cs manual final.pdf

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

PHILIPPINE NATIONAL POLICE

COMPUTER SERVICE

ADMINISTRATIVE

AND

OPERATIONS MANUAL

August 2007



www.pnp.gov.ph

COMPUTER SERVICE ADMINISTRATIVE AND OPERATIONS MANUAL

Edited and Compiled by

Plans Office, Computer Service

August 2007

PNP COMPUTER SERVICE NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE

Camp Crame, Quezon City, Philippines

Under the Leadership of

TEOFILO S MELLIZA, JR Police Senior Superintendent

Acting Director, Computer Service

With the Administrative and Operations Manual Committee*

PSSUPT VICTORINO S PANGANIBAN, JR - Chairman PSSUPT ELPIDIO Z DE ASIS, JR - Vice-Chairman PCINSP RUBEN B BORRES - Secretariat PSUPT CONCEPCION R ORNOPIA - Member PSUPT ELEANOR V LAMPA - Member PCINSP CARLO JOSEPH T ESCOBAL - Member PSINSP NEVI D ALARCIO - Member PSINSP JUNEL Z RAMIREZ - Member PSINSP FELIZARDO S EUBRA, JR - Member PSINSP ANTONIO D DELGADO - Member



PSINSP MA ANGELA M SALAYA - Member NUP SARAH P PALISOC - Member NUP VICTORIA F CRUZ - Member

* PNPCS Letter Orders Nr. 2007 – 179, dated July 23, 2007



COMPUTER SERVICE

KEY OFFICER COMMAND GROUP:

PSSUPT TEOFILO S MELLIZA, JR Acting Director, CS

PSSUPT VICTORINO S PANGANIBAN, JR Deputy Director for Administration

NUP JOSEFA A VIDAL Deputy Director for ICT Matters

PSSUPT ELPIDIO Z DE ASIS, JR Chief Directorial Staff

STAFF OFFICES:

PSUPT CONCEPCION R ORNOPIA Inspectorate

PCINSP CARLO JOSEPH T ESCOBAL Administrative Officer

PCINSP RUBEN B BORRES Chief, Plans Office

PSINSP NEVI D ALARCIO Budget and Fiscal Officer

PSINSP MA ANGELA M SALAYA Chief, Police Community Relations Office

PINSP MICHAEL T IGNACIO Chief, Security Office

PINSP EMERSON O SALES Chief, Finance Office

LINE DIVISIONS:

PSUPT ELEANOR V LAMPA Chief, Data Management Division

NUP SARAH P PALISOC Chief, Systems Management Division

NUP VICTORIA F CRUZ Chief, Computer Operations Division

PSINSP JUNEL Z RAMIREZ Chief, Network Management Division

PSINSP ANTONIO D DELGADO Chief, Training and Research Division

PSINSP FELIZARDO S EUBRA, JR Chief, Web Administration and Devt. Division



TABLE OF CONTENTS

I. ADMINISTRATIVE

A. General Background 1

1. Introduction 2. History of PNP Computer Service

B. Mission, Vision and Function of the PNP Computer Service 4

1. Mission 2. Vision 3. Function

C. Organizational Structure 5

1. Present Organization Structure 2. Proposed Organization Structure 3. Personnel Distribution 4. Manning Chart 5. Staffing Pattern

D. Offices Function and Job Description 6

1. Command Group 6

1.1. Director, Computer Service 1.2. Deputy Director for Administration, Computer Service 1.3. Deputy Director for IT Matters, Computers Service 1.4. The Chief Directorial Staff

2. Staff Offices 7

2.1. Administration Office 2.2. Budget and Fiscal Office 2.3. Plans Office 2.4. PCR Office 2.5. Finance Office 2.6. Security Office 2.7. Inspectorate Office

3. Line Divisions 17

3.1. Computer Operations Division 3.2. Systems Management Division 3.3. Data Management Division 3.4. Training and Research Division 3.5. Network Management Division 3.6. Web Application and Development Division



II. OPERATIONS

A. STAFF OFFICES 31

1. Administrative Office 31

1.1 Certification 1.2 Commutation Order 1.3 Compulsory Retirement 1.4 Conferment of Awards 1.5 ID Application 1.6 Filing of Leave of Absence 1.7 Issuance of Letter of Accommodation 1.8 Transfer/Reassignment of Uniformed Personnel 1.9 Resignation of Personnel 1.10 Optional Retirement

2. Budget and Fiscal Office 58

2.1 Funding and Procurement of Request from

Divisions/Offices

2.2 Preparation/Submission of Reports

3. Plans Office 62

3.1 Statistics and Reports Team 3.1.1 Reports

3.2 Organization and Program Development Team

3.2.1 Speeches and PNPCS Presentations

3.3 Strategic Plan and Research Team 3.3.1 Integrated System Strategic Plan 3.3.2 Creation of PNPCS Organizational Plans 3.3.3 Creation of PNPCS Implementation Plans

4. Finance Office 79

4.1 Processing of Individual Voucher 4.2 Processing of General Payroll Voucher

5. Police Community Relations Office 93

5.1 Conduct of Inspection-in-Rank 5.2 Conduct of Police Info and Continuing Education 5.3 Conduct of Seminars 5.4 Publication of Newsletter 5.5 Submission of Accomplishment Report



6. Security Office 108

6.1 Creation of Security Guidelines 6.2 Implementation of Security Guidelines 6.3 Revision of Security Guidelines 6.4 Submission of Daily Journal 6.5 Compliance to Paperless Journal 6.6 Submission of OD Checklist 6.7 Incident Report / Security Breach

7. Inspectorate Office 129

7.1 Conduct Pre-charge Investigation (PCI) 7.2 Conduct of Summary Hearing Proceedings (SHP)

B. LINE DIVISIONS 135

1. Computer Operations Division 135

1.1 Printing of PNP CFCs 1.2 Printing of PNP Payslips 1.3 Printing of CFCs for Allotee and Pensioner 1.4 Cancellation of CFCs 1.5 Disposition of Damaged CFCs 1.6 Disposition of Damaged Payslips 1.7 Printing of Financial and Management Report 1.8 Disposition of Damaged Financial Management Reports 1.9 Computer Hardware Maintenance

2. Systems Management Division 162

2.1 Systems Development 2.2 System Maintenance

3. Data Management Division 182

3.1 Verification Section 182

3.1.1 Issuance of Certification of No CFC Printed 3.1.3 Issuance of Certification for Pay and Allowances

differential for PNP Uniformed Personnel

3.1.4 Issuance Of Certification For Pay And Allowances Differential for NUP

3.1.5 3.1.4 Issuance Of Certification For Long Pay Differential

3.1.6 3.1.5 Issuance of Certification For Bonus Differential (No CFC Printed of Mid-Year or Year-End Bonus)



3.2 Finance Information System Section 202

3.2.1 Process of Adding New Records in the PNP Salary Masterfile

3.2.2 Process of Restoration of Name in the PNP Salary Masterfiles

3.2.3 Process of Deletion of Names from the PNP Salary Masterfile

3.2.4 Process of Implementation of Report of Changes Such as Rank and Long Pay Adjustment, Correction of Name And Birhtdate Change of Unit Code

3.2.5 Deduction/Billing Reports (Softcopy – thru diskettes or CD)

3.2.6 Deduction/Billing Reports (Hardcopy) 3.2.7 Updating Of Pension/Retiree/Beneficiary Files

(Add/Delete by Online Process)

3.2.8 Updating Of Pension/Retiree/Beneficiary Files (Change Reports by Batch Process)

3.3 Database Administration Section 233

3.3.1 Updating/Validating Of Salary Masterfiles

(Downloading of Files)

3.3.2 Updating/Validating Of Salary Masterfiles (Aging of Deduction of Account)

3.3.3 Updating/Validating Of Salary Masterfiles (Stoppage of Deductions)

3.3.4 Updating Of Employee Masterfile (Rank/Unit Code/Long Pay/Birthdate/Correction Of Name)

3.3.5 Updating Of Pnp Salary Masterfile (Implementation of Salary Assignment)

3.3.6 Updating Of Pnp Salary Masterfiles (Processing Of Deductions)

4. Network Management Division 251

4.1 Network Administration Section 251

4.1.1 Installation of Anti-virus software to PNP CampNet Workstations

4.1.2 Provide Internet Access to PNP CampNet users/clients workstations


4.1.4 Installation of PNP Salary System Application to PNP CampNet Workstations

4.1.6 Installation of Withholding Tax Information System Application to PNP CampNet Workstations




4.2.1 Installation of Additional PNP CampNet End-Nodes to Other PNP Units/Offices

4.2.2 Providing network layout and List of Materials to the Requesting PNP Unit/Office

4.2.3 Conduct Site Inspection to the Requesting PNP Unit/Office


4.3.1 Submission of NMD Monthly Accomplishment Report

4.3.2 Rendering After Training/Seminar Report for the Information of the Director

4.3.3 Dissemination of approved NMD Standard Operating Procedure (SOP) to the PNP CampNet User/Client and PNP Units/Offices

4.3.4 Requisition for the Procurement of Network Materials use for Maintenance of PNPCS LAN

5. Training and Research Division 306

5.1 Procedure in the Conduct of ICT Training 5.2 Procedure in the Processing of the Request for ICT

Training by Other PNP Unit / Office

5.3 Procedure in the Processing of the Request for Instructor by Other PNP Unit / Office

5.4 Procedure in the Processing of the Request for Training Facilities by other PNP Unit / Office

5.5 Procedure in the Preparation of Annual Training Program

6. Web Administration And Development Division 322

6.1 Publication, Revision and Updates of Content in the

PNP website

6.2 Website Development 6.3 Administration of PNP E-mail System



III. GLOSSARY OF TERMS 331

A. PNPCS Organizational ICT Terms B. Administrative Office C. Budget and Fiscal Office D. Plans Office E. Finance Office F. Police Community Relations Office G. Security office H. Inspectorate Office I. Computer Operations Division J. System Management Division K. Data Management Division L. Network Management Division M. Training and Research Division N. Web Administration and Development Division

IV. REFERENCES

TABLE OF CONTENTS V. ADMINISTRATIVE

E. General Background 1. Introduction 2. History of PNP Computer Service

F. Mission, Vision and Function of the PNP Computer Service 1. Mission 2. Vision 3. Function

G. Organizational Structure 1. Present Organization Structure 2. Proposed Organization Structure 3. Personnel Distribution 4. Manning Chart 5. Staffing Pattern

H. Offices Function and Job Description 1. Command Group

1.5. Director, Computer Service 1.6. Deputy Director for Administration, Computer Service 1.7. Deputy Director for IT Matters, Computers Service 1.8. The Chief Directorial Staff

2. Staff Offices 2.8. Administration Office 2.9. Budget and Fiscal Office 2.10. Plans Office 2.11. PCR Office 2.12. Finance Office 2.13. Security Office 2.14. Inspectorate Office

3. Line Divisions



3.7. Computer Operations Division 3.8. Systems Management Division 3.9. Data Management Division 3.10. Training and Research Division 3.11. Network Management Division 3.12. Web Application and Development Division

VI. OPERATIONS C. STAFF OFFICES

8. Administrative Office 8.1 Certification 8.2 Commutation Order 8.3 Compulsory Retirement 8.4 Conferment of Awards 8.5 ID Application 8.6 Filing of Leave of Absence 8.7 Filing of Leave of Absence 8.8 Transfer/Reassignment of Uniformed Personnel 8.9 Resignation of Personnel 8.10 Optional Retirement

9. Budget and Fiscal Office 9.1 Funding and Procurement of Request from Divisions/Offices 9.2 Preparation/Submission of Reports

10. Plans Office 10.1 Statistics and Reports Team

10.1.1 Reports 10.2 Organization and Program Development Team

10.2.1 Speeches and PNPCS Presentations 10.3 Strategic Plan and Research Team

10.3.1 Integrated System Strategic Plan 10.3.2 Creation of PNPCS Organizational Plans 10.3.3 Creation of PNPCS Implementation Plans

11. Finance Office 11.1 Processing of Individual Voucher 11.2 Processing of General Payroll Voucher

12. Police Community Relations Office 12.1 Conduct of Inspection-in-Rank 12.2 Conduct of Police Info and Continuing Education 12.3 Conduct of Seminars 12.4 Publication of Newsletter 12.5 Submission of Accomplishment Report

13. Security Office 13.1 Creation of Security Guidelines 13.2 Implementation of Security Guidelines 13.3 Revision of Security Guidelines 13.4 Submission of Daily Journal 13.5 Compliance to Paperless Journal 13.6 Submission of OD Checklist 13.7 Incident Report / Security Breach

14. Inspectorate Office 14.1 Conduct Pre-charge Investigation (PCI) 14.2 Conduct of Summary Hearing Proceedings (SHP)

D. LINE DIVISIONS 7. Computer Operations Division

7.1 Printing of PNP CFCs



7.2 Printing of PNP Payslips 7.3 Printing of CFCs for Allotee and Pensioner 7.4 Cancellation of CFCs 7.5 Disposition of Damaged CFCs 7.6 Disposition of Damaged Payslips 7.7 Printing of Financial and Management Report 7.8 Disposition of Damaged Financial Management Reports 7.9 Computer Hardware Maintenance

8. Systems Management Division 8.1 Systems Development 8.2 System Maintenance

9. Data Management Division 9.1 Verification Section

3.1.7 Issuance of Certification of No CFC Printed 3.1.8 Issuance of Certification for Pay and Allowances differential for

PNP Uniformed Personnel 3.1.9 Issuance Of Certification For Pay And Allowances Differential for

NUP 3.1.10 3.1.4 Issuance Of Certification For Long Pay Differential 3.1.11 3.1.5 Issuance of Certification For Bonus Differential (No CFC

Printed of Mid-Year or Year-End Bonus) 9.2 Finance Information System Section

9.2.1 Process of Adding New Records in the PNP Salary Masterfile 9.2.2 Process of Restoration of Name in the PNP Salary Masterfiles 9.2.3 Process of Deletion of Names from the PNP Salary Masterfile 9.2.4 Process of Implementation of Report of Changes Such as Rank and

Long Pay Adjustment, Correction of Name And Birhtdate Change of Unit Code

9.2.5 Deduction/Billing Reports (Softcopy – thru diskettes or CD) 9.2.6 Deduction/Billing Reports (Hardcopy) 9.2.7 Updating Of Pension/Retiree/Beneficiary Files (Add/Delete by

Online Process) 9.2.8 Updating Of Pension/Retiree/Beneficiary Files (Change Reports by

Batch Process) 9.3 Database Administration Section

9.3.1 Updating/Validating Of Salary Masterfiles (Downloading of Files) 9.3.2 Updating/Validating Of Salary Masterfiles (Aging of Deduction of

Account) 9.3.3 Updating/Validating Of Salary Masterfiles (Stoppage of Deductions) 9.3.4 Updating Of Employee Masterfile (Rank/Unit Code/Long

Pay/Birthdate/Correction Of Name) 9.3.5 Updating Of Pnp Salary Masterfile (Implementation of Salary

Assignment) 9.3.6 Updating Of Pnp Salary Masterfiles (Processing Of Deductions)

10. Network Management Division 10.1 Network Administration Section

4.1.7 Installation of Anti-virus software to PNP CampNet Workstations 4.1.8 Provide Internet Access to PNP CampNet users/clients workstations 4.1.9 Provide Internet Access to PNP CampNet users/clients workstations 4.1.10 Installation of PNP Salary System Application to PNP CampNet

Workstations 4.1.11 Installation of Withholding Tax Information System Application to

PNP CampNet Workstations 10.2 Network Administration Section




4.2.5 Providing network layout and List of Materials to the Requesting PNP Unit/Office

4.2.6 Conduct Site Inspection to the Requesting PNP Unit/Office 10.3 Network Administration Section

10.3.1 Submission of NMD Monthly Accomplishment Report 10.3.2 Rendering After Training/Seminar Report for the Information of the

Director 10.3.3 Dissemination of approved NMD Standard Operating Procedure

(SOP) to the PNP CampNet User/Client and PNP Units/Offices 10.3.4 Requisition for the Procurement of Network Materials use for

Maintenance of PNPCS LAN 11. Training and Research Division

11.1 Procedure in the Conduct of ICT Training 11.2 Procedure in the Processing of the Request for ICT Training by Other PNP

Unit / Office 11.3 Procedure in the Processing of the Request for Instructor by Other PNP

Unit / Office 11.4 Procedure in the Processing of the Request for Training Facilities by other

PNP Unit / Office 11.5 Procedure in the Preparation of Annual Training Program

12. Web Administration And Development Division 12.1 Publication, Revision and Updates of Content in the PNP website 12.2 Website Development 12.3 Administration of PNP E-mail System

VII. GLOSSARY OF TERMS VIII. REFERENCES



III. GLOSSARY OF TERMS

A. PNPCS ORGANIZATION ICT TERMS

1. Agency – refers to any bureau, office, commission, authority, or instrumentality of the national government, including government-owned or -controlled corporations (GOCCs), authorized by law or by their respective charters to contract for or undertake information and communications technology networks and databases, infrastructure or development projects.

2. Application System – refers to a group of related activities or

processes designed to support a very specific function (e.g. Payroll System, Accounting System, etc.). It is referred to as “computer-based information system” prepared for the organization to process tasks that are unique to the particular needs or “tailor fit” for the particular operation.

3. Biometrics – the science and technology of measuring and statistically

analyzing biological data. In ICT, it refers to technologies for measuring and analyzing human body characteristics such as fingerprints, eye retinas and irises, voice patterns, facial patterns and hand measurements, especially for the authentication of someone.(“What is?Com’s Encyclopedia of technology Terms;Que Publishing 2002)

4. Business Process – a collection of business transactions between

business partners and/or internal activities within one business. These transactions and/or activities together support the objective of the business process.

5. Computing Scheme – may be classified into two, namely: stand-alone

or independent systems, and networked systems.

6. Stand-alone or Independent Systems – a computing scenario wherein a computer system runs an application system or IS independent of other systems. The operating system, application program and database are resident in the same computer and not dependent on other computer systems.

7. Networked Systems – a computing scenario wherein computers,

printers and other devices are linked together, allowing users to exchange and share information and resources. Networking is classified as follows:



8. Local Area Network (LAN) – which is confined to moderate sized geographic areas such as one office, building, warehouse or campus. LAN can operate in different computing scenarios, namely:

a. Centralized – is a networking characterized by:

i. One site supplying all information processing ii. Information Integrated at one location iii. Development of software and control are

integrated at one location

b. Centralized-Distributed – where the database in a central server is divided into disjoint (non-overlapping) partitions. Each partition (also called a fragment) is assigned to a particular remote site. In this scenario, the data is moved closer to local users and is more accessible.

c. Open systems – can be ported across a wide range of systems and

inter-operate with other applications on local and remote systems and interact with other users, which facilitates user portability.

d. Client Server – the most recent approach in networking wherein

the logic of the application is divided between the front-end computer (called the client) and a back-end computer (called a server). The client generally provides and uses information while the server retrieves, selects, sorts, calculates, sends only needed data and manages the database.

9. Wide Area Network (WAN) – which usually consists of a series of

complex packet switches interconnected by communication lines and spans large geographical distances.

10. Content of Management Software – a software used to manage the

content of the website and consists of two (2) elements: the Content Management Application (CMA) and the Content Delivery Application (CDA). It enables one to add/or manipulate content on a website. (p.5 NCC Government Website workshop Manual)

11. Data Warehouse – stores data from current and previous years that

have been extracted from the various operational and management databases of an organization.

12. Data Archiving – an effort to avoid database chaos, intended to let

organizations cull old data from their old databases in a way that allows it to be easily restored if necessary. This could be in the form of: (1) print media like records, photos, films and negatives; or (2) electronic media like videos, diskettes, magnetic tapes, databases, CD-ROM and web page snap shots. Archiving, in general, is a process that will ensure that information is preserved against technological



obsolescence and physical damage. It will also help conserve very expensive resources and ensure that the research potential of the information is fully exploited. In the Philippine Statistical System (PSS), the adoption of archiving measures has been identified by the NSCB through Resolution NO. 11 (s. 1997) as a key policy to ensure the preservation, systematic storage and retrieval of statistical data including records on their methodology, concepts and other metadata.

13. Firewall – a system designed to prevent unauthorized access and from

a network. Firewalls can be implemented in both hardware and software, or a combination of both. Firewalls are frequently used to prevent unauthorized internet users from accessing private networks connected to the Internet, especially Intranets.

14. Hardware – the electronic and physical components, boards,

peripherals and equipment that make up a computer system as distinguished from the programs (software) that tell these components what to do. It is the physical components consisting of the input devices, central processor, output devices and storage devices.

15. Hub/Switch – a central connecting device in a star topology network

that allows the network to add workstations by extending the transmission signal. A central point of connection between media segment that organizes and transmits incoming signals to the other media segments.

16. Information and Communications Technology (ICT) – is the totality of

the electronic means employed to systematically collect, process, store, present and share information to end-users in support of their activities. It consists of computer systems, office systems, consumer electronics and telecommunications technologies, as well as networked information infrastructure the components of which include the telephone system, the Internet, fax machines, computers and its accompanying methodologies, processes, rules and conventions. A combination of computer technology, microelectronics applications, and communications information techniques and methods. It encompasses the use of computers, data communications, office systems technologies, as well as any technology that deals with modern day application of computing and/or communication. It can also be seen as the marriage of information technology and data communication.

17. ICT Solutions – the various ICT technologies that are currently existing

or will be proposed to run the information systems. Examples of ICT solutions are: for Network Virtual Private Network - Thin Client, Wireless for Security – Firewall, Public Key Infrastructure (PKI); for Storage – Storage Attached Network (SAN), Imaging, Warehousing; for Data Capture – Biometrics, Finger Scan, Optical Scan, Optical Mark Reader (OMR), Optical Character Recognition (OCR).



18. Information System (IS) – a system of major processes or operations

which facilitates the storage, processing, retrieval and generation of information for decision-making, planning, controlling and monitoring purposes. It also refers to a group of related processes (manual or computerized) designed to generate information for the exclusive support of a major functional area of an organization (e.g. Personnel Management Information System, Logistics Management Information System, Financial Management Information System, etc.).

19. Information Systems Planner (IS Planner) – designated by the

department secretary/agency head who shall work with the management and Chief Information Officer (CIO) and mainly responsible for the formulation, development and implementation of an Information Systems Strategic Plan (ISSP).

20. In-house Development – the user (within the agency) is involved with

the design and operations of information systems, actively participates in the change processes and the users’ knowledge and expertise are incorporated.

21. Internet – a worldwide interconnection of millions of computer

networks and databases. It is popularly referred to as the Information Superhighway, the Web, or simply as the Net.

22. Internet Service Provider (ISP) – an entity or company that provides

connection services to the Internet. Access to the Internet is provided through its facility linked to the Internet. Such service provider may be a commercial entity, an institution, a university, or any other entity that has already a link to the Internet.

23. Management Information Systems – information systems which include

external information in addition to the internal information about the agency’s operation. This information will be used for goal setting, and decision-making purposes of the different levels of management in the organization.

24. Mission-Critical Frontline Services – basically transactional, customer-

driven business processes designed to provide direct public access to government services, reduce the processing and approval time of government transactions with the public, electronically organize and store vital data/information for easy retrieval or updating, processing, and sharing with government monitoring or statistical agencies; and ensure greater transparency, accountability and integrity of government operations and transactions.

25. Modem – a device that converts digital signals from the computer into

analog signals to be transmitted over communication media to be transmitted back to digital signals read by computer. It can be either



external or internal. It is an electronic device that makes possible the transmission of data to or from a computer via telephone or other communication lines.

26. Network – a communication- based communication and data exchange

systems created by electronically connecting two or more computers and/or workstations. It is composed of two or more computers that can communicate with each other.

27. Network Layout – the logical or physical diagram of both the existing

and proposed interconnection of computers and associated devices to provide end-users with a means of communicating and receiving information electronically without being limited by geographical distance.

28. Office Automation System (OAS) – collect, process, store and transmit

information in the form of electronic office communications.

29. Online Systems – these are real-time processing systems that process data immediately after they are generated and can provide immediate output to users.

30. Operating Systems – software that supervises and controls task on the

computer. The software that directs a computer’s operations, as by controlling and scheduling the execution of other programs and managing storage and input / output.

31. Outsource – an arrangement in which one company provides services

for another company. (“What is? Com’s Encyclopedia of Technology Terms; Que Publishing 2002)

32. Personal Digital Assistant (PDA) – refers to a wide variety of handheld

and palm-sized PCs, electronic organizers and smart phones.

33. Printer – a device that prints texts and illustration on paper. There are many different types of printers. In terms of technology utilized, printers are categorized into the following: (1) daisy wheel, (2) dot matrix, (3) ink jet, (4) laser, (5) line printer, and (6) thermal printer.

34. Router – a device that physically connects two networks, or a network

to the internet, converting address and sending on only the message that need to pass to other network.

35. Server – a computer that shares its resources, such as printers and

files, with other computers on the network. One example of this is a Novell Network Server which shares its disk space with a workstation that does not have a disk drive of its own. A computer that makes services, as access to data files, programs and peripheral devices, available to workstations on a network.



36. Software – a set of instructions encoded to a computer (and its

peripheral equipment) to execute a command or to process data. It uses a computer- understandable language. These are the non-physical components, which may be an operating system, a development language, database management system, network management software, set of computer tools and utilities, or an applicable package, as well as the machine-coded instructions that direct and control the different hardware facilities.

37. Software License – agreement between a user and a software house,

giving details of the rights of the user to use or copy software (www.petercollin.com); a legal right granted for a company/agency to run a software program. For every software program used, a license is needed and granted to the user (company or agency) and is documented in a license agreement (www.microsoft.com/indic/licensing).

38. Software Packages –“canned programs“ or a set of programs prepared

for applications that are common to the needs of many organizations. This is made available to users by the software manufacturer to include the operating instructions and documentation of the programs as part of the packages.

39. Telecommunication – refers to the transmission of electronic signals;

electronic transmission of any type of electronic information (voice, image, video, data, etc.) . The movement of information in the form of voice, text, image, video or all of these multimedia using electrical, electromagnetic wave and light technology.

40. Web Hosting – the business of housing, serving, and maintaining files

for one or more websites (“What is? Com’s Encyclopedia of Technology Terms; Que Publishing 2002).

41. Workstation - a networked personal computing device with more

power than a standard IBM PC or Macintosh. Typically, a workstation has an operating system such as UNIX that is capable of running several tasks at the same time. It has several megabytes of memory and high resolution displays.

http://www.petercollin.com/�

http://www.microsoft.com/indic/licensing�



B. ADMINISTRATIVE OFFICE

1. Availability of Reassignment - is a certificate being given by the losing unit duly signed by its Director/Chief of Office granting the transfer of personnel to another unit.

2. Certification – the act of certifying a person, thing or document; or

state of being certified. Certification maybe valid for a certain period of time or lifetime.

3. Commutation Order ~ is an order that certifies the unused leave

credits of the personnel.

4. Compulsory Retirement Compulsory retirement, for officer and non-officer, shall be upon the attainment of age fifty-six (56): Provided, That, in case of any officer with the rank of chief superintendent, director or deputy director general, the Commission may allow his retention in the service for an unextendible period of one (1) year.

5. CS Working Committee - is the team from Admin Office created to

assists the Board administratively and shall be responsible for the initial screening and evaluation of personnel matters prior deliberation of the Board.

6. DPRM Form 1A – 2007 - the revised PNP ID Application Form.

7. Leave form (CSC Form No.6) – For to be accomplished for filing a

Leave of Absence

8. Leave of Absence (LOA) - is a term used to describe a period of time that one is to be away from his/her primary job, while maintaining the status of employee. This term is in contrast to normal periods away from the workplace, such as vacations, holidays, hiatuses, sabbaticals, and “working from home” programs, in that they are considered to be exceptional circumstances, rather than benefits. Generally such an arrangement has a predefined termination at a particular date or after a certain event has occurred.

9. Letter of Accommodation - is a letter given to personnel who are

willing to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

10. Optional Retirement - Upon accumulation of at least twenty (20) years

of satisfactory active service, an officer or non-officer, at his own request and with the approval of the Commission, shall be retired from the service and entitled to receive benefits provided by law.



11. PNP CS Personnel Board - is the panel headed by Deputy Director for Administration created to evaluate, assess and/or deliberate CS personnel matters such as personnel procurement, movement, development and maintenance prior recommendation to Director, CS for his approval.

12. Reassignment - is the movement of an employee from one

organizational unit to another in the same department or agency which does not involve a reduction in rank, status, or salary and doest not require the issuance of appointment.

13. Resignation - is the formal act of giving up or quitting one's office or

position. A resignation can occur when a person holding a position gained by election or appointment steps down, but leaving a position upon the expiration of a term is not considered resignation. An employee who chooses to leave a position is considered a resignation, as opposed to termination, which occurs when the employee involuntarily loses a job.

14. Transfer - is a movement from one position to another which is of

equivalent rank, level or salary without break in service involving the issuance of an appointment.

C. BUDGET AND FINANCE OFFICE

1. Funding or financing - is to provide capital (funds), which means money for resources (logistics and personnel) for implementation of project, activity or program.

2. Reports – is a document characterized by information or other content

reflective of inquiry or investigation, tailored to the context of a given situation, purpose and receiver/requesting party. The purpose of reports is usually to inform. However, reports may include persuasive elements, such as recommendations, suggestions, or other motivating conclusions that indicate possible future actions the report reader might take. A report maybe public or private.

D. PLANS OFFICE

1. Accomplishment Report – A report on the accomplishment of the unit with regard to the effective and efficient disposition of its resources (logistics and personnel) in the performance of their activities/program/projects.

2. Information Communications Technology (ICT) - is the broader term

of IT to explicitly include the field of electronic communications.

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3. Information System (IS) - is the system of persons, data records and activities that process the data and information in a given organization, including manual processes or automated processes.

4. Information Systems Strategic Plan (ISSP) – refers to a three (3) to

five (5) year computerization framework of an agency which describes how the organization intends to strategically use ICT in pursuit of its mission and functions. It is a written expression of how an agency intends to use ICT to support its data processing and decision-making processes.

5. Information Technology (IT) - is "the study, design, development,

implementation, support or management of computer-based information systems, particularly software applications and computer hardware." In short, IT deals with the use of electronic computers and computer software to convert, store, protect, process, transmit and retrieve information, securely (by Information Technology Association of America (ITAA)).

6. Operations Plans and Budget – A report concerning the evaluation of

performance based on a predetermined target of activities and the corresponding budget needed for its accomplishment.

7. Organization - is a social arrangement which pursues collective goals,

which controls its own performance, and which has a boundary separating it from its environment.

8. Performance Evaluation Rating – A report on the

accomplishment/performance of a unit based on a given parameter set by the directorate for the purpose of evaluation.

9. Plan – is a proposed or intended method of getting from one set of

circumstances to another. They are often used to move from the present situation, towards the achievement of one or more objectives or goals.

10. Presentation - is the process of presenting the content of a

topic/information to an audience. A presentation software application or other tools is used to generate the content of the presentation.

11. Program - (in management) has at least two senses: a collection of

projects that is directed toward a common goal. (e.g. PNP Computerization); and broad framework of goals to be achieved, serving as a basis to define and plan specific projects. (e.g. PNP Web Portal)

12. Program Review and Analysis – A report regarding the use of funds on

predetermined target programs/activities/projects.

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13. Project - is a temporary endeavor undertaken to create a unique product or service. A project usually needs resources to deliver its results. Most of the time project execution is based on detailed plan, which considers also external factors and constraints. Planning, execution and controlling of project is the primary field of project management.

14. Speech – an oral message delivered in a group or in public. With regard

to the PNP Computer Service speech, it pertains to a message of the Command Group to its clientele – higher office or public, regarding the updates on the PNP Computer Service activities/programs and projects.

E. FINANCE OFFICE

1. Allowance - is a term used to describe an allocation of money from one person or an organization to a person.

2. Claim - is a legal action to obtain money, property or the enforcement

of a right protected by law against another party. 3. Differential - refers to differences in pay due to differences in the jobs

themselves and other factors, for a given worker.

4. Incentive - is any factor (financial or non-financial) that provides a motive for a particular course of action, or counts as a reason for preferring one choice to the alternatives.

5. Pension - is a steady income given to a person (usually after

retirement). Pensions are typically payments made in the form of a guaranteed annuity to a retired or disabled employee.

6. Reimbursement - is the act of compensating someone for an expense.

Often, a person is reimbursed for expenses when the person incurs those expenses through employment or in carrying out duties for another party.

7. Voucher – In account payable, is an accounting document usually

produced after receiving a vendor/client/receiver invoice, after the invoice is successfully matched to a Purchase Order or Payable. It represents an internal intent to make a payment to the receiver in the amount of the voucher.

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F. POLICE COMMUNITY RELATIONS (PCR) OFFICE

1. Gender Awareness and Development (GAD) - often means a focus on gender-equality, ensuring participation, but includes an understanding of the different roles and expectation of the genders within the community. As well as directly addressing inequality, attention to gender issues is regarded as important to the success of development programs, for all participants.

2. General Office Attire (GOA) – refers to the standard uniform of PNP

uniformed personnel. 3. Inspection – an organised or formal check-up/evaluation exercise. It

involves the measurements, tests, and gauges applied to certain characteristics in regards to a person, object or activity.

4. Newsletter - is a regularly distributed publication generally about one

main topic that is of interest to its subscribers. Newspapers and leaflets are types of newsletters.

5. Police Community Relations (PCR) or Community Policing -

philosophy of full-service, personalized and decentralized policing, where citizens feel empowered to work in proactive partnerships with the police at solving the problems of crime, fear of crime, disorder, decay, and quality of life

6. Police Information and Continuing Education (PICE) - is a regular

conduct of seminar or training, discussion or class pertaining to police functions and organization and other useful information related to work in the police service.

7. Uniformed Personnel – Active Member of the Police Service both

Police Commission Personnel and Police Non-commission Personnel

G. SECURITY OFFICE

1. Daily Journal – an official record of daily proceedings which contains activities for the day, Incoming Communications going to and Outgoing Communications coming from PNP CS.

2. Incident Report – documentation for any unusual problem, incident, or

other situation that is likely to lead to undesirable effects or that varies from established policies and procedures or practices.

3. Incoming Communications – communications going to PNPCS.

4. Mapped Network Drive – a folder on another computer which can be

used as a local folder wherein files can be moved freely.

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5. Outgoing Communications – communications sent by PNPCS.

6. Paperless Journal – the Daily Journal of each PNP Directorate and

National Support Units will be sent thru the PNP CampNet or thru a Virtual Private Network (VPN).

7. PDF – Portable Document Format, a Data Format for representing

documents in a manner that is independent of the original application software, hardware, and operating system.

8. Security Breach –defined as an unauthorized acquisition of equipment

or information which compromises the security, confidentiality or integrity of private information.

9. Security Guideline – Standard Operating Procedures to secure PNP CS

personnel, premises and equipment.

10. Shared Folder – It is a directory on a computer that is available to other computers on the same network.

11. Upload – transfer a file or program to a central computer from a

smaller computer.

12. Virtual Private Network – a secure network connection using a public communication infrastructure.

13. Web Browser - an application program that provides a way to look at

and interact with all the information on the World Wide Web.

H. INSPECTORATE OFFICE

1. Pre-charge Investigation – an inquiry to determine whether there is sufficient ground to engender a well-founded belief that an administrative/criminal offense has been committed and that respondent is probably liable thereof and should be held for a formal investigation.

2. Summary Hearing Proceedings – the expeditious administrative

proceedings conducted consistent with due process to determine the culpability or innocence of the respondent.



I. COMPUTER OPERATIONS DIVISION

1. “Cancelled” CFCs - Are checks which were cancelled pursuant to SOP#21. These checks are subject for deletion for the period but whose directives to the effect were received only after the checks have already been printed.

2. Committee on Disposition of Damaged CFCs and Payslips – a group

composed of selected CS personnel organized to dispose properly the damaged CFCs and payslips pursuant to SOP#21.

3. Continuous Form Checks (CFCs) – checks issued by the servicing bank

which the PNP Computer Service shall use in printing the names and net pay of PNP Personnel for a particular pay period.

4. Damaged Check - a check assigned for a particular payment but not

issued due to damage in the process of printing, signing and bursting.

5. Damaged Financial/Management Report – are reports which were not released due to damage in the process of printing.

6. Damaged Payslip – payslip which were not issued due to damage in the

process of printing.

7. Financial/Management Reports – reports generated for DPRM, DC, Accounting, and COA used as supporting documents of the salary of PNP personnel and financial institutions.

8. Job Request Form (JRF) - to be filled-up by client/office requesting

for printing of their jobs.

9. Memo Request for Computer Repair - A memo from unit/offices specifying request for repair services of CS of their PC and computer peripherals.

10. “Non-Negotiable” – a mark in ink stamped enface of damaged CFCs

for security reasons.

11. Payslip - Legal document containing the gross earnings, deductions, and net pay of individual PNP personnel.

12. PNP CFC Cancellation Team – a group composed of members from

DPRM, DC, CS, and FS organized to cancel CFCs pursuant to SOP#21.

13. Service Request Form (SRF) - to be filled-up by client/office unit concerned requesting IT hardware for maintenance/repair services of CS.



J. SYSTEMS MANAGEMENT DIVISION

1. Adaptive Maintenance – Changing the applications to adapt it to a new hardware or software environment, adaptive maintenance may involve, for example, moving an application from a mainframe to a client server environment, or converting it from a file to a database environment.

2. Button – (sometimes known as a command button or push button) is a

widget that provides the user a simple way to trigger an event like searching for a query at a search engine, or to interact with dialog boxes to confirm user’s action.

3. Check Box - is a graphical user interface element that permits the user

to make multiple selections from a number of options commonly used for data modeling. Selected options are represented by a check mark or an alpha x.

4. Client – refers to any person, division /directorate that use the

application software developed by Computer Service.

5. Concept Of Operation – a verbal or graphic statement in broad outline in regard to an operation or series of operation. This is designed to give an overall picture of the operation and is included primarily for additional clarity of purpose.

6. Conceptual Data Model – is the process of structuring and organizing

data structure and implemented in a database management system.

7. Corrective Maintenance – Corrective maintenance diagnoses and corrects errors in an operational system.

8. Data Dictionary – a catalog which contains the names and structures of

all data types with a corresponding definition.

9. Data Field - a single characteristic or fact about entity. A data element, field or attribute is the smallest piece of data that has meaning within an information system.

10. Data Import - import data in the specified format from a file.

11. Data Manipulation – the standard operation of sorting, merging,

input/output and report.

12. Data Model – describes data structures and design.

13. Documentation – describes an information system and helps the users who will interact with it. It is essential for a successful system operation and maintenance.



14. Entity Relationship Model- is a graphical model of information system

that depicts the relationships among entities.

15. Error Message – a message indicating detection of an error.

16. File Structure – is a particular layout of data in a computer file and well defined available specification.

17. List Box – an on-screen display of text items in a scrollable window

that a user can select.

18. Live Data – a set of actual data used by the client to process transactions and extracted by the developer for final system testing.

19. Logical Model – shows what a system must do, regardless of how it will

be implemented physically.

20. Media Storage – (also called storage medium). In computers, a storage medium is any technology (including devices and materials) used to place, keep and retrieve data. Although the term storage includes both primary storage (memory), a storage medium usually means a place to hold secondary storage such as that on a hard disk or tape.

21. Menu – a list of available options, especially as displayed on screen.

22. Merging Of File – combining or uniting two sets of data.

23. Message Box - a small window that pops on your screen to warn that

your computer is about to perform an operation.

24. Object Model – describes objects which combine data and processes.

25. Option Box - a movable window that is displayed on screen in response to the user selecting a menu option.

26. People Ware – refers to a productive project team in the world of

software developing system composed of project officer, system analysts programmers and researchers.

27. Perfective Maintenance – It involves changing and modifying the

system to respond to changing user requirements and organizational needs improving systems efficiency. It also involves enhancing documentation.

28. Process Model – it describes system logic and processes that

programmers use to develop necessary code modules.



29. Project Proposal - a set of documents presented to the client which states how the system will be develop to include the project requirements.

30. Pull Down Menu - a menu in a graphical user interface whose title

is normally visible but whose contents are revealed only when activated by pressing the mouse button while the pointer is over the title to show the menu items.

31. Runtime – refers to the actual execution of a program.

32. Runtime Error – a problem that is encountered when program is being

executed.

33. Schedule Of Activities – illustrates a project schedule which contain a detailed breakdown of assigned task and the responsible people ware to complete the project.

34. Screen Menu – a list of system’s module and sub- module usually

known as the “Main Menu” of the system.

35. Software Maintenance – process of enhancing and optimizing deployed software as well as remedying defects.

36. Solution – the best alternative to solve the problem reported by the

client.

37. Symbols (Flowchart) – figures used in the flowchart. There are several symbols used in systems development, to wit:

procedure documents or connector off-page input/outputs connector

38. System Development - is a framework originally based upon rapid application development that utilizes continues user involvement in an interactive development and incremental approach which is responsive to changing requirements.

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conditional box answerable by yes (Y) or no (N)

signifies flow whether downward, upward, sideward

Y



39. System Documentation – describes the system’s function and how they are implemented. It is a reference material for programmers and analyst who must support and maintain the system. It includes project proposal, data dictionary, data flow diagram, object models, screen layout and references.

40. System Flowchart – physical modeling tool that uses various symbols

to identify input and output operation, represent data or files and shows media such as disk, documents and reports.

41. System Implementation – the process of installing the system that will

test and exercise the complete system in its actual environment to determine its capabilities and limitations to know if the system is functionally operative and is compatible with the other subsystems and supporting elements required for its operational employment.

42. System Outline – consist of identified input and output requirements,

database files and system processes.

43. System Presentation – a live show of the proposed system by the project team for the client/user with the use of projector and PC/ Laptop.

44. System Testing – includes a series of test to determine if the proposed

system is functioning properly. It involves the following: a. Program testing – testing of individual programs and modules. b. Integration testing – testing of two or more programs dependent

on each other.

45. Test Data – a set of data created for testing new or revised application.

46. Text Box - used to display text and to accept text entry from users.

47. Tool Tips - a small text area that floats over an object when the cursor

comes to rest on it.

48. Troubleshoot – the attempt to locate the source of the hardware or software problem and correct it.

49. User’s Manual – a written guide with associated images intended to

give assistance to people using a particular system.

