Labor Communications Office

Labor Communications OfficeQuality Procedures manualIntroductionDOLEs News Release Preparation (NRP) Process is a distinctive responsibility of the Labor Communications Office (LCO). Accomplished solely and regularly by LCO, it is a unique process for the dissemination of timely, transparent and accurate information on DOLE programs on labor and employment.First, the Constitution of the Republic of the Philippines, Section 24, affirms the role of communication and information in nation-building. The Labor Code of the Philippines, on the other hand, mandates DOLEs programs on promotion of employment and human resource development, industrial peace, and workers protection and welfare. Furthermore, the Philippine Labor Employment Plan (PLEP) 2011-2016, as embodied in the Philippine Development Plan (PDP) 2011-2016, recognizes that, underpinning inclusive growth must be a bedrock of sound institutions that promote transparency, accountability, emphasizing the active participation of civil society and the media in governance, monitoring, and feedback.Based primarily on Executive Order (E.O.) No. 292, Series of 1987 (The Administrative Code of 1987), Section 15, as affirmed fully by Department Order No. 105-10, Series of 2010 Changing the Name of the Information and Publications Service to Labor Communications Office,.

Objectives:Disseminate accurate and updated information on labor and employment by means of publication and media coverage of special events and related matters on the Departments policies, plans, programs and projects (E.O. 292); Effectively communicate to DOLE clients and the general public the programs, projects, policies, and existing services of the Department (D.O. 105-10);

Coordinate with all communication offices within the Department, including regional offices, bureaus, attached agencies, and POLOs relevant to the new communication functions of concerned offices (ibid.);

Develop the reports from said offices into stories for dissemination to the public and media use (ibid.);

SCOPEThe scope of DOLEs NRP Process covers the Quality Management System (QRP) and Continual Service Improvement (CSI) of the entire NRP Process of the LCO in coordination with communications offices DOLE regional offices, services, bureaus, attached agencies, and POLOs, consistent with its legal bases, primarily EO 292, Section 15, and D.O. 105-10, Series of 2010.

Significantly, the scope of the NRP Process covers the selection, assignment and farming-out of selected NR materials, research, drafting, editing, approval, clearance, release to media, filing/records keeping/maintenance, monitoring of the fully approved NR and possible feedback.

TERMS AND DEFINITIONS

NRP Process: The News Release Preparation (NRP) Process refers to the LCOs Quality Management System-Continual Service Improvement (QMS-CSI) Cycle from selection, assignment, research, drafting, editing, approval, clearance, release to media, filing/records keeping/maintenance and monitoring/feedback. The process stages are defined as follows:

- Selection: First stage in the NRP Process wherein the QMS-in-charge, the LCO Director, selects the NR materials based on quality requirements of timeliness and relevance, and accuracy. The Director then forwards the selected materials to the Division Chiefs (DCs).

- Assignment: In the second stage, the DC assigns the selected materials to specific writers based on quality parameters including, evenness in the distribution of NR materials for each writer, consistency with beat work, contingency, issue or demand. In sending/distributing the materials to writers, the DC ensures detailed instructions or data.

- Research: An optional stage in the NRP Process in which the writer, judging on the NR material on hand, makes the decision to gather or not to gather data to substantiate the material.

TERMS AND DEFINITIONSDrafting: It is the conceptualization stage in creating stories for NR, which includes the determination of what style and format to use. Drafting is the stage in the NRP Process directly following the receipt by writer of assigned NR material, or after research is done. During this stage, the news story is first written based on the selected material.- Editing: Stage in which the QMS person-in-charge, the Division Chief, reads, peruses, and corrects as necessary the NR draft submitted by a writer based on the rules of punctuations, grammar, context, and structure.- Approval: Stage in which the LCO Director reads, peruses the edited draft, approves the NR/s for release, or suggests necessary and applicable improvements.- Final pass: Stage in which an NR draft approved by the Director is forwarded to the Office of the Secretary for approval. The DOLE Secretary notation will indicate clearance and instruction either for hold, disapproval or for immediate release.TERMS AND DEFINITIONS- Release. Following the Secretarys approval, the process reaches the release phase in which an NR is deemed of quality, ready and worthy to be distributed to the media.- Filing/Records Keeping and Maintenance: The final stage in the NRP Process in which a designated staff in the Office of the Director ensures that the original approved NR copy, together with its backgrounder/s or reference NR material originally selected/assigned by the Director, and the original, corrected NR drafts, are maintained and preserved. NRP Process Quality Procedures Manual: The manual that establishes the complete QMS-CSI guidelines and procedures of News Release Preparation (NRP) Process, defines its scope, terms, pinpoints its forms/documents, charts its procedures flow, key steps, process cycle times, and details of the whole NRP process.

