DA Operations Manual 2022 by roldangorgonio

Department of Agriculture

TABLE OF CONTENTS 007 Introduction

008 History 012 The Logo 013 Vision 014 OneDA Agenda : 18 Key Strategies

112

OPERATIONS MANUAL 021 Central Office 023 Administrative Service 099 Internal Audit Service 112 Information and Communications Technology Service 143 Legal Service 161 Financial and Management Service

199

177 Policy Research Service 199 Agribusiness And Marketing Assistance Service 209 Project Development Service 229 Field Operations Service 243 Planning and Monitoring Service

267 Regional Field Offices 269 RFO - Cordillera Administrative Region 285 RFO - I The Ilocos Region 297 RFO - II The Cagayan Valley 305 RFO - III Central Luzon

269

305

357

371

317 RFO - IVA CALABARZON 325 RFO - IVB MIMAROPA 337 RFO - V Bicol Region 345 RFO - VI Western Visayas 351 RFO - VII Central Visayas 357 RFO - VII Eastern Visayas 363 RFO - IX Zamboanga Peninsula 367 RFO - X Northern Mindanao

371 RFO - XI Davao Region 375 RFO - XII SOCCSKSARGEN 285 RFO - XIII CARAGA

385 Bureaus 386 Agricultural Training Institute 402 Bureau of Agricultural Research 418 Bureau of Agricultural and Fisheries Engineering 426 Bureau of Agricultural and Fisheries Standards

402

434 Bureau of Animal Industry 442 Bureau of Fisheries and Aquatic Resources 450 Bureau of Plant Industry 456 Bureau of Soils and Water Management 463 Attached Agencies 464 Agricultural Credit Policy Council

476

476 Fertilizer and Pesticide Authority 498 National Fisheries Research And Development Institute 506 National Meat Inspection Service 514 Philippine Carabao Center 522 Philippine Council for Agriculture and Fisheries 536 Philippine Fiber Industry Development Authority 544 Philippine Rubber Research Institute

514

555 Attached Corporations 556 National Dairy Authority 566 Philippine Coconut Authority 566 Philippine Fisheries Development Authority 584 Philippine Rice Research Institute

556

618

618 Sugar Regulatory Administration

627 Programs 629 National Rice Program 639 National Corn Program 655 Philippine Agriculture and Fisheries Biotechnology Program 679 Climate Resilient Agriculture Office

629

691 National Livestock Program 699 Kabuhayan at Kaunlaran ng Kababayang Katutubo (4Ks) Program 711 National Organic Agriculture Program 718 Acknowledgements 721 Focal Persons

691

INTRODUCTION This documentation stemmed from the directive of then Secretary Emmanuel F. Piñol for the undersigned to come up with an authoritative guide on administrative matters such as Personnel Handbook, Property Module, Training and Scholarship Guide, and DA Manual on Processes by virtue of Special Order No. 487, Series of 2018.

Subsequently, Secretary William D. Dar issued Memorandum Order No. 2, Series of 2022, regarding the Preparation of Reports for the Transition to the Incoming Administration. Among the deliverables is the compilation of operational manuals of all offices.

ROLDAN G. GORGONIO is the Undersecretary for Administration and

Finance of the Department of Agriculture. He chaired Digital Agriculture Upscaling and Ease of Doing Business and Transparent Procurement, two of the key strategies of Secretary William D. Dar, One DA Reform Agenda. He also single document for a ready reference by everyone in the Department. served in various capacities and previously designated as Undersecretary for Policy and Planning, Project Development, Research and Development, and Regulations and Chief of Staff of the Department.

In such directives, it becomes necessary to take the extra mile of collecting all the necessary information to come up with a

This book, therefore, presents the mandates, core functions, and process flows as excerpts to the operations manual

Undersecretary Gorgonio earned his degree in Bachelor of Arts in Language and Literature at the University of Southeastern Philippines and subsequently finished his Bachelor of Laws at the University of Mindanao, Davao City. He was a grantee of a full academic scholarship by the government during his The presentation comes in simplified form: history, mandates or college legal foundation, processes, and services of various in both pre-law days. He was Editor-In-Chief of the official publications and law school years.

submitted by all offices in compliance with the Memorandum that the undersigned issued on January 25, 2021.

offices, from the DA-Central Office, Regional Field Offices, Bureaus, Attached Agencies, and Corporations. Aside from our

He served as a message writer of the then Mayor of Davao City and now 16th President of the Republic, Rodrigo Roa Duterte since 1998 until 2015. He held various positions in LGU-Davao, last being the Chief Administrative Officer compendium carries the desire for a deep sense of understanding and great appreciation by allthe officials, employees, and of the Office of the City Mayor before he left the post for a national position. He stakeholders on how the Department and its attached offices operate. was a columnist of three (3) local newspapers and used to teach in a state university in Davao City for several years.

faithful compliance with Republic Act 11032 or the Ease of Doing Business and Efficient Service Delivery Act of 2018, this

As this extended version is the first of its kind, we deemed it a supporting document to our reengineering efforts in compliance with the Anti-Red Tape Act, as amended by RA 11032. The hard copies of all operations manuals were collected and subsequently submitted to the office of the Secretary.

Finally, may this book serve as a valuable guide during President Ferdinand “Bongbong” R. Marcos Jr.’s administration in monitoring and evaluating or reviewing the performance of DA as a whole. The OneDA Reform Agenda is a living testament of a thrust so comprehensively, carefully, and scholarly crafted that it necessarily paves the way for the kind attention of the following leadership.

Usec. Roldan G. Gorgonio Undersecretary for Administration and Finance

HISTO 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. 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.

HISTOR Y 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).

ORY

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. (19411942) 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 (1953-1955) 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.

HISTOR Y 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 (GMA-CARES). 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 self-sufficiency 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. 11

THE D E PA R T M E N T OF A G R I C U LT U R E LOGO

G o l d e n Gra i ns symbolize the goal that the Department seeks to attain for the sector - bountiful harvest - manifested in agricultural productivity, food security, and self-sufficiency.

G r een S ta l ks T i e d Toge th er 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”.

fo o d -s e c u re

and

resi l i e n t P hil ippin e s wi th e m p o w e red a n d p ros p e ro u s farme rs and f is h e r fo l k

VISION

“ A

“

CO N S O L I DAT I O N 01

Bayanihan Agri Clusters

Collective Action/Cooperatives Development

Province-Led Agriculture and Fisheries Extension Systems

Mobilizations and Empowerment of Partners

Diversification

Credit Support

M O D E RN I ZAT I O N

OneDA 14

Technology and Innovation including Digital Agriculture

Farm Mechanization and Infrastructure Investments

Climate Change Adaptation and Mitigation Measures

Food Safety and Regulations

INDUSTRIALIZATION 11

Agri-Industrial Business Corridors (ABCs)

Global Trade, Export Development, and Promotion

Post-Harvest, Processing, Logistics and Marketing Support

PROFESSIONALIZATION 14

Agriculture Career System

Education and Training : Agribusiness Management

Youth and Women Engagement

Ease of Doing Business and Transparent Procurement

Strategic Communications

01 B ay a n i h a n A gr i C l uste r s Farm clustering and consolidation, which will be known as “Bayanihan Agri Clusters” (BAC), involves the integration of government interventions—such as provision of loans, farm mechanization, free seeds and fertilizers, and market support—to organized farmer/fisher groups. It aims to empower stakeholders to reduce production costs, gain more benefits from the agriculture value chain, and direct interventions to achieve economies of scale.

02 C o l l ec t i ve Ac ti on/C oope ra ti ves D evel o p me nt Collective action involves organizing farmers/fishers into cooperatives or business entities to become viable blocks or units of production enjoying higher efficiencies in operations and improved profits. Linkages between organized farmers/fishers and major players in the food industry must be established to gain a steady market for their produce. The “big brother-small brother” arrangement between major agribusiness firms and organized agriculture smallholders will also facilitate transfer of technologies.

Pr ov i n c e- Led A gr i c ul tur e a nd F i s h er i es E xte nsi on S y ste m s

Mo b ilizatio n s an d E mp o wermen t o f Partn ers

To strengthen the collaboration between DA, local government units,

The DA will pursue a policy of active participation and

academe, and private sector, the Provincial Agricultural and Fisheries

partnership with the private sector in establishing

Extension Systems (PAFES) will be institutionalized to bring extension

more agri-based industries in the countryside and

services to the grassroots level amid the challenges of devolution.

developing markets for agriculture products.

With PAFES, the province serves as an extension hub that synchronizes

In particular, the DA will continuously court

agricultural plans and programs as well as orchestrate the activities of the

partnerships with local government units and

various stakeholders. DA will co-plan, co-invest, co-implement, and co-

individual provinces.

monitor priority projects in the provinces, particularly as they embark on commodity specializations to maximize comparative advantage.

D i ver s i f i c a ti on

Cred it Su p p o rt

Farmers, particularly those involved in the production of

DA’s agricultural credit policy framework will now focus on

rice, corn, and coconut, will be encouraged and supported to

promoting active participation of the banking sector and

diversify into other commodities such as vegetables and other

government financial institutions in the rural financial system.

high-value seasonal crops to boost their incomes.

07 Te c h n o l o g y a nd Innov a ti on in c l u d i n g Di gi ta l A gr i c ul tur e Digital technology and innovations, such as e-Kadiwa and the use of data analytics, will be leveraged throughout the food value chain and logistics, starting with the efficient distribution of inputs to farmers enrolled in the Registry System for Basic Sectors in Agriculture (RSBSA). The automated system will improve farm productivity and cut waste by using analytics to facilitate data-driven farming practices for small farmers. Crop production will be monitored using digital databases to strengthen the digitization of farming and agribusiness activities in the country and pave the way for “Agriculture 4.0”.

08 Farm M ech an izatio n an d I n fras tru ctu re I nves tmen ts Vital rural infrastructure such as farm-to-market roads, irrigation systems, postharvest facilities, storage, tolling, processing, and marketing facilities, in partnership with the private sector and concerned agencies and LGUs will be aligned and planned out according to their impact on supply, markets, and climate change. The private sector and LGUs will also be engaged in the creation of food hubs and establishment of efficient transport and logistics systems.

09 C l i ma t e C h a nge A da pta ti on a nd M i t i g a t i o n Me a sur e s The DA will aggressively pursue and institutionalize regional and provincial climate risk and vulnerability assessments to inform proactive measures during typhoon season and other natural disasters. Regional Field Offices (RFOs) will be deployed and strengthened for early warning advisories and disaster risk management activities.

Fo o d S a f et y a nd R e gul a ti ons

Agri-I n d u s trial Bu s in es s Co rrid o rs (ABCs )

The DA will focus funding and activities in mitigating the

The DA will pursue the establishment of Agri Industrial

effects of plant and animal diseases by improving laboratory

Business Corridors (ABCs) with Fisheries Management Areas

and research facilities, building up traceability systems, and

and trading posts to provide smallholder farmers and fisherfolk

unifying sanitary and phytosanitary control measures against

access to resources, including state-of-the-art production

plant and animal epidemics.

technology, hatcheries and nurseries, capital, and value-adding facilities.

12 G l o b a l Tra d e , Expor t D evel o p me nt, a nd Pr om oti on To strengthen the competitiveness of provinces and regions in the production of specific crops, the value chain will be the center of program and project rollouts. From mechanizing farm practices, developing processing facilities, and incubating export-oriented

businesses

agri-industrial

business

corridors, smallholders will be given the chance to hold up their end of the value chain as suppliers of raw material to be processed into export products. The DA will rally provinces and regions into championing their own high-value crops with vast export potential. More than ever, the DA will safeguard existing international cooperation to open up avenues for global trade expansion.

Ag r i c u l t u r e C a r e e r S y ste m

E d u catio n an d Train in g : Agrib u s in es s Man agemen t

As Higher Education Institutions (HEIs) and agricultural state

Education and trainings will be conducted with focus on

colleges and universities (SUCs) are challenged to produce

helping farmers learn and improve their knowledge and skills in

the next generation of farmers and agripreneurs, the DA will

entrepreneurship and farm business management.

actively form partnerships and linkages for internships and promote agriculture as a viable formative and professional

Coupled with agri-industrialization, agripreneurship will

track, especially in rural areas.

serve as core strategy to modernize the country’s agriculture sector, create employment and income opportunities and uplift

The DA will play an advisory role in strengthening curricula in

millions of smallholder farmers.

the agricultural sciences and integrating these in the dynamism of university systems and the project of nation-building. It will

A system for certifying agribusiness managers will be instituted

enhance the capacity of the sector to absorb agriculture and

to formalize leadership roles in various farmers’ organizations.

agribusiness graduates through a merit and incentive system. It will stabilize its own manpower capacity to attract the brightest and most talented agriculture graduates through competitive compensation packages and upward career mobility.

16 Yo u t h a n d Wom e n Enga ge m e nt Information dissemination on long-term agricultural programs, practices, and learning platforms will target the engagement of youth and women. As the active population of farmers and fishers enter senior citizenship, the DA will aid in the transition of the largest and most competitive agri-enterprises into the management of a younger crop of leaders, scientists, and researchers.

17 E a s e o f D o i ng B usi ne ss a nd Tra n s p a r en t Pr oc ur e m e nt The DA will continue to pursue “internal cleansing,” and strengthen and synchronize efforts to institute a more transparent, technology-driven procurement system. DA will also aid agripreneurs, especially medium and small Micro, small and medium enterprises (MSMEs), in reducing the cost and effort of complying with the regulatory burdens of doing business.

18 S tra t eg i c C o mm u n i c a ti ons The DA will pursue comprehensive and

proactive

strategies

for

communications the

agri-fishery

sector and to strengthen awareness among stakeholders, partners, and the public. This will involve the integration of the Department’s key

information,

communications

education

and

responsibilities

employing both traditional offline as well as modern online channels.

Operations Manual

SERVICE

Central Office Central Office Central Office Central Office Central Office Central Office Central Office Central Office Central Office Central Office Central Office Central Office Central Office Central Office Central Office

Administrative Service

A D M I N I S T R AT I V E SERVICE To provide the Department of Agriculture 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.

Fun c t i o n s - - - ---------------------------------------------------------------------------•

The Administrative Service shall spearhead 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 shall be responsible for managing the assets of the Department, generating income from these assets and providing an efficient procurement program.

•

The Administrative Service shall also be responsible in providing staff support services in administration and management.

The Administrative Service has six (6) divisions.

Administrative Service

Office of the Director

Personnel Division

Procurement Division

Records Division

Agriculture and Fisheries Information Division

General Services Division

Human Resources Development Division

PERSONNEL DIVISION Func t i o n s - - - --------------------------------------------------------------------- ------The Personnel Division shall be responsible for providing the

•

Department with economical, efficient and effective service relating to human resource management and administration.

Provide overall direction in the implementation of a strategic human resource and personnel management development programs.

•

Provide assistance and service in the promulgation of office orders, rules and regulations relative to human resource development, plans and programs.

•

Facilitate the necessary technical and financial resources required by the division and to execute their work effectively.

•

Build network and linkages and outside DA along HRD work.

•

Advise management on personnel policy and administration.

•

Provide the Department with economical, efficient and effective service relating to personnel administration and management.

RE C RU IT MENT, PLAC EMENT AND DOCUME NTATI ON SE CTI ON •

Develop and administer personnel programs which include recruitment, personnel selection, appointment and other personnel actions.

•

Review, plan, direct and supervise the preparation, processing of appointments, application for transfer, resignation, reinstatement and other related personnel action in conformity with the CSC laws and rules, pertinent regulation and established policies.

•

Interpret applicable provisions of the Civil Service Laws, and Rules and Regulations, which concern personnel actions and activities.

•

Conduct inventory appraisal and computerization of personnel data base.

•

Update and maintain the 201 file of DA officials and employees.

•

Prepare and release personnel documents such as service record, clearance, certifications, service contracts, among others.

•

Prepare statistical reports on personnel movement and complement.

•

Responsible for the storage and disposal of personnel records.

•

Maintain personnel records and statistics.

R e cr u i t m en t , Pl a c e m e nt a nd D oc u men tatio n Recruitment/ Hiring/Selection of Regular Employees/Transferees 1.

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 and review the qualifications of the applicant, if he meets the required qualifications standards, then refers the application to the head of the office where the vacancy belongs.

Interview potential candidates and submits 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.

Submit to the Personnel Division 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 forwards papers to the Selection Board for signature.

Sign appointment and returns the same to the Chief, Personnel Division concerned for signature.

Sign both the appointment and the PDF then forwards the same to the approving official for signature.

10. Sign appointment and forwards it to the Accounting Division for funding and signature of the Chief Accountant. 11. Certify the fund availability and sign appointment then forwards the documents to the approving official for signature. 12. Approve/sign the appointment and PDF and returns to the Personnel Division for notation and proper recording. 13. Issue original appointment to appointee and furnishes him/her a copy of the PDF.

Submits Report of Personnel Action (ROPA) to the

Civil Service Commission (CSC) for review.

Promotion of Employee 1.

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 Outstanding Accomplishments/Potential Performance Rating

Confirm the availability of Selection Board members, prepares 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 returns the documents to the Personnel Division.

Protest/Appe al on Appointment of Employee 1.

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.

Resignation/Separation from Service 1.

Submit the letter to the Service Chief with the following documents attached: Office Clearance Statement of Assets and Liabilities Latest performance rating Certificate of no pending administrative case

Endorse the letter to the Personnel Division.

Prepare the acceptance of resignation for signature of the following officials: Secretary for Division Chiefs and above Undersecretary concerned for positions below Division Chiefs.

Sign the acceptance of resignation and returns the same to the Personnel Division.

Endorse approved acceptance of resignation to the Civil Service Commission for notation then releases to employee concerned

Request for Inter-Office Transfer/Detail of Personnel 1.

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

Notate on the request for the transfer/detail and forwards 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 returns 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.

Transfer to other Government Office 1.

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.

Retirement 1.

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

Receives and verifies if all requirements had been submitted.

Forward the retirement application form to approving official for signature.

Approve 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 the Personnel Division, as allowed under RA 1616.

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

In Case of Death of Employee 1.

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.

Processing of First/Last Salary 1.

Inform the employee concerned to submit the following requirements: First Salary 1. 2. 3. 4. 5. 6.

Appointment Time card Oath of office Assumption to duty Assets and liabilities Clearance from former office

Last Salary 1. 2. 3. 4. 5. 6.

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

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

Certify the claim that employee has not receive 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 forwards 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.

10. Notify the employee concerned and release the check. 11. Inform the Personnel Division that payment had been made. 28

Letter of resignation Memo re: Termination Service record Duly accomplished clearance Time Card Certificate of last received, if transferee

PER S O NNEL WELFARE AND BE NE FI TS SE CTI ON •

Enforce/implement policies and procedures, rules and regulations on position classification and pay.

•

Conduct evaluation study of the existing policies on leave benefits such as vacation and sick leaves, terminal leave, maternity leave and others.

•

Undertake necessary actions on separations, recruitments, resignation, deaths, drop-outs and transfers.

•

Enforce/implement office rules and regulations on punctuality and attendance.

•

Prepare, review and process payrolls of permanent, casual and contractual employees.

•

Prepare, review and process various employees’ claims on personnel benefits.

•

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

•

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

Pe rs o n n el Wel f a r e a nd B e ne f i ts Payroll Preparation of Regular Employees 1.

Prepare/compute monthly salaries of each official/employee based on the approved plantilla of personnel including the mandatory deductions required by GSIS, BIR, etc.

Review and print the payroll.

Check and certify the payroll as to its correctness and forwards it to the Budget Division for obligation.

Obligate and sign the Obligation Request and Status (ORS) and forward it together with the payroll to the approving officials for signature and approval.

Sign both the ORS and payroll then forward it to the Accounting Division.

Process and sign the payroll and forwards it to the Cashier for the preparation of Cash Advance.

Prepare and submits weekly report of payment to Land Bank for posting of salary through ATM.

Payroll Preparation for Salaries of Contract of Service (COS) Personnel 1.

Prepares 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 forwards 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.

Payroll Preparation of Incentives and Allowances 1.

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 forwards it together with the payroll to the Accounting Division.

Sign the ORS and Payroll for certification of funds availability and forwards 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.

Filing of Clearance 1.

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.

Daily Attendance Monitoring of Absences and Undertimes 1.

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 posts in their respective leave cards and 201 files.

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

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.

Filing of Sick Leave 1.

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

If leave –

exceeds 5 days, presents a Medical Certificate if for 30 days, submits a duly accomplished clearance if for 15 days and there are no more leave credits credited to the employee concerned, submits a duly accomplished clearance. 2.

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.

Filing of Vacation Leave 1.

File leave form together with the duly accomplished clearance form if: Leave is for 30 days or more Employee is an accountable officer Leave is for 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.

Filing of Maternity Leave 1.

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.

Filing of Maternity Leave 1.

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.

Commutation of Leave

Terminal leave

2. 3. 4. 5.

Accomplish the leave form and submit it to his/her immediate

signed by the Chief of the requesting employee together

Recommend approval by signing leave application and

with the following supporting documents:

forward it to the office of the FMS Director for signature.

Service Record

Sign leave application and forward it to the Personnel

Clearance from money, property and legal

Division.

accountability

Sign leave application and return it to the requesting

Statement of Assets and Liabilities

employee concerned.

Certificate of no pending administrative case/s

Prepare all requirements such as:

Ombudsman Clearance

Certification of available leave credits

National Extension Project (NEP)and Special Vehicle

Duly accomplished clearance if leave exceeds 30 days

Loan Fund (SVLF) Clearances

Medical certificate in case of sick or maternity leave

Copy of last appointment

After accomplishing all the requirements, forward the same

to the Personnel Division. 7.

Compute the amount of commutation and prepare the

Compute the total number of accumulated leave and prepare certificate of leave credits.

Review and initial the prepared DV and forward it to the

Sign the certificate of leave credits.

Personnel Chief for signature.

Check the completion of the supporting documents and

Sign the DV and forward it to Cash Section.

prepare Disbursement Voucher (DV) and forwards it to the

Sign the certification and forward it to Division Chief/ Director/ASEC/USec concerned. 10. Sign the DV and forwards it to the Budget Division for the preparation of the Obligation Request and Status (ORS). 11. Prepare and accomplish the ORS and forward it to Accounting Division. 12. Review and process the DV and forward it to the Accounting Division for the Assistant / Chief Accountant’s initial/ signature. 13. Sign the DV and forward it to the office of FMS Director for signature. 14. Sign the DV and forward it to Cash Section for check preparation. 15. Prepare check for payment and forward it to the approving official. 16. Sign check and forward it to Cash Section for payment. 17. Release the check to employee concerned.

Recommend approval and forward it to the Personnel Division.

Disbursement Voucher (DV). 8.

File request for terminal leave using CSC form No. 6, duly

supervisor for signature.

approving official. 6.

Submit to the Budget and Accounting Divisions for processing.

PROCESS FLOW PAYROLL PR EPA R AT I ON F OR SA L A R I ES O F CO S P E R S O N N E L

ASSIGNED PERSONNEL STAFF

START Print DTR: • On the 16th (1 to 15) or 1st (16 to 30) day of the month: 2 hours

Release DTRs to respective coordinators: 15 mins per office

Computate lates, undertime and absences: within 1 day

Encode lates, undertimes, and absences then compute salary: within 1 day

Release of ist of Due and Demandable Accounts Payable (LDDAP): 30 mins if all signatories are present

Forward payroll to the Accounting ivision for review and processing: 30 mins.

Print payroll: 1 hour

Check, sign, attach, and certify photocopied documents: within 1 day

Print roster and transmittal letter to LBP to credit the salary after 24 hrs upon receipt of LDDAP: 30 mins

END

PERSONNEL DIVISION CHIEF

Sign payroll: 30 minutes

PAYROLL PR EPA R AT I ON OF R EG U L A R EM P LOY E E S

ASSIGNED PERSONNEL STAFF

START

BUDGET DIVISION

ACCOUNTING DIVISION

Prepare/compue monthly salary: within 1 day

Obligate and sign Obligation Request and Status (ORS). Forward this with payroll to approving officials for signature and approval: 30 mins

Process and sign the payroll. Forward it to the Cashier for preparation of Cash Advance: 1 hour

Review and print payroll: within 1 day

Sign both the ORS and payroll and forward it to Accounting Division: 30 mins

Prepare and submit weekly report of payment to Landbank of the Philippines (LBP) for posting of salary through ATM: 1 hour

Check and certify payroll then forward the same to Budget Division: 4 hours

END

PROCESS FLOW PAYROLL P R EPA R AT I ON OF I N C EN T I V E S A N D A L LO WA N CE

ASSIGNED PERSONNEL STAFF

START

BUDGET DIVISION

ACCOUNTING DIVISION

Draft payroll: 4 hours

Sign the ORS and payroll for Funds availability then forward it to the approving official concerned: 1 hour

Sign payroll and forward it to the Accounting Division for preparation of LDDAP: 30 mins

Prepare, review, and sign the LDDAP then forward it to FMS Director for approval: 1 hour

Submit the LDDAP to LBP for the deposit of incentive/allowance to ATMs: 15 mins

Print adjusted sheet for review and corrections for signature of the Chief: 6 hours

Prepare and sign ORS then forward it to the Accounting Division: 1 hour

END

F I L I N G O F CL E A R A N C E

PROCE SSIN G OF C ON T R AC T S

CONCERNED STAFF

START

ASSIGNED PERSONNEL STAFF

Submit required documents

Check documents submitted: 15 mins

FMS DIRECTOR

Initial on contract: 15 mins

START Fill up clearance and route to relevant offices: within 3 days DIRECTOR OF ADMINISTRATIVE SERVICE

Evaluate proposed COS personnel based on CSC Qualification Standards: 15 mins

Initial on contract: 15 mins

Process contracts; print, number contract and prepare matrix: 1 hour

UNDERSECRETARY FOR ADMIN AND FINANCE AND CONCERNED USEC

Forward to the requesting office for signature: 5 mins

END

Earmark funds: within the day

ADMINISTRATIVE SERVICE DIRECTOR

Sign contract: 15 mins

Sign clearance and forward to the Admin Director for approval: 5 mins

Approve clearance return to concerned employee: 5 mins.

END

PROCESS FLOW R ECRU ITM EN T/ H I R I N G / SELECTION OF R EG U L A R EMPLOYEES/ T R A N SF ER EES

P RO M OT I O N O F E M P LOY E E

CONCERNED PERSONNEL STAFF

START

Receive online the application letter together with required documents stated in the DA website (Transcript of Records, etc.): 15 mins

Submit recommendation for promotional line up together with justification and submission of requirements from the end-user: 30 mins

Verify availability of position. Review qualification and refer the application to the head of office where the vacancy belongs: 30 mins

RESPECTIVE OFFICES

HRMSPSB SECRETARIAT

Prepare assessment/ evauation of each promotee: 30 mins

Confirm availability of the HRMPSB members, prepare schedule of meeting and disseminate notice of meeting among the members: 1 hour

Interview potential candidate

HRMSPSB

Convene and deliberate promotional line-up of each division: 10 mins per applicant

HRMSPSB

Prepare comparative and qualification assessment and schedule meeting of the Personnel Selection Board (PSB): 1hr per applicant

Prepare top five (5) shortlisted candidates as recommendation from the HRMPSB for approval of the Secretary: 1 hour

Conduct HRMPSB deliberation, evaluate applicants through panel interview, and decide on the selection of the most qualified: 10mins per applicant

Prepare appointment and PDF to be signed by the Personnel Chief, Secretary, and Chair of HRMPSB: 1hr per applicant

APPOINTING SECRETARY

Sign appointment: 15 mins

Prepare appointment and forward document for signature of the Secretary: 1 hour

SECRETARY

Approve and select one from the top five (5) shortlisted candidates; 30 mins

END

P ROT E S T/A P P E A L O N A P P O I N T M E N T O F E MPLOYE E

Sign appointment and forward to the Accounting Division: 15 mins DULUGAN BAYAN CORE COMMITTEE SECRETARIAT MEMBER CHIEF, BUDGET DIVISION

Issue original appointment to appointee: 30 mins

Certify fund availability and sign appointment: 15 mins

START Prepare schedule of Dulugan Bayan Committee Members upon request of the protest/appeal: 30 mins

END

Check the availability of the Dulugan Bayan Members: 30 mins

Issue Notice of Meeting: 15 mins

Selection by rotation basis as to whom will handle the case: 15 mins

Discussion of the case: 2 hours

Prepare S.O. constituting the members/secretariat resposible for the subject case: 30 mins

Receive/release decision within the required number of days: 15 mins

END 35

PROCESS FLOW R ESIGNATI ON / SEPA R AT I ON F ROM SER V I CE

REQUESTING/CONCERNED EMPLOYEE

CONCERNED EMPLOYEE

START Submit letter to the Service Chief with necesarry documents: 30 mins

Endorse letter to Personnel Division: 10 mins

T R A N S F E R TO OT H E R GOV E R N M E N T O FFI C E

CONCERNED PERSONNEL STAFF

SECRETARY

Prepare acceptance of resignation for signature of the Secretary: 15 mins

Sign acceptance of resignation: 10 mins

START Secure Authority to Transfer from the Secretary: 30 mins CONCERNED PERSONNEL STAFF

Submit duly acomplished clearance signed by Division Chiefs: 15 mins

Endorse acceptance of resignation to the Civil Service Commision for notation: 10 mins

Forward authority to transfer to authorized approving official for signature: 10 mins

AUTHORIZED APPROVING OFFICIAL

END

Forward authority to transfer to authorized approving official for signature: 10 mins

RE QUE ST FOR I N T ER -OF F I C E T R A N SF ER / D E TA I L O F PE R SONNE L

Sign authority to transfer: 10 mins SECRETARY

Approve authority to transfer: 10 mins CONCERNED PERSONNEL STAFF

CONCERNED PERSONNEL STAFF

START

Sign and release the request to Personnel Division: 10 mins

Prepare and notate request for authority to transfer/detail

Prepare Special Order (S.O) regarding the transfer/detail and other supporting documents: 30 mins

END

SECRETARY

Sign and approve transfer/detail order: 10 mins

Prepare Special Order (S.O) regarding the transfer/detail and other supporting documents: 30 mins Release original copy of the S.O. to requesting employee: 10 mins

RECORDS DIVISION

Photocopy aproved transfer/ detail order and other supporting documents: 10 mins

Report to requesting office on date specified in the Order: 10 mins 36

END

Notate and keep file of authority to transfer: 10 mins

PROCESS FLOW R ETIR EME N T

I N C A S E O F D E AT H O F E M P LOY E E

CONCERNED PERSONNEL STAFF

CONCERNED FAMILY MEMBER

START

START CONCERNED PERSONNEL STAFF

Inform retiree of forthcoming compulsory retirement two (2) months before retirement date: 30 mins

Inform the Personnel Division of the death of the employee: CONCERNED EMPLOYEE

Prepare service record and computation of accumulated leave credits: 2 hours

Prepare and submit necesarry requirements like routing of clearance: within 1 week

Submit duly accomplished office clearance and documents

Prepare documents for submission to GSIS: 1 hour

Receive and verify requirements submitted: 15 mins SECRETARY

Forward retirement application form to approving official: 10 mins

Approve retirement application: 10 mins

Prepare voucher of retirement gratuity and forward documents to Budget Division for processing: 1 hour

Submit/file approved application to Personnel Division: 1 hour

Advise to submit the necesarry requirements for processing of benifits (accumulated leaves): 30 mins

Advise and assist heirs on proper procedures for processing of claims at GSIS: 2 hours

Collect computed amount accumulative leave

END

P RO C E S S I N G O F F I R S T A N D L A S T S A L A R Y

Receive the benfits/claims ASSIGNED PERSONNEL STAFF

END

START

CONCERNED EMPLOYEE

Issue memorandum requiring of documents: 30 mins

Prepare the requirements and submit to Personnel Division: within 1 week

Prepare disbursement voucher (DV) with attched documentary requirements and forward to Cashier Section: 1 hour

Certify the claim that employee has not received any payment and return to Budget Division: 30 mins

ACCOUNTING

Sign the DV and foreard to Cashier: 10 mins

Prepare Obligation Request an Status (ORS), assign control number. and forward to Accounting Division: 30 mins

Prepare the List of Due ad Demandable Accounts Payable (LDDAP) an forward to approving official for countersigning: 10 mins

Process the DV and forward to approving official for signature and Accounting Division for processing: 30 mins

Prepare the List of Due ad Demandable Accounts Payable (LDDAP) an forward to approving official for countersigning: 10 mins

END 37

PROCESS FLOW DAILY ATT EN DA N C E M ON I TOR I N G OF ABSENCES A N D U N DERT I M ES

FI L I N G O F S I C K L E AV E S

ASSIGNED PERSONNEL STAFF

AVAILING EMPLOYEE

START

Print monthly report of tardiness, undertimes, andor absences of each division: 15 mins

Accomplish leave form: 10 mins

Furnish the Divisions of copies of aforementioned reports: 15 mins

SUPERVISING ADMINISTRATIVE OFFICER

Approve/disapprove leave form

Submit leave from to recommending official for approval: 10 mins

Compute and consolidate absences and underimes of each employee: 1 day

Send copy of list absences/ tardiness to Division Chiefs: 15 mins

END

Approval leave Review and process filed leave with attached documents: 30 mins

Certify available leave credits and forward the same to the Personnel Chief for signature: 30 mins

Initial on leave form and return the documents to Personnel Division: 15 mins

MONITORI N G OF L EAV E C R EDI T S Approve leave form and return the documents to Personnel Division: 15 mins

ASSIGNED PERSONNEL STAFF

START Prepare monthly computation of leave cedits of each employee and official: 30 mins

Prepare annual report of leave credits duly signed by Chief of Division: 1 day

Furnish each employee a copy of year-end balances of vacation and sick leaves: 15 mins per employee

END 38

Update leave card, file approved leave and furnish copy to applicant

END

Yes

No SL (Sick Leave) credits, Use VL (Vacation Leave) credits.

PROCESS FLOW FILING OF VAC AT I ON L EAV E

AVAILING EMPLOYEE

SUPERVISING ADMINISTRATIVE OFFICER

START

Approve/disapprove leave form

Accomplish leave form: 10 mins

Approval leave

Submit leave from to recommending official for approval: 10 mins

Review and process filed leave with attached documents: 30 mins

Certify available leave credits and forward the same to the Personnel Chief for signature: 30 mins

Initial on leave form and return the documents to Personnel Division: 15 mins

Yes

No VL (Vacation Leave) credits. Leave charged to salary.

Approve leave form and return the documents to Personnel Division: 15 mins

Update leave card, file approved leave and furnish copy to applicant

END

FILING OF M AT ER N I T Y L EAV E

AVAILING EMPLOYEE

START File leave form. Submit with supporting documents: 10 mins

Sign leave form. Foward to Personnel Division: 10 mins

ASSIGNED PERSONNEL STAFF

CHIEF

SUPERVISING DIVISION OFFICER

Check and review attached suporting documents: 30 mins

Sign leave form and forward to approving official for signature: 15 mins

Approve leave form and return to Personnel Division: 15 mins

Initial documents and forward to Personnel Chief and signature: 15 mins

Update leave card and file approved leave: 15 mins

END 39

PROCESS FLOW COMMU TAT I ON OF L EAV E

AVAILING EMPLOYEE

SUPERVISING ADMINISTRATIVE OFFICER

START

Recommend approval by signing leave application and forward to FMS Director for signature: 10 mins

Accomplish leave form and submit to his/her supervisor for signature: 10 mins Sign leave application and forwarded to the Personnel Division: 10 mins

ASSIGNED PERSONNEL

Sign leave application and return requesting employee: 10 mins

Sign the DV then forward to cashier and Budget Division for ORS preparation: 10 mins

ACCOUNTING

Compute amount of leave communication and prepare DV: 1 hour

Review and initial the prepared DV and foward to Personnel Chief for signature: 15 mins

Prepare and accomplish the ORS and forward to Accounting Division 30 mins

Sign the DV and forward to office of FMS Director for signature then forward to cashier for check preparation: 10 mins

END

Prepare LDDAP for payment and forward to approving official: 30 mins

Release to employee concerned

TE R MINAL L EAV E

AVAILING EMPLOYEE

ASSIGNED PERSONNEL

SUPERVISING ADIMINISTRATIVE OFFICER

START File request for terminal leave duly signed by the Chief of requesting employee with supporting documentsand foward to Personnel Division: 10 mins

Compute total number of accumulated leaves and prepare certificate of leave credits: 2 hours

Check the completion of supporting documents, like clearance from the GSIS, and prepare Disbursement Voucher then forward to approving officials: 30 mins

Submit to Budget and Accounting Divisions for processing: 10 mins

END 40

Sign certificate of leave credits: 10 mins

PROCUREMENT DIVISION R.A. No. 9184, otherwise known as “The Government Procurement Reform Act” and its 2016 Implementing Rules and Regulations (IRR) promulgated by the Government Procurement Policy Board (GPPB), together, may be referred to as the “Bible” on government procurement.

LEGAL REFERENCES AND APPLICABILITY 1.

Republic Act (R.A.) 9184 otherwise known as Government Procurement Reform Act (GPRA) and its 2016 Revised Implementing Rules and Regulations (RIRR);

Government Procurement Policy Board (GPPB) Resolutions and Non-Policy Opinions or Matters;

Relevant Commission on Audit (COA) Circulars; and

Other Related Laws and Pertinent Jurisprudence On Government Procurement.

KEY PLAYERS IN PROCUREMENT A. Head of Procuring Entity (HoPE) B. Bids and Awards Committee (BAC): 1. BAC Chairperson 2. BAC Vice-Chairperson 3. Regular Members 4. Provisional Members 5. End-user C. Technical Working Group (TWG) D. Procurement Division/BAC-Secretariat

CRITICAL PERIODS IN THE PROCUREMENT TIMELINES ON PUBLIC BIDDING Procurement activities, the period of which cannot be shortened. Activities

Period

Posting of Invitation to Bid

Seven (7) calendar days pursuant to Section 21.2.1

Conduct of Pre-Bid Conference

Twelve (12) calendar days prior to the Opening of Bids pursuant to Section 22.2

Conduct of Opening of Bids

Twelve (12) calendar days after the Pre- Bid Conference pursuant to Section 22.2

Procurement activities, the period of which can be shortened. Activities

Period

Remarks

From Opening of Bids to the issuance of Notice of Award

Three (3) Months (pursuant to Section 38.1)

(G.R. No. 212381) Jacomille vs Abaya et. al, states as follows:

“The procurement process from the opening of bids up to the award of contract shall not exceed three (3) months, or a shorter period to be determined by the Procuring Entity concerned. ”

“This period is not merely directory but mandatory in character. There is nothing in the law which states that the 3-month period can be disregarded. Non- compliance with the period will certainly affect the validity of the bidding process.”

One Hundred Twenty (120) calendar days from the Opening of Bids (pursuant to Section 28 and discussed in NPM 18-2012)

The Notice of Award must be issued within the bid validity period. Otherwise, the act of acceptance by the Procuring Entity will be rendered nugatory and ineffectual as there is no longer an offer to accept.

From the Opening of Bids to the issuance of Notice to Proceed

“The validity of the bid security is material at the time of the issuance of the NOA since the validity of the bid security signifies that the bidder’s bid or offer still stands at the time the procuring entity awarded the contract The validity of the bid or offer is vital because the NOA or the act of acceptance by the procuring entity will be rendered nugatory and ineffectual when there is no longer an “offer” to accept.