50. User’s Training – lecture to help the users to be familiarized with the software used and be comfortable in operating the system.



51. Walkthrough – an administrative process for reviewing the design and operation of a new system design. It is a review done by a small group of people involved in the system development to check the existing system models, to detect flaws inaccuracies, errors and omissions in the proposed design.

K. DATA MANAGEMENT DIVISION

1. Database (DB) – an organized group or set of inter-related information about a subject that can be processed, retrieved, analyzed and used in drawing conclusions and making-decisions.

2. Database Management System (DBMS) – viewed as a system software

package that controls the development, use, and maintenance of the databases of computer-using organizations.

L. NETWORK MANAGEMENT DIVISION

1. Accomplishment Report of NMD ~ Pertains to the records of activities and programs conducted in relation to the NMD duty and functions

2. Anti-Virus (AV) Software – a program that detects and removes

computer viruses.

3. End-node – a network node/end-point connecting workstation to the PNP Campnet.

4. Information System Owner – PNP Unit/Office that legally owns the

Information System.

5. Magic 7.1e Dongle Acknowledgement Form – a form that serves as acknowledgement of the Magic 7.1e dongle installed at the user/client workstation.

6. Magic 7.1e Runtime Dongle – is a small hardware device that connects

to a computer to control access to PNP Salary System developed using the Magic 7.1e development tool. When the dongle is not present, the application refuses to run or runs in a restricted mode.

7. Network Cable – is the medium through which information usually

moves from one network device to another.

8. Network Layout - the logical or physical diagram of both existing and proposed interconnection of computers and associated devices to provide end-users with a means of communicating and receiving information electronically without being limited by a geographical distance.



9. NMD SF (Network Management Division Service Form) - A form

formulated to serve as basis of actions taken/services rendered and acknowledge by the requesting party upon network-related service is rendered.

10. PNP CampNet (PNP Campus Network) - A network based on

Transmission Control Protocol/Internet Protocol (TCP/IP) belonging to the Philippine National Police sited within the perimeter of Camp Crame.

11. PNP Campnet User/Client - the user or client of a workstation

connected to the PNP Campnet.

12. SF (Service Form) - an NMD document being accomplished by the requesting party after rendering network related service by the NMD personnel.

13. User/Client – the user of a workstation connected to a network

14. Workstation (Campnet) - a personal computing device which is

physically connected to the PNP Campnet.

15. PNPCS LAN – is a network based on Transmission Control Protocol/Internet Protocol (TCP/IP) belonging to the Philippine National Police located within the perimeter of PNP Computer Service.

M. TRAINING AND RESEARCH DIVISION

1. Annual Training Program – refers to an annual ICT training program to be offered by the PNPCS to the PNP personnel.

2. Instructor - teachers facilitate student learning, often in a classroom

setup in a school/academy/learning center. The objective is typically a course of study, lesson plan, or a practical skill, including learning and thinking skills.

3. Training - refers to the acquisition of knowledge, skills, and

competencies as a result of the teaching of vocational or practical skills and knowledge that relates to specific useful skills.

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N. WEB ADMINISTRATION AND DEVELOPMENT DIVISION

1. E-mail – Electronic mail, is a store and forward method of composing, sending, storing, and receiving messages over electronic communication systems.

2. E-mail System - applies both to the Internet e-mail system based on

the Simple Mail Transfer Protocol (SMTP) and to intranet systems allowing users within one organization to e-mail each other. Often these workgroup collaboration organizations may use the Internet protocols for internal e-mail service.

3. Web Development or Website Development - is a broad term for any

activities related to developing a web site for the World Wide Web or an intranet. This can include e-commerce business development, web design, web content development, client-side/server-side coding, and web server configuration.

4. Website – is a collection of Web pages, images, videos and other

digital assets that is hosted on one or several Web server(s), usually accessible via the Internet, cell phone or a LAN.

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I. ADMINISTRATIVE

A. General Background

1. Introduction

The PNP Computer Service formulates, updates, and disseminates IT policies, guidelines, and standards towards the proper development and implementation of information systems in the PNP. The office also provides computer-based information systems development, data processing, systems support, and conducts IT-related research and training services.

2. History of PNP Computer Service

Computerization in the Philippine National Police spans more than a decade of hard

and pioneering work. Much has been gained by the Service since its precursor, the Philippine Constabulary Data Processing Unit (PCDPU), was established 37 years ago on October 18, 1965. The Unit was renamed three years later as Crime Information and Data Processing Center (CRIDPC), concentrated mainly on collating crime- related data from field.

It became the Constabulary Computer Center on March 1, 1972 but its main task

remained as the nationwide crime data bank for use in crime studies (made) accessible to law enforcement agencies on a direct inquiry basis. On January 13, 1988, the Constabulary Computer Center (CCC) was renamed PC/INP Computer Center. Upon the creation of the PNP under RA 6975 on January 1991, PNP Computer Service was officially organized. At present PNPCS carries a broader responsibility in keeping records of data on crimes, it also performs general administrative work support for the PNP. PHILIPPINE CONSTABULARY DATA PROCESSING UNIT (PDCPU) CAPT ALFONSO C TRANCE (PC) ~ 26 August 1965 – 11 August 1969

1st Commanding Officer of the Philippine Constabulary Data Processing Unit (PCDPU)

Acquisition of twenty eight (28) INM keypunching machines. Acquisition of IBM Accounting and Tabulating machines. Implemented the Nation- Wide Uniform Crime Case Report (NUCCR) Systems

pursuant to Executive Order No. 127 dated 06 May 1968. CRIME INFORMATION AND DATA PROCESSING UNIT (CRIDPC) MAJ PEDRO M RESURRECCION JR (PC) ~ 16 August 1969 – 18 January 1971 CAPT CESAR C OKOL (PC) ~ 12 June 1971- 03 January 1972 CAPT GENARO ROSALES (PC) ~ 01 January 1972- 22 January 1972



Creation and activation of Crime Information Units (CRIUs) of the four (4) PC Zones of the Philippine Constabulary to carry out crime reporting in the field on 31 October 1969.

The CRIDPC building was inaugurated on 03 August 1971 with an IBM 360/30 Computer System

CONSTABULARY COMPUTER CENTER (CCC) MAJ FELINO C PACHECO JR (PC) ~ 23 January 1972- 07 April 1976 P/DIR UMBERTO A RODRIGUEZ (PC) ~ 07 July 1976- 31 March 1986

Acquisition of Sperry Rand Univac 9400-Dual Processor to allow Multi- Programming Task

Development and Implementation of the Computerized Salary System for PC/INP Personnel.

Development and Implementation of PC Property Inventory System Development and Implementation of Computerized Firearms Licenses. Development and Implementation of Computerized Licenses of Security/ Company

Guards, Private Detectives and Agencies. Introduced the ASSET approach in the development of Information Systems. Implemented the Peace and Order Council (POC) Management Information System

pursuant to Executive Order No. 727 dated September 1981 to enhance the peace and order campaign.

Construction of extension building to house the newly acquired Sperry Rand UNIVAC 1100.

Acquisition and installation of General Computer System (GCS2100) Machines. PC/INP COMPUTER CENTER (PC/INPCC) COL CESAR C OKOL ~ 01 April 1986- 16 October 1986 PSSUPT RUFINO G IBAY JR ~ 17 October 1986- 14 May 1990 PSUPT JOHNNY H SALVANA ~ 15 May 1990- 15 January 1991

Initiated the transfer of Altos Computer System from Finance Center to Computer Center for processing of salary transaction.

Replaced the UNIVAC AC9400 with UNIVAC100.

PHILIPPINE NATIONAL POLICE COMPUTER CENTER (PNPCC) COL ELPIDIO O ABLANG ~16 January 1991- 16 October 1991 BG LAUREL R VALDEZ ~ 17 October 1991- 06 March 1992

The PC/INP Computer Center was renamed PNP Computer Center (PNPCC) on 08 August 1990

Decommissioning of the UNIVAC AC1100 giving way to the new IBM9221/170 computers.

Replaced UNIVAC AC1100 with IBMES 9221/170



PHILIPPINE NATIONAL POLICE COMPUTER SERVICE (PNPCS) PCSUPT ENRIQUE T BULAN ~ 16 March 1992- 16 October 1992 PSSUPT ANACLETO P ARQUE JR ~ 16 November 1992- 08 October 1995 PCSUPT TIRSO L ROSAL ~ 02 October 1995- 08 September 1998 PSSUPT JOHNNY H SALVANA ~ 08 September 1998- 16 September 1999 PCSUPT RICARDO F DE LEON ~ 16 September 1999- 13 January 2000

Conceptualized Framework- linking CS, IRC and LSS mainframe computers for information sharing.

Revision of Nationwide Uniform Crime Case Report (NUCCR) to National Crime Reporting System (NCRS).

Development of Information Technology Policies & Guidelines and the Information Systems Strategic Plan.

Proponent of downsizing of the Mainframe Computer to Client Server Computing Environment (CEAP’95).

Installation of the PNP NHQ Campus Network. Migration of Salary System from Mainframe to Client Server Computing Environment Remediation of all computer facilities and electronic related facilities to be Y2K

ready Steered the Computer Service to become the Administrative Support Unit of the

PNP for the Year 1999. PHILIPPNE NATIONAL POLICE COMPUTER SERVICE (PNPCS) PCSUPT QUIRINO D DELA TORRE ~ 13 January 2000- 21 April 2003

Establishment and Operationalization of an Automated Command and Control facility at the Central Police District (CPD) NCRPO. The Computerized facility is a Pilot Project which shall be replicated in all Cities and Municipalities within the National Capital Region. It has the following modules:

o Automatic Vehicle Location System (AVLS) o Call Management System (CMS) o Computer Aided Dispatch System (CADS)

Development of the following Application Systems: o Firearms Information Management System (FIMS) o Vehicle Information Management System (VIMS) o Security Agencies and Guards Information System (SAGIS) o Wanted Persons o Computerized PNPID System o Philippine Drug Law Enforcement Information System o Complaints, Referral, Action and Verification System o Retirement Claim Information System o COC Incident Monitoring System

Establishment and operationalization of the PNP Web Site Operationalization of the PNP Campus Network Repair and renovation/improvement of PNPCS Offices:

o Administrative Office o Data Management Division



o Research and Development Division o Training Division/ Training Laboratory o Computer Operations Division/ Computer Room o Establishment of Regional Pilot Information Technology (IT) Offices o Steered the PNPCS as the Best National Support Unit of the Year 2000.

PHILIPPINE NATIONAL POLICE COMPUTER SERVICE (PNPCS) PCSUPT JOHNNY H SALVANA ~ 28 April 2003- 20 February 2006

Steered the PNPCS as the Best National Administrative Support Unit for CY 2005 Steered the PNPCS as number one in the overall DHRDD Annual Performance

Evaluation Review for National Administrative Support Unit for CY 2005 Implementation of the PNP Check less Payroll System (ATM) at the NHQ, NSUs,

NCRPO and SAF. Enhancement of the PNP Website by way of donation of over One Million Peso worth

of ICT resources for MOD net. Development of an Express Lane Firearms Licensing System installed in Davao City Enhancement of the following ICT Projects:

o PNP CRIMSON (Crime Reporting and Incident Management On- Line) o PNP WebPortal o Police Clearances o PNPCS Website

Development of the following Websites: o Anti- Illegal Drugs Special Operative Task Force (AIDSOTF) o Philippine Bomb Data Center o PNP SAF o CIDG

B. Mission, Vision and Function of the PNP Computer Service

1. Mission

The PNPCS shall design, develop, implement and maintain Information Systems,

Databases and Data Communication Network for the PNP.

2. Vision

The PNP Computer Service shall be the primary office that will provide the

technical expertise to develop and maintain relevant Information Systems and Services for the PNP given the adequate resources.

3. Functions



Designs, develops, maintains and implements Information Systems for the different PNP Units/Offices;

Builds up and manages databases of Information Systems; Supports the implementation or enhancement of Information Systems

developed by other units; Maintains and expands coverage of the Data Communication Network; Develops and implements Information Technology (IT) training programs for

PNP personnel; Conducts Information Technology (IT) related research and studies; and Performs such other functions as the C, PNP may direct.

C. Organization Structure

1. Present Organization Structure

SECURITY PCR FINANCE BUD & FISCAL PLANS

OFFICE OF THE DIRECTOR

DMD SMD COD TRD

STAFF OFFICES

Inspectorate

CHIEF OF STAFF

LINE DIVISIONS

WADD

ADMIN

NMD

DEPUTY DIRECTOR FOR ICT MATTERS

DEPUTY DIRECTOR FOR ADMINISTRATION



2. Proposed Organization Structure 3. Personnel Distribution 4. Manning Chart 5. Staffing Pattern

D. Offices Function and Job Description

1. COMMAND GROUP

1.1 Director, Computer Service

Assists and advises the Chief, PNP in the areas of Information Technology requirements of the PNP for the effective and efficient delivery of public safety service and internal security.

Provides administrative direction and control of all human, material and financial resources in attaining the mission and objectives of the Service.

Perform other duties as directed by higher authorities.

1.2 Deputy Director For Administration, Computer Service

Assists Director, Computer Service in carrying out his functions. Represents the Director in official conferences, engagement activities

when Director, CS is not available. Acts as Acting Director in the absence of D, CS. Performs other duties as the Director, CS may direct.

1.3 Deputy Director for IT Matters, Computer Service

Assists Director, Computer Service in carrying out his functions

particularly on the planning and implementations of programs pertaining to IT.

Responsible in the direction and control of the deployment of CS IT Personnel to PNP units and offices.

Provides control on the development of small and medium scale information systems through major involvement in the walkthrough process.

Performs other duties as the Director, CS may direct.

1.4 The Chief Directorial Staff

Provides policy direction and guidance to the staff for the attainment of the mission, specific goals and objectives of the PNPCS.

Closely supervises the implementation of various programs, projects and activities of the PNPCS.

Supervises the personnel administration, financial and logistical management, training and education of the Service.



Reviews all outputs of the staff before endorsing it to the Deputy Director.

Continuously reviews the existing policies and guidelines for possible amendments or revision.

Performs other duties as Director, CS may direct.

2. STAFF OFFICES

2.1 Inspectorate Office

To conduct pre-charge investigation (PCI) against erring CS personnel; To conduct Summary Hearing Proceedings (SHP) against erring CS

personnel and inorganic personnel referred by various units of PNP; To issue certificate of non-pending case for CS personnel for whatever

legitimate purpose it may serve; and To conduct intensified inspection of CS Management and operations in

coordination with the yearly AGI-ORSITE. Inspectorate Officer

o In-charge of enforcing internal discipline of CS personnel and will take charge in rendering of periodic consolidation report of PNP personnel with pending/resolved administrative cases.

2.2 Administrative Office

Controls, coordinates and supervises the administrative requirements

of the Computer Service Prepares personnel plan and projections. Administers and manages matters pertaining to personnel and records

keeping of uniformed and non-uniformed personnel Computer Service. Recommends changes in plans, policies and programs and ensure

efficient recruitment, procurement and selection of personnel of the Computer Service.

Translate decisions into directive’s concerning personnel information movement and development.

Provides personnel the maintenance of all equipments and facilities, as well as the cleanliness of the building and premises of the Computer Service.

Perform other functions as the Director, CS may direct.

Administrative Officer (ADMO)

o Directs, controls, plans, coordinates and supervises all administrative activities of the Administrative Office.

o Ensures the proper administration of personnel, equipment of the Service

o Formulates plans and policies for the efficiency of the function of the Office.



o Monitors the performance evaluation/assessment, personnel evaluation and promotion, evaluation of jobs for guidance and assignment of all organic personnel.

o Reviews ways to re-evaluate and develop more productive office procedures and systems.

o Performs other duties as may be directed by the Command Group of the Service.

Assistant Administrative Officer

o Acts as the Administrative Officer in his/her absence. o Assists the Administrative Officer in directing, controlling and

supervising all administrative activities of the Service. o Assists the Administrative Officer in monitoring and supervising

the communication management office lay-out and space management, compliance to administrative policies/periodic reports and maintenance/ updating of records system.

o Coordinates with the Personnel Officer in managing human resources and all activities related to it.

o 5. Performs other duties as may be directed by immediate supervisor.

Chief Clerk

o Responsible in handling incoming and outgoing communications,

messages, reports, orders and the like. o Prepares and/or supervises the preparation of Duty Detail

schedules, recurring reports, monthly roster, office orders, records correspondence and the maintenance of office files.

o Act as the guidance counselor of Non-officer rank personnel. o Acts on the communications within his span of control and pass

them on to proper channels for further action/comments. o Performs other duties as may be instructed by the immediate

supervisor.

Chief, Records Section

o Formulates policies, procedures, rules and regulations to improve maintenance of records and filing system.

o Coordinates, directs and supervises activities related to records management.

o Develops recommendations and implements work method and techniques designed to improve records management.

o Maintains and preserve all official records, incoming and outgoing reports/communications of this Service.

o Performs other duties as may be directed by immediate supervisor.



Chief, Personnel Section

o Directs, coordinates and monitor personnel activities/projects designed to attain the greatest degree of personnel effectiveness.

o Reviews statement of service records, certification for approval of immediate supervisor.

o Prepares and updates the unit’s Qualifications Standard for approval of the Director, CS.

o Prepares the assessment proposals of candidates for promotion. o Monitors and supervises the preparation of action on

appointments, transfer, resignation, reinstatement, salary adjustment attendance and other matters pertaining to personnel services for approval of ADMO and other higher officials.

o Prepares communications on personnel matters. o Performs other duties as may be directed by immediate

supervisor.

Chief, Supply and Logistics Section

o Determine the logistical requirements of the Service o Prepare the program for the procurement of supplies, materials

and equipment needed by the service o Exercise supervision over storekeeping, procurement and

property which includes issuance and shipment. o Maintains records of supplies and materials and prepares and

submit inventory of supplies. o Prepare and/or implement procedures and directives for the

maintenance, repair and disposal of CS facilities and equipment o Prepare and update records and reports on the status of facilities

and equipment of the Service o Prepares a comprehensive listing of equipment and supplies

requirement of each Division. o Supervises and directs repairs and maintenance of equipment. o Performs other duties as may be directed by immediate

supervisor.

Chief, General Services Section

o Formulates plans and policies for the efficient functioning of the Section.

o Supervises the maintenance of all equipment and facilities, as well as the cleanliness of the building and premises of the Service.

o Performs other duties as may be directed by immediate supervisor.



Organizational Chart

2.3 BUDGET and FISCAL Office

Exercise supervision, administration, direction and control of financial resources of the Computer Service.

Prepares annual budgetary requirements of the Computer Service. Provide guidelines for the financial management and control, and

internal audit of CS network appropriation (NWA). Program, appropriate and control financial resources allocated for the

Computer Service. Perform other functions as directed by Director, CS.

Chief, Budget and Fiscal Officer

o Prepares budget estimates in accordance with the approved

guidelines and priorities including supporting justifications; o Assists management in the presentation and justification of

budget estimates to higher headquarters; o Re-aligns expenditures according to program and projects based

on approved appropriations; o Acts as Liaison Officer in the follow-up and submission of

budgetary requests; o Does other duties that may be assigned from time to time.

Administrative Officer

Chief, Clerk

Chief, Personnel Section

Chief, Supply and Logistics Section

Chief, Message

Center Sec

Chief, Records Section

Chief, General

Services Sec

Assistant Administrative

Officer



Budget PNCO

o Clerical/Office work related to sorting, filing, typing and computing particularly financial statement;

o Act as liaison officer for the follow-up and submission of budgetary request.

o Performs other duties as may be directed by higher authority.

Organizational Structure

2.4 Plans Office

Formulate, monitor and supervise the execution of plans and programs of the Computer Service.

Prepares annual development plan of the Computer Service. Review and update existing organizational structure of the

Computer Service Development Plan. Undertakes special studies and conduct monitoring of the

implementation of special projects approved by the Director, CS. Perform other tasks as directed by Director, CS.

Chief, Plans Office

o Supervises and monitors the direction and execution of PNPCS

Plans and Programs; o Develops and recommends realistic short and long range systems

plan and priorities to match and support the PNP Information Systems Strategic Plan (ISSP);

o Communicates regularly to management/superiors the progress and status of the systems project and assignments in terms of work in progress, work accomplished, costs incurred and status versus plans;

Budget and Fiscal Officer

Budget PNCO

Secretary



o Establishes and maintains adequate records of manpower and equipment utilization and work standards to provide data for future planning and analyzes of performance;

o Keep management/superiors fully informed of all significant matters, deviations from target output and problems and recommends solutions/actions leading to the improvement of the operation of the Division;

o Establishes and maintains a sound working relationship with other CS Division Chiefs/PNP user and clientele;

o Performs other functions as may be directed by CS Director and Deputy Director.

Assistant Chief, Plans

o Assists the Chief, Plans in the direction and supervision of Plans

Office; o Analyses and evaluate report to be submitted to higher

Headquarters; o Assists in monitoring the execution of the Plans and Programs of

CS through creation of activities in connection with the AOPB; o Reviews the Annual Development Plan; o Assists in undertaking studies on the development and

implementation of special IT projects; o Reviews the CS organizational structure as needed; o Performs other related functions as directed by the C, Plans.

Strategic Plans and Research Team

o Conduct research-related activities in support to the formulation, review and update of ISSP;

o Prepares the CS Annual Development Plan in consonance with the ISSP;

o Prepare IMPLAN/OPLAN in consonance with the PNP master plan in line with the CS Mission, Vision and Function;

o Documents developed methods, doctrine, guidelines, procedure s and standards;

o Performs other related functions as directed by the C, Plans.

Organizational and Program Development Team

o Formulate, monitor and supervise the execution of plans and programs of the Computer Service;

o Formulate programs in consonance with the PNP thrust or as instructed by the higher headquarters;

o Reviews and update existing organizational structure of the Computer Service;

o Performs other related functions as directed by the C, Plans



Statistics and Reports Team

o Prepare the Program Review and Analysis Reports; o Prepare Command Conference Reports for D, CS o Prepare Accomplishment Reports o Performs other related functions as directed by the C, Plans


2.5 Finance Office

This Office is concerned in the preparations and distributions of salaries, allowances and other benefits of CS uniformed and non-uniformed personnel. And it maintains financial records of the pay and allowances and other financial matters of CS personnel.

Finance Officer

o Facilitate the smooth functioning of the Office. o Administer the preparations and distributions of pay and

allowances of CS uniformed and non-uniformed personnel. o Administer the processing of retirement benefits/ commutation

of leave of retired CS personnel. o Recommends programs and policies as regards to proactive

processing and fast release of claims of CS personnel. o Coordinates with the Finance Service concerning the preparations

and distributions of pay and allowances and other financial matters.

o Act as the Secretariat/Member of PNP CS Provident Fund Extension Office.

o Perform such other functions as the D, CS may direct

Strategic Plans and Research Team

Statistics and Reports Team

Organizational and Program Dev’t Team

Assistant Chief, Plans

Chief, Plans



Finance PNCO o Responsible in the distribution of salary every 15th and 30th day

of the month. o Prepares vouchers/payroll and other financial matters. o Prepares the Roster of CS Personnel with CFCs and ATMs,

Acknowledgement Report, Total Gross/Net Report, Alpha List for Pay Slip and other reports to be submitted to 14th FSO.

o Perform such other functions as the Finance Officer may direct.

Liaison PNCO

o Received collateral claims/checks release. o Monitors the voucher of CS personnel for fast release of

checks/calims. o Pick up pay slip every end of the month to 14th FSO. o Submit the Roster of Troops, Acknowledgement Report and other

reports required by the 14th FSO. o Perform such other functions as the Finance Officer may direct.

Finance Clerk

o Prepares the request certification such as Certification of Non Money Accountabilities, Non Payment and Last Payment.

o Prepares the administrative requirements needed by other Offices/Units.

o Responsible in the distribution of Pay Slip of CS Personnel. o Maintains records of all documents of the Office. o Assists the Finance PNCO in the preparation of vouchers/payrolls

of CS personnel. o Perform such other functions as the Finance Officer may direct.


Chief, Finance Office

Liaison PNCO

Finance Clerk

Finance PNCO



2.6 Police Community Relations (PCR) Office

Conducts Police Information and Continuing Education (PICE) and the traditional Inspection-in-Rank;

Organize livelihood projects; Conducts Gender Awareness and Development Seminars to CS

personnel; Monitor and act on the complaints received in TXT 2920 through the

PNP ITP Wiki. Conducts Moral Recovery Seminars to CS personnel; Issues press releases regarding the activities of CS; Contribute articles for the PNP Journal; Performs other PCR-related activities.

Chief, PCR/PIO

o Supervises PCR activities of the Computer Service; o Coordinates with other PNP units regarding PCR activities; o Writes press releases regarding activities of CS; o Supervises the conduct of livelihood projects; o Creates/submits articles for the PNP Journal; o Supervises the conduct of GAD and Moral Recovery Seminars; o Performs other duties as may be directed.

Action PCO

o Monitors and acts on TXT 2920 activities; o Supervises and conducts lectures for the Police Information and

Continuing Education (PICE); o Supervises/ coordinates the conduct of Inspection-in-Rank; o Assists the C, PNP in the conduct of seminars and other PCR

activities; o Performs other duties as may be directed.

Staff/Writer

o Writes articles for CS press release and contribution to the Police

Digest; o Assists in the conduct of PIO-related activities; o Does clerical/office work to support the administrative

requirements of PIO; o Performs other duties as may be directed.

Office Clerk

o Does clerical/office work to support the administrative

requirements of the office; o Assists in the conduct of PICE program and the traditional

Inspection-in-Rank;



o Assists in the conduct of PCR-related activities; o Logs in/out and monitors incoming and outgoing communications

of the office; o Performs other duties as may be directed.

PCR Organizational Chart

2.7 Security Office

Minimizing the possibility of a threat to information security causing loss or Minimizing the extent of loss or damage from a security breach or exposure;

Ensuring that adequate resources are applied to implement an effective information security program;

Identifying the essential measures of the information security program; Ensuring that the principles of information security are consistently

and effectively applied during the planning and development of the organization’s activities; and

Informing all of the organization’s personnel, other government agencies, the all who have access to the organization’s information of their responsibilities and obligations with respect to security.

Security Officer

o Responsible in the protection of the confidentiality, integrity and availability of information otherwise known as Information Assets – used by the organization in its day-to-day activities.

Chief, PCR/PIO

Office Clerk/ Assistant

Staff/Writer

Action PCO




3. LINE DIVISION

3.1 Computer Operations Division (COD)

Establishes plans, programs and control standards for the efficient operation of COD.

Generates and releases the financial and management reports of the PNP Salary System and other Management Information Systems (MIS) developed and maintained by PNPCS.

Ensures maintenance of computers, printers and auxiliary machines used in the generation of CFCs, financial and management reports.

Ensures the completeness and quality of information printed thru verification of reports printed.

Monitors, controls and ensures availability of computer supplies requirements.

Perform direct cancellation of CFCs pursuant to SOP#21 in cases CFCs of PNP personnel for deletion for the period but whose directives to the effect were received only after the checks have already been printed.

Chief, Computer Operation Division

o Plans schedule and controls work flow and quality in the

Computer Operation Division in order to maintain high efficiency in the use of manpower, supplies and equipment within approved annual budget;

o Provides users/clientele with quality information processing service in accordance with the established input, processing, and output standards and schedules;

o Establishes and maintain adequate controls to ensure that inputs are safeguarded against loss, distortion due to errors and are

Security Officer

Security Supervisor And Team

Secretary



carried correctly throughout the processing to produce correct output;

o Controls and safeguards systems files, programs/softwares, operating instruction and procedures to ensure that confidential information in under proper lock and key and that proper back up exists in ease of fire or other damages;

o Establishes and maintains adequate records of manpower and equipment utilization and work standards to provide data for future planning and analyses of performance;

o Establishes required level of COD staff competence through proper definition of responsibilities, delegation of tasks, training programs and operating disciplines;

o Establishes and maintain a sound working relationship with other CS Division Chief/PNP users and clienetele using COD services;

o Keeps management/superiors fully informed of all significant matters, deviation from SOPs and problems and recommends solutions/actions leading to the improvements of the operation of the Division;

o Performs other functions as may be directed by CS Director and Deputy Director.

Asst Chief, COD

o Provides direct assistance to the Division Chief, in administering

the activities and resources of the Computer Operation Division (COD), engaged in providing the PNP with the highest possible quality service in computer processing within the approved time schedule and cost structures;

o Maintains adequate internal operational procedures, controls and standards to ensure an orderly and systematic flow of work within COD.

o Participates actively in the acceptance of data processing forms and computer supplies ensuring that they are of high quality and in accordance to specifications;

o Ensures the proper use and sound level of maintenance of COD’s facilities;

o Recommends action leading to the improvements of the operation of the COD;

o Performs other functions as may be directed by CS Directors, Deputy Director and Chief, COD.

Chief, Computer Operation Section

o Exercises supervision over and coordinates the work of all

personnel assigned to Computer Section; o Plans staffing levels and keeps an adequate staff on hand; o Prepares periodic computer utilization reports; o Provides training all Computer Operators as the need arises; o Performs other tasks assigned.



Chief, Auxiliary Machine Division

o Responsible for the monitoring and overseeing the effective of

maintenance of auxiliary equipments in coordination with equipment supplier;

o Responsible for the planning, supervising and controlling of all activities relative to auxiliary services;

o Exercises supervision over and coordinates the work of all personnel assigned to auxiliary operations;

o Provides for the effective practical training in auxiliary operations for all personnel assigned to the section;

o Prepares and submits periodic reports of operations; o Performs other tasks they may be assigned.

Chief, Computer Maintenance Section

o Maintains, repairs and upgrades PNP computer hardware and

peripherals; o Conducts and maintains inventory of all PCs and other

peripherals; o Conducts preventive maintenance of all computer hardware at

the different division of CS based on scheduled being maintained by CMS;

o Documents all services rendered; o Prepares and submits weekly and monthly accomplishment report

to C, COD; o Performs other tasks they may be assigned


Chief, COD

Asst Chief, COD

Production Control Section

Auxiliary Section

Computer Section

Computer Maintenance Section



3.2 Systems Management Division (SMD)

Design, implements, and maintains application systems identified in the ICT Plan of different PNP Units/offices.

Coordinates application development activities in the units/office through request.

Establishes and manages databases administration of different information Systems.

Supports the implementation and enhancement of Information Systems developed by other Units.

Chief, Systems Management Division

o Supervision , implementation and coordination of activities of the

Systems Management Division in the development of Personnel Management Information System, Financial Management Information System, Crime Related Information System and Special Project Information System.

Assistant Chief, Systems Management Division

o Assists Division Chief, SMD in the supervision and coordination of activities of SMD in developing and/or re-engineering of the various systems/subsystems of the PNP.

Chief, Personnel Management Information System (PMIS) Section

o Responsible for the development, implementation and maintenance of application systems related to PNP Personnel. This section handles the information systems requirements of PNP DC, PNP DPRM and other affiliated units.

Chief, Financial Management Information System (FMIS) Section

o Responsible for the development implementation and maintenance of application systems related to PNP Financial Management and Information System. This section handles the information systems requirements of PNP DC, DL and other affiliated units.

Chief, Crime Related Information System (CRIS) Section

o Responsible for the development, implementation and maintenance of application systems related to crime related and prevention operations. This section handles the Information Systems requirements of all-operating units, including external government agencies.



Chief, Special Projects Information Section (SPIS) Section

o Responsible for the development, implementation and maintenance of applications systems outside and are not covered by the three other sections of the division. At times are highly sensitive. AD-HOC Information system requirements that this section would undertake whenever required.


3.3 Network Management Division (NMD)

Designs, implements, maintains and upgrades Computer network infrastructure

Supports the operation and maintenance of the PNP Information Systems

Establishes and implements network policies of the PNP Campus network

Administers network security of the PNP Campus Network Install and upgrades licensed software to PNP workstations

Chief, Network Management Division

o Designs, implements and upgrades Computer network

infrastructure o Support the operation and maintenance of the PNP Information

Systems o Establishes and implements network policies of the PNP Campus

Network o Administers network security of the PNP Campus Network o Provides administrative assistance to the different Sections under

this division o Supervises and guides the different Sections under this Division

C SMD

Personnel Management Information

Financial Management Information

Crime Related Information

Section

Special Project Information

Section

Asst C SMD



o Evaluates performance of NMD Personnel o Prepare and submit weekly and monthly status/accomplishment

reports o Perform other related tasks as directed by the Director,

Computer Service

Asst Chief, Network Management Division

o Assist the C, NMD in designing, implementing and upgrading of Computer network infrastructure

o Assist the C, NMD in Supporting the operation and maintenance of the PNP Information Systems

o Assist the C, NMD in Establishing and implementing network policies of the PNP Campus Network

o Assist the C, NMD in Administering network security of the PNP Campus Network

o Assist the C, NMD in Providing administrative assistance to the different Sections under this division

o Assist the C, NMD in Supervising and guiding the different Sections under this Division

o Assist the C, NMD in Evaluating the performance of NMD Personnel

o Prepare and submit weekly and monthly status/accomplishment reports

o Assist the C, NMD in Performing other related tasks as directed by the Director, Computer Service

Chief, Network Administration Section

o Configures workstations connected to the Local Area Network

(LAN) or the PNP Campus Network o Keeps a list of the IP Address being used in the PNP Campus

Network o Coordinates with different PNP Offices regarding regarding civil

works o Keeps an inventory of network supplies and other network

equipment and tools o Establishes and implements the standard policies on network

usage and network security o Manages the client-server environment of the PNP Campus

Network o Maintains the Network Security of the PNP Campus Network o Maintains the servers located at the PNPCS Server Farm o Installs and upgrades the anti virus programs developed in the

PNP Campus Network o Maintains the PNP Information Systems deployed the PNP

Campus Network o Prepares and submits weekly and monthly status and

accomplishment reports



o Performs other related task as directed by the Chief, Network Management Division

Asst Chief, Network Administration Section

o Assists the C, NAS to configures the workstations connected to

the Local Area Network (LAN) or the PNP Campus Network o Assists the C, NAS in keeping a list of the IP Address being used in

the PNP Campus Network o Assists the C, NAS in keeping an inventory of network supplies and

other network equipment and tools o Assists the C, NAS in establishing and implementing the standards

policies of network usage and network security o Assists the C, NAS in managing the client-server environment of

the PNP Campus Network o Assists the C, NAS in maintaining the Network Security of the PNP

Campus Network o Assists the C, NAS in maintaining the servers located at the PNPCS

Server Farm o Assists the C, NAS for installing and upgrading the anti virus

programs deployed in the PNP Campus Network o Assist the C, NAS in maintaining the PNP Information Systems

deployed the PNP Campus Network

Chief, Network Maintenance Section

o Performs ocular inspection of the target sites wherein the Local Area Network (LAN) will be installed

o Designs and prepares the network layout. o Prepares costing for network-related project o Installs and configures network equipment o Installs, set-ups, and activates the Local Area Network (LAN) o Maintains the network connectivity of the different PNP Local

Area Networks and the PNP Campus Network

Asst Chief, Network Maintenance Section

o Assist the C, NMS in performing the ocular inspection of the target sites wherein in the Local Area Network (LAN) will be installed

o Assists the C, NMS in designing and preparing the network layout o Assists the C, NMS in preparing the costing for network-related

project o Assists the C, NMS for installing and configures network

equipment o Assists the C, NMS for installing, set-ups, and activates the Local

Area Network (LAN) o Assists the C, NMS in maintaining the network connectivity of the

different PNP Local Area Networks and the PNP Campus Network



o Assists the C, NMS in coordinating with different PNP Offices regarding civil works

o Assist the C, NMS in preparing and submits weekly and monthly status/accomplishment reports

o Performs other related tasks as directed by the Chief, Network Management Division


3.4 Training and Research Division (TRD)

Designs, develops and implements ICT-related and Enhancement

courses of the PNP. Implements and coordinates Police Education and Value Orientation

Programs of the command in coordination with the DHRDD. Undertakes research on ICT-related activities and latest trends and

updates towards continuous improvement of the organization. Develops and revises methods, procedures and standards to

complement and adapt to the continuing changes of technological demand of the organization.

Chief, Training and Research Division

o Plans, directs, controls and administers the activities and

resources of the division. o Assists the Director in policy planning, formulation, and

implementation of CS policies, standards, and programs as may be adopted.

o Serves as resource person/lecturer on ICT-related topics and representative of the Director in ICT-related conferences and conventions.

o Performs other duties as may be directed by the Director, CS

Chief, NMD

Asst Chief, NMD

C, NAS C, NMS



Asst Chief, Training and Research Division

o Assists the Chief, TRD in planning, directing, controlling, coordinating and supervising the activities of the Division.

o Monitors status of all Division activities project. o Acts as the Chief, TRD in the absence of the incumbent. o Prepares periodic personnel performance appraisal and other

administrative reports. o Performs other duties as may be directed by the Chief, TRD.

Chief, Training Section

o Develops, revises and Implements ICT-related courses. o Implements and coordinates Police Education and Value

Orientation programs of the command. o Supervises and monitors status of all courses/activities of the

Section. o Performs liaison activities for the ICT training related activities

with other ICT companies and training institution. o Coordinates availability of training slots offered locally or abroad

for CS organic personnel. o Prepares and submits monthly training accomplishments and

other administrative reports. o Performs other duties as may be directed by C, TRD

Chief, Training Support Section

o Supervises over-all activities of the Section. o Invites resource speaker/instructor from other division and

outside PNPCS. o Oversees the reproduction of handouts, training as required by

higher headquarters. o Performs other duties as may be directed by C, TRD.

Chief, Research Section

o Undertakes and supervises research work as assign by C, TRD. o Initiates research studies and/or surveys and renders progress

reports of projects. o Supervises the review and evaluation of existing Information

Systems and ICT resources. o Prepares and submits accomplishment and other administrative

reports. o Performs other duties as may be directed by C, TRD.



Chief, TRD

Assistant Chief, TRD

Secretary Registrar

Librarian/Property Custodian

Illustrator/Draftsman

Section Chief

IS Researcher III

IS Researcher I

Section Chief

Instructor/Facilitator




Section Chief

RESEARCH SECTION TRAINING SUPPORT SECTION TRAINING SECTION


3.5 Data Management Division (DMD)

Develops PNP Databases Manages PNP Databases Maintains PNP Databases Provides data preparation support services Provides data control and verification

Chief, Data Management Division

o Administer the activities and resources of the Data Management

Division (DMD) engaged in Systems Maintenance, Database Management and Data Preparation with the highest possible quality service within the approved time schedules and cost structure with the approved time schedules and cost structure.

o Maintains adequate internal operational procedures, controls and standards to ensure and orderly and systematic flow of work..

o Participates actively in the acceptance of newly developed or significantly modified information systems from SMD for routine operation ensuring that they have been properly tested,



documented, and are of sound operating quality and reliability level.

o Ensures the proper use and sound level of maintenance of DMD’s facilities.

o Recommends actions leading to the improvements of the operation of the DMD.

o Performs other functions as may be directed by CS Director, Deputy Director.

Assistant Chief, Data Management Division

o Administer the activities and resources of the Data Management

Division (DMD) engaged in Systems Maintenance, Database Management and Data Preparation with the highest possible quality service within the approved time schedules and cost structure with the approved time schedules and cost structure.

o Maintains adequate internal operational procedures, controls and standards to ensure and orderly and systematic flow of work within DMD.

o Participates actively in the acceptance of newly developed or significantly modified information systems from SMD for routine operation ensuring that they have been properly tested, documented, and are of sound operating quality and reliability level.

o Ensures the proper use and sound level of maintenance of DMD’s facilities.

o Recommends actions leading to the improvements of the operation of the DMD.

o Performs other functions as may be directed by CS Director, Deputy Director and Chief, DMD.

Chief, Data Preparation Section

o Administers, controls and safeguards PNPCS Databases. o Sets the standards and procedures for database security, access

and update. o Coordinates/participates actively with Systems Management

Division Personnel in the design and development of PNP databases both mainframe and micro-computer based.

o Ensures that existing Database Management System (DBMS) is adequately maintained.

o Does other duties as may be directed by superiors.

Database Administrator

o Under the direct supervision of the Chief, Data Management Division performs the following:

o Administers, controls and safeguards PNPCS Databases.



o Sets the standards and procedures for database security, access and update.

o Coordinates/participates actively with Systems Management Division Personnel in the

o Designs and develops PNP databases for both mainframe and micro-computer based.

o Ensures that existing Database Management System (DBMS) is adequately maintained.

o Does other duties as may be directed by superiors.

Database Administration

o Exercises supervision over and coordinates the work of all personnel assigned to Data Control.

o Prepares and submits periodic reports to the Chief, Data Control Section.

o Checks all outgoing job of Data Controller for completeness and compliance to requirements.

o Provide for the effective training e.g. orientations of policies and regulations, section functions, etc. of new employees and all other personnel assigned to the section before endorsement of Chief, Data Preparation Section.

o Prepares coding works schedule to effect a well balanced distribution of work load among Data Control teams.

o Maintains close coordination with the Production Controller to ensure that all manual processing jobs are dispatched promptly, according to established priority.

o Performs other duties assigned.


Asst Chief, DMD

Database Section Data Preparation Section

Data Control / Verification

Section

Chief, DMD



3.6 Web Administration and Development Division (WADD)

Revise and update Web Pages and uploading of New Pages. Create Back-up copy of the Web Site. Maintains subscription of Internet Account. Secure the registered domain address www.pnp.gov.ph in compliance

with e-commerce readiness.

Chief, WADD

o Commanding Officer o Formulate rules and regulation o Orders instruction to the police officers and personnel and

supervises their works. o Responsible for maintaining the discipline, attitude, morale and

best performance of personnel. o Performs other function as may be directed by the Director,

Deputy Director, CDS.

Assistant Chief, WADD

o Enforces compliance with orders issued by superiors to assure better outputs.

o Supervise daily activities of all section officers and staffs. o Report all necessary inputs and suggest solution to the problems

cited.

Web Design Section (WDS)

o Designs web base projects (website) o Upgrading and maintaining the web sites o In charge in monitoring reviewed publication of information to

the web

Web Application Development Section (WADS)

o Programmers / provides solution to a system o In charge to solve problems related to programs

Web Administration Section (was)

o Systems administrator and Network administrator. o Provides technical expertise to control the problems encounter

both in the systems and network aspect.

