2021 Citizen's Charter as of 033121

CITIZEN’S CHARTER2021 (1st edition)

I. Mandate

The Development Academy of the Philippines is a Government-Owned or-ControlledCorporation established in 1973 with an original charter created by Presidential Decree205, amended by Presidential Decree 1061 and further amended by Executive Order288.

To foster and support the development forces at work in the nation’s economy throughselective human resources development programs, research, data collection, andinformation services, to the end that optimization of wealth may be achieved in amanner congruent with the maximization of public security and welfare;

To promote, carry on and conduct scientific, inter-disciplinary and policy-orientedresearch education, training, consultancy, and publication in the broad fields ofeconomics, public administration, and the political and social sciences, generally,involving the study, determination, interpretation, and publication of economic, political,and social facts and principles bearing upon development problems of local, national,or international significance; and,

To discharge a regional role in initiating and catalyzing exchange of ideas and expertiseon development activities in the region of Asia and the Pacific.

II. Mission

DAP fosters synergy and supports the development forces at work towards sustainableand inclusive growth. Specifically commits to:

1. Generate policy and action through research and strategic studies that addressdevelopment issues and emerging challenges;

2. Promote excellence in leadership and organizations through training, education, andconsultancy; and,

3. Catalyze the exchange of ideas and expertise in productivity and development in theregion of Asia and the Pacific

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III. Vision

DAP is the leading knowledge organization providing innovative, effective, andresponsive solutions to the country’s development challenges. \

IV. Core Values

The officers and personnel live up to the following core values:

Dangal (Honor and Integrity)Galing (Smart and Innovative)Tatag (Stable and Future-ready)

V. Quality Policy

In transforming people and organizations, we are committed to:

Deliver the highest quality of service to our stakeholders;

Adhere to regulatory (legal) requirements and established professional and ethicalstandards;

Provide responsive interventions to advance national development through goodgovernance and productivity

To achieve this, we commit to continually improve the effectiveness of our qualitymanagement system.

Serbisyo namin at malasakit ay para sa inyo.Kalidad namin at pagbabago ay dahil sa inyo.

Sa patuloy naming pag-unlad ay kaisa kayo.

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VI. List of Services

External ServicesApplication for Admission and Enrollment to Master’s Degree (Public Offering) 9

Application to PMDP Senior Executives Class, Middle Managers Class, and PhroneticLeadership Class

13

Availment of GSPDM Academic Programs 19

Enrollment in Public Courses 25

Processing of APO Scholarship Training Program 29

Queries on DAP’s Program and Services 32

Request for Appointment with the DAP President by External Clients 33

Request for Certification, Authentication, and Verification (CAV) 36

Request for Certification/s 38

Request for Certified True Copy 40

Request for Concept Paper 42

Request for Copy of Student Credentials 45

Request for Customized Training Services 47

Request for eCopy of the Full Capstone Project Report/Capstone Paper Manuscript 51

Request for ID Replacement 54

Request for Payment of Consultancy Services/Honoraria(On-line through Document Tracking System (DTS)

56

Request for PMDP Non-Academic Records and Certifications 60

Request for Project Proposal 61

Request for Technical Assistance/Consultancy/Research Services 65

Request for the Use of the Conference Center Facility - Pasig 69

Request for the Use of the Conference Center Facility - Tagaytay 72

Response to Written Communication (Emails and Snail Mail) 75

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Internal Services

Administrative Department

Request for Banquet Service by Internal Clients 78

Request for the Use of Engineering Services Office Space by InternalCustomers

81

Central Documentation and Records Division (CDRD)

Issuance of the Certification of Consultant/Resource Person Output Clearancefor Honoraria Payment

83

Preparation of Documented Information Feedback Form (DFF) 85

Preparation, Review, Finalization, And Dissemination of Policy Issuances -Memorandum Circular (MC), Office Order (OO), and Special Order (SO)

87

Re-Issuance of Training Certificates or Issuance of Certified True Copy ofTraining Certificate

90

Request for Issuance of Training Certificates or Issuance of Certified True Copyof Training Certificate

92

Corporate Operations and Strategy Management - Management InformationSystems (COSM-MIS)

Issuance of ICT Clearance for Purchase Request 94

Issuance of ICT Diagnosis Report 95

Management of DAP E-mail account 97

Technical Support Assistance of Simple ICT Request 99

Technical Support Assistance of Complex ICT Request 100

Video Conference Assistance 101

Uploading of Bids and Awards Notices in the DAP Website 103

Uploading of Training/Course Invitation in the DAP Website 104

Corporate Operations and Strategy Management (COSM)

Creation of Project Management Information System (PMIS) Account 105

Issuance of Project Special Order 107

Issuance of Revised Project Special Order 110

Request for Corporate-level Documents (Documents Requiring Signature ofCompliance Officer and DAP President)

112

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Request for Corporate-level Documents (Internal Use) 115

Council of Fellows

Request for Technical Expert 118

Finance Department (Accounting & Treasury Divisions)

Request for Billing and Collection(On-line through Document Tracking System (DTS)

120

Request for Billing and Collection(On site through Document Tracking and Monitoring System (DTMS)

123

Finance Department (Budget, Accounting & Treasury Division)

Request for Cash Advance for Local and Foreign Travel(On-line through Document Tracking System (DTS)

125

Request for Cash Advance with a Specific Purpose(On-line through Document Tracking System (DTS)

129

General Services Division (GSD)

Engineering Services 133

Motor Vehicles Pool (MVPool) Services 134

Human Resource Development Division (HRD)

Approval of Internal Learning and Development (L&D) Interventions 135

Approval of Requests for External Learning and Development (L&D)Interventions

137

Preparing Travel Documents and Payment for External Training 139

Human Resource Management - Recruitment, Selection, and Placement(HRM-RSP)

Endorsement of Candidates 141

HR Assessment Process 143

Processing of Service Agreement (SA) 145

Human Resource Management Division (HRMD) - HRMDD

Issuance of Certificate of Employment/Engagement and Service Record 148

Process of Classifying Consultants and Resource Persons (C/RP) 150

Process of Reviewing and Approving Letters of Invitation (LOI) for Consultants 153

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and Resource Persons (C/Rp)

Request for Monetization of Leave Credits 155

Institutional Marketing Center

Management of DAP Booth 157

Partnership & Linkages 159

Review and Approval of Website Content & Social Media Assets 161

Request for IMC Tokens/Collaterals 163

Request for Newspaper Features 165

Request for Press Conference and Media Guesting 167

Request for Review and Approval of Briefer, AVP Script and Final Review ofAVP

169

Request for Review and Approval of Marketing Collaterals Design 170

Study Visits/Request for Institutional Briefing 172

Legal Office

Final Contract Review 173

Initial Contract Review 175

Request for Legal Opinion 177

Logistics DivisionIssuance of BAC Resolutions for Academic, Scholarly or Artistic Work,Exclusive Technology and Media Services (Sec. 53.6) or Highly TechnicalConsultants (Sec. 53.7)

178

Lease of Venue 179

Procurement of Goods and Services through Shopping and Small ValueProcurement

184

Procurement through Competitive Bidding (Goods and Services, InfrastructureProjects, and Consulting Services)

188

Requisition and Issuance of Supplies in Stock 191

Return of Property 192

Transfer of Property 194

Office of the Board Secretary

6

Request for Board Resolutions 196

Request for Secretary’s Certification 199

Office of the President

Request for Appointment with the DAP President by Internal Clients 201

Review and Approval of the DAP President (Online Processing) 203

Review and Approval of the DAP President (Physical Documents) 211

Office of the Senior Vice President for Services (OSVP-S)

Request for Investigation 218

Request for Security Augmentation 221

Research Support Services Division (RSSD) - Library

Interlibrary Research 223

Research and Reference Service 224

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EXTERNAL SERVICES

8

APPLICATION FOR ADMISSION AND ENROLLMENT TO MASTER’SDEGREE (PUBLIC OFFERING)Enrollment and Admission process for Master in Public Management (Public Offering).

Office or Division: Office of the Academy Registrar (OAR)

Classification: Complex

Type of Transaction: G2C - Government to Citizen

Who may avail: Qualified individuals who want to pursue higher education.

CHECKLIST OF REQUIREMENTS WHERE TO SECURE

DAP-OAR Form 09 for DAP GS AdmissionRequirements

Office of the Academy Registrar (OAR)

1. Student Information Form, 1 ,Original/Photocopy


2. Previous School Diploma (Certified TrueCopy) , 1, Photocopy

Applicant’s School of Origin

3. Transcript of Records (Transfer of Credentialfrom last school attended)

Applicant’s School of Origin

4. Agency Nomination / Letter ofRecommendation/Special Order(forGovernment Employees), 1 , Original

Originating Agency

5. Letter of Undertaking, 1 ,Original/Photocopy

Applicant

6. Birth Certificate PSA*, 1 , Photocopy PSA

7. Marriage Certificate from PSA.* (if married)(For foreign students, license must have English

translation) , 1 , Photocopy

PSA

8. Curriculum Vitae/PDS, 1 ,Original/Photocopy

Applicant

9. Two Passport Size Photographs Applicant

CLIENT STEPS AGENCY ACTIONS FEES TOBE PAID

PROCESSINGTIME

PERSONRESPONSIBLE

9

1. Submitaccomplishedapplication formtogether with thecomplete admissionrequirements. (SoftCopies)

1. Receive dulyaccomplishedapplication form andcheck completenessof documents.

None 10 Minutes

ADMISSIONOFFICER

2. Pay EntranceExam Fee at TreasuryOffice andsecure OfficialReceipt (OR). (BankTransfer/Deposit)

2. Receive paymentand issue OfficialReceipt (OR).

P600.00 10 Minutes CASHIER, 3rdFloor, DAP Bldg,Pasig City

3. Present/submitproof of payment totake EntranceExamination.

3. Encode the ORand advise the clientto take EntranceExamination.

None 10 Minutes OAR

ADMISSIONOFFICER

4. Wait for the emaillink from OAR andAssessment Analytics(Personality andEssay)

4. Send link toapplicants to takeEssay andPersonality Test

None 2 hours OAR/TestingPartner

ADMISSIONOFFICER

4.1 Consolidateresults of exam andinterview

None 3 workingdays

OAR

ADMISSIONOFFICER

4.2 Advise client ofthe admission examresult and interviewschedule.

None OAR

ADMISSIONOFFICER

Total PhP600.00

3 days, 2 hrs.and 30

minutes

INTERVIEW

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PROCESSINGTIME

PERSONRESPONSIBLE

1. Issue notice ofInterview Schedule.

5 Minutes DAP GraduateSchool

PROGRAMMANAGER

1. Submit self forinterview.

2. Interview client tovalidate applicationdetails andaccomplishedassessment form.

1 hours DAP GraduateSchool

PROGRAMMANAGER/ADMISSION

OFFICER

3. Consolidateresults of exam andinterview

3 working days DAP GraduateSchool

PROGRAMMANAGER

4. Inform the applicantof the result of theapplication.

DAP GraduateSchool

PROGRAMMANAGER

Total 0 3 workingdays, 1 hrsand 5minutes

ENROLLMENT

CLIENT STEPS AGENCY ACTIONSFEES TOBE PAID

PROCESSINGTIME

PERSONRESPONSIBLE

1.Pay Matriculation Feethru Bank Transfer orDeposit

1. Receive paymentand issue OfficialReceipt.

P198,500(MonthlyORQuarterly)

15 Minutes TREASURYDIVISION

CASHIER

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2. Send proof ofpayment to OAR andGSPDM.

2. Receive andvalidate payment

10mins OAR and GSPDM

3. Encode students’record into theRegistrar InformationSystem

30mins OAR

3. Wait for the advice ofGSPDM regardingProgram’s schedule

4. Advice the studenton the Schedule ofthe Program.

10mins GSPDM

Total P198,000(Online)

1 Hour and 5minutes

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APPLICATION TO THE PUBLIC MANAGEMENT DEVELOPMENTPROGRAM (PMDP)

The Development Academy of the Philippines (DAP) implements a governmentscholarship under the Public Management Development Program, the erstwhileNational Government’s Career Executive Service Development Program (NGCESDP).The PMDP implements three training programs, namely:

1) Phronetic Leadership Class (PLC) for selected high-level officials(Undersecretaries, Assistant Secretaries, and equivalent positions)

2) Senior Executives Class (SEC) for senior career executives in the third level(Directors and equivalent positions)

3) Middle Managers Class (MMC) for the high performing-high potential divisionchiefs, section chiefs, and/or technical staffs being fast-tracked for managerialpositions.

To avail of the privilege of joining the Program, heads of agencies shall nominate theirqualified personnel to the PMDP Program Management Office (PMO). Applicants will besubjected to the PMDP screening process. The NGCESDP Steering Committee makesthe final decision on the selection and admission to the PMDP.

The following matrices provide vital information on the Program, including contactdetails, admission processes, and requirements:

Office or Division: PMDP PMOClassification: Under Special Law – Inter Agency Steering CommitteeType ofTransaction:

Government to Government

Who may avail: Qualified individuals from National GovernmentAgencies, Legislative and the Judiciary Branches,Constitutional Offices, State Universities and Colleges,and Government-Owned and Controlled Corporations

CHECKLIST OF REQUIREMENTS WHERE TO SECUREPLC Admission

● PMDP Nomination Form 1-A● Critical Essay Form 1-B for PLC● Declaration of Medical Illnesses Form (D)● Government’s Physician Certification Form (E)

Downloadable onlinehttps://pmdp.dap.edu.ph/forms-requirements/

● Updated Personal Data Sheet – CSC Form 212 Downloadable onlinehttp://www.csc.gov.ph

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https://pmdp.dap.edu.ph/forms-requirements/


http://www.csc.gov.ph/2014-02-21-08-28-23/2014-02-21-08-28-39.html

● Certified true copy of CSC Form 33(Appointment papers)

Agency Human ResourceDepartment of thenominee

● Certified true copy of Official Passport Nominee

SEC / MMC Admission

● PMDP Nomination Form (A)● Immediate Supervisor’s Assessment Form (B)● Agency Screening Certification Form (C)● Declaration of Medical Illnesses Form (D)● Government’s Physician Certification Form (E)

Downloadable onlinehttps://pmdp.dap.edu.ph/forms-requirements/

● Updated Personal Data Sheet – CSC Form 212 Downloadable onlinehttp://www.csc.gov.ph

● Certified true copy of CSC Form 33(appointment papers)

Agency Human ResourceDepartment of thenominee

● Certified true copy of Designation Order (ifapplicable)

● Certified true copy of IPCR for the past two years

● Organizational Chart of the Agency

● Certificate of no pending administrative case

● Original/Certified true copy of Transcript of Records School where thenominee graduated

● Certified true copy of birth certificate PSA

● Certified true copy of Official Passport (applicable toSEC applicants only as a requirement for theForeign Study Mission)

Nominee

● Certification/confirmation of the nomination from theCentral Office (for nominations made by RegionalDirectors or other Officers)

Central Office

● Laboratory Results such as: CBC (Complete BloodCount); Urinalysis; Fecalysis; Physical assessment;Chest X-ray

Government hospital(other than the agency’shospital/clinic)

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http://www.csc.gov.ph/2014-02-21-08-28-23/2014-02-21-08-28-39.html

APPLICATION PROCEDURE

FOR PLC:


PROCESSINGTIME

PERSON /SRESPONSIBL

E

1. Submitaccomplishedapplication forms,Critical EssayForm 1-B, andother requireddocuments toPMDP, DAP, PasigCity or via email:[email protected]

Perform the followingtasks:

a. Check for thecompleteness of thesubmitted documents

None 2 days PMDPRecruitment

andAdmissions

Team

b. Assess the qualificationsand the essay response ofthe nominee using theapproved scoring system ofthe Program

None 1 day PMDPRecruitment

andAdmissions

c. Deliberate on theapplicant

None 1 day PMDPAdmissionsCommittee

d. Submit shortlistedapplicants to theNGCESDP SteeringCommittee for vetting &confirmation ofacceptance to theProgram.

None 5-10 days PMDPRecruitment

andAdmissions

Team

e. Inform each applicantvia email of his/herinclusion in the shortlistfor confirmation byNGCESDP SteeringCommittee.


andAdmissions

Team

15

2. Receivenotification ofacceptance and/ornon-acceptance.

Notify each applicant onthe result of one’sapplication via email andSMS. Subsequently, issueeach applicant the officialletter of acceptance /non-acceptance to theProgram.


andAdmissions

Team

Total 12-17 days

FOR SEC AND MMC:

CLIENT STEPS AGENCY ACTIONSFEES TO

BE PAID

PROCESSING

TIME

PERSON /S

RESPONSIBLE

1. Submitaccomplishedapplication formand otherrequireddocuments toPMDP, DAP,Pasig City or viathe onlinesubmission form:

For MMC:https://bit.ly/PMDPMMCForms

For SEC:bit.ly/PMDPSECForms

Check for the completenessof the submitted documents.Subsequently, invite theapplicant for an examinationand interview through e-mailand SMS.


andAdmissions

Team

2. Upon receipt ofthe invitation forexam andinterview,acknowledge andconfirm ifschedule isacceptable.

Schedule the written examwith the third-party providerand the interviewers.

For the online processing ofapplications: The examswill be scheduled a daybefore the online interview.


andAdmissions

Team

16

https://bit.ly/PMDPMMCForms

https://bit.ly/PMDPMMCForms

http://bit.ly/PMDPSECForms

http://bit.ly/PMDPSECForms

3. Undertake thefollowingexaminations:

a. Cognitive Testb. Occupational

PersonalityQuestionnaire

c. Essay Writing

4. Prepare for thescheduledinterview.

Administer the exams.Promptly generate resultsof exams and collate foruse of the interviewers.

Orient the applicant aboutthe PMDP prior to theconduct of the interview.


andAdmissionsOfficer and

thethird-partyprovider

(Assessment Analytics,

Inc.)

5. Undertake thebehavioral -based interview.

Evaluate the applicant, withcalibration by twointerviewers.


andAdmissions

ProgramManager,

Invited DAPOfficers, andPMDP Class

Managers

6. Wait for updateson the progressof his/herapplication

a. Inform the applicant thats/he will be notified viaSMS and email regardingthe progress of his/herapplication after thedeliberations of thePMDP AdmissionsCommittee.


andAdmissions

Team

b. Deliberate on theapplicants.

None 1 day PMDPAdmissionsCommittee

c. Submit shortlistedapplicants to the

None 5-10 days PMDPRecruitment

17

NGCESDP SteeringCommittee for vettingand confirmation ofacceptance to theProgram.

andAdmissions

Team

d. Inform each applicant viaemail of his/her inclusionin the shortlist forconfirmation byNGCESDP SteeringCommittee.


andAdmissions

Team

7.Receivenotification ofacceptanceand/ornon-acceptance.

Notify each applicant on theresult of one’s applicationvia email and SMS.Subsequently, issue eachapplicant the official letter ofacceptance /non-acceptance to theProgram.


andAdmissions

Team

Total None 15-20 days

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AVAILMENT OF GRADUATE SCHOOL OF PUBLIC ANDDEVELOPMENT MANAGEMENT ACADEMIC PROGRAMS

The Graduate School of Public and Development Management (GSPDM) is theacademic arm of the DAP that offers short courses and graduate degree programs inthe fields of public management and productivity and quality management for the publicand private sectors. Programs are offered in a ladderized mode and can be customizedto suit the needs of an agency.

GSPDM’s academic programs are categorized as follows:

A. Regular Academic Programs1. Doctorate Degree2. Master’s Degree3. Executive Course4. Certificate Course

B. Customized Academic Programs1. Doctorate Degree2. Master’s Degree3. Executive Course4. Certificate Course

The regular academic programs are open to the public for enrolment while thecustomized academic programs are tailored-fit to the needs of the client and may bejointly conducted by GSPDM and the client.

Office or Division: GSPDMClassification: 1. Regular Academic Programs: Simple

2. Customized Academic Programs: Multi-Stage: Highly TechnicalType of Transaction: G2G - Government to Government

G2C - Government to CitizenG2B - Government to Business Entity

Who may avail: Government Agencies, Private SectorTuition Fee: 1. Regular Academic Programs

Doctorate Degree1

Master’s Degree

a. Face to Face Php 250,000.00

b. Online Php 198,500.00

1 Rate is undetermined yet as curriculum development is ongoing.

19

Executive Course



Certificate Course



2. Customized Academic Programs2

Doctorate Degree3

Master’s Degree

a. Face to Face Price is subject to negotiation with client

b. Blended Price is subject to negotiation with client

c. Online Price is subject to negotiation with client

Executive Course

a. Face to Face Price is subject to negotiation with client.

b. Online Price is subject to negotiation with client.

Certificate Course

3 Rate is undetermined yet as curriculum development is ongoing.

2 Provided are baseline rates only as the final rate is subject to negotiation with clients based on their needs, e.g.requirement for logistics, and budgetary capacity.

20

a. Face to Face Price is subject to negotiation with client.

b. Online Price is subject to negotiation with client.

CHECKLIST OF REQUIREMENTS

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Memorandum of Understanding (MOU)/

Memorandum of Agreement (MOA)/ Letter ofConforme (LOC)

Template: RDAP DocumentManagement SystemReview and Endorsement: DAPLegal Office

3. REGULAR ACADEMIC PROGRAMS

CLIENT STEPS AGENCY ACTIONS FEESTO BEPAID

WORKINGDAYS

PERSONRESPONSIBLE

INQUIRY1. Check programs offeredby DAP-GSPDM at theDAP website or by calling(02) 8-631-2167.

1.1Provide basicinformation on theprograms offeredby DAP-GSPDM.

None 10 minutes GSPDM Staff

1.2Refer to the Officeof the AcademyRegistrar foradmissioninquiries.

None 10 minutes Admission Officer

GSPDM

Total 0 20 minutes

2. CUSTOMIZED ACADEMIC PROGRAMS

CLIENT STEPS AGENCY ACTIONS FEESTO BEPAID

WORKINGDAYS

PERSONRESPONSIBLE

INQUIRY1. Check programs offeredby DAP-GSPDM at theDAP website or by calling(02) 8-631-2119.

1. Provide basicinformation on theprograms offered byDAP-GSPDM.


GSPDM

21

1.1 Letter of Intent -Inform the client tosend a letter oremail containingthe details of theinquiry and intentto have anexploratorymeeting forGSPDM toformally acceptand address thesame.


GSPDM

1.2 Take note of theinquiry and notifyresponsibleLearningManagementTeam (LMT).


GSPDM

2. Submit Letter of Intentaddressed to the Deanregarding the customizedprogram and request foran exploratory meeting

2. Schedule andprepare forexploratorymeeting.


GSPDM

Total 0 35 minutes

EXPLORATORYMEETING3 . Discuss agency

requirements and otherpertinent details on thepartnership.

3.1Provide brieforientation on DAP,the GraduateSchool, and itscurrent programofferings.

None 30 minutes Dean

GSPDM

3.2Discuss possibleterms of reference.

None 30 minutes Program Manager(PM)

GSPDM

Total 0 1 hour

PREPARATION OFINITIAL PROPOSAL

4. Draft and submittechnical and financialproposals based on

None 3 days forexistingprograms;

PM

GSPDM

22

4. Receive proposal forinitial review andprovide feedback.

agreements during theexploratory meeting.

