PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
Contents Page
1.0 Overview 3
1.1 Introduction 3
1.2 Profile 3
1.3 Mandate 4
1.4 Vision 4
1.5 Mission 4
1.6 Customers 4
1.7 Facilities 4
1.8 Organizational Structure 4
1.8.1 Office of the Chief Privatization Officer (CPO) 6
1.8.2 Office of the Deputy Privatization Officer (DPO) - Marketing 6
1.8.3 Office of the Deputy Privatization Officer (DPO) – Asset Management 6
1.8.4 Office of the Deputy Privatization Officer (DPO) – Legal Services 7
1.8.5 Office of the Deputy Privatization Officer (DPO) – Administration, Financial and Management Services 7
1.8.6 Other Support Services/Task Force 7
1.8.7 Outsourced Processes 9
1.8.8 Interested Parties 9
2.0 Quality Management System (QMS) 12
2.1 General Requirements of QMS 12
2.2 Scope 13
2.3 Normative Reference 14
2.4 Exclusions 14
2.5 Documentation Requirements 14
2.6 Control of Documents 15
2.7 Control of Records 15
2.8 Internal Audit 15
2.9 Control of Non-conforming Outputs 15
2.10 Corrective Action 15
2.11 Distribution 16
2.12 Control of Changes 16
3.0 Leadership 16
3.1 Leadership and Commitment 16
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3.2 Customer Focus 16
3.3 Customer Satisfaction 16
3.4 Quality Policy 17
3.5 Quality Objectives 17
3.6 Quality Management Planning 17
3.7 Quality Management System Structure 18
3.8 Responsibility, Authority and Communication 18
3.9 Management Review 20
4.0 Support 21
4.1 General 21
4.2 People 21
4.3 Infrastructure 21
4.4 Environment for the Operation of the Processes 22
4.5 Financial Management 22
5.0 Performance Evaluation 22
5.1 Monitoring, Measurement, Analysis and Evaluation 22
5.2 Analysis and Evaluation 23
5.3 Improvement 23
5.3.1 Continual Improvement 23
5.3.2 Corrective and Preventive Action 23
6.0 Terms and Definitions 23
7.0 Appendices 26
Flowcharts
Sample Forms
Executive Orders 323 and 471
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
1.0 Overview
1.1 Introduction
The Quality Manual contains the overview of the Privatization and Management Office, the procedures and policies followed by its employees, and the approaches and strategies implemented by management to ensure the continuous improvement of PMO’s Quality Management System (QMS).
The Quality Manual aims to:
a. Describe the QMS of PMO and serve as reference in its implementation and continuous improvement;
b. Inform PMO’s customers and stakeholders of the quality system being maintained by
PMO; and,
c. Serve as reference and guide for all PMO employees in order to familiarize themselves and appreciate the importance of the implementation of PMO QMS.
1.2 Profile
The Privatization and Management Office (PMO) is an attached agency under the Department of Finance. The PMO serves as the marketing arm of the government with respect to transferred-assets, government corporations and other properties assigned to it by the Privatization Council (PrC) for disposition pursuant to Executive Order No. 323 (2000), as well as (b) the disposition entity of properties transferred to the Republic under the Philippine Property Act of 1946, Republic Act No. 8, and Executive Order No. 99 (1947), pursuant to Executive Order No. 471 (2005).
The PrC is the policy making body, also created under Executive Order No. 323, mandated to oversee the Philippine Government’s privatization program. It approves all proposed privatization plans prepared by PMO, and provides final approval for the proposed price and buyer for the assets. The PrC is a cabinet-level body composed of the Secretary of Finance as Chairman, with the Secretaries of Budget and Management, Trade and Industry, National Economic and Development Authority and Justice as Members. The National Treasurer and the Chairman of the Philippine Commission on Good Government sit in the PrC as non-voting members.
The PMO is the successor agency of the defunct Asset Privatization Trust (Trust) whose term ended on December 31, 2000 pursuant to Republic Act No. (RA) 7181, as amended by RA 7661 and RA 7886, and RA 8758, as amended. RA 7181, as amended, mandated that upon the expiration of the Trust’s corporate life, all powers, functions, duties and responsibilities, all properties, real or personal assets, equipment and records, as well as obligations and liabilities shall devolve upon the National Government. Thus, Executive Order No. 323 organized the Privatization Council and the PMO to take over the functions of the Privatization Committee and APT, respectively. Subsequently, Executive Order No. 471 (2005) also transferred the functions of the defunct Board of Liquidators to PMO.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 4 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
1.3 Mandate
Implement the marketing/disposition program for government corporations, assets and other properties (Executive Order No. 323-2000).
Dispose assets and/or rights, mandated under Executive Order No. 372 transferred to the National Government and held in trust by the PMO (Executive No. 471-2005).
Dispose assets and/or rights, as may be mandated by other authorized entity or via other authorized means.
1.4 Vision
Promote an orderly, coordinated and efficient privatization of identified government assets.
Broaden economic base by turning state-owned enterprises and under-utilized assets over to the private sector.
Provide more investment and employment opportunities to help attain economic growth and development through successful privatization of previously identified non-performing assets/agencies.
1.5 Mission
Take title to and possession of, conserve, provisionally manage, and dispose of assets, previously identified for privatization; and, in the process, reduce the Government’s maintenance expense on non-performing assets while generating maximum cash recovery for the National Government.
1.6 Customers
PMO’s customers include National Government Agencies (NGAs), Local Government Units
(LGUs), constitutional bodies, legislature, judiciary, government corporations, investors,
prospective bidders and private individuals.
1.7 Facilities
The PMO’s office is located at 104 Gamboa Street, Legaspi Village, Makati, Metro Manila. It
is in an eight-storey building, where PMO occupies the Ground floor, 2nd floor, 3rd floor, 4th
floor, 5th floor, 6th floor, parking area and Basement, with office, records and conference
facilities.
1.8 Organizational Roles, Responsibilities and Authorities
The organizational structure was designed following PMO’s major processes. The process
approach enables PMO to be outcome-focused. PMO’s major processes are: (a) Market and
dispose assets; (b) Preserve, maintain and enhance the assets; (c) Collect, provide financial
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 5 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
management as well as administrative support services; and (d) Institute suits/legal
proceedings for recovery and protection of assets.
The PMO structure consists of five (5) major groups following PMO’s major processes, namely:
1) Office of the Chief Privatization Officer
2) Office of the Deputy Privatization Officer for Marketing
3) Office of the Deputy Privatization Officer for Asset Management
4) Office of the Deputy Privatization Officer for Administrative, Financial and
Management Services
5) Office of the Deputy Privatization Officer for Legal Services.
The operating process of the organization involve close coordination among the various
groups of the organization with the Marketing Group leading the disposition process and the
other groups providing needed support to the Marketing Group in making the privatization
of assets successful.
Presented in Exhibit 1 is the organizational structure.
Exhibit 1
Organizational Structure
Office of the CPO
Office of the DPO Marketing
Office of the DPO Asset Management
Office of the DPO Administration,
Financial & Management Services
Office of the DPO Legal Services
Marketing Division I
Marketing Division II
Marketing Division III
Custodianship Services Division
Disposition
Support Services Division
Administrative Division
Financial Management
Division
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 6 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
1.8.1 Office of the Chief Privatization Officer (OCPO)
The Office of the Chief Privatization Officer is responsible for leading the organization
in the performance of its mandate. The OCPO exercises planning, monitoring, and
controlling the operations of PMO. Corollary support functions such as information
technology is provided by the office as part of its overall management function.
1.8.2 Office of the Deputy Privatization Officer (ODPO) for Marketing
The Marketing Group handles the frontline group which initiates, plan and implement the disposition of the assets. The operational strategy is the adoption of an account management concept in managing the disposition process. The Marketing Group is manned by Account Officers who are assigned a group of assets to dispose. The Account Officer is responsible for coordinating and orchestrating the activities leading to the disposal of the assets to the best interest and terms of conditions advantageous to the government. The Account Officer should be on top of all stages of the disposal process. The Marketing Group consists of three (3) divisions, namely: (1) Marketing Division I- Institutional, (2) Marketing Division II-Mining, Equity and Special Assets, and (3) Marketing Division III–Retail. The Marketing Divisions are differentiated by the nature of the market for asset disposal. All assets that would cater to institutional and high value individuals are handled by Marketing Division I. Marketing Division II handles financial form assets or financial claims and equity or shares of stock as well as special assets. Assets catering to individuals involving small lots and value are handled by Marketing Division III.
1.8.3 Office of the Deputy Privatization Officer (ODPO) for Asset Management
The Asset Management Group is tasked with supporting the Marketing Group by providing complete and accurate information and custodianship services of all assets to preserve and/or enhance the value of the assets until the assets are finally disposed. The Asset Management Group consists of two (2) divisions, namely: (1) Custodianship Division, and (2) Disposition Support Services Division. The Custodianship Division is responsible for asset inventory, security, maintenance and enhancement of the assets. The custodianship functions start with the proper and orderly receipt of an asset assigned by PrC to the PMO, on to a detailed inventory of the assets contained therein and locating and evaluating its status by way of regular and continuing property inspections. Also within its scope of responsibility is making provisions to secure assets to avoid losses and/or damage while in PMO custody and maintaining the central records of asset folders and database and safekeeping of original documents.
The Disposition Support Division is responsible for ensuring property appraisals are current to ascertain viability for disposition.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 7 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
1.8.4 Office of the Deputy Privatization Officer (ODPO) for Legal Services
Legal Services has a major function in the disposal process considering that many assets have legal issues. It is tasked to pursue resolution of legal issues brought by contending parties to the PMO or to the courts and other quasi-judicial agencies by monitoring the handling of cases by the Office of the Solicitor General (OSG), or direct handling/management of issues. ODPO also provides internal legal services to the rest of the organization which may involve due diligence on legal issues of asset/s, legal opinions on matters referred, administrative investigations, and review or advise on other legal matters.
1.8.5 Office of the Deputy Privatization Officer (ODPO) for Administrative, Financial
and Management Services
The Financial Management Division (FMD) takes care of preparation of financial reports, preparation of the budget and monitoring of expenses against budget, maintaining as well as updating collections and remittances of sales and other proceeds of disposition to the National Treasury. FMD also provides extensive support for the submission of required reports and documentation to the various government agencies, primarily the Department of Finance, the Senate, and the House of Representatives, requiring information from PMO. Administrative Division under AFMS is responsible for ensuring the implementation of human resource processes including timely payroll disbursements, administration of other employee benefits and personnel policies and development of employees through performance evaluation and training. The General Office Services under AFMS takes care of the availability of office supplies, office equipment and the like, as well as coordination and supervision of other support services that are engaged through outsourcing (i.e. janitors, messengers, drivers, skilled workers, etc.) to ensure smooth operations of the different divisions and units of the organization.
1.8.6 Other Support Services/Task Force Information Technology Services The Information Technology (IT) Services handles and manages all the IT equipment (computer, network server, peripheral devices and other computer paraphernalia) of the PMO. In addition, IT is also in-charge of the repair and maintenance of local area network, software database, website, and security of the system. The IT Services reports to the Office of the Chief Privatization Officer and is manned by two (2) personnel on a concurrent capacity in addition to their official duties and responsibilities.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 8 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
Inventory Teams The Inventory Teams on Assets and Other Properties consist of representatives from each division, headed by the Custodianship Services Division personnel, take charge of property inspection and physical inventory of assets/properties nationwide that were transferred/assigned to PMO for disposition. The Inventory Team on Property, Plant and Equipment consists of representatives from different divisions, is the one in charge of monitoring the physical existence of properties, materials, and equipment inside the PMO office premises. The team provides an inventory list of items that are still functional and items that are ready for disposal.
Performance Management Team The Performance Management Team is pursuant to Administrative Order No. 25-2011 on the harmonization of National Government performance monitoring, information and reporting system consistent with the Results Based Performance Management System, which the Civil Service Commission (CSC) implemented through the issuance of CSC memorandum Circular No. 06-2012 and 08-2013. Personnel Selection Board The Personnel Selection Board (PSB) is responsible for the screening of all candidates for appointments to the first and second level positions in PMO. The PSB ensures that appointments are based on standard qualifications, which include education, work experience, training, performance, accomplishments, psychosocial attributes, personality traits and potential. Procurement Service (Bids and Awards Committee) The Procurement Service, as represented by the Bids and Awards Committee (BAC), ensures that the procurement process is fair, transparent and practices equitable competition among prospective bidders. The BAC shall guarantee that there is a system of accountability for both procurement practitioners and the prospective bidders in accordance with the provisions of the Republic Act No. 9184, otherwise known as Government Procurement Reform Act, and its revised Implementing Rules and Regulations and other procurement-related issuances. The goal of the procurement is to choose the price of goods and services that is most advantageous to the government.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 9 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
1.8.7 Outsourced Processes
Item Control Documents Accountable Office/Officer
Professional/ Consultancy Services
Contract of Services Monthly Accomplishment Report
Office of the Chief Privatization Officer, Deputy Privatization Officer (DPO) for Legal Services
General Services (Security, Manpower and Photocopying)
Contract of Services Daily Time Records Regular Reports Requested by the PMO
DPO for Administration, Financial, and Management Services, Chief Administrative Officer (CAO)- Administrative Division, CAO-Custodianship Services Division
Third Party Appraisal/ Surveyor
Contract of Services Appraisal Report Survey Report
DPO for Asset Management, Property Appraiser V
1.8.8 Interested Parties
Division Interested Party (Internal)
Requirements Interested Party (External)
Requirements
Marketing Division I
In House Appraisers
Legal Services
FMD
TCTs, Tax Declaration and Maps
DAS and Asset Information
Asset Information
Vendees
Customers
Third Party Appraisers
COA, BIR
Deed of Absolute Sale
Letter Responses to Queries
TCTs, Tax Declaration, Maps
Sale Documents
Marketing Division II
In House Appraisers
Legal Services
FMD
TCTs, Tax Declaration and Maps
DAS and Asset Information
Asset Information
Vendees
Customers
Third Party Appraisers
DAR, Register of Deeds, DENR
Deed of Absolute Sale
Letter Responses to Queries
TCTs, Tax Declaration, Maps
Endorsement of DAS, Authentication of Documents
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 10 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
Division Interested Party (Internal)
Requirements Interested Party (External)
Requirements
Marketing Division III
In House Appraisers
Legal Services
FMD
TCTs, Tax Declaration, Maps
DAS and Asset Information
Asset Information
Vendees
Customers
Third Party Appraisers
Register of Deeds, DENR
Deed of Absolute Sale
Letter Responses to Queries, Survey Authority
TCTs, Tax Declaration, Maps
Endorsement of DAS, Authentication of Documents
Legal Services
Marketing Group
Administrative Division
Financial and Management Division
CSD DSSD
Legal Opinion and Review
Contracts Review
Case Status
OSG
Government agencies such as LRA, RD, and BIR
LGUs including the Assessor’s Office and the Treasurer’s Office
Request for documents related to cases
Other relevant documents such as titles, tax declarations, etc.
Custodianship Services Division
Marketing Group
Legal Services
Administrative Division
Inventory and Inspection Report, Research Output
Inspection Report and Research
Inventory Report
NAP
Third Party
Documents, Records, Witness
Certification/ Approval for disposal of documents
Gate Pass
Disposition Support Services Division
Marketing Group and Administrative Division
Legal Services
Appraisal Report, Due Diligence Report, Cost Estimate Report, Insurance Coverage
Appraisal Report and Due Diligence Report
DOF and NDC
GSIS
Appraisal Report
List of Insurable Assets and List of Personnel
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 11 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
Division Interested Party (Internal)
Requirements Interested Party (External)
Requirements
Administrative Division
All Divisions
DSSD
IT
Certifications
Office Supplies
Work Environment
List of Personnel for Insurance
Information on Newly Hired and Separated Employees
GSIS, PhilHealth, HDMF
CSC
Former Employees
External Providers/ Suppliers
Remittances
Appointments
Certifications
Payment
Financial and Management Division
All Divisions
Legal Services and Marketing Divisions
Marketing Divisions
Approved DVs/ Liquidation Report
Statement of Accounts and Other Schedules
Report on Collection and Remittances
COA, DBM, DOF
BIR
BTR
Financial Reports and Budgetary Requirements
Tax Returns
Report on Collection and Remittance
Information Technology Services
All Divisions
Administrative Division
Repair and Maintenance Slip
IT Equipment Inventory/ Technical Specifications Report for IT Procurement
COA, DBM, DOF
DICT
Asset Register Information System Data
Information Systems Strategic Plan (ISSP)
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 12 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2.0 Quality Management System (QMS)
2.1 General Requirements of QMS
Quality Management System Model
QUALITY MANAGEMENT SYSTEM
Leadership
Support and
Operation
Performance Evaluation
Planning
Improvement
Plan Do
Act Check
Quality Management System
• Remittance of
Proceeds of Sale
to Bureau of the
Treasury
• Award/Transfer of
Asset to Winning
Bidder
• Reports to
Government
Agencies
• SPMS
• A.O. 25 Inter-
Agency Task
Force
• Commission
on Audit
• Planning
Conference
• Management
Committee
Meetings
• Human
Resources
• Facilities
• Work
Environment
• Financial
Management
• Infrastructure
• Management
Reviews
• Internal Quality
Audit
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 13 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2.2 Scope
The scope of the Quality Management System includes the quality objectives and processes of each division in relation to the privatization/disposition of government properties and other properties assigned to the PMO in accordance with statutory and regulatory requirements set by the public sector. In addition, it also contains the commitment of the management to provide adequate resources, trainings, good work environment and other tools necessary to continuously improve the provision of quality services and exceed customers’ expectations. The PMO-QMS is also designed to prevent the occurrence of non-conformities or any impediments in the privatization program of the National Government.
The diagram below is the summary of the privatization process:
Marketing Division
(MD) evaluates
asset for disposition:
- Inspection/
Inventory/
appraisal w/ AMG
coordination
(Physical status)
- Procurement of
3rd
Party Appraisal
(Valuation)
- Legal review/due
diligence (Legal
status)
a. MD evaluates assets &
prepares priva plan:
b. As endorsed by MD, CPO
reviews & approves priva plan
c. CPO endorses to PrC for
decision/approval
d. PrC approves the priva plan for
implementation
a. CSD& DSSD
conducts ocular
inspection &
prepares
inspection
and/or
appraisal report
b. Inspections &
Inventory
concurrently
done by MD,
AMG, FMD for
verification
A. MD prepares bidding or
conveyance docs for
DPO/CPO approval
B. Notice to COA
C. BAC – Bidding Process
1. Publication of Invitation
to Bid/Offer for Sale
2. Issuance of Bidding
Documents
3. Due Diligence
4. Pre-Bidding Conference
5. Request for Clarification
/Supplemental Bid
Bulletin
6. Public Bidding
7. Post-Qualification
D. Endorse winning bid to PrC
E. Acceptance of offer
F. Issuance of Notice of
Award
G. Acceptance of Payment
1. Pre-disposition Activities
2. Privatization Plan
3. Disposition
a. Execution/
Signing of
transaction
documents
b. MD
coordinates
with CSD for
schedule of
turn-over to
buyer
c. CSD
undertakes
the actual
turn-over of
asset to buyer
& submits
report
4. Closing of Transaction
a. Budget Officer prepares Schedule of
Unremitted Collections & submits to Legal and
MD for clearance
b. Chief Accountant prepares memo for CPO’s
approval– 90% to BTr & 10% for retention
c. BO prepares DV & Remittance Report for
check prep
d. Transmit check & Remittance Report to BTr
5. Remittance to Bureau of the Treasury
• 740 M
• Clean
Inventory
a.MD
prepares
transaction
documents
b.Legal
draft/
review of
transaction
documents
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 14 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2.3 Normative References The ISO 9000:2015, Quality management systems – Fundamentals and vocabulary 2.4 Exclusions
Conformity to Clauses 7.1.5.2 – Measurement Traceability and 8.3 – Design and Development of Products and Services are excluded in the PMO Quality Manual since these are not applicable to the mandate/function of the agency.
2.5 Documentation Requirements
The PMO QMS is developed to ensure consistency in meeting the customer’s needs and expectations through the actual execution of the documented procedures, support policies, and standard operating instructions. The PMO’s Quality Management System is structured as follows:
Level 1: Quality Manual – The Quality Manual is the highest of the Quality Management System. It consists of the background, organizational structure, human resources management, process descriptions, and quality control and enhancement.
Level 2: Quality Core Procedures Manual – The Quality Core Procedures Manual is the operational guide of PMO, which provides the information and detailed steps on how to consistently execute the activities and processes within the agency.
Quality Manual
Quality Core Procedures Manual
Policies and Guidelines
Quality Records
Level 1
Level 2
Level 3
Level 4
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 15 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
Level 3: Policies and Guidelines – The Policies and Guidelines include the records of the agency such as the issuance of Memorandum Circulars and Office Orders. It also includes the Executive Orders issued by the Office of the President as well as the Memorandum Circulars issued by the oversight agencies, which are relevant to the operations of the PMO.