Web Project Management Section (WPMS)

o In charge in the project proposals, research and development.

http://www.pnp.gov.ph/�



o In charge in the presentation of project. Introduce project in and out the office.

Help Desk Section

o Provides technical support service. o Provides customer care assistance. o In charge in training.


Web Designer Section

Help Desk

Web Project Management

Section

Web Administrativ

e Section

Web Application

Development

Chief, WADD

Assist. Chief, WADD



II. OPERATIONS

A. STAFF OFFICES

15. ADMINISTRATIVE OFFICE

15.1 Certification

TITLE Procedure No. No. of Pages

Certification 1.1 3 INTERFACES PNPCS Admin Office and Personnel

1.1.1 OBJECTIVE

Prescribing the guidelines and procedures in the issuance of Certificate of Duty Status.

1.1.2 REFERENCE 1.1.3 DEFINITION OF TERMS

1.1.3.1 Certification – the act of certifying a person, thing or document; or state of being certified. Certification maybe valid for a certain period of time or lifetime.

1.1.4 REQUIREMENTS

1.1.4.1 For Processing of Claims

1.1.4.1.1 Implementing Order like RCA Order, Long Pay Order and the likes.

1.1.4.2 For Loan Purposes 1.1.4.2.1 Filled out Loan Form from Lending Investor 1.1.4.2.2 Latest Photocopy of Pay slip

1.1.4.3 Others 1.1.4.3.1 Client Purpose



1.1.5 FLOWCHART 1.1.6 NARRATIVE

1.1.6.1 The Client will submit the required documents to the Administrative

Office. 1.1.6.2 The Morale and Welfare Staff will evaluate the submitted requirements

and prepare the Certificate of Duty Status. 1.1.6.3 The NUP Supervisor will verify the documents and sign to certifcate. 1.1.6.4 The Administrative Officer will sign the Certificate of Duty Status. 1.1.6.5 Admin Office will release/issue the certification.

1.1.7 SERVICE STANDARD

Transaction Type Turn Around Time Submission of Requirements Evaluation of the Requirements 2 hours Verification of the Requirements 1 hour

Average Transaction Time

Notation of Admin Officer 30 mins

Total Average Transaction Time 3 hours and 30 mins

Submission of requirements to Admin

Office

Evaluation of the requirements & preparation

of the certificate (Morale and Welfare Staff)

Verification of the Certification

(NUP Supervisor)

Notation of the Certification

(Admin Officer)

Releasing of Certificate of Duty Status

END

START



15.2 Commutation Order


Commutation Order 1.2 3 INTERFACES PNPCS Admin Office and Personnel

1.2.1 OBJECTIVE

Prescribing the guidelines and procedures in the applications of issuance of Commutation Order.

1.2.2 REFERENCES

1.2.2.1 Section 39 of RA 6975, An Act Establishing The Philippine National Police

Under A Reorganized Department Of The Interior And Local Government, And For Other Purposes.

1.2.3 DEFINITION OF TERMS

1.2.3.1 Commutation Order ~ is an order that certifies the unused leave credits

of the personnel.

1.2.4 REQUIREMENTS 1.2.4.1 Unit Endorsement 1.2.4.2 Retirement Orders 1.2.4.3 Updated Leave Credits from RMD, DPRM 1.2.4.4 Updated Service Record 1.2.4.5 Latest Promotion Order




1.2.6.1 The Client will submit two copies of the requirements to Administrative Office.

1.2.6.2 The Personnel PNCO will evaluate the submitted requirements and prepare the Unit Endorsement.

1.2.6.3 The Personnel Officer will verify the documents. 1.2.6.4 The Administrative Officer will countersign the endorsement letter. 1.2.6.5 The Director will endorse the issuance of commutation order. 1.2.6.6 Submission of folder to DPRM for issuance of implementing order.


Transaction Type Turn Around Time Submission of Requirements Evaluation of the Requirements 2 hours Verification of the Requirements 1 hour Countersignature of Admin Officer 30 mins Command Group 1 hour & 30 mins


Endorsement of the Director 1 hour Total Average Transaction Time 6 hours

Submission of requirements to Admin Office

Evaluation of the requirements & preparation of the

endorsement (Personnel PNCO)

Verification of the requirements (Personnel Officer)

Countersignature of the Administrative Officer

Endorsement of the Director

Submission of Folder to DPRM for issuance of implementing

orders

END

START



15.3 Compulsory Retirement


Compulsory Retirement 1.3 3 INTERFACES PNPCS Admin Office and Personnel

1.3.1 OBJECTIVE

Prescribing the guidelines and procedures in the compulsory retirement of CS personnel.

1.3.2 REFERENCES

1.3.2.1 Section 39 of RA 6975, An Act Establishing The Philippine National Police

Under A Reorganized Department Of The Interior And Local Government, And For Other Purposes.


1.3.3.1 Compulsory Retirement Compulsory retirement, for officer and non-

officer, shall be upon the attainment of age fifty-six (56): Provided, That, in case of any officer with the rank of chief superintendent, director or deputy director general, the Commission may allow his retention in the service for an unextendible period of one (1) year.

1.3.4 REQUIREMENTS 1.3.4.1 Unit Endorsement 1.3.4.2 Basic Letter Request 1.3.4.3 Service Record 1.3.4.4 Latest Promotion Order 1.3.4.5 PLEB Clearance 1.3.4.6 NAPOLCOM Clearance 1.3.4.7 Unit Clearances ( Non Money/Property and Non-Pending Case) 1.3.4.8 IAS Clearance 1.3.4.9 DIDM Clearance 1.3.4.10 Latest Statement of Assets, Liabilities and Net worth.




1.3.6.1 The Client will submit two copies of the requirements to Administrative

Office. 1.3.6.2 The Personnel PNCO will evaluate the submitted requirements and

prepare the Unit Endorsement. 1.3.6.3 The Personnel Officer will verify the documents. 1.3.6.4 The Administrative Officer will countersign the endorsement letter. 1.3.6.5 The Director will endorse the issuance of retirement order. 1.3.6.6 Submission of folder to DPRM for issuance of implementing order.


Transaction Type Turn Around Time Submission of Requirements Evaluation of the Requirements 2 hours Verification of the Requirements 1 hour Countersignature of Admin Officer 30 mins Command Group 1 hour & 30

mins




Evaluation of the requirements & preparation

of the endorsement (Personnel PNCO)

Verification of the requirements

(Personnel Officer)

Countersignature of the Administrative Officer

Endorsement of the Director

Submission of Folder to DPRM for issuance of implementing orders

END

START



15.4 Conferment of Awards


Conferment of Awards 1.4 3 INTERFACES PNPCS Admin Office and Personnel

1.4.1 OBJECTIVE

To issue and confer awards to PNPCS personnel following the prescribed guidelines and procedures in the conferment of authorized decorations, service medals, ribbons and badges of the PNP. 1.4.2 REFERENCES

1.4.2.1 PNP MEMO CIRCULAR NO 2006-014 dated July 26, 2006, “Rules and regulations in the conferment of authorized decorations, service medals, ribbons and badges to the personnel of the Philippine National Police.”

1.4.2.2 NAPOLCOM MEMO CIRCULAR 2006 – 03 dated November 30, 2006, “Further Amending Memorandum Circular No 93-018 entitled Prescribing the Authorized Decorations, Service Medals, Ribbons and Badges of the Philippine National Police.”

1.4.2.3 PNP CS Office Circular Nr 2007 – 01 , “The Amended PNP Computer Service Personnel Board”;

1.4.2.4 SOP Nr 2006 – 01 dated September 6, 2006, “Selection of PNP CS Model Employee”


1.4.3.1 PNP CS Personnel Board is the panel headed by Deputy Director for

Administration created to evaluate, assess and/or deliberate CS personnel matters such as personnel procurement, movement, development and maintenance prior recommendation to Director, CS for his approval.

1.4.3.2 CS Working Committee is the team from Admin Office created to assists the Board administratively and shall be responsible for the initial screening and evaluation of personnel matters prior deliberation of the Board.

1.4.4 REQUIREMENTS

1.4.4.1 Administrative accomplishment of personnel 1.4.4.2 Approved Personnel Board Resolution



1.4.5 FLOWCHART

Client will provide accomplishments

Deliberation of the Personnel Board

Recommendation for Approval of the Board

Resolution

Issuance of Order of Admin Office

Working Committee will preliminary evaluate and

assess the accomplishment/s

Conversion of Leave Credits to DPRM

START

END



1.4.6 NARRATIVE

1.4.6.1 The Client – Division Chief/Key Officers will submit administrative

accomplishment to Administrative Office (Working Committee) for preliminary screening and evaluation.

1.4.6.2 The Working Committee will assess and evaluate the accomplishment/s prior deliberation to the Board.

1.4.6.3 The Personnel Board will reevaluate the accomplishment and recommend approval or disapproval of the awards, medals and recognition.

1.4.6.4 The Administrative Office will issue appropriate awards, medals and recognition to the personnel.

1.4.6.5 The Administrative Office will furnish a copy of the issued Medals to DPRM for the conversion of such to leave credits to be enjoyed by concerned personnel from date of conferment onwards but not later than the last day of the next calendar year.


Transaction Type Turn Around Time Submission of Accomplishment Report Preliminary Screening of Working Committee

1 to 2 days

Deliberation and Recommendation of the Board

2 days

Approval of the D, CS 1 day


Issuance of Order 1 hour

Total Average Transaction Time 5 days and 1 hour



15.5 ID Application


ID Application 5.1 4 INTERFACES PNPCS Admin Office and Personnel

5.1.1 OBJECTIVE

Prescribing the guidelines and procedures in the applications of PNP ID.

5.1.2 REFERENCES

5.1.2.1 DPRM Form 1A – 2007.


5.1.3.1 DPRM Form 1A – 2007 - the revised PNP ID Application Form.

5.1.4 REQUIREMENTS 5.1.4.1 New Applicant

5.1.4.1.1 Endorsement from the Administrative Officer 5.1.4.1.2 Accomplished PNP ID Form 5.1.4.1.3 Appointment Order 5.1.4.1.4 Authenticated Latest Payslip

5.1.4.2 Renewal/Update 5.1.4.2.1 Endorsement from the Admin Officer 5.1.4.2.2 Accomplished PNP ID Form 5.1.4.2.3 Surrender Old/Expired ID 5.1.4.2.4 Promotion Order if newly promoted 5.1.4.2.5 Demotion Order if demoted 5.1.4.2.6 Change Status/Amendment Order if Amended/Changed

5.1.4.3 Retired 5.1.4.3.1 Endorsement from the Admin Officer 5.1.4.3.2 Accomplished PNP ID Form 5.1.4.3.3 Retirement Orders 5.1.4.3.4 Surrender old ID

5.1.4.4 Replacement (loss/dilapidated) 5.1.4.4.1 Endorsement from the Admin Officer 5.1.4.4.2 Accomplished PNP ID Form 5.1.4.4.3 Affidavit of Loss if loss 5.1.4.4.4 Surrender dilapidated ID if dilapidated 5.1.4.4.5 Payment of Php 60.00 for the replacement of ID Card




5.1.6.1 The Client will submit the accomplished ID Application Form required and

required documents to the Administrative Office. 5.1.6.2 The Personnel PNCO will evaluate the submitted requirements and prepare

the Unit Endorsement. 5.1.6.3 The Personnel Officer will verify the documents and countersign to the ID

application form. 5.1.6.4 The Administrative Officer will sign the ID Application Form and the

endorsement. 5.1.6.5 The liaison officer will submit the application to RMD, DPRM for issuance

of PNP ID. 5.1.6.6 Distribution of PNP ID to the concerned Personnel.


Transaction Type Turn Around Time Submission of Requirements Evaluation of the Requirements 2 hours Verification of the Requirements 1 hour Countersignature of Admin Officer 30 mins Command Group 1 hour & 30 mins







(Personnel Officer)

Signature the Application Form and Endorsement

Memorandum

Liaison Officer will submit the application to RMD ,

DPRM

Release of PNP ID

END

START



5.1.8 SAMPLE FORMAT



15.6 Filing of Leave of Absence

TITLE Procedure No.

No. of Pages

Filing of leave of absence for all CS personnel.

1.6 6

INTERFACES PNPCS Admin Office/Command Group/Personnel 1.6.1 OBJECTIVE

To provide procedures and guidelines in the application of leave of absence for all CS personnel. 1.6.2 REFERENCES

1.6.2.1 PNP Circular No.2002-009 dated May 21, 2002 1.6.2.2 Rule XVI of the Omnibus Rules Implementing Book V of the

Administrative Code of 1987 (Executive Order 292)


1.6.3.1 Leave form (CSC Form No.6) – For to be accomplished for filing a Leave of Absence

1.6.3.2 Leave of Absence (LOA) - is a term used to describe a period of time that one is to be away from his/her primary job, while maintaining the status of employee. This term is in contrast to normal periods away from the workplace, such as vacations, holidays, hiatuses, sabbaticals, and “working from home” programs, in that they are considered to be exceptional circumstances, rather than benefits. Generally such an arrangement has a predefined termination at a particular date or after a certain event has occurred.

1.6.4 REQUIREMENTS

1.6.4.1 For vacation/sick leave abroad 1.6.4.1.1 Letter endorsement from unit chief 1.6.4.1.2 Basic letter request, including the number of days, reason for

leave and address while on leave 1.6.4.1.3 Duly accomplished CSC form No.6 1.6.4.1.4 Breakdown of leave credits from RMD, DPRM 1.6.4.1.5 NHQ IAS and Legal Service clearances 1.6.4.1.6 Unit Clearances 1.6.4.1.7 Certificate of non-pending case 1.6.4.1.8 Certificate of non-money/property accountability

1.6.4.2 For sick leave exceeding five (5) days & maternity leave 1.6.4.2.1 Certificate indicating therein the period and nature of

treatment and with license number of the attending physician indicted.



1.6.4.2.2 Duly accomplished CSC form No.6 1.6.4.3 For sick leave not exceeding five (5) days

1.6.4.3.1 Accomplished CSC Form No. 6 1.6.4.3.2 Affidavit

1.6.4.4 For special, mandatory, emergency, & paternity leave 1.6.4.4.1 Duly accomplished CSC form No.6

1.6.5 FLOWCHART

START

Client will duly accomplish CSC Form No. 6 and prepare necessary document.

Personnel Clerk receives and checks the completeness of the requirements.

C, Clerk/NUP Supervisor records the dates and countersigns on the leave form.

Personnel Officer signs on the leave form.

Morale & Welfare Staff prepares the Unit Endorsement.

ADMO signs on the leave form.

Command Group - DDA signs the Unit Endorsement

Liaison Officer transmits the endorsement to TDPRM, RMD.

TDPRM, RMD issues appropriate implementing order and furnish the unit concerned.



END 1.6.6 NARRATIVE

1.6.6.1 The client duly accomplish CSC Form No. 6 (2 copies) and files leave application at the admin office.

1.6.6.2 The personnel clerk receives the application, check the completeness of the requirements then forward the applications to NUP Supervisor for NUP and to C, Clerk for Uniformed Personnel.

1.6.6.3 NUP Supervisor/C, Clerk record the dates indicated on the leave form then countersigns.

1.6.6.4 The Personnel Officer signs the leave form. 1.6.6.5 The Morale and Welfare Staff prepares unit endorsement. 1.6.6.6 The Administrative Officer signs the leave form. 1.6.6.7 The Deputy Director for Administration signs the unit endorsement. 1.6.6.8 The Liaison Officer forwards the accomplished leave form and

endorsement to TDPRM, RMD. 1.6.6.9 TDPRM will issue implementing orders and furnish the concerned unit.

1.6.7 SERVICE STANDARDS

Transaction Type Turn Around Time Receive /Checking of Documents 20 mins Recording & countersigning 10 mins Pers Officer Signature 10 mins Preparation of Unit Endorsement 20 mins ADMO Signature 10 mins DDA Signature 30 mins Transmittal to TDPRM 30 mins


Issuance of order Total Average Transaction Time 2 hours 10

minutes



1.6.8 SAMPLE FORMAT



15.7 Issuance of Letter of Accommodation


Issuance of Letter of Accommodation

1.7 4

INTERFACES PNPCS Admin Office/Personnel 1.7.1 OBJECTIVE

Prescribing the guidelines and procedures in the issuance of Letter of Accommodation to a uniformed personnel 1.7.2 REFERENCES

1.7.2.1 PNP MEMO CIRCULAR NO 99 – 016, “Guidelines on the Transfer/Reassignment of PNP Personnel.”

1.7.2.2 Memo from TADPRM dated June 29, 2007 re: Requirements for Transfer of PNP Personnel.


1.7.3.1 Letter of Accommodation - is a letter given to personnel who are willing

to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

1.7.4 REQUIREMENTS 1.7.4.1 Basic Letter Request 1.7.4.2 Projected Designation to position commensurate to the rank based on T.O.

Position if personnel is a PCINSP to PSSUPT rank. 1.7.4.3 Updated CSC Personal Data Sheet




1.7.6.1 The Client will submit the requirements to Administrative Office. 1.7.6.2 The Personnel PNCO will evaluate the submitted requirements and prepare

the Letter of Accommodation. 1.7.6.3 The Personnel Officer will verify the documents and countersign to the

letter. 1.7.6.4 The Administrative Officer may/may not talk to the client then will

recommend approval of the accommodation. 1.7.6.5 The Director will approve or disapprove the letter of accommodation. 1.7.6.6 Releasing of Letter of Accommodation.


Transaction Type Turn Around Time Submission of Requirements Evaluation of the Requirements 2 hours Verification of the Requirements 1 hour Recommendation of Admin Officer 4 hours Command Group 3 hours


Approval of the Director 2 hour

Total Average Transaction Time 1 day and 4 hours

START

END

Evaluation of the requirements and

Preparation of the Letter (Personnel PNCO)

Verification of the requirements and letter

(Personnel Officer)

Recommend approval of the Administrative Officer

Approval of the Director

Releasing of Letter of Accommodation




1.7.8 SAMPLE FORMAT

Republic of the Philippines

Department of the Interior and Local Government NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE COMPUTER SERVICE

September 06, 2008

ACCOMMODATION FOR TRANSFER

This is to certify that PSSUPT JUAN DELA CRUZ is accommodate for transfer to

Computer Service and is projected to be designated to the position of Administrative

Officer.

This is issued upon the request of subject PCO to facilitate the issuance of his/her

reassignment order.

Recommended by:

CARLO JOSEPH T ESCOBAL Police Senior Inspector Administrative Officer Approved by:

TEOFILO S MELLIZA JR Police Senior Superintendent Acting Director



15.8 Transfer/Reassignment of Uniformed Personnel


Transfer/Reassignment of Uniformed Personnel

1.8 3

INTERFACES PNPCS Admin Office/Personnel 1.8.1 OBJECTIVE

Prescribing the guidelines and procedures in the transfer/reassignment of uniformed personnel to other Units. 1.8.2 REFERENCES

1.8.2.1 PNP MEMO CIRCULAR NO 99 – 016, “Guidelines on the Transfer/Reassignment of PNP Personnel.”

1.8.2.2 Memo from TADPRM dated June 29, 2007 re: Requirements for Transfer of PNP Personnel.


1.8.3.1 Transfer - is a movement from one position to another which is of

equivalent rank, level or salary without break in service involving the issuance of an appointment.

1.8.3.2 Reassignment - is the movement of an employee from one organizational unit to another in the same department or agency which does not involve a reduction in rank, status, or salary and doest not require the issuance of appointment.

1.8.3.3 Availability of Reassignment - is a certificate being given by the losing unit duly signed by its Director/Chief of Office granting the transfer of personnel to another unit.

1.8.3.4 Letter of Accommodation - is a letter given to a personnel who are willing to be assigned to a unit/office which was duly signed by the Director/Chief of Office of the gaining unit/office.

1.8.4 REQUIREMENTS

1.8.4.1 Unit Endorsement 1.8.4.2 Availability of Reassignment 1.8.4.3 Basic Letter Request of the Uniformed Personnel 1.8.4.4 Updated CSC Personal Data Sheet 1.8.4.5 Letter of Accommodation 1.8.4.6 Clearances ( Non Money/Property and Non-Pending Case and IAS) 1.8.4.7 Certification that subject personnel is not a witness in admin/criminal

case 1.8.4.8 Certificate of no pending case for resolution if he/she is a Summary

Hearing Officer





the Certificate of Availability for Transfer. 1.8.6.3 The Personnel Officer will verify the documents and countersign to the

certificate. 1.8.6.4 The Administrative Officer may/may not talk to the client then will

recommend approval of the transfer. 1.8.6.5 The Director will approve or disapprove the reassignment of the personnel. 1.8.6.6 If approved, the Administrative Office will submit the folder to DPRM for

the issuance of implementing order.







Evaluation of the requirements and

Preparation of Certificate (Personnel PNCO)

Verification of the requirements and certificate

(Personnel Officer)



Submission of Folder to DPRM for the issuance of

implementing order

END

START



1.8.8 SAMPLE

Republic of the Philippines

Department of the Interior and Local Government NATIONAL POLICE COMMISSION

PHILIPPINE NATIONAL POLICE COMPUTER SERVICE

September 06, 2008

AVAILABILITY FOR TRANSFER

Availability for transfer is hereby granted to PINSP EMERSON O SALES (NAME OF PCO)

for transfer to: Communication and Electronic Service where he is projected to be

designated to the position of _______________ at said unit.

Subject is cleared of money and property accountabilities from this unit; has no

pending administrative/criminal case and is not a witness in an administrative/criminal

case as of this date.

This is issued upon the request of subject PCO to facilitate the issuance of his/her

reassignment order.

Recommended by:

CARLO JOSEPH T ESCOBAL Police Senior Inspector Administrative Officer Approved by:

TEOFILO S MELLIZA JR Police Senior Superintendent Acting Director



15.9 Resignation of Personnel


Resignation of Personnel 1.8 3 INTERFACES PNPCS Admin Office/Personnel

1.9.1 OBJECTIVE

Prescribing the guidelines and procedures in the processing of resignation of personnel.

1.9.2 REFERENCES

1.9.2.1 Civil Service guideline on resignation of personnel 1.9.2.2 PNP guidelines on resignation of personnel


1.9.3.1 Resignation - is the formal act of giving up or quitting one's office or

position. A resignation can occur when a person holding a position gained by election or appointment steps down, but leaving a position upon the expiration of a term is not considered resignation. An employee who chooses to leave a position is considered a resignation, as opposed to termination, which occurs when the employee involuntarily loses a job.

1.9.4 REQUIREMENTS

1.9.4.1 Unit Endorsement 1.9.4.2 Basic Letter Request 1.9.4.3 Service Record 1.9.4.4 Clearances ( Non Money/Property and Non-Pending Case and IAS) 1.9.4.5 Latest Statement of Assets, Liabilities and Net worth.

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the Unit Endorsement. 1.9.6.3 The Personnel Officer will talk to the client regarding his/her resignation.

The documents will also be verified. 1.9.6.4 The Administrative Officer may/may not talk to the client then will

recommend approval of the resignation. 1.9.6.5 The Director will approve or disapprove the letter of accommodation. 1.9.6.6 Releasing of Letter of Accommodation.






END

START





(Personnel Officer)






15.10 Optional Retirement


Optional Retirement 1.9 3 INTERFACES PNPCS Admin Office/Personnel

1.10.1 OBJECTIVE

Prescribing the guidelines and procedures in the optional retirement of CS personnel.

1.10.2 REFERENCES

1.10.2.1 Section 40 of RA 6975, An Act Establishing The Philippine National Police Under A Reorganized Department Of The Interior And Local Government, And For Other Purposes.


1.10.3.1 Optional Retirement - Upon accumulation of at least twenty (20) years

of satisfactory active service, an officer or non-officer, at his own request and with the approval of the Commission, shall be retired from the service and entitled to receive benefits provided by law.

1.10.4 REQUIREMENTS

1.10.4.1 Unit Endorsement 1.10.4.2 Basic Letter Request 1.10.4.3 NAPOLCOM Approval 1.10.4.4 Service Record 1.10.4.5 Latest Promotion Order 1.10.4.6 PLEB Clearance 1.10.4.7 NAPOLCOM Clearance 1.10.4.8 Unit Clearances ( Non Money/Property and Non-Pending Case) 1.10.4.9 IAS Clearance 1.10.4.10 DIDM Clearance 1.10.4.11 Latest Statement of Assets, Liabilities and Net worth.




1.10.6.1 The Client will submit two copies of the requirements to

Administrative Office. 1.10.6.2 The Personnel PNCO will evaluate the submitted requirements and

prepare the Unit Endorsement. 1.10.6.3 The Personnel Officer will talk to the client regarding his/her optional

retirement. The documents will also be verified. 1.10.6.4 The Administrative Officer may/may not talk to the client then will

recommend approval of the resignation. 1.10.6.5 The Director will approve or disapprove the application of optional

retirement. 1.10.6.6 Submission of folder to DPRM for issuance of implementing order.










(Personnel Officer)




START

START



16. BUDGET AND FISCAL OFFICE (BFO)

2.1 Funding and Procurement of Request from Divisions/Offices

TITLE Procedure No. No. of Pages Funding/Procurement of Requests from different PNPCS Divisions/Offices

2.1 3

INTERFACES PNPCS Divisions and Offices

2.1.1 OBJECTIVE

To provide fund for the procurement/purchase of approved request by D,CS for supplies, equipment and other logistics.

2.1.2 REFERENCES

RA 6975 as amended by RA 8551


2.1.3.1 Funding or financing - is to provide capital (funds), which means money for resources (logistics and personnel) for implementation of project, activity or program.

2.1.4 REQUIREMENTS

2.1.4.1 Submitted request by PNPCS Division and Offices 2.1.4.2 Approval of D, CS 2.1.4.3 Available source of funding 2.1.4.4 Implementation of project 2.1.4.5 Conduct of an activity based on given scheduled program

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2.1.5 FLOWCHART

START

END

Memo Request for Funding/Procurement

(From Different Divisions/Offices)

Coordinate / Validate with concerned Divisions/Offices

re Request

For Recommendation

For Approval / Notation

of D, CS

For Procurement/ Implementation

Forward to SAO For Recording



2.1.6 NARRATIVE

2.1.6.1 Memo request for funding and procurement from different PNPCS Division and Office for the purchase of supplies, equipment and other resources for the conduct of their respective task. Other purpose of request is with regards to the implementation of specific project or for the conduct of particular activity/program.

2.1.6.2 Validate request based on the requirement of the division and on their monthly required supplies. Validation includes reference on signed or approved implementation of project. Other aspect of validation include programmed/scheduled activity of the service.

2.1.6.3 Creation of memo for recommendation or comment for the said request. 2.1.6.4 For approval/notation or disapproval of D, CS. 2.1.6.5 Upon approval, program for procurement requested resources based on

available funds. 2.1.6.6 Forward to SAO procured resources for recording/inventory purpose and

subsequent release of said resources to the requesting division/office. 2.1.7 SERVICE STANDARDS

Transaction Type Turn Around Time Receipt of request for funds 1 day Coordination/validation of the fund requirement

1 day

Recommendation/Comment to D, CS 1 days Average Transaction Time

Approval/Notation of D, CS 1 day Total Average Transaction Time 4 days



2.2 Preparation/Submission of Reports TITLE Procedure No. No. of Pages

Preparation/Submission of Reports as Required by Directorate for Comptrollership

2.2 2

INTERFACES PNPCS Divisions and Offices

2.2.1 OBJECTIVE

To provide required documents or reports to the Directorate of Comptrollership pertaining to the use and allocation/disposition of funds received by the PNPCS.

2.2.2 REFERENCES



2.2.3.1 Reports – is a document characterized by information or other content reflective of inquiry or investigation, tailored to the context of a given situation, purpose and receiver/requesting party. The purpose of reports is usually to inform. However, reports may include persuasive elements, such as recommendations, suggestions, or other motivating conclusions that indicate possible future actions the report reader might take. A report maybe public or private.

2.2.4 REQUIREMENTS

2.2.4.1 Memo from Directorate for Comptrollership regarding submission of

required report in a particular period.



2.2.5 FLOW CHART 2.2.6 NARRATIVE

2.2.6.1 A memo received from Directorate for Comptrollership directing PNPCS to submit necessary report/document pertaining to the use/allocation of funds in the service administrative and operations programs/activities and projects.

2.2.6.2 Preparation of required report document regarding said compliance. 2.2.6.3 Forward said memo (route) to Admin Office and Command Group for

comment/suggestion. Subsequent 2.2.6.4 Approval/Signature of D, CS. 2.2.6.5 Upon approval, dispatch approved/signed memo to Directorate for

Comptrollership and request acknowledgement of submission.


Transaction Type Turn Around Time Receipt of Memo from DC 1 day Preparation of Report (Depending upon the availability of data/information)

2 -5 days

Routing and approval/signature of D,CS 1 day


Submission to DC 1 day Total Average Transaction Time 5 – 8 days

START

Memo from DC

Preparation of Required Reports / Memo

Forward Reports/Memo to ADMIN for Approval/Signature

of D, CS

Dispatch Approved/Signed

Memo to DC

END



17. PLANS OFFICE

3.1 Statistics and Reports Team

TITLE Procedure No. No. of Pages Reports 3.1 3

Interfaces PNP Directorates, PNPCS Offices and Divisions, and PNPCS Command Group

3.1.1 OBJECTIVE

To make reports on programs, activities and projects of the PNP Computer Service to different directorates, such are:

Report Directorate for Submission Period of Submission

Operations Plans and Budget (OPB)

Directorate for Plans Quarterly

Program Review and Analysis (PRA)

Directorate for Comptrollership

Quarterly, Semi-annually, Annually

Accomplishment Report Directorate for Operations Quarterly and Annually Performance Evaluation Rating (PER) ~ New Parameter

Directorate for Research and Development

Quarterly

Performance Evaluation Rating ~ Parameter for NASU

Directorate for Plans Quarterly

3.1.2 REFERENCES

Received memorandum from the directorate concerned for the submission of respective unit report.


3.1.3.1 Reports – is a document characterized by information or other content reflective of inquiry or investigation, tailored to the context of a given situation, purpose and receiver/requesting party.

3.1.3.2 Operations Plans and Budget – A report concerning the evaluation of performance based on a predetermined target of activities and the corresponding budget needed for its accomplishment.

3.1.3.3 Program Review and Analysis – A report regarding the use of funds on predetermined target programs/activities/projects.

3.1.3.4 Performance Evaluation Rating – A report on the accomplishment/performance of a unit based on a given parameter set by the directorate for the purpose of evaluation.

3.1.3.5 Accomplishment Report – A report on the accomplishment of the unit with regard to the effective and efficient disposition of its resources (logistics and personnel) in the performance of their activities/program/projects.



3.1.4 REQUIREMENTS

3.1.4.1 Submitted reports of different PNP Computer Service divisions 3.1.4.2 Office resources and supplies

3.1.5 FLOW CHART

Receives Memo and Disseminate (PNPCS Message Center)

Consolidates received reports from all divisions and offices

(Plans Office)

Route the report for review, comments and suggestions

(To: ADMO, CDS, DDITM, DDA, DCS)

Memo from different directorates

Sends memo to all divisions and offices (Plans Office)

START

Information and give instructions (D, CS)

Receives memo from Plans Office and submit respective compliance (Divisions and Staff Offices)

Approval and signature (Director, CS)

Route to Plans Office before dispatch for information and feedback

(To: Plans Office)

Receives and acknowledges (Directorate Concerned)

Dispatch to concerned directorate (PNPCS Message Center)

END



3.1.6 NARRATIVE

3.1.6.1 PNP Computer Service Message Center receives memo from different directorate regarding submission of reports.

3.1.6.2 Message Center route said communication to the office of D, CS for information and disposition.

3.1.6.3 D, CS tasks Plans Office to make the required report. 3.1.6.4 Plans Office receives the instruction from D,CS. 3.1.6.5 Plans Office route a request memorandum to all divisions and staff offices

regarding their respective reports. 3.1.6.6 Plans Office receives reports from all divisions and staff offices 3.1.6.7 Plans Office consolidates and formats submitted reports. 3.1.6.8 After consolidation, report is routed to ADMO, CDS, DDITM, DDA for review

and comments/suggestions. 3.1.6.9 If there is comment/suggestion, the report shall go back to Plans Office

for update and reroute it again to the said offices. 3.1.6.10 Consolidated accomplishment report shall be routed to D, CS for approval

and signature. 3.1.6.11 Upon approval of D, CS, accomplishment report will go back to Plans

Office for feedback. 3.1.6.12 Said report shall be sent to PNPCS message center for ready dispatch to

the directorate concerned. 3.1.7 SERVICE STANDARDS

Transaction Type Turn Around Time Receive memo and dissemination to all divisions/offices

1 day

Preparation of reports by respective division/office

5 days

Consolidation and Checking of Documents by Plans Office

3 days Average Transaction Time

For Review, Comments and approval and dispatch (routing of document)

1 day

Total Average Transaction Time 10 days



3.2 Organization and Program Development Team

TITLE Procedure No. No. of Pages Speeches and PNPCS

Presentations 3.2 3

Interfaces Higher Offices and Other Offices, PNPCS Offices and Divisions, and PNPCS Command Group

3.2.1 OBJECTIVE

To provide speeches and presentations to the Director, CS and command group regarding the programs and activities of the service and its current projects. 3.2.2 REFERENCES

Received memorandum or letter from the higher office or other offices (internal or external office) requiring presentation of updates on the PNP Compute Service programs/activities and projects.


3.2.3.1 Speech – an oral message delivered in a group or in public. With regard to the PNP Computer Service speech, it pertains to a message of the Command Group to its clientele – higher office or public, regarding the updates on the PNP Computer Service activities/programs and projects.

3.2.3.2 Presentation - is the process of presenting the content of a topic/information to an audience. A presentation software application or other tools is used to generate the content of the presentation.

3.2.4 REQUIREMENTS

3.2.4.1 Submitted reports of different PNP Computer Service divisions 3.2.4.2 Office supplies and IT resources



3.2.5 FLOW CHART

Receives Memo and Disseminate (PNPCS Message Center)

Prepares the speech or presentation and needed handouts and manuscript

(Plans Office)

Route the Document for review, comments and suggestions

(To: CDS, DDITM, DDA, DCS)

Memorandum or letters from higher offices or other offices

Assesses needed information and request information from other Offices/Divisions

(Plans Office)

START

Information and give instructions (D, CS)

Receives memo from Plans Office and submit respective compliance (Divisions and Staff Offices)


Route to Plans Office before dispatch for information and feedback

(To: Plans Office)

Assists D, CS or his representative in his/her presentation

(Plans Office)

END



3.2.6 NARRATIVE

3.2.6.1 PNP Computer Service Message Center receives memo from higher office regarding activities or events, or from other offices (internal or external office) inviting D, CS or his representative to present current update of the PNP Computer Service computerization programs/activities and projects.

3.2.6.2 Message Center route said communication to the office of D, CS for information and disposition.

3.2.6.3 D, CS tasks Plans Office to make a speech or presentation. 3.2.6.4 Plans Office receives the instruction from D,CS. 3.2.6.5 Plans Office assesses the required information for the preparation of the

speech of presentation, and if needed, send memo to other divisions/offices for the submission of the needed information.

3.2.6.6 Other divisions/offices prepare needed information and submit it to Plans Office.

3.2.6.7 Plans Office receives information from other divisions/offices. 3.2.6.8 Plans Office prepares the speech or presentation. 3.2.6.9 Route the speech or presentation document to DCS, DDITM, DDA for review

and comments/suggestions. 3.2.6.10 If there is a comment/suggestion, the document shall go back to Plans

Office for update and reroute it again to the said offices. 3.2.6.11 Final document shall go to D, CS for approval and signature. 3.2.6.12 Upon approval of D, CS, there should be a feedback to Plans Office. 3.2.6.13 Plans Office assigns personnel to assist in the presentation as needed.


Transaction Type Turn Around Time Receive memo and dissemination to all divisions/offices

1 day

Preparation of speech or presentation 3 days Average Transaction Time For Review, Comments and approval and dispatch (routing of document)

1 day




3.3 Strategic Plan and Research Team

3.3.1 Integrated Systems Strategic Plan

TITLE Procedure No. No. of Pages Integrated Systems Strategic

Plan 3.3.1 4

Interfaces Directorate for Plans, Office of the Chief PNP, PNPCS Offices and Divisions, and PNPCS Command Group

3.3.1.1 OBJECTIVE

To create, revise and update the Philippine National Police Information Systems Strategic Plan (ISSP) which is the general and overall Information Systems plan of the PNP covering five (5) years.

Report Office Concerned Period of Submission

PNP Information Systems Strategic Plan

Route Through: - Directorate for Plans - Office of the Chief PNP

Five-year Period

3.3.1.2 REFERENCES

3.3.1.2.1 Memorandum Circular No. 93-3 prescribing the guidelines for Information Systems planning for the government.

3.3.1.2.2 Output of ISSP Technical Working Group

3.3.1.3 DEFINITION OF TERMS

3.3.1.3.1 Integrated Systems Strategic Plan (ISSP) – Overall plan for the development and implementation of Information Systems supportive of organizational mission/objectives and the corresponding resources requirements over a five-year period.

3.3.1.3.2 Information Systems (IS) - is the system of persons, data records and activities that process the data and information in a given organization, including manual processes or automated processes.

3.3.1.3.3 Information Technology (IT) - is "the study, design, development, implementation, support or management of computer-based information systems, particularly software applications and computer hardware."

3.3.1.3.4 Information Communications Technology (ICT) - is the broader term of IT to explicitly include the field of electronic communications.

3.3.1.4 REQUIREMENTS

3.3.1.4.1 Submitted plans from different PNP offices. 3.3.1.4.2 Submitted ICT resources from different PNP offices. 3.3.1.4.3 Existing systems being used by different PNP offices for

update/upgrade and revision.

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3.3.1.5 FLOW CHART

START

Monitoring of ISSP -- Implementation and status of the projects

(PNPCS - ISSP Monitoring Team)

Revision of the initial draft based on the TWG review outputs (Plans Office)

Review of the ISSP initial draft by the Technical Working Group (TWG)

(Technical Working Group)

Approval of NCC and submission of the ISSP to the DBM for funding

(NCC and PNPCS through the OCPNP)

Revision of the ISSP regarding outputs/ comments of the NCC and submission back to

NCC - (PNPCS TWG)

Review of existing Information Systems Strategic Plan

(Plans Office – Secretariat)

Submission of ISSP to the TWG for final review before endorsement of D, CS

(Plans Office)

Creation of Technical Working Committee/Group

(PNPCS Staff)

Research and consolidation of technical details/contents of the ISSP

(Plans Office)

Consolidation of information re different IS being used by the PNP

(Systems Management Division)

Consolidation of other information that will be included in the ISSP

(Plans Office)

ISSP Submission to the OCPNP ~ Route through the Command Group for

information/comment (Cc: DPL)

Endorsement by D, CS for signature of the Chief, PNP

(Message Center)

Review and Evaluation of the ISSP (NCC)

ISSP Submission to National Computer Center for review and evaluation - Signed by C, PNP

(PNPCS)

Encoding, proofreading and finalization of the ISSP as Initial Draft for Review

(Plans Office)

Consolidation of inventory of all PNP ICT resources

(Plans Office)

Funding of the ISSP - Release of GAA Appropriation/Fund

Allocation/NCA

END



3.3.1.6 NARRATIVE

3.3.1.6.1 The approved PNP ISSP ~ upon completion of its period of implementation (five years), shall be revised to make it adequate and suitable to the changing pace of Information and Communications Technology (ICT) in the government.

3.3.1.6.2 PNP Computer Service creates a Technical Working Committee/Group for the drafting/update/revision of the PNP ISSP. The Plans Office shall be the secretariat of the committee and shall initiate the review process.

3.3.1.6.3 The Systems Management Division, which is the primary line division of the PNPCS with regards to the study, development and maintenance of PNP Information Systems, computer-based, shall be charged for the consolidation of information/description of different IS being used by the PNP. The SMD is also tasked to evaluate and review PNP offices requirements with regard to there IS needs.

3.3.1.6.4 Plans Office shall research and consolidate technical details/contents of the ISP.

3.3.1.6.5 Inputs and other information from other PNP offices and PNPCS divisions shall be consolidated by the Plans Office.

3.3.1.6.6 Inventory of ICT resources from all PNP offices shall also be consolidated by the Plans Office

3.3.1.6.7 After consolidation, Plans Office shall encode revision; proofread the revised ISSP as an initial draft for further review.

3.3.1.6.8 The Technical Working Group (TWG) shall review the initial draft and report all updates to the Plans Office for editing.

3.3.1.6.9 Plans Office shall revise/edit the initial draft based on the outputs of the TWG.

3.3.1.6.10 Plans Office shall then submit the ISSP to the TWG for final review before endorsement to D, CS for signature and forwarding to the higher office.

3.3.1.6.11 Upon approval of the ISSP by the TWG it shall be routed to the command group for information and comments/suggestions.

3.3.1.6.12 Upon approval and signature of the ISSP by the D, CS, it shall be forwarded to the Office of the Chief Philippine National Police (OCPNP).

3.3.1.6.13 Upon approval and signature of the ISSP by the C,PNP, it shall be submitted to the National Computer Center (NCC) for review and evaluation.

3.3.1.6.14 The PNP ISSP shall be evaluated and reviewed by NCC. Upon review, comments and inputs of NCC shall be reviewed by the TWG and Plans Office shall make corresponding revision to the ISSP.

3.3.1.6.15 It shall be submitted back to the NCC for further review, evaluation and subsequently, approval.

3.3.1.6.16 Upon approval of the PNP ISSP by the NCC, it shall be forwarded to the DBM for further confirmation and funding - GAA appropriation/fund allocation/NCA.



3.3.1.6.17 The approved PNP ISSP shall be forwarded back to the PNP and to the PNPCS for implementation. PNPCS shall then form a monitoring team that shall monitor in the implementation and status of projects programmed/planned in the ISSP.

