on conduct of schools
DESCRIPTION
ON CONDUCT OF SCHOOLS. Overview of the Documentation Procedure. Step 1: Identification of processes. Step 2: Process Owner & Sub-owners. Step 3: Process Documentation Outline. Process Documentation Outline. Step 4: Flowchart. Conduct of Schools. Step 6: Finalization. - PowerPoint PPT PresentationTRANSCRIPT
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 [email protected]
South Conservatory