Commitments in Cooperation Activities

a. Receive request/instruction from Stakeholders, DFA and other Relevant Offices/ DA-OSEC, Undersecretary for PPO and/or PRS Director;

b. Coordinate with relevant DA units, bureaus and attached agencies through Memorandum and/or meetings;

c. Consolidate inputs and draft reply to the requesting party;

d. Review and finalize the letter-reply;

e. Forward the reply to the PRS Director and/or Undersecretary for PPO for initial/ signature; and

• In the case of MOU/MOA, the desk officers will consolidate the comments and inputs from concerned offices and then forward the agreement to the office of Legal Service for legal opinion before endorsement to the office of the Director and the Undersecretary for Policy and Planning for endorsement to DFA.

f. Release document/reply to Stakeholders, DFA and other Relevant Offices/ DAOSEC, Undersecretary for PPO and/or PRS Director.

2. Preparation of Briefs for DA Secretaries and Senior Officials

a. Receive request from DA-OSEC Senior Officials and other relevant offices;

b. Coordinate with relevant DA units, bureaus and attached agencies through Memorandum and/or meetings;

c. Consolidate inputs and prepare the brief;

d. Review and finalize the brief;

e. Forward the reply to the PRS Director and/or Undersecretary for PPO for signature; and

f. Endorse the brief to DA-OSEC/relevant office.

3. Oversee the Over-All Hosting of International Events Including Administrative, Logistics, and Substantive Matters

a. Receive request/instruction from Stakeholders, DFA and other relevant offices/ DA-OSEC, Undersecretary for PPO and/or PRS Director;

b. Coordinate with relevant DA units, bureaus and attached agencies through Memorandum or Special Order for the creation of the Organizing Committee and the Philippine Delegation;

c. Oversee the administrative/logistical and substantive preparations as Event Steering Committee Secretariat and Command Center;

d. Conduct ocular inspection of possible venues, propose the best venue to the Steering Committee then announce the final venue to the International Secretariat (ASEAN, APEC, FAO, UN, etc.);

e. Liaise with concerned International Secretariat (ASEAN, APEC, FAO, UN, etc.) on administrative requirements and substantive inputs;

f. Coordinate with concerned provincial and local government units and other relevant government offices for logistical and administrative matters;

g. Procure event requirements;

h. Provide guidance to the Philippine Delegation on substantive matters and review all Philippine positions during the event;

i. Oversee the conduct of the actual event and perform other tasks assigned by the Steering Committee;

j. Collate all substantive documents and executive reports generated during the event;

k. Follow-up with the Working Committees on the payment of suppliers and operators;

l. Affix initial to official communications and documents;

m. Submit event summary/executive report to the Director of PRS, Undersecretary for Policy and Planning, Steering Committee Chair and DFA;

n. Forward official documents, comments, reports, as necessary, to the Committee Chair and other relevant government offices and to the Secretary through the Undersecretary for Policy and Planning and Policy Research Service Director; and

o. Release document to Stakeholders, DFA and other relevant offices/ DA-OSEC, Undersecretary for PPO and/or PRS Director.

4. Administrative and Financial Assistance Provided to FAS Corps and IAD Staff

a. Undertake complete staff work, including the preparation of Obligation Request, Disbursement Vouchers, Travel Authority and facilitation of remittance of allowances and other monetary claims of the FAS Corps and other administrative/financial concerns of the Division;

b. Submit FAS Corps’ liquidation report to the Accounting Division;

c. Sign the Obligation Request, Liquidation Vouchers, and other relevant documents/affixes initial in the TA; and

d. Endorse the financial documents to the Budget and Accounting Divisions for processing up to Cashiering Section

• Endorse to Land Bank for Remittance to Foreign Post

• For local claims, deposits funds to respective/concerned accounts.

INFORMATION AND COMMUNICATIONS TECHNOLOGY SERVICE (ICTS)

The Service provides leadership in the development and implementation of reliable and costeffective information and communication technology systems of the Department at all levels of implementation. It undertakes measures to ensure the systems’ security, integrity and reliability. The ICTS provides over-all orchestration and guidance on ICT of all DA agencies in making the most of knowledge managed, stored or shared within the Department.

FUNCTIONS

As per approved Rationalization Plan, the ICTS handles the automation of information and communications services in the Department.

ICT PLANNING AND STANDARDS DIVISION

FUNCTIONS Plans and sets standards/policies for ICT intervention in all areas of the DA operations.

Policy and Standards Section

• Responsible for formulating ICT policies, plans and operating standards and guidelines that will provide the overall guidance and direction in the implementation of ICT activities;

• Responsible for the monitoring and evaluation of ICT programs, projects and activities;

• Conducts studies and analysis of proposed ICT activities, programs, long-range plans, and forecasts which affect the quality and delivery of services; and

• Institutionalizes linkages of the DA ICT sectors with other government and nongovernment users of agricultural information;

• Responsible for the formulation of ICT Training Plans/Designs and Programs for key operators and users of NIN; and

• Responsible in the development and upgrade of ICT skills through trainings and collaborative learning. Skills Development Section

1. Develop and Upgrade ICT Skills

• Assessment of Training Needs and Competencies

a. Administer online training needs and competency assessment and prepare assessment report;

b. Identify training requirements for ICTS employees and other DA ICT practitioners and separately for non-ICT employees outside ICTS; and

c. Prepare logistic needs of the training to be conducted and include these in the ICTS PPMP.

•Conduct of In-House ICT-Related Trainings

a. Receive letter-request from clients. Package the training from the training design. Prepare the Special Order for the conduct of training;

b. Issue invitation/memo to heads of concerned agencies. Once the Special Order has been approved, follow-up the confirmation of attendance;

c. Prepare instructional manuals, machine exercises and certificates of attendance;

d. Conduct the training workshop; and

e. Administer training evaluation and forward the results to ICTPSD Technical Staff for analysis and report.

2. Planning and Monitoring of ICT Interventions in DA Operations

a. Call for the submission of ICT plans, programs and budget for all DA units (including RFOs, Bureaus and Attached Agencies);

b. Review and evaluate the submitted programs and budget of ICT plans;

c. Consolidate the physical targets;

d. Prepare the financial requirements;

e. Send back the ICT plans, programs and budget that require revisions to the concerned unit for compliance;

f. Submit the ICT plans, programs and budget proposal to PPD and Budget Division for review;

g. After approval of proposals, notify and provide all DA units of their approved plans, programs and budget for implementation; and

h. Monitor the implementation of all ICT plans and programs and prepare feedback report and submit it to the ICTS Director.

3. Review and Establishment of ICT Policies and Standards

a. Review existing ICT policy or propose new ICT policy based on legal issuances, memoranda, orders and requests, as the need arises;

b. Consult/validate the ICT policy and standard with its stakeholders through workshops, FGDs, or person-to-person dialogues;

c. Consolidate and incorporate all relevant inputs in the updated ICT policy and standard draft;

d. Review/evaluate then finalize the document and endorse it to the concerned officials for approval; and

e. Submit the signed/original copy to the Records Division for dissemination to concerned entities.

SYSTEMS AND APPLICATION DEVELOPMENT DIVISION

FUNCTIONS Responsible for the design and development of office-wide automation and productivity application in support of the programs, projects and operations of the department.

Sector/Program Section

• Designs and develops integrated computer application systems which will provide the operational and critical management information on the implementation of different programs;

• Maintains/monitors application systems developed/installed and makes necessary changes for improvement; and

• Provides technical assistance to the various organizations involved in the national agricultural information network in the design, development, and implementation of information and application systems.

Office Productivity Section

• Designs and develops an office automation system that will support the financial and administrative functions of the different offices/units of the department;

• Maintains/monitors the office automation systems developed/installed for operational performance and makes the necessary changes for improvement; and

• Provides technical assistance to the various offices under the department in the design, development and implementation of information and application systems.

1.Development Process

a. Receive the letter-request at the Office of the Director;

b. Review and forward the request to SADD;

c. Prepare project briefer and create the System Development Team composed of the Project Officer/System Analyst, Computer Programmers, DMD Staff, NOMD Staff, ICTPSD Staff, and User-Representative;

d. Elicit business requirements from users and prepare the Business Requirements Document;

e. Analyze gathered requirements;

f. Identify the system requirements/specifications and prepare the System Requirements Specification Document.

g. Create system design and specification and prepare the System Design Specification Document;

h. Create a project plan;

i. Present the project to the System Review Committee;

j. Review and approve the project;

k. Develop the application based on the system design specification;

l. Create test cases;

m. Test the application;

n. Correct the errors in the system design;

o. Integrate the system;

p. Create test cases and scenarios;

q. Test the system;

r. Document the test results;

s. Correct the errors in the system;

t. Present the system design to users;

u. Prepare the user’s manual for the developed system application;

v. Conduct user’s training on the developed system application;

w. Install the system;

x. Conduct user acceptance test on the system;

y. Deploy the system; and

z. Finalize the System Documents:

o Prepare Acceptance Report

o Project sign-off

o Maintains the system

DATABASE MANAGEMENT DIVISION

FUNCTIONS Responsible for the systematic organization and management of interrelated agricultural databases and the installation and updating of the National Information Network (NIN) databases.

Web Development Section

• Develops web publishing applications that will broadcast the latest and most current agriculture and fisheries information to the national and global audiences; and

• Manages the development and implementation of the National Information Network (NIN) websites, web-related works and technical applications.

Database Development and Management Section

• Responsible for the systematic organization and management of a large collection of interrelated agricultural databases emanating from various DA programs, projects, activities and other data holdings;

• Designs, develops, manages, maintains and operates shared database applications, databases, database allocations (logical and physical) and transactions processors;

• Responsible for the uploading and extraction of data and information from the database for researchers, clients and other users; and

• Provides physical security of data stored at ICTS.

1. Technical Support on Web Content and Database Management

a. Receive the request-letter addressed to the Director stating the nature of technical support required, together with the accomplished DMD service request form;

b. Conduct initial assessment and approve for routing to the DMD;

c. Conduct assessment and replies to requesting party on how to proceed then assigns a staff to attend to said request;

d. Provide technical support to the requesting party upon approval of request; and

e. Provide additional or continuing technical support to the client, if necessary.

2. Webhosting, Web-Application Hosting and Database Hosting Services

a. Receive the letter-requests from other offices stating the required services together with the accomplished request form indicating the technical contact person and contact details; and

b. Notify the client by sending his/her webhosting account, database and domain account through email.

3. Grant of Authorized User and Access Privileges on the Implementation of Electronic National Government Accounting System (eNGAS) and The Electronic Budgeting (eBUDGET)

a. Receive the request letter stating the nature of technical support required with the accomplished DMD service request form and routs it to the DMD Chief;

b. Conduct assessment and reply to the requesting party on how to proceed then assign a staff to attend to the said request;

c. Create a user account with corresponding access privileges as authorized user of eNGAS/eBudget System; and

d. Provide additional or continuing technical support to the client, if necessary.

NETWORK OPERATIONS AND MANAGEMENT DIVISION

FUNCTIONS Provides the needed technical support in the maintenance of DA’s ICT infrastructure.

Network Operations Section

• Monitors and maintains the connectivity of the DA’s Wide Area Network (WAN)/ Local Area Network (LAN) Private Network;

• Responsible for the design, installation, operation and management of value-added, common shared services provided in the DA network including e-mails, gateway services, internet access, internet services, directory services, IP addressing, remote dial- in and other shared network/data services;

• Ensures that the agency’s connection to the NIN is always uninterrupted and secured;

• Provision of technical assistance in the configuration of ICT requirements for DA Offices (OSEC, RFUs, Bureaus and Attached Agencies/ Corporations); and

• Provision of periodic systems back-up and recovery services.

Facilities Maintenance and Engineering Unit

• Maintains a centralized customer support center to receive, track and resolve all technical/network problems reported by the DA network end-users;

• Provides the necessary technical support to DA units in the conduct of maintenance and troubleshooting of standalone and networked PCs, software, workstations and peripherals; and

• Provides technical assistance in the operation of audio-visual equipment and other ICT resources during conduct of meetings, workshops and seminars.

1. Borrowing of ICT Equipment

• Borrowing of ICT Equipment to be Brought out of the DA Premises

a. Receive the request at the Office of the Director;

b. Endorse/forward the request to NOMD Head;

c. Assign a technical staff to assist the end-user;

d. Ask the borrower to fill-out items II-IV of the ICT Form 1 and fill-in remaining items before submitting the form to the NOMD Head;

e. Approve/sign the accomplished ICT Form 1;

f. Fill-in the GSD Gate Pass and forward the form to the GSD-Property and Supply Section for numbering and validation before approval of the GSD Chief; and

g. Get a duplicate of the duly accomplished/signed GSD Gate Pass.

• Borrowing of ICT Equipment within DA Premises

a. Receive the filled-out ICT Form 1 with attached letter- request, if any, and forwards accomplished form to the NOMD Head;

b. Approve and sign the request;

c. Fill-in the ICTS Gate Pass and forward it to the NOMD Head for approval;

d. Approve and sign the ICT Gate Pass and give a copy to the requesting party for presentation to the guard-on-duty.

2. Repair and Maintenance of ICT Equipment

• On-site repair and maintenance of equipment (within DA premises)

a. Receive the letter-request for repair of ICT equipment;

b. Review and endorse the request letter to the NOMD Head;

c. Approve the request for repair;

d. Conduct assessment on the malfunctioning equipment and diagnose the problem;

e. Take appropriate trouble shooting to the problem;

f. After the conduct of test on the equipment, fill-in the Service Work Order (ICTS Form 3);

g. Ask the end-user to fill-out the “User’s Conforme/Remarks” portion of the SWO on action taken and to sign the same; and

h. File ICTS Form 3.

• Off-site repair and maintenance of ICT equipment (outside DA premises)

a. Receive the letter-request from the requesting party;

b. Review and endorse the request to the NOMD Head;

c. Approve the request and send a technical staff to attend to the issue and/or problem;

d. Assess/diagnose the malfunctioning equipment;

e. Take appropriate troubleshooting and/or action to the problem encountered and conduct tests on the equipment;

f. Fill-in the Service Work Order (ICT Form 3) and ask the end-user to fill-out the “User’s Conforme/ Remarks” portion of the SWO form; and

g. File ICT Form 3.

• Releasing of repaired equipment (within DA premises)

a. Fill-in the ICTS Gate Pass and forward the same to the Section Head concerned for initials and to the NOMD Head; and

b. Approve and sign the accomplished ICTS Gate Pass and give the copy to the requesting party for presentation to the guard-on-duty.

• Releasing of repaired equipment (outside DA premises)

a. Fill-out the GSD Gate Pass Form (in 4 copies) and forward the same to the Section Head concerned for approval;

b. Sign the accomplished GSD Gate Pass Form;

c. Forward the signed GSD Gate Pass Form to the GSD-Property and Supply for numbering and validation and approval of the GSD Chief; and

d. Give the approved copy to the requesting party for presentation to the DA Exit Guard-on-duty.

3. Business Continuity and Disaster Recovery

• Preliminary:

a. Update the DRP process and formalize the change control procedures;

b. Issue DRP copies:

o Copies of DRP, CD, and hard copies shall be stored in secured locations to be identified by the ICTS.

o Each member of senior management shall be issued with a CD and hard copy of this plan to be kept at home.

o Each member of the Disaster Recovery Team and the Business Recovery Team shall be issued with a CD and hard copy of this plan.

o A master protected copy shall be stored in specific resources established for this purpose.

o Identify key business processes and agreed backup strategy.

c. Conduct risk management.

• During Disaster

a. Activate the Emergency Response Team (ERT) and Disaster Recovery Team (DRT);

b. Activate the Emergency Alert, Escalation and DRP;

c. Activate and notify the alternate Recovery Facilities / Hot Sites;

d. Notify personnel and family;

e. Coordinate with the media;

f. Assess insurance, financial and legal impacts;

g. Conduct DRP exercises and/or implementation; and

h. Document the DR results and lessons learned.

4. Server, Personal Computer (PC)/Workstations Installation; Backup (File, Database and System) and Internet Access Procedures

• Workstation/Personal Computer File Backup and Internet Access

a. Receive and review the request letter from the requesting party to NOMD Head;

b. Approve the request;

c. Create a username and password;

d. Create an individual AD user’s shared-drive map for backup;

e. Create an Internet User’s Firewall Access Policy;

f. Join the PC/ Workstation to Local Area Network (LAN) and Domain;

g. Conduct of PC connectivity testing, end-user briefing and LAN Basic Troubleshooting (AD Login, Network Mapping, and Internet Access);

h. Fill-in ICTS Form 3 (Service Work Order); and

i. Fill-out the “User’s Conforme/Remarks” portion of the SWO on action taken and sign the SWO.

