Ministry Order No. 210 Revision 0.pdf

Document Code: Approved by:

Prepared by:

DOJ·PM·PMS01"{)01 Effective Date: 01 August 2018 Revision No.:

Officer-in-Charge ~ Planning and Managementl'trvi

o

PROCEDURES MANUAL Department

of

Justice

This is a controlled document and conforms with ISO 9001:2015 requirements.

Department of Justice Quality and Operational Procedures Manual Document Code:

Effective Date:

DOJ-PM-PMS01-001

01 August 2018

Revision No.:

0

CONTROL OF DOCUMENTED INFORMATION

PROCEDURE

PROCESS OWNER

NO. OF PAGES

Control of Documented Information Document Registration Form (DRF)

Management Division

1

0

Management Division

1

0

Internal Quality Audit

Management Division

2

0

DOJ-QM-PMS04-002. FOl DOJ-QM-PMS04-002. F02

Annual Quality Audit Program Internal Quality Audit Matrix

Management Division Management Division

1 1

0 0

DOJ-QM-PMS04-002. F03

Internal Quality Audit Itinerary

Management Division

1

0

DOJ-QM-PMS04-002. F04

Internal Quality Audit Checklist Internal Quality Audit Report

Management Division

1

0

Management Division Management Division

1 1

0 0

Management Division

1

0

Management Review

Management Division

1

0

Management Review Minutes

Management Division

1

0

Management Division Management Division

1

0

1

0

National Prosecution Service

1

0

National Prosecution Service

1

0

CONTROL NO. OF DOCUMENT

REVISION NO.

QUALITY PROCEDURES DOJ-PM-PMS04-001 DOJ-PM-PMS04-001.FOl DOJ-QM-PMS04-002

DOJ-QM-PMS04-002. FOS DOJ-QM-PMS04-002. FOG DOJ-QM-PMS04-003 DOJ-QM-PMS04-004 DOJ-QM-PMS04-004. FOl DOJ-QM-PMS04-00S DOJ-QM-PMS04-00S. FOl DOJ-PM-N PS02 -005 DOJ-PM-N PS02-005. FOl

Non-Conformity Corrective Action Report Control of Non-Conforming

Outputs

Risks and Opportunities

Assessment

Risks and Opportunities Form

Assessment

Client's Satisfaction Feedback UtiganfsFeedbackForm

Department of lustice Quality and Operational Document Code:

Procedures Manual Effective Date:

DOJ-PM-PMS01-001

CONTROL NO. OF DOCUMENT

Revision No.: 0

01 August 2018

NO. OF PAGES

REVISION NO.

PROCEDURE

PROCESS OWNER

Receiving of a Criminal Complaint

National Prosecution Service

1

0

Investigation Data Form (NPS Form No.1, 5.2008)

National Prosecution Service

2

0

DOJ-PM-NPS02-002

Docketing and Recording of a Criminal Complaint

National Prosecution Service

1

0

DOJ-PM-NPS02-003

Assignment and Routing of a Criminal Complaint

National Prosecution Service

1

0

DOJ-PM-NPS02-004

Release of Case Documents

National Prosecution Service

1

0

National Prosecution Service

1

0

OPERATIONAL PROCEDURES Case Management System DOJ-PM-NPS02-001 DOJ-PM-NPS02-001.FOl

DOJ-PM-NPS02-004.FOl

Request Slip Form

Recruitment and Performance Management DOJ-PM-ADS02-001

I

Publication of Vacant Position

I

Appointment

Section

I

1

I

o

Department of Justice Quality and Operational

Procedures Manual

Document Code:

Effective Date:

DOJ-PM-PMS01-001

01 August 2018

Revision No.:

0

PROCEDURE

PROCESS OWNER

NO. OF PAGES

Nomination of Participants for Training

Training Section

1

0

DOJ-PM-ADS02-006.FOl

Training Nomination Form

Training Section

1

0

DOJ-PM-ADS02-006.F02 DOJ-PM-ADS02-007

Participant's Registration Form Training Needs Assessment (TNA)

Training Section Training Section

1 1

0 0

CONTROL NO. OF DOCUMENT

REVISION NO.

tearnlna and Develonment DOJ-PM-ADS02-006

DOJ-PM-ADS02-008 DOJ-PM-ADS02-008.FOl

Procurement

Conduct of Training Activity

Training Section

1

0

Post-Program Evaluation Sheet Form

Training Section

2

0

Procurement Planning

Procurement Division/Bids and Awards Committee

2

0

Preparation of Purchase Order

Property Management Section

1

0

Property Management Section

1

0

Management

DOJ-PM-ADSOS-OOl DOJ-PM-ADS04-001

Delivery, Acceptance, Warehousing DOJ-PM-ADS04-002

and Issuance of Supplies

Acceptance, Warehousing and Issuance of Materials

Department of Justice Quality and Operational

CONTROL NO. OF DOCUMENT

Procedures Manual

Document Code:

Effective Date:

DOJ-PM-PMS01-001

01 August 2018

PROCEDURE

Revision No.:

0

NO. OF PAGES

REVISION NO.

1

()

Property Management Section Maintenance Section

1 1

0 0

Maintenance Section

1

0

Maintenance Section

1

0

Budget Division

1

0

PROCESS OWNER

Repair and Maintenance DOJ-PM-ADS04-003

Renalr.and Malntanancs of

.Propertv Management

Section..

Equipment DOJ-PM-ADS04-003.FOl DOJ-PM-ADS04-004 DOJ-PM-ADS04-00S DOJ-PM-ADS04-00S. FOl

Request for Repair Form Repair and Maintenance of DOJ Motor Vehicle Repair and Maintenance of Buildings and Facilities Call Slip Form

Other Support Processes DOJ-PM-FNS02-001

Preparation of Budget Proposal

DOJ-PM-FNS02-002

Obligation of Funds

Budget Division

1

0

DOJ-PM-FNS03-001

Accounting Division Accounting Division

1 1

0

DOJ-PM-FNS03-002

Disbursement of Funds Issuance of LDDAP-ADA

0

DOJ-PM-ADS04-006

Issuance of Check

Cashier Section

1

0

A:~

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Process Title

Control of Documented

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Effective Date

01 August 2018 Forms

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as reouested Evaluates the nRE...aruLall it<: attachment

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Review appropriateness of documents to be controlled

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1. DOJ-QM-PMS04-OO1.F01 Document Registration Fonn (DRF)

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upoates ure revisron number or marks

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Implements control of documented information

Note 1

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Submits the DRF and its supporting document

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Page 1 of 1

0

Revision

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DOJ-QM-PMS04-001

Document Number

Infonnation

To establish and maintain an effective and systematic control of all QMS related documented information

Objective

o

Quality Procedures Manual

Department of Justice

Assigns Document Control Number

Return to DCO for the notification of concerned process owner

f----.

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Registers/updates to the Masterlist of Registered Documents Note 4

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Stamps Document Control No. accordingly

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Issues copy of approved DRF and distribute revised document to all concerned

t Files Master Copy of controlled documents

End

en Note 2

WQBK 1!lI~B!.!~IIQ!lI§

Note 1 The document requested shall be reviewed/approved by relevant OQMR. The document may refer to: 1. for enrollment 2. for revision 3. for archiving (obsolete documents) Note 2 The QMR reviews the appropriateness of the requests and recommends approval/disapproval to SOJ or his/her designate.

the

Note 3 For revision of documents. the DCO shall issue the same document number and indicate revision number/history. Retrieves obsolete copies of revised document. For all obsolete documents. archives obsolete master copy of document. Updates masterlist of documents and upload revised and delete obsolete document in the website. as necessary. Note 4 DOJ QMS Document Numberlnc System (DNS) The DNS format for all Quality Management System

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Prepared by:

NAPANG~&~'AT AO IV, Ma agement Division

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Administrative Service

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01- Office of the Director 02 - Personnel Division

(F + series number) Ex.

DOJ·PM·PMS01-()Ol DOJ·PM·PMS01·OO1.F01(fo,Forms)

References

(Appointment Section and Training Section)

I. Department

03 - Communications Division 04 - General Services Division (Cashier Sectlco, Property Management

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05 - Procurement Division

Department of Justice

II. Type of Document PM - Operational Procedures Manual

Planning and Management

QM - Quality Manual and Quality Procedures

01-

F - Farms

Section)

Service

Office of the Director

Financial Service 01- Office of the Director 02 - Budget Division 03 - Accounting Division

National Prosecution Service 01- Office of the Prosecutor General

Docket Section Verified by/Reviewed by:

Section, Maintenance

02 - Planning and Statistics Division 03 - Management Information Systems Division 04 - Management Division

DOJ Offlres/ Divisions/Sections

III. Office of the Secretary 01- Office of the Secretary Receiving Section 02 - Office of the Undersecretary 03 - Office of the Assistant Secretary

02-

1. Registry of Controlled Documented Infonnation

---

~~.THOMAS OIC-Director, Planning and ManaflfTtent

V. Control Number The control number shall start from 01 to 99 or three (3) digits

. Service

,.

if it exceeds 99.

Approved by:

4·SUGAY ry

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Quality Procedures Manual

Department of Justice

Process Title

Internal Quality Audit

Document Number

Sub-Process Title

Planning and Conduct of Internal Quality • (IQA) 10 estaousn a system TOr plannrng, ~"uu~u, 'lJ ana assessing mtemai auans 01 \..1M;;; ana To up of intemal audit results to the Management, thereby ensuring that the QMS is -=- -~" , imole-mented and" maintained

Revision

Objective

Prepares Annual IQA Program and Audit Matrix

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Note 1

01 August 2018

DOJ-QM-PMS04-002.F01 - Internal Quality Audit Program

Disseminates Memo/issuance

l

Reviews/ Approves Audit Program and Audit Matrix

Page 1 of2

0

Effective Date

I

Organizes Internal Audit Teams

DOJ-QM-PMS04-002

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Note 2

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Issues Memo to process units for the conduct of lOA

Organizes Internal Auditors Meeting

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Prepares the IQA Itinerary during the meeting

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Prepares IQA Checklists, if applicable

Conducts the Audit

Note 3

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Conducts Opening Meeting with auditees and auc IIOrs Note 5

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DOJ-QM-PMS04-002.F02 - Internal Quality Audit Matrix (optional)

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DOJ-QM-PMS04-002.F03 - Internal Quality Audit 'UIIC'Q'Y

DOJ-QM-PMS04-002.F04 - Internal Quality Audit Checklist

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Note 6

WORK INSTRUCTIONS

NO'.

