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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

PHILIPPINE NATIONAL POLICE

COMPUTER SERVICE

ADMINISTRATIVE
AND
OPERATIONS MANUAL

August 2007
Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

www.pnp.gov.ph

COMPUTER SERVICE
ADMINISTRATIVE AND OPERATIONS MANUAL

Edited and Compiled by


Plans Office, Computer Service
August 2007
PNP COMPUTER SERVICE
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
Camp Crame, Quezon City, Philippines
Under the Leadership of
TEOFILO S MELLIZA, JR
Police Senior Superintendent
Acting Director, Computer Service
With the Administrative and Operations Manual Committee*
PSSUPT VICTORINO S PANGANIBAN, JR
PSSUPT ELPIDIO Z DE ASIS, JR
PCINSP RUBEN B BORRES
PSUPT CONCEPCION R ORNOPIA
PSUPT ELEANOR V LAMPA
PCINSP CARLO JOSEPH T ESCOBAL
PSINSP NEVI D ALARCIO
PSINSP JUNEL Z RAMIREZ
PSINSP FELIZARDO S EUBRA, JR
PSINSP ANTONIO D DELGADO

Administrative and Operations Manual

Chairman
Vice-Chairman
Secretariat
Member
Member
Member
Member
Member
Member
Member

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

PSINSP MA ANGELA M SALAYA


NUP SARAH P PALISOC
NUP VICTORIA F CRUZ

Member
Member
Member

* PNPCS Letter Orders Nr. 2007 179, dated July 23, 2007

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COMPUTER SERVICE
KEY OFFICER
COMMAND GROUP:
PSSUPT TEOFILO S MELLIZA, JR

Acting Director, CS

PSSUPT VICTORINO S PANGANIBAN, JR

Deputy Director for Administration

NUP JOSEFA A VIDAL

Deputy Director for ICT Matters

PSSUPT ELPIDIO Z DE ASIS, JR

Chief Directorial Staff

STAFF OFFICES:
PSUPT CONCEPCION R ORNOPIA

Inspectorate

PCINSP CARLO JOSEPH T ESCOBAL

Administrative Officer

PCINSP RUBEN B BORRES

Chief, Plans Office

PSINSP NEVI D ALARCIO

Budget and Fiscal Officer

PSINSP MA ANGELA M SALAYA

Chief, Police Community Relations Office

PINSP MICHAEL T IGNACIO

Chief, Security Office

PINSP EMERSON O SALES

Chief, Finance Office

LINE DIVISIONS:
PSUPT ELEANOR V LAMPA

Chief, Data Management Division

NUP SARAH P PALISOC

Chief, Systems Management Division

NUP VICTORIA F CRUZ

Chief, Computer Operations Division

PSINSP JUNEL Z RAMIREZ

Chief, Network Management Division

PSINSP ANTONIO D DELGADO

Chief, Training and Research Division

PSINSP FELIZARDO S EUBRA, JR

Chief, Web Administration and Devt. Division

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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.

Present Organization Structure


Proposed Organization Structure
Personnel Distribution
Manning Chart
Staffing Pattern

D. Offices Function and Job Description

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

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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

2. Budget and Fiscal Office


2.1
2.2

3.1

Statistics and Reports Team


3.1.1 Reports

3.2

Organization and Program Development Team


3.2.1 Speeches and PNPCS Presentations

3.3

Strategic Plan and Research Team


3.3.1 Integrated System Strategic Plan
3.3.2 Creation of PNPCS Organizational Plans
3.3.3 Creation of PNPCS Implementation Plans

4. Finance Office

62

79

Processing of Individual Voucher


Processing of General Payroll Voucher

5. Police Community Relations Office


5.1
5.2
5.3
5.4
5.5

58

Funding and Procurement of Request from


Divisions/Offices
Preparation/Submission of Reports

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

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6. Security Office
6.1
6.2
6.3
6.4
6.5
6.6
6.7

Creation of Security Guidelines


Implementation of Security Guidelines
Revision of Security Guidelines
Submission of Daily Journal
Compliance to Paperless Journal
Submission of OD Checklist
Incident Report / Security Breach

7. Inspectorate Office
7.1
7.2

135

1. Computer Operations Division

162

Systems Development
System Maintenance

3. Data Management Division


3.1

135

Printing of PNP CFCs


Printing of PNP Payslips
Printing of CFCs for Allotee and Pensioner
Cancellation of CFCs
Disposition of Damaged CFCs
Disposition of Damaged Payslips
Printing of Financial and Management Report
Disposition of Damaged Financial Management Reports
Computer Hardware Maintenance

2. Systems Management Division


2.1
2.2

129

Conduct Pre-charge Investigation (PCI)


Conduct of Summary Hearing Proceedings (SHP)

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)

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3.2

Finance Information System Section


3.2.1 Process of Adding New Records in the PNP
Salary Masterfile
3.2.2 Process of Restoration of Name in the PNP
Salary Masterfiles
3.2.3 Process of Deletion of Names from the PNP
Salary Masterfile
3.2.4 Process of Implementation of Report of
Changes Such as Rank and Long Pay
Adjustment, Correction of Name And Birhtdate
Change of Unit Code
3.2.5 Deduction/Billing Reports (Softcopy thru
diskettes or CD)
3.2.6 Deduction/Billing Reports (Hardcopy)
3.2.7 Updating Of Pension/Retiree/Beneficiary Files
(Add/Delete by Online Process)
3.2.8 Updating Of Pension/Retiree/Beneficiary Files
(Change Reports by Batch Process)

