Professional Documents
Culture Documents
COMPUTER SERVICE
ADMINISTRATIVE
AND
OPERATIONS MANUAL
August 2007
Administrative and Operations Manual
Page 1
www.pnp.gov.ph
COMPUTER SERVICE
ADMINISTRATIVE AND OPERATIONS MANUAL
Chairman
Vice-Chairman
Secretariat
Member
Member
Member
Member
Member
Member
Member
Page 2
Member
Member
Member
* PNPCS Letter Orders Nr. 2007 179, dated July 23, 2007
Page 3
COMPUTER SERVICE
KEY OFFICER
COMMAND GROUP:
PSSUPT TEOFILO S MELLIZA, JR
Acting Director, CS
STAFF OFFICES:
PSUPT CONCEPCION R ORNOPIA
Inspectorate
Administrative Officer
LINE DIVISIONS:
PSUPT ELEANOR V LAMPA
Page 4
TABLE OF CONTENTS
I. ADMINISTRATIVE
A. General Background
1. Introduction
2. History of PNP Computer Service
B. Mission, Vision and Function of the PNP Computer Service
1. Mission
2. Vision
3. Function
C. Organizational Structure
1.
2.
3.
4.
5.
1. Command Group
1.1. Director, Computer Service
1.2. Deputy Director for Administration, Computer Service
1.3. Deputy Director for IT Matters, Computers Service
1.4. The Chief Directorial Staff
2. Staff Offices
2.1. Administration Office
2.2. Budget and Fiscal Office
2.3. Plans Office
2.4. PCR Office
2.5. Finance Office
2.6. Security Office
2.7. Inspectorate Office
3. Line Divisions
3.1. Computer Operations Division
3.2. Systems Management Division
3.3. Data Management Division
3.4. Training and Research Division
3.5. Network Management Division
3.6. Web Application and Development Division
17
Page 5
II. OPERATIONS
A. STAFF OFFICES
31
1. Administrative Office
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
Certification
Commutation Order
Compulsory Retirement
Conferment of Awards
ID Application
Filing of Leave of Absence
Issuance of Letter of Accommodation
Transfer/Reassignment of Uniformed Personnel
Resignation of Personnel
Optional Retirement
3.1
3.2
3.3
4. Finance Office
62
79
58
3. Plans Office
4.1
4.2
31
93
Conduct of Inspection-in-Rank
Conduct of Police Info and Continuing Education
Conduct of Seminars
Publication of Newsletter
Submission of Accomplishment Report
Page 6
6. Security Office
6.1
6.2
6.3
6.4
6.5
6.6
6.7
7. Inspectorate Office
7.1
7.2
135
162
Systems Development
System Maintenance
135
129
B. LINE DIVISIONS
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
108
Verification Section
3.1.1 Issuance of Certification of No CFC Printed
3.1.3 Issuance of Certification for Pay and Allowances
differential for PNP Uniformed Personnel
3.1.4 Issuance Of Certification For Pay And
Allowances Differential for NUP
3.1.5 3.1.4 Issuance Of Certification For Long Pay
Differential
3.1.6 3.1.5 Issuance of Certification For Bonus
Differential (No CFC Printed of Mid-Year or
Year-End Bonus)
182
182
Page 7
3.2
202
3.3
233
251
251
Page 8
4.2
276
4.3
289
306
322
Page 9
331
IV. REFERENCES
TABLE OF CONTENTS
V. ADMINISTRATIVE
E. General Background
1. Introduction
2. History of PNP Computer Service
F. Mission, Vision and Function of the PNP Computer Service
1. Mission
2. Vision
3. Function
G. Organizational Structure
1. Present Organization Structure
2. Proposed Organization Structure
3. Personnel Distribution
4. Manning Chart
5. Staffing Pattern
H. Offices Function and Job Description
1. Command Group
1.5. Director, Computer Service
1.6. Deputy Director for Administration, Computer Service
1.7. Deputy Director for IT Matters, Computers Service
1.8. The Chief Directorial Staff
2. Staff Offices
2.8. Administration Office
2.9. Budget and Fiscal Office
2.10. Plans Office
2.11. PCR Office
2.12. Finance Office
2.13. Security Office
2.14. Inspectorate Office
3. Line Divisions
Administrative and Operations Manual
Page 10
3.7.
3.8.
3.9.
3.10.
3.11.
3.12.
VI. OPERATIONS
C. STAFF OFFICES
8. Administrative Office
8.1
Certification
8.2
Commutation Order
8.3
Compulsory Retirement
8.4
Conferment of Awards
8.5
ID Application
8.6
Filing of Leave of Absence
8.7
Filing of Leave of Absence
8.8
Transfer/Reassignment of Uniformed Personnel
8.9
Resignation of Personnel
8.10
Optional Retirement
9. Budget and Fiscal Office
9.1
Funding and Procurement of Request from Divisions/Offices
9.2
Preparation/Submission of Reports
10. Plans Office
10.1 Statistics and Reports Team
10.1.1 Reports
10.2 Organization and Program Development Team
10.2.1 Speeches and PNPCS Presentations
10.3 Strategic Plan and Research Team
10.3.1 Integrated System Strategic Plan
10.3.2 Creation of PNPCS Organizational Plans
10.3.3 Creation of PNPCS Implementation Plans
11. Finance Office
11.1
Processing of Individual Voucher
Processing of General Payroll Voucher
11.2
12. Police Community Relations Office
12.1
Conduct of Inspection-in-Rank
12.2
Conduct of Police Info and Continuing Education
12.3
Conduct of Seminars
12.4
Publication of Newsletter
12.5
Submission of Accomplishment Report
13. Security Office
13.1
Creation of Security Guidelines
13.2
Implementation of Security Guidelines
13.3
Revision of Security Guidelines
13.4
Submission of Daily Journal
13.5
Compliance to Paperless Journal
13.6
Submission of OD Checklist
13.7
Incident Report / Security Breach
14. Inspectorate Office
14.1
Conduct Pre-charge Investigation (PCI)
14.2
Conduct of Summary Hearing Proceedings (SHP)
D. LINE DIVISIONS
7. Computer Operations Division
7.1
Printing of PNP CFCs
Page 11
7.2
Printing of PNP Payslips
7.3
Printing of CFCs for Allotee and Pensioner
7.4
Cancellation of CFCs
7.5
Disposition of Damaged CFCs
7.6
Disposition of Damaged Payslips
7.7
Printing of Financial and Management Report
7.8
Disposition of Damaged Financial Management Reports
7.9
Computer Hardware Maintenance
8. Systems Management Division
8.1
Systems Development
8.2
System Maintenance
9. Data Management Division
9.1
Verification Section
3.1.7 Issuance of Certification of No CFC Printed
3.1.8 Issuance of Certification for Pay and Allowances differential for
PNP Uniformed Personnel
3.1.9 Issuance Of Certification For Pay And Allowances Differential for
NUP
3.1.10 3.1.4 Issuance Of Certification For Long Pay Differential
3.1.11 3.1.5
Issuance of Certification For Bonus Differential (No CFC
Printed of Mid-Year or Year-End Bonus)
9.2
Finance Information System Section
9.2.1 Process of Adding New Records in the PNP Salary Masterfile
9.2.2 Process of Restoration of Name in the PNP Salary Masterfiles
9.2.3 Process of Deletion of Names from the PNP Salary Masterfile
9.2.4 Process of Implementation of Report of Changes Such as Rank and
Long Pay Adjustment, Correction of Name And Birhtdate Change of
Unit Code
9.2.5 Deduction/Billing Reports (Softcopy thru diskettes or CD)
9.2.6 Deduction/Billing Reports (Hardcopy)
9.2.7 Updating Of Pension/Retiree/Beneficiary Files (Add/Delete by
Online Process)
9.2.8 Updating Of Pension/Retiree/Beneficiary Files (Change Reports by
Batch Process)
9.3
Database Administration Section
9.3.1 Updating/Validating Of Salary Masterfiles (Downloading of Files)
9.3.2 Updating/Validating Of Salary Masterfiles (Aging of Deduction of
Account)
9.3.3 Updating/Validating Of Salary Masterfiles (Stoppage of Deductions)
9.3.4 Updating Of Employee Masterfile (Rank/Unit Code/Long
Pay/Birthdate/Correction Of Name)
9.3.5 Updating Of Pnp Salary Masterfile (Implementation of Salary
Assignment)
9.3.6 Updating Of Pnp Salary Masterfiles (Processing Of Deductions)
10. Network Management Division
10.1 Network Administration Section
4.1.7 Installation of Anti-virus software to PNP CampNet Workstations
4.1.8 Provide Internet Access to PNP CampNet users/clients workstations
4.1.9 Provide Internet Access to PNP CampNet users/clients workstations
4.1.10 Installation of PNP Salary System Application to PNP CampNet
Workstations
4.1.11 Installation of Withholding Tax Information System Application to
PNP CampNet Workstations
10.2 Network Administration Section
Page 12
4.2.4
Page 13
III.
GLOSSARY OF TERMS
A. PNPCS ORGANIZATION ICT TERMS
1.
2.
3.
4.
5.
6.
7.
Page 14
8.
9.
10.
11.
Data Warehouse stores data from current and previous years that
have been extracted from the various operational and management
databases of an organization.
12.
Page 15
14.
15.
16.
17.
ICT Solutions the various ICT technologies that are currently existing
or will be proposed to run the information systems. Examples of ICT
solutions are: for Network Virtual Private Network - Thin Client,
Wireless for Security Firewall, Public Key Infrastructure (PKI); for
Storage Storage Attached Network (SAN), Imaging, Warehousing; for
Data Capture Biometrics, Finger Scan, Optical Scan, Optical Mark
Reader (OMR), Optical Character Recognition (OCR).
Page 16
18.
19.
20.
21.
22.
23.
24.
Mission-Critical Frontline Services basically transactional, customerdriven business processes designed to provide direct public access to
government services, reduce the processing and approval time of
government transactions with the public, electronically organize and
store vital data/information for easy retrieval or updating, processing,
and sharing with government monitoring or statistical agencies; and
ensure greater transparency, accountability and integrity of
government operations and transactions.
25.
Modem a device that converts digital signals from the computer into
analog signals to be transmitted over communication media to be
transmitted back to digital signals read by computer. It can be either
Page 17
27.
28.
29.
30.
31.
32.
33.
Printer a device that prints texts and illustration on paper. There are
many different types of printers. In terms of technology utilized,
printers are categorized into the following: (1) daisy wheel, (2) dot
matrix, (3) ink jet, (4) laser, (5) line printer, and (6) thermal printer.
34.
35.
Page 18
36.
37.
38.
39.
40.
41.
Page 19
B. ADMINISTRATIVE OFFICE
1.
2.
3.
4.
Compulsory Retirement Compulsory retirement, for officer and nonofficer, shall be upon the attainment of age fifty-six (56): Provided,
That, in case of any officer with the rank of chief superintendent,
director or deputy director general, the Commission may allow his
retention in the service for an unextendible period of one (1) year.
5.
6.
7.
8.
9.
10.
Page 20
11.
12.
13.
14.
2.
D. PLANS OFFICE
1.
2.
Page 21
3.
4.
5.
6.
7.
8.
Performance
Evaluation
Rating
A
report
on
the
accomplishment/performance of a unit based on a given parameter set
by the directorate for the purpose of evaluation.
9.
10.
11.
12.
Page 22
13.
14.
E. FINANCE OFFICE
1.
2.
3.
4.
5.
6.
7.
Page 23
2.
3.
4.
5.
Police Community Relations (PCR) or Community Policing philosophy of full-service, personalized and decentralized policing,
where citizens feel empowered to work in proactive partnerships with
the police at solving the problems of crime, fear of crime, disorder,
decay, and quality of life
6.
7.
G. SECURITY OFFICE
1.
2.
3.
4.
Page 24
5.
6.
7.
8.
9.
10.
11.
12.
13.
H. INSPECTORATE OFFICE
1.
2.
Page 25
2.
3.
4.
5.
6.
Damaged Payslip payslip which were not issued due to damage in the
process of printing.
7.
8.
9.
10.
11.
12.
13.
Page 26
2.
3.
Check Box - is a graphical user interface element that permits the user
to make multiple selections from a number of options commonly used
for data modeling. Selected options are represented by a check mark
or an alpha x.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Page 27
14.
15.
16.
17.
18.
19.
Logical Model shows what a system must do, regardless of how it will
be implemented physically.
20.
21.
22.
23.
Message Box - a small window that pops on your screen to warn that
your computer is about to perform an operation.
24.
25.
26.
27.
28.
Page 28
29.
30.
31.
32.
33.
34.
35.
36.
37.
procedure
documents or
input/outputs
signifies flow
whether
downward,
upward, sideward
38.
connector
by the
off-page
connector
Y
optimizing
conditional box
answerable by
yes (Y) or no (N)
Page 29
39.
40.
41.
42.
43.
44.
45.
46.
Text Box - used to display text and to accept text entry from users.
47.
Tool Tips - a small text area that floats over an object when the cursor
comes to rest on it.
48.
49.
50.
hardware or
Page 30
51.
2.
2.
3.
4.
5.
6.
7.
8.
Page 31
9.
10.
11.
12.
13.
14.
15.
2.
3.
Page 32
2.
3.
4.
Page 33
I. ADMINISTRATIVE
A. General Background
1. Introduction
The PNP Computer Service formulates, updates, and disseminates IT policies,
guidelines, and standards towards the proper development and implementation of
information systems in the PNP. The office also provides computer-based information
systems development, data processing, systems support, and conducts IT-related research
and training services.
2. History of PNP Computer Service
Computerization in the Philippine National Police spans more than a decade of hard
and pioneering work. Much has been gained by the Service since its precursor, the
Philippine Constabulary Data Processing Unit (PCDPU), was established 37 years ago on
October 18, 1965. The Unit was renamed three years later as Crime Information and Data
Processing Center (CRIDPC), concentrated mainly on collating crime- related data from
field.
It became the Constabulary Computer Center on March 1, 1972 but its main task
remained as the nationwide crime data bank for use in crime studies (made) accessible to
law enforcement agencies on a direct inquiry basis. On January 13, 1988, the Constabulary
Computer Center (CCC) was renamed PC/INP Computer Center. Upon the creation of the
PNP under RA 6975 on January 1991, PNP Computer Service was officially organized. At
present PNPCS carries a broader responsibility in keeping records of data on crimes, it also
performs general administrative work support for the PNP.
PHILIPPINE CONSTABULARY DATA PROCESSING UNIT (PDCPU)
CAPT ALFONSO C TRANCE (PC) ~ 26 August 1965 11 August 1969
Page 34
Creation and activation of Crime Information Units (CRIUs) of the four (4) PC Zones
of the Philippine Constabulary to carry out crime reporting in the field on 31
October 1969.
The CRIDPC building was inaugurated on 03 August 1971 with an IBM 360/30
Computer System
Initiated the transfer of Altos Computer System from Finance Center to Computer
Center for processing of salary transaction.
Replaced the UNIVAC AC9400 with UNIVAC100.
The PC/INP Computer Center was renamed PNP Computer Center (PNPCC) on 08
August 1990
Decommissioning of the UNIVAC AC1100 giving way to the new IBM9221/170
computers.
Replaced UNIVAC AC1100 with IBMES 9221/170
Page 35
Conceptualized Framework- linking CS, IRC and LSS mainframe computers for
information sharing.
Revision of Nationwide Uniform Crime Case Report (NUCCR) to National Crime
Reporting System (NCRS).
Development of Information Technology Policies & Guidelines and the Information
Systems Strategic Plan.
Proponent of downsizing of the Mainframe Computer to Client Server Computing
Environment (CEAP95).
Installation of the PNP NHQ Campus Network.
Migration of Salary System from Mainframe to Client Server Computing Environment
Remediation of all computer facilities and electronic related facilities to be Y2K
ready
Steered the Computer Service to become the Administrative Support Unit of the
PNP for the Year 1999.
Page 36
o
o
o
o
o
Steered the PNPCS as the Best National Administrative Support Unit for CY 2005
Steered the PNPCS as number one in the overall DHRDD Annual Performance
Evaluation Review for National Administrative Support Unit for CY 2005
Implementation of the PNP Check less Payroll System (ATM) at the NHQ, NSUs,
NCRPO and SAF.
Enhancement of the PNP Website by way of donation of over One Million Peso worth
of ICT resources for MOD net.
Development of an Express Lane Firearms Licensing System installed in Davao City
Enhancement of the following ICT Projects:
o PNP CRIMSON (Crime Reporting and Incident Management On- Line)
o PNP WebPortal
o Police Clearances
o PNPCS Website
Development of the following Websites:
o Anti- Illegal Drugs Special Operative Task Force (AIDSOTF)
o Philippine Bomb Data Center
o PNP SAF
o CIDG
1. Mission
The PNPCS shall design, develop, implement and maintain Information Systems,
Databases and Data Communication Network for the PNP.
2. Vision
The PNP Computer Service shall be the primary office that will provide the
technical expertise to develop and maintain relevant Information Systems and Services for
the PNP given the adequate resources.
3. Functions
Page 37
C. Organization Structure
1. Present Organization Structure
OFFICE OF THE
DIRECTOR
Inspectorate
DEPUTY DIRECTOR
FOR ADMINISTRATION
DEPUTY DIRECTOR
FOR ICT MATTERS
CHIEF OF STAFF
STAFF OFFICES
ADMIN
SECURITY
PCR
FINANCE
PLANS
LINE DIVISIONS
COD
SMD
DMD
NMD
TRD
WADD
Page 38
2.
3.
4.
5.
1.2
1.3
1.4
Provides policy direction and guidance to the staff for the attainment
of the mission, specific goals and objectives of the PNPCS.
Closely supervises the implementation of various programs, projects
and activities of the PNPCS.
Supervises the personnel administration, financial and logistical
management, training and education of the Service.
Page 39
2. STAFF OFFICES
2.1
Inspectorate Office
Inspectorate Officer
o In-charge of enforcing internal discipline of CS personnel and will
take charge in rendering of periodic consolidation report of PNP
personnel with pending/resolved administrative cases.