EXCEPTIONS TO THE APPLICATION OF R.A. 9184 AND ITS 2016 RIRR

•

Pursuant to Sections 4.2,4.4 and 4.5 of the 2016 RIRR of R.A. 9184, the following shall not apply:

•

Any Treaty or International or Executive Agreement to which the GoP is a signatory affecting the subject matter of the Act and this IRR shall be observed. In case of conflict between the terms of the Treaty or International or Executive Agreement and this IRR, the former shall prevail. (Section 4.2 of 2016 RIRR of R.A. 9184)

•

Procurement of Goods, Infrastructure Projects and Consulting Services funded from Foreign Grants covered by R.A. 8182, as amended by R.A. 8555, entitled “An Act Excluding Official Development Assistance (ODA) from the Foreign Debt Limit in order to Facilitate the Absorption and Optimize the Utilization of ODA Resources, Amending for the Purpose Paragraph 1, Section 2 of R.A. 4860, As Amended,” unless the GoP and the foreign grantor/foreign or international financing institution agree otherwise. (Section 4.4 (a) of 2016 RIRR of R.A. 9184)

•

Acquisition of real property which shall be governed by R.A. 107523, entitled “An Act Facilitating the Acquisition of RightOf-Way Site or Location for National Government Infrastructure Projects,” and other applicable laws, rules and regulations. (Section 4.4 (b) of 2016 RIRR of R.A. 9184)

•

Public-Private sector infrastructure or development projects and other procurement covered by R.A. 6957, as amended by R.A. 7718, entitled “An Act Authorizing the Financing, Construction, Operation and Maintenance of Infrastructure Projects by the Private Sector, and for Other Purposes,” as amended: Provided, however, That for the portions financed by the GoP, in whole or in part, the provisions of the Act and this IRR shall apply. (Section 4.4 (c) of 2016 RIRR of R.A. 9184)

•

Direct financial or material assistance given to beneficiaries in accordance with the existing laws, rules and regulations, and subject to the guidelines of the concerned agency. (Section 4.5 (a) of 2016 RIRR of R.A. 9184)

•

Participation in local or foreign scholarships, trainings, continuing education, conferences, seminars or similar activities that shall be governed by applicable COA, CSC, and DBM rules. (Section 4.5 (b) of 2016 RIRR of R.A. 9184)

•

Lease of government-owned property as lessor for private use. (Section 4.5 (c) of 2016 RIRR of R.A.9184)

•

Hiring of Job Order Workers. (Section 4.5 (d) of 2016 RIRR of R.A. 9184)

•

Joint Venture under the revised NEDA Guidelines (GOCC and Private Entities), and Joint Venture Agreements by LGU with Private entities. (Section 4.5 (e) of 2016 RIRR of R.A.9184)

•

Disposal of Property and Other Assets of the Government. (Section 4.5 (f) of 2016 RIRR of R.A.9184)

PROCUREMENT PLANNING WITH TIMELINES

A. Procurement Planning Timelines for Non-Procurement Service Requirements Step

Action

Responsible Unit

Period

Preparation and submission of Project Procurement Management Plan (PPMP)

End-user / Chief of Offices

1st Qtr of the year

Submission of draft PPMP for Budget Preparation to the Budget Division and Procurement Division

End-user / Chief of Offices

1st Qtr of the year

Consolidation of draft PPMPs into the Indicative APP for the following year for attachment to the budget proposal

Procurement Division

1st Qtr of the year

Finalization of the draft PPMP based on the approved NEP

End-user / Chief of Offices

1st week of August before the effective calendar year

Submission of Finalized PPMP by the End-User to the Procurement Division

End-user / Chief of Offices

August 15 before the effective calendar year

Consolidation of finalized PPMP into the APP (with procurement timelines and mode of procurement)

Procurement Division - Planning Section and Purchasing Section with the BAC

1st week before September of the effective calendar year

Forwarding of the APP to the Budget Division for availability of funds, (for purposes of procurement)

Budget Division

3rd week before September of the effective calendar year

Indicative APP recommended by the BAC for approval by the HOPE.

HoPE

4th week before September of the effective calendar year

Posting of approved Indicative APP in the DA Transparency Seal

1CTS

September 30 before the effective calendar year

Dissemination of approved Indicative APP for the incoming year to End-users

Procurement Division - Planning Section

October before the effective calendar year

Revision of the Indicative APP to the final APP

Procurement Division - Planning Section

October before the effective calendar year

Submission of the Final APP to the GPPB

31st of January of every year

PROCUREMENT PLANNING WITH TIMELINES

B. Procurement Planning Timelines for Procurement Service Requirements Step

Action

Responsible Unit

Period

Preparation and submission by the End- users of the APP-CSE thru the system developed by the 1CTS based on the NEP and APP-CSE form for the succeeding year by the DBM-Procurement Service

End-user / Chief of Offices including the Regional Offices and Bureaus

September before the effective year

Printing of the consolidated APPCSE for signature and funding

Procurement Division - Planning Section

1st week of October before the effective year

Forwarding of the APP-CSE to the Budget Division for availability of funds and GSD- Property Section for signature

Procurement Division

2nd week of October before the effective year

APP-CSE recommended by the BAC for approval of the HOPE

HOPE

3rd week of October before the effective year

Submission of approved APP-CSE to DBM-PS and posting in the DA Transparency Seal

ICTS

October 31 before the effective calendar year

Procurement Planning Timelines for Revisions in the APP

Step

Action

Responsible Unit

Period

Preparation and submission of PR and PPMP thru the PMS by the Endusers

End-user / Chief of Offices

Quarterly or as the need arises

Consolidation of submitted PPMPs into the Revised APP

Procurement Division - Planning Section

Quarterly or as the need arises

Forwarding of the APP to the Budget Division for availability of funds.

Procurement Division

Quarterly or as the need arises

Revised APP recommended by the BAC for approval by the HOPE.

HOPE

Quarterly or as the need arises

Dissemination of approved Indicative APP for the incoming year to End-users

Procurement Division - Planning Section

Quarterly or as the need arises

Submission of the revisions in the APP to the GPPB

Procurement Division - Planning Section

July of the effective year and January of the succeeding year

PRE-PROCUREMENT ACTIVITIES 1. Pre-Procurement Activities for Public Bidding Step

Action

Responsible Unit

Creation of PRAS with attachment of APP and Terms of Reference/ Technical Specifications/Scope of Work (if needed) and submission through PMS

End-user / Chief of Offices

Verification, approval and number assignment of PRAS

Procurement Division - Planning Section

Submission of the hard copies of PRAS together with the Annual Procurement Plan, Terms of Reference/Technical Specifications/ Scope of Work of the requirement (if necessary) to the Procurement Division

End-user / Chief of Offices

Receipt, encode and confirmation of documents attached with the PRAS as enumerated in Step 3

Procurement Division - Monitoring Section

Certification that the request is included in the APP and updating the status in the PMS

Chief, Procurement Division

Forwarding of PRAS to the Budget Division for earmarking of funds

Procurement Division - Monitoring Section

Earmarking of Funds

Timeline

Four(4) months prior to the intended delivery date of the requirement 1 day

Budget Division

1 day

Receipt of Earmarked Funds for updating of status in the System and indorsing to the Purchasing Section.*

Procurement Division - Monitoring Section

1 day

Preparation of draft Bidding Documents and schedule of Procurement Activities

Procurement Division - Purchasing Section

Conduct of Conference

Pre-Procurement

Procurement Division - Purchasing Section, BAC, TWG and Enduser

Result of Preliminary Conference: -If no clarifications or queries were raised, prepare the final version Bidding Documents and proceed to next step. -If there are queries that need to be addressed and clarified, the PRAS and supporting documents will be returned to End-User for compliance.

BAC through the BAC Secretariat/ Procurement Division - Purchasing Section

Routing of Bidding Documents for approval of the BAC Chairperson (review and initial) NOTE: This presumes that all the queries or clarifications raised during the preliminary conference were all clarified by the enduser prior to routing and approval of the bidding document

BAC Chairperson and Procurement Division - Monitoring Section

Receipt of Approved Bidding Document and updating of status in the PMS

Procurement Division - Monitoring Section

6 days

Total no. of days: 9 days 45

PRESCRIBED TIMELINES FOR PROCUREMENT ACTION PUBLIC BIDDING Particulars

Goods/Infrastructure

R.A. 9184 Prescribed Period to Complete Procurement Action

Remarks

For Goods: Minimum of 26 calendar days and maximum of 136 prescribed

136 calendar days from

calendar days

posting of Invitation to Bid

For Infrastructure: Minimum of 26 calendar days and maximum of 141

(IB) to issuance of Notice

prescribed calendar days for ABC PhP50 Million and below; or maximum of 156

to Proceed (NTP) is the

calendar days for ABC above PhP50 Million

prescribed timeline 141/156 calendar days from posting

Additional activities excluded from the prescribed timeline of the GPPB based

of IB to issuance of NTP is

on experience on the ground:

the prescribed timeline

- Submission of PRAS pursuant to COA Circular – 1 day; - Earmarking of PRAS by the Budget Division per DA policy – 1 day; - Issuance of CAF by the Accounting Division (pursuant to P.D. 1445) - 2 days per DA-Procurement Manual; - Posting of Performance Bond by the Winning bidder – 10 days pursuant to R.A. 9184; - Referral Of Contract to the Legal Service for legal opinion (pursuant to E.O. 292) – 3 days per DAProcurement Manual; and - Signature and Review of Contract by the Winning Bidder (pursuant to R.A. 9184)– 5 days; - Thus, it takes a total of maximum period of 158 calendar days for Goods and 163/178 calendar days for Infrastructure to complete a procurement process. The procurement period becomes longer if there are Request for Reconsideration, filing of Protest, Failed Bids, and request for clarification by the prospective bidder/s.

Consulting Services

Minimum of 36 calendar days and maximum of 180 prescribed calendar days

180 calendar days from

Additional activities excluded from the prescribed timeline of the GPPB based

posting of IB to issuance

on experience on the ground:

of NTP is the prescribed timeline

Thus, it takes a total of 202 calendar days as its maximum period to complete a procurement process. The procurement period becomes longer if there are Request for Reconsideration, filing of Protest, Failed Bids, request for clarification by the prospective bidder/s.

BIDDING PROPER: Public Bidding for Goods and Infrastructure (ABC=PhP1,000,000.00 and above) Step

Action

Responsible Unit

Period

Posting of requirements on Phil-GEPS, DA website and in conspicuous place (DAOSEC Bulletin Board)

Procurement Division – Purchasing Section

7 days

Conduct of Pre-Bid Conference

Procurement Division – Purchasing Section, BAC, TWG, Enduser and Prospective Suppliers

Clarifications or concerns raised by the Bidder/s during the Pre-bid Conference: -If the end-user/s and prospective bidder/s agreed on the Terms and Conditions of the requirements, proceed with the next step. -If there are queries or clarifications raised by the Bidders, the end-user must respond to the same by revising the Terms of Reference or Technical Specifications, as the case may be.

Preparation of Bid Bulletin/s

Procurement Division – Purchasing Section

Bid Bulletin for approval by the BAC Chairperson

Procurement Division – Monitoring Section and BAC Chairperson

Posting period of Bid Bulletin on PhilGEPS, DA website and in conspicuous place (DA-OSEC Bulletin Board)

Procurement Division – Purchasing Section

Opening of Bids (Technical and Financial Proposals) and Qualification under the “Pass/Fail Stage”

BAC through the assistance of Procurement Division – Purchasing Section/BAC Secretariat, TWG, Concerned Provisional Member, Enduser and Bidders, COA representative and observers

Preparation of Minutes5 of the BAC meeting, Abstract of Bids and Memo for endorsement of bids opened to the TWG for evaluation

Procurement Division – Purchasing Section

Endorsement of Technical and Financial proposals to the TWG for evaluation and updating the status of the requirement in the PMS

Procurement Division – Monitoring Section

Evaluation of Technical and Financial Proposal and Review of the TWG Evaluation Report by the BAC

TWG and BAC through the assistance of the Procurement Division – Purchasing Section

End-user

Within 3 days including the day of the Pre-Bid Conference (12 days prior to the Opening of Bids)

1 day

1 day for posting 7 days prior to the opening of bids

1 day

5 days

Receipt of TWG Evaluation Report for updating of status in the PMS and referring the said report to Purchasing Section

Procurement Division – Monitoring Section

Preparation of Notice of Post- Qualification addressed to the Lowest Calculated Bidder (LCB) for submission of the Post Qualification Requirements

Procurement Division – Purchasing Section

Approval of the Notice of Post- Qualification and receipt of the Procurement Division from the BAC Chairperson

BAC Chairperson and Procurement Division – Monitoring Section

Sending of Notice of Post- Qualification to the Lowest Calculated Bidder requesting for the submission of the Post Qualification Requirements

Procurement Division – Monitoring Section

Submission of the Post Qualification Requirements by the Lowest Calculated Bidder to the Procurement Division

Lowest Calculated Bidder

1 day

within 5 days upon receipt of notice

Receipt of Post Qualification requirements submitted by the Lowest Calculated Bidder, indorsement of the same to the Purchasing Section and updating of status in the PMS.

Procurement Division – Monitoring Section

Referral of the Post Qualification Requirements submitted by the Lowest Calculated Bidder to the TWG for Post Qualification evaluation.

Procurement Division – Purchasing Section

1 day

Evaluation of the submitted Post Qualification Requirements of the Lowest Calculated Bidder and preparation of evaluation report

TWG

5-15 days

Submission of Evaluation Report to the BAC vis-à-vis the Post Qualification Result

TWG

1 day

Receipt of TWG Post Qualification Evaluation Report, indorse the said report to the BAC and updating status in the PMS

Procurement Division – Purchasing Section 3 days

Action by the BAC on the TWG Post Qualification report (approval or return to TWG for further action, as the case may be)

BAC with the assistance of Procurement Division – Purchasing Section/BAC Secretariat

BIDDING PROPER: Public Bidding for Goods and Infrastructure (ABC=PhP1,000,000.00 and above) Step

Action

Responsible Unit

Preparation of the BAC Resolution and Notice of Award

Procurement Division – Purchasing Section

Preparation of Contract and Notice to Proceed (NTP)

Procurement Division – Contract Management Section

Period

21 5 days

Numbering of BAC Resolution, its routing to the concerned offices and BAC Members and updating status in the PMS

Procurement Division – Monitoring Section

Approval of the BAC Resolution and Notice of Award by the HoPE or his designated approving authority

HoPE or his designated approving authority

9 days

Receipt of the Procurement Division of the approved BAC Resolution and Notice of Award and updating of status in the PMS

Procurement Division – Monitoring Section

1 day

Sending the Notice of Award to the winning and bidder and the posting of the performance bond

Procurement Division – Contract Management Review Section

Receipt of the conformed Notice of Award and the posted performance bond

Procurement Division – Contract Management Review Section

Routing of the prepared Contract and Notice to Proceed to the Legal Service for legal review

Procurement Division – Monitoring Section/Legal Service

Receipt of the legal review and updating the status in the PMS

Routing of the contract and Notice to Proceed to Accounting Division for the issuance of CAF

Receipt of the contract and Notice to Proceed from the Accounting Division and updating in PMS

Sending of contract to the winning bidder for review and signing

Procurement Division – Contract Management Review Section

5 days

Receipt of the signed contract from the winning bidder, updating of status in PMS and routing of the same together with the Notice to Proceed to the HoPE or his designated approving authority for his approval

Procurement Division – Contract Management Review Section/ Procurement Division – Monitoring

1 day

Receipt of the approved contract and Notice to Proceed from the Hope or his designated approving authority

Procurement Division – Contract Management Review Section/ Procurement Division – Monitoring

10 days

3 days

Procurement Division – Monitoring Section

Procurement Division – Monitoring/ Accounting Division

2 days

Procurement Division – Monitoring

1 day

Sending of the copies of the approved contract and Notice to Proceed to the winning bidder for conforme

Procurement Division – Monitoring

Receipt of the conformed Notice to Proceed from the winning bidder and forwarding the same together with the pertinent documents to the following offices: enduser/ implementing unit, GSD, Records Division and COA

Procurement Division – Contract Management Review Section/ Procurement Division – Monitoring

NOTE: End of the procurement process on Step 35. REASON: End-Users must be reminded that preparation and facilitation of ORS is their responsibility. 36

End-user/Implementing unit will prepare the ORS for obligation for purposes of payment

3 days Procurement Division – Monitoring

Note: the Procurement Division will only monitor the preparation of the ORS to ensure the obligation of the perfected contract

TOTAL NO. OF DAYS

Minimum of 91 days Maximum of 101 days

BIDDING PROPER: Consultancy / Consulting Services NOTE: The Pre-Procurement Process for Goods and Infrastructure is the same with Consultancy Services Step

Action

Responsible Unit

Period

Posting of requirements on Phil- GEPS, DA website and conspicuous places (DAOSEC Bulletin Board)

Procurement Division – Purchasing Section

7 days

Submission to the BAC and opening of the eligibility requirements of the prospective proponents on the date specified as posted on Phil-GEPS, DA website, and conspicuous places (DA-OSEC Bulletin Board)

1 day

Recording and transmission of Eligibility Requirements to the TWG for evaluation and updating the status of the requirement in the PMS

BAC through the assistance of Procurement Division – Purchasing Section/BAC Secretariat, TWG, Concerned Provisional Member, End-user and Bidders, COA representative and observers Procurement Division – Monitoring Section

Evaluation and submission to the BAC of TWG evaluation and Recommendation of the Shortlisted bidders to participate in the opening of bids

TWG/Provisional Member

7 days

Receipt by the BAC of the evaluation report of the TWG on the shortlisting of firms eligible to participate in the opening of bids and updating of status in the PMS

Procurement Division – Monitoring Section

Action by the BAC on the TWG evaluation report (approval or return to TWG for further action, as the case may be)

BAC through the assistance of Procurement Division – Purchasing Section/BAC Secretariat

Posting of the shortlisted proponents on the PhilGEPS and DA Website and Issuance of Bid Documents to Shortlisted Firms

Procurement Division – Purchasing Section

Conduct of Pre-Bid Conference

1 day

Preparation of Bid Bulletin/s

7 days

Procurement Division – Purchasing Section, BAC, TWG, End-user and Prospective Suppliers

End-User

Within 3 days including the day of the Pre-Bid Conference (12 days prior to the Opening of Bids)

Procurement Division – Purchasing Section 1 day

Bid Bulletin for approval by the BAC Chairperson

Procurement Division – Monitoring Section and BAC Chairperson

7 days prior to the opening of Bids

Posting period of Bid Bulletin on PhilGEPS, DA website and in conspicuous place (DA-OSEC Bulletin Board)

Procurement Division – Purchasing Section

Submission of Technical and Financial Proposals and opening of Technical Proposals by the shortlisted proponents to the BAC

BAC, TWG, concerned Provisional Member, Procurement Division – Purchasing Section/BAC Secretariat and End-Users

Indorsement of the Technical proposals to the TWG for evaluation and updating the status of the requirement in the PMS

1 day (within the 7 day posting period)

1 day

Procurement Division – Monitoring and Purchasing Sections

Evaluation of Technical Proposals

TWG, Concerned Provisional Member and End-user

minimum of 2 days (maybe extended up to 15 days depending on the complexity of the project)

Approval by HOPE of evaluation

HOPE

2 days

Posting of approved evaluation report in PHILGEPS and DA Website and sending of invitation

Procurement Division – Purchasing Sections

7 days

Opening of financial proposal 17

Quality Based Evaluation (Invite the Highest Rated Bidder) Quality Cost Based Evaluation (Invite bidders with the minimum technical score)

5 days

Indorsement to TWG for evaluation 49

BIDDING PROPER: Consultancy / Consulting Services Step

Action

Responsible Unit

Period

Procurement Division – Monitoring and Purchasing Sections

2 days

Receipt of evaluation report updating of status in the PMS for approval of HOPE

Negotiation with the Highest Rated Bidder

BAC, TWG, & End-user

3 days (and may be extended up to 10 days)

Preparation of Notice of Post- Qualification addressed to the Highest Rated/Ranked Bidder for submission of the Post Qualification Requirements

Procurement Division – Purchasing Section

1 day

Approval of the Notice of Post- Qualification and receipt of the Procurement Division from the BAC Chairperson

BAC Chairperson and Procurement Division – Monitoring Section

Sending of Notice of Post- Qualification to the Highest Rated/Ranked Bidder requesting for the submission of the Post Qualification Requirements

Procurement Division – Monitoring Section

Submission of post-qualification requirements by the Highest Rated/Ranked Bidder to the Procurement Division

Highest Rated/Ranked Bidder

1 day

within 5 days upon receipt of notice

Receipt of Post Qualification requirements submitted by the Highest Rated/Ranked Bidder, indorsement of the same to the Purchasing Section and updating of status in the PMS.

Procurement Division – Monitoring Section

Referral of the Post Qualification Requirements submitted by the Lowest Calculated Bidder to the TWG for Post Qualification evaluation.

Procurement Division – Purchasing Section

1 day

Evaluation of the submitted Post- Qualification Requirements of the Highest Rated/ Ranked Bidder and preparation of evaluation report

TWG

5-20 days

Submission of Evaluation Report to the BAC vis-à-vis the Post Qualification Result

TWG

Receipt of TWG Post Qualification Evaluation Report, indorse the said report to the BAC and updating of status

Procurement Division – Monitoring Section

Action by the BAC on the TWG Post Qualification report (approval or return to TWG for further action, as the case may be)

BAC with the assistance of Procurement Division – Purchasing Section/BAC Secretariat

1 day

Preparation of the BAC Resolution and Notice of Award

Procurement Division – Monitoring Section

Preparation of Contract and Notice to Proceed (NTP)

Procurement Division – Contract Management Section

3 days

30 5 days

Numbering of BAC Resolution, its routing to the concerned offices and BAC Members and updating status in the PMS

Procurement Division – Monitoring Section

Approval of the BAC Resolution and Notice of Award by the HoPE or his designated approving authority

HoPE or his designated approving authority

9 days

Receipt of the Procurement Division of the approved BAC Resolution and Notice of Award and updating of status in the PMS

Procurement Division – Monitoring Section

1 day

Procurement Division – Contract Management Review Section

10 days

3 days

Sending the Notice of Award to the winning and bidder and the posting of the performance bond 34 Receipt of the conformed Notice of Award and the posted performance bond

Routing of the prepared Contract and Notice to Proceed to the Legal Service for legal review

Procurement Division – Monitoring Section/Legal Service

Receipt of the legal review and updating the status in the PMS

Procurement Division – Monitoring

Routing of the contract and Notice to Proceed to Accounting Division for the issuance of CAF

Procurement Division – Monitoring/ Accounting Division

Receipt of the contract and Notice to Proceed from the Accounting Division and updating in PMS

Procurement Division – Monitoring

4 days

BIDDING PROPER: Consultancy / Consulting Services Step

Action

Responsible Unit

Period

Sending of contract to the winning bidder for review and signing

Procurement Division – Contract Management Review Section

5 days

Procurement Division – Contract Management Review Section/ Procurement Division – Monitoring

1 day

Receipt of the approved contract and Notice to Proceed from the Hope or his designated approving authority

Procurement Division – Contract Management Review Section/ Procurement Division – Monitoring

Sending of the copies of the approved contract and Notice to Proceed to the winning bidder for conforme

Procurement Division – Monitoring

Procurement Division – Contract Management Review Section/ Procurement Division – Monitoring

1 day

NOTE: End of the procurement process on Step 43. REASON: End-Users must be reminded that preparation and facilitation of ORS is their responsibility. 44

End-user/Implementing unit will prepare the ORS for obligation for purposes of payment

3 days Procurement Division – Monitoring

Note: the Procurement Division will only monitor the preparation of the ORS to ensure the obligation of the perfected contract

TOTAL NO. OF DAYS

Minimum of 125 days Maximum of 160 days

Note: in case of failure of bidding, whether for goods, consultancy services or infrastructure projects, the above-cited steps will again be undertaken and still subject to the same procurement timelines thus, factually extending the prescribed timeline.

ALTERNATIVE MODES OF PROCUREMENT

Alternative Methods of Procurement

Goods

Consultancy

Infrastructure

Direct Contracting Repeat Order Shopping Negotiated - Small Value Procurement Negotiated - Two- Failed Biddings Negotiated - Take Over of Contracts Negotiated - Agency to Agency Negotiated - Scientific, Scholarly or Artistic Work, Exclusive Technology and Media Services (Section 53.6) Negotiated - Adjacent/ Contiguous (Section 53.4) Negotiated - Highly Technical Consultant (Section 53.7) Negotiated - Lease of Real Property Or Venue (Section 53.10) Negotiated - Emergency Cases

COMMONLY USED ALTERNATIVE MODES PARTICULARS

PERIOD TO COMPLETE THE ACTION

REMARKS

A. Head of Procuring Entity (HoPE)

24/27 calendar days

B. Bids and Awards Committee (BAC):

25 calendar days

Including 3 calendar days of Pre-Procurement Activities.

C. Negotiated Procurement •

Small Value Procurement 24/27 calendar days Including

Including 5 calendar days of Pre-Procurement Activities.

24/27 calendar days

5 calendar days of Pre-Procurement Activities. •

Two-Failed Bidding 41 calendar days

•

Emergency Cases 7 calendar days

7 calendar days

•

Agency-to-Agency 20 calendar days

20 calendar days

•

Lease of Venue 26 calendar days

•

Scientific,

Scholarly

Artistic

41 calendar days

26 calendar days Work,

Exclusive

30 calendar days

Technology and Media Services NOTE: The above cited period shall commence upon the issuance of the Request of Quotation or upon posting of requirement in PhilGEPS.

PROCEDURE AND TIMELINES FOR SHOPPING (52.1.b) Step

Action

Responsible Unit

Creation of PRAS with attachment of APP and Terms of Reference/ Technical Specifications/Scope of Work (if needed) and submission through PMS

End-user / Chief of Offices

Verification, approval and number assignment of PRAS

Submission of the hard copies of PRAS together with the Annual Procurement Plan, Terms of Reference/Technical Specifications/Scope of Work of the requirement (if necessary) to the Procurement Division

End-user / Chief of Offices

Receipt, encode and confirmation of documents attached with the PRAS as enumerated in Step 3

Procurement Division – Monitoring Section

Certification that the request is included in the APP and updating the status in the PMS

Chief, Procurement Division

Forwarding of PRAS to the Budget Division for earmarking of funds

Earmarking of Funds

Receipt of Earmarked Funds for updating of status in the System and indorsing to the Purchasing Section.*

Period

Procurement Division – Planning Section

1 day

Procurement Division – Monitoring Section

Budget Division

1 day

Procurement Division – Monitoring Section

1 day

*Please refer to page 10 for the process in case of revisions or requests for change in mode of procurement

Preparation of Request for Quotation (RFQ) A. If the ABC is PhP50,000.00 and below proceed to Step 11. B. If the ABC is more than PhP50,000.00 proceed to Step 10.

Procurement Division – Purchasing Section

1 day

Posting on the PhilGEPS, with an ABC of more than PhP50,000.00 up to 1,000,000.00

Procurement Division – Purchasing Section

3 days

Submission of proposals (canvasses from the Procurement Coordinator or from prospective bidder) to the Procurement Division Office on or before the deadline

End-user or prospective bidder

11 Receipt of sealed proposals

Procurement Division – Purchasing Section 1 day

Opening of sealed proposals and Preparation of Abstract of Bids

BAC through the assistance of the Procurement Division – Purchasing Section

Preparation, updating status in the PMS and endorsement of Memo to the TWG for evaluation of proposals

Procurement Division – Purchasing and Monitoring sections

Step

Action

Responsible Unit

Period

Creation of PRAS with attachment of APP and Terms of Reference/ Technical Specifications/Scope of Work (if needed) and submission through PMS

TWG/Provincial Member Procurement Division- Monitoring Section

3 days

Review of TWG Evaluation report and Preparation and Numbering of BAC Resolution, Notice of Award and PO

BAC and Procurement Division – Purchasing, and Contract Management

1 day (including amendments)

Updating of status in the PMS, and routing of resolution recommending an award for signature of the BAC

Procurement Division – Monitoring Section 3 days Procurement Division – Monitoring Section

Forwarding signed Resolution and NOA to the HOPE for approval

Approval of BAC Resolution recommending an award of contract to the winning bidder through Shopping and approval of the NOA

HOPE

2 days

Receipt of approved BAC Resolution and NOA for conforme of the winning bidder and updating of status in the system

Procurement Division – Monitoring Section and Winning Bidder

1 day

Forwarding documents to Contract Management Review Section for preparation of Work Order/Purchase Order

Procurement Division – CMR Section

1 day

Indorsement to Budget Division for earmarking of funds, Accounting Division for issuance of Certification of Availability of Fund (CAF) thru the WO/PO and updating of status in the PMS

Procurement Division – Monitoring Section

1 day

Earmarking of funds and Issuance of Certification of Availability of Fund (CAF) thru the PO and

Budget Division Accounting Division

2 days

Indorsement to the HOPE for approval of PO

HOPE

1 day

Receipt of approved PO, updating of status in the PMS and issuance of PO to winning bidder for Conforme

Procurement Division – Monitoring Section/Winning Bidder

1 day

Posting of conformed PO in PhilGEPS, DA Website and Conspicuous Place, indorsement to CMR for preparation of indorsement letter

Procurement Division – Contract Management Review Section

1 day

Preparation of indorsement letter to GSD and duplication of documents for filling.

Procurement Division – Monitoring Section

1 day

Endorses all the pertinent document to GSD NOTE: End of Procurement Process.

Procurement Division – Monitoring Section

1 day

Endorse copies of documents (contract and supporting documents) to COA within 5 days upon approval of the contract

GSD

Contract implementation and preparation of disbursement of voucher for payment

End-User

TOTAL NO. OF DAYS

24/27 calendar days

PROCEDURE AND TIMELINES FOR DIRECT CONTRACTING/ SCIENTIFIC, SCHOLARLY OR ARTISTIC WORK, EXCLUSIVE TECHNOLOGY AND MEDIA SERVICES Step

Action

Responsible Unit

Creation and submission of PRAS through PMS with the following attachments: For Direct Contracting: - APP - Justification - Market Survey (Note: Survey must be conducted prior to the commencement of the procurement process.) - Certification from the End-User that there is no suitable substitute in the market that can be obtained at more advantageous terms. - Certificate of Exclusive Distributorship by the manufacturer of item/s. For Scientific, Scholarly or Artistic Work, Exclusive Technology and Media Services: - APP - Justification - Market Survey (Note: Survey must be conducted prior to the commencement of the procurement process.) - Certificate of undertaking - Quotation

End-user / Chief of Offices

Period

1 day

Procurement Division – Planning Section

Verification, approval and number assignment of PRAS

Submission of the hard copies of PRAS with the documents stated in Step 1.

Receives, encodes and confirms documents attached with the PRAS as enumerated in Step 1

Procurement Division – Monitoring Section

Certification that the request is included in the APP and updating the status in the PMS

Chief, Procurement Division

Forwarding of PRAS to the Budget Division for earmarking of funds

Earmarking of Funds

Receipt of Earmarked Funds for updating of status in the System and indorsing to the Purchasing Section.*

End-user / Chief of Offices

1 day

Procurement Division – Monitoring Section

Budget Division

1 day

Procurement Division – Monitoring Section

*Please refer to page 10 for the process in case of revisions or requests for change in mode of procurement

1 day

Preparation and Issuance of RFQ or Invitation to Bid indicating the documentary requirements for submission (Mayor’s Permit and PhilGEPS Registration Number and for ABC above PhP500,000.00 includes the submission of Income/Business Tax Returns)

Receives proposal and endorses the same to TWG for validation

TWG validates proposal and submits the validation report to the Procurement Division. Preparation and numbering of BAC Resolution, Notice of Award (indicating posting of Warranty Security) and WO or MOA.

12 Updating of status in the PMS, and routing of resolution recommending an award for signature of the BAC

Procurement Division – Purchasing Section

1 day

Procurement Division – Purchasing Section, Monitoring Section and Contract Management Review Section

3 days

Procurement Division – Monitoring Section, Purchasing Section

3 days

Forwarding signed Resolution and NOA to the HOPE for approval

Procurement Division – Monitoring Section

Approval of BAC Resolution recommending an award of contract to the winning bidder through Direct Contracting and approval of the NOA

Procurement Division – Monitoring Section

Receipt of approved BAC Resolution and NOA for conforme of the winning bidder and updating of status in the system

Procurement Division – Monitoring Division

1 day

Posting of Warranty Security and submission of conformed NOA

Exclusive Supplier/Distributor

1 day

Issuance of Certification of Availability of Fund (CAF)

Accounting Division

2 days

3 days

Step

Action

Responsible Unit

Period

Procurement Division – Monitoring Section

Receipt of WO or MOA with CAF for approval of HOPE

Approval of WO or MOA

Receipt of approved WO or MOA

Issuance of approved WO or MOA to the exclusive supplier/distributor for conformity

Procurement Division – Contract Management Review Section

WO or MOA for conforme

Exclusive Supplier/Distributor

Receipt of conformed WO or MOA and forward the said documents to Monitoring Section for updating of status in PMS

Procurement Division – Contract Management Section and Monitoring Section

Posting of conformed WO or MOA in PhilGEPS, DA Website and Conspicuous Place

Procurement Division

1 day

Procurement Division – CMR

1 day

3 days

HOPE

Procurement Division – Monitoring Section

2 days

Receipt and Indorsement of all the pertinent documents to the GSD. 25 NOTE: End of Procurement Process.

Endorse copies of documents (contract and supporting documents) to COA within 5 days upon approval of the contract

GSD

Contract implementation and preparation of disbursement of voucher for payment

End-User

Completed ORS to be forwarded to the Budget Division 28

NOTE: ORS is no longer part of the process. Preparation of this document is now the responsibility of the end-user.

TOTAL NO. OF DAYS

25 calendar days

PROCEDURE AND TIMELINES FOR NEGOTIATED PROCUREMENT THROUGH SMALL VALUE PROCUREMENT Step

Action

Responsible Unit

Creation of PRAS with attachment of APP and Terms of Reference/ Technical Specifications/Scope of Work (if needed) and submission through PMS

End-user / Chief of Offices

Verification, approval and number assignment of PRAS

Submission of the hard copies of PRAS together with the Annual Procurement Plan, Terms of Reference/Technical Specifications/Scope of Work of the requirement (if necessary) to the Procurement Division

End-user / Chief of Offices

Receipt, encode and confirmation of documents attached with the PRAS as enumerated in Step 3

Procurement Division – Monitoring Section

Certification that the request is included in the APP and updating the status in the PMS

Chief, Procurement Division

Forwarding of PRAS to the Budget Division for earmarking of funds

Earmarking of Funds

Receipt of Earmarked Funds for updating of status in the System and indorsing to the Purchasing Section.*

Period

Procurement Division – Planning Section

1 day

Procurement Division – Monitoring Section

Budget Division

1 day

Procurement Division – Monitoring Section

1 day

*Please refer to page 10 for the process in case of revisions or requests for change in mode of procurement

Preparation of Request for Quotation (RFQ) A. If the ABC is PhP50,000.00 and below proceed to Step 11. B. If the ABC is more than PhP50,000.00 proceed to Step 10.

Procurement Division – Purchasing Section

Posting on the PhilGEPS, with an ABC of more than PhP50,000.00 up to 1,000,000.00

Procurement Division – Purchasing Section

Submission of proposals (canvasses from the Procurement Coordinator or from prospective bidder) to the Procurement Division Office on or before the deadline

Receipt of sealed proposals

Opening of sealed proposals / canvasses and preparation of Abstract of Bids

Preparation, updating of status in PMS and endorsement of Memo to the TWG for evaluation of proposals

Procurement Division – Purchasing and Monitoring sections

Evaluation of proposals and Preparation of Evaluation report on the submitted proposal with identified Lowest Calculated and Responsive Quotation

TWG/Provincial Member

Submission of TWG Evaluation Report and referral of the said report to the BAC

Review of TWG Evaluation report and Preparation and Numbering of BAC Resolution, Notice of Award and WO

Updating of status in PMS, and routing of BAC Resolution to the BAC Members.

Procurement Division – Monitoring Section

Forwarding the Resolution signed by the BAC and the NOA to the HOPE for approval.

Procurement Division – Monitoring Section

Approval of BAC Resolution and NOA.

Receipt of approved BAC Resolution and NOA for conforme of the winning bidder and updating of status in the system.

Procurement Division – Monitoring Section and Winning Bidder

Forwarding documents to Contract Management Review Section for processing of WO

Procurement Division – CMR Section

End-user or prospective bidder

3 days

Procurement Division – Purchasing Section

BAC with the assistance of the Procurement Division – Purchasing Section

1 day

4 days

Procurement Division- Monitoring Section

BAC and Procurement Division – Purchasing, and Contract Management

1 day (including amendments)

3 days

HOPE 2 days

1 day

Step

Action

Responsible Unit

Indorsement to Budget Division for earmarking of funds, Accounting Division for issuance of Certification of Availability of Fund (CAF) thru the WO and updating of status in the PMS

Procurement Division – Monitoring Section

Period

1 day

Earmarking of funds and Issuance of Certification of Availability of Fund (CAF) thru the WO and

Indorsement to the HOPE for approval of WO

Budget Division Accounting Division

HOPE

1 day

Receipt of approved WO, updating of status in the PMS and issuance of WO to winning bidder for Conforme

Procurement Division – Monitoring Section/Winning Bidder

1 day

Posting of conformed WO in PhilGEPS, DA Website and Conspicuous Place, indorsement to CMR for preparation of indorsement letter

Procurement Division – Monitoring Section

1 day

Preparation of indorsement letter to GSD and duplication of documents for filling.

Procurement Division – Monitoring Section

1 day

Endorses all the pertinent document to GSD NOTE: End of Procurement Process.

Procurement Division – Monitoring Section

1 day

Endorse copies of documents (contract and supporting documents) to COA within 5 days upon approval of the contract

Contract implementation and preparation of disbursement of voucher for payment

Completed ORS to be forwarded to the Budget Division NOTE: ORS is no longer part of the process. Preparation of this document is now the responsibility of the enduser.

GSD

END USER

TOTAL NO. OF DAYS

27 calendar days

PROCEDURE AND TIMELINES FOR NEGOTIATED PROCUREMENT THROUGH LEASE OF VENUE Step

Action

Responsible Unit

Creation and submission of PRAS through PMS with the following attachments: - APP - Technical Specifications for the lease (taking into consideration rating factors marked Appendix “A” of the manual). - Justification why the end-user will lease a private venue instead of government institution. - Copy of Special Order (SO) NOTE: The maximum allowable rate for Lease of Venue is Php 1,800.00/head (full board).

End-user / Chief of Offices

Verification, approval and number assignment of PRAS

Submission of the hard copies of PRAS with the documents stated in Step 1.

Receives, encodes and confirms documents attached with the PRAS as enumerated in Step 1

Procurement Division – Monitoring Section

Certification that the request is included in the APP and updating the status in the PMS

Chief, Procurement Division

Forwarding of PRAS to the Budget Division for earmarking of funds

Earmarking of Funds

Receipt of Earmarked Funds for updating of status in the System and indorsing to the Purchasing Section.*

Period

Procurement Division – Planning Section 1 day End-user / Chief of Offices

Procurement Division – Monitoring Section

Budget Division

Procurement Division – Monitoring Section

*Please refer to page 10 for the process in case of revisions or requests for change in mode of procurement

Prepares Request for Quotation (RFQ)

1 day

1 day Procurement Division – Purchasing Section 57

Step

Action

Responsible Unit

Submission of proposals (canvasses from the Procurement Coordinator or prospective supplier) to the Procurement Division Office on or before the deadline

End user or prospective supplier

Receipt of proposals together with accomplished Table of Rating Factor

Procurement Division – Purchasing Section

Preparation and endorsement of Memorandum to the TWG for evaluation of proposals

Procurement Division – Purchasing and Monitoring sections

Evaluation of proposals and Preparation of Evaluation report on the submitted proposal with identified Lowest Calculated and Responsive Bid Submission of TWG Evaluation Report and referral of the said report to the BAC

TWG/Provincial Member Procurement Division- Monitoring Section

3 days

Review of TWG Evaluation report and Preparation and Numbering of BAC Resolution, Notice of Award and WO

BAC and Procurement Division – Purchasing, and Contract Management

1 day (including amendments)

Updating of status in PMS, and routing of BAC Resolution to the BAC Members.

Procurement Division – Monitoring Section

3 days

Forwarding the Resolution signed by the BAC and the NOA to the HOPE for approval.

Procurement Division – Monitoring Section

Approval of BAC Resolution and NOA.

3 days

HOPE

2 days

Receipt of approved BAC Resolution and NOA for conforme of the winning bidder and updating of status in the system.