Members of the Internal Audit Team Shall refer to the pre-qualified internal auditors who attended and participated in the ISO 9001 :2015 Interpretation of Standards and Internal Quality Audit Course,

Note 2 The OMS Audit Program shall be scheduled at least once a year. The program may be prepared and finalized within the 1" quarter of the current year Vv'hlle Audit Matrix may be prepared depending on the scope d OMS Implementation. Note 3 The lOA Checklist may be used to guide Auditors from questions, note key requirements of relevant policies, procedures and work instructions, and records. Where applicable, verification of the Irreterreotaucn and! r effectiveness of actions taken to previous audit findings shan be prompted in the checklist Note 4 A Memorandum shall be issued to concerned process units announclng the oonduct of lOA. The lOA program shall eec be communicated at least a week before the scheduled audit NoteS The OMR shall conduct a general Opening Meeting to reiterate the scope, purpose and schedule of audit and to sotlcit everybody's cooperation during the audit. The audit shall be conducted folla....;ng as closely as possible the Internal lOA Itinerary and lOA program. Note 6 The individual Team may conduct informal mini Opening Meeting in their assigned area to set the mood of audit. Also, Audit Team may conduct individual mini Closing Meeting In the audited areal function! unit to present the results fA the audit. The mini Closing Meeting informs the Auditee of the general result of the audit of the specitc area and slgnrtles the end of the conduct of audit

References CLASSIFICATION of FINDING Positive Findings - conformitiesto the management system which are commendable; best practices that can be bench marked by others. Nonconfonnlry: A non-conformitiesmay be Identified thru the following: Requirement: non-conformance with the Identified clause under 9001:2015 requirements Failure: system breakdown or lapse with the eyetem ¥lith a certain process or procedure Evidence: lack of object-evidence presented Major - System Breakdown- total failure to fulfiU a specified requIrement of the standard that Is applicable to OOJ a. Absence of documentation or non implementation of the entire procedure required by the international standard b. Nonconformityrepresents a repeating or widespread failure to Implement the requirement of the OMS on ISO 9001 Standard c. Failure to achieve OMS performance measures that can lead to an unacceptable risk and DOJ failed to take corresponding effectNe corrective action. d. Nonconformity is directly related to failure to recognize and record an when an objective is not met or defined programs are not implemented as planned; and e. Aggregation of minor nonconformities

Mlnor- Lapse in the system that has limited effect on the integrity of the management system (MS) or quality performance of DOJ: a. Inconsistencies in the implementation procedure b. Non-Irrplementation of some requirements of a procedure c. Missing some documents, records. signature. incomplete date, etc. Observation - An observation is not nonconformity but could lead to nonconformity, if alcwed to continue uncorrected. It could be an isolated lapse in documentation or implementation of the management system which did not result to legal noncompliancean
V Prepared by:

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Approved by:

~ RA srnent Division

RYAN C. THOMAS OIC-Director, -'QIIIIII'\j and • '"""~~II'C'

-~.SUGAY Service

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Department of Justice

Quality Procedures Manual

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Process Title

Internal Quality Audit

Document Number

Sub-Process Title

Post IQA activities

Revision

Objective

To establish a system In the preparation of QMS audit reports and Nonconformity Corrective Action Report (NCARs)

Effective Date

DOJ-QM-PMS04-002 Page 20f2

0 01 August 2018

Forms

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Conducts IQ Auditors debriefing and consolidation of reports

Prepares IQA Report and NCARs

Note 7

Note 8

Monitors the compliance to NCARs

Conduct Closing Meeting with auditees

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DOJ-QM-PMS04-002.F05 -IQA Report Notifies the Management Division

DOJ-OM-PMS04-002.F06 - Nonconformity Corrective Action Report (NCAR)

Issues IQA Report and, if any, issues NCARs to concerned process owners during the closing meeting

Note 9

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Consolidates and controls the lOA Report and NCARs

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END

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WORK INSTRUCTIONS References

Note 7 Members of the Audit Team shall meet as a collegial body to consolidate findings, agree on the classification of audit findings in preparation for Management Review. Note 8 Use Nonconformity Corrective Action Report (NCAR) Form (DOJ-PM-PMS04-OO2.F06) for nonconformities only. The form is used to .... Audit nonconformities shall be considered as "Actual Nonconformity' while audit observations shall be "Potential Nonconformity". The form shall be completed up to Item 1 and signed by the auditor and auditees. Note 9 A general Closing Meeting shall be conducted after the Audit Teams have completed their audit to present the overall results of the audit and obtain Head's support and commitment on the corrective action to be taken.

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Prepared by:

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Verified by/Reviewed by:

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Approved by:

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foSOSUGAY tary

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Department of Justice

Quality Procedures Manual Document Number

Process Title

Control of Non-Conforming Outputs

Objective

To ensure that causes of detected nonconformities are remedied/solved/eliminated in order to prevent recurrence.

Revision

01 August 2018

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Effective Date

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DOJ-QM-PMS04-003

Identifies nonconform ing outputs

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Records nonconforming outputs

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Takes appropriate corrective action

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Verifies conformity of action taken

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Updates documented information Note 4

Refers to QMRI HR nonconforming outputs and/or corrective action Note 3

WORK IIIISIRUCIIQIIIS Note 1 Nonconforming outputs results when there is a deviation from work standards, practices, procedures, regulations, and other management system requirements, that could either directly lead to client complaints, damage to goods and services, injury or illness, property damage, damage to the workplace environment or combination of these. This shall include, but not limited to: - Nonconforming purchased goods and services - Nonconforming staff - Nonconforming process and services determined during satisfaction survey below acceptable performance level - Nonconforming outputs identified during audit activ~ies

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Note 3 Referral of nonconformity shall be made through the QMR ~ the Identified nonconformity is system-related, and HR, if employee-related.

Control of Documented Information Procedure

Note 4 If changes/updates in process and procedures, refer to control of documented information procedure.

Note 2 Corrective actions may be based on the nature of nonconformity and ~s impact on conformity of requirements. This may include the following, among others: - Corrections

Prepared by:

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Quality Procedures Manual

Department of Justice

Process Title Document Number Management Review 1--------1 Sub-Process Title f---------------------------------------------lRevision 1--------IITo ensure the DOJ's management system is formally and periodically evaluated to assess its continuing suitability, i---------t---------------i Objective adequacy and effectiveness, and to identify opportunities for continual improvement. Effective Date

DOJ-QM-PMS04-004

o

Page 1 of 1

01 August 2018 Forms

Review and ~ I------I~~v ,~u approve minutes

START

1. DOJ-QM-PMS04-004.FOl

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Management Review Minutes

'------.,.-----' Recommends approval to SOJ or his!her designate

Defines Review Agenda Note 1

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Organizes! Confirms Attendance

Prepare! Draft MR minutes for review ~ and approval

Prepares information/data Note 2

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Distribute Minutes to all concerned __J

Note 4

:2

Monitors action items

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Report progress on next Management review

Convene and conduct the Management Review

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(1)10) CIS

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1. Agenda 2. Department Order 3. IQA Report 4. Attendance Sheet 5. Minutes of the Management Review

Note 3

CIS

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WORK INSTRUCTIONS Note 1. The QMR shall determine the schedule of the Management Review based on the availability of the Team members. The Management Review shall be conducted At least once a year andlor after every special audit as may be deemed necessary. Note 2. Information/data included in review agenda shall be consolidated and where appropriate analyzed by the Management Division.

Prepared by:

~VERGARA ~~~:kagement

Note 5 -Records of reviews, including decisions & actions shall be maintained accordingly.

Verified by!Reviewed by:

Approved by:

~ Division

Note 4 - The Minutes of the MR shall be drafted and submitted for review and approval w~hin the required 1fXtay period.

Note 3. The review shall be presented by the QMR. The outputs of the review shall include the following among others: • Conclusions on the continuing suitability, adequacy and effectiveness of the DOJ qual~ policy, objectives and programs vis-a-vis the strategic direction of the Department • Commitments and recommendations for continual improvement of the QMS; • Resource needed, i.e., training needs, t~hnology upqrade, etc.; and • Other chanqes that could aff«l OOJ's QMS.

OIC-Director, Planning and Management Service

1_ -""'"

Quality Procedures Manual

Department of Justice

Process Title

Risk and Opportunity

Assessment

DOJ-QM-PMS04-00S

Document Number

(ROA)

r-Page 1 of 1

0

Revision

Sub-Process Title To define lhe process of risk assessment and mitigate risks to increase lhe likelihood of achieving objectives

01 August 2018

Effective Date

Objective

Forms

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DOJ-QM-PMS04-005.F01 - Risk and Opportunity Assessment Form

Form the ROA Team

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Validates and reviews identified risks

I"'nnducts.+isk~ idenfication

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.o.nalyseS-ti:l risks

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-+ identified risks ~

eeRti-fies-Risk Treatment Plan

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--ldeAtifie opportunities

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Note 2 WQB~ INSTBUCTIO~S Note 1 Each department! unit shall be represented in the team. The ROA Team shall be given orientation on the ROA process. Note 2 Identified risks shall be evaluated based on Its severity and occurrence. Risk Treatment Plan shall apply only to identified Moderate and High Risks (see table below)

References OCCURRENCE

Risk Rating Scale

S

OCCURRENCE RATING

Very likely.

5

ALMJSTCERTAIN

RATiNG

DEFINITION Expected

to occur in most

circumstances. History of regularity in organization

5

D£SCRIPTOR EXTREME

or similar institution

4

LIKELY

3

POSSIBLE

2

UNUKELY

Strong possibility

of occurrence.

History of

RARE

MAJOR

frequency

Mightoccus as history showed casual occurrence

3

MODERATE

Not expected but may occurat some time HiShly unlikely but may occur under exceptional

1

4

2

MINOR

1

INCONSEQUENTIAL

circumstances. It could happen but probably never will.

2

3

4

5

1

1

2

3

4

5

2

2

4

6

8

10

3

3

6

9

12

15

16

:10

:10

2S

1. DOJ Quality Manual 2. DOJ Development Plan

E

SEVERITY

DESCRIPTOR

1

DEFINITION

V

- Extremely adverse Impact to business; may cause extensive loss, may lead to bankruptcy or closure: - may cause fltallty. - may cause Irreearable darnaae to nature • multiple client complain damaging company reputation and/or huge tlnandal loss; • may cause prolonged hospitalization • mevceuse long term damage to the environment

E R I T

• Client complain with minimal financial loss; • mav need medical attention • mavceuse minimal Impact to the environment - Mavcause client lrrttatlon with minimal financial impact; · minimal impact on health and safety • mav sll htlv disrupt natural system? No financial and health and safety impact

Note 3 Identified residual risks shall be evaluated based on the effICiency and effectivity of the identified risk treatment using the

4

4

8

12

5

5

10

15

y

TREATMENT

RISK ClASSIFICATION LOW RISK (1-5)

Accept (Tolerate)

MODERAltRISK (6-10)

Reduce and Aa:ept

HIGH RISK (12-25)

Avoid and Reduce

· · .·

Accept nsk; no firther action needed Risk treatmertf action necessary reduce nsk ....m Treatment may include trnmferilg Q"sharinl! rsk. Risk treatment redly needed to .",ide or reduce risk

risk rating criteria.

