General Objective Power Point2

GENERAL OBJECTIVE: To continuously provide the Agency with efficient and systematic administrative services, by utilizing innovative methods and techniques pertaining to : • public information dissemination; • personnel administration; • records keeping and mail management; • supplies, materials and equipment management; • cashiering services; and • messengerial, building repair and maintenance and other utility services

  SPECIFIC OBJECTIVES: 1. To strengthen information dissemination activities, through frequent conduct of information drive, widen and better media mileage, updated information materials and usage of IT; 2. To enhance personnel management program of the Agency which include selection and placement; classification and pay; employee relations and discipline; personnel welfare services; maintenance of records of personnel and undertakes all personnel actions and transactions;    

SPECIFIC OBJECTIVES: 3. To competently safeguard and preserve pertinent documents which serves as the memory of the Agency through the use of IT; dispose valueless records pursuant to RA 9470, as well as to effectively disseminate communications and documents;   4. To provide the Agency with efficient delivery of supplies, materials and equipment; systematic disposal of unserviceable equipment/properties; and speedy repair of

SPECIFIC OBJECTIVES: 1. To continuously provide cashiering activities through lawful disbursements of funds and prompt remittances of collections in accordance with eDisbursement and e-NGAS; 6. To continuously improve the delivery of basic general services, monitoring and supervision of janitorial, Blueguards, messengerial services, and reproduction of training/info materials, Agency forms, and other pertinent documents;

OPERATIONAL PLAN of the Administrative Division April 1, 2008 to March 31, 2011 PROJECTS/PROGRAMS MFO ACTIVITIES  

Information Dissemination Services

  1. Writing news and feature articles

PERFORMANCE TARGETS

Strategy Techniques/M ethods

 

 

OFFICE/UNIT

REMARK S

TIME TABLE

 

 

 

 

 

 

 

 

 

 

 

 

 

  to maximize effort to make

 

 

PIO/Image Building Pathway

 

Newswriting

    Computer/Fa Quarterly/mont x hly or as the need write-ups re highlights e-Mail arises

for publication to national dailies,

 

airing to radio/TV programs

 

of important events

 

 

 

 

 

 

 

 

 

 

 

 

and activites of the Agency for publication to national dailies, radio &

 

 

 

 

 

 

TV.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Better Media Mileage

to establish more accessibility to

Radio/TV

 

media practitioners

Guestings/

PIO/Image Building Pathway

 

 

Quarterly/mont hly or as the need arises

 

 

 

Publication

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Daily

PIO/Library

 

 

 

 

 

 

 

2. Coordination with Tri-media

3. Compilation of newspaper clippings

Clippings

and impt events of PPA

 

 

 

Daily monitoring relevant of impt. events relevant to news/ feature to keep track of the PPA

articles

 

 

PROJECTS/PROGRAMS MFO

PERFORMANCE TARGETS

ACTIVITIES

Strategy Techniques/Metho TIME TABLE ds

 

 

OFFICE/UNI T

REMARKS

4. Monitoring and consolidation of

Complete and 

to serve as ready reference

Coordination w/

Quarterly

PIO/ROs/FOs

 

reports such as: info drive activities of

accurate  documentation

 

PIO units of the

 

 

 

ROs and FOs

of PPA events/

 

ROs/FOs

 

 

 

 

activities

 

 

 

 

 

 

 

 

 

 

 

 

widen and

to keep up w/ the emerging trend of

Computer/Fax

Monthly

PIO

 

 

comprehensive

communication

e-Mail

 

 

 

 

coverage of

 

 

 

 

 

 

info drive

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  6. Development/Reproduction/Distributi on

 

 

 

 

 

 

Info Materials

to cater to the growing need of the public

flyers/

as the need arises

PIO/Library

 

pamphlets/

 

 

 

infokits

 

 

 

 

 

 

 

5. Utilization of IT

of information materials.

 

 

 

 

 

for more accurate and updated information about

 

 

the Agency

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

7. Serves as Secretariat during

Minutes of Meeting

 

 

recorders

once every qtr/monthly or when the need arises

AD/PIO/GS/Re cords

Gen Assembly/Staff Meeting

to take minutes of staff meetings and General Assemblies

 

 

 

as requested

 

 

 

 

 

computer/

PROJECTS/PROGRAMS

MFO

ACTIVITIES

Strategy

PERFORMANCE TARGETS

Techniques/Methods

TIME TABLE  

PERSONNEL ADMINISTRATION

 

 

 

 

 

 

 

Appointment

to prepare appointments of

computer

8. Recruitment/selection and promotion of personel

 

 

 

 

OFFICE/UNIT

REMARK S

 

 

    April 2008March 31 AD/SB/Personn 2011 el

   

appropriate forms

 

 

 

 

processed applications in accordance with existing Agency MMP/PSPRP

 

 

 

 

 

 

and

 

 

 

 

 

 

CSC rules and law

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  9. Processing of terminal and retirement

 

 

TL/Ret benefit

  to analyze/compute and

appropriate forms

benefits

 

process documents

 

 

 

 

 

 

relative to TL/Ret

 

 

 

 

 

 