Procurement Division – Monitoring Section and Winning Bidder

1 day

Forwarding documents to Contract Management Review Section for processing of WO

Procurement Division – CMR Section

1 day

Indorsement to Budget Division for earmarking of funds, Accounting Division for issuance of Certification of Availability of Fund (CAF) thru the WO and updating of status in the PMS

Procurement Division – Monitoring Section

1 day

Earmarking of funds and Issuance of Certification of Availability of Fund (CAF) thru the WO

Budget Division Accounting Division

1 day

Indorsement to the HOPE for approval of WO

HOPE

1 day

Receipt of approved WO, updating of status in the PMS and issuance of WO to winning bidder for Conforme

Procurement Division – Monitoring Section/Winning Bidder

1 day

Posting of conformed WO in PhilGEPS, DA Website and Conspicuous Place, indorsement to CMR for preparation of indorsement letter

Procurement Division – Monitoring Section

1 day

Preparation of indorsement letter to GSD and duplication of documents for filling.

Procurement Division – Monitoring Section

1 day

Endorses all the pertinent document to GSD NOTE: End of Procurement Process.

Procurement Division – Monitoring Section

1 day

Endorse copies of documents (contract and supporting documents) to COA within 5 days upon approval of the contract

Contract implementation and preparation of disbursement of voucher for payment

Completed ORS to be forwarded to the Budget Division NOTE: ORS is no longer part of the process. Preparation of this document is now the responsibility of the enduser.

TOTAL NO. OF DAYS

Period

Records

End-User

24 calendar days

HIGHLY TECHNICAL CONSULTANTS Procurement of consultancy contract involving an individual consultant, subject to the following conditions: o The individual consultant will be hired to do work that is either: A. Highly technical or proprietary; or B. Primarily confidential or policy determining, where trust and confidence are the primary consideration. o The term of the individual consultant shall, at the most, be on a six (6) month basis, renewable at the option of the appointing HOPE, but in no case shall exceed the term of the latter. Step

Action

Responsible Unit

Period

PRAS or PR will be submitted by the End-user together with the justification and terms of reference for the requirement to the PMS.

End-user

Submitted documents will be reviewed by the Planning Section for the completeness of documents and returns the same for printing of hard copy.

Procurement Division – Planning Section

1 day

End-user prints the hard copy of the request together with its pertinent documents. PRAS and justification is for signature of the Head of Office. Forwards the documents to the Procurement Division.

End-user, Procurement Division – Planning Section

1 day

Procurement Division receives the documents and updates the status in PMS.

Procurement Division – Monitoring Section

1 day

Earmarking of Funds

Budget Division

1 day

Purchasing Section forwards the documents to the TWG for validation of the submitted documents.

Procurement Division, TWG 3 days

TWG validation of documents.

TWG validation will be forwarded to the Procurement Division.

Purchasing Section prepares Resolution and Notice of Award based on the validation of the TWG, terms of reference and justification of the Enduser. Contract Management Review prepares Contract and Notice to Proceed. Status is updated in the PMS.

BAC Resolution is routed to Provisional Member and BAC.

Procurement Division – Monitoring Section, Provisional Member, BAC

3 days

BAC Resolution and Notice of Award is forwarded to the HOPE or his duly authorized approving authority for approval of the Resolution and Notice of Award.

Procurement Division – Monitoring Section, HOPE

1 day

Contract is forwarded to the Legal Service for Review.

Legal Service

3 days

Contract is forwarded to the Accounting Division for the issuance of CAF.

Procurement Division – Monitoring Section, Accounting Division

1 day

Notice of Award is sent to the individual consultant for conforme.

Procurement Division – Contract Management Review

1 day

Contract is forwarded to the individual consultant for his review and signature.

Procurement Division – Contract Management Review

2 days

Contract is received by the Procurement Division from the individual consultant and updates the status in PMS.

Procurement Division – Contract Management Review

Contract is forwarded to the HOPE for approval of the contract and Notice to Proceed.

Procurement Division - Monitoring Section, HOPE

Notice to Proceed is forwarded to the individual consultant. End of Procurement Process

Procurement Division – Contract Management Review Section

TWG

TWG, Procurement Division – Monitoring Section 1 day Procurement Division – Purchasing Section, Contract Management Review Section

1 day

Documents are forwarded to the Enduser for the preparation of ORS.

TOTAL NO. OF DAYS

21 calendar days

NOTE: Before the BAC recommends this particular mode, all conditions under Sec. 53.7 of the Revised IRR of R.A. 9184 must be present. 59

PROCUREMENT COORDINATORS’ FUNCTIONS: 1.

Prepares the Project Procurement Management Plan (PPMP) within their respective units;

Coordinates with the BAC and the BAC-Secretariat on the procurement of their requirements;

Prepares Procurement Request Action Slip (PRAS)/Purchase Requests (PRs) for their respective units;

Responsible for the approval of their Purchase Request and revisions on their approved APP;

Acts as canvassers for items (goods/services, etc.) requested by their respective offices;

Acts as end-user’s representatives in all procurement activities;

They are responsible for the planning, budget for the entire year of the respective office to be supported by their work and financial plan;

Closely monitors their request with the BAC, through BAC-Secretariat, until the request evolved into an award of contract.

Regularly check their emails (provided by DA-ITCS) for updates about the status of their request using the latest monitoring tool software of the Procurement Division.

ROLES OF THE PROCUREMENT DIVISION Procurement Planning Section (Per DBM Circular No. 2015-558, June 4, 2015) •

Shall be responsible for all planning and procurement activities;

•

Shall coordinate and monitor all procurement activities of the agency, whether in the central (including those of its staff bureaus) or regional level;

•

Provide technical assistance to the end-user units in the preparation of their Project Procurement Management Plans (PPMPs)

•

Assist in the consolidation of the Project Procurement Management Plans and the preparation of the Annual Procurement Plan;

•

Manage and monitor all phases of the procurement process within the Group;

•

Concurrently perform the functions of the BAC Secretariat, including overseeing the work of other BAC Secretariats;

•

Provide technical support and recommend the appropriate procurement method to theBAC/s;

•

Other functions as may be delegated.

Purchasing Section (Per DBM Circular No. 2015-558, June 4, 2015) •

Provide technical support and recommend the appropriate procurement method to the BAC/s;

•

Concurrently perform the functions of the BAC Secretariat, including overseeing the work of other BAC Secretariats(Per DBM Circular No. 2015-558, June 4, 2015);

Contract Management Review Section (Per DBM Circular No. 2015-558, June 4, 2015) •

Shall be responsible for all post-award contract management activities;

•

Shall monitor compliance with the terms and conditions of the procurement contract;

•

Coordinate with the end-users for the acceptance of goods and services;

•

Coordinate with the Finance Unit for payment of contracts;

•

Initiate review and assessment of performance and recommend sanctions to the head of the Procuring Entity through the BAC against erring suppliers, contractors and consultants, including the forfeiture of performance security and blacklisting;

•

Shall assist in the contract management activities of its regional offices and provide technical support when necessary;

Monitoring Section (Per DBM Circular No. 2015-558, June 4, 2015) •

Manage and monitor all phases of the procurement process (using the latest monitoring tool software)

•

Create and maintain the price monitoring list and the registry of suppliers, contractors and consultants;

•

Preparation of Procurement monitoring report

Administrative Section

•

Receives and records incoming letters, formal communications and other documents relevant to procurement matters;

•

Releases and records outgoing letters, formal communications and other documents relevant to procurement matters;

•

Routes letters, formal communications and other documents relevant to procurement matters for purposes of signature of Officials;

•

Photocopy original and relevant papers and retain copies thereof for records purposes.

HUMAN RESOURCE DEVELOPMENT DIVISION Func t i o n s - - - --------------------------------------------------------------------- ------To develop, capacitate and retain highly competent and professionalize DA personnel for effective and efficient public service delivery. It shall plan, program, conduct and evaluate training programs and implement other HRD intervention and activities in the department.

•

Formulate and recommend policies, plans and programs for the development of the human resource program of the department.

•

Prepare SOP/guidelines for the management, operation, implementation and evaluation of the human resource program of the Department.

•

Arrange, facilitate, conduct and coordinates formal in-house training/seminar/workshops/symposium/ conference (Technical/Non-Technical, local and international) and select and invite resource speaker.

•

Design and administer continuing Staff Development Plan including scholarships and other short-term training courses, study grants and inhouse training programs for all employees of the Department.

•

Conduct researches, studies, surveys on attitude and morals of the employees in the organization, identifying the causes of factors adversely affecting their attitude and morals; and recommend solutions.

•

Develop 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.

•

Devise means for the evaluation of the effectiveness of designed training programs.

•

Select and evaluate candidates/participants to any seminar/training/observation/study tour/scholarship to technical and non-technical courses for both foreign and local.

•

Develop monitoring and evaluation scheme to all scholars / awardees of training and scholarship program.

•

Coordinate inter-departmental socio-cultural and healthy lifestyle development program.

Le ar n i n g a n d R e se a r c h Deve l opmen t This section focuses on training

•

Formulate and implement strategic HRD plans and programs for the Department.

plans

•

Plan implement and coordinate (HRD) learning and development programs and activities focused on

and

programs

including

implementation and monitoring of

knowledge, skills and attitude competencies.

planned change interventions built on ethical values that seek to improve

•

Design, administer and analyze training need assessment.

the

•

Develop, prepare and implement training programs such as Induction; Orientation/Re-orientation;

Department’s

organizational

effectiveness and employee wellbeing. HRD

interventions

such

building

activities,

Development and Pre-Retirement.

in-

house capability building trainings, team

Professional/Technical; Employee Development; Value Development; Middle Management

These programs include •

process

consultation

and

training

need

surveys.

The training programs

Develop/produce appropriate training/instructional materials, training kit, training forms and audio – visual training aids/ multi – media presentations.

•

Undertake monitoring and evaluation of training programs conducted.

orchestrated by this section may be

•

Undertake research on learning, training, leadership and professional development

duplicated in the regional field offices,

•

Facilitate and support organizational development and other HRD interventions to determine

bureaus

and

attached

agencies,

strategies for work improvement and productivity.

whenever applicable. •

Coordinate learning and development programs for the DA proper including bureaus, RFO’s and attached agencies/corporations.

•

Develop and maintain database for in – house training programs.

Conduct of Training Needs Assessment 1.

Prepare and develop TNA survey tools/instruments.

Review and recommend approval of TNA survey tools.

Approve the TNA Survey Tools and return it to HRDD.

Schedule and administers TNA to target participants.

Retrieve and analyze the TNA survey results.

Prepare and review then sign the TNA report.

Submit the TNA report to the Director, Administrative Service.

Request for In-house Training 1.

Receive and endorse the letter-request to HRDD.

Confirm and accept the request and assign the trainor to the scheduled training.

Conduct and evaluate assigned training courses/program.

Prepare and submit a Training Completion Report (TCR) to the Director, Administrative Service.

Approves and submit the TCR to top management.

Conduct of Training Evaluation

Preparation of Local Training Memorandum

Prepare the training evaluation/monitoring tools.

Receive local training invitation with attachment.

Review and approve the training evaluation/monitoring

Prepare a memorandum regarding the local training invitation.

tools.

Review local training invitation memorandum.

Conduct and administer the training evaluation.

Approve the local training memorandum for signature of official

Retrieve and analyze the evaluation results.

Prepare the training evaluation report.

Review and approve the training evaluation report.

Submit the training evaluation report to concerned officials

concerned and forward to the Records Division for dissemination. 5.

Post the approved Local Training Memorandum at the HRDD Bulletin.

for approval. 8.

Revise/modify the training design based on the training evaluation report.

Request for In-house Training 1.

Receive the request letter for authority to attend/ participate in the local training.

Check and verify attached documents as to content and completeness then prepare and fill up HRDD Learning and Development Tracking Slip.

Prepare the memorandum of authority to attend the local training with attached Learning Application Plan (LAP) and encode it in the HRDD database.

Review the memorandum of authority to attend local training.

Approve memorandum of authority to attend.

Receive, file and encode the accomplished LAPs from the employees who attended the local training.

Fore i g n Trave l a nd S c hol a r shi p This

section

focuses

planning

and

•

implementation of foreign scholarship/training programs (FSTP) thru Overseas Development

Formulate and administer rules, regulation, criteria, selection process and guidelines governing granting of scholarship/trainings.

•

Design and implement evaluation scheme/tools for foreign and local scholarship programs.

continually develop the organizational capabilities

•

Develop a system in monitoring, evaluation and documentation of scholars.

of the Department personnel, including regional

•

Coordinate scholarship programs from CHED, TESDA, NEDA, DFA, DAP, SEARCA,

Assistance (ODA) in order to sustain and

field offices, bureaus and attached agencies.

Embassies and other training institutions.

These include programs such as diploma course, specialized

•

Acts as DA Scholarship Committee Secretariat.

training, degree courses through multilateral and

•

Prepare, process and issue official travel authority including extension and amendments

non-degree/trainings

particularly

bilateral cooperation, post Masteral and Doctoral fellowship program.

for signature of the Secretary. •

Agencies.

It shall closely coordinate with the various offices for their specific needs based on their area of specialization in order to assess and plan for more relevant scholarship opportunities.

Prepare and disseminate FSTP invitation to DA – OSEC, Bureaus, RFOs and Attached

•

Prepare, facilitate and process nomination documents of nominee/ grantee;

•

Install, manage and maintain Database for Travel Authority, Travel Report and Scholarship program.

•

Coordinate inter– department, socio cultural and sports/ health development programs.

Availment of Local/ Foreign Scholarship 1.

(Preparation of announcement and invitation)

Receive the Letter of Invitation (LOI) from CHED/TESDA/Embassies and other sponsoring agencies and prepare the Announcement/ Invitation.

Approve/sign the Announcement/ Invitation.

Receive the approved Announcement/Invitation and forward it to Records Division for dissemination.

Availment of Foreign Scholarship 1.

Receive/record the endorsement of nominees from DA offices.

Required Documents

Validate, evaluate, select the official nominees and prepare the

•

OSEC Tracking Slip

nomination letter.

•

HRDD Tracking Slip

Approve/sign the nomination letter.

•

Request letter form Head of Agency

Receive the signed official nomination letter and forward it to

•

Endorsement/ Clearance from USEC Concerned

the Records Division for dissemination.

•

Letter of Invitation (LOI)

Inform the official nominees of interview schedule.

•

Certificate of No Pending Administrative Case

Receive, prepare and endorse the acceptance/request letter

•

List of Foreign Travel for the last 3 Years

from TESDA/CHED/ Embassies and other sponsoring agencies

•

Justification (if entails government funds)

to concerned nominees.

•

Personal Data Sheet (Division Chief and Below)

•

Training/ Scholarship Service Contract (as needed)

PROCESS FLOW AVAILMEN T OF LOC A L / F OR EI G N SC H OL A R S H I P

CONCERNED EMPLOYEE

SUPERVISING OFFICER

RECORDS DIVISION

NOMINEES

Approve and sign the nomination letter: within 5 hours

Receive approved nomination letter and disseminates to nominees

Receive the nomination letter and schedule of interview and letter of acceptance

START Receive/ record endorsement of nominees from various DA offices: within 8 hours

Validate, evaluate and select the official nominees and prepare nomination letter: within 8 hours

Inform the official nominees of interview schedule: within 8 hours

Receive, file and encodes the accomplished Learning Application Plan: within 2 hours

END

PR EPAR AT I ON OF LOC A L T R A I N I N G M E M O R A N D U M

CONCERNED EMPLOYEE

SUPERVISING OFFICER

RECORDS DIVISION

APPROVING OFFICIAL

START Receive local training invitation with attachments: 5 mins

Prepare memorandum re local training program: within 4 hours

Post approved local training memorandum on HRDD Bulletin: within 8 hours

END 64

Review and approve memorandum re local training invitation: within 1 hour

Approve and sign memorandum re local training program

Disseminate memorandum re local training to various DA offices

PROCESS FLOW PR EPAR AT I ON OF A N N OU N C EM EN T A N D I N V I TAT I O N TO AVA I L LO CA L / FO R E I GN S CH O L A R S H I P

CONCERNED EMPLOYEE

SUPERVISING OFFICER

APPROVIL OFFICIAL

Review the memorandum of announcement: within 5 hours

Approve and sign the memorandum of announcement

RECORDS DIVISION

START Receive the letter of Invitation and prepare the announcement/ invitation: within 8 hours

Receive approved memorandum and disseminate to various DA offices

END

COND U CT OF I N -H OU SE T R A I N I N G

CONCERNED EMPLOYEE

SUPERVISING OFFICER

RECORDS DIVISION

D I S B U R S E M E N T R E Q U I R E M E NT A S S P E CI A L D I S B U R S I N G O F FI C E R ( SDO)

APPROVING AUTHORITY

START

START Write, develop and design the training program: within 5 days

CONCERNED REGULAR EMPLOYEE (CASHIER)

Receive Special Order: 3 mins

Review, finalize and approve the training design: within 5 hours

Prepare the Disbursement Voucher (30 mins) Invite, coordinate and prepare communications, S.O. and other documents: within 3 days

Approve communications and S.O.: within 2 hours

Conduct training (Per training schedule)

Receive approved S.O. and prepares materials, venue and food for the conduct of training: within 2 days

Prepare TCR and training certificates: within 5 days

Approve/sign Special Order for the training

Liquidate the special cash advance: within 2 weeks SUPERVISING AUTHORIZED PERSONNEL

Review and submit TCR to the Admin Director: within 5 hours

Submit the Liquidation Report: 1 hour

Disseminate Special Order to various DA offices

Sign and approve before release of document/s: within the day

END

PROCESS FLOW R EQUE ST F OR I N -H OU SE T R A I N I N G

CONCERNED EMPLOYEE

SUPERVISING OFFICER

Confirm/accept request and assign trainer to the requested training: within 8 hours

Conduct and evaluate assigned training program (based on training schedule)

Retrieve and analyze TNA Survey results: within 5 days

SUPERVISING OFFICER

CONCERNED EMPLOYEE

START

START Receive letter request: 1 hours

CONDUCT OF TRAINING NEEDS

Prepare and submit TCR to the Admin Director for endorsement to top management: within 8 hours

Prepare and develop TNA Survey Tools: within 5 days

Review approval of TNA Survey Tools: within 5 days

Schedule/administer TNA Survey Tools: within 5 days

Approve TNA Survey Tools

Retrieve and analyze TNA Survey results: within 5 days

Review and sign TNA Survey result

Submit TNA Report to the Admin Director: within 2 days

END END

R EQUE ST F OR I N -H OU SE T R A I N I N G

P R E PA R AT I O N O F CO L L E C T I O N A N D D E P O SI TS

CONCERNED EMPLOYEE CONCERNED EMPLOYEE

SUPERVISING OFFICER

START Prepare training evaluation/ monitoring tools: within 8 hours

Review and approve training tools: within 8 hours

START Receive collections from clients: 5 mins

Issue Official Receipts: 5mins

Conduct and administer the training evaluation (per training schedule)

Deposit collections to the LBP and to the BTR: within the day

Retrieve and analyze the evaluation results: within 5 days

Prepare training evaluation report: within 8 hours

Revise the training design based on the training evaluation report: within 5 days

END 66

Prepare and submit monthly RAA: within the day

Review and approve training evaluation report: within hours

Submit report to concerned officials for approval: within 8 hours

SUPERVISING AUTHORIZED PERSONNEL

Sign and approve before release of documents

Prepare and submit monthly RCD: within the day

Prepare and submit monthly RAA: within the day

END

GENERAL SERVICES DIVISION

Func t i o n s - - - --------------------------------------------------------------------- ------•

Take custody and be accountable for all the disbursements, collections and deposits; supplies; properties, plant and equipment owned by the Department.

•

Maintain and supervises janitorial and 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.

•

Provide policy guidance on the maintenance and disposition of assets, utilization and storage of supplies, materials and equipment in accordance with government prescribed standards.

•

Manage and supervise the transportation, general utility and maintenance services for the Department.

•

Manages and supervise the buildings and grounds of the Department.

•

Receive and distribute supplies and equipment of the Department and conduct periodic inventories of same.

•

Receive and collect cash, process payment of salaries of DA employees and the Department’s obligations.

•

Supervise the security services of the Department.

•

Supervise the janitorial services.

•

Procure other general services of the Department.

C ash a n d D i s bur se m e nt •

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)

Preparation of Collection and Deposits 1.

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 the 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).

Special Disbursement Requirement of the Department as Special Disbursing Officer 1.

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.

Preparation of Monthly Report of Disbursements and Report of Checks Issued (RCI)/ LDDAP-ADA (Daily) 1.

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.

Preparation of the Department’s Obligations per Approved Disbursement Voucher (DV) 1.

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).

C ash a n d D i s bur se m e nt The Buildings and Grounds Maintenance Unit attends to: 1.

Maintenance requirements of the following: o

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.

REGULAR PRO-ACTIVE BUILDINGS AND MAINTENANCE MONITORING 1.

Instruct the Building and Grounds Maintenance Section to conduct a regular pro-active 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.

Buildings and Grounds Maintenance as Requested by the End-User 1.

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.

Management of the Dormitories and Conference Rooms 1.

Make a request for reservation of the dormitories and conference rooms.

Inspect and check the availability of the dormitories and conference rooms and seek the approval of the GSD Chief.

Evaluate and approve the request for the use of dormitories and conference rooms.

Schedule and make a reservation for the activities to be held in the conference rooms and use of dormitories.

P O O L S E RV I C ES 1.

The GSD’s Pool Services unit ensures that the 70 motor vehicles under the dispatch and management of DA-OSEC are always road worthy and in running condition.

Evaluate the needed services that will be required from the 3rd party vehicle maintenance provider.

Evaluate the services rendered by the 3rd party vehicle maintenance provider.

Take care of the registration and insurance of the DA fleet.

Monitor the fuel management of the DA vehicles.

Provide vehicle dispatch system.

Provide transportation and driver as support to operations.

Repair of Vehicle 1.

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.

GSD Vehicle Maintenance 1.

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 prepares the Procurement Request Action Slip.

Ve hicle Dispatch 1.

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. 69

G E N E RA L S E RV IC ES PRO C U R EME NT 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: 1.

Fuel and Vehicle Preventive Maintenance Services

Security Services

Janitorial Services

Photocopying Services

Pest and Termite Control

Drinking Water Supply

Building and Grounds Maintenance

Conduct canvass for the procurement of all the general goods and services. 1.

Prepare 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.

Prepare the procurement requirements as needed/ recommended by the end users.

Evaluate, approve and endorse to the Procurement Division for the appropriate mode of procurement.

P ROPE RT Y AND S U PPLY Inspection and Acceptance of Delivered Equipment and Supplies 1.

Check, inspect and accept delivered equipment, supplies and materials procured through Procurement Service and non-PS suppliers.

Assist the Technical Property Inspector in conducting physical inspection of the delivered items.

Prepare the Inspection Acceptance Report (IAR) to be signed by the Technical Property Inspector and Supply/Property Officer.

File and index supplies/equipment to stock card/ Equipment Ledger Card.

Prepare the Property Acknowledgement Receipt (PAR)/ARE or Inventory Custodian Slip (ICS), tagging of Property Stickers for all PPE.

Submit the documents to COA for inspection.

Release/issue equipment and supplies upon submission of signed PAR/ ICS and approved Requisition Issuance Slip (RIS).

Prepare a liquidation report on PS deliveries and record it for monitoring purposes.

Prepare monthly, semi-annual and annual Report on Supplies and Materials Issued (RSMI). • 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. • Forward the DR and assist the Technical Inspector in the conduct of physical inspection of the delivered items. • Sign the DR and Inspection Acceptance Report (IAR). • File and index the delivered supplies/equipment to Stock card / Equipment Ledger Card. • Prepare the Property Acknowledgment Receipt (PAR)/ARE or Inventory Custodian Slip (ICS), property stickers for tagging of all PPE. • Submit the documents to COA for inspection. • Release/issue equipment and supplies upon submission of signed PAR/ICS and approved Request Issuance Slip (RIS). • Prepare liquidation report on PS deliveries and record it for monitoring purposes. • Prepare the monthly, semi-annual and annual Report on Supplies and Materials Issued (RSMI).

Annual Physical Inventory 1.

Conduct physical inventory of all Property, Plant and Equipment (PPE) of the Central Office.

Facilitate the transfer without cost of equipment to other offices.

Prepare the Invoice Receipt of Property (IRP).

Prepare a memorandum for the dropping/booking of PPE in the Book of accounts.

Prepare the Annual Inventory Report on PPE.

Issue clearance from property accountability of all officials and employees of the Central Office.

Maintain and update the master database of inventories of all PPE and inventory items.

Facilitate the GSIS Fire Insurance for all DA buildings and its contents.

Disposal of Property 1.

Conduct physical inventory on unserviceable equipment for disposal.

Prepare the Inventory and Inspection Report of Unserviceable Property (IIRUP).

Conduct appraisal and valuation of property and equipment.

Forward the approved IIRUP to COA for technical review, inspection and final appraisal.

Facilitate disposal thru public bidding, transfer w/o cost, donation, etc.

Submit a memorandum for the dropping in the book of accounts to Accounting Division. 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.

Review/evaluate the documents. Provide the following data on the I and I Report:

Unit Cost-Total Cost

Accumulated Depreciation

Net Book Value

Conduct the inspection and appraisal then prepare the Appraisal Report. Submit the Disposal Program then schedule the bidding. Approve the Disposal Program. Conduct the bidding procedures. Indorse the information/notification. Forward the documents to the Technical Service Office for appropriate action: Review attached documents. Conduct inspection and appraisal. Prepare the Appraisal Review Report. Conduct post audit.

PROCESS FLOW PR EPAR AT I ON OF OB L I G AT I ON PER APPROV ED DI SB U R SEM EN T VOU CHER (DV )

DISBURSEMENT REQUIREMENT AS SPECIAL D I S B U R S I N G O FFI C E R ( S D O)

GSD STAFF

ACCOUNTING

START START Prepare the Report of Disbursement: 10 mins

Verify/receive DV and/or Payroll: 1 hour CASHIER

Prepare checks/List of Due and Demendable Accounts Payable - Advice (LDDAP): 1 hour

Prepare the Disbursement Voucher (DV) 10 mins

Prepare the RCI/ LDDAP-ADA: 4 hours

Prepare ACIC: 30 mins

Segregate/file DV: 4 hours GSD CHIEF/ ALTERNATE SIGNATORY OR REPRESENTATIVE / FMS

ASSIGNED PERSONNEL

Approve and sign: 2 to 3 mins

Verify and sign the checks/LDDAP-ADA/ ACIC: 1 hour

Deliver to LBP: within the day

GSD CHIEF/ ALTERNATE SIGNATORY OR REPRESENTATIVE

Submit monthly Report of Disbursement: within the day

Submit daily RCI and Cancelled / LDDAP - ADA: within the day

Prepare the Disbursement Voucher (DV) 10 mins

Sign and approve before release of document/s: monthly

END END BU ILD INGS A N D G ROU N D MAINTENA N C E A S R EQU EST ED B Y THE END - USER

R E GU L A R P RO -AC T I V E B U I L D I N GS A N D M A I N T E N A N C E M O N I TO R I N G

END-USER

GSD CHIEF

START Request for the inspection: 5 mins

Instruct to conduct an inspection: within the day

ENGINEER AND/OR ARCHITECT

Inspect, monitor and evaluate the status and up keep of the subject building: within the week

EMPLOYEE ASSIGNED

START Instruct the Building and Grounds Maintenance Section: 5 mins

Regularly monitor and evaluate the status of the DA buildings and grounds. Forward the result of evaluation to General Services Procurement Section: within the day

Approval of the GSD Chief: 30 mins

Prepare the procurement requirements for repair, if necessary: within the week

GSD CHIEF

Approval of the GSD Chief: 5 mins

Prepare the procurement requirements: within the day

PROCUREMENT STAFF/ COORDINATOR

Evaluate, approve and endorse the procurement requirements: within the week

END 72

PROCUREMENT STAFF / COORDINATOR

Evaluate, approve and endorse the procurement requirements: within the week

END

PROCESS FLOW R EPAIR OF V EH I C L E

GS D V E H I C L E M A I N T E N A N C E

OFFICER

MECHANIC

START

MECHANIC

Instruct the PSS to conduct a reguar pro-active maintenance and evaluation: 5 mins

Regularly monitor and evaluate the status and road worthiness of vehicles. Froward the result of evaluation to GSPC: within the day

INSPECTOR

START

CONCERNED PERSONNEL

Report status of vehicle: 3 mins

Assess/validate based on report: 5 mins

Prepare the Job Order and conduct canvassing of parts or repair services: 5 mins

Prepare the procurement requirements: within the day CONCERNED PERSONNEL

GSD CHIEF

Sign and approve before release of document/s to Procurement Division

Evaluate, approve and endorse the procurement requirements: within 3 days

Evaluae/approve/ endorse the availment of petty cash and/ or endorse to GSD Procurement Unit: within the day

END Evaluae the request, it can be charged to petty cash and grant the petty cash: within the day

VEHICLE DI SPATC H

Petty cash

Yes

END-USER

START

CONCERNED PERSONNEL

Fill-up the Request for Vehicle Form secured from dispatcher: 3 mins

Check vehicle availability: 3 mins

Evaluate the request for repair and prepare the Procurement Request Action Slip (PRAS): within the day

Prepare the Trip ticket: 5 mins

GSD CHIEF

Bring the requesting party to the point of destination and reutrn to the DA office

GSD CHIEF

Approve the PRAS / Petty Cash: within the day

Encoded/upload in the PMS: within the day DRIVER

END

Approve Trip ticket: within 15 mins

Fill-up/submit report of travel/ trip

END

PROCESS FLOW COND U CT C A N VA SS F OR T H E PROCURE M EN T OF A L L T H E GE NE R AL G OODS A N D SER V I C ES CONCERNED PERSONNEL

I N S P E CT I O N A N D ACC E P TA N CE O F D E L I V E RE D EQUIPMENT AND SUPPLIES

PROPERTY OFFICER

START

Prepare requirements for fuel and vehicle preventive maintenance service, photocopying services, pest and termite control, etc. as needed recommended by the user: 3 mins

Check, inspect and accept delivered equipment, supplies and materials: within the day

Assist the Technical Property Inspector in conducting physical inspection of delivered items

Prepare the requirements needed/ recommended by the end user: 3 mins

TECHNICAL PROPERTY INSPECTOR GSD CHIEF

Evaluate, approve and endorse: within 1 hour

END

Sign and approve before release of document/s to Procurement Division: 3 mins

Prepare the Inspection Acceptance Reort (IAR): within the day

Sign and approve: 3 mins

File and index supplies/ equipment to stock card/ Equipment Ledger Car: within the day

Prepare the Property Acknoweledgement Receipt (PAR)/ ARE or Inventory Custodian slip (ICS), tagging of Property Stickers for all PPE: within the day GSD CHIEF

Submit the documents to COA for inspection: within 5 days

Sign and approve before release of document/s: 3 mins

Release/issue equipment and supplies upon submission of signed PAR/ICS and approved Requisition Issuance Slip (RIS): within 3 days

Prepare a liquidation report on PS deliveries and record it for monitoring purposes: within 3 days

Prepare monthly, semi-annual and annual Report on Supplies and Materials Issued: within 3 days

Sign and approve before release of document/s: 3 mins

END

RECORDS DIVISION The Records Division shall be responsible in providing the Department with efficient, effective and economical records management in the Department, and performs the following functions:

Func t i o n s - - - --------------------------------------------------------------------- ------•

Formulate, evaluate update and implement policies and guidelines on records management.

•

Service the documentary reference and information requirements of top management, action officers and the general public.

•

Provide messengerial/liaison service for the department.

•

Ensure proper storage of inactive records and prompt disposal of absolute, valueless records and preserve vital and permanent records for archival purposes.

•

Provide systematic control of handling incoming mails and correspondence and dispatch outgoing/signed communications.

•

Safeguard the seal and official records of the Department.

•

Prompt delivery of mails and communications received for the Department and its employees.

•

Represent the Department in the presentation of documents in Court and other administrative body, in coordination with the Legal Service.

•

Authenticate official records when necessary.

Incoming Communications 1.

Receive communications, post date of receipts and initial in all correspondences including telegrams and personally addressed correspondences.

Encode the control numbers and record the correspondences.

Supervise/check the documents to be released.

Send correspondences to the concerned party.

Outgoing Act ed Communications 1.

Receive the documents.

Forward the communication to the assigned Records Division personnel and record the correspondence.

Classify and release communications to the concerned party. If correspondence to be released pertains to cases, sealed order, decisions, keep file copies for reference.

Keep files and compile according to office, date and file classification. a. Acted communications refer to the following:

- MOA or Contracts

- Case-related documents

- Released documents to Bureaus, Attached Agencies/Corporations, Regional Field Units and other offices.

b. Original of all case-related documents, MOAs, Contracts are stored in the Records Division, photocopies of outgoing acted documents for Bureaus, Attached Agencies/Corporations, Regional Field Units and other outside offices are kept in the office. c. For case-related documents, requests for copies shall need prior approval/clearance of the Legal Service. d. DA-COA is provided with certified true copies of the Contracts/ MOAs.

Release of DA Issuances 1.

Receives issuances.

Analyze and assign numbers.

Provide photocopies.

Disseminate photocopies to all DA Offices.

File proof of receipt and encode originals to the database.

(Originals of DA Administrative Issuances are on file in the Records Division. If the issuance is for public information,

the UP-Law Center shall be provided a Certified True Copy)

Pick up of Mails from Post Office 1.

Pick up mails from post office boxes and bring them to the Records Division.

If registered, log in the logbook to be received by the concerned office/person. Ordinary mail is arranged and forward it to the concerned office/ person. (Envelopes marked personal, private or confidential are to be delivered unopened)

Is suance of Certified True Copies of Documents 1.

Concerned party forward the request to the appropriate Records Division staff.

If the requested documents pertain to legal matters, refer it to the Legal Division for approval or clearance.

Upon clearance from the Legal Service, provide certified copy/ies to the requesting party. •

Issuance usually refers to SOs, Memo, Circulars, AOs, etc. which the Records Division keeps the original copies.

•

Release usually refers to acted communications to be released to Bureaus, Attached Agencies/Corporations, Regional Field Units and other outside offices

•

Court documents usually refer to case-related documents which the Records division keeps the original copies on file.

Retrieval of Previous Records 1.

Forward the request to the Records Division for retrieval of past records.

Inform the Records Officer.

Approve the request for retrieval of records.

If approved, get the documents from the storage room.

If documents pertain to legal cases, prior approval or clearance must be secured from Legal Division.

Upon clearance, provide the requesting party the requested previous records.

Inventory of Records/ Preparation of Records Disposition Schedule (RDS)

Segregate permanent records from temporary records.

Compile files according to office, subject/ date and label.

Arrange alphabetically all compiled records or by series for proper sequencing.

Prepare the records inventory and appraisal report for review of the Records Division Chief.

Send the report to National Archives of the Philippines (NAP) for approval.

Once the Records Inventory is approved, prepare the Records Disposition Schedule (RDS).

Approve the RDS.

Disposal of Records 1.

Accomplish the NAP Form and submit it to the Director of Administrative Service for signature.

Sign the NAP Form and forward it to the Records Division.

Compile all NAP Forms for evaluation.

Transmit the letter and all NAP Forms for approval, to the National Achives of the Philippines.

Appraise and examine the disposable records of the requesting agency then prepare and submit its Analysis Report based on his/her evaluation.

Submit its recommendation to the Executive Director of NAP.

Issue the Authority to Dispose of Records and notify the requesting agency of its approval.

Supervise the segregation of valueless records and safekeep the valueless records until their actual disposal.

Dispose the records in the presence of NAP Officers and the Resident Auditor from the COA.

10. Issue an official receipt to the official buyer. 11. Receive the Certificate of Disposal signed by three witnesses who will be given a copy each.

PROCESS FLOW INCOMING C OM M U N I C AT I ON S

CONCERNED EMPLOYEE

O U TGO I N G CO M M U N I CAT I O N S

CONCERNED EMPLOYEE

START

Receive communications and correspondences: within 5 mins.

Receive documents: 2-5 mins

Encode details on database: within 10 mins Encode the control numbers and record the correspondences: within 10 mins

SUPERVISING OFFICER

Review and check the documents to be released: 10 mins SUPERVISING OFFICER

Recommend approval before signing of Records Chief: 5 mins

Classify and release communications: within 30 mins

Record correspondences: within 10 mins

Sign and approve before release of document: 10 mins

Send correspondences to the concerned party/ies.: within 5 mins, if email and within 4 hrs, if hand carried)

Scan received documents: 5 mins

Update status on database: within 5 mins, if email and within 4 hrs, if hand carried

Keep files and compile: 5 mins

END

Update database on the status of document: 5 mins

END

O U TGO I N G C O M M U N I C AT I O N S

R ELEASE OF DA I SSUA N C ES CONCERNED EMPLOYEE

START

CONCERNED EMPLOYEE

START

SUPERVISING OFFICER

Receive issuances 2-5 mins

Review issuances and approve for release: within 5 mins Record registered mails in logbook and database; compile/segregate ordinary mails according to offices: 4 hours

Analyze & assign numbers: within 15 mins

Record correspondences: within 10 mins

Pick up mails from post office boxes and bring these to Records Division: within 4 hours

Scan received documents: 5 mins Forward to concerned offices/ persons: within 4 hours

Disseminate photocopies and notify originating office for pickup/delivery: within 8 hours

Provide photocopies: within 10 mins

File original document and proof of receipt: 10 mins

END

PROCESS FLOW ISSUANCE OF C ERT I F I ED C OPI ES OF DO CU M E N T S ( M OA’ S , C O N T R ACT, I S S UA N C E S , E TC. )

CONCERNED EMPLOYEE

START

LEGAL SERVICE

Forward property filled up request form to the appropriate Records Division staff: within 5 mins

Request legal docs for approval and/or clearance: within 15 mins

SUPERVISING OFFICER

Certify as true copy of original document: within 15 minutes

Scan received request form: 5 mins

File received request form: 5 mins

END R ETRIEVAL OF PR EV I OU S R EC OR DS

I N V E N TO R Y O F R E C O R D S / P R E PA R AT I O N O F R E C O R D S D I S P O S I T I O N S CH E D U L E ( R D S)

CONCERNED EMPLOYEE

START

START Forward request form for retrieval of past recrods: within 5 mins

Inform the Records Officer: within 10 mins

Retrieve documents from the storage room: within 10 mins

Provide requested previous records: within 10 mins

Scan received request form: 5 mins

Segregate permanent records from temporary records: within 5 mins SUPERVISING OFFICER

Compile files according to office, subject, date and label: within 10 mins

Approve request for retrieval: within 10 mins

LEGAL SERVICE

For legal documents, secure approval and/or clearance from Legal Service (depends on Legal’s recommendation

Arrange all records alphabetically or by series: within 10 mins

SUPERVISING OFFICER

Prepare records inventory and appraisal reports: within 10 mins per docs

NATIONAL ARCHIVES OF THE PHILIPPINES (NAP)

Approve Records Inventory (depends on NAP’s approval)

Prepare RDS for approval: within the day

END File received request form: 5 mins

END 79

PROCESS FLOW ISSUANCE OF C ERT I F I ED C OPI ES OF DO CU M E N T S ( M OA’ S , C O N T R ACT, I S S UA N C E S , E TC. )

CONCERNED EMPLOYEE

START Receive request for authority to attend local training: 15 mins

Check attached documents to the request as o its veracity and content: within 4 hours

Prepare the memorandum of authoriy and encode in the HRDD Database: within 4 hours

Receive, file and encodes the accomplished Learning Application Plan: within 2 hours

END

SUPERVISING OFFICER

APPROVING OFFICIAL

REQUESTING PARTY

Review the memorandum to attend local training: within 8 hours

Approve and sign memorandum re local training program: within 1 hour

Receive approved memorandum to atend and accomplish LAP

A G R I C U LT U R E A N D F I S H E R I E S I N F O R M AT I O N D I V I S I O N The Records Division shall be responsible in providing the Department with efficient, effective and economical records management in the Department, and performs the following functions:

Func t i o n s - - - --------------------------------------------------------------------- ------•

AFID shall develop, produce, and disseminate communication support materials on the Department’s thrusts, programs, projects, and policies for varied clientele. o

o o o

•

Develop and implement internal and external communication strategies and programs to support agricultural reforms and other objectives and assess communication needs of the general public. Provide 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. Provide editorial and quality control services relative to DA agencies press releases for publication in the national dailies and tabloids. Undertake briefings/orientations on general agricultural information needed by the varied clientele.