2.2
Administrative Office
Page 40
o
o
o
o
Chief Clerk
o
o
o
o
o
Page 41
o
o
o
o
o
o
Page 42
Organizational Chart
Administrative
Officer
Assistant
Administrative
Officer
Chief, Clerk
Chief,
Supply and
Logistics
Section
Chief,
Personnel
Section
2.3
Chief,
Message
Center Sec
Chief,
Records
Section
Chief,
General
Services Sec
Page 43
Budget PNCO
o
o
o
Organizational Structure
Budget and Fiscal
Officer
Secretary
Budget PNCO
2.4
Plans Office
Page 44
o
o
Page 45
Organizational Structure
Chief, Plans
Organizational and
Program Devt Team
Finance Office
Finance Officer
o
o
o
o
o
o
o
Page 46
Finance PNCO
o
o
o
Liaison PNCO
o
o
o
o
o
Finance Clerk
o
o
o
o
o
o
Organizational Structure
Chief, Finance Office
Finance PNCO
Finance
Clerk
Liaison
PNCO
Page 47
2.6
Chief, PCR/PIO
o
o
o
o
o
o
o
Action PCO
o
o
o
o
o
Staff/Writer
o
o
o
o
Office Clerk
o
o
Page 48
o
o
o
Action PCO
Staff/Writer
2.7
Security Office
Security Officer
o
Page 49
Organizational Structure
Security Officer
Secretary
Security Supervisor
And Team
3. LINE DIVISION
3.1
Page 50
o
o
o
o
o
Page 51
o
o
o
o
o
o
o
o
Organizational Chart
Chief, COD
Production
Control
Section
Computer
Section
Auxiliary
Section
Computer
Maintenanc
e Section
Page 52
3.2
Page 53
Organizational Structure
C SMD
Asst C SMD
Personnel
Management
Information
3.3
Financial
Management
Information
Crime Related
Information
Section
Special Project
Information
Section
Page 54
o
o
o
Page 55
o
o
o
o
o
Page 56
o
o
o
Organizational Chart
Chief, NMD
C, NAS
3.4
C, NMS
and
and
may
and
and
Page 57
Page 58
Organizational Chart
Chief, TRD
Secretary
RESEARCH SECTION
Section Chief
Librarian/Property
Custodian
IS Researcher III
IS Researcher I
Illustrator/Draftsman
TRAINING SECTION
Section Chief
Instructor/Facilitator
Instructor/Facilitator
Instructor/Facilitator
Instructor/Facilitator
3.5
o
o
Page 59
o
o
o
o
o
o
o
o
Database Administrator
o
o
Page 60
o
o
o
o
o
Database Administration
o
o
o
o
o
o
Organizational Chart
Chief, DMD
Database Section
Data Preparation
Section
Data Control /
Verification
Section
Page 61
3.6
Chief, WADD
o
o
o
o
o
Commanding Officer
Formulate rules and regulation
Orders instruction to the police officers and personnel and
supervises their works.
Responsible for maintaining the discipline, attitude, morale and
best performance of personnel.
Performs other function as may be directed by the Director,
Deputy Director, CDS.
Page 62
Organizational Chart
Chief, WADD
Web
Designer
Section
Web
Application
Development
Web
Administrativ
e Section
Web Project
Management
Section
Help Desk
Page 63
II. OPERATIONS
A.
STAFF OFFICES
ADMINISTRATIVE OFFICE
15.
15.1
Certification
TITLE
Certification
INTERFACES
Procedure No.
No. of Pages
1.1
3
PNPCS Admin Office and Personnel
1.1.1 OBJECTIVE
Prescribing the guidelines and procedures in the issuance of Certificate of Duty
Status.
1.1.2 REFERENCE
1.1.3 DEFINITION OF TERMS
1.1.3.1
1.1.4 REQUIREMENTS
1.1.4.1
1.1.4.2
1.1.4.3
Page 64
1.1.5 FLOWCHART
START
Submission of
requirements to Admin
Office
Notation of the
Certification
(Admin Officer)
Evaluation of the
requirements & preparation
of the certificate
(Morale and Welfare Staff)
Releasing of Certificate
of Duty Status
END
Verification of the
Certification
(NUP Supervisor)
1.1.6 NARRATIVE
1.1.6.1
1.1.6.2
1.1.6.3
1.1.6.4
1.1.6.5
2 hours
1 hour
30 mins
3 hours and 30
mins
Page 65
15.2
Commutation Order
TITLE
Commutation Order
INTERFACES
Procedure No.
No. of Pages
1.2
3
PNPCS Admin Office and Personnel
1.2.1 OBJECTIVE
Prescribing the guidelines and procedures in the applications of issuance of
Commutation Order.
1.2.2 REFERENCES
1.2.2.1
1.2.4 REQUIREMENTS
1.2.4.1
1.2.4.2
1.2.4.3
1.2.4.4
1.2.4.5
Unit Endorsement
Retirement Orders
Updated Leave Credits from RMD, DPRM
Updated Service Record
Latest Promotion Order
Page 66
1.2.5 FLOWCHART
START
Submission of requirements
to Admin Office
Countersignature of the
Administrative Officer
END
1.2.6 NARRATIVE
1.2.6.1
1.2.6.2
1.2.6.3
1.2.6.4
1.2.6.5
1.2.6.6
Page 67
15.3
Compulsory Retirement
TITLE
Compulsory Retirement
INTERFACES
Procedure No.
No. of Pages
1.3
3
PNPCS Admin Office and Personnel
1.3.1 OBJECTIVE
Prescribing the guidelines and procedures in the compulsory retirement of CS
personnel.
1.3.2 REFERENCES
1.3.2.1
Compulsory Retirement Compulsory retirement, for officer and nonofficer, shall be upon the attainment of age fifty-six (56): Provided,
That, in case of any officer with the rank of chief superintendent,
director or deputy director general, the Commission may allow his
retention in the service for an unextendible period of one (1) year.
1.3.4 REQUIREMENTS
1.3.4.1
1.3.4.2
1.3.4.3
1.3.4.4
1.3.4.5
1.3.4.6
1.3.4.7
1.3.4.8
1.3.4.9
1.3.4.10
Unit Endorsement
Basic Letter Request
Service Record
Latest Promotion Order
PLEB Clearance
NAPOLCOM Clearance
Unit Clearances ( Non Money/Property and Non-Pending Case)
IAS Clearance
DIDM Clearance
Latest Statement of Assets, Liabilities and Net worth.
Page 68
1.3.5 FLOWCHART
START
Submission of requirements
to Admin Office
Countersignature of the
Administrative Officer
Evaluation of the
requirements & preparation
of the endorsement
(Personnel PNCO)
Endorsement of the
Director
Submission of Folder to
DPRM for issuance of
implementing orders
Verification of the
requirements
(Personnel Officer)
END
1.3.6 NARRATIVE
1.3.6.1
1.3.6.2
1.3.6.3
1.3.6.4
1.3.6.5
1.3.6.6
2 hours
1 hour
30 mins
1 hour & 30
mins
1 hour
6 hours
Page 69
15.4
Conferment of Awards
TITLE
Conferment of Awards
INTERFACES
Procedure No.
No. of Pages
1.4
3
PNPCS Admin Office and Personnel
1.4.1 OBJECTIVE
To issue and confer awards to PNPCS personnel following the prescribed guidelines
and procedures in the conferment of authorized decorations, service medals, ribbons and
badges of the PNP.
1.4.2 REFERENCES
1.4.2.1 PNP MEMO CIRCULAR NO 2006-014 dated July 26, 2006, Rules and
regulations in the conferment of authorized decorations, service medals,
ribbons and badges to the personnel of the Philippine National Police.
1.4.2.2 NAPOLCOM MEMO CIRCULAR 2006 03 dated November 30, 2006, Further
Amending Memorandum Circular No 93-018 entitled Prescribing the
Authorized Decorations, Service Medals, Ribbons and Badges of the
Philippine National Police.
1.4.2.3 PNP CS Office Circular Nr 2007 01 , The Amended PNP Computer Service
Personnel Board;
1.4.2.4 SOP Nr 2006 01 dated September 6, 2006, Selection of PNP CS Model
Employee
1.4.3 DEFINITION OF TERMS
1.4.3.1 PNP CS Personnel Board is the panel headed by Deputy Director for
Administration created to evaluate, assess and/or deliberate CS personnel
matters such as personnel procurement, movement, development and
maintenance prior recommendation to Director, CS for his approval.
1.4.3.2 CS Working Committee is the team from Admin Office created to assists
the Board administratively and shall be responsible for the initial screening
and evaluation of personnel matters prior deliberation of the Board.
1.4.4 REQUIREMENTS
1.4.4.1 Administrative accomplishment of personnel
1.4.4.2 Approved Personnel Board Resolution
Page 70
1.4.5 FLOWCHART
START
Deliberation of the
Personnel Board
Recommendation for
Approval of the Board
Resolution
Issuance of Order of
Admin Office
Conversion of Leave
Credits to DPRM
END
Administrative and Operations Manual
Page 71
1.4.6 NARRATIVE
1.4.6.1 The Client Division Chief/Key Officers will submit administrative
accomplishment to Administrative Office (Working Committee) for
preliminary screening and evaluation.
1.4.6.2 The Working Committee will assess and evaluate the accomplishment/s
prior deliberation to the Board.
1.4.6.3 The Personnel Board will reevaluate the accomplishment and recommend
approval or disapproval of the awards, medals and recognition.
1.4.6.4 The Administrative Office will issue appropriate awards, medals and
recognition to the personnel.
1.4.6.5 The Administrative Office will furnish a copy of the issued Medals to DPRM
for the conversion of such to leave credits to be enjoyed by concerned
personnel from date of conferment onwards but not later than the last day
of the next calendar year.
1.4.7 SERVICE STANDARD
Transaction Type
Average Transaction Time
1 to 2 days
2 days
1 day
1 hour
5 days and 1
hour
Page 72
15.5
ID Application
TITLE
ID Application
INTERFACES
Procedure No.
No. of Pages
5.1
4
PNPCS Admin Office and Personnel
5.1.1 OBJECTIVE
Prescribing the guidelines and procedures in the applications of PNP ID.
5.1.2 REFERENCES
5.1.2.1 DPRM Form 1A 2007.
5.1.3 DEFINITION OF TERMS
5.1.3.1 DPRM Form 1A 2007 - the revised PNP ID Application Form.
5.1.4 REQUIREMENTS
5.1.4.1 New Applicant
5.1.4.1.1 Endorsement from the Administrative Officer
5.1.4.1.2 Accomplished PNP ID Form
5.1.4.1.3 Appointment Order
5.1.4.1.4 Authenticated Latest Payslip
5.1.4.2 Renewal/Update
5.1.4.2.1 Endorsement from the Admin Officer
5.1.4.2.2 Accomplished PNP ID Form
5.1.4.2.3 Surrender Old/Expired ID
5.1.4.2.4 Promotion Order if newly promoted
5.1.4.2.5 Demotion Order if demoted
5.1.4.2.6 Change Status/Amendment Order if Amended/Changed
5.1.4.3 Retired
5.1.4.3.1 Endorsement from the Admin Officer
5.1.4.3.2 Accomplished PNP ID Form
5.1.4.3.3 Retirement Orders
5.1.4.3.4 Surrender old ID
5.1.4.4 Replacement (loss/dilapidated)
5.1.4.4.1 Endorsement from the Admin Officer
5.1.4.4.2 Accomplished PNP ID Form
5.1.4.4.3 Affidavit of Loss if loss
5.1.4.4.4 Surrender dilapidated ID if dilapidated
5.1.4.4.5 Payment of Php 60.00 for the replacement of ID Card
Page 73
5.1.5 FLOWCHART
START
Submission of requirements
to Admin Office
Verification of the
requirements
(Personnel Officer)
Release of PNP ID
END
5.1.6 NARRATIVE
5.1.6.1 The Client will submit the accomplished ID Application Form required and
required documents to the Administrative Office.
5.1.6.2 The Personnel PNCO will evaluate the submitted requirements and prepare
the Unit Endorsement.
5.1.6.3 The Personnel Officer will verify the documents and countersign to the ID
application form.
5.1.6.4 The Administrative Officer will sign the ID Application Form and the
endorsement.
5.1.6.5 The liaison officer will submit the application to RMD, DPRM for issuance
of PNP ID.
5.1.6.6 Distribution of PNP ID to the concerned Personnel.
5.1.7 SERVICE STANDARD
Transaction Type
Page 74
Page 75
15.6
TITLE
Procedure No.
1.6
No. of Pages
6
1.6.1 OBJECTIVE
To provide procedures and guidelines in the application of leave of absence for all
CS personnel.
1.6.2 REFERENCES
1.6.2.1
1.6.2.2
Leave form (CSC Form No.6) For to be accomplished for filing a Leave
of Absence
Leave of Absence (LOA) - is a term used to describe a period of time that
one is to be away from his/her primary job, while maintaining the status
of employee. This term is in contrast to normal periods away from the
workplace, such as vacations, holidays, hiatuses, sabbaticals, and
working from home programs, in that they are considered to be
exceptional circumstances, rather than benefits. Generally such an
arrangement has a predefined termination at a particular date or after a
certain event has occurred.
1.6.4 REQUIREMENTS
1.6.4.1
1.6.4.2
Page 76
1.6.4.3
1.6.4.4
1.6.5 FLOWCHART
START
Client will duly accomplish CSC Form No. 6
and prepare necessary document.
TDPRM,
RMD
issues
appropriate
implementing order and furnish the unit
concerned.
Page 77
END
1.6.6 NARRATIVE
1.6.6.1
1.6.6.2
1.6.6.3
1.6.6.4
1.6.6.5
1.6.6.6
1.6.6.7
1.6.6.8
1.6.6.9
The client duly accomplish CSC Form No. 6 (2 copies) and files leave
application at the admin office.
The personnel clerk receives the application, check the completeness of
the requirements then forward the applications to NUP Supervisor for
NUP and to C, Clerk for Uniformed Personnel.
NUP Supervisor/C, Clerk record the dates indicated on the leave form
then countersigns.
The Personnel Officer signs the leave form.
The Morale and Welfare Staff prepares unit endorsement.
The Administrative Officer signs the leave form.
The Deputy Director for Administration signs the unit endorsement.
The Liaison Officer forwards the accomplished leave form and
endorsement to TDPRM, RMD.
TDPRM will issue implementing orders and furnish the concerned unit.
20 mins
10 mins
10 mins
20 mins
10 mins
30 mins
30 mins
2 hours 10
minutes
Page 78
Page 79
Page 80
15.7
TITLE
Issuance of Letter of
Accommodation
INTERFACES
Procedure No.
1.7
No. of Pages
4
1.7.1 OBJECTIVE
Prescribing the guidelines and procedures in the issuance of Letter of
Accommodation to a uniformed personnel
1.7.2 REFERENCES
1.7.2.1 PNP MEMO CIRCULAR NO 99 016, Guidelines on the
Transfer/Reassignment of PNP Personnel.
1.7.2.2 Memo from TADPRM dated June 29, 2007 re: Requirements for Transfer of
PNP Personnel.
1.7.3 DEFINITION OF TERMS
1.7.3.1 Letter of Accommodation - is a letter given to personnel who are willing
to be assigned to a unit/office which was duly signed by the Director/Chief
of Office of the gaining unit/office.
1.7.4 REQUIREMENTS
1.7.4.1 Basic Letter Request
1.7.4.2 Projected Designation to position commensurate to the rank based on T.O.
Position if personnel is a PCINSP to PSSUPT rank.
1.7.4.3 Updated CSC Personal Data Sheet
Page 81
1.7.5 FLOWCHART
START
Submission of requirements
to Admin Office
Evaluation of the
requirements and
Preparation of the Letter
(Personnel PNCO)
Verification of the
requirements and letter
(Personnel Officer)
Releasing of Letter of
Accommodation
END
1.7.6 NARRATIVE
1.7.6.1 The Client will submit the requirements to Administrative Office.
1.7.6.2 The Personnel PNCO will evaluate the submitted requirements and prepare
the Letter of Accommodation.
1.7.6.3 The Personnel Officer will verify the documents and countersign to the
letter.
1.7.6.4 The Administrative Officer may/may not talk to the client then will
recommend approval of the accommodation.
1.7.6.5 The Director will approve or disapprove the letter of accommodation.
1.7.6.6 Releasing of Letter of Accommodation.
1.7.7 SERVICE STANDARD
Transaction Type
Average Transaction Time
2 hours
1 hour
4 hours
3 hours
2 hour
1 day and 4
hours
Page 82
This is issued upon the request of subject PCO to facilitate the issuance of his/her
reassignment order.
Recommended by:
CARLO JOSEPH T ESCOBAL
Police Senior Inspector
Administrative Officer
Approved by:
TEOFILO S MELLIZA JR
Police Senior Superintendent
Acting Director
Page 83
15.8
TITLE
Transfer/Reassignment of
Uniformed Personnel
INTERFACES
Procedure No.
1.8
No. of Pages
3
1.8.1 OBJECTIVE
Prescribing the guidelines and procedures in the transfer/reassignment of
uniformed personnel to other Units.
1.8.2 REFERENCES
1.8.2.1 PNP MEMO CIRCULAR NO 99 016, Guidelines on the
Transfer/Reassignment of PNP Personnel.
1.8.2.2 Memo from TADPRM dated June 29, 2007 re: Requirements for Transfer of
PNP Personnel.
1.8.3 DEFINITION OF TERMS
1.8.3.1 Transfer - is a movement from one position to another which is of
equivalent rank, level or salary without break in service involving the
issuance of an appointment.
1.8.3.2 Reassignment - is the movement of an employee from one organizational
unit to another in the same department or agency which does not involve
a reduction in rank, status, or salary and doest not require the issuance of
appointment.
1.8.3.3 Availability of Reassignment - is a certificate being given by the losing
unit duly signed by its Director/Chief of Office granting the transfer of
personnel to another unit.
1.8.3.4 Letter of Accommodation - is a letter given to a personnel who are willing
to be assigned to a unit/office which was duly signed by the Director/Chief
of Office of the gaining unit/office.
1.8.4 REQUIREMENTS
1.8.4.1
1.8.4.2
1.8.4.3
1.8.4.4
1.8.4.5
1.8.4.6
1.8.4.7
Unit Endorsement
Availability of Reassignment
Basic Letter Request of the Uniformed Personnel
Updated CSC Personal Data Sheet
Letter of Accommodation
Clearances ( Non Money/Property and Non-Pending Case and IAS)
Certification that subject personnel is not a witness in admin/criminal
case
1.8.4.8 Certificate of no pending case for resolution if he/she is a Summary
Hearing Officer
Page 84
1.8.5 FLOWCHART
START
Recommend approval of the
Administrative Officer
Submission of requirements
to Admin Office
Evaluation of the
requirements and
Preparation of Certificate
(Personnel PNCO)
Verification of the
requirements and certificate
(Personnel Officer)
Submission of Folder to
DPRM for the issuance of
implementing order
END
1.8.6 NARRATIVE
1.8.6.1 The Client will submit the requirements to Administrative Office.
1.8.6.2 The Personnel PNCO will evaluate the submitted requirements and prepare
the Certificate of Availability for Transfer.
1.8.6.3 The Personnel Officer will verify the documents and countersign to the
certificate.
1.8.6.4 The Administrative Officer may/may not talk to the client then will
recommend approval of the transfer.
1.8.6.5 The Director will approve or disapprove the reassignment of the personnel.
1.8.6.6 If approved, the Administrative Office will submit the folder to DPRM for
the issuance of implementing order.
1.8.7 SERVICE STANDARD
Transaction Type
Average Transaction Time
2 hours
1 hour
4 hours
3 hours
2 hour
1 day and 4
hours
Page 85
1.8.8 SAMPLE
Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
COMPUTER SERVICE
Page 86
15.9
Resignation of Personnel
TITLE
Resignation of Personnel
INTERFACES
Procedure No.
No. of Pages
1.8
3
PNPCS Admin Office/Personnel
1.9.1 OBJECTIVE
Prescribing the guidelines and procedures in the processing of resignation of
personnel.
1.9.2 REFERENCES
1.9.2.1 Civil Service guideline on resignation of personnel
1.9.2.2 PNP guidelines on resignation of personnel
1.9.3 DEFINITION OF TERMS
1.9.3.1 Resignation - is the formal act of giving up or quitting one's office or
position. A resignation can occur when a person holding a position gained
by election or appointment steps down, but leaving a position upon the
expiration of a term is not considered resignation. An employee who
chooses to leave a position is considered a resignation, as opposed to
termination, which occurs when the employee involuntarily loses a job.