3.3.1.7 SERVICE STANDARDS

Transaction Type Turn Around Time Creation of Technical Working Group 1 day Consolidation of IS by SMD 1 month Consolidation of other information and inputs from other divisions by Plans Office 1 month

Consolidation of inventory of all PNP ICT resources

1 month

Editing and proofreading of the ISSP by Plans Office

1 month

Review of the TWG 2 weeks Revision based on the TWG ouputs by Plans Office

1 week

Submission to TWG and final review 2 weeks Routing of the ISSP to the Command Group and Endorsement of D,CS

2 weeks

ISSP submission to the OCPNP and endorsement to NCC

2 weeks

ISSP submission to the NCC 1 day Review and evaluation of the ISSP by the NCC 1 month Review and revision of the ISSP by the TWG and Plans Office

1 month

Submission to the NCC for further review and evaluation, and approval

1 month

Submission to the DBM of the approved PNP ISSP

1 week

Funding by the DBM – Appropriation of funds 2 months


Implementation approved PNP ISSP by the PNP as monitored by the PNPCS

4 years

Total Average Transaction Time 5 years



3.3.2 Creation of PNPCS Organizational Plans

TITLE Procedure No. No. of Pages Creation of PNPCS

Organizational Plans 3.3.2 3

Interfaces PNP Computer Service Offices and Divisions

3.3.2.1 OBJECTIVE

To make plans on programs/activities and projects of the PNP Computer Service particularly in its administrative support functions.

3.3.2.2 REFERENCES

3.3.2.2.1 PNP Computer Service annual schedule/program of activities 3.3.2.2.2 PNP Information Systems Strategic Plan 3.3.2.2.3 OPB/PRA annual targets of activities and corresponding budgets


3.3.2.3.1 Plan – is a proposed or intended method of getting from one set of circumstances to another. They are often used to move from the present situation, towards the achievement of one or more objectives or goals.

3.3.2.3.2 Organization - is a social arrangement which pursues collective goals, which controls its own performance, and which has a boundary separating it from its environment.

3.3.2.3.3 Program - (in management) has at least two senses: a collection of projects that is directed toward a common goal. (e.g. PNP Computerization); and broad framework of goals to be achieved, serving as a basis to define and plan specific projects. (e.g. PNP Web Portal)

3.3.2.3.4 Project - is a temporary endeavor undertaken to create a unique product or service. A project usually needs resources to deliver its results. Most of the time project execution is based on detailed plan, which considers also external factors and constraints. Planning, execution and controlling of project is the primary field of project management.


3.3.2.4.1 Memo from higher office regarding the conduct of certain activity. 3.3.2.4.2 Specific activity based on the PNPCS annual schedule of activities. 3.3.2.4.3 Specific conduct of activity based on the specific function of the

PNPCS – Administrative Support functions. 3.3.2.4.4 Verbal instruction from D, CS pertaining to a certain project.



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3.3.2.5 FLOW CHART

Receives Memo and Disseminate; or (PNPCS Message Center)

Creation of the Plan/Letter of Instruction as implementation plan

(Plans Office)

Route the report for review, comments and suggestions

(To: ADMO, CDS, DDITM, DDA, DCS)

Memo from higher unit or Specific project/activity

Instruction from D, CS (ODCS)

START

Conduct of scheduled activity; or (Admin Office)

Routed to Plans Office for creation of specific plan (Plans Office)


Conduct of coordinating conferences/meetings

(PNPCS Division/Offices)

Monitoring of the implementation and debriefing/review

(Plans Office and Command Group)

Implementation of the Plan (PNPCS Divisions/Offices)

END



3.3.2.6 NARRATIVE

3.3.2.6.1 PNP Computer Service Message Center receives memo from higher office/s regarding a particular conduct of activity/project.

3.3.2.6.2 Message center upon receipt, disseminate and route said message going to D, CS and Plans Office.

3.3.2.6.3 Other instance for the creation of plan includes scheduled activity of the service based on an annual pre-programmed activity of PNPCS.

3.3.2.6.4 On especial occasion for the creation of plan, is on instruction of D, CS.

3.3.2.6.5 Routed to Plans Office for the creation of a plan. 3.3.2.6.6 Creation of plan for the specific activity by Plans Office. 3.3.2.6.7 Route of the draft plan to the Command Group for review, comments

and suggestions. Subsequently, revision to finalize the plan. 3.3.2.6.8 Approval of D, CS. 3.3.2.6.9 Conduct of coordinating conferences/meetings for coordinated

implementation of the plan. 3.3.2.6.10 Implementation of the plan by all divisions/offices. 3.3.2.6.11 Monitoring of the implementation of the plan. 3.3.2.6.12 Debriefing/critique and review regarding the implementation of the

plan. 3.3.2.7 SERVICE STANDARDS

Transaction Type Turn Around Time Receives memo and dissemination to all divisions/offices; memo from Admin Office re an activity; or instruction from D, CS.

1 day

Preparation of the Plan 2 days Review of the plan by the Command Group 1 day For Review, Comments and approval and dispatch (routing of document) 1 day

Approval and Signature of the Plan by D, CS 1 day Dissemination and conduct of coordinating conferences/meeting for the implementation of the plan

5 days

Implementation of the plan Period of the activity

Monitoring of the implementation Period of the activity


Debriefing/critique and review of the implementation of the plan

1 day

Total Average Transaction Time

12 days – excluding the

period of implementation



3.3.3 Creation of PNPCS Impelementation Plans

TITLE Procedure No. No. of Pages Creation of PNPCS Plans Based on PNP Police Functions

3.3.2 3

Interfaces PNP Directorates and PNPCS

3.3.3.1 OBJECTIVE

To make an implementation plans based on specific function of the PNP (Administrative and Operations).

3.3.3.2 REFERENCES

3.3.3.2.1 RA 6975 as amended by RA 8551 3.3.3.2.2 PNP Mission, Vision and Functions 3.3.3.2.3 PNP current thrust


3.3.3.3.1 Plan – is a proposed or intended method of getting from one set of circumstances to another. They are often used to move from the present situation, towards the achievement of one or more objectives or goals.


3.3.3.4.1 LOIs from higher offices 3.3.3.4.2 Directives for different PNP directorates





3.3.3.5 FLOW CHART

Disseminates to Command Group And Concerned PNPCS Division/office

(Admin Office)

Finalizes/revises the LOI (Plans Office)

Routes the final LOI To Admin Office and Command Group

(Plans Office)

Receives LOIs or directives from higher office

(PNPCS Message Center)

Creation of LOI as implementation plan of PNPCS

(Plans Office)

START

Routes to Plans Office for Creation of LOI (Admin Office)

Routes to Admin Office and Command Group for review, comment and

suggestion (Plans Office)


Disseminate the LOI for implementation (Admin Office/Plans Office)

Monitoring of the implementation, reporting and debriefing/review

(Plans Office and Command Group)

Implementation Phase - Request for fund if needed

(BFO Office)

END



3.3.3.6 NARRATIVE

3.3.3.6.1 PNPCS Message Center receives LOIs or directives from higher office. 3.3.3.6.2 Admin Office disseminates said LOI to Command Group and

concerned division/office. 3.3.3.6.3 Route said LOI to Plans Office for creation of PNPCS LOI. 3.3.3.6.4 Plans Office creates PNPCS LOI as implementation plan for the said

LOI. 3.3.3.6.5 Plans Office routes the draft copy of the LOI to the Admin Office and

Command Group for comment and suggestions (review). 3.3.3.6.6 Based on the comments/suggestions, Plans Office revises and

finalizes the LOI, and re-route the final copy. 3.3.3.6.7 Signature and approval of the PNPCS LOI by D, CS. 3.3.3.6.8 Dissemination of the LOI for implementation by Admin Office and

Plans Office. 3.3.3.6.9 Implementation of the LOI and request for funding by BFO, as

needed. 3.3.3.6.10 Monitoring and creation of report regarding the implementation of

the plan. 3.3.3.6.11 Debriefing/critique and review of the implementation of the plan.


Transaction Type Turn Around Time Receives memo and dissemination to all divisions/offices; memo from Admin Office

1 day

Preparation of the Plan 2 days Routing of the plan to the Command Group for review

1 day

Revision based on the result of the review 1 day Approval and Signature of the Plan by D, CS

1 day

Dissemination and conduct of coordinating conferences/meeting for the implementation of the plan

5 days

Implementation of the plan and request for funds, as needed

Period of the activity

Monitoring of the implementation Period of the activity


Debriefing/critique and review of the implementation of the plan

1 day

Total Average Transaction Time

12 days – excluding the

period of implementation



18. FINANCE OFFICE

4.1 Processing of Individual Voucher


Processing of Individual Voucher 4.1 8 INTERFACES PNPCS Offices/Divisions Personnel

18.1.1 OBJECTIVE

To provide procedures and guidelines in processing of individual claims of CS

personnel such as: 18.1.1.1 Salary and Long pay Differential 18.1.1.2 Long Pay Differential 18.1.1.3 Salary and Allowances for NUP 18.1.1.4 Initial Clothing Allowance 18.1.1.5 Replacement and Clothing Allowance 18.1.1.6 Reimbursement of Hospitalization Expenses 18.1.1.7 Representation and Transportation Allowances 18.1.1.8 Claim for Lump Sum/Outright Pension 18.1.1.9 Claim for Commutation of Accumulated Leave 18.1.1.10 Death Pension Claim 18.1.1.11 Transfer of Monthly Pension 18.1.1.12 Commutation Leave Claim for Deceased PNP Personnel

18.1.2 REFERENCES

18.1.2.1 NAPOLCOM Resolution 91 – 18 re Rationalizing the Structure of Allowances and incentives pays over and above the basic pay and longevity pay of informed personnel of the PNP.

18.1.2.2 Quarterly Consultative Meeting at 14th FSO.

18.1.3 DEFINITION OF TERMS 18.1.3.1 Voucher – In account payable, is an accounting document usually

produced after receiving a vendor/client/receiver invoice, after the invoice is successfully matched to a Purchase Order or Payable. It represents an internal intent to make a payment to the receiver in the amount of the voucher.

18.1.3.2 Differential - refers to differences in pay due to differences in the jobs themselves and other factors, for a given worker.

18.1.3.3 Allowance - is a term used to describe an allocation of money from one person or an organization to a person.

18.1.3.4 Claim - is a legal action to obtain money, property or the enforcement of a right protected by law against another party.



18.1.3.5 Pension - is a steady income given to a person (usually after retirement). Pensions are typically payments made in the form of a guaranteed annuity to a retired or disabled employee.

18.1.3.6 Reimbursement - is the act of compensating someone for an expense. Often, a person is reimbursed for expenses when the person incurs those expenses through employment or in carrying out duties for another party.

18.1.3.7 Incentive - is any factor (financial or non-financial) that provides a motive for a particular course of action, or counts as a reason for preferring one choice to the alternatives.

18.1.4 REQUIREMENTS

18.1.4.1 Salary and Long Pay Differential 18.1.4.1.1 Unit Endorsement 18.1.4.1.2 Processed Payroll/Disbursement Voucher 18.1.4.1.3 PNP CS Verification 18.1.4.1.4 Pay Slip 18.1.4.1.5 Promotion and Long Pay Order 18.1.4.1.6 Absorption/Appointment Order 18.1.4.1.7 Service Record 18.1.4.1.8 Certificate of Duty Status

18.1.4.2 Long Pay Differential 18.1.4.2.1 Unit Endorsement 18.1.4.2.2 Processed Payroll/Disbursement Voucher 18.1.4.2.3 PNP CS Verification 18.1.4.2.4 Long Pay Order 18.1.4.2.5 Pay Slip 18.1.4.2.6 Service Record 18.1.4.2.7 Absorption/Appointment Order 18.1.4.2.8 Certificate of Duty Status

18.1.4.3 Salary and Allowances for NUP 18.1.4.3.1 Unit Endorsement 18.1.4.3.2 Processed Payroll/Disbursement Voucher 18.1.4.3.3 PNP CS Verification 18.1.4.3.4 Appointment Order and Oath of Office 18.1.4.3.5 Pay Slip 18.1.4.3.6 Service Record 18.1.4.3.7 Certificate OF Duty Status 18.1.4.3.8 Daily Time Record 18.1.4.3.9 Statement of Assets, Liabilities and Net worth

18.1.4.4 Initial Clothing Allowance 18.1.4.4.1 Unit Endorsement 18.1.4.4.2 Processed Payroll/Disbursement Voucher 18.1.4.4.3 Appointment Order 18.1.4.4.4 Oath of Office 18.1.4.4.5 Certificate of Duty Status 18.1.4.4.6 Others

18.1.4.5 Replacement and Clothing Allowance

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18.1.4.5.1 Unit Endorsement 18.1.4.5.2 Processed Payroll/Disbursement Voucher 18.1.4.5.3 Order of Entitlement 18.1.4.5.4 Certificate of Clothing Settlement 18.1.4.5.5 Service Record 18.1.4.5.6 Appointment Order 18.1.4.5.7 Certificate of Duty Status 18.1.4.5.8 Breakdown of Claimants 18.1.4.5.9 Others such as copy of last Order of Entitlement

18.1.4.6 Reimbursement of Hospitalization Expenses 18.1.4.6.1 Unit Endorsement 18.1.4.6.2 Processed Payroll/Disbursement Voucher 18.1.4.6.3 Approved Report of Adjudication Board 18.1.4.6.4 Service Record 18.1.4.6.5 Validation of Documents Submitted 18.1.4.6.6 Certificate of Non-Payment signed by the Chairman of

Adjudication Board 18.1.4.6.7 Photocopy of PNP ID 18.1.4.6.8 CS Verification (c/o Health Service)

18.1.4.7 Representation and Transportation Allowances 18.1.4.7.1 Unit Endorsement 18.1.4.7.2 Processed Payroll/Disbursement Voucher 18.1.4.7.3 Order of Entitlement 18.1.4.7.4 Service Record

18.1.4.8 Claim for Lump Sum/Outright Pension 18.1.4.8.1 Unit Endorsement 18.1.4.8.2 Retirement Order 18.1.4.8.3 Service Record 18.1.4.8.4 Latest Promotion Order 18.1.4.8.5 Certificate of last Payment 18.1.4.8.6 Clearances’ from DL, DC, IAS, OMBUDSMAN, NAPOLCOM 18.1.4.8.7 Latest SALN

18.1.4.9 Claim for Commutation of Accumulated Leave 18.1.4.9.1 Unit Endorsement 18.1.4.9.2 Retirement Order and Commutation Order 18.1.4.9.3 Service Record 18.1.4.9.4 Latest Promotion Order 18.1.4.9.5 Latest SALN 18.1.4.9.6 Certificate of Non-Mandatory Leave 1986-1992 18.1.4.9.7 Certificate of Non-Money/Property Accountability 18.1.4.9.8 Certificate of last Payment

18.1.4.10 Death Pension Claim 18.1.4.10.1 Unit Endorsement 18.1.4.10.2 Posthumous Order 18.1.4.10.3 Death Certificate 18.1.4.10.4 Service Record 18.1.4.10.5 Marriage Contract if Married/ Parents Marriage

Certificate if single (NSO)



18.1.4.10.6 Birth Certificate of all minor legitimate/illegitimate children

18.1.4.10.7 Approved LOD Report 18.1.4.10.8 Investigation Report from Unit re Death of Personnel 18.1.4.10.9 Certificate of Legal Beneficiaries from RMD 18.1.4.10.10 Latest Promotion Order 18.1.4.10.11 Certificate of last Payment 18.1.4.10.12 Latest SALN 18.1.4.10.13 DC/DL Clearances

18.1.4.11 Commutation Leave Claim for Deceased PNP Personnel 18.1.4.11.1 Unit Endorsement 18.1.4.11.2 Posthumous/Separation Order 18.1.4.11.3 Certificate of No Mandatory Leave 1986 - 1992 18.1.4.11.4 Birth and Death Certificate 18.1.4.11.5 LOD Approval 18.1.4.11.6 Service Record 18.1.4.11.7 Leave Record 18.1.4.11.8 Certificate of Legal Beneficiaries from RMD 18.1.4.11.9 Marriage Contract if Married/ Parents Marriage

Certificate if single (NSO) 18.1.4.11.10 Birth Certificate of all minor legitimate/illegitimate

children 18.1.4.11.11 Certificate of Non-Money/Property Accountability 18.1.4.11.12 Latest SALN

18.1.4.12 Transfer of Monthly Pension 18.1.4.12.1 Certificate of Legal Beneficiaries from RMD 18.1.4.12.2 Marriage Contract if Married/ Parents Marriage

Certificate if single (NSO) 18.1.4.12.3 Death Certificate 18.1.4.12.4 36 Months Lump Sum Voucher 18.1.4.12.5 Computation Sheet 18.1.4.12.6 Retirement Order 18.1.4.12.7 Birth Certificate of Children for those deceased

husband/wife



18.1.5 FLOW CHART

Client will produce the requirements from the

Table of Contents

Finance Clerk will examine the folder

Finance Clerk will prepare the voucher,

computation (if any) and endorsement letter

The client will check the information in the

voucher such as Names, TIN etc.

Finance PCO will verify the folder of the client.

The folder will be routed from Director’s Office to

Finance Office

Finance PNCO (Liaison) dispatch the folder to 14th

Finance

Finance PNCO will follow-up the whereabouts of

the folder daily

After the issuance of check, the Finance Office

will release it to the Client

Finance Clerk will route the Folder from Admin Office to the Director’s

Office

START

END



18.1.6 NARRATIVE

18.1.6.1 The client will reproduce the Table of Contents of the required

claims to be provided by the Finance clerk. 18.1.6.2 The client will submit three (3) copies of the necessary documents –

one (1) original document and two (2) authenticated copies from the issuing authority, to this Office. Documents to be submitted must be properly tabbed following the Table of Contents of every claim.

18.1.6.3 After the submission of the documents, the Finance Clerk will examine the folder.

18.1.6.4 After verification of the documents, the Finance Clerk will prepare the voucher, computation (if any) and endorsement letter of subject claim. The Finance Clerk will put initial to the voucher to indicate who prepared the voucher.

18.1.6.5 The Finance Clerk will request to the client to check the names, TIN and other information in the voucher and if no error put his/her signature.

18.1.6.6 The Finance PCO will verify the documents, voucher and the computation (if any) and if no defect found put initial to the voucher.

18.1.6.7 The folder will now be routed from the Administrative Office to Office of the Director for signature.

18.1.6.8 After the signature, the Finance PNCO (Liaison) will dispatch the folder to 14th Finance for initial processing.

18.1.6.9 The Finance PNCO will follow-up the whereabouts of the folder daily for the fast release of the claims/checks (see flow chart of claims outside CS.

18.1.6.10 After the issuance of check, the Finance Office will release the check to the subject personnel.




Transaction Type Turn Around Time Provide Table of Contents to the Client

15 minutes

Completion of Necessary Documents to be submitted to this Office

Depends on the Client

Receiving/Checking of Submitted Documents

30 minutes

Preparation of Disbursement Voucher (DV) and Unit Endorsement

2 hours

Computation of Claims (if any) 2 hours Checking the Information from the DV of the Client

30 minutes

Verification of the Folder 30 minutes Routing of the folder from the Admin Office to the D, CS and vice versa

2 hours


Dispatch the folder to 14th Finance 30 minutes

Processing Time Outside CS Processing of folder to different Offices

One to two months

Releasing of Checks 10 minutes Total Average Transaction Time 8 hours and

25 minutes



18.1.8 SAMPLE



4.2 Processing of General Payroll Voucher TITLE Procedure No.

No. of Pages

Processing of General Payroll Voucher 4.2 6 INTERFACES PNPCS Personnel

4.2.1. OBJECTIVE

To provide procedures and guidelines in processing of General Payroll claims of

CS personnel such as: 4.2.1.1. Clothing Allowance for NUP 4.2.1.2. Productivity Incentive Benefits 4.2.1.3. Training Subsistence Allowance 4.2.1.4. Specialist Pay 4.2.1.5. Mid-Year and Year-End Bonus

4.2.2. REFERENCES

4.2.2.1. NAPOLCOM Resolution 91 – 18 re Rationalizing the Structure of

Allowances and incentives pays over and above the basic pay and longevity pay of informed personnel of the PNP.

4.2.2.2. Quarterly Consultative Meeting at 14th FSO.

4.2.3. DEFINITION OF TERMS 4.2.4. REQUIREMENTS

4.2.1.4. Clothing Allowance for NUP 4.2.1.4.1. Unit Endorsement 4.2.1.4.2. Processed Payroll/Disbursement Voucher 4.2.1.4.3. Appointment Order and Oath of Office 4.2.1.4.4. Certificate of Duty Status 4.2.1.4.5. Others such as Change of Family Name Order 4.2.1.4.6. Productivity Incentive Benefits

4.2.1.5. Unit Endorsement 4.2.1.4.7. Processed Payroll/Disbursement Voucher 4.2.1.5.1 Order of Entitlement (Alphabetical Regardless of Rank) 4.2.1.5.2 Roster of Personnel 4.2.1.5.3 Certificate of Duty Status 4.2.1.5.4 PER if individual 4.2.1.5.5 Absorption/Appointment Order 4.2.1.5.6 Certificate of Duty Status

4.2.1.6. Training Subsistence Allowance 4.2.1.6.1 Unit Endorsement 4.2.1.6.2 Processed Payroll/Disbursement Voucher 4.2.1.6.3 DHRDD Endorsement 4.2.1.6.4 Order of Schooling/Training



4.2.1.6.5 Training Directives 4.2.1.6.6 Order of Granting TSA 4.2.1.6.7 Report of Utilization 4.2.1.6.8 Others 4.2.1.6.9 Specialist Pay

4.2.1.7. Unit Endorsement 4.2.1.7.1. Processed payroll/Disbursement Voucher 4.2.1.7.2. Order of Entitlement 4.2.1.7.3. Certificate of Duty Status 4.2.1.7.4. Roster of Personnel 4.2.1.7.5. Quota Allocation from BFO, DPRM 4.2.1.7.6. Others

4.2.1.8. Bonus Pay 4.2.1.8.1 Unit Endorsement 4.2.1.8.2 Processed payroll/Disbursement Voucher 4.2.1.8.3 Certificate of Duty Status 4.2.1.8.4 Roster of Personnel



4.2.5. FLOW CHART

The Client (Admin Office and TRD) will produce the

requirements from the Table of Contents

Entitled Personnel will put their signature in the

General Payroll Form

Finance PCO will verify the folder of the client.

The folder will be routed from Director’s Office to

Finance Office

Finance PNCO (Liaison) dispatch the folder to 14th

Finance

Finance PNCO will follow-up the whereabouts of

the folder daily

After the issuance of check, the Finance Office

will release it to the Client

Finance Clerk will route the Folder from Admin Office to the Director’s

Office

Finance Clerk will examine the folder and

determine who is/who is not entitled for the

claims

Finance Clerk will prepare the voucher,

computation (if any) and endorsement letter

START

END



4.2.6. NARRATIVE

4.2.4.5. The client will reproduce the Table of Contents of the required

claims to be provided by the Finance clerk. 4.2.4.6. The client will submit three (3) copies of the necessary documents –

one (1) original document and two (2) authenticated copies from the issuing authority, to this Office. Documents to be submitted must be properly tabbed following the Table of Contents of every claim.

4.2.4.7. After the submission of the documents, the Finance Clerk will examine the folder.

4.2.4.8. After verification of the documents, the Finance Clerk will prepare the voucher, computation (if any) and endorsement letter of subject claim. The Finance Clerk will put initial to the voucher to indicate who prepared the voucher.

4.2.4.9. Entitled personnel will put their signature to the General Payroll Form of the claim to be supervised by the Finance PNCO.

4.2.4.10. The Finance PCO will verify the documents, voucher and the computation (if any) and if no defect found put initial to the voucher.

4.2.4.11. The folder will now be routed from the Administrative Office to Office of the Director for signature.

4.2.4.12. After the signature, the Finance PNCO (Liaison) will dispatch the folder to 14th Finance for initial processing.

4.2.4.13. The Finance PNCO will follow-up the whereabouts of the folder daily for the fast release of the claims/checks (see flow chart of claims outside CS.

4.2.4.14. After the issuance of check, the Finance Office will release the check to the subject personnel.



4.2.7. SERVICE STANDARD

Transaction Type Turn Around Time Provide Table of Contents to the Client

15 minutes

Completion of Necessary Documents to be submitted to this Office

Depends on the Client

Receiving/Checking of Submitted Documents

30 minutes

General Payroll Form Signing 6 hours * Preparation of Disbursement Voucher (DV) and Unit Endorsement

2 hours

Computation of Claims (if any) 2 hours Checking the Information from the DV of the Client

30 minutes

Verification of the Folder 30 minutes Routing of the folder from the Admin Office to the D, CS and vice versa

2 hours


Dispatch the folder to 14th Finance 30 minutes

Processing Time Outside CS Processing of folder to different Offices

One to two months

Releasing of Checks 10 minutes Total Average Transaction Time 8 hours and

25 minutes Note:* (Assumed that the 345 personnel will sign for every minute) (The time depends on the availability of all entitled personnel



4.2.8. SAMPLE



5. POLICE COMMUNITY RELATIONS (PCR) OFFICE

5.1 Conduct of Inspection-in-Rank

TITLE Procedure No. No. of Pages Conduct of Inspection-in-Rank 5.1 3

Interfaces PNPCS Uniformed Office and PCR Office

5.1.1 OBJECTIVE

To properly account the total strength of the uniformed personnel in the office and to make sure that they adhere to the standards of GOA attire set by the Directorate for Research and Development under LOI Tamang Bihis. 5.1.2 REFERENCES

5.1.2.1 LOI Tamang Bihis - Inspection-in-Rank 5.1.2.2 PNP Doctrine of Personnel Accounting 5.1.2.3 Reference Office Level 5.1.2.4 SOP Level


5.1.3.1 GOA – General Office Attire 5.1.3.2 Inspection – an organised or formal check-up/evaluation exercise. It

involves the measurements, tests, and gauges applied to certain characteristics in regards to a person, object or activity.

5.1.3.3 Uniformed Personnel – Active Member of the Police Service both Police Commission Personnel and Police Non-commission Personnel

5.1.4 REQUIREMENTS

5.1.4.1 Memo from higher office 5.1.4.2 Memo from CDS.



5.1.5 FLOWCHART

Prepare memo re schedule

for signature of CDS

Supervise and conduct

Inspection-in-Rank

Prepare After-Activity Report to be submitted to

AD, CS cc DDA and CDS

Disseminate the signed memo to the different

divisions/offices

START

END



5.1.6 NARRATIVE

5.1.6.1 PCR Office will prepare a memo to be signed by CDS on the scheduled

conduct of the Inspection-in-Rank. 5.1.6.2 PCR Office will disseminate the memo to different divisions/offices. 5.1.6.3 An Officer assigned to conduct the Inspection-in-Rank will supervise

the checking of attendance and inspection of the uniform and other accoutrements.

5.1.6.4 PCR Office will prepare the after-activity report to be submitted to the office of the Director.


Transaction Type Turn Around Time Creation of Memo 15 mins Routing of Memo from Admin to AD,CS

2 hours

Approval of request 1 hour Dissemination to Different Divisions/Offices

30 mins

Conduct of Inspection-in-Rank 1 hour


Preparation of After Activity-Report

30 mins

Total Average Transaction Time 5 hours 15 mins



5.2 Conduct of Police Information and Continuing Education

TITLE Procedure No. No. of Pages Conduct of Police Information and

Continuing Eduction 5.2 3

Interfaces PNPCS Uniformed Office and PCR Office 5.2.1 OBJECTIVE

To provide information on different topics affecting the lives of PNPCS personnel and to serve as the venue for exchange of information with other units. 5.2.2 REFERENCES

5.2.2.1 Reference of PICE under DPCR 5.2.2.2 Reference Office Level 5.2.2.3 SOP Level


5.2.3.1 Police Information and Continuing Education (PICE) - is a regular conduct of seminar or training, discussion or class pertaining to police functions and organization and other useful information related to work in the police service.

5.2.4 REQUIREMENTS

5.2.4.1 Memo from PCR Office. 5.2.4.2 Memo from different proponents/organization. 5.2.4.3 Memo from CDS.



5.2.5 FLOWCHART

Coordinate on the topics To be presented in PICE

Preparation of Memo for Signature

The Command Group

Coordinate the availability of

TRD Classroom/COD Lobby for scheduling

Disseminate the signed memo to the different

divisions/sections

Supervise and conduct PICE

Prepare After-Activity Report to be submitted to AD, CS

cc DDA and CDS END

START



5.2.6 NARRATIVE

5.2.6.1 PCR Office will coordinate with PNPCS personnel or from other units/organizations who will served as the Resource Speaker on certain topics

5.2.6.2 PCR Office will prepare a memo to be signed by the AD, CS. 5.2.6.3 PCR Office will coordinate with Admin and COD on the availability of

the COD Lobby. 5.2.6.4 PCR Office will disseminate the memo to different divisions/offices. 5.2.6.5 PCR Office will check the attendance of the PNPCS personnel and help

supervise the conduct of the PICE and assists the resource speaker in the presentation.

5.2.6.6 PCR Office will prepare the after-activity report to be submitted to the office of the Director.


Transaction Type Turn Around Time Coordination with PNPCS personnel or other units/organizations

1 week

Preparation of Memo for signature of AD, CS

15 mins

Coordinate with Admin and COD on the availability of the COD Lobby

15 mins

Dissemination to Different Divisions/Offices

30 mins

Conduct of PICE 3 hours


Preparation of After Activity-Report 4 hrs Total Average Transaction Time 48 hours



5.3 Conduct of Seminars

TITLE Procedure No. No. of Pages Conduct of Seminars ( GAD, Moral Recovery and Values Formation,

Livelihood)

5.3 3


To equip the PNPCS personnel on certain issues pertaining to gender, moral and spiritual enrichment and entrepreneurial development. 5.3.2 REFERENCES

5.3.2.1 Reference of GAD, Moral and Livelihood Government Level 5.3.2.2 NHQ Level 5.3.2.3 Office Level


5.3.3.1 Gender Awareness and Development (GAD) - often means a focus on gender-equality, ensuring participation, but includes an understanding of the different roles and expectation of the genders within the community. As well as directly addressing inequality, attention to gender issues is regarded as important to the success of development programs, for all participants.

5.3.3.2 Police Community Relations (PCR) or Community Policing - philosophy of full-service, personalized and decentralized policing, where citizens feel empowered to work in proactive partnerships with the police at solving the problems of crime, fear of crime, disorder, decay, and quality of life.

5.3.4 REQUIREMENTS

5.3.4.1 Memo from PCR Office. 5.3.4.2 Memo from different proponents/organization. 5.3.4.3 Memo from CDS.

http://en.wikipedia.org/wiki/Participation_%28decision_making%29�



5.3.5 FLOW CHART

Disseminate the signed memo to different divisions/offices

Request divisions/offices to recommend participants

Prepare memo re issuance of order for signature of AdmO

Distribute Letter Order of the Participants

Facilitate the conduct of seminar

Prepare After-Activity Report Coordinate the availability of the TRD Classroom

Prepare memo for signature of the Command Group

Coordinate on the topics to be presented in the seminar

START

END



5.3.6 NARRATIVE

5.3.6.1 SAFDSA PCR Office will coordinate with PNPCS personnel or from other units/organizations who will served as the Resource Speaker on certain topics

5.3.6.2 PCR Office will prepare a memo to be signed by the AD, CS. 5.3.6.3 PCR will coordinate with TRD on the availability of the TRD room 5.3.6.4 PCR Office will disseminate the memo to different divisions/offices. 5.3.6.5 PCR Office will request divisions/offices recommendees/participants

for the seminar 5.3.6.6 A memo for Admin Office will be prepared for the issuance of letter

order to the participants. 5.3.6.7 Letter Order will be disseminated to the participants 5.3.6.8 PCR staff will facilitate the seminar. 5.3.6.9 PCR Office will prepare the after-activity report to be submitted to the

office of the Director. 5.3.7 SERVICE STANDARDS

Transaction Type Turn Around Time Coordination with PNPCS personnel or from other units/organizations

2 weeks

Preparation of memo to be signed by the AD, CS

15 mins

coordination with TRD on the availability of the TRD room

15 mins

Dissemination to Different Divisions/Offices

30 mins

Asking for recommendees/participants for the seminar from divisions/offices

1 hour

Preparation of letter for admin for the issuance of letter order to the participants.

15 mins

Dissemination of Letter Order to the participants

15 mins

Conduct of Seminar Proper 1 day


Preparation of the after-activity report to be submitted to the office of the Director.

2 hours




5.4 Publication of Newsletter

TITLE Procedure No. No. of Pages Publication of PNPCS Newsletter 5.4 3


To serve as a communication arm of this Service in disseminating information technology updates to other PNP units and offices. 5.4.2 REFERENCES

5.4.2.1 PNP PCR activities/programs 5.4.2.2 PNPCS PCR Standard Duties and Responsibilities


5.4.3.1 Newsletter - is a regularly distributed publication generally about one main topic that is of interest to its subscribers. Newspapers and leaflets are types of newsletters.

5.4.4 REQUIREMENTS

5.4.4.1 Memo from PCR office. 5.4.4.2 Newletter Contents from PNPCS divisions and offices 5.4.4.3 Memo from CDS.

http://en.wikipedia.org/wiki/Publication�

http://en.wikipedia.org/wiki/Interest�

http://en.wikipedia.org/wiki/Subscriber�

http://en.wikipedia.org/wiki/Newspaper�

http://en.wikipedia.org/wiki/Pamphlet�



5.4.5 FLOWCHART

Submit final draft of the proposed newsletter to the Command Group

and Editor-in-Chief for approval

Coordinate with printing press for

the printing of the newsletter

Consolidate all articles for editing

and lay-outing

Distribute the newsletter to CS

Personnel, NHQ, NSUs and Regional Offices

Prepare memo requesting other divisions/sections to submit articles for the newsletter to

PCR/ PIO Office

END

START



5.4.6 NARRATIVE

5.4.6.1 PCR Office will prepare a memo requesting other divisions to submit articles for the newsletter to PCR/PIO Office.

5.4.6.2 PCR Office will consolidate all articles for editing and lay outing of the proposed final draft of the newsletter.

5.4.6.3 PCR Office will submit the final draft of the proposed newsletter to the Command Group and Editor-in-Chief for approval.

5.4.6.4 PCR Office will coordinate with printing press for the printing of the newsletter.

5.4.6.5 PCR Office will distribute the copies of the printed newsletter to all CS Personnel, NHQ, NSUs and Regional Offices.


Transaction Type Turn Around Time Creation of Memo 15 mins Consolidation of articles for editing and layouting

2 hours

Submit final draft of the proposed newsletter to the Command Group and Editor-in-Chief for approval

1 hour

Coordinate with printing press for the printing of the newsletter

30 mins Average Transaction Time

Distribute the newsletter to CS Personnel, NHQ, NSUs and Regional Offices

1 hour




5.5 Submission of Accomplishment Report

TITLE Procedure No. No. of Pages Submission of Accomplishment Report 5.5 3

Interfaces PCR Office and Higher Offices 5.5.1 OBJECTIVE

To monitor the performance of this office and to properly account whether the plans, programs and activities conducted are in accordance to the submitted program of action. 5.5.2 REFERENCES

5.5.2.1 Reference Memo from DPCR re submission of monthly and quarterly Accomplishment Reports.

5.5.2.2 Reference Office Level 5.5.2.3 SOP Level


5.5.3.1 Accomplishment Report – A report on the accomplishment of the unit with regard to the effective and efficient disposition of its resources (logistics and personnel) in the performance of their activities/program/projects.

5.5.4 REQUIREMENTS

5.5.4.1 Memo from CDS.



5.5.5 FLOW CHART

Submit the accomplishment route to Admo and Command Group for signature of AD, CS

Dispatch the signed accomplishment report to the

TDPCR

Prepare memo and accomplishment

report for approval of C, PCR/PIO

Consolidate all reports, accomplishments and activities

for the month/quarter/year

END

START



5.5.6 NARRATIVE

5.5.6.1 Consolidate all reports, accomplishments and activities for the

month/quarter/year 5.5.6.2 Prepare memo and accomplishment report for approval of C, PCR/PIO. 5.5.6.3 Submit the approved memo and accomplishment report to AdmO for

signature of AD, CS 5.5.6.4 Dispatch the signed accomplishment report to the TDPCR.


Transaction Type Turn Around Time Consolidate all reports, accomplishments and activities for the month/quarter/year

4 hours

Prepare memo and accomplishment report for approval of C, PCR/PIO.

15 mins

Submit the approved memo and accomplishment report to AdmO for signature of AD, CS

1 hour Average Transaction Time

Dispatch the signed accomplishment report to the TDPCR.

30 mins




6. SECURITY OFFICE

6.1 Creation of Security Guidelines

Title Procedure No. No. of Pages

Creation of Security Guidelines 6.1 3

INTERFACES SO / ADMO / CDS / DDA / D, CS

6.1.1 OBJECTIVE

To create guidelines in securing the personnel, premises and equipment inside the PNP Computer Service.

6.1.2 REFERENCE


6.1.3.1 Security Guideline – Standard Operating Procedures to secure PNP CS personnel, premises and equipment.

6.1.4 REQUIREMENTS

6.1.4.1 Approval of Director, Computer Service



6.1.5 FLOW CHART

START

INFORMATION GATHERING (Security Personnel)

DRAFT SECURITY GUIDELINE (Security Officer)

ENDORSE GUIDELINE TO ADMO (Security Officer)

REVIEW PROPOSED GUIDELINE (Administrative Officer)

REVIEW PROPOSED GUIDELINE (Deputy Director for Administration)

REVIEW PROPOSED GUIDELINE (Chief of Directorial Staff)

APPROVAL / DISAPPROVAL (Director, Computer Service)

END



6.1.6 NARRATIVE

6.1.6.1. Security personnel gather / collate information on which areas, point of entries and equipment need to be secured.

6.1.6.2. Security Officer (SO) drafts a security guideline and seeks approval of the proposal by routing it to the PNP CS Command Group thru ADMO.

6.1.6.3. ADMO reviews the proposed security guideline; if there is any correction, sends it back to Security Officer, otherwise endorse it to CDS. If there is any correction, SO makes the necessary correction and routes it back thru the ADMO.

6.1.6.4. CDS reviews the proposed security guideline; if there is any correction, sends it back to Security Officer, otherwise endorse it to DDA. If there is any correction, SO makes the necessary correction and routes it back thru the ADMO.

6.1.6.5. DDA reviews the proposed security guideline; if there is any correction, sends it back to Security Officer, otherwise endorse it to D, CS. If there is any correction, SO makes the necessary correction and routes it back thru the ADMO.

6.1.6.6. D, CS approves/disapproves the proposed security guideline or makes corrections. If the proposed security guideline is approved, it is returned to SO which then assigns an SOP number for it.

6.1.6.7. If there are corrections in the security guideline, the Security Officer makes the necessary revision and route it thru the Command Group for final approval. If there are no corrections, it is implemented.


Transaction Turnaround Time Information Gathering 1 day Draft Security Guideline 1-2 days

Route Proposed Security Guideline to Command Group 1 day (depends if there are corrections)

Approval of Proposed Security Guideline 1 day Total Time 5 days



6.2 Implementation of Security Guidelines


Implementation of Security Guidelines 6.2 2

INTERFACES SO / Chiefs of Divisions & Offices /ADMO

6.2.1 OBJECTIVE

To implement guidelines in securing the personnel, premises and equipment inside the PNP Computer Service and evaluate the results from implementing the Security Guideline.

6.2.2 REFERENCE



6.2.4 REQUIREMENTS

6.2.4.1 Approved Security Guideline 6.2.4.2 Feedback and results from the implementation of a Security Guideline



6.2.5 FLOW CHART

6.2.6 NARRATIVE

6.2.6.1 Security Officer disseminates information about an approved Security Guideline to Chiefs of Divisions and Offices and/or other concerned Offices before implementation.

6.2.6.2 Security Officer implements Security Guideline. 6.2.6.3 Security personnel collates feedback and results from the

implementation of the approved security guideline. 6.2.6.4 After Security Officer evaluates the results, he should render a report

and recommendation to D, CS through the PNPCS Command Group.


Transaction Time Implementation of Security Guideline 30 days Collate Feedback and Results 1 day Evaluate Results and Submit Report / Recommendations 1 day

Total Time 32 days

START

IMPLEMENT SECURITY GUIDELINE (Security Personnel)

EVALUATE RESULTS (Security Office)

SUBMIT REPORT TO D,CS Routed through the Admin Office and

Command Group (Security Office)

END

COLLATE FEEDBACK AND RESULTS (Security Personnel)



6.3 Revision of Security Guidelines


Revision of Security Guidelines 6.3 2

INTERFACES SO / ADMO / CDS / DDA / D, CS

6.3.1 OBJECTIVE

To revise existing Security Guidelines of the PNP Computer Service to enhance its effectiveness.

6.3.2 REFERENCE



6.3.4 REQUIREMENTS

6.3.4.1 Existing Security Guideline 6.3.4.2 Review from concerned offices (Interfaces) 6.3.4.3 Feedback and results from the implementation of a Security Guideline



6.3.5 FLOW CHART

6.3.6 NARRATIVE

6.3.6.1 Revision is Security Guidelines is scheduled. Security Committee shall be created for this purpose while the Security Office functions as secretariat. The committee then reviews the existing Security Guideline.

6.3.6.2 Security Office revises existing Security Guideline based on the Security Committee feedbacks/inputs.

6.3.6.3 Security Officer endorese the Security Guidelines to D,CS for approval of the revision through the Security Committee as routed through the Command Group.

6.3.6.4 D, CS then approves the revised Security Guidelines.


Transaction Turnaround Time Review Existing Security Guideline 5 day Revise Security Guideline 3 days Endorse Revision to D, CS 1 day D, CS approves the new Security Guidelines 1 day

Total Time 10 days

START

REVIEW EXISTING SECURITY GUIDELINES SECURITY COMMITTEE

(Security Office - Secretariat)

END

REVISE EXISTING SECURITY GUIDELINES - Based on the results of the review

(Security Office)

REVIEW REVISION - Security Committee

APPROVAL OF D, CS ON THE REVISED SECURITY GUIDELINES

D, CS

ENDORSE REVISION TO D,CS - Through the Committee and Routed to

Command Group – (Security Officer)



6.4 Submission of Daily Journal


Submission of Daily Journal 6.4 3

INTERFACES Duty Personnel / SO / ADMO

6.4.1 OBJECTIVE

To submit the Daily Journal for review of the Command Group and safekeeping of these documents for future use.