7 days for newprograms

4.1Revise the proposalbased on the client’sinitial comments.

None 1 day PM

GSPDM

4.2Set the schedule of

meeting to present

the final proposal.

None10 minutes

PM

GSPDM

Total 0 4 days, 10minutes for

regularprograms

8 days, 10minutes for

new programsPRESENTATION OFFINAL PROPOSAL5 Attend the meeting and

provide feedback onthe final proposal, ifany.

5. Present the finalproposal.

None 30 minutes PM

5.1Take note of theclient’s comments.Negotiate termsthat are amenableto both parties.

None 30 minutes Dean/PM

GSPDM

Total 0 1 hour

PREPARATION OFINCEPTION REPORT6. Accept Inception

Report.

6.Prepare InceptionReport based onagreements duringthe final proposalpresentation.

None 1 day Dean/PM

GSPDM

Total 0 1 working day

MOU/MOA/LOC SIGNING7. Review draftMOU/MOA/LOC.

7.1DraftMOU/MOA/LOCand supportingdocuments andendorse to DAPFinance and LegalOffices for initialreview.

None 3 days LMTFinance OfficerLegal Officer

GSPDM

23

7.2Send copy of thedraftMOU/MOA/LOC toclient for review.

None 10 minutes LMT

GSPDM

8. Provide comment orfeedback, if any.

8.1Incorporate in thedraftMOA/MOU/LOCthe proposedrevisions by DAPLegal Officer andclient, and revertto both parties forfinal review.

None 5 days forDAP; 5 days

for client

LMT

GSPDM

8.2Once approved byboth parties,proceed withMOU/MOA/LOCsigning (9 copiesfor MOU/MOA andat least 3 copiesfor LOC).

None 3 days forDAP; 3 days

for client

LMT and VariousCenters

9. Return all signedMOU/MOA/LOC to theLMT.

9. Notarize 9 copies ofMOU/MOA andprovide client with 2copies. LOC need notbe notarized.

None 3 days LMT

GSPDM

9.1 Inform the Officeof the AcademyRegistrar of thenecessary enrolmentarrangements.

None 10 minutes LMT

GSPDM

Total 0 14 days and20 minutes for

DAP;

8 days forclient

24

ENROLLMENT IN PUBLIC COURSESThe Development Academy of the Philippines (DAP) offers to the public trainingprograms that are usually announced on the DAP website/brochures and through lettersof invitation. These are implemented by the following technical excellence and resourcecenters: Productivity and Development Center, Center for Governance, SustainableHuman Development Program, Center for Organizational Development, and DAP saMindanao. Interested individuals and organizations may enroll in these public offerings.

Office or Division: Center for Governance, Center for OrganizationalDevelopment, DAP sa Mindanao, Productivity andDevelopment Center, or , Sustainable Human DevelopmentProgram, ,


Type of Transaction: G2C-Government to Citizen

Who may avail: National line agencies, local government units, governmentcorporations, international organizations, funding institutions,private sector including small- and medium-scale enterprises(SMEs) and non-government organizations (NGOs), theacademe, and interested individuals and organizations.

Qualification requirements for participants (if any) arespecified in the letter of invitation/brochure.


Duly accomplished enrollment form oronline registration and nominationform.

DAP website(https://www.dap.edu.ph/service-charter/) orDAP to email enrollment form.

CLIENT STEPS AGENCYACTIONS

FEES TO BEPAID

PROCESSINGTIME

PERSONRESPONSIBLE

1. Downloadenrollment andnominationforms orregister online.

None 5 minutes ImplementingOffice/Unit/AssignedProject Staff

2. Submitduly-accomplished enrolment

2. Receive dulyaccomplishedform.

None 1 working day ImplementingOffice/Unit/

25

https://www.dap.edu.ph/service-charter/

and nominationforms, throughe-mail or fax atleast threeweeks beforethe date of thetraining.

Acknowledgereceipt ofenrollmentandnominationforms.

AssignedProject Staff

3. Secure thenotice ofacceptance/admission(NOAA)

3. Issue theNOAA andadvisepayment oftraining fee 10working daysbefore theactual conductof the training.

None2 working days Assigned

ProjectManager/AssignedProject Staff

4. If payment is tobe made viabank, e-mail/faxvalidateddeposittransaction slipto the emailaddressprovided in thebrochure/letterof invitation.

Note: Paymentsshould be madeahead of trainingschedule anddeposited at theDAP Landbankaccount.

4. Acknowledgereceipt andissue officialreceipt (OR).

Total feedepends onthe typeandduration oftraining.

A 15%cancellationfee will becharged forno-showparticipantsand forreservationswithdrawnfive daysbefore thetrainingdate.

1 working day ProjectManager/Cashier’sOffice Staff

26

5. Present theNOAA and ORuponregistration onthe first day oftraining.

5. Requestclient to signtheattendancesheet.

None 5 minutes AssignedProjectManager

TotalTotal feedependson the typeandduration oftraining.

4 days, 10minutes

Note:

* Should the number of enrollees be less than the viable target, the DAP reserves theright to cancel or postpone the conduct of training. Received NOAA confirms theschedule of training.

* Walk-in participants may be entertained only if there are available or unfilled slots.Interested parties are advised to contact the implementing center to confirm availability.

Address and Contact Information:

Center for GovernanceMs. Imelda C. CaluenManaging Director4th Floor-A, DAP Bldg., San Miguel Avenue, Ortigas Center, Pasig City, PhilippinesTel. Nos. (02) 8631-2135 / 8631-0921, local 166Email Address: [email protected]

Center for Organizational DevelopmentMr. Immanuel A. MagalitActing Managing Director5th Floor-A, DAP Bldg., San Miguel Avenue, Ortigas Center, Pasig City, PhilippinesTelefax No.: 8631-2121 / 8621-2133; Trunkline: (632) 8631-0921 to 30, local 116/120Email Address: [email protected] / [email protected]

DAP sa MindanaoMs. Jo-ann Emilene A. De BelenManaging DirectorDoor 2, K7 Strip Building, KM7, Lanang, Davao City

27

mailto:[email protected]


Telephone No.: (082) 232-8082; Fax No.: (082) 224-5685Email Address: [email protected]

Productivity and Development CenterMr. Arnel D. AbantoManaging Director5th Floor-B, DAP Bldg., San Miguel Avenue, Ortigas Center, Pasig City, PhilippinesTel. Nos.: (632) 8631-2137 / (632) 8631-0921 to 30, local 171Email Address: [email protected]

Sustainable Human Development ProgramMs. Dorothea Boy-NavarroDirector4th Floor-B, DAP Bldg., San Miguel Avenue, Ortigas Center, Pasig City, PhilippinesTel. Nos.: (02) 8631-2131 / (02) 8631-2169Email Address [email protected]

28

APPLICATION FOR APO SCHOLARSHIP TRAINING PROGRAMAs the country’s National Productivity Organization (NPO), the DAP coordinates theprojects of the Asian Productivity Organization (APO) through its APO/DAP Secretariat(APO/DAP Sec). APO projects feature scholarship trainings on productivity-relatedtechnologies through a combination of lectures by experts, field visits for observation ofactual applications, country reports by participants for the sharing of experiences, andother modalities.

The APO/DAP Sec accepts all scholarship training applications from the country, whichare then endorsed to the APO Secretariat in Japan. The APO Secretariat makes thefinal deliberations on the applications. Successful applicants are notified by theAPO/DAP Sec and they are advised to make the necessary preparations for theirparticipation in the training, such as arrangements for their travel (e.g., country paper,travel documents, visa, insurance, attendance to pre-departure briefing, etc.) if theproject will be implemented in a foreign country.

Office or Division: APO/DAP Secretariat

Classification: Simple

Type of Transaction: G2G – Government to GovernmentG2C – Government to Citizen

Who may avail: Endorsed nominees of agencies or organizations, public or private;Professionals who wish to apply in their own capacity


Agency or organization-endorsed applicants1. Official Endorsement/Nomination

Form, 1Office of the endorsing agency or organization(public or private) or their HR department

2. Candidates Biodata Form (CBF), 1 APO/DAP Secretariat (via email or online)

3. 1 Copy of Valid passport (if availableand if needed)

DFA

Self-nominated applicants

1. Letter of Intent, 1, original, signed APO/DAP Sec (template via through email oronline)

2. Candidates Biodata Form (CBF), 1 APO/DAP Secretariat (via email or online)

3. 1 Copy of Valid passport (if availableand if needed)

DFA


PROCESSINGTIME

PERSONRESPONSIBLE

29

STAGE 1: Submission and Review of Requirements

1. Email all therequirements tothe APO/DAPSecretariat beforethe deadline

1.Check ifsubmitteddocuments arecomplete andsendacknowledgementemail. Ifincomplete,inform the client.

None 5 minutes ProgramCoordinator

APO/DAPSecretariat

2. If needed, complywith missingrequirements andrepeat step 1.

2. Repeat step 1 None 5 minutes ProgramCoordinator

APO/DAPSecretariat

2.1 Pre-screennominees

None 1 working day ProgramCoordinator;APO Liaison

Officer

APO/DAPSecretariat

2.2 Endorsepre-screened CBFsand supportingdocuments to APOSecretariat in Japanon or beforedeadline

None 5 hours 5minutes

ProgramCoordinator;APO Liaison

Officer

APO/DAPSecretariat

Screening anddeliberations byAPO Secretariat inJapan

APO Secretariat(Japan)

Release ofdeliberationresults to NPOswithin one (1)month prior totraining (undernormalcircumstances)

APO Secretariat(Japan)

30

STAGE 2: Result of Applications

3. Prepare officialDAP notice toapplicants withthe result ofAPO Secretariatdeliberations

None 1 working day ProgramCoordinator;APO Liaison

Officer

APO/DAPSecretariat

3.1 Issue notice toall applicants thruemail

None 2 hours Programcoordinator

APO/DAPSecretariat

TOTAL None 2 workingdays, 7

hours and 15minutes

31

QUERIES ON DAP’S PROGRAMS AND SERVICESThe DAP ensures that queries about the DAP’s programs and services are quicklyanswered and addressed according to its standards and service pledges. All queriesare initially acted upon by the Institutional Marketing Center, which also acts as theAcademy’s Public Affairs Desk (PAD), the unit that is in charge of all hotlines, text lines,emergency lines, etc., in compliance with RA 11032 (Ease of Doing Business).

Office or Division: INSTITUTIONAL MARKETING CENTER – PUBLIC AFFAIRS DESK(PAD)

Classification: SIMPLE

Type of Transaction: G2G – Government to GovernmentG2C – Government to CitizenG2B – Government to Business

Who may avail: ALL


1 original Client Contact Report Form (CCRForm)

DAP Public Affairs Desk – Ground Floor


PROCESSINGTIME

PERSONRESPONSIBLE

1. Request thru theCCR forminformation on DAPtraining, courses,public offerings andfacilities via PADOffice or e-mail [email protected]

1. Provideinformation andmaterials requested.

None 30 minutes

INSTITUTIONALMARKETINGCENTER –

PUBLIC AFFAIRSDESK

Public AffairsOfficer

2. Accomplish the ClientFeedback Form.

2. Provide theClient FeedbackForm.

None

Total None 30 minutes

32

REQUEST FOR APPOINTMENT WITH THE DAP PRESIDENT BYEXTERNAL CLIENTSRequests for appointment with the DAP President are confirmed through the staff of the Officeof the President, after careful review and internal consultation.

Office orDivision:

Office of the President (OP)


Type ofTransaction:

G2G - Government to GovernmentG2C – Government to Citizen

Who may avail: All Government Agencies, LGUs, GOCCs, other GovernmentInstrumentalities and Private Sectors


For external clients (either/or):1. Official letters, 1, original, signed2. Official email

Requesting client from all governmentagencies, LGUs, GOCCs, other governmentinstrumentalities and private sectors


PROCESSINGTIME

PERSONRESPONSIBLE

1. Convey officialinvitation orrequest forappointmentwith DAPPresidentthrough emailor snail mail.

1. Receive officialinvitation orrequest forappointment andprovideacknowledgement, if sent viaemail.

None 3 Minutes

Office of thePresident

Clerk(Front Desk)

1.1 Print invitation,(if sent throughemail)

None

3 Minutes


Project Assistant(Receiving

Officer)

1.2. Recordinvitations/request in theData Tracking

NoneOffice of the

President

Project Assistant

33

ManagementSystem (DTMS)and forward tothe technicalstaff forschedulemanagement

(ReceivingOfficer)

Project Officer

1.3.Classifyinvitationaccording toappropriatenessand availabilityof the DAPPresident.

a. If appropriatefor the DAPPresident, itwill be plottedon thePresident’sofficialcalendar forconsiderationand approval.

b. If theinvitation isnotappropriatefor DAPPresident, itwill beforwardedand endorsedto theappropriatecenter/unit.

1.4. Send invitation,program/ agenda, andother meetingmaterials to the DAP

None 1 working day Office of thePresident

Project Officer(Technical Staff)

34

President and HEA &CoS

1.5 Approveinvitation/ request forappointment.

None 2 workingDays

President andCEO of DAP

2. Receivefeedback/response fromDAP Office ofthe President

2. Send feedback/status of requestto the requestorthrough email None

3 Minutes Office of thePresident


Total None3 days, 9minutes

35

REQUEST FOR CERTIFICATION, AUTHENTICATION ANDVERIFICATION (CAV) FOR:

● Commission on Higher Education (CHED/CAV)● DFA/CAV - Apostille/Red Ribbon (Fresh grad w/o diploma)

(TOR+Cert of Grade+Cert of Non SO+Cert of English Medium of Instruction)


Classification: Highly Technical


Who may avail: All GSPDM and PMDP Students


1. Student Request Form(DAP-OAR-F11,Rev.0), 1 , original


2. Customer Experience Survey Form

(DAP-OAR-F25,Rev.0), 1, original


CLIENT STEPS AGENCY ACTIONS FEES TO BEPAID

PROCESSINGTIME

PERSONRESPONSIBLE

1. AccomplishStudent RequestForm and submit toOAR

1. Receive dulyStudent RequestForm and checkcompleteness ofdocuments.

None 10 Minutes Records Officer

1.2 Issue PaymentRequest Form.

None

2. Pay the documentfee at Treasury Officeand secure OfficialReceipt (OR).


Php350/set 10 Minutes Cashier, 3rd Flr,DAP Bldg

2.1 Advise client toproceed to Office ofthe AcademyRegistrar (OAR).

None

3. Present OR toOAR

3. Acknowledgereceipt of therequested documentand advise the client

None 10 Minutes Records Office

36

to pick up thedocument after 7working days

4.Upon receipt of therequested document,accomplish theCustomer ExperienceSurvey Form(DAP-OAR-F25,Rev.0)

4. Releasedocument/s andrequest the client toforward thedocuments to CHEDor DFA.Let the client signthe transactionlogbook

None 10 minutes Records Office

4.1 Release ofcertification

7 workingdays

Records Office

Total PhP 350per set

7 workingdays, 40minutes

37

REQUEST FOR CERTIFICATION/SThis process covers the requests to the Office of the Academy Registrar for thefollowing certifications:

1) Certifications of Units Earned2) Certification of Enrolment/Attendance3) Certification of Scholastic Standing4) Certification of Enrolment for Residency5) Certification of General Weighted Average (GW6) Certification of English as a Medium of Instruction7) Certification of Good Moral Character8) Certification of Candidacy for Graduation9) Certificate of Authentication and Verification10) Certification of Completion of Academic Requirements11) Certification of Enrolled Subjects with number of units12) Certification of Remaining Units13) Certification of Training Equivalent14) Certification of No Objection15) Certification of Grades16) Certification of Graduation17) Certification of Transfer of Credential/Honorable Dismissal18) Certification of Course Description19) Non Issuance of Special Order (SO)20) Certification of Exemption from Special Order






1. Student Request Form(DAP-OAR-F11,Rev.0), 1, original


2. Customer Experience Survey Form

(DAP-OAR-F25,Rev.0), ), 1, original



PROCESSINGTIME

PERSONRESPONSIBLE

38


1. Receive dulyaccomplishedStudent RequestForm and checkcompleteness ofdocuments.

None 10 Minutes Records Office


None



Php50/page 10 Minutes DAP Cashier,3rd Flr, DAP

Bldg


3. Present OR toOAR

3. Acknowledgereceipt of therequested documentand advise the clientto pick up thedocument after 2-3working days

10 Minutes Records Office


4. Preparation ofdocument/srequested andrequest the client tosign the transactionlogbook

10 Minutes Records Office

4.1 Release ofcertification

3 workingdays

Records Office

Total PhP 50.00per page


39

REQUEST FOR CERTIFIED TRUE COPYTo provide certified true copy copy for the following student credentials:

● Certified True Copy of TOR/Diploma/Certificate● Certified True Copy of Document on File

Office or Division: Office of the Academy Registrar





1. Student Request Form(DAP-OAR-F11,Rev.0), original, 1,copy


2. Customer Experience Survey Form(DAP-OAR-F25,Rev.0), original, 1copy



PROCESSINGTIME

PERSONRESPONSIBLE







Php50/page 10 Minutes Cashier, 3rd Flr,DAP Bldg


40

3. Present OR toOAR

3. Acknowledgereceipt of therequested documentand advise the clientto wait for 20-30minutes for thedocumentsrequested to bereleased



4. Releasedocument/srequested andrequest the client tosign the transactionlogbook

None 10 minutes Records Officer

Total PhP50.00/page

40 minutes

41

REQUEST FOR CONCEPT PAPERRequest to conceptualize new, innovative, value-adding, creative ideas, concepts,plans, programs and/or interventions from the Academy or any of its business groups

Office or Division: Council of Fellows (COF)Office of the President (OP)


Type of Transaction: G2G - Government to GovernmentG2C - Government to CitizenG2B - Government to Business Entity

Who may avail: 1. Academy’s Internal Centers/Offices2. National Line Agencies3. Non-Government Offices


Original, signed, request letter or formalemail with the following details:

Type of expert/assistance needed✔ Title of activity/ies✔ Duration

Contact Details of Client✔ Name of client✔ Email address✔ Contact/Mobile number✔ Group/center name

Requesting Office


PROCESSINGTIME

PERSONRESPONSIBLE

1. Submit a requestthrough letter oremail to COF

1.1 Take note of theinquiry andprovide basicinformation onthe services andtechnicalassistanceoffered by theCOF

None 15 minutes COFSecretariat

2. Inquire on possibleexploratorymeeting with COF

2.1 Inform theSeniorExecutiveFellow (SEF) of

None 15 minutes COFSecretariat

42

regardingassistance needed

the concern andask permissionto proceed withthe ExploratoryMeeting

3. Confirm scheduleof the ExploratoryMeeting and itsarrangements

3.1 ScheduleExploratoryMeeting

None 2 hours COFSecretariat

3.2 Inform the SEFof the feedbackand neededrequirements

None

3.3 Prepare for theExploratoryMeeting

None

4. Discuss agencyrequirements andother pertinentdetails on theassistance needed

5. Take note of theagencyrequirements andinform agency ofthe programmanagementparticulars

None 2 hours COFSEF/Secretariat

6. Request for theconcept paper orproposal withacceptableadjustment tocontent,methodology andcost ending andschedule nextmeeting forfinalization

5. Take note of therequests andadjustments andprepare conceptpaper/proposalfor submission toclient

None 2 workingdays

COFSEF/Secretariat

6. Review theconcept paper orproposalpresented by theCOF

6. Considerscomments andnegotiate terms, ifpossible

None 3 workingdays

COF

SEF/Secretariat

7. Accept finalagreements

7. Endorse theproject anddocumentation tothe appropriatecenter in the

None 1 workingday

COFSenior

ExecutiveFellow

43

Academy forcontracting andimplementation

END OF TRANSACTIONTotal None 6 working

days, 4hours, 30

mins

44

REQUEST FOR COPY OF STUDENT CREDENTIALSThis charter describes the process for providing a copy or copies of the followingstudent credentials to students of the DAP’s Graduate School of Public andDevelopment Management (GSPDM) and the Public Management DevelopmentProgram (PMDP):

● Transcript of Records for further studies, PRC board exam or for references● Transfer of Credentials/Honorable Dismissal● Copy/Replacement of Diploma

Office or Division: Office of the Academy Registrar







2. Customer Experience Survey Form(DAP-OAR-F25,Rev.0) , 1 , original


3. Affidavit of Loss for ReplacementCopy

Hall of Justice or Notary Public


PROCESSINGTIME

PERSONRESPONSIBLE



None 10 Minutes RecordsOfficer


None RecordsOfficer



Php250 10 Minutes DAP Cashier,3rd Flr, DAP

Bldg

45


None

3. Present OR toOAR

3. Acknowledgereceipt of therequested documentand advise the clientto pick up thedocument after 5working days

None 10 Minutes RecordsOfficer

4.On the date of pickup, acknowledgereceipt of therequested documentand accomplish theCustomer ExperienceSurvey Form(DAP-OAR-F25,Rev.0)

4. Process andRelease document/srequested andrequest the client tosign the transactionlogbook

None 5 workingdays

RecordsOfficer

Total PhP250.00


46

REQUEST FOR CUSTOMIZED TRAINING SERVICESThe Development Academy of the Philippines (DAP) offers to the public training programsthat are customized to suit the needs and requirements of its clients. The trainingprograms could include training needs analysis, training design development, trainingmanagement, and training evaluation. These are implemented by the following technicalexcellence and resource centers: Center for Governance, Center for OrganizationalDevelopment, DAP sa Mindanao Productivity and Development Center, and SustainableHuman Development Program.

Office or Division: Center for Governance, Center for OrganizationalDevelopment, DAP sa Mindanao, Productivity andDevelopment Center, or Sustainable Human DevelopmentProgram.

Classification: Training program of 7 days duration or shorter – ComplexTraining program of longer than 7 days duration – HighlyTechnical

Type of Transaction: G2G-Government to GovernmentG2B-Government to Business Entity

Who may avail: National line agencies, local government units, governmentcorporations, international organizations, funding institutions,the private sector including SMEs and NGOs, and theacademe.


Formal letter of request and terms ofreference (TOR) indicating thefollowing:- Type of training- Training needs to be addressed- Number and profile of targetparticipants- Preferred venue- Proposed schedule- Name of agency, address, contactnumber- Name and position of contact /focalperson

Requesting business entity or governmentinstitution


FEES TOBE PAID

PROCESSINGTIME

PERSONRESPONSIBLE

47

1. Submit letter ofrequest andTOR to theOffice of theSenior VicePresident forPrograms viacourier, fax, oremail.

1. Acknowledgereceipt ofletter.

Review andendorse letterof request andTOR to theDirector/Officer inCharge of theoffice/unitconcerned.

None 2 workingdays

Office of theSenior VicePresident forProgramsStaff

2. Provideadditionalinformationrequested

2. Contact theclient/focalperson andclarify detailsin the letter ofrequest andTOR (anexploratorymeeting maybe scheduledas necessary).