1.9.4 REQUIREMENTS
1.9.4.1
1.9.4.2
1.9.4.3
1.9.4.4
1.9.4.5
Unit Endorsement
Basic Letter Request
Service Record
Clearances ( Non Money/Property and Non-Pending Case and IAS)
Latest Statement of Assets, Liabilities and Net worth.
Page 87
1.9.5 FLOWCHART
START
Submission of requirements
to Admin Office
Verification of the
requirements
(Personnel Officer)
Submission of Folder to
DPRM for issuance of
implementing orders
END
1.9.6 NARRATIVE
1.9.6.1 The Client will submit the requirements to Administrative Office.
1.9.6.2 The Personnel PNCO will evaluate the submitted requirements and prepare
the Unit Endorsement.
1.9.6.3 The Personnel Officer will talk to the client regarding his/her resignation.
The documents will also be verified.
1.9.6.4 The Administrative Officer may/may not talk to the client then will
recommend approval of the resignation.
1.9.6.5 The Director will approve or disapprove the letter of accommodation.
1.9.6.6 Releasing of Letter of Accommodation.
1.9.7 SERVICE STANDARD
Transaction Type
Average Transaction Time
2 hours
1 hour
4 hours
3 hours
2 hour
1 day and 4
hours
Page 88
Procedure No.
Optional Retirement
INTERFACES
1.10.1
No. of Pages
1.9
3
PNPCS Admin Office/Personnel
OBJECTIVE
1.10.2
REFERENCES
1.10.2.1
1.10.3
DEFINITION OF TERMS
1.10.3.1
1.10.4
REQUIREMENTS
1.10.4.1
1.10.4.2
1.10.4.3
1.10.4.4
1.10.4.5
1.10.4.6
1.10.4.7
1.10.4.8
1.10.4.9
1.10.4.10
1.10.4.11
Unit Endorsement
Basic Letter Request
NAPOLCOM Approval
Service Record
Latest Promotion Order
PLEB Clearance
NAPOLCOM Clearance
Unit Clearances ( Non Money/Property and Non-Pending Case)
IAS Clearance
DIDM Clearance
Latest Statement of Assets, Liabilities and Net worth.
Page 89
1.10.5
FLOWCHART
START
Submission of requirements
to Admin Office
Verification of the
requirements
(Personnel Officer)
Submission of Folder to
DPRM for issuance of
implementing orders
START
1.10.6
NARRATIVE
1.10.6.1
1.10.6.2
1.10.6.3
1.10.6.4
1.10.6.5
1.10.6.6
1.10.7
SERVICE STANDARD
Transaction Type
2 hours
1 hour
4 hours
3 hours
2 hour
1 day and 4
hours
Page 90
16.
TITLE
Funding/Procurement of Requests from
different PNPCS Divisions/Offices
INTERFACES
Procedure No.
2.1
No. of Pages
3
2.1.1 OBJECTIVE
To provide fund for the procurement/purchase of approved request by D,CS for
supplies, equipment and other logistics.
2.1.2 REFERENCES
RA 6975 as amended by RA 8551
2.1.3 DEFINITION OF TERMS
2.1.3.1 Funding or financing - is to provide capital (funds), which means money
for resources (logistics and personnel) for implementation of project,
activity or program.
2.1.4 REQUIREMENTS
2.1.4.1
2.1.4.2
2.1.4.3
2.1.4.4
2.1.4.5
Page 91
2.1.5 FLOWCHART
START
Memo Request
for Funding/Procurement
(From Different Divisions/Offices)
For Recommendation
For
Approval / Notation
of D, CS
For Procurement/
Implementation
Forward to SAO
For Recording
END
Page 92
2.1.6 NARRATIVE
2.1.6.1 Memo request for funding and procurement from different PNPCS Division
and Office for the purchase of supplies, equipment and other resources for
the conduct of their respective task. Other purpose of request is with
regards to the implementation of specific project or for the conduct of
particular activity/program.
2.1.6.2 Validate request based on the requirement of the division and on their
monthly required supplies. Validation includes reference on signed or
approved implementation of project. Other aspect of validation include
programmed/scheduled activity of the service.
2.1.6.3 Creation of memo for recommendation or comment for the said request.
2.1.6.4 For approval/notation or disapproval of D, CS.
2.1.6.5 Upon approval, program for procurement requested resources based on
available funds.
2.1.6.6 Forward to SAO procured resources for recording/inventory purpose and
subsequent release of said resources to the requesting division/office.
2.1.7 SERVICE STANDARDS
Transaction Type
1 day
1 day
1 days
1 day
4 days
Page 93
Procedure No.
2.2
No. of Pages
2
2.2.1 OBJECTIVE
To provide required documents or reports to the Directorate of Comptrollership
pertaining to the use and allocation/disposition of funds received by the PNPCS.
2.2.2 REFERENCES
RA 6975 as amended by RA 8551
2.2.3 DEFINITION OF TERMS
2.2.3.1 Reports is a document characterized by information or other content
reflective of inquiry or investigation, tailored to the context of a given
situation, purpose and receiver/requesting party. The purpose of reports is
usually to inform. However, reports may include persuasive elements, such
as recommendations, suggestions, or other motivating conclusions that
indicate possible future actions the report reader might take. A report
maybe public or private.
2.2.4 REQUIREMENTS
2.2.4.1 Memo from Directorate for Comptrollership regarding submission of
required report in a particular period.
Page 94
Memo from DC
Preparation of
Required Reports / Memo
Forward Reports/Memo to
ADMIN for Approval/Signature
of D, CS
Dispatch
Approved/Signed
Memo to DC
END
2.2.6 NARRATIVE
2.2.6.1 A memo received from Directorate for Comptrollership directing PNPCS to
submit necessary report/document pertaining to the use/allocation of
funds in the service administrative and operations programs/activities and
projects.
2.2.6.2 Preparation of required report document regarding said compliance.
2.2.6.3 Forward said memo (route) to Admin Office and Command Group for
comment/suggestion. Subsequent
2.2.6.4 Approval/Signature of D, CS.
2.2.6.5 Upon approval, dispatch approved/signed memo to Directorate for
Comptrollership and request acknowledgement of submission.
2.2.7 SERVICE STANDARDS
Transaction Type
1 day
2 -5 days
1 day
1 day
5 8 days
Page 95
17.
PLANS OFFICE
3.1 Statistics and Reports Team
TITLE
Reports
Interfaces
Procedure No.
No. of Pages
3.1
3
PNP Directorates, PNPCS Offices and Divisions, and
PNPCS Command Group
3.1.1 OBJECTIVE
To make reports on programs, activities and projects of the PNP Computer Service
to different directorates, such are:
Report
Operations Plans and Budget
(OPB)
Program Review and Analysis
(PRA)
Accomplishment Report
Performance Evaluation
Rating (PER) ~ New Parameter
Performance Evaluation
Rating ~ Parameter for NASU
Period of Submission
Quarterly
Directorate for
Comptrollership
Directorate for Operations
Directorate for Research and
Development
Directorate for Plans
3.1.2 REFERENCES
Received memorandum from the directorate concerned for the submission of
respective unit report.
3.1.3 DEFINITION OF TERMS
3.1.3.1 Reports is a document characterized by information or other content
reflective of inquiry or investigation, tailored to the context of a given
situation, purpose and receiver/requesting party.
3.1.3.2 Operations Plans and Budget A report concerning the evaluation of
performance based on a predetermined target of activities and the
corresponding budget needed for its accomplishment.
3.1.3.3 Program Review and Analysis A report regarding the use of funds on
predetermined target programs/activities/projects.
3.1.3.4 Performance
Evaluation
Rating
A
report
on
the
accomplishment/performance of a unit based on a given parameter set by
the directorate for the purpose of evaluation.
3.1.3.5 Accomplishment Report A report on the accomplishment of the unit
with regard to the effective and efficient disposition of its resources
(logistics
and
personnel)
in
the
performance
of
their
activities/program/projects.
Page 96
3.1.4 REQUIREMENTS
3.1.4.1 Submitted reports of different PNP Computer Service divisions
3.1.4.2 Office resources and supplies
3.1.5 FLOW CHART
START
END
Consolidates received reports
from all divisions and offices
(Plans Office)
Page 97
3.1.6 NARRATIVE
3.1.6.1 PNP Computer Service Message Center receives memo from different
directorate regarding submission of reports.
3.1.6.2 Message Center route said communication to the office of D, CS for
information and disposition.
3.1.6.3 D, CS tasks Plans Office to make the required report.
3.1.6.4 Plans Office receives the instruction from D,CS.
3.1.6.5 Plans Office route a request memorandum to all divisions and staff offices
regarding their respective reports.
3.1.6.6 Plans Office receives reports from all divisions and staff offices
3.1.6.7 Plans Office consolidates and formats submitted reports.
3.1.6.8 After consolidation, report is routed to ADMO, CDS, DDITM, DDA for review
and comments/suggestions.
3.1.6.9 If there is comment/suggestion, the report shall go back to Plans Office
for update and reroute it again to the said offices.
3.1.6.10 Consolidated accomplishment report shall be routed to D, CS for approval
and signature.
3.1.6.11 Upon approval of D, CS, accomplishment report will go back to Plans
Office for feedback.
3.1.6.12 Said report shall be sent to PNPCS message center for ready dispatch to
the directorate concerned.
3.1.7 SERVICE STANDARDS
Transaction Type
1 day
5 days
3 days
1 day
10 days
Page 98
3.2
TITLE
Speeches and PNPCS
Presentations
Interfaces
Procedure No.
3.2
No. of Pages
3
3.2.1 OBJECTIVE
To provide speeches and presentations to the Director, CS and command group
regarding the programs and activities of the service and its current projects.
3.2.2 REFERENCES
Received memorandum or letter from the higher office or other offices (internal or
external office) requiring presentation of updates on the PNP Compute Service
programs/activities and projects.
3.2.3 DEFINITION OF TERMS
3.2.3.1 Speech an oral message delivered in a group or in public. With regard to
the PNP Computer Service speech, it pertains to a message of the
Command Group to its clientele higher office or public, regarding the
updates on the PNP Computer Service activities/programs and projects.
3.2.3.2 Presentation - is the process of presenting the content of a
topic/information to an audience. A presentation software application or
other tools is used to generate the content of the presentation.
3.2.4 REQUIREMENTS
3.2.4.1 Submitted reports of different PNP Computer Service divisions
3.2.4.2 Office supplies and IT resources
Page 99
START
END
Page 100
3.2.6 NARRATIVE
3.2.6.1 PNP Computer Service Message Center receives memo from higher office
regarding activities or events, or from other offices (internal or external
office) inviting D, CS or his representative to present current update of the
PNP Computer Service computerization programs/activities and projects.
3.2.6.2 Message Center route said communication to the office of D, CS for
information and disposition.
3.2.6.3 D, CS tasks Plans Office to make a speech or presentation.
3.2.6.4 Plans Office receives the instruction from D,CS.
3.2.6.5 Plans Office assesses the required information for the preparation of the
speech of presentation, and if needed, send memo to other
divisions/offices for the submission of the needed information.
3.2.6.6 Other divisions/offices prepare needed information and submit it to Plans
Office.
3.2.6.7 Plans Office receives information from other divisions/offices.
3.2.6.8 Plans Office prepares the speech or presentation.
3.2.6.9 Route the speech or presentation document to DCS, DDITM, DDA for review
and comments/suggestions.
3.2.6.10 If there is a comment/suggestion, the document shall go back to Plans
Office for update and reroute it again to the said offices.
3.2.6.11 Final document shall go to D, CS for approval and signature.
3.2.6.12 Upon approval of D, CS, there should be a feedback to Plans Office.
3.2.6.13 Plans Office assigns personnel to assist in the presentation as needed.
3.2.7 SERVICE STANDARDS
Transaction Type
1 day
3 days
1 day
5 days
Page 101
3.3
TITLE
Integrated Systems Strategic
Plan
Interfaces
Procedure No.
3.3.1
No. of Pages
4
3.3.1.1 OBJECTIVE
To create, revise and update the Philippine National Police Information Systems
Strategic Plan (ISSP) which is the general and overall Information Systems plan of the PNP
covering five (5) years.
Report
PNP Information Systems
Strategic Plan
Office Concerned
Route Through:
- Directorate for Plans
- Office of the Chief PNP
Period of Submission
Five-year Period
3.3.1.2 REFERENCES
3.3.1.2.1 Memorandum Circular No. 93-3 prescribing the guidelines for
Information Systems planning for the government.
3.3.1.2.2 Output of ISSP Technical Working Group
3.3.1.3 DEFINITION OF TERMS
3.3.1.3.1 Integrated Systems Strategic Plan (ISSP) Overall plan for the
development and implementation of Information Systems supportive of
organizational mission/objectives and the corresponding resources
requirements over a five-year period.
3.3.1.3.2 Information Systems (IS) - is the system of persons, data records and
activities that process the data and information in a given
organization, including manual processes or automated processes.
3.3.1.3.3 Information Technology (IT) - is "the study, design, development,
implementation, support or management of computer-based
information systems, particularly software applications and computer
hardware."
3.3.1.3.4 Information Communications Technology (ICT) - is the broader term
of IT to explicitly include the field of electronic communications.
3.3.1.4 REQUIREMENTS
3.3.1.4.1 Submitted plans from different PNP offices.
3.3.1.4.2 Submitted ICT resources from different PNP offices.
3.3.1.4.3 Existing systems being used by different PNP
update/upgrade and revision.
Administrative and Operations Manual
offices
for
Page 102
Page 103
3.3.1.6 NARRATIVE
3.3.1.6.1 The approved PNP ISSP ~ upon completion of its period of
implementation (five years), shall be revised to make it adequate and
suitable to the changing pace of Information and Communications
Technology (ICT) in the government.
3.3.1.6.2 PNP Computer Service creates a Technical Working Committee/Group
for the drafting/update/revision of the PNP ISSP. The Plans Office shall
be the secretariat of the committee and shall initiate the review
process.
3.3.1.6.3 The Systems Management Division, which is the primary line division of
the PNPCS with regards to the study, development and maintenance of
PNP Information Systems, computer-based, shall be charged for the
consolidation of information/description of different IS being used by
the PNP. The SMD is also tasked to evaluate and review PNP offices
requirements with regard to there IS needs.
3.3.1.6.4 Plans Office shall research and consolidate technical details/contents
of the ISP.
3.3.1.6.5 Inputs and other information from other PNP offices and PNPCS
divisions shall be consolidated by the Plans Office.
3.3.1.6.6 Inventory of ICT resources from all PNP offices shall also be
consolidated by the Plans Office
3.3.1.6.7 After consolidation, Plans Office shall encode revision; proofread the
revised ISSP as an initial draft for further review.
3.3.1.6.8 The Technical Working Group (TWG) shall review the initial draft and
report all updates to the Plans Office for editing.
3.3.1.6.9 Plans Office shall revise/edit the initial draft based on the outputs of
the TWG.
3.3.1.6.10 Plans Office shall then submit the ISSP to the TWG for final review
before endorsement to D, CS for signature and forwarding to the higher
office.
3.3.1.6.11 Upon approval of the ISSP by the TWG it shall be routed to the
command group for information and comments/suggestions.
3.3.1.6.12 Upon approval and signature of the ISSP by the D, CS, it shall be
forwarded to the Office of the Chief Philippine National Police
(OCPNP).
3.3.1.6.13 Upon approval and signature of the ISSP by the C,PNP, it shall be
submitted to the National Computer Center (NCC) for review and
evaluation.
3.3.1.6.14 The PNP ISSP shall be evaluated and reviewed by NCC. Upon review,
comments and inputs of NCC shall be reviewed by the TWG and Plans
Office shall make corresponding revision to the ISSP.
3.3.1.6.15 It shall be submitted back to the NCC for further review, evaluation
and subsequently, approval.
3.3.1.6.16 Upon approval of the PNP ISSP by the NCC, it shall be forwarded to the
DBM for further confirmation and funding - GAA appropriation/fund
allocation/NCA.
Page 104
3.3.1.6.17 The approved PNP ISSP shall be forwarded back to the PNP and to the
PNPCS for implementation. PNPCS shall then form a monitoring team
that shall monitor in the implementation and status of projects
programmed/planned in the ISSP.
3.3.1.7 SERVICE STANDARDS
Transaction Type
1 day
1 month
1 month
1 month
1 month
2 weeks
1 week
2 weeks
2 weeks
2 weeks
1 day
1 month
1 month
1 month
1 week
2 months
4 years
5 years
Page 105
3.3.2
TITLE
Creation of PNPCS
Organizational Plans
Interfaces
3.3.2.1
Procedure No.
3.3.2
No. of Pages
3
OBJECTIVE
REFERENCES
3.3.2.2.1
3.3.2.2.2
3.3.2.2.3
3.3.2.3
DEFINITION OF TERMS
3.3.2.3.1
3.3.2.3.2
3.3.2.3.3
3.3.2.3.4
3.3.2.4
REQUIREMENTS
3.3.2.4.1
3.3.2.4.2
3.3.2.4.3
3.3.2.4.4
Page 106
3.3.2.5
FLOW CHART
START
Conduct of coordinating
conferences/meetings
(PNPCS Division/Offices)
Instruction from D, CS
(ODCS)
END
Creation of the Plan/Letter of Instruction
as implementation plan
(Plans Office)
Page 107
3.3.2.6
NARRATIVE
3.3.2.6.1
SERVICE STANDARDS
Transaction Type
Average
Transaction Time
1 day
2 days
1 day
1 day
1 day
5 days
Period of the
activity
Period of the
activity
1 day
12 days
excluding the
period of
implementation
Page 108
3.3.3
TITLE
Creation of PNPCS Plans Based on PNP Police
Functions
Interfaces
3.3.3.1
Procedure No.
3.3.2
No. of Pages
3
OBJECTIVE
REFERENCES
3.3.3.2.1
3.3.3.2.2
3.3.3.2.3
3.3.3.3
DEFINITION OF TERMS
3.3.3.3.1
3.3.3.4
REQUIREMENTS
3.3.3.4.1
3.3.3.4.2
Page 109
3.3.3.5
FLOW CHART
START
Implementation Phase
Request for fund if needed
(BFO Office)
END
Finalizes/revises the LOI
(Plans Office)
Page 110
3.3.3.6
NARRATIVE
3.3.3.6.1
3.3.3.6.2
SERVICE STANDARDS
Transaction Type
Average Transaction
Time
1 day
2 days
1 day
1 day
1 day
5 days
Period of the
activity
Period of the
activity
1 day
12 days
excluding the
period of
implementation
Page 111
18.
FINANCE OFFICE
4.1 Processing of Individual Voucher
TITLE
Procedure No.