Note 4 Identity opportunitiesto determine lhe advantages on the identified risks. Prepared by:

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VERGARA , Management Division

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Verified by/Reviewed by:

OIC-Director, Planning and Management Service

Approved by:

~SUGAY ersecretary

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Quality Procedures

Department of Justice

Document Number

Process Title

Client's Satisfaction Feedback

Objective

To process effective documentation of client's satisfaction feedback

Manual

DOJ-PM-NPS02-005 0

Revision

Page 1 of 1

01 August 2018

Effective Date

Fonns 1. DOJ-PM-NPS02-OO5.F01 - Litigant's Feedback Form

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Accomplishes Litigant's Feedback Form

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Gathers all accomplished feedback form

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Immediately process gathered feedback form using report on client's feedback

Comply with the directive of the Head of Office and document the report

Submit all report to Chief of Office at end of each month

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Evaluate the monthly report and take necessary management action

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References

the feedback form, the clients may drop inlo assigned secured box.

Note 2 1. Gathering of accomplished

1. Report on Client's Feedback

feedback form may either be on a day to day basis or weekly basis.

1. For recording and controlling of feedback, a designated Administrative 2. Gathering of accomplished feedback forms is done on a weeikly basis.

Officer is designated in collecting accomplished

feedback form to avoid manipulation

of results and data.

,

Prepared by:

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IRE r:~. Administrati e Officer V

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Approved by:

Verified by/Reviewed ~

JO~~~ City Pr~se tor, OCP Makati City <:»

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N FE INAND S. SUGA Y ndersecretary

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Department of Justice

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Process

Title

Receiving

To establish

Objective

supported

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a process

Document

Complaint in receiving

by documentary

a complaints for Preliminary

Investigation (PI) and for Inquest

Proceedings

duly

requirements

DOJ-PM-NPS02-001

Number

Revision Effective

Page 1 of 1

0 Date

01 August

2018

Fonns

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ro .•..• ro C ._ C ro C1)

of a Criminal

Operational Procedures Manual

1. DOJ-PM-NPS02-001.FOI Investigation Data Form (NPS Form No. 01, S. 2008)

I Submits a Crimi~la~~e~ilalnt I for . r Note 1

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Checks the documents submitted based on basic requirements of cases to be filed

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Note 2

CCo ._ 0 :+:J .2= I(,) C1) C1) C1) (,) (,) U)C1)!E

Do not receive, instead advises the complainant or representative to submit the complete basic .

Y;s Advises the complainantto have the complaint/witness affidavits and the Investigation Data Forms subscribed/certified under oath

as 0::0

-'o" 0

f---4

Receives the complaint with supporting documents

Forwards the case document to The deSignated docket staff

End

0

WORK IflISIR!.!~IIQflIS Note 1 A.lfforP.I.: 1. A complaint may either be filed by private individual entities or govemment agencies. 2. Govemment Agencies refer to Law Enforcement AgenCies such as: a. PNP-Phllippine National Police b. BI-Bureau of Immigration c. BIR-Bureau of Internal Revenue d. BOC-Bureau of Customs e. PDEA-Phillppine Drug Enforcement Agency f. NBI-National Bureau of Investigation 3. The documents submitted must be properly arranged, labelled, paged and bound.

Note 2 Basic requirements shall include the provision in Note 1 and/or the following: 1. Complaint affidavitls and affidavit of witness/es (seven [7] copies plus the number of respondents). 2. Supporting documents depending on the nature of case filed and upon determination during P.I. and Inquest Proceedings. 3. Every copies of the complaint affidavit shall be accompanied by an Investigation Data Form No.Ol s. 2008 - DOJ-PM-NPS02-001.FOI duly accomplished by the complainant/representative. Additional copies may be required by the prosecution office as the case may be.

References 1. Handbook on Case Management System

B. If for Inquest: Receives the following documents: 1. Affidavit of Arrest (and Affidavit of Tumover, in case of citizen's arrest); 2. Two (2) copies of the standard Investigation Data Forms duly accomplished by the law enforcer or citizen effecting the arrest; and Affidavit of the complainant and witnesses a. If no Affidavit of Arrest (and Affidavit of Turnover, in case of citizen's arrest) and the accomplished Investigation Data Forms are submitted, advise the law enforcer to submit the same. Until the said requirements are submitted, the complaint shall not be received. b. If the Affidavit of Arrest (and Affidavit of Tumover, in case of citizen's arrest) and the accomplished Investigation Data Forms are submitted, but some of the other documentary requirements are not complete (using the Checklist found on page 79 of this Handbook), advise the law enforcer to immediately submit the other required documents later but forward the complaint to the docket staff.

-

CAdditional complete sets of complaint with annexes are needed for every additional respondent/s and complaintls filed.

Prepared

by:

Approved

Verified bylR";~d IR~~

"

b~~~k~:

,.,.":!'-

Administr

'""" J

Officer

JR. V

by:

City Pros

~SUGAY ndersecretary

City

V

V

_

Operational Procedures Manual

Department of Justice

Process Title

Document Number

Docketing and Recording of a Criminal Complaint

DOJ-PM-NPS02-002

o

~----------~~----------------------------------------------------------------------------------------~Revision Objective

To establish process in assigning docket number to complaints accepted for P.I. and Inquest Proceedings

Effective Date

Page 1 of 1

01 August 2018

it:

Fonns

t3

]1:= (.) «I

8w al-E

cuc: 8Q)

.2>

Releases one (1) copy to the complainant or representative and attaches other copies to the case document

Write down or stamps the NPS docket number on the appropriate space in each copy of the Investigation Data Forms

Assigns the NPS docket START '\ ••. number based on the ..._________.,/~ prescribed office codes

Note 1

a::

0~al .•.• , «I

.()~ .§, tIJ

Forwards the case document to Head of Recordsthe complaint in -F======+J2!~~~~~~~~======:::j..;the appropriate logbook, Office, Raffle Committee leetronic-database;-andJ'-i--------------------------------r------------+-Head or Task Force Head or index file, if any.

___ -+_-'"'Q)'5-ic"..Q)L-lIn ,...,

]1c o

o

Assigns the case 1to a prosecutor

-.1

End

we RK INSTRl

CTIONS

Note1 1 2

3

4

5

Pan .ExDIanation )<1'5 region and 05CP nuniler represented by Roman numerals Provincial/Citv office (2-digit number) Plus provincial substation, if any (small letter) Type of investigarion

Date using the last two digits of the year plus a capital letter from A to L, representing the months from January to December, in seouence Series rumber, represented by a 5digit number that is unique fur the year

Possible Codes 1. U nr, etc. 01,02,03,

etc.

01a, 01 b, ere. INv fur regular preliminary investigation and summary investigation 1:1:0 for imuest case OSA = 200S, January O9C - 2009, March 00173,00254,

Prepared by:

r&;;;;

IR~ FUERTES Administr1tive Officer V

etc.

Examples: • I-O-lNV-OSA-OOOOl o I -Region I o 01 -ORSP o INV - preliminary investigation or summary investigation o OS - year 200S o A - month of January o 00001- first preliminary investigation or summary investigation case for year 2008 • I-OSa-lNV-OSA-OOOIO o I - RegionI o 05 - OPP La Union o a - Agoo Substation o !NV - preliminary investigation or summary investigation o OS - year 2008 o A - month of January o 0010 - 10th preliminary investigation or summary investigation case for year 2008

Verified bY/R";'we~

References • XV-OI-lNV-OSL-OIOOO o XV National Capital Region o 01 - OCP Antipolo o !NV preliminary investigation or summary investigation o OS - year 2008 o L - month of December o 01000 - I,ooO~ preliminary investigation or summary investigation case for year 2008

1. Handbook on Case Management System 2. Record Book 3. Database

• XVI-lNV-OSL-03000 o XVI - OCSP o lNV - preliminary investigation or summary investigation o OS - year 2008 o L - month of December o 03000 - 3,000111 preliminaryinvestigation or summary investigation case for year 2008

r. JOR~C?:0.,JR"

City Prose :~or, OCP Makati City

Approved by:

AD

FER AND S. SUGAY U ersecretary

.•••• ::;.'T~

_

Operational Procedures Manual

Department of Justice

Document Number

Process Title

Assignment and Routing of a Complaint

Objective

To establish a process of assigningand routing of a case for preliminaryinvestigationand for Inquest Proceedings to a prosecutor

DOJ-PM-NPS02-003 Page 1 of 1

0

Revision Effective Date

01 August 2018

•...Q)

Fonns START

~

I •... .2l o co

c:

Q)

U

01

IE 'm o Q) _0 0 "0

co Q)

Assigns the case to an investigatingllnquest prosecutor Note 1

Reviews and signs resolution either dismissal or for filing in court

End

Note 3

J: lI= upaates me logbook, electronic database or index file, (hny)

(i5 (/)

1:0 o

Q)

+

0:: "0

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01

'm

Q)

0

Forwards the case documents to the assigned investigating/inquest prosecutor

•

•...

.s

0,:::J

:§~

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+:.0.. (/) Q)

>

Conducts the Investigation/ Inquest Proceedings

(/) Q)

Eg. E

Note 2

WOBK

IMMB!.!CIIQ~S

Note 1 Assigning of a case to a prosecutor may use one or a combination of the recommended methods, for the conduct of P.1. and Inquest Proceedings -Raffling - Round robin - Designation - Prosecutor Specialization - Team or Task Force Approach - Discretion by the Head of Office

References 1 . Handbook on Case Management System 2. Record Book

Note 2 1. Procedures is covered under the Revised Manual for Prosecutors (excluded under Quality Manua~ Note 3 Head of Office may designate authority in reviewing and signing the resolution in his/her behalf, as the case may be.

Prepared by:

Verified by/Reviewed

IREN~~ Administratj e OfficerV

L--

_,

J Approved by:

JORG City Prosecu or, OCP Makati City

~. v

~,S.SUGAY ry

~.

~

" f.