None 1 working day AssignedOffice/UnitStaff

2.1 Draft technicaland financialproposal.

None 12 workingdays

SupervisingFellow/ProjectManager/Technical Staff

2.2 Review andapprove technicaland financialproposal

None 5 workingdays

Director/Officer-in-Charge, ManagingDirector,and/or SeniorVice Presidentfor Programs

3. Acknowledgereceipt ofproposal.

Request forproposalpresentation (ifneeded)

3. Submitproposal toclient

Present proposaland verifyassumptions

None 4 hoursProjectManager/Project Staff

48

3.1 Finalizeproposal (ifnecessary)

None 2 workingdays


4. Issue notice ofacceptance ofproposal

4. Receive noticeletter ofacceptance.

Variesaccordingto topic,class size,duration,and venueof thetraining

1 working day SupervisingFellow/ProjectManager/Technical Staff

Total Variesaccordingto topic,class size,duration,and venueof thetraining

23 days, 4hours

Note:

* Contracting comes right after the approval of the submitted proposal. For projectsamounting to less than PHP 500,000.00, a Letter of Conforme (LOC) shall serve as abinding contract while for projects amounting to PHP 500,000.00 and higher, aMemorandum of Agreement (MOA) shall be prepared. For projects not involvingfinancial obligations, a Memorandum of Understanding (MOU) shall be prepared.


Office of the Senior Vice President for ProgramsMs. Magdalena L. MendozaSenior Vice President for Programs4th Floor A, DAP Bldg., San Miguel Avenue, Ortigas Center, Pasig City PhilippinesTel. Nos. (02) 8631-2157/ 8631-0921 local 150Email Address: [email protected]

Center for GovernanceMs. Imelda C. CaluenManaging Director4th Floor-A, DAP Bldg., San Miguel Avenue, Ortigas Center, Pasig City, Philippines

49

Tel. Nos. (02) 8631-2135 / 8631-0921, local 166Email Address: [email protected]


DAP sa MindanaoMs. Jo-ann Emilene A. De BelenManaging DirectorDoor 2, K7 Strip Building, KM7, Lanang, Davao CityTelephone No.: (082) 232-8082; Fax No.: (082) 224-5685Email Address: [email protected]



50




REQUEST FOR ECOPY OF THE FULL CAPSTONE PROJECTREPORT/ CAPSTONE PAPER MANUSCRIPTIn support of academic research development studies, the PMDP facilitates therequest for full ecopy of the Capstone Project Report and Capstone Papermanuscript. The process adopted is in compliance to DAP’s internal copyrightpolicy as approved by the Academic Council on February 2020 which states:

This paper is an official document of the Development Academy of thePhilippines. Reproduction and distribution of the paper or parts thereof isprohibited except with permission from the copyright owners-the author,Development Academy of the Philippines, and the author’s agency.

The author and publisher make no representation or warranties withrespect to the accuracy, applicability, fitness, or completeness of thecontents of this publication. The information contained in this report isstrictly for educational purposes.

Proper acknowledgement and citation should be accorded to informationobtained from this material

For PMDP, DAP is represented by the Senior Vice President for Programs andthus, has the authority to grant such requests as co-owner of the report.

Office or Division: PMDP PMO

Classification: Under Special Law – Inter Agency Steering Committee

Type of Transaction:

Who may avail: On-going scholars, Alumni, Faculty Members,External Researchers


Note: Only papers classified as not confidential can be accessed.CLIENT STEPS AGENCY ACTIONS FEES TO

BE PAIDPROCES

SINGTIME

PERSON /SRESPONSI

BLE

Register formalrequest at

1. Acknowledgereceipt of request.

None 1 day Jay MartinSherylReyes

51

pmdp.records@dap. edu.ph

or [email protected]

h

2. Check PMDPdatabase for

classification of paper.

None 0.5 day Jay Martin

3. Endorse request tothe Office of theManaging

Director for certificationthat the requestedpaper is notconfidential in nature

None 0.5 day Jay MartinSherylReyes

4. Forward endorsementletter SVP Magdalena L.

Mendoza for approval

None 0.5 day MD NanetteC.Caparros


PROCESSINGTIME

PERSON /SRESPONSI

BLE

5. Review and signendorsement lettersignifying grant ofpermission to accessthe requested paper

None 1 day SVPMagdalena L.Mendoza

Receive a copyof theEndorsementLetteraddressed tothe PMDPAlumni

6. Transmit signedendorsement letter toPMDP alumni asauthor of therequested paper with acopy furnished to therequestor who will dosubsequent follow ups


7. Inform the requestorthat the request has

beenforwarded to the PMDP

alumni and that s/hemay directly followup status of requestto the alumni

0.25 day

52

Total None 4 days

Follow up grantof permissiondirectly formPMDP Alumni asauthor and fromthe Alumni’sagency asco-author

Request alumni tofurnish PMDP a copyof his/her

response for informationand filing

Receive copy ofthe requestedpaperfrom the PMDPAlumni

Receive a copy of thepaper released by thePMDP alumni and fileappropriately.

53

REQUEST FOR ID REPLACEMENTThis describes the process of providing DAP Graduate School students with areplacement Identification Card due to lost ID.








2. Customer Experience Survey Form(DAP-OAR-F25,Rev.0) , 1 , original


3. Affidavit of Loss for Replacement,signed, 1 , original

Hall of Justice or Notary Public


PROCESSINGTIME

PERSONRESPONSIBLE





None



Php250 10 Minutes DAP Cashier,3rd Flr, DAP

Bldg


None

3. Present OR toOAR

3. Acknowledgereceipt of therequested documentand


54

4. Proceed toRegistrar InformationSystem Unit (RIS)

4. Process therequest and print thereplacement ID.

None 10 minutes IT Officer

4.1 Advice the clientto wait for 10-15minutes for therelease of StudentIdentification Card

None

5. Upon receipt of therequestedreplacement ID Card,accomplish theCustomer ExperienceSurvey Form(DAP-OAR-F25,Rev.0)

5. Release thereplacement StudentID and request theclient to sign thetransaction logbook

None 10 minutes IT Officer

Total P250.00 50 minutes

55

REQUEST FOR PAYMENT OF CONSULTANCY SERVICES/HONORARIA(On-line through Document Tracking System (DTS)

All DAP Offices may file the request for payment of consultancy services/honoraria forConsultants, Resource Persons, Facilitators and Non-Plantilla Personnel (NPP) engagedby the Academy for completed and uploaded outputs through On-Line Document TrackingSystem (DTS).

Office or Division: Finance Department (Budget, Accounting &Treasury Division)


Type of Transaction: G2C - Government to CitizenG2B - Government to Business EntityG2G - Government to Government

Who may avail: Resource Persons / ConsultantsOfficers and Staff of the Academy

CHECKLIST OF REQUIREMENTS(Uploaded to On-line DTS and all originalsupporting documents should besubmitted to the Finance Department)

WHERE TO SECURE

1. Approved Letter of Invitation (LOI) Originating Center

2. Accomplished Consultant’s EvaluationForm

DAP Document Management System(DMS)

3. Certificate of Output Submitted andServices Rendered

Originating Center

4. Accomplished DAP Transaction Form Originating Center


PROCESSINGTIME

PERSONRESPONSIBL

E

1. Uploadpaymentrequest withapproved DAPDocumentTransactionForm (DTF)and supporting

1. AssignProcessingControlNumber (PCN)and forward alldocuments tothe Finance-Pre-Audit

None Two (2) minutes AdministrativeDepartment(AD), Front

Desk ServicesStaff

56

documents toDTS.

1.2Evaluateonline thepaymentrequestdocumentsbased on therequirementsand forwardthe same tothe BudgetDivision (BD)

None Thirty (30)minutes for

simpletransactions

FinanceDepartment

(FD) -Accounting

Division (AD),Pre-Audit Staff

1.3Allocatebudget ,issues theBudgetUtilization Slip(BUS) andforwards to theAccountingDivision (AD)

None Fifteen (15)minutes per

regulartransaction

FinanceDepartment

(FD) – BudgetDivision (BD)

Staff

1.4Prepare theDisbursementVoucher (DV)and JournalEntry Voucher(JEV) on-line.

None Fifteen (15)minutes

FinanceDepartment

(FD) –Accounting

Division (AD)Staff

1.5Received theDV/JEVthroughon-line DTS

None Two (2) minutes FinanceDepartment

(FD) –Treasury

Division (TD)Staff

1.6On siteprinting of DV,JEV and TaxCreditCertificates(TCC)


FinanceDepartment

(FD) –Accounting

Division (AD)Staff

57

1.7On siteprinting ofChecks

None Ten (10)minutes

FinanceDepartment

(FD) –Treasury

Division (TD)Staff

1.8Sign DV /JEVand TCC


FinanceDepartment

(FD) andAccounting

Division (AD)– ManagingDirector and

Acting Directorand other

designatedsignatoriesoutside FD

1.9Printing ofChecks andfor signatureWith Signatory#1 andSignatory #2


If per Batch,240 minutes

per signatory. Ifper Piece, 15minutes persignatory.

Designatedsignatories

fromPrograms and

ServicesGroups

1.10 Updaterecords in theDTMS.

Inform ROwhen check isavailable.


On informingRO, there is

MonthlyOutstanding

Checks Reportsent regularly to

CenterHeads/FO

FinanceDepartment

(FD) -Treasury

Division (TD)Staff

58

1.11 Issue checkand/or deposit toLandbankaccounts of thepayee. (If all theoriginalsupportingdocuments aresubmitted to theServices FrontDesk (SFD)).

Note: Release ofcheck is subjectto the submissionof the originalsupportingdocuments to theSFD.

P50.oo ifP10,000

.oobelowand

P100.ooif

P10,000.oo

abovefor

depositsoutsideMetroManila

One HundredTwenty (120)

Minutes or Two(2) hours

FinanceDepartment

(FD) -Treasury

Division (TD)Staff

Total None Forsimple/regulartransactions:

4 hours and 9minutes

59

REQUEST FOR PMDP NON-ACADEMIC RECORDS ANDCERTIFICATIONSThe PMDP facilitates requests for non-academic records of scholars such as Certificate ofAttendance, Certificate of Participation, Certificate of Completion and other certificationswhich the scholars or their agencies and sometimes faculty members may need.

Office or Division: PMDP PMOClassification: Under Special Law – Inter Agency Steering CommitteeType of Transaction: Government to GovernmentWho may avail: On-going scholars, Alumni, Faculty Members


CLIENT STEPS AGENCY ACTIONSFEES TO

BE PAID

PROCESSING

TIME

PERSON /S

RESPONSIBLE

Register [email protected] or [email protected]

1. Acknowledge receipt ofrequest.

None 1 day Jay Martin

2. Check PMDP databasefor information needed tobe included in thecertification


3. Endorse document to theOffice of the ManagingDirector for review/approval

None 0.5 day Jay MartinSheryl Reyes

4. Signing of the requesteddocument

None 0.5 day MD Nanette C.Caparros

Receivenotification on theavailability ofrequesteddocument

5. Inform requestor of theavailability of the signeddocument forpickup/release


Coordinate mannerand date ofclaiming therequesteddocument

6. Release the documentas requested. None

Jay Martin

Total: 3 days

60



REQUEST FOR PROJECT PROPOSALSThe DAP ensures that queries about the DAP’s programs and services are quicklyanswered and addressed according to its standards and service pledges. All queries areinitially acted upon by the Institutional Marketing Center, which also acts as the Academy’sPublic Affairs Desk (PAD), the unit that is in charge of all hotlines, text lines, emergencylines, etc., in compliance with RA 11032 (Ease of Doing Business).

Office or Division: INSTITUTIONAL MARKETING CENTER – PUBLIC AFFAIRS DESK (PAD)


Type of Transaction: G2G – Government to GovernmentG2C – Government to CitizenG2B – Government to Business

Who may avail: ALL


Letter Requesting for Project Proposal Client’s Agency


PROCESSINGTIME

PERSONRESPONSIBLE

1. Submit formal letterrequesting for theproject proposal [email protected]

1. Assess if therequest states allthe needed detailsand information.

None 30 minutes INSTITUTIONALMARKETING

CENTER – PUBLICAFFAIRS DESK

Public Affairs Officer

1.1 Acknowledgereceipt and endorsethe letter thru theClient ContactReport to theappropriatecenter/office.

The Center ActionOfficer is reminded ofthe turnaround timeexpected for them torespond to the client.

1.2 Act on Client’sConcern.




61

Center’s ActionOfficer

1.3 Return the ClientContact Reportand a copy oftransmittalconfirmation orcommunicationbetween the clientand the center (forverificationpurposes) to thePAD

Center’s ActionOfficer

2. PAD receives theClient ContactReport with thetransmittalconfirmation fromthe Center ActionOfficer and recordsthe closure of thetransaction.




2. Accomplish the ClientFeedback Form.

Provide the ClientFeedback Form.


62

FEEDBACK AND COMPLAINTS MECHANISMHow to send feedback a. Accomplish the Client Contact Form at the

Public Affairs Desk for walk-in clientsb. Send feedback thru email at

publicaffairsdesk@ dap.edu.ph or leave amessage via the DAP website athttps://www.dap.edu.ph/contact- us/ or youmay call us at telephone number8-6310921 local 100 or 8-6312171

How feedbacks are processed a. The Public Affairs Officer compilesfeedback via the Client Feedback Formand checks email on daily basis andencodes it in the feedback registry

b. Feedback requiring answers will beendorsed to the appropriate center oroffice.

c. Concerned center/office will sendresponse to the client and furnishes acopy of such to the Public Affairs Desk

d. For follow-ups, clients may contact thePublic Affairs Desk at telephone number8-6310921 local 100 or 8-6312171

How to file a complaint a. Accomplish the Public Affairs DeskComplaint Form at PAD for walk-in clients

b. Complaints can also be filed via thefollowing: [email protected] or leave amessage via the DAP website athttps://www. dap.edu.ph/contact-us/ or callus at telephone number 8-6310921 local100 or 8-6312171

How complaints are processed a. Public Affairs Officer provides complainantwith a copy of his/her complaint indicatingthe date of the receipt of initial feedbackfrom the concerned Action Officer.

b. Public Affairs Officer endorses thecomplaint to the concerned Action Officerwithin 1 working day or 24 hours fromreceipt.

63

http://www.dap.edu.ph/contact-


http://www/

FEEDBACK AND COMPLAINTS MECHANISMc. Action Officer reviews and acts on the

complaint.d. Action Officer informs complainant in

writing the status/final resolution of thecomplaint, copy furnished the PublicAffairs Desk. (Within 5 working days forinternally-filed complaints; 10 workingdays for externally-filed complaints).

e. If the Action Officer cannot act on thecomplaint at his/her level, the case shall beendorsed to the DAP President who willorder the Standing Committee onDiscipline to conduct a formal investigationand submit the report to the DAPPresident.

f. The President renders decision.g. The Committee on Discipline informs the

complainant of the decision.h. Complainant receives a copy of the

resolution.(Source: MC 2010 – 007 Attached)

Contacts Information of CCB, PCC, andARTA

• 8888 – Presidential Complaints Center• 0908 8816565 – CSC Contact Center ng

Bayan• 478-5093 – Anti-Red Tape Authority

64

REQUEST FOR TECHNICAL ASSISTANCE/ CONSULTANCY/RESEARCH SERVICESThe Development Academy of the Philippines (DAP) provides services by way of technicalassistance, management advisory, and policy and action-oriented research in the fields ofproductivity, governance, organizational development, and sustainable humandevelopment. These are implemented by the following technical excellence and resourcecenters: Center for Governance, Center for Organizational Development, DAP saMindanao, Productivity and Development Center, and Sustainable Human DevelopmentProgram. Interested individuals and organizations may avail themselves of these services.

Office or Division: Center for Governance, , Center for OrganizationalDevelopment, DAP sa Mindanao, Productivity andDevelopment Center, , or Sustainable Human DevelopmentProgram.

Classification: Highly Technical

Type of Transaction: Government to GovernmentGovernment to Business Entity

Who may avail: National line agencies, local government units, governmentcorporations, international organizations, funding institutions,the private sector including SMEs and NGOs, and theacademe.


- Official letter of request addressedto the Senior Vice President forPrograms- Terms of Reference (TOR)

Requesting business entity or governmentinstitution


FEES TO BEPAID

PROCESSINGTIME

PERSONRESPONSIBLE

1. Submit letterof requestand TOR tothe Office ofthe SeniorVicePresident forPrograms viacourier, fax,or email.

1. Acknowledgereceipt ofletter.

Review andendorse letterof request andTOR to theDirector/Officer in Charge ofthe office/unitconcerned.

None 2 workingdays

Office of theSenior VicePresident forProgramsStaff

65

2. Provideadditionalinformationrequested.

2. Contactclient/focalperson andclarify detailsin the letter ofrequest.

None 1 working day ImplementingCenter/AssignedTechnical Staff

2.1 Draft technicaland financialproposal.

None 12 workingdays


2.2 Review andapprove oftechnical andfinancial proposal

None 5 workingdays

Director/Officer-in-Charge,ManagingDirector,and/or SeniorVice Presidentfor Programs

3. Acknowledgereceipt ofproposal.

Request forproposalpresentation (ifneeded).

3. Submitproposal toclient

Present proposaland verifyassumptions.

None 2 workingdays

.


3.1 Finalizeproposal (ifnecessary).

None 5 workingdays uponreceipt ofcomments/feedback fromtherequestingagency


4. Issue noticeofacceptanceof proposal.

4. Receive noticeletter ofacceptance.

DAPconsultancyfees aredeterminedbased on thenature,duration,

1 working day SupervisingFellow/ProjectManager/Technical Staff

66

expectedoutputs/deliverables, andspecificconditions ofengagement.

TotalDAPconsultancyfees aredeterminedbased on thenature,duration,expectedoutputs/deliverables, andspecificconditionsofengagement.

28 days

Note:

* Contracting comes right after the approval of the submitted proposal. For projectsamounting to less than PHP 500,000.00, a Letter of Conforme (LOC) shall serve as abinding contract while for projects amounting to PHP 500,000.00 and higher, aMemorandum of Agreement (MOA) shall be prepared. For projects not involvingfinancial obligations, a Memorandum of Understanding (MOU) shall be prepared.


Office of the Senior Vice President for ProgramsMs. Magdalena L. MendozaSenior Vice President for Programs4th Floor A, DAP Bldg., San Miguel Avenue, Ortigas Center, Pasig City PhilippinesTel. Nos. (02) 8631-2157/ 8631-0921 local 150Email Address: [email protected]

Center for GovernanceMs. Imelda C. CaluenManaging Director4th Floor-A, DAP Bldg., San Miguel Avenue, Ortigas Center, Pasig City, PhilippinesTel. Nos. (02) 8631-2135 / 8631-0921, local 166

67

Email Address: [email protected]


DAP sa MindanaoMs. Jo-ann Emilene A. De BelenManaging DirectorDoor 2, K7 Strip Building, KM7, Lanang, Davao CityTelephone No.: (082) 232-8082; Fax No.: (082) 224-5685Email Address: [email protected]



68



REQUEST FOR THE USE OF CONFERENCE CENTER FACILITY - PASIGThe DAP, through the Conference and Office Facilities Services (COFS) in Pasig, providesservices and facilities for non-residential trainings, meetings, conferences and specialevents activities. Its services include provision of learning facilities, food and beverage, andbusiness services unit for both group and individual walk-in customers.

Office or Division: Administrative Department


Type ofTransaction:

G2G - Government to GovernmentG2C - Government to CitizenG2B - Government to Business Entity

Who may avail: Government and private institutions, individual guests and otherinterested parties.


None None


FEES TO BEPAID

PROCESSING TIME PERSON RESPONSIBLE

1. Inquire throughemail:

[email protected] [email protected]

Inquire through calls:

Pasig: (02)8631-2144 or (02)8631- 0921 loc. 115

Visit DAP Pasig:DAP Bldg., SanMiguel Ave., OrtigasCenter 1600 PasigCity

1.Receiveinquiry throughcalls or emailsor personalvisit fromcustomers forrequest forquotation orbooking.

None 30Minutes

Customer RelationsOfficer (CRO)

Conference and OfficeFacilities Services

(COFS)

1.1 Tour thecustomer aroundthe facility forpersonal visits.

None30

minutes Customer RelationsOfficer (CRO)

69





For inquiriesthrough calls oremail, recordrequirement andcontact details ofclient.

Conference and OfficeFacilities Services

(COFS)

1.2 Checkavailability ofconferencefacilitiesinquired.

None 15Minutes


2. Receive andreview copy ofproposal throughemail or in person.

2. Prepare andsend proposal tocustomerthrough email orin person.

None 1 hour Customer RelationsOfficer (CRO)

2.1 Tentativelybook reserveddate.

None 15minutes


3. Confirmreservation throughcall, email orpersonal visit.

3. PrepareReservationSheet/Contract.

None 10minutes


3.1 SendRS/Contract tocustomer forsignature.Change bookingstatus to“confirmed”.

None 10minutes


4. Pay required downpayment fee at thecashier’s office ordeposit cash/chequepayment or onlinebank transfer in theaccount name of:DevelopmentAcademy of thePhilippines,Landbank of thePhilippines, Pasig

4. Issue officialreceipt

At least50% deposit

of thecontracted

price isrequired

uponconfirmationfor externalcustomers.

10minutes


70

Capitol BranchSavings Account No:0671-010-540

Forgovernment

accountssubmission

of Certificateof

Availabilityof Funds

(CAF)

Total 50% of thecontract

price

3 hours

71

REQUEST FOR THE USE OF CONFERENCE CENTER FACILITY -TAGAYTAYThe DAP, through its DAP Conference Center in Tagaytay, provides services and facilitiesfor both residential and non-residential trainings, conferences, and team-building activities.Its services include recreational facilities, lodging, food and beverage, and businessservices unit for both group and individual walk-in clients.

Office or Division: DAP Conference Center Tagaytay – Facilities Marketing andSales Office (FMSO)


Type ofTransaction:

G2G - Government to GovernmentG2C - Government to CitizenG2B - Government to Business Entity

Who may avail: Government and private institutions, individual guests and otherinterested parties


None None

None None


FEES TOBE PAID

PROCESSING TIME

PERSONRESPONSIBLE

1. Inquire throughemail:

[email protected] [email protected]

Inquire through calls:

Tagaytay: (046)483-2643 or (046)483-1291 or4831292 loc. 222and 369

Visit the DAPConference CenterTagaytay: Brgy.

1.Receiveinquiry throughcalls or emailsor personalvisit fromclients forrequest forquotation orbooking.

None 30 Minutes AccountExecutive (AE)

DAPCCTagaytay

Facilities andMarketing SalesOffice (FMSO)

72





Sungay East,Tagaytay City

1.1 Tour theclient around thefacility forpersonal visits.For inquiriesthrough calls oremail, recordrequirement andcontact details ofclient.