• Server (apps system, DNS, and websites) and storage hosting

a. Receive the request letter from the end-user. Approve and endorse the request letter to the NOMD Head and assign the task to a staff;

b. Install the VM Server and Storage (create username/ password, allocation of CPU, memory, storage capacity etc.);

c. Join the VM Server to Local Area Network (LAN) and Public Domain (DA.GOV. PH) and/or Private Domain (AGRI.DA.GOV.PH);

d. Assist in the Installation of Server Application/System;

e. Test Server connectivity which includes configuration of managed network switch, router, firewall and public DNS/domain (da.gov.ph);

f. Fill-in the ICTS Form 3 (Service Work Order); and

g. Fill-out the “User’s Conforme/Remarks” portion of the SWO on action taken and sign the SWO.

5. Digital Communications (DIGICOMM)

• Fax Messaging

1. Outgoing fax messages

- Receive the filled-in Fax Request form (Fax Cover Letter) and facilitate the transmittal of the fax message;

- Indicate the time and date of transmission on the Fax Cover Letter (FLC); and

- File the FCL and fax messages.

2. Incoming fax messages

- Upon receipt of incoming fax message, identify the recipient of the message;

- Log the fax message; and

- Deliver the fax message to the concerned office.

• Installation of New IP Phones and Direct Lines

- Receive the letter-request;

- Forward the letter-request to the NOMD Head;

- Assign the task to the DigiComm Unit;

- Check the availability of the IP Phone unit then test and configure the IP Phone based on the numbering plan of the Department;

- Check if there is available data port on the new user’s work area;

- Install the IP Phone to the designated port assigned by the Network Administrator and ask the end-user to sign the Service Work Order (SWO) forms for the DigiComm and Network staff; and

- Inform the Property Section of the Phone Property Number and the assigned user.

• Request for Direct Line

a. Receive the letter-request;

b. Forward the approved request letter to NOMD Head;

c. Assign the task to the DigiComm Uni;

d. Send approved request letter to PLDT thru fax and email for confirmation;

e. Review and sign the Letter of Conforme;

f. Send signed Letter of Conforme to PLDT thru fax and email;

g. Coordinate with PLDT for the activation of the new DL;

h. Install the new DL phone after activation of the new number and ask the end-user to sign the Service Work Order (SWO) form; and

i. Inform the Property Section of the Phone Property Number and the assigned user.

• Repair of telephone unit/lines

1. Request for repair of telephone unit (direct lines)

- Receive the report on the problem with the telephone unit;

- Conduct assessment on the trouble/problem with the telephone unit, if repairable;

- Call the Customer Service of the PLDT and report the telephone unit for its repair and/or replacement;

- Conduct tests to ensure that the new/repaired unit is working;

- Deploy the repaired unit or replacement unit to the office concerned and ask the end-user to fill- out and sign the Service Work Order (SWO) Form; and

- File the SWO.

2. Request for repair of telephone lines

- Receive the report on the problem experienced with the telephone line;

- Log the received message;

- Visit the office concerned and diagnose the problem; fix the problem if it pertains to wirings and fixtures, otherwise, report the problem to PLDT; and

- Report/follow-up the problem with PLDT until resolved

• Lease of Cable Services

a. Receive the original bill from Sky Cable;

b. For OSEC, prepare the Disbursement Voucher (DV) and Obligation Request Status (ORS) and forward the documents to the Chief of Staff for signature;

c. For other offices with separate bills, forward the DV and ORS to the end-user for preparation of supporting documents;

d. File the received copy of Bill and DV for recording purposes and forward the same to the end-user for preparation and processing of the ORS/DV and check preparation of concerned offices; and

e. Get a copy of the check from the DA-Cashier for validation and recording purposes.

FINANCIAL AND MANAGEMENT SERVICE

The Financial and Management Service (FMS) is the Department’s vital support service responsible for handling the budgetary, financial, and management improvement matters of the Department. Based on existing laws, rules and regulations, it has a central role to play in: (1) providing effective and efficient procedures to safeguard public funds and assets; (2) ensuring timely release of public funds; and (3) in providing top management critical information in resource decision making.

The FMS provides management with reliable, timely and accurate financial reports, data and analysis for information, decision-making, planning, control and reportorial obligations to government instrumentalities and outside interested parties.

FUNCTIONS

• Coordinate with the Planning and Programming Division of the Planning and Monitoring Service regarding the preparation of agency plans and programs.

• Conduct the regular monitoring of fund releases and disbursements made by the operating units/offices under the Department.

• Oversee the preparation of budgets and financial plans with all DA operating units/offices.

• Direct close coordination with the DBM, COA, Bureau of Treasury, Congress and other fiscal agencies of the National Government.

• Conduct consultations/coordination with all the operating units/offices of the Department with regard to their fiscal requirements.

FUNCTIONS

MANAGEMENT DIVISION

• Develop plans and programs relative to management improvement in the Department.

• Examine the administrative organization of the Department and provide recommendations for improvement.

• Maintain and update the Department organization and other manuals.

• Conduct management surveys of the organizational structure, manpower and operations, and conduct studies on special problems, as assigned.

• Review existing methods, systems and procedures/processes, and provide recommendations for improvement.

• Develop new and improved management systems and provide staff supervision over the implementation of such improvements, as well as conduct trainings on the application of the system/s.

• Develop staffing standards and manpower requirements for the department.

• Perform such other functions as may be provided by law.

OFFICE OF THE

PROCESS FLOW

Review of Standard Operating Procedures

• Based on issuances of new circulars, memoranda and orders affecting government procedures, review existing Standard Operating Procedures (SOP) manual.

• Validate with concerned offices the effect of these new issuances on their operations/ functions.

• Incorporate the steps/procedures essential to the transaction/process and updates the existing SOP manual.

• Write the draft SOP of that particular transaction.

• Review and edit the draft SOP.

• Approve the draft SOP.

• Finalize the SOP of a particular transaction.

Issue Order Re : Updating of SOP

Special Order Directing the Management Division to update the Manual

Preparation/Updating of Organizational Structures and Functions

• Review existing structures, issuances and circulars to determine their obsolescence.

• Validate with concerned office any changes/modifications in their organizational structures, functions and/or activities in conformity with the new issuances.

• Update existing structures or make a draft of the organizational structure/functions of the office concerned based on their submission.

• Review and edit the written materials.

• Approve the draft organizational structure and functions.

• Finalize the manual.

OFFICE OF THE SECRETARY

Issue Order Re : Updating of SOP

Special Order Directing the Management Division to update the Manual

existing Org. Structure, Functions

Memo to all Unit/Divisions

OFFICE OF THE SECRETARY

OFFICE OF THE SECRETARY

FUNCTIONS

BUDGET DIVISION

• Monitor budget utilization throughout the Department, analyze financial data to ensure the effective and efficient use of public funds, and provide the top management timely and accurate data for sound decision making.

• Consolidate and prepare the annual budget proposals, provide assistance to legislators in the authorization of the agency budget, and prepare and submit budget execution documents to oversight agencies.

• Prepare, for the Central Office, the Statement of Allotment Obligation and Balances, and other Financial Accountability Reports.

• Analyze, consolidate and prepare the Department-wide Statement of Allotment Obligation and Balances and other Financial Accountability Reports.

• Analyze, consolidate and prepare Department-wide annual budget proposals, activity recasts, program structure changes, allotment and all other budgetary documents, as required by oversight agencies.

• Design, develop, implement and/or update budget monitoring tools and standards.

• Provide technical assistance to top management in the presentation of the Department’s budget to legislators and other oversight committees.

• Responsible for the collection, analysis and documentation of budget data that enable users and top management to make sound decisions.

• Responsible for reports generation as regard to the financial position vis-à-vis appropriation of the Department.

• Performs other functions as maybe provided by law.

Preparation of Budget Proposals

• Issue the Budget Call/Budget Ceiling.

• Prepare and issue guidelines for the preparation of plan and budget proposals.

• Prepare the plan and budget proposals based on issued guidelines and baseline budget.

• Present budget proposal in the DA internal Budget Hearing.

• Conduct internal Budget Hearings.

• Revise plan and budget proposals and submit the proposals to the PMS/FMS.

• Review and consolidate plan and budget proposals and return it to the concerned agency for revision, if necessary.

• Approve and submit the budget proposals to DBM.

• Evaluate/analyze the DA's Budget Proposal and conducts Technical Budget Hearings.

• Prepare the Budget Recommendation for DA's comment and/or revision.

• Review and consolidate the Recommended Budget or return it to the concerned agency for revision.

• Analyze the DA's comment and/or revisions and prepare and submit the National Expenditure Program (NEP) to the President.

• Submit the NEP to Congress.

• Evaluate the proposal and conduct Congressional Budget Hearings then draft House Bill and submit to Senate.

• Evaluate the NEP against House Bill, conducts Senate Budget Hearings and draft a version of the Senate Bill.

• Conduct conference to come up with a common Bill.

• Sign the Bill into law called the General Appropriations Act or GAA.

• Provide copies of GAA to government agencies.

TECHNICAL STAFF

BUDGET AND PLANNING DIV.

Formulates guidelines in crafting Plans and Budget Proposals upon receipt of the Budget Call

Conducts on-line submission of budget proposal (OSBP) in the DBM website

ADMINISTRATIVE OFFICER

Conducts on-line submission (per OUs account) of actual obligation through the DBM website

Presents the consolidated budget proposal to CSO

Conducts and attends DA-DBM consultative Review

Conducts internal budget hearing for the Department

Submits forward estimates to DBM

Reviews, analyzes and consolidates the proposals submitted by DA Operating Units

Conducts technical review of plans and budget proposals by cluster

Submits the consolidated and OSBP generated budget proposal to DBM

Prepares other documents as needed and instructed during technical budget hearing

Request for Obligation of Allotments

Submits all budgetary requirements needed by Senate and Congress

• Receive and record the Obligation Request and Status (ORS).

• Process ORS with complete supporting documents.

• Posts Transaction in the Budget System and Central Control (Unified Account Code Structure (UACS)/Object Code).

• Review the ORS with complete supporting documents.

• Sign the ORS.

• Certify the copy.

• Release the documents to Accounting Division (Obligation of Allotments).

Endorsement of Special Budget Request (SBR)

• Receive the Special Budget Request.

Conducts briefing with Secretary in preparation to Congress and Senate Hearing

Attends budget briefing/hearing as requested by various legislators

• Check the attached supporting documents as to completeness and appropriateness.

• Review/process/analyze and prepare endorsement to the DBM.

• Review the endorsement letter and affix initial on the document. e. Sign the SBR.

• Record the endorsement letter in the log book.

• Forward the endorsement and SBR to office of FMS Director for initial.

ADMINISTRATIVE ASSISTANT START

Receives and checks the completeness of the required supporting documents

ADMINISTRATIVE OFFICER

Analyzes the correctness of the attachments’ content; and prepares the endorsement letter

PREPARATION OF ENDORSEMENT FOR SPECIAL BUDGET REQUEST

ADMINISTRATIVE ASSISTANT START

Receives the endorsement letter signed by Undersecretary for Administration and Finance; forwards to liaison officer for recording and transmittal

REVIEWS ASSISTANT CHIEF, BUDGET DIVISION

Returns to budget analyst for revision

Affixes initial on the second page of the endorsement letter to certify that documents attached are complete and endorsement is correct.

CHIEF, BUDGET DIVISION

Signs the briefer attached and affixes initial on the second page of the endorsement letter

ADMINISTRATIVE ASSISTANT

Records the endorsement letter and forwards to the Office of the Director for Finance for initial.

DIRECTOR, FINANCIAL MANAGEMENT

SUBMISSION OF SIGNED ENDORSEMENT

LIASON OFFICER

Analyzes the correctness of the attachments’ content; and prepares the endorsement letter

DEPARTMENT OF BUDGET AND MANAGEMENT (RECEIVING)

Receives endorsed request and forwards to DBM Bureau-E for appropriate action

ADMINISTRATIVE OFFICER START

Preparation of Memorandum regarding Submission of BEDs 1 & 3, ) per Operating Units (OUs) based on NEP

BUDGET EXECUTION DOCUMENT 1 & 3

BED ( 1 & 3 )

CHIEF, BUDGET DIVISION

Signs the URS generated BEDs 1 & 3 as the preparer: - Central Office

- Consolidated

Affixes initial: - Endorsement letter

ASEC. FOR FINANCE

Affixes initial for the approving authority:

- Consolidated URS generated BEDs 1 & 3

- endorsement letter

Conducts online submission of BEDs 1 & 3 (per OUs account) in the Unified Reporting System (URS) of DBM

DEPARTMENT CHIEF ACCOUNTANT

Signs the URS generated BEDs 1 & 3 as the preparer:

- Central Office - Consolidated

Reviews and anlayzes the URS generated reports (BEDs 1 & 3) of OUs

PLANNING OFFICER

Signs the URS generated BEDs 1 & 3 as the preparer:

- Central Office - Consolidated

USEC. FOR ADMIN & FINANCE

Signs the URS generated BEDs 1 & 3 as the approver: - Consolidated

Signs the endorsement letter

Issuance of Advice of Sub-Allotment (ASA)

Records the signed endorsement letter for monitoring ADMINISTRATIVE ASSISTANT

• Receive the Memorandum request and check the attached supporting documents.

• Review/process/analyze and prepare/assign the control number of the ASA.

• Record the ASA to the respective individual electronic control and RAO

• Enter the ASA in the central master control.

• Examine and review the ASA and affix signature on the document.

• Record the ASA in the log book and forward it to the office concerned.

• Approve the ASA and forward it to Budget Division.

• Receive the signed ASA and prepare 3 photocopies for distribution.

Print the URS generated consolidated reports and the per OUs ; prepares endorsement letter

DIRECTOR, FINANCIAL MANAGEMENT

Signs the URS generated BEDs 1 & 3 as the approver:

- Central Office

Affixes initial for the approving authority:

- Consolidated URS generated BEDs 1 & 3 - endorsement letter

Submits duly endorsed, signed and printed copy of the Consolidated CPR to DBM and BTr LIAISON OFFICER

DEPARTMENT OF BUDGET AND MANAGEMENT (Receiving)

Receives the endorsed printed and signed copy of the Consolidated CPR

• Make an electronic copy of the ASA and forward it to Records Division.

• Mail the original approved ASA and furnish copies to COA and Accounting Division.

ADMINISTRATIVE OFFICER START

Preparation of Memorandum regarding Submission of Cash Planning Report (CPR) per Operating Units (OUs)

CASH PLANNING REPORT

DEPARTMENT CHIEF ACCOUNTANT

Signs the CPR as the preparer: - Central Office - Consolidated

Analyzes and consolidates submitted CPR based on NEP

Online submission of the consolidated CPR in the Bureau of Treasury (BTr) website

END

PLANNING OFFICER

Signs in coordination with the prepaparer: - Central Office - Consolidated

Prints the manually consolidated CPR together with the submission of the OUs; and prepares endorsement to DBM

CHIEF, BUDGET DIVISION

Signs the CPR as the preparer: Central Office Consolidated

Affixes initial: endorsement letter

USEC. FOR ADMIN & FINANCE

Signs the CPR as the approver: - Consolidated

Signs the endorsement letter

ADMINISTRATIVE ASSISTANT

Records the signed endorsement letter for monitoring

DIRECTOR, FINANCIAL MANAGEMENT

Signs the CPR as the approver: Central Office

Affixes initial for the approving authority: - Consolidated CPR - Endorsement letter

ASEC. FOR FINANCE

Affixes initial for the approving authority: - Consolidated CPR - Endorsement letter

LIASON OFFICER

Submits duly endorsed, signed and printed copy of the Consolidated CPR to DBM and BTr

Receives the endorsed printed and signed copy of the Consolidated CPR DEPARTMENT OF BUDGET AND MANAGEMENT (Receiving)

FUNCTIONS

ACCOUNTING DIVISION

• Advise top management on financial matters.

• Process all claims for payment.

• Verify the correctness and accuracy of reports related to finance submitted by the various operating units under the Department.

• File and maintain basic and subsidiary accounting records and books of accounts of the Office of the Secretary to reflect accurate and current financial information required by existing auditing rules and regulations and by management.

• Prepare, analyze and interpret Financial Statements and Reports.

• Provide adequate and timely financial information critical to the management of the Office of the Secretary.

• Perform such other functions as may be provided by law.

1. Disbursement Section

• Preparation of Disbursement Vouchers and processing of all claims for payment and insuring validity, propriety, mathematical accuracy and completeness of documents.

• Verification of liquidation vouchers/reports as to its accuracy and completeness of supporting documents.

• Monitoring and reporting of Accounts Payable.

• Preparation of remittances to government regulatory bodies (GSIS, HDMF, BIR, etc.) and insuring its prompt filing and remittances.

• Preparation of certificates of remittance/deductions to be issued to employees and other concerned parties.

• Preparation of Certificates of Tax Withheld for issuance to concerned parties.

2. Bookkeeping Section

• Analysis and verification of financial transactions as to correctness of journal entries including mathematical accuracy.

• Recording and posting of financial transactions from the source documents to the books of original entry.