••••

~

-:~~

Department of Justice

Operational Procedures Manual DOJ-PM-NPS02-004

Document Number

Process Title

Release of Case Documents

Objective

To establish a process in releasing and filing copiesof the signed resolution and case documents to parties concerned either dismissal or for filing in court

Revision

0

Effective Date

Page 1 of 1

01 August 2018 Fonns

Checks the resolution W approved/disapproved signed by the head of office upon receipt

START

Updates the appropriate logbooks, the electronic database or index file, if any

Reproduces/arranges case documents for release and internal records keeping

____.

1. DOJ-PM-NPS02-004.F01 - Request Slip

Immea,,,eIY transrnns copies of the resolution to the parties and to the offICe of the respondent (d respondent is a government officiaVemployee) Note 1

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CI,) c:

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CI,)

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(

END

r-

llaclled-copias-of '" resolution and the proof of transmittal, service receipt or return card in the case record

Files the complete case document in the office.

'" 0 -00

ismissal

"""'"

5 0 CI,) a:: Altached duly acknowledged copy of the Information and resolution in the case document

Updates the appropriate logbooks, the electronic database or index file, W any

Filing in Court

-.::

CI,):t:

Forwards to the records staff a copy of the resolution and Information duly acknowledged by the court or return card via registered mail

C:.l!l

Cl,)C/) C/) .•• '" CI,) CI,) 0

",,,,,

o

0

EO a,

Files the information, together with copies of the resolution and supporting documents before the proper court

References

WOB~ I~SIBUCIIO~~ Note 1 Transmitting copies of the resolution to the parties, to the office of the respondent or filing information in the proper court may either be via personal service by process server or via registered mail w~h return card mail.

1 . Handbook on Case Management System

Only parties and counsel on record will be given copy of documents! resolutions after filling-up the request slip. Authorization leiter will only be honored if the said leiter was made by the parties or counsel concerned. The name of the representative must be cited in the said authorization leiter.

Prepared by:

rg~ uiJJl

J

IRE~ FUERTEs Adrninlstrt tive OfficerV

=:»:

JORG~ . CATA N, JR. City ProseI,c~ or, OCP Makati City

V

I--' Approved by:

AD

~

F

DINAND S. SUGA Y ndersecretary

. . ,~, I ~~~ ~/

Department of Justice

Operational Procedures Manual Document Number

Process Title

Publication of Vacant Position

Objective

To establish process in updating and publication of vacant positions of employees

DOJ-PM-ADS02-001

Revision

Page 1 of 1

0

Effective Date

01 August 2018

Fonns

c: 0

""0Q)

(

Start ~

C/)

.•..c:

Updates the plantilla based on the submitted document Note 1

Q)

E

Updates the database system

Prepares list of vacant positions

Publishes vacant positions

End)

Note 4

Note 3

Note 2

"\

c: '0 Q.

~

WQBK I~SIBI.!CIIQ~S Note 1 Vacancy to a position may occur as a result of promotion, separation (resignation, retirement, death, dropping from the roils), transfer of employee to other agency and lor creation of new positions

References 1. Plantilla of Personnel 2. Database system 3. Matrix of Vacant Positions 4. esc Form No.9, s. 2017

Note 2 Database may either be Service Record, HRIS (online), PSIPOP-DBM (online) and matrix of vacant positions. Note 3 Prepares list of vacant positions using the database indicated in Note 2 in accomplishing CSC Form No.9, s. 2017. Note 4 The duly accomplished esc Form No.9, 5. 2017 is submitted to the Civil Service Commission- Manila Reid Office (CSC-MFO) in electronic copy (e-copy) and printed copy a duly accomplished - e-copy shall be used by CSC-MFO in uploading to the CSC-NCR Bulletin of Vacant Positions. - The printed copy is posted at the CSC-MFO. - The stamp received copy is posted at the DOJ bulletin board and is likewise be uploaded at the DOJ website (htlps:J/doj.gov.ph/careers.html). When necessary, use of newspaper advertisement and/or social media in publishing ~ vacancies.

esc

Form No.9, s. 2017.

__" Prepared by:

Verified by/Reviewed by:

LEO~

Head, Appoi ment Section

Approved by:

J

LlZA B. DE LEON Director, Administrative servic}. I

AD

.

N

RDINAND S. SUGAY Undersecretary

"""""

_

Department of Justice

Operational Procedures Manual Document Number

Process Title

Conduct of Training Activity

Objective

To establish a framework on the implementation of the training activity

DOJ-PM-ADS02-008

Revision

Page 1 of 1

0

Effective Date

01 August 2018 Forms 1. DOJ-PM-ADS02-008.F01 - Post-Program Evaluation Sheet 2. DOJ-PM-ADS02-OO8.F02 Post-Training Evaluation Assessment

c: 0

Start

)---.

""

Identify the training needs

f-----.

Design the training

~

Deliver the training

~

Evaluate the training

•.

End

(.) (!)

C/) Note 1

OJ

c: '2

Note 2

Note 3

Note 4

•...'"

I-

WQBK IN§IB!.!~IIQ~§ References

Note 1 See process for Training Needs Analysis (TNA) Note 2 The design of training is being made in coordination with external service provider(s)/subject-matter expert Note 3 Includes the preparation of logistical requirements for the training which includes: 1. Ocular inspection of venue/function room/banquet requirements 2. Training kits/materials (i.e. Name tags, attendance sheets, etc.) Note 4 Evaluation of training course/program shall be done after each and every training using Post-Program Evaluation Sheet (DOJ-PM-ADS02-OO8.F01). The impact of training shall be monitored/measured every three (3) months upon return to the official stations of employees concerned using the - Post-Training Evaluation Assessment (DOJ-PM-ADS02-008.F02).

V Prepared by:

Verified by/Reviewed by:

Approved by:

~ ~~~~~ V

LlZA B. DE LEON Director, Administrative Service

AD

c-:

F

INAND S. SUGA Y ndersecretary

---t-:#.~1'i""""

I

t?~~~ Department of Justice

Operational Procedures Manual

~ Process Title

Document Number

Training Needs Analysis (TNA)

r------------r------------------------------------------------------------------------------------~Revision To serve as guide in the determination of the training needs of DOJ employees Objective Effective Date To clarify responsibilities of the various steps in the process

DOJ-PM-ADS02-007

o

Page 1 of 1

01 August 2018 Fonns 1. DOJ-PM-ADS02007.F01 - Learning and Development Needs Assessment Survey

.,

c:

o o

Identifies competencies required of the positions

Start L'----------'/ ~

Gathers data of employees

Reviews and validates data gathered

f--+

Identifies competency gaps ~

Outlines basis for Curriculum Development f-----t~ to determine training priorities

End

CI)

C/) Ol

Note 1

Note 2

Note 3

c:

'c

WORK INSTRUCTIONS Note 1 1. Creation of lWG to evaluate the Knowledge, Skills, Attitude included in the position qualification standards vis-a-vis job description Leaming and Development Needs Assessment Survey (DOJ·PM-ADS02-OO7.F01).

References 1. Organizational Chart 2. Standard Competency Profile 3. Objectives/Criteria for Measuring success of the training 4. Training Design

Note 2 Source of data from survey questionnaires, personnel interviews and observations. Note 3 Compare competencies currently held by individuals with those competencies required for the job/position.

Prepared by:

Verified by/Reviewed by:

Head,

f1I~£,

;#:~~:~'

MEUSS

LlZA B. DE LEON Director, Administrative Service

Approved by:

A

t .>

N FE INAND S. SUGAY dersecretary

_

Operational Procedures Manual

Department of Justice

DOJ-PM-ADS02-006

Document Number

Process Title

Nomination of Participants for Training

Objective

To establish procedures on the nomination of participants for training

0

Revision Effective Date

Page 1 of 1

01 August 2018 Fonns

Start

~

Disseminates training invitation/program Note 1

f-+

Collates duly approved Training Nomination Form

~

Verifies nominees if qualified

r?""

1. DOJ-PM-ADS02-006.F01 - Training Nomination Form

Registration Form ~ to participants

P"",,

1

..

Note 2

.~

(

~

•

I Notifies nominees I· )

End

i

Cl

c:

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.~

I I

t-

Proceed with the training

I I

2. DOJ-PM-ADS02-006.F02 Registration Form

Finalizes list of training participants

Submits

A

J

participants to the approving authority

,~~

"Jote 3

WQBK I~SIB!.!~IIQ~S Note 1 1. The dissemination of training invitations/programs is based on the assumption that the same is included in the Approved Annual Procurement Plan (APP) submitted by the Training Section in a particular year. 2. The training invitations/programs is disseminated to applicable offices for nomination of participants by their respective Heads of Office USing Training Nomination Form (DOJ-PM-ADS02-006.F01).

References 1. DOJ Issuances for Travel Authority Requirements

Note 2 The Training Section shall not accept Training Nomination Form after the set deadline specified in the form. Note 3 Prepares the necessary action documents required for the training to be submitted for the approving authority.

Prepared by:

Verified by/Reviewed by:

i),1"'1""

V

,~u

by:

~ MELIS Head, ~

~Y OHAO ng Section

LlZA B. DE LEON Director, Administrative Service

/(IN

NAND S. SUGA Y

,uC'''C'''ClO'

Y

-

.~

Operational Procedures Manual

Department of Justice

ProcessTitle

DocumentNumber

ProcurementPlanning

DOJ-PM-ADS05-001

o

r-------------~r_--------------------------------------------------------------------------------------_,Revision Objective

To clarifythe processof ProcurementPlanning.

Page 1 of 1

01 August2018

Effective Date

Forms Budget _. Preparation Note 1

Issues approvedNEP to the end-user

Reviewsthe ~h' th revisedWFP/ I In PPMPbasedon approve?d NEP udget.

