ACTIVITY: RECEVING OF INCOMING DOCUMENTS (INBOUND)

ACTIVITIES FLOW CHART/DIAGRAM RESPONSIBLE

PERSON


Page 1 of 3

START
1. Source of Incoming Documents:

If External, proceed to
next step.

If Internal :

a. With DRARF,
proceed to next step.
b. If individual email
and direct request
from client, go to
step 8


Assumption for HRD:

1. From External
Source:
a. Departmental
Email
b. Department Fax
c. Mail from
Records
Unit/PRID
2. From Internal
Source:
a. Individual
Corporate Email
Account
b. DRAR Form
c. Direct request
from Client


2. Verify if subject of incoming
documents is HR concern
HR staff responsible for
Incoming Document
Verification of Subject HR
Concern
START
External Internal
Departmental
Email
Departmental
Fax
Mail from
Records
Individual
Email
DRARF Direct
Client
A
1 2
ACTIVITY: RECEVING OF INCOMING DOCUMENTS (INBOUND)

ACTIVITIES FLOW CHART/DIAGRAM RESPONSIBLE
PERSON


Page 2 of 3

3. Determine completeness of
incoming documents, i.e.
attachments, annexes etc.
HR staff responsible for
Incoming Document
4. Stamp RECEIVE in the
incoming document plus:
Date and Time
Name of Employee (Responsible
for Incoming/Outgoing of
documents
Designation/Position
HR staff responsible for
Incoming Document
5. Determine HR STAFF and
ORGANIZATIONAL UNIT
(within HRD) responsible for
the nature/subject of incoming
document.
HR staff responsible for
Incoming Document
Review completeness of
Documents

Complete


Stamp RECEIVE

Evaluation determine HR
Staff and Organizational Unit
incoming document will be
referred to

Y N
2
1
3
ACTIVITY: RECEVING OF INCOMING DOCUMENTS (INBOUND)

ACTIVITIES FLOW CHART/DIAGRAM RESPONSIBLE
PERSON


Page 3 of 3

6. Recording of incoming
document ROUTING INFO:
Date and Time received
Source (Addressee)
Nature of Incoming Document
Staff the incoming document is
referred to.
Date and Time received by staff
incoming document is referred
to.
HR staff responsible for
Incoming Document
7. Forward incoming document to
concerned HR STAFF
ROUTING PROCESS
HR staff responsible for
Incoming Document
8. Concerned HR STAFF to
acknowledge receipt of
incoming document.
HR staff responsible for
Incoming Document
END

Recording ROUTING
INFO /SLIP

Forwarding of incoming
document ROUTING
PROCESS

Acknowledgement

END
3
A