Level 4: Quality Records – The Quality Records are documents that provide evidence to the activities executed and results achieved by the PMO. It also contains the necessary requirements to ensure the accomplishment of the mandate, vision, and mission of the agency.
2.6 Control of Documents The PMO implements a procedure for the control of documents such as creation, identification, revision, approval, maintenance, and distribution. The procedure applies to all kinds of documents, regardless of its characteristics (electronic or hardcopy) to ensure that all documents are monitored, updated, secured, and properly distributed.
2.8 Control of Records The PMO implements a procedure for the control of records such as identification, collection, encoding, labeling, filing, maintenance, and disposition of records. It ensures that records are kept in a suitable environment to prevent damage or loss of any files and readily retrievable when needed. An inventory list of records is maintained to track the records that are still in PMO’s possession as well as those records that are not already with PMO.
2.9 Internal Audit In relation to the implementation of QMS, the Internal Quality Audit Team (IQAT) of PMO verifies if the established quality policy and procedures are implemented according to the planned schedule and arrangements. The findings/observations of IQAT are relayed to the division chiefs involved in order for them to respond accordingly. The IQAT verifies if the findings/observations are addressed properly and shall report the results to the top management.
2.10 Control of Non-conforming Outputs
In order to accomplish the agency’s mandate, the services that do not conform to the specific requirements set by the National Government are properly identified, evaluated and controlled in order to avoid the possibility of further complication which may affect the ability of the agency to fulfill its function.
2.11 Corrective Action
In connection with the control of non-conformity, corrective actions are applied to effectively solve the existing non-conformities. The procedure also intends to eliminate the causes of non-conformities as well as anticipate and prevent the emergence of new problems or issues that may impede the privatization process of the government.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 16 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2.12 Distribution
The Quality Manual and its related documents are considered qualified and shall not be brought or distributed outside the agency without prior authorization from the top management. All QMS documents shall be made available to all employees through the PMO Quality Management System site.
2.13 Control of Changes
The PMO Management shall review and amend portion(s) of the Quality Manual if there are changes in the core processes, scope of the certification and management and/or organizational structure. Only designated person(s) shall be authorized to document changes in the PMO-QMS.
3.0 Leadership
3.1 Leadership and Commitment
The PMO’s top management recognizes the need to meet the quality standards established in order to enhance the delivery of services to its customers in accordance with its policy and objectives. The top management is committed to the application of process approach and risk-based thinking, which is necessary for the determination of the resources needed in order to properly execute the tasks. Management reviews are conducted to ensure the continuous implementation as well as improvement of the QMS.
3.2 Customer Focus
The PMO prioritizes the satisfaction of its customers through attending their needs and concerns. The persons assigned to provide assistance are well-trained and supervised in order for them to handle the concerns and situation properly. Furthermore, PMO gives importance to the feedback of its customers in order to come up with quality plans and programs for the continuous improvement of the services provided.
3.3 Customer Satisfaction
In accordance with Article III, Section 2 of Executive Order 323, the PMO, on behalf of the national government, is tasked to implement the actual disposition/marketing program of government assets, corporations and other properties after securing prior approval from the Privatization Council. Therefore, the agency shall execute any appropriate instruments to take title to and possession and conserve assets assigned to it, to convey title to such assets, to engage external expertise as necessary to fulfill the tasks and to submit periodic reports about the status of the disposition program to the Council. Therefore, the agency considers the Privatization Council and/or National Government as its primary customer.
In relation to determining customer satisfaction, the targets set by the National Government and/or Privatization Council as well as the targets committed by the agency are well defined in the criteria of Performance Based Bonus (PBB) as indicated in the Administrative Order No. 25, wherein PMO is being assessed yearly by the Department of Finance, its mother agency, with a rating of Good, Better and Best based on PMO’s performance in achieving the said targets.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 17 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
On the other hand, PMO recognizes the fact that there are also secondary customers such as fellow PMO employees, who usually request for the submission of various reports, certificates, and/or reviews from other divisions (identified as internal customers), and the private individuals, prospective bidders and buyers (identified as external customers) who are deemed necessary for the fulfillment of the tasks of the agency. Therefore, the agency ensures that all necessary information regarding the bidding process and other related processes are relayed to them accordingly as well as attend and address their queries and/or concerns properly. The satisfaction of secondary customers can be measured through the submission of duly accomplished customer feedback form which will be carefully analyzed in order to determine how to further improve the PMO-QMS based on the results/recommendations of customers.
3.4 Quality Policy
The PMO established a quality policy, based from the results of the internal quality audits, staff meetings, and management reviews, to inform everyone about its commitment to provide quality services to its customers. The policy is disseminated within the vicinity of the office and is also available in electronic medium.
“The PMO strives to conduct its function to dispose government assets and other properties with a total commitment to efficiency, quality and timeliness in the performance of its mandate. Our personnel provides responsive, proactive and dedicated service to its clients and colleagues in the pursuit of nation building. We commit to continually improve the quality management system by ensuring that all processes are constantly evaluated to increase the efficiency of the agency to fulfill its objectives in accordance with applicable laws.”
3.5 Quality Objectives
In relation to the quality policy of PMO, the quality objectives, which are carefully planned and analyzed, are established to serve as measurable targets for the agency. The accomplishment of the targets is monitored and assessed regularly to ensure that tasks are done properly and within the prescribed period of time. Likewise, quality objectives are reviewed and revised, if needed, to suit the agency’s operational requirements.
3.6 Quality Management Planning
Quality Management Planning is the venue for the formulation of agency’s operational plans, where objectives are identified, commitments are obtained, and resource requirements are determined. The top management thoroughly deliberates and analyzes the factors such as budget availability, performance evaluation, and work output. Prior to the conduct of quality management planning, all division chiefs are asked to conduct a pre-planning activity within their division to gather information regarding execution of the activities as well as to satisfy customer’s needs and expectations. All gathered data are used as basis for future directions and implementation of the formulated operational plan.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 18 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3.7 Quality Management Structure
The Quality Management Structure or referred as the ISO Team, as shown below, is tasked to oversee the implementation of the PMO’s Quality Management System.
3.8 Responsibility, Authority and Communication
Management Committee
1) Ensures that the quality objectives are relevant to the mandate and core processes of the agency.
DEPUTY QMR Carla S. Del Prado
MANAGEMENT COMMITEE CPO Gerard L. Chan
DPO Ellen H. Rondael DPO Toni Angeli V. Coo DPO Krischelle B. Matas
QUALITY MANAGEMENT REPRESENTATIVE (QMR) DPO Ellen H. Rondael
SECRETARIAT Mei Lin Monteroso
DEPUTY QMR Melinda B. Cortez
PMO ISO CORE TEAM
DOCUMENTS & RECORDS CONTROL
Aaron C. Sanchez Eva B. Pascual
INTERNAL QUALITY AUDIT
Bles O. Sarip-Macmod Marites M. Natividad
Ernst F. Mapi-ot Jr. Kharen R. Derit
Dianne G. Madeja Kim F. Broncate
QUALITY PLANNING
COMMITTEE Conchita Q. Sagun
Cesar M. Pargas Dante M. Pante
Rhodora B. Torralba Arnel D. Palomaria
Sandro R. Dela Cruz Joana C. Balarag
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 19 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2) Provides sufficient resources to support the implementation of PMO Quality Management System.
3) Reviews and evaluates the effectiveness of the PMO QMS, Quality Policy and
Quality Objectives.
4) Introduces mechanisms to improve the PMO QMS and monitors the implementation of performance improvement plan.
Quality Management Representative (QMR)
1) Communicates the instructions and/or decisions of the Management Committee to the whole staff of the agency and liaises with external parties on matters relating to the implementation of the PMO QMS.
2) Ensures that the established PMO QMS is properly implemented and maintained.
3) Reports to the Management Committee about the status and effectiveness of the QMS as well as the areas for further improvement.
Deputy QMR
1) Assists the QMR in the effective implementation and maintenance of the PMO QMS.
2) Performs the duties and responsibilities of the QMR during his/her absence. ISO Core Team
The ISO Core Team is the group tasked to help the management committee to supervise and sustain the implementation of the PMO QMS to various divisions. It is divided into three sub- groups and includes the Secretariat. Their functions include the following:
1) Documents and Records Control
a) Handles and maintains all QMS-related documents and ensures the availability
of the said documents during the time of use.
b) Ensures traceability of all documents and maintains a master list of all available records within the agency.
c) Institutes, implements and maintains a document procedure for the control of
documents and records.
d) Coordinates with division heads and/or other employees regarding records management.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 20 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
e) Prevents unauthorized access and use of relevant documents and records.
2) Internal Quality Audit Team
a) Prepares audit plan and coordinates with various divisions on the conduct of internal audit.
b) Submits the audit report to the management committee.
c) Ensures/verifies the implementation of corrective and preventive actions for the potential non-conformities/non-conformities found during audit/s.
d) Other related tasks as may be requested by the management committee.
3) Quality Planning Committee
a) Prepares/formulates agency’s strategic plan to improve the quality of its operations.
b) Monitors the implementation of the strategic plan and evaluate if goals and targets of the agency are achieved.
c) Ensures the establishment of the performance improvement plan to continuously improve the provision of quality services to its customers.
d) Reports the results of the implementation of strategic and performance improvement plan to the QMR and Management Committee.
4) ISO Secretariat
a) Takes minutes of the ISO Team meetings, management review, and other meetings called by either QMR or Management Committee.
b) Provides support to the QMR in administering the implementation and maintenance of PMO-QMS.
c) Coordinates with the Management Committee, QMR, Deputy QMR, and other ISO Committees with regard to the dissemination of information on the implementation of PMO-QMS.
d) Revises the Quality Manual and other ISO-related documents.
3.9 Management Review
The review of the established QMS is conducted at least once a year or whenever the management finds it necessary to determine the stability and effectiveness of QMS. Moreover,
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 21 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
the customer feedback, audit results, and overall performance of the agency are used to
formulate policies and programs that will help to improve the efficiency of the processes, utilization of resources, and delivery of services, which are vital to satisfy the requirements of the QMS.
4 Support
4.1 General
The PMO ensures the provision of the appropriate resources needed to perform the daily operations of the agency. The resources include the following:
a. Human Resources b. Infrastructure/Facilities c. Work Environment d. Financial Management
4.2 People
The PMO believes that its human resource is the most vital component of the agency. All employees are selected based on the qualifications and standards set by the Personnel Selection Board taking into consideration the exigencies of service, relevant civil service regulations, and other relevant regulations. To ensure that all employees are performing their functions competently, the Administrative Division, which handles the Human Resource Management, coordinates with all Division Chiefs and Deputy Privatization Officers to be responsible for the following functions:
Determining the training needs of its employees through assessment of their performance and competency. Division Chiefs/Deputy Privatization Officers must provide recommendation to the Human Resource Management of the appropriate training programs for its personnel.
The effectiveness of training and supervision are measured through the conduct of regular performance evaluation. In case that the employee does not meet the standards set by the agency, suggestions could be provided on how the employee can further improve its performance.
Inform the employees/personnel about the relevance and importance of their daily tasks and how they can contribute to the fulfillment of the mandate of the agency.
Maintain the appropriate records of education, work experience, training profile, eligibility, and other credentials of the employees through the individual 201 files. All files must be stored and maintained properly to easily serve as references when needed.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 22 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4.3 Infrastructure
The PMO determines, provides, and maintains the infrastructure and facilities needed by its employees in order to produce products and deliver quality services to the customers. The infrastructure/facilities include buildings, workstations, equipment, transportation service, IT equipment, storage facilities for supplies, utilities, and customer receiving areas. The Administrative Division, through its General Office Services, handles and manages the maintenance of the building, supplies, and equipment of the PMO. On the other hand, the Information Technology Services handles the maintenance of the IT equipment needed in the daily operations of the PMO.
4.4 Environment for the Operation of Processes The PMO is committed to promote the well-being, motivation, and satisfaction of its officers and staff by establishing a quality work-life balance that would help the employees to become more effective and efficient. This can be done through the following:
Provide a work environment that is conducive for working and learning as well as formulating and observing quality standards.
Fostering teamwork by sharing the knowledge and inputs of the employees with one another.
Strengthening the relationship, through dialog, between the management and the rank and file employees.
4.5 Financial Management The Financial and Management Services of PMO provides financial support to all divisions by performing the following activities in compliance with the government accounting and auditing rules and regulations: a. Management of Funds such as monitoring of fund utilization b. Processing of payment to suppliers/contractors c. Production of financial reports d. Formulation and dissemination of financial policies e. Provision of updates regarding changes in processes of the financial management
5.0 Performance Evaluation
5.1 Monitoring, Measurement, Analysis and Evaluation
Monitoring and evaluation is a very crucial part of the office management, which includes implementation of policies, programs, systems, procedures, and development of PMO as a whole. The results of the monitoring and evaluation provides information achievement of the goals and objectives as well as how to improve the execution of the processes and delivery of
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity : August 20, 2018 Page: 23 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
services to its customers. The results generated provide direction to the top management to decide for the appropriate actions needed to be implemented.
Processes and services are evaluated according to the following attributes, but not limited to the following: timeliness, compliance with the policies, efficiency, effectiveness, quality of work, responsiveness, accuracy, and completeness of data.
5.2 Analysis and Evaluation
PMO periodically analyzes the data collected from the monitoring, measurement, and evaluation of the effectiveness of PMO QMS. This includes the comparison of the previous and current performance of the agency, through the results and output achieved during the implementation of the quality procedures. The results of the analysis are used for the planning of programs to be implemented, formulation of policies and objectives, and continual improvement of the performance of the agency.
5.3 Improvement
5.3.1 Continual Improvement
Continual Improvement is the perpetual objective of the PMO. All analyzed data, such as results of performance review, monitoring, and evaluation, are utilized in order to formulate policies and programs that will foster growth and development of its employees as well as enhancement of the production of outputs and delivery of services to its customers. The PMO continuously improve the established quality standards to ensure that the agency can cope with the changes in the environment as well with the increasing demands of the customers.
5.3.2 Nonconformity and Corrective Action
In relation to the control of non-conformity, corrective actions are applied to efficiently solve the existing non-conformities. By properly identification and evaluation of the causes of non-conformities, the PMO, through the implementation of QMS, can anticipate and prevent the emergence of the new problems or issues that may arise in the future.
6.0 Terms and Definitions
“APR” Agency Procurement Request.
“ASBF” Asset Specific Bidding Form.
“ASBR” Asset Specific Bidding Rules.
“BAC” Bids and Awards Committee constituted by PMO for purposes of the Bidding.
“Bidding” Public bidding where qualified bidders submit their most competitive bid for the sale of asset.
“BIR” Philippine Bureau of Internal Revenue.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 24 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
“BTR” Philippine Bureau of Treasury.
“BURS” Budget Utilization Request and Status.
“CAPEX” Capital Expenditure.
“CDJ” Cash Disbursements Journal.
“CPO” Chief Privatization Officer
“CSD” Custodianship Services Division.
“CSJ” Cash Receipts Journal.
“DBM” Department of Budget and Management.
“DBM-PS” Department of Budget and Management’s Procurement Service.
“DOF” Department of Finance.
“DPO AFMS” Deputy Privatization Officer for Administration, Financial and Management Services.
“DPO AM” Deputy Privatization Officer for Asset Management.
“DSSD” Disposition Support Services Division.
“DTR” Daily Time Record.
“DV” Disbursement Voucher.
“End-User” The individual who will use the product.
“EV” Expense Voucher.
“FMD” Financial and Management Division.
“GJ” General Journal.
“GSIS” Government Service Insurance System.
“HRMO” Human Resource Management Officer.
“IAR” Inspection and Acceptance Report.
“IIRUP” Inspection Report of Unserviceable Property.
“JEV” Journal Entry Voucher.
“LS” Legal Services.
“MD I” Marketing Division 1, in-charge of disposing institutional assets.
“MD II” Marketing Division 2, in-charge of disposing equity, mining, and special assets.
“MD III” Marketing Division 3, in-charge of disposing retail assets.
“MOOE” Maintenance and Other Operating Expenses.
“ObR” Obligation Request.
“Official Receipt” Document issued to payor as an acknowledgment of receipt of payment.
“OSG” Office of Solicitor General.
“Pag-IBIG” Pagtutulungan sa Kaunlaran, Ikaw, Bangko, Industriya at Gobyerno.
“Payor” The person paying.
“PCF” Petty Cash Fund.
“PCV” Petty Cash Voucher.
“PhilHealth” Philippine Health Insurance System.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity : August 20, 2018 Page: 25 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
“Plantilla” The list of positions available for personnel services approved by DBM.
“PMO Inventory Team” A team of PMO personnel assigned to conduct inventory.
“PMO” Privatization and Management Office.
“PMO-COA” Auditors assigned by Commission on Audit to PMO to perform audit.
“PO” Purchase Order.
“PR” Purchase Request.
“PrC” Privatization Council, the central agency of the government responsible for oversight of the government’s privatization program
Privatization Plan/ “PrivaPlan”
A document that contains asset study, steps, terms and conditions to be followed on how assets will be disposed.
“PS” Budget for Personnel Services.
“PSB” Personnel Selection Board, in-charge of selecting qualified applicants to be hired by PMO.
“RCD” Report on Collections and Deposits.
“RCI” Report on Checks Issued.
“RPCI” Report on Physical Count of Inventory.
“Remittance Report” Report of PMO’s proceeds remitted to the Bureau of Treasury.
“Republic Act 9184” Government Procurement Law of the Philippines, the reference for all procurement activities of PMO.
“RPCPPE” Report on Physical Count of Property, Plant and Equipment.
“SA” Statement of Account.
“SAI” Supplies Availability Inquiry.
“Sale/Transaction Documents”
Contract signed by PMO and the winning bidder to officially close the transaction and collect proceeds from the sale.
“Serviceable Properties” Properties that are still functioning and ready to use by PMO personnel.
“SL” Subsidiary Ledger.
“Supporting Documents” Any documents used to support the amount requested such as official receipt, proof of billing, and other applicable evidences.
“TCF” Transmittal Control Form.
“TO” Travel Order.
“Unserviceable Properties” Properties that are not functioning and ready for disposal.
“WMR” Waste Material Report.
“WTR” Weekly Time Record, only used by Division Chiefs and Deputy Privatization Officers.
“MDS” Modified Disbursement System, subsidies coming from the National Government.
“RF” Revolving Fund, funds retained by PMO from proceeds from sale of assets and other applicable source of income.
“CAO” Chief Administrative Officer.
“TCT” Transfer Certificate of Title.
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: PMO-QM-001 Revision No.: 6 Effectivity: August 20, 2018 Page: 26 of 26
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
7.0 Appendices
Flowcharts
The respective tasks of each division are presented through process flows with corresponding step by step narratives.
Inputs Each process has corresponding overview of the task, the specific inputs needed to fulfill the task, and the output of the process. The Quality Requirements, Supplier and the customer were also identified. The process flows are arranged in the following manner:
(1) Marketing Group (2) Custodianship Services Division (3) Disposition Support Services Division (4) Legal Services (5) Administrative Division (6) Financial and Management Division
(7) Information Technology Services
Approved by:
Gerard L. Chan Chief Privatization Officer Privatization and Management Office
PRIVATIZATION AND MANAGEMENT OFFICE
QUALITY MANUAL
Code: QMS-MD Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 1
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
MARKETING GROUP
Quality Objective
“Conduct an orderly, transparent and efficient disposition of government assets and other properties assigned to PMO
in accordance with the privatization plan duly approved by the Privatization Council.”
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Determination of Viable Assets
Code: QMS-MD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
PMO’s performance is not only measured through the disposition of assets but also through the
efficient management of assets prior to disposition.
Coordination with other divisions is one way to determine the viability of assets to secure reports
on due diligence and is expected to achieve at least ninety (90) days for complex asset while sixty-
five (65) days for non-complex asset.
PROCEDURES
1. Guidelines and Procedures
1.1 The Market Specialist reviews and studies the asset/s to determine its viability.
1.2 The Market Specialist coordinates with the Legal Services (LS), Custodianship
Services Division (CSD) and Financial and Management Division (FMD) and
requests the conduct of Due Diligence on the asset/s. A report of its due diligence will
be submitted to the appropriate Marketing Division (MD).
1.3 Based on the report on due diligence conducted by the concerned divisions, MD
reviews, studies and prepares privatization plan for assets which are deemed ready for
disposition in accordance with the rules and regulations.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Determination of
viable asset/s
Buyer/Prospective
Bidder
To dispose asset/s thru public
bidding once its viability is
identified.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Determination of Viable Assets
Code: QMS-MD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
MARKETING
DIVISION
LEGAL
SERVICES,
CSD, and FMD
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Status of legal
cases/impending, if any. Legal Services
To update status of asset on
legal issues and impediment, if
any.
2. Inventory and actual
location of assets CSD
Actual status and current list
indicating the condition of
properties/assets.
3.
Outstanding Obligation/
Statement of Account,
Custodianship
Expenses and other
related expenses
FMD
Actual amount/figures of
obligation or exposure, and
expenses of asset/s based on
PrC policy.