Note 2

No

Yes

FinalizesWFP/ '----~ PPMPbasedon 14-----' NEP

~Q):::'"

(U

Ql

Reference

~~'!ii~

-oEQjE c:E •... oE

1. Work Financial Plan (WFP) ~-------------+---~----------------------------~2.Pr~ectProcurement ManagementProgram (PPMP) Yes 3. NationalExpenditure ReturnsAPP ~ Program(NEP) for revision ~ ~>---------' 4. Annual Procurement Plan (APP) r---~---------------------------------------------------------------------~5.NoticeofAward(NOA) WORKINSTRUCTIONS 6. Notice to Proceed (NTP) Note 1. During Budget Preparation: 7. Government • FS issues memorandum requiring service directors to submit Budget Proposal. • Each service prepares the indicative Work Financial Plan (WFP) supported by indicative Project Procurement Management Plan (PPMP) and submits to FS; ProcurementReform • The FS collates the WFP/PPMP to support the cost estimates in the budget proposal. Act (RA NO. 9184) • The FS submits the budget proposal to Department of Budget and Management (DBM). 8. DOJ Procurement • The FS receives the approved budget based on the National Expenditure Program (NEP). Note 2. Upon receipt of NEP from DBM, the FS issues memorandum notifying each service to revise their WFP/PPMP based on NEP.. Manual Note 3. Prior to consolidation of PPMPs into APP, all reviewed PPMPs must be approved by the Director and Assistant Secretary for Finance. /~. BudgetCall Note 4. Regulatory requirement provides submission of Annual Procurement Plan (APP) to FS, Commission on Audit (COA), Property Management Section (PMS), Government Procurement Policy Board (GPPB) and end-user. (U 0

Ql 0

~o ~ o

~m_-

-r

Note 5. Procurement refers to Section 48 to 53 of Republic Act No. 9184

Preparedby:

Approvedby:

Verifiedby/Reviewedby:

~W~?~ Atty. MARIA CHARINA B. DY-PO Head,BACSecretariat

MARIAC~ lERMAR Dire~~~:n1T;ervice

i/

~

Operational Procedures Manual

Department of Justice

DocumentNumber Process Title Preparation of Purchase Order r-------------~----------------------------------------------------------------------------------------~Revision Objective To clarify the process of Preparation of PurchaseOrder. EffectiveDate

DOJ-PM-ADS04-001

o

Page 1 of 1

01 August 2018 Fonns

Receives complete bidded documents Note 1

Issues NTP to ~ supplier ~

Prepares PO, ORS and NTP

Note 2

I

Endorses PO for approval

I til

Q)

C

i::

~

Q)

'(3.2

Issues CAF

u::cn

Reviews PO and NTP

L-------------l

Disapproves ~o Yes Approves the and return the A d? PO and NTP to pprove . PO and NTP the PMS

'--

--'

Note 4

Reference WORK INSTRUCTIONS

1 . Purchase Order (PO)

rN-o-te-l-.-T-he-b-id-d-e-d-do-c-u-m-e-n~--~-n-m-in-a-1i-~-e-d-oc-u-m-e-m-s-~-om--w-in-n-in-g-a-nd--Ioo-s-in-g-s-up-~-ie-rn--,c-o-ns-is-t-cl-:-------------------------------------------------------------------------Notice to Proceed (NTP)

3. Certificate of Availability

• Eligibility requirements (Financial and Technical Proposal) • Performance Bond • Approved BAC Resolution • Approved Notice of Award Note 2. Prepares Purchase Order wfthin ten (10) working days. Note 3. Technical Smff reviews Purchase Order (PO) and Notice to Proceed (NTP) as to completeness of the documents in terms of Financial and Technical requiremems. Note 4. Disapproval of HOPE refers to Sec. 41 of Republic Act NO. 9184 (Government Procurement Reform Act)

f F d (CAF) 0 un s 4. Obligation Request and Status (ORS) 5. RA No. 9184 Government ./

AI'"

Prepared by:

Approvedby:

Verified by/Reviewedby:

~ ~DS.SUGAY

LlZA B. DE LEON #:r:!:!~~tsection

.

Director, Administrative Service

T~;~:r~ta~

v

Procurement Reform Act

.~

Operational Procedures

Department of Justice

I~

Document Number

Process Title

Acceptance, Warehousing and Issuance of Goods

Objective:

To clarify the process of Acceptance, Warehousing and Issuance of Goods.

DOJ-PM-ADS04-002

Revision

a-.

Schedules delivery of goods

,.

Validates delivery of goods

Note 1

Note 2

,_.

Accept delivered goods ~

0

Effective Date

Note 6

Note 3

c:

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en

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s

E

~ CtI

c: CtI

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Page 1 of 1

01 August 2018 Forms

Submits postdelivery reports to Accounting ~ Division

Requests for Inspection

:=o0

Manual

t

Records the issuanceof goods in the bin card and property cards

-f

Receives IAR from Inspection Committee

Issues goodsto End-user

•

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e

a..

Warehousingof goods

~

Note 4

Prepares PAR or ICS/RIS

References

NoteS

WORK INSTRUCTIONS Note 1. Goods refers to all items, supplies, materials, equipment and general support services. except consu~ing services and infrastructure projects. Note 2. Validation of deliverad goods: • For delivery of goods by private suppliers, validates with Delivery Receipt (DR) and approved Purchase Order (PO); • For delivery of goods by Procurement Service of Department of Budget and Management, validates with DR and Agency Procurement Request (APR). Note 3. Requests Inspection of goods to the following office/committee: • Commission on Audit (COA) • Inspection Committee on the Purchase of Supplies, Materials and Equipment is created under Department Order No. 427 s. 2015 Note 4. Warehousing of goods • Arranges supplies/equipment inside the warehouse; • Records the Receipts of supplies and equipment in the following card: o Bin/Stock Card - is usad for supplies; o Property Card - is used for equipment. Note 5. Preparation of Issuance Forms: • Requisition and Issue Slip (RIS) is usad for the issuance of supplies; • Property Acknowledgment Receipt (PAR) is usad for the issuance of equipment (above P15,OOO); and • Inventory Custodian Slip (ICS) is used for issuance of semi-expendable (p15,OOO and below). Note 6. Post-Delivery Reports include: • Report of Supplies and Materials Issued (RSMI); • Summary of Payments and Deliveries for Agency Procurement Request (APR)

Prepared by:

Verified by/Reviewed by:

~J7J ELiE H~rope

~:(.~:

TUBIERA agement Section

c

.J"

1. Delivery Receipt 2. Purchase Order (PO) 3. MISD Inspection Report for ICT equipment. 4. Request for Inspection 5. Requisition Issued Slip (RIS) 6. Property Acknowledgment Receipt (PAR) 7. Inventory Custodian Slip (ICS) 8. Purchase Order/ Agency Procurement Request (PO/APR) 9. Inspection and Acceptance Report (IAR) 10. D.O. No. 427 s.2015 11. COA Rules and Regulations lor

Approved by:

~ L1ZA B. DE LEON Director, Administrative Service

4·SUGAY c.-:

ry

~

~~Department of Justice

Operational Procedures Manual

~ Process Title

Document Number

Repair and Maintenance of Equipment

DOJ-PM-ADS04-003

Revision Objective

To clarify the process of Repair and Maintenance of Equipment.

~

c W

Forms

re

1 . DOJ-PM-ADS04003.F01 Request for Repair

•

l5 ~.~

t).!/l

Q).5

Accepts/Certifies that the equipment is in good working condition

Requests for Repair and submits PPRI

Q)

'O~

.0-0 = E

01 August 2018

Effective Date

•...

Q) CI)

:::l -6

Page 1 of 1

0

c:

Q) C/)

Approves of Request and PPRI

-c

••

5: ""oQ)

Proceeds to Procurement Process

Evaluates of the request

C/)

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Procurement Process

E~

Q)C/)

0)::2: roo.

Note 1

tij~

M'jO'Rei~

(Above P15,000)

::2: ~ Q)

Type

c.

e

a. c o ""

Conducts Canvass of outsource service providers

~

Prepares Certificate of Acceptance

Note 2

•

c 0 Q) ••.• Q)'_

alc.EQ) ±: a C1)E~ 0

.5

Minor Repair P15,000 and below)

Conducts Pre-Repair Inspection

Conducts Post-Repair Inspection

o

WOBI:S. !~~IBUQI!Q~~ Note 1. Evaluation of the request: • Indicate the property to be repaired and determine whether said property is owned/maintained by OOJ through Masterlist of Equipment; • Identify the nature and scope of work to be done based on the complaint; • Determine whether the property is not functioning well or not in good running condition. • Determine if property is still covered by warranty o If covered by warranty, forward to the supplier of the equipment for repair; • Determine necessity of repair and extent of the damage to whether cost of repair is economical or not. based on the General Accounting Manual (GAM) Note 2. Conduct of Carrvass: • Prepare Request for Quotation (RFQ) and canvass to at least three (3) accredited service providers; • Prepare Abstract of Canvass and determine the service provider with lowest quotation; • Approval of all supporting documents

_/ Prepared by:

Verified by/Reviewed by:

C~,

~~ P. TUBIERA H.ead, Prop¢tY Management Section

J

LlZA B. DE LEON Director, Administrative Service

Reference Requlsitlon and Issuance Slip (RIS) 2. Pre and Post-Repair Inspection (PPRI) 3. Request for Quotation (RFQ) 4. Abstract of Canvass (AC) 5. General Accounting Manual (GAM) 6. Certificate of Acceptance

11

Approved by:

~SSU~Y

/'

ary

..•..

-

~~ ~ ~ ~~ Process

Operational Procedures Manual

Department of Justice

Title

Repair

and Maintenance

of DOJ Motor

Document

Vehicle

Number

DOJ-PM-ADS04-004

0

Revision Objective

Q; Ul

"=? -c c:

W

To clarify the process

e-.

of Repair

and Maintenance

of DOJ Motor Vehicle.

Effective

Major Repair (Above P15,0(0)

Note 1 ~

0

c: co c:

~

~

Prepares the documentary requirements

(1)

.sc:

Records

Proceeds to procurement process (RA 9184)

the

request

'iii

Prepares referral letter and send to the supplier of the vehicle for repair

End

__.

in

the ledger/ logbook

t

+

~,,;;;;; pe of

" pau I belO:_>

air?

mechanic or outsource service provider for repair

Prepares

CA

and WMR (as needed)

Wrth warranty or MOA

Prepares the documentary requirements upon receipt of service billing

the

transaction

Note 2

~

2018

August

Accepts the vehicle in good running condition

.~ ~

Prepares documentary requirements for payment

c£ . d

1.

2. Pre

Note 3

3.

c: 0

0(1)"(1) .-

Conducts PreRepair inspection

:;:l

~~ ~

c.E(1) UlED::

Requisition Issuance

c:

.E

Conducts PostRepair inspection

-

and Slip (RIS)

and Post-Repair

Inspection

(PPRI)

Certificate

of Normal

Wear

and Tear (CNWT)

4. Waste

Material

o

5.

Certificate

of

Acceptance WORK Note 1. Evaluation of the request: • Indicate the vehicle to be repaired and determine whether said vehicle is owned/maintained Report; • Identify the nature and scope of work to be done based on the complaint of the end-user; • Identify any parts to be replaced; • Determine whether the property is not functioning well or not in good running condition; • Determine W the vehicle is still covered by warranty/Memorandum of Agreement (MOA).