202

3.3

Database Administration Section

233

3.3.1 Updating/Validating Of Salary Masterfiles


(Downloading of Files)
3.3.2 Updating/Validating Of Salary Masterfiles
(Aging of Deduction of Account)
3.3.3 Updating/Validating Of Salary Masterfiles
(Stoppage of Deductions)
3.3.4 Updating Of Employee Masterfile (Rank/Unit
Code/Long Pay/Birthdate/Correction Of Name)
3.3.5 Updating Of Pnp Salary Masterfile
(Implementation of Salary Assignment)
3.3.6 Updating Of Pnp Salary Masterfiles (Processing
Of Deductions)
4. Network Management Division
4.1

Network Administration Section


4.1.1 Installation of Anti-virus software to PNP
CampNet Workstations
4.1.2 Provide Internet Access to PNP CampNet
users/clients workstations
4.1.3 Provide Internet Access to PNP CampNet
users/clients workstations
4.1.4 Installation of PNP Salary System Application
to PNP CampNet Workstations
4.1.6 Installation of Withholding Tax Information
System Application to PNP CampNet
Workstations

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4.2

Network Administration Section


4.2.1 Installation of Additional PNP CampNet EndNodes to Other PNP Units/Offices
4.2.2 Providing network layout and List of Materials
to the Requesting PNP Unit/Office
4.2.3 Conduct Site Inspection to the Requesting PNP
Unit/Office

276

4.3

Network Administration Section


4.3.1 Submission of NMD Monthly Accomplishment
Report
4.3.2 Rendering After Training/Seminar Report for
the Information of the Director
4.3.3 Dissemination of approved NMD Standard
Operating Procedure (SOP) to the PNP CampNet
User/Client and PNP Units/Offices
4.3.4 Requisition for the Procurement of Network
Materials use for Maintenance of PNPCS LAN

289

5. Training and Research Division


5.1
5.2
5.3
5.4
5.5

Procedure in the Conduct of ICT Training


Procedure in the Processing of the Request for ICT
Training by Other PNP Unit / Office
Procedure in the Processing of the Request for
Instructor by Other PNP Unit / Office
Procedure in the Processing of the Request for
Training Facilities by other PNP Unit / Office
Procedure in the Preparation of Annual Training
Program

6. Web Administration And Development Division


6.1
6.2
6.3

306

322

Publication, Revision and Updates of Content in the


PNP website
Website Development
Administration of PNP E-mail System

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III. GLOSSARY OF TERMS


A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.

331

PNPCS Organizational ICT Terms


Administrative Office
Budget and Fiscal Office
Plans Office
Finance Office
Police Community Relations Office
Security office
Inspectorate Office
Computer Operations Division
System Management Division
Data Management Division
Network Management Division
Training and Research Division
Web Administration and Development Division

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
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3.7.
3.8.
3.9.
3.10.
3.11.
3.12.

Computer Operations Division


Systems Management Division
Data Management Division
Training and Research Division
Network Management Division
Web Application and Development Division

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

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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

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4.2.4

Installation of Additional PNP CampNet End-Nodes to Other PNP


Units/Offices
4.2.5 Providing network layout and List of Materials to the Requesting
PNP Unit/Office
4.2.6 Conduct Site Inspection to the Requesting PNP Unit/Office
10.3 Network Administration Section
10.3.1 Submission of NMD Monthly Accomplishment Report
10.3.2 Rendering After Training/Seminar Report for the Information of the
Director
10.3.3 Dissemination of approved NMD Standard Operating Procedure
(SOP) to the PNP CampNet User/Client and PNP Units/Offices
10.3.4 Requisition for the Procurement of Network Materials use for
Maintenance of PNPCS LAN
11. Training and Research Division
11.1
Procedure in the Conduct of ICT Training
11.2
Procedure in the Processing of the Request for ICT Training by Other PNP
Unit / Office
11.3
Procedure in the Processing of the Request for Instructor by Other PNP
Unit / Office
11.4
Procedure in the Processing of the Request for Training Facilities by other
PNP Unit / Office
11.5
Procedure in the Preparation of Annual Training Program
12. Web Administration And Development Division
12.1
Publication, Revision and Updates of Content in the PNP website
12.2
Website Development
12.3
Administration of PNP E-mail System
VII. GLOSSARY OF TERMS
VIII.
REFERENCES

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III.

GLOSSARY OF TERMS
A. PNPCS ORGANIZATION ICT TERMS
1.

Agency refers to any bureau, office, commission, authority, or


instrumentality of the national government, including governmentowned or -controlled corporations (GOCCs), authorized by law or by
their respective charters to contract for or undertake information and
communications technology networks and databases, infrastructure or
development projects.

2.

Application System refers to a group of related activities or


processes designed to support a very specific function (e.g. Payroll
System, Accounting System, etc.). It is referred to as computer-based
information system prepared for the organization to process tasks
that are unique to the particular needs or tailor fit for the particular
operation.