No. of Pages
4.1
8
PNPCS Offices/Divisions Personnel
OBJECTIVE
REFERENCES
18.1.2.1
18.1.2.2
18.1.3
DEFINITION OF TERMS
18.1.3.1
18.1.3.2
18.1.3.3
18.1.3.4
Page 112
18.1.3.5
18.1.3.6
18.1.3.7
18.1.4
REQUIREMENTS
18.1.4.1
18.1.4.2
18.1.4.3
18.1.4.4
18.1.4.5
Page 113
Page 114
Page 115
18.1.5
FLOW CHART
START
END
Page 116
18.1.6
NARRATIVE
18.1.6.1
Page 117
18.1.7
SERVICE STANDARD
Transaction Type
Average Transaction
Time
Preparation of Disbursement
Voucher (DV) and Unit Endorsement
Computation of Claims (if any)
Checking the Information from the
DV of the Client
Verification of the Folder
Routing of the folder from the
Admin Office to the D, CS and vice
versa
Dispatch the folder to 14th Finance
Processing of folder to different
Processing Time Outside CS
Offices
Releasing of Checks
Total Average Transaction Time
15 minutes
Depends on
the Client
30 minutes
2 hours
2 hours
30 minutes
30 minutes
2 hours
30 minutes
One to two
months
10 minutes
8 hours and
25 minutes
Page 118
18.1.8
SAMPLE
Page 119
Procedure No.
No. of Pages
4.2
6
PNPCS Personnel
OBJECTIVE
REFERENCES
4.2.2.1.
4.2.2.2.
4.2.3.
DEFINITION OF TERMS
4.2.4.
REQUIREMENTS
4.2.1.4.
4.2.1.5.
4.2.1.6.
Page 120
4.2.1.7.
4.2.1.8.
4.2.1.6.5
Training Directives
4.2.1.6.6
Order of Granting TSA
4.2.1.6.7
Report of Utilization
4.2.1.6.8
Others
4.2.1.6.9
Specialist Pay
Unit Endorsement
4.2.1.7.1. Processed payroll/Disbursement Voucher
4.2.1.7.2. Order of Entitlement
4.2.1.7.3. Certificate of Duty Status
4.2.1.7.4. Roster of Personnel
4.2.1.7.5. Quota Allocation from BFO, DPRM
4.2.1.7.6. Others
Bonus Pay
4.2.1.8.1
Unit Endorsement
4.2.1.8.2
Processed payroll/Disbursement Voucher
4.2.1.8.3
Certificate of Duty Status
4.2.1.8.4
Roster of Personnel
Page 121
4.2.5.
FLOW CHART
START
END
Page 122
4.2.6.
NARRATIVE
4.2.4.5.
4.2.4.6.
4.2.4.7.
4.2.4.8.
4.2.4.9.
4.2.4.10.
4.2.4.11.
4.2.4.12.
4.2.4.13.
4.2.4.14.
Page 123
4.2.7.
SERVICE STANDARD
Transaction Type
Average Transaction
Time
15 minutes
Depends on
the Client
30 minutes
6 hours *
2 hours
2 hours
30 minutes
30 minutes
2 hours
30 minutes
One to two
Processing Time Outside CS
months
10 minutes
Total Average Transaction Time
8 hours and
25 minutes
Note:* (Assumed that the 345 personnel will sign for every minute) (The time depends on
the availability of all entitled personnel
Page 124
4.2.8.
SAMPLE
Page 125
Conduct of Inspection-in-Rank
TITLE
Conduct of Inspection-in-Rank
Interfaces
5.1.1
Procedure No.
No. of Pages
5.1
3
PNPCS Uniformed Office and PCR Office
OBJECTIVE
To properly account the total strength of the uniformed personnel in the office
and to make sure that they adhere to the standards of GOA attire set by the Directorate
for Research and Development under LOI Tamang Bihis.
5.1.2
REFERENCES
5.1.2.1
5.1.2.2
5.1.2.3
5.1.2.4
5.1.3
DEFINITION OF TERMS
5.1.3.1
5.1.3.2
5.1.3.3
5.1.4
REQUIREMENTS
5.1.4.1
5.1.4.2
Page 126
5.1.5
FLOWCHART
START
Prepare After-Activity
Report to be submitted to
AD, CS
cc DDA and CDS
END
Page 127
5.1.6
NARRATIVE
5.1.6.1
5.1.6.2
5.1.6.3
5.1.6.4
5.1.7
SERVICE STANDARDS
Transaction Type
Creation of Memo
Routing of Memo from Admin to
AD,CS
Approval of request
Average Transaction Time
Dissemination to Different
Divisions/Offices
Conduct of Inspection-in-Rank
Preparation of After ActivityReport
Total Average Transaction Time
15 mins
2 hours
1 hour
30 mins
1 hour
30 mins
5 hours 15 mins
Page 128
5.2
TITLE
Conduct of Police Information and
Continuing Eduction
Interfaces
5.2.1
Procedure No.
5.2
No. of Pages
3
OBJECTIVE
REFERENCES
5.2.2.1
5.2.2.2
5.2.2.3
5.2.3
DEFINITION OF TERMS
5.2.3.1
5.2.4
REQUIREMENTS
5.2.4.1
5.2.4.2
5.2.4.3
Page 129
5.2.5
FLOWCHART
START
Page 130
5.2.6
NARRATIVE
5.2.6.1
5.2.6.2
5.2.6.3
5.2.6.4
5.2.6.5
5.2.6.6
5.2.7
SERVICE STANDARDS
Transaction Type
1 week
15 mins
15 mins
30 mins
3 hours
4 hrs
48 hours
Page 131
5.3
Conduct of Seminars
TITLE
Conduct of Seminars ( GAD, Moral
Recovery and Values Formation,
Livelihood)
Interfaces
5.3.1
Procedure No.
5.3
No. of Pages
3
OBJECTIVE
To equip the PNPCS personnel on certain issues pertaining to gender, moral and
spiritual enrichment and entrepreneurial development.
5.3.2
REFERENCES
5.3.2.1
5.3.2.2
5.3.2.3
5.3.3
DEFINITION OF TERMS
5.3.3.1
5.3.3.2
5.3.4
REQUIREMENTS
5.3.4.1
5.3.4.2
5.3.4.3
Page 132
5.3.5
FLOW CHART
START
END
Disseminate the signed memo
to different divisions/offices
Request divisions/offices to
recommend participants
Page 133
5.3.6
NARRATIVE
5.3.6.1
5.3.6.2
5.3.6.3
5.3.6.4
5.3.6.5
5.3.6.6
5.3.6.7
5.3.6.8
5.3.6.9
5.3.7
SAFDSA PCR Office will coordinate with PNPCS personnel or from other
units/organizations who will served as the Resource Speaker on certain
topics
PCR Office will prepare a memo to be signed by the AD, CS.
PCR will coordinate with TRD on the availability of the TRD room
PCR Office will disseminate the memo to different divisions/offices.
PCR Office will request divisions/offices recommendees/participants
for the seminar
A memo for Admin Office will be prepared for the issuance of letter
order to the participants.
Letter Order will be disseminated to the participants
PCR staff will facilitate the seminar.
PCR Office will prepare the after-activity report to be submitted to the
office of the Director.
SERVICE STANDARDS
Transaction Type
Average Transaction
Time
2 weeks
15 mins
15 mins
30 mins
1 hour
15 mins
15 mins
1 day
2 hours
30 hours 30
mins
Page 134
5.4
Publication of Newsletter
TITLE
Publication of PNPCS Newsletter
Interfaces
5.4.1
Procedure No.
No. of Pages
5.4
3
PNPCS Uniformed Office and PCR Office
OBJECTIVE
REFERENCES
5.4.2.1
5.4.2.2
5.4.3
DEFINITION OF TERMS
5.4.3.1
5.4.4
REQUIREMENTS
5.4.4.1
5.4.4.2
5.4.4.3
Page 135
5.4.5
FLOWCHART
START
Prepare memo requesting other
divisions/sections to submit
articles for the newsletter to
PCR/ PIO Office
END
Page 136
5.4.6
NARRATIVE
5.4.6.1
5.4.6.2
5.4.6.3
5.4.6.4
5.4.6.5
5.4.7
SERVICE STANDARDS
Transaction Type
Page 137
5.5
TITLE
Submission of Accomplishment Report
Interfaces
5.5.1
Procedure No.
No. of Pages
5.5
3
PCR Office and Higher Offices
OBJECTIVE
To monitor the performance of this office and to properly account whether the
plans, programs and activities conducted are in accordance to the submitted program of
action.
5.5.2
REFERENCES
5.5.2.1
5.5.2.2
5.5.2.3
5.5.3
DEFINITION OF TERMS
5.5.3.1
5.5.4
REQUIREMENTS
5.5.4.1
Page 138
5.5.5
FLOW CHART
START
END
Page 139
5.5.6
NARRATIVE
5.5.6.1
5.5.6.2
5.5.6.3
5.5.6.4
5.5.7
SERVICE STANDARDS
Transaction Type
4 hours
15 mins
1 hour
30 mins
5 hours 45 mins
Page 140
6. SECURITY OFFICE
6.1 Creation of Security Guidelines
Title
Procedure No.
No. of Pages
6.1
INTERFACES
6.1.1 OBJECTIVE
To create guidelines in securing the personnel, premises and equipment inside the
PNP Computer Service.
6.1.2 REFERENCE
6.1.3 DEFINITION OF TERMS
6.1.3.1
6.1.4 REQUIREMENTS
6.1.4.1
Page 141
APPROVAL / DISAPPROVAL
(Director, Computer Service)
END
Page 142
6.1.6 NARRATIVE
6.1.6.1.
6.1.6.2.
6.1.6.3.
6.1.6.4.
6.1.6.5.
6.1.6.6.
6.1.6.7.
Turnaround Time
1 day
1-2 days
1 day (depends if there are
corrections)
1 day
5 days
Page 143
Procedure No.
No. of Pages
6.2
INTERFACES
6.2.1 OBJECTIVE
To implement guidelines in securing the personnel, premises and equipment inside
the PNP Computer Service and evaluate the results from implementing the Security
Guideline.
6.2.2 REFERENCE
6.2.3 DEFINITION OF TERMS
6.2.3.1
6.2.4 REQUIREMENTS
6.2.4.1
6.2.4.2
Page 144
EVALUATE RESULTS
(Security Office)
6.2.6 NARRATIVE
6.2.6.1
6.2.6.2
6.2.6.3
6.2.6.4
Time
30 days
1 day
1 day
32 days
Page 145
Procedure No.
No. of Pages
6.3
INTERFACES
6.3.1 OBJECTIVE
To revise existing Security Guidelines of the PNP Computer Service to enhance its
effectiveness.
6.3.2 REFERENCE
6.3.3 DEFINITION OF TERMS
6.3.3.1
6.3.4 REQUIREMENTS
6.3.4.1
6.3.4.2
6.3.4.3
Page 146
START
REVIEW EXISTING SECURITY GUIDELINES
SECURITY COMMITTEE
(Security Office - Secretariat)
REVIEW REVISION
- Security Committee
6.3.6 NARRATIVE
6.3.6.1
6.3.6.2
6.3.6.3
6.3.6.4
Turnaround Time
5 day
3 days
1 day
1 day
10 days
Page 147
Procedure No.
No. of Pages
6.4
INTERFACES
6.4.1 OBJECTIVE
To submit the Daily Journal for review of the Command Group and safekeeping of
these documents for future use.
6.4.2 REFERENCE
6.4.2.1
6.4.4 REQUIREMENTS
6.4.4.1
6.4.4.2
6.4.4.3
Page 148
SUBMIT JOURNAL TO SO
(Duty PCO)
PREPARE JOURNAL
(Duty PNCO)
REVIEW JOURNAL
(Duty PCO)
REVIEW JOURNAL
(Administrative Officer)
6.4.6 NARRATIVE
6.4.6.1
6.4.6.2
6.4.6.3
6.4.6.4
6.4.6.5
6.4.6.6
END
Incoming Duty PCO and Duty PNCO assume responsibilities from outgoing
duty personnel. Duty PCO and PNCO take note of all activities for the
day.
Duties PNCO takes note of all incoming and outgoing communications
and encode them in the Daily Journal. The cutoff of the journal is from
1600H of the previous day to 1600H of the current day.
Duty PCO reviews the Journal for corrections, if there are no more
corrections; Duty PNCO prints the journal to be signed by the Duty PCO
and PNCO. Duty PNCO photocopies the Daily Journal.
Duty PCO submits the Journal with the photocopy to Security Officer
after tour of duty.
Security Officer routes Journal to ADMO while the photocopy of the
journal is filed for safekeeping and future reference.
ADMO reviews the Journal, then routes it to PNPCS Command Group.
Time
5 mins
30 mins
5 mins (after tour of duty)
60 mins
1 hour and 40 mins
Page 149
6.4.8 SAMPLES
6.4.8.1
Daily Journal
Page 150
Procedure No.
No. of Pages
6.5
INTERFACES
Duty Personnel / SO
6.5.1 OBJECTIVE
To comply with the requirement of the PNP Directorate for Operations Paperless
Journal.
6.5.2 REFERENCE
Approved Memo by C, PNP dated February 22, 2006 re Paperless Journal.
6.5.3 DEFINITION OF TERMS
6.5.3.1
6.5.3.2
6.5.3.3
6.5.3.4
6.5.3.5
6.5.3.6
6.5.3.7
6.5.3.8
6.5.4 REQUIREMENTS
6.5.4.1
6.5.4.2
6.5.4.3
Daily Journal
Acrobat Distiller
PNP CampNet or Internet Connection
Page 151
6.5.5 FLOWCHART
START
DUTY ASSUME RESPONSIBILITIES
(Duty PCO and Duty PNCO)
PREPARE JOURNAL
(Duty PNCO)
REVIEW JOURNAL
(Duty PCO)
Page 152
6.5.6 NARRATIVE
6.5.6.1
6.5.6.2
6.5.6.3
6.5.6.4
6.5.6.5
6.5.6.6
6.5.6.7
Incoming Duty PCO and Duty PNCO assume responsibilities from outgoing
duty personnel.
Duty PCO and PNCO take note of all activities for the day.
Duties PNCO takes note of all incoming and outgoing communications
and encode them in the Daily Journal. The cutoff of the journal is from
1600H of the previous day to 1600H of the current day.
Duty PCO checks the Daily Journal for corrections, if there are no more
corrections; Duty PNCO saves the journal as a PDF file with filename
CS_Journal.
Duty PNCO accesses the PNPDO Shared Folder \\172.16.3.1\CS thru the
mapped network drive. The Duty PNCO will be prompted to enter a
Username and Password upon logon. The Duty PNCO then uploads the
Daily Journal (in PDF File). The Daily Journal must be uploaded by
1700H of the current day.
Duty PCO checks the uploaded Daily Journal using a web browser.
Type 172.16.3.1 at the address bar to view the PNP Command
Journal Main Page.
Click NSUs.
Click CS.
Verify if Daily Journal was updated.
Security Officer monitors the following day if the Daily Journal was
updated. If the journal was not updated, a report will be rendered to
ADMO.
Time
5 mins
1 hour
10 mins
5 mins
5 mins
5 mins
10 mins
1 hour and 40 mins
Page 153
6.5.8 SAMPLES
6.5.8.1
Daily Journal
Page 154
6.5.8.2
6.5.8.3
Page 155
Procedure No.
No. of Pages
Submission of OD Checklist
6.6
INTERFACES
6.6.1 OBJECTIVE
To submit the Daily Journal and Officer of the Day (OD) checklist for review of the
Command Group and safekeeping of these documents for future use.
6.6.2 REFERENCE
6.6.3 DEFINITION OF TERMS
6.6.3.1
6.6.3.2
6.6.3.3
6.6.4 REQUIREMENTS
6.6.4.1
6.6.4.2
6.6.4.3
Page 156
START
DUTY ASSUME RESPONSIBLITIES
(Duty PCO and Duty PNCO)
SUBMIT CHECKLIST TO SO
(Duty PCO)
FILL UP CHECKLIST
(Duty PCO)
REVIEW OD CHECKLIST
(Administrative Officer)
END
6.6.6 NARRATIVE
6.6.6.1
6.6.6.2
6.6.6.3
6.6.6.4
6.6.6.5
6.6.6.6
Incoming Duty PCO and Duty PNCO assume responsibilities from outgoing
duty personnel.
Duty PCO and PNCO take note of all activities for the day.
Duty PCO fills up Officer of the Day (OD) Checklist while performing
duties and inspection during tour of duty.
Duty PCO submits OD Checklist to Security Officer after tour of duty.
Security Officer reviews the OD Checklist then endorses it to ADMO.
ADMO reviews the OD Checklist then routes it to the PNPCS Command
Group.
Time
5 mins
1 day (during tour of duty)
10 mins (after tour of duty)
60 mins
Tour of Duty + 75 mins
Page 157
6.6.8 SAMPLES
6.6.8.1
OD Checklist
Page 158
Page 159
Procedure No.
No. of Pages
6.7
INTERFACES
6.7.1 OBJECTIVE
To submit a report after a security incident or breach happens.
6.7.2 REFERENCE
6.7.3 DEFINITION OF TERMS
6.7.3.1
6.7.3.2
6.7.3.3
6.7.4 REQUIREMENTS
6.7.4.1
6.7.4.2
6.7.4.3
6.7.4.4
Security Incident
Security Breach
Incident Report
Evidence
Page 160
6.7.5 FLOWCHART
START
SUBMIT INCIDENT REPORT
(Duty/CS Personnel)
COLLECT EVIDENCE
(Security Personnel)
ENDORSE TO IO
(ADMO)
END
6.7.6 NARRATIVE
6.7.6.1
6.7.6.2
6.7.6.3
6.7.6.4
6.7.6.5
6.7.6.6
Time
10 mins
60 mins
60 mins
10 mins
10 mins
2 hours and 30 mins
Page 161
7. INSPECTORATE OFFICE
7.1
TITLE
Conduct of Pre-charge Investigation
against erring PNPCS Personnel
INTERFACES
Procedure No.
7.1
No. of Pages
3
7.1.1 OBJECTIVE
To conduct Pre-charge Investigation against PNPCS Erring Personnel according to
the disciplinary mechanism set forth by the PNP.
7.1.2 REFERENCES
RA 6975 as amended by RA 8551
7.1.3 DEFINITION OF TERMS
7.1.3.1.
7.1.4 REQUIREMENTS
7.4.1.1.
7.4.1.2.
7.4.1.3.
Page 162
START
ADMIN
IO
CDS
DDA
D, CS
ADMO
END
Page 163
7.1.6 NARRATIVE
7.1.6.1 Various PNP units/aggrieved party/complainant
will make
appropriate report in writing citing the violation or infraction committed
by CS personnel;
7.1.6.2 ADMO will attach a routing slip passing thru channel (CDS, DDA & D, CS).
With DCS written construction to IO for conduct of Pre-charge
Investigation (PCI) or whatever appropriate action;
7.1.6.3 Inspectorate Officer will designate the pre-charge investigation to
determine if there is a probable cause that warrants filing of
Administrative case. Appropriate recommendation will be rendered by IO;
If theres a probable cause, DCS will designate a Summary Hearing Officer
to conduct Summary Hearing Proceedings. Corresponding decision with
sanction will be drafted and prepared by IO/SHO for D, CS approval;
7.1.6.4 The case folder with recommended decision and sanction will be formally
channeled to CDS for minor correction (clerical & format) or concurrence;
7.1.6.5 Like the usual communication it will pass through DDA, as he affixed his
signature on the routing slip;
7.1.6.6 Finally, D, CS signed and approved appropriate recommended decision and
sanction of IO/SHO, ready for implementation;
7.1.6.7 ADMO to implement the approved recommendation and sanction imposed
furnishing a copy to the concerned individual to record section and the
whole case folder will be filed by the Office/Unit Inspectorate.