6.4.2 REFERENCE

6.4.2.1 PNP Organization SOP on Daily Journal


6.4.3.1 Incoming Communications – communications going to PNPCS 6.4.3.2 Outgoing Communications – communications sent by PNPCS 6.4.3.3 Daily Journal – an official record of daily proceedings which contains

activities for the day, Incoming Communications going to and Outgoing Communications coming from PNP CS.

6.4.4 REQUIREMENTS

6.4.4.1 Activities for the Day 6.4.4.2 Incoming Communications 6.4.4.3 Outgoing Communications



6.4.5 FLOW CHART

6.4.6 NARRATIVE

6.4.6.1 Incoming Duty PCO and Duty PNCO assume responsibilities from outgoing duty personnel. Duty PCO and PNCO take note of all activities for the day.

6.4.6.2 Duties PNCO takes note of all incoming and outgoing communications and encode them in the Daily Journal. The cutoff of the journal is from 1600H of the previous day to 1600H of the current day.

6.4.6.3 Duty PCO reviews the Journal for corrections, if there are no more corrections; Duty PNCO prints the journal to be signed by the Duty PCO and PNCO. Duty PNCO photocopies the Daily Journal.

6.4.6.4 Duty PCO submits the Journal with the photocopy to Security Officer after tour of duty.

6.4.6.5 Security Officer routes Journal to ADMO while the photocopy of the journal is filed for safekeeping and future reference.

6.4.6.6 ADMO reviews the Journal, then routes it to PNPCS Command Group.


Transaction Time Duty PCO and PNCO assume their responsibilities 5 mins Duty PNCO prepare journal 30 mins Submit Daily Journal 5 mins (after tour of duty) Route Daily Journal 60 mins

Total Time 1 hour and 40 mins

START

PREPARE JOURNAL (Duty PNCO)

REVIEW JOURNAL (Duty PCO)

SUBMIT JOURNAL TO SO (Duty PCO)

REVIEW JOURNAL (Administrative Officer)

ROUTE DAILY JOURNAL TO ADMO (Security Officer)

END

DUTY ASSUME RESPONSIBILITIES (Duty PCO and Duty PNCO)



6.4.8 SAMPLES

6.4.8.1 Daily Journal



6.5 Compliance to Paperless Journal


Compliance to Paperless Journal 6.5 5

INTERFACES Duty Personnel / SO

6.5.1 OBJECTIVE

To comply with the requirement of the PNP Directorate for Operations’ Paperless Journal.

6.5.2 REFERENCE

Approved Memo by C, PNP dated February 22, 2006 re Paperless Journal.


6.5.3.1 Paperless Journal – the Daily Journal of each PNP Directorate and National Support Units will be sent thru the PNP CampNet or thru a Virtual Private Network (VPN)

6.5.3.2 PNP CampNet – the interconnection of the local area networks of the different Offices within the PNP National Headquarters

6.5.3.3 Virtual Private Network – a secure network connection using a public communication infrastructure

6.5.3.4 Upload – transfer a file or program to a central computer from a smaller computer

6.5.3.5 Shared Folder – It is a directory on a computer that is available to other computers on the same network

6.5.3.6 Mapped Network Drive – a folder on another computer which can be used as a local folder wherein files can be moved freely

6.5.3.7 PDF – Portable Document Format, a Data Format for representing documents in a manner that is independent of the original application software, hardware, and operating system

6.5.3.8 Web Browser - an application program that provides a way to look at and interact with all the information on the World Wide Web

6.5.4 REQUIREMENTS

6.5.4.1 Daily Journal 6.5.4.2 Acrobat Distiller 6.5.4.3 PNP CampNet or Internet Connection



6.5.5 FLOWCHART

START

PREPARE JOURNAL (Duty PNCO)

REVIEW JOURNAL (Duty PCO)

JOURNAL CONVERTED AS PDF FILE (Duty PNCO)

VERIFY JOURNAL AT PNP COMMAND JOURNAL SITE (Duty PCO)

UPLOAD JOURNAL TO PNPDO SHARED FOLDER (Duty PNCO)

END

DUTY ASSUME RESPONSIBILITIES (Duty PCO and Duty PNCO)

MONITOR JOURNAL UPLOADED IN THE PNP COMMAND JOURNAL SITE

(Security Officer)



6.5.6 NARRATIVE

6.5.6.1 Incoming Duty PCO and Duty PNCO assume responsibilities from outgoing duty personnel.

6.5.6.2 Duty PCO and PNCO take note of all activities for the day. 6.5.6.3 Duties PNCO takes note of all incoming and outgoing communications

and encode them in the Daily Journal. The cutoff of the journal is from 1600H of the previous day to 1600H of the current day.

6.5.6.4 Duty PCO checks the Daily Journal for corrections, if there are no more corrections; Duty PNCO saves the journal as a PDF file with filename CS_Journal.

6.5.6.5 Duty PNCO accesses the PNPDO Shared Folder \\172.16.3.1\CS thru the mapped network drive. The Duty PNCO will be prompted to enter a Username and Password upon logon. The Duty PNCO then uploads the Daily Journal (in PDF File). The Daily Journal must be uploaded by 1700H of the current day.

6.5.6.6 Duty PCO checks the uploaded Daily Journal using a web browser. Type 172.16.3.1 at the address bar to view the PNP Command

Journal Main Page. Click NSUs. Click CS. Verify if Daily Journal was updated.

6.5.6.7 Security Officer monitors the following day if the Daily Journal was updated. If the journal was not updated, a report will be rendered to ADMO.


Transaction Time Duty PCO and PNCO assume their responsibilities 5 mins Duty PNCO prepare journal 1 hour Duty PCO checks journal 10 mins Duty PNCO uploads journal at the PNPDO shared folder 5 mins Duty PCO verifies if the journal was uploaded 5 mins Security Officer monitors if the journal was uploaded 5 mins Security Officer submits report to ADMO 10 mins

Total Time 1 hour and 40 mins



6.5.8 SAMPLES

6.5.8.1 Daily Journal



6.5.8.2 PNP Command Journal Main Page

6.5.8.3 PNP Command Journal NSUs Page



6.6 Submission of OD Checklist


Submission of OD Checklist 6.6 4

INTERFACES Duty Personnel / SO / ADMO

6.6.1 OBJECTIVE

To submit the Daily Journal and Officer of the Day (OD) checklist for review of the Command Group and safekeeping of these documents for future use.

6.6.2 REFERENCE


6.6.3.1 Incoming Communications – communications going to PNPCS 6.6.3.2 Outgoing Communications – communications sent by PNPCS 6.6.3.3 OD Checklist – contains areas, point of entries and equipment needed to

be inspected by the duty personnel

6.6.4 REQUIREMENTS

6.6.4.1 Activities for the Day 6.6.4.2 Incoming Communications 6.6.4.3 Outgoing Communications



6.6.5 FLOW CHART

6.6.6 NARRATIVE

6.6.6.1 Incoming Duty PCO and Duty PNCO assume responsibilities from outgoing duty personnel.

6.6.6.2 Duty PCO and PNCO take note of all activities for the day. 6.6.6.3 Duty PCO fills up Officer of the Day (OD) Checklist while performing

duties and inspection during tour of duty. 6.6.6.4 Duty PCO submits OD Checklist to Security Officer after tour of duty. 6.6.6.5 Security Officer reviews the OD Checklist then endorses it to ADMO. 6.6.6.6 ADMO reviews the OD Checklist then routes it to the PNPCS Command

Group.


Transaction Time Duty PCO and PNCO assume their responsibilities 5 mins Duty PCO fills up OD Checklist 1 day (during tour of duty) Submit OD Checklist 10 mins (after tour of duty) Route OD Checklist 60 mins

Total Time Tour of Duty + 75 mins

START

DUTY NOTES ACTIVITIES (Duty PNCO)

FILL UP CHECKLIST (Duty PCO)

SUBMIT CHECKLIST TO SO (Duty PCO)

ENDORSE CHECKLIST TO ADMO (Security Officer)

END

REVIEW OD CHECKLIST (Administrative Officer)

DUTY ASSUME RESPONSIBLITIES (Duty PCO and Duty PNCO)



6.6.8 SAMPLES

6.6.8.1 OD Checklist



6.7 Incident Report / Security Breach


Incident Report / Security Breach 6.7 2

INTERFACES Duty or CS Personnel / SO / ADMO / IO

6.7.1 OBJECTIVE

To submit a report after a security incident or breach happens.

6.7.2 REFERENCE


6.7.3.1 Incident Report – documentation for any unusual problem, incident, or other situation that is likely to lead to undesirable effects or that varies from established policies and procedures or practices

6.7.3.2 Security Breach –defined as an unauthorized acquisition of equipment or information which compromises the security, confidentiality or integrity of private information.

6.7.3.3 Evidence - things or facts helpful in forming a conclusion or judgment

6.7.4 REQUIREMENTS

6.7.4.1 Security Incident 6.7.4.2 Security Breach 6.7.4.3 Incident Report 6.7.4.4 Evidence



6.7.5 FLOWCHART

6.7.6 NARRATIVE

6.7.6.1 A security incident or breach happens. 6.7.6.2 Duty personnel or the CS personnel who notices the incident submits a

report to the Security Officer. 6.7.6.3 Security Office personnel gathers evidences.

The place of occurrence is inspected or visited for evidences. The person who submitted the report is interviewed for information

regarding the incident. 6.7.6.4 All evidences and findings gathered are evaluated by Security personnel. 6.7.6.5 Security Officer prepares an incident report based on the evidences and

findings gathered which also includes a recommendation to ADMO. 6.7.6.6 ADMO endorses incident report to IO for a more thorough investigation.


Transaction Time Duty Personnel / CS Personnel submits reports 10 mins Security Personnel Collect Evidences 60 mins Evaluation of Evidences 60 mins Render Incident Report 10 mins ADMO Endorses Incident Report to IO 10 mins

Total Time 2 hours and 30 mins

START

SUBMIT INCIDENT REPORT (Duty/CS Personnel)

COLLECT EVIDENCE (Security Personnel)

SUBMIT FINDING TO ADMO (Security Officer)

END

ENDORSE TO IO (ADMO)



7. INSPECTORATE OFFICE

7.1 Conduct Pre-charge Investigation (PCI)

TITLE Procedure No. No. of Pages Conduct of Pre-charge Investigation

against erring PNPCS Personnel 7.1 3

INTERFACES Various PNP Units, PNPCS Personnel and Inspectorate Office

7.1.1 OBJECTIVE

To conduct Pre-charge Investigation against PNPCS Erring Personnel according to the disciplinary mechanism set forth by the PNP.

7.1.2 REFERENCES



7.1.3.1. Pre-charge Investigation – an inquiry to determine whether there is sufficient ground to engender a well-founded belief that an administrative/criminal offense has been committed and that respondent is probably liable thereof and should be held for a formal investigation.

7.1.4 REQUIREMENTS

7.4.1.1. Submitted record that an administrative/criminal offense has been committed

7.4.1.2. Submitted evidence of an offense 7.4.1.3. Complaint from concerned party/person



7.1.5 FLOW CHART

START

Various PNP Units aggrieved

Party/Complainant

ADMIN

IO

CDS

DDA

ADMO

D, CS

END



7.1.6 NARRATIVE

7.1.6.1 Various PNP units/aggrieved party/complainant will make appropriate report in writing citing the violation or infraction committed by CS personnel;

7.1.6.2 ADMO will attach a routing slip passing thru channel (CDS, DDA & D, CS). With DCS written construction to IO for conduct of Pre-charge Investigation (PCI) or whatever appropriate action;

7.1.6.3 Inspectorate Officer will designate the pre-charge investigation to determine if there is a probable cause that warrants filing of Administrative case. Appropriate recommendation will be rendered by IO; If there’s a probable cause, DCS will designate a Summary Hearing Officer to conduct Summary Hearing Proceedings. Corresponding decision with sanction will be drafted and prepared by IO/SHO for D, CS approval;

7.1.6.4 The case folder with recommended decision and sanction will be formally channeled to CDS for minor correction (clerical & format) or concurrence;

7.1.6.5 Like the usual communication it will pass through DDA, as he affixed his signature on the routing slip;

7.1.6.6 Finally, D, CS signed and approved appropriate recommended decision and sanction of IO/SHO, ready for implementation;

7.1.6.7 ADMO to implement the approved recommendation and sanction imposed furnishing a copy to the concerned individual to record section and the whole case folder will be filed by the Office/Unit Inspectorate.


Transaction Type Turn Around Time Receipt of complaint 1 day Gathering of evidence 5 days Preparation for PCI 3 days


Conduct of PCI 1 day Total Average Transaction Time 10 days



7.2 Conduct of Summary Hearing Proceedings (SHP)

TITLE Procedure No. No. of Pages Conduct of Summary Hearing Proceedings (SHP) against Erring (Inorganic) Personnel.

7.2 3

INTERFACES Various PNP Units, PNPCS Personnel and Inspectorate Office

7.2.1 OBJECTIVE

To conduct Summary Hearing Proceedings (SHP) against PNPCS Erring Personnel according to the disciplinary mechanism set forth by the PNP.

7.2.2 REFERENCES



7.1.3.2. Summary Hearing Proceedings – the expeditious administrative proceedings conducted consistent with due process to determine the culpability or innocence of the respondent.

7.2.4 REQUIREMENTS

7.4.1.4. Submitted record that an administrative/criminal offense has been committed

7.4.1.5. Submitted evidence of an offense 7.4.1.6. Complaint from concerned party/person 7.4.1.7. Finding/result of the Pre-charge Investigation (PCI)



7.2.5 FLOW CHART

START

END

DIDM

Message Center (CS)

Designated Summary

Hearing Officer

DIDM



7.2.6 NARRATIVE

7.2.6.1 A memo with the case folder is forwarded from DIDM to this Office for the conduct of Summary Hearing Proceedings.

7.2.6.2 It will be logged-in at the Message Center stamped with “RECEIVED” by the message clerk.

7.2.6.3 The Message Clerk will forward the case folder to the designated Summary Hearing Officer (SHO).

7.2.6.4 Summary Hearing Officer conduct Summary Hearing Proceedings and render the Decision. The case folder with the decision and the diskette will be returned back to DIDM.


Transaction Type Turn Around Time Receipt of Memo from DIDM 1 day Designation of SHP Officer 1 days Preparation for the SHP 2 days


Conduct of SHP 1 day Total Average Transaction Time 5 days



III. LINE DIVISIONS

1. COMPUTER OPERATIONS DIVISION

1.1. Printing of PNP CFCs

TITLE Procedure No. No. of Pages Generate/Print Continuous Form Checks (CFCs) of all PNP Personnel every pay period (bi-monthly) 1.1

3

INTERFACES Procedures 1.4/1.5

1.1.1 OBJECTIVE To generate/print Continuous Form Checks (CFCs) of all PNP Personnel every pay period 1.1.2 REFERENCES

1.1.1.1 PNP SOP No. 21 dated May 1998 1.1.3 DEFINITION OF TERMS

1.1.1.2 CFCs - Continuous Form Checks are checks issued by the servicing bank which the PNP Computer Service shall use in printing the names and net pay of PNP Personnel for a particular period.

1.1.1.3 JRF

1.1.1.4 Workstation

1.1.1.5 PNP CFCs Cancellation Team

1.1.1.6 Damaged CFCs

- - - -

Job Request Form to be filled-up by client/office requesting for printing of their jobs. A Personal Computer connected to the Local Area Network which shares resources such as printing requirement A group composed of members from DPRM, FS and DC organized to cancel CFCs pursuant to SOP#21. Are checks assigned for a particular payment but not issued due to damage in the process of printing, signing and bursting.

1.1.4 REQUIREMENTS 1.1.5 FLOWCHART

1.1.1.7 JRF

1.1.1.8 Blank CFCs

1.1.1.9 RIS

- - -

Job Request Form duly accomplished by the requesting unit/office CFCs delivered by Finance Service to Computer Service to be used for printing the names and net pay of PNP personnel for a particular pay period. Requisition and Issue Slip issued by Finance Service thru SAO, CS indicating the number of



CFCs received every pay period.



SIGNS JRF

(Chief, COD)

PRINTS CFCs ON QUEUE AT PRINT SERVER. FORWARDS TO PCS ANY DAMAGED CFCs S FOR

DISPOSITION.

(COMPUTER OPERATOR)

VERIFIES CFCs FOR QUALITY OF PRINTOUT AND COMPLETENESS

(PRODUCTION CONTROLLER)

SIGNS CFCs REMOVES PERFORATION BURST CFCS SORT CFCS BY REGION

(AUXILIARY MACHINE OPERATOR)

RECEIVES & LOGS JRF


PULLS OUT CFCs FOR CANCELLATION PUR TO SOP#21


LOGS ALL PRINTED CFCs BY SERIES NR/REGION AND RELEASE TO FS AUTHORIZED

REPRESENTATIVE UPON SIGNING IN THE LOGBOOK

( PRODUCTION CONTROLLER)

START

INFORMS PNP CANCELLATION TEAM RE CFCs FOR CANCELLATION


END

1.1.5 FLOWCHART



1.1.6 NARRATIVE

1.1.6.1 The Production Controller shall receive all JRF from requesting unit/office for printing the CFCs every pay period. Logs them in the Incoming Logbook and forward to C, COD for notation.

1.1.6.2 The C, COD signs the JRF and forward to Computer Section. 1.1.6.3 The Chief, Computer Section receives and files JRF and distributes

jobs to Computer Operator. Computer Operator prints job on queue on their workstation. In the conduct of printing, there are damages that may incur and these are separated and logged. All the rest of CFCs (in boxes) are forwarded to Production Control Section for verification. Likewise all damaged CFCs are also forwarded for disposition.

1.1.6.4 The Production Controller receives printed CFCs in boxes by signing in the logbook. Conduct verification for quality check and completeness of data printed on each check. Forward all verified CFCs to Auxiliary Machine Section.

1.1.6.5 The Chief, Auxiliary Machine Section receives CFCs in boxes and assigns operators for check signing, removing perforation after which bursting and sorting of CFCs in boxes.

1.1.6.6 The Production Controller after being informed by C, Auxiliary Machine Section, pulls out CFCs for cancellation against orders issued by DPRM.

1.1.6.7 The Production Controller receives CFCs from Auxiliary Section by signing in their logbook.

1.1.6.8 The Production Controller logs all printed CFCs by Region and release same to FS through authorized representative upon signing in the logbook.

Note: Before printing the salary in CFCs of PNP personnel, the Computer Service receives all blank CFCs from FS through RIS forwarded to SAO, CS for accounting purposes.


Transaction Type Turn Around Time Receiving of JRF 01 min Printing of CFCs 2 to 3 days Verification of CFCs 2 to 3 days Check Signing, bursting and sorting 3 days Pull-out CFCs for cancellation 4 hrs Release of CFCs 30 mins




1.2. Printing of PNP Payslips

TITLE Procedure No. No. of Pages Generate/Print PNP Payslips

1.2 3

INTERFACES Procedure 1.6

1.2.1 OBJECTIVE

To generate/print Payslips of all PNP personnel every end of the month. 1.2.2 REFERENCES

SOP No. 21 dated May 1998 1.2.3 DEFINITION OF TERMS

1.2.3.1 Payslip - Legal document containing the gross earnings, deductions, and net pay of individual PNP personnel.

1.2.3.2 JRF

1.2.3.4 Damaged Payslip

- -

Job Request Form to be filled-up by client/office requesting for printing of their jobs. A Personal Computer (PC) connected to the Local Payslip which were damaged during the process of printing

1.2.4 REQUIREMENTS 1.2.5 FLOWCHART

1.2.4.1 Job Request Form duly accomplished by the requesting unit/office 1.2.4.2 1.2.4.3 1.2.4.4

Logbook (incoming/Outgoing) Blank Payslips (at least 80 boxes) Printer Ribbons



SIGNS JRF

C, COD

PRINTS JOB ON QUEUE AT PRINT SERVER. FORWARDS ANY DAMAGED PAYSLIPS TO PRODUCTION CONTROL

SECTION FOR DISPOSITION.

(COMPUTER OPERATOR)

VERIFIES PAYSLIPS FOR QUALITY OF PRINTOUT AND COMPLETENESS


DECOLLATES PAYSLIPS BY REGION


LOGS ALL PAYSLIPS BY REGION AND RELEASE TO AUTH REPRESENTATIVE

FROM FS UPON SIGNING IN THE LOGBOOK


END

START

(PRODUCTION CONTROLLER

RECEIVES AND LOGS JRF)

1.2.6 FLOWCHART



1.2.6 NARRATIVE


1.2.6.2 The C, COD signs the JRF and forward to Computer Section. 1.2.6.3 The Chief, Computer Section receives and files JRF and distributes jobs

to Computer Operator. Computer Operator prints payslip/job on queue on their workstation. In the conduct of printing, there are damages that may incur and these are separated and logged. All the rest of payslips (in boxes) are forwarded to Production Control Section for verification. Likewise all damaged payslips are also forwarded for disposition.

1.2.6.4 The Production Controller receives printed payslips in boxes by signing in the logbook. Conduct verification for quality check and completeness of data printed on each check. Forward all verified payslips to Auxiliary Machine Section.

1.2.6.5 The Chief, Auxiliary Machine Section receives payslips in boxes and assigns operator for decollation. Payslips are in three copies.

1.2.6.6 The Production Controller receives Payslips from Auxiliary Section by signing in their logbook.

1.2.6.7 The Production Controller logs all printed payslips by Region and release same to FS through authorized representative upon signing in the logbook.


Transaction Type Turn Around Time Receiving of JRF 01 min to 02 mins Printing of Payslips 4 to 5 days Verification of Payslips 4 to 5 days Payslips Decollation 2 days Release of Payslips 30 mins




1.3. Printing of CFCs for Allotee and Pensioner

TITLE Procedure No. No. of Pages Generate/Print Continuous Form Checks (CFCs) of

all PNP Allottee and Pension Monthly 1.3 3

INTERFACES Procedure 1.4

1.3.1 OBJECTIVE To generate/print Continuous Form Checks (CFCs) of all PNP Allottees and Pension Monthly 1.3.2 REFERENCES PNP SOP No. 21 dated May 1998 1.3.3 DEFINITION OF TERMS

See definitions in detail 2.C.1.1 1.3.4 REQUIREMENTS 1.3.5 FLOWCHART

1.3.4.1 Job Request Form duly accomplished by the requesting unit/office 1.3.4.2 1.3.4.3 1.3.4.4

1.3.4.5

Logbook (incoming/Outgoing) Blank CFCs delivered by servicing bank through FS to CS RIS (Requisition and Issue Slip) issued by FS thru SAO, CS indicating the number of CFCs received every pay period. Printer Ribbons/Roller Ink



SIGNS JRF

(C, COD) PRINTS CFCs ON QUEUE AT PRINT

SERVER. FORWARDS TO PCS ANY DAMAGED CFCs S FOR DISPOSITION.

(COMPUTER OPERATOR)

VERIFIES CFCs FOR QUALITY OF PRINTOUT AND COMPLETENESS


- SIGNS CFCs - REMOVES PERFORATION - BURST CFCS - SORT CFCS BY REGION


RECEIVES & LOGS JRF


LOGS ALL PRINTED CFCs BY SERIES NR AND RELEASE TO FS AUTHORIZED

REPRESENTATIVE UPON SIGNING IN THE LOGBOOK

( PRODUCTION CONTROLLER)

START

END

1.3.5 FLOWCHART



1.3.6 NARRATIVE



jobs to Computer Operator. Computer Operator prints job on queue on their workstation. In the conduct of printing, there are damages that may incur and these are separated and logged. All the rest of CFCs (in boxes) are forwarded to Production Control Section for verification. Likewise all damaged CFCs are also forwarded for disposition.

1.3.6.4 The Production Controller receives printed CFCs in boxes by signing in the logbook. Conduct verification for quality check and completeness of data printed on each check. Forward all verified CFCs to Auxiliary Machine Section.

1.3.6.5 The Chief, Auxiliary Machine Section receives CFCs in boxes and assigns operators for check signing, removing perforation after which bursting and sorting of CFCs in boxes. Any damages incurred are forwarded to PCS for disposition.

1.3.6.6 The Production Controller receives CFCs from Auxiliary Section by signing in their logbook.

1.3.6.7 The Production Controller logs all printed CFCs and release same to FS through authorized representative upon signing in the logbook. Note: Before printing the salary in CFCS of Allottees and Pension, the Computer Service receives all blank CFCs from FS through RIS forwarded to SAO,CS for accounting.


Transaction Type Turn Around Time Receiving of JRF 01 min Printing of CFCs 1 to 2 days Verification of CFCs 1 to 2 days Check Signing, bursting and sorting 1 day Release of CFCs 30 mins




1.4. Cancellation of CFCs

TITLE Procedure No. No. of Pages Cancellation of CFCs

1.4 3

INTERFACES Procedure

1.4.1 OBJECTIVE To implement the proper cancellation of CFCs pursuant to SOP Nr. 21 1.4.2 REFERENCES PNP SOP Nr. 21dated May 1998 1.4.3 DEFINITION OF TERMS

1.4.3.1 “CANCELLED” CFCs

-

Are checks which were cancelled pursuant to SOP#21. These checks are subject for deletion for the period but whose directives to the effect were received only after the checks have already been printed.

1.4.4 REQUIREMENTS

1.4.4.1 1.4.4.2 1.4.4.3

Logbook (incoming/Outgoing) CFCs pulled out for cancellation based on orders issued by DPRM. COD Form#3 DPRM Issued Orders/Directives for the period



PULLS OUT CHECKS FOR CANCELLATION

EVERY PAY PERIOD

END

START

INFORM CANCELLATION TEAM RE CANCELLED

CFCs (PRODUCTION CONTROLLER)

VERIFIES PULL OUT CHECKS FOR CANCELLATION VS DPRM ISSUED ORDERS

(PNP CANCELLATION TEAM

STAMPED “CANCELLED” ON FACE OF EACH CHECKS.

PNP CANCELLATION TEAM

ENCODES CANCELLED CHECKS AND GENERATE LIST OF CANCELLED CFCs.


AFFIXED THEIR SIGNATURES ON THE LIST OF CANCELLED CFCs.

PNP CANCELLATION TEAM MEMBERS

PHOTO COPY DPRM ORDERS AND CANCELLED

CFCs

(PRODUCTION CONTROLLER

TRANSMIT LIST OFCANCELLED CFCs WITH PHOTO COPY OF DPRM ORDERS AND

CANCELLED CFCs AND TRANSMITTAL MEMO TO TDC APPROVED BY D,CS


RELEASE CANCELLED CFCs W/ STAMPED “CANCELLED” TO FS REPRESENTATIVE UPON

SIGNING IN THE LOGBOOK. (PRODUCTION CONTROLLER)

1.4.5 FLOWCHART (PRODUCTION CONTROLLER)



1.4.6 NARRATIVE

1.4.6.1 The Production Controller pulls out CFCs for cancellation pursuant to SOP#21 every pay period.

1.4.6.2 Inform PNP Cancellation Team re cancelled CFCs. 1.4.6.3 The PNP Cancellation Team verifies pulled-out CFCs for Cancellation

against DPRM issued orders. 1.4.6.4 The Team shall stamped “CANCELLED” on face of each CFCs. 1.4.6.5 1.4.6.6 1.4.6.7 1.4.6.8 1.4.6.9

The Production Controller encodes cancelled CFCs and generate List of Cancelled CFCs. The PNP Cancellation Team members affixed their signatures on the List of Cancelled CFCs. The Production Controller photo copy DPRM orders and Cancelled CFCs. The Production Controller transmits List of Cancelled CFCs with photo copied orders from DPRM, Cancelled CFCs, and transmittal memo to TDC approved by D, CS. The Production Controller releases cancelled CFCs with stamped “CANCELLED” to FS authorized representative upon signing in the logbook.


Transaction Type Turn Around Time Pull-out of CFCs 4 hours Verification and Stamping of CANCELLED on face of CFCs

3 hrs Encoding of Cancelled CFCs and Generate List Of Cancelled CFCs

4 hrs

Photocopy of DPRM orders and CFCs 1 day Signing of List of Cancelled CFCs by Cancellation Team

2 days

Preparation of Transmittal memo to FS 30 mins Approval of Memo (thru channel) 1 day Transmittal of Memo to FS 30 mins




1.5. Disposition of Damaged CFCs

TITLE Procedure No. No. of Pages Disposition of Damaged CFCs

1.5 3


1.5.1 OBJECTIVE To implement the proper disposition of damaged CFCs pursuant to CS-SOP2004-01. 1.5.2 REFERENCES 1.5.2.1 SOP#21 dated May 1998. 1.5.2.2 CS-SOP No. 2004-01 dated August 10, 2004 1.5.3 DEFINITION OF TERMS

1.5.3.1 Damaged CFC - A check which were not issued due to damage in the process of printing, signing and bursting.

1.5.3.2 PNPCS Committee on Disposition of Damaged CFCs and Payslips 1.5.3.3 “Non-Negotiable” CFC

- -

A committee organized to dispose properly the damaged CFCs. A mark in ink stamped enface of damaged CFCs for security reasons.

1.5.4 REQUIREMENTS

1.5.4.1 1.5.4.2 1.5.4.3

Logbook (incoming/Outgoing) Damaged CFCs COD Form#3



1.5.5 FLOWCHART

START

FILLS-UP COD FORM#3 (3 cps) INDICATING THE FF: - SERIES NR - UNIT CODE - NR OF DAMAGE


END

RECEIVES ALL DAMAGED CFCs FROM COMPUTER SECTION AND AUXILIARY SECTION BY SIGNING IN THEIR RESPECTIVE LOGBOOK


VERIFY AND STAMP WITH “NON-NEGOTIABLE” MARK ON EVERY FACE OF THE CHECK PRIOR TO

REPLACEMENT (CS COMMITTEE ON DISPOSITION OF DAMAGED

CFCS AND PAYSLIPS)

PREPARE LIST OF DAMAGED CFCs AND TRANSMITTAL MEMO FOR APPROVAL OF D, CS – ROUTED THRU THE COMMAND GROUP (PRODUCTION CONTROLLER)

TRANSMIT TO FS LIST OF DAMAGED CFCs TOGETHER WITH THE DAMAGED ONES AND APPROVED MEMO (PRODUCTION CONTROLLER)

FORWARD 1 COPY TO SMD FOR RECOVERY/REPLACEMENT 1 – COPY TO FS 1 – COD FILE SIGNED BY C, COD (PRODUCTION CONTROLLER)



1.5.6 NARRATIVE

1.5.6.1 The Production Controller shall receive all damaged CFCs from Computer Section and Auxiliary Machine Section by signing in their respective logbooks. Informs members of the Committee on Disposition of Damaged CFCs and Payslips regarding damaged CFCs.

1.5.6.2 The Members of the Committee on Damaged CFCs and Payslips, verifies all damaged CFCs and eventually stamp with “Non-Negotiable” mark on every face of check prior to its replacement and forward marked CFCs to Production Controller.

1.5.6.4 The Production Controller receives marked CFCs and fills-up COD Form#3 indicating the following: Series Number; Unit Code, and Nr of damaged in three (3) copies. 1 copy – FS; 1 copy – SMD and last copy – COD file. C, Cod sign the form for transmittal to SMD for immediate replacement.

1.5.6.5 The Production Controller prepare list of Damaged CFCs and Transmittal Memo for approval of D, CS thru channel.

1.5.6.6 The Production Controller transmits the list of damaged CFCs together with the damaged ones and approved memo to FS.


Transaction Type Turn Around Time Receiving of JRF 01 min to 02 mins Verification and Stamping of Damaged CFCs 30 mins Preparation of Transmittal memo to FS 30 mins Approval of Memo (thru channel) 1 day Transmittal of Memo to FS 30 mins

Total Average Transaction Time 2 hours



1.6. Disposition of Damaged Payslips

TITLE Procedure No. No. of Pages Disposition of Damaged Payslips

1.6 3


1.6.1 OBJECTIVE To implement the proper disposition of damaged payslips pursuant to PNPCS-SOP 2004-01. 1.6.2 REFERENCES 1.6.2.1 PNP SOP# 21 dated May 1998 1.6.2.2 CS-SOP No. 2004-01 dated August 10, 2004 1.6.3 DEFINITION OF TERMS

1.6.3.1 Damaged Payslip - Payslip which were not issued due damage in the process of printing.

1.6.3.2 CS Committee on Disposition of Damaged CFCs and Payslips

-

A committee organized to dispose properly the damaged CFCs for security purposes.

1.6.4 REQUIREMENTS

1.6.4.1 1.6.4.2 1.6.4.3 1.6.4.4

Logbook (incoming/Outgoing) Damaged Payslips COD Form#3 Shredding Machine



1.6.5 FLOWCHART

FILLS-UP COD FORM#3 (3 CPS) INDICATING THE FF: - SERIES NR: - UNIT CODE - NR OF DAMAGE - NAME (PRODUCTION CONTROLLER)

END

FORWARD 1 COPY TO SMD FOR RECOVERY/REPLACEMENT 1 – COPY TO FS 1 – COD FILE SIGNED BY C, COD (PRODUCTION CONTROLLER)

RECEIVES ALL DAMAGE PAYLIPS FROM COMPUTER SECTION AND AUXILIARY SECTION BY SIGNING IN THEIR RESPECTIVE LOGBOOK (PRODUCTION CONTROLLER)

SHRED OUT ALL DAMAGED PAYSLIPS (PRODUCTION CONTROLLER)

START



1.6.6 NARRATIVE

1.6.6.1 The Production Controller receives all damaged payslips from Computer Section and Auxiliary Machine Section by signing in their respective logbooks. Informs members of the Committee on Disposition of Damaged CFCs and Payslips regarding damaged CFCs.

1.6.6.2 The Members of the Committee on Damaged CFCs and Payslips, verifies all damaged payslips and forward same to Production Controller for disposition.

1.6.6.3 The Production Controller receives damaged payslips and fills-up COD Form#3 indicating the following: Series Number; Unit Code, Nr of damaged, and Name in three (3) copies. 1 copy – FS; 1 copy – SMD and last copy – COD file. C, Cod sign the form for transmittal to SMD for its immediate replacement.

1.6.6.4 The Production Controller shred out all damaged payslips after it has been replaced.


Transaction Type Turn Around Time Receiving of JRF 01 min to 02 mins Verification of Damaged payslips 1 hour Replacement/Printing of Damaged payslips 2-3 days Payslip shredding 2 days




1.7. Printing of Financial and Management Reports

TITLE Procedure No. No. of Pages Generate/Print Financial and Management Reports

1.7 3


1.7.1 OBJECTIVE To generate/print Financial and Management Reports in support to PNP Salary System. 1.7.2 REFERENCES PNP SOP No. 21 dated May 1998 1.7.3 DEFINITION OF TERMS

17.3.1 Financial/ Management Reports

- Reports Generated for DPRM, FS, DC, Accounting and COA used as supporting documents of the salary of PNP personnel.

1.7.4 REQUIREMENTS

1.7.4.1 Job Request Form duly accomplished by the requesting unit/office 1.7.4.2 1.7.4.3

Logbook (incoming/Outgoing) Blank Continuous Forms in different sizes.



1.7.5 FLOWCHART

END

SIGNS JRF

(C, COD)

PRINTS JOB ON QUEUE AT WORKSTATION. FORWARDS ANY DAMAGED REPORTS TO PRODUCTION CONTROL FOR DISPOSITION (COMPUTER OPERATOR)

VERIFIES REPORTS FOR QUALITY OF PRINTOUT AND COMPLETENESS


DECOLLATES REPORTS

BY REGION

( AUXILIARY MACHINE OPERATOR)

RECEIVES & LOGS JRF


LOGS ALL REPORTS BY REGION AND TRANSMIT TO DIFFERENT UNITS/OFFICES CONCERNED TOGETHER WITH THE APPROVED TRANSMITTAL MEMOS (PRODUCTION CONTROLLER)

START



1.7.6 NARRATIVE

1.7.6.1 The Production Controller receives all JRF from requesting unit/office for printing the financial and management reports every pay period. Logs them in the Incoming Logbook and forward to C, COD for notation.


jobs to Computer Operator. Computer Operator prints reports on queue on their workstation. In the conduct of printing, there are damages that may incur and these are separated and logged. All the rest of reports (in boxes) are forwarded to Production Control Section for verification. Likewise all damaged financial reports are also forwarded for disposition.

1.7.6.4 The Production Controller receives printed financial reports in boxes by signing in the logbook. Conduct verification for quality check and completeness of data printed. Forwards all verified reports to Auxiliary Machine Section.

1.7.6.5 The Chief, Auxiliary Machine Section receives financial reports in boxes and assigns operator for decollation. These reports are in two copies.

1.7.6.6 The Production Controller receives financial reports from Auxiliary Section by signing in their logbook.

1.7.6.7 The Production Controller logs all printed financial and management reports and release same to corresponding units/offices such as FS, DPRM, DC, Accounting, and COA with approved transmittal memos.


Transaction Type Turn Around Time Receiving of JRF 01 min to 02 mins Printing of Financial and Management Reports 4 to 5 days Verification of Reports 4 to 5 days Reports Decollation 2 days Release of Reports 30 mins




1.8. Disposition of Damaged Financial Management Reports

TITLE Procedure No. No. of Pages Disposition of Damaged Financial and Management

Reports 1.8 3


1.8.1 OBJECTIVE

To implement the proper disposition of damaged financial and management reports pursuant to CS-SOP2004-01. 1.8.2 REFERENCES

PNPCS-SOP No. 2004-01 dated August 10, 2004 1.8.3 DEFINITION OF TERMS

1.8.3.1 Damaged Financial and Management Reports

- Are reports which were not issued due to damage in the process of printing.

1.8.3.2 Committee on Disposition of Damaged CFCs and Payslips

-

A committee organized to dispose properly the damaged reports.

1.8.4 REQUIREMENTS

1.8.4.1 1.8.4.2 1.8.4.3

Logbook (incoming/Outgoing) Damaged Financial and Management Reports COD Form#3



1.8.5 FLOWCHART

RECEIVES ALL DAMAGED REPORTS

FROM COMPUTER SECTION BY SIGNING IN THEIR LOGBOOK


FILLS-UP COD FORM#3 (2 cps)

INDICATING THE PAGE NR AND NAME OF REPORT


END

FORWARD COPY TO SMD FOR RECOVERY/REPLACEMENT 1 – COD FILE SIGNED BY C, COD (PRODUCTION CONTROLLER)

SHRED OUT ALL DAMAGED REPORTS (PRODUCTION CONTROLLER)

START



1.8.6 NARRATIVE

1.8.6.1 The Production Controller receives all damaged reports from Computer Section

1.8.6.2 1.8.6.3

The Production Controller fills-up COD Form#3 indicating the following page number of damage pages and name of report. Production Controller forward copy to SMD for its immediate recovery/replacement.

1.8.6.4 The Production Controller shred out all damaged reports after it has been replaced.


Transaction Type Turn Around Time Receiving of Damaged Reports 30 mins Filling-up of Form #3 30 mins Signature and Transmittal of Form #3 20 mins Shred out all Damaged Reports 2 days




1.9. Computer Hardware Maintenance

TITLE Procedure No. No. of Pages Computer Hardware Maintenance

1.9 3

INTERFACES PNPCS and other PNP Offices

1.9.1 OBJECTIVE To provide the procedure in the maintenance of IT hardware equipment of all Units/Offices in the PNP 1.9.2 REFERENCES

1.9.2.1 PNP Circular Nr 2003-006 dated September 14, 2003 with subject: Guidelines and Procedures in the Maintenance, Repair and Upgrade of Computers and Computer Peripherals.

1.9.2.1 COD/NMD Reorganization 1.9.3 DEFINITION OF TERMS

1.9.3.1 SRF

1.9.3.2 Letter/ Memo Request

- -

Service Request Form to be filled-up by client/office uconcerned requesting IT hardware for maintenance/repservices of CS. A letter/memo from unit/offices specifying request for repair services of CS of their PC and computer peripherals.

1.9.4 REQUIREMENTS

1.9.4.1 1.9.4.2

Service Request Form (SRF) Letter Request from Client/Offices requesting for repair of their PC and computer peripherals.



1.9.5 FLOWCHART

START

FILLS-UP SRF

CLIENT/USER UNIT

RECEIVES, LOGS SRF AND MAKE NOTATIONS

7(CMS STAFF)

INFORMS CLIENT RE STATUS OF HW EQUIPMENT

CHECK AND TEST

(COMPUTER TECHNICIAN)

APPROVAL AND CONCURRENCE

(C, CMS)

NOTATION

(C, COD)

END

CONDUCTS TEST/DIAGNOSES


INFORM CLIENT FOR RELEASE OF HW EQUIPMENT

RECEIVES REPAIRED HW EQUIPMENT

UPON SIGNING IN THE LOGBOOK REPAIRS HW EQUIPMENT




1.9.6 NARRATIVE

1.9.6.1 The Client from Unit/office shall bring with him/her the unit to be repaired at Computer Service and fills-up SRF indicating the problem why it has to be repaired.

1.9.6.2 The CMS Staff receives, logs filled-up SRF, and makes necessary notation particularly the unit’s specifications.

1.9.6.3 The Computer Technician conducts tests and diagnoses and notes findings on the SRF.

1.9.6.4 The Computer Technician informs client regarding the status of the unit specifically the findings as per test and diagnoses. Spare parts replacement or the whole unit itself may be replaced.

3.1.1.5 The Computer Technician conducts repairs only when spare parts are available. Others may involve software and drivers installation and formatting.

1.9.6.6 The Computer Technician conducts final checking and testing and notes and signs on the SRF. Forwards SRF to C, CMS for concurrence.

1.9.6.7 The Chief, CMS signs SRF and forward to C, COD for signature. 1.9.6.8 The Chief, COD signs SRF and forwards to CMS. 1.9.6.9 The CMS Staff informs client/User Unit that the repaired unit is ready

for release. 1.9.6.10 The Client/User Unit receives repaired unit upon signing in the logbook

indicating the Time and Date of Release.


Transaction Type Turn Around Time Receiving of SRF 30 mins Test/Diagnose/unit 20 mins Repair Unit, back-up, installation of drivers 4 to 5 hrs Testing 1 hour Release 5 mins

Total Average Transaction Time 1 day



2. SYSTEMS MANAGEMENT DIVISION

2.1. Systems Development

TITLE Procedure No. No. of Pages Systems Development 2.1 13

Interfaces Procedure

2.1.1. OBJECTIVE

To provide a procedure in the development of a systematic database information, creates design, identifies problem and requirements for development of a new system.