Gratuities of retirees

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Various Reports

  various to prepare reports

computer

NOSA/NOSI

 

and forms as required

appropriate forms

ROPA

 

 

calculator

Monthly

AD/Personnel

 

Separation

 

 

 

Monthly

AD/Personnel

 

Vacancies

 

 

 

Monthly

AD/Personnel

 

Staffing Summary

 

 

 

quarterly

AD/Personnel

 

ARA/CIUR & CICR

 

 

 

Monthly

AD/Personnel

 

CESB

 

 

 

quarterly

AD/Personnel

 

10. Preparation of Various Reports

    as the need arises AD/Personnel

    as the need arises AD/Personnel

   

   

PROJECTS/PROGRAMS

Strategy

 

 

MFO

PERFORMANCE TARGETS

Techniques/Methods

 

 

computer

CSC/GSIS/CESB/DOJ etc.

 

 

appropriate forms

Monitoring of CO employees'

 

 

 

Punctuality & Attendance

 

 

 

 

 

 

 

 

 

 

 

 

  Various Certifications

  to prepare various certi-

  computer

Employment

 

fications as requested

appropriate forms

 

 

 

Bonus Entitlement

 

 

 

 

 

 

PIB

 

 

 

 

 

 

Cash Gift

 

 

 

 

 

 

Clothing Allowance

 

 

 

 

 

 

LWOP

 

 

 

monthly

AD/Personnel

 

 

 

 

 

 

 

13. Cause the issuance of clearances

Clearances

computer

Ombudsman

 

to secure the needed/certificate / clearance fro concerned

appropriate forms

 

 

 

Sandigan

 

agencies and prepare cert/clearance

fax/e-mail

 

 

 

General Clearance

 

emanating fr our

 

 

 

 

14-A

 

office as requested

 

 

 

 

 

 

 

 

to compute individual

computer

ACTIVITIES 11. Other Reports as requested by DBM,

    12. Preparation of Various Certifications

 

  14. Other Personnel Actions (Requests) Application for leave

Approved

Request for Travel Abroad

Requests

Request for Study Leave

 

leave applications, appropriate forms prepare indorsement to DOJ    

 

TIME TABLE

OFFICE/UNIT as the need arises AD/Personnel

    daily/monthl y AD/Personnel

    as the need arises AD/Personnel

as the need AD/Personnel arises

    as the need arises AD/Personnel

REMARK S

     

   

 

   

 

 

 

 

 

 

 

 

 

Strategy

PROJECTS/PROGRAMS MFO ACTIVITIES Property Custodian Services   15. Procurement, modern supplies/ materials, equipment, furniture

PERFORMANCE TARGETS

 

Techniques/Met hods

TIME TABLE

 

OFFICE/UNIT REMARKS

 

 

 

 

 

 

 

  To have procured the modern

  comprehensive APP

 

 

 

April 2008

AD-PS,FMD

Most of the

with convincing

to 2011

 

justification

 

 

in the CO

Procurement

 

equipment needed by the Agency in accordance with RA9184

 

 

and e-PS.

 

 

 

are already

 

 

 

 

 

 

 

 

 

 

 

 

obsolete & Dilapidate d

  16. Computerization of Property Section's records such as: Inventory Report, ARE, equipt card & stock

 

 

 

 

 

 

Additional

April 2008

PS, FMD,COA

Training on

 

 

 

the property section's records in accordance with

equipt for e-NGAS has

e-NGAS

 

 

been

 

e-NGAS

 

 

 

 

 

 

 

 

procured already but

 

 

 

 

 

 

no roll out

 

 

 

 

 

 

of Training

 

 

 

 

 

 

yet

  17. Disposal of unserviceable &

 

 

 

 

 

 

Property/Supply

To have disposed all the

Donation,

April 2008

PS, Disposal

 

Management

unserviceable, obsolete

divestation,

 

Committee

 

Agency

 

equipt, furniture &

public auction

 

COA

 

 

 

fixtures of Agency-CO

 

 

 

 

and fixtures

cards.  

obsolete office equipt of the

 

Records keeping To have computerized all  

equipment

PROJECTS/PROGRAMS

MFO

ACTIVITIES Cashiering Activities

Strategy

    TIME TABLE Techniques/Met REMARK hods OFFICE/UNIT S

Collection/s

  to arrive at 100% deposits/

 

remittance of all

 

 

collections received

 

 

 

19. Payroll Preparation

Disbursements

to prepare payrolls w/

19.1 salaries

 

19.2 ACA-PERA

 

revisions

payroll

2.1 to 2.4

 

 

19.3 RATA

 

in accordance with eDisbursement

 

 

 

 

19.4 clothing allowances

 

and e-NGAS

 

 

 

 

19.5 PIB

 

 

 

 

 

19.6 Bonus and cash gifts

 

 

 

 

 

(mid and year-end)

 

 

 

Yearly Mid-year-end or as the need arises

 

 

19.7 Overtime Pay, etc.

 

 

 

2.5 to 2.7

 

 

 

 

 

 

 

 

 

  20. Disbursements of funds to settle the

 

 

 

Daily

Cash Section

 

 

accordance with the

  Issuance of check/ Cash Disbursement

 

Disbursements

  to lawfully disburse funds in

 

 

 

 

rules on e-DISB/eNGAS

 

 

 

 

18. Custodian of Collections (refunds of TEV's, C/A etc.)

Agency's obligations.  

