Post on 11-Jan-2015
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Phases of Property and Supply Management
Phase 1Phase 1 Phase 2Phase 2 Phase 3Phase 3
All items to be inspected shall be accepted first by the Property/Supply Officer, as the case may be (Section 114, COA Circular 92-386)
1. Shall accept all deliveries found inaccordance with technical specs
The above provision pertains only to the receipting/signing on the delivery receipt (DR) and temporary recording of the deliveries upon
arrival of goods or articles. The deliveries are still subject to inspection for conformity with specifications on the order.
Role of Supply Officer / Property Custodian
2. Signs Inspection and Acceptance Report (IAR)3. Records all deliveries/issuances for proper
inventory4. Prepares Issuance Document5. Maintains Property Card/Stock Card6. Conducts inventory taking7. Prepare Semi-Annual and Annual Report
of inventories as required by COA8. Prepares Delivery Report (per DepED Order
No. 45 s. 2006) (DepEd Order No. 19 s. 2007) using Form 1
Role of Supply Officer / Property Custodian
The delivery of supplies, materials and equipment must be made by the supplier/Manufacturer/contractor :
In accordance with the specifications, terms andconditions provided in theContract/Purchase Order
Within the stipulated periodand at the place/s indicatedin the PO or contract
Failure to deliver within the prescribed period, the supplier / manufacturer / contractor shall be liable for penalty, usually in the form of :
“LIQUIDATED DAMAGES”
Once the accumulative amount ofLiquidated damages reaches 10%
of the contract, the procuring entitycan rescind the contract
Extension of time to deliver may be granted for the following reason:
1. Force Majeure2. Fortuitous Event3. Beyond the control of the contractor4. Delay is attributable to the purchaser
or the like
RA 7394
Consumer Act of the Philippines
Contained
Packed
Crated
Cased
Bundled
Wrapped
“All supplies shall be adequately………”
Delivery
E
B
C
D
AShall be done on weekdays
between 8am – 5pm
Reject deliveries
In case of calamities or deliveries can
be accepted by nearby school
for safekeeping only
Right quantity and right quality
Stipulated period / place
Supply Officer/Designated Property Custodian forwards Original DR & Copy 2 of Approved PO to Inspection Committee for inspection of deliveries
Inspection and AcceptanceOf the Items
INSPECTION -
The examination (including testing) of supplies and services (including rawmaterials and component) to determine whether the supplies and services Conform to contract requirement whichinclude all applicable drawings, specifications and purchase description
INSPECTION BY ITEM
Individual item is checked for conformity of every requirement stated in the specification
INSPECTION BY SAMPLING
Sampling is a process of obtaining info about a group of data having similar purpose or function, usually 10% of it
Technique in Property Inspection
Sampling Techniques :1. Random Sampling2. Interval Sampling
The Head of Office shall constitute an
Inspection Committee to inspect and validate deliveries
(DepED Order No. 5, s. 2010)
SCHOOLSRegular Members:a. Team Leader – who is at least a
second (2nd) ranking permanent official of the school.
b. One (1) school personnel designated by the principal who has knowledge/technical expertise relevant to the goods delivered.
Provisional Member:c. One (1) representative from PTA or
NGOs (for textbooks and school furniture).
COMPOSITION OF DEPED INSPECTORATE TEAM: (DepED Order No. 5. s.2010)
3 things to remember 3 things to remember
INSPECTION
Brochure PhysicalCount
Equipment
PhysicalCondition
Inspection Procedures on Computer Packages
1. Upon receipt of the Request for Inspection, see to it that all required documents are attached like the original copies of the perfected Purchase Order/Contract, Delivery Receipt/Sales Invoice, and others.
2. Check the documents submitted as to completeness and authenticity prior to inspection
3. Take note of any cases of alterations, erasures or other modifications in the perfected Purchase Order/Contract. These modification must be verified and duly authenticated by the authorized approving officials.
Inspection Procedures on Computer Packages
4. Take note of the receipt of the Property/Supply Unit, the place and date of delivery.
5. If there’s a required sample mentioned in the perfected Purchase Order/Contract, ask for the approved sample
for purposes of comparison/verification. In cases of inconsistencies between sample and the Purchase Order/Contract, specification on the perfected Purchase Order/contract shall prevail.