None30 minutes DAPCC Tagaytay

- FMSO AE

1.2 Checkavailability ofconferencefacilitiesinquired.

None 15 Minutes DAPCC Tagaytay- FMSO AE and

ReservationOfficer (RO)

2. Receive andreview copy ofproposal throughemail or in person.

2. Prepare andsend proposal toclient throughemail or inperson.

None 1 hour DAPCC Tagaytay- FMSO AE and

RO

2.1 Tentativelybook reserveddate.

None 15 minutesDAPCC Tagaytay

- FMSO RO

3. Confirmreservation throughcall, email orpersonal visit.

3. PrepareReservationSheet/Contract.

None 10 minutes DAPCC Tagaytay- FMSO AE and

RO

3.1 SendRS/Contract toclient forsignature.Change bookingstatus to“confirmed”.

None 10 minutes DAPCC Tagaytay- FMSO AE

4. Pay required downpayment fee at thecashier’s office or

4. Issue officialreceipt

At least50%

deposit of

10 minutes TagaytayCashier

73

deposit cash/chequepayment or onlinebank transfer in theaccount name of:DevelopmentAcademy of thePhilippines,Landbank of thePhilippines, PasigCapitol BranchSavings Account No:0671-010-540

thecontracted

price isrequired

uponconfirmatio

n.

ForGovernment Accountssubmission

ofCertificate

ofAvailabilityof Funds

DAPCC Tagaytay- FMSO AE

Total 50% of thecontract

price

3 hours

74

RESPONSE TO WRITTEN COMMUNICATIONS (emails and snail mail)Internal and external written communications received at the Office of the President and Internaland external emails received through the Official Academy and OPCOS email accounts will bepromptly acknowledged and replied thereto.

Office or Division: Office of the President

Classification: Simple and Complex depending on type of document

Type of Transaction: G2G - Government to GovernmentG2C – Government to Citizens

Who may avail: All Government Agencies, LGUs, GOCCs, other GovernmentInstrumentalities and Private Sectors


A. For external clients:1. Official letters2. Official email

Requesting client from all government agencies,LGUs, GOCCs, other governmentinstrumentalities and private sectors

B. For internal clients1. Memorandum2. Official letter3. Official email

Requesting DAP centers/ units


PROCESSINGTIME

PERSONRESPONSIBLE

For external andinternal clients:

1. Convey writtencommunicationthrough email or snailmail.

1. Receive writtencommunicationand provide

acknowledgement, ifsent via email.

None 3 Minutes Office of thePresident

Technical Staff

1.1 Print writtencommunication

None 5 Minutes


Project Assistant

1.2 Record writtencommunicationin the DataTrackingManagementSystem (DTMS)and forward it

75

for furtherinstruction andendorsement

1.3 Reviewdocuments forendorsement toDAP President

a. If appropriate forthe DAPPresident, it willbe endorsed tothe Presidentand forinstruction/approval.

b. If the writtencommunicationis notappropriate forDAP President,it will beforwarded andendorsed to theappropriatecenter/unit


Head ExecutiveAssistant

(Chief of Staff)

1.4 Approve/Signwrittencommunications

None 2 workingdays

President and CEOof DAP

2.Receive feedback/response from DAPOffice of thePresident

Send approvedwrittencommunication tothe requestorthrough email None

5 Minutes Office of thePresident

Project Officer

(Technical Staff)

Total0

2 workingday, 23minutes

76

INTERNAL SERVICES

77

REQUEST FOR BANQUET SERVICE BY INTERNAL CLIENTSAs part of its mandate, the Conference and Office Facilities Services provides banquetservices (food and beverages) to its internal customers for activities such as meetings,planning and other project related events.

Office or Division: Administrative Department


Type of Transaction: G2G - Government to Government

Who may avail: All centers and offices from the different groups of the Academy.


1. Reservation Slip Food and Beverage Services


PROCESSINGTIME

PERSONRESPONSIBLE

Before and Duringthe Event/Activity

1. Inquire about foodand beverage(banquetrequirements) formeetings

1.1 Receiveinquiriesthrough phoneand/or walk-incustomers

None

30 minutes

Food ServiceSupervisor

Conference andOffice Facilities

Services

1.2 Providecustomers withlist of set menuand/oravailable menu

For same dayrequests,customers aregiven availablechoices fromthe counter;

For advancedreservation (atleast 3 days

None

78

beforeevent/activity),customer maychoose from aset menu;

1.3 Discuss withAdminCoordinatormeal choicesand changesfrom the setmenu

None 30 minutes



Services

2. Reserve thepreferred menu andfill-up reservationslip

2. Receive andreviewcustomer’sfinal menuchoice thenconfirmreservation

None 45 minutes



Services

2.1 Serve the foodat the agreedschedule andvenue None 5 working

days

HeadWaiter/Waiter


Services

Post-Event

3. ReceiveAcknowledgementReceipt (AR)

3. Prepare theAR of thecustomer

None



Services

79

3.1 Issue AR anddistribute it tothe customerfor theirappropriateprojectcharging

None 1 working day



Services

Total None 6 workingdays, 1 hour,45 minutes

80

REQUEST FOR THE USE OF ENGINEERING SERVICES OFFICESPACES BY INTERNAL CUSTOMERSIn support to the Academy’s core business, the Engineering Services provides neededfacilities in terms of office space for its various programs.Office or Division: Administrative Department



Who may avail: All centers and offices from the different groups of the Academy.


1. Memo request Group or Center Head


PROCESSINGTIME

PERSONRESPONSIBLE

1. Inquire fromEngineering Servicesif there is availableoffice space.

1. Receiverequest andcheck foravailability

None

1 day

General ServicesDivision (GSD)

Staff

Office of theDirector, GSD

1.1 Give feedbackto inquiringclient onavailability/non availabilityof office space

None

2. Receive informationon the availabilityand prepares memorequest addressed tothe DAP Presidentfor approval

None

3. Forward approvedmemo to GSD

3. Receiveapprovedmemo andinstructhousekeeping

None 1 dayGeneral ServicesDivision (GSD)

Staff

81

services toprepareavailablespace


3.1 Give feedbackto client thatspace is readyfor occupancy

None 10 minutes

General ServicesDivision (GSD)

Staff


Total None 2 days, 10minutes

82

ISSUANCE OF THE CERTIFICATION OF CONSULTANT/RESOURCEPERSONS OUTPUT CLEARANCE FOR HONORARIA PAYMENTConsultants and Resource Persons are being engaged to render expert services inconjunction with the Academy's internal operating and support systems or withprograms/projects which the Academy undertakes. The Certificate of Clearance forHonoraria Payment is issued when a consultant/resource person has completedengagement and delivered specific outputs as defined with the agreed TOR in the LOIor Contract of Service as one of the requirement to facilitate the request for payment ofhonoraria.

Office or Division: Central Documentation and Records Division (CDRD)



Who may avail: Resource Persons / Consultants, Officers and Staff of the Academy


1. Consultant’s/RP’s Certification of OutputClearance for Honoraria Payment Form,1, completed

Document Management System (DMS)

1. C/RP’s Output (Hard Copy/Soft Copy) Requesting Center/Office/ProjectManager/Project Staff


PROCESSINGTIME

PERSONRESPONSIBLE

1. Prepares andprovides initialattestation for theC/RP Certification ofOutput Clearance forHonoraria PaymentForm and the C/RP’sOutput

Note: The requestingCenter/Office shall submitthe output in the DMS

1. Initiallyreviews thesubmitteddocuments forcompletenessbeforeendorsing toimmediatesuperior forfinalattestation

Note: Incompletesubmissions arereturned to requestingCenter/Office

None 4 hours CDRD Staff

83

1.1 Confirmsoutputsubmission,assigns anoutput code tosuch, updatesthe RPdatabase

1.2 Provides finalattestation forthe submittedclearance andoutput

None CDRD ActingManager

1.3 Uploadssigned CDRDdocumentsinto DMS androuted to thenext processorthru DMS andDTMS-RCAsystem

None CDRD Staff

1.4 Forward thesigneddocuments tothe HRMDDfor furtherprocessing

None CDRD Staff

TOTAL None 4 hours

84

PREPARATION OF DOCUMENTED INFORMATION FEEDBACK FORM(DFF)

The Documented Information Feedback Form (DFF) is the form used to suggest thecreation of or revision to an existing documented information i.e. Quality ManagementSystem-related documented information, the DAP Quality Manual, Procedures andWork Instructions, template/form, etc.




Who may avail: DAP Employees


1. Filled-up/signed DocumentedInformation Feedback Form 1 copy


2. Proposed draft Originator/Process Owner

3. Original form/document for revision only,1 copy

Originator/Process Owner


PROCESSINGTIME

PERSONRESPONSIBLE

1. The Originator(Center/Office/Staff) sendsthe dulyaccomplished DFF

1.1 Receives andreviews thesubmission forcompletenessand returns tothe originatoras needed.

None

2 hours

CDRD Staff

1.2 Forward therequest and itsattachments tothe processowner, forreview andapproval

None CDRD Staff

1.3 Endorses thereviewed DFFandattachments tothe President

None 1 hour CDRD Staff

85

& CEO forfurtheraffirmance.

1.4 Registers theapproveddocumentedinformation,disseminates/email blast to allconcerned viaofficial dapwebmail andupload ontothe DMS


Total None 4 hours

86

PREPARATION, REVIEW, FINALIZATION AND DISSEMINATION OFPOLICY ISSUANCES - MEMORANDUM CIRCULAR (MC), OFFICEORDER (OO), AND SPECIAL ORDER (SO)

This process refers to the standard process of formulation, review, approval, anddissemination of policy issuances. Through this standard process, proposed policies willbe thoroughly reviewed in terms of compliance to existing government rules andregulations and consistency with existing internal policies of the Academy. This processwould also ensure that proposed policy goes through the appropriate vertical andhorizontal channels for completed staff work before finalization, approval anddissemination.




Who may avail: DAP Center/ Office


1. Signed Policy for Review and ApprovalMemorandum, 1 copy (hard copy)


2. Proposed draft policy, 1 copy (soft andhard copy)

Originating Office/Proponent


FEES TOBE PAID

PROCESSINGTIME

PERSONRESPONSIBLE

1. The proponent/originator submitsdraft proposed policyi.e. MemorandumCircular (MC) andOffice Order (OO)with attachedreferences, asneeded

1.1 Reviews thefinal draft ofthe proposedMC /OO

None 4 hours Acting Manager,CDRD-

CDRD staff

1.2 If needed,preparesappropriateform/templateas supportingdocument


87

1.3 Finalizesproposedpolicyissuance,organize instandardformat/template. Providesnumber anddate andadditionalreferences asneeded.


1.4 Endorses tothe ActingManager ofCDRD forfinal review.

None

1.5 Endorses tothe GroupHead of theoriginator/proponent forreview andapproval.

None

1.6 Send to theOffice of thePresident &CEO forsignature andapproval

None

1.7 Disseminates/email blaststhe approvedPolicyIssuance thruDAP webmailand uploadonto theDocumentManagement

None 1 hour CDRD staff

88

System(DMS)

2. The proponent /originator submitsdraft proposedSpecial Order (SO)re: Designation ofOICs, SDO,Creation ofCommittee/TaskForce, etc.

2.1 Reviews thefinal draft ofthe SO andfinalizes usinga standard/template,providesnumber, date.


2.2 Endorses tothe Office ofthe President& CEO forsignature andapproval

None CDRD Staff

2.3 Disseminates/email blaststhe approvedSO thru DAPwebmail andupload ontothe DocumentManagementSystem(DMS)


Total None 10 hours

89

REQUEST FOR RE-ISSUANCE OF TRAINING CERTIFICATES ORISSUANCE OF CERTIFIED TRUE COPY OF TRAINING CERTIFICATE

Training participants may request for reissuance of e-certificate/s or for printed certifiedtrue copy of certificate/s from the Public Affairs Desk (PAD) through a letter of request oremail. The processing fee is One Hundred Pesos (Php100.00) per certificate. The PADshall forward the request and proof of payment to CDRD which shall send the requestedcertificate/s or certified true copies of certificate/s to PAD for release to the requestingparty.

Office or Division: Central Documentation and Records Division



Who may avail: Training participants


1. Letter of request from the requestingparticipant thru Public Affairs Desk

Requesting Participant

2. Official receipt of P100.00 Treasury Office


PROCESSINGTIME

PERSONRESPONSIBLE

1. PAD endorses theletter of request forthe re-issuance oftraining certificate

1. Verifies detailsof trainingcertificaterequested i.e.name, date,implementingcenter, etc.

None 1 hour PAD Staff

1.1 Prepares thecertificationand certificateof requestingparticipant

P100.00 2 hours CDRD Staff

1.2 Signs thecertification forthe certificate

1 hour CDRD ActingManager

90

1.3 Releases thecertificate torequestingparticipant thruPAD

1 hour CDRD Staff

Total P100.00 5 hours

91

REQUEST FOR ISSUANCE OF TRAINING CERTIFICATES/CITATIONS

This process rationalize and integrate the procedures and forms on the preparation,issuance, control and recording of certificates, whether in printed or digital form, fortraining and non-training programs being implemented by the different units of theAcademy including citations to individuals and institutions,




Who may avail: Training participants


1. Memorandum request for issuance ofCertificates/citations

DMS

2. List of participants to awarded withCertificates

Controlled template List of Participants to beawarded of Certificates - DMS

3. List of individuals/institutions to beawarded with Certificate of Appreciation

Controlled template List ofindividuals/institutions to be awarded withCertificate of Appreciation - DMS


PROCESSINGTIME

PERSONRESPONSIBLE

1. Concerned ProjectManager submitsthe Memo and Listof Participants/Individual/ Institutionto be awarded withCertificates/ Citation

Note: The Memo shallspecify whether thecertificate being requested isin printed or digital form orboth.

1.1 Review detailsof submittedtrainingcertificate/citationsrequested i.e.name, date,implementingcenter, etc.


Note: The CDRD shallgenerate the certificatesand/or e-certificates withinformation taken verbatimfrom the submitted List of

1.2 Preparescertificate andsubmits theP/CEOe-signature


92

Participants to be Awardedwith Certificates/Citations

request formand Memoand List ofParticipants/Individual/Institution tobe awardedwithCertificates/Citation to theOffice of thePresident forsignature/approval

1.3 The Office ofthe President/CEO reviewsand approvesthe submitteddocuments

None 8 hours OP HEA/COS

1.4 Releases therequestedcertificates tothe concernedPM/centerand/or to theBusiness Unitfor Printingthrough theDMS

P10.00

(e-cert)

P50.00(printed)

2 hours CDRD Staff

Total P60.00 18 hours

93

ISSUANCE OF ICT CLEARANCE FOR PURCHASE REQUESTThe ICT clearance is a pre-requisite prior to the purchase of IT materials, equipmentand appliances. The ICT clearance should be attached to a Purchase Request.

Office or Division: COSM-MIS


Type of Transaction: G2G – Government to Government

Who may avail: All DAP Offices


1. Purchase Request (detailed itemspecifications)


2. ICT Clearance Form Document Management System (DMS)


PROCESSINGTIME

PERSONRESPONSIBLE

1. Submit PurchaseRequest viaDocumentTracking System(DTS) withcomplete details ofthe item beingrequested

1. Check forcompleteness ofthe submitteddocuments

None 10 mins

COSM-MIS

MIS staff

1.2 Prepares ICTClearanceForm

None 10 mins COSM-MIS

MIS staff1.3 Endorse to

COSM-MISDirector forsignature

None 1 min COSM-MIS

Director

1.4 Approval ofCOSM Director

None 5 mins Director

1.5 ForwardServices FrontDesk (SFD)the PR withICT clearancefor processing

None 3 mins

COSM-MIS

MIS staff


94

ISSUANCE OF ICT DIAGNOSIS REPORTThe ICT Diagnosis report is a document issued by MIS to report the defects found uponinspection of IT material or equipment.






1. Request through ticket via ITSupport Ticketing System

IT Support Ticketing System (ISTS)

ticketing.dap-systems.net

2. ICT Diagnosis Form Document Management System (DMS)


PROCESSINGTIME

PERSONRESPONSIBLE

1. Create a ticket viaIT SupportTicketing Systemto report ITproblemencountered

1. Acknowledgereceipt of theticket bychanging thestatus fromOpen toon-going

None 1 minute COSM-MIS

MIS staff

1.1 Check thereportedtechnicalproblem

None 20 minutes COSM-MIS

MIS staff

1.2 Preparediagnosisreport


MIS staff

1.3 Endorse toCOSM Directorfor signature


Director

1.4 Approval ofCOSM Director

None 5 minutes Director

1.4 Forward toRequestingCenter the ICT


95

DiagnosisReport

MIS staff


96

MANAGEMENT OF DAP EMAIL ACCOUNTThe service aims to document the request for creation of DAP email account for newlyhired employees and the deactivation of email accounts of employees who have beenseparated from the service of the Academy.

Office or Division: COSM-MISClassification: SimpleType of Transaction: G2G – Government to GovernmentWho may avail: HRMD Staff, Program Centers

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. For new hires: Detailed information (Full

Name, HRIS Number, Designation,Office/Center) , 1 copy, original

HRMD

2. For separatees: Clearance Form, 1copy, original

HRMD

3. For external clients: Email registrationForm

E-mail registration form (http://bit.ly/dap-email)


PROCESSINGTIME

PERSONRESPONSIBLE

CREATION OF EMAIL1. Forward request

for creation ofDAP emailaccount

1. Sent reply emailto acknowledgereceipt ofrequest


MIS staff

1.1 Create emailaccount


MIS staff1.2 Endorse email

credentials toHR thru email


MIS staffTotal 0 5 minutesSUSPENSION OF EMAIL1. Submit Clearance

form toCOSM-MIS

1. Receive formfrom therequestingparty.


InformationSystem Analyst

1.1 Suspend emailand clearedemployee in theform



97

1.2 Endorse toCOSM Directorfor approvalandendorsement toHR



Total 0 16 minutes

CREATION OF EMAIL FOR EXTERNAL CLIENTS/PARTICIPANTSSubmit Email RequestForm and list ofparticipants toCOSM-MIS

Sent reply email toacknowledgereceipt of request


MIS staff

1.1 Endorse therequest toCOSMDirector forApproval


MIS staff

1.2 Approval ofCOSMDirector

None 5 minutes

1.2 Create emailaccount (note:processingtime isdependent onvolume ofusers)


MIS staff

1.3 Endorse emailcredentials torequestingclient thruemail


MIS staff


98

TECHNICAL SUPPORT ASSISTANCE OF SIMPLE ICT REQUESTSThe IT Support Ticketing System (ISTS) is established to improve service delivery of ITsupport services to its clients. The application provides a standard and streamlinedmechanism that will document the entire process of IT requests from the time therequest is made up to the resolution of the problem and the provision of client feedback.


Classification: Simple /




1. Request through ticket via IT SupportTicketing System

IT Support Ticketing System (ISTS)ticketing.dap-systems.net


PROCESSINGTIME

PERSONRESPONSIBLE

1. Create a ticket viaIT SupportTicketing Systemto report ITproblemencountered


None 30 seconds COSM-MIS

MIS staff

1.1 Check/assessthe reportedtechnicalproblem


MIS staff

1.2 Resolve thereportedproblem


MIS staff1.3 Close the ticket None 30 seconds COSM-MIS

MIS staff2. Rate service 2. Receive and log

ratingNone COSM-MIS

MIS staffTotal None 26 minutes

99

TECHNICAL SUPPORT ASSISTANCE OF COMPLEX ICT REQUESTSThe IT Support Ticketing System (ISTS) is established to improve service delivery of ITsupport services to its clients. The application provides a standard and streamlinedmechanism that will document the entire process of IT requests from the time therequest is made up to the resolution of the problem and the provision of client feedback.


Classification: Simple /




1. Request through ticket via IT SupportTicketing System

IT Support Ticketing System (ISTS)ticketing.dap-systems.net


PROCESSINGTIME

PERSONRESPONSIBLE

1. Create a ticketvia IT SupportTicketing Systemto report ITproblemencountered


None 30 secs COSM-MIS

MIS staff

1.1 Check/assessthe reportedtechnicalproblem


MIS staff

1.2 Troubleshoot thereportedproblem

None3 days

COSM-MIS

MIS staff

1.3 Close the ticket None 30 secs COSM-MIS

MIS staff

2. Rate service 2. Receives andlogs rating

None COSM-MIS

MIS staff


100

VIDEO CONFERENCE ASSISTANCEThe service aims to provide technical assistance when it comes to video conferencingsetup for international training.

Office or Division: COSM-MISClassification: SIMPLEType of Transaction: G2G – Government to GovernmentWho may avail: All DAP personnel

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. 1 original, signed memo of Center Head

addressed to Director of COSMrequesting for the service from the enduser

Requesting Center/Office

2. 1 copy of training date and venue Requesting Center/Office


PROCESSINGTIME

PERSONRESPONSIBLE

1. Forward thesigned memorequesting forVideoconassistance to theOffice of theDirector of COSM

1. Acknowledgereceipt of memo

None 1 minute COSM

AdminCoordinator

1.1 Endorse therequest to MIS

None 1 minute COSM-AdminCoordinator

1.2 Coordinate withthe requestingparty for testingof equipmentand connectivity(note: wait timeis dependent onrequestingparty)



2. Requestingparty informsMIS aboutavailable

2. Test Videoconequipment andinternetconnectivity

None 1 hour (withinDAP)

COSM-MIS


101

schedule fortesting

1 day beforeevent (forexternalvenues)

Total None

1 hour, 17minutes (if

venue is withinDAP)

1 working day,17 minutes (if

venue isexternal)

102

UPLOADING OF BIDS AND AWARDS NOTICES TO THE DAP WEBSITEThis service is to post bids and awards/request for quotation on the website to informpossible supplier for the Academy’s purchasing requirement/bidding:




Who may avail: BACSec & Procurement


1. Information to be posted BACSec & Procurement

2. File/s to be attached on the post(biddingdocuments)

BACSec

3. File/s to be attached on thepost(request for quotation)

Procurement


PROCESSINGTIME

PERSONRESPONSIBLE

1. Send an emailrequest withattacheddocument toCOSM-MIS

1. Acknowledgereceipt of email


MIS staff

1.1 Post invitationto bid/ requestfor quotation inthe website


MIS staff

1.2 Notify therequestingCenter / Officethat theinformation isalready postedon the website

None 3 minute

COSM-MIS

MIS staff


103

UPLOADING OF TRAINING/COURSE INVITATIONS TO THE DAPWEBSITEThe training invitations posted in the Academy website aids the Centers in promotingthe latest available course offerings of the Academy.


Classification: SIMPLE

Type of Transaction: G2G

Who may avail: All DAP personnel


1. Approved Memo from the RequestingCenter, 1, original, signed

Requesting Center

2. Specific official files to be uploaded(jpeg or pdf format)

Requesting Center


PROCESSINGTIME

PERSONRESPONSIBLE

1. IMC to submit viaemail theapprovedmaterialsfor posting in theAcademy website

1. Acknowledgereceipt of email


MIS staff

1.1 COSM-MIS willupload theinformation ontothe website


MIS staff

1.2 Notify therequestingCenter viaemail that theinformation isalready postedon the website


MIS staff


104

CREATION OF PROJECT MANAGEMENT INFORMATION SYSTEM(PMIS) ACCOUNTThe PMIS is a tool used by the project managers to facilitate the preparation of variousproject documents. Project managers with Permanent and Co-Terminous employmentstatus holding positions of APO 1 and above were given automatic access whileNon-regular staff were given probationary access after authorization from Center Headto the PMIS.