START
Review the Status as
well as the History of
the Asset/s Identified for Disposition
Due Diligence
Request Due
Diligence with Legal Services, FMD, and
CSD
Preparation of
Privatization Plan END
Submit Report of
Due Diligence
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Privatization Plan
Code: QMS-MD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
In accordance with Executive Order (EO) 323 Series of 2000, PMO’s mission is to promote
an orderly, coordinated and efficient privatization of remaining government corporations,
assets, activities, and idle properties which have been identified as unnecessary and
inappropriate for the government sector to maintain.
Implementation of this process is expected to be completed for one hundred twenty (120)
days for complex asset while seventy-five (75) days for non-complex asset.
PROCEDURES
1. Guidelines and Process
1.1 Market Specialist prepares draft of Privatization Plan, Asset Specific Bidding
Rules (ASBR) and Asset Specific Bidding Form (ASBF) for the asset/s
identified for disposition.
1.2 Market Specialist submits the ASBR and ASBF to the Legal Services for review
and comment.
1.3 Legal Services returns the reviewed ASBR and ASBF to the Market Specialist.
1.4 Market Specialist submits draft of ASBR, ASBF, and Privatization Plan to the
Deputy Privatization Officer (DPO) for Marketing for review and endorses to
Chief Privatization Officer (CPO) for approval.
1.5 CPO approves the documents endorsed by DPO for Marketing and endorses the
same to the Privatization Council (PrC) for approval. Otherwise, the DPO/CPO
may return the same to the appropriate Marketing Division (MD) for further
study or for revision.
1.6 CPO advises MD of the Privatization Council’s (PrC) decision and gives
instructions/directions to implement in accordance with the PrC’s
decision/approval.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Privatization
Plan
Buyer/prospective
investor
Asset history and status,
appraisal value, applicable price
of asset subject or privatization
and recommendation for
disposition.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Privatization Plan
Code: QMS-MD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
MARKETING
DIVISION
LEGAL
SERVICES
DPO FOR
MARKETING
CPO
PrC
Yes
Yes
No
No
Yes
No
START
Privatization Plan, ASBR,
and ASBF
Implement
Are PrivaPlan,
ASBR and ASBF
Approved?
Prepare Privatization Plan, Asset
Specific Bidding Rules (ASBR), and Asset Specific Bidding Form
(ASBF)
Revision/
Further Study
Review ASBR and ASBF
Endorsement of PrivaPlan
to PrC
Submit ASBR and ASBF with the Privatization Plan
to DPO Marketing
Are PrivaPlan,
ASBR and ASBF
Approved?
Endorsement of PrivaPlan, ASBR, and
ASBF to CPO
Are PrivaPlan,
ASBR and ASBF
Approved?
END ASBR and ASBF
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Privatization Plan
Code: QMS-MD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Draft ASBR/ASBF Legal Services
Review of bid documents and
other sales transaction/documents
in accordance with privatization
rules and regulations.
2.
Approval of
documents
necessary for the
disposition plan of
assets
CPO/DPO
To seek approval from PrC for
the implementation of the
disposition plan of asset.
3.
Approval on the
PrivaPlan endorsed
by the PMO
PrC To implement disposition once
approved.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Public Bidding
Code: QMS-MD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The purpose of Public Bidding is to ensure that all qualified prospective bidders have an equal
opportunity to participate, and for PMO to generate maximum revenue for the National
Government.
By the way of public bidding, transparent disposition of government assets can be achieved at least
one hundred sixty (160) days for complex asset while seventy (70) days for non-complex asset.
PROCEDURES
1. Guidelines and Process
1.1 With approved Privatization Plan, Market Specialist prepares Bid Documents,
Invitation to Bid and Notice to Commission on Audit (COA) and submits to
DPO for Marketing for approval.
1.2 DPO for Marketing approves Bid Documents, Invitation to Bid as well as
Notice to COA and endorses to CPO for approval.
1.3 CPO approves the documents endorsed by DPO for Marketing.
1.4 Marketing Division conducts the bidding process and submits report of the
result of bidding to DPO for Marketing and CPO.
1.5 If the bidding is successful, the CPO recommends approval to PrC, otherwise,
the same will be referred by Marketing Division to DPO for Marketing and
CPO for other possible modes of disposition.
1.6 The PrC approves the recommendation and sends a Letter of Approval to the
CPO.
* Bids and Awards Committee (BAC) may be created in case of disposition of big ticket accounts.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Public Bidding Buyer/Prospective
Investor
Timely and orderly
conduct of public bidding.
2. Letter of Approval Winning Bidder Duly approved by the
Privatization Council.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Public Bidding
Code: QMS-MD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
MARKETING
DIVISION
DPO FOR
MARKETING
CPO
PrC
No
Yes
Approval of Bid
Documents Is Bidding
Successful?
Implement/
Conduct Bidding
Submit to DPO for
approval
Report Result of
Bidding
Recommend
Approval to PrC
START
Bid Documents/
Notice to COA/ Invitation to Bid
Approval and
Endorsement to
CPO
A
A Review the
Documents
Approval of Recommendation
Letter of Approval
Send Letter of
Approval to CPO
END
Preparation of Bid
Documents
Report Result of
Bidding
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Public Bidding
Code: QMS-MD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs, Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Draft Bid Documents, Invitation
to Bid and Notice to COA
Marketing
Division
Documents are complete.
2. Approval of documents
necessary for the disposition
plan of assets
DPO and CPO
Data are complete and
approved by DPO for
Marketing and CPO.
3. Implementation of Bidding Marketing
Division
Documents are complete.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Negotiated Sale
Code: QMS-MD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
A negotiated sale may be conducted as another way of disposing government assets and generate
maximum cash recovery for the National Government. In accordance to COA Circular No. 89-
296 dated January 27, 1989, a negotiation may be conducted even if there is only one interested
buyer, unlike the public bidding that requires at least two interested buyers. Negotiated sale is
deemed successful if the interested buyer met all the requirements set by the Privatization Council
(PrC).
This mode gives flexibility to interested buyers to acquire government assets and could be
implemented for about seventy-two (72) days for complex asset while fifty-three (53) days for
non-complex asset.
PROCEDURES
1. Guidelines and Process
A) Negotiated Sale: Third Party
1.1 After a failed bidding, the Market Specialist evaluates the asset by determining its
physical/legal issues and floor price.
1.2 Market Specialist prepares the Negotiated Sale Documents, Invitation to Submit Offers
and Notice to Commission on Audit (COA) and submits to DPO for Marketing for
approval.
1.3 DPO for Marketing approves the Negotiated Sale Documents, Invitation to Submit Offers
as well as Notice to COA and endorse them to the Chief Privatization Officer (CPO) for
approval.
1.4 CPO approves the documents endorsed by DPO for Marketing. Once approved, the
Market Specialist publishes the Invitation to Submit Offers for three (3) days.
1.5 If a proposal to purchase the asset is received, the Market Specialist evaluates the said
document if it is acceptable or not. If deemed acceptable, the Market Specialist will
prepare endorsement to the DPO for Marketing for consideration. If unacceptable, the
Market Specialist will inform the buyer to further improve the proposal and resubmit the
said document. The new proposal will be subject to further evaluation by the Market
Specialist.
1.6 DPO for Marketing approves the proposal and endorses to the CPO for approval.
1.7 CPO approves the proposal and refers it to the Marketing Division for implementation.
1.8 Marketing Division conducts the Negotiated Sale process and submits report of the result
of the Negotiated Sale to DPO for Marketing and CPO.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Negotiated Sale
Code: QMS-MD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
1.9 If the Negotiated Sale is successful, the CPO recommends approval to Privatization
Council (PrC), otherwise, the same will be referred by CPO to Marketing Specialist
for other possible modes of disposition such as lease, management contract or joint
venture.
B) Negotiated Sale: Government to Government (G to G)
1.1. PMO receives from a government agency an offer to purchase a certain property.
1.2 Marketing Division evaluates the offer and the status of the asset (e.g. legal
impediments, current physical status of the property, previous appraisals and the latest
in house and/or third party appraisal).
1.3 If the offer is not acceptable vis-à-vis to the current appraisal, PMO sends a letter to
the government agency to improve its offer.
1.4 If the government agency improves its offer and is acceptable to PMO, the Market
Specialist forwards his/her report, together with the improved offer and endorses the
documents to the DPO for Marketing (DPOM) for evaluation and approval.
1.5 If DPOM approves the proposal, the Market Specialist endorses it to the CPO. If not,
the proposal will be returned to Market Specialist for further study and evaluation.
1.6 If the endorsement of DPOM is approved by the CPO, the CPO endorses it to the
Privatization Council (PrC) for approval, otherwise, the PrC will return it to the
CPO/DPOM for further study.
1.7 If approved by the PrC, the G to G transaction is consummated.
*Since it is a government transaction, the rules on the disposition of assets by the PMO is relaxed.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Negotiated Sale Buyer/Prospective
Investor
Timely and orderly conduct
of Negotiated Sale
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Negotiated Sale
Code: QMS-MD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
MARKETING
DIVISION
DPO FOR
MARKETING
CPO
PrC
No
Yes
No
Yes
Approve
Negotiated Sale
Documents
Is Negotiated
Sale
Successful?
Prepare Negotiated
Sale Document,
Invitation to
Submit Offers and
Notice to COA
Implement/ Conduct of
Negotiated Sale
Submit to DPO for
Approval
END
Submit Report
to DPO for
Marketing
Recommend
Approval to
PrC
START
Negotiated Sale
Document/ Notice to COA/
Invitation to
Submit Offers
Approval and
Endorsement to
CPO
Inform the
Interested
Buyer
A
Approve
Negotiated Sale
Approved
Negotiated Sale
Documents
Publish Invitation
to Submit Offers
Accept Proposal/s
Review and
Evaluate Proposal/s
Is Proposal
Acceptable?
Endorse to DPO for Marketing for
Approval
Approval and
Endorsement to
CPO
Approve Proposal
Report of
Negotiated Sale
Formulate
Other Possible Modes of
Disposition
A
Evaluate Asset for Disposition and
Determine Floor
Price
Endorsement of
DPO for
Marketing to CPO
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Negotiated Sale
Code: QMS-MD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 4 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs, Suppliers & Quality Requirements
No.
Input
Supplier
Quality Requirements
1. Draft Negotiated Sale Documents,
Invitation to Submit Offers and
Notice to COA
Marketing
Division
Documents are complete.
2.
Approval of documents necessary
for the disposition plan of assets
DPO and CPO Data are complete and
approved by DPO for
Marketing and CPO.
3.
Implementation of Negotiated Sale
Marketing
Division
Completeness of data, with
Marketing Division’s
endorsement
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Closing of Transaction
Code: QMS-MD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
Closing of Transaction is the finalization of disposal process of government assets that were privatized
by PMO by way of acceptance of proceeds, execution of sale documents and turn-over of assets to the
buyer. Finality of the sale transaction for complex asset is approximately one hundred twenty (120)
days while sixty (60) for non-complex asset.
PROCEDURES
1. Guidelines and Process
1.1 Market Specialist receives the Letter of Approval from PrC addressed to Chief
Privatization Officer (CPO).
1.2 Market Specialist prepares the Notice of Award (NOA) and endorses it to CPO
for approval.
1.3 CPO approves the NOA and returns it to the Market Specialist. The Market
Specialist transmits the approved NOA to the buyer.
1.4 Once the buyer received the NOA, the buyer, with a duly approved Order of
Payment, pays the remaining balance to the Cashier. The Cashier will issue an
Official Receipt.
1.5 Market Specialist prepares the Sale/Transaction Documents in preparation for the
closing of sale with the buyer.
1.6 Market Specialist submits the Sale/Transaction Documents to the Legal Services
for review.
1.7 Legal Services finalizes the Sale/Transaction Documents, and returns them to the
appropriate Marketing Division (MD) for submission to the CPO for approval.
1.8 Upon approval by the CPO of the Sale/Transaction Documents, MD coordinates
with the buyer for the schedule of the signing of the Sale/ Transaction Documents.
1.9 Once the Sale/Transaction Documents have been executed, MD coordinates with
the Custodianship Services Division (CSD) for the schedule of turn-over of sold
assets to the buyer.
1.10 CSD undertakes the actual turn-over of sold asset/s to the buyer and provides MD
a turn-over report.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements 1. Closing of
Transaction
Buyer Execution and delivery of
Sales/Transaction Documents
to buyer
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Closing of Transaction
Code: QMS-MD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
CPO
MARKETING
DIVISION
BUYER
CASHIER
LEGAL
SERVICES
CSD
Review and
Finalize Sale/
Transaction
Documents
Signing of Sale/
Transaction
Documents
Approval/Signing
of Sale/ Transaction
Documents
START
END Schedule Sale/
Transaction
Documents for
Signing/Execution
with Buyer
Submit Sale/
Transaction
Documents
Submit Report of
Turnover of Asset
to MD
Sale/Transaction Documents
Report on
Turnover of Asset
Provide copy for turnover of asset
to Buyer
Forward PrC’s
Letter of Approval
to Market Specialist
Letter of Approval
Prepare Notice to
Award (NOA)
Endorsement to
CPO for Approval
Approval of
NOA
Approved NOA
Forward NOA
to Market
Specialist
Transmit NOA
to the Buyer
Pay the Remaining
Balance
Issue Official
Receipt to the
Buyer A
A
Prepare Sale/ Transaction
Documents
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Closing of Transaction
Code: QMS-MD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs, Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1.
Review and
finalization of
Sale/Transaction
Documents
Legal
Services
To ensure Sale/Transaction
Documents are in accordance with
the privatization rules and
regulations for proper turn-over of
sold asset/s to the buyer.
2.
Approval on the
Sale/Transaction
Documents
CPO
Approval on the Sale/Transaction
Documents and collect
payment/proceeds from sale, which
are necessary for the execution and
delivery of sales.
3.
Signing of Sale/
Transaction
Documents
Buyer
Execution of Sale/Transaction
Documents necessary to close the
sales.
4. Turnover of the
asset CSD
Actual turn-over of the asset/s sold
by the buyer.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Collection of Proceeds of Agricultural Land Transfer to DAR
Code: QMS-MD-06 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
This section of the manual describes the process of collecting the proceeds of agricultural land transferred
to the Department of Agrarian Reform (DAR) through the issuance of Credit Memorandum Advice (CMA).
The CMA system as payment scheme for the transfer of lands suitable for agriculture by the PMO to the
DAR is pursuant to Executive Order No. 407; Department of Finance (DOF) and Department of Budget
and Management (DBM) Joint Circular No. 2-99 series of 1998 and COA Circular No. 2000-001 dated 4
April 2000.
Marketing Division II is the division in charge in relation to the implementation and compliance with the
Executive Order No. 407 (1990).
Completion of the process is about sixty-eight (68) days for complex asset while fifty-five (55) days for
non-complex asset.
PROCEDURES
1. Guidelines and Process:
1.1 The Department of Agrarian Reform (DAR) receives the approved Deed of Transfer (DOT)
together with the Transfer Certificate of Title/s (TCT) for execution.
1.2 The DAR registers with the Registry of Deeds the executed DOT between DAR and PMO,
issues Notice to LandBank of the Philippines (LBP) for receipt, registers TCT with the Land
Registration Authority (LRA), and distributes to Farmers.
1.3 DAR through Presidential Agrarian Reform Council (PARC) submits to the Bureau of the
Treasury (BTr) all necessary documents for the preparation and issuance of CMA.
1.4 LBP conducts and issues valuation of the land, processes claim for Landowner (LO)
compensation, remits to the BTr cash payment to LO and deposits the balance in trust account.
1.5 The BTr issues CMA/JEV to PMO and credits to PMO the value of the land as part of its
remittances to Agrarian Reform Fund (ARF).
1.6 Upon receipt of CMA/JEV with endorsement of DPO Marketing/CPO (through DTSI), MD II
transmits the documents to FMD for recording of CMA/JEV as part of PMO’s remittance to
the BTr.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Credit Memo
Advice
Bureau of the
Treasury (BTr)
Complete documentation such as Deed of
Transfer, TCT, Memorandum of
valuation and other
documents/requirements by the LBP.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Collection of Proceeds of Agricultural Land Transfer to DAR
Code: QMS-MD-06 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
DEPARTMENT OF
AGRARIAN
REFORM
LANDBANK OF THE
PHILIPPINES
BUREAU OF THE
TREASURY
MARKETING
DIVISION II
FMD
Receive Deed of Transfer
(DOT) and Transfer of Certificate Titles (TCTs) from
PMO for Execution.
Issue CMA/JEV to PMO to Credit the Value of the Land as
Part of Its Remittances to
Agrarian Reform Fund (ARF).
Receive the CMA/JEV from BTr
Register Executed DOT with
the Registry of Deeds, Issue Notice to LBP for Receipt,
Register TCT with the Land
Registration Authority and
Distribute Lands to Farmers
Conduct and Issue Land Valuation, Process Claim for
Land Owner Compensation,
and Remit to the BTr Cash
Payment and Deposit the
Balance in Trust Account.
Transmit CMA/JEV to FMD
Records the CMA/JEV as Part of PMO’s Remittance to the
BTr.
START
Submit Documents through
Presidential Agrarian Reform
Council (PARC) to Bureau of Treasury (BTr) for Issuance of
Credit Memo Advice (CMA)
Inform DPO for Marketing and CPO
END
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Marketing Group – Collection of Proceeds of Agricultural Land Transfer to DAR
Code: QMS-MD-06 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Execution/Registration of
the DOT at the Registry of
Deeds
DAR Total valuation and exact
area of land covered under
the Comprehensive
Agrarian Reform Program
(CARP). 2. Memorandum of valuation
of the CARPable land.
LBP
3. Credit Memo Advice
(CMA) or Journal Entry
Voucher
BTr
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Code: QMS-CSD Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 1
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
CUSTODIANSHIP SERVICES DIVISION
Quality Objectives
“Provide updated and accurate reports of: (a) Inspection of properties on requested date; (b) Inventory of properties on approve
deadline; and (c) Safeguard of properties assigned to security agencies engaged in accordance with Republic Act 9184
(Government Procurement Law).”
“Provide documents requested by other division within three (3)
working days from the receipt of request as approved by DPO-AM
and DC-CSD, or the appropriate Officer as may be set out in a
valid office memorandum/order of the CPO/OIC.”
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Custodianship Services Division – Annual Security Turnover and Inventory of PMO Assets
Code: QMS-CSD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The conduct of Annual Security Turnover guarantees that the most capable security agency is the one
handling the security of PMO assets. On the other hand, the inventory allows PMO to identify and monitor
the quantity of the existing properties, which include lands, buildings, machineries, equipment, and other
properties. During the Annual Security Turnover, the inventory list of PMO assets is handed to the incoming
security agency that should be safeguarded and preserved.
PROCEDURES
1. Guidelines and Process
1.1 Chief Administrative Officer – Custodianship Services Division (CAO-CSD) prepares
memorandum for schedule of annual security turnover/inventory and submits to Deputy
Privatization Officer for Asset Management (DPO AM) for review and approval.
1.2 DPO AM approves the memorandum and endorses to Chief Privatization Officer (CPO) for
approval.
1.3 CPO approves memorandum and returns to CAO-CSD for implementation.
1.4 CAO-CSD informs the incoming security provider to submit the personal data files of their
security guards for screening and evaluation of guards to be posted in the asset. CAO-CSD
likewise informs outgoing security provider and Commission on Audit (COA) to send
authorize representative/s for the inventory/turnover undertaking.
1.5 Once security guards are chosen, CAO-CSD sends representatives to the annual security
turnover and inventory of PMO asset.
1.6 Authorized representatives of CSD/PMO conduct inventory and prepare the inventory report
in the form of Report on Physical Count of Property, Plant and Equipment (RPCPPE).
1.7 CSD/PMO authorized representative/s and the incoming/outgoing security provider sign
documents such as Acknowledgement Receipt, Posting/Pullout Forms as an acceptance that all
properties and equipment of PMO in that particular asset must be maintained and taken care
of. All shall items lost and damaged under the custody of the outgoing security provider shall
be replaced or equivalent value will be charged to the provider.
1.8 For inspection of assets, CSD/PMO representatives submit the report within seven (7) working
days after return to the office while for the inventory of assets, a report is submitted within
twelve (12) working days after return to the office to CPO through CAO-CSD and DPO AM.