7.3.1
SERVICE STANDARDS
Transaction Type
1 day
5 days
3 days
1 day
10 days
Page 164
7.2
TITLE
Conduct of Summary Hearing Proceedings
(SHP) against Erring (Inorganic) Personnel.
INTERFACES
Procedure No.
7.2
No. of Pages
3
7.2.1 OBJECTIVE
To conduct Summary Hearing Proceedings (SHP) against PNPCS Erring Personnel
according to the disciplinary mechanism set forth by the PNP.
7.2.2 REFERENCES
RA 6975 as amended by RA 8551
7.2.3 DEFINITION OF TERMS
7.1.3.2.
7.2.4 REQUIREMENTS
7.4.1.4.
7.4.1.5.
7.4.1.6.
7.4.1.7.
Page 165
START
DIDM
Designated Summary
Hearing Officer
DIDM
END
Page 166
7.2.6 NARRATIVE
7.2.6.1 A memo with the case folder is forwarded from DIDM to this Office for the
conduct of Summary Hearing Proceedings.
7.2.6.2 It will be logged-in at the Message Center stamped with RECEIVED by the
message clerk.
7.2.6.3 The Message Clerk will forward the case folder to the designated Summary
Hearing Officer (SHO).
7.2.6.4 Summary Hearing Officer conduct Summary Hearing Proceedings and
render the Decision. The case folder with the decision and the diskette
will be returned back to DIDM.
7.3.2
SERVICE STANDARDS
Transaction Type
1 day
1 days
2 days
1 day
5 days
Page 167
III.
LINE DIVISIONS
1.
TITLE
Generate/Print Continuous Form Checks (CFCs) of
all PNP Personnel every pay period (bi-monthly)
INTERFACES
Procedure No.
1.1
No. of Pages
3
Procedures 1.4/1.5
1.1.1 OBJECTIVE
To generate/print Continuous Form Checks (CFCs) of all PNP Personnel every pay
period
1.1.2 REFERENCES
1.1.1.1 PNP SOP No. 21 dated May 1998
1.1.3 DEFINITION OF TERMS
1.1.1.2
CFCs
1.1.1.3
JRF
1.1.1.4
Workstation
1.1.1.5
PNP CFCs
Cancellation
Team
Damaged CFCs
1.1.1.6
1.1.4 REQUIREMENTS
1.1.5 FLOWCHART
1.1.1.7 JRF
1.1.1.8
Blank CFCs
1.1.1.9
RIS
Page 168
Page 169
1.1.5 FLOWCHART
START
RECEIVES & LOGS JRF
(PRODUCTION CONTROLLER)
SIGNS JRF
(Chief, COD)
SIGNS CFCs
REMOVES PERFORATION
BURST CFCS
SORT CFCS BY REGION
(AUXILIARY MACHINE OPERATOR)
END
Page 170
1.1.6 NARRATIVE
1.1.6.1
1.1.6.2
1.1.6.3
1.1.6.4
1.1.6.5
1.1.6.6
1.1.6.7
1.1.6.8
Page 171
Procedure No.
1.2
No. of Pages
3
Procedure 1.6
1.2.1 OBJECTIVE
To generate/print Payslips of all PNP personnel every end of the month.
1.2.2 REFERENCES
SOP No. 21 dated May 1998
1.2.3 DEFINITION OF TERMS
1.2.3.1 Payslip
1.2.3.2 JRF
1.2.4 REQUIREMENTS
1.2.5 FLOWCHART
1.2.4.1 Job Request Form duly accomplished by the requesting unit/office
1.2.4.2 Logbook (incoming/Outgoing)
1.2.4.3 Blank Payslips (at least 80 boxes)
1.2.4.4 Printer Ribbons
Page 172
1.2.6 FLOWCHART
START
SIGNS JRF
C, COD
DECOLLATES PAYSLIPS
BY REGION
(AUXILIARY MACHINE OPERATOR)
Page 173
1.2.6 NARRATIVE
1.2.6.1 The Production Controller shall receive all JRF from requesting
unit/office for printing the CFCs every pay period. Logs them in the
Incoming Logbook and forward to C, COD for notation.
1.2.6.2 The C, COD signs the JRF and forward to Computer Section.
1.2.6.3 The Chief, Computer Section receives and files JRF and distributes jobs
to Computer Operator. Computer Operator prints payslip/job on queue
on their workstation. In the conduct of printing, there are damages that
may incur and these are separated and logged. All the rest of payslips (in
boxes) are forwarded to Production Control Section for verification.
Likewise all damaged payslips are also forwarded for disposition.
1.2.6.4 The Production Controller receives printed payslips in boxes by signing
in the logbook. Conduct verification for quality check and completeness
of data printed on each check. Forward all verified payslips to Auxiliary
Machine Section.
1.2.6.5 The Chief, Auxiliary Machine Section receives payslips in boxes and
assigns operator for decollation. Payslips are in three copies.
1.2.6.6 The Production Controller receives Payslips from Auxiliary Section by
signing in their logbook.
1.2.6.7 The Production Controller logs all printed payslips by Region and release
same to FS through authorized representative upon signing in the
logbook.
1.2.7 SERVICE STANDARDS
Transaction Type
Receiving of JRF
Printing of Payslips
Verification of Payslips
Payslips Decollation
Release of Payslips
Total Average Transaction Time
Page 174
1.3.
TITLE
Generate/Print Continuous Form Checks (CFCs) of
all PNP Allottee and Pension Monthly
INTERFACES
Procedure No.
1.3
No. of Pages
3
Procedure 1.4
1.3.1 OBJECTIVE
To generate/print Continuous Form Checks (CFCs) of all PNP Allottees and Pension
Monthly
1.3.2 REFERENCES
PNP SOP No. 21 dated May 1998
1.3.3 DEFINITION OF TERMS
See definitions in detail 2.C.1.1
1.3.4 REQUIREMENTS
1.3.5 FLOWCHART
1.3.4.1 Job Request Form duly accomplished by the requesting unit/office
1.3.4.2 Logbook (incoming/Outgoing)
1.3.4.3 Blank CFCs delivered by servicing bank through FS to CS
1.3.4.4 RIS (Requisition and Issue Slip) issued by FS thru SAO, CS indicating the
number of CFCs received every pay period.
1.3.4.5 Printer Ribbons/Roller Ink
Page 175
1.3.5 FLOWCHART
START
SIGNS JRF
(C, COD)
SIGNS CFCs
REMOVES PERFORATION
BURST CFCS
SORT CFCS BY REGION
(AUXILIARY MACHINE OPERATOR)
END
Page 176
1.3.6 NARRATIVE
1.3.6.1
1.3.6.2
1.3.6.3
1.3.6.4
1.3.6.5
1.3.6.6
1.3.6.7
1.3.7
SERVICE STANDARDS
Transaction Type
Receiving of JRF
Printing of CFCs
Verification of CFCs
Check Signing, bursting and sorting
Release of CFCs
Total Average Transaction Time
Page 177
1.4.
Cancellation of CFCs
TITLE
Cancellation of CFCs
Procedure No.
1.4
INTERFACES
No. of Pages
3
Procedure
1.4.1 OBJECTIVE
To implement the proper cancellation of CFCs pursuant to SOP Nr. 21
1.4.2 REFERENCES
PNP SOP Nr. 21dated May 1998
1.4.3 DEFINITION OF TERMS
1.4.3.1 CANCELLED CFCs
1.4.4 REQUIREMENTS
1.4.4.1 Logbook (incoming/Outgoing)
1.4.4.2 CFCs pulled out for cancellation based on orders issued by DPRM.
COD Form#3
1.4.4.3 DPRM Issued Orders/Directives for the period
Page 178
1.4.5 FLOWCHART
START
(PRODUCTION CONTROLLER)
END
Page 179
1.4.6 NARRATIVE
1.4.6.1
1.4.6.2
1.4.6.3
1.4.6.4
1.4.6.5
1.4.6.6
1.4.6.7
1.4.6.8
1.4.6.9
1.4.7
SERVICE STANDARDS
Transaction Type
Pull-out of CFCs
Verification and Stamping of CANCELLED on face of CFCs
4 hrs
1 day
2 days
30 mins
1 day
30 mins
5 days
Page 180
1.5.
TITLE
Disposition of Damaged CFCs
Procedure No.
1.5
INTERFACES
No. of Pages
3
Procedure
1.5.1 OBJECTIVE
To implement the proper disposition of damaged CFCs pursuant to CS-SOP2004-01.
1.5.2 REFERENCES
1.5.2.1 SOP#21 dated May 1998.
1.5.2.2 CS-SOP No. 2004-01 dated August 10, 2004
1.5.3 DEFINITION OF TERMS
1.5.3.1 Damaged CFC
1.5.4 REQUIREMENTS
1.5.4.1
1.5.4.2
1.5.4.3
Logbook (incoming/Outgoing)
Damaged CFCs
COD Form#3
Page 181
1.5.5 FLOWCHART
START
END
Page 182
1.5.6 NARRATIVE
1.5.6.1
1.5.6.2
1.5.6.4
1.5.6.5
1.5.6.6
1.5.7
SERVICE STANDARDS
Transaction Type
Receiving of JRF
Verification and Stamping of Damaged CFCs
Preparation of Transmittal memo to FS
Approval of Memo (thru channel)
Transmittal of Memo to FS
Total Average Transaction Time
Page 183
1.6.
TITLE
Disposition of Damaged Payslips
Procedure No.
1.6
INTERFACES
No. of Pages
3
Procedure
1.6.1 OBJECTIVE
To implement the proper disposition of damaged payslips pursuant to PNPCS-SOP
2004-01.
1.6.2 REFERENCES
1.6.2.1
1.6.2.2
Damaged Payslip
1.6.3.2 CS Committee on
Disposition of
Damaged CFCs and
Payslips
1.6.4 REQUIREMENTS
1.6.4.1
1.6.4.2
1.6.4.3
1.6.4.4
Logbook (incoming/Outgoing)
Damaged Payslips
COD Form#3
Shredding Machine
Page 184
1.6.5 FLOWCHART
START
END
Page 185
1.6.6 NARRATIVE
1.6.6.1
1.6.6.2
1.6.6.3
1.6.6.4
1.6.7
SERVICE STANDARDS
Transaction Type
Receiving of JRF
Verification of Damaged payslips
Replacement/Printing of Damaged payslips
Payslip shredding
Total Average Transaction Time
Page 186
1.7.
TITLE
Generate/Print Financial and Management Reports
INTERFACES
Procedure No.
1.7
No. of Pages
3
Procedure
1.7.1 OBJECTIVE
To generate/print Financial and Management Reports in support to PNP Salary
System.
1.7.2 REFERENCES
PNP SOP No. 21 dated May 1998
1.7.3 DEFINITION OF TERMS
17.3.1 Financial/
Management
Reports
1.7.4 REQUIREMENTS
1.7.4.1
1.7.4.2
1.7.4.3
Page 187
1.7.5 FLOWCHART
START
SIGNS JRF
(C, COD)
DECOLLATES REPORTS
BY REGION
( AUXILIARY MACHINE OPERATOR)
Page 188
1.7.6 NARRATIVE
1.7.6.1
1.7.6.2
1.7.6.3
1.7.6.4
1.7.6.5
1.7.6.6
1.7.6.7
1.7.7
SERVICE STANDARDS
Transaction Type
Receiving of JRF
Printing of Financial and Management Reports
Verification of Reports
Reports Decollation
Release of Reports
Total Average Transaction Time
Page 189
1.8.
TITLE
Disposition of Damaged Financial and Management
Reports
INTERFACES
Procedure No.
1.8
No. of Pages
3
Procedure
1.8.1 OBJECTIVE
To implement the proper disposition of damaged financial and management reports
pursuant to CS-SOP2004-01.
1.8.2 REFERENCES
PNPCS-SOP No. 2004-01 dated August 10, 2004
1.8.3 DEFINITION OF TERMS
1.8.3.1 Damaged Financial
and Management
Reports
1.8.3.2 Committee on
Disposition of
Damaged
CFCs and Payslips
1.8.4 REQUIREMENTS
1.8.4.1
1.8.4.2
1.8.4.3
Logbook (incoming/Outgoing)
Damaged Financial and Management Reports
COD Form#3
Page 190
1.8.5 FLOWCHART
START
END
Page 191
1.8.6 NARRATIVE
1.8.6.1
1.8.6.2
1.8.6.3
1.8.6.4
Page 192
1.9.
TITLE
Computer Hardware Maintenance
INTERFACES
Procedure No.
1.9
No. of Pages
3
1.9.1 OBJECTIVE
To provide the procedure in the maintenance of IT hardware equipment of all
Units/Offices in the PNP
1.9.2 REFERENCES
1.9.2.1 PNP Circular Nr 2003-006 dated September 14, 2003 with subject:
Guidelines and Procedures in the Maintenance, Repair and Upgrade of
Computers and Computer Peripherals.
1.9.2.1 COD/NMD Reorganization
1.9.3 DEFINITION OF TERMS
1.9.3.1 SRF
1.9.3.2 Letter/
Memo
Request
1.9.4 REQUIREMENTS
1.9.4.1
1.9.4.2
Page 193
1.9.5 FLOWCHART
START
FILLS-UP SRF
CLIENT/USER UNIT
7(CMS STAFF)
CONDUCTS TEST/DIAGNOSES
(COMPUTER TECHNICIAN)
REPAIRS HW EQUIPMENT
(COMPUTER TECHNICIAN)
NOTATION
(C, COD)
RECEIVES REPAIRED HW
EQUIPMENT
UPON SIGNING IN THE LOGBOOK
END
Page 194
1.9.6 NARRATIVE
1.9.6.1
The Client from Unit/office shall bring with him/her the unit to be
repaired at Computer Service and fills-up SRF indicating the problem
why it has to be repaired.
1.9.6.2
The CMS Staff receives, logs filled-up SRF, and makes necessary
notation particularly the units specifications.
1.9.6.3
The Computer Technician conducts tests and diagnoses and notes
findings on the SRF.
1.9.6.4
The Computer Technician informs client regarding the status of the unit
specifically the findings as per test and diagnoses. Spare parts
replacement or the whole unit itself may be replaced.
3.1.1.5
The Computer Technician conducts repairs only when spare parts are
available. Others may involve software and drivers installation and
formatting.
1.9.6.6
The Computer Technician conducts final checking and testing and notes
and signs on the SRF. Forwards SRF to C, CMS for concurrence.
1.9.6.7
The Chief, CMS signs SRF and forward to C, COD for signature.
1.9.6.8
The Chief, COD signs SRF and forwards to CMS.
1.9.6.9
The CMS Staff informs client/User Unit that the repaired unit is ready
for release.
1.9.6.10 The Client/User Unit receives repaired unit upon signing in the logbook
indicating the Time and Date of Release.
1.9.7 SERVICE STANDARDS
Transaction Type
Receiving of SRF
Test/Diagnose/unit
Repair Unit, back-up, installation of drivers
Testing
Release
Total Average Transaction Time
Page 195
2.
Systems Development
TITLE
Systems Development
Interfaces
Procedure No.
2.1
No. of Pages
13
Procedure
2.1.1. OBJECTIVE
To provide a procedure in the development of a systematic database information,
creates design, identifies problem and requirements for development of a new system.
2.1.2. REFERENCES
2.1.2.1.
2.1.2.2.
2.1.2.3.
RA 6975, Section 35
Information Systems Strategic Plan Description of Information Systems
Memo from requesting offices and other agencies
2.1.3.2.
2.1.3.3.
2.1.3.4.
2.1.3.5.
2.1.3.6.
2.1.3.7.
Page 196
2.1.3.8.
Of the Project
2.1.4.1.1. People Ware
Project Officer
Systems Analyst
Programmer
Information Researcher
2.1.4.1.2. By
Development Team
Database
Workstation
Development Tool
Media Storage
Office supplies
Page 197
START
RECIEVES MEMO REQUEST FROM PNP UNITS/OFFICES
(SMD ADMIN STAFF)
FEASIBILITY STUDY
(Project Team)
Systems research / investigation
Identify the problems
Identify input and output requirements
Identify process/es
1.
2.
3.
4.
SYSTEMS ANALYSIS
(Project Team)
SYSTEM DESIGN
(Project Officer, Systems Analyst, Programmer)
1. Prepares flowchart of
4. Prepares Data Dictionary
existing workflow
5. Prepares Entity Relational Model
2. Prepares Schedule of
(ERM) and Conceptual Data Model (CDM)
Activities
6. Designs screen menu and screen
3. Creates Database
prototypes
DOCUMENTATION
(Researcher)
1.
2.
3.
4.
SYSTEM IMPLEMENTATION
(Project Team, Client)
Program Coding
5. Back-up Procedure
Program Integration
6. System Installation
System Testing
7. Users Training
System Presentation
8. Users Acceptance
END
Administrative and Operations Manual
Page 198
2.1.6. NARRATIVE
2.1.6.1.
2.1.6.2.
2.1.6.3.
2.1.6.4.
2.1.6.5.
2.1.6.6.
SMD through the SMD Admin Staff receives memo request for
development of Information System (IS) from requesting units / offices
or other agencies.
C, SMD creates a Project Team initially composed of a Project Officer,
Systems Analyst (SA), and IS Researcher. A division order will be issued
in this activity duly signed by C, SMD, copy furnished Admin Office. The
Project team will be met by C, SMD to discuss the feasibility and
requirements of the project.
The project team conducts the feasibility study to determine projects
viability. The study includes system research and investigation on the
existing workflow of the client. Source documents and other necessary
information are gathered in order to identify the possible problems
encountered in the current system, the input and output requirements
and the process/es necessary to develop the IS. The team performs
interviews, surveys, document reviews and observations to be used to
create data and process models and object models.
The project team prepares and submits an After Activity / Meeting
Report for info / comments / notation of C, SMD and the Command
Group through Admin Office.
The project team analyzes the data gathered and reviews the
requirements in order to build a logical model for the new system. The
team also analyzes the functions of the existing system which will serve
as a basis to create a concept of operation to be used for the new
system.
The result of the brainstorming also determines user
requirements in detailed form and identifies front-end and back-end
software to be used for the new system.
Once the analysis is completed and the logical model for the new system
is understood, the Project Officer, together with the SA and Programmer
plans the system design by preparing a system flow chart. The project
officer creates a Schedule of Activities to determine the estimated
project duration and at the same time identify the tasks that will be
delegated to the project team. During the system design, the following
tasks are made:
Tasks
Person/s in-charge
Creation of database
Page 199
2.1.6.7.
2.1.6.8.
2.1.6.9.
While the systems design is on-going, all the necessary data are being
consolidated and documented by the researcher. The documentation
covers all the activities in systems development and usually starts during
systems analysis. The researcher compiles all the outputs and prepares
a system documentation which will serve as reference of the project
team for system support and maintenance. The project officer oversees
the system documentation.
The project officer and researcher prepare a Project Proposal for
approval of C, SMD, Command Group and client. If the client revises
the proposal, the team will again study the revisions and make the
necessary adjustments in the system design. Discussions / meetings
within SMD ensue to come up with a final revised project proposal. If
the project is approved, the team will develop the system as designed.
The project officer, SA and programmer develop the IS.
The
programmer performs program coding to construct necessary modules
and programs. These modules and programs will be integrated to form
the new IS. Once the system is created, the Project Officer, SA and
programmer perform system testing to make sure that it functions
correctly and conforms to the requirements of the client. The system
testing involves the following:
Program
Conduct unit testing to identify and eliminate
Testing
execution errors.