Office or Division: Corporate Operations and Strategy Management Office (COSM)


Type of Transaction: G2G-Government to Government

Who may avail: Non-Plantilla Personnel (NPP) staff with APO 1 and above position;Plantilla personnel with APO 1 appointment and above


1. Memo: Authorizing Access of PMIS, 1original, signed

Director of Requesting Center


PROCESSINGTIME

PERSONRESPONSIBLE

1. Request to createPMIS account:a. For NPP:

Submit memoto COSMauthorizingaccess ofNPP staff

b. For PlantillaPersonnel:Send emailrequest toCOSM

1. Check if thepersonnel isqualified to gainaccess

None 35 minutes COSM staff

1.1Create anaccount in thesystem forqualifiedrequestor


1.2 Send email toproject managerregarding


105

his/her systemcredentials.


106

ISSUANCE OF PROJECT SPECIAL ORDERThe project Special Order is the document that defines the composition of project teammembers and their roles and functions in the implementation of the project. It alsoprovides information on the project duration, cost and the client being assisted. Theproject special order serves as an evidence of the legitimacy of the project contractedas well as reference for succeeding project activities.




Who may avail: Project Managers (PM), Project Team members


1. Document Tracking Sheet,1, original Document Management System

2. Memo: Designation of Project Team andsubmission of PIP,1, original, signed

Document Management System

3. Draft Special Order,1, original, signed Project Management Information System

4. Project Profile,1, copy, Project Management Information System

5. Project Logframe,1, copy, Project Management Information System

6. Project Implementation Plan,1, original,signed

Project Management Information System

7. Project Evaluation Sheet signed,1,original, signed

Project Management InformationSystemFinance Office


PROCESSINGTIME

PERSONRESPONSIBLE

1. Submit allrequired projectdocuments toCOSM viaDocument

1. Check forcompleteness ofthe submitteddocuments

None 1 hour

530 minutes

COSM staff

107

Tracking System(DTS)

2. PM to endorseonline (throughPMIS) all requiredproject documents

2. Check if projectis properlyendorsed


3. Project’sSupervisingFellow to endorseproject to Financefor project coding

3. Monitor if projectis properlyendorsed


3.1 Coordinate withFinance in theissuance ofproject code

Printing of Final SO

None 30 minutes

1 hour

COSM staff

3.2 Endorsement ofFinal SO to OPfor approval


3.3 Endorsement ofFinal SO to VPCCC for hissignature andendorsement toOP


3.4 Upon receipt ofsigned SO,scan finalforwardapproved SOand send to PMvia emailDTS

None 30 minutes515 minutes

COSM staff

108

3.5 Send copy toDocumentTrackingManagementSystem (DTMS)

None

Total None50 minutes, 2

hours, 45minutes 2

hours

109

ISSUANCE OF REVISED PROJECT SPECIAL ORDERThe project Special Order is the document that defines the composition of project teammembers and their roles and functions in the implementation of the project. It serves asevidence of the legitimacy of the project contracted as well as reference for succeedingproject activities. When the project details are revised for some reason that are agreedwith the client, such as change in duration, or cost, or if there are changes in the projectteam, the project SO is likewise revised to reflect these changes.




Who may avail: Project Managers, Project Team members


1. Document Tracking Sheet Document Management System

2. Memo: Designation of Project Team andsubmission of Project ImplementationPlan (PIP), 1, original, signed

Document Management System

3. Draft Special Order (SO) ), 1, original,signed

Project Manager

4. Letter of extension duly signed by bothparties), 1, photocopy, signed

Project Manager

5. Amended MOA (if applicable), 1,photocopy, signed

Project Manager , Finance Officer


PROCESSINGTIME

PERSONRESPONSIBLE

1. Submit to COSMvia DocumentTracking System(DTS) allrequired projectdocuments

1. Check forcompletenessof thesubmitteddocuments

None 1030 mins COSM staff

110

1.1 Acknowledgereceipt in thelog book

None

1.2 Revise SOonline in ProjectManagementInformationSystem (PMIS)

None

2. Finalization ofrevised Specialorder

2. Printing of FinalSO

None 1030 mins COSM staff

2.1 Endorsement ofFinal SO toCenter

3. Prepare revisedPIP and PES forendorsement toProgram Directorand Center Head

3. Check if PIP isrevised

None 3 hours

5 mins

COSM staff

4. Print revised PIPProject EvaluationSheet (PES), andendorse finalproject documentsto VP CCC forPresident’ssignature

4. Scan final SOand send to PMvia email


4.1 Send copy toDMS

None COSM staff

Total None 4 hours, 1030minutes

111

REQUEST FOR CORPORATE-LEVEL DOCUMENTS (DOCUMENTSREQUIRING SIGNATURE OF COMPLIANCE OFFICER AND DAPPRESIDENT)The Corporate Operations and Strategy Management (COSM) is the steward of allcompliance and management-level documentation for the DAP. Requests forcorporate-level documents may be made from COSM for the purpose of complying withthe said executive information related to the Academy-level scorecard, GCGcorrespondence for DAP, GCG memorandums for all GOCCs, Memorandum Circularspertinent to DAP’s oversight agency compliance, results of the annual CustomerSatisfaction Survey and official documentation of Management Committee meetings.

Office or Division: Corporate Operations and Strategy Management (COSM)



Who may avail: DAP Groups, Centers, Offices/UnitsDAP Management Committee members


1. An approved memorandum or a formalbusiness email to request for corporatelevel documents, 1 original or photocopy,signed

DAP Group Head or Center Head Office


PROCESSINGTIME

PERSONRESPONSIBLE

1. Crafts a memorequest and sendthrough thefollowing options:

● physicalrouting;

● business email;or

● DocumentTracking System(DTS)

1. Acknowledgesthe receipt ofmemo request forcorporate-leveldocumentsthrough:

● physicaldocument/s;

● businessemail; or

● DocumentTrackingSystem (DTS)

None 1 hour COSM

Technical Staff

112

1.1Endorses therequest forcorporate-leveldocuments to theCOSM Director

None 10 minutesCOSM

Technical Staff

1.2COSM Directorreviews andapproves therequest toprovide thedocuments

None 4 hours COSM Director

1.3 Endorses therequest forcorporate-leveldocuments to theComplianceOfficer

None 10 minutes

COSM Director

1.4The ComplianceOfficer reviewsand providesattestation for therequest

None 1 day DAP ComplianceOfficer

1.5The ComplianceOfficer endorsesthe request to theDAP Presidentfor review andapproval

None DAP ComplianceOfficer

1.6Review, approvaland signing ofrequest by theDAP President

None 2 days DAP President

113

1.7Receives thefully-approvedrequest andprovides anupdate to theclient

None 1 hour COSM

Technical Staff

2. Receives therequestedtechnicaldocumentation

2. Documents thesuccessfulfulfillment of therequest throughthe trackingsheet, businessemail or theDocumentTracking System(DTS)

None 10 minutes COSM

Technical Staff

2.1 Informs theCOSM Director ofrequest fulfillment

None COSM

Technical Staff

Total None 3 days, 6hours and 20

minutes

114

REQUEST FOR CORPORATE-LEVEL DOCUMENTS (INTERNAL USE)The Corporate Operations and Strategy Management (COSM) is the steward of allcompliance and management-level documentation for the DAP. Groups/Centers/Officesrequest from COSM the said executive information related to the Academy-levelscorecard, GCG correspondence for DAP, GCG memorandums for all GOCCs,Memorandum Circulars pertinent to DAP’s oversight agency compliance, results of theannual Customer Satisfaction Survey and official documentation of ManagementCommittee meetings.

Office or Division: Corporate Operations and Strategy Management (COSM)



Who may avail: DAP Groups, Centers, Offices/UnitsDAP Management Committee members


1. An approved memorandum or a formalbusiness email to request for corporatelevel documents, 1 original or photocopy,signed

DAP Group Head or Center Head Office


PROCESSINGTIME

PERSONRESPONSIBLE

1. Crafts a memorequest and sendthrough thefollowing options:

● physicalrouting;

● business email;or

● DocumentTracking System(DTS)

1. Acknowledgesthe receipt ofmemo request forcorporate-leveldocumentsthrough:

● physicaldocument/s;

● businessemail; or

● DocumentTrackingSystem (DTS)

None 1 hour COSM

Technical Staff

115

1.1Endorses therequest forcorporate-leveldocuments to theCOSM Director


Technical Staff

1.2COSM Directorreviews andapproves therequest toprovide thedocuments

None 4 hours COSM Director

1.3 Endorses therequest forcorporate-leveldocuments to theComplianceOfficer

None 10 minutes COSM Director

1.4The ComplianceOfficer reviewsand providesattestation for therequest

None 1 day DAP ComplianceOfficer

1.5Receives thefully-approvedrequest andprovides anupdate to theclient

None 1 hour COSM

Technical Staff

116

2. Receives therequestedtechnicaldocumentation

2. Documents thesuccessfulfulfillment of therequest throughthe trackingsheet, businessemail or theDocumentTracking System(DTS)


Technical Staff

2.1 Informs theCOSM Directorof requestfulfillment

None COSM

Technical Staff

Total None 1 day, 6 hoursand 20

minutes

117

REQUEST FOR TECHNICAL EXPERTThis pertains to requests for Technical Expert Services (e.g., Panelist, Faculty Adviser,Resource Person, Subject Matter Expert, etc.) for DAP projects.

Office or Division: Council of Fellows (COF)Office of the President (OP)

Classification: SimpleType of Transaction: G2G-Government to GovernmentWho may avail: Academy’s Internal Centers/Offices

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1 Original, Signed, Request letter or formalemail. Requesting Office

2. Fully-accomplished COF TechnicalAssistance/Engagement Request Form COF- Secretariat


PROCESSINGTIME

PERSONRESPONSIBLE

1. Fill up and submitthe request formor make a call,text or email toCOF

1.1 Receive therequest formand endorsesuch to the SEF

None 5 minutes SecretariatCOF

1.2 Inform theclient/requesting party toexpect thefeedbackthrough call,text or email


1.3 Review therequest, identifythe propertechnicalexpert, andcoordinate/discuss with thetechnical expertthe neededservices.

None 2 hours SEF

118

1.4 Approve andendorse therequest to theassignedtechnical staff.

None 15 minutes SEF

2. Receive theapproved requestform.

2.1 Relay to therequestingparty/client thefinal decisionthrough text, callor email


END OF TRANSACTION

Total None 2 hours, 40minutes

119

REQUEST FOR BILLING AND COLLECTION(On-line through Document Tracking System (DTS))

When an output for a certain project of the Academy is completed, a request for a BillingStatement (BS) is forwarded to the Finance Department-Accounting Division.

The BS is the basis for recording the Accounts Receivable (AR) in the books ofaccounts.

Collections of ARs are supported by BS.

Office or Division: Finance Department (Accounting & TreasuryDivisions)

Classification: SimpleType of Transaction: G2C - Government to Citizen

G2B - Government to Business EntityG2G - Government to Government

Who may avail: All Centers of the AcademyCHECKLIST OF REQUIREMENTS(Uploaded to On-line DTS and alloriginal supporting documents shouldbe submitted to the FinanceDepartment)

WHERE TO SECURE

1. Accomplished Billing Request Form Originating Center2. Approved Memorandum of

Agreement (MOA)Originating Center

3. Approved Letter of Conforme Originating Center4. Certificate of Acceptance of Project

DeliverableOriginating Center


FEES TOBE PAID

PROCESSING TIME

PERSONRESPONSIBLE

1. Upload BillingRequest (BR) withsupportingdocuments to theDTS.

1. AssignProcessingControl Number(PCN) andforward alldocuments tothe Finance–AccountingDivision

None Two (2)minutes

AdministrativeDepartment,

Front Desk Staff

120

1.1 Validates theon-line requestand preparesthe BillingStatement (BS).Printing ofBillingStatement (BS)is on site.


FinanceDepartment

(FD)-AccountingDivision (AD)

1.2 Updatesrecords in theFinancialManagementInformationSystem (FMIS)and issues theBS to the TD


FinanceDepartment


2. The external clientaccepts the BillingRequest fromDAP throughemail.

1.3 Sends ScannedBillingStatement (BS)and supportingdocuments tothe clientthrough email.

.

None Sixty (60)minutes

FinanceDepartment

(FD)-TreasuryDivision (TD)

Staff

2.1 Delivers theoriginal BS tothe client

None Four HundredEighty (480)minutes due

to travelconstraint

FinanceDepartment


Staff

3. Treasury Divisionfollows up theclient for payment

3. Follows-up dateof paymentfrom client


FinanceDepartment


Staff

4. The Externalclient delivers thecheck to DAP

4. Collects andissues OfficialReceipt


FinanceDepartment (FD)

-TreasuryDivision (TD)

Staff

121

5. Treasury Divisionto pick up thecheck payment ofclient


None Two HundredForty (240)

minutes dueto travel

constraints



Staff

6. Treasury feedbackthe ProjectManager as to thestatus of collection

6. Updates theconcerned DAPoffice on statusof collection




Staff

Total None 14 hours and2 minutes

122

REQUEST FOR BILLING AND COLLECTION(On site through Document Tracking and Monitoring System (DTMS))

When an output for a certain project of the Academy is completed, a request for a BillingStatement (BS) is forwarded to the Finance Department-Accounting Division.

The BS is the basis for recording the Accounts Receivable (AR) in the books ofaccounts.

Collections of ARs are supported by BS.

Office or Division: Finance Department (Accounting & TreasuryDivisions)

Classification: SimpleType of Transaction: G2C - Government to Citizen


Who may avail: All Centers of the AcademyCHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Accomplished Billing Request Form,1

Originating Center

2. Approved Memorandum ofAgreement (MOA), 1, original

Originating Center

3. Approved Letter of Conforme, 1,original

Originating Center

4. Certificate of Acceptance of ProjectDeliverable, 1, copy

Originating Center


PROCESSING TIME

PERSONRESPONSIBLE

1. Prepares andsubmits BillingRequest (BR) withsupportingdocuments to theServices

1. Records,assigns aProcessingControl Number(PCN) andforwards BRand supportingdocuments tothe AD

None Two (2)minutes

AdministrativeDepartment,

Front Desk Staff

1.1 Validatesrequest andprepares the


FinanceDepartment

123

BillingStatement (BS)


1.2 Updatesrecords in theFinancialManagementInformationSystem (FMIS)and issues theBS to the TD


FinanceDepartment


2. The TreasuryDivision deliversthe BillingRequest to theclient

2. Sends/ DeliversBillingStatement (BS)to the client

None Four HundredEighty (480)

minutes

FinanceDepartment


Staff

3. Treasury Divisionfollows up theclient for payment

3. Follows-up dateof paymentfrom client


FinanceDepartment


Staff

4. The Externalclient delivers thecheck to DAP





Staff

5. Treasury Divisionto pick up thecheck payment ofclient


None Two HundredForty (240)

minutes dueto travel

constraints



Staff

6. Treasuryfeedback theProjectManager asto the statusof collection

6. Updates theconcerned DAPoffice on statusof collection




Staff

Total None 13 hours and2 minutes

124

REQUEST FOR CASH ADVANCE FOR LOCAL AND FOREIGN TRAVEL(On-line through Document Tracking System (DTS))

All regular employees, Non-Plantilla Personnel (NPP), and external resource persons,with no outstanding Cash Advances (CAs), may request for CAs on authorized localand foreign travels.

All CAs shall be subject to liquidation.

Office or Division: Finance Department (Budget, Accounting &Treasury Divisions)

Classification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: A. LOCAL TRAVEL

✔ Permanent and Co-TerminousOfficers/ Staff

✔ Non-Plantilla Personnel (NPP)and External Resource Personsof the Academy

B. FOREIGN TRAVEL✔ Permanent and Co-Terminous

Officers/ Staff✔ Non-Plantilla Personnel (NPP) of

the AcademyCHECKLIST OF REQUIREMENTS(Uploaded to On-line DTS and alloriginal supporting documents shouldbe submitted to the FinanceDepartment)

WHERE TO SECURE

A. Local Travel1. Approved Service Agreement (SA)

for NPP and LOI for ExternalResource Persons of the Academy,1,

Originating Center

2. Accomplished DAP Transaction Slip(DTF), 1

Originating Center

3. Approved Itinerary of Travel, 1, Originating Center4. Approved Travel Order, 1, Originating CenterB. Foreign Travel1. Accomplished DAP Transaction Slip

(DTF)Originating Center

125

2. Approved Itinerary of Travel Originating Center3. Approved Travel Order Originating Center4. Malacañang approval, if Agency

Head will travelMalacañang

5. DAP Management Authorization Office of the President of the Academy6. Letter of Invitation Host/ sponsoring country/ organization7. Letter of Acceptance Originating Center


FEES TOBE PAID

PROCESSING TIME

PERSONRESPONSIBLE

1. Upload paymentrequest withapproved DAPDocumentTransaction Form(DTF) andsupportingdocuments toDTS.

1.1 AssignProcessingControl Number(PCN) andforward alldocuments tothe Finance-Pre-Audit

None Two (2)minutes

AdministrativeDepartment(AD), Front

Desk ServicesStaff

1.2 Evaluate onlinethe paymentrequestdocumentsbased on therequirementsand forward thesame to theBudget Division(BD)


simpletransactions

FinanceDepartment

(FD) -Accounting


1.3 Allocate budget, issues theBudgetUtilization Slip(BUS) andforwards to theAccountingDivision (AD)


regulartransaction

FinanceDepartment


Staff

1.4 Prepare theDisbursementVoucher (DV)and JournalEntry Voucher(JEV) on-line.


FinanceDepartment

(FD) –Accounting

Division (AD)Staff

126

1.5 Received theDV/JEVthrough on-lineDTS

None Two (2)minutes

FinanceDepartment

(FD) – TreasuryDivision (TD)

Staff

1.6 On site printingof DV, JEV andTax CreditCertificates(TCC)


FinanceDepartment

(FD) –Accounting

Division (AD)Staff

1.7 On site printingof Checks


FinanceDepartment


Staff

1.8 Sign DV /JEVand TCC


FinanceDepartment

(FD) andAccounting

Division (AD) –Managing

Director andActing Director

and otherdesignatedsignatoriesoutside FD

1.9 Printing ofChecks and forsignature withSignatory #1and Signatory#2


If per Batch,240 minutesper signatory.If per Piece,15 minutes

per signatory.

Designatedsignatories fromPrograms and

Services Groups

1.10 Updaterecords in theDTMS. InformRO when checkis available.



FinanceDepartment

(FD) - TreasuryDivision (TD)

Staff

127

MonthlyOutstanding

ChecksReport sentregularly to

CenterHeads/FO

1.11 Issue checkand/or depositto Landbankaccounts of thepayee. (If allthe originalsupportingdocuments aresubmitted tothe ServicesFront Desk(SFD)).

Note: Release ofcheck is subjectto thesubmission ofthe originalsupportingdocuments tothe SFD.

P50.00 ifP10,000.0

0 belowand

P100.00 ifP10,000.00 above

fordepositsoutsideMetroManila


Minutes orTwo (2) hours

FinanceDepartment


Staff

Total None For simple/regular

transactions:4 hours and9 minutes

128

REQUEST FOR CASH ADVANCE WITH A SPECIFIC PURPOSE(On-line through Document Tracking System (DTS))

A Cash Advance (CA) is granted for emergency purposes only.

A regular employee and a duly designated Disbursing Officer (DO), with no outstandingCash Advance (CA), may request for a CA with a specific and authorized purpose.

Likewise, the DO requesting for a specific CA amounting to P 5,000 and above shall bebonded.

All CAs shall be subject to liquidation.

Office or Division: Finance Department (Budget, Accounting &Treasury Division)

Classification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: Officers and Staff of the Academy

● Bonded Permanent and Co-TerminousOfficers/ Staff for P5,000.00 andabove, with no outstanding CAs;

● Unbonded Permanent andCo-Terminous Officers/ Staff foramounts below P5,000.00, with nooutstanding CAs

CHECKLIST OF REQUIREMENTS(Uploaded to On-line DTS and all originalsupporting documents should besubmitted to the Finance Department)

WHERE TO SECURE

1. Accomplished Specific CashAdvance Form

Originating Center

2. Accomplished DAP Transaction Slip(DTF)

Originating Center


PROCESSING TIME

PERSONRESPONSIBLE

1. Upload paymentrequest withapproved DAPDocumentTransaction Form(DTF) and

1. AssignProcessingControl Number(PCN) andforward alldocuments to

None Two (2)minutes

AdministrativeDepartment(AD), Front

Desk ServicesStaff

129

supportingdocuments toDTS.

the Finance-Pre-Audit

1.2 Evaluate onlinethe paymentrequestdocumentsbased on therequirementsand forward thesame to theBudget Division(BD)


simpletransactions

FinanceDepartment

(FD) -Accounting


1.3 Allocate budget, issues theBudgetUtilization Slip(BUS) andforwards to theAccountingDivision (AD)


regulartransaction

FinanceDepartment


Staff

1.4 Prepare theDisbursementVoucher (DV)and JournalEntry Voucher(JEV) on-line.


FinanceDepartment

(FD) –Accounting

Division (AD)Staff

1.5 Received theDV/JEV throughon-line DTS

None Two (2)minutes

FinanceDepartment


Staff

1.6 On site printingof DV, JEV andTax CreditCertificates(TCC)


FinanceDepartment

(FD) –Accounting

Division (AD)Staff

1.7 On site printingof Checks


FinanceDepartment

(FD) – Treasury

130

Division (TD)Staff

1.8 Sign DV /JEVand TCC


FinanceDepartment

(FD) andAccounting

Division (AD) –Managing

Director andActing Director

and otherdesignatedsignatoriesoutside FD

1.9 Printing ofChecks and forsignature withSignatory #1and Signatory#2


If per Batch,240 minutesper signatory.If per Piece,15 minutes

per signatory.

Designatedsignatories fromPrograms and

ServicesGroups

1.10 Updaterecords in theDTMS.

Inform RO whencheck is available.



MonthlyOutstanding

ChecksReport sentregularly to

CenterHeads/FO

FinanceDepartment


Staff

1.11 Issue checkand/or depositto Landbankaccounts of thepayee. (If all theoriginalsupportingdocuments aresubmitted to the

P50.00 ifP10,000.0

0 belowand

P100.00 ifP10,000.00 above

fordepositsoutside


Minutes orTwo (2) hours

FinanceDepartment


Staff

131

Services FrontDesk (SFD)).

Note: Release ofcheck is subjectto thesubmission ofthe originalsupportingdocuments tothe SFD.

MetroManila

Total None Forsimple/regul

artransactions:4 hours and9 minutes

132

ENGINEERING SERVICES

This process refers to the administration, management, operation and maintenance ofbuilding-engineered systems, to include but not limited to structural system, air-conditioningsystem, water distribution system, sanitary & plumbing system, fire alarm system, PABX ortelephone system, elevator system, lighting, power & electrical system, generator system,etc.