6. After all the documents have been evaluated, proceed to the delivery site specified in the perfected Purchase Order/Contract and conduct inspection and testing procedures if necessary.
Inspection Procedures on Computer Packages
7. Conduct physical inspection of the items delivered. Count the items delivered and check with the required quantity
8. Check the packaging, labeling, markings and other means of identification that meet specifications; or if not specifically called for, conform to the best commercial practices for protecting the items during transportation, storage, handling and distribution.
9. Determine whether it is brand new, reconditioned or rebuilt.
10. Take note of the serial number, product number, point of origin, specifications in accordance with the brochure and accessories that go with the equipment.
Inspection Procedures on Computer Packages
11. Take note for obvious damage or defects in the equipment, accessories, connectors, plugs, sockets etc. for any discoloration, rust, stains and decays due to exposure to heat, chemicals or moisture
Ensure that flexible cords are effectively anchored to equipment, plugs and sockets.
12. Perform trial and operational test on theequipment delivered.
Request the supplier to demonstrate the operation of the equipment in the presence of End-User and observe its actual performance.
Inspection Procedures on Computer Packages
13. Hearing is essential in the detection of defects indicated by unusual sounds or noises audible when observing the operation of equipment such as knocking, squeaking, sputtering, cracking, breaking, scratching, etc.
14. Consider the characteristics which may be determined by touch or feel, in the inspection of different equipment,
include such common, qualities as heat, cold, flexibility, hardness, softness, thickness, firmness, etc.
15. Check the inclusion of warranty certificate and instructional manual.
16. Prepare the Inspection and Acceptance Report immediately after inspection for submission to the Supply Officer for acceptance.
Inspection and test for compliance to its features shall at all times be done in accordance with the following procedure:
11Compare the brand, model, power rating of the delivered units vis-à-vis the contract
22If the contract indicates the brand and model, then, request for a copy of the brochure or technical manual that will serve as the basis for inspection
33Intagible features of a computer may be verified by operating the computer or by looking into its inside component
Equipment
Serial Number1
Random & Interval Sampling is not applicable for this type of delivery
Brand Name2
Model3
Point of Origin4
Patent Number5
The accessories or tools that go with the equipment have to be checked carefully
HARDWARE
The frame, wires, chips, screws and all other physical components
At its most basicLevel, a computerSystem is made up
of 2 elements:
SOFTWARE
is everything else, instruction codes and all non-physical, symbolic parts of the electronic system
The Inspectorate Team and the Supply Officer / Designated Property Custodian shall prepare and sign the Inspection and Acceptance Report (IAR)
Note: Distribution of IAR shall be as follows
1. Original – Supplier (to be attached to the DV)
2. Copy 2 – Property Inspector/Inspection Team
3. Copy 3 - Property & Supply Unit File
The School inspection Committee shall sign the Inspection and Acceptance Report prior to the acceptance by the Property Custodian.
Supply Officer/Designated Property Custodian returns original copy 1 of IAR to the supplier for payment purposes
For Secondary/Tech Voc Schools with Book of Accounts:
The School Head accepts the transfer upon acceptance of deliveries by the Inspection Committee and the Supply Officer or designated Property Custodian
For Secondary/Tech Voc & Elementary Schools without Book of Accounts:
The Schools Division Superintendent accepts the transfer thru the Invoice Receipt of Property (IRP) upon acceptance of deliveries by the School Inspection Committee and final acceptance of the Division Supply Officer
The School Property Custodian provides copy of the IAR to the Division Office –
Supply Office for Booking-Up
The Division ICT Coordinator shall facilitate the signing of Certificate of Final Acceptance and Invoice Receipt of Property (IRP) for signature of the Division Supply Officer and Schools Division Superintendent
Republic of the Philippines DEPARTMENT OF EDUCATION
National Capital Region Division of Las Piñas
Las Piñas City
C E R T I F I C A T E O F A C C E P T A N C E
This is to certify that I have accepted the following equipment delivered by Columbia Technology Inc. (CTI) under the DepED Multimedia Classroom Package for Elementary Schools.