1.9 CPO acts on the memorandum for security turnover report and returns to the CSD for
appropriate action/filing.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Memorandum for Security
Turnover Report
PMO Inventory list of PMO properties are
accurate and security turnover is
properly documented.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Custodianship Services Division – Annual Security Turnover and Inventory of PMO Assets
Code: QMS-CSD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
CSD
DPO
AM
CPO
INCOMING
SECURITY
AGENCY
Submit Inventory Report
with Acknowledgment
Receipt Form to Incoming Security Agency
START
Prepare Memorandum
for Schedule of
Security Turnover
Approval and
Endorsement of
Memorandum to CPO
Approval of
Memorandum
Approved
Memorandum for
Security Turnover
Return Approved
Memorandum to CSD
Inform Incoming
Security Agency to
Submit Personal Data
Files of Security
Guards
Submit Personal Data Files of Security
Agency’s Guards
Personal Data Files of
Security Guards
Screening of Security
Guards for Posting
Travel and Inspect
Asset for Security
Turnover
Conduct Inventory
Prepare Inventory
Report (RPCPPE)
Signing of Inventory
Report by Authorized
Representatives of PMO
Receive Inventory
Report and Sign the
Acknowledgment
Receipt Form
Sign the Posting/Pullout
Form and Other
Security Forms
Together with the
Outgoing Security
Agency
Accomplished
Acknowledgment
Receipt Form, Posting/
Pull-Out Form, Security
Forms and Copy of
Inventory Report
Prepare Memorandum for
Security Turnover Report
Submit to Division Chief
for Endorsement to DPO
Asset Management
Approved Memorandum for
Security Turnover Report
Approval and Endorsement
of Memorandum to CPO
END
Return Approved
Memorandum to CSD for
Filing
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Custodianship Services Division – Annual Security Turnover and Inventory of PMO Assets
Code: QMS-CSD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Supplies & Quality Requirements
No. Input Supplier Quality Requirements
1. Memorandum for
Schedule of Security
Turnover Report
CSD
Report is complete and
memorandum is duly approved.
2.
Acknowledgment Receipt
Form, Posting/Pull-Out
Form, Security Forms
Incoming and
Outgoing Security
Agency
Documents are accomplished
and duly signed.
3.
Inventory List of PMO
Assets
Authorized
Representatives of
PMO
Accurate listing of properties
and equipment.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Custodianship Services Division – Inspection/Inventory of PMO Assets Without Security Personnel
Code: QMS-CSD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW The conduct of asset inspection/inventory emanates from other Division’s request specifically from
Marketing Divisions I, II, and III and Legal Division or instructions from DPO/OIC/CPO. This
activity allows PMO to identify and monitor the quantity of the existing properties, which include
lands, buildings, machineries, equipment, and other properties.
PROCEDURES
1. Guidelines and Process
1.1 CSD receives request from other Division for the inspection/inventory of assets.
1.2 CAO-CSD endorses the request to DPO for Asset Management (DPO AM) for approval.
1.3 DPO AM approves the request and endorses the request to Chief Privatization Officer
(CPO).
1.4 CPO approves the request and returns to CSD for implementation.
1.5 CAO-CSD will assign personnel to conduct the inspection/inventory. Assigned personnel
will prepare travel documents for approval.
1.6 As soon as the travel documents are approved, the assigned CSD personnel will conduct
inspection/inventory.
1.7 Assigned personnel submit the inspection/inventory report to the CPO through CAO-CSD
and DPO AM (copy furnished the requesting Division).
1.8 For inspection of assets, the assigned personnel submit report within seven (7) working
days after return to the office while for the inventory of assets, a report, in the form of
Report on Physical Count of Property, Plant and Equipment (RPCPPE) is submitted within
twelve (12) working days after return to the office to CPO through CAO-CSD and DPO
AM (copy furnished the requesting Division).
1.9 CPO acts on the memorandum and returns to the CSD for appropriate action/filing.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Memorandum for
Inventory/Inspection Report
PMO Inventory list of PMO properties
are accurate and asset inspection is
properly documented.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Custodianship Services Division – Inspection/Inventory of PMO Assets Without Security Personnel
Code: QMS-CSD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
REQUESTING
DIVISION
CSD
DPO AM
CPO
4. Process Inputs and Supplies & Quality Requirements
No. Input Supplier Quality Requirements
1.
Duly Approved Request
for Inspection/Inventory
Requesting Division Request is complete and duly
approved.
START
Submit Request for
Inspection/Inventory
to CSD
Review and Endorse to CAO-CSD and
DPO AM
Approved Request
Approval and
Endorsement to CPO
Approval of Request
Return to CSD
CAO-CSD Assigns
Personnel
Travel Going to the
Inspection/Inventory Site
Conduct
Inspection/Inventory
Prepare Memorandum for Inspection/
Inventory Report
CAO-CSD Approves the Request and
Endorses to DPO AM
Review and Endorse
to CPO
Review and Feedback
on the Memorandum
Return to CSD
Approved
Memorandum on
Inventory/Inspection
Report
Approved
Memorandum on
Inventory/Inspection Report (Copy
Furnished)
END
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Custodianship Services Division – Management of Records
Code: QMS-CSD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
Management of records plays a crucial role in the continuity of operations of the PMO especially in the
disposition of assets. Hence, original documents received as well as turned over files pertaining to assets of
PMO are well maintained by the Records Officer of the Custodianship Services Division.
PROCEDURES
1. Guidelines and Process
1.1 Processing of Incoming Documents
A. Central Receiving Unit processes the incoming documents as follows:
i. Receives incoming documents sent to PMO by various agencies/other entities.
ii. Assigns barcode sticker with control/identification number, scans documents and
uploads scanned files to the Document Tracking System. Person-in-charge classifies
document and provides the description and sender of the document and shares the
scanned file to the authorized receiver of the documents through e-mail. The
authorized receiver shall forward the scanned file to Division Chiefs and DPO/CPO.
iii. Forwards original documents to Records Officer of Custodianship Services
Division (CSD).
B. Records Officer processes the filing of documents received as follows:
i. Segregates and adds proper labeling to documents.
ii. Files documents accordingly.
1.2 Processing of Records Request
A. Requesting Division submits duly approved Request Form to CSD.
B. CSD reviews the inventory list and checks if requested documents are available.
C. If the documents requested are available, get the documents or photocopy the original
documents, if borrowing of requested documents are not allowed, and certify those as true
copies. On the other hand, if documents are not available, the records officer issues
certificate of no records. Records Officer shall issue Certificate of No Records or the
requested documents within three (3) working days upon receipt of request.
D. Log the requested documents/certificate of no issuance and transmits to the requesting
division.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Custodianship Services Division – Management of Records
Code: QMS-CSD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Filed Documents PMO Proper Labeling and Segregation of Files
2. Original Documents/
Certified True Copy of
Documents
Requesting
Division
Readable and Complete/ Valid and
Similar to the Requested Document
3. Process Flows
3.1 Processing of Incoming Documents
CENTRAL
RECEIVING UNIT
CSD
START
Original Documents
Segregate Documents by Division
Forward Original Documents to
Records Officer of CSD
Proper Labeling of Documents
END
File Documents
Receives Incoming Documents
Assigns Identification Number, Scans Documents, Shares to Authorized
Receiver
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Custodianship Services Division – Management of Records
Code: QMS-CSD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3.2 Processing of Records Request
4. Process Inputs and Supplies & Quality Requirements
REQUESTING
DIVISION
CSD
No. Input Supplier Quality Requirements
1. Incoming Documents Central Receiving
Unit
Correctness of details
2.
Request Form
Requesting Division Accurate listing of
documents needed and duly
approved form.
START
Request Form
Are documents included in the
Inventory List?
Issue Certificate of
No Records
Get the Original Documents/
Photocopy and Certify the Documents
Log the Borrowed Documents/
Certificate of No Records
A Transmit Requested Documents to the Requesting Division
END
No
O
Yes
A
Submit Duly Approved Request
Form to CSD
Review Inventory List
Requested Documents
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Code: QMS-DSSD Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 1
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
DISPOSITION SUPPORT SERVICES DIVISION
Quality Objectives
“Submit the final appraisal report in a timely manner using
relevant appraisal valuation techniques as assessed by the
professional opinion of the appraiser.
“Submit the due diligence report of the gathered data within the
target number of days”
“Provide estimate on third party appraisal and other PMO
operation support matters within the target number of days from
the receipt of the request.”
“To oversee and monitor the insurance coverage of PMO assets
and its personnel.”
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – In House Appraisal
Code: QMS-DSSD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
In House Appraisal reports are the major output of the Disposition Support Services Division
(DSSD). Its mandate is to render opinion on the value of assets in aid of the privatization efforts
of the PMO. A team of qualified government appraisers provide in-house appraisal reports to its
primary end-users, the Marketing Groups. On the other hand, secondary end-users are those from
the other divisions of the PMO.
PROCEDURES
1. Guidelines and Process
1.1 DSSD receives duly accomplished request form with attached photocopy of TCT, Tax
Declaration and Lot or Survey Plan/Cadastral Map and other necessary documents for
In House Appraisal from the end-user.
1.2 Division Chief assigns an appraiser to conduct the ocular inspection of the asset.
1.3 The appraiser gathers data depending on the kind of property appraisal. In case of real
property appraisal, the basic data to be gathered include comparable market values, tax
map, copies of the tax declaration and/or Transfer Certificate of Title, pictures of the
property/asset, and other documents that, in the opinion of the appraiser, may aid in
best value of the asset/property. On the other hand, in case of personal property
appraisal, the basic data to be gathered include the pictures of the asset/property,
records of the value of the property (purchase price, depreciation rate, salvage value,
and market value, if any).
1.4 Appraiser analyzes the data gathered.
1.5 Appraiser prepares Appraisal report and submits to Division Chief.
Target for submission of Appraisal Report varies as follows:
A. One (1) to two (2) real estate properties – within six (6) working days after
inspection
B. Three (3) to thirty (30) properties with building, multi-storey building and
condominium units – within sixteen (16) working days after inspection
C. More than thirty (30) properties (chattels, subdivision projects, special assets and
condominium buildings) – within twenty six (26) working days after inspection
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – In House Appraisal
Code: QMS-DSSD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
* In case of urgent appraisal requests, the counting of number of days on present
assignment will continue after submission of final report of the prioritized request.
1.6 Division Chief finalizes the appraisal report and transmits to DPO for Asset
Management for approval.
1.7 DPO for Asset Management approves the Appraisal Report and returns to DSSD.
Review of appraisal report is within two (2) working days.
1.8 DSSD submits approved Appraisal Report to the end-user.
2. Process Outputs, Customers & Quality Requirements
No.
Output
Customer
Quality Requirements
1. Appraisal
Report Marketing I, II, and III as
primary end-user
Finance Division – for
serviceable and unserviceable
PMO assets (ex. Office furniture
and fixtures, vehicles, etc.) as
support for general office
services for documentation and
compliance with government
reporting requirements.
Others – special requests by
DPO/CPO
Complete, Timely,
All items accounted
for.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – In House Appraisal
Code: QMS-DSSD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
REQUESTING
DIVISION
DSSD
DPO AM
Submit to DPO AM
Submit Request for In-
House Appraisal to DSSD
Conduct Ocular Inspection
of the Properties
START
Gather Data
Appraisal Report
Division Chief Finalizes
Appraisal Report
Approved
Appraisal Report
END
Analyze the Data Gathered
Prepare Appraisal Report and Submit to Division
Chief
Approval of DPO AM
Return Approved
Appraisal Report to DSSD
Transmittal of Approved
Appraisal Report
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – In House Appraisal
Code: QMS-DSSD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 4 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Suppliers& Quality Requirements
No.
Input
Supplier
Quality Requirements
1. In House Appraisal
Data gathered:
a. Market Values of
Comparable
properties in the area.
b. Tax Map.
c. CTC of TCT/Tax
Declaration.
d. Pictures of property
or properties for
appraisal.
e. Usage intention of
customer of appraisal
report.
In House Appraisal
1. Market Values of
property from
advertisements or
from real estate
brokers or real
estate appraisers
or from other
verifiable sources
of market values.
2. Assessor’s Office
3. Register of Deeds
4. Customers
Clear, Accurate,
Updated, and
Approved
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – Third Party Appraisal
Code: QMS-DSSD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The conduct of Third Party Appraisal is a requirement set by the Privatization Council in
order to obtain an objective opinion regarding the current market value of the asset, which
will be used to compare with In-House Appraisal. To comply with the requirement, DSSD
prepares a cost estimate for the acquisition of third party appraisal services.
PROCEDURES
1. Guidelines and Process
1.1 DSSD receives a duly accomplished request form from the requesting party to
make a cost estimate required in the engagement of third party appraisal
services.
1.2 DSSD prepares cost estimate for third party appraisal services within seven (7)
working days.
1.3 DSSD submits memorandum on budget estimate for cost of appraisal services
to DPO Asset Management for approval.
1.3 DPO Asset Management approves the memorandum on budget estimate.
1.5 The Office of DPO Asset Management returns the approved memorandum to
DSSD.
1.6 DSSD transmits the approved memorandum to the requesting division.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Approved
Memorandum on
Budget Estimate
Marketing I, II, and III as
primary end-user
Others – special requests
by DPO/CPO
Complete, Timely, All
Items Accounted For
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – Third Party Appraisal
Code: QMS-DSSD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
REQUESTING
DIVISION
DSSD
DPO AM
4. Process Inputs and Suppliers& Quality Requirements
No.
Input
Supplier
Quality Requirements
1. Cost of Appraisal Services DSSD Clear, Accurate, Updated,
Approved
START
Prepare Budget Estimate for
Cost of Appraisal Services
Request for Budget Estimate
of Appraisal
Submit to DPO – Asset
Management for Approval
END
Memorandum on Budget
Estimate
Approved Memorandum on
Budget Estimate
Approval of Memorandum
Transmit Approved
Memorandum to Requesting
Division
Return Memorandum to
DSSD
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – Insurance Policy
Code: QMS-DSSD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW DSSD is tasked to oversee the insurance coverage of PMO assets and its personnel to ensure that there is
financial protection in case of unforeseen circumstances such as natural calamities, accidents, and theft.
PROCEDURES
1. Guidelines and Process
1.1 The Division Chief prepares memorandum requesting Marketing Division for the comments
on the list of assets to be insured within the first quarter of the year.
1.2 Marketing Division provides comments on the list of assets to be insured and returns to
DSSD for finalization.
1.3 The Division Chief prepares memorandum for insurance coverage of assets based from the
comments of Marketing Division and submits to DPO for Asset Management for approval.
1.4 DPO for Asset Management approves the memorandum for insurance coverage of assets
and endorses to CPO for approval.
1.5 CPO approves the memorandum for insurance coverage of assets and transmits to DSSD.
1.6 DSSD prepares a letter request for insurance coverage of assets with GSIS and submits to
DPO AM for approval.
Targets for various insurance policies:
Insurance coverage for new assets – within five (5) working days
For assets with previous insurance coverage (renewal or non-renewal) – at least thirty
(30) working days before the end of coverage
Increase/Decrease in Value of Properties Insured – within three (3) working days
Personal Accident Coverage – within two (2) weeks after receipt of endorsement from
Administrative Division of the newly hired and recently separated personnel
1.7 DPO AM approves the letter request and returns to DSSD.
1.8 DSSD transmits the letter request to GSIS.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – Insurance Policy
Code: QMS-DSSD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
1.9 GSIS sends billing statement of insurance cover to DSSD.
1.10 DSSD prepares the Disbursement Voucher with supporting documents and submits to
DPO AM for approval.
1.11 DPO AM approves the Disbursement voucher and submits to the Cashier for preparation
of check.
1.12 The Cashier releases duly signed check to DSSD for transmittal and filing with the
GSIS.
1.13 DSSD files the check for renewal of asset insurance with supporting documents to GSIS.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Insurance Coverage of PMO
Assets
PMO All assets in the list are
insured.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – Insurance Policy
Code: QMS-DSSD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
DSSD
MARKETING
DIVISION
DPO AM
CPO
GSIS
ADMINISTRATIVE
DIVISION
Receive DV for
Preparation of
Check
Release check
to DSSD
Approval of
Memorandum
Approval of
Letter
Request
Prepare DV and
Other Supporting
Documents
Transmit
Letter Request
to GSIS
Approval of
DV
Transmit
check with
supporting
documents to
GSIS
GSIS send bill
payment of
asset insurance
cover to DSSD
END
Letter Request
for Insurance
Coverage of
Assets
START
Prepare
Memorandum
Requesting
Comments for
Insurance coverage
of PMO asset/s
Prepare
Memorandum on
the Final List of
Assets to be
Insured
Signed Check
with Supporting
Documents
Bill Payment of
Asset Insurance
Cover
Provide
Comments on
List of Assets to
be Insured
Return to DSSD
for Finalization
Endorsement to
DPO AM
Approval and
Endorsement of
Memorandum
to CPO
Return to DSSD
Prepare Letter
Request for
Insurance
Coverage with
GSIS
Approved
Memorandum
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – Insurance Policy
Code: QMS-DSSD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 4 of 4
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Data for Asset
Insurance
(Real Property):
1. Insurance Policy
2. Letter Request for
Asset Insurance to
GSIS
Data for Asset Insurance
(Real Property):
1. Marketing Divisions
provide the list of PMO
assets to be insured.
2. Computation of insurance
cost by DSSD
Ensure that the
documents needed for
renewal of asset
insurance/ insurance
coverage is complete.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – Due Diligence
Code: QMS-DSSD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
Due Diligence is conducted by DSSD to review/verify documents such as financial records, TCTs, and
other supporting documents before entering into an agreement or a financial transaction with another
party.
PROCEDURES
1. Guidelines and Process
1.1 DSSD receives duly accomplished request form with attached available documents
from the requesting party.
1.2 Division Chief assigns staff to conduct the due diligence of the asset.
1.3 The staff gathers data of the subject property.
1.4 The staff prepares due diligence report and submits to Division Chief within three (3)
working days upon return from travel.
1.5 Division Chief reviews the due diligence report within one (1) working day.
1.6 The staff submits the final due diligence report and transmits to DPO for Asset
Management for approval.
1.7 DPO for Asset Management approves the due diligence report within one (1) working
day and returns to DSSD.
1.8 DSSD transmits approved Due Diligence Report to the end-user.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Due Diligence
Report
Marketing I, II, and III as
primary end-user
Other Divisions or special
requests by DPO/CPO
Complete, Timely,
all items accounted for.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Disposition Support Services Division – Due Diligence
Code: QMS-DSSD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
REQUESTING
DIVISION
DSSD
DPO AM
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Due Diligence Marketing I, II, and III as
primary end-user
Other Divisions or special
requests by DPO/CPO
Ensure that the documents
needed for due diligence is
complete.
START
Submit Request for Due
Diligence to DSSD
Conduct Ocular Inspection
Approved Due Diligence Report
END
Transmit Due
Diligence Report
Request Form with Supporting Documents
Gather Data
Prepare Due Diligence
Report and Submit to Division Chief
Division Chief
Reviews the Due
Diligence Report
Prepare and Finalize
Due Diligence Report
Submit to DPO AM
Approval of DPO AM
Return to DSSD
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Code: QMS-LS Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 1
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
LEGAL SERVICES
Quality Objective
“To render prompt and effective legal services in support of the agency’s
disposition efforts by addressing legal issues, whether in drafting or reviewing contracts, or in giving a legal opinion, or in monitoring,
managing or handling cases, in a manner that is consistent with law and that protects the National Government’s interest in the PMO-held
assets.”
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Legal Services – Litigation Process
Code: QMS-LS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The Legal Services monitors the handling by the Office of Solicitor General of cases filed
involving assets managed by PMO as well as cases filed in behalf of PMO.
PROCEDURES
1. Guidelines and Process
1.1 Legal Services processes litigation as follows:
A. Receives summons and complaint/petition from the court is referred to the Legal
Services (Legal).
B. Refers the complaint/petition to the Office of the Solicitor General (OSG).
C. Reviews PMO records and gathers information from concerned divisions and/or
government agencies to find out the facts relevant to the case.
D. Provides a factual background and transmits relevant documents and information to
the OSG.
E. Assesses the case to determine PMO’s course of action, including its arguments or
defenses.
F. Meets with the OSG lawyers for a case conference to discuss and determine legal
approach, arguments or defenses.
G. Gives its comments and inputs to OSG’s pleading to be filed with the court. Legal
may itself prepare the pleading for OSG’s review.
H. OSG Solicitor/s attends the hearings for PMO. PMO lawyers, deputized by OSG,
may attend the hearings. If the case is set for mediation conference, a PMO lawyer,
authorized by the Chief Privatization Officer, appears for PMO.
I. Coordinates with OSG in the preparation of evidence, including judicial affidavits, to
be presented in court. Legal may itself prepare the judicial affidavits.
J. Monitors the case, obtains case updates, including reports on what transpired during
the hearings, and discusses the next course of action with OSG, including appeals or
petitions to the higher courts.
K. Gives inputs on subsequent pleadings submitted for comment by OSG. Legal may
itself prepare subsequent pleadings for OSG’s review.
L. The process ends when a decision rendered by the court becomes final and executory
and is fully implemented.
*Please take note that when the case is filed by PMO, the process starts with the preparation and transmittal
of factual background to OSG, followed by case conference, data gathering, case assessment and filing of
pleading and subsequent pleadings with the court. On the other hand, when the case is handled by deputized
PMO lawyers, the foregoing process is undertaken by Legal Services without OSG’s assistance.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Legal Services – Litigation Process
Code: QMS-LS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
**The period for litigation process – receipt of summons or filing of cases to entry of judgment – is distinct
in each case and depends on external circumstances such as the nature of the case, the court’s calendar, the
number and nature of evidence, availability of witnesses, the adverse party’s actions, the court’s disposition
of the case, and the appeals process.