Office or Division: General Services DivisionClassification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: Center/Department/Office/Unit Designated Coordinators

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Request Slip for minor engineering

repairs; or Phone Call, Text or EmailRequest

GSD-OD / Engineering Office, Basement


PROCESSING TIME

PERSONRESPONSIBLE

1. Submit a requestthrough call, textor email toGSD-Engineering

1. Receive and logthe request andassignengineeringpersonnel to dorepair works

None Equal to orless thanthree (3)

hours fromthe time of

requestsubmission

BuildingEngineer orDesignatedEngineeringPersonnel

133

MOTOR VEHICLE POOL (MV POOL) SERVICES

This process describes the administration, management and operation of all motorvehicles of the Academy. Motor Vehicle Services, under the General Services Division(GSD) provides land transportation service for DAP in Pasig City, DAP ConferenceCenter in Tagaytay City and DAP sa Mindanao (Davao-based) operations.

Office orDivision:

General Services Division

Classification: SimpleType ofTransaction:

G2G - Government to Government

Who may avail: Center/Department/Office/Unit Designated CoordinatorsCHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Reservation Slip*, 1, signed byrequesting party or by theCenter/Office Head

GSD-MVPool Office


PROCESSING TIME

PERSONRESPONSIBLE

1. Submit areservation slipor emailrequest toGSD-MVPoolat least 5 daysprior to date ofuse

1. Approve ordisapproverequest, andinform requestingparty of the resultof their request

None Equal or lessthan one (1)working dayfrom the time

of requestsubmission

MVPoolDispatcher orhis designatedrepresentative

134

INTERNAL LEARNING AND DEVELOPMENT (L&D) INTERVENTIONS

This pertains to interventions that are organized and conducted by the HRMDD for the Academy.

Office or Division: Staff Development UnitClassification: Highly TechnicalType of Transaction: G2GWho may avail: All Plantilla and Non-Plantilla-based personnel of the Academy

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Memo Request approved by Center

HeadRequesting Center


PROCESSINGTIME

PERSONRESPONSIBLE

1. Center Headsends a memorequesting toconduct a specifictraining to beimplemented bythe HRDD as partof its internalcapabilityprograms.

1. HRD evaluatestraining requestagainst CB-HRand givesrecommendationto the ActingManager of HRD.

None 1 day HRM Officer IIHuman

ResourceDevelopment

1.1 Acting Managerof HRD reviewsthe evaluationand endorses therecommendationif in order foraction of the MD,HRMDD

None 1 day Acting Manager,HRD

1.2MD HRMDDevaluates therecommendationand approves ordisapproves therequest based onthe assessment.

None 2 days MD, HRMDD

135

1.3Once approved,HRD attends topre-trainingrequirements.

None 16 days HRM Officer II

TOTAL None 20 days

136

EXTERNAL LEARNING AND DEVELOPMENT (L&D) INTERVENTIONS

These interventions aim to further equip staff with the required competencies for their positions.

Office or Division: Human Resource Development Division (HRD)Classification: Highly TechnicalType of Transaction: G2G – Government to GovernmentWho may avail: All Plantilla and Non-Plantilla-based personnel of the Academy

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Invitation and/or Program for the Training Organizing Agency/Party2. Memo Endorsement Concerned Center/Group Head, DAP


PROCESSING TIME

PERSONRESPONSIBLE

1. Center Headendorses througha Memo thetargetedparticipant/s tolocal training toHRMDD forapproval.

1. Human ResourcesDevelopment(HRD) to evaluatethe endorsedMemo /participant/s(using CB HRMFramework) forrelevancy,completeness,and followspertinentregulations.

None 4 hours HRM Officer IIHuman

ResourceDevelopment

1.1 Acting Managerof HRD reviewsthe evaluationand recommendsappropriateaction on thetraining requestto MD, HRMDD

None 1 day Acting Manager,HRD

1.2 HRMDDManaging Directorevaluates therecommendationand endorses toSVP-Services forapproval.

None 2 days HRMDDManagingDirector

137

1.3 If approved, HRDto inform theCenter Head andparticipant/s ofthe decision.

None 4 hours HRM Officer II

1.4 HRD to registerparticipant/s,processpayment, andcoordinates withthe participant/son his/herattendance.

None 1 day HRM Officer II

Total None 5 days

138

PROCESS OF PREPARING TRAVEL DOCUMENTS AND PAYMENTFOR EXTERNAL TRAINING

This pertains to the preparation of the pre-travel documents and the requirements afterparticipation in approved external training.

Office or Division: Human Resource Development Division (HRD)


Type ofTransaction:

G2G – Government to Government

Who may avail: All Plantilla and Non-Plantilla-based personnel of the Academy


1. Training Report Participant

2. Certified Copy of Certificate Participant


PROCESSINGTIME

PERSONRESPONSIBLE

1. From theapproved client’srequest fortraining

1. HRD prepares PRfor hotelaccommodationand landtransportation orflight booking (ifapplicable),payment fortraining, traveldocuments, travelallowances andencodes thetraining in theHRIS.

None 4 days HRM Officer II

139

1.1. Acting Managerof HRD checksthe documentsprepared.

1 day Acting Manager,HRD

2. Participantsubmits trainingreport andphotocopy oftrainingcertificate/s toHRD.

2. HRD receivestraining report andcopy of trainingcertificate.

None 5 minutes HRM Officer II

2.1 HRD registerstraining certificatein the employee’s201 file.


2.2 Uploads trainingreport inDocumentManagementSystem (DMS)


Total None 5 days and20 minutes

140

ENDORSEMENT OF CANDIDATES

This describes the procedure undertaken by the Human Resource ManagementDivision when endorsing candidates.

Office or Division: Human Resource Management - Recruitment, Selection, andPlacement (HRM-RSP)

Classification: ComplexType of Transaction: G2G – Government to GovernmentWho may avail: All DAP Group/Center Heads

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Approved Personnel Requisition

Form (PRF)HRMDD or HRIS

2. Functional BEI FormHRMDD3. Cover or Endorsement Memo

4. Candidate’s Profile FolderCLIENT STEPS AGENCY ACTIONS FEES TO

BE PAIDPROCESSING

TIMEPERSON

RESPONSIBLE1. Submits to

HRMDD approvedPRF

1.1. Preparescandidate’sprofile folder(exam result,interviewevaluation, QSassessmentresult)

None 1 hour HRPsychometrician

(HRM – RSP)

1.2. Prepares cover/endorsementMemo

None 15 minutes HRPsychometrician

(HRM – RSP)

1.3. Endorsescandidate profilefolders withcover/endorsementmemo to theDirector forreview andclearance


(HRM – RSP)

141

1.4. HRM DivisionDirectorreviews, clearsand signscandidate profilefolders, QSAssessment,and cover/endorsementmemo (e-copythrough email orphysical copy)

None 1 workingday

HRM DivisionDirector

1.5. Routesendorsementwith attachedFunctionalInterview Formto RequestingCenter/Officethrough email


(HRM – RSP)

2. RequestingCenter/Officereceives thecandidates’profiles

2. Awaits feedbackfrom requestingCenter/Office

None 7 calendardays

HRPsychometrician

(HRM – RSP)

Total None8 Days

1 hour and 30minutes

142

HR ASSESSMENT PROCESS

This describes the procedure undertaken by the Human Resource ManagementDivision in assessing applicants to be included in the roster of pre-assessed candidates.


Classification: SimpleType of Transaction: G2C – Government to CitizenWho may avail: All Applicants

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. An application letter or The applicant2. Curriculum Vitae

3. Accomplished EPDS and DAP Essay(Original or Electronic Copy)

HRMDD Staff/Psychometrician

4. Set of Psychological Battery Test Philippine Psychological Corporation


PROCESSINGTIME

PERSONRESPONSIBLE

1. For scheduledinterviews andexams, confirmavailability andattendancethrough emailand sendaccomplishedrequired forms

2. Email HRAssessmentschedule andthe EmploymentPersonal DataSheet and DAPEssay Form

None 30 mins HRPsychometrician

(HRM – RSP)

2. Show up for theHR Assessmentand submitphysical copy ofaccomplishedrequired forms

2.1. Conduct batteryof tests (writteninitialassessment)

None 3 hours HRPsychometrician

(HRM – RSP)

2.2. Schedule initialinterview (HRlevel)face-to-face oronline


(HRM – RSP)

143

3. Show up for HRinitial interview

3.1. Conducts initialinterview


(HRM – RSP)3.2. Dismisses the

applicant for theday


(HRM – RSP)3.3. Encodes the

applicant’sinformationprofile andexaminationresults in theHRIS to formpart of the activefile

30 mins HRPsychometrician

(HRM – RSP)

3.4. Evaluates theraw scores ortest results ofapplicants andencodes in theHRIS


(HRM – RSP)

3.5. Assess profile ofapplicant andprepares the QSAssessment


(HRM – RSP)

Total None 6 Hours

144

PROCESSING OF SERVICE AGREEMENT (SA)

Below are the steps undertaken in the processing of a Service Agreement andon-boarding of selected candidates.


Classification: SimpleType of Transaction: G2G – Government to GovernmentWho may avail: All Center/Group Head

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Approved Personnel Requisition Form

(PRF), 1HRMDD

2. Completed Service Agreement Form(SAF)

Originating Center/Office


PROCESSINGTIME

PERSONRESPONSIBLE

1. Submits draftServiceAgreement Form(SAF)signed andendorsed by theCenter Head

1. Review of SA’sAlignment toTOR

If not aligned, returnto requestingCenter.

None 10 minutes HRM Staff/Officer(HRM – RSP)

1.1 Returnsreviewed SA toCenter Head forsignature.


2. Center Headsigns SA andforwards to HRM–RSP.

2. Invite Candidatefor Formal JobOffer


3. Candidateresponds to offer.

3. HRM – RSPconductsonboardingsession.


3.1 Uponacceptance ofJob Offer,Encoding ofSAF in HRIS


145

3.2. Endorses theSA to BudgetDivision forBudgetUtilization Slip(BUS)


3.2 Once returnedby the BudgetDivision,endorse to theOffice of thePresident forapproval of thePCEO

None 1 working day HRMDD ActingManagingDirector

3.3 Once returnedby the Office ofthe Presidentand CEO,attestation ofServiceAgreementForm (SAF) byHRMDD

None 1 working day HRMDD ActingManagingDirector.

By the HRMDDirector forServices Group

3.4 Coordinatesreportingschedule of thenewly hired staffto therequestingCenter/Office


3.5 Facilitatescontract signingand endorsesnew hire toCenter/Office


4. Endorsement toSFD For closingof PCN andtransmittal toCenter/Office

None 5 minutes RequestingCenter/Office

146

Total None 2 days, 1hour and 35

minutes

147

ISSUANCE OF CERTIFICATE OF EMPLOYMENT / ENGAGEMENT ANDSERVICE RECORD

The certificate of employment / engagement and Service Record contain information onthe current position, office assignment, salary or honoraria as the case may be, statusof employment and length of service in the Academy. This is issued for whatever legalpurpose it may serve the employee.

Office or Division: Human Resource Management Division (HRMD) - HRMDDClassification: SimpleType of Transaction: G2C - Government to Citizen

G2G - Government to GovernmentWho may avail: Plantilla and Non-Plantilla Personnel (former and incumbent)

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. HRMDD Request Form for

CertificationsHRMDD


PROCESSINGTIME

PERSONRESPONSIBLE

1. Secure and submitduly accomplishedrequest form (canbe as attachmentto email; if no formattached, mentionspecifics in theemail request)

1. Receive therequest form (orvia email)

None 5 minutes Clerk

HR Officer

HRMD

1.1 Review therequest andclarify details ofrequest ifnecessary

None 10 minutes HR OfficerHRMD

1.2 Prepare therequestedcertificate ofemployment/engagementand /or ServiceRecord (SR)

10 minutes HR OfficerHRMD

148

1.3 Review and signthe certificate /SR (e-signatureif request viaemail; originalsignature if hardcopyrequested)

1 day Clerk

HRM DirectorHRMD

2. Claims requestedcertificate / SR andrates the servicevia the same form(if hard copy;receives soft copyvia email)

2. Releasecertificate / SRafter therequestor hadrated the service(no customerfeedback formfor soft copy)

5 minutes Clerk

HRMD

Total None 1 day, 30minutes

149

PROCESS OF CLASSIFYING CONSULTANTS AND RESOURCEPERSONS (C/RP)

The DAP engages consultants and resource persons who are experts in their fields ofstudy in order to fulfill project requirements. Classifying consultants ensures that thecorrect rate is applied for services they render.

Office or Division: Human Resource Management Division (HRMD) - HRMDDClassification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: Officers and Staff of the Academy

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Completed and signed Engagement

Request & Classification Form (ERCF)and CV Highlights Form


2. Curriculum Vitae of Consultant/ResourcePerson (C/RP), 1 copy

Requesting Center


PROCESSINGTIME

PERSONRESPONSIBLE

1. Complete andforwards thefollowing toHRMDD:Curriculum Vitae(CV), EngagementRequest andClassificationForm (ERCF)signed by theProject Manager(PM) and CVHighlights Formsigned by theC/RP

1. Receive and logsthe documentsfrom the client viaSFD

(this step comeslater as we doadvanceprocessing viaDTS)

None 5 minutes HR Officer

HRMD

1.1 If the C/RP’sengagement isconsidered HighlyTechnical, theCenter is advisedto coordinate withthe Bids andAwardsCommittee (BAC)Secretariat forprocessing

None Note:non-applicable

End-userdirects action

to BAC(MC on this –to be finalized/

Approved)

Note:non-applicable

End-user directsaction to BAC

(MC on this – tobe finalized/Approved)

150

1.2 Provide C/RPclassificationwhile validatingclassificationprovided by therequesting Center(indicates this inthe Notes in theDTS)

None 2 workingdays

HR Officer

HRMD

1.3 If classificationdiffers from theone provided bythe requestingCenter, returndocuments toCenter via DTS


HRMD

2. Providejustification forthe classificationof the C/RP if notin agreementwith classificationof HRMDD; if inagreement, notesthis on theDocumentTracking Sheet

2. Discuss withrequesting Centerto ensureagreement ofclassification(discussion herewould pertain toexchange ofNotes in the DTS)


HRMD

2.1 Provideattestation for thefinal classificationof the C/RP

None HR Officer

HRMD

2.2 Encode the finalclassification inthe HRIS androute thedocuments backto therequestingCenter/Officethru SFD viaDTS) andforwards thecompleted


HRMD

151

documents tothe requestingCenter throughSFD (theforwarding toSFD will comelater as this willpertain to hardcopies of thedocuments)

Total None 2 workingdays, 40minutes

152

PROCESS OF REVIEWING AND APPROVING LETTERS OFINVITATION (LOI) FOR CONSULTANTS AND RESOURCE PERSONS(C/RP)

Letters of Invitation (LOI) for Consultants and Resource Persons (C/RP) are reviewedthrough their form and content to ensure that DAP Management, the implementingGroup/Center/Office and the C/RP are completely in agreement with the terms of theengagement.

Office or Division: Human Resource Management Division (HRMD) - HRMDD


Type of Transaction: G2G

Who may avail: Resource Persons / Consultants Officers and Staff of the Academy


Letter of Invitation (LOI) for C/RP signed byGroup Head, 1 original

Requesting Center


PROCESSINGTIME

PERSONRESPONSIBLE

1. Submit draft LOIvia DTS

1.1. Review the draftLOI andprovidesfeedback to therequestingCenter through

None 2 workingdays

HR Officer

HRMD

1.2. Return to theoriginatingCenter via DTSif LOI is notaccording to MC2014-007 andmemo datedSept. 23, 2020on RevisedClassification

153

and Rates forCRPs

2. Amendportions of the LOIas necessary

None

3. Forward themended LOI toHRMDD via DTS

3. Receive andreview LOI ifchanges doneare in order andencode thedetails of theLOI in the HRIS


HRMD

3.1 Affix C/RP’sclassificationlevel (in theRemarks portionin the DTS) andinitials (this stepis for hard copylater)informationprovided

None HR Officer

HRMD

3.2 Forward theLOI to FinanceDepartment forbudgetpurposes (viaDTS)

None 1 minute HR Officer

HRMD

Total None 2 workingdays, 16minutes

154

REQUEST FOR MONETIZATION OF LEAVE CREDITS

Monetization of leave credits aims to provide necessary additional funds to finance theeducation, health or other expenses of the employees.

Office or Division Human Resource Management Division (HRMD) - HRMDDClassification SimpleType of Transaction G2G – Government to GovernmentWho may avail Eligible/qualified Plantilla Based Personnel of the Academy

CHECK LIST OF REQUIREMENTS WHERE TO SECURE1. Application for Leave of Absence (ALA), 1

copy, original, signed by the immediatesuperior

HRMDD

2. Memorandum, signed, from the requestor(if request will monetize 50% or more)

Requestor

CLIENT STEPS AGENCY ACTION FEESTO BEPAID

PROCESSINGTIME

PERSONRESPONSIBLE

1. Submit a dulyaccomplishedALA form (forminimum of10 tomaximum of30 vacationleave/VLcredits)

If request formonetization is50% or more ofSL and VLcredits, attachmemorandumwith validreason, to besigned by theHead of Agency

1. Validates VLbalance ofrequestor andreflects the newVL balance in theALA


HRMD

155

1.1 Prepares Memo,to be signed bythe Director ofHRM Division,addressed to theHead of Agencythrough theFinance Dept.Head

Attachments: include:Service Recordand Leave card

None2 days HR Officer

HRMD

1.2 HRM DivisionDirector reviewsand approves therequest

None HRM DivisionDirector

HRMD

1.3 HRM DivisionDirectorendorses toFinance forbudgetcertification

None HRM DivisionDirector

Finance Dept.

1.4 Routes thememo to theHead of Agency

None 10 minutes Admin Officer

1.5 HR receivesapproved/signedmonetizationrequest andendorsesdocuments/request toServices FrontDesk (SFD) forlogging.



156

MANAGEMENT OF THE DAP BOOTH

DAP ensures the veracity and compliance of its information and communicationmaterials such as booths for conferences and events to the institution’s standards byhaving it reviewed and approved by the DAP IMC.

Office or Division: Institutional Marketing Center (IMC)

Classification: ComplexType ofTransaction: G2G - Government to Government

Who may avail:Government departments, offices, and agencies; private companies;educational institutions; international organizations; DAP Centers,Units and Offices


1. One (1) original copy of the Memorandumof request if internal Center/Unit or Letterof request if external request

Requesting Center/Unit


PROCESSINGTIME

PERSONRESPONSIBLE

1. Send a formalmemorandum orletter of requestvia e-mail [email protected]

1. Receive thememorandum withthe attachments

None Five (5)minutes

IMC Staff

1.1 Ask for theManagingDirector’srecommendation& approval.


ManagingDirector, IMC

1.2 Calendar the eventdate and assign aperson to bein-charged of theBooth

None Two (2) hours ManagingDirector, IMC

1.3 Prepare thestandard designfor the Booth

None Five (5) days IMC Staff

1.4 Send backcomments/recommendationsto the requestingCenter/Unit


IMC Staff

157

Total None 5 workingdays, 2

hours, 20minutes

158

PARTNERSHIPS & LINKAGES

DAP forges and sustains linkages and partnerships with training, educational, research,and consulting organizations through its groups and centers.


Classification: ComplexType ofTransaction:


Who may avail: Government departments, offices and agencies; private companies;educational institutions ; international organizations


1. One (1) original copy of Formal Letter ofRequest/Intent by the Agency

Requesting Agency


PROCESSINGTIME

PERSONRESPONSIBLE

1. Send a formalletter ofrequest/intent forpartnership viaemail [email protected]

1. Review documentsand set a meetingwith the client

None Five (5) days IMCPartnerships

Staff

2. Initialcollaborationmeeting

- Provideinformation onthe assistancethey need fromDAP

- Accomplishnecessary formsprovided by IMC,if needed

2. Initialcollaborationmeeting

- Assess the needsor requests of theclients andendorse them tothe potentialCenter or programin the Academythat can assistthem

None Three (3)hours

IMC ManagingDirector andPartnerships

Staff

3. Confirm if thediscussion willprogress toprojectingcontracting

3. Receive andacknowledgeconfirmation fromclient/potentialpartner


IMCPartnerships

Staff

159

3.1 Endorse thepotentialpartnership to theappropriateGroup/Center.

None Two (2) hours IMC ManagingDirector

Total None5 working

days, 5hours, 15minutes

160

REVIEW AND APPROVAL OF WEBSITE CONTENT & SOCIAL MEDIAASSETS

DAP ensures the veracity and compliance of its information and communicationmaterials posted online such as social media captions, press releases, online videos,images, web banners, institutional announcements, job postings, and other social mediacontent to the institution’s standards by having them reviewed and approved by DAPIMC.


Classification: SimpleType ofTransaction: G2G - Government to Government

Who may avail: DAP Centers, Units, and Offices


1. One (1) original copy Memorandum ofrequest by the Center/Unit


2. One (1) softcopy of Layout Requesting Center/Unit


PROCESSINGTIME

PERSONRESPONSIBLE

1. Send a formalmemorandum ofrequest with theattachedproposedcontent anddesign via [email protected]

(Include thesoftcopy of thecollateral/designlayout)

1. Receive andreview thememorandum andthe attachmentsfor completeness


IMC Staff

1.1 Review, commentand revise contentif needed

None Two (2) days IMC Staff andManaging

Director IMC

161

1.2 Approve thecontent foruploading

None Thirty (30)minutes

ManagingDirector IMC

1.3 Post content onthe DAP websiteor other socialmedia platforms

None Two (2) hours IMC Staff


hours, 35minutes

162

REQUEST FOR IMC TOKENS/COLLATERALS

DAP to further promote its events, programs, and services, provides tokens to its guestsand partners, and produces marketing collaterals for distribution. To ensure complianceto the institution’s standards when it comes to tokens and marketing collaterals, groupsand centers are asked to have proposals for tokens and collaterals reviewed andapproved by DAP IMC.





1. One (1) original copy Memorandum ofrequest by the Center/Unit stating thespecific token needed


2. One (1) original copy Order slip IMC

3. One (1) original copy Memo fund transfer Requesting Center/Unit

4. Customer satisfaction rating Requesting Center/Unit


PROCESSINGTIME

PERSONRESPONSIBLE

1. Send a formalmemorandum(approved by theManagingDirector of therequestingCenter) with theattacheddocuments forreview via [email protected]

1. Acknowledgereceipt of thememorandum


IMC Staff

1.1 Send back to therequesting

None Three (3)hours


163

Center/Party andgive some list ofmaterialsavailable withinthe Center

2. Center/Party willfill up the OrderSlip and send aMemo for fundtransfer to IMCfor the requestedmaterials withtheir ManagingDirectorsapproval

2. Receive the OrderSlip of therequested tokenand prepare theavailablecollaterals

None Two (2)working days

IMC Staff

3. Get thetoken/collateralsto the IMC Officeand fill up thecustomersatisfaction rating

3. Receive customersatisfaction form

None Two (2) hours RequestingCenter

Total None 2 workingdays, 5hours, 5minutes

164

REQUEST FOR NEWSPAPER FEATURES

DAP publishes its stories and announcements in print media in order to keep its targetpublics up-to-date with the institution’s programs and offerings. DAP IMC providesassistance to groups and centers that would like to get their stories featured in printmedia.