• Preparation of financial statements such as: Trial Balance; Balance Sheet; Income Statement; Cash Flow; Detailed breakdown of Disbursements; Statement of Government Equity; Schedule of Subsidiary Ledger Balances; Statement of Bank Reconciliation; Aging of Accounts Payable; Aging of Cash Advances; and Notes to Financial Statement.

- Monthly monitoring of cash advances and preparation and issuance of demand letters thereof.

3. Consolidation and Analysis Section

• Financial analysis and interpretation of all financial reports for all funds of the fourteen (14) Regions, seven (7) Bureaus and three (3) Foreign Assisted Projects under the Department.

• Consolidation of financial statement and other financial reports.

• Provide reports to government regulatory bodies (COA, DBM, Congress, Senate, etc.).

• Monitoring and reconciliation of all funds transferred to Bureaus, RFUs, Attached Agencies and Corporations.

• Monitoring and consolidation of all reports of compliance of annual audit findings and observation memoranda of COA.

• Consolidation of reports for all the Bureaus and RFUs under the Department, as required from time to time.

• Preparation and reconciliation of Notice of Transfer Allocation (NTA) with Bureaus and Regional Offices under the Department.

• Analysis and posting of financial transactions to subsidiary ledgers or different funds.

• Consolidation of action taken on the Audit Observation Memoranda (AOM) and Consolidated Annual Audit Report issued by COA.

• Preparation/submission of various reports aside from the regular reports being requested by COA and DBM from time to time.

• Monitoring of cash utilization of Regions and Bureaus under the Department.

PROCESS FLOW

1. Certification of Availability of Funds

• Receive the ORS from the Budget Division and assign a reference number.

• Evaluate and assess claims for payment and its attached supporting documents and affix initial.

• Review the evaluation and assessment made by the staff and affix initials.

• Confirm and/or add comments as to lack of requirements.

• Update the data in the Tracking System.

• Release the ORS and CAF to the concerned office.

RECEIVING AND RELEASING PERSONNEL

Receives ORS from budget Division and Assign Reference #

RECEIVING AND RELEASING PERSONNEL

Evaluates & Assesses Claim and Supporting Documents

Verification: Reviews the Evaluation and Assessment made

Add

/

Approval: Reviews the Evaluation and Assessment made Complete and Proper

2. Air Fare (under special arrangement with Airlines Companies)

• Receive the claim (ORS) and assign a reference number.

• Evaluate and assess the claim and attached supporting documents then affix initial.

• Check for unliquidated travel claims/unaccounted plane tickets.

• Review the evaluation and assessment made by the staff.

• Confirm and/or add comments as to lack of requirements.

• Update the data in the Tracking System.

• Release Claims (ORS) and PAL Travel Order to the concerned employee.

RECEIVING AND RELEASING PERSONNEL

Receives Claims (ObR) and Assign Reference #

Evaluates & Assesses Claim and Supporting Documents

Check for Unliquidated / Unaccounted Tickets

RECEIVING AND RELEASING PERSONNEL

Update Tracking System

Release Claims (ObR) and PAL TO

Confirm/ Add Comments / Requirements

Approval: Reviews the Evaluation and Assessment made

Complete and Proper

3. Disbursement Vouchers

• Receive the ORS from Budget Division and assign a reference number.

• Evaluate and assess the claim and its attached supporting documents then affix initial.

• Review the evaluation and assessment made by the staff and affix initial.

• Confirm and/or add comments as to lack of requirements.

• Sign the documents.

• Update the data in the Tracking System.

• Release the Disbursement Voucher to the concerned employee and/office

Signs on the Document

Receives DV and Assign Reference #

RECEIVING AND RELEASING PERSONNEL

Update Tracking System

Release DV

PROCESSOR

Evaluates & Assesses Claim and Supporting Documents

BOOKKEEPING SECTION

Issuance

VERIFICATION

Verification: Reviews the Evaluation and Assessment made Update Index

Confirm/ Add Comments / Requirements

Approval: Reviews the Evaluation and Assessment made

Complete and Proper

4. Liquidation Reports

• Receive the Liquidation Report and assign a reference number.

• Evaluate and assess the claim and its attached supporting documents and affix initial.

• Review the evaluation and assessment made by the staff and affix initial.

• Confirm and/or add comments as to lack of requirements.

• Sign the documents.

• Release the Liquidation Report to the concerned employee. RECEIVING AND RELEASING PERSONNEL

• Update the data in the Tracking System.

RECEIVING AND RELEASING PERSONNEL START

Receives Approved Disbursement Voucher (DV)

RECEIVING AND RELEASING PERSONNEL

Update Tracking System

Release DV and LDDAP-ADA

6. Issuance of Authority to Debit Account (ADA)

PROCESSOR

Evaluates & Assesses LDDAP-ADA

VERIFICATION

Verification: Reviews the Evaluation and Assessment made

Confirm/ Add Comments / Requirements

Approval: Reviews the Evaluation and Assessment made Complete and Proper

Php 500k to Php 5M

Chief, Administrative and Finance Division or the next Higher Position supervising the Administration and Finance Group List of Due and Demandable Accounts Payable - Advice to Debit Account (LDDAP-ADA)

Regional Director, Bureau Director or Head of Attached Agency and Corporation

Assistant Regional Director, Assistant Bureau Director or Assistant Head of Attached Agency and Corporation supervising the Finance and Administration Unit

Chief, Administrative and Finance Division or the next Higher Position supervising the Administration and Finance Group Secretary

Regional Director, Bureau Director or Head of Attached Agency and Corporation

Assistant Regional Director, Assistant Bureau Director or Assistant Head of Attached Agency and Corporation supervising the Finance and Administration Unit

ADMINISTRATIVE SERVICE (AS)

The Administrative Service (AS) provides the Department with economical, efficient and effective administrative support services in the policy formulation and implementation, particularly on areas of personnel administration and management, human resource development, records, information, general services/security and procurement.

FUNCTIONS

• The Administrative Service spearheads the continuing development of Department-wide standardized systems and procedures to improve the quality and efficiency of administrative services at all levels of implementation. It is responsible for managing the assets of the Department, generating income from these assets and providing an efficient procurement program.

• The Administrative Service provides staff support services in administration and management.

The Administrative Service has six (6) divisions:

• Personnel Division

• Procurement Division

• Records Division

• Human Resource and Development Division;

• Agriculture and Fisheries Information Division; and

• General Services Division.

Office of the Director

PERSONNEL DIVISION

FUNCTIONS The Personnel Division shall be responsible for providing the Department with economical, efficient and effective service relating to human resource management and administration.

• Advises management on human resource management policies and administration;

• Assists the management in the formulation of human resource policies and programs;

• Develops and administers human resource programs which include selection and placement, classification and pay, performance evaluation, personnel relation and discipline, leave administration and employee welfare benefits, awards and incentives;

• Acts on all matters concerning recruitment, placement, promotions, transfer, attendance, performance evaluation, leave of absence, appointments and other human resource concern;

• Maintains personnel records and statistics; and

• Performs such other functions as may be provided by law.

I. RECRUITMENT, SELECTION, AND DOCUMENTATION SECTION

• Develops and administers personnel programs which include recruitment, personnel selection, appointment and other personnel actions;

• Reviews, plans, directs and supervises the preparation, processing of appointments, application for transfer, resignation, reinstatement and other related personnel action in conformity with the CSC laws and rules, pertinent regulations and established policies;

• Applies applicable provisions of the Civil Service Laws, and Rules and Regulations, which concern personnel actions and activities;

• Conducts inventory appraisal and computerization of personnel data base;

• Updates and maintains the 201 file of DA officials and employees;

• Prepares and releases personnel documents such as service record, clearance, certifications, and service contracts, among others;

• Prepares statistical reports on personnel movement and complement;

• Responsible for the storage and disposal of personnel records; and

• Maintains personnel records and statistics.

A. Recruitment/Hiring/Selection of Regular Employees/Transferees

• Receive the application letter together with the applicant’s Transcript of Records and duly accomplished Personal Data Sheet;

• Verify the availability of position being applied for and review the qualifications of the applicant, if he meets the required qualifications standards, then refer the application to the head of the office where the vacancy belongs;

• Interview by the head of office of potential candidates and submission of recommendations to the Personnel Division;

• Prepare a comparative and qualification assessment of all candidates and schedule the meeting of the Selection Board;

• Evaluate all applicants, conduct the deliberation and decide on the selection of the most qualified applicant;

• Require and receive from the applicants the following additional requirements:

- NBI Clearance

- Photocopy of Civil Service Eligibilities

- Service Record/Clearance from former office, if from another government agency

- Medical Certificate; MC form to be secured from the Personnel Division

- GSIS membership form

- Authority from the Chairman of CSC that applicant is exempted from CSC eligibility examination pursuant to Sec. 6 RA 720

• Prepare appointment and Position Description Form (PDF) with the former to be signed by the Personnel Chief and the latter to be signed by the appointee, then forward papers to the Selection Board for signature;

• Sign appointment and return the same to the Chief, Personnel Division for signature;

• Sign both the appointment and the PDF then forward the same to the approving official for signature;

• Sign appointment and forward it to the Accounting Division for funding and signature of the Chief Accountant

• Certify the fund availability and sign appointment then forward the documents to the approving official for signature;

• Approve/sign the appointment and PDF and return to the Personnel Division for notation and proper recording;

• Issue original appointment to appointee and furnish him/her a copy of the PDF; and

• Submit Report of Personnel Action (ROPA) to the Civil Service Commission (CSC) for review.

B. Promotion of Employee

• Submit recommendation for promotional line-up of staff together with the justification for recommendation and submission of other requirements:

- Three (3) copies of accomplished Personal Data Sheet

- Three (3) copies of the Position Description Form

• Performance Appraisal for two (2) consecutive rating periods of concerned employee

• Prepare the assessment/evaluation of each promotee taking into consideration the following factors:

- Training and Experience;

- Civil Service Eligibility; and

- Outstanding Accomplishments/Potential o Performance Rating

• Confirm the availability of Selection Board members, prepare the schedule of the meeting and notify the members of the schedule.

• Convene and deliberate the promotional line-up of each division.

• Approve and sign the promotion.

• Prepare appointment of employee and forward the document for the signature of Undersecretary concerned (for appointment below the Division Chief level).

• Sign the appointment and return the documents to the Personnel Division.

C. Protest/Appeal on Appointment of Employee

• Prepare action within fifteen (15) days upon receipt of protest/appeal.

• Forward the action for the signature of the Secretary.

• Sign justification and return the documents to the Personnel Division.

• Release to the party concerned.

• If the protestant is not satisfied with the decision of the appointing authority, a motion for reconsideration may be filed with the Civil Service Commission within fifteen (15) days upon receipt of the decision of the appointing authority.

D. Resignation/Separation from Service

• Submit the letter to the Service Chief with the following documents attached:

- Office Clearance;

- Statement of Assets and Liabilities;

- Latest performance rating; and

- Certificate of no pending administrative case

• Endorse the letter to the Personnel Division

• Prepare the acceptance of resignation for signature of the following officials:

- Undersecretary concerned for positions below Division Chiefs.

- Secretary for Division Chiefs and above

• Signing of the acceptance of resignation and return the same to the Personnel Division.

• Endorse approved acceptance of resignation to the Civil Service Commission for notation then release the same to employee concerned.

E. Request for Inter-Office Transfer/Detail of Personnel

• Prepare a request for authority to transfer/detail stating the length of time of the detail and submit it to the Chief of Office concerned for signature.

• Notate on the request for the transfer/detail and forward it to the recommending Official for signature.

• Sign and release the request to the Personnel Division.

• Prepare the Special Order (S.O.) regarding the transfer/detail and other necessary supporting documents.

• Sign and approve the transfer/detail order and return the same to the Personnel Division.

• Release the original copy of the S.O. to the requesting employee, copy furnished the Records Division.

• Photocopy the approved transfer/detail order and other supporting documents, copy furnished the Office concerned.

• Report to the requesting office on the date specified in the Order.

F. Transfer to other Government Office

• Secure from the Personnel Division an authority to transfer.

• Request the employee concerned to submit a duly accomplished clearance signed by different Division Chiefs.

• Forward the authority to transfer to the authorized approving official for signature.

• Approve the authority to transfer then return the same to the Personnel Division.

• Notate and keep a file of the authority and release the document to the employee concerned.

G. Retirement

• Inform retiree/employee of his/her forthcoming retirement two (2) months before retirement date.

• Prepare the service record and computation of accumulated leave.

• Prepare and submit the following requirements:

- GSIS application for retirement form duly accomplished

- Complete service record, certified correct by the Chief of Personnel Division

- Certification that applicant had filed a Statement of Assets and Liabilities

- Certification that applicant has no pending administrative and criminal case

- Ombudsman clearance

- DA clearance from money and property accountabilities (Regional Offices)

- PCAF, NEP and SVLF clearances

• Receive and verify all the submitted requirements.

• Forward the retirement application form to approving official for signature.

• Approval of the retirement application.

• Submit/file the approved application to the Government Service and Insurance System (GSIS) as provided for in RA 660 and PD 1146, or to the Personnel Division as allowed under RA 1616.

• Prepare voucher of retirement gratuity and forward the documents to the Budget Division for processing.

H. In Case of Death of Employee

• Inform the Personnel Division of the death of an employee.

• Advise the heirs to submit the following requirements:

- Death Certificate

- Marriage Contract, if married

- Birth Certificate and Baptismal Certificate of employee’s living children

- Sworn statement of legal heirs

- Marriage Contract of parent if deceased is single

• Submit the duly accomplished office clearance.

• Prepare the following documents:

- Service Record

- Accumulated leave

- Retirement papers if deceased is eligible for retirement

- Certification that deceased has filed his Assets and Liabilities

• Advise heirs on the proper procedures for processing of claims at the Government Service and Insurance System (GSIS).

• Collect computed amount of accumulated leave, if any from the Cashier.

I. Processing of First/Last Salary

• Inform the employee concerned to submit the following requirements:

First Salary

Appointment

Time card

Oath of office

Assumption to duty

Assets and liabilities

Clearance from former office

Last Salary

Letter of resignation Memo re: Termination Service Record

Duly accomplished clearance Time Card

Certificate of last salary received, if transferee

• Prepare the requirements and submit the same to the Personnel Division.

• Prepare the Disbursement Voucher (DV) together with all the requirements/ supporting documents and forward it to the Cashiering Section.

• Certify the claim that employee has not received any payment and return the same to the Budget Division.

• Prepare Obligation Request and Status (ORS), assign a control number then forward it to the Accounting Division.

• Process the DV and forward the same to the approving official for signature.

• Sign the DV and forward it to the Cashiering Section.

• Prepare the check and forward it to approving official for countersigning of check.

• Countersign the check and return the same to the Cashiering Section.

• Notify the employee concerned and release the check.

• Inform the Personnel Division that payment had been made.

II. EMPLOYEE WELFARE AND BENEFITS SECTION

• Enforces/implements policies and procedures, rules and regulations on position classification and pay;

• Conducts evaluation study of the existing policies on leave benefits such as vacation and sick leaves, terminal leave, maternity leave and others;

• Undertakes necessary actions on separations, recruitments, resignation, deaths, dropouts and transfers;

• Enforces/implements office rules and regulations on punctuality and attendance;

• Prepares, reviews and processes payrolls of permanent, casual and contractual employees;

• Prepares, reviews and processes various employees’ claims on personnel benefits;

• Coordinates with the CSC, DBM and other agencies for correctness and adherence to personnel policies and procedures/problems arising on employees’ privileges; and

• Provides pieces of advice and counselling pertinent to CSC, DBM, GSIS and PAG-ibig Fund policies on employees’ welfare and benefits.

A. Payroll Preparation of Regular Employees

• Prepare Payroll, Obligation Request and Status (ORS), together with Daily Time Records (DTRs) of COS personnel, Certification and Duties and Obligations and as duly attested by the supervisor for the period covered.

• Review and sign the payroll and DTR as certified correct and forward the same to the Budget Division.

• Prepare and sign ORS and forward the same together with the payroll to the Accounting Division.

• Sign the ORS and payroll for funds availability and forward it to the approving official for signature.

• Approve the payroll and forward it to the Cashiering Section.

• Prepare LDDAP and forward it to Accounting Division.

• Review and sign the LDDAP and forward it to FMS Director.

• Deposit salaries of COS personnel to their individual ATMs.

B. Payroll Preparation of Incentives and Allowances

• Draft the payroll for revisions of corresponding deductions and salary increases.

• Print the adjustment sheet for review and corrections.

• Print the corrected payroll to be signed by the Chief, Personnel Division.

• Prepare and sign Obligation Request and Status (ORS) and forward it together with the payroll to the Accounting Division.

• Sign the ORS and Payroll for certification of funds availability and forward it to the approving official concerned

• Sign the payroll and forward it to Cashiering Section.

• Prepare the LDDAP and forward it to Accounting Division

• Review and sign LDDAP and forward it to FMS Director.