2. Process Outputs, Customers & Quality Requirements
3. Process Flow
LEGAL
SERVICES
OFFICE OF
SOLICITOR
GENERAL
COURT
No. Output Customer Quality Requirements 1 Final and
Executory
Decision
PMO
Decision is based according to the
presentation of pleadings, factual
evidences, arguments, defenses, and
other important documents
START
Receipt of Summons and
Complaint/Petition
Refers Summons and Complaint/Petition to OSG
Summons and Complaint/Petition
Data Gathering and Review
of PMO Records
Prepare Factual Background
Transmit Factual
Background to OSG
Factual Background
Assessment of Case
(Arguments/Defenses)
Meet with OSG Lawyers
for Case Conference
Provide Inputs/Prepare
Pleading for OSG’s Review
A
A
B
B
Review /Finalization of
Pleadings
Pleading
File Pleading to Court
Attend Hearing/s for PMO
Coordinate with OSG in
Preparation of Evidence
Including Judicial Affidavits
Monitor the Case, Obtain
Case Updates and Discuss
the Next Course of Action
with OSG
Provide Inputs/Prepare
Subsequent Pleadings for OSG’s Review
Review/Finalization of
OSG
Subsequent Pleadings
Release Final and Executory Decision for
Implementation
END
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Legal Services – Litigation Process
Code: QMS-LS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs, Supplies & Quality Requirements
No.
Input
Supplier
Quality Requirements
1. Summons and
Complaint/Petition
Plaintiff/PMO/
OSG
Clearness of Arguments/
Claims, Defenses and
Justification
2. Pleading Legal Services,
OSG
Clearness of Arguments/
Claims, Defenses and
Justification
3. Subsequent Pleadings
Legal Services,
OSG
Clearness of Arguments/
Claims, Defenses and
Justification
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Legal Services – Drafting of Contract/Review of Draft-Contract
Code: QMS-LS-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
A Contract holds the involved parties accountable to perform the duties and responsibilities as well
as achieve the outputs expected. It also includes the recourse in case one of the parties involved
did not follow the provisions indicated in the signed agreement. To ensure that all stipulations in
the contract are in accordance with relevant law, Legal Services may draft or review the contract
before the execution of documents.
PROCEDURES
1. Guidelines and Process
1.1 Legal Services processes drafting of contract or review of draft-contract as
follows:
A. Receives a request for either the drafting of a contract or a review of a draft-
contract from other divisions of the PMO.
B. Gathers relevant information from the requesting division and from PMO
records.
C. Drafts the contract or reviews and makes appropriate revisions to the draft-
contract, taking into consideration the information so gathered and applicable
laws and issuances.
D. Transmits the Contract, as drafted or reviewed/revised, to the requesting
Division within fifteen (15) working days from submission of all information
and/or documents pertinent to the request.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Contract/Revised
Contract
Requesting
Division
Well-constructed and researched
based from the case records, case
updates, and relevant PMO files.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Legal Services – Drafting of Contract/Review of Draft-Contract
Code: QMS-LS-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
4. Process Inputs and Supplies & Quality Requirements
No. Input Supplier Quality Requirements
1. Draft-Contract Requesting
Division
Written based from the
agreement of the parties
involved.
2. Case Updates, Case
Records and Relevant
PMO Files
Legal Services,
Records Officer
Records are updated and
verified.
REQUESTING
DIVISION
LEGAL
SERVICES
START
Request for Drafting of a Contract
or a Review of a Draft-Contract
Gather Information from the
Requesting Division and PMO Records
Drafting of Contract or Revision
of Draft-Contract
Drafted Contract/Revised Contract
Transmit Contract to the
Requesting Division
END
Submit Request for Drafting of a Contract or a Review of a Draft-
Contract
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Legal Services – Preparation of Legal Opinion
Code: QMS-LS-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
Legal Services provides legal opinion in order to identify whether an intended course of action is
lawful or will result to any legal consequences.
PROCEDURES
1. Guidelines and Process
1.1 Legal Services prepares legal opinion as follows:
A. Receives a request for legal opinion from other divisions of the PMO.
B. Gathers relevant information from the requesting Division and from PMO records,
including case files, if the account is involved in litigation.
C. Prepares legal opinion, taking into consideration the information gathered and
applicable laws, issuances and rulings.
D. Transmits legal opinion to the requesting Division within fifteen (15) working days
from submission of all information and/or documents pertinent to the request.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Legal Opinion Requesting
Division
Well-researched based from the case
records, case updates, and relevant PMO
files
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Legal Services – Preparation of Legal Opinion
Code: QMS-LS-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
REQUESTING
DIVISION
LEGAL
SERVICES
4. Process Inputs and Supplies & Quality Requirements
No. Input Supplier Quality Requirements
1. Case Updates, Case
Records and Relevant
PMO Files
Legal Services,
Records Officer
Updated and Verified
Records and
Information
Gathering of Information from
Requesting Division and PMO
Records
Prepare Legal Opinion
Transmit Legal Opinion to the Referring Division
Receive Request for Legal
Opinion
START
Legal Opinion
END
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Code: QMS-AD Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 1
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
ADMINISTRATIVE DIVISION
Quality Objectives
“Human Resource: Provide PMO with competent human resource and ensure their continual improvement by providing training and development programs to
make sure that employees perform their required duties, as well as compensate them with accurate and timely release of pay and benefits.”
“Cash: Ascertain acceptance of all payments coming from sale of assets, dividends, lease of properties and other sources of income, which should have a duly approved
acceptance order as well as the issuance of corresponding official receipt as acknowledgment of payment made, and immediate deposit of such collections to
appropriate bank accounts.”
“General Services: (a) Ensure adequate availability of office supplies, materials, equipment, furniture and fixtures. The procurement of which shall be done in
accordance with RA 9184;
(b) Ensure the regular conduct of repairs and maintenance of properties, plants and equipment for continuity and efficiency of PMO’s daily operations as well as avoid
deterioration of properties, and guarantee the safety of PMO employees; and
(c) Provide reliable manpower services (messenger, driver, janitor, clerks and
others) through outsourcing.”
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Human Resource and Development
Code: QMS-AD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The PMO’s Personnel Selection Board ensures that all applicants employed are competent and capable of providing
quality services. In relation to this, PMO ensures to further enhance the knowledge and skills of its employees by
providing competent trainings, which are essential to their professional development, and would lead to the betterment
of the organization.
PROCEDURES
1. Guidelines and Process
1.1 Human Resource Management Officer (HRMO) processes Human Resource and Development
as follows:
A. Posts vacant positions at PMO website and PhilJob.net.
B. Conducts initial screening and evaluation of applications.
C. Contacts qualified applicants for interview.
1.2 Personnel Selection Board interviews and screens all applicants and submits recommendation
for hiring of successful applicants to CPO for approval.
1.3 CPO approves the recommendation and returns to the HRMO to contact the successful applicants
and inform them the requirements they need to submit as well as the day that they can start working
at PMO.
1.4 HRMO orients new employees during their first day of work and refers them to their respective
Division Chief.
1.5 Division Chief/Deputy Privatization Officer (DPO) coaches the new employee/s and assesses their
training needs to promote improvement of their abilities.
1.6 Division Chief/DPO submits recommendation of employees’ training needs by accomplishing the
Training Needs Analysis (TNA) Form to HRMO. The HRMO may also submit a recommendation
of training needs of the personnel to the Division Chief/DPO for their consideration and approval.
The approved recommendation shall be included in the preparation of proposed Training Plan.
1.7 Chief Administrative Officer, with the help of HRMO, (CAO) prepares proposed Training Plan and
endorses to DPO AFMS for approval.
1.8 DPO AFMS approves and endorses recommendation to CPO for final approval.
1.9 CPO approves the Training Plan and returns to HRMO for implementation.
1.10 HRMO advises employees of the seminar/training.
1.11 Once seminar/training is done, employees return to their regular work and apply the training they
acquired to their daily duties and responsibilities.
1.12 Division Chief/DPO evaluates the overall improvement of the personnel who attended the training
course using Post Training Evaluation Form.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Competent and Well-Trained
Employees
PMO Employees are highly efficient and
effective.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Human Resource and Development
Code: QMS-AD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
ADMINISTRATIVE
DIVISION
PERSONNEL
SELECTION
BOARD
TRAINING
INSTITUTION
DPO AFMS
CPO
CONCERNED
DIVISION
Posting of Available
Positions at PMO
Website and PhilJob.net
Initial Screening and
Evaluation of
Applications
Contact Applicants for
Interview
Inform Hired Applicants
Orient New Employees
Prepares the Proposed
Training Plan
START
Panel Interview and
Evaluation of Applicants
Implement Training Plan
and Advise Concerned
Employees
Submit Recommendation for
Hiring of Successful Applicants
to CPO for Approval
Approval of
Recommendation
Application of Acquired Knowledge and Skills to
Duties and
Responsibilities
END
Approved Training Plan
Approved
Recommendation
Approval of Proposed
Training Plan and
Endorsement to CPO
Conduct Coaching, and
Assessment of Employee’s
Training Needs
Train Employees
Submit TNA Form to
HRMO
Training Needs Analysis
Form
Final Approval of
Proposed Training Plan
Evaluation of Overall
Improvement in
Behavior and
Performance
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Human Resource and Development
Code: QMS-AD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Supplies & Quality Requirements
No. Input Supplier Quality Requirements
1. Application Letter, Curriculum
Vitae, Personal Data Sheet,
Certificate of Employment,
NBI Clearance, Certificate of
Trainings (if applicable)
Applicant Documents are complete and
valid.
2. Training Needs Analysis
Form
Division
Chief
Recommendation is properly
assessed based on records and
performance.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Processing of Payroll
Code: QMS-AD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The primary objective of processing of payroll is to ensure that all employees are paid timely and
accurately, with correct deductions and withholdings, for the services they provided to PMO. In
addition, it also ensures that all withholdings and deductions are remitted accordingly to the
appropriate government agencies.
PROCEDURES
1. Guidelines and Process
1.1 Human Resource Management Officer (HRMO) prepares Payroll Schedule and remittances
to various government agencies as follows:
A. Prints and collates Daily Time Records of employees.
B. Verifies Daily Time Records and subtracts necessary deductions on leave credits due to
tardiness or other inappropriate instances, if applicable.
C. Prepares Payroll Schedule and remittances to GSIS, PhilHealth, and Pag-IBIG and
submits to Division Chief for approval.
1.2 Division Chief approves and endorses Payroll Schedule and remittances to GSIS, PhilHealth,
and Pag-IBIG to Chief Accountant for approval.
1.3 Chief Accountant approves the Payroll Schedule and remittances to GSIS, PhilHealth, Pag-
IBIG and returns to HRMO.
1.4 HRMO prepares Disbursement Vouchers (DVs) for payroll and remittances to GSIS,
PhilHealth, and Pag-IBIG with supporting documents and submits to Financial and
Management Division (FMD) for processing.
1.5 FMD processes DVs with supporting documents and forwards to Deputy Privatization
Officer for Administration, Financial and Management Services (DPO AFMS) for approval.
1.6 DPO AFMS approves DVs and forwards to the Cashier for preparation of check.
1.7 Once checks are prepared and duly signed by authorized signatories, the Cashier deposits the
check for payroll to the Land Bank of the Philippines and transmits checks of corresponding
remittances to GSIS, PhilHealth, and Pag-IBIG offices respectively.
1.8 HRMO distributes employee’s payslip, which indicates take home pay and deductions.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Payroll Schedule PMO personnel Accurate computation of deductions
and timeliness of issuance of salary.
2. Remittance Report GSIS, PhilHealth,
Pag-IBIG
Accurate computation of contribution
and timeliness of remittances.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Processing of Payroll
Code: QMS-AD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
ADMINISTRATIVE
DIVISION
FMD
DPO AFMS
4. Process Inputs and Supplies & Quality Requirements
No. Input Supplier Quality Requirements
1. Daily Time Records (DTRs), Summary
of Premium Contribution and Loan
Payments (GSIS, HDMF, PhilHealth),
Payroll Schedule, Bank Statement
HRMO
Accurate Information
and Computation;
Timeliness
2. Mission Pass, Travel Order (TO),
and Weekly Time Records (WTRs)
– for officers
PMO
Personnel
Duly Approved
3. Processing of Disbursement
Voucher
FMD Duly Approved
4. Signed Checks Cashier Duly Approved
START
Print and Collate Time
Records
Process DVs with
Supporting Documents
Prepare Disbursement Vouchers (DVs) with
Supporting Documents
END
Receive DVs for
Preparation of Checks
Distribute Payslips to
Employees
Deposit Signed Check
for Payroll to the Bank and Deliver Remittances
to GSIS, PhilHealth, and
Pag-IBIG Offices
Approval of DVs
Verify Daily Time Record
Prepare Payroll Schedule
Including Deductions of
GSIS, PhilHealth and Pag-IBIG
Approval and Endorsement
of Division Chief to Chief Accountant
Approval of Chief
Accountant
Return Approved Payroll Schedule and Remittances to
GSIS, PhilHealth and Pag-
IBIG to Administrative
Division
Forward Processed DVs to
DPO AFMS for Approval
Signed Checks
Payroll Schedule,
Remittances to GSIS, PhilHealth and Pag-IBIG
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Procurement of Supplies and Equipment
Code: QMS-AD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
In accordance with the Republic Act No. 9184, otherwise known as the Government Procurement
Law, the procurement of government supplies, materials, and equipment shall be done in the most
transparent and competitive manner. The Bids and Awards Committee chooses the price quotation
that is most advantageous to the agency/government.
1. Guidelines and Process
1.1 Purchase through DBM Procurement Service
A. Administrative Officer receives approved purchase request and processes Agency
Procurement Request thru Department of Budget and Management’s Procurement
Service Website.
B. Administrative Officer prepares Purchase Order and submits to the Division Chief
for approval.
C. Division Chief approves the Purchase Order and endorses to Chief Accountant for
approval.
D. The Chief Accountant approves the Purchase Order and returns to the
Administrative Officer.
E. Administrative Officer prepares Disbursement Voucher and other supporting
documents and submits to Financial and Management Division (FMD) for
processing.
F. FMD processes DV with supporting documents and submits to DPO AFMS for
approval.
G. DPO AFMS approves the Disbursement Voucher and forwards to the Cashier for
Check Preparation.
H. Cashier releases duly signed check to Administrative Officer for transmittal to
DBM.
I. DBM accepts payment and delivers/authorizes pick up of purchased items to
PMO.
J. Agency Inspector and PMO-COA Auditor inspect delivered/picked up items and
submits Inspection and Acceptance Report to the Administrative Officer.
K. Administrative Officer encodes the delivered supplies in the Supplies Monitoring
Program.
1.2 Purchase through Other Suppliers
A. Administrative Officer receives approved purchase request and processes
pursuant to Republic Act 9184, otherwise known as the Procurement Law.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Procurement of Supplies and Equipment
Code: QMS-AD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
B. Administrative Officer prepares Purchase Order and submits to the Division
Chief for approval.
C. Division Chief approves the Purchase Order and endorses to Chief Accountant
for approval.
D. Chief Accountant approves the Purchase Order and returns to the
Administrative Officer.
E. Administrative Officer forwards the Purchase Order to the supplier.
F. Supplier delivers the purchased items to PMO.
G. Agency Inspector and PMO-COA Auditor inspect delivered items and submit
Inspection and Acceptance Report to the Administrative Officer.
H. Administrative Officer encodes delivered supplies in the Supplies Monitoring
Program.
I. Administrative Officer prepares Disbursement Voucher and supporting
documents and submits to Financial and Management Division (FMD) for
processing.
J. FMD processes DV with supporting documents and submits to DPO AFMS
for approval.
K. DPO AFMS approves Disbursement Voucher and forwards to the Cashier for
Check Preparation.
L. Cashier releases duly signed check to the Supplier.
M. Supplier accepts the payment of items purchased by PMO.
2. Process Outputs, Customers & Quality Requirements
No.
Output
Customer
Quality Requirements
1. Physical Existence of
Supplies, Materials, and
Equipment
PMO Personnel
Items purchased are functional
and serviceable.
2.
Delivery Receipt (DR), Sales
Invoice (SI)
Supplier
Complete listing of items with
corresponding amount based
on the items indicated in the
Purchase Order.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Procurement of Supplies and Equipment
Code: QMS-AD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flows
3.1 Procurement thru DBM-PS
ADMINISTRATIVE
DIVISION
FMD
DPO AFMS
DBM-PS
AGENCY
INSPECTOR and
PMO-COA
AUDITOR
Online Processing of
Agency Procurement Request (APR) thru
DBM-PS Website
Prepare Purchase Order
Approval and Endorsement of
Division Chief to Chief
Accountant
Approval of Chief
Accountant
Return Approved
Purchase Order to
Administrative Division
Approved Purchase
Order (P.O)
Prepare
Disbursement
Voucher with Supporting
Documents
Preparation of Check
Process DV with Supporting
Documents
Forward Processed
DV to DPO AFMS
Approval of DV
Transmit Signed
Check to DBM-PS
Signed Check
Delivery of
Purchased Items
Submit Inspection
and Acceptance
Report
Encode Delivery in
Supplies
Monitoring
Program
START
END
Receive Approved
Purchase Request
Inspection and
Acceptance Report
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Procurement of Supplies and Equipment
Code: QMS-AD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 4 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3.2 Procurement thru Other Suppliers
ADMINISTRATIVE
DIVISION
FMD
OTHER
SUPPLIERS
AGENCY
INSPECTOR and
PMO-COA
AUDITOR
DPO AFMS
Process Procurement
Pursuant to R.A 9184
(Procurement Law)
Prepare Purchase Order
Approval and
Endorsement of
Division Chief to Chief Account
Approval of Chief Accountant
Return Approved
Purchase Order to
Administrative Division
Approved Purchase
Order
Prepare
Disbursement Voucher with
Supporting
Documents
Preparation of
Check
Process DV with Supporting
Documents
Approval of DV
Release Signed
Check to Supplier
Signed Check
Submit Inspection
and Acceptance
Report (IAR)
Encode Delivery
in Supplies Monitoring
Program
START
END
Receive Approved
Purchase Request
Forward Approved Purchase Order to
Suppliers
Delivery of
Purchased Items
Inspection and
Acceptance Report
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Procurement of Supplies and Equipment
Code: QMS-AD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 5 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Supplies & Quality Requirements
No.
Input
Supplier
Quality Requirements
1.
Purchase Request (PR) Requesting
Division
Duly approved.
2. Summary of Quotation,
Purchase Oder (PO), Inspection
and Acceptance Report (IAR),
Acknowledgement Receipt
Equipment (ARE), Inventory
Custodian Slip (ICS)
Administrative
Division
Documents are complete
and duly approved.
3.
Disbursement Voucher
FMD, DPO
Documents are complete
and Duly approved.
4.
Notice of Award and Notice to
Proceed
BAC
Duly approved.
5.
Signed Check
Cashier
Duly approved.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Inventory of Properties/Supplies
Code: QMS-AD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
In accordance with the New Government Accounting System, the conduct of inventory allows personnel to
monitor and update the quantity of physically existing supplies as well as the condition of the existing
properties/equipment of PMO.
PROCEDURES
1. Guidelines and Process
1.1 Supervising Administrative Officer leads the planning and briefing of the PMO Inventory team in
preparation of the upcoming inventory taking.
1.2 PMO team conducts inventory of existing property, plant, and equipment annually, while the
inventory of existing office supplies and materials semi-annually.
1.3 Administrative Officer prepares the Report on Physical Count of Property, Plant and Equipment
(RPCPPE) to identify the properties/equipment that are still serviceable, and Inspection Report of
Unserviceable Property (IIRUP) to identify the properties/equipment that are inoperable. On the
other hand, the Administrative Officer prepares the Report on Physical Count of Inventory (RPCI)
to identify the quantity of physically existing supplies and materials.
1.4 Administrative Officer submits RPCPPE and IIRUP/ RPCI to Supervising Administrative Officer
for finalization and endorsement to Chief Administrative Officer (CAO) for approval.
1.5 The Chief Administrative Officer approves the RPCPPE and IIRUP/ RPCI and endorses to Deputy
Privatization Officer for Administration, Financial and Management Services (DPO AFMS) for
final approval.
1.6 DPO AFMS approves the RPCPPE and IIRUP/ RPCI and returns to the PMO Inventory
Team/Administrative Officer.
1.7 The Inventory Team/Administrative Officer submits the approved copy of RPCPPE to COA not
later than January 31 of the following year while the approved RPCI, to be submitted semi-annually
to COA, not later than July 31 of the same year and January 31 of the following year for the first
and second semester, respectively. Copies of the RPCPPE and RPCI shall also be provided to
FMD.
1.8 The Inventory Team/Administrative Officer submits the IIRUP to agency Property Appraiser for
valuation.