AFID shall incorporate information strategies on marketing and agribusiness for various commodity programs. The proposed structure shall ensure the effective packaging and broad dissemination of agriculture and fisheries production and market information locally and abroad.

•

Manage the department’s media relations program, formulate and implement the Department’s Communication Plan (Agriculture and Fisheries Communication Plan) as well as design and develop multi-media communications.

o o

Document DA activities and prepare news articles on the same for media release and publication in internal publications and other media channels. Promote/build good corporate image of the Department/Bureaus through publication of info advocacy materials.

•

Spearhead information campaign activities for DA projects/programs and DA-sponsored international and local events.

•

AFID will act as clearing house for the release of information to tri-media to ensure up to date and consistent messages among other links from bureaus, attached agencies, corporations, foreign-assisted projects, and regional offices.

•

AFID shall coordinate 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.

AUDI O VI SUAL A ND GR A PHIC A RTS Request for AV/Video Presentation 1.

Fill up and files photo job request form or send the letter of request.

Approve and forward the request to the AV and G Section Chief.

Assign AV staff to prepare the AV/Video presentation.

Conceptualize on the materials needed for the AV/Video presentation

Prepare script, if needed.

Review, comment, and give suggestions on the script.

Incorporate comments and suggestions on the script

Approve the script and send it to the requesting office for comment and suggestions.

Review and give comments on the script.

10. Edit and incorporate the comments and suggestions of requesting office. 11. Shoot and gather photos and video footage needed. 12. Review and edit footage taken according to the approved AV/Video script. 13. Review, approve and send the AV/Video presentation to the requesting office. 14. Review and give comments on the AV/Video presentation. 15. Edit and incorporate corrections and suggestions of the requesting office. 16. Review final AV/Video presentation. 17. Review, approve and send the final AV/Video presentation to requesting office.

Preparation of a Radio Program 1.

Prepare a broadcast outline.

Gather news materials and conduct taped interviews.

Evaluate/edit tape and answer correspondences from listeners.

Write daily broadcast script and submit it to the Section Chief for approval.

Review/edit script.

Re-write the script based on the comments of the Section Chief then return it to the Section Chief for approval.

Approve the script for airing.

Air the program from 4:30 AM to 5:00 AM except Sundays in a radio station.

Request for Photo Coverage 1.

Fill up and file photo job request form or send the letter of request.

Approve and forward the request to the AV and G Section Chief.

Assign a photographer to cover the event.

Cover assignments and process images (color correction and other necessary alteration).

Select good shots for printing, media release and web uploading then submit these to the Section Chief.

Evaluate the submitted shots and approve good shots for printing, media release, and web uploading.

Write captions for the approved shots and submit these to the Chief for editing/approval.

Edit/approve photo captions then submit to the Division Chief for approval.

Approve photo captions and forward these to the Press Office for publication/dissemination.

10. Send/release the approved photo captions to media outlets.

Request for Video Coverage 1.

Fill-up and file request for video coverage or send the letter of request.

Approve and forward request to the AV and G Section Chief.

Calendar/schedule the event and assign the audio-visual crew.

Cover the assignment on the scheduled time.

Prepare the fact sheet script and submit this to the Section Chief for approval.

Approve the fact sheet script.

Review and edit footages taken according to approved fact sheet script.

Review the TV release.

Approve the TV release for airing/dissemination.

10. Dub copies and releases/distributes copies to all TV stations.

Request for Layout of Information Advocacy Collaterals and Other IEC Materials 1.

Fill-up and file the request for layout of information advocacy collaterals or IEC materials or send the letter of request.

Approve and forward the request to the AV and G Section Chief.

Assign a layout artist.

Conceptualize on the layout of needed materials.

Prepare the layout of materials.

Review and give comments and suggestions on the layout.

Incorporates the comments and suggestions on the layout.

Review, approve and send the layout to the requesting office.

Review and give comments on the draft layout.

10. Edit and incorporate corrections and suggestions of the requesting office. 11. Review the final layout. 12. Review, approve and send final layout to the requesting office.

Request for Sound System, Overhead Projector, and Other AV Equipment 1.

Fill up and file audio-visual job request form or sends the letter of request.

Approve and forward request to the AV and G Section Chief.

Calendar the request then assign an AV operator as officer in charge.

Prepare the requested equipment, run test/trial and transport the same to the venue of the event.

Install and operate the equipment. After use, repack and transport the equipment back to the office.

E D I TOR I AL Writing of IEC Materials 1.

Fill up and file request for writing of IEC materials or send the letter of request.

Approve and forward the request to the Editorial Section Chief.

Assign a staff to do the request.

Gather/research information materials needed and draft the IEC material.

Edit and check the draft.

Input all the corrections.

Check, approve and forward the write-up to the AFID Chief.

Check and approve the write-up and send it to the requesting office for approval.

Review and give comments and suggestions on the write-up.

10. Edit and incorporate comment and suggestion on the write-up. 11. Review the final write-up. 12. Forward the approved write-up and forward this to the Audio Visual and Graphics Section Chief. 13. Assign a graphic artist to design and layout the materials. 14. Prepare the designs and layouts of the materials. 15. Check/ review/edit the materials for appropriate format, size, text, style, color, etc. before submission to the AFID Chief. 16. Approve the materials and send them back to the requesting office for final approval. 17. Review and give comments and suggestions on the IEC material. 18. Edit and incorporate comments and suggestions on the IEC material. 19. Reviews edited IEC material and send this to the AFID Chief. 20. Approve and forward the approved IEC material to the requesting office.

Editing of Write-Up/IEC Material 1.

Fill-up and file request for editing of write-up/material or send the letter of request.

Approve and forward request to the Editorial Section Chief.

Assign a staff to do the request.

Edit and validates the data.

Edit and checks the draft.

Input all the corrections.

Check, approve and forward the edited write-up/material to the AFID Chief.

Check, approve and send the edited write-up/material to the requesting office.

Preparation of Ad Supplement, Column Ads, Monthly Newsletter

Fill-up and file request for editing of write-up/material or send the letter of request.

Approve and forward request to the Editorial Section Chief.

Assign a staff to do the request.

Edit and validates the data.

Edit and checks the draft.

Input all the corrections.

Check, approve and forward the edited write-up/material to the AFID Chief.

Check, approve and send the edited write-up/material to the requesting office.

LIBR A RY Library Digitization 1.

Select books, monographs, pamphlets and other IEC materials and agricultural magazines for digitization.

Scan publications/library materials.

Encode bibliographic information of scanned publications/library materials.

Submit scanned publications/library materials with bibliographic information to the National Library.

Acquisition o f Books, Monographs, Pamphlets and Serials thru Complimentary/Free of Charge/Exchange and/or Donations 1.

Prepare a letter of request for books, monographs, pamphlets and serials to publishers and authors.

Edit and approve the letter of request and forward this to AFID Chief for approval/signature.

Approve the letter of request and forward it to the Records Division for mailing.

Follow up through telephone the letter of request to publishers and authors.

Receive and gather requested publications.

Prepare the acknowledgment letter.

Record publications in the Exchange Records Card of concerned offices.

Package publications and prepares Acknowledgment Receipt and forwards it to the Records Division for mailing.

Serials Subscription 1.

Prepare the Purchase Request (PR) of serials subscription

Review the PR, initial it and forward the same to the AFID Chief for approval.

Approves the PR and forward it to the Procurement Division.

Process the Purchase Request.

Receive the serials subscription from the courier/publisher and forward it to the DA Property Inspector.

Inspect the serials.

Prepare the Inspection Acceptance Request (IAR) and forward it to the GSD-Property Section and the DA Property Inspector for signature.

Return the signed IAR to Library Section.

Prepare the Obligation Request and Status (ORS) and Disbursement Voucher (DV) for the processing of payment.

Attach the IAR,

Delivery and Official Receipts and copy of serial. Forward the documents to Budget Division. 10. Process payment and forward it to the Cashier Section. 11. Release payment to the publisher.

Classifying Newspaper Clippings and Pamphlets, Brochures and other IEC Materials Newspaper Clippings 1.

Mark serials with stamps of ownership upon receipt of new ones.

Catalogue and classify the serials according to the Library of Congress Classification Scheme.

Check the catalogue and classification of serials.

Make the serial record cards.

Type the catalogue cards.

Check the typed catalogue cards.

File the catalogue cards.

Pamphlets, Brochures and other IEC Materials 1.

Select pamphlets to be retained and mark with stamps of ownership.

Classify and catalogue the pamphlets according to subject.

File the pamphlets.

Cataloguing and Classifying Books 1.

Mark books with stamps of ownership upon receipt of new ones.

Assigns accession number.

Catalogue and classify the books according to the Library of Congress Classification Scheme.

Check the catalogue and classification of books.

Print the call number on the spine of the book.

Prepare book cards and book pockets.

Type and file catalogue cards.

Check the typed catalogue cards.

File the book.

Recording and Indexing Serials 1.

Record the serials received in the serial record card.

Select the articles for indexing.

Type the indexed articles from serials.

Check the index cards typed.

File the typed index cards.

Charging-Out of Books 1.

Accomplish and sign the researcher’s slip.

Search the books requested on the shelves.

Sign the book card.

File the Borrower’s Card in the circulation tray.

Charging-In of Books 1.

Return the borrowed book.

Check the physical condition of the borrowed book.

Pull out the corresponding book card from the circulation tray and check the book’s author, title and copy number against the book card.

Write down the return date in the book card and place it back in the book pocket.

File the books in their proper shelves.

Renewal of Books Borrowed

Bring the borrowed book to the Library and request for its renewal.

Withdraw the corresponding book card from the circulation tray.

Write and initial the return date and write down the new due date on the book card.

Sign the book card.

File the book card in the circulation tray.

Charging-Out of Periodicals 1.

Accomplishes and signs the researcher’s slip

Searches the periodical requested on the shelves.

Writes the title, volume, date borrowed and due date on the Borrower’s Slip.

Indicates his/her office and telephone number on the Borrower’s Slip.

Files the Borrower’s slip in the circulation tray.

Renewal of Periodicals Borrowed 1.

Present the borrowed periodical and request for its renewal.

Withdraw the corresponding borrower’s slip from the circulation tray and issue new Borrower’s Slip.

Sign the Borrower’s Slip.

File the Borrower’s Slip in the circulation tray.

Subscription of Agricultural Magazines and Purchase of Books Through Cash Advance 1.

Select the titles of books, monographs, other IEC materials and agricultural magazines for purchase.

Prepare the Procurement Request Action Slip (PRAS) of books, monographs, pamphlets.

Review the PRAS, initials and forwards it to the AFID Chief for approval.

Approve the PR and forwards it to the Procurement Division.

Process the PRAS and return the approved documents to AFID.

Purchase agricultural magazines, books, monographs, and other IEC materials and forward these to the DA Inspector.

Inspect the purchased agricultural magazines, books, monographs, and other IEC materials.

Prepare the Inspection Acceptance Request (IAR) and forward it to the GSD-Property Section and the DA Inspector for signature.

Return the signed IAR to the Library Section.

10. File the documents for replenishment of cash advance used.

P R I N T I N G , B IND ER Y A ND C IRC U L ATI ON Printing and Bindery of Materials 1.

Submit the request for printing, bindery works to the AFID Chief.

Forward the request to the Printing, Bindery and Circulation Section.

Coordinate with the staff for the specific printing and bindery requirements.

Print and/or bind the materials as per request.

Inform the AFID Chief and present a sample of printed job.

Instruct the staff to deliver the finished products to the requesting office.

Deliver the finished products to the requesting office.

Printing and Bindery of Materials 1.

Submit the request for printing, bindery works to the AFID Chief.

Forward the request to the Printing, Bindery and Circulation Section.

Coordinate with the staff for the specific printing and bindery requirements.

Print and/or bind the materials as per request.

Inform the AFID Chief and present a sample of printed job.

Instruct the staff to deliver the finished products to the requesting office.

Deliver the finished products to the requesting office.

PROCESS FLOW R EQUE ST F OR AV/ V I DEO PR ESEN TAT I O N

REQUESTING PARTY

AV STAFF

AFID DIVISION CHIEF

Conceptualize and prepare AV/Video presentation: within 1-3 days

Review the script: 20 mins

ADMINISTRATIVE STAFF

START Submit photo request form/ send the letter of request: 5 mins

Approve and assign request to AV staff: within 5-10 mins

Edit and incorporate the comments and suggestions of the Division Chief

Review and edit footage taken according to the approved AV/Video script: within 1-3 days

Approve and assign request to AV staff: within 5-10 mins

Incorporate corrections and suggestion of the requesting office: within 1-3 hours Review and approve the final AV/Video presentation: 20 mins

Submit final output to the requesting party: 5 mins

END

PR EPAR AT I ON OF A R A DI O PROG R A M

ADMINISTRATIVE STAFF

AV STAFF

AFID DIVISION CHIEF

START Prepare a broadcast outline: within 1-3 hours

Approve the script for airing: 20 mins Air the program in a radio station: within 2 hours

END

PROCESS FLOW R EQUE ST FOR PH OTO C OV ER AG E

AV STAFF

ADMINISTRATIVE STAFF

REQUESTING PARTY

START Submit photo request form or send the letter of request: 5 mins

Assign a photographer to cover the event: 5 mins

Approve and forward the request to the AV and G Section Chief: 20 mins

Process images: within 8 hours

Select and evaluate photographs for printing, media release and web uploading then submit to the section Chief: within 6 hours

Write captions for the approved shots and submit these to the Chief for editing/approval: within 2 hours Submit finao output to the Press Office for publication or dissemination: 5 mins Release the final output to the Press Office for publication or dissemination: 5 mins

END

R EQUE ST FOR V I DEO C OV ER AG E

REQUESTING PARTY

ADMINISTRATIVE STAFF

AV STAFF

AFID DIVISION CHIEF

START Submit request for video coverage or send the letter of request: 5 mins

Approve and forward the request to the AV and G Section Chief: 30 mins

Organize the event: within 3 days

Process images used during the event: within 1 hour

Prepare the fact sheet script for approval of the Section Chief: 2 hours

Approve the final output script: 30 mins Finalize the footages taken according to approved fact sheet script: within 2 hours

Review the TV release: within 3 hours

END Finalize the TV release for airing and dissemination: 1 hour

Dub copies and releases/distributes copies to all TV stations: within 6 hours 89

PROCESS FLOW

R EQUE ST F OR L AYOU T OF I N F OR M AT I O N A DVO CAC Y C O L L AT E R A L S A N D OT H E R I E C M AT E R I A L S

REQUESTING PARTY

ADMINISTRATIVE STAFF

AV STAFF

AFID DIVISION CHIEF

START Submit request for layout of information advocacy collaterals or IEC materials or send the letter of request: 5 mins

Approve and forward the request to the AV and G Section Chief: 30 mins

Assign a layout artist: 20 mins

Prepare the layout of needed materials: within 3 days

Review and give comments and suggestions on the layout: 1 hour Incorporate comments and suggestions on the layout: 6 hours Review, approve and send the layout to the requesting office: 2 hours Edit and incorporate corrections and suggestions of the requesting office: 1 hour

Send final layout to the requesting office: 5 mins

END

Review the final layout: 1 hour

PROCESS FLOW

R EQUE ST FOR SOU N D SY ST EM , OV ER H E A D P RO J E CTO R , A N D OT H E R AV E Q U I P M E N T

REQUESTING PARTY

ADMINISTRATIVE STAFF

AV STAFF

START Submit photo request form or send the ltter of request: 5 mins

Approve and forward the request to the AV and G Section Chief: 30 mins

Calendar the request then assign an AV operator in charge: 30 mins

Prepare the equipment and conduct a test at the event: within 3 hours

Install and operate the equipment. After use, repack and transport the equipment back to the office: within 6 hours

END

WR ITING O F I EC M AT ER I A L S

REQUESTING PARTY

ADMINISTRATIVE STAFF

AV STAFF

AFID DIVISION CHIEF

START Submit request for writing of IEC materials to the Editorial Chief Section: 5 mins

Prepare the necessary information IEC materials: 3 hours

Check, approve and forward th write-up to the AFID Chief: 30 mins Review the final write-up and forward to the Audio Visual and Graphics Section Chief: 3 hours

Edit and incorporate the comments and suggestions in the writeup: 3 hours Prepare the designs and layouts of the materials: 1 hour

Submit the final output requesting party: 20 mins

Review and give comments and suggestions on the write-up: 1 hour

Review the IEC material: 1 hour

Incorporate comments, if any: 30 mins

END

PROCESS FLOW EDITING OF WR I T E-U P/ I EC M AT ER I A L S

ADMINISTRATIVE STAFF

AV STAFF

Approve and forward request to the Editorial Section Chief: 30 mins

Edit and validate the date with necessary corrections, if any: 1 hour

REQUESTING PARTY

AFID DIVISION CHIEF

START Submit request for written IEC materials: 5 mins

Check, approve and forward the edited write-up/material to the AFID Chief: 1 hour

END

Review the material: 30 mins

Incorporate changes, if any and submit final output to th requesting office: 1 hour

EDITING OF WR I T E-U P/ EI C M AT ER I A L S

ADMINISTRATIVE STAFF

AV STAFF

START Prepare the necessary information needed to drat the write-up: 1 hour

Review the draft: 1 hour

Meet the Editorial and Audio Visual and Graphic Arts Section Chiefs regarding the contents of ad supplement, column ad and monthly newsltter: 30 mins

Input all the necessary corrections: within 2 hours

Check and approve the writeup: 30 mins

Assign a graphic artist for the write-up: 20 mins

ReviewReview the layout of the writethe draft: up before 1 submission tothe hour AFID Chief:1 hour Submit the final Review theoutput draft: to the requesting 1 hourparty: 5 mins

Prepare the design and layout of the materials: within 3 hours

Input all the necessary corrections, if any: 1 hour Check and approve the layout of write-up or materials: 1 hour

PROCESS FLOW LIBRARY DI G I T I Z AT I ON

ADMINISTRATIVE STAFF

AV STAFF

START Select books, monographs, pamphlets and other IEC materials and agricultural magazines for digitization: 1 hour

Encode bibliographic information of scanned publications/library materials: within 6 hours

Scan publications or library materials: within 6 hours

Submit the scanned publications or library materials with bibliographic information to the National Library: 3 hours

END

ACQUISITI ON OF B OOK S, M ON OG R A PH S PA M P H L E T S A N D S E R I A L S T H RO U GH C O M P L I M E N TA R Y/ FRE E OF CHARG E/ EXC H A N G E A N D/OR DON AT I O N S

ADMINISTRATIVE STAFF

AFID DIVISION CHIEF

START Prepare a letter of request for books, monographs, pamphlets, and serials to publishes and authors for approval of the AFID chief: 30 mins

Select books, monographs, pamphlets and other IEC materials and agricultural magazines for digitization: 1 hour

Follow up the letter of request to publishers and authors: 20 mins

Receive and gather requested publications in preparation for the acknowledgement letter: 30 mins

Record publications in the Exchange Records Card of concerned offices: 3 hours

Prepare the Acknoweldegment Receipt and forward it to the Records Division for mailing: 1 hour

END

PROCESS FLOW LIBRARY DI G I T I Z AT I ON

ADMINISTRATIVE STAFF

AV STAFF

AFID DIVISION CHIEF

START Prepare the Purchase Request (PR) of serilas subscription for approval of the AFID Chief: 30 mins Receive the serials subscription from the courier or publisher and forward it to the DA property Inspector: 5 mins

Scan publications or library materials: within 6 hours

Process the Purchase Request: 1 hour

Inspect the serials: 1 hour

Prepare the Inspection Acceptance Request (IAR) and forward it to the GSD-Property Section and the DA Property Inspector for signature: 1 hour

Return the signed IAR to Library Section: 1 hour

END

CLASSIFYIN G N EWSPA PER C L I PPI N G S A N D PA M P H L E T S , B RO CH U R E S A N D OT H E R E I C M AT E R I A L (NEWSPAPER C L I PPI N G S)

ADMINISTRATIVE STAFF

START Catalogue and classify the serials according to the Library of Congress Classification Scheme: 1 day

Review the catalogue and classification of serials: 1 day

Prepare and file the serial record and catalogue cards: 1 days

Submit the final output to the requesting party: 5 mins

END

Submit the final output to the requesting party: 5 mins

END

PAMPHLET S, B ROC H U R ES A N D OT H ER E I C M AT E R I A L

ADMINISTRATIVE STAFF

START Selecet pamphlets to be retained and marked with stamps of ownership: 1 hour

Classify and catalogue the pamphlets according to subject: 3 hours

File the pamphlets: within 6 hours

PROCESS FLOW CATALOGU I N G A N D C L A SSI F Y I N G B OOK S

ADMINISTRATIVE STAFF

START Mark books with stamps of ownership upon receipt of new ones: 5 mins

END

Assign accession number: 5 mins

Submit the final output to the requesting party: 5 mins

Catalogue and classify the books according to the Library of Congress Classification Scheme: 20 mins

Check the catalogue and classification of books: 20 mins

Print the call number on the spine of the book: 20 mins

File the book: 20 mins

Type and file catalogue cards: 20 mins

Prepare book cards and book pockets: 20 mins

CHARGING -OU T OF B OOK S

ADMINISTRATIVE STAFF

START Accomplish and sign the reseachers’s slip: 5 mins

Search the books requested on the shelves: 20 mins

Sign the book card: 5 mins

File the Borrower’s Card in the circulation tray: 20 mins

Write and initial the return date and write down the new due date on the book card: 5 mins

Sign the book card: 3 mins

END

CHARGING -I N OF B OOK S

ADMINISTRATIVE STAFF

START Bring the borrowed book to the Library and request for its renewal: 20 mins

Withdraw the corresponding book card from the circulation tray: 20 mins

File the book card in the circulation tray: 20 mins

END R ENE WAL OF B OOK S B OR ROWED

ADMINISTRATIVE STAFF

START Bring the borrowed book to the Library and request for its renewal: 20 mins

Withdraw the corresponding book card from the circulation tray: 20 mins

Write and initial the return date and write down the new due date on the book card: 5 mins

Sign the book card: 5 mins

File the book card in the circulation tray: 20 mins

END 95

PROCESS FLOW CHARGING -OU T OF B OOK S

ADMINISTRATIVE STAFF

AV STAFF

START Receive the request for printing, bindery works to the AFID Chief: 5 mins

Coordinate with the staff for the specific printing and bindery requirements: 20 mins

Forward the request to the Printing, Bindery and Circulation Section: 20 mins

Inform the AFID Chief and present a sample of the printed job: 5 mins

Deliver the finished products to the requesting office: 20 mins

END

PR INTING A N D B I N DER Y OF M AT ER I A L S

AV STAFF

START

Provide the IEC materials to the general public: 20 mins

Deliver the IEC materials to various DA offices: 20 mins

Distribute the materials to concerned Regional and Provincial Offices through the Regional through the Regional Information Officers and forward these to Records Division for mailing: within 6 hours

END

Internal Audit Service

INTERNAL AUDIT SERVICE HIS TOR Y The Internal Audit Service (IAS) was instituted in the Department of Agriculture through DA-Administrative Order No. 02, series of 2013 based on the Approved Rationalization Plan under Executive Order No. 366, series of 2004. For CY 2019 to 2021, DA-IAS has submitted (15) regular audit reports, (26) special audit reports, (10) interim reports to the Office of the Secretary, and (24) evaluation reports to the DA-Financial Management Service. In addition, DA-IAS, through SO No. 1130, series of 2017, was designated as focal to the DA 8888 Portal. For CY 2019 to 2021, a total of 11,798 ticketcomplaints, mostly request for livelihood assistance were received from the Office of the President (OP) 8888 Portal and were referred to the concerned offices in DA-Central Office (CO), DA-Regional Field Offices (RFOs), Bureaus, Attached Agencies, and Government-Owned and Controlled Corporations (GOCCs) for their appropriate action. There were 5,966 ticket-complaints acted upon by the DA concerned offices which were subsequently closed by OP 8888 Portal.

LE G AL B AS E S FO R T HE C R EAT IO N OF I AS Executive Order No. 292, series of 1987 (Administrative Code of 1987)

DBM Circular Letter No. 2008-5

Created an IAS in the Department of Public Works and Highways,

Provided the guidelines in the organization of IAS and clarified its

and included the supervision of internal audit activities as one of

functions, and the rank and salary grade of the head of IAS.

the functions of the Department of Finance’s Central Financial Management Office.

Executive Order No. 366, series of 2004

DBM Circular Letter No. 2008-8 Provided the issuance of National Guidelines on Internal Control Systems (NGICS), wherein the IAS is mandated to conduct a separate

Directed to conduct a strategic review of the operations, improving

evaluation or appraisal of the internal control system to determine

the quality and efficiency of government, and improving agency

whether internal controls are well designed and properly implemented.

performance through rationalization of service delivery and support systems, and organization structure.

DA-Administrative Order No. 02, series of 2013

OP Memorandum Circular (MC) No, 89, series of 2005

Provided the institutionalization of Internal Audit Service in the

Enjoined all heads of agencies to: (a) create an IAS/IAU in compliance

management to achieve efficient and effective fiscal administration

with OP AO No. 70, s. 2003; (b) observe the guidelines set forth under

and performance of agency affairs and functions.

Department of Agriculture-Office of the Secretary, which shall assist

DBM BC No. 2004-4; and (c) submit a report of compliance with AO No. 70, s. 2003 and DBM BC No. 2004-4 to the Office of the Executive Secretary.

DA Approved Rationalization Plan dated July 19, 2013 under EO 366, series of 2004 Revised organizational structure and staffing pattern of the Department.

100

D E F I N I T I ON Internal audit is the evaluation of management controls and operations performance, and the determination of the degree of compliance of internal controls with laws, regulations, managerial policies, accountability measures, ethical standards and contractual obligations. It involves the appraisal of the plan of organization and all the coordinated methods and measures, in order to recommend courses of action on matters relating to operations audit and management control. (Section 1, Chapter I, Revised Philippine Government Internal Audit Manual (RPGIAM), 2020 ed.)

M AN DAT E Internal auditors in the Philippine Government are mandated to carry out fundamental role of assisting their respective Department Secretaries in promoting effective, efficient, ethical and economical operations by appraising the adequacy of internal controls, consistent with the National Guidelines on Internal Control Systems (NGICS) that was issued through DBM Circular Letter (CL) No. 2008-8 dated 23 October 2008. The findings on the appraisal of the effectiveness and adequacy of internal controls are provided to the Secretary to institute corrective and preventive measures and achieve the agency objectives. (RPGIAM, 2020 ed.)

D UTI E S AN D FU NC T IO NS Internal Audi t Service The primary functions of the IAS, pursuant to the Administrative Code of 1987, as amended, adopted by DBM in its CL No. 2008-5, and reiterated in the National Guidelines on Internal Control Systems (NGICS) are as follows: 1.

Advise the Secretary, on all matters relating to management control and operations audits;

Conduct management and operations audits of department/agency/GOCC/SUC functions, programs, projects, activities with outputs, and determine the degree of compliance with their mandate, policies, government regulations, established objectives, systems and procedures/processes and contractual obligations;

Review and appraise systems and procedures, organizational structures, asset management practices, financial and management records, reports and performance standards of the department proper, bureaus and regional offices;

Analyze and evaluate management deficiencies and assist top management by recommending realistic courses of actions;

Perform such other related duties and responsibilities as may be assigned or delegated directly by the Secretary or as may be required by law.

101

ORG A N I Z AT I ONA L C HA RT Based on PGIAM, 2012 ed.

Internal Audit Service

Secretary

Director IV SG-28 (Presidential Appointee)

Administrative Assistant III SG-9 (Coterminous)

Administrative Aide IV SG-6 (Coterminous)

102

Operations Audit Division

Management Audit Division

Internal Auditor V SG-24 (Plantilla Position)

Internal Auditor IV SG-22 (Plantilla Position)

Internal Auditor III SG-18 (Plantilla Position)

Internal Auditor II SG-15 (Plantilla Position)

Internal Auditor I SG-11 (Plantilla Position)

Internal Auditing Assistant SG-8 (Plantilla Position)

ORG A N I Z AT I ONA L C HA RT EO No. 366, s. 2004

Internal Audit Service

William D. Dar, Ph. D. Secretary

Dr. Leocadio S. Sebastian Chief of Staff

Atty. Joan Q. Jagonos-Oliva OIC-Director

Marilyn S. Espiritu Administrative Officer IV

Operations Audit Division

Management Audit Division

Atty. Joan Q. Jagonos-Oliva Internal Auditor V

Christopher R. Bañas Internal Auditor V

Maria Chelo E. Santos Internal Auditor IV

Nerissa M. Abraham Internal Auditor IV

Grace E. Trinidad Internal Auditor III

Anthony R. Villanueva Internal Auditor III

Mary Frances D. Rodriguez Internal Auditor II

Internal Auditor II (vacant)

Josephine M. Montalbo Internal Auditor II

Je-Anne DG. Artuz Internal Auditor II

Arnold E. Arirao Internal Auditor I

Jonathan C. Baccoy Internal Auditor I

Olivia M. Ganotice Internal Auditing Assistant

Jocelyn L. Ferre Internal Auditing Assistant

Enrico M. Salvador Administrative Assistant VI

Lilibeth B. Gallebo Administrative Assistant V

Evangeline R. Samson Administrative Assistant V

Ferdinand A. Gamas Administrative Assistant I

103

MANAGEMENT AUDIT DIVISION The Management Audit Division (MAD) shall evaluate the achievement of the control objectives of the operating or support units of the Department, 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. MAD has the following functions: 1.

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

Review and appraise systems and procedures/processes, organizational structure, assets management practices, financial and management records, reports and performance standards of the services/offices covered;

Verification and analysis of financial and management data to ascertain if attendant management information systems generate data or reports are complete, accurate and valid;

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

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

Review and evaluate the soundness, adequacy and application of accounting, financial and management controls and promote the most effective control at reasonable cost;

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

Perform 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

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

O P E R AT I O N S A U D I T DIVISION The Operations Audit Division (OAD) shall evaluate the extent of compliance and ascertain the effective, efficient, ethical and economical execution of the Department’s operations, programs and projects by utilizing internal auditing methods. The Division is tasked to perform the following functions: 1.

Conduct operations performance audit of activities of the department and its units and determine the degree of compliance with the mandate, policies, government regulations, established objectives, systems and procedures/processes, and contractual obligations;

Review and appraise systems and procedures/processes, organizational structure, operations practices, operations records, reports, and performance standards of the Department and agencies/units covered;

Verify and analyze operations data to ascertain if attendant management information systems generate data or reports are complete, accurate, and valid;

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

Review operations or programs to ascertain whether results are consistent with established objectives and goals and whether such programs are being carried out as planned;

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

Recommend courses of action on operational deficiencies observed;

104

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

PROCESS FLOW AUD IT PRO C ESS F LOW DI AG R A M

Annual Work Plan IAS prepares the Annual Work Plan Department Secretary approves the Annual Work

Authority IAS prepares Special Order for Audit Activity Department Secretary approves SO

Audit Engagement Planning Document understanding of the program and project Determine the audit objectives, scope and criteria and audit evidence Determine the resource required for the audit and the target milestone/dates Develop the audit plan and audit work program Secure approval of the audit plan and audit program

Audit Execution Entry Conference Conduct compliance audit Gather and analyze evidence Compare conditions with criteria Determine probable cause(s) Prepare working papers Conduct system/process audit Gather and analyze evidence Compare conditions with criteria Determine root cause(s) Prepare working papers Exit conference

Audit Reporting Develop audit findings Criteria (laws and standards) Condition (findings of facts) Conclusion (conclusion of facts

Audit Follow-up Monitor implementation of approved audit findings and recommendations Resolve non-implementation/ inadequate implementation of audit recommendations Prepare audit follow-up report

105

PROCESS FLOW AUD IT ENGAG EM EN T PL A N N I N G

Receipt of Special Order from the Head of Agency

Determine of the overall resource requirements (e.g. manpower, budget, time)

MAD/OAD Chief recommends Audit Team composition

Head of Internal Audit issues Office Order of the Team Composition

Audit Team familiarizes and understands the organization, program and project, system and processes

Determine and Outline the objectives, scope and methodology to be used

Develop and draft the audit plan

Approval of the audit plan

AUD IT EXE C U T I ON

106

Coordinate with the Auditee the schedule of Entry Conference

Preparation/Approval of documents pertinent to the conduct of Entry Conference

Conduct Entry Conference

Conduct compliance and system and process audit/management audit/operations audit

Review of evidence (e.g. field validation, interview and gathering of documents)

Draft Audit Findings

Review of Draft Audit Report

Plenary Session

Prepare materials for Exit Conference

Coordinate the schedule of Exit Conference

Preparation/Approval of documents pertinent to Exit Conference

Conduct Exit Conference

PROCESS FLOW AUD IT R EPORT I N G

Finalization of Draft Audit Report integrating auditee’s comment during Exit Conference and Recommendations

Review of Draft Audit Report

Plenary Session

Prepare the Final Audit Report

Prepare corresponding annexes, Memorandum/ Transmittal, Routing Slip, Briefer Form

Final proof reading and signing of Audit Report by the IAS Director, including Memoranda, Routing Slip and Briefer Form

Package the Audit Report

Submission of Audit Report to the Office of the Secretary for approval

Furnishing the copy of signed Audit Report and Memorandum/ Transmittal to the Auditee

AUD IT FOL LOW-U P

IAS Director directs assigned Internal Auditor to monitor implementation of approved audit findings recommendations

IAS Director issues Internal Audit Follow-up Memorandum to Auditee

Assigned Internal Auditor drafts Audit Follow-up Report

Resolve non-implementation/inadequate implementation of audit recommendations

Submit Audit Follow-up Report to the Department Secretary for appropriate legal/management action on nonimplementation of preventive /corrective action

107

PROCESS FLOW DA 8888 C I T I Z EN S’ C OM PL A I N T H OT L I N E FLO W D I AGR A M

Office of the President

Cabinet Secretary

8888 Joint Management Team (JMT), Office of President 8888 Portal

DA 8888 Portal

DA Focal Person

receives and reviews the complaint(s) Endorses the complaint(s) thru Memorandum to concerned DA Offices/Bureaus/AAs/Corps.

DA Offices/Bureaus/AAs/Corps

receives and reviews the complaint(s) undertakes concrete and specific action(s) and communicates directly to the complainant (if necessary) or vice versa whichever is applicable informs DA focal person of the action taken thru Letter/Memorandum

DA Focal Person

receives Letter/Memorandum from concerned DA Offices/ Bureaus/AAs/Corps on the action taken and forwards to 8888 Hotline for closure of the complaint

Note: The total period of action from the receipt of complaint in the 8888 portal until its closure should be within the 72-hour period.

108

APPENDICES

ADMINIST R AT I V E OR DER N O. 0 2 , SER I E S O F 2 0 1 3

CONFIDE N T I A L I T Y AG R EEM EN T CONFIDENTIALITY AGREEMENT

KNOW ALL MEN BY THESE PRESENTS: This confidentiality agreement is made this ____ day of _____ 2022 by and betweenNAME OF DA-IAS PERSONNEL, of legal age, single, Filipino, and a resident of __________________________________, hereon referred to as the “IAS Personnel”, -andDEPARTMENT OF AGRICULTURE - INTERNAL AUDIT SERVICE (DA-IAS), situated at 3rd floor DA Head Office, Elliptical Road, Diliman, Quezon City, herein represented by NAME OF IAS DIRECTOR, as Head of DA-IAS, of legal age, married, and a Filipino, hereon referred to as the “Agency”. WITNESSETH: WHEREAS Agency possesses certain ideas and information relating to DA-IAS activities that is confidential and proprietary to the Agency (hereinafter referred to as “Confidential Information”); and WHEREAS the IAS Personnel is willing to receive disclosure of the Confidential Information pursuant to the terms of this agreement for the purpose and essential to the conduct of internal audit by conducting researches to obtain relevant information on the activities to be audited; NOW THEREFORE, in consideration for the mutual undertakings of the Agency and the IAS Personnel under this Agreement, the parties agree as follows: 1. The IAS Personnel acknowledges that, in the course of internal audit, the IAS Personnel has, and may in the future, come into the possession of certain confidential information belonging to the Agency including but not limited to accounting data, methods, or processes. 2. The IAS Personnel hereby covenants and agrees that she will at no time, during or after the term of the internal auditing, use for her own benefit or the benefit of others, or disclose or divulge to others, any such confidential information, which may or may not be detrimental to the agency, except for the purpose set forth above. 3. Upon termination of the internal audit activity, the IAS Personnel will return to the Agency, retaining no copies, all documents relating to the Agency’s activities including, but not limited to, reports, manuals, drawings, diagrams, blueprints, correspondence, client lists, computer programs, and all other materials and all copies of such materials, obtained by the IAS Personnel during internal audit. 4. Violation of this agreement by the IAS Personnel will entitle the Agency to an injunction to prevent such disclosure, and will entitle the Agency to other legal remedies such as Disciplinary Action under the Code of Conduct and Ethical Standards for Public Officials and Employees, including attorney’s fees and costs. 5. Agency agrees to take all steps reasonably necessary to protect the secrecy of the Confidential Information, and to prevent the Confidential Information from falling into the public domain or into the possession of unauthorized persons. 6. Basis. This agreement shall be governed by the laws of contract under the Civil Code of the Philippines and other laws relevant to this agreement.……………………………………………………………. 7. Separability Clause. If any part of this agreement is adjudged invalid, illegal or unenforceable, the remaining parts shall not be affected and shall remain in full force and effect. 8. Survival of Rights and Obligations. This agreement shall be binding upon the parties, and upon their heirs, executors, personal representatives, administrators and assignees. No person shall have a right or cause to cause of action arising out of or resulting from this agreement except those who are parties to it and their successors in interest. 9. Term and Termination. The obligations of this Agreement shall be continuing until the Confidential Information disclosed to IAS Personnel is no longer confidential. 10. Amendment. This instrument, including any attached exhibits and addenda, constitutes the entire agreement of the parties. No representation or promises have been made except those that are set out in this agreement. This agreement may not be modified except in writing signed by all the parties concerned. IN WITNESS WHEREOF, the said parties have hereunto set their hands this ___ day of ______ 2022 at ___________________. ____________________________ IAS Director

___________________________ Internal Auditor

SIGNED IN THE PRESENCE OF: __________________________

____________________________ 109

APPENDICES

ADMINIST R AT I V E OR DER N O. 0 2 , SER I E S O F 2 0 1 3

REPUBLIC OF THE PHILIPPINES) _____________________________________) S.S BEFORE ME, this ___ day of _______ 2022 at __________________ personally appeared:

Name

Employee ID No.

_______________________ ________________

___________________

Date/Place Issued

Known to me and to me known to be the same persons who executed the foregoing instrument, and acknowledged to me that they executed the same as their free act and voluntary deed. This instrument consisting of THREE (3) pages, including this page whereon the acknowledgement is written, has been signed by the parties and their witnesses on each and every page thereof. WITNESS MY HAND AND SEAL.

Doc. No. ____; Page No.____; Book No.____; Series of _____.

110

111

I N F O R M AT I O N AND C O M M U N I C AT I O N S TECHNOLOGY SERVICE

The Service provides the leadership in the development and implementation of reliable and cost effective information and communication technology systems of the Department at all levels of implementation. It undertakes measures to ensure the system’s 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.