Test programs that interact with other programs
and files individually.
Integration
Test programs that depend or linked to each
Testing
other to make sure that the programs work
together properly
Data conversion
System
Test all typical processing situations to ensure
Testing
that the program meets all the specification and
necessary features have been included.
Simulate actual operating conditions by using
test data, live data, perform queries and produce
reports.
Verify that all system components are integrated
properly and that actual processing situations
will be handled correctly.
While the system testing is conducted, the researcher prepares the
users manual which consists of instructions and information to users
who will interact with the system. Prior to the completion of the
proposed system, a presentation will be conducted within SMD composed
of C, SMD; Asst C, SMD and the project team for further comments/
suggestions / corrections. Once the system testing is completed, the
project team will present the system to the client for approval. If there
are modifications, the project team will make necessary adjustments
and will have to go through program coding and system testing all over
again. Once the project team gets the final approval of the client, the
programmer will create installation package and back up source code
and database intended for the users and the team who will maintain the
Page 200
system. Media storage will be used to keep all the back-up procedures
and installation package for data recovery and system restoration. The
project team will then install the IS to the client and puts the new
system into operation. A users training will be conducted by the
project team to orient the users on how to operate the system. Once
the system is operational, the project team will turn-over the new
system (to include the system documentation and users manual) to the
client.
2.1.6.10. For ever major activity conducted by SMD Project Team, primarily during
turn-over /acceptance of the proposed system, an AFTER ACTIVITY
REPORT will be prepared by the Project Team duly signed by the user
counterpart indicating therein the comments and full acceptance of the
developed system.
Page 201
1 day
1 day
5 days
2 days
5 days
7 days
2 days
5 days
2 days
5 days
10 days
2 days
5 days
120 days
10 days
1 day
5 days
2 days
15 days
3 days
5 days
2 days
2 days
215 days
Page 202
Developed System
Page 203
2.1.8.2.
Page 204
2.1.8.3.
Page 205
Page 206
2.1.8.4.
Page 207
2.1.8.5.
----
TAB
I. PROJECT TITLE
II. PROPONENT
III. PROJECT BACKGROUND
IV. PROJECT DESCRIPTION
V. SCOPE
VI. OBJECTIVES AND EXPECTED OUTPUTS
VII. IMPACT
VIII.
TARGET BENEFICIARIES
IX. TASKINGS
X. SCHEDULE OF ACTIVITIES
XI. HARDWARE REQUIREMENTS
DATA MODELING
----
FLOWCHART
ENTITY-RELATION MODEL(ERM)
FILE STRUCTURE
SYSTEM OUTLINE
DATA DICTIONARY
PROJECT IMPLEMENTATION
CONCEPT OF OPERATION
SYSTEM IMPLEMENTATION
----
TAB B
TAB C
Page 208
2.1.8.6.
User Manual
The system prompts the user to key-in a valid username and password to access the
system.
Page 209
2.2.
Systems Maintenance
TITLE
Systems Maintenance
Interfaces
Procedure No.
2.2
No. of Pages
7
Procedure
2.2.1. OBJECTIVE
To provide a procedure in the maintenance of operational application software
installed/deployed in different PNP Units/Offices. This includes modification of the
system, improving system efficiency, enhancing documentation, correcting errors, and
converting database depending on the required environment.
2.2.2. REFERENCES
2.2.2.1.
2.2.2.2.
2.2.2.3.
2.2.3.2.
2.2.3.3.
2.2.3.4.
2.2.3.5.
Page 210
2.2.4. REQUIREMENTS
2.2.4.1.
Maintenance Team
Workstation
Media Storage
Development Tool
Database
Office supplies
Page 211
PREPARES WALKTHROUGH
REPORTS
(Project Team)
SYSTEM ANALYSIS
PROVIDE SOLUTION
Perfective Maintenance
Adaptive Maintenance
Corrective Maintenance
SYSTEM IMPLEMENTATION
Testing
Acceptance
Users Training
Documentation
(Project Team)
END
Administrative and Operations Manual
Page 212
2.2.6.
NARRATIVE
2.2.6.1. The concerned project team monitors the operational system.
2.2.6.2. If the operational system is working properly and conforms to the
requirements of the client, the project team performs database back-up
procedure on a weekly basis. If there are problems encountered or
enhancements to be made in the system, the client issues a memo
request.
2.2.6.3. SMD Admin staff receives memo request from client through Admin
Office.
2.2.6.4. SMD calls a meeting with the members of the concerned project team.
2.2.6.5. The project team prepares all the needed materials in order to conduct
a walkthrough. The attendees of the walkthrough (CS, Deputy Director,
DD for ITM, C, SMD, group peers, Project team, secretariat, end
users/group of end users) meet and identify the problem areas. Possible
solutions are drafted once the problems were identified.
2.2.6.6. The project team prepares a walkthrough activity report for info of C,
SMD.
2.2.6.7. The project team conducts system analysis and evaluates the results and
recommendations of the walkthrough.
2.2.6.8. The project team prepares schedule of activities and determines the
solution to be made:
Perfective Maintenance if there is a need to improve systems
efficiency
Adaptive Maintenance if there is a need to change the
application to a new environment or adds a new capability or
enhancement.
Corrective Maintenance if there is a need to correct errors in
the operational system
Preventive Maintenance if there is a need to reduce possibility
of a future system failure.
2.2.6.9. The project team makes the necessary modifications in the system.
Prior to system implementation, the project leader, SA and programmer
integrate the programs and conduct system testing. The researcher
updates the system documentation and the users manual based from
the revisions. Once the project team gets the final approval of the
client, the programmer will create installation package and back up
source code and database. Media storage will be used to keep all the
back-up procedures and installation package for data recovery and
system restoration. The project team will then install the enhanced IS to
the client. A users acceptance documentation is prepared and given to
the client to determine the completion of the assigned task. Conduct
user training, if the need arises.
Page 213
Continuous or as
required by the
Client
1 day
1 day
2 days
2 days
2 days
5 days
2 days
1 day
16 days
Page 214
Page 215
2.2.8.2.
Page 216
3.
VERIFICATION SECTION
3.2.1 Issuance of Certification of No CFC Printed
TITLE
ISSUANCE OF CERTIFICATION OF NO CFC PRINTED
INTERFACES
3.2.1.1
Procedure No.
3.1.1
No. of Pages
4
N/A
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.1.1.3.1
3.1.1.3.2
3.1.1.3.3
3.1.1.3.4
3.1.1.4
REQUIREMENTS
Memo Request from Units/Offices or PNP Personnel
Page 217
3.1.1.5
FLOWCHART
START
MEMO REQUESTS
(From Units/Offices or PNP Personnel)
SIGNATURE
(C, DMD)
SIGNATURE
(DDA)
END
Page 218
3.1.1.6
NARRATIVE
3.1.1.6.1
3.1.1.6.2
3.1.1.6.3
3.1.1.6.4
3.1.1.6.5
3.1.1.6.6
3.1.1.6.7
3.1.1.6.8
3.1.1.6.9
3.1.1.7
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time
Page 219
3.1.1.8
COMPUTER SERVICE
Camp Crame, Quezon City
PNPCS- DMD
MEMORANDUM
FOR
FROM
AD, CS
SUBJECT
Verification
DATE
1.
Ref:
2.
In relation to the above reference, verification made by this Service relative
to your claims shows that CFCs for Sal & Allws were not printed for the period May to Jul
2007.
3.
Prepared By:
ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div
Ctrl # 1862
Page 220
Received 07/19/07
elvie/evelyn
3.2.2 Issuance of Certification for Pay and Allowances
Differential for PNP Uniformed Personnel
TITLE
Procedure No.
3.1.2
INTERFACES
N/A
3.1.2.1
No. of Pages
4
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.1.2.3.1
3.1.2.4
REQUIREMENTS
1.2.4.1
Page 221
3.1.2.5
FLOWCHART
START
PROOFREADS CERTIFICATIONS
(Chief, Verification Section)
SIGNATURE
(C, DMD)
SIGNATURE
(DDA)
END
Page 222
3.1.2.6
NARRATIVE
3.1.2.6.1
3.1.2.6.2
3.1.2.6.3
3.1.2.6.4
3.1.2.6.5
3.1.2.6.6
3.1.2.6.7
3.1.2.6.8
3.1.2.6.9
3.1.2.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time
Page 223
3.1.2.8
PNPCS- DMD
MEMORANDUM
FOR
OIC, HSS
FROM
AD, CS
SUBJECT
Verification
DATE
1.
Ref:
Memo from that Office dtd Jun 20, 2007. Subject: Verification.
2.
In relation to the above reference, verification made by this Service shows
that CFCs of PSINSP CHARLOTTE DODSON PEALOSA were printed for the period Jan to Jul
2007 with the rank of PINSP.
3.
Prepared By:
ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div
Ctrl # 1471
Received 06/21/07
Page 224
celia/evelyn
Page 225
Procedure No.
3.1.3
No. of Pages
4
N/A
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
Pay and allowances Refer to Glossary of Terms
3.1.3.4
REQUIREMENTS
Memo Requests from Units/Offices or PNP Personnel
Page 226
3.1.3.5
FLOWCHART
START
MEMO REQUESTS
(From Units/Offices or NUPs)
SIGNATURE
(C, DMD)
SIGNATURE
(DDA)
END
Page 227
3.1.3.6
NARRATIVE
3.1.3.6.1
3.1.3.6.2
3.1.3.6.3
3.1.3.6.4
3.1.3.6.5
3.1.3.6.6
3.1.3.6.7
3.1.3.6.8
3.1.3.6.9
3.1.3.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time
Page 228
3.1.3.8
SAMPLE VERIFICATION/CERTIFICATION
DIFFERENTIAL OF NUPs
FOR
PAY
AND
ALLOWANCES
DD, QCPDO
FROM
D, CS
SUBJECT
Verification
DATE
1.
Ref:
Subject:
Verification.
2.
In relation to the above reference, verification made by this Service
relative to the claims of NUP Beda C Oliver shows that CFCs for Salary were printed for
the period Jan to Nov 2006. Amount reflected: P7,376.00/m.
3.
Page 229
Ctrl # 299
Received 01/18/07
william/evelyn
Page 230
Procedure No.
3.1.4
3.1.4.1
No. of Pages
4
N/A
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
Long Pay Differential
ffe
3.1.4.4
REQUIREMENTS
Memo Requests from Units/Offices or PNP Personnel
Page 231
3.1.4.5
FLOWCHART
START
MEMO REQUESTS
(From Units/Offices or PNP Personnel)
SIGNATURE
(C, DMD)
SIGNATURE
(DDA)
END
Page 232
3.1.4.6
NARRATIVE
3.1.4.6.1
3.1.4.6.2
3.1.4.6.3
3.1.4.6.4
3.1.4.6.5
3.1.4.6.6
3.1.4.6.7
3.1.4.6.8
3.1.4.6.9
3.1.4.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time
Page 233
3.1.4.8
PNPCS- DMD
MEMORANDUM
FOR
DD, SPDO
FROM
AD, CS
SUBJECT
Verification
DATE
1.
Ref:
Memo from that Office dtd Jul 11, 2007. Subject: Verification.
2.
In relation to the above reference, verification made by this Service shows
that only 4th LP was reflected on CFCs of SPO4 Wilfredo Llagas Sanchez for the period Aug
2006 to May 2007.
3.
Prepared By:
ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div
Ctrl # 1811
Received 07/13/07
Page 234
celia/evelyn
Page 235
3.2.5
TITLE
ISSUANCE OF CERTIFICATION FOR BONUS
DIFFERENTIAL
(No CFC Printed of Mid-Year or Year-End Bonus)
INTERFACES
3.1.5.1
Procedure No.
3.1.5
No. of Pages
4
N/A
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.1.5.3.1
3.1.5.3.2
3.1.5.3.3
3.1.5.4
Bonus Differential
Mid-Year Bonus
Year-End Bonus
REQUIREMENTS
Memo Requests from Units/Offices or PNP Personnel
Page 236
3.1.5.5
FLOWCHART
START
MEMO REQUESTS
(From Units/Offices or PNP Personnel)
SIGNATURE
(C, DMD)
SIGNATURE
(DDA)
VERIFIES MEMO REQUESTS FROM THE
MONTHLY CFC MASTER LIST OF PNP
PERSONNEL
(Verification Section Verifiers)
END
Page 237
3.1.5.6
NARRATIVE
3.1.5.6.1
3.1.5.6.2
3.1.5.6.3
3.1.5.6.4
3.1.5.6.5
3.1.5.6.6
3.1.5.6.7
3.1.5.6.8
3.1.5.6.9
3.1.5.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time
Page 238
3.1.5.8
PNPCS- DMD
MEMORANDUM
FOR
DD, QCPDO
FROM
AD, CS
SUBJECT
Verification
DATE
1.
Ref: Memo from that Office dtd Jun 26, 2007, but was received by this
Service on 13 Jul 2007. Subject: Verification.
2.
In relation to the above reference, verification made by this Service
relative to the claims of SPO1 Restituto Labtic Amen shows that CFC for Mid-Year Bonus CY
2007 was not printed.
3.
Prepared By:
ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div
Ctrl # 1812
Received 07/13/07
Page 239
celia/evelyn
Page 240
3.3
TITLE
PROCESS OF ADDING NEW RECORDS IN THE PNP
SALARY MASTERFILE
INTERFACES
3.2.1.1
Procedure No.
No. of Pages
3.2.1
N/A
OBJECTIVE
To provide the procedures in the process of adding new records in the PNP
Salary Masterfile based on the directive/s of Directorate for Personnel and Records
Management (DPRM).
3.2.1.2
REFERENCE
DEFINITION OF TERMS
3.2.1.3.1
3.2.1.3.2
3.2.1.3.3
3.2.1.3.4
3.2.1.3.5
3.2.1.3.6
3.2.1.3.7
3.2.1.3.8
3.2.1.3.9
3.2.1.3.10
3.2.1.4
Deductions
Transaction File
Text File
Standardized Files
Database Administrator
Btrieve File
Aged Deduction Account
Standard Deduction
Salary Assignment
Deduction Master File
REQUIREMENTS
Page 241
3.2.1.5
FLOWCHART
START
RECEIVES MEMO DIRECTIVES, ISSUES
CONTROL NUMBER AND
STAMP FOR D, CS APPROVAL/SIGNATURE
(I/O Controller)
PRINTS PROOFLIST
(Encoder)
Page 242
3.2.1.6
NARRATIVE
3.2.1.6.1
3.2.1.6.2
3.2.1.6.3
3.2.1.6.4
3.2.1.6.5
3.2.1.6.6
3.2.1.6.7
3.2.1.6.8
3.2.1.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average of Transaction Time
Page 243
3.2.1.8
Page 244
Procedure No.
No. of Pages
3.2.2
INTERFACES
N/A
3.2.2.1
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.2.2.3.1
3.2.2.3.2
3.2.2.3.3
3.2.2.3.4
3.2.2.4
Restoration
Salary Masterfile
Accretion
Attrition
REQUIREMENTS
Memo directive/s from DPRM with supporting documents such as General Orders
and Special Orders.
Page 245
3.2.2.5
FLOWCHART
START
LOGS-IN RECORDS
(Encoder)
PRINTS PROOFLIST
(Encoder)
END
Page 246
3.2.2.6
NARRATIVE
3.2.2.6.1
3.2.2.6.2
3.2.2.6.3
3.2.2.6.4
3.2.2.6.5
3.2.2.6.6
3.2.2.6.7
3.2.2.6.8
3.2.2.7
The I/O Controller of FISS, DMD receives the Memo request for the
restoration of the PNP Personnel from DPRM through the Admin
Office, issues control number and put a stamp then forward to the
Director, Computer Service.
The Director, Computer Service approves/signs the memo request
for implementation and forward to the /O Controller, FISS of DMD.
The I/O Controller of FISS, DMD receives back the approved Memo
requests, checks record in the logbook and hands-over the same to
the encoder.
The encoder logs-in the records in the memo requests.
The encoder verifies names to be restored from the inquiry module
of the PNP Salary System. If no record found, it will be retrieved
from the Accretion-Attrition Masterfile. Otherwise, it will be
remarked as existing.
The encoder then prints prooflist and forward to the verifier.
The verifier verifies prooflist against the source document and
gives back to the encoder.
The encoder edits any correction. If there are no more corrections,
he saves the records to the PNP Salary Mastefile.
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time
Page 247
3.2.2.8
Page 248
Procedure No.
3.2.3
INTERFACES
N/A
3.2.3.1
No. of Pages
4
OBJECTIVE
To provide the procedures in the process of deletion of name/s from the PNP
Salary Masterfile based on Memo directives from the Directorate for Personnel and Records
Management.
3.2.3.2
REFERENCES
3.2.3.2.1
3.2.3.2.2
3.2.3.3
DEFINITION OF TERMS
3.2.3.3.1
3.2.3.3.2
3.2.3.4
Salary Masterfile
Query -
REQUIREMENTS
Memo directive from DPRM with attached General Order.
Page 249
3.2.3.5
FLOWCHART
START
LOGS-IN RECORDS
(Encoder)
PRINTS PROOFLIST
(Encoder)
END
Page 250
3.2.3.6
NARRATIVE
3.2.3.6.1
3.2.3.6.2
3.2.3.6.3
3.2.3.6.4
3.2.3.6.5
3.2.3.6.6
3.2.3.6.7
3.2.3.6.8
3.2.3.6.9
3.2.3.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time
Page 251
3.2.3.8
Page 252
Procedure No.
No. of Pages
3.2.4
3.3.1
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.2.4.3.1
3.2.4.3.2
3.2.4.3.3
3.2.4.3.4
3.2.4.4
Report of Changes
Rank Adjustment
Long Pay
Unit Code
REQUIREMENTS
3.2.4.4.1
3.2.4.4.2
3.2.4.4.3
Page 253
3.2.4.5
FLOWCHART
START
APPROVAL/SIGNATURE FOR
IMPLEMENTATION
(D, CS)
PRINT PROOFLISTS
(Encoders)
END
Page 254
3.2.4.6
NARRATIVE
3.2.4.6.1
3.2.4.6.2
3.2.4.6.3
3.2.4.6.4
3.2.4.6.5
3.2.4.6.6
3.2.4.6.7
3.2.4.6.8
3.2.4.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time
Page 255
3.2.4.8
Page 256
Procedure No.
No. of Pages
3.2.5
3.2.6/3.3.1
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.2.5.3.1
3.2.5.3.2
3.2.5.3.3
3.2.5.3.4
3.2.5.3.5
3.2.5.3.6
3.2.5.3.7
3.2.5.4
Stoppage of deductions
PNP Masterfile
Lending Insitutions
Billing Reports
DBF Format
Text File
Dens Masterfile
REQUIREMENTS
3.2.5.4.1
3.2.5.4.2
Page 257
3.2.5.5
FLOWCHART
START
APPROVAL/SIGNATURE FOR
IMPLEMANTATION
(D, CS)
END
Page 258
3.2.5.6
NARRATIVE
3.2.5.6.1
3.2.5.6.2
3.2.5.6.3
3.2.5.6.4
3.2.5.6.5
3.2.5.6.6
3.2.5.6.7
3.2.5.6.8
3.2.5.7
The I/O Controller of DMD receives the request either from PNP
personnel or different lending institutions from Admin Office,
issues control numbers and put a stamp FOR IMPLEMENTATION
and forward to the Director, Computer Service.