1.9 Agency Property Appraiser gives valuation and returns the IIRUP to PMO Inventory Team
Administrative Officer.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Updated Report on Physical Count of
Property, Plant and Equipment and Inventory
(RPCPPE) and Inspection Report of
Unserviceable Property (IIRUP) / Updated
Report on Physical Count of Inventories
PMO Accurate inventory listing of
current serviceable and
unserviceable properties/
available supplies.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Inventory of Properties/Supplies
Code: QMS-AD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
ADMINISTRATIVE
DIVISION
DPO AFMS
DSSD
COA and FMD
START
Planning and Briefing of PMO Inventory team
END
Prepare Report on Physical Count of Property, Plant and Equipment
and Inventory (RPCPPE) and Inspection Report of
Unserviceable Property (IIRUP)/
Report on Physical Count of
Inventories (RPCI)
Submit Copies to Commission on Audit (COA)
and Financial and
Management Division (FMD)
Inventory Taking
RPCPPE and RPCI
Approval and Endorsement of
CAO to DPO AFMS for Final Approval
Final Approval of RPCPPE and IIRUP/ RPCI
Return RPCPPE and IIRUP/ RPCI
to Inventory Team/Administrative
Officer
Submit to the Supervising Administrative Officer for
Finalization and Endorsement to Chief Administrative Officer (CAO)
Submit IIRUP to
DSSD for Valuation
IIRUP
Copies of RPCPPE and
RPCI
Valuation of Properties
Submit Report of
Valuation of Properties
Copy of IIRUP
with Valuation
A
A
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Inventory of Properties/Supplies
Code: QMS-AD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Supplies & Quality Requirements
No.
Input
Supplier
Quality Requirements
1. Previous Report on Physical
Count of Property, Plant and
Equipment and Inventory
(RPCPPE) and Inspection Report
of Unserviceable Property
(IIRUP) / Previous Report on
Physical Count of Inventory
PMO
Inventory
Team
Accurate inventory
listing of previous
serviceable and
unserviceable
properties/ available
supplies.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Receipt of Collection
Code: QMS-AD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The Cashier accepts all payments coming from sale of assets, dividends, lease of PMO
properties, and other sources of income such as purchase of bidding documents, which
should have a duly approved Order of Payment Form. The Cashier shall issue an official
receipt as an acknowledgment that payment has been made.
PROCEDURES
1. Guidelines and Process
1.1 End-user/Requesting Division, in behalf of payor, requests for approval of Order
of Payment Form from the authorized signatories of the concerned divisions.
1.2 Authorized signatories approve Order of Payment Form and returns to the End-
user/Requesting Division.
1.3 The End-user/Requesting Division submits check payment with duly approved
Order of Payment Form to the Cashier.
1.4 Cashier issues official receipt to the payor, while duplicate is for FMD and
triplicate is for Cashier’s file.
1.5 Cashier deposits collected payment to the bank daily or not later than the next
banking day and prepares Report of Collections and Deposits (RCD) for approval
of the Division Chief.
1.6 Division Chief approves RCD and returns to the Cashier.
1.7 Cashier submits RCD to the Financial and Management Division (FMD) for
preparation of Journal Entry Vouchers (JEVs).
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Official Receipt Payor Correctness of details
2. Updated Report of
Collections and Deposits
(RCD)
FMD Accurate listing of
collections and deposits
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Receipt of Collection
Code: QMS-AD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
PAYOR
CONCERNED
DIVISIONS
ADMINISTRATIVE
DIVISION
FMD
START
Request for Approval of
Order of Payment Form
Deposit Collection to Bank
Issue Official Receipt
(Original: Payor; Duplicate: Finance;
Triplicate: Cashier)
Prepare Report of Collections and Deposits
(RCD)
Approved RCD END
Submit RCD with attachments to FMD for
Preparation of JEV
Approval of RCD by
Division Chief
Approval of Order of
Payment Form
Return Approved Order of
Payment Form
Approved Order of
Payment Form
Receive Payment with
Approved Order of
Payment Form
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Receipt of Collection
Code: QMS-AD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Supplies & Quality Requirements
No. Input Supplier Quality Requirements
1. Order of Payment
Authorized
Signatories
Duly Approved
2. Cash/Manager’s
Check/Company Check
Payor Timeliness and
Correctness of Amount
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Repair and Maintenance
Code: QMS-AD-06 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The conduct of repairs and maintenance of properties, plants and equipment ensures the continuity
and efficiency of PMO’s daily operations, avoids quick deterioration of properties, and most
importantly, guarantees the safety of PMO employees.
PROCEDURES
1. Guidelines and Process
1.1 Administrative Officer receives request for repair/maintenance of equipment and
processes pursuant to the Republic Act 9184, otherwise known as the Government
Procurement Law.
1.2 Administrative Officer prepares Purchase Order and submits to Division Chief for
approval.
1.3 Division Chief approves Purchase Order and endorses to Chief Accountant for
approval.
1.4 Chief Accountant approves Purchase Order and returns it to the Administrative
Officer.
1.5 Administrative Officer forwards approved Purchase Order to the Service Provider.
1.6 Service Provider repairs the equipment and delivers to PMO once accomplished.
1.7 Agency Inspector and PMO-COA Auditor inspects the repaired equipment and
submits Inspection and Acceptance Report and Waste Material Report, only if there
are replaced items, to Administrative Officer.
1.8 Administrative Officer prepares the Disbursement Voucher (DV) and other
supporting documents and submits to Financial and Management Division (FMD) for
processing of DV.
1.9 FMD processes DV with supporting documents and submits to DPO for
Administration, Financial and Management Services (DPO AFMS) for approval.
1.10 DPO AFMS approves DV and submits to Cashier for preparation of check.
1.11 Cashier releases duly signed check to the Service Provider.
1.12 The Service Provider receives payment for repaired item of PMO.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Serviceable Plants/
Equipment/Properties
PMO Personnel Functional and Efficient
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Repair and Maintenance
Code: QMS-AD-06 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
ADMINISTRATIVE
DIVISION
FMD
SERVICE
PROVIDER/REPAIR
SHOP
AGENCY
INSPECTOR and
PMO-COA
AUDITOR
DPO AFMS
START
Process Request Pursuant to R.A. 9184 (Government
Procurement Law)
Prepare Purchase Order
Prepare Disbursement
Voucher (DV) and
Other Supporting
Documents Transmit Payment
to Service
Provider
END
Repair Equipment
Approved Purchase
Order
Inspect Repaired
Equipment
Receive Approved
Request for Repair
Approval and Endorsement
of Division Chief to Chief
Accountant
Approval of Chief Accountant
Return Approved Purchase
Order to Administrative
Division
Forward Approved Purchase Order to
Service Provider
Deliver Repaired
Equipment
Submit Inspection and
Acceptance Report and
Waste Material Report
(if applicable)
Inspection and
Acceptance Report
Process DV with Other
Supporting Documents
Forward DV to DPO
AFMS for Approval
Approval of DV
Preparation of
Check
Signed Check
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Repair and Maintenance
Code: QMS-AD-06 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Supplies & Quality Requirements
No. Input Supplier Quality Requirements
1. Request for Repair, Summary
of Quotations and Purchase
Order
Administrative
Division
Completeness of
supporting documents and
duly approved.
2. Processing of Disbursement
Voucher
FMD Duly approved.
3. Inspection and Acceptance
Report and Waste Materials, if
applicable
PMO Properly inspected and
accurate findings
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Issuance of Supplies
Code: QMS-AD-07 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
All available supplies of PMO are recorded in the Supplies Availability Inquiry Program to monitor
the quantity of purchased items, issued, and available stock. Thus, for those supplies and materials
that are available, the requesting division submits a duly approved Requisition and Issue Slip to the
Administrative Officer before the issuance of requested supplies.
PROCEDURES
1. Guidelines and Process
1.1 Requesting Division submits accomplished Supplies Availability Inquiry (SAI) Form to
Financial and Management Division (FMD).
1.2 FMD checks the requested supplies in the Supplies Availability Inquiry Program and
verifies the availability of supplies. If supplies are available, FMD submits printed SAI
Form to the requesting division indicating the supplies available. If not available, the
process usually ends unless the requesting division submits Purchase Request to purchase
the supplies, which are subject for procurement.
1.3 Requesting Division prepares Requisition and Issue Slip and attaches the printed SAI
Form, and shall be submitted to the Administrative Officer.
1.4 Administrative Officer issues the supplies available and the requesting division
acknowledges the receipt of supplies by signing the Requisition Issue Slip (RIS). The
release of supplies shall be every Friday covering the accomplished RIS received from
Monday to Thursday.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Requisition Issue Slip
(RIS)
Requesting
Division
Accurate listing of issued
supplies acknowledged
by the recipient.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Administrative Division – Issuance of Supplies
Code: QMS-AD-07 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
4. Process Inputs and Supplies & Quality Requirements
REQUESTING
DIVISION
FMD
ADMINISTRATIVE
DIVISION
No. Input Supplier Quality Requirements
1. Supplies Availability Inquiry
Form
Requesting
Division
Accurate listing of supplies
requested.
2. Printed Supplies Availability
Inquiry Form and Requisition
and Issue Slip
Requesting
Division
Accurate listing of supplies
available.
No
Check Requested Supplies in Supplies Availability Inquiry
Program
START
Supplies Availability Inquiry
Form
END
Issue Requested
Supplies
Submit Accomplished Supplies
Availability Inquiry (SAI) Form Printed SAI Form
Are Supplies
Available?
Submit Printed SAI Form
Indicating Available
Supplies
Prepare Requisition and Issue Slip and Attach
Printed SAI Form
Requisition and
Issue Slip
Acknowledge
Receipt of
Supplies
A
A
Yes
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Code: QMS-FMD Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 1
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
FINANCIAL AND MANAGEMENT
DIVISION
Quality Objectives
“Financial Information: (a) Provide accurate Financial Statements and
other Financial Reports on prescribed deadlines that reflect results of the
stewardship of management for the resources entrusted to it and are
useful in making economic decision; and
(b) Ensure that collections for the month are properly recorded, monitored
and recommended for remittance to the Bureau of Treasury on the
following month.”
“Budget Management: Ensure the submission of budget forms and
justifications for the budget year in accordance with the budget calendar
for the National Expenditure Program, and in the execution of the
budget, observe the submission of Financial Budget Accountability
Reports on prescribed deadlines.”
“Financial Operations: (a) Provide support to Operations through
preparation of timely and accurate Statement of Accounts and other
Schedules as requested based on supporting documents and appropriate
laws and rules.
(b) Fund management for timely and appropriate use of funds for
performance of functions.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Processing of Disbursement Voucher
Code: QMS-FMD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The Financial Management Division (FMD) is responsible for processing all Disbursement Vouchers
(DV). FMD ensures that funds are properly disbursed only to the existence of a lawful and sufficient
allotment certified as available by the Budget Officer with proper authorization and approval of Chief
Accountant and Deputy Privatization Officers.
FMD also ensures that all disbursements are made with proper evidence to establish the claim and
legality of the transactions in conformity with government laws, rules and regulations.
PROCEDURES
1. Guidelines and Process
1.1 The FMD receives the Obligation Request (ObR) or Budget Utilization Request (BUR)
and Disbursement Voucher (DV) and its supporting documents from the requesting unit,
and releases the same within one (1) to four (4) days after receipt to the DPO-In-Charge
for approval of payment.
1.2 The FMD processes the Disbursement Voucher as follows:
a. Checks the availability of the budget and earmarks the amount utilize for the purpose
indicated in ObR or BUR.
b. Validates the amount claim, computes the withholding taxes, if any, and makes the
necessary accounting entries.
c. The Chief Accountant reviews and certifies that cash is available, and claim is valid
based on the attached supporting documents.
d. The Management and Audit Analyst stamps the assigned number to the Disbursement
Voucher and all supporting documents.
1.3 DPO in charge approves the Disbursement Voucher and endorses to the cashier for check
preparation.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1 Disbursement
Voucher
COA, BIR,
CPO,DPO,
Personnel
Payments are valid and properly
supported with documents as required
by COA.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Processing of Disbursement Voucher
Code: QMS-FMD-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 2
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
REQUESTING
DIVISION
FMD
ADMINISTRATIVE
DIVISION
DPO AFMS
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1 Obligation
Request (ObR)
Requesting
Division
Request for budget is necessary and claims for
payment are valid with complete supporting
documents.
2 Budget
Utilization
Request (BUR)
Requesting
Division
Request for budget is necessary and claims for
payment are valid with complete supporting
documents.
START
Prepare Obligation Request
(ObR) or Budget Utilization
Request (BUR) and
Disbursement Voucher (DV)
with Supporting Documents.
Certify and Sign ObR and BUR
by Budget Officer
Approval of
Disbursement Voucher
END
Submit for Preparation of
Check
Approval of ObR or BUR by
Division Chief
Yes
No
Process Disbursement
Voucher (DV), check
completeness of supporting
documents, and indicate
necessary accounting entries
Forward Disbursement
Voucher to the Chief
Accountant for approval
Are Supporting
Documents
Complete?
Assigns number to DV and
stamps the assigned number
in all supporting documents.
A
A
Approved Disbursement
Voucher
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Preparation of Financial Statement
Code: QMS-FMD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The Financial Statement is a report on the financial performance and resources of the PMO. These
are: (i) Statement of Financial Position which shows the Assets, Liabilities and Equity; (ii)
Statement of Financial Performance which shows the Income and Expenses; and (iii) Cash Flow
Statement which shows the movement (in and out) of cash over a period of time; (iv) Statement of
Changes in Net Assets/Equity; and (v) Statement of Comparison of Budget and Actual Amounts.
Financial and Management Division (FMD) ensures that the Financial Statement provides financial
information that are useful in making economic decision. It also shows the results of the
stewardship of management or the accountability of management for the resources entrusted to it.
PROCEDURES
1. Guidelines and Process
1.1 Journal Entry Voucher Preparation
A. The Financial Analyst prepares the Journal Entry Vouchers as follows:
i. Receives daily Report of Collections and Deposits (RCD) and Report of
Checks Issued (RCI), Report of Advice to Debit Account Issued (RADAI),
Report of Cash Disbursements (RCDisb) with attachments from the
Cashier, as well as Liquidation Reports (LR) from various Divisions
ii. Summarizes accounting entries of financial transactions in the
Disbursement Vouchers attached in RCI, Official Receipts attached in
RCD, and Advice to Debit Account attached in RADAI.
iii. Prepares the Journal Entry Vouchers (JEV) based on the summarized
accounting entries and other necessary adjustments during the month to be
recorded in the books of accounts maintained by FMD.
iv. Forwards JEVs to DPO AFMS for approval.
B. The DPO AFMS approves the JEVs.
C. The Management and Audit Analyst submits the JEVs and its attachments to
PMO-COA Resident Auditor.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Preparation of Financial Statement
Code: QMS-FMD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
1.2 Financial Statement Preparation
A. The Accountant prepares the Financial Statement as follows:
i. Records to the Cash Receipts Journal (CRJ), Check Disbursement Journal
(CkDJ), Cash Disbursements Journal (CDJ), Advice to Debit Account
Disbursements Journal (ADADJ), General Journal (GJ) and Subsidiary
Ledgers (SL) the accounting entries in the approved JEV.
ii. Posts to the General Ledger the corresponding amount balances in the CRJ,
CDJ, ADADJ, and GJ.
iii. Prepares the Trial Balance based on the ending balances of individual
accounts and prepares the Financial Statements such as Statement of
Financial Position, Statement of Financial Performance, Statement of
Changes in Net Assets/Equity, Cash Flow Statement and Statement of
Comparison of Budget and Actual Accounts.
iv. Prepares the Notes to Financial Statement and schedule of individual
accounts as supporting documents to the Financial Statements.
B. The Chief Accountant and the DPO AFMS execute the Statement of Management
Responsibility for the quarterly report. For the Year End report, the CPO’s signature
is required by COA.
C. The Accountant submits to the PMO-COA Resident Auditor as follows:
i. Financial Statements for March, June, and September – submit on or before the
10th day of the following month.
ii. Trial Balance and Supporting Schedules for January, February, April, May,
July, August, October and November – submit on or before the 10th day of the
following month.
iii. Financial Statements for December (Year-end) – submit on or before the 14th
day of February of the following year.
**Please note that Financial Statements are submitted every quarter to COA.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Financial
Statements
COA, BIR,
CPO,DPO
Accurate Financial Statements
with supporting schedules.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Preparation of Financial Statements
Code: QMS-FMD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flows
3.1 Journal Entry Voucher (JEV)
ADMINISTRATIVE
DIVISION/OTHER
DIVISIONS
FMD
DPO AFMS
COA
START
Summarize Journal Entries in RCD, RCI and RADAI during the
day.
Prepare Journal Entry Vouchers
(JEVs) for RCD, RCI, RADAI, and Other Necessary Accounting
Adjustments During the Month.
Approval of JEVs
END
Transmit to COA
Compile Approved JEVs and Attachments
Approved JEVs
Submit Report of Collections and
Deposits (RCD)/Report of Checks Issued (RCI), Report of Advice to
Debit Account Issued (RADAI),
Report of Cash Disbursements (RCDisb) and Liquidation Report
(LR) to FMD
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Preparation of Financial Statements
Code: QMS-FMD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 4 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3.2 Financial Statement (FS)
FMD
DPO AFMS and
CPO
COA
END
Return to FMD
Approved Financial Statements together with
Supporting Schedules
START
Record Approved JEVs to Cash
Receipts Journal (CRJ), Check
Disbursements Journal (CkDJ) , Advice to Debit Account
Disbursement Journal (ADADJ),
Cash Disbursement Journal (CDJ) and General Journal (GJ)
and Subsidiary Ledgers (SL).
CRJ, CDJ, GJ, & SL
Posts Balances of CRJ, CkDJ,
CDJ, ADADJ, and GJ to General Ledger (GL).
General Ledger (GL)
Prepare Trial Balance
Prepare Financial Statements (FS)
Financial Statements Together
with Supporting Schedules
Review and Approval of
Financial Statements and Statement of Management
Responsibility
Submit to COA
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Preparation of Financial Statements
Code: QMS-FMD-02 Revision No.: 6 Effectivity: August 20, 2018 Page: 5 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Report of
Collections and
Deposits (RCD)
Cashier
Accurate recording of financial
transactions to the books of
accounts and posting to
subsidiary and general ledgers.
2. Report of Checks
Issued (RCI).
Cashier
3. Report of Advice to
Debit Account
Issued (RADAI)
Cashier
4. Report of Cash
Disbursement
(RCDisb)
Disbursing
Officer
5. Liquidation Report
(LR)
Various Divisions
6. Journal Entry
Voucher (JEVs)
FMD
7. Cash Receipts
Journal (CRJ)
FMD
8. Check
Disbursements
Journal (CDJ)
FMD
9. Advise to Debit
Account
Disbursement
Journal (ADADJ)
FMD
10. Cash Disbursement
Journal (CDJ)
FMD
11. General Journal
(GJ)
FMD
12. Subsidiary Ledgers
(SL)
FMD
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Remittance to the Bureau of the Treasury
Code: QMS-FMD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The process of remittance to the Bureau of the Treasury (BTr) of PMO provides assurance
that all remittances to the BTr are properly monitored and recorded.
PROCEDURES
1. Guidelines and Process
1.1 Budget Officer prepares Schedule of Unremitted Collections and Chief
Accountant transmits to Marketing Divisions to seek clearance on which
collections may be remitted. Clearance from other Divisions may also be
needed on a case by case basis.
1.2 Chief Accountant prepares memorandum for CPO, which will be endorsed by
DPO AFMS, requesting final approval to remit to the BTr the amounts cleared
by Marketing Divisions.
1.3 Chief Accountant prepares the amount (90%) for remittance to BTr and the
amount for retention by PMO. PMO is allowed to retain not exceeding 10% of
proceeds of dispositions, subject to the approval of Privatization Council under
Executive Order Number 323 (2000).
1.4 Budget Officer prepares remittance report and Disbursement Voucher as bases
for preparation of by the Cashier.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Check
remittance to
the BTr and
Remittance
report
Bureau of
Treasury (BTr)
Amount of check to be remitted
to the BTr should match in the
remittance report.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Remittance to the Bureau of the Treasury
Code: QMS-FMD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
FMD
MARKETING
DIVISION/OTHER
DIVISIONS
ADMINISTRATIVE
DIVISION
DPO AFMS
CPO
Prepare Schedule of
Monthly Collection
START
Schedule of Collections
Prepare
Memorandum to
Remit to BTr
Prepare Computation of Amount to be remitted to
BTr and Amount for
Retention by PMO as Authorized under E.O. 323
Prepare Remittance Report and Disbursement Voucher
(See process flow for DV)
with Memorandum as an Attachment
Cleared
to Remit?
No
A
A
Approved
Memorandum to
Remit to BTr
Check Preparation END
Approve and Endorse Memorandum to CPO
Approval of
Memorandum
Yes
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Remittance to the Bureau of the Treasury
Code: QMS-FMD-03 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1.
Official Receipts
Issued
Cashier
Actual amount appeared in the
OR issued.
2.
Clearance of
Marketing and if
needed, from other
Divisions
Marketing
Divisions/
Other
Divisions
Approved clearance from
Marketing Divisions and if
needed, from other Divisions.