INSTRUCTIONS

(F::>< 't-

Verified

Note S. Payment for outsource service: • Prepare Petty Cash Voucher and submit with all supporting documents to the Special Disbursing Officer. • Prepare Disbursement Voucher and Obligation Request and Status and submit with all supporting documents to the Financial Service.

9. Obligation and Status

/

J LlZA

l\•.••.• 'u,,'"'u

B. DE LEON

Director, Administrative

Service

by:

A*SOSUGAY »<>" 'U~'~v"'~'U'1

'1/

Voucher

Request (ORS)

Petty Cash Voucher (PCV)

t

"FNAI OSA JR. Gl::v",uc:C. Head, ~.,a" F"a""" Section

Disbursement (DV)

10.

by:

of Canvass

(AC)

8.

by/Reviewed

(CA)

for Quotation

(RFQ) 7. Abstract

Note 3. Same documentary requirements with Note 2 but includes Waste Material Report and Certificate of Acceptance.

Note 2. List of documentary requirements: • CertWicate of Normal Wear and Tear • Pre and Post-Repair Inspection • Requisition and Issue Slip (RIS) approved by the Director of the Administrative Service • If the amount of materials is P1 ,000 and above, prepare the following forms and conduct canvass: o Request for Quotation to at least three (3) accr~~~!:~:~lier) and; o Abstract of Canvass (to' deterfl)i(le the supplier with lowest .

r;

6. Request

• Petty Cash Voucher (10 be submitted to Special Disbursing Otrocer), and • Official Receipt (to be inspected by the Inspection Committee on Supplies).

by DOJ through Inventory

Report

(WMR)

0

Prepared by:

1

of

Forms

Submits request for repairl Preventive Maintenance Service

Evaluates

01

Date

1

Page

~ I ~~

Operational

Department of Justice

Process Title

Revision Objective

~I/)

:::> -6

c:

W

To clarify the process of Repair of Building and Facilities.

=»

Manual

DOJ-PM-ADS04-005

Document Number

Repair and Maintenance of Building and Facilities

Procedures

0

Effective Date

Page 1 of 1

01 August 2018

Prepares request for repair

..

Forms Certifies the acceptability of work done

1. DOJ-PM-ADS04005.F01 - Call Slip

Note 4

Evaluation of the request

Yes

Major

y.__.

Proceeds to procurements process

---.

Procurement Process (RA 9184)

0

Note 1

i-repares

c:

Requisition and Issue Slip (RIS)

0

+:> 0

Q)

en

Q)

Conducts canvass

_

..

Requests for petty cash

__.

Submits all documents to SOC for payment! replenishment! liquidation

Purchases the parts/materials

~

0

c: to c:

Note 2

2c:

s

Prepares PPRI (as needed)

'(ij

:::iE

Repairs the reported issue

Prepares Certificate of Acceptance

~ Notifies the outsource service provider

c:

o

Q) Q)

+:>:=

Conducts PreRepair Inspection

1in~ c.E I/) 0

'::0

Conducts Post-Repair Inspection

Reference

WORK INSTRUCTIONS Note 1 Evaluation of the request • Determine the scope of work to be done based on the complaints; • Prepares lay-out plan and corresponding budgetary cost; Note 2.For materials/supplies amounting to P1,OOO and above, conduct canvass in at least three (3) accredited suppliers: • Prepare Request for Quotation (RFQ) • Prepare Abstract of Canvass and determine the supplier with lowest quotation; Note 3. The materials purchased shall be inspected by the Inspection Committee based on Official Receipt. Note 4. For in-house repair, the end-user affix his/her signature over printed name in the 'complete" portion of the call slip in completion/acceptance of work done.

.r

r-.

Prepared by:

~

~ "l-~

GEOtc:ul:. \;. t rENA A, JR. Head, MaintE nance Section

Verified by/Reviewed by:

J

LlZA B. DE LEON Director, Administrative Service

Approved by:

4NDS.SUGAY rsecretary

f/

1 .Requisition and Issuance Slip (RIS) 2. Request for Quotation (RFQ) 3. Abstract of Canvass (AC) 4. Pre and Post-Repair Inspection (PPRI)

1_

Operational Procedures Manual

Department of Justice

DOJ-PM-FNS02-001

Document Number

Process Title

Preparation of Budget Proposal

Objective

To guide the end-users in determining the budgetary requirements of their units and in accomplishing budgetary forms. To guide budget officer in the preparation of budget proposals.

Revision

~25 g '-

co C! c: Q)

u::en

Start }

--

Receives National Budget ~ Call

Issue Memo Re: Preparation of Proposed Budget for succeeding CY

Reviews and consolidates Budget Proposals

T

•

Prepares Budget ProposallPPMP

e Q)

I/)

__.

__.

Submits to the Office of the Directors and Asst. Secretary for final review and recommending approval

Page 1 of 1

0 01 August 2018

Effective Date

Fonns Encodes and submits online submission of budget proposal

f--

Submits Budget Proposal to DBM

-{

End

Submits Budget Proposal/PPMP to FS

:::I

-0

c: W

Note 1

~,g

~0-,s

Approves Budget Proposal

Q)-

-

eno WORK INSTRUCTIONS Note 1. Determine the operating or funding requirements: a. Personal Service (salary, wages and other compensation for service of personnel holding plantilla positions): • Prepare BP 201 specifying the Position Title, Number of Positions needed, Salary Grade and the total salary and other emoluments for twelve (12) months and submit to Personnel Division. b. Maintenance and Other Operating Expenses (office supplies, travel, training, representation, rents, utilities, repairs, etc.) • For office supplies, prepares Project Procurement Management Plan (PPMP) • For other operating expenses, prepares budget request specifying the operating requirements indicating the budget estimates corresponding to these needs. c. Capital Outlay (office furniture, fixtures, equipment, vehicles and infrastructure projects • Prepare inventory of issued furniture, fixtures, equipment, vehicles stating the quantity and the condition whether serviceable or unserviceable. • For disposed fumiture, fixtures, equipment, vehicles, prepare report on disposal of these items. • Determine their need for replacement of these unserviceable items. d. Tier I • Submit proposal based on existing activities and ongoing programs/projects. • Determine reasonable costs needed to ensure the operation of newly completed facilities but not provided in current budget and also taking into account reduction in existing costs. e. Tier II • Determine their needs for adjustment in salaries and other emoluments due to major change in organizational structure or implementation of new programs/activities. • Determine their needs for additional operating needs to cover expenses or new programs, projects and activities (MOOE). • Determine their needs for new infrastructure projects.

References 1. National Budget Call 2. Budget Priorities Framework1. 3. Memorandum - Re: Preparation of Proposed Budget for succeeding Current Year 4. DOJ Issuances 5. Project Procurement Management Plan (PPMP)

/

Prepared by:

Approved by:

Verified/Review by:

~ ~JULIET T. CANOY Chief, Budget Division

~"B.GERMAR ncial Service

4~·su~Y ndersecretary

V

'_

Operational Procedures Manual

Department of Justice

ProcessTitle

DOJ-PM-FNS02-002

DocumentNumber

Obligationof Funds

o

~----------~----------------------------------------------------------------------------------~Revision Objective

•...(I) til

:::J

-6

c:

To guide the end-user/publicofficer concernedin the processinvolvein the obligation of fund.

EffectiveDate

Page 1 of 1

01 August 2018 Fonns

Prepares and submits DRS, DV -.. with Supporting 14-~--~ Documents (SDs) including checklist

w

I

Returnsthe Returnsthe documentsto documentsto --+---~----------------4------+-*,,,~I~~ro&-us·~ar'~--------------------------~t~h~eUErrn~drr_UmSJer~------------------------------(~=E=n=d~~)-----------------r--------------for completion c: o ·iii .S;

RecordsORS I,... •.. completeness _C_h_eC_kS _ _j~SL ....J of documents in the logbook

i5 Qj Ol "'0

:::J

L

!Xl

Note 1

'--

availability of ~' ObligatesORS II""•.. Reviews ORS Verifiesthe allotment

___J

i

Note 2

Note3 Returnsthe documentsto

l...

the Budget ~ Staff

Accounting Fo~~toh Division

t

~

Certifies availability of •

obligation of expense

L __al~IO=~re~n~t~an_d_....J

WORK INSTRUCTIONS Note 1. Checkcompleteness of documentsbased on checklist of requirements. Note.2. Recordthe date of receipt, name of payee and the amount. Note 3. ObligatesORS as follows: • Assigns ORS number; • Filled-up ORS as to MFO/PAPand UACS Object Code; • Recordthe amountobligated.

Prepared by:

«c.;«. ~

JULIET T. CANOY Chief, BudgetDivision

References 1. Obligation Requestand Status (ORS) 2. COA Rules and Regulation 3. DBM Circulars 4. Checklistof Requirements

Verified/Reviewedby:

Approvedby:

MARI-~B.GERMAR Di~~~~~~ncial Service

~.SUGAY

~

Operational Procedures Manual

Department of Justice

Process Title

Document Number

Disbursement of Funds

~-------l--------------------------------------------IRevision To guide the end-user/public officer concerned in the process and the method provided for its disbursement.. Objective Effective Date To remind the public officer concerned of the proper method of recording of disbursement.

DOJ-PM-FNS03-001

o

Page 1 of 1

01 August 2018

Fonns .•... c: Glo .g>:!ii

~6

Start

)-.

SUbmsitDDsV with 14-----------~

Return DV with SDs for completion/ correction

(ij

'0

c ra

c:

u::

Receives, assigns DV Number and I ••. records in the I"" logbook

Pre-audit the DV

Note 1

Reviews DV

I Approve DV for payment

H

End

WORK INSTRUCTIONS Note 1. Write the date of receipt, Disbursement Voucher (DV) number, name of payee and amount. Note 2. Pre-audit the DV as follows: a. Check the completeness and propriety of the supporting documents (SDs) against checklist. b Prior payment has been made on the same DV c. Consistency of the amount in the Obligation Request and Status (ORS) and DV. d. Accuracy of computation on valid claims. Note 3. The Director for Finance approves DVs that may be delegated by the Assistant Secretary or Undersecretary of Financial Service.