2.1.2. REFERENCES

2.1.2.1. RA 6975, Section 35 2.1.2.2. Information Systems Strategic Plan – Description of Information Systems 2.1.2.3. Memo from requesting offices and other agencies

2.1.3. DEFINITION OF TERMS

2.1.3.1. SYSTEMS DEVELOPMENT - is a framework originally based upon rapid

application development that utilizes continues user involvement in an interactive development and incremental approach which is responsive to changing requirements.

2.1.3.2. SYSTEMS DOCUMENTATION – describes the system’s function and how they are implemented. It is a reference material for programmers and analyst who must support and maintain the system. It includes project proposal, data dictionary, data flow diagram, object models, screen layout and references.

2.1.3.3. SYSTEMS IMPLEMENTATION – the process of installing the system that will test and exercise the complete system in its actual environment to determine its capabilities and limitations to know if the system is functionally operative and is compatible with the other subsystems and supporting elements required for its operational employment.

2.1.3.4. SYSTEMS OUTLINE – consist of identified input and output requirements, database files and system processes.

2.1.3.5. SYSTEMS PRESENTATION – a live show of the proposed system by the project team for the client/user with the use of projector and PC/ Laptop.

2.1.3.6. SYSTEMS TESTING – includes a series of test to determine if the proposed system is functioning properly. It involves the following:

Program testing – testing of individual programs and modules. Integration testing – testing of two or more programs dependent on each other.

2.1.3.7. DOCUMENTATION – describes an information system and helps the users who will interact with it. It is essential for a successful system operation and maintenance.



2.1.3.8. CLIENT – refers to any person, division /directorate that use the application software developed by Computer Service.

2.1.3.9. SCHEDULE OF ACTIVITIES – Illustrates a project schedule which contain a detailed breakdown of assigned task and the responsible people ware to complete the project.

2.1.3.10. USER’S MANUAL – a written guide with associated images intended to give assistance to people using a particular system.

2.1.3.11. USER’S TRAINING – lecture to help the users to be familiarized with the software used and be comfortable in operating the system.

2.1.3.12. WALKTHROUGH – an administrative process for reviewing the design and operation of a new system design. It is a review done by a small group of people involved in the systems development to check the existing system models, to detect flaws inaccuracies, errors and omissions in the proposed design.

2.1.4. REQUIREMENTS

2.1.4.1. Of the Project

2.1.4.1.1. People Ware Project Officer Systems Analyst Programmer Information Researcher

2.1.4.1.2. By Development Team Database Workstation Development Tool Media Storage Office supplies

2.1.4.1.3. From User Database Structure

1. Existing Reports 2. Existing Workflow



2.1.5. FLOW CHART

PREPARE AFTER ACTIVITY REPORT (Project Team)

SYSTEM DESIGN (Project Officer, Systems Analyst, Programmer)

1. Prepares flowchart of existing workflow 2. Prepares Schedule of Activities 3. Creates Database

4. Prepares Data Dictionary 5. Prepares Entity Relational Model (ERM) and Conceptual Data Model (CDM) 6. Designs screen menu and screen prototypes

DOCUMENTATION (Researcher)

PREPARATION OF PROJECT PROPOSAL (For approval of C, SMD, COMMAND GROUP & CLIENT)

SYSTEM IMPLEMENTATION (Project Team, Client)

1. Program Coding 2. Program Integration 3. System Testing 4. System Presentation

5. Back-up Procedure 6. System Installation 7. User’s Training 8. User’s Acceptance

CREATES PROJECT TEAM (C,SMD)

START

SYSTEMS ANALYSIS (Project Team)

END

RECIEVES MEMO REQUEST FROM PNP UNITS/OFFICES (SMD ADMIN STAFF)

FEASIBILITY STUDY (Project Team)

1. Systems research / investigation 2. Identify the problems 3. Identify input and output requirements 4. Identify process/es



2.1.6. NARRATIVE

2.1.6.1. SMD through the SMD Admin Staff receives memo request for development of Information System (IS) from requesting units / offices or other agencies.

2.1.6.2. C, SMD creates a Project Team initially composed of a Project Officer, Systems Analyst (SA), and IS Researcher. A division order will be issued in this activity duly signed by C, SMD, copy furnished Admin Office. The Project team will be met by C, SMD to discuss the feasibility and requirements of the project.

2.1.6.3. The project team conducts the feasibility study to determine project’s viability. The study includes system research and investigation on the existing workflow of the client. Source documents and other necessary information are gathered in order to identify the possible problems encountered in the current system, the input and output requirements and the process/es necessary to develop the IS. The team performs interviews, surveys, document reviews and observations to be used to create data and process models and object models.

2.1.6.4. The project team prepares and submits an After Activity / Meeting Report for info / comments / notation of C, SMD and the Command Group through Admin Office.

2.1.6.5. The project team analyzes the data gathered and reviews the requirements in order to build a logical model for the new system. The team also analyzes the functions of the existing system which will serve as a basis to create a concept of operation to be used for the new system. The result of the brainstorming also determines user requirements in detailed form and identifies front-end and back-end software to be used for the new system.

2.1.6.6. Once the analysis is completed and the logical model for the new system is understood, the Project Officer, together with the SA and Programmer plans the system design by preparing a system flow chart. The project officer creates a Schedule of Activities to determine the estimated project duration and at the same time identify the tasks that will be delegated to the project team. During the system design, the following tasks are made:

Tasks Person/s in-charge

Creation of database Project Officer, SA, Programmer

Preparation of Data Dictionary and File Structure

Info System Researcher

Preparation of Entity Relational Model (ERM), Conceptual Data Model (CDM) and System Outline

Project Officer, SA, Programmer

Designs Screen Menu and Screen Prototype

Programmer



2.1.6.7. While the systems design is on-going, all the necessary data are being consolidated and documented by the researcher. The documentation covers all the activities in systems development and usually starts during systems analysis. The researcher compiles all the outputs and prepares a system documentation which will serve as reference of the project team for system support and maintenance. The project officer oversees the system documentation.

2.1.6.8. The project officer and researcher prepare a Project Proposal for approval of C, SMD, Command Group and client. If the client revises the proposal, the team will again study the revisions and make the necessary adjustments in the system design. Discussions / meetings within SMD ensue to come up with a final revised project proposal. If the project is approved, the team will develop the system as designed.

2.1.6.9. The project officer, SA and programmer develop the IS. The programmer performs program coding to construct necessary modules and programs. These modules and programs will be integrated to form the new IS. Once the system is created, the Project Officer, SA and programmer perform system testing to make sure that it functions correctly and conforms to the requirements of the client. The system testing involves the following: Program

Testing Conduct unit testing to identify and eliminate

execution errors. Test programs that interact with other programs

and files individually. Integration

Testing Test programs that depend or linked to each

other to make sure that the programs work together properly

Data conversion System

Testing Test all typical processing situations to ensure

that the program meets all the specification and necessary features have been included.

Simulate actual operating conditions by using test data, live data, perform queries and produce reports.

Verify that all system components are integrated properly and that actual processing situations will be handled correctly.

While the system testing is conducted, the researcher prepares the user’s manual which consists of instructions and information to users who will interact with the system. Prior to the completion of the proposed system, a presentation will be conducted within SMD composed of C, SMD; Asst C, SMD and the project team for further comments/ suggestions / corrections. Once the system testing is completed, the project team will present the system to the client for approval. If there are modifications, the project team will make necessary adjustments and will have to go through program coding and system testing all over again. Once the project team gets the final approval of the client, the programmer will create installation package and back up source code and database intended for the users and the team who will maintain the



system. Media storage will be used to keep all the back-up procedures and installation package for data recovery and system restoration. The project team will then install the IS to the client and puts the new system into operation. A user’s training will be conducted by the project team to orient the users on how to operate the system. Once the system is operational, the project team will turn-over the new system (to include the system documentation and user’s manual) to the client.

2.1.6.10. For ever major activity conducted by SMD Project Team, primarily during turn-over /acceptance of the proposed system, an “AFTER ACTIVITY REPORT” will be prepared by the Project Team duly signed by the user counterpart indicating therein the comments and full acceptance of the developed system.



2.1.7. SERVICE STANDARD

Transaction Type Turn Around Time Receives memo from PNP offices/client

1 day

Creation of Project Team 1 day Conduct System Investigation 5 days Prepares After Activity Report for info/comment of C, SMD and the Command Group through Admin

2 days

Brainstorming by Project Team 5 days Prepares flowchart of existing workflow

7 days

Prepares Schedule of Activities 2 days Creates Database 5 days Prepares Data Dictionary and File Structure

2 days

Prepares Entity Relational Model (ERM), Conceptual Data Model (CDM) and System Outline

5 days

Designs screen menu and screen prototype

10 days

Prepares project proposal for approval of C, SMD; Command Group and client

2 days

Compiles system documentation 5 days Performs program coding 120 days Integrates system components / programs / modules

10 days

Presentation of the proposed system within SMD 1 day

Performs system testing 5 days Conducts system presentation 2 days Prepares user’s manual 15 days Creates installation package and back-up source code and database

3 days

Install the system to the client server and workstations

5 days

Conducts user’s training 2 days


Prepares User Acceptance Report and turn-over the system to the client

2 days




2.1.8. SAMPLE OUTPUT

2.1.8.1. Developed System



2.1.8.2. After Meeting Report



2.1.8.3. After Presentation Report



2.1.8.4. User Acceptance Report



2.1.8.5. System Documentation for Logistics Information Management System (LIMS)

SSAAMMPPLLEE TTAABBLLEE OOFF CCOONNTTEENNTTSS OOFF LLIIMMSS

PROJECT PROPOSAL ---- TAB “A”

I. PROJECT TITLE

II. PROPONENT

III. PROJECT BACKGROUND

IV. PROJECT DESCRIPTION

V. SCOPE

VI. OBJECTIVES AND EXPECTED OUTPUTS

VII. IMPACT

VIII. TARGET BENEFICIARIES

IX. TASKINGS

X. SCHEDULE OF ACTIVITIES

XI. HARDWARE REQUIREMENTS

DATA MODELING ---- TAB “B”

FLOWCHART

CONCEPTUAL DATA MODEL (CDM)

ENTITY-RELATION MODEL(ERM)

FILE STRUCTURE

SYSTEM OUTLINE

DATA DICTIONARY

PROJECT IMPLEMENTATION ---- TAB “C”

CONCEPT OF OPERATION

SYSTEM IMPLEMENTATION



2.1.8.6. User Manual

This screen appears while the system is loading.

The system prompts the user to key-in a valid username and password to access the system.



2.2. Systems Maintenance

TITLE Procedure No. No. of Pages Systems Maintenance 2.2 7

Interfaces Procedure

2.2.1. OBJECTIVE

To provide a procedure in the maintenance of operational application software installed/deployed in different PNP Units/Offices. This includes modification of the system, improving system efficiency, enhancing documentation, correcting errors, and converting database depending on the required environment. 2.2.2. REFERENCES

2.2.2.1. RA 6975 as revised by RA 8551 2.2.2.2. Information Systems Strategies Plan – Description of Information Systems 2.2.2.3. Memo from PNP Units/Offices


2.2.3.1. ADAPTIVE MAINTENANCE – Changing the applications to adapt it to a new hardware or software environment, adaptive maintenance may involve, for example, moving an application from a mainframe to a client server environment, or converting it from a file to a database environment.

2.2.3.2. CORRECTIVE MAINTENANCE – Corrective maintenance diagnoses and corrects errors in an operational system.

2.2.3.3. PERFECTIVE MAINTENANCE – It involves changing and modifying the system to respond to changing user requirements and organizational needs improving systems efficiency. It also involves enhancing documentation.

2.2.3.4. SOFTWARE MAINTENANCE – process of enhancing and optimizing deployed software as well as remedying defects.

2.2.3.5. SOLUTION – the best alternative to solve the problem reported by the client.



2.2.4. REQUIREMENTS

2.2.4.1. Of the Project for Maintenance

2.2.4.1.1. System Maintenance Team Team Leader Programmers Researchers Information Researcher

2.2.4.1.2. By Maintenance Team

Workstation Media Storage Development Tool Database Office supplies

2.2.4.1.3. From User Database Structure

1. Forms 2. Existing Workflow



2.2.4. FLOW CHART START

PREPARES AFTER ACTIVITY REPORT (Project Team)

PROVIDE SOLUTION Perfective Maintenance Adaptive Maintenance Corrective Maintenance

SYSTEM ANALYSIS

MEETING WITH THE CONCERNED PROJECT TEAM

(C, SMD)

RECEIVES MEMO REQUEST FROM CLIENT (SMD, Admin Staff)

CONDUCTS WALK THROUGH Calls the group to order and states the subject Walkthrough. Provides an overview of the proposed info system. The Project Manager identifies the areas to be reviewed. Project Manager or his appointee obtains the

recommendation of the group. (SMD Personnel)

PREPARES WALKTHROUGH REPORTS

(Project Team)

MONITORING OF INFORMATION SYSTEM (Project Team)

SYSTEM IMPLEMENTATION Testing Acceptance User’s Training Documentation

(Project Team)

END



2.2.6. NARRATIVE

2.2.6.1. The concerned project team monitors the operational system. 2.2.6.2. If the operational system is working properly and conforms to the

requirements of the client, the project team performs database back-up procedure on a weekly basis. If there are problems encountered or enhancements to be made in the system, the client issues a memo request.

2.2.6.3. SMD Admin staff receives memo request from client through Admin Office.

2.2.6.4. SMD calls a meeting with the members of the concerned project team. 2.2.6.5. The project team prepares all the needed materials in order to conduct

a walkthrough. The attendees of the walkthrough (CS, Deputy Director, DD for ITM, C, SMD, group peers, Project team, secretariat, end users/group of end users) meet and identify the problem areas. Possible solutions are drafted once the problems were identified.

2.2.6.6. The project team prepares a walkthrough activity report for info of C, SMD.

2.2.6.7. The project team conducts system analysis and evaluates the results and recommendations of the walkthrough.

2.2.6.8. The project team prepares schedule of activities and determines the solution to be made:

Perfective Maintenance – if there is a need to improve systems efficiency Adaptive Maintenance – if there is a need to change the application to a new environment or adds a new capability or enhancement. Corrective Maintenance – if there is a need to correct errors in the operational system Preventive Maintenance – if there is a need to reduce possibility of a future system failure.

2.2.6.9. The project team makes the necessary modifications in the system. Prior to system implementation, the project leader, SA and programmer integrate the programs and conduct system testing. The researcher updates the system documentation and the user’s manual based from the revisions. Once the project team gets the final approval of the client, the programmer will create installation package and back up source code and database. Media storage will be used to keep all the back-up procedures and installation package for data recovery and system restoration. The project team will then install the enhanced IS to the client. A user’s acceptance documentation is prepared and given to the client to determine the completion of the assigned task. Conduct user training, if the need arises.



2.2.7. SERVICE STANDARDS

Transaction Type Turn Around Time Receiving memo, Documents, re-enhancement.

Continuous or as required by the

Client Project team meeting with C, SMD 1 day Conducts walkthrough meeting 1 day Prepares After Activity Report for info/Notation/Comments of C, SMD and the Command Group thru ADMIN

2 days

Conducts System Analysis 2 days Provide solution to the problems 2 days Program testing 5 days Training and User Acceptance 2 days


Prepares after activity report 1 day




2.2.8. SAMPLE OUTPUT

2.2.8.1. Request for system enhancement



2.2.8.2. After Activity Report



3. DATA MANAGEMENT DIVISION

3.2 VERIFICATION SECTION

3.2.1 Issuance of Certification of No CFC Printed


ISSUANCE OF CERTIFICATION OF NO CFC PRINTED

3.1.1

4

INTERFACES N/A 3.2.1.1 OBJECTIVE

To provide the procedures in the issuance of Certification of No CFC Printed as request by PNP personnel to be used as one of the supporting documents in the processing of their claims which will be attached to their Disbursement Vouchers (DV). 3.2.1.2 REFERENCE

SOP No. 21 dated May 6, 1998 entitled, “Preparation and Disposition of Continuous Form Checks (CFC’s) for the Pay and Allowances of PNP Commissioned Officers, Non-Commissioned Officers and Regular Non-Uniformed Personnel.


3.1.1.3.1 CFC Verification Certification – Certification issued regarding a

verification that the CFC of a particular PNP personnel had been printed and distributed.

3.1.1.3.2 I/O Controller – Personnel in-charge of all incoming and outgoing messages/documents from DMD

3.1.1.3.3 Control Number – Special unique number 3.1.1.3.4 Continuous Form Check – refer to Glossary of Terms


Memo Request from Units/Offices or PNP Personnel



3.1.1.5 FLOWCHART

START

LOGS IN MEMO REQUEST AND ISSUES CORRESPONDING CONTROL NUMBER

(I/O Controller)

DISTRIBUTES MEMO REQUESTS TO VERIFIERS

(Chief, Verification Section)

VERIFIES MEMO REQUEST FROM THE MONTHLY CFC MASTER LIST OF PNP

PERSONNEL (Verification Section Verifiers)

DISTRIBUTE RESULT TO ENCODERS (Chief, Verification Section)

PROOF READ CERTIFICATIONS AND ENDORSE TO C, DMD


SIGNATURE (DDA)

CHECKS CERTIFICATIONS SIGNED, LOG-OUT THEN FORWARDS SAME TO THE

MESSAGE CENTER, ADMIN FOR RELEASE TO LIASONS OF UNIT/OFFICE

OR PNP PERSONNEL (I/O Controller)

MEMO REQUESTS (From Units/Offices or PNP Personnel)

SIGNATURE (C, DMD)

END

ENCODE AND PRINT CERTIFICATIONS (Verification Section Encoders)



3.1.1.6 NARRATIVE 3.1.1.6.1 The I/O Controller of DMD receives the requests for

verification/certification of PNP personnel from Admin Office. Logs-in and issues control numbers and forward to the Chief, Verification Section.

3.1.1.6.2 The Chief, Verification Section shall then distribute the memo requests to the verifiers.

3.1.1.6.3 The Verifiers verify the names of requesting parties from the Master List of PNP Personnel with issued CFCs and submit the output to the Chief, Verification Section.

3.1.1.6.4 The Chief, Verification Section distributes the outputs to the encoders.

3.1.1.6.5 The Verification Section Encoders will make the appropriate certifications and forward after which return same to the Chief, Verification Section.

3.1.1.6.6 The Chief, Verification Section proofreads the certifications, make necessary corrections if there are any and then return back to the concern encoder for retyping. If no correction/s, forwards the certificates to the Chief, Data Management Division.

3.1.1.6.7 The Chief, Data Management Division signs the certifications. 3.1.1.6.8 The Deputy Director for Administration signs the certifications. 3.1.1.6.9 The I/O Controller checks and logs-out the certifications, forwards

to the Message Center, Admin Office for release to liaison of Units/Offices or PNP Personnel.


TRANSACTION TYPE TURN AROUND TIME Receiving of Requests Ave 1-3 mins per request Verification of Requests Ave 1-3 mins per request Printing of Certifications Ave 2-3 mins per certification DDA Signature Ave 3 secs per certification Checking and Logging-out Ave 1-3 mins per request Total Average Transaction Time Ave 8-12 mins per certification



3.1.1.8 SAMPLE VERIFICATION/CERTIFICATION (No CFC Printed)

Republic of the Philippines Department of the Interior and Local Government

National Police Commission PHILIPPINE NATIONAL POLICE

COMPUTER SERVICE Camp Crame, Quezon City

PNPCS- DMD

MEMORANDUM

FOR : RD, RHSG, NCRPO (Attn: SPO2 Rizalino Driz Tapia)

FROM : AD, CS SUBJECT : Verification DATE : July 23, 2007 1. Ref: Personal request dtd Jul 11, 2007. Subject: Verification.

2. In relation to the above reference, verification made by this Service relative to your claims shows that CFCs for Sal & Allws were not printed for the period May to Jul 2007.

3. For information and reference.

FOR THE ACTING DIRECTOR, COMPUTER SERVICE:

VICTORINO S PANGANIBAN JR Police Senior Superintendent (DSC)

Deputy Director for Administration Prepared By:

ELEANOR V LAMPA Police Superintendent Chief, Data Mgmt Div

Ctrl # 1862



Received – 07/19/07 elvie/evelyn

3.2.2 Issuance of Certification for Pay and Allowances

Differential for PNP Uniformed Personnel


ISSUANCE OF CERTIFICATION FOR PAY AND ALLOWANCES DIFFERENTIAL (Uniformed Personnel)

3.1.2

4


To provide the procedures in the issuance of Certification for Salary and Allowance Differential as requested by PNP Personnel to be used as one of the supporting documents in the processing of their claims. 3.1.2.2 REFERENCE

SOP No. 21 dated May 6, 1998 entitled, “Preparation and Disposition of

Continuous Form Checks (CFC’s) for the Pay and Allowances of PNP Commissioned Officers, Non-Commissioned Officers and Regular Non-Uniformed Personnel.


3.1.2.3.1 Salary and Allowance Differential – refer to Glossary of Terms


1.2.4.1 Memo Requests from Units/Offices or PNP Personnel



3.1.2.5 FLOWCHART

START

LOGS IN MEMO REQUESTS AND ISSUES CORRESPONDING CONTROL NUMBER

(I/O Controller)



VERIFIES MEMO REQUESTS FROM THE MONTHLY CFC MASTER LIST OF PNP


DISTRIBUTES RESULT TO ENCODERS (Chief, Verification Section)

ENCODE AND PRINT CERTIFICATIONS/IF THERE ARE CORRECTIONS, ENCODERS

RE-ENCODE CORRECTION (Verification Section Encoders)

PROOFREADS CERTIFICATIONS (Chief, Verification Section)

SIGNATURE (DDA)

CHECKS CERTIFICATIONS SIGNED, LOGS-OUT THEN FORWARDS SAME TO THE

MESSAGE CENTER, ADMIN FOR RELEASE TO LIASONS OF UNITS/OFFICES OR PNP

PERSONNEL (I/O Controller)

MEMO REQUEST FROM PNP OFFICES/ PERSONNEL AND FORWARD TO DMD

(PNPCS Message Center)

SIGNATURE (C, DMD)

END




verification/certification of PNP personnel from Admin Office. Logs-in and issues control numbers and forward to the Chief, Verification Section.


3.1.2.6.3 The Verification Section Verifiers verify the names of requesting parties from the Master List of PNP Personnel with issued CFCs and submit the output to the Chief, Verification Section.







TRANSACTION TYPE TURN AROUND TIME Receiving of Requests Ave 1-3 mins per request Verification of Requests Ave 1-3 mins per request Printing of Certifications Ave 2-3 mins per certification DDA Signature Ave 3 secs Checking and Logging-out Ave 1-3 mins per request Total Average Transaction Time Ave 8-12 mins per certification



3.1.2.8 SAMPLE VERIFICATION/VERIFICATION (Pay and Allowances Differential)




PNPCS- DMD

MEMORANDUM

FOR : OIC, HSS

FROM : AD, CS SUBJECT : Verification DATE : July 12, 2007 1. Ref: Memo from that Office dtd Jun 20, 2007. Subject: Verification.

2. In relation to the above reference, verification made by this Service shows that CFCs of PSINSP CHARLOTTE DODSON PEÑALOSA were printed for the period Jan to Jul 2007 with the rank of PINSP.


FOR THE ACTING DIRECTOR, COMPUTER SERVICE: VICTORINO S PANGANIBAN JR Police Senior Superintendent (DSC) Deputy Director for Administration

Prepared By:


Ctrl # 1471 Received – 06/21/07



celia/evelyn



3.2.3 Issuance Of Certification For Pay And Allowances Differential for NUP


ISSUANCE OF CERTIFICATION FOR PAY AND ALLOWANCES DIFFERENTIAL (NUP)

3.1.3

4


To provide the procedures in the issuance of Certification for Pay and Allowances Differential as requested by PNP Non-Uniformed Personnel to be used as one of the supporting documents in the processing of their claims. 3.1.3.2 REFERENCE



Pay and allowances – Refer to Glossary of Terms


Memo Requests from Units/Offices or PNP Personnel



3.1.3.5 FLOWCHART

START

END


(I/O Controller)





DISTRIBUTES RESULT TO ENCODER (Chief, Verification Section)


PROOFREADS CERTIFICATIONS, IF THERE ARE ANY CORRECTIONS, ENCODERS

RETYPE THE CERTIFICATION (Chief, Verification Section)

SIGNATURE (DDA)




MEMO REQUESTS (From Units/Offices or NUPs)

SIGNATURE (C, DMD)




verification/certification of PNP Non-Uniformed Personnel from Admin Office. Logs-in and issues control numbers and forward to the Chief, Verification Section.


3.1.3.6.3 The verifiers verify the names of requesting parties from the Master List of PNP Personnel with issued CFCs and submit the output to the Chief, Verification Section.


3.1.3.6.5 The encoders will make the appropriate certifications and forward after which return same to the Chief, Verification Section.


3.1.3.6.7 The Chief, Data Management Division signs the certifications. 3.1.3.6.8 The Deputy Director for Administration signs the certifications. 3.1.3.6.9 The I/O Controller of DMD checks and logs-out the certifications,

forwards to the Message Center, Admin Office for release to liaison of Units/Offices or PNP Personnel.





3.1.3.8 SAMPLE VERIFICATION/CERTIFICATION FOR PAY AND ALLOWANCES

DIFFERENTIAL OF NUPs


National Police Commission NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE


PNPCS- DMD

MEMORANDUM

FOR : DD, QCPDO

FROM : D, CS SUBJECT : Verification DATE : January 26, 2007

1. Ref: Memo from that Office dtd Jan 17, 2007. Subject: Verification.

2. In relation to the above reference, verification made by this Service

relative to the claims of NUP Beda C Oliver shows that CFCs for Salary were printed for the period Jan to Nov 2006. Amount reflected: P7,376.00/m.


FOR THE DIRECTOR, COMPUTER SERVICE: TEOFILO S MELLIZA JR (DSC) Police Senior Superintendent Deputy Director for Administration

Prepared By:




Ctrl # 299 Received – 01/18/07

william/evelyn



3.2.4 Issuance Of Certification For Long Pay Differential

TITLE Procedure No. No. of Pages ISSUANCE OF CERTIFICATION FOR LONG PAY DIFFERENTIAL

3.1.4

4


To provide the procedures in the issuance of Certification of Long Pay Differential as request by PNP personnel to be used as one of the supporting documents in the processing of their claims. 3.1.4.2 REFERENCE



Long Pay Differential ffe





3.1.4.5 FLOWCHART

START

END

LOGS IN MEMO REQUEST AND ISSUES CORRESPONDING CONTROL NUMBER

(I/O Controller)

DISTRIBUTES MEMO REQUEST TO VERIFIERS


VERIFIES MEMO REQUEST FROM THE MONTHLY CFC MASTER LIST OF PNP






SIGNATURE (DDA)





SIGNATURE (C, DMD)



3.1.4.6 NARRATIVE

3.1.4.6.1 The I/O Controller of DMD receives the requests for verification/certification of PNP personnel from Admin Office. Logs-in and issues control numbers and forward to the Chief, Verification Section.


3.1.4.6.3 The verifiers verify the names of requesting parties from the Master List of PNP Personnel with issued CFCs and submit the output to the Chief, Verification Section.


3.1.4.6.5 The encoders will make the appropriate certifications and forward after which return same to the Chief, Verification Section.


3.1.4.6.7 The Chief, Data Management Division signs the certifications. 3.1.4.6.8 The Deputy Director for Administration signs the certifications. 3.1.4.6.9 The I/O Controller of DMD checks and logs-out the certifications,

forwards to the Message Center, Admin Office for release to liaison of Units/Offices or PNP Personnel.





3.1.4.8 SAMPLE VERIFICATION/CERTIFICATION (Long Pay Differential)




PNPCS- DMD

MEMORANDUM

FOR : DD, SPDO

FROM : AD, CS SUBJECT : Verification DATE : July 16, 2007 1. Ref: Memo from that Office dtd Jul 11, 2007. Subject: Verification.

2. In relation to the above reference, verification made by this Service shows that only 4th LP was reflected on CFCs of SPO4 Wilfredo Llagas Sanchez for the period Aug 2006 to May 2007.



Prepared By:


Ctrl # 1811 Received – 07/13/07



celia/evelyn



3.2.5 Issuance of Certification For Bonus Differential (No CFC Printed of Mid-Year or Year-End Bonus)


ISSUANCE OF CERTIFICATION FOR BONUS DIFFERENTIAL (No CFC Printed of Mid-Year or Year-End Bonus)

3.1.5

4


To provide the procedures in the issuance of Certification of Bonus Differential as requested by PNP personnel to be used as one of the supporting documents in the processing of their claims. 3.1.5.2 REFERENCE



3.1.5.3.1 Bonus Differential 3.1.5.3.2 Mid-Year Bonus 3.1.5.3.3 Year-End Bonus





3.1.5.5 FLOWCHART

START

END


(I/O Controller)









SIGNATURE (DDA)





SIGNATURE (C, DMD)



3.1.5.6 NARRATIVE

3.1.5.6.1 The I/O Controller of DMD receives the requests for verification/certification of PNP personnel from Admin Office. Logs-in and issues control numbers and forward to the Chief, Verification Section.


3.1.5.6.3 The Verification Section Verifiers verify the names of requesting parties from the Master List of PNP Personnel with issued CFCs and submit the output to the Chief, Verification Section.







TRANSACTION TYPE TURN AROUND TIME Receiving of Requests Ave 1-3 mins per request Verification of Requests Ave 1-3 mins per request Printing of Certifications Ave 2-3 mins per certification DDA Signature Ave 3 secs Checking and Logging-out Ave 1-3 mins per request Total Average Transaction Time 8-12 mins per certification



3.1.5.8 SAMPLE VERIFICATION/CERTIFICATION (Bonus Differential)




PNPCS- DMD

MEMORANDUM

FOR : DD, QCPDO

FROM : AD, CS SUBJECT : Verification DATE : July 16, 2007 1. Ref: Memo from that Office dtd Jun 26, 2007, but was received by this

Service on 13 Jul 2007. Subject: Verification.

2. In relation to the above reference, verification made by this Service relative to the claims of SPO1 Restituto Labtic Amen shows that CFC for Mid-Year Bonus CY 2007 was not printed.



Prepared By:


Ctrl # 1812 Received – 07/13/07



celia/evelyn



3.3 FINANCE INFORMATION SYSTEM SECTION

3.3.1 Process of Adding New Records in the PNP Salary Masterfile


PROCESS OF ADDING NEW RECORDS IN THE PNP SALARY MASTERFILE

3.2.1

4


To provide the procedures in the process of adding new records in the PNP

Salary Masterfile based on the directive/s of Directorate for Personnel and Records Management (DPRM).

3.2.1.2 REFERENCE




3.2.1.3.1 Deductions 3.2.1.3.2 Transaction File 3.2.1.3.3 Text File 3.2.1.3.4 Standardized Files 3.2.1.3.5 Database Administrator 3.2.1.3.6 Btrieve File 3.2.1.3.7 Aged Deduction Account 3.2.1.3.8 Standard Deduction 3.2.1.3.9 Salary Assignment 3.2.1.3.10 Deduction Master File


Memo directive/s from DPRM with supporting documents such as General Orders, Special Orders and Appointments.



3.2.1.5 FLOWCHART

RECEIVES BACK APPROVED MEMO

DIRECTIVES (I/O Controller)

ENCODES RECORDS OF NEW PNP PERSONNEL (Encoder)

APPROVES/SIGNS FOR IMPLEMENTATION

(D, CS)

RECEIVES MEMO DIRECTIVES, ISSUES CONTROL NUMBER AND

STAMP FOR D, CS APPROVAL/SIGNATURE (I/O Controller)

END

START

LOGS-IN INDIVIDUAL NAMES OF NEW PNP PERSONNEL (Encoder)

EDITS RECORDS IF THERE ARE ANY

CORRECTIONS, ELSE SAVE NEW RECORDS TO PNP SLARY MASTERFILES

(Encoder)

VERIFIES PROOFLIST AGAINST SOURCE DOCUMENT (Verifier)

PRINTS PROOFLIST (Encoder)



3.2.1.6 NARRATIVE

3.2.1.6.1 The I/O Controller of FISS, DMD receives Memo Directives from DPRM in adding records of new PNP Personnel, issues control numbers and stamp then forward to the Director, Computer Service.

3.2.1.6.2 The Director, Computer Service approves/signs the Memo Directives for implementation and forward to the I/O Controller of FISS, DMD.

3.2.1.6.3 The I/O Controller of FISS, DMD receives back the Directives for adding records of new PNP Personnel forward to the encoder.

3.2.1.6.4 The encoder logs-in individual names of new PNP Personnel. 3.2.1.6.5 The encoder encodes records of new PNP Personnel. 3.2.1.6.6 The encoder prints a prooflist and forward to the verifier. 3.2.1.6.7 The verifier verifies the prooflist against the source document. 3.2.1.6.8 If there are any corrections, the encoder will re-encode the record.

Otherwise, the new records will be saved in the PNP Salary Mastefiles.


TRANSACTION TYPE TURN AROUND TIME Receiving of Request Ave 1-3 mins per request D, CS Signature Ave 3 secs Processing Ave 1 min per record Printing Ave 1 sec per record Total Average of Transaction Time Ave 2-4 mins per record



3.2.1.8 SAMPLE LIST OF ADDED PNP PERSONNEL IN THE PNP SALARY MASTERFILE



3.3.2 Process of Restoration of Name in the PNP Salary Masterfiles


PROCESS OF RESTORATION OF NAME IN THE PNP SALARY MASTERFILES

3.2.2

4


To provide the procedures in the process of restoration of name in the PNP

Salary Masterfile based on the Mmeo Directive/s from the Directorate for Personnel and Record Management (DPRM).

3.2.2.2 REFERENCE

SOP No. 21 dated May 6, 1998 entitled, “Preparation and Disposition of Continuous Form Checks (CFC’s) for the Pay and Allowances of PNP Commissioned Officers, Non-Commissioned Officers and Regular Non-Uniformed Personnel. 3.2.2.3 DEFINITION OF TERMS

3.2.2.3.1 Restoration 3.2.2.3.2 Salary Masterfile 3.2.2.3.3 Accretion 3.2.2.3.4 Attrition


Memo directive/s from DPRM with supporting documents such as General Orders

and Special Orders.



3.2.2.5 FLOWCHART

END

START

RECEIVES BACK MEMO REQUESTS WITH ATTACHMENTS, CHECKS AGAINST RECORD

IN THE LOG BOOK (I/O Controller)


(D, CS)

RECEIVES MEMO REQUESTS, ISSUES CONTROL NUMBER AND STAMPS FOR D,

CS APPROVAL/SIGNATURE (I/O Controller)

IF NO RECORD FOUND, RETRIEVES FROM ACCRETION-ATTRITION MASTERFILE, ELSE

PUTS REMARK “EXISTING” (Encoder)

LOGS-IN RECORDS (Encoder)

VERIFIES PROOFLIST AGAINST SOURCE DOCUMENT”

(Verifier)


CORRECTIONS, ELSE SAVE RECORDS TO PNP SALARY MASTERFILES

(Encoder)




3.2.2.6 NARRATIVE

3.2.2.6.1 The I/O Controller of FISS, DMD receives the Memo request for the restoration of the PNP Personnel from DPRM through the Admin Office, issues control number and put a stamp then forward to the Director, Computer Service.

3.2.2.6.2 The Director, Computer Service approves/signs the memo request for implementation and forward to the /O Controller, FISS of DMD.

3.2.2.6.3 The I/O Controller of FISS, DMD receives back the approved Memo requests, checks record in the logbook and hands-over the same to the encoder.

3.2.2.6.4 The encoder logs-in the records in the memo requests. 3.2.2.6.5 The encoder verifies names to be restored from the inquiry module

of the PNP Salary System. If no record found, it will be retrieved from the Accretion-Attrition Masterfile. Otherwise, it will be remarked as “existing”.

3.2.2.6.6 The encoder then prints prooflist and forward to the verifier. 3.2.2.6.7 The verifier verifies prooflist against the source document and

gives back to the encoder. 3.2.2.6.8 The encoder edits any correction. If there are no more corrections,

he saves the records to the PNP Salary Mastefile.


TRANSACTION TYPE TURN AROUND TIME Receiving of Request Ave 1-3 mins per request D, CS Signature Ave 3 secs Processing Ave 1 min per record Printing Ave 1 sec per record Total Average Transaction Time Ave 2-4 mins per record



3.2.2.8 SAMPLE LIST OF RESTORED PNP PERSONNEL IN THE PNP SALARY MASTERFILE



3.3.3 Process of Deletion of Names from the PNP Salary Masterfile


PROCESS OF DELETION OF NAMES FROM THE PNP SALARY MASTERFILE

3.2.3

4

INTERFACES N/A 3.2.3.1 OBJECTIVE To provide the procedures in the process of deletion of name/s from the PNP Salary Masterfile based on Memo directives from the Directorate for Personnel and Records Management. 3.2.3.2 REFERENCES

3.2.3.2.1 SOP No. 21 dated May 6, 1998 entitled, “Preparation and Disposition of Continuous Form Checks (CFC’s) for the Pay and Allowances of PNP Commissioned Officers, Non-Commissioned Officers and Regular Non-Uniformed Personnel.

3.2.3.2.2 Memo from DPRM dated May 29, 2006 with subject, “Guidelines in the Proper Deletion of CFCs”.


3.2.3.3.1 Salary Masterfile 3.2.3.3.2 Query -


Memo directive from DPRM with attached General Order.



3.2.3.5 FLOWCHART

START

END

RECEIVES BACK MEMO DIRECTIVES WITH ATTACHMENTS, CHECKS AGAINST RECORD

IN THE LOG BOOK (I/O Controller)


(D, CS)

RECEIVES MEMO DIRECTIVES, ISSUES CONTROL NUMBER AND STAMPS FOR D,


IF NO RECORD FOUND, VERIFIES FURTHER FROM THE HISTORY

MASTERFILE, ELSE DELETES THE NAMES FROM THE PNP SALARY MASTERFILE

(Encoder)

LOGS-IN RECORDS (Encoder)

VERIFIES NAMES TO BE DELETED FROM THE INQUIRY MODULE OF THE PNP

SALARY SYSTEM (Encoder)

VERIFIES PROOFLIST AGAINST SOURCE DOCUMENT”

(Verifier)


CORRECTIONS, ELSE SAVE DELETED NAMES TO THE HISTORY MASTERFILES AND

ACCRETION-ATTRITION MASTERFILES (Encoder)




3.2.3.6 NARRATIVE

3.2.3.6.1 The I/O Controller of FISS, DMD receives memo directives, issues control number and stamps and forwards to the Direcor, Computer Service.

3.2.3.6.2 The Director, Computer Service approves/signs the memo request for implementation and forward to the I/O Controller of FISS, DMD.

3.2.3.6.3 The I/O Controller of FISS, DMD receives back the Memo Directives and checks against the record in the logbook and forward to the Encoder.

3.2.3.6.4 The encoder logs-in individual records based on the Memo directives.

3.2.3.6.5 The encoder verifies the names from the inquiry module of the PNP Salary System.

3.2.3.6.6 If no record found, the encoder verifies further from the History Mastefile. Otherwise, he deletes the names from the PNP Salary Masterfile.

3.2.3.6.7 The encoder then prints a prooflist of deleted PNP Personnel and forward to the verifier.

3.2.3.6.8 The verifier verifies the prooflist against the source document and gives back to the encoder.

3.2.3.6.9 The encoder edits any correction. Otherwise, he will save the deleted names to the History Masterfiles and the Accretion-Attrition Masterfiles.


TRANSACTION TYPE TURN AROUND TIME Receiving of Request Ave 1-3 mins per request D, CS Signature Ave 3 secs Processing 1 min per record Printing 1 sec per record Total Average Transaction Time Ave 2-4 mins



3.2.3.8 SAMPLE LIST OF DELETED PNP PERSONNEL FROM THE PNP SALARY MASTERFILE



3.3.4 Process Of Implementation Of Report Of Changes Such As Rank And Long Pay Adjustment, Correction Of Name And Birhtdate, Change Of Unit Code


PROCESS OF IMPLEMENTATION OF REPORT OF CHANGES SUCH AS RANK AND LONG PAY ADJUSTMENT, CORRECTION OF NAME AND BIRHTDATE, CHANGE OF UNIT CODE

3.2.4

4

INTERFACES 3.3.1 3.2.4.1 OBJECTIVE

To provide the procedure in the process of changing a PNP Personnel’s data in

the PNP Salary Masterfile such as rank and long pay adjustment, correction of name and birthdate and change of unit code.

3.2.4.2 REFERENCE



3.2.4.3.1 Report of Changes 3.2.4.3.2 Rank Adjustment 3.2.4.3.3 Long Pay 3.2.4.3.4 Unit Code


3.2.4.4.1 Memo Directive from DPRM 3.2.4.4.2 General Order from DPRM 3.2.4.4.3 Authenticated Birth Certificate (for birthdate changes)



3.2.4.5 FLOWCHART

END

START

LOGS IN MEMO DIRECTIVES WITH ATTACHMENTS

(I /O Controller)

ENCODE REPORT OF CHANGES WITH TRANSACTION FILE AS THE SINK

(Encoders)

APPROVAL/SIGNATURE FOR IMPLEMENTATION

(D, CS)

RECEIVES MEMO DIRECTIVES, ISSUES CONTROL NUMBER AND STAMPS FOR D, CS

APPROVAL/SIGNATURE (I/O Controller)

DISTRIBUTES MEMO DIRECTIVES TO ENCODERS

(Chief, FISS)

PRINT PROOFLISTS (Encoders)

VERIFIES PROOFLIST AGAINST REPORT OF CHANGES (Verifiers)

IF THERE ARE CORRECTIONS, RE-ENCODES ELSE STORE TEMPORARILY IN THE

TRANSACTION FILE



3.2.4.6 NARRATIVE

3.2.4.6.1 The I/O Controller of FISS, DMD receives Memo Directives, issues control numbers, stamps and forward to the Director, Computer Service.

3.2.4.6.2 The Director, Computer Service approves/signs the memo directives for implementation and forward to the I/O Controller of FISS, DMD.