3.

Biometrics the science and technology of measuring and statistically


analyzing biological data.
In ICT, it refers to technologies for
measuring and analyzing human body characteristics such as
fingerprints, eye retinas and irises, voice patterns, facial patterns and
hand measurements, especially for the authentication of
someone.(What is?Coms Encyclopedia of technology Terms;Que
Publishing 2002)

4.

Business Process a collection of business transactions between


business partners and/or internal activities within one business. These
transactions and/or activities together support the objective of the
business process.

5.

Computing Scheme may be classified into two, namely: stand-alone


or independent systems, and networked systems.

6.

Stand-alone or Independent Systems a computing scenario wherein


a computer system runs an application system or IS independent of
other systems.
The operating system, application program and
database are resident in the same computer and not dependent on
other computer systems.

7.

Networked Systems a computing scenario wherein computers,


printers and other devices are linked together, allowing users to
exchange and share information and resources.
Networking is
classified as follows:

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8.

Local Area Network (LAN) which is confined to moderate sized


geographic areas such as one office, building, warehouse or campus.
LAN can operate in different computing scenarios, namely:
a. Centralized is a networking characterized by:
i. One site supplying all information processing
ii. Information Integrated at one location
iii. Development of software and control are
integrated at one location
b. Centralized-Distributed where the database in a central server
is divided into disjoint (non-overlapping) partitions.
Each
partition (also called a fragment) is assigned to a particular
remote site. In this scenario, the data is moved closer to local
users and is more accessible.
c. Open systems can be ported across a wide range of systems and
inter-operate with other applications on local and remote
systems and interact with other users, which facilitates user
portability.
d. Client Server the most recent approach in networking wherein
the logic of the application is divided between the front-end
computer (called the client) and a back-end computer (called a
server). The client generally provides and uses information while
the server retrieves, selects, sorts, calculates, sends only needed
data and manages the database.

9.

Wide Area Network (WAN) which usually consists of a series of


complex packet switches interconnected by communication lines and
spans large geographical distances.

10.

Content of Management Software a software used to manage the


content of the website and consists of two (2) elements: the Content
Management Application (CMA) and the Content Delivery Application
(CDA). It enables one to add/or manipulate content on a website. (p.5
NCC Government Website workshop Manual)

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.

Data Archiving an effort to avoid database chaos, intended to let


organizations cull old data from their old databases in a way that
allows it to be easily restored if necessary. This could be in the form
of: (1) print media like records, photos, films and negatives; or (2)
electronic media like videos, diskettes, magnetic tapes, databases, CDROM and web page snap shots. Archiving, in general, is a process that
will ensure that information is preserved against technological

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obsolescence and physical damage. It will also help conserve very


expensive resources and ensure that the research potential of the
information is fully exploited. In the Philippine Statistical System
(PSS), the adoption of archiving measures has been identified by the
NSCB through Resolution NO. 11 (s. 1997) as a key policy to ensure the
preservation, systematic storage and retrieval of statistical data
including records on their methodology, concepts and other metadata.
13.

Firewall a system designed to prevent unauthorized access and from


a network. Firewalls can be implemented in both hardware and
software, or a combination of both. Firewalls are frequently used to
prevent unauthorized internet users from accessing private networks
connected to the Internet, especially Intranets.

14.

Hardware the electronic and physical components, boards,


peripherals and equipment that make up a computer system as
distinguished from the programs (software) that tell these components
what to do. It is the physical components consisting of the input
devices, central processor, output devices and storage devices.

15.

Hub/Switch a central connecting device in a star topology network


that allows the network to add workstations by extending the
transmission signal. A central point of connection between media
segment that organizes and transmits incoming signals to the other
media segments.

16.

Information and Communications Technology (ICT) is the totality of


the electronic means employed to systematically collect, process,
store, present and share information to end-users in support of their
activities. It consists of computer systems, office systems, consumer
electronics and telecommunications technologies, as well as networked
information infrastructure the components of which include the
telephone system, the Internet, fax machines, computers and its
accompanying methodologies, processes, rules and conventions. A
combination of computer technology, microelectronics applications,
and communications information techniques and methods.
It
encompasses the use of computers, data communications, office
systems technologies, as well as any technology that deals with
modern day application of computing and/or communication. It can
also be seen as the marriage of information technology and data
communication.

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).

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18.

Information System (IS) a system of major processes or operations


which facilitates the storage, processing, retrieval and generation of
information for decision-making, planning, controlling and monitoring
purposes. It also refers to a group of related processes (manual or
computerized) designed to generate information for the exclusive
support of a major functional area of an organization (e.g. Personnel
Management Information System, Logistics Management Information
System, Financial Management Information System, etc.).

19.

Information Systems Planner (IS Planner) designated by the


department secretary/agency head who shall work with the
management and Chief Information Officer (CIO) and mainly
responsible for the formulation, development and implementation of
an Information Systems Strategic Plan (ISSP).

20.

In-house Development the user (within the agency) is involved with


the design and operations of information systems, actively participates
in the change processes and the users knowledge and expertise are
incorporated.

21.

Internet a worldwide interconnection of millions of computer


networks and databases. It is popularly referred to as the Information
Superhighway, the Web, or simply as the Net.