• Deposit the incentive/allowances of employees to their individual ATMs.

C. Filing of Clearance

• Fill up clearance and route to the following offices for signature:

- Accounting Division

- Cashiering Section, General Services Division

- Property and Supply Section, General Services Division

- Library Section, Information Center and Technology Service

- Human Resource Development Division

- Legal Service

- DAEA, NADAMCO, DAMC

- Personnel Division

• Sign the clearance and forward it to the Director of the Administrative Service.

• Approve the clearance and return to the concerned employee.

D. Daily Attendance Monitoring of Absences and Undertimes

• Print monthly report of tardiness, undertimes and/or absences of each division every 1st week of the ensuing month.

• Furnish the divisions of copies of aforementioned reports.

• Submit/file the appropriate supporting documents to the Personnel Division on or before the 5th day of the month.

- Authenticated copy of approved trip tickets/ travel orders, if on official travel.

- Locator slip duly signed by his/her immediate supervisor, if on official business.

• Record “on travel” or “OB” as the case may be, based on submitted documents.

• Compute and consolidate absences and undertimes of each employee then post in their respective leave cards and 201 files.

• Send copy of list of absences/tardiness to Division Chiefs concerned for his/her information.

E. Monitoring of Leave Credits

• Prepare monthly computation of leave credits of each employee/official.

• Prepare annual report of leave credits duly signed by the Chief of Division.

• Furnish each employee a copy of his year-end balances of vacation and sick leaves.

F. Filing of Sick Leave

• File leave in advance if advised by Physician or upon return to office.

- If leave – exceeds five (5) days, present a Medical Certificate - if for thirty (30) days, submit a duly accomplished clearance

- if for fifteen (15) days and there are no more leave credits credited to the employee concerned, submit a duly accomplished clearance.

• Submit leave form to recommending official for approval.

• Approve/disapprove leave form and forward the same to the Personnel Division.

• Review and process filed leave together with attached documents then compute number of leave credits available and note it down on the form.

• Certify the available leave credits and furnish the same to the Personnel Chief for initial.

• Initial leave form and forward to approving official for signature.

• Approve leave form and return the documents to the Personnel Division.

• Update leave card and file the approved leave.

G. Filing of Vacation Leave

• File leave form together with the duly accomplished clearance form if:

- Leave is for thirty (30) days or more;

- Employee is an accountable officer; or

- Leave is for fifteen (15 days) and there are no more available leave credits credited to the employee concerned.

• Submit leave form to the recommending official for signature.

• Sign leave form and forward it to the Personnel Division.

• Review and process filed leave together with the attached documents then compute the number of leave credits available and note it down on the form.

• Certify the available leave credit and forward the same to the Personnel Chief for initial and for approval of concerned official.

• Initial leave form and forward it to the approving official.

• Approve leave form and return the documents to the Personnel Division.

• Update leave card and file the approved leave.

H. Filing of Maternity Leave

• Fill-up leave form and submit it together with supporting documents to the recommending official for signature.

- Medical Certificate

- Duly accomplished clearance

• Sign leave form and forward it to the Personnel Division.

• Check and review the attached supporting documents.

• Initial documents and forward it to the Personnel Chief for signature.

• Sign leave form and forward the same to the approving official for signature.

• Approve leave form and return it to the Personnel Division.

• Update leave card and file the approved leave.

I. Commutation of Leave

• Accomplish the leave form and submit it to his/her immediate supervisor for signature.

• Recommend approval by signing leave application and forward it to the office of the FMS signature.

• Sign leave application and forward it to the Personnel Division.

• Sign leave application and return it to the requesting employee concerned.

• Prepare all requirements such as:

- Certification of available leave credits

- Duly accomplished clearance if leave exceeds 30 days

- Medical certificate in case of sick or maternity leave

• After accomplishing all the requirements, forward the same to the Personnel Division.

• Compute the amount of commutation and prepare the Disbursement Voucher (DV).

• Review and initial the prepared DV and forward it to the Personnel Chief for signature.

• Sign the DV and forward it to Cash Section.

• Sign the certification and forward it to Division Chief/Director/ASEC/Undersecretary concerned.

• Sign the DV and forward it to the Budget Division for the preparation of the Obligation Request and Status (ORS).

• Prepare and accomplish the ORS and forward it to Accounting Division.

• Review and process the DV and forward it to the Accounting Division for the Assistant / Chief Accountant’s initial/signature.

• Sign the DV and forward it to the office of FMS Director for signature.

• Sign the DV and forward it to Cash Section for check preparation.

• Prepare check for payment and forward it to the approving official.

• Sign check and forward it to Cash Section for payment.

• Release the check to employee concerned.

J. Terminal leave

• File request for terminal leave using CSC form No. 6, duly signed by the Chief of the requesting employee, together with the following supporting documents:

- Service Record

- Clearance from money, property and legal accountability

- Statement of Assets and Liabilities

- Certificate of no pending administrative case/s

- Ombudsman Clearance

- National Extension Project (NEP)and Special Vehicle Loan Fund (SVLF) Clearances

- Copy of last appointment

• Recommend approval and forward it to the Personnel Division.

• Compute the total number of accumulated leave and prepare certificate of leave credits.

• Sign the certificate of leave credits.

• Check the completion of the supporting documents and prepare Disbursement Voucher (DV) and forwards it to the approving official.

• Submit to the Budget and Accounting Divisions for processing.

III. SPECIAL CONCERNS UNIT

• As per Special Order No. 878, Series of 2017, matters, concerns or activities not covered by the Recruitment, Selection, and Documentation Section and Employee Welfare and Benefits Section shall be under the Special Concerns Unit.

FUNCTIONS

• Accommodates and oversees of On-The-Job Trainees and Summer You Internship Program;

• Facilitates various activities of the Division and of the Department;

• Prepares/drafts communication letters relative to request of clients;

• Directs and participates in the activities of the unit;

• Handles procurement of all office supplies, services needed by the Division.

A. PROCESS FLOW FOR SYIP APPLICANTS

• Posting of Application Schedule and Requirements Step 1

• 18-25 Years Old

• Good Health Condition

• Must not be related by consanguinity or affinity to any offical or employee in the office

• Must not be a previous participant to the DA SYIP/GIP (no participant shall be recruited/ accepted more than once)

• For Students : College level or high school graduate

• For Out-of-school-youth : should not have ceased for more than 2 years

• For differently abled individuals : shall be able to perform office works (e.g. typing/ encoding, sorting, photocopy. etc.

Step 2

Step 3

Step 4

5

Step 7 Step 6

• Distribution of forms and interview

• Examination

• Posting of successful applicants

• Orientation and deployment

• Actual work in offices (45 working days)

• Closing ceremony

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

Step 7

B. PROCESS FLOW FOR OJT/IMMERSION

• Submission of required documents

• Endorsement from school addressed to the highest HRMO

• Curriculum Vitae / Resume of Student Applicant

• Telephone call coordination with offices for possible assignment / placement of the student trainee

• Preparation and approval of endorsement letter to the concerned office

• Acceptance by the student applicant / coordination with the school

• Inform student application of his/her acceptance to the office

• Place of Assignment

• Possible scope of work

• Orientation and signing of the rules and regulations for on the job trainees

• Report for first day of training

PROCUREMENT DIVISION

FUNCTIONS

• Undertakes the DA-wide procurement;

• Oversees procurement activities of the DA regional offices and staff bureaus;

• Acts as the BAC Secretariat;

• Reviews and updates the submitted APP of the DA OSEC, all regional offices and staff bureaus;

• Acts as secretariat for the procurement of all requirements of the DA OSEC, regional offices and staff bureaus pursuant to existing general memorandum order;

• Acts as the Central Repository of all up to date procurement related information and GPPB resolution issuances, circulars and events and disseminate the same to all parties requiring information;

• Transacts with the PS-DBM in behalf of the Procuring Entity;

• Ensures that all procurement and bidding documents are properly documented in order to provide an audit trail of the procurement process;

• Provides administrative support to the BAC and the technical working group, if necessary; and

• Manages and undertakes procurement upon prior resolution of the BAC and the approval of the head of the agency or the duly designated officer.

*Please refer to the Procurement Manual for the detailed standard and operating procedures of the Division.

HUMAN RESOURCE DEVELOPMENT DIVISION

To develop, capacitate and retain highly competent and professionalized DA personnel for effective and efficient public service delivery. It plans, programs, conducts and evaluates training programs and implement other HRD intervention and activities in the department.

FUNCTIONS

FUNCTIONS

• Formulates and recommends policies, plans and programs for the development of the human resource program of the department;

• Prepares SOP/guidelines for the management, operation, implementation and evaluation of the human resource program of the Department;

• Arranges, facilitates, conducts and coordinates formal in-house trainings, seminars, workshops, symposia, conferences (Technical/ Non-Technical, local and international) and selects and invites resource speaker;

• Designs and administers continuing Staff Development Plan including scholarships and other short-term training courses, study grants and inhouse training programs for all employees of the Department;

• Conducts researches, studies, surveys on attitude and morals of the employees in the organization; identifies the causes of factors adversely affecting their attitude and morals; and recommends solutions;

• Develops training materials for manpower development, organize programs to upgrade and strengthen job skills and competence;

• Conduct studies and periodic surveys to determine the training needs;

• Devises means for the evaluation of the effectiveness of designed training programs;

• Selects and evaluates candidates/participants to any seminar, training, observation, study tour, and scholarship, technical and non-technical courses for both foreign and local;

• Develops monitoring and evaluation scheme to all scholars / awardees of training and scholarship program; and

• Coordinates inter-departmental socio-cultural and healthy lifestyle development program.

*Please refer to the Learning and Development (L&D) Manual for the detailed standard and operating procedures of the Division.

GENERAL SERVICES DIVISION

• Takes custody and is accountable for all the disbursements, collections and deposits, supplies, properties, and plant and equipment owned by the Department;

• Maintains and supervises janitorial, security and other related services;

• Be in the frontline of general services activities such as possible imminent destruction or damage to supplies, properties and structures, threat of security;

• Provides policy guidance on the maintenance and disposition of assets, utilization and storage of supplies, materials and equipment in accordance with government prescribed standards;

• Manages and supervises the transportation, general utility and maintenance services for the Department;

• Manages and supervises the buildings and grounds of the Department;

• Receives and distributes supplies and equipment of the Department and conduct periodic inventories of same;

• Receives and collects cash, process payment of salaries of DA employees and the Department’s obligations;

• Supervise the janitorial and security services of the Department; and

• Procures other general services of the Department.

I. CASH AND DISBURSEMENT

• Issue Official Receipts on monies received and post on cash book all collections and deposits.

• Prepare monthly Reports of Disbursement, monthly Reports of Receipts, monthly and quarterly reports as required by the Accounting Division and COA.

• Pay the Department obligations per approved Disbursement Vouchers/Payrolls through check and/or LDDAP-ADA.

• Provide the special disbursement requirements of the Department as Special Disbursing Officer (SDO)

A. Preparation of Collection and Deposits

• Receive collections from clients (suppliers and personnel), either through cash or check, with corresponding Order of Payment from the Accounting Division to determine the specific fund account it will be deposited.

• Issue Official Receipts on payments received.

• Post in the Cash Book all collections and deposits.

• Deposit collections to the Land Bank of the Philippines (LBP) and to the Bureau of Treasury (BTR).

• Submit monthly Report of Accountability for Accountable Forms (RAA) to the Auditing Office.

• Submit monthly Report of Collections and Deposits (RCD) to the Auditing Office and Accounting Division.

• Submit Monthly Report of Collections and Deposits (MRCD) to the depository bank (LBP).

B. Special Disbursement Requirement of the Department as Special Disbursing Officer (SDO)

• Receive Special Order (SO) to hold cash advance for a specific purpose/activity.

• Prepare the Disbursement Voucher for the said SO.

• Liquidate the special cash advance within 5 to 15 days after the activity.

• Submit the Liquidation Report to the Accounting Division.

C. Preparation of Monthly Report of Disbursements and Report of Checks Issued (RCI)/ LDDAP-ADA (Daily)

• Prepare the Report of Disbursement (for specific cash advances).

• Index the approved DVs and release checks to clients.

• Prepare the Report of Checks Issued / LDDAP-ADA.

• Segregate/file DV and all attachments for Auditing Office, Accounting Division and Cashier’s File.

• Submit monthly/bi-monthly Report of Disbursement to the Auditing Office and Accounting Division.

• Submit daily Report of Checks Issued and Cancelled/LDDAP-ADA to the Auditing Office and Accounting Division.

D. Preparation of Monthly Report of Disbursements and Report of Checks Issued (RCI)/ LDDAP-ADA (Daily)

• Prepare the Report of Disbursement (for specific cash advances).

• Index the approved DVs and release checks to clients.

• Prepare the Report of Checks Issued / LDDAP-ADA.

• Segregate/file DV and all attachments for Auditing Office, Accounting Division

• and Cashier’s File.

• Submit monthly/bi-monthly Report of Disbursement to the Auditing Office and Accounting Division.

• Submit daily Report of Checks Issued and Cancelled/LDDAP-ADA to the Auditing Office and Accounting Division.

E. Preparation of the Department’s Obligations per Approved Disbursement Voucher (DV)

• Verify/receive DV and/or Payroll from the Finance Service and segregate it according to fund.

• Prepare checks/List of Due and Demandable Accounts Payable-Advice to Debit Account (LDDAP-ADA).

• Prepare Advice of Checks Issued and Cancelled (ACIC).

• Verify and sign the checks/LDDAP-ADA/ACIC.

• Approve and sign according to the designated amount of the authorized signatory.

• Deliver the approved ACIC and LDDAP-ADA to the depository bank (LBP).

2. BUILDINGS AND GROUNDS MAINTENANCE

The Buildings and Grounds Maintenance Unit attends to:

• Maintenance requirements of the following:

- 4-storey DA-OSEC (old) building;

- 2-storey Agri-Business Building;

- 2-storey ITCAF building;

- new 5-storey DA building;

- BAFS office;

- 20 room - dormitory;

- new big conference rooms;

- fire alarm system in the new building;

- sewerage treatment plant;

- stand - by generator sets;

- 37 car lifts; and

- DA parking lot

• Management of the dormitories and conference rooms.

• Supervision of the janitorial services.

• Supervision of the security services.

A. Regular Pro-Active Buildings and Maintenance Monitoring

• Instruct the Building and Grounds Maintenance Section to conduct a regular proactive maintenance and monitoring in all DA building and grounds premises.

• Regularly monitor and evaluate the status and up keep of the DA buildings and grounds. Forward the result of evaluation to the General Services Procurement Section.

• Prepare the procurement requirements as needed and/or recommended by the Building and Grounds Section and subject it for approval of the GSD Chief.

• Evaluate, approve and endorse the procurement requirements to the Procurement Division for appropriate procurement actions.

B. Buildings and Grounds Maintenance as Requested by the End-User

• Request the GSD for the inspection of a particular building and/or areas in the DA premises.

• Instruct the Building and Grounds Maintenance Section to conduct an inspection on the site.

• Inspect, monitor and evaluate the status and up keep of the subject building then forward the result of evaluation to General Services Procurement Section.

• Prepare the procurement requirements as needed and/or recommended by the Building and Grounds Section and subject it for approval of the GSD Chief.

• Evaluate, approve and endorse the procurement requirements to the Procurement Division for appropriate procurement actions.

3. POOL SERVICES

• The GSD’s Pool Services unit ensures that the seventy (70) motor vehicles under the dispatch and management of DA-OSEC are always road worthy and in running condition.

• Evaluates the needed services that will be required from the 3rd party vehicle maintenance provider.

• Evaluates the services rendered by the 3rd party vehicle maintenance provider.

• Takes care of the registration and insurance of the DA fleet.

• Monitors the fuel management of the DA vehicles.

• Provides vehicle dispatch system.

• Provides transportation and driver as support to operations.

A. Repair of Vehicle

• Instruct the Pool Services Section to conduct a regular pro-active maintenance, monitoring and evaluation of all DA vehicles.

• Regularly monitor and evaluate the status and road worthiness of the DA vehicles. Forward the result of evaluation to General Services Procurement Section.

• Prepare the procurement requirements as needed/ recommended by the mechanics/ drivers.

• Evaluate, approve and endorse the procurement requirements to the Procurement Division for its appropriate actions.

B.

GSD Vehicle Maintenance

• Feedback on the status of vehicles.

• Verify/validate the feedback on the status of vehicles.

• Prepare the Job Order and conduct canvassing of spare parts and/or services.

• Evaluate/approve/endorse the availment of petty cash and/or endorse to GSD Procurement Unit.

• Evaluate the request for petty cash and grant the petty cash after satisfactory compliance with the requirements.

• Evaluate the request for repair and prepare the Procurement Request Action Slip.

C. Vehicle Dispatch

• Fill-up the Request for Vehicle Form secured from dispatcher.

• Check the vehicle availability.

