SUPPORT PROCESS

  • Recruitment Selection
    and Placement of
    DOLE Personnel
  • Procurement Process
  • Supplies Requisition
  • Competency Needs
    Assessment Mechanism
  • Internal Communication
  • Outgoing Communication
  • Disbursement by
    Modified Disbursement
    Scheme Advice to Debit
    Account or Checks
  • Collection and Deposit
    of Fees
  • Budget Proposal Preparation
  • Preventive Maintenance
    and Repair of PPE
  • Attendance Monitoring
    and Leave Record
    Management
  • Performance Mangement

Recruitment Selection and Placement of DOLE Personnel


 

Overview/Background

As the most important resource of the organization, competence of DOLE XI’s personnel shall be developed to meet the high expectations for the job.  Hiring and selection process shall ensure that employees hired meet the minimum requirements of Civil Service Commission specified in the Qualification Standards and the competency requirements of the position.

Competencies shall be assessed on a per position basis in order to ensure that employees have the right education, training, skills and experience before they are assigned to a particular task. Training Needs Assessment (TNA) shall be carried out to determine competency requirement of personnel.  Actions to be taken to achieve the necessary competence shall be verified if effective.

Newly hired personnel shall undergo proper orientation which shall include but not limited to the following:

  1. DOLE XI Quality Policy;
  2. Importance of the tasks assigned and benefits of improved performance; and
  3. Risks within the process including potential nonconformities.

 

Procedure

QPM-SP-001 Recruitment Selection & Placement of DOLE Personnel

Procurement Process


 

Overview/Background

As a national government agency, procurement shall be primarily governed by RA 9184 or the Government Procurement Reform Act and its Implementing Rules and Regulations.  A purchasing procedure shall be established in accordance with the said Republic Act.  Supplier selection is carried out by the Bids and Awards Committee (BAC) with established criteria as stated in RA 9184.  Supplier evaluation shall be carried out for regularly purchased products and services.

Purchasing information is specified in the Purchase Requests (PRs).  Process owners shall ensure that specifications are clearly and adequately defined for products and services to be procured.

Verification of purchased products is accomplished by Property Inspectors.  Inspection and Acceptance Reports (IAR) shall be prepared to provide evidence that inspection has been conducted and purchases meet the purchase requirements.

Supply, Property and Procurement Unit and the Bids and Awards Committee (BAC) shall ensure that externally provided process, products and services conforms to specific product and service requirements of the organization. Selection of Suppliers shall be carried out in accordance with Republic Act 9184.

In addition, suppliers shall be evaluated on a per activity basis to assess their capability to supply product and services in accordance with organization’s requirement. Supplier evaluation form shall indicate the criteria established for evaluating suppliers.

Procedure

QPM-SP-002 Procurement Process

Report

2021 DOLE XI Procurement Update Matrix

Supplies Requisition


 

Overview/Background

As a national government agency, procurement shall be primarily governed by RA 9184 or the Government Procurement Reform Act and its Implementing Rules and Regulations.  A purchasing procedure shall be established in accordance with the said Republic Act.  Supplier selection is carried out by the Bids and Awards Committee (BAC) with established criteria as stated in RA 9184.  Supplier evaluation shall be carried out for regularly purchased products and services.

Purchasing information is specified in the Purchase Requests (PRs).  Process owners shall ensure that specifications are clearly and adequately defined for products and services to be procured.

Verification of purchased products is accomplished by Property Inspectors.  Inspection and Acceptance Reports (IAR) shall be prepared to provide evidence that inspection has been conducted and purchases meet the purchase requirements.

Supply, Property and Procurement Unit and the Bids and Awards Committee (BAC) shall ensure that externally provided process, products and services conforms to specific product and service requirements of the organization. Selection of Suppliers shall be carried out in accordance with Republic Act 9184.

In addition, suppliers shall be evaluated on a per activity basis to assess their capability to supply product and services in accordance with organization’s requirement. Supplier evaluation form shall indicate the criteria established for evaluating suppliers.