22.

Internet Service Provider (ISP) an entity or company that provides


connection services to the Internet. Access to the Internet is provided
through its facility linked to the Internet. Such service provider may
be a commercial entity, an institution, a university, or any other entity
that has already a link to the Internet.

23.

Management Information Systems information systems which include


external information in addition to the internal information about the
agencys operation. This information will be used for goal setting, and
decision-making purposes of the different levels of management in the
organization.

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

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external or internal. It is an electronic device that makes possible the


transmission of data to or from a computer via telephone or other
communication lines.
26.

Network a communication- based communication and data exchange


systems created by electronically connecting two or more computers
and/or workstations. It is composed of two or more computers that can
communicate with each other.

27.

Network Layout the logical or physical diagram of both the existing


and proposed interconnection of computers and associated devices to
provide end-users with a means of communicating and receiving
information electronically without being limited by geographical
distance.

28.

Office Automation System (OAS) collect, process, store and transmit


information in the form of electronic office communications.

29.

Online Systems these are real-time processing systems that process


data immediately after they are generated and can provide immediate
output to users.

30.

Operating Systems software that supervises and controls task on the


computer. The software that directs a computers operations, as by
controlling and scheduling the execution of other programs and
managing storage and input / output.

31.

Outsource an arrangement in which one company provides services


for another company. (What is? Coms Encyclopedia of Technology
Terms; Que Publishing 2002)

32.

Personal Digital Assistant (PDA) refers to a wide variety of handheld


and palm-sized PCs, electronic organizers and smart phones.

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.

Router a device that physically connects two networks, or a network


to the internet, converting address and sending on only the message
that need to pass to other network.

35.

Server a computer that shares its resources, such as printers and


files, with other computers on the network. One example of this is a
Novell Network Server which shares its disk space with a workstation
that does not have a disk drive of its own. A computer that makes
services, as access to data files, programs and peripheral devices,
available to workstations on a network.

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36.

Software a set of instructions encoded to a computer (and its


peripheral equipment) to execute a command or to process data. It
uses a computer- understandable language. These are the non-physical
components, which may be an operating system, a development
language, database management system, network management
software, set of computer tools and utilities, or an applicable package,
as well as the machine-coded instructions that direct and control the
different hardware facilities.

37.

Software License agreement between a user and a software house,


giving details of the rights of the user to use or copy software
(www.petercollin.com); a legal right granted for a company/agency
to run a software program. For every software program used, a license
is needed and granted to the user (company or agency) and is
documented
in
a
license
agreement
(www.microsoft.com/indic/licensing).

38.

Software Packages canned programs or a set of programs prepared


for applications that are common to the needs of many organizations.
This is made available to users by the software manufacturer to
include the operating instructions and documentation of the programs
as part of the packages.

39.

Telecommunication refers to the transmission of electronic signals;


electronic transmission of any type of electronic information (voice,
image, video, data, etc.) . The movement of information in the form
of voice, text, image, video or all of these multimedia using electrical,
electromagnetic wave and light technology.

40.

Web Hosting the business of housing, serving, and maintaining files


for one or more websites (What is? Coms Encyclopedia of Technology
Terms; Que Publishing 2002).

41.

Workstation - a networked personal computing device with more


power than a standard IBM PC or Macintosh. Typically, a workstation
has an operating system such as UNIX that is capable of running several
tasks at the same time. It has several megabytes of memory and high
resolution displays.

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B. ADMINISTRATIVE OFFICE
1.

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.

2.

Certification the act of certifying a person, thing or document; or


state of being certified. Certification maybe valid for a certain period
of time or lifetime.

3.

Commutation Order ~ is an order that certifies the unused leave


credits of the personnel.

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.

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.

6.

DPRM Form 1A 2007 - the revised PNP ID Application Form.

7.

Leave form (CSC Form No.6) For to be accomplished for filing a


Leave of Absence

8.

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.

9.

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.

10.

Optional Retirement - Upon accumulation of at least twenty (20) years


of satisfactory active service, an officer or non-officer, at his own
request and with the approval of the Commission, shall be retired from
the service and entitled to receive benefits provided by law.

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11.

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.

12.

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.

13.

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.

14.

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.

C. BUDGET AND FINANCE OFFICE


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.

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.

D. PLANS OFFICE
1.

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.

2.

Information Communications Technology (ICT) - is the broader term


of IT to explicitly include the field of electronic communications.

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3.

Information System (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.

4.

Information Systems Strategic Plan (ISSP) refers to a three (3) to


five (5) year computerization framework of an agency which describes
how the organization intends to strategically use ICT in pursuit of its
mission and functions. It is a written expression of how an agency
intends to use ICT to support its data processing and decision-making
processes.

5.

Information Technology (IT) - is "the study, design, development,


implementation, support or management of computer-based
information systems, particularly software applications and computer
hardware." In short, IT deals with the use of electronic computers and
computer software to convert, store, protect, process, transmit and
retrieve information, securely (by Information Technology Association
of America (ITAA)).

6.

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.

7.

Organization - is a social arrangement which pursues collective goals,


which controls its own performance, and which has a boundary
separating it from its environment.

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.