The Director, Computer Service approves/signs the memo request
for implementation and forward to the I/O Controller, DMD.
The I/O Controller, DMD receives the approved document, logs-in
and transmits to the Asst. Chief, Finance Information System
Section.
The Asst. Chief, Finance Information System Section receives the
memo request with the diskettes and issues corresponding control
and batch numbers both on the diskettes or CDs and the memo
requests.
The Asst. Chief, Finance Information System Section
checks/verifies the diskettes or CDs to ensure readability and virusfree. He also verifies diskettes or CDs against printed copies. If
diskettes or CDs are unreadable or with defects, same shall be
returned to the corresponding financial institution through the
Finance Service.
The Asst. Chief, Finance Information System Section converts the
Database File Format (dbf) into Text File.
The Asst. Chief, Finance Information System Section segregates
the types of deductions.
The Asst. Chief, Finance Information System Section merges the
deductions according to type and transfers merged deduction files
to the Database Administrator.
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Billing Reports
diskettes or CDs
D, CS Signature
Checking of CDs/diskettes
Conversion of dbf to text file
Segregation of deductions
Merging of deductions
Total Average Transaction Time
Page 259
3.2.5.8
Page 260
3.3.6.1
Procedure No.
No. of Pages
3.2.6
N/A
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.3.6.3.1
3.3.6.3.2
3.3.6.3.3
3.3.6.3.4
3.3.6.4
Control Number
Billing Report
Endorsement
Lending Institutions
REQUIREMENTS
3.3.6.4.1
3.3.6.4.2
Page 261
3.3.6.5
FLOWCHART
START
APPROVAL/SIGNATURE FOR
IMPLEMENTATION
(D, CS)
END
Page 262
3.3.6.6
NARRATIVE
3.3.6.6.1
3.3.6.6.2
3.3.6.6.3
3.3.6.6.4
3.3.6.6.5
3.3.6.6.6
3.3.6.6.7
3.3.6.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Encoding
Print prooflist
Verification
Total Average Transaction Time
Page 263
3.3.6.8
Page 264
3.2.7.1
Procedure No.
No. of Pages
3.2.7
N/A
OBJECTIVE
REFERENCES
DEFINITION OF TERMS
3.2.7.3.1
3.2.7.3.2
3.2.7.3.3
3.2.7.3.4
3.2.7.3.5
3.2.7.4
Claims
Control Number
Encoder
Retiree
Verifier
REQUIREMENTS
3.2.7.4.1
3.2.7.4.2
Page 265
3.2.7.5
FLOWCHART
START
REPORT OF CHANGES
(From PNP-FINANCE, BPAD or DPRM)
END
3.2.7.6
NARRATIVE
3.2.7.6.1
3.2.7.6.2
3.2.7.6.3
3.2.7.6.4
3.2.7.6.5
3.2.7.6
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time
Page 266
3.1.6.8
SAMPLE OUTPUT
3.1.6.8.1
Page 267
3.1.6.8.2
Page 268
3.2.8.1
Procedure No.
No. of Pages
3.2.8
N/A
OBJECTIVE
REFERENCES
DEFINITION OF TERMS
3.2.8.3.1
3.2.8.3.2
3.2.8.3.3
3.2.8.3.4
3.2.8.3.5
3.2.8.3.6
3.2.8.3.7
3.2.8.3.8
3.2.8.3.9
3.2.8.4
Claims
Control Number
Encoder
Retiree
Verifier
Pension
Beneficiary
Batch Process
Transaction
REQUIREMENTS
Letter/Memo (Report of Changes) Request from Finance, BFAD or from DPRM
Page 269
3.2.8.5
FLOWCHART
START
REPORT OF CHANGES
(From PNP-FINANCE, BPAD or DPRM)
END
3.2.8.6
NARRATIVE
3.2.8.6.1
3.2.8.6.2
3.2.8.6.3
3.2.8.6.4
3.2.8.6.5
3.2.8.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time
Page 270
3.2.8.8
Page 271
3.4
TITLE
Procedure No.
No. of Pages
3.3.1
INTERFACES
3.3.2
3.3.1.1
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.3.1.3.1
3.3.1.3.2
3.3.1.3.3
3.3.1.3.4
3.3.1.3.5
3.3.1.3.6
3.3.1.3.7
3.3.1.3.8
3.3.1.3.9
3.3.1.4
Cross-Matching
Pay Period
Import
SQL
Text File
Export
Btrieve File
Database Administrator Workstation
Local Station
REQUIREMENTS
3.3.1.4.1
3.3.1.4.2
Page 272
3.3.1.5
FLOWCHART
START
CROSS-MATCH EMPLOYEE MASTERFILE WITH THE
FOLLOWING NUMBER OF RECORDS: ADDED,
RESTORED AND DELETED AT THE DATABASE
SERVER
(Database and Asst. Database Administrators)
END
3.3.1.6
NARRATIVE
3.3.1.6.1
3.3.1.6.2
3.3.1.6.3
3.3.1.6.4
3.3.1.7
The Database and Assistant Database Administrators crossmatch Employee Masterfile with the following number of records:
added, restored and deleted at the database server.
The Database Administrator changes pay period.
The Database Administrator exports SQL files from the Database
Server (conversion of SQL to Text file) to the Database
Administrator (DBA) workstation.
The Database Administrator imports text files to btrieve files
(conversion of text files to btrieve files).
SERVICE STANDARDS
TRANSACTION TYPE
Cross-Matching
Changing of Pay Period
Exporting SQL to Text File
Importing Text File to Btrieve File
Total Average Transaction Time
Page 273
Procedure No.
No. of Pages
3.3.2
INTERFACES
3.3.3
3.3.2.1
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.3.2.3.1
3.3.2.3.2
3.3.2.3.3
3.3.2.4
REQUIREMENTS
Btrieve Files
Page 274
3.3.2.5
FLOWCHART
START
VERIFIES/COUNTER-CHECKS FILES TO BE
USED/UPDATED
(IDatabase Administrator)
RUNS/EXECUTES THE PROGRAM OF
AGING OF DEDUCTIONS
(Database Administrator)
3.3.2.6
NARRATIVE
3.3.2.6.1
3.3.2.6.2
3.3.2.6.3
3.3.2.7
SERVICE STANDARDS
TRANSACTION TYPE
Counter-Checking
Execution of program
Printing
Verification of print-out
Total Average Transaction Time
Page 275
3.3.2.8
Page 276
Procedure No.
No. of Pages
3.3.3
INTERFACES
3.3.4
3.3.3.1
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.3.3.4
REQUIREMENTS
3.3.3.4.1
3.3.3.4.2
Transaction File
Deduction Masterfile
Page 277
3.3.3.5
FLOWCHART
START
VERIFIES/COUNTER-CHECKS FILES TO BE
USED/UPDATED
(IDatabase Administrator)
END
3.3.3.6
NARRATIVE
3.3.3.6.1
3.3.3.6.2
3.3.3.6.3
3.3.3.6.4
3.3.3.7
SERVICE STANDARDS
TRANSACTION TYPE
Counter-Checking
Execution of program
Printing
Counter-checking of Print-out
Total Average Transaction Time
Page 278
3.3.3.8
Page 279
3.3.4.1
Procedure No.
No. of Pages
3.3.4
3.3.5
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.3.4.4
REQUIREMENTS
Updated Salary Masterfile
Page 280
3.3.4.5
FLOWCHART
START
VERIFY/COUNTER-CHECK FILES TO BE
USED/UPDATED
(IDatabase and Asst. Database Administrator)
END
3.3.4.6
NARRATIVE
3.3.4.6.1
3.3.4.6.2
3.3.4.6.3
3.3.4.6.4
3.3.4.7
SERVICE STANDARDS
TRANSACTION TYPE
Counter-Checking
Execution of program
Printing
Counter-checking of Print-out
Total Average Transaction Time
Page 281
3.3.4.8
Page 282
Procedure No.
No. of Pages
3.3.5
INTERFACES
3.3.6
3.3.5.1
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.3.5.3.1
3.3.5.3.2
3.3.5.3.3
3.3.5.3.4
3.3.5.4
Salary Assignment
Allotter
Allottee
Back-up File
REQUIREMENTS
Memo Requests with Salary Assignment Change Report from Finance
Page 283
3.3.5.5
FLOWCHART
START
3.3.5.6
NARRATIVE
3.3.5.6.1
3.3.5.6.2
3.3.5.6.3
3.3.5.6.4
3.3.5.6.5
3.3.5.6.6
3.3.5.6.7
The I/O Controller of FISS, DMD receives the Memo from Admin
Office, issues control numbers, stamps and forwards to the
Director, Computer Service.
The Director, Computer Service approves/signs the memo request
for implementation and forwards to the I/O Controller of FISS,
DMD.
The I/O Controller of FISS, DMD receives back the Memo request,
logs-in and transmits to the Salary Assignment Encoder.
The Salary Assignment Encoder encodes the salary assignments to
be saved in the Allotee File, Deduction Masterfile and the Salary
Assignment File. Under this module, the allotters capability to pay
the allottee with the allotted amount is determined. If he has the
capability to do so, the Salary Assignment Encoder enters the data
of the allottee including the amount to be allotted.
The Salary Assignment Encoder verifies the amount deducted
from the PNP Personnel against the amount allotted to the
allottee.
The Salary Assignment Encoder prints the list of PNP Personnel
with Salary Assignment.
The Data Administrator performs back-up of Deduction Masterfiles
and Salary Masterfiles.
Page 284
3.3.5.7
SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Encoding/Updating salary assignment
Verifying amount
Printing
Performing back-up of files
Total Average Transaction Time
3.3.5.8
Page 285
Procedure No.
No. of Pages
3.3.6
INTERFACES
N/A
3.3.6.1
OBJECTIVE
REFERENCE
DEFINITION OF TERMS
3.3.6.3.1
3.3.6.3.2
3.3.6.3.3
3.3.6.3.4
3.3.6.3.5
3.3.6.3.6
3.3.6.3.7
3.3.6.3.8
3.3.6.4
Withholding Tax
Standard Deduction
PAG-IBIG
PHILHEALTH
GSIS
Insurance premiums
Mutual benefit funds
Private Financial Institutions
REQUIREMENTS
3.3.6.4.1
Files to be used/updated
Page 286
3.3.6.5
FLOWCHART
START
3.3.6.6
NARRATIVE
3.3.6.6.1
3.3.6.6.2
3.3.6.6.3
3.3.6.6.4
3.3.6.6.5
3.3.6.7
END
SERVICE STANDARDS
TRANSACTION TYPE
Counter-checking files to be used
Execution of Program (per type of deduction)
Performs back-up of files
Counter-checking (each masterfle)
Forward to SMD
Total Average Transaction Time
Page 287
3.3.6.8
Page 288
4.
TITLE
Installation of Anti-virus software to PNP
CampNet workstation
INTERFACES
4.1.1.1
Procedure No.
4.1.1
No. of Pages
5
OBJECTIVE
REFERENCES
4.1.1.2.1 C, PNP approved guidelines and procedures in the operation
and
maintenance of the PNP Campus Network dated November 29, 2006.
4.1.1.2.2 Creation of Network Management Division dated January 31, 2003.
4.1.1.3
DEFINITION OF TERMS
4.1.1.3.1 Anti-Virus (AV) software a program that detects and removes
computer viruses.
4.1.1.4 REQUIREMENTS
4.1.1.3.2 Memorandum/Letter request from the requesting PNP Unit/Office.
4.1.1.3.3 PNP CampNet user/client workstation must physically and
logically connected to the PNPCS Server Farm.
4.1.1.3.4 Personal Computing Machine
CPU - Minimum of Pentium Celeron MMX
RAM - Minimum of 64MB PC100
OS - Windows 95/98/2000/ NT/ME/XP/Vista
HDD Free Space - Minimum of 50 MB
Optical Drive
Page 289
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.1.1.5 FLOW
CHART
START
FILL-UP NMD SF
(Designated NAS Staff)
PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)
NMD SF NOTATION
(C, NAS)
4.1.1.6
END
NARRATIVE
Page 290
COMPUTER 4.1.1.6.1
SERVICE, PHILIPPINE
NATIONAL
POLICEthe received memo request from PNP
C, NMD
to entrust
4.1.1.6.2
4.1.1.6.3
4.1.1.6.4
4.1.1.6.5
4.1.1.6.6
4.1.1.6.7
4.1.1.6.8
4.1.1.6.9
4.1.1.6.10
4.1.1.6.11
4.1.1.6.12
Page 291
COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.1.1.7 SERVICE
Transaction Type
Average Task
Accomplishment Time
5 mins
15 mins
5 mins
20 mins (subjected to
how far the requesting
party site is)
90 mins (subjected to
Computer speed and
availability
of
the
user/client)
30 mins (subjected to
Computer speed and
learning
comprehension of the
user/client)
5 mins
10 mins
20 mins (subjected to
how far the requesting
party site is)
5 min
5 mins
5 mins
3 hours 35 mins
Page 292
COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.1.1.8 SAMPLE
Page 293
workstations
TITLE
Provide Internet Access to PNP CampNet
users/clients workstations
INTERFACES
4.1.2.1
Procedure No.
No. of Pages
4.1.2
6
N/A
OBJECTIVE
REFERENCES
4.1.2.2.1
4.1.2.2.2
4.1.2.3
DEFINITION OF TERMS
4.1.2.3.1
4.1.2.3.2
4.1.2.3.3
4.1.2.3.4
4.1.2.3.5
4.1.2.4
REQUIREMENTS
4.1.2.4.1
4.1.2.4.2
4.1.2.4.3
4.1.2.4.4
Page 294
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.1.2.5 FLOW
CHART
START
FILL-UP NMD SF
(Designated NAS Staff)
PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)
NMD SF NOTATION
(C, NAS)
4.1.2.6
END
NARRATIVE
Page 295
COMPUTER 4.1.2.6.1
SERVICE, PHILIPPINE
POLICE the received memo request from PNP
C, NATIONAL
NMD to entrust
4.1.2.6.2
4.1.2.6.3
4.1.2.6.4
4.1.2.6.5
4.1.2.6.6
4.1.2.6.6
4.1.2.6.7
4.1.2.6.8
4.1.2.6.9
4.1.2.6.10
4.1.2.6.11
Page 296
COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.1.2.7 SERVICE
Transaction Type
Average Task
Accomplishment Time
Page 297
COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.1.2.8 SAMPLE
Page 298
Page 299
Procedure No.
No. of Pages
4.1.3
6
N/A
OBJECTIVE
REFERENCES
4.1.3.2.1 C, PNP approved guidelines and procedures in the operation and
maintenance of the PNP Campus Network dated November 29, 2006.
4.1.3.2.2 Creation of Network Management Division dated January 31, 2003.
4.1.3.3
DEFINITION OF TERMS
4.1.3.3.1 Information System Owner PNP Unit/Office that legally owns the
Information System.
4.1.3.3.2 PNP CampNet (PNP Campus Network) - A network based on
Transmission Control Protocol/Internet Protocol (TCP/IP) belonging
to the Philippine National Police sited within the perimeter of Camp
Crame.
4.1.3.3.3 PNP Campnet User/Client - the user or client of a workstation
connected to the PNP Campnet.
4.1.3.4
REQUIREMENTS
4.1.3.4.1
4.1.3.4.2
4.1.3.4.3
4.1.3.4.4
4.1.3.4.5
4.1.3.4.6
Optical Drive
Page 300
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.1.3.5 FLOW
CHART
START
FILL-UP NMD SF
(Designated NAS Staff)
PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)
NMD SF NOTATION
(C, NAS)
END
Page 301
COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
4.1.3.6 NARRATIVE
4.1.3.6.1
4.1.3.6.2
4.1.3.6.3
4.1.3.6.4
4.1.3.6.5
4.1.3.6.6
4.1.3.6.7
4.1.3.6.8
4.1.3.6.9
4.1.3.6.10
4.1.3.6.11
4.1.3.6.12
NMD SF
Page 302
4.1.3.7
SERVICE STANDARDS
Transaction Type
Average Task
Accomplishment Time
Page 303
COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.1.3.8 SAMPLE
Page 304
Page 305
Campnet Workstations
TITLE
Installation of PNP Salary System Application
to PNP Campnet Workstations
INTERFACES
4.1.4.1
Procedure No.
No. of Pages
4.1.4
4
N/A
OBJECTIVE
REFERENCES
4.1.4.2.1
4.1.4.2.2
4.1.4.3
DEFINITION OF TERMS
4.1.4.3.1
4.1.4.3.2
4.1.4.3.4
4.1.4.4
REQUIREMENTS
4.1.4.4.1
4.1.4.4.2
4.1.4.4.3
4.1.4.4.4
4.1.4.4.5
4.1.4.4.6
4.1.4.5
FLOWCHART
Page 306
FILL-UP NMD SF
(Designated NAS Staff)
START
PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)
4.1.4.6
NMD SF NOTATION
(C, NAS)
END
NARRATIVE
4.1.4.6.1
Page 307
COMPUTER 4.1.4.6.2
SERVICE, PHILIPPINE
C, NATIONAL
NAS to POLICE
designate
4.1.4.6.3
4.1.4.6.4
4.1.4.6.5
4.1.4.6.6
4.1.4.6.7
4.1.4.6.8
4.1.4.6.9
4.1.4.6.10
4.1.4.6.11
4.1.4.6.12
4.1.4.6.13
NMD SF
Page 308
COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.1.4.7 SERVICE
Transaction Type
Average Task
Accomplishment Time
5 mins
15 mins
5 mins
20 mins (subjected to
how far the requesting
party site is)
30 mins (subjected to
Computer speed and
availability
of
the
user/client)
30 mins (subjected to
Computer speed and
learning
comprehension of the
user/client)
5 mins
10 mins
5 mins
20 mins (subjected to
how far the requesting
party site is)
5 min
5 mins
5 mins
2 hours 40 mins
Page 309
Procedure No.
4.1.5
No. of Pages
5
N/A
OBJECTIVE
REFERENCES
4.1.5.2.1
4.1.5.2.2
4.1.5.3
DEFINITION OF TERMS
4.1.5.3.1
4.1.5.4
REQUIREMENTS
4.1.5.4.1
4.1.5.4.2
4.1.5.4.3
4.1.5.4.4
4.1.5.4.5
4.1.5.4.6
Optical Drive
Page 310
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.1.5.5 FLOW
CHART
START
FILL-UP NMD SF
(Designated NAS Staff)
PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)
NMD SF NOTATION
(C, NAS)
4.1.5.6
END
NARRATIVE
Page 311
COMPUTER4.1.5.6.1
SERVICE, PHILIPPINE
POLICEthe received memo request from the PNP
C, NATIONAL
NMD to entrust
4.1.5.6.2
4.1.5.6.3
4.1.5.6.4
4.1.5.6.5
4.1.5.6.6
4.1.5.6.7
4.1.5.6.8
4.1.5.6.9
4.1.5.6.10
4.1.5.6.11
4.1.5.6.12
4.1.5.6.13
Page 312
COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.1.5.7 SERVICE
Transaction Type
Average Task
Accomplishment Time
5 mins
15 mins
5 mins
20 mins (subjected to
how far the requesting
party site is)
30 mins (subjected to
Computer speed and
availability
of
the
user/client)
30 mins (subjected to
Computer speed and
learning
comprehension of the
user/client)
5 mins
10 mins
5 mins
20 mins (subjected to
how far the requesting
party site is)
5 min
5 mins
5 mins
2 hours 40 mins
Page 313
Procedure No.