 

Procedure

QPM-SP-003 Supplies Requisition

Competency Needs Assessment Mechanism


 

Overview/Background

 

Procedure

QPM-SP-004 Competency Needs Assessment Mechanism

Internal Communication


 

Overview/Background

Incoming and outgoing communication logbooks and DTS shall be maintained.  Logbooks and DTS shall contain details of the records. Incoming communication are routed to internal recipients through the use of routing slip. Outgoing communications can be send-out through courier, email and personal service/messenger. 

Internal and external communication can also be facilitated through the conduct of meetings on which the agenda serves as the subject of the meeting (what to communicate), reporter or facilitators serves as the sender and recipient of the communication (who communicates and with whom to communicate), date of meeting and timelines agreed upon (when to communicate), and the reporting and discussions (how to communicate).

Records management shall comply to the provisions on RA 9470.

 

Procedure

QPM-SP-005 Internal Communication

Outgoing Communication


 

Overview/Background

Incoming and outgoing communication logbooks and DTS shall be maintained.  Logbooks and DTS shall contain details of the records. Incoming communication are routed to internal recipients through the use of routing slip. Outgoing communications can be send-out through courier, email and personal service/messenger. 

Internal and external communication can also be facilitated through the conduct of meetings on which the agenda serves as the subject of the meeting (what to communicate), reporter or facilitators serves as the sender and recipient of the communication (who communicates and with whom to communicate), date of meeting and timelines agreed upon (when to communicate), and the reporting and discussions (how to communicate).

Records management shall comply to the provisions on RA 9470.

 

Procedure

QPM-SP-006 Outgoing Communication

Disbursement by Modified Disbursement Scheme Advice to Debit Account or Checks


 

Overview/Background

Presently, the National Government uses two (2) schemes for payment of Accounts Payables: 1) the Common Fund Scheme where payment is made through issuance of MDS checks, and 2) the Direct Payment Scheme (DPS) via bank debit system, through issuance of Advice to Debit Account (ADA).

The second scheme has two variants: 1) the DPS whereby direct payment to the creditors’ accounts is effected by MDS-GSB, upon receipt from the agency of the ADA based on the Advice of Notice of Cash Allocation Issued (ANCAI) from DBM; and 2) the Modified Disbursement Payment System (MDPS) whereby direct payment to the creditors’ account is effected by the MDS-GSB, upon receipt from the DBM of the agency’s ADA integrated in the List of Due and Demandable (LDDAP).

The MDPS has contributed to the substantial reduction of agencies’ due and demandable A/Ps and has minimized the volume of outstanding checks. In addition, said scheme has addressed cash programming concerns relative to resource predictability requirements by providing specific schedule of payments.

 

Procedure

QPM-SP-007 Disbursment by Modified Disbursment Scheme Advice to Debit Account or Checks

 

Legal Bases

  • Circular Letter No. 2013-16: Implementation of the Expanded Modified Direct Payment Scheme (ExMDPS) for Accounts Payable Due Creditors/Payees of All National Government Agencies (NGAs)
  • COA Circular No. 2012-001: Prescribing the Revised Guidelines and Documentary Requirements for Common Government Transactions

Collection and Deposit of Fees


 

Overview/Background

 

Procedure

QPM-SP-008 Collection and Deposit of Fees

Budget Proposal Preparation


 

Overview/Background

 

Procedure

QPM-SP-009 Budget Proposal Preparation

Preventive Maintenance and Repair of PPE


 

Overview/Background

 

Procedure

QPM-SP-010 Preventive Maintenance & Repair of PPE

Attendance Monitoring and Leave Record Management


 

Overview/Background

 

Procedure

QPM-SP-011 Attendace Monitoring & Leave Record Management

Attendance Monitoring and Leave Record Management


 

Overview/Background

 

Procedure

QPM-SP-012 Performance Management