Plan is a proposed or intended method of getting from one set of


circumstances to another. They are often used to move from the
present situation, towards the achievement of one or more objectives
or goals.

10.

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.

11.

Program - (in management) has at least two senses: a collection of


projects that is directed toward a common goal. (e.g. PNP
Computerization); and broad framework of goals to be achieved,
serving as a basis to define and plan specific projects. (e.g. PNP Web
Portal)

12.

Program Review and Analysis A report regarding the use of funds on


predetermined target programs/activities/projects.

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13.

Project - is a temporary endeavor undertaken to create a unique


product or service. A project usually needs resources to deliver its
results. Most of the time project execution is based on detailed plan,
which considers also external factors and constraints. Planning,
execution and controlling of project is the primary field of project
management.

14.

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.

E. FINANCE OFFICE
1.

Allowance - is a term used to describe an allocation of money from


one person or an organization to a person.

2.

Claim - is a legal action to obtain money, property or the enforcement


of a right protected by law against another party.

3.

Differential - refers to differences in pay due to differences in the jobs


themselves and other factors, for a given worker.

4.

Incentive - is any factor (financial or non-financial) that provides a


motive for a particular course of action, or counts as a reason for
preferring one choice to the alternatives.

5.

Pension - is a steady income given to a person (usually after


retirement). Pensions are typically payments made in the form of a
guaranteed annuity to a retired or disabled employee.

6.

Reimbursement - is the act of compensating someone for an expense.


Often, a person is reimbursed for expenses when the person incurs
those expenses through employment or in carrying out duties for
another party.

7.

Voucher In account payable, is an accounting document usually


produced after receiving a vendor/client/receiver invoice, after the
invoice is successfully matched to a Purchase Order or Payable. It
represents an internal intent to make a payment to the receiver in the
amount of the voucher.

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F. POLICE COMMUNITY RELATIONS (PCR) OFFICE


1.

Gender Awareness and Development (GAD) - often means a focus on


gender-equality, ensuring participation, but includes an understanding
of the different roles and expectation of the genders within the
community. As well as directly addressing inequality, attention to
gender issues is regarded as important to the success of development
programs, for all participants.

2.

General Office Attire (GOA) refers to the standard uniform of PNP


uniformed personnel.

3.

Inspection an organised or formal check-up/evaluation exercise. It


involves the measurements, tests, and gauges applied to certain
characteristics in regards to a person, object or activity.

4.

Newsletter - is a regularly distributed publication generally about one


main topic that is of interest to its subscribers. Newspapers and
leaflets are types of newsletters.

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.

Police Information and Continuing Education (PICE) - is a regular


conduct of seminar or training, discussion or class pertaining to police
functions and organization and other useful information related to
work in the police service.

7.

Uniformed Personnel Active Member of the Police Service both


Police Commission Personnel and Police Non-commission Personnel

G. SECURITY OFFICE
1.

Daily Journal an official record of daily proceedings which contains


activities for the day, Incoming Communications going to and Outgoing
Communications coming from PNP CS.

2.

Incident Report documentation for any unusual problem, incident, or


other situation that is likely to lead to undesirable effects or that
varies from established policies and procedures or practices.

3.

Incoming Communications communications going to PNPCS.

4.

Mapped Network Drive a folder on another computer which can be


used as a local folder wherein files can be moved freely.

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5.

Outgoing Communications communications sent by PNPCS.

6.

Paperless Journal the Daily Journal of each PNP Directorate and


National Support Units will be sent thru the PNP CampNet or thru a
Virtual Private Network (VPN).

7.

PDF Portable Document Format, a Data Format for representing


documents in a manner that is independent of the original application
software, hardware, and operating system.

8.

Security Breach defined as an unauthorized acquisition of equipment


or information which compromises the security, confidentiality or
integrity of private information.

9.

Security Guideline Standard Operating Procedures to secure PNP CS


personnel, premises and equipment.

10.

Shared Folder It is a directory on a computer that is available to


other computers on the same network.

11.

Upload transfer a file or program to a central computer from a


smaller computer.

12.

Virtual Private Network a secure network connection using a public


communication infrastructure.

13.

Web Browser - an application program that provides a way to look at


and interact with all the information on the World Wide Web.

H. INSPECTORATE OFFICE
1.

Pre-charge Investigation an inquiry to determine whether there is


sufficient ground to engender a well-founded belief that an
administrative/criminal offense has been committed and that
respondent is probably liable thereof and should be held for a formal
investigation.

2.

Summary Hearing Proceedings the expeditious administrative


proceedings conducted consistent with due process to determine the
culpability or innocence of the respondent.

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I. COMPUTER OPERATIONS DIVISION


1.

Cancelled CFCs - Are checks which were cancelled pursuant to


SOP#21. These checks are subject for deletion for the period but
whose directives to the effect were received only after the checks
have already been printed.

2.

Committee on Disposition of Damaged CFCs and Payslips a group


composed of selected CS personnel organized to dispose properly the
damaged CFCs and payslips pursuant to SOP#21.

3.

Continuous Form Checks (CFCs) checks issued by the servicing bank


which the PNP Computer Service shall use in printing the names and
net pay of PNP Personnel for a particular pay period.

4.