No. of Pages
4.2.1
4
4.2.3
OBJECTIVE
REFERENCES
4.2.1.2.1
4.2.1.2.1
4.2.1.3
DEFINITION OF TERMS
4.2.1.3.1
4.2.1.3.2
4.2.1.4
REQUIREMENTS
4.2.1.4.1
4.2.1.4.2
4.2.1.4.3
4.2.1.4.4
4.2.1.4.5
Page 314
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.2.1.5 FLOW
CHART
START
FILL-UP NMD SF
(DESIGNATED NAS STAFF)
PREPARE TOOLS/MATERIALS/FORMS
(DESIGNATED NAS STAFF)
NMD SF NOTATION
(C, NAS)
END
4.2.1.6
NARRATIVE
Page 315
COMPUTER 4.2.1.6.1
SERVICE, PHILIPPINE
POLICEthe received memo request from the PNP
C, NATIONAL
NMD to entrust
4.2.1.6.2
4.2.1.6.3
4.2.1.6.4
4.2.1.6.5
4.2.1.6.6
4.2.1.6.7
4.2.1.6.8
4.2.1.6.9
4.2.1.6.10
4.2.1.6.11
4.2.1.6.12
Page 316
COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.2.1.7 SERVICE
Transaction Type
Average Task
Accomplishment Time
5 mins
15 mins
5 mins
20 mins (subjected to
how far the requesting
party site is)
120 mins (subjected to
the quatity of endnode)
30 mins (subjected to
Computer speed and
learning
comprehension of the
user/client)
5mins
10 mins
5 mins
20 mins (subjected to
how far the requesting
party site is)
5 min
5 mins
5 mins
4 hours 5 mins
Page 317
Procedure No.
4.2.2
INTERFACES
4.2.2.1
No. of Pages
5
4.2.3
OBJECTIVE
REFERENCES
4.2.2.2.1
4.2.2.2.2
4.2.2.2.3
4.2.2.3
DEFINITION OF TERMS
4.2.2.3.1
4.2.2.3.2
4.2.2.3.3
4.2.2.3.4
4.2.2.3.5
4.2.2.4
REQUIREMENTS
4.2.2.4.1
4.2.2.4.2
4.2.2.4.3
Page 318
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.2.2.5 FLOW
CHART
START
APPROVED / DISAPPROVED
(DCS)
END
Page 319
COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
4.2.2.6 NARRATIVE
4.2.2.6.1
4.2.2.6.2
4.2.2.6.3
4.2.2.6.4
4.2.2.6.5
4.2.2.6.6
4.2.2.6.7
4.2.2.6.8
4.2.2.6.9
4.2.2.6.10
4.2.2.7
SERVICE STANDARDS
Transaction Type
Page 320
COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.2.2.8 SAMPLE
Page 321
Page 322
TITLE
Conduct Site Inspection to the requesting PNP
Unit/Office
INTERFACES
4.2.3.1
Procedure No.
No. of Pages
4.2.3
OBJECTIVE
To conduct site inspection to the area/office requested by PNP Units/Offices.
4.2.3.2
REFERENCES
4.2.3.2.1
4.2.3.2.2
4.2.3.3
DEFINITION OF TERMS
4.2.3.3.1
4.2.3.4
REQUIREMENTS
4.2.3.4.1
Page 323
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.2.3.5 FLOW
CHART
START
FILL-UP NMD SF
(NMS STAFF)
PREPARE TOOLS/MATERIALS/FORMS
(DESIGNATED NAS STAFF)
NMD SF NOTATION
(C, NMS)
END
Page 324
COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
4.2.3.6 NARRATIVE
4.2.3.6.1
4.2.3.6.2
4.2.3.6.3
4.2.3.6.4
4.2.3.6.5
4.2.3.6.6
4.2.3.6.7
4.2.3.6.8
4.2.3.6.9
4.2.3.6.10
4.2.3.6.11
4.2.3.6.12
Page 325
COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.2.3.7 SERVICE
Transaction Type
Page 326
Procedure No.
4.3.1
No. of
Pages
4
N/A
OBJECTIVE
REFERENCES
4.3.1.2.1
4.3.1.2.2
4.3.1.2.3
4.3.1.3
DEFINITION OF TERMS
4.3.1.3.1
4.3.1.3.2
4.3.1.3.3
4.3.1.4
REQUIREMENTS
4.3.1.4.1
4.3.1.4.2
Page 327
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.3.1.5 FLOW
CHART
START
RECORD DOCUMENT
(NMD Duty of the Day)
REVIEW
(AC, NMD)
SIGNATURE
(C, NMD)
END
4.3.1.6
NARRATIVE
Page 328
COMPUTER4.3.1.6.1
SERVICE, PHILIPPINE
POLICE
TheNATIONAL
NAS and NMS
Researchers consolidates all the accomplished
4.3.1.6.2
4.3.1.6.3
4.3.3.6.4
4.3.1.6.5
4.3.1.6.6
4.3.1.7
SERVICE STANDARDS
Transaction Type
4 hours
5 mins
60 mins
60 mins
25 mins
2 days, 6 hours and
30 minutes
Page 329
COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.3.1.8 SAMPLE
Page 330
Procedure No.
No. of Pages
4.3.2
5
N/A
OBJECTIVE
To provide after training/seminar report for the information of the DCS
4.3.2.2
REFERENCES
4.3.2.2.1
4.3.2.3
DEFINITION OF TERMS
4.3.2.4
REQUIREMENTS
4.3.2.4.1
Page 331
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.3.2.5 FLOW
CHART
START
SIGNATURE
(C, NMD)
END
4.3.2.6
NARRATIVE
Page 332
COMPUTER 4.3.2.6.1
SERVICE, PHILIPPINE
POLICE
TheNATIONAL
NMD attendee(s)
4.3.2.6.2
4.3.2.6.3
4.3.2.6.4
4.3.2.6.5
4.3.2.6.6
2 hours
2 hours
15 mins
4 hours and 15 mins
Page 333
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.3.2.8 SAMPLE
FORMAT
Page 334
Page 335
Procedure No.
4.3.3
INTERFACES
4.3.3.1
No. of Pages
4
N/A
OBJECTIVE
REFERENCES
4.3.3.2.1
4.3.3.2.2
4.3.3.3
DEFINITION OF TERMS
4.3.3.3.1
4.3.3.4
REQUIREMENTS
4.3.3.4.1
Page 336
COMPUTER
PHILIPPINE NATIONAL POLICE
4.3.3.5 SERVICE,
FLOW CHART
START
END
Page 337
COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
4.3.3.6 NARRATIVE
4.3.3.6.1
4.3.3.6.2
4.3.3.6.3
4.3.3.6.4
4.3.3.6.5
4.3.3.7
SERVICE STANDARDS
Transaction Type
Page 338
COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.3.3.8 SAMPLE
Page 339
Procedure No.
No. of Pages
4.3.4
4
N/A
OBJECTIVE
REFERENCES
4.3.4.2.1
4.3.4.2.2
4.3.4.3
DEFINITION OF TERMS
4.3.4.3.1
4.3.4.4
REQUIREMENTS
Page 340
COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.3.4.5 FLOW
CHART
START
LOG IN REQUEST
(NMD Duty of the Day)
FOR SIGNATURE
(C, NMD)
END
Page 341
COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
4.3.4.6 NARRATIVE
4.3.4.6.1
4.3.4.6.2
4.3.4.6.3
4.3.4.6.4
4.3.4.6.5
4.3.4.7
SERVICE STANDARDS
Transaction Type
Page 342
COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
4.3.4.8 SAMPLES
Page 343
COMPUTER SERVICE,
PHILIPPINE
NATIONAL
POLICE
5. TRAINING
AND
RESEARCH
DIVISION
PROCEDURE NO
T.I.G.
NO. OF PAGES
4
5.1.1. OBJECTIVE
To conduct ICT related training services to qualified members of the PNP.
5.1.2. REFERENCES
5.1.2.1. ONE PNP
5.1.2.2. NAPOLCOM Resolution # 92 036
5.1.2.3. PNPCS Approved Annual Training Program
5.1.3.
DEFINITION OF TERMS
5.1.4.
REQUIREMENTS
Page 344
5.1.5. FLOWCHART
START
Applicant
C, TRD
C, TRD
Training Registrar
Lecturers / Instructors
D, CS
Training Registrar
Applicant
Graduates
Receive the Order of
Merit, Declaration of
Graduates, Certificates
of Completion, and
Certificates of
Commendation
Training Registrar
Forward the application
documents to C, TS /
AC, TRD / C, TRD
Lecturers / Instructors
Conduct the evaluation
of grades
C, TS / AC, TRD / C,
TRD
Evaluate application
documents and conduct
interview on the
Applicant (when
necessary)
END
Training Registrar
Prepare the List of
qualified Applicant and
submit it to C, TRD
Page 345
5.1.6. NARRATIVE
5.1.6.1. All interested PNP applicants (PCO, PNCO, or NUP) may inquire the
5.1.6.2.
5.1.6.3.
5.1.6.4.
5.1.6.5.
5.1.6.6.
5.1.6.7.
5.1.6.8.
5.1.6.9.
5.1.6.10.
5.1.6.11.
5.1.6.12.
5.1.6.13.
5.1.6.14.
Page 346
Procedure in the
conduct of
ICT Training
Page 347
5.2.1.
PROCEDURE NO
NO. OF PAGES
T.I.G.
OBJECTIVE
This is to determine if the request of other PNP Unit / Office to conduct an ICT
course exclusively for their personnel can be accommodated or not.
5.2.2.
REFERENCES
DEFINITION OF TERMS
5.2.4.
REQUIREMENT
5.2.4.1. Memo from the requesting PNP Unit / Office indicated therein the
Page 348
5.2.5.
FLOWCHART
START
Requesting PNP Unit / Office
Send Request to Conduct ICT
Training
Message Center
Receive Request and endorse
it to ADMO
D, CS
Sign the Memo (Reply)
ADMO
Send the Memo (Reply) to
Requesting PNP Unit / Office
ADMO
Endorse Request to C, TRD
C, TRD
Verify the availability of
facilities and Instructors
END
C, TRD
Prepare a Memo (Reply) for
approval of D, CS re
accommodation or nonaccommodation of the
Request
Page 349
5.2.6.
NARRATIVE
5.2.6.1. The Memo from other PNP Unit / Office requesting to conduct an ICT
5.2.6.2.
5.2.6.3.
5.2.6.4.
5.2.6.5.
5.2.6.6.
5.2.7.
SERVICE STANDARDS
TRANSACTION TYPE
Page 350
PROCEDURE NO
NO. OF PAGES
T.I.G.
5.3.1. OBJECTIVE
This is to determine if there is an available Instructor who can be lent by this
Service to the requesting PNP Unit / Office for the period and conditions as specified in
the request.
5.3.2. REFERENCES
5.3.2.1.
5.3.2.2.
5.3.2.3.
5.3.4. REQUIREMENT
5.3.4.1.
Memo from the requesting PNP Unit / Office indicated therein the
title/contents of training course, proposed schedule (Date/Time),
and the number and profile of the participants.
Page 351
5.3.5. FLOWCHART
START
Requesting PNP Unit / Office
Send Request to provide
available Instructor
ADMO
Prepare a Memo (Reply) and
Designation Order
Message Center
D, CS
ADMO
Endorse Request to C, TRD
ADMO
Send the Memo (Reply) and
Designation Order to the
Requesting PNP Unit / Office
C, TRD
Check the availability of
Instructors
C, TRD
Prepare a recommendation
for the accommodation /
non-accommodation of the
Request
END
Page 352
5.3.6. NARRATIVE
5.3.6.1.
5.3.6.2.
5.3.6.3.
5.3.6.4.
5.3.6.5.
5.3.6.6.
5.3.6.7.
The Memo from other PNP Unit / Office requesting for Instructor
shall be received by the Message Center and shall endorse it to
ADMO.
The ADMO shall forward the Memo / Request to C, TRD.
C, TRD shall verify the available instructor based on the PNPCS
Approved Annual Training Program and current loads of the
Instructors of TRD.
C, TRD shall recommend to D, CS the accommodation or nonaccommodation of the Request through ADMO.
ADMO shall prepare a Memo (Reply) and, in case the Request can be
accommodated, issue a Designation Order for the personnel who will
be assigned as the Instructor to the Requesting Unit.
D, CS shall sign on the Memo (Reply) and the Designation Order.
The Memo (Reply) shall be forwarded to the requesting PNP Unit /
Office through ADMO.
Page 353
PROCEDURE NO
NO. OF PAGES
T.I.G.
5.4.1. OBJECTIVE
This is to determine if the Request for Training Facilities by other PNP Unit /
Office can be accommodated or not.
5.4.2. REFERENCES
5.4.2.1. Memo from requesting PNP Unit / Office
5.4.2.2. PNPCS Approved Annual Training Program
5.4.2.3. Instructions from D, CS
5.4.3. DEFINITION OF TERMS
5.4.3.1. PNPCS Training Facility is a computer laboratory and computer
lecture room at the TRD.
5.4.4. REQUIREMENT
5.4.4.1. Memo from the requesting PNP Unit / Office indicated therein the
proposed schedule (Date/Time) and the number of the participants.
Page 354
5.4.5. FLOWCHART
START
Requesting PNP Unit /
Office
Send Request to provide
Training Facilities
Message Center
Receive Request and
endorse it to ADMO
D, CS
Sign the Memo (Reply)
ADMO
Send the Memo (Reply) to
Requesting PNP Unit /
Office
ADMO
Endorse Request to C, TRD
C, TRD
Verify the availability of
facilities
END
C, TRD
Prepare a Memo (Reply)
for approval of D, CS re
accommodation or nonaccommodation of the
Request
Page 355
5.4.6. NARRATIVE
5.4.6.1. The Memo from other PNP Unit / Office requesting for the availability
5.4.6.2.
5.4.6.3.
5.4.6.4.
5.4.6.5.
5.4.6.6.
5-10 mins
5-15 mins
Page 356
TITLE
Procedure in the Preparation of Annual Training
Program
Interfaces
5.5.1
PROCEDURE NO
NO. OF PAGES
T.I.G.
OBJECTIVE
This is to determine if the PNPCS Annual Training Program can be accommodated
or not.
5.5.2
REFERENCES
5.5.2.1
5.5.2.2
5.5.3
DEFINITION OF TERMS
5.5.3.1
5.5.4
REQUIREMENT
5.5.4.1
5.5.4.2
Page 357
COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
5.5.5
FLOWCHART
START
Memo from TDHRDD
Send Memo to provide
Annual Training Program
Message Center
Receive Memo and endorse
it to ADMO
D, CS
Sign the Memo (Reply)
ADMO
Send the Memo (Reply) to
TDHRDD
ADMO
Endorse Memo to C, TRD
TDHRDD
Receive the Approved
Memo
C, TRD
Draft the Annual Training
Program
END
C, TRD
Prepare a Memo (Reply)
for approval of D, CS for
the Annual Training
Program
Page 358
5.5.6
NARRATIVE
5.5.6.1
5.5.6.2
5.5.6.3
5.5.6.4
5.5.6.5
5.5.6.6
5.5.7
The Memo from TDHRDD requesting for the CS Annual Training Program
shall be received by the Message Center and shall endorse it to ADMO.
The ADMO shall forward the Memo / Request to C, TRD.
C, TRD shall draft the Annual Training Program with its corresponding
cost.
C, TRD shall prepare a Memo (Reply) for approval of D, CS regarding
the said memo.
D, CS shall sign on the Memo.
The Memo (Reply) shall be forwarded to TDHRDD through ADMO.
SERVICE STANDARDS
TRASACTION TYPE
Procedure in the processing of
the Preparation of Annual
Training Program
Page 359
COMPUTER SERVICE,
NATIONAL POLICE
6. PHILIPPINE
WEB ADMINISTRATION
AND DEVELOPMENT DIVISION
6.1
TITLE
Publication, Revision and Updates of
Content in the PNP website
INTERFACES
Procedure No.
No. of Pages
6.1
6.1.1 OBJECTIVE
To publish Information submitted by the PNP units to the PNP website.
6.1.2 REFERENCES
6.1.2.1
6.1.2.2
6.1.4 REQUIREMENTS
6.1.4.1
6.1.4.2
6.1.4.3
Page 360
ADMO. CS
CDS, CS
DD, CS
D, CS
NO
IF APPROVED
YES
C, WADO
Coding/Formatting
Regulator
NO
IF APPROVED
YES
Publication
END
6.1.6 NARRATIVE
Administrative and Operations Manual
Page 361
6.1.6.1 The requesting office/unit will forward a memo to this Service for any
updates concerning their webpage.
6.1.6.2 Upon receipt of such memo to the Receiving Section of this Service, the
memo will be routed to the Administrative Officer to the Chief Directorial
Staff to the Deputy Director and to the Director, CS for his approval.
6.1.6.3 Upon the approval of Dir, CS, the memo together with the soft copy will
be route to C, WADO for appropriate action based from the instructions
given by Dir, CS.
6.1.6.4 The raw data (soft copy) from the requesting office will now be
encoded/formatted then evaluated prior for the publication in the
Internet.
6.1.6.5 A memo singed by Dir, CS will be send to the requesting office for their
information on the updated content on their Official Website.
6.1.7 SERVICE STANDARDS
Transaction Type
1 day
5 days
2 days
1 day
9 days
Page 362
6.2
Website Development
TITLE
Website Development
INTERFACES
Procedure No.
No. of Pages
6.2
3
PNPCS WADO and othe PNP Offices
6.2.1 OBJECTIVE
To insure the PNP website is available in the internet.
6.2.2 REFERENCES
6.2.2.1
6.2.2.2
6.2.4 REQUIREMENTS
6.2.4.1
6.2.4.2
Page 363
COMPUTER
SERVICE,
6.2.5 FLOW
CHARTPHILIPPINE NATIONAL POLICE
START
A
Requesting Office
ADMO. CS
CDS, CS
DD, CS
D, CS
NO
IF
APPROVED
Send Memo to
requesting office for
approval to publish
the webpage (Signed
by D, CS)
YES
C, WADO
Coding/Designing
IF
APPROVED
D
NO
Regulator
YES
NO
IF
APPROVED
YES
Publication
END
Page 364
6.2.6 NARRATIVE
6.2.6.1
6.2.6.2
6.2.6.3
1 day
10 days
2 days
1 day
14 days
Page 365
Procedure No.
No. of Pages
6.3
3
PNPCS WADO and othe PNP Offices
6.3.1 OBJECTIVE
To be able to create, update and reset email accounts of authorized users handling
their office email account.
6.3.2 REFERENCES
6.3.2.1
6.3.2.2
6.3.4 REQUIREMENTS
6.3.4.1
6.3.4.2
6.3.4.3
Page 366
START
Requesting Office
ADMO. CS
CDS, CS
DD, CS
D, CS
C, WADO
Creation/Deletion of
E-mail Accounts
END
Page 367
COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
6.3.6 NARRATIVE
6.3.6.1
6.3.6.2
6.3.6.3
6.3.6.4
1 day
2 days
1 days
1 day
5 days
Page 368