• Prepare the Trip Ticket for approval of the GSD Chief.

• Approve the Trip ticket.

• Bring the requesting party to the point of destination and return to the DA office.

4. GENERAL SERVICES PROCUREMENT

• Procurement of the following general services - This Section under GSD prepares the terms of reference, agency budgetary costs, canvasses and other procurement requirements of the following:

• Fuel and Vehicle Preventive Maintenance Services

• Security Services

• Janitorial Services

• Photocopying Services

• Pest and Termite Control

• Drinking Water Supply

• Building and Grounds Maintenance

- Conducts canvass for the procurement of all the general goods and services.

- Prepares requirements for fuel and vehicle preventive maintenance service, security services, janitorial services, photocopying services, pest and termite control, communications, drinking water supply, building and grounds maintenance as needed/ recommended by the end user.

- Prepares the procurement requirements as needed/ recommended by the end users.

- Evaluates, approves and endorses to the Procurement Division for the appropriate mode of procurement.

5. PROPERTY AND SUPPLY

• Inspection and Acceptance of Delivered Equipment and Supplies

a. Check, inspect and accept delivered equipment, supplies and materials procured through Procurement Service and non-PS suppliers.

b. Assist the Technical Property Inspector in conducting physical inspection of the delivered items.

c. Prepare the Inspection Acceptance Report (IAR) to be signed by the Technical Property Inspector and Supply/Property Officer.

d. File and index supplies/equipment to stock card/ Equipment Ledger Card.

e. Prepare the Property Acknowledgement Receipt (PAR)/ARE or Inventory Custodian Slip (ICS), tagging of Property Stickers for all PPE.

f. Submit the documents to COA for inspection.

g. Release/issue equipment and supplies upon submission of signed PAR/ ICS and approved Requisition Issuance Slip (RIS).

h. Prepare a liquidation report on PS deliveries and record it for monitoring purposes.

i. Prepare monthly, semi-annual and annual Report on Supplies and Materials Issued (RSMI).

j. Receive the Delivery Receipt (DR) from supplier and check the delivery in accordance with the specifications. Inspect and accept the delivered equipment, supplies and materials made by Procurement Supplies (PS) and Non-PS suppliers.

k. Forward the DR and assist the Technical Inspector in the conduct of physical inspection of the delivered items.

l. Sign the DR and Inspection Acceptance Report (IAR).

m. File and index the delivered supplies/equipment to Stock card / Equipment Ledger Card.

n. Prepare the Property Acknowledgment Receipt (PAR)/ARE or Inventory Custodian Slip (ICS), property stickers for tagging of all PPE.

o. Submit the documents to COA for inspection.

p. Release/issue equipment and supplies upon submission of signed PAR/ICS and approved Request Issuance Slip (RIS).

q. Prepare liquidation report on PS deliveries and record it for monitoring purposes.

r. Prepare the monthly, semi-annual and annual Report on Supplies and Materials Issued (RSMI).

•

•

Annual Physical Inventory

a. Conduct physical inventory of all Property, Plant and Equipment (PPE) of the Central Office.

b. Facilitate the transfer without cost of equipment to other offices.

c. Prepare the Invoice Receipt of Property (IRP).

d. Prepare a memorandum for the dropping/booking of PPE in the Book of accounts.

e. Prepare the Annual Inventory Report on PPE.

f. Issue clearance from property accountability of all officials and employees of the Central Office.

g. Maintain and update the master database of inventories of all PPE and inventory items.

h. Facilitate the GSIS Fire Insurance for all DA buildings and its contents.

Disposal of Property

a. Conduct physical inventory on unserviceable equipment for disposal.

b. Prepare the Inventory and Inspection Report of Unserviceable Property (IIRUP).

c. Conduct appraisal and valuation of property and equipment.

d. Forward the approved IIRUP to COA for technical review, inspection and final appraisal.

e. Facilitate disposal thru public bidding, transfer w/o cost, donation, etc.

f. Submit a memorandum for the dropping in the book of accounts to Accounting Division.

1. Prepare the detailed list of unserviceable property, Inventory and Inspection (I and I) Report, and Waste Management Report (WMR).

- Attach the Equipment Ledger Card if property is equipment.

- Take pictures of the subject property.

2. Review/evaluate the documents.

3. Provide the following data on the I and I Report:

- Unit Cost-Total Cost

- Accumulated Depreciation

- Net Book Value

4. Conduct the inspection and appraisal then prepare the Appraisal Report.

5. Submit the Disposal Program then schedule the bidding.

6. Approve the Disposal Program.

7. Conduct the bidding procedures.

8. Indorse the information/notification.

9. Forward the documents to the Technical Service Office for appropriate action:

- Review attached documents.

- Conduct inspection and appraisal.

- Prepare the Appraisal Review Report.

10. Conduct post audit.

RECORDS DIVISION

The Records Division shall be responsible in providing the Department with efficient, effective and economical records management.

FUNCTIONS

• Formulates, evaluates, updates and implements policies and guidelines on records management.

• Prompt delivery of mails and communications received for the Department and its employees.

• Provides systematic control of handling incoming mails and correspondence and dispatch outgoing/signed communications.

• Services the documentary reference and information requirements of top management, action officers and the general public.

• Provides messengerial/liaison service for the department.

• Ensures proper storage of inactive records and prompt disposal of absolute, valueless records and preserves vital and permanent records for archival purposes.

• Provides systematic control of handling incoming mails and correspondence and dispatches outgoing/signed communications.

• Safeguards the seal and official records of the Department.

• Represents the Department in the presentation of documents in Court and other administrative body(with the assistance from the Legal Service)

• Authenticates official records when necessary.

PROCESS FLOW

I. Incoming Communications

1. Receive, post date of receipt, and initial all correspondences including telegrams and personally addressed correspondences.

2. Encode control numbers and record the correspondences.

3. Supervise/check the documents to be released.

4. Send correspondences to the concerned party.

Records Clerk

Records Officer

Chief, Records Division

Records Clerk

NOTE: Envelopes marked personal, private, confidential are to be delivered unopened.

II. Outgoing Acted Communications CONCERNED

1. Receive documents.

2. Forward the communication to the assigned Records Division personnel and record the correspondence.

3. Classify and release communications to the concerned party. If correspondence to be released pertains to cases, sealed order, decisions, keep file copies for reference.

4. Keep files and compile according to office, date, and file classification

NOTES:

• Acted communications refer to: MOA or contracts; case related documents; and released documents to Bureaus, Attached Agencies/Corporations, Regional Field Units, and other outside offices.

• Original of all case related documents, MOA, and contracts are stored in the Records Division. The photocopies of outgoing acted documents for Bureaus, Attached Agencies/Corporations, Regional Field Units and other outside offices are kept in the office.

• For case related documents, require copies need prior approval/ clearance of legal service.

• DA COA are provided with the certified true copy of the Contracts/MOAs.

Records Clerk

Records Officer Chief, Records Division / Records Officer

Records Clerk

III. Release of DA Issuances

1. Receive issuances.

PROCESS

2. Analyze and assigned numbers.

3. Provide photocopies.

4. Dissemination (if for public information, provide UP Law Center a copy)

5. File proof of receipt, original are encoded to Database, file Original

NOTES:

CONCERNED OFFICER

Records Clerk

Records Custodian

Records Clerk

Records Custodian

Chief, Records Division / Records Custodian CLERK

• DA Admnistrative issuances (original) are on file in the Records Division. If the issuances are for public information, UP Law Center will be provided Certified True Copies.

RECORDS CUSTODIAN

Analyze and assign number

Provide Copies

Dissemination to concerned office

Original is encoded in database

Book Bind/ Complete Original Releases

Certify True copy for UP Law Center CHIEF, RECORDS DIV.

IV. Pick-up of Mails from the Post Office CONCERNED

1. Pick up mails from post offices’ boxes and bring them to Records Division.

2. If registered, log to logbook. If ordinary, arrange according to office and forward to concerned office/ person.

Records Clerk Records Custodian

NOTES:

• Envelopes marked “personal”, “private”, or “confidential” are to be delivered unopened.

V. Issuance of Certified Copies of Documents

1. 1. Concerned party forwards request to the appropriate Records Division staff.

2. If the requested documents pertain to legal matters, refer to the Legal Division for approval or clearance.

3. If the request is approved or cleared, requesting party shall be provided certified copies.

NOTES:

Records Clerk / Chief Records Division

Chief, Records Division Legal Division

Records Custodian

• “Issuance” refers to Special Orders, Memoranda, Circulars, Administrative Orders, and other documents of the same nature.

• The Records Division keeps the original copies of court documents, Special Orders, Memoranda, Circulars, Administrative Orders, and other documents of the same nature.

• “Release” usually refers to acted communications to be disseminated to Bureaus, Attached Agencies/Corporations, Regional Field Units, and other outside offices.

• Court documents usually refers to case-related documents.

Retrieval of Previous

CHIEF, RECORDS DIVISION

VII. Invetory fo Records and Preparation of Records Disposition Schedule

1. Records clerk segregates permanent records from temporary records.

2. Records clerk compiles files according to office, subject/date and label

3. Records clerk arranges alphabetically all compiled records or by series for proper sequencing.

4. Records clerk prepares the records inventory and appraisal report for review of the Records Division Chief.

5. Send to NAP for approval.

6. Once Records Inventory is approved, it will be the basis for the preparation of Records Disposition Schedule.

Records Clerk / Records Officer / Chief, Records Division

Records Clerk / Records Officer / Chief, Records Division

Records Clerk / Records Officer / Chief, Records Division

7. Preparation of RDS for approval. Chief, Records Division Chief, Records Division / NAP

Records Staff / Chief, Records Division

Make a list of files according to office, date, like classification

ARCHIVES OF THE PHILIPPINES (NAP)

Analyze/Approve the filled up forms

1. The concerned office shall accomplish the NAP Form and submit to the office of the Director for Admnistrative Service, for signature.

2. Sign the NAP Form and forward it to the Records Division.

3. Compile all the NAP Forms to be evaluated.

4. Transmit the letter and all NAP Forms.

5. Appraise and examine the disposable records of the requesting agency then prepare and submit Analysis Report based on his/ her evaluation.

6. Submit to Executive Director the NAP recommendation

7. Issue Authority to Dispose of Records and notify the requesting agency of the approval

8. Supervise the segregation of valueless records and be responsible for the safekeeping of the valueless records until their actual disposal.

Records Officer / Chief, Records Division

Records Clerk Director, Administrative Service

Records Clerk

NAP Records Management Analyst

Chief of the Management Services Division (RMSD)

Executive Director of NAP

Records Clerk / Records Officer / Chief, Records Division

PROCESS

9. Records clerk will dispose the records in the presence of NAP Officers and the Resident Auditor from the COA.

10. Issue an official receipt to the buyer.

11. Prepare Certificate of Disposal signed by three (3) witnesses who will be given a copy each.

CONCERNED OFFICER

Records Clerk/Chief Records Division, NAP Officers, COA Resident Auditor, Official Buyer

Cashier

NAP Authorized representative RECORDS

NOTES:

• All proceeds of sale shall be remitted either to the National Fund, Local Government Fund, Revolving or Trust Fund.

NOTES:

• Disposal of Records are witnessed by the Records Division, NAP and DA-COA. All proceeds from the sale shall be remitted either to the National Fund, Local Government Fund, Revolving or Trust Fund.

AGRICULTURE AND FISHERIES INFORMATION DIVISION (AFID)

The Agriculture and Fisheries Division (AFID) is the communication arm of the Department of Agriculture, particularly its banner programs - Rice Program, Corn/Cassava Program, High Value Crops Development Program, Livestock Program, and other programs and projects of the Department geared towards the development of the rural farming and fishing sectors, as well as related industries.

The Information group’s primary concern is to establish and maintain thru quad-media the positive image of the Department to sustain the people’s thrust to the government.

AFID has three sections: Editorial, Audio-Visual and Graphics, and the Library.

AFID has twenty-four (24) approved plantilla positions thru the Rationalization Plan and five (5) Contract of Service/Job Order workers to implement the information advocacy initiatives of the Department.

FUNCTIONS • AFID develops, produces, and disseminates communication support materials on the Department’s thrusts, programs, projects, and policies for varied clientele.

- Develops and implements internal and external communication strategies and programs to support agricultural reforms and other objectives and assesses communication needs of the general public.

- Provides technical support to the Office of the DA Spokesperson and Presidential Communications Operations Office in response to pressing matters and concerns in the local agriculture scene.

- Provides editorial assistance relative to DA’s press releases for publication in the national dailies and tabloids.

- Undertakes briefings/orientations on general agricultural information needed by the varied clientele.

- Conceptualizes, produces, and disseminates various info advocacy support to DA’s programs and projects

• AFID assists the Agribusiness and Marketing Assistance Service in promoting its agribusiness and market matching initiatives internally and locally.

• Formulates and implements the Department’s Communication Plan (Agriculture and Fisheries Communication Plan) as well as designs and develops multi-media communications.

- Documents DA activities and prepares news articles on the same for media release and publication in internal publications and other media channels

- Promotes/builds good corporate image of the Department/ Bureaus through publication and broadcast of info advocacy materials.

• Spearheads information campaign activities for DA projects/programs and DA-sponsored international and local events.

• AFID coordinates with the Information and Communication Technology Service (ICTS) in enhancing the contents of DA home/web page making it more attractive, understandable, and information more accessible to the public.

I. SECTIONS, FUNCTION, AND PROCESS FLOW

A. Editorial Section

1. Writing/Production of Press Releases (PR) and IEC Materials

Conceptualization, development, writing, and production of various IEC materials such as brochures, pamphlets, leaflets, flyers, coffee table books, komiks, wall calendars, desk calendars, planners, posters, magazines, tarpaulins, info kits, billboards, among others.

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the Editorial Section Chief. Otherwise, the requesting office will be notified.

• The Editorial Section Chief will then assign an Information Officer to facilitate the request. The Info Officer will gather/research information materials needed and draft the PR and IEC material.

• The Editorial Section Chief will then edit and check the draft the PR and IEC material. After which, the Info Officer will input all the corrections. The Editorial Section Chief will again check the write-up. If approved, it will be forwarded to the Division Chief for further review and approval.

• The Division Chief will forward the revised PR or write-up to the requesting office for approval. If there are comments and suggestions from the requesting office, the info officer will edit and incorporate it on the write-up.

• The Editorial Section Chief will review and forward the approved final PR to the requesting office. The write-up of the IEC material will be forwarded to the Audio Visual and Graphics (AV&G) Section Chief for layout. The AV&G Section Chief will assign a graphic artist to design and layout the materials. The layout artist will prepare the designs and layouts of the materials.

• The AV&G Section Chief will then check, review, and edit the materials for appropriate format, size, text, style, color, etc. before submission to the Division Chief.

• If the material is approved, the AFID chief will send them back to the requesting office for review and final approval. If there are comments and suggestions, the layout artist will again edit and incorporate the corrections.

• If there will be no more suggestions and comments, the Division Chief will then forward the approved IEC material to the requesting office.

2. Editing of Write-Up/IEC Material

Provides editorial assistance to bureaus, attached agencies, corporations, foreignassisted projects, and regional offices to ensure consistent messages of DA materials for production.

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the Editorial Section Chief. If not, the requesting office will be notified.

• The Editorial Section Chief will then assign an Information Officer to facilitate the request. The Information Officer will edit and validate the data.

• The Editorial Section Chief will edit and check the drafted write-up/IEC materials. After which, the Info officer will input all the corrections.

• The edited write-up/IEC materials will be given to the Editorial Section Chief for final review and if there will be no more suggestions and comments the same will be forwarded to the Division Chief for further review and approval.

• The Division Chief will send the edited write-up/IEC materials to the requesting office.

B. Audio Visual and Graphic Arts Section

The Audio Visual and Graphic Arts (AV&G) Section handles requests for video presentations, preparation for radio programs/segments, photo and video coverages, design and layout of various IEC materials and office forms, and requests for sound system, and AV equipment during meeting and DA events.

1. Preparation and Management of TV and Radio Programs/Segments

Preparation of newscasts and program/segments, information materials for radio broadcast, scripts, and replies to listeners’ correspondences/queries.

Process Flow:

For Radio Program/Segment:

• The Radio Producer Announcer (RPA) will prepare program/segment outline for approval by the AV&G Section Chief.

• With the approved outline, the RPA will gather news materials, coordinate with the resource persons, prepare guide questions for approval by the AV&G Chief and proceed with the script.

• The AV&G Section Chief will review and edit the script and return it to the RPA. The RPA will rewrite the script based on the comments and suggestions and then return it to the AV&G Section Chief for approval, then to the Division Chief.

• The approved script will be used by the RPA for the interview with resource person on-air and schedule of the radio program/segment.

For TV Program/Segment:

• The AFID Technical Working Group (TWG) will prepare program/segment outline for approval by the AV&G Section Chief.