Th e I C T S p er f o r m s the f ol l owi ng fu n ctio n s : •

Formulate policies and guidelines in the design, acquisition, maintenance, use and disposal of IT to guide all DA units/offices and NIN stakeholders and key players in their related activities;

•

Develop and manage the Department’s, as well as the NIN’s basic information infrastructure, resources and processes, which include among others, the overall communications backbone, the hardware, software and databases that utilizes the backbone;

•

Provide technical assistance in the design, development and maintenance of DA ICT solutions which will enhance the Department’s program/ support units/offices, as well as improve its data collection, processing, analysis and dissemination capabilities;

•

Coordinate/spearhead the identification of the data needs of the department as a whole and its operating units;

•

Oversee the organization and security of the department’s data holdings in a manner that will facilitate the transformation of data to information and information to knowledge;

•

Ensure the availability of all relevant data from the department’s data holdings to each operating units;

•

Formulate plans and strategies to keep DA’s ICT resources current and up-to-date;

•

Develop and maintain the Department’s Library (both physical and electronic) to provide service that makes available the knowledge and experience on the fields of agriculture, fisheries, and information technology;

•

Develop/formulate and implement ICT Training Programs in collaboration with the appropriate national and private training institutions to enhance the IT skills of DA personnel as well as key operators and users of the NIN; and

•

Institutionalize linkages and partnership of the DA ICT sector with other government and non-government users of agriculture and fisheries information in order to

•

112

enhance the long term sustainability of the NIN and ensure its accessibility to end-users.

Information and Communications Technology Service (ICTS) William D. Dar, Ph.D. Secretary

Dennis Franco M. Layug Director IV

Virginia Esquierda Administrative Aide VI

DATABASE MANAGEMENT DIVISION (DMD)

(Vacant) Administrative Aide IV

(Vacant) Administrative Assistant III

John Dante D. Cortez Information Technology Officer II

Rosalyn A. Gasatan Administrative Assistant IV

ICT PLANNING AND STANDARDS DIVISION (ICTPSD)

NETWORK OPERATIONS AND MANAGEMENT DIVISION (NOMD)

SYSTEMS AND APPLICATIONS DEVELOPMENT DIVISION (SysADD)

113

ICT PLANNING AND S TA N D A R D S D I V I S I O N The ICTS-PSD performs the following functions: 1.

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

Responsible for the monitoring as well as the evaluation of all ICT programs and projects within DA;

Responsible for building the ICT community and retaining its community of ICT Professionals through the development and upgrade of ICT skills through trainings and collaborative learning.

ICT Planning and Standards Division Xerxees R. Remorozo Information Technology Officer III

Jocelyn O. Mogado Information Technology Officer II

(Vacant) Administrative Assistant III

Ma. Elena Camille B. Salgado Information System Analyst II

(Vacant) Information Technology Officer I

Nympha Zabanal Information Technology Officer I

Maria Lourdes Sarah C. Cacas Computer Programmer II

Laurenz Marvin A. Rosales Information Systems Analyst II

Ria Zabrina A. Amistoso Information Systems Analyst II

Jocelyn D. Custodia Information Systems Analyst I

(Vacant) Computer Programmer II

Annielou D. Ramirez Senior Administrative Assistant V

Mari Loise Q. Arenas Administrative Assistant III

114

PROCESS FLOW PLANNING A N D STA N DA R D DI V I SI ON - I C T S P R E PA R AT I O N O F I CT P L A N N I N G A N D BU DGET PROPOSA L S

OFFICE OF THE DIRECTOR

START

ICTSPSD TECHNICAL STAFF

ICTS

DICT BUDGET DIVISION

Issue memorandum

Review and evaluate submission

Submits to DICT and Budget Division

Review and approves proposal

DA OPERATING UNITS (OSEC, SERVICES, RFOs, BUREAUs)

ICTSPSD TECHNICAL STAFF

Consolidate physical targets

Coordinates re: approves proposal

Submit ICT plans, programs, and budget Prepare financial requirements

Monitor implementation

Return to OU submission

END

Inclusion on ISSP

PLANNING A N D STA N DA R D DI V I SI ON - I CT S R E V I E W/ E S TA B L I S H M E N T O F I CT P O L I C I E S A N D STANDARD S

ICTSPSD TECHNICAL STAFF

START Review ICT P&S

Draft ICT P&S

Consult/Validate with stakeholders

Integrates inputs and updates the documents

ICTSPSD CHIEF

APPROVING AUTHORITY

RECORDS DIVISION

Review and finalizes the document

Approves the ICT P&S

Disseminates the documents

END

115

PROCESS FLOW PLANNING A N D STA N DA R D DI V I SI ON - I CT S U P DAT I N G O F T H E DA I N FO R M AT I O N S Y S T E M S STRATE GIC PL A N (I SSP)

DA OPERATING UNITS (OSEC, SERVICES, RFOs, BUREAUs)

START Request for realignment of ICT funds

Request for inclusion in the ISSP

BUDGET DIVISION ICTS OFFICE OF THE DIRECTOR

ICTSPSD TECHNICAL STAFF

Forward request to ICTPSD

Review request

Issue Certification

Consolidation and submission of ISSP

END PLANNING A N D STA N DA R D DI V I SI ON - I CT S M O N I TO R I N G A N D E VA L UAT I O N O F I CT P RO GR A M S A ND PROJE CTS

ICTS

START Notify OUs

DA UNITS

ICTPSD

Implement projects and submit regular reports

Monitoring and Consolidation reports

END

PLANNING A N D STA N DA R D DI V I SI ON - I CT S D E V E LO P A N D U P GR A D E I C T S S K I L L S

ICTPSD TRAINING STAFF

START Formulate ICTS training needs and competency assessment survey tools ICTPSD/ICTS TRAINING COORDINATOR

Review and finalize the ICTS training and needs and competency assessment survey tools

ICTPSD CHIF

ICTS DIRECTOR

ICTSPSD TECHNICAL STAFF

PARTICIPANTS AND CLIENTELE

Recommending approval of the survey instrument tool for dissemination of the ICTS Staff

Approves ICTS training needs and competency assessment survey tools for action taken by the ICTPSD

Administers the ICTS training needs survey tools to the participating trainees

Answers the training needs and competency assessment surveytools

Consolidates, analyzes and prioritizes the generated training requirements for ICTS employees, DA ICT Practitioners and DA Clientele

Prepare logistics needs of the training to be conducted and included in the ICTS PPMP

Prepares training plan competency assessment reports for recommendation of ICTPSD Division Chief and approval of the ICT Director 116

END

PROCESS FLOW PLANNING A N D STA N DA R D DI V I SI ON - I CT S C O N D U C T I N - H O U S E I CT R E L AT E D T R A I N I N GS FOR THE DA C L I EN T S

ICTSPSD TRAINING STAFF

START Packages in-house training

PPMP / Request letter of training

END

TRAINERS/ FACILITATOR

TRAINERS/FACILITATOR/ MODERATORS

Design Training Programme

Development of Training

TRAINING MODULE ASSISTANT

TRAINEES

Training evaluation

Implementation of Training/ Conduct of Training

PLANNING A N D STA N DA R D DI V I SI ON - I CT S C O N D U C T T R A I N I N GS R E Q U E S T E D B Y T H E CL I E N T S

REQUESTING AGENCY

START Requesting agency to submit a request for training

ICTPSD TRAINING MODULE COORDINATOR

ICTPSD TRAINING TEAM

ICTPSD TRAINER OR RESOURCE SPEAKER

Identify training resources requirements

Prepares training materials

Conducts training

Pre-register/confirm attendance to training

TRAINING MODULE ASSISTANT

END

Conducts training evaluation

PLANNING A N D STA N DA R D DI V I SI ON - I CT S AT T E N DA N CE TO I CT R E L AT E D T R A I N I N GS O F FE R E D OUTSID E DA

OFFICE OF THE DIRECTORS, ICTS

START Receive training invitation

ICTSPSD

ICTPSD TRAINING MODULE COORDINATOR

Refers to TP

Prepares ORS ICTS PARTICIPANTS

Provides participants with the documetary requirements

Attends training

Submits training documents

END

117

PROCESS FLOW PLANNING A N D STA N DA R D DI V I SI ON - I CT S D. S P E C I A L C O N CE R N S - B U L K A P P L I C AT I O N O N D I G I TA L CE RTIFICAT E (C EN T R A L OF F I C E)

DA CENTRAL OFFICE APPLICANTS

START ICTS FOCAL

Accomplish and sign application form

Facilitate the Certification

Upoload the accomplished application form

Consolidate all applications

Submit to the DICT

END

PLANNING A N D STA N DA R D DI V I SI ON - I CT S D. S P E C I A L C O N CE R N S - B U L K A P P L I C AT I O N O N D I G I TA L CE RTIFICAT E (R F Os, B U R EAU s, AT TAC HE D AGE N CI E S A N D CO R P O R AT I O N S )

DA RFOs, BUREAUs, ATTACHED AGENCIES and CORPs APPLICANTS

START

DIGISIG FOCAL

Accomplish and sign application form

Download the summary of responses

Upoload the accomplished application form

Facilitate the Certification

Request a copy of DICT approval letters

Send email to the PNPKI team in its respective area

END

118

PROCESS FLOW PLANNING A N D STA N DA R D DI V I SI ON - I CT S D. S P E C I A L C O N CE R N S - CO R P O R AT E S O C I A L R ESPONSIBI L I T Y (C SR )

ICTS

START PRIVATE SECTOR

Prepare a letter of request/ invitation

Set a schedule and requirements needed

Coordinate with the Private Sectors on the schedule Prepare and send the invites

END

119

S Y S T E M S A N D A P P L I C AT I O N DEVELOPMENT DIVISION The SADD performs the following functions: 1.

Develops and maintains application system needed by the department and its agencies in support to programs/project development/ operations and management; and

Responsible for the development of office-wide automation and productivity applications.

Systems and Application Development Division

Camilo A. Andi Jr. Information Technology Officer III

Darlene R. Abainza Information Technology Officer II

120

(Vacant) Information Systems Analyst III

(Vaacant) Information Systems Analyst III

Imelda B. Breganza Information Systems Analyst III

Ria Zabrina A. Amistoso Information Systems Analyst II

Leo Lorenz M. Utonjua Computer Programmer III

Al John O. Acal Information Systems Analyst II

Mark Harris C. Jamilan Information Systems Analyst II

John Patrick F. Lachica Computer Programmer III

(Vacant) Information Systems Analyst II

Faolo S. Laure Information Systems Analyst II

TM Carlo C. Tapia Computer Programmer II

Jeneva S. Javier Information Systems Analyst II

Peter G. Villasis Information Systems Analyst II

Nilo R. Gangan Computer Programmer II

(Vacant) Computer Programmer II

Teresita M. Cruz Computer Programmer II

Brian Kentley P. Ong Information Systems Analyst II

(Vacant) Computer Programmer II

John Edcel Zenarosa Administrative Officer II

(Vacant) Computer Programmer II

Maureen O. Galarrita Information Systems Researcher II

Josephine E. Basco Administrative Assistant III

Charmaine Ellyn M. Resco Administrative Assistant III

PROCESS FLOW SYSTEMS & A PPL I C AT I ON DEV ELOPM EN T D I V I S I O N INFORMAT I ON A N D C OM M U N I C AT I ON T E CH N O LO GY S Y S T E M ( S Y S A D D) - I C T S

END-USER

START Requesting Office to submit the letter of request to the ICTS Office of the Director

ICTS OD to review and forward the request to SADD Chief

ICTS OFFICE OF THE DIRECTOR

CHIEF, SYSADD

SADD to facilitate the conduct of initial meeting with the user and prepare the Terms of Reference.

ICTS OD to review and forward the request to SADD Chief

Facilitate initial meeting

Attend the initial meeting facilitated by SADD

Create the Project Team composed of the Project Officer/System Analyst, Developers, Database Administrator, Network Administrator,Planning staff and UserRepresentative/s and User-Representative/s. END-USER

PROJECT OFFICER

END-USER

Accept User Acceptance Testing (UAT)

Approve the Project Plan

Finalize the System Documents and prepare the user’s manual for the developed system application

Identify the system requirements/ specifications and prepare the System Requirements Specification Document for approval of the End-user.

Preparation and review of the Project Plan

Attend Users Training Review and approve the SRS Conduct user’s training on the developed system application.

Sign the acceptance report

Turn over the system to the end user

Create system design and specification and prepare the System Design Specification Document for approval of the End-user. DEVELOPMENT TEAM

Project sign-off

Review and approve the SDS

Develop the application

END

System Testing Create test cases and scenarios and conduct User Acceptance Testing (UAT)

121

D ATA B A S E M A N A G E M E N T DIVISION The DMD has the following responsibilities: 1.

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;

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

Responsible for the installation, updating of the National Information Network (NIN) websites;

Provides service that makes available the knowledge and experience on the fields of agriculture and information and communication technology;

Select and acquire information on the various fields and activities of the Department

Database Management Division

Juliet R. Manguera Information Technology Officer III

Wilfredo V. Mogado Information Technology Officer II

122

(Vacant) Information Systems Analyst III

Jeffrey G. Tubo Information Systems Analyst II

Nicanor L. Del Rosario IV Information Systems Analyst II

Jayson C. Villanueva Information Systems Analyst III

Rhea Aileene N. Banaag Information Systems Analyst II

Bryan DC. Avelino Information Officer I

Julie Anne G. Junsay Information Systems Analyst II

Immanuel Samuel D. Bautista Information Systems Analyst II

(Vacant) Computer Programmer II

Maria Jeannah R. De San Juan Information Systems Researcher I

Dan Gee D. Flores Computer Programmer II

Fernando Olandesca Computer Programmer II

Nini M. Pasion Administrative Assistant V

Francis Louis A. Ufemia Data Controller III

Andrea Jane A. Morania Information Systems Researcher I

(Vacant) Administrative Assistant VI

PROCESS FLOW TE CHNICA L SU PPORT ON WEB C ON T EN T A N D DATA B A S E M A N AGE M E N T

ADMINISTRATIVE STAFF (OD)

START

DIRECTOR (OD)

CHIEF DMD

DMD TECHNICAL STAFF

Receive letter of request address to the Director of ICTS for web related requirements

Assess the request and provide further instructions if deemed necessary then forward to DMD Head

Receive request and assign staff to comply the tasks

Accomplish the task in compliance to the request and forward to DMD Head for review CLIENT (OTHER DA OFFICES)

Review and approve the accomplished requested requirements

Present required technical support to client for comments or approval

Receive the requested services and seek for continuing support if deemed necessary

Provide additional or continuing support to client, if required or necessary

END

TE CHNICA L SU PPORT F OR DATA B A SE O P E R AT I O N A N D M A N AGE M E T ( R S B S A A N D OT H E R DATA S ETS)

ADMINISTRATIVE STAFF (OD)

START

DIRECTOR (OD)

CHIEF DMD

DMD TECHNICAL STAFF

Receive letter of request address to the Director of ICTS for any data requirements, data management and report generation.

Assess the request and provide further instructions if deemed necessary then forward to DMD Head

Receive request and assign staff to comply the tasks

Provide technical support to the requesting party for data processing, data storage, data management, report generation and etc.

Prepare data/ information, reports and nondisclosure agreement in case data contains personal information.

Prepare data/information, reports and nondisclosure agreement in case data contains personal information.

Review and approve the accomplished requested requirements.

CLIENT (OTHER DA OFFICES)

Receive the requested data/information or other related services and signed the nondisclosure agreement in case data contains personal information 123

PROCESS FLOW WEBHOST I N G , WEB -A PPL I C AT I ON H OS T I N G A N D DATA B A S E H O S T I N G S E R V I CE S

ADMINISTRATIVE STAFF (OD)

START

DIRECTOR (OD)

CHIEF DMD

DMD TECHNICAL STAFF

Receive letter of request address to the Director of ICTS for web developmeny/database

Assess the request and provide further instructions if deemed necessary then forward to DMD Head

Receive request and assign staff to comply the tasks

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

CLIENT (OTHER DA OFFICES)

Receive the requested services and seek for continuing support if deemed necessary

Provide additional or continuing support to client, if required or necessary

GRANT OF AU T H OR I Z ED U SER A N D AC C E S S P R I V E L E GE S O N T H E I M P L E M E N TAT I O N O F E L E CT RO NI C NATIONAL G OV ER N M EN T AC C OU N T I N G S Y S T E M (e N GA S ) A N D T H E E L E CT RO N I C B U D GE T I N G (eBU DGET) ADMINISTRATIVE STAFF (OD)

START

DIRECTOR (OD)

CHIEF DMD

DMD TECHNICAL STAFF

Receive letter of request address to the Director of ICTS for eNGAS or eBUDGET user or access privileges

Forward request to DMD Head

Receive request and assign staff to comply the tasks

Create a user account with corresponding access privileges as authorized user of eNGAS/eBudget System and notify the client

CLIENT (OTHER DA OFFICES)

DMD TECHNICAL STAFF

Acknowledge the services provided

124

Provide additional or continuing support to client, if required or necessary

N E T W O R K O P E R AT I O N S A N D MANAGEMENT DIVISION The NOMD is responsible for the following: 1.

Development and management of the DA-National Information Network (NIN) ICT infrastructure/facilities covering the DA Wide Area Network (WAN) and Agency Local Area Network (LAN); and

Operation and maintenance of the DA ICT infrastructure/facilities covering the DA Wide Area Network (WAN) and Agency Local Area Network (LAN). Honorio C. Flameño Information Technology Officer III

TEDDY T. CASUCOG Information Technology Officer II

Carmela G. Villafuerte Administrative Assistant III

Charlene A. Ayad Administrative Assistant V

Jacky Marn G. Hortaleza Information Systems Analyst III

Cristopher Columbo B. Enaje Engineer III

Jordan Israel J. Cabanding Computer Maintenance Technologist III

Ignazzky B. Arellano Computer Programmer II

Henry B. Rellosa Electronic Communication Equipment Technologist IV

(Vacant) Computer Maintenance Technologist II

Daechel Dara A. Granada Computer Programmer II

(Vacant) Communication Equipment Operator V

(Vacant) Computer Maintenance Technologist I

(Vacant) Computer Programmer II

Leonardo N. Tualla Communication Equipment Operator V

Harry M. Galarrita Electronics Communication Equipment Technologist III

Froilan S. Robles Electronics Communication Equipment Technologist III

Bernardo S. Cunanan Electronics Communication Equipment Technologist II

Tom Jason C. Tapia Information System Analyst II

Danilo E. Plechas Electronics Communication Equipment Technologist II

Wecky S. Malla Electronics Communication Equipment Technologist II

Abelardo L. Torres Administrative Assistant III

Andrew E. Delos Reyes Electronics Communication Equipment Technologist II

Sonny M. Tuzon Electronics Communication Equipment Technologist III

Crisaldo P. Abadilla Electronics Communication Equipment Technologist III 125

PROCESS FLOW BORROWIN G OF I C T EQU I PM EN T (TO BE U S E D O U T S I D E DA P R E M I S E S )

START

BORROWER

DIRECTORS, ICTS/ NOMD HEAD

Borrower submits letter of request to the Office of the Director: same day

Director, ICTS endorses request and forwards to NOMD Head: 10 minutes

NOMD Head assigns task to staff: 10 minutes

Borrower reproduces duly accomplished and signed GSD Gate Pass, furnishes GSD, NOMD and ICTS lobby guard a copy each and surrenders the GSD Gate Pass to the Exit Guard on Duty for clearance. (reproduces GSD gate Pass and brings out borrowed items)

NOMD HEAD

BORROWER/NOMD TECHNICAL STAFF

Borrower fills up items II-IV of the ICT Form 1 and forwards to NOMD Technical Staff to fill up remaining items before submitting to NOMD Head: 5 minutes

The NOMD Head approves/signs the accomplished ICT Form 1: 2 minutes

NOMD HEAD

GSD-PROPERTY AND SUPPLY SECTIONS

GSD HEAD

Fills up GSD Gate Pass and signs and forwards to Property and Supply Section of GSD for numbering and validation: 1 hour

Property and Supply Section forwards validated, recorded and numbered GSD Gate Pass to GSD Head for Approval and Signature 10 minutes

GSD Head approves and signs the GSD Gate Pass: 30 minutes

END

BORROWIN G OF I C T EQU I PM EN T (TO BE U S E D W I T H I N DA P R E M I S E S )

126

BORROWER

NOMD HEAD

NOMD STAFF

START

Fills-up ICT Form 1, attaches Letter of Request if any and forwards accomplished form to Head, NOMD: same day

Approves and signs request: 5 minutes

Fills up ICTS Gate Pass and forwards to NOMD Head for approval: 5 minutes

END

Presents the signed ICT Gate Pass to the ICTS Guardon-duty and brings our borrowed items: 2 minutes

Approves and signs the ICT Gate Pass; 2-5 minutes

PROCESS FLOW ON- SITE R EPA I R A N D M A I N EN TA N C E O F EQUIPME N T (WI T H I N DA PR EM I SES)

START

REQUESTING PARTY

NOMD HEAD

Send Letter of Request to ICTS Director. ICTS Director endorses to NOMD Head.

Approves request for repair: 10 minutes

Brings equipment to ICTS for repair: 45 minutes

Tests the post-repair running condition of equipment: test equipment

Fills up the “Users Conforme/ Remarks” portion of the SWO on action taken and signs the SWO: 5 minutes

O F F- S I T E R E PA I R A N D M A I N E N TA N C E O F E Q U I P M E N T (O U T S I D E DA P R E M I S E S)

NOMD STAFF

REQUESTING PARTY

ICTS DIRECTOR/ NOMD HEAD

NOMD STAFF

Send Letter of Request to ICTS Director.

Conducts diagnoses/ assessment to malfunctioning equipment: diagnoses equipments Takes appropriate trouble shooting to problem encountered: Conducts Troubleshooting Timeline: Level 0: 1 hour Level 1: 2 hours Level 2: 3 hours Level 3: 4 hours

Fills up ICTS Form 3 (Service Work Order): 5 minutes

Files ICTS Form 3: 5 minutes

END

ICTS Director endorses request to NOMD Head. NOMD Head Approves Request and sends technical staff to attend the issues and problem: 1 hour

Tests the post-repair running condition of equipment: test equipment

Fills up the “Users Conforme/ Remarks” portion of the SWO on action taken and signs the SWO: 5 minutes

Conducts diagnoses/ assessment to malfunctioning equipment: 1 hour

Takes appropriate troubleshooting and actions to problem encountered Timeline: Q.C. Area: Level 0: 2 hours Level 1: 3 hours Level 2: 4 hours Level 3: >4 hours RFUs: 3 days

Fills up ICTS Form 3 (Service Work Order): 5 minutes

Files ICTS Form 3: 5 minutes

END

127

PROCESS FLOW R ELEASING OF R EPA I R ED EQU I PM EN T ( W I T H I N DA P R E M I S E S )

NOMD

START

REQUESTING PARTY

NOMD HEAD

Fills up ICTS Gate Pass and forwards the same to the Section Head concerned for initials and to NOMD Head: 30 minutes

Approves and signs accomplished ICTS Gate Pass: 5 minutes

Presents form to the ICTS lobby guard-onduty for the release of equipment: 5 minutes

END R ELEASING OF R EPA I R ED EQU I PM EN T (O U T S I D E DA P R E M I S E S )

NOMD HEAD

NOMD STAFF

GSD CHIEF

GSD - SUPPLY AND PROPERTY SECTION

REQUESTING PARTY

START Fills up GSD Gate Pass Form (in 4 copies) and forwards the same to the Section Head concerned for approval Distribution: • GSD (2 copies) • ICTS Lobby Guardon-Duty (1 copy) • DA Exit Guard-onduty (1 copy): 10 minutes

Approves accomplished GSD Gate Pass Form: 5 minutes

Forwards the approved GSD Gate Pass Form to the GSD-Property and Supply for numbering and validation: 5 minutes

Assigns number and validates the listed equipment in the Gate Pass: 30 minutes

Approves/Signs the Gate Pass: 30 minutes - 1 hour

Presents approved Gate Pass to the DA Exit-Guard on duty: 5 minutes

END

128

PROCESS FLOW OUTGOING FA X M ESSAG ES

SENDER/OFFICE CONCERNED

START Secures and fills-up Fax Request form (Fax Cover Letter). The form must be approved / signed by duly designated or authorized Approving Officer: 1-2 minutes

INCOMING FA X M ESSAG ES

SENDER/OFFICE CONCERNED

DIGICOMM UNIT

Receives and facilitates the transmittal of the fax message: 1-4 minutes

REQUEST FOR IP PHONES

REQUESTING PARTY

START

Coordinates with NOMDDigiComm the incoming fax message. Identifies the Office sending the fax message. 2-3 minutes

Submit letter of Request addressed to the ICTS Director: 3-5 minutes

Logs the received message: 2-3 minutes

DIGICOMM UNIT

Delivers received message to the concerned Office: 1-2 hours

END

Files the FCL and fax messages:1 minute

END

START

DIGICOMM UNIT

Indicates Time and Date of transmission to the Fax Cover Letter (FLC): 1 minute

NOMD HEAD

Forwards approved letter of requests to NOMD Head. NOMD Head assigns task to DigiComm Unit: 2 minutes

DIGICOMM UNIT

Checks availability of the IP Phone unit. Tests and configures the Phone based on the numbering plan of the Department: 30 minutes - 1 hour

NETWORK ADMINISTRATOR

DIGICOMM UNIT

REQUESTING PARTY

Checks if there is available data port on the new user’s work area.: 1 hour

Installs the IP Phone to the designated port assigned by the Network Administrator: 1-4 hours

The user signs the Service Work Order (SWO) form for both the DigiComm Technical Staff and Network staff: 1 minute

GSD

The GSD-Property prepares Property Acknowledgement Receipt (PAR) to facilitate accountability of the user to the new unit.: 1-2 hours

Informs the GSD-Property of the Phone Property No and the assigned user: 1-2 minutes

END 129

PROCESS FLOW

R EQUE ST F OR I P PH ON ES

R E Q U E S T FO R R E PA I R O F T E L E P H O N E U N I T ( D I RE C T LINES)

REQUESTING PARTY

START

Submit letter of Request addressed to the ICTS Director: same day

Reports the problem with the Telephone Unit to NOMD-DigiComm office: 1 minute

NOMD HEAD

DIGICOMM UNIT

PLDT

Forwards approved letter of requests to NOMD Head. NOMD Head assigns tasks to DigiComm Unit: 2 minutes

The letter of request will be sent to PLDT thru fax and email.: 1 hour

PLDT confirms the Request and sends Letter of Conforme to be signed by the Director of ICTS: 3-5 days

ICTS DIRECTOR

DIGICOMM UNIT

PLDT

ICTS Director will sign the letter of conforme: 1 minute

The letter of conforme will be sent to PLDT thru fax and email.: 2-3 minutes

Upon approval of the request, PLDT visits DA to activate the new DL: 1 hourss

Calls the Customer Service of the PLDT to report the Telephone unit for repair or replacement. Follow-up the following day if no repairman shows up.: 15-30 minutes

After activation of the dial tone for the new number, the new DL phone will be installed to the user.: 1-2 hour Informs the GSD-Property of the Phone Property No and the assigned user: 1-2 minutes

GSD

The GSD-Property prepares Property Acknowledgement Receipt (PAR) to facilitate accountability of the user to the new unit: 1-2 minutes

END

130

The Technical Staff conducts assessment on the trouble/problems with the Telephone Unit: 1 minute

If repairable, the Technical Staff troubleshoots the unit: 10-30 minutes

REQUESTING PARTY

The end-user signs the Service Work Order (SWO) form: 1 minute

DIGICOMM UNIT

Conducts tests to ensure that the new units are working.: 2-3 minutes REQUESTING PARTY

Fills-up and signs the ICTS Service Work Order (SWO) Form: 2 minutes

Deploys the repaired unit or the replacement to the client.: 10-15 minutes

Files SWO: 2 minutes

END

PROCESS FLOW

R EQUE ST FOR R EPA I R OF T EL EPH ON E L I N E S

REQUESTING PARTY

DIGICOMM UNIT

LEASE ON SKY CABLE LINE

DIGICOMM UNIT

END-USER CONCERNED

START START Reports the problem experienced with Telephone Lines to the DigiComm office: 1-2 minute

Logs the received message: 1 minute

Delivers to the concerned Office: 1-2 minutes

Recieves original bill from Sky Cable: 10-15 minutes Files the received copy of Bill and DV for recording puposes.: 1 minute

Forwards the DV and ORS to the Accounting Division for Processing.: 1-2 weeks

The Technical staff staff conduct Assessment on the trouble with the Telephone Lines. If no dial tone proceed to PLDT NGN equipment on the good side for testing and dial tone.: 1-2 minutes

Call PLDT costumer service (PLDT 177) to report the lines without no deal tone and wait for reference number/service ID number reference.: 1-15 minutes

Wait for PLDT repair man to test/active the reported line.: 1-3 days

END

For OSEC: Prepares Disbursement Voucher (DV) and Obligation Request Slip (ORS). Forward the documents to the Chief of Staff for signature. For other Offices with separate bills: Forwards the DV and ORS to end-user for preparation of supporting documents.: 15-30 minutes

CASHIER

The Cashier issued the check payment to SKY CABLE.: 1 week END-USER CONCERNED

Files the copy of the check for recording purposes.: 1 minute

Provides a copy of the check to DigiComm for validation of payment.: 1 week

END

P RO C E S S I N G O F PAY M E N T FO R P E RSO NA L CALLS

DIGICOMM UNIT

START Prepares Summary and Breakdown of Personal calls from PLDT Bill.: 2-4 hours

Provides a copy of the bill to the concerned employee with personal call: 1 day

Forwards a copy of the summary to the Cashier for the collection of payments: 1 hour

Files the Summary of the personal calls for recording purposes.: 1 minute

END 131

PROCESS FLOW

R EQUE ST F OR LON G DI STA N C E C A L L

P RO CE S S I N G O F PLDT PAY M E N T ( I N D I V I DUA L BILLS)

REQUESTING PARTY

DIGICOMM UNIT

START

Secures Request Form for long distance calls.: 1 minute

DIGICOMM UNIT

Facilitates the call and files the Request Form for recording purposes.: 1-3 minutes

END

Fills-up form and indicates whether call is official or personal.: 1-2 minutes

Submits form to the DigiComm Operator: 1 minute

Receives individual PLDT Bills.: 10-30 minutes

Sorts-out the PLDT bills according to offices or services and checks if the page is complete for every telephone lines.: 2-4 hours

Prepares copy of the bills for filing and future reference.: 2-4 hours

Distributes bills to the enduser/ offices concerned for the preparation of supporting documents.: 3-4 hours

Files the received copy of Bill for recording purposes.: 2 minutes

END

132

PROCESS FLOW

PROCE SSIN G OF PL DT PAY M EN T (C ON SO L I DAT E D B I L L S )

DIGICOMM UNIT

START Receives consolidated Bill from courier: 10-20 minutes

Sorts, checks and affixes number by page and duplicates original PLDT bills for filing and future use.:2-4 hours

Clips original phone bills according to its individual telephone lines/ number and offices.: 2 hours

Prepares certification on the utilization of telephone lines for signature of the enduser/offices concerned. 3 hours

Prepares Disbursement Voucher (DV) and Obligation Request Slip (ORS).: 3 hours

Prepares certification on the utilization of telephone lines for signature of the enduser/offices concerned. 3 hours

OFFICE CONCERNED

Prepares ORS to be signed by the Service Director, Asec or Usec concerned.: 1 hour

DIGICOMM UNIT

Attaches individual summary of telephone line bill.: 2-4 hours

Distributes clipped individual bills to offices concerned for certification whether calls are official or personal.: 2-4 hours

Distributes the individual certification on the utilization of telephone lines for signature of the end-user or office concerned.: 2-4 hours

Prepares DV and ORS for consolidated bills for DAOSEC signed by the Director of ICTS and forwards to the Administrative Servive for processing.: 1-2 days

Compiles the returned individual bills, certification on utilization and ORS signed by the end-user.: 1-2 days

Distributes the prepared ORS to the office concerned for funding purposes.: 3-4 days

Follows-up to every offices that distributed individuals bills, certification and ORS.: 3-4 days

DIGICOMM UNIT

Processes payment for the Consolidated DA-OSEC bill.: 1-2 weeks

END

133

PROCESS FLOW

BU SINESS C ON T I N U I T Y A N D DI SA ST ER R E C OV E R Y

OD/NOMD STAFF

START Preliminary: Updates DRP process and formalizes change control procedures: half day

Issues DRP Copies: Copies of DRP, CD, and hard copies shall be stored in secure locations to be identified by the ICTS.: 1 day

Each member of senior management shall be issued with a CD and hard copy of this plan to be kept at home.: 1 day

Each member of the Disaster Recovery Team and the Business Recovery Team shall be issued with a CD and hard copy of this plan.:1 day

A master protected copy shall be stored on specific resources established for this purpose.: 1 day

ICT STAFF

During Disaster: Activates of Emergency Response Team (ERT) and Disaster Recovery Team (DRT).: 1 day

Conducts Risk Management.: half day

Identifies key business processes and agreed backup strategy.: half day

Coordinates with the media.: half day

DR AND ER TEAMS

Activates Emergency Alert, Escalation and DRP: half day

Activates and notifies alternate Recovery Facilities/ Hot Sites.: half day

Notifies Personnel and Family.: half day

END

Documents DR results and lessons learned.: half day

Conducts DRP exercises and or implementation.: 3 days

Assesses insurance, financial and legal impacts.: 1 day

SER VER (A PPS SY ST EM S, DN S A N D WEBS I T E S ) A N D S TO R AGE H O S T I N G

REQUESTING PARTY

START

ICTS DIRECTOR

Send Letter of Request to ICTS Director.: within the day

Approves request and endorses request to NOMD Head and assigns task to staff.: 1 hour

NOMD

Joins the VM Server to Local Area Network (LAN) and Public Domain (DA. GOV.PH) and/or Private Domain (AGRI.DA.GOV. PH).: 1 hour Tests Server connectivity which includes configuration of managed network switch, router, firewall and public dns / domain (da.gov.ph).: 1 hour

Fills up the “Users Conforme/ Remarks” portion of the SWO on action taken and signs the SWO. 5 minutes

END 134

Fills up ICTS Form 3 (Service Work Order).: 5 minutes

REQUESTING PARTY

Server Application/System Installation (assist-only.): 1 hour

PROCESS FLOW

PROCE SSIN G OF PL DT PAY M EN T (C ON SO L I DAT E D B I L L S )

REQUESTING PARTY

START Send Letter Request to ICTS Director: within the day

NOMD HEAD

ICTS Director endorses request to NOMD Head: within the day

Create Username and Password: 1 day

Approves Request: 1 hour

NOMD

Create individual AD user’s shared-drived map for backup.

Create Internet User’s Firewall Access Policy Note: Since the existing Network-Attached-Storage (NAS) System and Proxy Server were configured with DA-ICTS Microsoft Windows Active Directory (AD Domain) Infra Integration, only PC/ Workstation joined to the network domain (AGRI. DA.GOV.PH) is allowed to use NAS and Proxy Servers (Internet Gateway) of the Department. Guest Account and VLANs will be provided to other Internet-Users but with limited access.: 1 day

Joints the PC/Workstation to Local Area Network (LAN) and domain.: 3 hours

REQUESTING PARTY

Fill upn the ‘’Users Conforme/ Remarks’’ portion of the SWO on action taken and signs the SWO.: 5 minutes

NOMD/ REQUESTING PARTY

JConducts of PC connectivity testing/ End-user breifing and LAN Basic Troubleshooting (AD login, Network Mapping, and Internet Access). 1 hour

Fill up ICTS Form 3 (Service Work Order): 5 minutes

END

135

PROCESS FLOW

PROCE SS ON H OW TO AVA I L G OV ER N ME N T-W I D E E M A I L S Y S T E M (GOV M A I L )

REQUESTING PARTY

START

PERSONNEL DIVISION

Employees shall submit to the DA-ICTS a request for the creation of an Employee E-mail Account.: 1 day

The form should be verified true and correct by the Personnel Division.: 2 days

ICTS - NOMD

Using the GovMail Template Form (http://i.gov. ph/govmail/avail), ICTS shall prepare a list of Employees who have submitted requests.: half day

The GovMail Template Form should be duly accomplished and signed by the one who prepared it.: 2 days

The DA-ICTS will receive a list of requested accounts and its initial Password via email and/or postal.: within the day

DICT

REQUESTING PARTY

When Confirmation Form received, the assigned Mail Administrator will send the initial Password to the respective account holder thru his/her email.: within the day

END

136

Provide a letter addressed to DICT, requesting to avail the service and signed by the ICTS Director: within the day

Submit the Letter of Intent and accomplished Template Form via both postal and email at govmailsupport@dict.gov.ph: 2-5 days

ICTS - NOMD

The NOMD-DA-ICTS will distribute the GovMail Accounts and initial Password to account holders. Provides the instructions on how to access the e-mail account and Email Account Confirmation Form.: 2-3 days

ICTS-NOMD shall appoint DA’s GovMail Admin and his/her alternate.: 1 day

Once the Email Account Confirmation Form was received and signed by the Account holder, he/she will send it to NOMD official’s email account nomd@da.gov.ph: 1 day

The DICT GovMail team processes the application of the DA-ICTS. If the form doesn’t follow the template, it will return to the DA-ICTS.: within the day

Once provisioned, accounts will be officially transmitted and delivered to the DA-ICTS via email.: within the day

PROCESS FLOW

COND U CT OF PA RT I C I PATOR Y G EODATA B A S I N G E XE RC I S E

NOMD HEAD

START Secure approval of Special Order for the Conduct of Participatory Geodatabasing Exercise.: 1-2 weeks

Secure assistance of RFOs for inviting the Key Informants.: 2 weeks

ICTSPD

Procurement of Lease of Venue.: 47 days

Prepare/Secure Travel Documents (Travel Order/Plane Tickets/ Vehicle Trip Ticket): 3-4 days GIS TEAM, RESOURCE PERSONS (ICTS AND BSWM), WORKSHOP PARTICIPANTS/ KEY INFORMANTS

Presentation and Critiquing of Workshop Outputs (by Municipality).: 2-3 hours

GIS TEAM

Preparation of Workshop Resources/Materials for Provinces covered.: 40 hours

Accillary Data (PhiGISAdministrative Boundaries, NAMRIA Landcover imagery; Building footprints and pyramids; Clipping accillary data).: 40 hours

Upload Data to Laptops.: 16 hours

Packing-up of equipment and workshop materials.: 45 minutes

Printing of Workshop Forms (Registration Templates/Database of Participants, Borrowers, Gate Pass and Evaluation Forms).: 1 hour

Printing of PM Users Guide.: 1 hour

Travel to target Province/ Venue; Check-in and Billeting.: 4-8 hours

Setting-up of equipment and distribution of workshop materials (place card, projectors, AC extensions, laptops, and manuals).: 30 minutes

GIS TEAM, RESOURCE PERSONS (ICTS AND BSWM), WORKSHOP PARTICIPANTS/ KEY INFORMANTS

Conduct of Participatory Geodatabasing Exercise/Workshop • Registration of Participants • Opening Programs • Workshop Overview and Mechanics • Features Extraction and Delineation • Finalization of Workshop Outputs for presentation.: 18 hours

GIS TEAM

Distribution and Accomplishment of Workshop Evaluation Forms.: 1 hour

Distribution of Certificates of Participation and Certificate of Appearance.: 1 hour

Data copying/sharing of Workshop Outputs.: 3 hours

Create back-up of gathered data from the Participatory Geodatabasing Exercise: 4 hours

Travel back to DA-Quezon City.: 4-8 hours

Repacking of Equipment and Workshop Materials.: 45 minutes

Editing the generated attribute tables (landcover, hazard, support services and farm-to-market road).: 40 hours

Checking for polygons and lines errors (gaps and overlaps).: 40-80 hours

Updating of back-up and shape files.: 8-16 hours

END

Preparation of payment documents for the lease of venue and reimbursement of traveling expenses.: 1-2 days

Creating PDF map: 40 hours

137

PROCESS FLOW

COND U CT OF V I RT UA L M EET I N G (U SI N G C O N F E R E N CE RO O M )

REQUESTING PARTY

START Request thru various channel: a. Send a letter of request to the ICTS Director NOMD or Chief. b. Sending email request to the NOMD email (nomd@da.gov.ph) c. Sending request to social media d. Sending request thru VoIP

ICTS DIRECTOR/ NOMD CHIEF

Forwards request to NOMD Technical Staff

NOMD

Contacts requesting party for virtual meeting details: a. Venue of meeting b. Number ofAttendees c. Video conferencing platform to be used d. d. Schedule (date and time) e. Email of Attendees f. Meeting Subject g. Presentations

Calendars virtual meeting details (venue, date, tme, meeting subject, and e-mail of attendees)

ASSIGNED NOMD STAFF

Assigns technical staff who will provide assistance during the meeting (physical/ virtual)

Creates meeting invite for the virtual meeting

Setting up of video conference platform in the venue

Starts virtual meeting 15 minutes before the scheduled meeting time or earlier upon request of the requesting party

Sends reminder to meeting attendees during the 30 minutes time allowance before the meeting starts

Provides assistance during the virtual meeting a. Mute/Unmute participants to avoid disturbance b. Sharing of presentation, video and other forms of media c. Recording of meeting d. Add additional invites provided by the requesting party

138

END

PROCESS FLOW

COND U CT OF V I RT UA L M EET I N G (H OST I N G O N LY )

REQUESTING PARTY

START

NOMD

Request thru various channel: a. Send a letter of request to the ICTS Director NOMD or Chief. b. Sending email request to the NOMD email (nomd@da.gov.ph) c. Sending request to social media d. Sending request thru VoIP

ICTS DIRECTOR/ NOMD CHIEF

Forwards request to NOMD Technical Staff

Calendars virtual meeting details (venue, date, tme, meeting subject, and e-mail of attendees)

Creates meeting invite for the virtual meeting

Assigns technical staff who will provide assistance during the meeting (physical/ virtual)

Setting up of video conference platform in the venue

ASSIGNED NOMD STAFF

Sends reminder to meeting attendees during the 30 minutes time allowance before the meeting starts

Starts virtual meeting 15 minutes before the scheduled meeting time or earlier upon request of the requesting party

END

139

PROCESS FLOW

COND U CT OF POST V I RT UA L M EET I N G ( I C T S H O S T E D)

NOMD

START Sends presentation to email addressed provided by the requesting party

Downloads virtual meeting recording file from cloud

Uploads virtual meeting recording file to NOMD network attached storage or Google drive account

Sends virtual meeting record file and presentations to requesting party secretariat and other requesting participants

END

140

141

142

Legal Service

143

Legal Service MANDATE The Legal Service is mandated under the Administrative Code (EO 292) to handle the legal requirements including those pertaining to the quasi-judicial and regulatory functions of the Department Proper and its Bureaus. In particular, the following are the functions of the Legal and Legislative Affairs Service: •

Attend to the tasks assigned by the Office of the Secretary (OSEC), particularly drafting legal opinions for the Secretary, crafting administrative issuances, reviewing proposed Memoranda of Agreements (MOAs), Memoranda of Understanding (MOUs), resolving administrative cases involving personnel of the OSEC, the different regional field offices of the Department and its attached bureaus and agencies, and reviewing, on appeal to the Office of the Secretary, cases of personnel of its attached bureaus and agencies;

•

Attend to the requests for legal assistance from the different units under the OSEC, the regional field offices, and the attached Bureaus and Agencies of the Department, including resolving issued in conflicting claims regarding Fishpond Lease Agreements (FLAs);

•

Prepare the necessary pleadings and other documents on matters relating to litigation, conduct investigations of administrative complaints against Department officials and employees, and hear and adjudicate administrative cases involving administrative violations of the Department’s rules and regulations, including consumer complaints regarding agricultural products, and prepare the appropriate recommendations for approval by the agency head;

•

Reviews decisions on legal/administrative matters brought to the Secretary on appeal;

•

Assist the Office of the Solicitor General (OSG) in the preparation, initiation and conduct of court actions affecting the Department, its officials and employees, and attend the hearings in courts and prepare the necessary pleadings in cases when deputized by the OSG;

•

Serve as the Secretariat for the Fact Finding and Formal Investigating Committees of the Dulugan Bayan Desk in the DA, and its staff to serve as members of its different committees. The Dulugan Bayan, which is the central body to act on the various complaints filed with the DA, was created under Special Order No. 15, s. of 2005 pursuant to Presidential Memorandum Order No. 126, s. of 2003;

•

Perform such other assignments requiring legal training.