 

PERFORMANCE TARGETS

  Official Receipts/

  upon receipt (w/in

 

 

Cash Section

 

 

 

 

   

 

  AD/Cash Section

Bi-monthly

 

 

Deposit Slips/ banking hours) Remittance Forms    

  Computerizati 100% acceptablility and on of

 

 

PROJECTS/PROGRAMS

MFO

PERFORMANCE TARGETS

ACTIVITIES Various Cash

to prepare 100% acceptable

Reports 

4.2 Report of Collections

 

 

OFFICE/UNIT REMARKS

 

 

reports

 

of the month

 

 

 

 

Computerizatio n

 

 

 

4.3 Report of Remittances

 

100% compliance using the

of Reports

 

 

 

4.4 ACIC

 

ACICDES version installer

 

daily

 

 

 

pursuant to eDisbursement sys

 

daily

Cash Section

 

 

as the need arises

 

 

 

 

 

 

Cash Section

 

4.1 Report of Disbursements

4.5 LOI 4.6 Accountability Reports 4.7 Statutory deductions

  GSIS and other statutory deductions properly handled/deducte d

   

Techniques/Met hods

TIME TABLE

On or b-4 the 5th day Cash Section

21. Report Preparations:

 

Strategy

 

100% percent

Computerizatio deducted/effected n 15 days b-4 in the payroll and

of Reports

payday

AD

 

remitted

 

 

 

 

 

 

 

 

 

PROJECTS/PROGRAMS ACTIVITIES Records Management Services   22. Custodial and safekeeping of

MFO

Strategy PERFORMANCE TARGETS Techniques/Method s

TIME TABLE

OFFICE/ 

 

UNIT

REMARKS

 

 

 

 

 

 

 

To safeguard records which are

computerization

Daily

 

 

Records Keeping

useful to the

 

Records Section

filing is being

 

Agency in the conduct of

 

based on Records Disposition Schedule

 

done daily

 

 

current business

 

(RDS)

 

to avoid

 

 

 

 

 

 

accumulation

Records Management  

To provide authentic

computerization

as the need arises

Records Section

upon request

documents as reference

 

 

 

only

 

 

 

 

 

 

  24. Mailing/Dispatching of routine

  Mail Management

 

 

 

 

To dispatch mail matters

Fax/e-mail

maximizing

 and Non-Routine documents.

 

effectively and systematically

courier/post office

Routine-(MWF) Non-Routine  (ASAP)

  Records  Section AD

the wt of mail

 

 

 

 

 

 

matters for  economy

25.  Disposition of valueless

 

To dispose valueless

computerization

based on RDS

Records Disposal

records based on PPA's 

systematic filing

 

  Records  Section 

pursuant to

AD

RA9470, a new  RDS should be  created

official records and documents.

23. Retrieval and authentication of public records.  

 records.

 

  Disposition  Schedule

 

 

 

PROJECTS/PROGRAMS

Strategy

 

  REMARK OFFICE/UNIT S

MFO

PERFORMANCE TARGETS

ACTIVITIES General Maintenance of Basic Utility

 

 

 

 

 

 

Services

 

 

 

 

 

 

26. Maintenance/repair of the

electric/water supplies

to maintain basic utility

frequent ocular

building, electric/water supplies and

management

services 

inspection of the

daily or as the need arises

communication facilities

 

 

building/facilities

 

 

 

 

 

 

Techniques/Metho ds

TIME TABLE

Gen. Services Section   AD

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

janitorial/security

to monitor the  performance

regular monitoring

Bi-monthly

services

and effectiveness of the 

of performance

 

AD

 

attendance

 

 

 

 

 

 

 

services of  janitors and  blueguards by  implementing

 

 

 

 

 

 

a realistic schedule 

 

 

 

 

 

 

and prepare vouchers for

 

 

 

 

 

 

payt of services rendered

 

 

 

 

 

 

 

 

 

 

 

27. Supervision/monitoring of janitors and blue guards

Gen. Services Section  

Strategy PROJECTS/PROGRAMS

MFO

PERFORMANCE TARGETS

ACTIVITIES

28. Acts as SDO

Disbursements

 

   

 

TIME TABLE Techniques/Metho ds

to pay the transportation cash disbursement/ expenses of LOs

reg disb and

to PLDT/Smart/DBM/CSC liquidation of c/a

as the need arises

 

 

OFFICE/UNIT

REMARK S

Gen. Services Section  

 

AD

 

 

 

 

 

 

DOJ/GSIS/HDMF/etc

 

 

 

 

 

 

 

 

 

 

 

Reproduction

to reproduce forms and other

proper maintenance

as the need arises

Services

materials as

of the photcopying

 

AD

 

training materials and other related

 

requested

machines/consu mables

 

 

 

documents.

 

 

 

 

 

 

29. Reproduction of various forms, memoranda, correspondence,

Gen. Services   Section