3.2.4.6.3 The I/O Controller of FISS, DMD receives back the Report of Changes, logs-in and forward to the Chief, Finance Information System Section .

3.2.4.6.4 The Chief, Finance Information System Section distributes the Memo Directives to the encoders.

3.2.4.6.5 The encoders encode report of changes with Transaction File as the sink.

3.2.4.6.6 The encoders then print prooflists and forward to the verifiers. 3.2.4.6.7 The verifiers verify the prooflist against the report of changes and

give back to the encoder. 3.2.4.6.8 If there are corrections, the encoder re-encode the corrections.

Otherwise, the encoded changes are stored temporarily in the Transaction File.


TRANSACTION TYPE TURN AROUND TIME Receiving of Request Ave 1-3 mins per request D, CS Signature Ave 3 secs Processing Ave 1 min per record Printing Ave 1 sec per record Total Average Transaction Time Ave 3-5 mins per record



3.2.4.8 SAMPLE TRANSACTION PROOFLIST



3.3.5 Deduction/Billing Reports (Softcopy – thru diskettes or CD)


DEDUCTION/BILLING REPORTS (SOFTCOPY – THRU DISKETTES OR CD)

3.2.5

4

INTERFACES 3.2.6/3.3.1 3.2.5.1 OBJECTIVE

To provide the procedures in the implementation of deductions in the PNP

Salary Masterfile submitted to the Computer Service through the Finance Service by the different financial institutions, both government and private.

3.2.5.2 REFERENCE




3.2.5.3.1 Stoppage of deductions 3.2.5.3.2 PNP Masterfile 3.2.5.3.3 Lending Insitutions 3.2.5.3.4 Billing Reports 3.2.5.3.5 DBF Format 3.2.5.3.6 Text File 3.2.5.3.7 Dens Masterfile


3.2.5.4.1 Memo Request from PNP Finance Service 3.2.5.4.2 Billing Reports from financial institutions



3.2.5.5 FLOWCHART

END

START

LOGS IN MEMO REQUESTS (I/O Controller)

CHECKS/VERIFIES DISKETTES or CD’s IF NOT READABLE, RETURN TO FINANCIAL

INSTITUTION ELSE PROCESS (Asst. Chief, FISS)

APPROVAL/SIGNATURE FOR IMPLEMANTATION

(D, CS)

RECEIVES MEMO REQUESTS, ISSUES CONTROL NUMBER AND STAMPS FOR D,


RECEIVES MEMO REQUESTS WITH THE DISKETTES AND ISSUES CONTROL AND

BATCH NUMBERS BOTH ON THE DISKETTES OR CD’S AND THE MEMO

REQUESTS (Asst. Chief, FISS)

CONVERTS FORMAT (DBF) INTO TXT FILES

(Asst. Chief, FISS)

SEGREGATE TYPE OF DEDUCTIONS (Asst. Chief, FISS)

MERGES DEDUCTIONS ACCORDING TO TYPE AND TRANSFER MERGED FILES TO

THE DATABASE ADMINISTRATOR (Asst. Chief, FISS)



3.2.5.6 NARRATIVE

3.2.5.6.1 The I/O Controller of DMD receives the request either from PNP

personnel or different lending institutions from Admin Office, issues control numbers and put a stamp “FOR IMPLEMENTATION” and forward to the Director, Computer Service.

3.2.5.6.2 The Director, Computer Service approves/signs the memo request for implementation and forward to the I/O Controller, DMD.

3.2.5.6.3 The I/O Controller, DMD receives the approved document, logs-in and transmits to the Asst. Chief, Finance Information System Section.

3.2.5.6.4 The Asst. Chief, Finance Information System Section receives the memo request with the diskettes and issues corresponding control and batch numbers both on the diskettes or CD’s and the memo requests.

3.2.5.6.5 The Asst. Chief, Finance Information System Section checks/verifies the diskettes or CDs to ensure readability and virus-free. He also verifies diskettes or CDs against printed copies. If diskettes or CDs are unreadable or with defects, same shall be returned to the corresponding financial institution through the Finance Service.

3.2.5.6.6 The Asst. Chief, Finance Information System Section converts the Database File Format (dbf) into Text File.

3.2.5.6.7 The Asst. Chief, Finance Information System Section segregates the types of deductions.

3.2.5.6.8 The Asst. Chief, Finance Information System Section merges the deductions according to type and transfers merged deduction files to the Database Administrator.


TRANSACTION TYPE TURN AROUND TIME

Receiving of Billing Reports in diskettes or CDs

Ave 1-3 mins per request

D, CS Signature Ave 3 secs Checking of CDs/diskettes 5 mins Conversion of dbf to text file 4-5 hrs Segregation of deductions 5 mins Merging of deductions 5 mins Total Average Transaction Time Ave 4-6 hrs



3.2.5.8 SAMPLE TRANSACTION PROOFLIST (where deductions are reflected)



3.3.6 Deduction/Billing Reports (Hardcopy)


DEDUCTION/BILLING REPORTS (HARDCOPY)

3.2.6

4

INTERFACES N/A

3.3.6.1 OBJECTIVE

To provide the procedures in the implementation of deductions in the PNP Salary Masterfile submitted to the Computer Service through the Finance Service by the different financial institutions, both government and private. 3.3.6.2 REFERENCE


3.3.6.3.1 Control Number 3.3.6.3.2 Billing Report 3.3.6.3.3 Endorsement 3.3.6.3.4 Lending Institutions


3.3.6.4.1 Memo Request from PNP Finance Service 3.3.6.4.2 Billing Reports from financial institutions



3.3.6.5 FLOWCHART

START

END

LOGS IN APPROVED MEMO REQUESTS WITH PRINTED BILLING REPORTS

(I/O Controller)

ENCODES BILLING REPORTS WITH TRANSACTION FILE AS THE SINK AND

PRINT PROOFLIST (Encoders, FISS)


(D, CS)

RECEIVES MEMO REQUESTS WITH ATTACHED PRINTED BILLING REPORTS,

ISSUES CONTROL NUMBER AND STAMPS FOR D, CS APPROVAL/SIGNATURE

(I/O Controller)

DISTRIBUTES MEMO REQUESTS WITH PRINTED BILLING REPORTS TO

ENCODERS (Chief, FISS)

VERIFIES PROOFLIST AGAINST BILLING REPORTS (Verifier)

IF THERE ARE CORRECTIONS, RE-ENCODES ELSE STORE IN THE

TRANSACTION FILE (Encoder)



3.3.6.6 NARRATIVE

3.3.6.6.1 I/O Controller of FISS, DMD receives memo requests with attached printed billing reports, issues control numbers then forward to the Director, Computer Service.

3.3.6.6.2 The Director, Computer Service approves/signs the memo request for implementation and forwards to the I/O Controller of FISS, DMD.

3.3.6.6.3 The I/O Controller of FISS, DMD receives back the approved Memo requests with printed billing reports, logs-in and transmits to the Chief, Finance Information System Section.

3.3.6.6.4 The Chief, Finance Information System Section distributes the memo requests with attached printed billing reports to the encoders.

3.3.6.6.5 The encoders encode billing reports which shall be stored temporarily in the Transaction File and print prooflists and forward to the verifiers.

3.3.6.6.6 The verifiers verify the print-out against the printed billing reports. 3.3.6.6.7 If there are any corrections, the encoder re-encodes. Otherwise, he

saves it to the PNP Transaction File.


TRANSACTION TYPE TURN AROUND TIME Receiving of Request Ave 1-3 mins per request D, CS Signature Ave 3 secs Encoding Ave 1 min per transaction Print prooflist Ave 1 sec per transaction Verification Ave 5 secs Total Average Transaction Time Ave 3 mins per transaction



3.3.6.8 SAMPLE TRANSACTION PROOFLIST (where deductions are reflected)



3.3.7 Updating Of Pension / Retiree / Beneficiary Files (Change Reports – Add/Delete by Online Process)


UPDATING OF PENSION / RETIREE / BENEFICIARY FILES (Change Reports – Add/Delete by Online Process)

3.2.7

4

INTERFACES N/A

3.2.7.1 OBJECTIVE

To provide the procedure in the Updating of Pension/Retiree/Beneficiary Files of PNP Personnel (Add/Delete) by Online Process. 3.2.7.2 REFERENCES


3.2.7.3.1 Claims 3.2.7.3.2 Control Number 3.2.7.3.3 Encoder 3.2.7.3.4 Retiree 3.2.7.3.5 Verifier


3.2.7.4.1 Letter/Memo Request from Finance, BFAD or from DPRM 3.2.7.4.2 Report of Changes



3.2.7.5 FLOWCHART

3.2.7.6 NARRATIVE

3.2.7.6.1 The I/O controller of DMD receive/s the Report of changes (issued

from PNP-Finance, BPAD or DPRM) from Admin Office. Log-in and issue control number/s and forward to the Office of the Director, CS for Signature.

3.2.7.6.2 After the requests of changes are approved by the Director, CS it will be forwarded to Chief, Finance Information System Section.

3.2.7.6.3 The Chief, Finance Information System Section will forward the approved request of changes to the verifier/encoder.

3.2.7.6.4 The verifier/encoder verifies the names of retirees from the Master List of PNP Personnel with issued CFCs and encode report of changes (add/delete) to come up with an updated Pension Masterfile.

3.2.7.6.5 The updated Pension Masterfille will then be forwarded to the Systems Management Division.



Receiving of Request Ave 1-3 mins per request D, CS Signature Ave 3 secs Processing Ave 1 min per record Printing Ave 1 sec per record Total Average Transaction Time Ave 3-5 mins per record

START

LOG-IN AND ISSUE CORRESPONDING CONTROL NUMBER

(I/O Controller)

DISTRIBUTE REPORT OF CHANGES TO VERIFIERS (CHIEF, FIS)

VERIFY FROM THE MASTER LIST OF PNP PERSONNEL WITH ISSUED CFCs

(Verifiers)

FORWARD TO THE OFFICE OF DIRECTOR, CS FOR SIGATURE

(D, CS)

REPORT OF CHANGES (From PNP-FINANCE, BPAD or DPRM)

END

FORWARD UPDATED PENSION MASTERFILE

TO SMD



3.1.6.8 SAMPLE OUTPUT

3.1.6.8.1 SAMPLE LIST OF ADDED PENSIONERS AND RETIREES



3.1.6.8.2 SAMPLE LIST OF DELETED PENSIONERS AND RETIREES



3.3.8 Updating Of Pension / Retiree / Beneficiary Files (Change Reports by Batch Process)


UPDATING OF PENSION / RETIREE / BENEFICIARY FILES (Change Reports by Batch Process)

3.2.8

3

INTERFACES N/A

3.2.8.1 OBJECTIVE

To provide the procedure in the Updating of Pension/Retiree/Beneficiary Files (Change Reports) by Batch Process. 3.2.8.2 REFERENCES


3.2.8.3.1 Claims 3.2.8.3.2 Control Number 3.2.8.3.3 Encoder 3.2.8.3.4 Retiree 3.2.8.3.5 Verifier 3.2.8.3.6 Pension 3.2.8.3.7 Beneficiary 3.2.8.3.8 Batch Process 3.2.8.3.9 Transaction


Letter/Memo (Report of Changes) Request from Finance, BFAD or from DPRM



3.2.8.5 FLOWCHART

3.2.8.6 NARRATIVE

3.2.8.6.1 The I/O controller of DMD receives the Report of Changes (issued from PNP-Finance, BPAD or DPRM) from Admin Office, logs-in and issues control numbers and forward to the Office of the Director, Computer Service.

3.2.8.6.2 The Director, Computer Service approves/signs the implementation of changes and will forward it to Chief, Finance Information System Section.

3.2.8.6.3 The Chief, Finance Information System Section will forward the approved report of changes to the verifier/encoder.

3.2.8.6.4 The Verifier/Encoder will verify the names listed in the report from the Master List of PNP Personnel with issued CFCs and encode report of changes to reflect in the Transaction File

3.2.8.6.5 The Updated Transaction File will then be forwarded to Systems Management Division.



Receiving of Request Ave 1-3 mins per request D, CS Signature Ave 3 secs Processing Ave 1 min per record Printing Ave 1 sec per record

Total Average Transaction Time Ave 3-5 mins per record

START

LOG-IN AND ISSUE CORRESPONDING CONTROL NUMBER

(I/O Controller)

DISTRIBUTE REPORT OF CHANGES TO VERIFIERS (CHIEF, FIS)

VERIFY FROM THE MASTER LIST OF PNP PERSONNEL WITH ISSUED CFCs

(Verifiers)

FORWARD TO THE OFFICE OF DIRECTOR, CS FOR SIGATURE

(D, CS)

REPORT OF CHANGES (From PNP-FINANCE, BPAD or DPRM)

END

FORWARD UPDATED TRANSACTION FILE TO

SMD



3.2.8.8 SAMPLE PROOFLIST OF PENSIONERS/RETIREES



3.4 DATABASE ADMINISTRATION SECTION

3.4.1 Updating/Validating Of Salary Masterfiles (Downloading of Files)


UPDATING/VALIDATING OF SALARY MASTERFILES (Downloading of Files)

3.3.1

2

INTERFACES 3.3.2

3.3.1.1 OBJECTIVE

To provide the procedures in the downloading of files which will be used in updating/validating PNP Salary Masterfiles. 3.3.1.2 REFERENCE


Continuous Form Checks (CFC’s) for the Pay and Allowances of PNP Commissioned Officers, Non-Commissioned Officers and Regular Non-Uniformed Personnel 3.3.1.3 DEFINITION OF TERMS

3.3.1.3.1 Cross-Matching 3.3.1.3.2 Pay Period 3.3.1.3.3 Import 3.3.1.3.4 SQL 3.3.1.3.5 Text File 3.3.1.3.6 Export 3.3.1.3.7 Btrieve File 3.3.1.3.8 Database Administrator Workstation 3.3.1.3.9 Local Station


3.3.1.4.1 Transaction Files from Database Server 3.3.1.4.2 PNP Salary Masterfiles Files from Database Server



3.3.1.5 FLOWCHART

3.3.1.6 NARRATIVE

3.3.1.6.1 The Database and Assistant Database Administrators cross-match Employee Masterfile with the following number of records: added, restored and deleted at the database server.

3.3.1.6.2 The Database Administrator changes pay period. 3.3.1.6.3 The Database Administrator exports SQL files from the Database

Server (conversion of SQL to Text file) to the Database Administrator (DBA) workstation.

3.3.1.6.4 The Database Administrator imports text files to btrieve files (conversion of text files to btrieve files).



Cross-Matching Ave 5-10 mins Changing of Pay Period Ave 5 mins Exporting SQL to Text File Ave 2 hrs Importing Text File to Btrieve File Ave 4 hrs Total Average Transaction Time 6-7 hrs

START

END

EXPORTS SQL FILES FROM DATABASE SERVER (CONVERSION OF SQL TO TEXT FILE) OF DBA

WORKSTATION (Database Administrator)

CHANGES PAY PERIOD (Database Administrator)

CROSS-MATCH EMPLOYEE MASTERFILE WITH THE FOLLOWING NUMBER OF RECORDS: ADDED, RESTORED AND DELETED AT THE DATABASE

SERVER (Database and Asst. Database Administrators)

IMPORTS TEXT FILES TO BTRIEVE FILES (CONVERSION OF TEXT FILES TO BTRIEVE FILES)

(Database Administrator)



3.4.2 Updating/Validating Of Salary Masterfiles (Aging of Deduction of Account)


UPDATING/VALIDATING OF SALARY MASTERFILES (Aging of Deduction of Account)

3.3.2

3

INTERFACES 3.3.3

3.3.2.1 OBJECTIVE

To provide the procedures in aging of deductions as part of updating/validating

Salary Masterfiles.

3.3.2.2 REFERENCE



3.3.2.3.1 Aging of Deduction of Account 3.3.2.3.2 PNP Salary System 3.3.2.3.3 Deduction Masterfile


Btrieve Files



3.3.2.5 FLOWCHART

3.3.2.6 NARRATIVE

3.3.2.6.1 The Database Administrator verifies/counterchecks the files to be used for the aging of deductions.

3.3.2.6.2 The Database Administrator runs/executes the program of aging of deductions. Under this sub-module, deductions with 01 number of installements (NRI) are printed, aged deductions are deleted from the Deduction Masterfile and the NRI of deductions are updated by being reduced by 1.

3.3.2.6.3 The Database Administrator verifies print-out against the Deduction Masterfile.



Counter-Checking Ave 5 mins Execution of program Ave 10-15 mins Printing Ave 30 mins Verification of print-out Ave 10 mins Total Average Transaction Time Ave 50 mins-1 hr

START

END

RUNS/EXECUTES THE PROGRAM OF AGING OF DEDUCTIONS


VERIFIES/COUNTER-CHECKS FILES TO BE USED/UPDATED

(IDatabase Administrator)

VERIFIES PRINT-OUTS AGAINST DEDUCTION MASTERFILE (Database Administrator)



3.3.2.8 SAMPLE VALIDATION REPORT



3.4.3 Updating/Validating Of Salary Masterfiles (Stoppage of Deductions)


UPDATING/VALIDATING OF SALARY MASTERFILES (Stoppage of Deductions)

3.3.3

3

INTERFACES 3.3.4

3.3.3.1 OBJECTIVE

To provide the procedures in updating/validating Salary Masterfile (Stoppage of Deductions). 3.3.3.2 REFERENCE



3.3.3.4.1 Transaction File 3.3.3.4.2 Deduction Masterfile



3.3.3.5 FLOWCHART

3.3.3.6 NARRATIVE

3.3.3.6.1 The Database Administrator verifies/counterchecks the files to be

used in the stoppage of deductions. 3.3.3.6.2 The Database Administrator runs/executes the program on

stoppage of deductions. Under this sub-module, deductions have been deleted and Deduction Masterfile have undergone 2nd updating.

3.3.3.6.3 The Database Administrator prints validation report. 3.3.3.6.4 The Database Administrator verifies print-out against the

Deduction Masterfile.


TRANSACTION TYPE TURN AROUND TIME Counter-Checking Ave 5-10 mins Execution of program Ave 5-10 mins Printing Ave 30 mins Counter-checking of Print-out Ave 5-10 mins Total Average Transaction Time Ave 45 mins-1 hr

START

END

PRINTS VALIDATION REPORT (Database Administrator)

RUNS/EXECUTES THE PROGRAM STOPPAGE OF DEDUCTIONS


VERIFIES/COUNTER-CHECKS FILES TO BE USED/UPDATED


VERIFIES PRINT-OUT AGAINST DEDUCTION MASTERFILE




3.4.4 Updating Of Employee Masterfile (Rank/Unit Code/Long Pay/Birthdate/Correction Of Name)


UPDATING OF EMPLOYEE MASTERFILE (RANK/UNIT CODE/LONG PAY/BIRTHDATE/CORRECTION OF NAME)

3.3.4

3

INTERFACES 3.3.5

3.3.4.1 OBJECTIVE

To provide the procedure in implementing rank and long pay adjustment, change of unit code and birthdate and correction of name. 3.3.4.2 REFERENCE

SOP No. 21 dated May 6, 1998 entitled, “Preparation and Disposition of Continuous Form Checks (CFC’s) for the Pay and Allowances of PNP Commissioned Officers, Non-Commissioned Officers and Regular Non-Uniformed Personnel. 3.3.4.3 DEFINITION OF TERMS 3.3.4.4 REQUIREMENTS

Updated Salary Masterfile



3.3.4.5 FLOWCHART

3.3.4.6 NARRATIVE

3.3.4.6.1 The Database and Asst. Database Administrator verify /countercheck the files to be used in the implementation of rank and long pay adjustment, change of unit code and birthdate and correction of name.

3.3.4.6.2 The Database Administrator runs/executes the program of Update Employee Masterfile.

3.3.4.6.3 The Database Administrator prints validation report. 3.3.4.6.4 The Database Administrator verifies validation report against the

Emplyee Masterfile.


TRANSACTION TYPE TURN AROUND TIME Counter-Checking Ave 5-10 mins Execution of program Ave 1 hr Printing Ave 2 hrs Counter-checking of Print-out Ave 5-10 mins Total Average Transaction Time Ave 3-4 hrs

START

END

PRINTS VALIDATION REPORT (Database Administrator)

RUNS/EXECUTES THE PROGRAM IMPLEMENTATION OF OTHER TRANSACTIONS


VERIFY/COUNTER-CHECK FILES TO BE USED/UPDATED

(IDatabase and Asst. Database Administrator)

VERIFY PRINT-OUT AGAINST EMPLOYEE MASTERFILE




3.4.5 Updating Of Pnp Salary Masterfile (Implementation of Salary Assignment)


UPDATING OF PNP SALARY MASTERFILE (Implementation of Salary Assignment)

3.3.5

3

INTERFACES 3.3.6

3.3.5.1 OBJECTIVE

To provide the procedure in the implementation of salary assignment as part of updating the PNP Salary Masterfile.

3.3.5.2 REFERENCE


3.3.5.3.1 Salary Assignment 3.3.5.3.2 Allotter 3.3.5.3.3 Allottee 3.3.5.3.4 Back-up File

3.3.5.4 REQUIREMENTS Memo Requests with Salary Assignment Change Report from Finance



3.3.5.5 FLOWCHART

3.3.5.6 NARRATIVE

3.3.5.6.1 The I/O Controller of FISS, DMD receives the Memo from Admin

Office, issues control numbers, stamps and forwards to the Director, Computer Service.

3.3.5.6.2 The Director, Computer Service approves/signs the memo request for implementation and forwards to the I/O Controller of FISS, DMD.

3.3.5.6.3 The I/O Controller of FISS, DMD receives back the Memo request, logs-in and transmits to the Salary Assignment Encoder.

3.3.5.6.4 The Salary Assignment Encoder encodes the salary assignments to be saved in the Allotee File, Deduction Masterfile and the Salary Assignment File. Under this module, the allotter’s capability to pay the allottee with the allotted amount is determined. If he has the capability to do so, the Salary Assignment Encoder enters the data of the allottee including the amount to be allotted.

3.3.5.6.5 The Salary Assignment Encoder verifies the amount deducted from the PNP Personnel against the amount allotted to the allottee.

3.3.5.6.6 The Salary Assignment Encoder prints the list of PNP Personnel with Salary Assignment.

3.3.5.6.7 The Data Administrator performs back-up of Deduction Masterfiles and Salary Masterfiles.

START

END

PRINTS VALIDATION REPORT (Salary Assignment Encoder)

ENCODES SALARY ASSIGNMENTS WITH ALLOTEE FILE, DEDUCTION MASTERFILE AND SALARY ASSIGNMENT FILE AS THE

SINK (Salary Assignment Encoder)

RECEIVES MEMO REQUESTS WITH SALARY ASSIGNMENT CHANGE REPORT, ISSUES

CONTROL NUMBER AND STAMP FOR D, CS APPROVAL/SIGNATURE

(I/O Controller)

PERFORMS BACK-UP OF DEDUCTION MASTERFILES



(D, CS)

VERIFIES AMOUNT DEDUCTED VS AMOUNT ALOTTED

(Salary Assignment Encoder)




TRANSACTION TYPE TURN AROUND TIME Receiving of Request Ave 1-3 mins D, CS Signature Ave 3 secs Encoding/Updating salary assignment Ave 2 hrs Verifying amount Ave 30 mins Printing Ave 30 mins Performing back-up of files Ave 20 mins Total Average Transaction Time Ave 3-4 hrs




3.4.6 Updating Of Pnp Salary Masterfiles (Processing Of Deductions)


UPDATING OF PNP SALARY MASTERFILES (Processing Of Deductions)

3.3.6

3

INTERFACES N/A

3.3.6.1 OBJECTIVE

To provide the procedure in the processing of deductions according to prioritization. Standard deductions particularly those due to the government such as withholding tax, PAG-IBIG, PHILHEALTH, GSIS etc. shall be treated accordingly. The insurance premiums and/or mutual benefit funds follow, then the billing reports from private financial institutions. 3.3.6.2 REFERENCE



3.3.6.3.1 Withholding Tax 3.3.6.3.2 Standard Deduction 3.3.6.3.3 PAG-IBIG 3.3.6.3.4 PHILHEALTH 3.3.6.3.5 GSIS 3.3.6.3.6 Insurance premiums 3.3.6.3.7 Mutual benefit funds 3.3.6.3.8 Private Financial Institutions


3.3.6.4.1 Files to be used/updated



3.3.6.5 FLOWCHART

3.3.6.6 NARRATIVE

3.3.6.6.1 The Database and Asst. Database Administrators verify/check files to be used according to prioritization.

3.3.6.6.2 The Database Administrator runs/executes the program Processing of Deductions. Under this module, the PNP Personnel’s capability to pay the deduction is determined. If he has the capability to do so, the deduction is deducted from his salary or only part of the deduction to maintain minimum net take home pay of P3,000.00. Otherwise, the deduction will not be processed. Then, validation report is printed.

3.3.6.6.3 The Database Administrator performs back-up files. 3.3.6.6.4 The Database Administrator counterchecks the number of records

of each Mastefile. 3.3.6.6.5 The Database Administrator forwards the updated Salary

Masterfiles to the Systems Management Division. 3.3.6.7 SERVICE STANDARDS


Counter-checking files to be used Ave 5-10 mins Execution of Program (per type of deduction) Ave 1 hr Performs back-up of files Ave 10 mins Counter-checking (each masterfle) Ave 5-10 mins Forward to SMD Ave 2 mins

Total Average Transaction Time Ave 1-2 hrs

START

END PERFORMS BACK-UP OF FILES


RUNS/EXECUTES PROGRAM PROCESSING OF DEDUCTIONS


COUNTER-CHECK NUMBER OF RECORDS (Database Administrator)

FORWARDS UPDATED SALARY MASTERFILE TO SMD


VERIFY/CHECK FILES TO BE USED (Database and Asst. Database

Administrator)



4. NETWORK MANAGEMENT DIVISION Reports of accomplishments from the different sections of the NMD shall be forwarded to D, CS for information. Subsequently, a memo report shall be created and forwarded - signed by D, CS as routed thru the Command Group, by the NMD in reponse to requests of concerned office requiring the service of NMD.

4.1 NETWORK ADMINISTRATION SECTION

4.1.12 Installation of Anti-virus software to PNP CampNet Workstations

TITLE Procedure No.

No. of Pages

Installation of Anti-virus software to PNP CampNet workstation

4.1.1 5

INTERFACES PNPCS, NMD and Requesting Office 4.1.1.1 OBJECTIVE

To provide procedures in the installation of Anti-Virus software to the newly formatted PNP Campnet workstation of the requesting PNP Unit/Office. 4.1.1.2 REFERENCES

4.1.1.2.1 C, PNP approved guidelines and procedures in the operation and maintenance of the PNP Campus Network dated November 29, 2006.

4.1.1.2.2 Creation of Network Management Division dated January 31, 2003.


4.1.1.3.1 Anti-Virus (AV) software – a program that detects and removes computer viruses.


4.1.1.3.2 Memorandum/Letter request from the requesting PNP Unit/Office. 4.1.1.3.3 PNP CampNet user/client workstation must physically and

logically connected to the PNPCS Server Farm. 4.1.1.3.4 Personal Computing Machine

CPU - Minimum of Pentium Celeron MMX RAM - Minimum of 64MB PC100 OS - Windows 95/98/2000/ NT/ME/XP/Vista HDD Free Space - Minimum of 50 MB Optical Drive



4.1.1.5 FLOW CHART START END 4.1.1.6 NARRATIVE

REPORT THE ACCOMPLISHED TASK

(Designated NAS staff)

INSTALL the AV SOFTWARE

1. DELETE FILES UNDER THE FOLLOWING FOLDERS: TEMPORARY INTERNET FILES TEMP FILES PREFETCH COOKIES

2. INSTALL AV SOFTWARE 3. CONFIGURE AV SETTINGS 4. DOWNLOAD THE LATEST

UPDATE/PATCH 5. SCAN THE WORKSTATION

(Designated NAS Staff) 6. RUN SCANDISK 7. RUN DISK DEFRAGMENT 8. RE-RUN AV SOFTWARE

NMD SF NOTATION

(C, NAS)

RECORD AND CONSOLIDATE NMD SERVICE FORM

(NMD Duty of the Day)

REPORT THE ACCOMPLISHED TASK

(C, NAS)

ENTRUST THE TASK

(C, NMD)

DESIGNATE THE TASK

(C, NAS)

PREPARE TOOLS/MATERIALS/FORMS

(Designated NAS Staff)

RECORD and LOG


BRIEF THE USER


FILL-UP NMD SF


ACKNOWLEDGED RENDERED SERVICE

(Client/User)



4.1.1.6.1 C, NMD to entrust the received memo request from PNP Unit/Office for the installation of Anti-Virus software to C, NAS.

4.1.1.6.2 C, NAS to designate and instruct one (1) of his/her knowledgeable staff to install and make the necessary configuration to the AV software to protect the workstation of the requesting user/client from network and virus attacks.

4.1.1.6.3 The designated NAS staff to prepare the needed tools/materials and form/s in the performance of the task given.

NMD SF Anti-virus software installer CD

4.1.1.6.4 4.1.1.6.4 The NMD Duty of the Day to record/log the whereabouts of NAS personnel regarding the service to be rendered in leaving out the Office.

4.1.1.6.5 The designated NAS staff to install and configure the AV software to the user/client workstation of the requesting Office.

4.1.1.6.6 designated NAS staff to brief the user/client on the following: How to use the AV software in scanning removable

storage devices as one (1) or precautionary measures. User do’s and don’ts when prompted to select an

action. 4.1.1.6.7 The designated NAS staff to accomplish the NMD SF, indicating

therein the details of his/her accomplished task, installation and configuration status and recommendation, if any.

4.1.1.6.8 User/Client to acknowledge the service rendered by affixing his/her fullname and signature to the prepared NMD SF of the designated NAS staff.

4.1.1.6.9 The designated NAS staff to report to C, NAS his/her accomplished task and submits its corresponding NMD SF.

4.1.1.6.10 NAS to affix his/her signature to the submitted NMD SF by the designated NAS staff and forward it to the NMD Duty of the Day.

4.1.1.6.11 NMD Duty of the Day to encode/include in his/her NMD list of services rendered for the day. NMD SF is compiled with all the other accomplished NMD SF.

4.1.1.6.12 C, NAS to render report to C, NMD regarding the completion/status of the task.




Transaction Type Turn Around Time Receive task and instructions

5 mins

Prepare tools, materials and forms

15 mins

Record and Log 5 mins

Travel time to location 20 mins (subjected to how far the requesting party site is)

Installation of Anti-Virus software

90 mins (subjected to Computer speed and availability of the user/client)

Brief the user/client

30 mins (subjected to Computer speed and learning comprehension of the user/client)

Fill-up NMD SF 5 mins Acknowledgement of the service rendered

10 mins

Travel time to return to office

20 mins (subjected to how far the requesting party site is)

Report the accomplished task

5 min

NMD SF Notation 5 mins

Average Task Accomplishment Time

Record and consolidate NMD Service Form

5 mins

Total Average Task Accomplishment Time 3 hours 35 mins



4.1.1.8 SAMPLE FORMAT




TITLE Procedure No.

No. of Pages

Provide Internet Access to PNP CampNet users/clients workstations

4.1.2 6

INTERFACES N / A 4.1.2.1 OBJECTIVE

To provide procedures in activating Internet Access of PNP Campnet user/client which maintain by the PNPCS. 4.1.2.2 REFERENCES



4.1.2.3 DEFINITION OF TERMS 4.1.2.3.1 NMD SF (Network Management Division Service Form) - a form

formulated to serve as basis of actions taken/services rendered, accomplished by the requesting party upon network-related service is rendered.

4.1.2.3.2 PNP CampNet (PNP Campus Network) - a network based onTransmission Control Protocol/Internet Protocol (TCP/IP) belonging to the Philippine National Police sited within the perimeter of Camp Crame.

4.1.2.3.3 PNP Campnet User/Client - the user or client of a workstation connected to the PNP Campnet.

4.1.2.3.4 User/Client – the user of a workstation connected to a network 4.1.2.3.5 Workstation - a personal computing device which is physically

connected to the PNP Campnet. 4.1.2.4 REQUIREMENTS 4.1.2.4.1 Memorandum/Letter request from the requesting PNP

Unit/Office 4.1.2.4.2 PNP CampNet user/client workstation must physically and

logically connected to the PNPCS Server Farm 4.1.2.4.3 User account of the PNP CampNet user/client 4.1.2.4.4 Workstation



4.1.2.5 FLOW CHART

START END 4.1.2.6 NARRATIVE

ENTRUST THE TASK (C, NMD)

DESIGNATE THE TASK (C, NAS)

PREPARE TOOLS/MATERIALS/FORMS (Designated NAS Staff)

RECORD and LOG (NMD Duty of the Day)

CONFIGURE BROWSER SETTINGS (Designated NAS Staff)

BRIEF THE USER (Designated NAS Staff)

FILL-UP NMD SF (Designated NAS Staff)

ACKNOWLEDGED RENDERED SERVICE (Client/User)

REPORT THE ACCOMPLISHED TASK (Designated NAS staff)

NMD SF NOTATION (C, NAS)



REPORT THE ACCOMPLISHED TASK (C, NAS)



4.1.2.6.1 C, NMD to entrust the received memo request from PNP Unit/Office for the installation of Internet access to C, NAS.

4.1.2.6.2 C, NAS to designate and instruct one (1) of his/her knowledgeable staff to provide/make the necessary configuration to have Internet access to the workstation of the requesting user/client.

4.1.2.6.3 The designated NAS staff to prepare the needed tools/materials and form/s in the performance of the task given:

NMD SF Operating System CD Installer Windows 95/98/2000/ NT/ME/XP

4.1.2.6.4 The NMD Duty of the Day to report/log to his/her Journal the whereabouts of NAS personnel as informed by the designated NAS staff regarding the service to be rendered in leaving out the Office.

4.1.2.6.5 The designated NAS staff to configure the browser of the PNP CampNet user/client workstation of the requesting Office.

4.1.2.6.6 The designated NAS staff to brief the user/client on prohibitions and precautionary measures of the Internet usage.

4.1.2.6.6 The designated NAS staff to accomplish the NMD SF indicating therein the details of his/her accomplished task, configuration status and recommendation, if any.

4.1.2.6.7 User/Client to acknowledge the service rendered by affixing his/her signature to the prepared NMD SF of the designated NAS staff.


4.1.2.6.9 C, NAS to affix his/her signature to the submitted NMD SF by the designated NAS staff and forward it to the NMD Duty of the Day.

4.1.2.6.10 NMD Duty of the Day to encode/include in his/her NMD Journal list of services rendered for the day. NMD SF is compiled with all the other accomplished NMD SF.






5 mins


15 mins



Installation of Shared PIS application

30 mins (subjected to Computer speed and availability of the

user/client)


30 mins (subjected to Computer speed and learning

comprehension of the user/client)


10 mins




5 min




5 mins




4.1.14 Provide Internet Access to PNP CampNet users/clients

workstations




Installation of Shared Personnel Information System Application to PNP Campnet workstation

4.1.3 6


To provide procedure in the installation of Shared Personnel Information System (Shared PAIS) Application to the workstation of a user/client connected to the PNP Campnet as requested and duly approved/authorized by DPRM as the Information System owner. 4.1.3.2 REFERENCES




4.1.3.3.1 Information System Owner – PNP Unit/Office that legally owns the Information System.

4.1.3.3.2 PNP CampNet (PNP Campus Network) - A network based on Transmission Control Protocol/Internet Protocol (TCP/IP) belonging to the Philippine National Police sited within the perimeter of Camp Crame.



4.1.3.4.1 Memorandum/Letter request from the requesting PNP Unit/Office. 4.1.3.4.2 Memorandum from DPRM authorizing PNPCS-NMD personnel to

install the Shared PIS to the workstation of the requesting Office. 4.1.3.4.3 PNP CampNet user/client workstation must physically and logically

connected to the PNPCS Server Farm 4.1.3.4.4 User account of the PNP CampNet user/client 4.1.3.4.5 Shared PIS user account provided by the DPRM 4.1.3.4.6 Workstation specifications:

● CPU - Minimum of Pentium Celeron MMX ● RAM - Minimum of 64MB PC100 ● OS - Windows 95/98/2000/ NT/ME/XP/Vista ● HDD Free Space - Minimum of 50 MB ● Optical Drive



4.1.3.5 FLOW CHART

START END

INSTALL the SHARED PIS

9. RUN THE PIS SETUP FILE FROM THE APPLICATION INSTALLER CD

10. CONFIGURE THE ODBC 11. TEST/RUN















4.1.3.6 NARRATIVE

4.1.3.6.1 C, NMD to entrust the received memo request from PNP Unit/Office for the installation of Shared PIS to C, NAS.

4.1.3.6.2 C, NAS to designate and instruct one (1) of his/her knowledgeable staff to install the Shared PIS Application to the workstation of the requesting user/client.


NMD SF Shared PIS CD Installer

4.1.3.6.4 The NMD Duty of the Day to record/log the whereabouts of NAS personnel as informed by the designated NAS staff regarding the service to be rendered in leaving out the Office.

4.1.3.6.5 The designated NAS staff to install the Shared PIS to the workstation of the user/client of the requesting Office.

4.1.3.6.6 The designated NAS staff to brief the user/client on how to use/operate the installed Shared PIS application.

4.1.3.6.7 The designated NAS staff to accomplish the NMD SF, indicating therein the details of his/her accomplished task, installation status and recommendation, if any.










5 mins


15 mins


Travel time to location 20 mins (subjected to how

far the requesting party site is)

Installation of Shared PIS application

30 mins (subjected to Computer speed and

availability of the user/client)


30 mins (subjected to Computer speed and

learning comprehension of the user/client)


10 mins


20 mins (subjected to how far the requesting party site

is) Report the accomplished task

5 min

NMD SF Notation 5 min



5 mins




4.1.15 Installation of PNP Salary System Application to PNP Campnet Workstations

TITLE

Procedure No. No. of Pages

Installation of PNP Salary System Application to PNP Campnet Workstations

4.1.4 4


To provide procedures in the installation of PNP Salary System Application to the workstation of a user/client connected to the PNP Campnet as requested and duly approved/authorized by PNP Finance Service as the Information System owner. 4.1.4.2 REFERENCES





4.1.4.3.2 Magic 7.1e Runtime Dongle – is a small hardware device that connects to a computer to control access to PNP Salary System developed using the Magic 7.1e development tool. When the dongle is not present, the application refuses to run or runs in a restricted mode.

4.1.4.3.4 Magic 7.1e Dongle Acknowledgement Form – a form that serves as acknowledgement of the Magic 7.1e dongle installed at the user/client workstation.


4.1.4.4.1 Memorandum/Letter request from the requesting PNP

Unit/Office. 4.1.4.4.2 Memorandum from PNP FS authorizing PNPCS-NMD personnel to

install the PNP SS to the workstation of the requesting office. 4.1.4.4.3 PNP CampNet user/client workstation must physically and

logically connected to the PNPCS Server Farm. 4.1.4.4.4 User account of the PNP Campnet user/client 4.1.4.4.5 Magic 7.1e Runtime dongle 4.1.4.4.6 Workstation satisfying specs to run Magic 7: CPU - Minimum of

Pentium Celeron MMX; RAM - Minimum of 64MB PC100; OS - Windows 95/98/2000/ NT/ME/XP/Vista; HDD Free Space - Minimum of 50 MB; Optical Drive.

4.1.4.5 FLOWCHART




4.1.4.6.1 C, NMD to entrust the received memo request from the PNP Unit/Office for the installation of PNP Salary System to C, NAS.



INSTALL the PNP SALARY SYSTEM

12. CONNECT MAGIC 7.1E DONGLE TO THE COMPUTER

13. INSTALL MAGIC 7.1E SOFTWARE

14. LOAD THE PNP SS MAGIC.INI FILE

15. CREATE USER/CLIENT PNP SS USER ACCOUNT








ACKNOWLEDGED the MAGIC 7.1e RUNTIME DONGLE INSTALLED

(Client/User)






4.1.4.6.2 C, NAS to designate and instruct one (1) of his/her knowledgeable staff to install the PNP Salary System Application to the workstation of the requesting PNP CampNet user/client.

4.1.4.6.3 The designated NAS staff to prepare the needed tools/materials and form/s in the performance of the task given.

● NMD SF ● Magic 7.1e Dongle Acknowledgement Form ● Magic 71.e CD installer ● Copy of PNP SS Magic.INI file


4.1.4.6.5 The designated NAS staff to install the PNP Salary System to the workstation of the user/client of the requesting Office.

4.1.4.6.6 The designated NAS staff to brief the user/client on how to use/operate the installed PNP Salary System application.

4.1.4.6.7 The designated NAS staff to accomplish the NMD SF, indicating therein the details of his/her accomplished task, installation status and recommendation, if any.


4.1.4.6.9 User/Client to acknowledge the Magic 7.1e installed at the printer port of the workstation by affixing his/her signature to the Magic 7.1e Dongle Acknowledgement Form. Copy of the form was given to the User/Client.

4.1.4.6.10 The designated NAS staff to report to C, NAS his/her accomplished task and submits its corresponding NMD SF together with the Magic 7.1e Dongle Acknowledgement Form.








5 mins


15 mins



Installation of PNP Salary System Application





10 mins

Acknowledge the Magic 7.1e dongle installed

5 mins




5 min




5 mins




4.1.16 Installation of Withholding Tax Information System Application to PNP Campnet Workstations

TITLE Procedure No.