Classification: SimpleType ofTransaction: G2B - Government to Business Entity

Who may avail: Public and private organizations


1. One (1) original copy Memorandum requestby the Center or Unit

Requesting Center

2. One (1) softcopy of News Article Content Requesting Center


PROCESSINGTIME

PERSONRESPONSIBLE

1. Sendmemorandumrequest anddocumentsneeded for NewsFeature viae-mail [email protected]



IMC Staff

1.1 Providerecommendation& approval



1.2 Review andproofread thearticle

None Six (6) hours IMC Staff

165

1.3 Send Letter ofRequest to Mediaregarding NewsFeature togetherwith the Newsarticle that will beposted


IMC Staff


hours, 35minutes

166

REQUEST FOR PRESS CONFERENCE AND MEDIA GUESTING

DAP conducts press conferences in order to disseminate pertinent information about itsprograms and offerings to its target publics. For press conferences and events, DAPIMC provides assistance in facilitating the invitation of guests from media outlets


Classification: ComplexType ofTransaction: G2G - Government to Government



1. One (1) original copy Memorandumrequest by the Center or Party

Requesting Center

2. One (1) original and softcopy of the Letterto Media to be invited

Requesting Center

3. One (1) softcopy of News Article Content Requesting Center


PROCESSINGTIME

PERSONRESPONSIBLE

1. Sendmemorandumrequesting for aschedule ofPressConference andGuestingvia e-mail [email protected]



IMC Staff

1.1 Providerecommendationandrecommendation& approval



1.2 Check the dataand availableMedia partner’sschedule ofavailability


IMC Staff

167

1.3 Send Letter ofRequest to theidentified Mediaoutlet regardingthe PressConference &Guesting


IMC Staff

1.4 Send reply slip orletter from MediaPartners to theCenter


IMC Staff

Total None 6 workingdays,

35minutes

168

REQUEST FOR REVIEW AND APPROVAL OF BRIEFER, AVP SCRIPT,AND FINAL REVIEW OF AVP

DAP ensures the veracity and compliance of its information and communicationmaterials such as briefers, audio-visual presentation scripts, and audio-visualpresentations to the institution’s standards by having them reviewed and approved bythe DAP IMCOffice or Division: Institutional Marketing Center (IMC)




1. One (1) original copy of Memorandum ofrequest if internal Center/Unit


2. One (1) photocopy of AVP Script Requesting Center/Unit

3. One (1) copy of the AVP Requesting Center/Unit


PROCESSINGTIME

PERSONRESPONSIBL

E

1. Send a formalmemorandum orletter of requestvia e-mail [email protected]

1. Receive thememorandumwith theattachments


IMC Staff

1.1 Review andcomment on theAVP Script/AVP

None Two (2) days IMC ManagingDirector

1.2 Send backcomments/recommendationsto the requestingCenter/Unit


IMC Staff


169

REQUEST FOR REVIEW AND APPROVAL OF MARKETINGCOLLATERALS DESIGN

DAP ensures the veracity and compliance of its information and communicationmaterials such as brochures, posters, tarpaulins, flyers, invitations, and tokens to theinstitution’s standards by having it reviewed and approved by the DAP IMC.





1. One (1) original copy of theMemorandum of request by theCenter/Unit with the attachedsupporting documents (softcopy of thecollateral design/layout)



PROCESSINGTIME

PERSONRESPONSIBLE

1. Send a formalmemorandum ofrequest with theattachedproposedcontent anddesign via [email protected]

(Include thesoftcopy of thecollateraldesign/layout)

1. Receive thememorandum withthe attachments


IMC Staff

1.1 Review andcomment on thecollaterals

None Two (2) days IMC ManagingDirector

1.2 Send backcomments/recommendations


IMC Staff

170

to the requestingCenter/Unit

Total None2 workingdays, 15minutes

171

STUDY VISITS / REQUEST FOR INSTITUTIONAL BRIEFING

DAP makes its mandate, programs, and services known to local and internationalorganizations by conducting institutional briefings.



Type ofTransaction:

G2C - Government to CitizenG2B - Government to Business EntityG2G - Government to Government



1. One (1) original copy of Formal Letter ofRequest stating the objectives for thebriefing, schedule of the visit, and thenumber and position levels of participantsaddressed to The DAP President, 6/FDAP Building, San Miguel Avenue,Ortigas Center, Pasig City

Requesting Agency


PROCESSINGTIME

PERSONRESPONSIBLE

1. Send Letter ofRequest/Intentaddressed to theDAP President atleast 10 workingdays before theintended visit viae-mail [email protected]

1. IMC will confirmthe schedule andcomplete thenecessarypreparations

None Six (6)working days

IMC Staff

2. Visit the DAPpremises for thebriefing/tour

2. Give the briefing tothe requestingagency

None Seven (7)hours

ActingManaging

Director, IMC3. Fill-up the

evaluation form3. Provide the

evaluation formNone One (1) hour IMC Staff

Total None6 working

days, 8hours

172

FINAL CONTRACT REVIEW

The final contract review process ensures that all revisions and agreements are formallyacknowledged by all the involved parties. The final contract is printed in seven (7) original copies,reviewed and signed by the DAP Center Head, Group Head, Finance Head, Legal Officer andPresident.

Office or Division: Legal OfficeClassification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: Development Academy of the Philippines (DAP) Centers and Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Memo to President Caronan re: Final

Review of said Contract, 1 copy,original (signed by Group Head,Center Head, Project Manager)

Concerned Center/Office

2. Project Information, 1 copy, original Concerned Center/Office3. Contract Review Routing Form

(CRRF), 1 copy, original (signed byCenter Head, Group Head, Finance,Legal)


4. Final Contract, 7 copies, original Concerned Center/Office5. Project/Training Proposal, 1 copy,

originalConcerned Center/Office

6. Project Implementation Plan (PIP), 1copy, original


7. Project Logical Framework, 1 copy,original


8. Certificate of Availability of Funds(CAF), 1 copy, original


9. Notice of Award (NOA), 1 copy,original


10.Notice to Proceed (NTP), 1 copy,original



PROCESSINGTIME

PERSONRESPONSIBLE

1. ConcernedCenter/ Officeforwards(physically/ orthru email)revised Contractand attachmentsto Legal

1. Acknowledgesreceipt andchecks forwardeddocs

Incompletedocumentation will bereturned to theoriginating Center.

None 15 minutes Legal Staff

173

1.1 Legal Officerreviewsdocuments tocheck ifcorrections and/orcomments wereincorporated

Affixes thesignature/e-sig in theMemo for FinalReview.

None 2 days & 4hours

Chief LegalCounsel

1.2 Forwards docs tothe Office of thePresident (OP) forendorsement



minutes

174

INITIAL CONTRACT REVIEW

The DAP Legal Services reviews contracts with clients, consultants, third party service providers andother parties such as Memorandum of Agreement, Service Agreement, Letter of Conforme, etc.

Upon the formal confirmation of a client to proceed with a project, DAP initiates the crafting andreview of a contract to ensure that all expectations and commitments from all the involved partiesare well documented. The project contract is initially reviewed internally by the project team, CenterHead, Group Head, Finance Head and Legal Officer.

Office or Division: Legal OfficeClassification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: Development Academy of the Philippines (DAP) Centers and Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Document Tracking Sheet (DTS), 1

copy, original Concerned Center/Office2. Contract Review Routing Form

(CRRF), 1 copy, original (signed byCenter Head, Group Head, Finance)


3. Draft Contract (MOA, MOU, Contractof Service, Contract for ServiceProviders), 1 copy (softcopy andhardcopy)


4. Project/Training Proposal, 1 copy(softcopy and hardcopy)


5. Project Implementation Plan (PIP), 1copy, original


6. Summary of PIP, 1 copy, original Finance Office7. Project Logical Framework, 1 copy,

originalConcerned Center/Office

175


PROCESSINGTIME

PERSONRESPONSIBLE

1. ConcernedCenter/ Officeforwards(physically/orthru email or theonline DTS)Contract andattachments toLegal (InitialReview)

1. Acknowledgesreceipt andcheckscompleteness ofthe forwardeddocuments forreview

Incompletedocumentation will bereturned to theoriginating Center.


1.1 Legal Officerprovidescomments andrevisions on theContract.

Affixes thesignature/e-sig in theCRRF.

None 2 days & 4hours Chief Legal

Counsel

1.2 Returns docs toConcernedCenter/Office toincorporatecorrections and/orcomments of theLegal Officer

None15 minutes Legal Staff


minutes

176

REQUEST FOR LEGAL OPINION

The DAP Legal Services provides legal advice and opinion to concerned Center/Offices of theAcademy, upon request.

Office or Division: Legal Office

Classification: ComplexType of Transaction: G2G - Government to GovernmentWho may avail: Development Academy of the Philippines (DAP) Centers and Units

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Document Tracking Sheet (DTS), 1

copy, originalConcerned Center/Office

2. Memo/Email re: Request for LegalOpinion, 1 copy, original


3. Other pertinent documents such ascontracts, TORs, receipts, posting,and other documents relevant to theinquiry for reference, 1 copy, original



PROCESSINGTIME

PERSONRESPONSIBLE

1. ConcernedCenter/ Officeforwards(physically/orthru email)Memo andpertinentdocuments toLegal

1. Acknowledgesreceipt of Memo/Email and otherpertinentdocuments


1.1 Legal Officerprovides/writesopinion

None 6 days & 4hours

Chief LegalCounsel

1.2 Returns docs/emails opinion toConcernedCenter/Office


Total None 6 days, 4 hrsand 30

minutes

177

ISSUANCE OF BAC RESOLUTIONS FOR ACADEMIC, SCHOLARLY ORARTISTIC WORK, EXCLUSIVE TECHNOLOGY AND MEDIA SERVICES(SEC. 53.6) OR HIGHLY TECHNICAL CONSULTANTS (SEC. 53.7)

This process described the procurement of Consulting Services following the conditionsof Annex H of the 2016 Revised Implementing Rules and Regulations of RA 9184.

Office or Division: Logistics DivisionClassification: Highly TechnicalType ofTransaction:


Who may avail: DAP EmployeesCHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Letter of Invitation (endorsed by HR,as determined and classified as“Consultant” as per RA 9184)

DAP Document Management System (DMS)

2. Documentary Requirements, whetherSec. 53.6 or 53.7, as attached to theendorsed LOI by HR.

Refer to Annex H of the 2016 Revised IRR of RA9184.


PROCESSINGTIME

PERSONRESPONSIBLE

1. HR staff toendorse to theBAC Secretariatthe evaluatedand determinedLOI from theEnd User,whether underSec. 53.6 or53.7, withcompletedocumentaryrequirements.

1. Receive completedocuments

None 5 minutes HR staff

2. Drafting of BACResolution

2. Draft BACResolution forreview of End Userand BAC Members

None 3 days BACSecretariat,

End User, andBAC members

3. Finalization ofBAC Resolution

3. Finalize the BACResolution for thesignature of BACmembers

None 7 days BAC Membersand BAC

Secretariat

Total None 10 days and5 minutes

178

LEASE OF VENUE

Refers to training centers, convention halls, hotels, and similar establishments catering totrainings, seminars, conferences, conventions, symposia and similar gatherings requiring theofficial participation of government officials and employees. This may include meals andaccommodation.

Office or Division: Logistics Division


Type ofTransaction:


Who may avail: DAP Employees


1. Approved Purchase Request (PR) End-user / RequestorPurchase Request form: DAP DocumentManagement System (DMS)

2. Justification (If Privately owned venue orthere is an available publicly ownedvenue that complies with therequirements) that privately owned venueis more efficient and economical to thegovernment.

End-user / Requestor

3. Copy of Pre-market survey conducted. End-user / Requestor


PROCESSINGTIME

PERSONRESPON

SIBLE

1. Submission ofApprovedPurchaseRequest

1.1 Receipt of BudgetedPurchase Requestand processesthe transaction in theDocument TrackingManagementSystem (DTMS) None

15 minutes pertransaction

LogisticsDivision/Property

ManagementStaff


ManagementSection

179

1.2 Evaluates thecompleteness of PR(specifications,authorizedsignatories,presence ofjustification) andreflects feedback inthe DTMS None

30 minutes pertransaction


ManagementStaff


ManagementSection

1.3 Encodes thetransaction togenerate/assign PRnumber in theProcurementManagementSystem (PMS) None 15 minutes per

transaction


ManagementStaff


ManagementSection

1.4 Prepares Request forQuotation (RFQ),includingspecifications/ termsof reference/scopeof work None 45 mins. per

transaction

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

180

1.5 Disseminates RFQto at least three (3)Suppliers.

If catering servicesoutside the lease ofvenue, please referto Procurement ofGoods and Servicesthrough Shoppingand Small ValueProcurement.

None45 mins. pertransaction

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

1.6 Secure RFQ’s

The deadline forsubmission may beextended thrice, ifno quotationreceived.

Endorse PR toEnd-user if noquotation from thethird posting wasreceive forevaluation/updating of PR.

None

Refer to 2016Revised

ImplementingRules and

Regulationsof RA 9184,Annex “H”.

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

2. Receive andreview copy ofproposal/quotations andconfirms venuechoice

2.1 Prepares andendorses tosignatories Abstractof Quotation (AOQ),including theevaluated contractterms & conditions None 45 minutes per

transaction

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

181

2.2 Request and securefor Certificate ofAvailability of Funds(CAF) fromAccounting Division

None 1 day

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

2.3 Send CAF tosupplier forcontracting

None 10 minutes

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

2.4 Secure and Evaluatepropose contract.

None 60 minutes

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

2.5 Process contract forsignature ofauthorizedsignatories None 2 days

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

182

Canvassingand

ProcurementSection

2.6 Provide End-user /Requestor copy ofsigned contract.

None 10 minutes

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

Total 0 7 days, 5hrs.if proposal/s

is/arereceived on

the firstdissemination

of RFQ.

15 days, 5hrs.if proposal/s

is/arereceived on

the thirddissemination

of RFQ.

183

PROCUREMENT OF GOODS AND SERVICES THROUGH SHOPPINGAND SMALL VALUE PROCUREMENT

This process described the acquisition of Goods and Services amounting to P1 millionand below.

Office or Division: Logistics DivisionClassification: ComplexType ofTransaction:



1. Approved Purchase Request (PR) End-user / RequestorPurchase Request form: DAP DocumentManagement System (DMS)

2. Approved ICT Clearance for I.T.Equipment, 1, original

COSM

3. Approved Furniture Clearance forFurniture, 1, original

GSD

4. Approved Fixtures Clearance forFixtures, 1, original

GSD

5. Approved Library Clearance forBooks, 1 original

Library


PROCESSING TIME

PERSONRESPONSIBL

E1. Submission of

ApprovedPurchaseRequest

1. Receipt ofBudgetedPurchaseRequest andprocesses thetransaction in theDocumentTrackingManagementSystem (DTMS)

None 15 minutesper

transaction


ManagementStaff


ManagementSection

1.1 Evaluates thecompleteness ofPR(specifications,clearance,authorized

None

30 minutesper

transaction


ManagementStaff

184

signatories,availability ofitem) and reflectsfeedback in theDTMS


ManagementSection

1.2 Encodes thetransaction togenerate/assignPR number in theProcurementManagementSystem (PMS)

None 15 minutesper

transaction


ManagementStaff


ManagementSection

1.3 PreparesRequest forQuotation (RFQ),includingspecifications/terms ofreference/scopeof work

None 45 minutesper

transaction

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

1.4 DisseminatesRFQ to at leastthree (3)Suppliers for PRwith totalestimated cost of50K below.

None Refer to 2016Revised


Regulations ofRA 9184,

Annex “H”.

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

185

1.5 Post RFQ toPhilGEPS websitefor PR with totalestimated cost of50K above butdoes not exceed1M




Annex “H”.

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

1.6 Secure RFQ’s (atleast 3 pricequotations mustbe obtain forshopping or 1price quotationmay suffice forSmall ValueProcurement.

The deadline forsubmission maybe extendedthrice, if none orless than therequired numberof quotations arereceived.

Endorse PR toEnd-user if noquotation from thethird posting wasreceive forevaluation/updating of PR.




Annex “H”.

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

1.7 Prepares andendorses tosignatoriesAbstract ofQuotation (AOQ),including theevaluated contract

None 45 minutesper

transaction

LogisticsDivision/

Canvassingand

ProcurementStaff

186

terms &conditions

LogisticsDivision/

Canvassingand

ProcurementSection

1.8 Prepares andendorses tosignatories thePurchase Order(PO), includingthe evaluatedcontract terms &conditions

None 45 minutesper

transaction

LogisticsDivision/

Canvassingand

ProcurementStaff

LogisticsDivision/

Canvassingand

ProcurementSection

Total None

Procurement through Alternative Methods of Procurement is covered under Republic ActNo. 9184 or the Government Procurement Reform Act.

187

PROCUREMENT THROUGH COMPETITIVE BIDDING (GOODS ANDSERVICES, INFRASTRUCTURE PROJECTS, AND CONSULTINGSERVICES)The Procurement through Competitive Bidding as prescribed by Republic Act No. 9184,entitled “An Act Providing for the Modernization, Standardization and Regulation of theProcurement Activities of the Government and for other Purposes”, otherwise knownGovernment Procurement Reform Act, refers to a method of procurement which is opento participation by any interested party and which consists of the following processes:advertisement, pre-bid conference, eligibility screening of prospective bidders, receiptand opening of bids, evaluation of bids, post-qualification, and award of contract.

Office or Division: Logistics DivisionClassification: Highly TechnicalType ofTransaction:



1. Approved Purchase Request End-user / RequestorPurchase Request form: DAP DocumentManagement System (DMS)

2. Official Bidding Documents (OBD)as indicated in 2016 RevisedImplementing Rules and Regulations ofRA 9184

GPPB Website


PROCESSINGTIME

PERSONRESPONSIBL

E1. Submit duly

approved andbudgetedPurchaseRequest withattached draftOfficial BiddingDocuments andProposedTechnicalWorking Group(TWG)Members.

1. Receive completedocuments

None 5 minutes BACSecretariat

Staff

1.1 Draft a ProposedBAC Schedule andBAC Resolutioncreating TWG.

3 days BACSecretariat

Staff

188

1.2 Provideadministrative

support to the BACand TWG. (i.e. BAC

Approval of BACSchedule and BACResolution creating

TWG,Pre-Procurement

Conference,Advertisement,

Pre-Bid Conference,Receipt and

Opening of Bids, BidEvaluation,

Post-Qualification,Approval of

Resolution/Issuanceof Notice of

Award/Notice ofDisqualification)

None Goods andServices: 26

calendar days(minimum

calendar daysrecommended

for activity)and 136

calendar days(maximum


for activity);Infrastructure

Works: 26calendar days

(minimumcalendar daysrecommended

for activity)and 141 or

156 calendardays

(maximumcalendar daysrecommended

for activity);Consulting

Services: 36calendar days

(minimumcalendar daysrecommended

for activity)and 180

calendar days(maximum


for activity);Refer to 2016

RevisedImplementing

Rules andRegulations of

BACSecretariat

Staff

189

RA 9184,Annex “C”.

Total NoneProcurement through Competitive Bidding (Goods and Services, Infrastructure Projects, andConsulting Services) is covered under Republic Act No. 9184 or the GovernmentProcurement Reform Act.

Appendix 8 of the 2016 Revised IRR of RA 9184 or the Guidelines on the Sale ofBidding Documents:

Approved Budget for the Contract Maximum Cost of Bidding Documents(in Philippine Peso)

500,000 and below 500.00More than 500,000 up to 1 Million 1,000.00More than 1 Million up to 5 Million 5,000.00More than 5 Million up to 10 Million 10,000.00More than 10 Million up to 50 Million 25,000.00More than 50 Million up to 500 Million 50,000.00More than 500 Million 75,000.00

190

REQUISITION AND ISSUANCE OF SUPPLIES IN STOCK

This process describes the withdrawal of items held in stock, from the Central StockRoom.

Office or Division: Logistics DivisionClassification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: DAP Employee

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Requisition and Issuance of Stock

Form, 1Downloadable to DAP DocumentManagement System (DMS)

2. Approved Budget Utilization Slip,original

Budget Office 3rd/F


PROCESSINGTIME

PERSONRESPONSIBL

E1. Forward signed

RIS Form toServices FrontDesk (SFD)

Note:This form shall beprepared in threecopies

1. Receive ofBudgeted RIS

None 5 minutes LogisticsDivision -Property

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

1.2 Issue the Stockindicated in theRIS

None 50 minutesper

transaction

LogisticsDivision -Property

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection


191

RETURN OF PROPERTY

This process covers the return of DAP property from one Accountable Person to theLogistics Division’s - Property & Supply Management Section.

Office or Division: Logistics DivisionClassification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: DAP Employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Copy of Property AcknowledgementReceipt (PAR) and/ or Inventory CustodianSlip or Summary of Accountability

Summary of Accountability

Current Property Owner

Logistics Division - Property & SupplyManagement Section


PROCESSINGTIME

PERSONRESPONSIBLE

1. Endorses /ReturnsProperty

1. ReceivesProperty

None 5 minutes peritem

LogisticsDivision -

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

1.1 Prepares InvoiceReceipt forProperty (IRP)

None 30 minutesper item

LogisticsDivision -

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

192

1.2 Endorses IRP toPropertyCustodian forSignature

None 15 minutesper

transaction

LogisticsDivision -

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

1.3 Sign the IRP None 15 minutesper

transaction

Director,LogisticsDivision

1.4 AdvisesaccountablePerson throughemail to receiveIRP from Property& SupplyManagementSection

None 15 minutesper

transaction

LogisticsDivision -

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

1.5 Issues signed IRPto accountableperson

None 15 minutesper

transaction

LogisticsDivision -

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

Total None 1 hour, 35minutes

193

TRANSFER OF PROPERTY

This process covers the transfer of DAP property from one Accountable Person toanother Accountable Person, through the Logistics Division’s - Property & SupplyManagement Section.

Office or Division: Logistics DivisionClassification: SimpleType of Transaction: G2G - Government to GovernmentWho may avail: DAP Employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Copy of Property Acknowledgement

Receipt (PAR) and/ or InventoryCustodian SlipOrSummary of Accountability

Current Property Owner

Logistics Division - Property & SupplyManagement Section


PROCESSINGTIME

PERSONRESPONSIBLE

1. Endorse / ReturnProperty

1. Receive Property None 5 minutes peritem

LogisticsDivision -

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

1.1 Prepare InvoiceReceipt forProperty (IRP)and PropertyAcknowledgement Receipt/

Inventory CustodianSlip (PAR/ICS)

None 30 minutesper item

LogisticsDivision -

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

194

1.2 Endorse IRP andPAR/ICS toPropertyCustodian forSignature

None 15 minutesper

transaction

LogisticsDivision

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

1.3 AdviseaccountablePerson throughemail to receiveIRP and PAR/ICSfrom PropertyManagement Unit

None 15 minutesper

transaction

LogisticsDivision -Property

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

1.4 Issue item toAccountablePerson (User)with PAR/ICS

None20 minutes

per itemLogisticsDivision -

Property &Supply

ManagementStaff

LogisticsDivision -

Property &Supply

ManagementSection

Total None 1 hour, 25minutes

195

REQUEST FOR BOARD RESOLUTIONS

Board Resolutions may be crafted and issued upon request of Management for theBoard’s decision on matters concerning the organization.