Prepared by:

Verified/Reviewed by:

"'····"~~.PANDAAN ~~~~;~~~~ ~ivision

"''''''''1'1''''''''''" 1 . Disbursement Voucher 2. Checklist of Requirements 3. COA Rules and Regulation

d~g~~ Approved by:

~GERMAR .aJlrecmr. Finfn~ial Service

,

Circulars

(i)

Department of Justice

Operational Procedures Manual Document Number

Process Title

Issuance of List of Due and Demandable Accounts Payable - Authority to Debit Account (LDDAP-ADA)

Objective

To guide the end-user/public officer concerned of the process involve in the disbursement of funds thru LDDAP-ADA. To remind the public officer concerned of the proper procedure to be observed in the disbursement of funds thru LDDAP-ADA.

--

1::i::' (1l (1l .!!! ~ til

(J

~~

Start }

Submits approved DVand supporting documents (SDs)

•• <:: 0

CIl

'ii)

(J

's

'2CIl!

(5

(J)

01

<::

Review Dv and check completeness ofSDs Note 1

<:: (1l <::

u:

-c

Com lete? p

0

(5

Documents

Return DV for completion

~

Records LDDAP-ADA in the logbook Note 3 ••• Records LDDAP-ADA in the logbook

~ ~

01 August 2018

Effective Date

Yes

.., •...

Page 1 of 1

0

Note 5

Prepares LDDAP-ADA and certifies LDDAP portion

0

(J (J

Revision

Approves the ADA portion of the LDDAP-ADA for external creditors

7

c :::l

(J

DOJ-PM-FNS03-002

~

Approves Advice of ADA issued

Review / approved LDDAP-ADA (internal creditors) Note 4

t I

Approves ADA portion of LDDAP-ADA

.~ § s: ., til (J (1l CIl O(J)

~

Prepares Advice of ADA issued

Submits to LBP LDDAP-ADA, Advice of ADA and soft copy for crediting to payees' account

References

K

1. Obligation Request and Status (ORS) Disbursement Voucher (DV) 2. Checklist of Requirements 3. COA Rules and Regulation 4. DBM Circulars 5. List of Due and Demandable Accounts Payable - Authority to Debit Account (LDDAP-ADA) 6. Advice of ADA

End

WORK INSIRUCTIONS Note 1. Note 2. Note 3. Note 4. Note 5.

Check the completeness of the signatures in the DV and supporting documents (SDs) against checklist. The LDDAP-ADA is composed of a) LDDAP and b) ADA portion. Record the date of receipt, DV number, payee, and amount of Disbursement Voucher (DV). Check the signature in the LDDAP-ADA and compare the details and amount with the DV. The Assistant Secretary may sign the ADA portion for the internal creditors in case the Director for Finance is the signatory in the LDDAP portion of the LDDAP-ADA.

d" Prepared by:

Approved by:

Verified / Reviewed by:

~A.PANDAAN Chief, Accounting Division

v

M~"B.GERMAR Director, Fi

.

~S.SUGAY cretary

ncial Service

/>

_

Department of Justice

Process Title

Operational Document Number

Issuance of Check

1-------+------------------------------------------1 Objective

I Tc I Tc

r

Manual

DOJ-PM-ADS04-006

o

Revision

guide the end-user/cashier concerned of the process involve in the preparation and approval of checks. remind the cashier concerned of the proper method to be observed in the issuance of check.

Start '--_----'

Procedures

Effective Date

Page 1 of 1

01 August 2018

SubmitsOV with supporting 1+-._--, documents(SOs)

Returns the DV with SDs

.~ Reviews the completenessof the signatures in the DV

Prepares the check with 2 carbon copies

Reviews and signs the check

Releases the check to the payee

I----~(

End

"'--_"/

Nole 1

Checks the accuracyof the Reviews and amountand record I---~ the journalentry in signs the check eNGAS

WORK INSTRUCTIONS Note: Prepare the check as follows: a. classify the funding source of the disbursement whether It falls under general fund or trust fund; b. record the check date, number, name of payee, nature of payment and DV number in the Check Disbursement Record (CDR) maintained per bank account; c. update the CDR for each issuance of a new check to reflect the current balance of the bank account or NCA; d. verify completeness of the signatures and consistency of the amount in the DV and check. Check the correctness of the amount both in number and in words and the journal entry (JEV) recorded in the eNGAS.

1. LBP Check Booklet 2. Disbursement Voucher (DV) 3. Journal Entry Voucher

/~ Prepared by:

Verified / Reviewed by:

JULlET~ERA Head, 6t's';;i:rU:~~tion

LlZA B. DE LEON Director, Administrative Service

Approved by:

7~~~~~r~:aIY

~DS.SUGAY

DOJ-QM-PMS04-OO1.F01 Revision ( .e-cece-,

~~l'ITOJ;' A

1<

.:t

~ l~"

.' ~~

DOCUMENTS REGISTRATION FORM

~

~Brl!~

Date:

~

Request Type: (Please check type of request)

o

New Document

o

Revision or Change

o

Obsolete Existing Document

o

Operatio ral Procedure

Type of Document: (Please check type of document)

o o

Quality Manual Forms

o o

Quality Procedure Others: Please specify

Title of Document:

i

I

I I

Process Owner:

I

Document Control No.: (if with existingcontrol numbel)

Purpose of Request:

Prepared by:

Reviewed by:

(Documents and Records Custodian) Evaluated by:

(Service Head) Recommending

Document Control Officer

rproval:

Quali~ Management Representative

Approved by:

Secretary of Justice or his/her designat Disapproved due to:

Newly Issued No.:

DOJ-PM-ADS04-00S.FOl Revision 0

MAINTENANCE & UTllITV1 SECTION CALL SLIP QATE: TIME=--:

TO:

B

CARPENTRY ELECTRICAL

o o

---------11

o o

MOTORPOOL PLUMBING

AIRCON TELEPHONE

OFFICE/DIVISION/SECTION: REMARKS: -------+'-----------t

o

COMPLETED

o

NOT aOMPLETED

NOTED BY: SIGNATURE OF END-USER

HEAD, ~AINTENANCE

SECTION

DOJ-PM-ADS04-Q03.FO! Revision 0

Republika ng Pilipinas KAGA W ARAN NG KAT ARU*GAN Department of Justice Manila

Letter of Request No. Date:

_ _

To: The Chief Maintenance Section Administrative Service Sir: This is to bring to your attention that the following office equipment described as: Qty.

Location lEnd-user:

Particulars

Is / are out of order and needs immediate repair / replacement May we request that necessary repair / replacementlbe undertaken on the abovecited office, and facilities.

Very truly

YOfS,

Requisitioning Officer / Employee

Position Approved:

Republic of the Philippines DEPARTMENT OF JUSTICE Training Section POST-PROGRAM EVALUATION FC RM Pro ~ram Title: Dat e: Ven ue: I.

PROGRAM 1 (NO)

2

1 (NO)

2

1

2

3

4

5 (YES)

Was the program well organized? Were topics relevant to you? Was most of information presented are new to you? Did you find the activity in a timely manner? Comment

II.

on the Program

RESOURCE SPEAKERS

3

4

5 (YES)

Overall, were the Resource Speakers informative, well prepare d and understandable? Were the questions and discussions handled clear and well?

I

Comment

III.

on the Resource

Spea~ers__ _ _ __ _ _ __

-

LOGISTICS (NO)

3

4

5 (YES)

Was the venue and facilities adequate for the activity? Was the food tastes good? Was the secretariat support handled well? Were training kits/materials Comments

adequate for the activities?

on Logistics

DOJ-PM-ADS02-OO8.F01 Revision 0

IV.

QUESTIONS

1.

What are the things you liked most about the program?

2.

What are the things or part in the program you would like ~o have improvements?

3. What learning or realizations you gained from the program]'

4. What are your overall impressions of the program?

Name:

t-_

Office:

+-_

Age: Gender: Civil Status:

_

DOJ-PM-ADS02-OO8.F01 Revision 0

TRAINING NOMINATION FORM

SEMINAR TITLE Service Provider: Venue: Date: **First come first served basis per availability

Nominees

Designation Name

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19

Tel No.

of

slot/s**

Mobile No.

Email Address

Gender

Age

I

I

DOJ-PM-ADS02-OO6.F01 Revision 0

Participa ts will be required to submit the usual requirem nts for attending a seminar From: TRAINING SECTION REQUEST FOR TRAINING PARTICIPANTS Date:

_

Dear

,

1) Certifi te of No Pending Admin Case 2) Certifi ate of No Work Backlog 3) Reco mendation to attend seminar from supe isor 4) Post- ctivity Report from Previous semin r/training

May we request for participants for the following trainings:

Thank you. Seminar Title

Pax

FIm:

TRAINING SECTION R QUEST FOR TRAINING P RTICIPANTS

M$y we request for participants for the following trainings: Pax

Seminar Title Participants will be required to submit the usual requirements for attending a seminar 1) Certificate of No Pending Admin Case 2) Certificate of No Work Backlog 3) Recommendation to attend seminar from supervisor 4) Post-Activity Report from Previous seminar/training Thank you.

REQUEST FOR TRAINING PARTICIPANTS

P rticipants will be required to submit the us al requirements for attending a seminar 1) Certificate of No Pending Admin Case

Date:

2) Certificate of No Work Backlog

From: TRAINING SECTION

_

Dear -------' May we request for participants for the following trainings: Seminar Title

3) Recommendation to attend seminar fr m supervisor 4) Post-Activity Report from Previous se inar/training Thank you.

Pax

Flm: TRAINING SECTION R QUEST FOR TRAINING P'I'RTICIPANTS

~1a~:

,

M y we request for participants for the fol owing trainings: DOJ-PM-ADS02-06.F02 Revision 0

Seminar Title Pax

Participants will be required to submit the usual requirements for attending a seminar 1) Certificate of No Pending Admin Case 2) Certificate of No Work Backlog 3) Recommendation to attend seminar from supervisor 4) Post-Activity Report from Previous seminar/training

Thank you.

DOJ-PM-ADS02-06.F02 Revision a

OOJ-PM-NPSOl-004.fOl Vef~"ion 1

REPUBLIC OF THE P •• LlPPlNES OFFICE OF THE CITY PROSECUTOR MAKAlI NPS REQUEST FORM To be accomplished by rf!!QUesting pcrty te:

_

R.f. No.:

_

+-

Name of Requesting Party: Address:

I

NPS Dxket Number: Title (TluJo): Otrense/s Charge/s:

·vs-

Pl'"OSIeCUtor (Taga-Usig):

0

For:

Complainant/s

0

~

---4--------+.

-;

_

_

Respondent/s

oOlllers (Pis. specify)

_+-_--:_:------

RfQUESTfw:

o Copies of Document o~oxCopy o Certified True / Xerox Copy Document Requested:

, _

o Certificatioo/s ~rance oNo campi . t filed oNo pending criminal complaint o Not the sa person oOthers (PIs specify):

_

--!