• With the approved outline, the TWG will gather news materials coordinate with the resource persons, prepare guide questions for approval by the AV&G Chief and proceed with the script.

• The AV&G Section Chief will review and edit the script and return it to the TWG. The TWG will rewrite the script based on the comments and suggestion and then return it to the AV&G Section Chief for approval, then to the Division Chief.

• The approved script will be used by the TWG for the production of the program/ segment.

2. Request for Video Presentation

provides assistance to bureaus, attached agencies, corporations, and DA banner programs in their in-house production of AV/video presentations.

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the AV&G Section Chief. If not, the requesting office will be notified.

• The AV&G Section Chief will then assign an AV staff to handle the AV/video presentation. The AV&G Section Chief, requesting office representative/s, and assigned AV staff will conduct a meeting for the conceptualization and preparation of materials needed for the AV presentation.

• If a script is needed, the AV&G Section Chief will assign a writer to prepare. The AV&G Section Chief will then review, comment, and give suggestions on the script. After which, the writer will incorporate the comments and suggestions on the prepared script. The revised script will be forwarded to the requesting office for their review and comments. If there are comments and suggestions from the requesting office, the writer will incorporate these and finalize the script.

• With the final script, the AV staff will proceed with the gathering of materials (photos and footages) through photo and video shoot in the identified places.

• The AV staff will review and edit the photos and footages taken consistent to the approved AV/video script.

• The AV&G Section Chief will review, approve, and send the initial AV/video presentation to the requesting office for review and comment.

• If there are comments and suggestions, the AV staff will again edit and incorporate these on the AV/video presentation.

• The edited AV/video presentation will be given to the AV&G Section Chief for final review and if there will be no more suggestions and comments, will be forwarded to the Division Chief for further review and approval.

• The Division Chief will then send the approved AV/video presentation to the requesting party.

3. Request for Photo Coverage

This includes documentation of regional engagements of DA officials and other agrirelated events, meetings, courtesy calls, and taking photographs of agricultural products for IEC materials.

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the AV&G Section Chief. If not, the requesting office will be notified.

• The Division Chief will forward the approved request to the AV&G Section Chief and assign a photographer to cover the event.

• The photographer will cover the assignment and select good shots for printing, media release, and social media and web uploading after the coverage. The selected photos will be processed (process color corrections and other necessary alterations) and submitted to the AV&G Section Chief for evaluation and approval.

• The AV&G Section Chief will then assign a writer to put caption on the approved shots for editing and approval.

• The AV&G Section Chief will submit the edited and approved photo caption to the Division Chief for approval.

• The Division Chief will forward the captioned photo to the Press Office for dissemination to media outlets and uploading in social media platforms.

4. Request for Video Coverage

Includes documentation of the Secretary and other DA officials’ activities, success stories of the farmers, fishers, agri-entrepreneurs, among others, production of corporate videos, and video coverages on DA events.

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the AV&G Section Chief. If not, the requesting office will be notified.

• The Division Chief will forward the approved request to the AV&G Section Chief.

• The AV&G Section Chief will calendar or schedule the event and will assign an AV crew to cover it and a writer to prepare a factsheet.

• The AV crew and assigned writer will cover the assignment on the scheduled time.

• After the coverage, the writer will prepare the factsheet or video release for AV&G Section Chief approval.

• The videographer will edit the video consistent with the factsheet.

• Upon approval of the AV&G Section Chief and the Division Chief, footages will be taken for media release, and social media and web uploading.

• The AV crew will dub and release/distribute copies to all TV stations.

5. Request for Voice-Over of Video Productions/AVPs

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the AV&G Section Chief. If not, the requesting office will be notified.

• The AV&G Section Chief will then assign an AV staff to handle voice-over

• If a script is needed, the AV&G Section Chief will assign a writer to prepare. The AV&G Section Chief will then review, comment, and give suggestions on the script. After which, the writer will incorporate the comments and suggestions on the prepared script. The revised script will be forwarded to the requesting office for their review and comments. If there are comments and suggestions from the requesting office, the writer will incorporate these and finalize the script.

• With the final script, the AV staff will proceed with the voice-over consistent with the approved script.

• The AV&G Section Chief will review, approve, and send the initial voice-over to the requesting office for review and comment.

• If there are comments and suggestions, the AV staff will incorporate these in the voice-over. If there will be no more suggestions and comments, it will be forwarded to the Division Chief for further review and approval.

• The Division Chief will then send the approved voice-over to the requesting party.

6. Request for Layout of Information Advocacy Collaterals and other IEC Materials

Includes design and layout of information advocacy collaterals, IEC materials, and other official forms/documents (Annex), calling cards, routing slips, etc.

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the AV&G Section Chief. If not, the requesting office will be notified.

• The Division Chief will forward the approved request to the AV&G Section Chief.

• The AV&G Section Chief will assign a layout artist to do the design and layout.

• The layout artist and a representative from the requesting office will conduct a meeting for the conceptualization of the design.

• The layout artist will execute the agreed concept and submit it to the AV&G Section chief for comments and suggestions.

• The layout artist will incorporate the comments and suggestions and submit it to the AV&G Section Chief for approval.

• After review and approval, the AV&G Section Chief will send the design to the requesting office for review, comments, and suggestions.

• The layout artist will incorporate the corrections and suggestions of the requesting office in the final layout and submit it to the AV&G Section Chief for review.

• The AV&G Section Chief will forward the final layout to the Division Chief for review and approval. If there are corrections still, it will be returned to the layout artist for revision. If there is none, the Division Chief will send it to the requesting office.

7. Request for Ad Supplement

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. The program coordinator will check if there is available AFID budget to fund the request. If none, fund allocation will be sourced from the requesting party.

• The assigned writer/s will prepare needed write-ups/materials for review and approval of the Chief and the requesting party. If no more corrections, the layout will be sent to the publishing company.

**If materials are already prepared upon request by the requesting party (i.e guidelines, memo circulars), this will be sent to the concerned publishing company for layout to determine the size it will occupy in the newspaper. Then PRAS will be prepared and submit to the online procurement system of the Department.

8. Request for Sound System, and other AV Equipment

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the AV&G Section Chief. If not, the requesting office will be notified.

• The Division Chief will forward the approved request to the AV&G Section Chief.

• The AV&G Section Chief will calendar the request then will assign a staff as the AV operator.

• The AV operator will prepare the requested equipment, test run, and bring the same to the event’s venue.

• The AV operator will install and operate the equipment until the event ends then repack and bring the equipment back to the office.

9. Request for Printing, Cutting, and Binding of Various IEC and Office Materials

Process Flow:

• The requesting office must fill out and file/send request. The request form or letter will be forwarded to the Division Chief. If the request is approved, it will be forwarded to the AV&G Section Chief. If not, the requesting office will be notified.

• The Division Chief will forward the approved request to the AV&G Section Chief.

• The AV&G Section Chief will assign a layout artist and a printing machine operator/ staff to facilitate the request.

• The layout artist will check the specifications of the material to be printed, adjust the settings according to the printer’s capability and capacity while the printing machine operator/staff will execute the request.

• The assigned printing machine operator/staff will prepare the materials needed, check the machines, adjust the settings, and do the request.

• The printing machine operator/staff will submit the final output to the AV&G Section Chief.

• The AV&G Section Chief will send the final output to the requesting office.

C. Library Section

The Library Section aims to provide easy access to agricultural information and to disseminate updated materials to library users.

Definition of Terms

• Accession Number – A unique identifier assigned to and achieving initial control of, each acquisition.

• Accession Record Book – The official record of each volume added to the library including date and number of accessions, author, title, place, publisher, date of printing and copyright, volume, size and number of pages and cost.

• Call Number – A number, letter, symbol, or combination of these, indicating the specific location of a work in a library, especially the combination of classification symbol and the designation of the author.

• Card Catalog – A file of cards of uniform size arranged in some definite order and listing the items in the collection of a library or group of libraries, each card typically identifying a single item.

• Catalog Card – An individual entry in a library catalog containing bibliographic information, including author’s name, book title, and even approximate location.

• Cataloging – The process of creating metadata representing information resources, such as books, sound recordings, moving images, etc.

• Cataloger – A Librarian who classifies publication according to a categorical system.

• Circulation Desk – A place in the library, which provides lending services and facilities for return of loaned items.

• Closed Shelf – A library stacks with access restricted to the staff of the library or a limited group of library users.

• Computer File Librarian (CFL) – A person who works in the data library and keeps track of the non-print materials stored and logged out for use. Also known as a “File Librarian”.

• Indexing (service) – A service that assigns descriptors and other kinds of access points to documents.

• Librarian – A person who works professionally in a library, providing access to information, provide instruction on information literacy to users.

• Library of Congress Classification – A classification system that was first developed in the late 19th and early 20th centuries to organize and arrange the book collections of the Library of Congress.

• Library of Congress Subject Headings –Integral part of bibliographic control, which is the function by which libraries collect, organize, and disseminate documents.

• Monograph – A highly detailed and thoroughly documented study or paper written about a limited area of a subject or field of inquiry.

• Non-print Materials – Not printed, not occurring in, being, or involving printed matter.

• Online Public Access Catalog (OPAC) – an online database of materials held by a library or group of libraries.

• Periodicals – Is anything that comes out with regular issues. Examples of these are daily newspaper, weekly news magazine, and monthly journal.

• Philippine Standard Commodity Classification – A detailed classification of all imported and exported commodities being used for tariff and statistical purposes.

• Serials – A publication in any medium issued in successive parts bearing numerical or chronological designation and intended to be continued indefinitely.

• Vertical file – A collection of resource materials, such as pamphlets, clippings from periodicals, and mounted photographs, arranged for ready reference.

• Weeding out – A systematic removal of resources from a library based on selected criteria.

1. Newspaper Clippings

Cutting and clipping of agri-related articles published in the daily broadsheets and tabloids.

Staff Responsible: Computer File Librarian/Librarian

Process Flow:

• Receive the newspaper.

• Count the newspapers upon receipt and sort these for reading and clippings purposes.

• Stamp mark of ownership on newspapers and staple one set for reading purposes.

• Browse agri-related articles, cut and paste these on bond papers for newspaper clippings.

• Stamp mark of ownership to all pasted news clippings

• Prepare list/title cover of news clippings and scan all clippings including the title cover.

• Photocopy the newspaper clippings and submit all photocopied clippings to the Press Office.

• E-mail the scanned copy of newspaper clippings to all DA officials and concerned staff.

• Assign subject headings to pasted newspaper clippings.

• File clippings in the Vertical Files Collection arranged alphabetically by subject.

• Weed-out of five (5) year old newspaper clippings.

2. Recording of newly acquired publications (Purchased and Donations)

Process Flow:

• The CFL will receive the publication and record its information on the record book.

• The CFL will bring all the recorded publications to the Cataloger (Librarian) for cataloging.

• If the publication was donated, the Librarian will prepare an acknowledgment letter.

3. Cataloging and classifying of library materials

Staff Responsible :

Process Flow:

• Mark stamp of ownership to the library materials. Perform the following:

a. Provide cards for serials, pamphlets, brochures and IEC materials and file on the Records Cards.

b. Record the details of the book/monograph in the accession record book and assign accession number to the publication.

• Catalog and classify the library materials according to the Library of Congress Classification Scheme.

• Print/write the call number on the spine for books and on the upper left-corner of the cover page for serials, pamphlets, brochures and IEC materials.

• Provide book card and book pockets to the publications.

• Encode the bibliographic data and print complete set of catalog cards.

• File the book/monograph on the shelf according to call number and the serials for indexing.

• File the catalog cards on the card catalog

4. Indexing of Library Materials

Process Flow:

• Select articles for indexing and perform indexing procedures.

• Assign subject according to Library of Congress Subject Headings and Philippine Standard Commodity Classification.

• Encode and print complete set of indexed cards.

• File the serials on the shelf according to call number.

• File the indexed cards on the index catalog card arranged alphabetically by subject.

5. Library Digitization

Process Flow:

• Label the library received materials and scan for digital format.

• Crop the scanned library material.

• Save back-up file for scanned folder.

• Export file from PDF to TIFF.

• Review the image of the scanned material for quality control using Scan Tailor Software.

• Convert file from TIFF to PDF and final review the file.

• Save file in the Network Attaché Storage for master file back-up.

*Additional procedures will be added when the OPAC/Library System is available.

6. Borrowing of Library Materials

Process Flow:

• Library users will register on the log book provided at the circulation desk upon entry.

• The library user will select his/her material from the card catalog and will fill-out Researcher’s Slip and bring it to the circulation desk.

• The library staff will retrieve the library material listed on the researcher’s slip and give it to the library user.

• After using the library materials, the library users will place the material/s used on the designated area.

*The DA Library practices a closed-shelf policy system.

*All library collections are strictly for ROOM-USE only for non-DA researchers.

7. Charging-out of Library Materials

Process Flow:

• The library users will do the borrowing procedures:

- Library users will register on the log book provided at the circulation desk upon entry.

- The library user will select his/her material from the card catalog and will fillout Researcher’s Slip and bring it to the circulation desk.

- The library staff will retrieve the library material listed on the researcher’s slip and give it to the library user.

• The library user will fill-out the necessary information on the book card.

• The librarian will stamp the due date on the book card and file at the circulation tray.

• The borrower is allowed to check-out with a maximum of five (5) books.

• The following materials are strictly for ROOM-USE only.

- Reference materials (dictionaries, encyclopedias, etc.)

- Periodicals, journals, magazines, newspapers and vertical files.

- Non-print materials (audio-visual materials such as CDs, DVDs, etc.)

Details/Notes: All permanent DA Employees are allowed to check-out library materials.

8. Charging-in of Library Materials

Process Flow:

• The borrower will return the borrowed library material/s to the Librarian/CFL at the circulation desk.

• The Librarian/CFL will check the condition of the borrowed material/s.

• The Librarian will pull out the corresponding book card from the circulation tray, stamp the returned date and place it back in the book pocket.

• Keep the researcher’s slip and return the library material on the shelf.

9. Renewal of Library Material/s Borrowed

Process Flow:

• The borrower will return the library material/s borrowed to the Librarian/CFL at the circulation desk and request for the renewal.

• The Librarian/CFL will check the condition of the library material/s.

• The Librarian will pull out the corresponding book card from the circulation tray and stamped with the returned date.

• The borrower will fill-out again the necessary information on the book card and researcher’s slip.

• The librarian will stamp the due date on the book card and give the materials to the borrower.

10. Lost/Damaged Library Materials

Process Flow:

• The borrower is required to replace the lost/damaged material with the same bibliographic information (title, author, edition/volume, year of publication).

• In case the library material is no longer commercially available:

a. The old edition maybe replaced with the newest edition.

b. Can be replaced by a material with the same title and subject which cost not lower than the lost/damaged material.

II. SUPPORT TO OPERATIONS

A Banner Programs

The Department’s different banner programs such as Rice, Corn, High Value Crops, and Livestock have put in financial allocations for their information component for AFID to intensify the information dissemination and campaign of the programs, activities, thrust, and services.

AFID staff are assigned as Program Coordinators for each banner program and tasked to prepare the Work and Financial Plan (WFP) of the banner programs’ respective infoadvocacy campaign activities. Each Program Coordinator is responsible to coordinate the execution and implementation of the planned activities based on the approved WFP which include the administrative works such as preparation of budget proposal, Budget Execution Documents (BEDs), Purchase Request Action Slip (PRAS), Project Procurement Management Plan (PPMP), BAC Processing requirements, among others.

B. Committee Involvements

Because of the more demanding role of information dissemination on the Department’s programs, projects, activities, and the like, the AFID is involved in different DA committees, and events to handle the info advocacy aspect.

1. Manila Bay Rehabilitation

2. National Organic Agriculture Program (NOAP)

3. RCEF Extension Support

4. Gawad Saka

5. Search for Outstanding Rural Women (SORW)

6. Council for the Welfare of Children

7. Komisyon sa Wikang Filipino (KWF)

8. Balik Probinsya, Bagong Pag-asa Program

9. National Convergence Initiative-KM Component

10. Committee on Fruits and Vegetables

11. Committee on Coffee

12. Committee on Cacao

13. Agriculture and Fisheries Extension Network (AFEN)

14. International Family Farming Celebration

15. BAI-iAMResponsible Group

16. Freedom of Information as receiver

Events

17. Farmers/Fisherfolk’s Month

18. Women’s Month

19. Rural Women’s Month

20. World Food day

21. DA Anniversary

22. National Rice Awareness Month

23. Independence Day Celebration

24. Rice Achievers Awards

25. Filipino Food Month

26. Food Security Celebration

27. National Quality Corn Achievers Award (NQCAA)

LEGAL SERVICE (LS)

The Legal Service is mandated under Executive Order No. 292, otherwise known as the “Administrative Code of 1987”, to handle the legal requirements, including those pertaining to the quasi-judicial and regulatory functions, of the Department Proper and its Bureaus.