Vision and Mission

The Legal Service of the Department of Agriculture is responsible for all institutional legal advice, and works with the Office of the Solicitor General which represent the Department of Agriculture in litigation. OUR VISION

To uphold the rule of law, maintaining impartiality, transparency and accountability in all if its legal services and functions. OUR MISSION

To provide comprehensive, professional, trusted, responsive, accurate and timely legal services in accordance with the overall requirement of the Department of Agriculture. To collaborate and partner with the concerned government agencies to ensure a just and capable legal system with an accessible, fair and efficient system of justice to promote respect for rights and freedoms, the law and the Constitution. To respond to diverse legal issues concerning the agriculture sector either requiring immediate response or a long-term study including those pertaining to the quasi-judicial and regulatory functions of the Department of Agriculture, its Bureaus and attached agencies. 144

Organizational Chart William D. Dar, Ph.D. Secretary

Atty. Armando R. Crobalde, Jr. OIC-Director, Legal Service

(Vacant) Administrative Aide IV

Maria Muriel P. Labayandoy Administrative Aide VI

Leandro Sevilla

Pacito Meredores

Administrative Assistant

Computer Operator I

Lilibeth L. Sevilla Administrative Assistant III

Atty. Roland Tulay

Atty. Abraham P. Guiao

Chief, Litigation and Adjudication Attorney V

Chief, Research and Regulations Attorney V (OIC-Director, Administration Service)

Atty. Maria Gemma J. Oquendo Attorney IV

Atty. Nefretery M. Nufable Attorney IV ( OIC-Chief)

Atty. Lorna Tungpalan-Lugod Attorney IV

Atty. Marisol P. Recuerdo Attorney III

Atty. Paul Jerick Mallari Attorney III

Atty. Maria Eloisa Quijano-Manalo Attorney III

Atty. Osano Paredes Attorney III

(Vacant) Attorney III

Claire Adelene F. Legal Assistant III

Davielyne B. Torres Legal Assistant II

Marife Novilla Legal Researcher III

Jan Miguel T. Manuel Administrative Officer V

Thomas Catalan Legal Researcher I

Ralph Jireh Bartolome Legal Researcher III

Alma Oñate Administrative Officer IV

Angela Karen Bataller Administrative Officer IV

Roy Dexter Villaranda Administrative Assistant VI

145

RESEARCH AND R E G U L AT I O N S D I V I S I O N Func t i o n s - - - --------------------------------------------------------------------- ------•

Provide 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.

•

Provide technical legal assistance in the formulation of proposed international agreements, legislations, rules and regulations, and other policy issuances that would impact on international and domestic agricultural policy, including that of regulation, and liaise with the Congress of the Philippines in relation to proposed legislations concerning the agriculture and fishery sectors.

•

Provide technical assistance in the implementation of fishery laws and administrative orders, and assist in the evaluation of conflicting claims involving public land areas subject to fishpond development.

•

Assist the Solicitor General in cases filed in court regarding Fishpond Lease Agreements (FLAs) and other regulatory functions of the Department.

•

Provide legal advice to the bureaus and attached agencies with regulatory functions in the interpretation of policies pertinent to their functions.

•

Provide legal assistance in the preparation and/or review of contracts and other legal instruments wherein the Department, or any of its component agencies, is a party.

L I T I G AT I O N A N D A D J U D I C AT I O N D I V I S I O N The division serves as the main litigation unit in the Department, in coordination with the other units of the Department, its regional field offices, bureaus and attached agencies. It performs the following functions:

Func t i o n s - - - --------------------------------------------------------------------- ------•

Assist the Solicitor General in the prosecution or defense of actions brought to court involving the Department, its field units, bureaus and attached agencies.

•

Provide legal assistance to the Department, in coordination with the Policy and Trade Service (PTS), in the implementation of the country’s obligations under international agreements such as the GATT-WTO, AFTA-CEPT, etc. and ensures that the Government and the Department are compliant with the obligations under these agreements. The LAD assists the Solicitor General in protecting the interests of the agriculture sector under the different trade agreements entered into by the Government.

•

Attend to administrative cases involving personnel of the Department, its regional field units, bureaus, agencies and corporations, and provide legal assistance in the formulation of policies in the conduct and implementation of policies involving the personnel of the whole Department.

•

Handle administrative cases relative to the adjudication and prosecution of complaints involving violations of administrative rules and regulations.

•

Act on consumer complaints with respect to agricultural products and conduct investigations when warranted.

146

PROCESS FLOW

STANDARD OPER AT I N G PROC EDU R E - Re c e i pt o f A c t i o n a b l e D o c u m e n t

PERSONNEL CONCERNED

TIME

Upon receipt by Legal Service of an actionable document, it shall be endorsed to the “Officer of the Day” to determine if the document is to be assigned to the Research and Regulations Division (RRD) or the Litigation and Adjudication Division (LAD). The Director of the Legal Service shall be informed of the endorsement. The documents shall be endorsed to the RRD for requests for legal review/comments, while case files, court order, and other court processes shall be endorsed to the LAD. For requests for legal review, the same shall be endorsed to the assigned lawyer handling the requesting Office through their designated legal researcher.

Administrative staff, Officer of the Day

1 day

All other varied requests/actionable document shall be endorsed to the Director for specific instructions.

Director

1 day

PROCESS

PROCE SS F LOW F OR R EQU EST F OR L EG A L R E V I E W

START Actionable document endorsed to Research and Regulations Division

END

Assigned legal researcher will record and formally endorse the actionable document to the assigned lawyer for initial review within the day

The approved review shall be recorded and released by the Administrative Staff on the same day of approval.

The lawyer draft his/her inital review within the prescribed period in compliance with the Ease of Doing Business Law, as follows: 1. Simple Transaction - 3 days 2. Complex Transaction - 7 days 3.Highly Technical Technical Transactions - 20 days

The draft without any additional comments/revision, and cleared by the RRD Chief shall then be submitted to the Director of the Legal Service for his/her approval: within 1-day period

Assigned legal researcher will record and formally endorse the actionable document to the assigned lawyer for initial review within the day

The Chief of RRD shall review and approve the submitted inital draft: within the day

In case of comments/ revisions of the RDD Chief, the assigned lawyer will address the same: within 1-day period

147

PROCESS FLOW

REQUEST FOR LEGAL REVIEW/COMMENTS

PROCESS

1. 2.

Upon receipt of the request for legal review by the assigned legal researcher, the same shall be recorded and formally endorsed to the assigned lawyer for his/her initial review. The lawyer shall be given 3/7/20/40 days to draft his/her initial review.

PERSONNEL CONCERNED

TIME

Administrative staff, Officer of the Day

1 day

Assigned Lawyer

3/7/20/40 Days, as the case may be

ST – 1 day, CT – 5 days, HTT – 15 days (from receipt of the document)

The period to draft the initial review shall be in compliance with the Ease of Doing Business Law, to wit: A. •

B. •

C. • •

Simple Transactions (ST) – not more than three (3) working days. (Section 3, Rule VII) Applications or requests submitted by applicants or requesting parties of a government office or agency which only require ministerial actions on the part of the public officer or employee, or that which present only inconsequential issues for the resolution by an officer or employee of said government office. (Paragraph iii, Section 4, Rule I) Complex transactions (CT) – not more than seven (7) working days. (Section 3, Rule VII) Applications or requests submitted by applicants or requesting parties of a government office, which necessitate evaluation in the resolution of complicated issues by an officer or employee of said government office, such transactions to be determined by the office concerned. (Paragraph t, Section 4, Rule I) Highly Technical Transactions (HTT) - not more than twenty (20) working days. (Section 3, Rule VII) A transaction which requires the use of technical knowledge, specialized skills and/or training in the processing and/or evaluation thereof. (Paragraph hh, Section 4, Rule I) Highly technical transactions that involves activities such as, but not limited to, research, field trials, scientific methodology, inter-government actions, the government agency or office may apply the multi stage system subject to approval of the Authority, provided that the total processing time for all concerned agencies of offices shall not exceed forty (40) days. (Paragraph c, Section 3, Rule VII)

The initial draft shall be submitted to the Chief of the Research and Regulations Division for his/her review, and approval/comments.

RRD Chief

In cases where there are comments/revisions from the RRD Chief, it shall be addressed by the assigned lawyer upon receipt thereof.

Assigned Lawyer

The draft without any additional comments/revision, and cleared by the RRD Chief shall then be submitted to the Director of the Legal Service for his/her approval.

Legal Service Director

The approved review shall be recorded and released on the same day of approval.

Administrative staff

ST – within the day, CT – 1 day, HTT – 2 days (from receipt of comments/ revisions of the Chief of the RRD) ST – 1 day, CT – 1 day, HTT – 1 day, (from receipt of the draft)

ST – within the day, CT – within the day, HTT – 2 days, (from receipt of approval of the Director)

LEGAL SERVICE - FISHPOND LEASE AGREEMENT

A. TERMINATION (DEATH OR EXPIRATION) PROCESS

Upon receipt of the FLA, the same is referred to the Legal Researchers of RRD;

The Legal Researchers of RRD determines if the Fishpond Lease Agreement is sufficient in form and substance and in accordance with the FAO No. 197-1 series of 2012; The application must contain the following: a. Death Certificate b. Report from the Region with attached Death Certificate or a form showing that it is subject to the pre-emptive rights of legal heirs.

PERSONNEL CONCERNED

TIME

Legal Researches Legal Researches

3 days from receipt of the Fishpond Lease Agreement

Should the Fishpond Lease Agreement be sufficient in form and substance, the RRD shall prepare a draft Briefer and Order to be signed by the Director of Legal Service. Otherwise, the Fishpond Lease Agreement shall be endorsed to the Bureau of Fisheries and Aquatic Resources for failure to comply with the requirements.

Legal Researchers, Director of Legal Service

2 days for approval of the Director of Legal Service

Once approved by the Secretary, the RRD shall draft a Memorandum endorsing the Fishpond Lease Agreement Cases to the Bureau of Fisheries and Aquatic Resources.

Legal Researchers, Director of Legal Service

2 days from receipt of the approved Order from the Office of the Secretary

148

PROCESS FLOW

LEGAL SERVICE - FISHPOND LEASE AGREEMENT

B. FLA FOR CANCELLATION OF LEASE PROCESS

PERSONNEL CONCERNED

Upon receipt of the FLA, the same is referred to the Legal Researchers of RRD;

Legal Researches

The Legal Researchers of RRD determines if the Fishpond Lease Agreement is sufficient in form and substance and in accordance with the FAO No. 197-1 series of 2012; there must be a report and recommendation from the Regional Office and a Hearing Officer has handled the cancellation.

Legal Researches

Once approved by the Secretary, the RRD shall draft a Memorandum endorsing the Fishpond Lease Agreement Cases to the Bureau of Fisheries and Aquatic Resources.

TIME

3 days from receipt of the Fishpond Lease Agreement

Legal Researchers, Director of Legal Service

2 days from receipt of the approved Order from the Office of the Secretary

PERSONNEL CONCERNED

TIME

C. FLA FOR GRATUITIOUS PERMIT PROCESS

Upon receipt of the FLA, the same is referred to the Legal Researchers of RRD;

Project Profile (the general and specific objectives of the project, brief description of the project, the methodology of project implementation, sketch plan of the area)

Once approved by the Secretary, the RRD shall draft a Memorandum endorsing the Fishpond Lease Agreement Cases to the Bureau of Fisheries and Aquatic Resources.

Legal Researches Legal Researches

3 days from receipt of the Fishpond Lease Agreement

Legal Researchers, Director of Legal Service

2 days for approval of the Director of Legal Service

Legal Researchers, Director of Legal Service

2 days from receipt of the approved Order from the Office of the Secretary

PERSONNEL CONCERNED

TIME

D. FLA FOR NEW APPLICATION PROCESS

Upon receipt of the FLA, the same is referred to the Legal Researchers of RRD;

The Legal Researchers of RRD determines if the Fishpond Lease Agreement is sufficient in form and substance and in accordance with the FAO No. 197-1 series of 2012; The application must contain the following for initial requirements: • Date of Order of Cancellation • Order of Finality • An accomplished application form stamped “Received” by the Accepting RFO • Payment of the application fee • Sketch plan • Original copies of bank deposit/bank statements • Affidavit • inspection report and prof of compliance with Sec. 5, C. (Filipino Citizen at least 21 years old/ corporation) The application must contain the following for the final requirements: • • • • • •

Twelve (12) approved survey plan Duly notarized FLA BFAR Regional Dir. Certification Original copy of RTC Certification ECC or CNC Proof of SSS payment for permanent workers for final requirements

Once approved by the Secretary, the RRD shall draft a Memorandum endorsing the Fishpond Lease Agreement Cases to the Bureau of Fisheries and Aquatic Resources.

Legal Researches Legal Researches

3 days from receipt of the Fishpond Lease Agreement

Legal Researchers, Director of Legal Service

2 days for approval of the Director of Legal Service

Legal Researchers, Director of Legal Service

2 days from receipt of the approved Order from the Office of the Secretary

149

PROCESS FLOW

LEGAL SERVICE - FISHPOND LEASE AGREEMENT

E. FLA FOR PRIOR WRITTEN APPROVAL PROCESS

PERSONNEL CONCERNED

TIME

Upon receipt of the FLA, the same is referred to the Legal Researchers of RRD;

Legal Researches

The Legal Researchers of RRD determines if the Fishpond Lease Agreement is sufficient in form and substance and in accordance with the FAO No. 197-1 series of 2012; there must be a letter of intent to transfer by the Lessee.

Legal Researches

3 days from receipt of the Fishpond Lease Agreement

Legal Researchers, Director of Legal Service

2 days for approval of the Director of Legal Service

Once approved by the Secretary, the RRD shall draft a Memorandum endorsing the Fishpond Lease Agreement Cases to the Bureau of Fisheries and Aquatic Resources.

Legal Researchers, Director of Legal Service

2 days from receipt of the approved Order from the Office of the Secretary

PERSONNEL CONCERNED

TIME

F. FLA FOR RENEWAL PROCESS

Upon receipt of the FLA, the same is referred to the Legal Researchers of RRD;

Legal Researches Legal Researches

5-7 days from receipt of the Fishpond Lease Agreement

RTC Certification One approved survey plan Application fee Cash bond deposit and initial rental Duly notarized FLA form Inspection report from BFAR RFO A new survey plan should there be changes.

Legal Researchers, Director of Legal Service

3 days for approval of the Director of Legal Service

Once approved by the Secretary, the RRD shall draft a Memorandum endorsing the Fishpond Lease Agreement Cases to the Bureau of Fisheries and Aquatic Resources.

Legal Researchers, Director of Legal Service

3 days from receipt of the approved Order from the Office of the Secretary

PERSONNEL CONCERNED

TIME

G. FLA FOR TRANSFER PROCESS

Upon receipt of the FLA, the same is referred to the Legal Researchers of RRD;

Legal Researches Legal Researches

5-7 days from receipt of the Fishpond Lease Agreement

RTC Certification One approved survey plan Application fee Cash bond deposit and initial rental Duly notarized FLA form Inspection report from BFAR RFO A new survey plan should there be changes.

Legal Researchers, Director of Legal Service

3 days for approval of the Director of Legal Service

Once approved by the Secretary, the RRD shall draft a Memorandum endorsing the Fishpond Lease Agreement Cases to the Bureau of Fisheries and Aquatic Resources.

Legal Researchers, Director of Legal Service

3 days from receipt of the approved Order from the Office of the Secretary

150

PROCESS FLOW

LEGAL SERVICE - FISHPOND LEASE AGREEMENT

Fishpond Lease Agreement endorsed to Research and Regulations Division

1. Application The application must contain the following for initial requirements: a. Date of Order of Cancellation b. c. d. e. f. g. h.

Order Finality An accomplished application form stamped “Received” by the Accepting RFO Payment of the application fee Sketch plan Original copies of bank deposit/bank statements Affidavit Inspection report and proof of compliance with Sec. 5, C. (Filipino Citizen at least 21 years old/corporation)

2. GRATUITOUS PERMIT The application must contain the following: Project Profile (the general and specific objectives of the project brief description of the project, the methodology of project implementation, sketch plan of the area 3. TRANSFER The application must contain the following: a. b. c. d. e. f. g. h. i.

The Legal Researchers of RRD determines if the Fishpond Lease Agreement is sufficient with AO No. 197-1 series of 2012

Upon receipt of the FLA, the same referred to the Legal Researchers of RRD

Letter of intent to transfer by the Lessee BFAR RD Report Prior written approval of the lessor Payment forms Twelve duly approved survey plans Duly notarized FLA form BFAR RD Certification Original copy of the DEed of Assignment or transfer and assumption of obligations Certified true copies of original official receipts of updated payment of rentals

The application must contain the the following for the final requirments: a. b. c. d. e. f.

4. CANCELLATIONS OF LEASE There must b a report and recommendation from the Regional Office and a Hearing Officer has handled the cancellation. 5. RENEWAL The application must contain the following: a. b. c. d. e. f.

RTC Certification One approved survey plan Application fee Cash bond deposit and initial rental Duly notarize FLA form Inspection report from BFAR RFo A new survey should there be changes

6. PRIOR OF WRITTEN APPROVAL There must be a letter of intent to transfer by the lessee.

7. TERMINATION (DEATH OR EXPIRATION) The application must contain the following: a. b.

Twelve (12) approved survey plan duly notarized FLA BFAR Regional Dir. Certification Orignal copy of RTC Certification ECC or CNC Proof of SSS payment for permanent workers for final requirements

Death Certificate Report from the Region with attached Death Certificate or A form showing that it issubject to the pre-emptive rights of legal heirs.

Once approved the the Secretary, the RDD shal draft a Memoandum endorsing the Fishpond Lease Agreement Cases to the Bureau of Fisheries and Aquatic Resources.

151

PROCESS FLOW

LITIGATION AND ADJUDICATION DIVISION - DISCIPLINARY AND NON-DISCIPLINARY ADMINISTRATIVE CASES AGAINST PERSONEL OF THE DEPARTMENT A. IN CASE WHERE THERE IS FORMAL COMPLAINT PROCESS

PERSONNEL CONCERNED

TIME

Upon receipt of a complaint, the same is referred to the Chief of the LAD;

Chief of LAD/Director

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;

Chief of LAD/Director

1 day from the receipt of the complaint

Should the complaint be sufficient in form and substance, the LAD shall prepare a draft Order to be signed by the Secretary of his duly 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;

Legal Assistant

2-5 days for the submission to the Office of the Secretary

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 if to explain why no administrative case should be filed against him/her/them;

OSEC or Head of Agency

1-2 days for the submission to the Office of the Secretary

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;

Respondent

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;

Chief of LAD/Director

1-2 days for the receipt of the counter-affidavit/ comment

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;

Chief of LAD/Director

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;

Legal Assistant

Depending upon the availability of the persons willing to act as a member of the FFC, the preparation may take a minimum of 2-3 days

The preliminary investigation should be completed within 20 days from the issuance of the Order of the FFC requiring the parties to a conference;

Fact Finding Committee

10.

Within 5 days from the termination of the Preliminary Investigation, the FFC shall submit its decision or Resolution whether or not a pima facie case exists;

Fact Finding Committee

11.

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.

Director/Chief of LAD/ Legal Assistant

12.

In cases where the complaint was initiated by a person other than the disciplining authority (Secretary), 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;

OSEC

13.

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;

Director/Chief of LAD/ Legal Assistant

14.

The employee complained of will file his answerwithin 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;

Respondent

15.

The formal investigation is conducted in accordance with the Revised Rules on Administrative Cases in the Civil Service (Rule 8)

Fact Finding Committee

16.

Upon receipt of by the Legal Service of the Formal Investigation Report from OSEC, a Decision is prepared within 20 days from receipt.

Chief of LAD/Director

152

Preparation of the Formal Charge takes 3 to 5 days from receipt by the Legal Service of the directive from OSEC Preparation of the Formal Charge takes 3 to 5 days from receipt by the Legal Service of the directive from OSEC

20 days

PROCESS FLOW

LITIGATION AND ADJUDICATION DIVISION - DISCIPLINARY AND NON-DISCIPLINARY ADMINISTRATIVE CASES AGAINST PERSONEL OF THE DEPARTMENT B. IN CASE OF CHARGES EMANATING FROM CONFIDENTIA REPORT ANOMALIES PROCESS

TIME

PERSONNEL CONCERNED

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;

Chief of LAD/Director

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;

Chief of LAD/Director

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;

Director/Chief of LAD/Legal Assistant

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)

Chief of LAD/Legal Assistant

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.

1 day from the receipt of the complaint

3-5 days

C. IN CASES EMANATING FROM ANONYMOUS COMPLAINT/ INFORMATION PROCESS

PERSONNEL CONCERNED

Anonymous complaints are usually referred to the Dulugan Bayan (DB) for proper disposition;

Chief of LAD/Legal Assistant

The Legal Service will request the officer/employee concerned to comment on the complaint;

Director

Should the Legal Service decide to further investigation the anonymous complaint/information, the creation of a fact finding committee will then be recommended.

Director

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.

TIME

153

PROCESS FLOW

A. IN CASES WHERE THERE IS FORMAL COMPLAINT

START The Complaint shall be referred to the Chief of the LAD

Creation of Formal Investigating Committee (FIC)

If sufficient in form and substance

If not sufficient in form and substance

Preparation of draft Order to submit a CounterAffidavit/ Comment Dismiss for insufficiency in form and substance

Submit CounterAffidavit/Comment/ Answer to the Show Cause memorandum; Failure of the employee complained of to submit explanation Considered a waiver thereof and prelimenary investigation may be completed even without his/her counteraffidavit/comment

OSEC shall direct the Legal Service to prepare a Formal Charge With Prima Facie Case

With no Prima Facie Case

FFC submit its decision or resolution

To onduct a prelimenary investigation;

Yes

Creation of Fact Finding Committee to conduct investigation of the complaint

FFC prepares Order requiring parties to a conference

Legal Service prepares an Order dismissing the case Employee complained of shall submit Answer to the Formal Charge/Notice of Charge(s) and manifest whether or not he elects a formal hearing

154

Formal Hearing

FIC will conduct Formal Investigation

Submit the case for decision based on the Formal Charge and Answer

FIC will shall prepare a recommendation to the Secretary as to the disposition of the case

Preparation of Decision within 20 days upon receipt of the Formal Invstigation Report

*the formal investigation is conducted in accordance with the Revised Rules on Administrative Cases in the Civil Service (rule 8)

Subimits for disposition of the complaint

PROCESS FLOW

B. IN CASES OF CHARGES EMANATING FROM CONFIDENTIAL REPORTED ANOMALIES START OSEC orders investigation of a confidential reported anomaly

Creation of Fact Finding Committee

Formal investigation Report shall be referred to the Legal Service

With Prima Facie Case

Dismissal of the case

Prepares Formal Charge and draft Special Order creating the Formal Investigating Committee (FIC)

Employee complained of shall submit answer in the Formal Charge/ Notice of Charge(s) and manifest whether or not be the elects a formal hearing

Submission of FFC Formal Investigation Report to the OSEC

With no Prima Facie Case

Formal Hearing

Submit the case for decision based on the Formal Charge and Answer FIC shall prepare a recommendation to the Secretary as to the disposition of the case

FIC will conduct Formal Investigation

Preparation of Decision within 20 days upon receipt of the Formal Investigation Report

*Assistance of the Legal Service may or may not be requested; *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.

155

PROCESS FLOW

C. IN CASES EMANATING FROM ANONYMOUS COMPLAINT/INFORMATION

START Anonymous Complaint

Endorse/Forward to Dulugan Bayan

FIC will conduct Formal Investigation

There is obvious thruth or merit to the allegations or supported by documentary or direct evidence

The complaint is dismissed

Preparation of Decision within 20 days upon receipt of the Formal Investigation Report

Legal Service will request employee/ officer concerned o comment on the complaint

Employee/ Officer submits a meritorious comment

Creation of Fact Finding Committee

FFC prepares Order requiring parties to a conference

With Prima Facie Case

OSEC shall direct the Legal Service to preapre a Formal Charge

With no Prima Facie Case

Legal Service prepares an Order dismissing the case

Formal Hearing

Employee complained of shall submit answer in the Formal Charge/ Notice of Charge(s) and manifest whether or not he elects a formal hearing

Creation of Formal Investigating Committee (FIC)

ISSUANCES OF CERTIFICATE OF NO PENDING CASE

PROCESS

Upon receipt of a request for certificate of no pending case, the Legal Assistant from LAD determines from available filed if the requesting employee has a pending administrative case within the Department;

PERSONNEL CONCERNED

TIME

Legal Assistant

within 24 hous from receipt of the request

Legal Assistant

within 24 hous from receipt of the request

Director/Legal Assistant

within 24 hous from receipt of the request

The letter/memorandum request must contain the following (if applicable): a. b. c. d.

Invitation letter Draft Travel Authority Copy of Loan Application Other documents

If it is determined that the requesting employee has no pending administrative case within the Department, a draft clearance is prepared for initial of the Chief of LAD and signature of the Director, otherwise no clearance is prepared;

Depending on the availability of the documents and the Director, the process may be within 24 hours from receipt of the request.

156

PROCESS FLOW

PROCESS FLOW FOR ISSUANCE OF CERTIFICATE PF NO PENDING CASE

START Request for Certificate of No Pending Case

Purpose of request: 1. Official Business Travel; 2. Personal Travel; 3. Retirement Benefit; 4. Terminal Leave Benefit; 5. Scholarship; 6. Training Program; 7. Career Executive Service Officer Ranking Application; 8. Loan Application; 9. Fidelity Bond; and 10. Any other request which warrants the issuance of No Pending Certificate

The letter/memorandum request must contain the following (if applicable): a. b. c. d.

Invitation letter Draft Travel Authority Copy of Loan Application; or Other related documents

Determination if the requesting employee has no pending administrative case within the Department

With Pending Administrative case

Issuance of Certificate is denied

With NO Pending Administrative case

For initial of the Chief of Litigation and Adjudication Division

For signature of the Legal Service Director

Release of the Certificate

*Depending on the availability of the documents and the Director, the process may be within 24 hours from receipt of the request.

ADJUDICATION OF FISHERIES LAW CASES - (FISHPOND LEASE AGREEMENT CASES) APPEAL TO THE OFFICE OF THE SECRETARY RULE 22

PROCESS

PERSONNEL CONCERNED

TIME

The Adjudication Committee Secretariat shall receive and determine the compliance of the Appeal with the jurisdictional and formal requirements; they shall also receive payments of appeal fees and other fees as stated in Rules 6.

Adjudication Committee Secretariat (BFAR)

Upon determination, the Committee Secretariat shall transmit the records of the case to the Office of the Secretary of the Department. Otherwise, a recommendation dismissing the appeal on the ground of failure to comply with the requirements set forth under the Rules;

Adjudication Committee Secretariat (BFAR)

Upon receipt of the perfected appeal on the decision, final order or resolution of the Committee, the Office of the Secretary shall forward the appeal to the Legal Service

Office of the Secretary

The Legal Service shall draft an Order requiring the appellee to file a comment to the appeal memorandum within 15 days from receipt of the copy, for approval of the Secretary. Failure to submit within the period shall be construed as a waiver to file the same;

Director/Chief of LAD/Legal Assistant

Decision within 20 days upon receipt of last pleading

Upon filing of the last pleading or after the expiration of the period to file the same, the Legal Service shall draft the decision, for approval of the Secretary;

Director/Chief of LAD/ Assigned lawyer

The Secretary may affirm, reverse, or modify the decision, final order or resolution appealed from, or direct further proceedings to be taken thereon, on the bases of the evidence presented and the records of the case.

Office of the Secretary

Decision within 20 days upon receipt of last pleading Decision within 20 days upon receipt of last pleading

157

PROCESS FLOW

RULES OF PROCEDURE FOR THE ADJUDICATION OF FISHERIES LAW CASES (FISHPOND LEASE AGREEMENT CASES) APPEAL TO THE OFFICE OF THE SECRETARY RULE 22 START Appeal Memorandum recevie by Adjudication Committee Secretariat

Determination of compliance with the jurisdictional and formal requirments

Not compliant

Recommend for dismissal o the appeal on the ground of failure to comply with the requirments set to forth under the Rules

Compliant

Transmittal of the records of the case to the Office of the Secretary

Appellee is require to file a comment to the Appeal Memorandum

File within the period

Decision on the Appealed case

158

Filed not within the period

Construed as a waiver to file the Comment

159

160

Financial And Management Service

161

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

Organizational Chart

regarding the preparation of agency plans and programs. •

Conduct the regular monitoring of fund releases and

OFFICE OF THE DIRECTOR

disbursements made by the operating units/offices

Director IV Administrative Assistant III (Secretary II) Administrative Aide IV (Driver)

under the Department. •

3 Positions

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

•

Accounting Division (AD)

Direct close coordination with the DBM, COA,

Chief Accountant Accountant IV Accountant III (3) Accountant II (6) Accountant I (3) Administrative Assistant III (3) (Senior Bookkeeper) Administrative Assistant II (3) (Bookkeeper)

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

20 Positions

Budget Division (BD)

regard to their fiscal requirements.

Chief Administrative Officer (Budget Officer V) Supervising Administrative Officer (Budget Officer IV) Administrative Officer V (9) (Budget Officer III) Administrative Officer IV (4) (Budget Officer II) Administrative Officer II (3) (Budget Officer I) 21 Positions

Management Division (MD) Chief Administrative Officer (Management & Audit Analyst V) Supervising Administrative Officer (Management & Audit Analyst IV) Administrative Officer V (Management & Audit Analyst III) Administrative Officer IV (3) (Management & Audit Analyst II) Administrative Officer II (Management & Audit Analyst I) 7 Positions

162

The FMS exercises supervision over three (3) Divisions: 1.

Management Division

Budget Division

Accounting Division.

MANAGEMENT DIVISION Func t i o n s - - - --------------------------------------------------------------------- ------•

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.

PROCESS FLOW

OFFICE OF THE SECRETARY

Review of Standard Operating Procedures

START •

Based on issuances of new circulars, memoranda and orders affecting government procedures, Issue Order Re : Updating of SOP

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.

Special Order Directing the Management Division to update the Manual

MANAGEMENT DIVISION

Review existing Org. Structure, Functions

Issue Memo to all Unit/Divisions OFFICE CONCERNED

MANAGEMENT DIVISION

Submit Org. Structure, Functions

Review Submission

MANAGEMENT DIVISION

Memorandum Order

Draft

Update

Finalize Org. Structures, Functions

OFFICE CONCERNED VALIDATES

SERVICE DIRECTOR ASEC FOR ADMIN ASEC FOR FINANCE

DA Org. Structures, Functions

USEC FOR ADMIN & FINANCE

Print Org. Structure, Functions

Sign Org. Structure, Functions

Approve Org. Structure, Functions 163

PROCESS FLOW

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

START MANAGEMENT DIVISION

Issue Order Re : Updating of SOP

Review existing Org. Structure, Functions

Special Order Directing the Management Division to update the Manual

Issue Memo to all Unit/Divisions

OFFICE CONCERNED

MANAGEMENT DIVISION

Submit SOP

Review Submission

Memorandum Order Update SOP SERVICE DIRECTOR ASEC FOR ADMIN

OFFICE CONCERNED VALIDATES

ASEC FOR FINANCE OFFICE OF THE SECRETARY

USEC FOR ADMIN & FINANCE

Sign Manual

Approve Manual

MANAGEMENT DIVISION

Draft Manual OFFICE OF THE SECRETARY

Print Manual DA Manual

164

Finalize Manual

BUDGET DIVISION Func t i o n s - - - --------------------------------------------------------------------- ------•

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.

165

PROCESS FLOW

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&#39;s Budget Proposal and conducts Technical Budget Hearings.

•

Prepare the Budget Recommendation for DA&#39;s comment and/or revision.

•

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

•

Analyze the DA&#39;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.

START

BUDGET AND PLANNING DIV.

TECHNICAL STAFF

ADMINISTRATIVE OFFICER

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

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

Conducts and attends DA-DBM consultative Review

Conducts internal budget hearing for the Department

Submits forward estimates to DBM

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

Presents the consolidated budget proposal to CSO

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

Submits all budgetary requirements needed by Senate and Congress

Conducts briefing with Secretary in preparation to Congress and Senate Hearing

Attends budget briefing/hearing as requested by various legislators

END 166

PROCESS FLOW

Request for Obligation of Allotments •

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.

•

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

Preparation Of Endorsement For Special Budget Request

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

ASSISTANT CHIEF, BUDGET DIVISION

REVIEWS

Returns to budget analyst for revision

CHIEF, BUDGET DIVISION

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

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

END 167

PROCESS FLOW

Submission Of Signed Endorsement ADMINISTRATIVE ASSISTANT

START

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

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

END

Budget Execution Document 1 & 3 Bed ( 1 & 3 )

START

ADMINISTRATIVE OFFICER

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

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

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

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

CHIEF, BUDGET DIVISION

DEPARTMENT CHIEF ACCOUNTANT

PLANNING OFFICER

DIRECTOR, FINANCIAL MANAGEMENT

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

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

Affixes initial: - Endorsement letter

ASEC. FOR FINANCE

USEC. FOR ADMIN & FINANCE

ADMINISTRATIVE ASSISTANT

Affixes initial for the approving authority: - Consolidated URS generated BEDs 1 & 3 - endorsement letter

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

Records the signed endorsement letter for monitoring

Signs the endorsement letter

168

LIAISON OFFICER

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

DEPARTMENT OF BUDGET AND MANAGEMENT (Receiving)

Receives the endorsed printed and signed copy of the Consolidated CPR

END

PROCESS FLOW

Issuance of Advice of Sub-Allotment (ASA) •

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.

•

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.

169

ACCOUNTING DIVISION Func t i o n s - - - --------------------------------------------------------------------- ------•

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. The Accounting Division is divided into three (3) Sections whose specific functions are directly supervised by the Chief Accountant, with the

assistance of the Assistant Chief Accountant.

DIS B U RSE M E NT SE CTI ON •

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.

B O O KKE E PI NG SE CTI ON •

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.

•

170

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

C O NS O LIDAT ION AND ANALYSI S SE CTI ON •

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

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

START

Receives ORS from budget Division and Assign Reference #

PROCESSOR

VERIFICATION

APPROVING

Evaluates & Assesses Claim and Supporting Documents

Verification: Reviews the Evaluation and Assessment made

Approval: Reviews the Evaluation and Assessment made

Confirm/ Add Comments / Requirements

Complete and Proper

RECEIVING AND RELEASING PERSONNEL

Update Tracking System

Release ORS & CAF

END

Signs on the Document

171

PROCESS FLOW

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

START

Receives Claims (ObR) and Assign Reference #

PROCESSOR

APPROVING

Evaluates & Assesses Claim and Supporting Documents

Approval: Reviews the Evaluation and Assessment made

Check for Unliquidated / Unaccounted Tickets

RECEIVING AND RELEASING PERSONNEL

Update Tracking System

Confirm/ Add Comments / Requirements

Complete and Proper

Release Claims (ObR) and PAL TO Signs on the Document

END

172

PROCESS FLOW

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

RECEIVING AND RELEASING PERSONNEL

START PROCESSOR

Receives DV and Assign Reference #

Evaluates & Assesses Claim and Supporting Documents

BOOKKEEPING SECTION

Issuance of Certificate VERIFICATION

Verification: Reviews the Evaluation and Assessment made

Update Index

Check Available Cash APPROVING

Approval: Reviews the Evaluation and Assessment made

RECEIVING AND RELEASING PERSONNEL

Update Tracking System

Confirm/ Add Comments / Requirements

Complete and Proper

Release DV

END

Signs on the Document

173

PROCESS FLOW

Approval of Disbursement Vouchers Regional Field Offices / Bureaus / Attached Agencies AMOUNT INVOLVED

BOX A

BOX C

BOX D

Above Php 50M

Secretary

Chief, Accounting Section

Secretary

Above Php 5M to Php 50M

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

Chief, Accounting Section

Above Php 500k to Php 5M

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

Chief, Accounting Section

Php 500k and below

Division Chief

Chief, Accounting Section

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

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.

•

Update the data in the Tracking System.

•

Release the Liquidation Report to the concerned employee.