Purpose of Request:

_

Signature over PrintEd Name To be accomplished by this office

Document Presented (for Request Form): Authorization I SPA 0 Request Letter 0 NBI / o 10 0 OthE!"s* (PiS. specify):

o

O.R. No.:

Oae:

Amount Paid: Php,

_

_

_

Received by: _ _"".---, __ -::-:....,....,..,..,... __ Signature over PrintEd Name Date Received:

POlict Clearance _

•• -

IoiO

to,':",:;

NPS Investigation Form No. 01, s. 2008

Republic of the Philippines DeparhnentofJustice National Prosecution Servic

INVESTIGATION DATA FO To be accomplished by the Offi e DATE RECEIVED: (stamped and initialed): Time Received: Receiving Staff:

NPS DOCK1TNO.: Assigned to: + Date Assigne .-

_ _

_

To be accomplished by complainantlcouns~Vlaw enforcer (Use back portion if space is not sufficient) COMPLAINANTIS: Name, Sex, Age & Address:

RESPONDENTIS: Name, Sex, Age & Address:

LAW/S VIOLATED:

WlTNESSIES: Name & Address:

DATE & TIME of COMMISSION:

PLACE OfCfMMISSION:

1. 2.

3.

Has a similar complaint been filed before any other office?* YES Is this complaint in the nature of a counter-charge? * YES __ Ifyes, indicate details below. Is this complaint related to another case before this office?* YES If yes, indicate details below. I.S. No.: Handling Prosecutor:

I

NO

I

NO

I

_+-!

_

OOJ·PM-NPS02'{)()1.F01 Revision 0

NPS Investigation FOlID No. 01, s. 2008

CERTIFICATION I CERTIFY, under oath, that all the information on this feet are true and correct to the best of my knowledge and belief, that I have not commenced any action of filed any claim involving the same issues in any court, tribunal, or quasi-judicial agency, and that if I should thereafter learn that a similar action has been filed and/or is pending, I should report that fact t this Honorable Office within five (5) days from knowledge thereof.

(Signature over printed name) ~UBSCRIBE AND SWORN TO before me this ill

20 _____j

day 1f

_

Prosecutor Administering Oath

*1,2,3 and Certification need not to be accomplished for inquest cases

OOJ·PM·NPS02-OO1.FOl Revision 0

Republic of the PhiliP~p'n s DEPARTMENT OF JU CE

NATIONAL PROSECUTION S RVICE (station)

LmGANT'S FEEDBACK FORM

(Pananaw 0 Puna) We would appreciate if you could spend a few minutes of your time filling the form before you leave. (all feedback will be treated in strietconfidenCe) Date/Petsa : Check the box 0 that corresponds to your answer:/ Markahan ng

f! tsek

_

ang inyong kasagutan:

1. What is the main purpose of your visit to our office?/ Ano po ang (nyong pakay sa aming tanggapan? o File a complaint! Magsampa ng kaso. o Inquire about the status of a case/Magtanong ukol sa status ng raso o Request certified copies of documentslKumuha ng kopya ng mg dokumento.

2. Are you for the/ Kayo po ba ay para sa:

0

Complainant! Nag-derri{Jnda

0

Respondent!Dinemanda

3. Indicate the NPS Docket No. of the case/Ano po ang NPS Docket ~o. ng inyong kaso?

_

Rating Scale: 1 very low/ pinakamababa

3 satisfactory/kasiya siya

4 very satisfactory/mas kasiya- siya 5 excellent/pinakarnataa

Use the above key to evaluate personal satisfaction with the service we provide with 1 being not satisfied at all and 5 being very satisfied./ Gamitin ang rating scale na tumutugon .xf inyong kasagutan: 1. Were you satisfied with the service the office provided you?/ Naibigaypo ba sa inyo ng maayos ng aming tanggapan ang serbisyong inyong kinailangan?

o

01

2

o

3

04

o

5

2. Was the staff who attended to your needs courteous?/Magalang pP ba ang aming kawani na inyong nilapitan ukol sa inyong pakay?

o

o

1

2

o

3

04

3. Was time and punctuality strictly followed as regards your inquiryil!Mabilis po bang natugunan ang inyong pakay?

o

1

o

2

o

3

04

o

5

4. Is our office tide and clean?/Sa inyong palagay, malinis at maayo~po ba ang aming tanggapan? 01

o

2

o

3

04

o

5

SUGGESTIONS:

MARAMING SALAMAT PO! DOJ-PM-NPS02-OOS.F01

Version 1

P ro c ess Name'

Dle a RISK EVALUATION

NO

DESCRIPTION OF RISK

EXISTlNG CONTROLSI MmGATING MEASUREI RELEVANT PROGRAMS

w

~~

~ffi

RISK RS RATING :::l~

g'"

Preoared bv:

Measure of Opportunity

RESIDUAL RISK RISK TREATMENT ACTION PLAN (only for Moderate to High Risk)

w

U~-J Z 0 RS ~~~ g"'U

RESIDUA LRISK RATING

DESCRIPTION OF OPPORTUNITY

Action Plan

Status

TImeline

Measure of Effectiveness

Frequency

Approved by:

DOJ-QM-PMS04-00S.FOl Revision 0

~!AtI~~j'~. . ~

DOJ-QM-PMS04-D04.FOl Revision 0

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Management Review M nutes

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Venue: A.

Date C onducted:

Present during the meeting Name

B.

Absent during the meeting (where appropriate, indicate reason t or ebsence) Name

C.

Department! Unit

Pcsltlon

Positio

Department! Unit

1

Other attendees during the meeting Name

Department! Unit

Positio

Time Started:

D.

Chaired by:

E.

Highlights of the Review AGENDA I HIGHLIGHTSI ACTION ITEM

WHO/WHEN (for action item only)

Page 1 of 2

FOl Revision 0

DOJ-QM-PMS04-004.

Management Review Minutes

E.

Highlights of the Review WHO/WHEN (for action item only)

AGENDA I HIGHLIGHTSIACTION ITEM

F.

Time Adjourned:

G.

Tentative Date 0 Next Meeting:

Notes: If any of the above agenda is not applicable or there is no issue 0 review/ discuss for the period this must be appropriately indicated against the relevant agenda. 1

Prepared by:

Approved by:

Quality Management Representative

Undersecretary

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DOJ-QM-PMS04-OO2.FOl

Revision 0

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FUNCTION

I

PROCESS I AREA

PIA

Cycle Internal Quality Audit Program Date: AUDITOR

CALENDARYEAR: 2018 Date

AUDIT TEAM

Time

Plan Actual Plan Actual Plan Actual Plan Actual Plan IIG+'

Plan Actual Plan Actual Plan Actual Plan Actual Plan Actual Plan Actual Plan Actual PREPAREDBY:

APPROVEDBY:

Date:

Date:

AUDITEES

REMARKS I VENUE

DOJ-QM-PMS04"()()2.F02 Revision 0

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INTERNAL QMS AUDIT MATRIX

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AUDIT CYCLE:

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AREAl PROCESS! FUNCTION

CLAUSE/ ITEM

REQUIREMENTS

4.1 Understanding the organization and its context 4.2

Understanding the needs and expectations of interested parties

4.3 Determining the scope of the QMS 4.4 QMS and its processes 5

LEADERSHIP

5.1 5.1.1 5.1.2 5.2 5.2.1 5.2.2

Leadership and commitment General Customer Focus Policy Establishing the quality policy

Communicating the quality policy Organizational roles, responsibilities and 5.3 authorities

6

PLANNING

6.1 Actions to address risk and opportunities 6.2

Quality objectives and planning to achieve them

6.3 Planning of changes 7

SUPPORT

7.1 Resources 7.1.1 General 7.1.2 People 7.1.3 Infrastructure 7.1.4 Environment for the operation of processes 7.1.5 Monitoring and measuring resources 7.1.5.1 General 7.1.5.2 Measurement traceability

REMARKS

Property

To, Mln'lement

CONTEXT OF THE ORGANIZATION

4

CALENDAR YEAR:

Appointment

Section

Tl'lllnln,

Section

GSO· Malntenlnce

Mlnleement Section

GSOMotorpool

Procurement

IBACl

Mlnlpmrnt Division

NPS-M.btl

FilUlnd.1 Service

ClshlerSection

CPO

AREA

CLAUSE/

REQUIREMENTS

ITEM

T.p M.n.pment

Appointment Section

Tralnln, Sod••,

GSD· [email protected]

Property Manaeemtnt Sod •• ,

I PROCESS I FUNCTION

REMARKS GSD· Motorpool

Procurement (SAC)

Man'eement Division

Fln.neill SelVlce

8.5.4 Preservation 8.5.5 Post-delivery activities 8.5.6 Control of changes 8.6 Release of products and sevices 8.7 Control of nonconforming outputs 9

PERFORMANCE EVALUATION Monitoring, measurement, analysis and 9.1 evaluation 9.1.1 General 9.1.2 Customer satisfaction 9.1.3 Analysis and evaluation 9.2 Internal Audit 9.3 Management Review

10

IMPROVEMENT 10.1 General 10.2 Nonconformity and corrective action 10.3 Continual improvement

LEGENDS: X Key function to be audited; compliance to a procedure 0 Awareness, understanding, and practices to be audited

CashltrSectlon

Nps·M.lcatl CPO

AREA/PROCESS/

CLAUSE/

REQUIREMENTS

ITEM

To. Mlnlcement

7.1.6 7.2 7.3 7.4 7.5 7.5.1 7.5.2 7.5.3 8 8.1 8.2 8.2.1 8.2.2 8.2.3 8.2.4 8.3 8.3.1 8.3.2 8.3.3 8.3.4 8.3.5 8.3.6 8.4 8.4.1 8.4.2 8.4.3 8.5 8.5.1 8.5.2 8.5.3

Organizational Knowledge Competence Awareness Communication Documented Information General Creating and updating Control of documented information OPERATION Operational planning and control Reqirements for products and services Customer Communication Determining the requirements for products and services Review of the requirements for products and services Changesto requirements for products and services Design and development of products and services General D & D Planning D & D Inputs D & D Control D & D Outputs D & 0 Changes Control of externally provided services General Type and extent of control Information for external providers Production and service provision Control of Production and Service Provision Identification and traceability Property belonging to customers or external providers

Appointment Sect""

Tr1Iinina Sect""

GSD· Mllntenlnce

Property Mlnapment Sect""

FUNCTION

REMARKS GSDMotorpool

Procurement (SAC)

Mln_lement Division

Finlnclll Service

NPS-Mlbtl CuhlerSectJon

CPO