FUNCTIONS

The Legal Service serves as the Department Legal Counsel and primarily handles, controls and supervises all cases and legal matters. These services refer to assistance in the review and/or preparation of contracts and other legal instruments, investigation and adjudication of administrative cases involving the personnel of the Department, as well as administrative cases involving violations of rules and regulations, review as to the legal sufficiency of legislative proposals for submission or pending with Congress, collaboration with the Solicitor General in handling cases affecting the Department, and legal counselling, among others.

OFFICE OF THE DIRECTOR

• Upon receipt by the Legal Service of an actionable document, the Director determines whether the same should be referred to the Chief of the RRD or the LAD for disposition, or whether the same should be handled by the Director himself. This action is usually within the day of the receipt of the actionable document.

• Upon referral to the Chief of the RRD or the LAD, the document is then referred to a lawyer within the Division for disposition. The disposition of the document/request depends upon the nature of the document/request, meaning, the disposition may take from one (1) hour to as long as sixty (60) days depending upon the availability of the relevant and related documents, availability of resource persons, sufficiency of the facts presented and/or whether facts need to be investigated and established, and many other factors.

• The draft memorandum is checked by the Chief of the RRD or the LAD. Thereafter, the same is submitted to the Director for final endorsement to the requesting office, copy furnished the Office of the Secretary and other concerned/relevant offices. Should there be no more comments from the Chief of the RRD or the LAD and/or the Director, the Memorandum is finalized and forwarded to the office requesting the opinion, copy furnished the OSEC and/or other concerned/relevant office.

• Disciplinary and non-disciplinary administrative cases against personnel of the Department.

1. In Cases Where There is a Formal Complaint

a. Upon receipt of a complaint, the same is referred to the Chief of the LAD;

b. The Chief of the LAD determines if the complaint is sufficient in form and substance in accordance with the Revised Rules on Administrative Cases in the Civil Service. This process takes about one day from receipt of the complaint.

c. Should the complaint be sufficient in form and substance, the LAD shall prepare a draft Order to be signed by the Secretary or his authorized representative requiring the employee complained of to submit a Counter-Affidavit/Comment under oath within three (3) days from receipt of the order requiring him to comment. Otherwise, an Order dismissing the complaint is prepared by the Legal Service. This takes about two to five days for submission to the Office of the Secretary.

d. Where the complaint is initiated by the disciplining authority (Secretary or his duly authorized representative), a show cause memorandum shall be prepared by the LAD for the consideration of the Secretary directing the person complained of to explain why no administrative case should be filed against him/her/them. This takes about one to two days for submission to the Office of the Secretary.

e. Failure of the employee complained of to submit the comment/counter-affidavit/ explanation shall be considered a waiver thereof and preliminary investigation may be completed even without his/her counter-affidavit/comment.

f. Upon receipt of the counter-affidavit/comment or upon the lapse of the period, the LAD shall determine whether or not it is necessary to conduct a preliminary investigation. This takes about one to two days from receipt of the counter-affidavit/comment.

g. Should it be determined that a preliminary investigation is necessary, an Order shall be prepared naming the members of the Fact-Finding Committee (FFC) to conduct the investigation of the complaint. Depending upon the availability of the persons willing to act as members of the FFC, the preparation may take a minimum of two to three days.

h. With assistance from the LAD, an Order is prepared by the FFC requiring the parties to a conference where the FFC may profound clarificatory and other relevant questions.

i. The preliminary investigation should be completed within twenty (20) days from the issuance of the Order of the FFC requiring the parties to a conference.

j. Within five (5) days from the termination of the Preliminary Investigation, the FFC shall submit its Decision or Resolution whether or not a prima facie case exists.

k. If the Decision or Resolution submitted by the FFC to OSEC finds a prima facie case, the OSEC shall direct the Legal Service to prepare a Formal Charge. Otherwise, the Legal Service prepares an Order dismissing the case. The preparation of the Formal Charge takes three to five days from receipt by the Legal Service of the directive from OSEC.

l. In cases where the complaint was initiated by a person other than the disciplining authority, the Secretary may issue a written notice of charge(s) against the employee complained of to which shall be attached copies of the complaint, sworn statement and other documents submitted. The preparation of the notice of charge takes three to five days from receipt of the directive from OSEC.

m. Together with the Formal Charge/Notice of Charge(s), the Legal Service shall prepare the Special order creating the Formal Investigating Committee (FIC) which shall conduct the formal hearing of the case and prepare a Formal Investigation Report after the hearing.

n. The employee complained of will file his answer within the period specified in the Formal Charge/Notice of Charge(s) and manifest whether or not he elects a formal hearing. If the employee complained of elects to submit the case for decision based on the Formal Charge and Answer, the Formal Investigating Committee shall prepare a recommendation to the Secretary as to the disposition of the case. If the respondent elects to have a formal hearing, the Formal Investigating Committee shall conduct a formal investigation.

o. The formal investigation is conducted in accordance with the Revised Rules on Administrative Cases in the Civil Service (Rule 8).

p. Upon receipt of by the Legal Service of the Formal Investigation Report from OSEC, a Decision is prepared within twenty (20) days from receipt.

2. In Cases of Charges Emanating from Confidential Reported Anomalies

a. The Office of the Secretary orders the investigation of a confidential reported anomaly through a Special Order creating a Fact-Finding Committee (FFC) to determine if a prima facie case exists.

b. The assistance of the Legal Service may or may not be requested.

c. Upon submission by the FFC of the Formal Investigation Report finding probable cause, the Office of the Secretary may refer the preparation of the Formal Charge to the Legal Service.

d. Upon referral to the Legal Service of the Formal Investigation Report finding a prima facie case, the Legal Service prepares the Formal Charge and the draft of the Special Order creating the Formal Investigating Committee (FIC). This may take from three to five days.

e. The process then follows the procedure laid down in the Revised Rules on Administrative Cases in the Civil Service and the procedure laid down above.

3. In Cases Emanating from Anonymous Complainant/Information

• Anonymous complaints are usually referred to the Dulugan Bayan (DB) for proper disposition.

• Should the Office of the Secretary decide to investigate the anonymous complaint/ information, the same may be referred to the Legal Service for preparation of the necessary documents, after which the procedure laid down previously shall be followed.

4. Certificate of No Pending Case

• Upon receipt of a request for certificate of no pending case, the secretary of the Legal Service determines from available files if the requesting employee has a pending administrative case within the Department.

• If it is determined that the requesting employee has no pending administrative case within the Department, a draft clearance is prepared for the signature of the Director, otherwise no clearance is prepared.

• Depending on the availability of the documents and the Director, the process may be within twenty-four (24) hours from receipt of the request.

RESEARCH AND REGULATIONS DIVISION (RRD)

The Research and Regulations Division (RRD) provides legal advice and technical assistance to the Department, its regional field units, attached bureaus and agencies, and when requested, its attached corporations, concerning policy issues, regulatory functions and other matters requiring the assistance of one trained in the law.

LITIGATION AND ADJUDICATION DIVISION (LAD)

• The Litigation and Adjudication Division is the main litigation unit in the Department. It shall assist the Office of the Solicitor General in the prosecution or defense of actions brought to court involving the Department, its field units, bureaus and attached agencies.

• It shall attend to administrative cases involving the personnel of the Department, its regional field units, attached bureaus and agencies, and attached corporations and provide assistance in the formulation of policies in the conduct and implementation of policies involving the personnel of the whole department; attend to administrative cases involving violations of administrative rules and regulations; act on consumer complaints with respect to agricultural products and conduct investigation when warranted.

AGRIBUSINESS AND MARKETING ASSISTANCE SERVICE (AMAS)

The Agribusiness and Marketing Assistance Service collaborates with and provides direct assistance to the private sector, including concerned NGOs and POs in marketing ventures and in the conduct of market analysis, identification and matching. (AFMA IRR Rule 40) It provides a unified market development and investment assistance and promotion services mechanism to the Department’s external stakeholders in support of the Agriculture and Fisheries Modernization Act (AFMA) in support of market efficiency and food security agenda of the government. (DA Approved Rationalization Plan)

FUNCTIONS

• Develops and strengthens partnership with private sector and agribusiness players in promoting Philippine products, both in the domestic and international market;

• Assists in the preparation of business and institution-building plans;

• Promotes value-adding activities;

• Networks and helps develop agribusiness enterprises;

• Assists in investments packaging;

• Conducts market-matching or links markets;

• Facilitates linkages of farmers’ organizations at the regional and provincial levels with

• urban and population centers and markets;

• Promotes agricultural products and export facilitation;

• Assists in facilitating support activities such as logistics and distribution intervention, materials handling and packaging;

• Promotes appropriate product standards and quality management;

• Coordinates with other government and DA agencies on matters relating to agribusiness and market-related concerns; and

• Supports policy reforms relating to market modernization and agribusiness development.

To carry out its functions, AMAS is divided into three (3) divisions --- Market Development Division (MDD), Agribusiness Investment Promotion Division (AIPD) and Agribusiness Industry Support Division (AISD).

MARKET DEVELOPMENT DIVISION

Market Development Division (MDD) provides functional focus in the provision of assistance on product and market development concerns. (DA Approved Rationalization Plan)

FUNCTIONS

• Undertakes analysis and related research on agribusiness and market trends for agriculture and fishery products in coordination with other DA units, agencies and Agriculture Attachés;

• Promotes agricultural and fishery products both in the local and export markets and coordinates on related matters with concerned government agencies;

• Establishes networking, market matching and facilitation of linkages, including preparation of relevant directories of buyers, sellers and agribusiness players;

• Explores market opportunities, through trade fairs and exhibits, in-store promotions, market testing, and the like, both locally and abroad; and

• Maintains a directory of buyers and sellers of agricultural products.

Internally, MDD is divided into five (5) Commodity Sections for more focus on particular sectors, but each has basically same specific functions stated above, except for 1 Section into Organic Agriculture; arrangements are flexible to address specific concerns, as necessary

I. Market Matching Process Flow: Buyer’s Inquiry/Market Matching Process Flow: Seller’s Inquiry

a. Receive walk in clients;

b. Refer the client to concerned staff (Market Matching Unit);

c. Provide Market Matching Form (Form A for Buyer and B for Seller) and Client Satisfaction Survey (CSS) to be filled up by client;

d. Evaluate and assess buyer’s and seller’s needs;

e. Validate seller’s information;

f. Refer to Regional Field Office-Agribusiness and Marketing Division (AMAD), if necessary;

g. Request client to fill-in CSS form;

h. Record/note action taken, date and time in the CIF and submits the forms for MDD File; and

i. Keep the CIF and CSS on MDD File.

II. Participation in Trade Events

a. Disseminate list of trade events to be participated for the year;

b. Start preparatory work;

c. Evaluate interested companies and select exhibitors based of criteria;

d. Conduct series of meetings, orientation, discussion of arrangements for the event and pre-departure;

e. Attendance to event; and

f. Conduct post evaluation and monitoring.

III. ADC Accreditation

a. Prepare letter address to the AMAS Director;

b. Submit together with the following basic documents that are certified true copies and signed by authorized signatories.

For Processed Food

• License to Operate (LTO) issued by the Philippine Food and Drug Administration

• Company Registration (SEC, CDA, DTI)

For Corporation

• Company By-Laws

• Articles of Incorporation/Articles of Corporation

For Single Proprietorship /Partnership

• DTI Registration

• BIR Registration

• Business Permits

• Company Profile (including Processing Plant Profile)

• Product Description

• Pricing Structure and Suggested Retail Price

• Certificate of Good Standing

• Board Resolution (authorized signatory to the MOA)

• Audited Financial Statement of the Company

Optional (when available)

• Certificate of Product Registration (if any)

• Local and International accreditation & certification (GAP, GMP. HACCP, Organic, Ecocert, etc.)

c. Submit product samples for inspection.

- Labelling

- Nutritional facts

- List of ingredients

- Manufacturing and Expiry dates

d. Categorize the products.

For Display

• Promotion Materials

• Shelf talkers / table top signage

Retail

• Preparation of Product Order

• Promotion Material

• Product for sampling

• Sign the Supplier’s Manual Agreement;

• Set up the product in the display area; and

• Order products for retail at the ADC display area.

AGRIBUSINESS INVESTMENT PROMOTION DIVISION

Agribusiness Investment Promotion Division (AIPD) serves as the advocacy unit of the DA which promotes a market-driven approach in enticing potential partners that would enhance the production, distribution and dissemination of agribusiness products and services both locally and abroad. (DA Approved Rationalization Plan)

FUNCTIONS

• Develops and implements national plan for agribusiness investment promotion;

• Identifies areas with strong potential for agribusiness expansion and packages into agribusiness investment promotion plan and investment priority plan;

• Develops and maintains database of investment projects, available technologies, business regulations and incentives, fund sources, among others;

• Facilitates innovative business ventures;

• Disseminates information on agribusiness opportunities;

• Organizes investment fora and assists in inbound and outbound investment mission;

• Provides investment counselling and facilitates matching of investors and industry cluster; and

• Coordinates with relevant government agencies on activities relating to agribusiness investments and enterprise development.

Internally, AIPD is divided into two (2) Sections: Investment Planning and Information Section and Client Support Section.

I. AIPD Process Flow for Possible Investment Project/Package

a. Attend to clients and their inquiries;

b. Fill-out inquiry form;

c. Evaluate the filled-out form and conduct initial interview.

- If the client has a specific area in mind, refer to the Regional Field Office, otherwise, refer to database and conduct one-on-one coaching.

d. Refer to a technical personnel /agency for the client’s insights on:

- How To’s

- Costs and Returns

- Licensing

- Documentary Requirements

- Credit Financing

e. Coordinate with the Local Government Unit (LGU) concerned;

f. Provide Business Plan templates such as:

- Business Profile

- Operational Plan

- Marketing Plan

- Financial Plan

g. Evaluate and revise the Business Plan, as required; and

h. Pass all requirements needed for possible investment project/plan

II. Process Flow for Business Agreement/Investment Contract

a. Attend to clients and their inquiries;

b. Fill-out inquiry form;

c. Evaluate the information indicated in the form then conduct initial interview;

d. Conduct background check such as site validation and business registration;

e. If the client has a ready proposal, conduct evaluation/review of the investment plan proposal. Otherwise, provide the client with a proposal template;

f. Conduct an investment forum and stockholders meeting through ocular visit; and

g. Draw up the Business Agreement and/or Investment Contract.

III. Request for Country Visit Program/Inbound Mission

a. Receive the letter of request or endorsement for assistance from the DFA, Philippine Embassies (PE)/Agricultural Attaches, Board of Investments, and other agencies;

b. Verify the legitimacy of the request through Philippine Embassy and other possible sources.

- Inform DFA or DA-International Affairs Division (IAD) about the mission and inquire on the needed protocols.

- Coordinate with the requesting party and request for information about the delegates including the business profile of the prospect investors.

- Determine the areas of investment, type of partnership, etc.

- Determine contact details of the delegations.

c. Coordinate and facilitate the following:

- Administrative arrangement

- Investment briefing

- Courtesy calls

- Company meetings

- Site visit

- Networking or business matching

d. Follow-up letters of invitation sent, get confirmation and continue with administrative matters/coordination;

e. Conduct the actual visit by the company or delegation. The delegation will be hand held by the APD staff up to the end of the visit;

f. Prepare the mission/visit report for the Secretary thru AMAS Director and Assistant Secretary for Agribusiness;

g. Request for feedback after the mission from the embassies/agricultural attaché/ agencies/bureaus/regions/private sector; and

h. Evaluate the Feedback report.

- Consolidate feedback report

- Identification of areas for improvement

- Document evaluation and identify next steps

IV. Conduct of Investment Forum and Enterprise Development Seminar Process Flow

a. During pre-activity, identify investments/agribusiness projects as to promotion, number of participants and venue;

b. Prepare the following documents/requirements needed for the seminar:

- Special Order

- Letter of invitation for resource speaker

- Letter of invitation for participants

- Letter-request for use of venue

- Purchase Request for food and other materials

- Certificates for speakers and participants

- Program and attendance sheet

c. Assign task to personnel, such as:

- Preparation of documents such as Special Order, Purchase Request, letter, etc.