RECEIVING AND RELEASING PERSONNEL

START

Receives Liquidation Report (LR) and Assigns Reference # and LR#

PROCESSOR

VERIFICATION

APPROVING

Evaluates & Assesses Claim and Supporting Documents

Verification: Reviews the Evaluation and Assessment made

Approval: Reviews the Evaluation and Assessment made

Confirm/ Add Comments / Requirements

Complete and Proper

RECEIVING AND RELEASING PERSONNEL

Update Tracking System

Release Liquidation Report Signs on the Document

END

174

PROCESS FLOW

Validation of Bank Account and Preparation of Letter of Intent

RECEIVING AND RELEASING PERSONNEL

START

Receives Disbursement Voucher (DV)

VERIFICATION

PROCESSOR

Verification : Evaluates LOI

Check Bank

Submit LOI

CHIEF ACCOUNTANT

Approval: Reviews the Evaluation made RECEIVING AND RELEASING PERSONNEL

CHIEF ACCOUNTANT

Update Tracking System

Confirm/ Add Comments / Requirements

Complete and Proper

Release DV and LOI

Signs on the Document

END

List of Due and Demandable Accounts Payable - Advice to Debit Account (LDDAP-ADA)

LDDAP

ADA

AMOUNT INVOLVED

BOX A

BOX B

BOX 1

BOX 2

Above Php 50M

Chief, Accounting Section

Secretary

Cashier Unit Head

Secretary

Above Php 5M to Php 50M

Chief, Accounting Section

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

Cashier Unit Head

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

Above Php 500k to Php 5M

Chief, Accounting Section

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

Cashier Unit Head

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

Php 500k and below

Chief, Accounting Section

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

Cashier Unit Head

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

175

176

Policy Research Service

177

Policy Research Service The Policy Research Service (PRS), headed by Director Noel A. Padre, was created through Administrative Order no. 19, S. 1998 to “provide the policy environment that is conducive to a competitive agriculture sector as a key to raising the quality the quality of life and promoting food security, among others.” Until the crafting of the DA Rationalization Plan (RatPlan), PRS was part of the former Planning and Monitoring Service (PMS) as its Policy Analysis Division (PAD). When it became an independent unit from PMS, it retained the division’s staff to compromise the PRS and is mandated to spearhead the Department’s initiative on policy formulation and advocacy. It likewise provide the Department with policy guidance on the medium to long-term strategies for agriculture and fisheries modernization. Further, it ensures that domestic agricultural policies are consistent with the country’s international commitments. The Director’s office has one support staff. PRS is composed of three divisions, namely: the International Affairs Division (IAD), the Food, Agriculture and Fisheries Policy Division (FAFPD), and the Macro-Economic Policy Division (MEPD). The IAD is currently headed by Ms. Janet Garcia, with nine support staff. It serves as the department’s international relations arm and provides protocular, liaison and secretariat support during DA-hosted international conference, 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 FAFPD is headed by Ms. Amparo C. Ampil with eightsupport staff. It provides technical support in the review and formulation of policies as well as responses to policy issues related to transfer, access, and benefit sharing of technologies, such 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 MEPD is currently headed by Ms. Tisha Pia E. de la Rosa, with six support staff. The MEPD serves as the core technical support group in the Department’s engagement in multi-lateral, regional and bilateral free trade negotiations. It likewise reviews and provides recommendations on executive and legislative issuances

178

Accomplishments Major Accomplishments of the PRS over the last three years (2019-2021) are as follows: 1.

Provided technical inputs in the WTO negotiations. - The PRS provided technical support and recommendations to advance the interest of the Philippine agri-fishery sector in the WTO negotiations particularly in the areas of agriculture, e.g. special safeguard mechanism (SSM) and public stockholding, trade remedies, fisheries subsidies, and sanitary and phytosanitary (SPS) measures.

Notified the proposed rectifications and modifications of schedule for rice to the WTO - When RA 11203 or the Rice Trade Liberalization Act was enacted in 2019, the Philippines submitted its notification on the proposed rectifications and modifications of the country’s Schedule of Concessions on rice to reflect the proposed bound rate and reservation for recourse to special safeguards (SSG). It was circulated to the WTO Members on 17 October 2019. However, five Members, namely, Australia, China, India, Japan, and Thailand, expressed reservations on the said notification.

Represented and provided technical support in the conclusion and implementation of multilateral, - regional and bilateral free trade agreements The PRS provided technical support during the negotiations of the Regional Comprehensive Economic Partnership (RCEP). The agreement was signed on 15 November 2020 after 28 full rounds of negotiations that lasted from 2012 to 2019. In particular, PRS worked on the text in trade in goods (including trade remedies and technical barriers to trade (TBT)), sanitary and phytosanitary (SPS) measures, market access and rules of origin (ROO). These are major components of the FTA which includes Trade in Services, Investments, Intellectual Property Rights, Government Procurement, Legal and Institutional Issues, Competition and Trade, and Sustainable Development. The PRS has also been providing technical inputs in the on-going meetings and negotiations for the PH-Korea

FTA, and the review of the Philippines-Japan Economic Partnership Agreement (PJEPA) and the ASEAN+1 FTAs. In addition, the Service is also providing technical support in the Senate ratification of the RCEP. Provided technical support in the imposition of trade remedies and SPS measures on agricultural - imports As a member of the WTO, the Philippines has the right to impose temporary protection, trade remedy and SPS measures, against imported agricultural products under certain situations and conditions. The MEPD has been in charge of the monitoring and implementation of trade remedy measures (anti-dumping, safeguards and countervailing measures) to ensure that imports of agricultural products do not cause or threaten to cause injury to the agri-fishery sector. In October 2020, the Philippines extended its imposition of the anti-dumping duty on imported wheat flour from Turkey for another three years until 2023, thru the issuance of Customs Memorandum Order no. 27-2020 of the Bureau of Customs, following the issuance of DA’s Department Order No. 10, s.2020. This action was result of a petition of the Philippine Association of Flour Millers, Inc. (PAFMIL) in 2019 for the extension of the imposition of such duty. The duty was first imposed in 2015 for five years. The FAFPD, on the other hand, has served as the National Contact Point for SPS-related concerns. It regularly notified the WTO of the SPS measures and food safety standards issued by DA’s regulatory agencies. It likewise serves as Task Officers of the Codex Contact Point and is a permanent member of the Philippine National Codex Organization. This organization operates as a parallel national body to the Codex Alimentarius Commission of the WHO and the FAO.

Crafted policy issuances - The PRS has been on the forefront in crafting relevant policy issuances on the conservation and sustainable use of plant genetic resources, genetically-modified plant and plant products derived from the use of modern biotechnology and the mainstreaming of bio-diversity friendly agricultural practices in and around protected areas and promoting the same in wider agricultural landscapes. It also facilitated and assisted in the formulation of new rice classification system in the country, as well as in the development of the Philippine Rice Industry Roadmap.

Crafted position papers - The PRS conducted and continues to conduct studies on various issues in the sector particularly on the soaring prices of major commodities like rice, corn, meat, and fish. It also conducted a study, including simulation, to determine possible tariff rates that may be imposed on imported pork to immediately address the shortfall in supply that consequently resulted in the soaring retail prices of the commodity. This was part of the Department’s response to the adverse effects of the African Swine Fever (ASF) in the country.

Provided technical support to various working groups - The PRS provided and continues to provide technical support and policy recommendations relative to the agri-fishery sector in various committees and technical working groups, such as the PCAF Committees (Committee on International Trade, etc.) and other inter-agency committees, such as the Committee on Trade Related Matters (CTRM), Export Development Council, and Economic Development Cluster, among others.

Provided technical support on executive and legislative issuances - The PRS drafts position papers on various proposed legislative and executive measures relating to agriculture and fisheries in both House of Congress. It provided comments and inputs on the following: RA 11469 or the Bayanihan to Heal as One Act, Senate Bill 2429 or the Agriculture, Fisheries and Rural Development Financing Enhancement Act of 2022, RA 11291 or the Magna Carta of the Poor, and IRR for RA No. 11321 or the Sagip Saka Act of 2019, among others.

179

Accomplishments Major Accomplishments of the PRS over the last three years (2019-2021) are as follows: 9.

Provided support in various international events - The PRS figured heavily in various international events hosted by the Department, by ensuring that everything would run smoothly. The support covered administrative, logistical and substantive matters. Some of these events were the National Food Systems Dialogue, and 5th PH-Australia Agriculture Forum, among others.

10. Forged Technical Cooperation Agreement with Partner States - The PRS coordinated, monitored and reviewed DA commitments in cooperation activities on agriculture and fisheries that arose from international agreements (e.g.. finalized foreign-funded proposals and facilitated the implementation of capacity building-related projects, networking programs and development assistance activities). It also liaised with DFA, PMS, embassies and international organizations regarding agricultural cooperation and initiatives. 11. Provided administrative support to the Foreign Agricultural Service Corps (FASC) - The PRS acted as the focal office within the DA in providing the necessary substantive, logistical and administrative support to the Foreign Agricultural Service (FAS) Corps.

Organizational Chart William D. Dar, Ph.D. Secretary

Fermin D. Adriano Undersecretary for Policy, Planning, and Research and DLLO

Noel A. Padre Director for Policy Research Service

180

Amparo C. Ampil

Tisha Pia E. De La Rosa

Janet D. Garcia

Chief, Food, Agriculture and Fisheries Policy Division (FAFPD)

Chief, Macro-Economic Policy Division (MEPD)

Chief, International Affairs Division (IAD)

F O O D , A G R I C U LT U R E A N D FISHERY POLICY DIVISION Consistent with the mandate of the Policy Research Service, the Food, Agriculture, and Fishery Policy Division (FAFPD) reviews, assesses issues, and formulates recommendations related to agriculture and fishery policy and other emerging policies. The FAFPD has shepherded the formulation of policies and served as an oversight body for policy implementation through technical working groups. Collorarilly, the FAFPD also addresses the policy issues that emanate from the country’s commitment to relevant international agreements related to its scope of work. The policy work of the FAFPD covers technology transfer, food safety, biosafety, and sanitary and phytosanitary measures.

Technology Transfer Technology transfer refers to the movement of know-how, technical knowledge, or technology from one organizational setting to another. Under this section, the FAFPD primarily focuses on policies involving agriculture and fishery biodiversity, and intellectual property.

Agriculture a nd Fishery Biodiversity The FAFPD handles policy issues associated with access and benefit sharing of genetic resources under the Convention on Biological Diversity, and the Nagoya Protocol. The FAFPD has been working on the legislation that will serve as the domestic framework of the International Treaty on Plant Genetic Resources for Food and Agriculture. During the Second Regular Session of the 18th Congress, the Committee recommended and approved HB 9143 entitled, “An Act Institutionalizing the National Policy on Access, And Benefit-Sharing from the Utilization of Philippine Genetic Resources and Appropriating Funds Therefor” otherwise known as the Philippine Genetic Resources Access and Benefit-Sharing Act or PGRABS Act. In relation to the country’s commitment on the Food and Agriculture Organization-Commission on Genetic Resources for Food and Agriculture (FAO-CGRFA), the FAFPD leads the conduct of policy research and coordinative work for animal, plant, and aquatic genetic resources. During the Eighteenth Regular Session of the CGRFA, the FAFPD has secured membership slots for the Philippines to Intergovernmental Technical Working Group (ITWG) on Animal Genetic Resources, ITWG on Aquatic Genetic Resources, ITWG on Plant Genetic Resources, and Access and Benefit Sharing. In terms of domestic inter-agency cooperation, the Department of Agriculture (DA), in partnership with the Department of Environment and Natural Resources (DENR), formulated a national-level policy, which provides the principles in promoting biodiversity-friendly agricultural practices (BDFAP). The TWG under the DA worked on a Joint Administrative Order entitled, “Mainstreaming Biodiversity-Friendly Agricultural Practices In and Around Protected Areas and Key Biodiversity Areas and Promoting the Same in Wider Agricultural Landscapes” (BDFAP-JAO). The BDFAP-JAO will be implemented within the multiple use zones and buffer zones of terrestrial and aquatic PAs including cultivated areas and tenured areas in forest lands. The BDFAP-JAO is intended to address the expansion of agricultural activities in and around protected areas, as well as other areas with high biodiversity values by encouraging and enabling farmer communities to adopt more sustainable practices. The implementation of this policy will entail a creation of a DENR and DA oversight committee, and a Regional Technical Working Group who shall work with stakeholders. The National Convergence Initiatives for Sustainable Rural Development (NCI-SRD) will be utilized in the promotion of BDFAP within convergence areas. This policy already received the approval of DENR Secretary Roy A. Cimatu. The DA is currently awaiting the official endorsement from the DENR. On the subject of invasive species, the DA and DENR has issued a Joint Administrative Order No. 2020-02 Adopting the National Invasive Species Strategy and Action Plan (NISSAP) Philippines: 2020-2030 as the National Framework for the Management of Invasive Species in the Country. The NISSAP provides nine strategic goals towards a holistic, collaborative and multi-sectoral approach in managing risks of invasive alien species. These are: (1) leadership and coordination; (2) prevention; (3) early detection and response; (4) control and management; (5) restoration; (6) research and information management; (7) education and public awareness; (8) international cooperation; and (9) training needs. The FAFPD, on the side of DA, coordinates the implementation and mainstreaming of the NISSAP with the plans and programs of concerned national government agencies and local government units including government-owned and controlled corporations and government financial institutions and state universities and colleges.

181

Intellectual Property Rights Following the Memorandum of Understanding (MOU) of November 2018 between the DA and the Intellectual Property Office of the Philippines (IPOPHIL) on Geographical Indications (GIs), the FAFPD shepherds the establishment of the institutional mechanisms including the requirements of regulatory framework for its responsibilities under the MOU to enable DA agencies to update their capabilities accordingly, for assessing potential GI products. The FAFPD has organized relevant workshops for DA agencies and has been engaged in discussions with IPOPHIL. An Official Development Assistance technical cooperation project with funding from FAO was also secured by FAFPD. The project is titled Support to Development of Geographical Indications in the Philippines as Instrument of Sustainable Rural Development. The main components of the project include identification of possible GIs products, establishment of capacity of national institutions for GI development and implementation, and enhancement of the awareness of producer groups and other stakeholders of the value chains on GIs.

Biosafety The FAFPD serves as the policy/compliance arm of the DA on the Joint DA-DENR-DOH-DOST-DILG rules and regulations on the use of plants and plant products derived from the use of modern biotechnology. The FAFPD participates in the Philippine Delegation headed by the DOST to the Cartagena Protocol on Biosafety under the CBD which governs the rules on transboundary movement of GMOs. Other technical related policy issues cover new plant breeding techniques, gene editing and synthetic biology. The FAFPD is also a member of the Secretariat of the DA Biosafety Committee. The FAFPD is also working with the UP Institute of International Legal Studies on a domestic legislation for the Nagoya-KL Supplemental Protocol on Nagoya-KL liability and Redress under the context of the Cartagena Protocol. Other regulatory policy works FAFPD is actively involved were the following: (1) development of GM animals regulations, (2) drafting of the implementing rules and regulations on New Breeding Techniques.

Sanitary and Phytosanitary Measures (SPS) FAFPD conducts the work of the national SPS focal point, national SPS notification authority, and SPS enquiry point. Under SPS, the following policy works are ongoing: (1) harmonization of terms and streamlining of requirements and administrative procedure in granting authorization and recognition under the regulatory jurisdiction of DA, and (2) review of current policies on pre-border and border control. As the TWG chair of both above policy works, FAFPD was able to craft: (1) the draft administrative circular of the harmonization of terms and streamlining of requirements and administrative procedure in granting authorization and recognition under the regulatory jurisdiction of DA; and (2) the partial draft of the amendment to DA Administrative Order No. 9, s. 2010 incorporating the harmonization of quarantine policies and inspection procedures for the implementation of Agricultural Commodity Examination Area/Cold Examination Facility in Agriculture (ACEA/CEFA). Policy options as regards establishment of ACEA/CEFA in SBMA were also identified by FAFPD. A rapid study on the possible cost implications of the same policy options is currently being conducted. Current SPS issues include: trade-restrictive measures affecting horticultural, and meat and meat products (Indonesia), trade-restrictive measures affecting the export of bananas (Australia), EU on the Philippine imposition of country-wide importation ban due to African swine fever and HPAI outbreaks, Russia’s concerns on Philippine meat import policies, and upgrade negotiations on the SPS Chapter of various free trade agreements. SPS-related cooperation projects include: (1) Building Safe Agricultural and Food Enterprises (B- SAFE) Project with Winrock International and (2) Promoting Trade through Strengthening SPS Cooperation between ASEAN and Russia (under proposal review of ASEAN Secretariat and Russian Government). Immediate activities under SPS are as follows: (1) TWG refinement of the draft administrative circular on the harmonization and streamlining of requirements and procedures in granting authorization and recognition under the regulatory jurisdiction of DA and clearance for public stakeholder consultation, (2) completion of the ACEA/CEFA policy work; and (3) participation to ASEAN, ASEAN + 1 and WTO meetings, Philippine Senate Ratification of RCEP, and FTA upgrade negotiations. 182

Food Safety/Codex Contact Point As per Food Safety Act (FSA) of 2013, the Office of the Secretary for Policy and Planning has oversight on the food safety act and serves as the Codex Contact Point. As such, the FAFPD assists in the oversight function by enjoining the implementation of the FSA by 8 DA Food Safety Regulatory Agencies and compliance to the FSA. It participates in the Food Safety Focal Group chaired by the DA Assistant Secretary for Regulations. The FAFPD serves as Task Officers of the Codex Contact Point and is a permanent member of the Philippine National Codex Organization. This organization operates as a parallel national body to the Codex Alimentarius Commission of the WHO and the FAO. The CCP serves as the official link of the Codex Secretariat to the TC-NCO by maintaining an updated electronic email account for the transmittal of the documents from/to the TC-NCO and Codex Secretariat such as: country position papers, proposal for new work, request for comments, submission/endorsement of the names of PH delegation to various meetings and seminars, among others. The CCP also participates in the Codex Alimentarius Committee (CAC) meetings together with the TC-NCO Chair and concerned members of the TC-NCO depending on the agenda that will be discussed during the meeting. The next session of the CAC (44th) will be held in November 2021. The current initiative of TC-NCO is the submission of the Philippines’ proposal (prepared by the National Fisheries Research and Development Institute) to Codex for the amendment of the Standard for Canned Sardines and Sardine-Type Products (CXS 94-1981) to include our major export species, Sardinella lemuru (Bali Sardinella) which was deliberated on at the Codex Alimentarius Commission (CAC) on its 43rd Session (REP20/CAC) last September – November 2020. The Codex Committee on Fishery and Fishery Products met virtually from September to October 2021 to discuss the Philippine proposal. Also included in the Philippines commitment within ASEAN on food safety is the implementation of the Philippine Rapid Alert System for Food and Feed of which DA-FAFPD serves as the focal point for DA in close collaboration with FSRAs. The FAFPD also serves as Secretariat to the Food Safety Regulation Coordinating Board (FSRCB) together with the Food and Drug Administration (FDA). Usec. for Policy, Planning and DLLO is the alternate of the DA Secretary as co-Chair of the FSRCB. The membership of FSRCB is composed of DA and DOH-Food Safety Regulatory Agencies (FSRAs). The last meeting (78th) of the FSRCB was held virtually on 24 March 2021 which was attended by all members and other support agencies via zoom. Following are some of the agreements reached: 1. Revision of FSRCB Manual of Procedures and Formation of New Committees •

Committee for the Creation of National Rapid Alert System for Food to Feed

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Committee on Food Safety Emergency and Crisis

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Committee for the Transition Plan and Synchronization of Activities to Committee for the Delineation and Linkage of Food Safety Mandates and Responsibilities

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Committee for Emergency Measures to Committee on Food Safety Education, Trainings and Advocacies

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Committee on the Review of Standards and Regulations to Committee on Standards, Regulations, and Legislation

2. The Board also agreed to conduct the meeting semi-annually instead of the previous schedule which is quarterly. 3. On the concern about the jurisdiction over agricultural commodities such as sugar, processed fish, milk, etc., the board agreed that this will be discussed under the Committee for the Delineation and Linkage of Food Safety Mandates and Responsibilities 4. Strengthening the localization of FSA in Local Government Unit- The meeting agreed to come up with a plan to engage the LGUs, share the standards with them, and make sure that everybody is on the same page with matters of food safety. The Board agreed with the manifestation and decided that this matter will be assigned to the Committee on Food Safety Education, Training, and Advocacies. To date the Resolution for the revision of the MOP has been signed by the Chair (DOH) and Co-Chair (DA) and other members of the FSRCB.

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Commodity Monitoring Formulation of the new rice classification system The request for DA to conduct a study on the rice classification was recommended and agreed during the 26th PSA Board meeting held on 14 May 2021. This meeting was participated by then Undersecretary for Policy, Planning and DLLO, Usec. Rodolfo V. Vicerra. With the designation of Usec. Fermin D. Adriano as the new Usec. for Policy, Planning, Research and DLLO, a working group was convened to discuss the classification of rice on 25 August 2021. During this meeting, the creation of the TWG was agreed by the working group. Relatedly on September 15, 2021, the DA issued Special Order (SO) No. 669 creating a Technical Working Group (TWG) for the Formulation of a New Rice Classification System, that will guide the Philippine Statistics Authority (PSA) in collecting rice prices and ricerelated data. The rationale for the creation of the TWG was that the old classification system is no longer relevant after the passage of Republic Act No. 11203 or the Rice Tariffication Law (RTL), and a new rice classification system in monitoring rice prices is needed in order to better measure rice inflation in the country. The TWG recommendations re: new rice classification has been submitted to the PSA Board. However, there are still some issues and concerns re: implementation of the new rice classification system that need to be discussed, and per agreement of the TWG members, a small working group will be created to discuss the issues and concerns and to conduct a workshop to discuss its implementation details.

Development of Philippine Rice Industry Roadmap (PRIR) FAFPD will provide policy guidance in the development of the PRIR. The PRIR is being developed by the PRIMEX Technical Consultant Team (TCT) under the ADB TA 9971 REG FACILITY. The PRIMEX Team conducted consultations pursuant to the participatory approach to PRIR preparation, which provided forums for DA ricerelated agencies and other stakeholders to freely input their perspectives vis-v-vis the PRIR Problem Tree Analysis (PTA) and Design and Monitoring Framework (DMF), which will serve as foundation for roadmap development. The series of PRIR consultation will culminate in the National Validation Workshop to be held on March 9, 2022. All the participants in the smaller group consultative meetings are expected to join the national workshop.

FAFPD also provides guidance in the development of other commodity roadmaps such as coffee, corn, sugar, vegetables, fish, livestock and poultry, among others.

Other Tasks 1. Membership to various committees, task forces, working groups: a) Inter-Agency Task Force on Zero Hunger b) PCAF Committees (rice, fruits and vegetables, corn, livestock and poultry, etc.) c) TWG for the development of the strategic plan for Integrated Laboratories d) TWG on the Implementation of Local Hybrid Rice Seed Production Policy (AO No. 9, s. 2021) e) Technical Working Group on Further Devolution f) Technical Working Group of the Department of Agriculture (DA) for Intellectual Property (IP) Policy and Technology Transfer Protocol

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I N T E R N AT I O N A L A F FA I R S DIVISION Mandate Implement DA’s International Commitments

Func t i o n s - - - --------------------------------------------------------------------- ------•

Develops strategies for international cooperation

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Formulates PH Positions in Bilateral & Plurilateral Engagements on Agriculture & Fisheries

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Negotiates, Coordinates, Reviews, and Monitors PH & Foreign Partners’ Commitments

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Conducts comprehensive research on international agricultural relations - Undertakes Economic Intelligence to Facilitate Market Access (competition study, consumer market and agri industry profiles, tariffs, transportation, packaging, subsidies, marketing policies (e.g. Buy American)

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Assists in Promoting PH Agricultural Products for Export and Investments - Coordinates with industry and assist in the review of their market opportunities - Creates linkages for the integration of agri MSMEs in the global value chain (G-P, P-P, NGO-G-P) - Assists AMAS and Attachés in international promotion events

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Provides Trainings on International Agriculture Relations Research, Diplomatic Protocol, Conference Management, Public Speaking, Negotiations, Social Graces and Pre-Departure Orientation

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Performs other duties and responsibilities as needed – (prepares briefers, TPs and press releases of SWDD and senior officials, vetting of inputs, press releases and briefers of the President in relation to agriculture and fishery sector; etc.)

Work Coverage Per mandate: •

Core Office for the Preparation re Bilateral, Multilateral, Regional, Technical Cooperation and

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Focal Office in Providing Substantive, Administrative and Financial Support to Foreign Agriculture Service Corps (FASC)

Per Special Order and other assignments: •

Coordinator/Secretariat for the Committee on Market Access

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Coordinator/Secretariat of the Task Force on Global Trade, Export Development and Promotion

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Secretariat for travel exemption and visa issuance requests per DFA Guidelines

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International Commitments / Issues Being Monitored

Desk Assignment

Items

Americas

Agreements • Finalization of the PH-Canada MOU on Government to Government Procurement • Signing of the PH-Argentina MOU on Agricultural Cooperation. • Renewal of the US General Systems of Preference for Trade for the Philippines. • Finalization of the Memorandum of Agreement on Aquaculture Development Between the Central Luzon State University and the Argentine Ministry of Production and Labor. • Finalization of Technical Agreement between the Philippines and Brazil. Project Implementation • Monitoring of work plan development and implementation of the projects proposed by the US ASEAN Business Council’s to the DA. Market Access • Expansion of market access of pineapple and mango to the US and other existing market access requests for papaya and pumpkin seeds (Colombia), melon seeds (Brazil), papaya seeds and abaca (Mexico). Technical Cooperation Continuous discussion to pursue cooperation and/or partnership on the following sectors: • Brazil: dairy, fisheries, fiber, sugar and sugarcane, etc. • Mexico: animal pest and diseases, and aquaculture such as exchange of technologies on mollusk culture for oyster, mussels, and abalone, bio-secured intensive shrimp farming, recent technologies in tilapia production, seaweeds culture, and mariculture parks on milkfish production. • Chile: Quinoa Sustainability Trial, nano-bubble technology • Colombia: Addressing fusarium wilt and strengthening of the coffee value chain. • Argentina: biotechnology and in breeding of climate- resilient crops, digital agriculture, silo-bag and grain storage technology, and milk production. Investment: • Continuous support to FASC in pitching for investment priorities on coco- board manufacturing facility and tuxying and immediate rehabilitation of the debunked PICOP plant.

Southeast Asia

Agreements • Extension of the MOU on Agriculture and Agribusiness Cooperation between the PH and Cambodia • Revitalization of the MOU on Agriculture Cooperation between the PH and Laos • Review of the MOU on Agriculture Cooperation between the PH and Viet Nam • PH- Viet Nam 2019- 2024 Plan of Action • Implementation of the PH- Singapore MOU on Agriculture Cooperation Bilateral Meetings • 8th PH- ID Joint Working Group on Trade, Industry, Handicrafts and Shipping • 7th PH- ID Joint Commission on Bilateral Cooperation • 4th PH- Cambodia Joint Agriculture Working Group Meeting • 2nd PH- Myanmar Joint Committee on Agriculture • PH bilateral meeting on fisheries with Viet Nam, Indonesia and Thailand • Informal Consultations on the PH- Singapore Action Plan (IC- PSAP)

APEC

Meetings • Policy Partnership on Food Security 1 and 2 • Agricultural Technical Cooperation Working Group • Ministerial Meeting on Food Security Concerns • Review of TORs and Annual Work Plans of PPFS and ATCWG • Review and vetting of Ministerial Meeting on Food Security Statements, Joint Ministerial Meetings and Summit Statements • Review of draft APEC Food Security Roadmap Implementation Plan for endorsement to Food Security Ministers during the Ministerial Meeting

ASEAN

Agreements • Signing of the ASEAN-China MOU on SPS Cooperation • Signing of the ASEAN Food Safety Regulatory Framework Agreement • Signing of the ASEAN-FAO MOU on Strengthening Agriculture and Forestry • Signing of the ASEAN-China MOU on Food and Agriculture Cooperation Other Concerns • Ratification and implementation of the RCEP • Implementation of the ASEAN Action Plan on Fall Armyworm • Inclusion of rice, corn and sugar products into the list (3rd phase) of ASEAN Essential Goods under the ASEAN Comprehensive Recovery Framework • Extension of the Memorandum of Cooperation (MoC) for the Release and Utilization of Earmarked Stocks under the Tier 1 Program of the ASEAN Plus Three Emergency Rice Reserve (APTERR) between the Phils. and Japan • Possible expansion of commodities other than rice under the APTERR • Outcome of the ASEAN- EU Joint Working Group meetings (palm oil related concern)

186

International Commitments / Issues Being Monitored

Desk Assignment

Items

EAST ASIA

Agreements • Finalization and signing of the DA-MARA Action Plan • Finalization of the MOU between MAFF of Japan and DA of PH on the Cooperation on the Field of Agriculture • Finalization of the MOU between the Ministry of the Interior and Safety of the Republic of Korea and the DA of the Republic of the Philippines on Cooperation in the Area of Saemaul Undong • Coordination for the review / finalization of the PhilMech - CAAMS MOU on Agri Mechanization • Extension of the BAFE-NARO MOU • Ratification and implementation of the PH-Korea FTA Bilateral Meetings / Forums • 11th Meeting of the MECO-TECO TWG on Agriculture • 3rd MECO-TECO B2B Forum Projects & Other Initiatives • Implementation of the Taiwan Technical Mission Project • Industry Forum for PH Products in Japanese Vending Machines • Meeting with PhilMech, TECO and Taiwan on the proposed collaboration on crop processing • Meeting with MECO, TECO and F2C2 for the ICDF and F2C2 Collaboration Project • Finalization of the ICDF and F2C2 Collaboration Project Market access requests • Rice, fresh & frozen durian for China • Hass avocado for Korea and Japan • Poultry products for Korea • Fresh young coconuts and mangoes to Taiwan • Importation of swine breeders from Taiwan Other concerns • Fertilizer procurement from China • Visa issuance for incoming KOPIA Director • New GACC Decrees/ Measures

EUROPE

Agreement • Finalization of PH-PL MOU on Agriculture Cooperation • Finalization of PH-IT MOU on Agriculture • Finalization of PCC-MATE MOU on Livestock Biotechnology and Research • Finalization of PH-Russia IA on Agricultural Investments • PH-France Implementing Arrangement on Geographic Indication Market Access Requests • Pili nut and calamansi to EU • Inclusion of Sardinella lemuru in the list of specific species of the Codex Alimentarius Commission Standard for Canned Sardines and Sardine-type Products (STAN 94-1981). Other matters • Monitoring and implementation of the EU ARISE+ Philippines Project (a TRTA of EU to the Philippines) • Monitoring of the proposed dairy project of NDA to France • Cooperation on concerns related to Illegal, unreported and unregulated fishing, through compliance with our commitment done during the 2015 EU-PH IUUF dialogue.

MIDDLE EAST & AFRICA

Agreement • Signing of PH-UAE MOU on Agriculture • Finalization of PH-Oman MOU on Agriculture and Fisheries • Finalization of PH-South Africa MOU on Agriculture • Finalization of PH-KSA MOU on Agriculture (renegotiation) • Finalization of PH-Iran MOU on Agricultural Cooperation • Finalization of PH-Iran MOU on Plant Quarantine • Finalization of PH-Angola MOU • Signing of the Joint Declaration on Dairy between DA and MASHAV Market Access Requests • Pineapple and Mangoes to Israel Other matters • Fertilizer procurement from Iran through B2B • Availment of Hass Avocado Planting Materials from Israel • Lifting of the temporary ban of KSA for PH processed meat and fishery products • Joint Dairy webinar between NDA and MASHAV • Monitoring of the Solar-powered Fertigation System with MASHAV

187

International Commitments / Issues Being Monitored

Desk Assignment

SOUTH ASIA AND OCEANIA

Items

Agreements • Finalization of PH-Bangladesh MOU on Agriculture Bilateral Meetings / Forums • 2nd PH-Australia Plant Technical Working Group • 3rd PH-India Joint Working Group Market access requests • Bananas, dragon fruit & durian to Australia • Papaya seeds to India • Fresh onion for New Zealand • Table potatoes, coconut, table grapes, fresh kinnow and mandarin for India

INTERNATIONAL ORGANIZATIONS

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• • • •

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Finalization of the PH-FAO MOU on South-South Cooperation (negotiation) Philippine commitment to supporting six (6) coalitions from the 49th Session of the Committee on Food Security (CFS49) namely: 1. Zero Hunger Coalition (through the Office of the Cabinet Secretary through the IATF for Zero Hunger); 2. Healthy Diets Coalition (through DoH_HPB); 3. Family Farming (ATI); 4. Coalition on Agroecology and Regenerative Farming; 5. Sustainable Productivity Growth Coalition; and, 6. School Meals Coalition (through DepEd) The institutionalization of the Philippine Food System Transformation Pathway Document (which resulted from the UNFSS) through the Food Security Task Force The incorporation of the Food System Pathway Document to the National Food Policy (through the office Cabinet Secretary’s Office) The Department is the assigned National Convenor to the UNFSS. The Department, through BSWM Asst. Director Gina Nilo, PhD, is the Philippine Representative to the Open-Ended Working Group to formulate the Global Soil Partnership Framework for 20222023

MACRO-ECONOMIC POLICY DIVISION The Macro-Economic Policy Division (MEPD) is responsible for formulating national agriculture policies on food security, sustainable development and agriculture resources management including bio- energy, among others. It deals with trade policy and trade remedy laws, macro-economic issues such as fiscal incentives, taxations/tariffs, price policy and other fiscal policy issues and provides technical support to the representative of the Department in various inter-agency meetings, such as CTRM, TCWM, TCTRM, and the EDC, among others. Specifically, MEPD serves as the core technical support group in the Department’s engagement in multilateral, regional, and bilateral free trade negotiations. It conducts sectoral consultations to harmonize existing agricultural policies with PH’s commitments in various international agreements. It monitors major macroeconomic indicators like GDP, GVA, inflation and unemployment in the agri- fishery sector. It is also in charge of monitoring, investigating and ensuring that trade remedies are actually imposed on imported products considered injurious to domestic industries. Likewise, it provides technical support in inter-agency discussions on tariff and other trade-related matters, and in evaluating agrifishery investment proposals that wishes to avail of incentives such tax holidays, duty free importation, etc. from the Board of Investments (BOI). MEPD also reviews and provides recommendations/comments on various agri-fishery-related executive and legislative issuances to ensure their consistency with existing DA policies and international commitments. It likewise helps formulate legislative agenda for the agriculture and fisheries sectors and monitors DA’s compliance to domestic legislation. MEPD also addresses issues on related non-agriculture statutes that require intervention from the Agriculture Department and participates in congressional and senate hearings to provide technical support to DA officials, as required. On the side, it provides technical inputs to other relevant concerns, such convergence and climate change. MEPD provides technical inputs to various other agri-fishery concerns (e.g. MAV matters, Convergence Initiative) relevant to the delivery of the Department’s mandates and functions. It spearheads and provides technical inputs on domestic and world trade policy issues, such as the effects of the Covid- 19 pandemic on agricultural trade and growth, the periodic comprehensive tariffreview, and the WTO Trade Policy Review (TPR), among others. It participates in the conduct of sectoral consultations to gather inputs from stakeholders in the formulation of position on various relevant issues and represents the Department in various technical stakeholders working group crafting long-term agri- fishery policies. It also serves as the Agriculture notification authority of the Philippines. In a similar manner, it spearheads the provision of comments on negotiating proposals introduced by other WTO Members, and is responsible for providing inputs to the Agricultural Counsellor in Geneva on issues pertaining to trade policy measures introduced by other Members which impact our agricultural trade with other countries.

Multilateral, regional and bilateral trade-related engagements Multilateral World Trade Organization (WTO) The World Trade Organization (WTO) is the only global international organization dealing with the rules of trade between nations. At its heart are the WTO agreements, negotiated and signed by the bulk of the world’s trading nations and ratified in their parliaments. The goal is to help producers of goods and services, exporters, and importers conduct their business.

The Philippines is one of the key players in the WTO particularly in the negotiations on agriculture, e.g., special safeguard mechanism (SSM) and public stockholding, trade remedies, fisheries subsidies, and sanitary and phytosanitary (SPS) measures. The Division is the core technical support group of the Department in the negotiations in agriculture and trade remedies particularly during Ministerial Conferences and committee meetings. The Philippines has been actively engaging in the WTO on the following major concerns of the country:

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Agriculture Negotiations The agriculture negotiations in the World Trade Organization (WTO), which started in early 2000, take place in the Committee on Agriculture-Special Session (COA-SS). It covers the following concerns of the Agreement on Agriculture: market access (MA), domestic support (DS), export competition (EC), special safeguard mechanism (SSM), public stockholding (PSH), and export restrictions (ER). The overall negotiating objective of the Philippines has not changed since the start of the negotiations, i.e. to obtain as much additional flexibility for the Philippine government to protect and support the agricultural sector while preserving the subsisting policy space through: 1.) additional flexibilities in market access protection for sectors threatened and still unprepared for full liberalization; 2.) substantial reductions in, if not elimination of, subsisting trade distorting domestic support by the developed and developing countries; 3.) total elimination of all forms of export subsidies; and for other issues, 4.) continue to push for the operationalization of the of SSM for developing countries or enhancement of the existing special safeguard (SSG); 5.) support in obtaining a permanent solution on PSH programs for food security purposes; and 6.) support exempting the procurement of World Food Program (WFP) for humanitarian purposes from the imposition of export restrictions.

On 23 February 2022, the WTO Members agreed to hold the 12 Ministerial Conference (MC12) in the week of 13 June 2022. The decision was taken during the General Council meeting after relaxing the COVID-19 pandemic restrictions in Switzerland, which is the host country for the conference.

The Department thru the Division is working closely with the Philippine Mission in Geneva and its Agricultural Counsellor (AC) in providing guidance taking into account the priority negotiating objectives in agriculture. Domestically, the Division represents the Department in the Technical Committee on WTO Matters (TCWM) where the Philippine Mission reports regularly on the progress and development on the WTO agriculture negotiations.

Regional Free Trade Agreements Regional Comprehensive Economic Partnership (RCEP) The RCEP is now undergoing the ratification process. As of 03 February 2022, the ratification of the RCEP hangs in the balance as it still fails to get the needed 16 majority votes of Senators. This despite the letter sent by the Office of the President to the Senate on 02 February 2022, requesting for the latter’s concurrence on RCEP treaty. The remaining window for RCEP is the resumption of the 3rd Regular Session on 23 May 2022 up to 3 June 2022. It will adjourn Sine Die on 4 June 2022, officially ending the 18th Congress. The Department, thru MEPD, provides technical support and expertise to the DTI for the Senate ratification of the RCEP.

The RCEP is a free trade agreement (FTA) between the ten ASEAN member states and the five ASEAN’s external partners (Australia, China, India, Japan, South Korea and New Zealand It covers trade in goods, trade in services, investment, economic and technical cooperation, intellectual property, competition, dispute settlement and other issues.

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Free Trade Agreements ASEAN + 1 FTAs •

ASEAN-Australia/New Zealand (AANZFTA) – In force and undergoing general review The AANZFTA is a comprehensive and single-undertaking free trade agreement in the ASEAN, Australia and New Zealand region, which entered into force on 1 January 2010. For the country’s agricultural products, 83% or 575 of the tariff lines have already zero duty in 2020. The remaining 17% that have positive tariffs of up to 32% are those sensitive products, including pork, fish, dairy, high value crops and other processed products. Rice remains unbound in AANZFTA, which means that there are no tariff commitments for this particular product in this agreement.

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ASEAN-China (ACFTA) – In force and undergoing general review The ACFTA is a free trade agreement between ASEAN and the People’s Republic of China. The initial framework agreement was signed on November 2002, with the intention to establish a free trade area among the eleven nations by 2010. The FTA entered into force on January 2010.

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ASEAN-India (AIFTA) – In force and undergoing general review The AIFTA has tariff liberalization of over 90 percent of products traded between ASEAN and India, including the so-called “special products,” such as palm oil (crude and refined), coffee, black tea and pepper. The Philippines ratified the Agreement on April 2010 and started implementing the commitments on June 2011.

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ASEAN-Japan (AJCEP) – In force and undergoing general review The AJCEP covers trade in goods, trade in services, investments, and economic cooperation. Some of the major provision of AJCEP are the elimination of tariff rates on tariff lines and trade value for goods in the normal track, rules of origin (ROO) which allows regional cumulations of inputs, dispute settlements mechanism, trade in services agreement, and investments agreement. The AJCEP was ratified by the Philippines on 2008 and subsequently implemented on July 2010.