Damaged Check - a check assigned for a particular payment but not


issued due to damage in the process of printing, signing and bursting.

5.

Damaged Financial/Management Report are reports which were not


released due to damage in the process of printing.

6.

Damaged Payslip payslip which were not issued due to damage in the
process of printing.

7.

Financial/Management Reports reports generated for DPRM, DC,


Accounting, and COA used as supporting documents of the salary of
PNP personnel and financial institutions.

8.

Job Request Form (JRF) - to be filled-up by client/office requesting


for printing of their jobs.

9.

Memo Request for Computer Repair - A memo from unit/offices


specifying request for repair services of CS of their PC and computer
peripherals.

10.

Non-Negotiable a mark in ink stamped enface of damaged CFCs


for security reasons.

11.

Payslip - Legal document containing the gross earnings, deductions,


and net pay of individual PNP personnel.

12.

PNP CFC Cancellation Team a group composed of members from


DPRM, DC, CS, and FS organized to cancel CFCs pursuant to SOP#21.

13.

Service Request Form (SRF) - to be filled-up by client/office unit


concerned requesting IT hardware for maintenance/repair services of
CS.

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J. SYSTEMS MANAGEMENT DIVISION


1.

Adaptive Maintenance Changing the applications to adapt it to a new


hardware or software environment, adaptive maintenance may
involve, for example, moving an application from a mainframe to a
client server environment, or converting it from a file to a database
environment.

2.

Button (sometimes known as a command button or push button) is a


widget that provides the user a simple way to trigger an event like
searching for a query at a search engine, or to interact with dialog
boxes to confirm users action.

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.

Client refers to any person, division /directorate that use the


application software developed by Computer Service.

5.

Concept Of Operation a verbal or graphic statement in broad outline


in regard to an operation or series of operation. This is designed to
give an overall picture of the operation and is included primarily for
additional clarity of purpose.

6.

Conceptual Data Model is the process of structuring and organizing


data structure and implemented in a database management system.

7.

Corrective Maintenance Corrective maintenance diagnoses and


corrects errors in an operational system.

8.

Data Dictionary a catalog which contains the names and structures of


all data types with a corresponding definition.

9.

Data Field - a single characteristic or fact about entity. A data


element, field or attribute is the smallest piece of data that has
meaning within an information system.

10.

Data Import - import data in the specified format from a file.

11.

Data Manipulation the standard operation of sorting, merging,


input/output and report.

12.

Data Model describes data structures and design.

13.

Documentation describes an information system and helps the users


who will interact with it. It is essential for a successful system
operation and maintenance.

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14.

Entity Relationship Model- is a graphical model of information system


that depicts the relationships among entities.

15.

Error Message a message indicating detection of an error.

16.

File Structure is a particular layout of data in a computer file and


well defined available specification.

17.

List Box an on-screen display of text items in a scrollable window


that a user can select.

18.

Live Data a set of actual data used by the client to process


transactions and extracted by the developer for final system testing.

19.

Logical Model shows what a system must do, regardless of how it will
be implemented physically.

20.

Media Storage (also called storage medium). In computers, a storage


medium is any technology (including devices and materials) used to
place, keep and retrieve data. Although the term storage includes
both primary storage (memory), a storage medium usually means a
place to hold secondary storage such as that on a hard disk or tape.

21.

Menu a list of available options, especially as displayed on screen.

22.

Merging Of File combining or uniting two sets of data.

23.

Message Box - a small window that pops on your screen to warn that
your computer is about to perform an operation.

24.

Object Model describes objects which combine data and processes.

25.

Option Box - a movable window that is displayed on screen in response


to the user selecting a menu option.

26.

People Ware refers to a productive project team in the world of


software developing system composed of project officer, system
analysts programmers and researchers.

27.

Perfective Maintenance It involves changing and modifying the


system to respond to changing user requirements and organizational
needs improving systems efficiency.
It also involves enhancing
documentation.

28.

Process Model it describes system logic and processes that


programmers use to develop necessary code modules.

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29.

Project Proposal - a set of documents presented to the client which


states how the system will be develop to include the project
requirements.

30.

Pull Down Menu a menu in a graphical user interface whose title


is normally visible but whose contents are revealed only when
activated by pressing the mouse button while the pointer is over the
title to show the menu items.

31.

Runtime refers to the actual execution of a program.

32.

Runtime Error a problem that is encountered when program is being


executed.

33.

Schedule Of Activities illustrates a project schedule which contain a


detailed breakdown of assigned task and the responsible people ware
to complete the project.

34.

Screen Menu a list of systems module and sub- module usually


known as the Main Menu of the system.

35.

Software Maintenance process of enhancing and


deployed software as well as remedying defects.

36.

Solution the best alternative to solve the problem reported


client.

37.

Symbols (Flowchart) figures used in the flowchart. There are several


symbols used in systems development, to wit:

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)

System Development - is a framework originally based upon rapid


application development that utilizes continues user involvement in
an interactive development and incremental approach which is
responsive to changing requirements.

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39.

System Documentation describes the systems function and how they


are implemented. It is a reference material for programmers and
analyst who must support and maintain the system. It includes project
proposal, data dictionary, data flow diagram, object models, screen
layout and references.