No. of Pages

Installation of Withholding Tax Information System Application to PNP Campnet

Workstations

4.1.5

5


To provide procedure in the installation of Withholding Tax Information System (WTIS) Application to a workstation of a user/client connected to the PNP CampNet as requested and duly approved/authorized by PNP Finance Service as the Information System owner. 4.1.5.2 REFERENCES






4.1.5.4.1 Memorandum/Letter request from the requesting PNP Unit/Office.

4.1.5.4.2 Memorandum from PNP FS authorizing PNPCS-NMD personnel to install the WTIS to the workstation of the requesting office

4.1.5.4.3 PNP CampNet user/client workstation must physically and logically connected to the PNPCS Server Farm.

4.1.5.4.4 User account of the PNP CampNet user/client 4.1.5.4.5 Magic 7.1e Runtime dongle 4.1.5.4.6 Workstation specifications:

● CPU - Minimum of Pentium Celeron MMX ● RAM - Minimum of 64MB PC100 ● OS - Windows 95/98/2000/ NT/ME/XP/Vista ● HDD Free Space - Minimum of 50 MB ● Optical Drive



4.1.5.5 FLOW CHART START END 4.1.5.6 NARRATIVE

INSTALL the WITHHOLDING TAX INFORMATION SYSTEM

17. CONNECT MAGIC 7.1E DONGLE TO

THE COMPUTER 18. INSTALL MAGIC 7.1E

SOFTWARE 19. LOAD THE WTIS MAGIC.INI

FILE 20. CREATE USER/CLIENT WTIS

USER ACCOUNT








ACKNOWLEDGED the MAGIC 7.1e RUNTIME DONGLE INSTALLED

(Client/User)








4.1.5.6.1 C, NMD to entrust the received memo request from the PNP Unit/Office for installation of Withholding Tax Information System to C, NAS.

4.1.5.6.2 C, NAS to designate and instruct one (1) of his/her knowledgeable staff to install the Withholding Tax Information System Application to the workstation of the requesting PNP CampNet user/client.


NMD SF Magic 7.1e Dongle Acknowledgement Form Magic 71.e CD installer Copy of WTIS Magic.INI file


4.1.5.6.5 The designated NAS staff to install the WTIS to the workstation of the user/client of the requesting Office.

4.1.5.6.6 The designated NAS staff to brief the user/client on how to use/operate the installed WTIS application.

4.1.5.6.7 The designated NAS staff to accomplish the NMD SF indicating therein the details of his/her accomplished task, installation status and recommendation, if any.


4.1.5.6.9 User/Client to acknowledge the Magic 7.1e installed at the printer port of the workstation by affixing his/her signature to the Magic 7.1e Dongle Acknowledgement Form. Copy of the form was given to the User/Client.

4.1.5.6.10 The designated NAS staff to report to C, NAS his/her accomplished task and submits its corresponding NMD SF together with the Magic 7.1e Dongle Acknowledgement Form.








5 mins


15 mins



Installation of PNP Salary System Application


Briefing the user/client



10 mins


5 mins




5 min


Average Task

Accomplishment Time


5 mins






TITLE Procedure No.

No. of Pages

Installation of Additional PNP CampNet End-Nodes to Other PNP Units/Offices 4.2.1 4

INTERFACES 4.2.3 4.2.1.1 OBJECTIVE

To provide procedures in the installation of PNP Campnet end-node to the requesting PNP Unit/Office. 4.2.1.2 REFERENCES 4.2.1.2.1 C, PNP approved guidelines and procedures in the operation

and maintenance of the PNP Campus Network dated November 29, 2006.


4.2.1.3 DEFINITION OF TERMS 4.2.1.3.1 NMD SF (Network Management Division Service Form) - a form

formulated to serve as basis of actions taken/services rendered, accomplished by the requesting party upon network-related service is rendered.

4.2.1.3.2 PNP CampNet (PNP Campus Network) - A network based on Transmission Control Protocol (TCP/IP) belonging to the Philippine National Police sited within the perimeter of Camp Crame.


4.2.1.4.1 Memorandum/Letter request from the requesting PNP Unit/Office

4.2.1.4.2 IT Officer or personnel who will assist the NMS staff 4.2.1.4.3 Availability of PNP Campnet port/slot 4.2.1.4.4 Availability of network materials: Network Interface Card;

Network Interface Card Driver; Network Connectors (RJ45); Network Cable; Plastic molding

4.2.1.4.5 Personal Computing: CPU - Minimum of Pentium Celeron MMX; RAM - Minimum of 64MB PC100; OS - Windows 95/98/2000/ NT/ME/XP/Vista; HDD Free Space – Min of 50 MB; Optical Drive.



4.2.1.5 FLOW CHART





ENTRUST THE TASK (CHIEF, NMD)


PREPARE TOOLS/MATERIALS/FORMS (DESIGNATED NAS STAFF)

RECORD AND LOG (NMD DUTY OF THE DAY)

INSTALL PNP CAMPNET NODE (DESIGNATED NAS STAFF)

BRIEF THE USER (DESIGNATED NAS STAFF)

FILL-UP NMD SF (DESIGNATED NAS STAFF)

ACKNOWLEDGE RENDERED SERVICE (CLIENT/USER


REPORT THE ACCOMPLISHED TASK (DESIGNATED NAS STAFF)



4.2.1.6.1 C, NMD to entrust the received memo request from the PNP Unit/Office for the installation of PNP Campnet End-node to C, NMS.

4.2.1.6.2 C, NMS to designate and instruct NMS staff to install the PNP Campnet end-node to the requesting PNP Unit/Office.

4.2.1.6.3 The designated NMS staff to prepare the needed tools/materials and form/s in the performance of the task given.

● NMD SF ● Networks tools and equipment

4.2.1.6.4 The NMD Duty of the Day to record/log the whereabouts of NMS personnel regarding the network related service to be rendered in leaving out the Office.

4.2.1.6.5 The designated NMS staff to install the PNP Campnet End-node to the personnel of the requesting Office.

4.2.1.6.6 The designated NMS staff to brief the user/client on how to log-on to the PNP Campus Network.

4.2.1.6.7 The designated NMS staff to accomplish the NMD SF indicating therein the details of his/her accomplished task, installation status and recommendation, if any.


4.2.1.6.9 The designated NMS staff to report to C, NAS his/her accomplished task and submits its corresponding NMD SF.

4.2.1.6.10 C, NMS to affix his/her signature to the submitted NMD SF by the designated NMS staff and forward it to the NMD Duty of the Day.







5 mins


15 mins



Installation of PNP Campnet End-node

120 mins (subjected to the quatity of end-node)



Fill-up NMD SF 5mins Acknowledgement of the service rendered

10 mins


5 mins




5 min




5 mins




4.3.2 Providing network layout and list of materials to the requesting PNP Unit/Office

TITLE Procedure No.

No. of Pages

Providing network layout and list of materials to the requesting PNP Unit/Office

4.2.2 5

INTERFACES 4.2.3

4.2.2.1 OBJECTIVE

To provide network layout and list of materials to the requesting PNP Unit/Office based on the site inspection conducted by the NMD personnel. 4.2.2.2 REFERENCES

4.2.2.2.1 NMD Creation dated 4.2.2.2.2 NMD/COD Re-organization dated

4.2.2.2.3 C, PNP approved general guidelines and procedures in the maintenance of the PNP Campus Network dated November 29, 2006.

4.2.2.3 DEFINITION OF TERMS 4.2.2.3.1 Network Cable – is the medium through which information

usually moves from one network device to another. 4.2.2.3.2 Network Layout - the logical or physical diagram of both

existing and proposed interconnection of computers and associated devices to provide end-users with a means of communicating and receiving information electronically without being limited by a geographical distance.

4.2.2.3.3 PNP CampNet - a local area network, based on Transmission Control Protocol / Internet Protocol (TCP/IP) sited within Camp Crame.


4.2.2.3.5 SF (Service Form) - an NMD document being accomplished by the requesting party after rendering network related service by the NMD personnel.


4.2.2.4.1 Memorandum/Letter Request from the PNP Unit/Office.

4.2.2.4.2 Coordination from the requesting PNP Unit/Office. 4.2.2.4.3 Site Inspection conducted by the NMD personnel.



4.2.2.5 FLOW CHART START END


PREPARES NETWORK LAYOUT AND LIST OF MATERIALS

(C, NMS)

SIGN and ENDORSE for APPROVAL of D, CS

(C, NMD)

RECORD AND DISPATCH to ADMIN OFFICE

(NMD Administrative Assistant)

REVIEWS THE RECOMMENDATION OF C, NMS (AC, NMD)

ROUTES THE MEMORANDUM (Admin Office)

REVIEWS AND RECOMMENDS APPROVAL TO D, CS (DDITM)

REVIEWS THE RECOMMENDATION (CDS)

REVIEWS AND RECOMMENDS APPROVAL TO DCS (DDA)

APPROVED / DISAPPROVED (DCS)



4.2.2.6 NARRATIVE

4.2.2.6.1 C, NMD entrust the task of preparing network layout and list of materials to C, NMS which should be based on the report of NMS personnel who conducted the site inspection.

4.2.2.6.2 C, NMS prepares the appropriate network layout and makes a list of materials based on the site inspection report.

4.2.2.6.3 The AC, NMD reviews the prepared network layout and list of materials and forward it afterwards to C, NMD for approval/signature.

4.2.2.6.4 C, NMD further reviews and signs the forwarded/submitted layout and list of materials and subsequently, with a cover memo, endorses same for approval to D, CS.

4.2.2.6.5 The NMD Admin Assistant records and dispatch to the Admin Office.

4.2.2.6.6 The Admo routes the prepared memorandum with attachments. 4.2.2.6.7 CDS reviews the memorandum then forward to the next routing,

DDITM. 4.2.2.6.8 DDITM reviews then forward to the next routing, recommending

for its approval. 4.2.2.6.9 DDA reviews then forward to the next routing, recommending

for its approval to D, CS. 4.2.2.6.10 The DCS approved or disapproved the memorandum.


Transaction Type Turn Around Time Preparation of network layout and list of materials

24 hours (subjected to the volume of end-

nodes) Recommend Approval (NMD) 8 hours


Recommend Approval (CS) 8 hours

Total Average Task Accomplishment Time 5 days



4.3.3 Conduct Site Inspection to the requesting PNP Unit/Office



4.2.3.1 OBJECTIVE

To conduct site inspection to the area/office requested by PNP Units/Offices.

4.2.3.2 REFERENCES

4.2.3.2.1 C, PNP approve guidelines and procedures in the opera tion and maintenance of the PNP Campus Network dated November 29, 2006.


4.2.3.3 DEFINITION OF TERMS 4.2.3.3.1 End-node – a network node/end-point connecting workstation

to the PNP Campnet.


4.2.3.4.1 Memorandum/Letter Request from the PNP Unit/Office


Conduct Site Inspection to the requesting PNP Unit/Office

4.2.3 4

INTERFACES 4.2.1 and/or 4.2.2



4.2.3.5 FLOW CHART

START END



REPORT THE ACCOMPLISHED TASK (C, NMS)

ENTRUST THE TASK (CHIEF, NMD)

DESIGNATE THE TASK (C, NMS)

PREPARE TOOLS/MATERIALS/FORMS (DESIGNATED NAS STAFF)

RECORD AND LOG (NMD DUTY OF THE DAY)

FILL-UP NMD SF (NMS STAFF)

ACKNOWLEDGE RENDERED SERVICE (CLIENT/USER

NMD SF NOTATION (C, NMS)

REPORT THE ACCOMPLISHED TASK (NMS STAFF)

COURTESY CALL TO THE REQUESTING PARTY

(NMS STAFF)

CONDUCT OCULAR INSPECTION OF THE SITE (NMS STAFF)



4.2.3.6 NARRATIVE

4.2.3.6.1 The C, NMD entrust the tasks of conducting site inspection of the area/office requested of the requesting PNP Unit/Office to C, NMS.

4.2.3.6.2 The C, NMS delegates at least two (1) of his/her Staff to conduct site inspection.

4.2.3.6.3 The NMS staff to prepare the necessary tools and forms needed in the performance of the task given.

NMD SF 4.2.3.6.4 The NMD Duty of the Day to report/log to his/her Journal the

whereabouts of NMD personnel as informed by the NMS staff regarding the service to be rendered in leaving out the Office.

4.2.3.6.5 The NMS staff to report/courtesy calls to the signatory of the request memo. The signatory will then endorse them to their personnel knowledgeable of the project, who will be giving details of the project and accompany the NMS staff in the site inspection.

4.2.3.6.6 NMS staff conducts the site inspection and take note of the following:

Number of end-nodes to be installed; Distances of each end-nodes; Type of room barriers; and Number of floors included if more than one (1).

4.2.3.6.7 The NMS staff to accomplish the NMD SF, indicating therein the details of accomplished task, status of site inspection and recommendation, if any.

4.2.3.6.8 User/Client to acknowledge the service rendered by affixing his/her signature to the prepared NMD SF of the NMS staff.

4.2.3.6.9 The designated NMS staff to report to C, NMS his/her accomplished task and submits its corresponding NMD SF.

4.2.3.6.10 C, NMS to affix his/her signature to the submitted NMD SF by the designated NMS staff and forward it to the NMD Duty of the Day.


4.2.3.6.12 C, MS to render report to C, NMD regarding the result of conducted ocular inspection.




Transaction Type Turn Around Time Delegating / Tasking 30 mins Preparation of tools and forms

15 mins

Travel time to location 20 mins (subjected to

distance of the requesting party)

Coordination and Site Inspection

60 mins (subjected to thavailability of the requesting party)


20 mins (subjected to the distance from the

requesting party)


Report to C,NMS / C,NMD 30 minutes Total Average Task Accomplishment Time 2 hours 55 mins




4.3.1 Submission of NMD Monthly Accomplishment Report


Submission of NMD Monthly Accomplishment Report 4.3.1 4 INTERFACES N / A

4.3.1.1 OBJECTIVE

To provide procedures in the submission of NMD Accomplishment Report on weekly, monthly, quarterly and/or annually. 4.3.1.2 REFERENCES


4.3.1.2.2 CS Personnel Board Meeting dated February 21, 2007 4.3.1.2.3 Memorandum from C, PCR dated April 19, 2007


4.3.1.3.1 NMD SF (NMD Service Form)- a form formulated to serve as basis of actions taken/services rendered, accomplished by the requesting party upon network-related service is rendered.


4.3.1.3.3 Accomplishment Report of NMD ~ Pertains to the records of activities and programs conducted in relation to the NMD duty and functions


4.3.1.4.1 All accomplished NMD SF of the reporting month. 4.3.1.4.2 Memorandums



4.3.1.5 FLOW CHART

START

END 4.3.1.6 NARRATIVE

PREPARE NMD CONSOLIDATED ACCOMPLISHMENT REPORT (NAS and NMS Researchers)

REVIEW the REPORT (C, NAS / C, NMS)

RECORD DOCUMENT (NMD Duty of the Day)

REVIEW (AC, NMD)

SIGNATURE (C, NMD)

LOG and SUBMIT the ACCOMPLISHMENT REPORT




4.3.1.6.1 The NAS and NMS Researchers consolidates all the accomplished NMD Service Forms in rendering services from the different requesting PNP Units/Offices of the reporting month. Added on it are the accomplishments of NMD personnel that do not require the accomplishment of NMD SF.

4.3.1.6.2 The Section Chiefs (C, NAS and C, NMS) to review the accomplishment of their concerned Section. Afterwards, the the prepared accomplishment report be forwarded to NMD duty of the Day.

4.3.1.6.3 The NMD Duty of the Day to record the Monthly Accomplishment Report.

4.3.3.6.4 The AC, NMD to review the prepared Monthly Accomplishment Report.

4.3.1.6.5 The C, NMD to signature the Monthly Accomplishment Report. 4.3.1.6.6 The NMD Administrative Assistant make two (2) duplicate copies

of the final NMD Monthly Accomplishment Report signed by C,NMD and submits the original copy to PNPCS OPLANS and one (1) duplicate copy to PNPCS OPCR. The extra one (1) copy remains at NMD for filing.


Transaction Type Turn Around Time Prepare NMD consolidated accomplishment report

16 hours

Review of the report (C,NAS) 4 hours

Record document 5 mins Review of the report (AC,NMD)

60 mins

Signature of C, NMD 60 mins


Submission of Final Report 25 mins

Total Average Transaction Time 2 days, 6 hours and 30 minutes




4.3.2 Rendering After Training / Seminar Report for the Information of the Director




Rendering After Training / Seminar Report for the Information of the Director

4.3.2 5

INTERFACES N / A

4.3.2.1 OBJECTIVE

To provide after training/seminar report for the information of the DCS 4.3.2.2 REFERENCES


4.3.2.3 DEFINITION OF TERMS 4.3.2.4 REQUIREMENTS

4.3.2.4.1 Invitation memo from PNP Unit/Office or Private Institution



4.3.2.5 FLOW CHART


PREPARE and SUBMIT AFTER TRAINING / SEMINAR REPORT (NMD Attendee)

RECORD AND DISPATCH (NMD Administrative Assistant)

REVIEW THE REPORT (C, NAS / C, NMS)

RECORD AND LOG (NMD Duty of the Day)

REVIEW THE REPORT (AC, NMD)

SIGNATURE (C, NMD)



4.3.2.6.1 The NMD attendee(s) prepares and submits an after training/seminar report.

4.3.2.6.2 The Section Chief reviews the rendered after training/seminar and forwards it afterwards to NMD Duty of the Day.

4.3.2.6.3 NMD Duty of the Day logs and forwards the report to AC, NMD for his/her review.

4.3.2.6.4 AC, NMD reviews the report then forwards it to C, NMD for signature.

4.3.2.6.5 C, NMD further reviews and signs the forwarded/submitted and subsequently, with a cover memo, endorses same for information of D, CS and CS-TRD.

4.3.2.6.6 The NMD Administrative Assistant records and dispatches the report to Admin Office for routing and proper distribution to concerned CS Offices copies of the report.


Transaction Type Turn Around Time Preparation of the After Training/ Seminar Report

2 hours

Review of the report 2 hours


Submission of the report 15 mins Total Average Transaction Time 4 hours and 15 mins



4.3.3 Dissemination of approved NMD Standard Operating Procedure (SOP) to the PNP CampNet user/client and PNP Units/Offices

TITLE Procedure No.

No. of Pages

Dissemination of approved NMD Standard Operating Procedure (SOP) to the PNP CampNet user/client

and PNP Units/Offices 4.3.3 4

INTERFACES N/A

4.3.3.1 OBJECTIVE

To inform the concerned PNP Units/Offices user/client of the PNP CampNet regarding the approved Standard Operating Procedure created prior to implementation.

4.3.3.2 REFERENCES




4.3.3.3.1 SOP– Standard Operating Procedure


4.3.3.4.1 Approved Standard Operating Procedure



4.3.3.5 FLOW CHART START

END

DELEGATE THE PREPARATION OF DISSEMINATION MEMO

(C, NMD)

SIGN and ENDORSE

(C, NMD)

RECORD AND DISPATCH THE MEMO


PREPARE THE MEMO OF DISSEMINATION FOR SIGNATURE OF D, CS (Delegated Section Chief)

REVIEW THE MEMO (ASST. C, NMD)



4.3.3.6 NARRATIVE

4.3.3.6.1 C, NMD delegates one (1) of his/her staff (Section Chief) to prepare draft of memorandum disseminating the approved Standard Operating Procedure created concerning PNP CampNet to its user/client.

4.3.3.6.2 Delegated Section Chief to draft the memo for the signature of DCS then submit to Assistant Chief, NMD.

4.3.3.6.3 The AC, NMD reviews the content of the memo and makes the necessary correction, if any.

4.3.3.6.4 C, NMD to review the prepared memo then recommend for the approval and signature of DCS.

4.3.3.6.5 The administrative assistant records the SOP and transmits it to Admin for routing.


Transaction Type Turn Around Time Preparation of Memo 8 hours AC, NMD Review the SOP 1 hour C,NMD sign the SOP AC, NMD Review the SOP

1 hour Average Transaction Time

Admin assistant records the SOP 5 mins

Total Average Transaction Time 1 day, 2 hours and 5 minutes



4.3.4 Requisition for the procurement of network materials use for maintenance of PNPCS LAN

TITLE Procedure No.

No. of Pages

Requisition for the procurement of network materials use for maintenance of PNPCS LAN

4.3.4 4


To request for the procurement of network materials use in PNPCS LAN maintenance.

4.3.4.2 REFERENCES

4.3.4.2.1 DCS approved Policies and Guidelines in the Operation and Maintenance of the PNP Computer Service Local Area Network (PNPCS LAN) dated October 26, 2006.



4.3.4.3.1 PNPCS LAN – is a network based on Transmission Control Protocol/Internet Protocol (TCP/IP) belonging to the Philippine National Police located within the perimeter of PNP Computer Service.




4.3.4.5 FLOW CHART START

END

PREPARE REQUEST MEMO for APPROVAL OF D, CS

(C, NMS/C, NAS)

LOG IN REQUEST (NMD Duty of the Day)

REVIEW of the REQUEST MEMO

(Asst. C, NMD)

FOR SIGNATURE

(C, NMD)

FOR TRANSMITTAL TO ADMIN

(NMD, Admin Asst.)



4.3.4.6 NARRATIVE

4.3.4.6.1 C, NMS and/or C, NAS prepares the memo request for approval of D, CS regarding the procurement of necessary/needed network materials being used in the maintenance of PNPCS LAN. Attach to the memo is the quotation, if any.

4.3.4.6.2 The NMD Duty of the Day records the memo request then forwards same to AC, NMD.

4.3.4.6.3 AC, NMD reviews the request memo and makes the necessary corrections, if any.

4.3.4.6.4 C, NMD further reviews the request memo then affixes his/her signature on it when finalized.

4.3.4.6.5 The NMD Administrative Assistant records/logs and produce photocopy of the memo as NMDs copy and transmits it to Admin Office.


Transaction Type Turn Around Time Preparation of Memo Request 30 mins Review and finalization of the memo

1 hr


Admin assistant records the request and transmit to Admin Office

15 mins

Total Average Transaction Time 1 hour and 45 minutes



4.3.4.8 SAMPLES



5. TRAINING AND RESEARCH DIVISION

5.1 Procedure in the Conduct of ICT Training TITLE PROCEDURE NO NO. OF PAGES

Procedure in the conduct of ICT training T.I.G. 4

Interfaces Training and Research Div

5.1.1. OBJECTIVE

To conduct ICT related training services to qualified members of the PNP.

5.1.2. REFERENCES

5.1.2.1. ONE PNP 5.1.2.2. NAPOLCOM Resolution # 92 – 036 5.1.2.3. PNPCS Approved Annual Training Program


5.1.3.1. ICT – Refer to the Glossary for the general term 5.1.3.2. Training - refers to the acquisition of knowledge, skills, and

competencies as a result of the teaching of vocational or practical skills and knowledge that relates to specific useful skills.

5.1.4. REQUIREMENTS

5.1.4.1. For schooling:

5.1.4.1.1. Application Form from CS TRD 5.1.4.1.2. Unit Endorsement 5.1.4.1.3. One (1) 2x2 ID picture 5.1.4.1.4. Must pass the qualifying interview to be conducted by

the C, TS / AC, TRD / C, TRD



5.1.5. FLOWCHART

START

Applicant

Inquire and get an Application Form at the

Training Registrar’s Offi

Training Registrar

Inform the Applicant of the training schedules

and the training requirements

Applicant

Fill up the Application Form and submit all other requirements

Training Registrar

Forward the application documents to C, TS /

AC, TRD / C, TRD

C, TS / AC, TRD / C, TRD

Evaluate application documents and conduct

interview on the Applicant (when

necessary)

Training Registrar

Prepare the List of qualified Applicant and submit it to C, TRD

C, TRD

Request the Admin Office for the issuance

of Office Order

Lecturers / Instructors

Conduct the training proper

Training Registrar

Prepare the After Opening Report (for DHRDD), Request for

issuance of DPRM Order, and TSA for

Uniformed Personnel

Lecturers / Instructors

Conduct the evaluation of grades

TRD Secretary / AC, TRD

Prepare the Order of Merit, Declaration of

Graduates, Certificates of Completion, and

Certificates of Commendation

C, TRD

Sign the Order of Merit, Declaration of

Graduates, and the Certificates of

Completion

D, CS

Sign the Certificates of Completion, and Certificates of C d ti

Graduates

Receive the Order of Merit, Declaration of

Graduates, Certificates of Completion, and

Certificates of Commendation

END



5.1.6. NARRATIVE

5.1.6.1. All interested PNP applicants (PCO, PNCO, or NUP) may inquire the

training programs of this Service and get a list of training requirements at the Training Registrar’s Office.

5.1.6.2. The Training Registrar will give them a training schedule and the requirements needed: Unit Endorsement, 1 (one) 2x2 ID picture and a blank Application Form.

5.1.6.3. The Applicant must fill up and submit the Application Form together with the complete requirements to the Training Registrar.

5.1.6.4. The Training Registrar shall forward the application documents to C, TS / AC, TRD / AC, TRD for evaluation and interview of the applicant when necessary.

5.1.6.5. The Training Registrar shall prepare the list of qualified applicants in the scheduled training and notify them by phone if there are changes in the training schedule.

5.1.6.6. The Training Registrar shall submit tentative list of applicants to C, TRD for approval.

5.1.6.7. C, TRD shall request the Admin Office for the issuance of Office Order. 5.1.6.8. During the training proper, either or all of the following shall be

conducted by the Lecturer/Instructor and the students are required to comply: Lecture Hands-On Examination Case Study

5.1.6.9. The Training Registrar shall prepare the following reports for the approval of D, CS: After Opening Report for submission to DHRDD Request for issuance of DPRM Order of schooling Request for issuance of TSA Order for uniformed personnel

5.1.6.10. The Lecturers/ Instructors shall conduct the evaluation of grades for the preparation of the following: Order of Merit Declaration of Graduates Certificate of Completion Certificates of Commendation (for top graduates)

5.1.6.11. The TRD Secretary / AC, TRD shall prepare the Order of Merit, Declaration of Graduates, Certificate of Completion, and the Certificate of Commendation for top graduates.

5.1.6.12. C, TRD shall sign the Order of Merit, Declaration of Graduates, and the Certificate of Completion.

5.1.6.13. D, CS shall sign the Certificate of Completion and the Certificate of Commendation for top graduates.

5.1.6.14. Upon the completion of the course, the TRD shall conduct a Closing ceremonies in which the students will receive: Order of Merit Declaration of Graduates Certificate of Completion



Certificate of Commendation (for top graduates) 5.1.6.15. The Training Registrar shall prepare an After Training/Closing Report

to be signed by D, CS for submission to DHRDD.


TRASACTION TYPE Turn Around Time Processing of Application for Training

5-10 mins

Evaluation and Interview of Applicant

5-10 mins

Training Proper Depends on the number of training days/hours

Procedure in the conduct of

ICT Training Processing of Schooling Order

1 day (CS Order) after the opening of training course

2 wks (DPRM Order) after the opening of training course



5.2 Procedure in the processing of the Request for ICT Training by Other PNP Unit / Office

TITLE PROCEDURE NO NO. OF PAGES

Procedure in the processing of the Request for ICT Training by Other PNP Unit / Office

T.I.G. 3

Interfaces Training and Research Div 5.2.1. OBJECTIVE

This is to determine if the request of other PNP Unit / Office to conduct an ICT

course exclusively for their personnel can be accommodated or not.

5.2.2. REFERENCES

5.2.2.1. Memo from the requesting PNP Unit / Office 5.2.2.2. PNPCS Approved Annual Training Program 5.2.2.3. Instructions from D, CS


5.2.4. REQUIREMENT

5.2.4.1. Memo from the requesting PNP Unit / Office indicated therein the

title/contents of training course, proposed schedule (Date/Time), and the number and profile of the participants.



5.2.5. FLOWCHART

START

Requesting PNP Unit / Office

Send Request to Conduct ICT Training

Message Center

Receive Request and endorse it to ADMO

ADMO

Endorse Request to C, TRD

C, TRD

Verify the availability of facilities and Instructors

C, TRD

Prepare a Memo (Reply) for approval of D, CS re

accommodation or non-accommodation of the

Request

D, CS

Sign the Memo (Reply)

ADMO

Send the Memo (Reply) to Requesting PNP Unit / Office


Receive the Approved / disapproved Request

END



5.2.6. NARRATIVE

5.2.6.1. The Memo from other PNP Unit / Office requesting to conduct an ICT

course exclusively for their personnel shall be received by the Message Center and shall endorse it to ADMO.

5.2.6.2. ADMO shall forward the Memo / Request to C, TRD. 5.2.6.3. C, TRD shall verify the availability of facilities and instructors based

on the PNPCS Approved Annual Training Program and current loads of the Instructors of TRD.

5.2.6.4. C, TRD shall prepare a Memo (Reply) for approval of D, CS regarding the accommodation or non-accommodation of the said request.

5.2.6.5. D, CS shall sign on the Memo. 5.2.6.6. The Memo (Reply) shall be forwarded to the requesting PNP Unit /

Office through ADMO.


TRANSACTION TYPE Turn Around Time Processing of Request 5-10 mins

Procedure in the processing of the Request for ICT Training by Other

PNP Units / Offices

Preparation of the Recommendation for accommodation / non-accommodation

5-15 mins



5.3 Procedure in the processing of the Request for Instructor by Other PNP Unit / Office


Procedure in the processing of the Request for Instructor by Other PNP Unit / Office

T.I.G. 3

Interfaces Training and Research Div 5.3.1. OBJECTIVE

This is to determine if there is an available Instructor who can be lent by this

Service to the requesting PNP Unit / Office for the period and conditions as specified in the request.

5.3.2. REFERENCES

5.3.2.1. Memo from requesting PNP Unit / Office 5.3.2.2. PNPCS Approved Annual Training Program 5.3.2.3. Instructions from D, CS


5.3.3.1. Instructor - teachers facilitate student learning, often in a classroom

setup in a school/academy/learning center. The objective is typically a course of study, lesson plan, or a practical skill, including learning and thinking skills.

5.3.4. REQUIREMENT


title/contents of training course, proposed schedule (Date/Time), and the number and profile of the participants.

http://en.wikipedia.org/wiki/Student�

http://en.wikipedia.org/wiki/Lesson_plan�

http://en.wikipedia.org/wiki/Learning�

http://en.wikipedia.org/wiki/Thinking�



5.3.5. FLOWCHART

START


Send Request to provide available Instructor

Message Center


ADMO


C, TRD

Check the availability of Instructors

C, TRD

Prepare a recommendation for the accommodation /

non-accommodation of the Request

ADMO

Prepare a Memo (Reply) and Designation Order

D, CS

Sign on the Memo (Reply) and Designation Order



END

ADMO

Send the Memo (Reply) and Designation Order to the




5.3.6. NARRATIVE

5.3.6.1. The Memo from other PNP Unit / Office requesting for Instructor

shall be received by the Message Center and shall endorse it to ADMO.

5.3.6.2. The ADMO shall forward the Memo / Request to C, TRD. 5.3.6.3. C, TRD shall verify the available instructor based on the PNPCS

Approved Annual Training Program and current loads of the Instructors of TRD.

5.3.6.4. C, TRD shall recommend to D, CS the accommodation or non-accommodation of the Request through ADMO.

5.3.6.5. ADMO shall prepare a Memo (Reply) and, in case the Request can be accommodated, issue a Designation Order for the personnel who will be assigned as the Instructor to the Requesting Unit.

5.3.6.6. D, CS shall sign on the Memo (Reply) and the Designation Order. 5.3.6.7. The Memo (Reply) shall be forwarded to the requesting PNP Unit /

Office through ADMO. 5.3.7. SERVICE STANDARDS

TRASACTION TYPE Turn Around Time Processing of Request 5-10 mins

Procedure in the processing of the Request for ICT Training by

Other PNP Units / Offices


5-15 mins



5.4 Procedure in the processing of the Request for Training Facilities by other PNP Unit / Office


Procedure in the processing of the Request for Training Facilities by other PNP Unit / Office

T.I.G. 3


5.4.1. OBJECTIVE

This is to determine if the Request for Training Facilities by other PNP Unit / Office can be accommodated or not.

5.4.2. REFERENCES

5.4.2.1. Memo from requesting PNP Unit / Office 5.4.2.2. PNPCS Approved Annual Training Program 5.4.2.3. Instructions from D, CS


5.4.3.1. PNPCS Training Facility – is a computer laboratory and computer lecture room at the TRD.

5.4.4. REQUIREMENT


proposed schedule (Date/Time) and the number of the participants.



5.4.5. FLOWCHART

START


Send Request to provide Training Facilities

Message Center


ADMO


C, TRD

Verify the availability of facilities

C, TRD

Prepare a Memo (Reply) for approval of D, CS re accommodation or non-accommodation of the

Request

D, CS


ADMO

Send the Memo (Reply) to Requesting PNP Unit /

Office



END



5.4.6. NARRATIVE

5.4.6.1. The Memo from other PNP Unit / Office requesting for the availability

of the Training Facilities shall be received by the Message Center and shall endorse it to ADMO.

5.4.6.2. The ADMO shall forward the Memo / Request to C, TRD. 5.4.6.3. C, TRD shall verify the availability of the Training Rooms based on the

requested schedule, PNPCS Approved Annual Training Program and the room assignments of on-going training courses.

5.4.6.4. C, TRD shall prepare a Memo (Reply) for approval of D, CS regarding the accommodation or non-accommodation of the said request.

5.4.6.5. D, CS shall sign on the Memo. 5.4.6.6. The Memo (Reply) shall be forwarded to the requesting PNP Unit /

Office through ADMO.


TRASACTION TYPE Turn Around Time Processing of Request 5-10 mins Procedure in the processing of

the Request for Training Facilities by Other PNP Units/ Office


5-15 mins



5.5 Procedure in the Preparation of Annual Training Program TITLE PROCEDURE NO NO. OF PAGES

Procedure in the Preparation of Annual Training Program

T.I.G. 3


5.5.1 OBJECTIVE

This is to determine if the PNPCS Annual Training Program can be accommodated or not.

5.5.2 REFERENCES

5.5.2.1 Memo from TDHRDD 5.5.2.2 Instructions from D, CS


5.5.3.1 Annual Training Program – refers to an annual ICT training program to be offered by the PNPCS to PNP personnel.

5.5.4 REQUIREMENT

5.5.4.1 Memo from the TDHRDD 5.5.4.2 Courses offered annually



5.5.5 FLOWCHART

START

Memo from TDHRDD

Send Memo to provide Annual Training Program

Message Center

Receive Memo and endorse it to ADMO

ADMO

Endorse Memo to C, TRD

C, TRD

Draft the Annual Training Program

C, TRD

Prepare a Memo (Reply) for approval of D, CS for

the Annual Training Program

D, CS


ADMO

Send the Memo (Reply) to TDHRDD

TDHRDD

Receive the Approved Memo

END



5.5.6 NARRATIVE

5.5.6.1 The Memo from TDHRDD requesting for the CS Annual Training Program

shall be received by the Message Center and shall endorse it to ADMO. 5.5.6.2 The ADMO shall forward the Memo / Request to C, TRD. 5.5.6.3 C, TRD shall draft the Annual Training Program with its corresponding

cost. 5.5.6.4 C, TRD shall prepare a Memo (Reply) for approval of D, CS regarding

the said memo. 5.5.6.5 D, CS shall sign on the Memo. 5.5.6.6 The Memo (Reply) shall be forwarded to TDHRDD through ADMO.


TRASACTION TYPE Turn Around Time Processing of Memo 5-10 mins Procedure in the processing of

the Preparation of Annual Training Program

Preparation of the Memo 5-15 mins



6. WEB ADMINISTRATION AND DEVELOPMENT DIVISION

6.1 Publication, Revision and Updates of Content in the PNP website


Publication, Revision and Updates of Content in the PNP website 6.1 3

INTERFACES PNPCS WADO and othe PNP Offices

6.1.1 OBJECTIVE

To publish Information submitted by the PNP units to the PNP website.

6.1.2 REFERENCES

6.1.2.1 RA 6975 as amended by RA 8551 6.1.2.2 PNP Computerization/ISSP


6.1.3.1 Website – is a collection of Web pages, images, videos and other digital assets that is hosted on one or several Web server(s), usually accessible via the Internet, cell phone or a LAN.

6.1.4 REQUIREMENTS

6.1.4.1 Memo from the requesting unit/office 6.1.4.2 Information/Data to be published in the PNP website (Soft Copy). 6.1.4.3 Approval of Director, CS for the publication of such information/data in

the PNP website.








6.1.5 FLOW CHART

6.1.6 NARRATIVE

START

END

A

IF APPROVED

YES

NO A

Coding/Formatting

IF APPROVED

YES

NO B

B

Publication

Regulator

Requesting Office

ADMO. CS

CDS, CS

DD, CS

D, CS

C, WADO



6.1.6.1 The requesting office/unit will forward a memo to this Service for any

updates concerning their webpage. 6.1.6.2 Upon receipt of such memo to the Receiving Section of this Service, the

memo will be routed to the Administrative Officer to the Chief Directorial Staff to the Deputy Director and to the Director, CS for his approval.

6.1.6.3 Upon the approval of Dir, CS, the memo together with the soft copy will be route to C, WADO for appropriate action based from the instructions given by Dir, CS.

6.1.6.4 The raw data (soft copy) from the requesting office will now be encoded/formatted then evaluated prior for the publication in the Internet.

6.1.6.5 A memo singed by Dir, CS will be send to the requesting office for their information on the updated content on their Official Website.


Transaction Type Turn Around Time Receipt of memo request and dissemination

1 day

Editing/coding of content 5 days Request for posting and Approval of request


Posting/Update of Website 1 day Total Average Transaction Time 9 days

6.1.8 SAMPLE FORMAT



6.2 Website Development

TITLE Procedure No. No. of Pages Website Development 6.2 3


6.2.1 OBJECTIVE

To insure the PNP website is available in the internet.

6.2.2 REFERENCES



6.2.3.1 Website – is a collection of Web pages, images, videos and other digital assets that is hosted on one or several Web server(s), usually accessible via the Internet, cell phone or a LAN.

6.2.3.2 Web Development or Website Development - is a broad term for any activities related to developing a web site for the World Wide Web or an intranet. This can include e-commerce business development, web design, web content development, client-side/server-side coding, and web server configuration.

6.2.4 REQUIREMENTS

6.2.4.1 Daily inspection of the PNP website. 6.2.4.2 Information/Data to be published in the PNP website (Soft Copy).






http://en.wikipedia.org/wiki/Web_site�

http://en.wikipedia.org/wiki/World_Wide_Web�


http://en.wikipedia.org/wiki/E-commerce�

http://en.wikipedia.org/wiki/Business_development�



http://en.wikipedia.org/wiki/Web_content_development�

http://en.wikipedia.org/wiki/Client-side_scripting�

http://en.wikipedia.org/wiki/Server-side_scripting�

http://en.wikipedia.org/wiki/Programming�




6.2.5 FLOW CHART

START

A

IF APPROVED

NO A

YES NO B

B

Publication

Send Memo to requesting office for approval to publish

the webpage (Signed by D, CS)

IF APPROVED

NO

D

D

YES

IF APPROVED

END

YES

Requesting Office

ADMO. CS

CDS, CS

DD, CS

D, CS

C, WADO

Coding/Designing

Regulator



6.2.6 NARRATIVE

6.2.6.1 The requesting office/unit will forward a memo to this service requesting for the creation of their official webpage. Upon receipt of such memo to the Receiving Section of this Service, the memo will be routed to the Administrative Officer to the Chief Directorial Staff to the Deputy Director and to the Director, CS for his approval.

6.2.6.2 Upon the approval of Dir, CS, the memo together with the soft copy will be route to C, WADO for appropriate action based from the instructions given by Dir, CS. The raw data (soft copy) from the requesting office will now be encoded/formatted then evaluated for approval. The initial webpage now will be send to requesting office for evaluation and for their approval. Once approved the initial webpage will be check lastly by C, WADO before uploading it in the Internet.

6.2.6.3 A memo singed by Dir, CS will be send to the requesting office for their information on the publication of their Official Website.


Transaction Type Turn Around Time Receipt of memo request and dissemination

1 day

Editing/coding of content and setup of the web server for new webpage

10 days

Request for posting and Approval of request by D, CS


Posting/Update of Website and info requesting office regarding the posting of their website

1 day

Total Average Transaction Time 14 days 6.2.8 SAMPLE OUTPUT



6.3 Administration of PNP E-mail System

TITLE Procedure No. No. of Pages Administration of PNP E-mail System 6.3 3


6.3.1 OBJECTIVE

To be able to create, update and reset email accounts of authorized users handling their office email account.

6.3.2 REFERENCES



6.3.3.1 E-mail – Electronic mail, is a store and forward method of composing, sending, storing, and receiving messages over electronic communication systems.

6.3.3.2 E-mail System - applies both to the Internet e-mail system based on the Simple Mail Transfer Protocol (SMTP) and to intranet systems allowing users within one organization to e-mail each other. Often these workgroup collaboration organizations may use the Internet protocols for internal e-mail service.

6.3.4 REQUIREMENTS

6.3.4.1 Memo from the requesting unit/office 6.3.4.2 Names of authorized users who will handle the email account of the

requesting unit/office. 6.3.4.3 Approval of Director, Computer Service for the creation and deletion of

email account.

http://en.wikipedia.org/wiki/Store_and_forward�

http://en.wikipedia.org/wiki/Message�

http://en.wikipedia.org/wiki/Electronics�


http://en.wikipedia.org/wiki/Simple_Mail_Transfer_Protocol�


http://en.wikipedia.org/wiki/Workgroup�

http://en.wikipedia.org/wiki/Collaboration�




6.3.5 FLOW CHART

START

END

Requesting Office

ADMO. CS

CDS, CS

DD, CS

D, CS

C, WADO

Creation/Deletion of E-mail Accounts

Send Complied Feedback to Requesting Office (Memo & E-mail)



6.3.6 NARRATIVE

6.3.6.1 In email accounts, whether it’s for new account, deletion, up-dating or resetting of an account, the requesting office/unit will forward a memo to this Service for any E-mail transaction mentioned.

6.3.6.2 Upon receipt of such memo to the Receiving Section of this Service, the memo will be routed to the Administrative Officer to the Chief Directorial Staff to the Deputy Director and to the Director, CS for his approval prior to the publication of the said information in the PNP website.

6.3.6.3 Upon the approval of Director, CS, the memo will be routed to C, WADO for appropriate action based from the instructions given by Director, CS.

6.3.6.4 After evaluation, C, WADO will now do the necessary action as per request in the memo such as creating, deleting, updating or resetting of an account.


Transaction Type Turn Around Time Receipt of memo request 1 day Routing and approval of D, CS for the creation/update of an e-mail account

2 days

Upon approval, creation of the account 1 days Average Transaction Time

Inform requesting office regarding the creation of the accoutn

1 day

Total Average Transaction Time 5 days 6.3.8 SAMPLE OUTPUT

cs manual final.pdf

Documents

computers service

salaya chief

administration office

jr deputy director

operations manual committee

operations manual edited

division page

pcr office