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ASEAN-Korea (AKFTA) – In force and undergoing general review The establishment of the AKFTA creates an opportunity for the 670 million people of ASEAN and Korea with combined GDP of USD 2.9 trillion through a more liberal, facilitative market access, and investments regimes among the Parties of the AKFTA. Three major Agreements under the AKFTA have been entered into force and implemented by ASEAN and Korea: 1) the ASEAN-Korea Trade in Goods Agreement entered into force in June 2007; 2) the ASEAN-Korea Trade in Services Agreement entered into force in May 2009 and, 3) the ASEAN-Korea Investment Agreement entered into force in June 2009.

Other engagements Coordinating Committee on the Implementation of the ATIGA (CCA) The CCA is responsible for the monitoring of the implementation of each ASEAN Member State of their obligations and the procedures under ATIGA. The committee, which is composed of experts from each of the member state, meets quarterly to discuss issues and measures being implemented by each country and other concerns in the implementation of ATIGA.

The Division is continuously providing technical inputs to the DTI on agri-fishery trade- related concerns. The Division also continuously participates in the meetings of the CCA.

Sub-Committee on ATIGA Rules of Origin (SCAROO) The SCAROO monitors the implementation of each member state of ASEAN of the rules that will confer origin of the product for the purpose of preferential treatment under ATIGA. SCAROO also meets quarterly to discuss updates and issues in the implementation of the provision under the rules of origin (ROO) of ATIGA. The Division is continuously providing technical inputs to the DTI on agrifishery trade related concerns. The Division will also continuously participate in the meetings of the SCAROO.

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Bilateral Free Trade Agreements Philippines UAE Comprehensive Economic Partnership The Philippines has recently launched the Philippines-United Arab Emirates Comprehensive Economic Partnership. DTI proposed the CEPA during a meeting between Secretary Ramon M. Lopez and UAE Minister of State for Foreign Trade Thani Ahmed Alzeyoudi at the sidelines of the Global Business Forum ASEAN on 8 December 2021 in Dubai.

The negotiations for the PH UAE CEPA is targeted to be concluded within 2022.

Philippines Korea Free Trade Agreement (PH-KOR FTA) The negotiations for the Philippines South Korea free trade agreement is still ongoing, particularly on the text in Trade in Goods. The Division participated in the negotiations since 2019 and provided technical inputs on agri-fishery concerns. The PH-KOR FTA negotiations was launched in 2019 due to the desire of the Philippines to obtain zero-tariff market access for its tropical fruits, particularly banana, in South Korea. In exchange, South Korea want a more liberal market access for its auto products in the Philippines.

Philippines Japan Economic Partnership Agreement (PJEPA) The first review of the PJEPA is still being worked on. The last engagement with Japan on this was the 9th PJEPA Joint Committee Meeting (JCM), which was concluded on April 2019 in Makati City. Commitments made by both parties on the following areas were discussed: Trade in Goods (Market Access and Rules of Origin), Services, Movement of Natural Persons, Intellectual property, Investments, Government Procurement, and Improvement of Business Environment. It was noted in the forum that gains in agriculture are PH’s main consideration for Market Access. During the discussions, the negotiating tact of zero-for-zero on all agriculture tariff lines was reiterated, highlighting the importance of Philippine agricultural products (banana, yakitori and pineapple) to freely enter the Japanese market.

Philippines European Union Free Trade Agreement (PH-EU FTA) The negotiations for the PH EU FTA has been temporarily suspended, pending political issues that need to be resolved in the Philippines. The second round of negotiations for this FTA was held in Cebu City on February 2017. Discussions covered the parties’ respective tariff regimes, SPS schemes, investment protection, and initiatives in trade and sustainable development, among others, but mainly the round focused on text-based discussions. The negotiations of the said proposed FTA is currently on hold.

Market access concerns Market access for PH banana in Australia During the 5th Philippines Australia Agriculture Forum (PAAF) on 1 December 2021, Australia mentioned that it has completed the preliminary assessment of the Philippines’ commercial banana production and pest management practices. It also proposed to hold the 2nd PhilippinesAustralia Plant Technical Working Group this 2022.

It must be recalled that a dispute settlement case was filed by the Philippines against Australia at the WTO in 2002 on the latter’s traderestrictive measures affecting the importation of fresh fruits and vegetables. The Philippine government revived this concern in relation to the specific trade concern of the Philippines against Australia on market access for Cavendish banana. In line with this, an ad hoc technical working group (TWG) on Philippine specific trade concern against Australia for Cavendish Banana was created and chaired by the MEPD. This ad hoc TWG is primarily tasked to build a case against Australia based on the new import risk assessment (IRA) report of Australia which is deemed to be restrictive for the Philippine bananas to enter the Australian market.

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Legislative and Executive Matters The MEPD provided comments and inputs on draft bills relating to agriculture and fisheries in both Houses of Congress, including Republic Act No. 11469 or the Bayanihan to Heal as One Act and Senate Bill 2494 or the Agriculture, Fisheries and Rural Development Financing Enhancement Act of 2022, which is the amendment to Republic Act No. 10000 or the Agri Agra Law. This bill is certified as urgent by the President and is awaiting the bicameral conference meeting for passage before the adjournment Sine Die of the 18th Congress.

The Division likewise provided inputs and comments on executive issuances such as, the Administrative Order No. 44, s. 2021 – Directing the Adoption and Implementation of the National Competition Policy; JMC No. 01-2020 – The National Competition Policy of the Philippines; and Executive Order No. 140, s. 2021 – Adopting the National Employment Recovery Strategy (NERS) 2021- 2022. It also rendered comments and inputs on the implementing rules and regulations of RA No. 11037 or the Masustansyang Pagkain para sa Batang Pilipino Act, and RA 11291 or the Magna Carta of the Poor, wherein the Division also endorsed the DA’s concurrence to the IRR. Additionally, the MEPD participated in the Technical Working Groups for the drafting of the IRR for RA No. 11321 or the Sagip Saka Act of 2019 and RA No. 11511 or the Act Amending the Organic Agriculture Act of 2010; Task Force on the drafting of the Department’s Devolution Transition Plan (DTP) in compliance to the Mandanas-Garcia Ruling; and TWG on the drafting of the Joint Memorandum Circular (JMC) for the Proper Handling and Transport of Activated Carbon Products, which is scheduled for signing of the Secretary on 8 March 2022.

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Development of the Philippine Rice Industry Roadmap The crafting of the PRIR is in compliance with the provisions of Republic Act No. 11203 or the Rice Tariffication Law, which mandates the DA, together with other relevant agencies and farmer groups, to formulate a roadmap following the principles of raising sustainable investments in the rice industry sector; improving productivity, efficiency and profitability of small rice farmers and landless workers; preserving and enhancing the rice production capabilities of future generations; and providing accessible, targeted and technology-oriented support services to cover the entire value chain, among others.

The preparation of the roadmap is being done by the PRIMEX Consultant Team through a technical assistance grant from the Asian Development Bank (ADB). The MEPD serves as the DA Focal Group for this project and is coordinating and facilitating relevant activities in developing a logical framework to guide the drafting of the roadmap, including the two-part DA-internal consultations, the four (4) small group meetings with other government agencies and private sector stakeholders, and the National Validation Workshop. The target completion and submission of the PRIR is on 31 March 2022.

The Philippine Rice Industry Roadmap (PRIR) 2021-2035 is a holistic document that aims to transform the Philippine rice industry into a competitive, resilient and climate adaptive sector, while promoting the shift of marginal rice farm lands to the cultivation of higher value crops (HVCs) that will generate greater income for the farmers, taking into consideration the demographic and agro-climatic characteristics of the country.

National Convergence Initiative for Sustainable Rural Development (NCI-SRD) National Convergence Initiative for Sustainable Rural Development as a multi-sectoral and integrated planning approach adopted by the Department of Agriculture (DA), Department of Agrarian Reform (DAR), and Department of Environment and Natural Resources (DENR) towards more efficient use of resources. To strengthen interventions of the local government in the countryside, the Department of Interior and Local Government (DILG) joined the NCI-SRD. Through the NCI-SRD, the four departments undertake joint planning, programming and budgeting as well as monitoring and evaluation in the achievement of the sectoral goals and targets of the Philippine Development Plan 2016-2022 for their beneficiaries – farmers, fisherfolks, and upland dwellers. The MEPD is one of the focal units which represents the Policy Research Service (PRS) in the Policy Advocacy – Component Working Group (PA-CWG). The PA-CWG is one the Members of the National Technical Working Group (NTWG) which serve of the advisory and recommendatory body to the National Steering Committee (NSC) on matter relating to the implementation of the NCI-SRD.

Trade Remedy Imposition Trade remedies are policy tools that allow member countries of the WTO to take remedial action against surge of imports that cause material injury, threat of material injury, or material retardation to its domestic industry. These remedies are divided into anti-dumping, countervailing and safeguard measures (general and special safeguard). The special safeguard (SSG) measure provides temporary relief from import surge, or importation of selected agricultural products with CIF import price way below the respective trigger prices, regardless of country of origin. It does not require an investigation unlike the other three trade remedy measures, e.g. anti-dumping, countervailing and general safeguard measures.

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Trade Remedy Imposition Currently, these trade remedy measures are being imposed by the country on the following agricultural products:

Anti-dumping measure on wheat flour imported from Turkey. This was first imposed in 2015 for five years and was extended in 2020 for another three (3) years, or until 2023; and

Price-based SSG duty on meat and edible offal of chicken, processed meat (e.g. sausages, hams, liver), coffee extracts and preparations (including instant coffee), live cattle, bovine meat, and worked grains of oats.

On the defensive side, the anti-dumping measure imposed by Australia on PH consumer and FSI canned pineapples expired on 17 October and 13 November 2021, respectively. However, there is an on-going review being conducted by the Australian government with respect to the decision to discontinue the imposition of the measure. The measure was first imposed in 2006.

Climate Chan ge Concerns As part of the climate change mainstreaming in the Department of Agriculture, the DA PRS-MEPD provides technical inputs on climate change adaptation and mitigation related policies that the DA intends to implement domestically and internationally. The office is involved in the climate change negotiations in the UN Framework Convention on Climate Change (UNFCCC) to put forward the issues and concerns of our stakeholders – ensuring that the Philippine position is inclusive and geared towards enhancing the adaptive capacity of our agricultural sector with major focus on the welfare of our farmers and fisherfolk. In addition to this, the DA PRS-MEPD is actively involved in making position papers on climate change issues in the executive and legislative branch of the government, as well as with our international and multilateral partners.

Tariff-Related Matters The Division conducted studies on various major commodities to determine possible tariff rates that may be imposed to address the soaring prices of these goods and provide recommendations to address the following concerns: 1.

Lower MFN tariffs on pork - The government temporarily lowered the MFN tariffs on pork and activated the MAV plus mechanism for pork in 2021, to augment the domestic supply of pork and help lower and stabilize its retail prices. In addition, the Department of Agriculture (DA) put in place programs, such as the hog repopulation program and the Bantay African Swine Fever sa Barangay (BABay ASF), to help the local hog industry cushion the adverse effects of the ASF. In parallel, the government implemented an SRP for imported pork to stabilize pork prices in the market.

Lower MFN tariffs on rice - The government decided to temporarily lower the MFN tariffs on rice in 2021 to expand the country’s suppliers of affordable rice.

Reversion of the MFN tariffs on Mechanically Deboned Meat (MDM) - The MFN tariffs on MDM are scheduled to revert to 40% (chicken MDM) and 30% in-quota and 40% out-quota (turkey MDM) by 01 January 2023, from the current tariff of 5%. The MDM tariffs were lowered in 2012, as part of the concessions on the waiver on rice. When rice was tariffied in 2019, these tariff rates were supposed to revert to 40% (chicken MDM) and 30% in-quota and 40% out-quota (turkey MDM). However, the Philippine Association of Meat Processors, Inc. (PAMPI) lobbied for the extension of the implementation of the lowered tariffs. When the extension was about to expire in 31 December 2020, PAMPI again filed a petition with the Tariff Commission (Commission) to maintain the 5% MFN tariff on MDM. The NEDA Board - upon the recommendation of the CTRM -- decided to extend the 5% tariff until 31 December 2022.

Importation of corn and corn substitutes for feeds - Local corn production has always been insufficient to cater to the demand for feeds in the country, hence, the need to import corn and corn substitutes for feeds like feed wheat and soybean meal. However, when the world prices of corn and wheat started to rise, feed millers were constrained to find other substitutes for corn as feedstuff and at the same time request for the lowering of the MFN tariff on corn to temper its soaring prices. This they said will reduce the cost of feeds. 195

PROCESS FLOW

PRS Process Flowchart

START

Received Letter/Memorandum or electronic mail addressed to the Department of Agriculture requesting response, position paper, or recommendation on specific policy issue or draft policy

Log the request on the electronic data base

Received Letter/Memorandum or electronic mail addressed to the Department of Agriculture requesting response, position paper, or recommendation on specific policy

Initial review of the request and attachments for routing

If approved:

Affix PRS Director’s signature and forward the signed document to PRS Receiving Staff

The PRS Admin staff will log the signed document on the electronic database and transmit to concerned Agencies

END

Forward the letter/file to Concerned (MEPD/ IAD/FAFP

If for further revision:

Return the documents with PRS Director’s comments to Concerned Division

Concerned Division to:

Incorporate PRS Director’s inputs/ comments to the draft response/position paper/ recommendation then seek for the clearance/approval of final recommendations from the Director

The PRS Admin staff will log the signed document on the electronic database and transmit to concerned Agencies

END

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Review all relevant documents and the draft response/ position paper/ recommendation

197

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Agribusiness And Marketing Assistance Service

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Agribusiness And Marketing Assistance Service The Agribusiness and Marketing Assistance Service (AMAS) was created by virtue of DA Administrative Order No. 14, s. 1999 in compliance with Rule No. 40.1, Section 40 of DA AO No. 6, s.1998 (Implementing Rules and Regulations of AMFA), merging the Divisions and functions of the “Agribusiness Investment and Information Service (AIIS)” and the “Marketing Assistance Service (MAS)”, functions of which as per Executive Order 116, s. 1987, are as follows: •

Marketing Assistance Services (MAS): The Marketing Assistance Service shall be responsible for identifying markets for Philippine agricultural products; assist in the planning of market centers, marketing channels and distribution networks;

•

Agribusiness Investment Information Services (AIIS): The Agribusiness Investment Information Service shall cause the research, gather and collate data related to agribusiness such as laws and regulations, taxation, production technologies, market strategies, competition, foreign assistance, grants, credit, and new venture considerations relating to agribusiness; package information on agribusiness investment opportunities and provide sample feasibility studies for different agricultural products and markets.

The Agribusiness and Marketing Assistance Division (AMAD) is the counterpart unit of the AMAS in the Regional Field Units of the DA as per Rule 40.2, Section 40 of DA AO No. 6, s. 1998 (AFMA IRR).

MANDATE AMAS is the focal organizational Unit in the DA mandated to provide timely, accurate and responsive business information to stakeholders to promote agribusiness development and to provide marketing assistance services that will link farmers and fisherfolk to profitable markets for their products (Chapter 5, AFMA IRR). AMAS is likewise mandated as the focal Unit in the promotion of rural agro-industrialization, particularly among the SMEs in rural communities, in collaboration with other investment promotion government agencies (Rule 101.1.6, DA AO No. 6, s.1998). Further, AMAS is mandated to provide business development services to farmers and fisherfolk enterprises including capacity building and facilitating their linkage with the business sector (Rules 6.2 and 10, Sagip Saka Act IRR).

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SPECIFIC MANDATED FUNCTIONS Major Accomplishments of the PRS over the last three years (2019-2021) are as follows: 1.

Collaborate and provide assistance to the private sector for the identification of markets, market matching and organize events and activities for the promotion of Philippine agricultural and fishery commodities and products locally and globally in collaboration with other government agencies (Rules 40.2 and Rule 40.6.10, Chapter 5, DA AO No. 8, s. 1998, IRR of RA 8435 or AFMA);

Facilitate linkage of farmers and fisherfolk organizations at the regional and provincial levels with the urban and population centers (consumer markets) and promotion of value adding activities and reduced post-harvest losses (Rule 40.6.5, Chapter 5, AFMA IRR);

Provision of management, technical support and assistance to marketing and agribusiness ventures of farmers and fisherfolk organizations and cooperatives such as business planning, ICT, business networking, market matching and investment packaging (Rules 40.6.3, Chapter 5, AFMA IRR);

In collaboration with other government agencies (UPLB-PHTRC and PhilMECH), provide assistance for the improvement of postharvest, storage, logistics and distribution that would improve efficiency of marketing system of agri-fishery commodities (Rules 40.6.4, Chapter 5, AFMA IRR);

Provide timely, accurate and responsive business information to agribusiness stakeholders (Section 38, AFMA IRR), install market information system (Section 39, AMFA IRR) and conduct regular price and supply monitoring of agricultural commodities at all levels of supply chain (DA AO No. 7, s. 2015 IRR of RA 7581 Price Act);

Cause the conduct of market research and industry studies of agri-fishery commodities and undertake promotion activities and package information on agribusiness opportunities (Section 15, E.O. 116, s. 1987) and promote agro-industrialization in rural communities, by participating in providing integrated services and information to prospective enterprises, particularly to small and medium enterprises (SMEs), under the leadership of the LGUs in collaboration with BOI, DTI, and other agencies (Section 101.6, Chapter 3, AFMA IRR);

Develop and maintain Farmers and Fisherfolk Enterprise Development Information System (FFEDIS), act as the Technical Secretariat of the Farmers and Fisherfolk Enterprise Development Council (FFEDC) and provide business development services to FFEs such as institutional strengthening, market promotion and strengthening business partnerships with the business sector (Sections 6.2.f, 6.5 and 10.1, Rule III of DA AC No. 8, s.2019, IRR of RA 11321/Sagip Saka Act).

CORE SERVICES 1.

Market Information and Analysis. Provision of timely and reliable market information and analysis to agribusiness stakeholders. Updated data on prices along the value chain of basic agricultural commodities are regularly gathered and consolidated. Periodic updates and analyses on prices, volume, supply and demand are published in official websites and social media platforms and disseminated to stakeholders to provide insights on trends and factors affecting the agricultural marketing system to help market players make informed business decisions. Market research of Philippine agricultural products are undertaken to identify new local and international markets. The insights serve as guide to planners, producers and processors in crafting market development strategies in expanding their markets.

Market Linkage and Promotion. Facilitation of linkages of farmers and fisherfolk enterprises (FFEs) and other agri-based MSMEs with consumer markets and institutional buyers. In collaboration with the private sector, LGUs and other government offices, AMAS organizes and supports local product promotion events as well as supports and participates in international promotion events showcasing Philippine export products in collaboration with other export promotion agencies.

Agribusiness Investment Promotion. Information on agribusiness investment opportunities are packaged and disseminated to stakeholders. In collaboration with the private sector, investment promotion agencies and LGUs, AMAS organizes and supports agribusiness investment promotion activities and events to attract private sector investments in agriculture and agribusiness in the respective LGU localities.

Agribusiness Development Services. AMAS maintains the registry database of Farmers and Fisherfolk Enterprises (FFEs) and agribased MSMEs and provides business development services to FFEs and agri-based MSMEs. These include: (a) provision of management, technical support and assistance to marketing and agribusiness ventures of farmers and fisherfolk organizations and cooperatives such as business planning, ICT, business networking, market matching and investment packaging; (b) facilitating linkage to other government agencies and resource institutions in obtaining permits, licenses, training, loans and other services; (c) capacity building assistance to FFEs for institutional strengthening, access to markets and business linkage.

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Organizational Chart

William D. Dar, Ph.D. Secretary

Dr. RAMON C. YEDRA OIC Director, Agribusiness and Marketing Assistance Service

Noel A. Padre Director for Policy Research Service

Leny G. Pecson

Junibert E. De Sagun

Joyce M. Bengo

Chief, Agribusiness Industry Support Division (AISD)

Chief, Agribusiness Investment Promotion Division (APD)

Chief, Market Development Division (MDD)

AGRIBUSINESS INDUSTRY SUPPORT DIVISION STANDARD OPERATING PROCEDURES ISSUANCE OF FOOD LANE DECAL 1.

Client food lane application and requirements thru the AMAS website

Fill-up and submit application form for the food lane accreditation for truckers/company together with the following requirements (submit to AMAS for NCR applicants and submit to AMADs for regional applicants): •

OR/CR of truck (photocopy)

•

Photo of truck (front, back, and side)

•

Registration Certificate (SEC, CDA, DTI)

•

Certiicate of attendance to training

•

Mayor’s permit

•

Matrix of commodoties and destinations

•

Others

Conduct orientation-seminar on food lane project.

Validate submitted documents conduct ocular inspection of truck and and loading area

Prepare food lane documents including food lane sticker and certificate of accreditation for signature of DA Assistant Secretary (for NCR applicants) or DA-Regional Executive Director (RED) (for regional applicants)

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Issue food lane decal sticker and Certificate of Accreditation

ISSUANCE OF FOOD LANE DECAL 1.

Client food lane application and requirements thru the AMAS website

OR/CR of truck (photocopy)

•

Photo of truck (front, back, and side)

•

Registration Certificate (SEC, CDA, DTI)

•

Certiicate of attendance to training

•

Mayor’s permit

•

Matrix of commodoties and destinations

•

Others

Conduct orientation-seminar on food lane project.

Validate submitted documents conduct ocular inspection of truck and and loading area

Issue food lane decal sticker and Certificate of Accreditation

PROVISION OF MARKET INFORMATION 1.

Client submit request for information either thru email, DA contact center, phone calls, and any other forms of communication

Route request to concerned division staff •

Provide the requested information if readily available at AMAS

•

Endorse to approriate agency if the requested information is not a function of AMAS

AGRI-PINOY TRADING CENTER AND LIVESTOCK “OKSYON” MARKET (APTC-LOM) 1.

Coordinate with DA Regional Field Office (RFO) regarding AMAS Projects.

Identify prospective partners for the project

Conduct consultation and/or orientation for prospective partners

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

Approve and sign the project proposal then endorse it to the National Project Management Office (NPMO)

Conduct validation of the proposal with the assistance of AMAD and RAEG staff

Endorse the proposal to the DA Secretary or any authorized official for approval

Coordinate with the proponent through the RFO for the completion of the following documents for processing of fund transfer.

•

Draft Memorandum of Agreement (MOA)

•

Certficate of Availability of Funds (CAF)

•

Obligation Request and Status (ORS)

•

Financial Statements

•

Work and Financial Plan (WFP) and Program of Works (POW)

•

Certificate of no Unliquidated Funds

•

Land Title

•

Deed of Donation

•

Letter of Introduction

•

Certificate of Geo-Hazard Free

•

Environmental Compliance Certificate (ECC)

Sign the Memorandum of Agreement with Certificate of Availability of Funds attached

10. Submit the original MOA (perfected) to the DA-Records Division 11. Upon release of funds, conduct proper bidding then start construction of the facility 12. Inspect and monitor the progess of the construction until its completion 13. Liquidate funds transferred or return unuse funds 14. Submit Terminal Report, as applicable 15. Secure Certificate of Project Completion and Certificate of Turn-Over

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AGRIBUSINESS INVESTMENT PROMOTION DIVISION STANDARD OPERATING PROCEDURES BUSINESS AGREEMENT/INVESTMENT CONTRACT 1.

Attend to clients and their clients

Fill-up inquiry form

Evaluate the information indicated in the form then conduct initial interview

Conduct background check such as site validation and business registration

If the client has a ready proposal, conduct evaluation/ review of the proposal’s investment plan. Otherwise, provide the client with a template proposal

Conduct an investment forum, stakeholders meeting and ocular visit.

Draw up the Business Agreement and/or Investment Contract

CONDUCT OF INVESTMENT FORUM AND ENTERPRISE DEVELOPMENT SEMINAR 1.

During pre-activity, identify investments/agribusiness projects as to promotion, number of participants and venue

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

•

Progam, attendance sheet

Assign task to personnel, such as: •

Preparation of documents sush as Special Order, Purchase Request, letter, etc.

•

Confirmation of availabilty of resource speakers

•

Compilation and reproduction of presentations

•

Ocular inspection of venue

•

Preparation of Certificates for speakers and participants

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

After the conclusion of the activity, the following activities shall be undertaken:

10. Post evaluation meeting 11.

Preparation/finalization of the activity report

12. Liquidation/payments 13. Monitoring (after3-6 months up to 1 year)

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MARKET DEVELOPMENT DIVISION STANDARD OPERATING PROCEDURES MARKET MATCHING:BUYER’S/SUPP LIERS INQUIRY 1.

Attend to client inquiry

Provide Market Matching Form (orm A for Buyer and B for Seller) and Client Satisfaction Survey (CSS) to be filled up by client

Evaluate and assess buyers and seller’s needs

Validate seller’s/buyers information

Refer to Regional Field Office-Agribusiness and arketing Division (AMAD) as necessary

Request client to fill up CSF form

Record/note action taken, date and time in the CIF and submit the forms for the MDD File

Arrange market match or follow-through meeting, necessary

Keep the buyers and suppliers profile and CSF on MDD File and Directory

PARTICIPATION TO TRADE AND MARKET RELATED EVENTS 1.

Disseminate list of trade events to be participated/conducted for the year

Start preparatory work

Evalaute interested companies and select exhibitors based on criteria

Conduct series of meetings: orientation, discussion of arrangements for the event and pre-departure

Participation to the event

Conduct post evaluation and monitring

AGRIBUSINESS DEVELOPMENT CENTER SUPPLIER’S ACCREDITATION 1.

Prepare ltter addressed to the AMAS Director

Submit together the following basic documents that are certified true copies and signed by authorized signatoriess License top Operated (LTO) issued by the Philippine Food and Drug Administration Company Registration (SEC, CDA, DTI) For Corporation •

Company By-Laws

•

Article of Incorporation/Article of Corporation

For Single Proprietorship/artnership •

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.)

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AGRIBUSINESS DEVELOPMENT CENTER SUPPLIER’S ACCREDITATION For display •

Promotion Materials

•

Shelf talkes/ table top signage

•

Submit product samples for inspection

•

Labelling

•

Nutritional facts

•

List of ingredients

•

Manufacturing and Expiry dates

•

Categorize the products

Retail

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•

Preparation of Product Order

•

Promotion Material

•

Product of Sampling

•

Sign the Supplier’s Manual Agreement

•

Set up the product in the display area

•

Order products for retail at the ADC display area

Evalution of documents submitted

Approval and signing of ADC Manual (Conforme)

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Project Development Service

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Project Development Service Project Development Service (PDS) The PDS is the focal unit on the development and evaluation of relevant agricultural and fisheries projects, consistent with the Agriculture and Fisheries Modernization Act (AFMA).The Service ensures a sufficient number of projects in the pipeline for local and foreign assistance and that various operating units within the Department shall be strengthened in all aspects of project development through capacity building. Under the DBM- approved Rationalization Plan of 2014, per Executive Order (EO) 366, the PDS is composed of three divisions, the Project Identification and Evaluation Division (PIED), Project Packaging and Resource Mobilization Division (PPRMD), and Central Agri-Fishery Engineering Division (CAFED). The CAFED transferred to the Field Operation Service (FOS) and through Special Order (SO) No 759, s. 2015 and later on reconstituted under the Bureau of Agricultural and Fisheries Engineering (BAFE) leaving the Service with only two divisions. Pursuant to the Memorandum of His Excellency President Benigno S. Aquino III, dated 11 November 2010, the DA-PPP Unit was created through Special Order No. 506, and is lodged under the PDS.

Divisions under the PDS and its functions Project Identification And Evaluation Division (PIED) The PIED determines priority projects and assess their viability in terms of financing and implementation mechanism. It also serves as the focal unit in the operationalization of the DA-Wide Project Clearinghouse System.

Project Packaging And Resource Mobilization Division (PPRMD) The PPRMD serves as the unit that enhances the marketability of identified projects based on the appropriate procurement mode to be utilized for the purpose, including the alignment of projects to be PPP eligible.

Da Public-Pri vate Partnership Unit (PPP UNIT) The DA-PPP Unit was created in response to the call to fast track the implementation of infrastructure projects. The Unit facilitates the overall development of project for packaging under PPP arrangement. Currently, some of the PDS Staff also provide technical assistance to the PPP Unit.

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HISTORY/ACCOMPLISHMENTS 2019-2021 The Project Development Service (PDS) has been providing assistance to the DA Agencies in developing projects and facilitating their approval. Its coordination and cooperation with the international partners contributed to securing more support in the development of priority areas in agriculture through Official Development Assistance (ODA). The PDS is also instrumental in the approval of big ticket Locally Funded Projects (LFPs) which undergone the process of review and evaluation of the Philippine Government’s oversight agencies. In the past three years, 2019-2021, the PDS has evaluated a total of 52 projects under the DA-Wide Project Clearinghouse System (DA-CHS). These projects were endorsed for further review and evaluation, and subsequent endorsement of the National Economic and Development Authority, Development Partners and/or other oversight agencies. Within the same time frame, the PDS facilitated the approval of thirty-one (31) projects with an aggregate amount of about PhP 35.3 billion which were then turned over to the Field Operations Service-Special Projects Coordination and Management Assistance Division (FOSSPCMAD) for monitoring and management assistance during their implementation. Of these projects, one is a locally-funded project, three (3) are under loan assistance, and twenty-seven (27) are under grant assistance. The PDS also contributed in complying with the commitments of the Department for the approval of Competitive and Inclusive Agriculture Development Program (CIADP)-Subprogram 1, a policy-based loan to the Philippine Government by the ADB in the amount of PhP 20 billion. Further the PDS facilitated the approval of grant assistance for two (2) projects on knowledge sharing experience and joint research, and for one feasibility study preparation. Among the facilitated projects, loan assistance has a total share of PhP 49.2 billion for the Additional Funding of the Philippine Rural Development Project (PRDP) funded by the World Bank (PhP 19.2 billion). Aside from these, the PDS also extended its assistance to the DA proponents for the approval of time extension of two loan projects (without additional financing), the1.5-year extension of the Scaling-up of the Second Cordillera Highland Agricultural Resources Management Project (CHARMP2) and the 1-year extension of Fisheries, Coastal Resources and Livelihood (FishCORAL) Project. On the other hand, the assisted grant projects have an aggregate amount of about PhP1.9 billion. These projects are in the form of technical assistance, emergency assistance, and support to agriculture and rural development in the target area. Lastly, the LFP has a share of PhP14.1billion for the implementation of the Regional Fish Port Project for Greater Capital Region (formerly Upgrading/Rehabilitation of the Navotas Fish Port Complex) by the Philippine Fisheries Development Authority (PFDA). ODA received in the past 3 years are from the following development partners: Multilateral: World Bank, European Union, International Fund for Agriculture Development, Food and Agriculture Organization, World Food Program, World Trade Organization, and Asian Development Bank Bilateral: South Korea, Japan, China, Israel, the Netherlands, and Germany On PPP undertakings, the PPP Unit has continuously provided project development, technical support and guidance to PPP undertakings in the agriculture sector for the DA, its attached agencies as well as local government units interested in implementing projects in agriculture through active engagements with the private sector. In the past three years, the PPP Unit has provided assistance to 36 projects through review and evaluation, consultation meetings, and participation in conceptualization. Likewise, it has conducted an inventory and stock taking of unutilized or underutilized assets and real estate of DA and its attached agencies to help identify potential BOT-type or JV type initiatives that can harness private sector efficiencies, technologies and capabilities. Before the end 2021, the PPP Unit was also able to conduct the Year-end Assessment and Capacity Building in Public-Private Partnerships in Agriculture to assess and further refine the different aspects within the project development appraisal mechanism of the Department with a particular focus on Public-Private Partnerships for the agriculture sector.

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Special Assignments The PDS also performed additional functions and special assignments delegated to the Service. The PDS Director served and still serves as an alternate member of the NEDA-ICC, and as head of the Agricultural Competitiveness Enhancement Fund (ACEF) Program Management Secretariat. Also, the PDS Officers and Technical Staff has also served as members to various Project Steering Committees (PSC) for ongoing projects, Technical Working Groups for the projects in the firm pipeline with ongoing feasibility study, and among others. Further, the PDS provided technical inputs to other offices with regard to the policy/guideline, organizational, and administrative matters.

List of PDS Facilitated Projects Appr oved under the DA-Wide Project Clearinghouse System and Endorsed Oversight Agencies/Development Partners, 2019-2021

Establishment of Smart Greenhouse and Capacity Building in the Philippines

Establishment of Philippines Pork Carcass Grade Standards Using Yield and Quality

Enhancing Farmers Information System for Disaster Risk Reduction and Management (DRRM) in Agriculture and Fisheries Parameters

Advisor on Project Formulation and Preparation under Japan’s Technical Cooperation Program

Improvement of the Value Chain of Selected Vegetables in Selected Areas in the Country

Development of Halal Livestock Production Systems in Mindanao, Philippines

National Herd Improvement Project (NDHIP) and Enterprise Build-Up

Second Cordillera Highlands Agricultural Resource Management Project – Request for One Year Extension

Technical Support in Developing Climate Resilient Coconut-Based Farming System

10. Adoption and Production of the Three-Line Hybrid Rice in selected provinces in the Philippines 11. Adaptation and Technology Dissemination of Machine Transplanter in selected areas in the Philippines 12. Enhancing Meat Quality and Safety Through Establishment of Modern Livestock Infrastructure and Inspection Facilities with Traceability System 13. Philippine Rural Development Project Proposal for the EURO 18.45 Million European Union Grant 14. Capability Building on Efficient Approach for Insect Pest Identification using Remote Microscopy System 15. Philippines-Israel Solar Powered Fertigation (PSF) Project 16. Support to the Establishment of Rice Competitiveness Enhancement Fund (RCEF) Impact Monitoring System 17. Revised Draft Development Objective Grant Agreement (DOAg) between the Republic of the Philippines and the United States of America and Project Proposal for the Enhanced Environmental and Community Resilience (EECR) 18. FishCORAL Project - Request for One-Year Project Extension 19. ASEAN-Russia Joint Project: Enhancing Agricultural Trade Through Sanitary and Phytosanitary (SPS) Cooperation 20. Building Safe Agricultural Food Enterprises (B-SAFE) 21. Piloting the use of Regulatory Impact Assessment within the Realm of Good Regulatory Practices in the Agriculture and Fisheries Sector in the Philippines 22. Philippine Rural Development Project Retrofitting US$ 280 Million Second Additional Financing as Response to COVID-19 (PRDP AF-2) 23. Capacity Development and Sharing Knowledge and Experience on Rice Value Chains through South-South and Triangular Cooperation (SSTC) 24. Building capacity on promoting economically and environmentally efficient rice production through direct-seeded rice 25. Expansion and Improvement of the General Santos Fish Port Complex 26. Smart Aquaculture Development and Conservation of Marine Ecosystem of Guimaras Province, Philippines 27. Establishment of Smart Agriculture System in Western Visayas, Philippines 28. Improving Smallholder Livelihoods through Business Models (Cacao+) 29. Improving the Rice Supply Chain to ensure quality of Seeds and Milled Rice for Distribution and Buffer Stocks in the Philippines 30. Safe Vegetable Production Technology Dissemination and Vegetable Distribution System Improvement Project 31. Creation of the Philippine Animal Disease Profiling Program (PADPP) 32. Mindanao Inclusive Agriculture Development Project (MIADP) 33. Philippine-Sino Center for Agricultural Technology – Technical Cooperation Program III (PhilSCAT TCP III) Request for One Year Extension 34. Reducing Flood Risk in Major River Basins through Cascading Community Rainwater Catchments (CCRWC) (Project FS Preparation) 35. Philippine Food Chain Logistics Masterplan 2022-2040 36. Emergency assistance in restoring food security and agricultural livelihoods in Typhoon Vamco affected areas 37. Emergency assistance to safeguard food security and livelihoods of vulnerable farmers and fishers in Catanduanes Province affected by Super Typhoon Goni 212

List of PDS Facilitated Projects Appr oved under the DA-Wide Project Clearinghouse System and Endorsed Oversight Agencies/Development Partners, 2019-2021

38. Rural Development Project MIC Zone in the Philippines (RDP-MIC Zone Project) - request for time extension 39. Sustainable Development and Good Agricultural Practices in the Philippine Coconut Supply Chain (SDGCoco) 40. Philippine Fisheries and Coastal Resiliency (FishCoRe) Project 41. Optimization, Validation and Adoption of Available Loop-Mediated Isothermal Amplification (LAMP) Assay for the Rapid Detection of selected economic (highly invasive) pests and diseases for ASEAN Member Countries, 42. Improving Cost Efficiency and Cost Effectivity of the Implementation of Good Laboratory Practices (GLP) Among ASEAN Member States and China 43. Training Workshop on Development of Best Practices on Quarantine Operations in Airport and Seaport 44. Strengthening the Competency of ASEAN Laboratory Personnel in Detecting Avian Influenza (H5N6 & Other Current Circulating/ Emerging Viral Clades, 45. Enhancing Productivity and Producing High Quality Tomato Through Smart Greenhouse in the Philippines (SGPP) - Request for 1-Year Time Extension, 46. National Dairy Herd Improvement Project (NDHIP) and Enterprise Build-up 47. Establishment of Agricultural Product Processing Center towards Smart Food Value Chain 48. Philippine Smart Dairy Village Project 49. Strengthening the Rubber Research, Development and Extension through the Establishment of Training Facility and Research Laboratories and Human Resource Development 50. Assessment of the Philippine Agriculture Extension System and its Workers at the Local Government Units (LGUS) 51. National Seed Technology Park - Knowledge Transfer Project 52. Establishment of Pilot Village for Technology Utilization to Improve Productivity and Marketing of Cultivated Vegetables in the Philippines

List of PDS Facilitated Projects Appr oved under the DA-Wide Project Clearinghouse System and Endorsed Oversight Agencies/Development Partners, 2019-2021

Regional Fish Port Project for Greater Capital Region (formerly Upgrading/Rehabilitation of the Navotas Fish Port Complex)

Five Projects under the Korea Program on International Agriculture (KOPIA)

Capacity Enhancement for a Sustainable Management and Distribution System of High-Quality Rice Seeds in the Philippines

Strengthening Capabilities of Dairy Farmers and Extension Workers

Support to Agriculture-based Livelihoods and Agribusiness Enterprises for Sustainable Peace and Development in Maguindanao and Cotabato

Enhancement of the Biosafety and Biosecurity Capabilities at the Department of Agriculture Veterinary Diagnostic Laboratories (BSS Project) - request for modification

Scaling-Up of the Second Cordillera Highlands Agricultural Resource Management Project (CHARMP2) - Request for 1-year Extension

Proposal for the Two-year Extension of the Philippine Rural Development Project (PRDP) for Utilization of Foreign Exchange Gain (Original loan and First Additional Financing [AFI])

Improving Smallholder Coffee Farming Systems in Southeast Asia (PhilCoffee+)

10. Farm Mechanization Program for Small Sugarcane Landholders 11.

(Non-Project Grant Aid for the Economic and Social Development Programme)

12. Establishment of Philippine Pork Carcass Grade Standards using Yield and Quality Parameters 13. Development of Halal Livestock Production Systems in Mindanao, Philippines 14. Establishment of Smart Greenhouse and Capacity Building in the Philippines 15. Preparation of a Project Proposal for the Adoption of Good Regulatory Practices (GRPs) in the Agriculture-Fishery Sectors through Institutionalization of Regulatory Impact Assessment (RIA) in its Regulation 16. Fisheries, Coastal Resources and Management (FishCORAL) Project - Request for a One-Year Loan and Grant Validity and Implementation Period Extension 17. Formulation of the National Agriculture and Fisheries Modernization and Industrialization Plan (NAFMIP) 2020-2025 18. Scaling-Up of the Second Cordillera Highland Agricultural Resource Management Project (CHARMP2) - Request for 6 months extension 19. Technical Support in Developing Climate Resilient Coconut-based Farming System 20. Enhancing Farmers Information System for Disaster Risk Reduction Management (DRRM) in Agriculture 213