3.
Schedule and
summary of
collections
FMD
Accurate schedule and
summary of collections.
4.
Signed Check
Cashier
Amount of check should
correspond to the amount in the
remittance report.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Processing of Statement of Account
Code: QMS-FMD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
This section of the manual describes the process of preparation of statement of account
requested by Marketing I, II, III and other appropriate offices of Privatization and
Management Office (PMO). The FMD ensures to provide accurate computation of
statement of account based on the Agreement and/or Contract on file and other appropriate
rules. This process is without prejudice to FMD’s responsibility to maintain updated
Statements of Account for all accounts.
PROCEDURES
1. Guidelines and Process
1.1 The FMD receives the duly signed request form for Statement of Account from
the requesting division.
1.2 The FMD processes the Statement of Account as follows:
A. Checks the status of the account, search documents relative to the loan
obligation, analyzes and computes interest and penalty as provided in the
Contract/Agreement.
B. Submits the Statement of Account to Chief Accountant for approval.
C. Transmits the duly signed Statement of Account to the requesting division
as follows:
i. Active Accounts – within five (5) days after receipt of request.
ii. Dormant Accounts
a. One (1) asset – within fifteen (15) days after receipt of request
b. Two (2) to three (3) assets – within thirty (30) days after receipt
of request
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Statement of
Account
Marketing Divisions
I, II, III, and COA
Accurate computation of
outstanding obligation based
on the agreement.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Processing of Statement of Account
Code: QMS-FMD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3. Process Flow
REQUESTING
DIVISION
FMD
Yes
No
END
Prepare Request Form for
Statement of Account
Signed Request Form for Statement of Account
(SA)
Check Account Status, Search Documents,
Analyze and Prepare
Necessary Computations
Compute Interest/Penalty
as Provided in the
Agreement and Prepare Statement of Account.
Is
Statement
of Account
Correct?
START
Submit to the Requesting
Division
Sign the Statement of
Account
A
Statement of Account
Submit Statement of
Account for Chief Accountant’s Approval
A
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Processing of Statement of Account
Code: QMS-FMD-04 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements 1. Records:
Memorandum of
Agreement
Deed of Conditional
Sale
Lease Rental
Agreement
Board Resolutions
Other Loan
documents
Records
Readable latest agreement and
other loan documents signed by
both parties and duly notarized.
2. Finance:
Schedule of Payment
Schedule of
Advances and
expenses
Schedule of Rental
Amortization
Schedule
FMD
Updated and accurate schedule
of payment.
3. Others:
PNB Rate
(Telephone Request)
a. Prime Rate
b. Marginal Rate
Department of
Finance (Received
copy rates upon
request)
a. COP rate
b. PRC Rate
Banko Sentral ng
Pilipinas(online
Inquiry/Internet)
a. 364 T-Bills Rate
b. Foreign
Exchange Rate
PNB,
Department of
Finance, Banko
Sentral ng
Pilipinas
Updated Rates to be used for
accrual of interest/penalty as
agreed by both parties.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Budget Process
Code: QMS-FMD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The PMO has two types of funds, namely: (1) the Revolving Fund and the (2) Modified Disbursement
System (MDS) Fund. Revolving fund (RF) refers to the amount retained by PMO from the proceeds from
sale of transferred assets and other income allowed under Sec. 6; Article III of E.O. 323. This will be used
for payment of cost and expenses incurred relative to the PMO’s operation and conservation and disposition
of transferred assets including capital expenditures.
On the other hand, MDS Fund refers to the subsidy from the National Government that passed through
legislative action and approved by the President of the Philippines under the General Appropriation Act.
This will be used for payment of Personnel Services (PS).
PROCEDURES
1. Guidelines and Process:
1.1 Maintenance and Other Operation Expenses (MOOE) and Capital
Expenditure (CAPEX)
a. Division Chiefs submit their Division’s proposed budget for the year.
b. Budget Officer reviews and consolidates the budget submissions of all Divisions.
c. Budget Officer prepares the proposed budget for the succeeding year.
d. Chief Accountant submits the proposed budget for MOOE and CAPEX to DPO AFMS
for review and approval.
e. DPO AFMS endorses the budget proposal to CPO for approval.
f. CPO approves the budget proposal and returns to the FMD.
1.2 Personnel Services (PS)
a. Budget Officer prepares budget proposal in coordination with Administrative Division
based on the guidelines of Department of Budget and Management (DBM).
b. Chief Accountant reviews and endorses budget proposal for Personnel Services (PS) to
DPO AFMS for approval.
c. The DPO AFMS or the CPO approves budget proposal for Personnel Services.
d. Upon approval, the Budget Officer submits budget proposal online to DBM.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Budget Process
Code: QMS-FMD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Budget for
MOOE and
CAPEX
COA
Budget estimate is based on the plans
and programs committed by all
Divisions.
2. Budget for
Personnel
Services
DBM
Budget estimate is in accordance with
the guidelines set by DBM.
3. Process Flows
3.1 Budget Process for MOOE and CAPEX
CONCERNED
DIVISIONS
FMD
DPO AFMS
CPO
START
Review and Consolidate
Prepare Proposed
Budget for (Year)
Approval and
Endorsement to CPO
Approval of the
Proposed Budget for
MOOE and CAPEX
END
Submit Proposed
Budget for their
Division
Approved Budget for
MOOE and CAPEX
Return to FMD
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Financial and Management Division – Budget Process
Code: QMS-FMD-05 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 3
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3.2 Budget Process for Personnel Services
FMD
DPO AFMS/CPO
DBM
4. Process Inputs and Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Proposed budget
per division
(MOOE and
CAPEX)
Division Chiefs
Detailed and justified estimate
of operating expenses following
previous year’s expenses.
2. Plantilla (PS) Administrative
Division
Compliance with the DBM
guidelines.
Approval of Proposed
Budget for Personnel Services
Submit Budget for Personnel Services
END
START
Prepare Budget for
Personnel Services
PMO’s approved Budget
for Personnel Services
Return to FMD
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Code: QMS-ITS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 1
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
INFORMATION TECHNOLOGY
SERVICES
Quality Objectives
“Provide technical support to management and operations on the acquisition, configuration, maintenance and control of all IT equipment
within three (3) working days upon delivery of unit.”
“Ensure systems efficiency and continuous network operations, immediate resolution to hardware/software problems, and
prompt response to end-users’ IT related concerns within three (3) working days from receipt of request
subject to availability of parts.”
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Information Technology Services – Preventive Maintenance
Code: QMS-ITS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 1 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
OVERVIEW
The Information Technology Services (ITS) Group of the PMO implements the Preventive Maintenance
Plan of IT Equipment to ensure the provision of functional network servers and workstations, which include
desktop computers, printers, scanners, internet connection, firewall, antivirus software and other necessary
equipment to help employees to efficiently perform their tasks. In addition, a periodical checkup is
scheduled for all IT equipment to avoid any possible abstractions that may happen if any of the said
equipment is not functional.
Moreover, to ensure the availability of digitized agency documents in case of unwanted circumstances like
physical failure of personal computer, accidental error or disasters such as fire, flood, or earthquake, the
ITS Group created its own backup system to guarantee that all digitized documents can be restored in case
of loss. The Group also coordinated with the Management Information Systems Division of the Department
of Finance (DOF) to allow PMO to establish its offsite backup storage system under the DOF datacenter.
PROCEDURES
1. Guidelines and Process
1.1 Repair and Maintenance
A. Client/end-user contacts the ITS Group and relays the hardware/software problem.
B. The IT Personnel who received the request goes personally to the client’s workstation or
connects remotely through the System Center server to verify the problem.
C. IT Personnel fills up the Repair and Maintenance Slip’s IT Equipment Information and
Problem Description portions.
D. IT Personnel troubleshoots the workstation and determines if the problem type is hardware
or software. If hardware problem, the IT Personnel checks if there are available
replacement parts and immediately replaces the defective ones, if not, fills up the Repair
and Maintenance Slip’s Summary of Repair/s and Recommendation/s portions for
purchasing of the needed part/s. Once the part/s become available, the IT Personnel
immediately replaces the defective ones. If software problem, the IT Personnel reformats,
reinstalls or reconfigures the client’s system.
E. IT Personnel tests and monitors the repaired workstation during the day.
F. If the problem is fixed, client/end-user fills up and signs the Repair and Maintenance
Slip’s Acknowledgement and Client Satisfaction portions, if not, the IT Personnel
troubleshoots the workstation again until the problem is resolved.
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Information Technology Services – Preventive Maintenance
Code: QMS-ITS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 2 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2.1 Onsite and Offsite Backup System
A. ITS Group regularly checks all digital documents from the SharePoint Server.
B. For onsite backup, the ITS Group creates a primary backup at Storage Server 1 (WD1)
and a secondary backup at Storage Server 2 (WD2).
C. For offsite backup, the ITS Group connects to the DOF Datacenter through File Transfer
Protocol (FTP) to create a tertiary backup of all the digitized documents.
2. Process Outputs, Customers & Quality Requirements
No. Output Customer Quality Requirements
1. Functional IT
Equipment
PMO Employees Equipment runs smoothly
without any lags. Data and
programs are still intact.
2. Backup System PMO Employees Digitized agency documents are
complete.
3. Process Flows
3.1 Onsite and Offsite Backup System
INFORMATION
TECHNOLOGY
SERVICES
(ITS)
END
Check all digitized
documents from the
SharePoint Server
START
Create primary backup at
Storage Server 1 (WD1)
Create secondary backup at
Storage Server 2 (WD2)
Create offsite backup at
the DOF Datacenter
through FTP
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Information Technology Services – Preventive Maintenance
Code: QMS-ITS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 3 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
3.2 Repair and Maintenance
REQUESTING
DIVISION
(Client/End-user)
INFORMATION
TECHNOLOGY
SERVICES
(ITS)
4. Process Inputs, Suppliers & Quality Requirements
No. Input Supplier Quality Requirements
1. Report/Recommendation
from IT Personnel
IT Personnel Complete information of problems
encountered.
2. Backup Storage Facility IT Personnel High memory capacity.
END
Contact ITS Group to relay hardware/software
problem
START
Fill up and sign Repair and
Maintenance Slip’s Acknowledgement and
Client Satisfaction portions
Software
Hardware
Personally check client’s workstation or connect
remotely through the
System Center server
Problem type?
Test and monitor during
the day
Reformat/reinstall/
reconfigure
Fill up Repair and Maintenance Slip’s
IT Equipment Info and
Problem Description portions
Troubleshoot workstation
Part/s available?
Yes
No Fill up Repair and
Maintenance Slip’s Summary of Repair/s and
Recommendation/s
portions to purchase needed part/s
Replace defective part/s
Problem fixed? No
Yes
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Information Technology Services – Preventive Maintenance
Code: QMS-ITS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 4 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
5. Preventive Maintenance Plan of IT Equipment
IT Equipment Preventive Maintenance Activity Type Frequency In
Charge /D /W /M /Q /Y
Workstations Update antivirus definition files Software AEJ
(Desktop PCs) Run complete virus scan Software AEJ
Check external connections/cables Hardware AEJ
Perform backups of existing information systems
Software
AEJ
Install patches and updates to protect system
Software
ACS
Install software application updates Software ACS
Clean CPU/monitor, KB/mouse, AVR, printer (as needed)
Hardware
AEJ
Perform hardware inventory Hardware AEJ
Review obsolete units for replacement Hardware ACS
Network Check the servers' availability Hardware ACS
Servers Update antivirus definition files Software ACS
Perform regular server backups Software ACS
Install patches and updates to protect system
Software
ACS
Enforce regular password changes Software ACS
Keep user rights and access policies updated (as needed)
Software
ACS
Run complete virus scan Software ACS
Check unnecessary running services Software ACS
Check external connections/cables Hardware ACS
Check servers' airflow paths Hardware ACS
Check remote desktop connections to clients
Software
ACS
Review firewall rules Software ACS
Review system events and audit logs Software ACS
Perform hardware inventory Hardware ACS
Check OS and application software for upgrade
Software
ACS
Check antivirus and backup software subscriptions status for renewal
Software
ACS
PRIVATIZATION AND MANAGEMENT OFFICE
WORK INSTRUCTION
Information Technology Services – Preventive Maintenance
Code: QMS-ITS-01 Revision No.: 6 Effectivity: August 20, 2018 Page: 5 of 5
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
IT Equipment Preventive Maintenance Activity Type Frequency In
Charge /D /W /M /Q /Y
Network- Check the storage server's availability Hardware ACS
Attached Storage
Install patches and updates to protect system
Software
ACS
Keep user rights and access policies updated (as needed)
Software
ACS
Check external connections/cables Hardware AEJ
Clean external case and internal parts (as needed)
Hardware
AEJ
Firewall, Check the network devices' availability Hardware AEJ
Switches, and Access Points
Clean external case and internal parts (as needed)
Hardware
AEJ
Review firewall rules and access policies Software ACS
Check firewall subscription status for renewal
Software
ACS
UPS for Servers Check if all the UPS are online Hardware AEJ
Clean external case and internal parts (as needed)
Hardware
AEJ
Network Check the network devices' availability Hardware AEJ
Printers & Scanners
Clean external case and internal parts (as needed)
Hardware
AEJ
Network Fix physical connections Hardware AEJ
Cabling Review additional requirements for acquisition
Hardware
AEJ
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – For All Divisions
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
a) Request Form (Borrowing of Records and Documents)
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Marketing Group
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
a) Order of Payment Form
PAYMENT MODE:
Check Number
Total
ASSET NAME
MODE OF DISPOSITION
Officer - In - Charge
C l e a r e d B y:
A p p r o v e d b y:
RHODORA B. TORRALBA
Account IV - OIC FMDBAC Secretariat Head
ELLEN H. RONDAEL
Please deposit the collections under Bank Account/s:
No. Name of Bank Amount
TOTAL
CHECK PAYMENT DETAILS:
Bank/Branch Name
Entity Name: Privatization and Management Office Serial No. : _______________
Fund Cluster : _______________________ Date :
ORDER OF PAYMENT
Date Amount
The Collecting Officer
Cash/Treasury Unit
Please issue Official Receipt in favor of
(Name of Payor)
(Address/Office of Payor)
in the amount of
(Purpose)
for payment of
per Bill No. ________________ dated __________________.
PMO BOL Account
NEGOTIATED OTHERS BIDDING DDBO
_______________________
Cash Check
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Custodianship Services Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
a) Acknowledgment Receipt Form
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Custodianship Services Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
b) Approval Notification Form
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Custodianship Services Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
c) Guard’s Personal Data Sheet
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Custodianship Services Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
d) Security Inspection Report
Name of Agency : Date Inspected :
Name of Detachment/Asset : Time Inspected :
Agency's Vehicle, if any : Indicate if Owned or Leased
Agency's Communication Equipment (indicate name of lessor if leased)
Radio or Cellphone : Cellphone No/s., if applicable
Expiration Type of Post/ Duty Detail Other
Date Uniform Logbook Order Equipments
Prescribed Basic
Uniform
Nightstick/Baton
Whistle
Timepiece
Writing Pen
Logbook
Flashlight
First Aid Kit
Service Firearm
Lineyard
Insignia
* DC - Detachment Commander Conducted by:
* SICs - Shift in Charge
PMO - Personnel / Representative Security Agency's Authorized Representative / DC / SICs
(Signature Over Printed Name ) (Signature Over Printed Name )
ALBERTO C. REYES
Certified Correct by:
Post Name of Guard SBR / License No. Signature Remarks
PRIVATIZATION AND MANAGEMENT OFFICE104 Gamboa St., Legaspi Village, Makati City
SECURITY INSPECTION REPORT2014-2015
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Custodianship Services Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
e) Posting/Pull-Out Report Form
Form - 3
INCOMING AGENCY OUTGOING AGENCY
SBR / Expiration
License No. Date
Name of Detachment / Asset
Remarks:
CONDUCTED BY:
Date
Signature
PRIVATIZATION AND MANAGEMENT OFFICE104 Gamboa St., Legaspi Village, Makati City
POSTING / PULL-OUT REPORT2014-2015
Authorized Representative Authorized Representative(Signature Over Printed Name) (Signature Over Printed Name)
PMO - Personnel / Representative
Printed Name of Incoming Guard Signature Date Time Printed Name of Outgoing Guard
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Custodianship Services Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
f) Security Requirements Report Form
Name of Agency :
Name of Detachment/Asset :
Agency's Vehicle, if any : Indicate if Owned or Leased
Agency's Communication Equipment (indicate name of lessor if leased)
Radio or Cellphone : Cellphone No/s., if applicable
No. of Other
Ammos Equipments
Prescribed Basic
Uniform
Nightstick/Baton
Whistle
Timepiece
Writing Pen
Logbook
Flashlight
First Aid Kit
Service Firearm
Lineyard
Insignia
Certified Correct by:
(Signature Over Printed Name ) (Signature Over Printed Name )
Conducted by:
ALBERTO C. REYESPMO - Personnel / Representative/s Security Agency's Authorized Representative / DC / SICs
RemarksFirearms
Signature
PRIVATIZATION AND MANAGEMENT OFFICE104 Gamboa St., Legaspi Village, Makati City
SECURITY REQUIREMENTS REPORT2014-2015
BAGACAY MINES - Hinabangan, Western Samar
PostNo. of
Caliber / Make Serial No.
Date / Time Date / Time
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Custodianship Services Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
g) Report on Physical Count of Property, Plant and Equipment
BALANCE ON HAND
PER CARD PER COUNT
(Quantity) (Quantity) Quantity Value
-
ITEM NO. ARTICLE DESCRIPTION
REPORT ON PHYSICAL COUNT OF PROPERTY, PLANT AND EQUIPMENTAsset Name
Type of Property, Plant and Equipment)
as of ______________
C E R T I F I C A T I O N
This is to certify that we have physically checked, examined and counted all the herein listed properties as of ________________________.
TOTAL BOL
G R A N D T O T A L
PROPERTY
NUMBER
UNIT OF
MEASURE
UNIT
VALUE
SHORTAGE/OVERAGEREMARKS (Whereabouts)
For which _________________________________________________________________________________ is accountable, having assumed such accountability on ______________________(Name of Accountable Officer) (Official Designation) (Agency Office) (Date of Assumption)
____________________
Head-Inventory Team
____________________
Representative-Finance
___________________
Representative-Finance
____________________
Representative-Administration
______________________
Representative-Administration
_____________________
Representative-Marketing I
_______________________
Representative-Marketing II
________________________
COA State Auditing Examiner II
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
a) Abstract of Canvass
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
b) Acknowledgment Receipt for Equipment Form
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
c) Application for Leave
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
d) Inventory Custodian Slip
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
e) Inspection and Acceptance Report Form
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
f) Inventory and Inspection Report of Unserviceable Property
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
g. Mission Pass
h. Overtime Work Authorization
Revised 1.18.2001
OFFICIAL
Associate
Designation
Purpose
Particulars
Date Time
PRIVATIZATION AND MANAGEMENT OFFICE
MISSION PASSluleth:\ \pmo\mispass.xls
Date
Department
(Note: To be attached to the Daily Time Record)
Personnel Staff Head Department Manager
REQUESTED BY RECOMMENDED BY APPROVED BY
Revised 2001
Name
Total
Out Hours
Date of Fil ing
Date Description of Job to be DoneEstimated Time
In
PS Form No. 004
PRIVATIZATION AND MANAGEMENT OFFICEOVERTIME WORK AUTHORIZATION
This serves as an authority to render overtime work
Requested By Approved ByELLEN H. RONDAEL
Deputy Privatization Officer - AFMS
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
i. Overtime Work Certification (Plantilla)
j. Overtime Work Certification (Outsourced Personnel)
Revised 2001
Name
Total
Out Hours
CARLA S. DEL PRADO
Chief Admin Officer - AD
Note: Please see attached approved overtime work authorization.
Ref. Date
Date Description of Job DoneActual Time
In
PS Form No. 005
PRIVATIZATION AND MANAGEMENT OFFICEOVERTIME WORK CERTIFICATION
This is to certify that I rendered overtime work
Employee's
SignatureCerti fied By Approved By
ELLEN H. RONDAEL
Deputy Privatization Officer - AFMS
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
k. Purchase Order
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
l. Purchase Request
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
m. Petty Cash Voucher
No.
Date
O.R. No.