Contract No.
Item No.
Quantity
Unit
Description
Unit Cost
1. 2. 3. 4. 5. 6. 7. 8.
18 108 108 108 18 18 18 18
Units units units units units units units
Host PC Monitor: Acer Veriton M4610G, Intel Core i5 – 3.3GHz, 6MB L3 Cache, Number of cores: 4; w/ Acer 19” LCD Monitor w/ 2 way VGA splitter; w/ 500 watt AVR; with software Access Terminal Ncomputing U170 19” LCD Monitor, Acer Veriton V193 LCD Monitor w/ 500 watt AVR Keyboard & Mouse, Acer USB Keyboard & USB Mouse Uninterrupted Power Supply (UPS)- Emerson Liebert PS-500PH 3 IN 1 Inkjet Printer, Brother DCP-J125 Projector, ACER X1220H w/ 70” x 70” Tripod Screen Face to Face Lectures & Hand-On Training
P38,536.00 3,685.00 4,976.00 588.00 1,480.00 5,009.00 22,075.00 1,884.00
Received by:
_________________________ (Signature over printed name) Division Supply Officer
Supply Officer / Designated Property Custodian record all deliveries in the Property Card
CO1-I-01-02-10-04-003-NF (001)
Utilization Phase
Issuanceis the act of transferring the custodianship of property from one person to another
Activities in Property Utilization
1. Preparation of Issuance Documents
RISRequisition and Issue Slip
Division : Responsibility Center RIS No. DateOffice Code SAI No. Date
Stock No. Unit Description Quantity Quality Remarks
Purpose :
Requested By: Approved By: Issued By Received By:
Signature Signature Signature Signature
Name Name Name Name
Designation Designation Designation Designation
Date Date Date Date
ISSUANCEREQUISITION
REQUISITION AND ISSUE SLIPDepartment of Education
Activities in Property Utilization
2. Issuance and acknowledgement of items
AREAcknowledgement
Receipt of Equipment
ICSInventory Custodian Slip
IT EquipmentOffice EquipmentLibrary Books etc.
Non-Consumable SuppliesSchool FurnitureTextbooks
IT-001
Desktop #1Ms. Dela Cruz
IT-002
Desktop #2Ms. Dela Cruz
IT-003
Desktop #3Ms. Dela Cruz
IT-004
Desktop #4Mr. Alano
IT-005
Desktop #5Mr. Morales
Preparation of ARE shall be on per item
Note: (For Issuance)
1. Textbooks2. School Furniture3. Non-Consumable Supplies
Name of SchoolComplete Address of SchoolDivision / Region
Date Supplier Description DR # Unit Cost Total Cost Remarks
Received Qty
Prepared By: Certified Correct By:
Property Custodian School Head / Principal
Department of EducationDepED Complex, Meralco Avenue, Pasig City
REPORT ON DELIVERIES (Textbooks / Desk and Armchairs / Equipment) Received Procured by Central Office / DBM-Procurement Service
This form shall be used by the Recipient school in preparing the
Report of Deliveries
School Property Custodian accepts
delivery
School Property Custodian forwards
delivery receipt to the School Inspectorate
Team
School Inspectorate Team conducts
inspection and signs Inspection and
Acceptance Report (IAR) upon completion of
installation and testing
School Property Custodian signs the
acceptance portion of the IAR
At the School Level
Supplier conducts required hands-on training
School Head/Authorized Representative signs Training checklist upon completion of training
School Head affix initial in the Invoice Receipt of
Property (IRP) to be signed by the School Division
Superintendent
School Property Custodian returns original
signed DR, IAR, Training Checklist to the supplier for payment purposes while the
IRP will be retrieved by Division ICT Coordinator
At the Division Office Level
Division ICT Coor facilitates signing of Final Acceptance and IRP to be signed by
the Division Supply Officer and Schools
Division Superintendent
Division ICT Coordinator transmit original signed IRP and
certificate of final to the Central Office
Division Supplier Officer records delivery in the
inventory and prepare transfer of
accountability (ARE) to the School ICT
Coordinator
Division Supply Officer provides copy
of the inventory to Division Accountant
for booking-up