40.

System Flowchart physical modeling tool that uses various symbols


to identify input and output operation, represent data or files and
shows media such as disk, documents and reports.

41.

System Implementation the process of installing the system that will


test and exercise the complete system in its actual environment to
determine its capabilities and limitations to know if the system is
functionally operative and is compatible with the other subsystems and
supporting elements required for its operational employment.

42.

System Outline consist of identified input and output requirements,


database files and system processes.

43.

System Presentation a live show of the proposed system by the


project team for the client/user with the use of projector and PC/
Laptop.

44.

System Testing includes a series of test to determine if the proposed


system is functioning properly. It involves the following:
a.
Program testing testing of individual programs and modules.
b.
Integration testing testing of two or more programs dependent
on each other.

45.

Test Data a set of data created for testing new or revised


application.

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.

Troubleshoot the attempt to locate the source of the


software problem and correct it.

49.

Users Manual a written guide with associated images intended to


give assistance to people using a particular system.

50.

Users Training lecture to help the users to be familiarized with the


software used and be comfortable in operating the system.

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51.

Walkthrough an administrative process for reviewing the design and


operation of a new system design. It is a review done by a small group
of people involved in the system development to check the existing
system models, to detect flaws inaccuracies, errors and omissions in
the proposed design.

K. DATA MANAGEMENT DIVISION


1.

Database (DB) an organized group or set of inter-related information


about a subject that can be processed, retrieved, analyzed and used
in drawing conclusions and making-decisions.

2.

Database Management System (DBMS) viewed as a system software


package that controls the development, use, and maintenance of the
databases of computer-using organizations.

L. NETWORK MANAGEMENT DIVISION


1.

Accomplishment Report of NMD ~ Pertains to the records of activities


and programs conducted in relation to the NMD duty and functions

2.

Anti-Virus (AV) Software a program that detects and removes


computer viruses.

3.

End-node a network node/end-point connecting workstation to the


PNP Campnet.

4.

Information System Owner PNP Unit/Office that legally owns the


Information System.

5.

Magic 7.1e Dongle Acknowledgement Form a form that serves as


acknowledgement of the Magic 7.1e dongle installed at the user/client
workstation.

6.

Magic 7.1e Runtime Dongle is a small hardware device that connects


to a computer to control access to PNP Salary System developed using
the Magic 7.1e development tool. When the dongle is not present, the
application refuses to run or runs in a restricted mode.

7.

Network Cable is the medium through which information usually


moves from one network device to another.

8.

Network Layout - the logical or physical diagram of both


existing
and proposed interconnection of computers and associated devices to
provide end-users with a means of communicating and receiving
information electronically without being limited by a geographical
distance.

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9.

NMD SF (Network Management Division Service Form) - A form


formulated to serve as basis of actions taken/services rendered and
acknowledge by the requesting party upon network-related service is
rendered.

10.

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.

11.

PNP Campnet User/Client - the user or client of a workstation


connected to the PNP Campnet.

12.

SF (Service Form) - an NMD document being accomplished by the


requesting party after rendering network related service by the NMD
personnel.

13.

User/Client the user of a workstation connected to a network

14.

Workstation (Campnet) - a personal computing device which is


physically connected to the PNP Campnet.

15.

PNPCS LAN is a network based on Transmission Control


Protocol/Internet Protocol (TCP/IP) belonging to the Philippine
National Police located within the perimeter of PNP Computer Service.

M. TRAINING AND RESEARCH DIVISION


1.

Annual Training Program refers to an annual ICT training program to


be offered by the PNPCS to the PNP personnel.

2.

Instructor - teachers facilitate student learning, often in a classroom


setup in a school/academy/learning center. The objective is typically a
course of study, lesson plan, or a practical skill, including learning and
thinking skills.

3.

Training - refers to the acquisition of knowledge, skills, and


competencies as a result of the teaching of vocational or practical
skills and knowledge that relates to specific useful skills.

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N. WEB ADMINISTRATION AND DEVELOPMENT DIVISION


1.

E-mail Electronic mail, is a store and forward method of composing,


sending, storing, and receiving messages over electronic
communication systems.

2.

E-mail System - applies both to the Internet e-mail system based on


the Simple Mail Transfer Protocol (SMTP) and to intranet systems
allowing users within one organization to e-mail each other. Often
these workgroup collaboration organizations may use the Internet
protocols for internal e-mail service.

3.

Web Development or Website Development - is a broad term for any


activities related to developing a web site for the World Wide Web or
an intranet. This can include e-commerce business development, web
design, web content development, client-side/server-side coding, and
web server configuration.

4.

Website is a collection of Web pages, images, videos and other


digital assets that is hosted on one or several Web server(s), usually
accessible via the Internet, cell phone or a LAN.

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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

1st Commanding Officer of the Philippine Constabulary Data Processing Unit


(PCDPU)
Acquisition of twenty eight (28) INM keypunching machines.
Acquisition of IBM Accounting and Tabulating machines.
Implemented the Nation- Wide Uniform Crime Case Report (NUCCR) Systems
pursuant to Executive Order No. 127 dated 06 May 1968.