USERSNRs prepared using the LCOs NRP Process is for tri-media and new media use, with the public as the end-users.

Documentary RequirementsThe following documentary requirements are employed in the NRP Process:NR draft Approved NR NR Backgrounder (consisting of NR material/researched data).

Fees/Validity PeriodNone. There are absolutely no fees required in entire LCO NRP Process. All year round

Key StepsResponsible Action OfficerProcess Cycle TimeDetailsSelection of NR materialsLCO Director

Division ChiefDivision Chief and Writers5 minutes

5 minutes5 minutesFollowing receipts of materials, determine if it is based on Inter-DOLE or External document

the Director selects and forwards materials for news release to Division Chief;

determines if research is necessary;YES: writer conducts research and then writes the news;NO: writer studies material and then writes the news.Summary of Procedure FlowResearch/ draftingWritersWriters and photographers2 hours4 hours 3 hours4 hours4 hours3 hours4 hoursBased on inter-DOLE or external documents when no further research is necessary writer studies the material and writes the news; If research is necessary:Involving point person interview;Involving an phone interview; Interview through e-mail;Involving archival research or library research outside DOLE but within National Capital Region.If the news or feature story is based on result of coverageBased on result of coverage within Metro ManilaBased on result of coverage outside Metro ManilaDrafted NRsWriters10 minutesSubmit draft NRs for editing/proofreadingReviews/edits/proofreadsDivision ChiefDivision ChiefWriters Division ChiefDirector1 hour5 minutes30 minutes5 minutes15 minutes1 hourDC edit drafted NRsReturn edited NRs for revision to the writer if there is corrections/revisionsInput correction/revision then resubmits to DCSubmit the corrected drafts to DirectorReviews drafted NRs to be endorsed for approval to the OSECWith minor revision and correction With major revision and correction; Approval of DirectorDirector10 MinutesCorrected and approved materials returned by the DC to the Director with final revision or correctionFinal PassDirector30 minutesDirector reviews drafts news or FS; if draft news or feature story is in order; notes the same with OK or For approval of the Secretary; initials it and sends the draft to OSEC.Note: If the draft news or feature story does not involve policy, but just a report of, say, training, the director may approve the same for release to media copy furnish the Secretary of DOLE, for information

Approval/DisapprovalDivision Chief- MERDDirectorOD Staff30 minutes10 minutes10 minutesIf the draft news of FS is returned by the Secretary of DOLE with approval for release, the Director sends the story to DC-MERD for release and uploadingIf the draft news of FS is returned by the Secretary of DOLE with revisions or corrections, the Director sends the story to DC to be revised or correctedIf the draft news or FS is returned by the OSEC with further Instructions, or notation such as, HOLD, or DISAPPROVED, the OD staff will file the story for reference, or if APPROVED it will be released to mediaRelease to MediaDirectorStaff5 minutes5 minutes2 hours10 minutesDirector directs the OD staff to release the NR to the media an approved news release. Following approval, the following steps are to be taken:formats, assigns control number and logs itNRs release to media through e-mail, and/ or fax in order of preference to different offices.(release should be finished before 3pm)Uploads the NR in the DOLE website, www.dole.gov.phFiling/Records Keeping of NR MaterialsStaff10 minutesCopy of NRs with all the sources, background materials, notes, transcript of interviews, and proofread/edited copies attached. A control log book is maintained for borrowers of the news releases and attached files.. REFERENCESDocumentDate IssuedSubjectLCO News Release Preparation (NRP) Process Quality Manual of Procedures(Based on DOLE QMS Timelines)QMS-CSIFORMS/RECORDS

PROCESS FLOW CHART: NEWS RELEASE PREPARATION (NRP) PROCESS

END OF PRESENTATIONThank you