ON CONDUCT OF SCHOOLS

Overview of the Documentation Procedure

Step 3: ProcessDocumentation

Outline

Step 4: Flowchart

Step 5: ProcessFlow

Documentation

Step 6: Finalization

Step 1: Identification of processes

Process Flow Documentation

(PFD)

Step 2: ProcessOwner &

Sub-owners

Process Documentation

Outline

Conduct of Schools

Items in green-to be accomplished per unit/departmentItems in white-to be accomplished by RMCA Office

Step 1: Identification of Processes

• List down all the operational and regular processes handled by your unit or office– Process—a series of activities or steps bringing about a

result– Step or activity—an action that is required in a process– To be done by unit head– Example for Risk Management, Compliance, and Audit

(RMCA) Office Processes:1. Feedback Monitoring2. Compliance Hour3. Compliance Review4. Job Review

Step 2: Process Number and Owner

• Identify the owner(s) and sub-owner(s) for each of the processes– Owners—Unit Heads– Sub-owners—officers, faculty, or staff who

perform the steps within the process– Example (RMCA Office Process Sub-owners)

1. Feedback Monitoring: Communications & Information Officer

2. Compliance Hour: Communications & Information Officer3. Compliance Review: Institutional Compliance Officer AND

Compliance Officer for Contracts and Grants4. Job Review: Institutional Risk Officer

Step 3: Process Documentation Outline

• Sub-owners will accomplish a process documentation outline for each process approved by the Unit Head– The outline is divided into 3 parts

• 1st part: basic information• 2nd part: process activities/steps• 3rd part: approval and submission

Step 3: Process Documentation Outline

(cont’d)• Part 1: Basic Information

Description/Objective- the application and goal of the processDate updated- Latest date that the process was revised or changed Effectivity date: date the updated process is effective

Step 3: Process Documentation Outline

(cont’d)• Part 2: Process Activities/Steps

Process Activities/Steps-actions required to complete the process

Input- data or document needed to perform an activity or step

Output- data or document resulting from an activity or step

Responsible position-position responsible for executing the activity/step

Time-average processing time per transaction in days-hours-minutes

Step 3: Process Documentation Outline

(cont’d)• Part 3: Signatories

To finalize the outline, the preparer and approver shall affix their signatures before submission to the RMCA Office*Refer to Appendix 1 for sample outline

Step 4 & 5: Flowchart and Process Flow

Documentation• These steps will be performed by a

professional contracted under the supervision of the RMCA Office

• The main responsibility of the RMCA Office is to translate the accomplished outline into the standard process flow documentation

*Refer to Appendix 2

Step 6: Finalization

• The standard process flow documentation prepared from the outline will be returned to the process owner and sub-owners for their signature

• Compilation of all standard process flow documentations of the University will be called “Conduct of Schools”

Overview of the Documentation Procedure

Step 3: ProcessDocumentation

Outline

Step 4: Flowchart

Step 5: ProcessFlow

Documentation

Step 6: Finalization

Step 1: Identification of processes

Process Flow Documentation

(PFD)

Step 2: ProcessOwner &

Sub-owners

Process Documentation

Outline

Conduct of Schools

Items in green-to be accomplished per unit/departmentItems in white-to be accomplished by RMCA Office

End of Session• Questions or clarifications• You may download the editable form

here:http://www.dlsu.edu.ph/offices/compliance/downloads/process-documentation.pdf

You can reach us at: Local 411 and look for Vicky

Aquino compliance@dlsu.edu.ph

South Conservatory