Others :
Received Refund
Reimbursement Paid
Liquidation Submitted
Cash Received by : Reimbursement Received by
Dept./Div./Unit
Petty Cash Custodian
CAO C. S. DEL PRADO
Signature of Payee
____________________________ __________________________
Retention (MOOE / ASSET) Liquidation
(Reimbursed) _______________________________________________________
Date ____________
________________________
Signature Over Printed Name of Payee
Date ____________________
Postage
Amount Refunded/
Transportation
PETTY CASH VOUCHER
Total Amount Paid Per
I. To be filled up upon request
Particulars
Cash Advance/Reimbursement for :
Payee
Agency Privatization and Management Office
Total Amount GrantedAmount
Approved by :
Requested by : Approved by:
Employee
DPO E. H. RONDAEL
Immediate Supervisor
A1 C
B
D
A2
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
n. Report of Check Issued
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
o. Report of Collections and Deposits
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
p. Report on the Physical Count of Inventories
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
q. Report on Physical Count of Property, Plant and Equipment
For which _________________________________________________________________________________ is accountable, having assumed such accountability on _______________________________
(Name of Accountable Officer) (Officia l Des ignation) (Agency Office)
PROPERTY UNIT OF UNIT BALANCE ON HAND
NUMBER MEASURE VALUE PER CARD PER COUNT
(Quantity) (Quantity) Quantity Value
Representative - CSD Representative - CSD Representative - Finance
Representative - Admin. Representative - Admin. Representative - Marketing
SIENNALYN G. ORIAS LAVELITO N. PADUA SANDRO R. DELA CRUZ
REMARKS (Whereabouts)
MA. ELENA D. DE LEON RODRIGO R. TRISTE JESSAMYN A. ESPIRITU
C E R T I F I C A T I O N
This is to certify that we have physically checked, examined the above Communication Equipments as of December 31, 2015.
JOSEPHINE B. RABUYAHead - Inventory Team
REPORT ON PHYSICAL COUNT OF PROPERTY, PLANT AND EQUIPMENTPMO -BUILDING - Communication Equipment(Type of Property, Plant and Equipment)
as of December 31, 2015
(Date of Assumption)
ITEM
NO.ARTICLE DESCRIPTION
SHORTAGE/OVERAGE
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
r. Requisition and Issue Slip
Division : RIS No. :
Office : SAI No. :
Stock No. Unit Quantity Quantity
REQUISITION AND ISSUE SLIP
PRIVATIZATION AND MANAGEMENT OFFICE
Agency
Reponsibility Center Code _________________
__________________________________________
___________________________
___________________________
Issued by: Received by:
Signature
Printed Name
RemarksDescription
REQUISITION ISSUANCE
Designation
Date
Requested by: Approved by:
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
s. Request Form
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
t. Request for Quotation
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
u. Quotation Form
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
v. Transmittal Control Form
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
w. Waster Material Report
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Administrative Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
x. Weekly Time Record
NAME
DEPARTMENT
OFFICIAL TIME 8:00 - 5:00
REMARKS
IN OUT IN OUT(Reason f or Absence or Overt ime t o be indicat ed
by Depart ment / Unit Head)
APPROVED:
WEEK ENDING
TOTAL
UNDER
TIME
TOTAL
OVER-
TIME
AM PM
Saturday
PRIVATIZATION AND MANAGEMENT OFFICE
WEEKLY TIME RECORD
Monday
Tuesday
DATE DAY
Signature of Employee Chief/Deputy Privatization Officer
Sunday
I cert ify on my honor that the above is a true and correct report of the
hours work performed, record of which was made daily at the t ime of
arrival and at departure from off ice
Wednesday
Thrusday
Friday
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Financial and Management Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
a) Budget Utilization Request and Status
Certified: Budget available and utilized for
lawful and under my direct supervision; and supporting the purpose/adjustment necessary as
documents valid, proper and legal indicated above
Signature : _________________________________
Printed Name: RITOREY T. DIARON
Position : Administrative Officer V
Date : ____________________________
C.
Not Yet DueDue and
Demandable
(a) (c) (a-b) (b-c)
Privatization and Management Office Date : _______________________
Payee
Office
Address
Responsibility
CenterParticulars MFO/PAP
UACS Object
Code/
Expenditures
Amount
A. B.
Head, Requesting Office/Authorized Representative
Charges to appropriation/budget necessary,Certified:
Total
Signature : ____________________________________
Printed Name: CARLA S. DEL PRADO
Payable Payment
Position : Chief Administrative Officer
Head, Budget Division/Unit/Authorized
Representative
Date
Reference Amount
STATUS OF UTILIZATION
_______________________________
Serial No. : ___________________
Fund Cluster : _________________
BUDGET UTILIZATION REQUEST AND STATUS
Balance
(b)
Date ParticularsBURS/JEV/RCI/
RADAI/RTRAI No.
Utilization
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Financial and Management Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
b) Disbursement Voucher
MDS Check Commercial Check ADA Others (Please specify)
_________________
A.
B. Accounting Entry:
C. Certified: D. Approved for Payment
Cash available
Subject to Authority to Debit Account (when applicable)
Supporting documents complete and amount claimed
proper
E. Receipt of Payment JEV No.
Date
Debit Credit
Chief Administrative Officer
Date : Bank Name & Account Number:
Printed
NamePrinted Name
PositionOfficer-In-Charge
ELLEN H. RONDAEL
Official Receipt No. & Date/Other Documents
Check/
ADA No. :
CARLA S. DEL PRADO
Agency Head/Authorized Representative
Date Date
Signature : Date : Printed Name:
Signature Signature
Accountant IVPosition
Head, Accounting Unit/Authorized Representative
RHODORA B. TORRALBA
Approved for Payment
- -
MFO/PAP Amount
Address
Account Title UACS Code
TIN/Employee No.:
Certified: Expenses/Cash Advance necessary, lawful and incurred under my direct supervision.
Amount Due
ParticularsResponsibility
Center
Privatization and Management Office
Fund Cluster :
DISBURSEMENT VOUCHER
Date :
DV No. :
Mode of
Payment
PayeeORS/BURS No.:
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Financial and Management Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
c) Expense Voucher
FROM
TO
OFFICE FORM
WHICH RECEIVED
DATE AMOUNT
REF. :
ACCOUNT AMOUNT AMOUNT
ASSOCIATE'S
SIGNATURE :
APPROVED BY :
:
Revised 1.18. 01
NATURE OF EXPENSE
PURPOSE OF EXPENSES
AMOUNT
TOTAL TO BE ACCOUNTED FOR
DEDUCT EXP. ON THIS VOUCHER
BAL. DUE CO. (EMPLOYEE)
BALANCE DUE CO. (EMPLOYER)
PER LAST VOUCHER
ADD. ADVANCES RECEIVED
104 Gamboa Street, Legaspi Village, Makati City
P.O. Box 1704,MCPO, Makati City
EXPENSE VOUCHER
Date Prepared
ACCOUNT
CHECKED BY :
DATE PARTICULARS AMOUNT
OFFICIAL
ASSOCIATE'S NAME (PRINT)
PRIVATIZATION AND MANAGEMENT OFFICE
TOTAL
HAVE BEEN INCURRED IN BEHALF OF THE COMPANY
S U M M A R Y
I HEREBY CERTIFY THAT ALL OF THE ABOVE EXPENSES
POSTED BY :
ACCT.
TOTAL
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Financial and Management Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
d) Journal Entry Voucher
JOURNAL ENTRY VOUCHER
PRIVATIZATION & MANAGEMENT OFFICE
Page 2 of 2
ACCOUNTING ENTRIES
Accounts and Explanation P
- -
Prepared by: Certified Correct : -
NGAs 9/01/02
Amount
x 001
000
101
002
ChiefAccountant Deputy Executive Director V - FAD
FERNANDO C. SABADO ELLEN H. RONDAEL
Date:
No. :
Collection Check Disbursement OtherxCash Disbursement
Responsibility Center
Account Code
OtherX
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Financial and Management Division
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
e) Obligation Request
Certified: Allotment available and obligated
for the purpose/adjustment necessary as
supporting documents valid, proper and legal indicated above
Signature :
Printed Name: Ritorey T. Diaron
Position : Administrative Officer V
Date : ____________________________
C.
Not Yet DueDue and
Demandable
(a) (c) (a-b) (b-c)
Payee
OfficePMO
Address
OBLIGATION REQUEST AND STATUS Serial No. : _____________________
Privatization and Management Office Date : _________________________
Fund Cluster : ___________________
Responsibility Center Particulars MFO/PAPUACS Object
CodeAmount
Total 0.00
Signature :
Printed Name: CARLA S. DEL PRADO
Position : Chief Administrative Officer
Head, Requesting
Office/Authorized Representative
A. Charges to appropriation/alloment are B.Certified:
necessary, lawful and under my direct supervision;and
Date ParticularsORS/JEV/Check/
ADA/TRA No.
Obligation Payable Payment
Head, Budget Division/Unit/Authorized
Representative
Date : ___________________________________
STATUS OF OBLIGATION
Reference Amount
Balance
(b)
PRIVATIZATION AND MANAGEMENT OFFICE
SAMPLE FORMS – Information Technology Services
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
a) Repair and Maintenance Slip
PRIVATIZATION AND MANAGEMENT OFFICE
EXECUTIVE ORDER 323
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
MALACAÑANG
MANILA
BY THE PRESIDENT OF THE PHILIPPINES
EXECUTIVE ORDER NO. 323
CONSTITUTING AN INTER-AGENCY PRIVATIZATION COUNCIL (PC) AND
CREATING A PRIVATIZATION AND MANAGEMENT OFFICE (PMO) UNDER THE
DEPARTMENT OF FINANCE FOR THE CONTINUING
PRIVATIZATION OF GOVERNMENT ASSETS AND CORPORATIONS
Whereas, pursuant to Republic Act No. 8758 s. 1999, the life of the Committee on
Privatization (COP) and the Asset Privatization Trust (APT) will expire on December 31, 2000.
Whereas, Republic Act No. 8758 provided that, “All assets held by the Asset Privatization
Trust, all moneys and other properties belonging to it, and all its liabilities outstanding upon the
expiration of its term shall revert to and be assumed by the National Government”.
Whereas, Republic Act No. 8758 mandated the transfer for disposition of the assets held by
the APT by the President of the Philippines to the trust department of the appropriate government
agency upon the expiration of the term of APT;
Whereas, Executive Order No. 12, s. 1998 reaffirmed the privatization policy of the
Government by encouraging all heads of departments, bureaus, agencies and instrumentalities
including government owned and controlled corporations to identify assets and activities that can be
efficiently and effectively undertaken by the private sector; by broadening the coverage of privatization
activities with the inclusion of some authorities such as Bases Conversion and Development Authority
(BCDA), Public Estates Authority (PEA), Philippine Tourism Authority (PTA), Philippine Economic
Zone Authority (PEZA) and Subic Bay Metropolitan Authority (SBMA); and by directing the COP to
consider other alternative modes of privatization such as leasing, management and maintenance
contracts, BOT schemes or joint venture arrangements;
Whereas, under the Constitution and under the Administrative Code of 1987, the President, as
Chief Executive, has control and supervision over, and the authority to reorganize, the Executive
Branch of the Government, including the Office of the President;
Whereas, the Government’s privatization program has proven beneficial and helpful to the
economy in terms of generating revenues, improving investment climate, attracting foreign capital and
investments, broadening ownership base, developing capital markets and fostering private sector
participation;
Whereas, there are remaining partially sold and undisposed accounts approved for
privatization consisting of 150 transferred assets, of which 88 are partially sold and 62 are still
undisposed, 57 government owned and controlled corporations, of which 31 have been partially sold
PRIVATIZATION AND MANAGEMENT OFFICE
EXECUTIVE ORDER 323
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
and 26 are still undisposed, and several surrendered properties with sizeable amount of projected
revenues for the much-needed resources of the Government;
Whereas, there is a vast opportunity for greater private sector participation in the development
of the Philippine economy with the successful launching of Government’s PROGRESS Bonds and the
pending enactment by Congress of the bill restructuring of the power industry and privatizing the
National Power Corporation;
NOW, THEREFORE, I, JOSEPH EJERCITO ESTRADA, President of the Philippines, by
virtue of the powers vested in me by law, do hereby order:
Article I. Restatement of the Policy
Section 1. Restatement of Policy. The National Government hereby restates its privatization policy
to promote an orderly, coordinated and efficient privatization of remaining government corporations,
assets, activities and idle properties which have been identified as unnecessary and inappropriate for
the government sector to maintain.
Article II. The Privatization Council
Section 1. Organization. There is hereby established a Privatization Council (PC), referred
to as the “Council”, to oversee the privatization program of the Government.
Section 2. Composition. The Council shall be composed of the Secretary of Finance as
Chairman, with the Secretary of Budget and Management, Trade and Industry, National Economic and
Development Authority and Justice as members. The National Treasurer and the Chairman of the
Presidential Commission on Good Government shall be non-voting members of the Council.
The Technical Committee shall also be established to be composed of the representative of the
Department of Finance as Chairman, and representatives of the Department of Justice, Department of
Budget and Management, Department of Trade and Industry, National Economic Development
Authority, Bureau of Treasury and the PCGG, as members.
Section 3. Objectives, Powers and Functions. The Council shall direct, supervise and
coordinate all privatization and similar disposition efforts undertaken by the Government in order to
promote private sector participation in developing the Philippine economy and to generate maximum
cash recovery for the National Government. In pursuit of these objectives, the Council shall assume
all the powers, functions, duties and responsibilities, all properties, real or personal assets, equipment
and records, as well as the obligations and liabilities previously held or exercised by the COP under
Proclamation No. 50, as amended, which have been devolved to the National Government pursuant to
Republic Act No. 8758.
Section 4. Meetings. The Council shall meet at least twice a month, or as frequently as
necessary to effectively discharge its functions and responsibilities and expedite the disposition of
GOCCs, assets, activities and other government properties.
The presence of the majority of the voting members shall constitute a quorum and the
concurrence of said majority should be adequate for any decision of the Council: Provided, that were
PRIVATIZATION AND MANAGEMENT OFFICE
EXECUTIVE ORDER 323
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
a disposition or rehabilitation proposal is involved, the decision of the Council must be unanimous. In
case they are unable to attend, the Chairman and Members may designate any of their immediate
subordinates with the rank of Undersecretary or its equivalent to represent them in the meetings of the
Council.
The Council shall act on any recommendation for disposition not later than thirty (30) days
from the date of its submission to the Council.
Section 5. Legal Counsel. The Secretary of Justice shall be the ex-officio adviser to the
Council on legal matters.
Section 6. Funding. The Council shall be provided with an initial budget of Ten Million
Pesos (P10,000,000.00) to be drawn from the Organizational Adjustment Fund. Appropriations for the
succeeding years shall be incorporated in the budget proposal for the Office of the President.
Article III. Privatization and Management Office
Section 1. Organization – There is hereby organized under the Department f Finance an
Office called Privatization and Management Office (PMO), hereinafter referred to as the “Office”.
The Office shall be headed by a Chief Privatization Officer (CPO) who shall be appointed by
the President of the Philippines upon recommendation of the Secretary of Finance.
The Chief Privatization Officer shall be assisted by four (4) Deputy Privatization Officers who
shall be in charge of specific operations and undertakings as directed by the Chief Privatization Officer.
These Deputy Privatization Officers shall be appointed by the Secretary of Finance upon
recommendation by the Chief Privatization Officer.
Section 2. Powers and Functions. In addition to the powers, duties and functions under
Proclamation No. 50, as amended, the Office shall be empowered to implement the actual
marketing/disposition program of the government corporations, assets and idle properties after securing
prior approval of the Council, to execute and deliver, on behalf of the National Government, the deeds
of sale, contracts and other instruments as may be necessary or appropriate to convey title to such
assets, to take title to and possession and conserve assets transferred to it, to engage external expertise
as necessary in the fulfillment of its tasks, to adopt internal rules and regulations and to submit periodic
reports to the Council on the status of the disposition program.
Any and all sales and other modes of privatization or disposition shall not be considered final
unless and until approved by the Council.
All receipts from the sale of assets of the Office, except portions thereof for reimbursable
custodianship and/or operational expenses, shall be remitted to the National Treasury.
Section 3. Powers and Functions of the CPO. The CPO shall have the following powers
and functions.
1. To enter into management and other contracts as may be appropriate; and
PRIVATIZATION AND MANAGEMENT OFFICE
EXECUTIVE ORDER 323
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
2. To develop the staffing requirements of the Office, and for this purpose, appoint, remove
and fix the remuneration of the personnel of the Office: Provided, That as far as practicable,
the CPO should rely on secondment from government entities undertaking related
functions, and or qualified external expertise in an advisory capacity and on a contractual
basis.
Section 4. Qualifications. No personal shall be appointed an Officer unless he or she is of
good moral character, of unquestionable integrity and responsibility, and of recognized business
competence. No person, or director, officer, consultant or stockholder of corporations constituting or
having any interest in the assets assigned to the Office may be appointed as an Officer.
Section 5. Internal Guidelines. The Office, through its Chief Privatization Officer, may
adopt and implement such internal rules and regulations necessary or convenient for the proper
discharge of the functions of the Office. Provided, That such internal rules and regulations must be in
accordance with existing laws, orders, decrees and proclamations. Provided further, That such rules
and regulations may be subsequently amended, abrogated or disapproved by the Secretary of Finance.
Section 6. Funding. The Office shall be provided with an initial budget of Thirty Million
Pesos (P30,000,000.00) to be drawn from the Organizational Adjustment Fund. The Office shall be
allowed to retain commissions, due diligence fees and proceeds from the sale of Asset Bidding Rules,
information memoranda and similar documents, as well as a portion or percentage of proceeds from
disposition efforts, not to exceed ten percent (10%), to be approved by the Council to maintain a
revolving fund to be utilized for the payment of fees and reimbursable expenses and of the costs and
expenses incurred by the Office in the conservation and disposition of the assets held by it or in the
performance of its other responsibilities under this Executive Order.
Appropriations for the succeeding year shall be incorporated in the budget proposal for the Department
of Finance.
Article IV. Operational Provisions
Section 1. Transfer of Assets. Pursuant to the provisions of Republic Act No. 8758, the
financial assets of APT shall be transferred for disposition by the President to a trust department of the
Land Bank of the Philippines. The physical assets remaining at the end of the term of APT shall
immediately be transferred to the Office under the Department of Finance for appropriate disposition.
Section 2. Utilization of Proceeds. Upon the effectivity of this Executive Order, all receipts
from the sale of assets shall be remitted to the National Treasury in the following proportion: sixty
percent (60%) to the special account of the Agrarian Reform Fund and forty percent (40%) to the
general fund: Provided further, That except for the subsidiaries of the Government Service Insurance
System and the Social Security System, all government owned and controlled corporations shall remit
to the National Treasury at least fifty percent (50%) of the net proceeds derived from the sale of shares
or assets effective October 1, 1992. Provided further that the net proceeds shall mean gross proceeds
less related liabilities and selling expenses as stipulated in the provisions of Republic Act No. 7661.
PRIVATIZATION AND MANAGEMENT OFFICE
EXECUTIVE ORDER 323
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
Section 3. Sale of Small Local Investors. Pursuant to the provisions of Republic Act No.
7886, a minimum of 10% of the sale of assets in corporate form shall be reserved to small local
investors to develop the domestic capital market.
Any of the following transactions shall be deemed compliance on the sale to small local
investors: (a) Initial Public Offering (IPO), (b) Employee Stock Option/Ownership Plans (ESOPs).
Provided, that the Social Security System and Government Service Insurance System shall grant loans
to qualified employees of the firms under privatization who would like to avail the ten percent (10%)
stock offering as provided in this Executive Order, (c) sale to private and government employees,
overseas workers, small farmers/fisherfolks and cooperatives through Government Financial
Institutions such as GSIS, LBP, DBP and HDMF, (d) sales of assets/shares to individual investors not
exceeding a maximum of P100,000.00, (e) sale of retirement funds, pension funds and other funds
managed on behalf of employees and other individuals, (f) sale of privatization bonds issued by the
Republic of the Philippines provided that the terms of such privatization bonds give the option to
holders thereof to exercise the exchange option contained in such bonds either into shares in corporate
assets privatized through the IPO or into a cash amount where the privatized corporate asset is being
sold to one or more block investors.
Article V. Miscellaneous Provisions
Section 1. Separability Clause – Any portion or provision of this Executive Order that may
be declared unconstitutional or invalid shall not have the effect of the nullifying the other provisions
thereof: Provided, That the remaining portions can still stand and be given effect in their entirety to
accomplish the objectives of this Order.
Section 2. Repealing Clause – All executive orders, rules and regulations and other issuances
or parts thereof that are inconsistent with the provisions of this Executive Order are hereby repealed
and modified accordingly.
Section 3. Effectivity – This Executive Order shall take effect upon publication but not earlier
than January 1, 2001.
DONE in the City of Manila, this 6th day of December in the year of our Lord, two thousand.
(Sgd.) JOSEPH EJERCITO ESTRADA
President
Republic of the Philippines
By the President:
(Sgd.) RONALDO B. ZAMORA
Executive Secretary
PRIVATIZATION AND MANAGEMENT OFFICE
EXECUTIVE ORDER 471
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
PRIVATIZATION AND MANAGEMENT OFFICE
EXECUTIVE ORDER 471
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
PRIVATIZATION AND MANAGEMENT OFFICE
EXECUTIVE ORDER 471
THIS DOCUMENT WHEN PRINTED IS AN UNCONTROLLED COPY. IT IS THE RESPONSIBILITY OF THE USER TO CHECK IF THE DOCUMENT
BEING USED IS THE CURRENT VERSION WHICH COULD BE VERIFIED IN THE PMO QUALITY MANAGEMENT SYSTEM (QMS) SITE.
..