- Confirmation of availability of resource speakers

- Compilation and reproduction of presentations

- Ocular inspection of venue

- Preparation of Certificates for speakers and participants

d. During the activity proper, undertake the following:

- Photo/video/written documentation

- Facilitation during open forum

- Presentation of Certificates of Appreciation and tokens to resource speakers

- Documentation

e. After the conclusion of the activity, the following activities shall be undertaken:

- Post evaluation meeting

- Preparation/finalization of the activity report

- Liquidation/payments

- Monitoring (after 3-6 months up to 1 year)

V. Request for Country Visit Program (Company or Delegation)

a. Receive the letter of request from foreign investor to visit the Philippines or receive endorsement for assistance from the DFA, Philippine Embassies (PE)/Agricultural Attaches, Board of Investments and other agencies;

b. Verify the legitimacy of the request through Philippine Embassy and other possible sources;

c. Coordinate with the requesting party and inform the DFA and the DA-International Affairs Division (IAD) about the mission and inquire on the needed protocols;

d. Coordinate with the requesting party and request for information about the delegates including the business profile of the prospect investors, areas of investment, type of partnership, determine contact details of the delegations, etc.

e. Arrange the following services depending on the client’s request:

- Administrative arrangement

- Investment briefing

- Courtesy calls

- Company meetings

- Site visit

- Networking or business matching

f. Follow-up letters of invitation sent, get confirmation and continue with administrative matters/coordination;

g. Conduct actual visit by the company or delegation until the end of their visit;

h. Submit mission/visit report to the Secretary through the AMAS Director and Assistant Secretary for Agribusiness;

i. Follow-up on the client’s proposed project and other assistance needed until the client decides to locate in the Philippines; and

j. Consolidate and evaluate the report.

AGRIBUSINESS INDUSTRY SUPPORT DIVISION

Agribusiness Industry Support Division (AISD) establishes a holistic approach in the development of stakeholder-specific agribusiness structures consistent with the nature of the product, distribution plan, and amount of investment provided for the purpose. (DA Approved Rationalization Plan)

FUNCTIONS

• Provides technical and market-related infrastructure support services;

• Serves as a focal unit in facilitating support activities such as logistics and distribution intervention, material handling and packaging;

• Maintains database of indicators e.g. prices, volume, etc. for analysis of industry performance and other basic market information.

• Promotes appropriate Product Standards, Quality Management Systems (QMS) and disseminates other market-related information;

• Supports policy reforms relating to market modernization and agribusiness development.

Internally, AISD is divided into two (2) Sections-Market Information Section and Technical Support Section.

I.

Agri-Pinoy Trading Center and Livestock “Oksyon” Market (APTC-LOM)

a. Coordinate with DA Regional Field Office (RFO) regarding AMAS Projects;

b. Identify prospective partners for the project;

c. Conduct consultation and/or orientation for prospective partners;

d. Pre-evaluate the site, proposal, pre-feasibility studies including the draft operations manual as contained in the Letter of Intent (LOI) of the prospective partners;

e. Approve and sign the project proposal then endorse it to the National Project Management Office (NPMO);

f. Conduct validation of the proposal with the assistance of AMAD staff;

g. Endorse the proposal to the DA Secretary for approval;

h. Coordinate with the proponent through the RFO for the completion of the following documents for processing of fund transfer:

- Draft Memorandum of Agreement (MOA)

- Certificate of Availability of Funds (CAF)

- Obligation Requests and Status (ORS)

- Financial Statements

- Work and Financial Plan

- Certificate of no Unliquidated Funds

- Land Title

- Deed of Donation

- Letter of Introduction

- Certificate of Geo-Hazard Free

- Environmental Compliance Certificate (ECC)

i. Sign the Memorandum of Agreement with Certificate of Availability of Funds attached;

j. Submit the original MOA to the DA-Records Division;

k. Upon release of funds, start construction of APTC facility; and

l. Inspect and monitor the progress of the construction until its completion.

II. Foodlane Process Flow

a. Request for briefing on foodlane project;

b. Conduct orientation-seminar on foodlane project;

c. Fill-out and submit application form for foodlane accreditation for truckers/company together with the following requirements:

- OR/CR of truck (photocopy)

- Photo of truck (front, back and side)

- Registration Certificate

- Certificate of attendance to training

- DTI registration

- Mayor’s Permit

- Matrix of commodities and destinations

- Others

d. Validate submitted documents and conduct ocular inspection of truck and loading area;

e. Prepare foodlane documents including foodlane sticker and certificate of accreditation for signature of DA officials and approval of DA-RED; and

f. Issue foodlane sticker and Certificate of Accreditation.

III. Central Bantay Presyo Monitoring Team

The Central Bantay Presyo Monitoring Team shall be composed of representatives from the AMAS, the BPI, the BAI, the BFAR, the NMIS, the NDA, the SRA, the DA CO Rice Program and Corn Program staff, and the Agriculture and Fishery Council (AFC). It shall be headed by the Assistant Secretary of AMAS.

• Regular price and supply monitoring of agricultural commodities

1. Price gathering/collection through the inspection of price tags, interviews with sales personnel, buyers, consumers, surveys and like activities;

2. Determination of price trends and reasons for the increase/decrease of price;

3. Consolidation of the data collected (AMAS Databank);

4. Review of the initial data collected and preparation of report;

5. Review of the final data and report.

- If cleared, conduct of data analysis

- If questionable:

• Conduct of actual market inspection to verify the alleged violator

• Conduct adjudication if there is a confirmed violation through the Consumer Protection/Welfare desk

6. Submission of the report containing comparative price analysis (prevailing price, average price, suggested retail price, causes of price changes);

7. Evaluation, review and approval of the report by the Assistant Secretary for AMAS;

8. Submission of monthly Evaluation Report by the Assistant Secretary for AMAS to the Bantay Presyo Technical Committee (BPTC) with appropriate recommendations, such as, but not limited to:

- Issuance of suggested retail price in the specified area;

- Issuance and enforcement of price ceilings;

- Rationing or limiting the quantity of individual household purchases;

- Establishment of accredited retail outlets; and

vSuch other similar measures designed to stabilize the price and supply of Agricultural Commodities.

9. Recommendation to the DA Secretary of such measures as may be necessary and reasonable, under the conditions prescribed in the Price Act.

IV. Central Bantay Presyo Monitoring Team

a. Conduct interview and profiling of exporter based on:

- Product of interest

- Country destination

- Source of raw material

- Volume

- Price

- Product Certification.

b. Provide the requested information (BPI, BAI, BFAR export procedure, etc.).

c. Endorse needed permits to regulatory agency.

d. Conduct monitoring.

* Endorse to DTI-Export Marketing Bureau (EMB) if exporter has incomplete requirements.

FIELD OPERATIONS SERVICE (FOS)

The Field Operations Service serves as the coordinating body and functional link of the DA Central Office to the Regional Field Offices (RFOs), its Bureaus and Attached Agencies and other offices for program implementation and timely delivery of public goods and services to the Local Government Units (LGUs) through the Regional Field Offices (Executive Order No. 366, Series of 2005).

FUNCTIONS

The functions of the Field Operations Service are as follows:

• Translates into realistic commodity operational plans and program guidelines the strategic plans of the Department;

• Conducts operational monitoring of programs and projects, consolidates periodic reports of said programs and projects and identifies/resolves bottlenecks and issues in its implementation;

• Provides technical support in the formulation of agri-fishery engineering standards and operational policy framework in the implementation of commodity programs and disaster/climate risk reduction and management activities;

• Coordinates and implements Disaster Risk Reduction Management (DRRM) activities such as disaster preparedness mitigation, prevention, rehabilitation and recovery;

• Monitors compliance to agricultural engineering standards in the implementation of DA programs and projects;

• Ensures the smooth implementation of all the Department’s special projects, local and foreign-assisted; and

• Develops and maintains the GIS-based Disaster/Climate Risk Reduction and Management Information Systems (DRRMIS) and Operations’ Management Information System (O- MIS), including operational database of commodity programs, agri-infrastructure and foreign-assisted projects in support to the data needs of the DA Executive Committee, Oversight Committees and Donor Agencies.

FIELD PROGRAMS COORDINATION AND MONITORING DIVISION

FUNCTIONS The main functions of FPCMD include the conduct of operational monitoring of commodity programs (Rice, Corn, High Value Crops Development, Organic Agriculture, and Livestock Program) implemented at the regional/provincial/municipal and field levels, whenever necessary, as well as coordination and monitoring of the implementation of sectoral programs and projects including crosscutting concerns such as PAyapa at MAsaganang PamayaNAn (PAMANA) Program, Bottom-Up Budgeting Process (BUB) Program, Bangsamoro Peace Dividend Project, and Gender and Development.

1. Program Project Implementation

a. Convey the instructions of the Secretary concerning programs coordination and operational monitoring to the Assistant Secretary, Director, and to the Chief of FPCMD;

b. Receive instructions/directions in the form of marginal notes, letters, project proposals, requests and project documents transmitted to the Division;

c. Discuss urgent instructions with marginal notes including verbal instructions of the Secretary, FOAMS Undersecretary, or Assistant Secretary with the FPCMD Chief;

d. Ask written or verbal updates to FPCMD Staff on requests, queries, letters of various LGUs, NGOs, POs/IAs, FOs and FAs regarding assistance and/or referral to concerned agency;

e. Relay instructions from officials through marginal notes and/or through staff meeting with the two (2) sections of FPCMD (Coordination Section and Monitoring Section);

f. Give specific instructions to their respective Technical Staff on matters regarding various requests, letters, proposals, project documents and/ or marginal notes of the officials concerning response to queries, referrals and field validation relative to commodity programs (Rice, Corn, High Value Crops, Sectoral and cross-cutting concerns aligned to the mandate and functions of the Division);

g. Conduct field validations and prepare reports and replies to queries; and

h. Submit report of field validation, status reports of programs/projects, letters and reply to queries of the Chief, FPCMD, and consequently to the FOS Management and to the Secretary, as necessary.

• Monitoring

1. Provide briefings and instructions to monitoring staff for the conduct of operational/ field monitoring;

2. Coordinate with DA-RFOs regarding the availability of data and conduct focused group discussion (FGD) to determine programs/projects status;

3. Conduct field monitoring of commodity and sectoral programs/projects implemented at the regional/provincial/municipal level as to its veracity;

4. Feedback the gathered issues and concerns affecting project implementation/ completion from LGUs to DA-RFO Officials;

5. Process, analyze and consolidate the reports gathered from the field and submit it to the Section Chief for review;

6. Submit the reviewed/finalized consolidated status reports including recommendations within three (3) days to the Division Chief for submission to FOS Director; and

7. Transmit signed reports of field validation, status of programs/ projects, request and reply to the Records Division for filing.

• Coordination

1. Provide briefings and instructions to coordination staff relative to plans and programs/ projects;

2. Facilitate and attend meetings and assist in the formulation of program guidelines;

3. Conduct programs/projects orientation briefing to RFOs concerned key officials and staff;

4. Assist RFOs in the conduct of program orientation and cascading program requirements and ensure the timely delivery of programs/projects intervention components to LGUs;

5. Coordinate the timely implementation of commodity and sectoral programs/projects and cross-cutting concerns from the LGUs and other partner agencies through the RFOs;

6. Coordinate program data generation from RFOs for the establishment and maintenance of database;

7. Submit physical and financial accomplishments of programs/projects to the Oversight Committees, DA BUs/AAs and Division; and

8. Prepare the itinerary of the Secretary in his field visits and dialogues to LCEs, Law Makers and Farmer Leaders and other stakeholders including the rank and file to DARFO and Regional Management Committee Members.

SPECIAL PROJECTS COORDINATION AND MANAGEMENT ASSISTANCE DIVISION

FUNCTIONS

The main function of SPCMAD is to ensure the smooth implementation of all DA Foreign- Assisted Projects (FAPs) and Locally-Funded Projects (LFPs). It institutionalizes, together with the Project Development Service (PDS), a system to effect the smooth transition from project preparation to project implementation and from project completion to project evaluation.

1. Project Operations and Management

a. Coordinate with SPCMAD-Project Management Offices (PMOs) for the turn-over of documents of the project for project monitoring and evaluation;

b. Coordinate with SPCMAD-Project Support Section (PSS) for the financial documents;

c. Follow-up on the submission of Physical and Financial Reports with Regional Field Office (RFOs)s/PMOs, which will be collated, reviewed and consolidated;

d. Endorse the collated and reviewed monthly and quarterly narrative physical reports to the Office of the Undersecretary for Operations and/or Technical Adviser for FAPs;

e. Endorse the quarterly accomplishment reports (BAR 1) to the Monitoring and Evaluation Division (MED);

f. Submit the reports to Donors and endorse the financial documents such as the MOA, Advice of Sub-Allotment (ASA)/Notice of Transfer Allocation (NTA), Obligation Request and Status (ORS) and Disbursement Voucher (DV) to the Budget and Accounting Divisions;

g. Review, collate and consolidate reports such as ODA reports and endorse the same to NEDA;

h. Endorse the budget proposals to the Planning and Programming Division (PPD), Budget Division and the Department of Budget and Management (DBM); and

i. Comply or endorse to the respective RFOs/PMOs the documents that require feedbacks, comments or clarifications coming from or endorsed through the Office of the FOS Director, Assistant Secretary for Operations, Undersecretary for Operations, STAG, MED, Budget and Accounting Divisions, Donors and Oversight Agencies.

2. Project Support

• Financial Requests/Documents

a. Submit/endorse financial requests, queries, referrals and documents to the Project Coordinator;

b. Review the submitted financial requests, queries, referrals and documents and if applicable, seek the comments or inputs of concerned offices and incorporate the same in the endorsement;

c. Prepare endorsement and main letter and route to concerned officials;

d. Review the financial requests/documents before approval of the Secretary;

e. Approve the financial requests/documents; and

* Signed documents will be coursed to the Records Division and returned to SPCMAD.

f. Deliver the signed documents to the end-user/requesting parties.

• Budget

a. Submit the budget proposals to SPCMAD;

b. Review the budget proposals submitted by the PMOs. Any comment will be relayed to the PMOs for revision/correction;

c. Consolidate, package and endorse the final budget proposals to the Budget Division; *Endorsement bears the initial of concerned officials prior to the signature of the Undersecretary for Operations.

d. Prepare the endorsement of the final budget proposals to the Office of the Secretary for approval before submission to the DBM;

e. Upon approval of the General Appropriations Act (GAA) for the fiscal year, issue SARO/ ABM to the Department through the DA-Budget Division;

*Copies are disseminated to concerned agencies and offices.

f. Provide copies of SARO/NCA to PMOs for preparation of Memoranda of Agreement (MOA);

g. Submit the MOA to SPCMAD for endorsement to the Legal Service for review;

h. Endorse the final MOA thru a memorandum letter to be initialed by concerned officials prior to the signature of the Secretary;

i. Sign the MOA as a witness;

j. Issue the Certificate of Availability of Funds prior to the signature of the Secretary on the MOA;

k. Sign and approve the MOA;

l. Submit the signed MOA to the Accounting Division for control;

m. Submit the MOA to Notary Public for notarization; and

n. After notarization, submit the MOA to the Records Division for issuance of an authenticated copy for attachment to the Obligation Request and Status and Disbursement Voucher.

• Fund Transfer (FAPs and LFPs with PMOs)

a. Prepare ORS and DV for the transfer of the available NCAs to Project PMOs;

b. Sign the ORS/DV;

c. Initial/approve the DV;

d. Prepare and sign the check for the approved DV;

e. Countersign the check; and

f. Release check to the concerned PMO.

• Advice of Sub-Allotment (ASA)/Notice of Transfer Allocation (NCA)

a. Prepare the request for ASA and cover memo;

b. Initial the request prior to the approval of the Secretary;

c. Sign and approve request for ASA/NTA;

d. Submit approved request to the Budget Division for preparation of ASA and to the Accounting Division for the NTA;

e. Prepare the ASA/NTA;

f. Initial and/or approve the ASA/NTA; and

g. Provide a copy of ASA/NTA to RFOs/Attached Agency.

FIELD PROGRAMS OPERATIONAL PLANNING DIVISION

FUNCTIONS

The functions of the FPOPD are as follows:

• Formulates commodity operational plans and program guidelines of the Department;

• Provides operational policy framework in the implementation of commodity programs and disaster/climate risk reduction and management activities;

• Develop and maintain the GIS-based Disaster Risk Reduction and Management Information System (DRRMIS) and the Operations Management Information System (O-MIS); and

• Develop the operational plans and guidelines on DRRM activities.

1. Mandated Work

a. Prepare various reports such as but not limited to the following: Work and Financial Plans, Physical and Financial Accomplishment Reports , Pre-Disaster Risk Assessment (PDRA) Reports, Damage and Loss Assessment (DALA) Reports, Disaster Risk Reduction Management Information System, Vulnerability Maps and Risk Analysis, Historical Damage Reports, Rehabilitation Assistance Reports, Farmers’ Database and Monthly Planting and Harvesting Reports and submits the same to the Operational Planning Section (O-PLAN), Disaster Risk Reduction Management Section (DRReaMS) or Operational Management Information System (O-MIS);

b. Closely coordinate with the DA-Operating Units for queries/concerns and revisions on the submitted reports;

c. Finalize the reports within seven (7) to ten (10) working days but certain circumstances may affect the procedure, i.e. length of submission or consolidation of reports, depending on the directives;

d. Submit a work plan based on the final reports to the FPOPD Chief and FOS Director; and

e. Approve and clear the final work plan.

2. Various Queries/Concerns outside DA

a. Forward queries/concerns through the Office of the Assistant Secretary for Operations and FOS Director; and

b. Draft the communications in reply to queries and concerns of individuals/groups.