Office or Division: OFFICE OF THE BOARD SECRETARYClassification: Highly TechnicalType of Transaction: G2G-Government to GovernmentWho may avail: Board of Trustees, DAP Officers

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Fully filled out Request Form, 1 ,

originalOnline Document Management System(DMS) DAP Controlled forms V.1.

2. Cover Letter, 1, original, signed Requesting Office3. Completed Staff Work (CSW)

supporting the Approval of BoardResolution.

Requesting Office


PROCESSINGTIME

PERSONRESPONSIBL

E1. Sends completed

request form andattachments

1. Reviewscompleteness ofrequirements.

For incompleterequirements, thedocuments are sentback to the requesterwith comments.

None 5 minutes Office of theBoard

Secretary

BoardSecretary Staff

1.1 Makes a draftBoard Resolutionendorsed by themanagement tothe Office of theCorporateSecretary withcover letter andsupportingdocuments.

None 1 hour

This is usuallyprepared three

(3) workingdays beforethe intendedsigning and

approval of theOriginal, for

BOTcomments orsuggestion.

Office of theBoard

Secretary


196

1.2 Sends advancedcopy marked as“DRAFT” to besent to allmembers of theBOT with theirsecretaries copyfurnished.


Secretary


1.3 Reviews andprovidescomments for thedraft BoardResolution

None 7 days

PD No. 1061identifies allmembers of

the DAP BOTwho must beapprised ofany pendingresolutions.

Members of theDAP Board of

Trustees

1.4 IncorporatesComments andinputs from theBoard to beincorporated indraft and theresolutionfinalized.

None

1 hourOffice of the

BoardSecretary


1.5 Coordinates withall BOTsecretaries (viaphone, email orsite visit) toinquire about theavailability of theBoard to sign andapprove theresolution.

None

1 day

Office of theBoard

Secretary


1.6 Informs therequestor that theresolution hasbeen signed;furnish copy torequestor.

NoneOffice of the

BoardSecretary


197

All original copies ofthe Resolutions will bekept by the OCS.Original copies mustbe scanned forrecords purposes.


minutes

198

REQUEST FOR SECRETARY’S CERTIFICATION

The Secretary’s Certification is issued upon the request of the Management, membersof the Board, banks, and other oversight agencies to certify corporate acts and records.

Office or Division: OFFICE OF THE BOARD SECRETARYClassification: COMPLEXType of Transaction: G2G-Government to GovernmentWho may avail: BOARD OF TRUSTEES, DAP OFFICERS, BANKS, AND

OVERSIGHT AGENCIESCHECKLIST OF REQUIREMENTS WHERE TO SECURE

1. Fully filled out Request Form, 1,original

Online Document Management System(DMS) DAP Controlled forms V.1.

2. Cover Letter, 1, original, signed Requesting Office3. Documents for Certification Requesting Office or the OCS


PROCESSINGTIME

PERSONRESPONSIBLE

1. Fill out arequest formsigned andapproved by theImmediateSupervisor.

1. Reviewscompleteness ofrequirements andinforms therequestor when toexpect therequesteddocument.For incompleterequirements, thedocuments are sentback to therequester withcomments.


Secretary


1.1 Preparedocuments.

None 1 hour Office of theBoard

Secretary


199

1.2 ProvideCertification andinforms therequestor ofavailability of thedocument.

In case requestcannot be granted,the Secretariatinforms therequestor of thereason why therequest cannot begranted.

None 7 workingdays

PD No. 1061identifies allmembers of

the DAP BOTwho must beapprised ofany pendingresolutions.

Members of theDAP Board of

Trustees

1.3 Inform therequestor ofavailability of thedocument.

In case requestcannot be granted,the Secretariatinforms therequestor of thereason why therequest cannot begranted.


Secretary


Total None 7 days, 1hour and 10

minutes

200

REQUEST FOR APPOINTMENT WITH THE DAP PRESIDENT BYINTERNAL CLIENTS

Requests for appointment with the DAP President are confirmed through the staff of theOffice of the President, after careful review and internal consultation.

Office or Division: Office of the President (OP)Classification: SimpleType ofTransaction:

G2G - Government to GovernmentG2C – Government to Citizen

Who may avail: Development Academy of the Philippines (DAP) Centers and UnitsCHECKLIST OF REQUIREMENTS WHERE TO SECURE

For internal clients (either/or):1. Memoranda, 1, original, signed2. Official letter, 1, original, signed3. Official email

Requesting DAP centers/ units


PROCESSINGTIME

PERSONRESPONSIBL

E

1. Requestconfirmationand attendanceof the DAPPresident oncertainevents/activities.

1. Receive officialinvitation or requestfor appointment andprovideacknowledgement, ifsent via email.

None 3 Minutes


Clerk(Front Desk)

1.1 Print invitation, ifsent through email,record invitations/request forappointment to theData TrackingManagementSystem (DTMS).and forward to thetechnical staff forschedulemanagement

None 3 Minutes


ProjectAssistant

(ReceivingOfficer)

Project Officer(Technical

Staff)

1.2 Classify invitationaccording toappropriateness

None 1 working dayOffice of the

President

Project Officer

201

and availability ofthe DAP President.

a. If appropriate forthe DAPPresident, it willbe plotted on thePresident’s officialcalendar forconsideration andapproval.

b. If the invitation isnot appropriate forthe DAPPresident, it willbe forwarded andendorsed to theappropriatecenter/unit

(TechnicalStaff)

1.3 Send invitation,program/ agenda,and other meetingmaterials includingmeeting links (forvirtual meetings) tothe DAP Presidentand HEA & CoS

1.4 Approve invitation/request forappointment.

None 2 workingdays

President andCEO of DAP


202

REVIEW AND APPROVAL OF THE DAP PRESIDENT (ONLINEPROCESSING)

For shifting to online processing, administrative, technical, operational and functionalsupervision and control over all groups and units of the Academy is still exercised. Allcompleted documents that need approval and signature of DAP President shall besubmitted either via email or through the Data Tracking System (DTS) and processed atthe Office of the President.

Office or Division: Office of the PresidentClassification: Simple, Complex or Highly Technical depending on type of documentType ofTransaction:


Who may avail: Development Academy of the Philippines (DAP) Centers and UnitsCHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Documents that need approval

and electronic signature of thePresident of the Academy, 1,original signed (scanned copy) ordigital signed documents

a. (see specified documents,per process classification)

DAP Centers and Units

2. Document Tracking Sheet (DTS),(including Daily Time Recordsubmission), 1, original


3. E-signature Request Form DAP Centers and Units4. Covering memo (except for Daily

Time Record), withapproval/disapproval/remarks box


5. Endorsement from Legal forComplex and Highly Technicaldocuments (e.g. MOA, BACrelated documents such as BoardResolutions)



PROCESSINGTIME

PERSONRESPONSIBLE

A. Simple1. Request forapproval andsignature of thefollowingdocuments:

a. TravelDocuments

1. Receive thedocuments forsignature ofDAP President,either via emailor Data TrackingSystem (DTS).


Project Assistant(Receiving Officer)

203

b. Travelrequestform forpersonaland officialtravel

c. TravelOrder/TravelItinerary

d. TravelAuthority

e. Daily TimeRecords

f. Letter ofInvitation(LOI)

g. Request forMonetization of VL/SL

h. Payrolli. Special

Ordersj. Memo on

Notices/announcements

k. PurchaseRequest

l. ServiceAgreements(Non-PlantillaPersonnel)

m. Approval ofScholarshipGrant

1.1 Check thecompleteness ofthe documents.

Incompletedocuments willbe returned to

None 5 Minutes



204

the requestor forcompletion.

1.2. Recorddocuments inthe DataTrackingManagementSystem (DTMS).

Simultaneouslyuploading ofdocuments toOP’s database(google drive)

Forward emailrequest to theTechnical Officerand HEA andCoS for review.Tag priorityconcerns as“URGENT” inthe forwardedemail.

None 5 Minutes




1.3. Reviewdocuments andprovidecompleted staffwork prior toendorsement toDAP Presidentfor approval.

None

30 Minutes


Project Officer(Technical Staff)/Head Executive

Assistant(Chief of Staff)

1.4. Approval ofdocuments None 2 working

daysPresident and CEO

of DAP

1.5. Processdocuments byplacing/ affixingDAP President’selectronic

None 5 minutes perdocument


205

signature onappropriatedocuments.

2. Transmittal ofsigned andapproveddocuments

2. Update status ofdocuments inDTMS

None 3 Minutes



2.1. Reverting ofsigneddocuments torespective units/

Centers via email orData TrackingSystem (DTS)


Project Officer(Technical Staff)Project Assistant

(Receiving Officer)

B. Complex1. Request for

approval andsignature ofthe of thefollowingdocuments:

a. Appointment ofPlantillaPersonnel

b. Contracts(e.g.MOA,MOUs,VAS)

c. FinancialDocuments

d. (e.g.budget,financialreports,etc.)

e. DAPPoliciesand




206

Issuances(e.g.MemorandumCirculars,OfficeOrders)

2.1. Check thecompleteness ofthe documents.

Incompletedocuments will bereturned to therequestor forcompletion.

None 5 Minutes




Forward emailrequest to theTechnical Officerand HEA and CoSfor review. Tagpriority concerns as“URGENT” in theforwarded email.

None 5 Minutes



2.3. Reviewdocuments andprovidecompleted staffwork prior toendorsement toDAP Presidentfor approval.

None

30 Minutes


Project Officer(Technical Staff)Head Executive




of DAP

207

2.5. Processdocuments byplacing DAPPresident’selectronicsignature onappropriatedocuments.



2. Transmittal ofsignedand approveddocuments viaemail or DTS

3. Update status ofdocuments in

DTMSNone 3 Minutes







(Receiving Officer)

C. Highly Technical1. Request for

approval andsignature of theof the followingdocuments:

a. BACDocuments

b. BoardResolutions




1.1. Check thecompleteness ofthe documents.


None 5 Minutes



208


Forward emailrequest to theTechnical Officerand HEA and CoSfor review. Tagpriority concerns as“URGENT” in theforwarded email.

None 5 Minutes



1. 3. Reviewdocuments andprovidecompleted staffwork prior toendorsement tothe DAPPresident forapproval.

None

3 Hours





DaysPresident and CEO

of DAP

1.5. Processdocuments byplacing DAPPresident’selectronicsignature onappropriatedocuments.



2. Transmittal ofsigned andapproveddocuments viaemail or DTS

2. Update status ofdocuments inDTMS

None 3 Minutes



209





(Receiving Officer)

Total None Simple: 2days, 58minutes

Complex: 5days, 68minutes

HighlyTechnical:10days, 3 hrs

and 30minutes

210

REVIEW AND APPROVAL OF THE DAP PRESIDENT (PHYSICALDOCUMENTS)

Exercising administrative, technical, operational and functional supervision and controlover all groups and units of the Academy, all completed documents that need approvaland signature of DAP President shall be submitted and processed at the Office of thePresident.

Office or Division: Office of the PresidentClassification: Simple, Complex or Highly Technical depending on type of documentType ofTransaction:


Who may avail: Development Academy of the Philippines (DAP) Centers and UnitsCHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Documents that need approval

and signature of the President ofthe Academy, 1, original, signed(see specified documents, perprocess classification)


2. Document Tracking Sheet (DTS),(including Daily Time Recordsubmission), 1, original


3. Covering Memo (except for DailyTime Record), 1, original, signed



PROCESSINGTIME

PERSONRESPONSIBLE

A. Simple1. Request for

approval andsignature ofthe followingdocuments:a. Travel

Documentsb. Travel

requestform forpersonaland officialtravel

c. TravelOrder/TravelItinerary

1. Receive thedocuments forsignature of DAPPresident.


Clerk(Front Desk)

211

d. TravelAuthority

e. Daily TimeRecords

f. Letter ofInvitation(LOI)

g. Request forMonetization of VL/SL

h. Payrolli. Special

Ordersj. Memo on

Notices/announcements

k. PurchaseRequest

l. ServiceAgreements(Non-PlantillaPersonnel)

m. Approval ofScholarship Grant

1.1 Classifydocumentsaccording tourgency andchecks itscompleteness


None 5 Minutes



1.2 Recorddocuments inthe DataTracking

None 3 Minutes



212

ManagementSystem (DTMS)

1.3 Reviewdocuments andprovidecompleted staffwork prior toendorsement toDAP President

None

30 Minutes




(Chief of Staff)

1.4 Approve andsign documents None 2 working


of DAP

2. Receivesignedand approveddocuments

2. Check thecompleteness ofthe neededsignature andupdate status ofdocuments inDTMS

None 3 Minutes



2.1 Release anddeliver of signeddocuments torespectiveunits/centers


Clerk(Front Desk)

B. Complex1. Request for

approval andsignature ofthe of thefollowingdocuments:

a. Appointment ofPlantillaPersonnel

b. Contracts(e.g.MOA, MOUs,VAS)

1. Receive thedocuments forsignature of DAPPresident.


Clerk(Front Desk)

213

c. FinancialDocuments

d. (e.g.budget,financialreports,etc.)

e. DAPPoliciesandIssuances (e.g.MemorandumCirculars,OfficeOrders)

1.1 Classifydocumentsaccording tourgency andcheck itscompleteness

For incompletedocuments, itwill be returnedto the client forcompletion.

None 5 Minutes



1.2 Recorddocuments tothe DataTrackingManagementSystem (DTMS)

None 3 Minutes



1.3 Reviewdocuments andprovidecompleted staffwork prior to

None 4 Hours



214

endorsement toDAP President


(Chief of Staff)

1.4 Approve andsignsdocuments None 6 working


of DAP

2. Receivessignedand approveddocuments

2. Check thecompleteness ofthe neededsignature.Update status ofdocuments in

DTMS

None 10 Minutes




2.1 Release anddeliver of signeddocuments torespectiveunits/centers


AdministrativeOfficer

(Front Desk)

C. Highly Technical1. Request for

approval andsignature ofthe of thefollowingdocuments:a. BAC

Documents

b. BoardResolutions

1. Receives thedocuments forsignature ofDAP President.


Clerk(Front Desk)

1.1 Classifydocumentsaccording tourgency andchecks itscompleteness

For incompletedocuments, it

None 5 Minutes



215

will be returnedto the client forcompletion.

1.2 Recorddocuments tothe DataTrackingManagementSystem (DTMS)

None 3 Minutes



1.3 Reviewdocuments andprovide thecompleted staffwork prior toendorsement toDAP President

None

3 Hours




1.4 Approve andsign documents None 10 working


of DAP

2. Receivessigned andapproveddocuments

2. Check thecompleteness ofthe neededsignature.Update status ofdocuments inDTMS

None 3 Minutes




2.1 Release anddeliver signeddocuments torespectiveunits/centers


Clerk(Front Desk)

Total None Simple: 2days, 54minutes

Complex: 6days, 4 hrs

and 31minutes

216

HighlyTechnical:10days, 3 hrs

and 24minutes

217

REQUEST FOR INVESTIGATION

These are requests made by DAP employees to investigate cases of missing supplies,equipment or altercations.

Office or Division: Office of the Senior Vice President for Services (OSVP-S)Classification: ComplexType of Transaction: G2G-Government to GovernmentWho may avail: DAP employees

CHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Memo from client, 1 original,

signed Center or Office concerned

2. List of people involved, 1 copy Center or Office concerned3. Copy of Purchase Request of

missing equipment, 1 copy, signed Logistics/Center or Office concerned

4. Copy of Requisition and IssuanceSlip of missing supplies, 1 copy,signed

Property/Center or Office concerned

5. Logbook of inventories of supplies Center or Office concerned6. Records of equipment use if

applicable Center or Office concerned

7. 1 Copy of Gate Pass Center or Office concerned/Security8. Logbook of Security Guards Security9. CCTV footages Security10.Other documents/evidences that

may be identified during the courseof the investigation

Offended party/ Logistics/Property/ Security


PROCESSINGTIME

PERSONRESPONSIBLE

1. Furnish memorequest forinvestigation*Waiting time of 40- 55 minutes)

1. Receive memo

None 1 minute

Offendedparty/Chief

Operating SecurityOfficer (COSO)

1.1 Review memo None 30 minutes COSO1.2 Identify person/s

to be interviewed None 15 minutes COSO

1.3 Identify otherrequirementsnecessary

None 10 minutes COSO

218

2. Providenecessaryrequirements*Waiting timedepends on howmany andavailability ofpersons to beinterviewed

2. Receiverequirements None 10 minutes

Offended party/Logistics/Property/

Security

2.1 Start interview None

5 hours for 10individuals atan average of30 minutes per

interview(Should theinvestigationrequire more people to beinterviewed,

then theAcademy's

Civil SecurityOffice shallinform the

client of theadditional time

needed tocomplete theinterview and

theinvestigation.)

COSO

3. Waiting time(Maximum of 4-5

days)

3. Review guards’logbook


3.1 Review CCTVfootages None 1 working day COSO

3.2 Consolidation ofinformation/preparation ofInvestigationReport

None 2 workingdays COSO

219

3.3 Submission ofreport to theCESO for reviewand comments

None 1 hourCOSO/Chief

Executive SecurityOfficer (CESO)

3.4 Finalization ofreport None 30 minutes COSO

3.5 Report forapproval andendorsement ofCESO

None 15 minutes CESO

4. Receive reportof investigationfrom COSO

4. Presentation ofreport to client None 1 minute COSO

Total None3 work days,8 hours, 22

minutes

220

REQUEST FOR SECURITY AUGMENTATION

These are requests for additional security personnel made by DAP employees duringspecial events or functions.

Office or Division: Office of the Senior Vice President for Services (OSVP-S)Classification: SimpleType ofTransaction:


Who may avail: DAP Group or Center HeadsCHECKLIST OF REQUIREMENTS WHERE TO SECURE1. Memo from client Requesting Office/Center or Office concerned2. Copy of Request for Additional

Security Personnel Chief Operating Security Officer (COSO)

3. Contract with Security ServicesProvider COSO


PROCESSINGTIME

PERSONRESPONSIBLE

1. Furnish memorequest forsecurityaugmentation

1. Receive memo None 1 minute Requesting party/(COSO)

1.1 Review memo todeterminesecurityheadcount


1.2 Confirm numberof additionalsecuritypersonnelneeded


2. Receiveproposal

2. Submit proposalto client for theirapproval


2.1 Submit requestletter to securityservices providerfor additionalsecuritypersonnel

None 1 day COSO

2.2 Deployment ofadditionalsecuritypersonnel

None 1 day COSO/Securityservices provider

221


222

INTERLIBRARY RESEARCHSUSPENDED UNTIL FURTHER NOTICE FROM C19RT

This process describes the issuance of Endorsement/Referral Letter by the DAP Libraryto those who would like to conduct research in other libraries. An endorsement letterfrom a professor/staff of the researcher’s originating institution is required for any privateor public individual to conduct research in any library around the country.

Office/Division Research Support Services Division (RSSD)-Library

Classification Simple

Type ofTransaction

G2C - Government to Citizen

Who May Avail DAP Students, Faculty Members, Administrative Personnel


1. Accomplished Library Request forReferral Form, 1

DAP Library

CLIENTSTEPS

AGENCY ACTIONS FEES TOBE PAID

PROCESSINGTIME

PERSONRESPONSIBLE

1. Present theAccomplishedRequest forReferral Form

1. Receive theform from client

None 1 minute Librarian

DAP Library

2. Wait for therequest to beprocessed

2. Encode thedetails to theEndorsementLetter Template.Print and signthe letter.

None 5 minutes Librarian

DAP Library

3. Receives theletter from theLibrarian

None 5 minutes Librarian

DAP Library


223

RESEARCH AND REFERENCE SERVICE

This process responds to research needs and reference queries of library patrons(students, faculty members, DAP personnel and outside researchers).

Office/Division Research Support Services Division-Library

Classification Simple

Type ofTransaction

G2C - Government to Citizen

Who May Avail DAP Students, Faculty Members, Administrative Personnel, OutsideResearchers


For Internal Clients1. Valid DAP

Student/Faculty/Personnel/AlumniIdentification Card

Identification Card issued by HRMDD for DAPFaculty and Personnel

Identification Card issued by the Office of theRegistrar for officially enrolled students andalumni

For External Clients1. Referral/Endorsement Letter

Endorsement letter secured from the Librarian ofthe clients’ company or school

2. Valid Identification Card(Government-Issued IDs, CompanyID, School ID)

CLIENTSTEPS

AGENCY ACTIONS FEES TOBE PAID

PROCESSINGTIME

PERSONRESPONSIBLE

For Internal Clients (Face-to-Face Transaction) SUSPENDED UNTIL FURTHER NOTICE FROM C19RT

1. State researchand/orreference query

1. Receive queryfrom client andverify in thedatabase if theresourcesneeded areavailable

None 1 minute DAP Librarian

2. Wait for thequery to beprocessed and

2. Select and pullout from theshelves the

None 5 minutes DAP Librarian

224

informationsourcedetermined

materialsneeded by theclient

3. Select what isrelevant in theresources givenby the Librarian

3. Check out thematerials to beborrowed inthe LibrarySystem


4. Sign theborrower’sreceipt

4. Receive thesigned copy ofborrower’sreceipt forfilling



For Internal Clients (Online Transaction)

1. Send aresearch and/orreference queryto the DAPLibrary Webmail

1. Receive thequery emailedby the clientand verify in thedatabase if theresourcesneeded areavailable


2. Wait for anemailconfirmationfrom the DAPLibrary

2. Review andevaluate therelevance ofelectronicresources thatis related to thequery and sendthose to theclient

None 1 hour DAP Librarian

3. Receive theresources fromDAP Librarian

3. Receive aconfirmationfrom the clientthat theresources werereceived

None 10 minutes

Total None 1 hour, 11

225

minutes

For External Clients (Outside Researchers) SUSPENDED UNTIL FURTHER NOTICE FROM C19RT

1. Present theEndorsement/Referral Letterand register inthe LoggedSheet

1. Receives theEndorsement/Referral Letterand Issue apayment slip

Php100 1 minute DAP Librarian

2. Proceed to theCashDepartment andpresent thepayment slip forthe payment ofresearch fee

None 15 minutes

3. Return to theLibrary andpresent thesigned paymentslip

3. Receive thepayment slip forfilling


4. State researchand/orreference query

4. Receive queryfrom client andverify in thedatabase if theresourcesneeded isavailable


5. Wait for thequery to beprocessed andinformationsourcedetermined

5. Select and pullout from theshelves thematerialsneeded by theclient (Note: ForExternalClients, allmaterials arefor Room-UseOnly)


6. Receive thematerials from

6. Log thematerials in the


226

the Librarian system

7. Return thematerials to theLibrarian

7. Issue a readingreceipt


8. Sign the receipt 8. Receive thereading receiptfor filling



227

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