CRIME INFORMATION AND DATA PROCESSING UNIT (CRIDPC)


MAJ PEDRO M RESURRECCION JR (PC) ~ 16 August 1969 18 January 1971
CAPT CESAR C OKOL (PC) ~ 12 June 1971- 03 January 1972
CAPT GENARO ROSALES (PC) ~ 01 January 1972- 22 January 1972

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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

CONSTABULARY COMPUTER CENTER (CCC)


MAJ FELINO C PACHECO JR (PC) ~ 23 January 1972- 07 April 1976
P/DIR UMBERTO A RODRIGUEZ (PC) ~ 07 July 1976- 31 March 1986

Acquisition of Sperry Rand Univac 9400-Dual Processor to allow Multi- Programming


Task
Development and Implementation of the Computerized Salary System for PC/INP
Personnel.
Development and Implementation of PC Property Inventory System
Development and Implementation of Computerized Firearms Licenses.
Development and Implementation of Computerized Licenses of Security/ Company
Guards, Private Detectives and Agencies.
Introduced the ASSET approach in the development of Information Systems.
Implemented the Peace and Order Council (POC) Management Information System
pursuant to Executive Order No. 727 dated September 1981 to enhance the peace
and order campaign.
Construction of extension building to house the newly acquired Sperry Rand UNIVAC
1100.
Acquisition and installation of General Computer System (GCS2100) Machines.

PC/INP COMPUTER CENTER (PC/INPCC)


COL CESAR C OKOL ~ 01 April 1986- 16 October 1986
PSSUPT RUFINO G IBAY JR ~ 17 October 1986- 14 May 1990
PSUPT JOHNNY H SALVANA ~ 15 May 1990- 15 January 1991

Initiated the transfer of Altos Computer System from Finance Center to Computer
Center for processing of salary transaction.
Replaced the UNIVAC AC9400 with UNIVAC100.

PHILIPPINE NATIONAL POLICE COMPUTER CENTER (PNPCC)


COL ELPIDIO O ABLANG ~16 January 1991- 16 October 1991
BG LAUREL R VALDEZ ~ 17 October 1991- 06 March 1992

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

PHILIPPINE NATIONAL POLICE COMPUTER SERVICE (PNPCS)


PCSUPT ENRIQUE T BULAN ~ 16 March 1992- 16 October 1992
PSSUPT ANACLETO P ARQUE JR ~ 16 November 1992- 08 October 1995
PCSUPT TIRSO L ROSAL ~ 02 October 1995- 08 September 1998
PSSUPT JOHNNY H SALVANA ~ 08 September 1998- 16 September 1999
PCSUPT RICARDO F DE LEON ~ 16 September 1999- 13 January 2000

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.

PHILIPPNE NATIONAL POLICE COMPUTER SERVICE (PNPCS)


PCSUPT QUIRINO D DELA TORRE ~ 13 January 2000- 21 April 2003

Establishment and Operationalization of an Automated Command and Control


facility at the Central Police District (CPD) NCRPO. The Computerized facility is a
Pilot Project which shall be replicated in all Cities and Municipalities within the
National Capital Region. It has the following modules:
o Automatic Vehicle Location System (AVLS)
o Call Management System (CMS)
o Computer Aided Dispatch System (CADS)
Development of the following Application Systems:
o Firearms Information Management System (FIMS)
o Vehicle Information Management System (VIMS)
o Security Agencies and Guards Information System (SAGIS)
o Wanted Persons
o Computerized PNPID System
o Philippine Drug Law Enforcement Information System
o Complaints, Referral, Action and Verification System
o Retirement Claim Information System
o COC Incident Monitoring System
Establishment and operationalization of the PNP Web Site
Operationalization of the PNP Campus Network
Repair and renovation/improvement of PNPCS Offices:
o Administrative Office
o Data Management Division

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o
o
o
o
o

Research and Development Division


Training Division/ Training Laboratory
Computer Operations Division/ Computer Room
Establishment of Regional Pilot Information Technology (IT) Offices
Steered the PNPCS as the Best National Support Unit of the Year 2000.

PHILIPPINE NATIONAL POLICE COMPUTER SERVICE (PNPCS)


PCSUPT JOHNNY H SALVANA ~ 28 April 2003- 20 February 2006

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

B. Mission, Vision and Function of the PNP Computer Service

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Designs, develops, maintains and implements Information Systems for the


different PNP Units/Offices;
Builds up and manages databases of Information Systems;
Supports the implementation or enhancement of Information Systems
developed by other units;
Maintains and expands coverage of the Data Communication Network;
Develops and implements Information Technology (IT) training programs for
PNP personnel;
Conducts Information Technology (IT) related research and studies; and
Performs such other functions as the C, PNP may direct.

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

BUD & FISCAL

PLANS

LINE DIVISIONS

COD

SMD

DMD

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NMD

TRD

WADD

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

2.
3.
4.
5.

Proposed Organization Structure


Personnel Distribution
Manning Chart
Staffing Pattern

D. Offices Function and Job Description


1. COMMAND GROUP
1.1

Director, Computer Service

1.2

Deputy Director For Administration, Computer Service

1.3

Assists Director, Computer Service in carrying out his functions.


Represents the Director in official conferences, engagement activities
when Director, CS is not available.
Acts as Acting Director in the absence of D, CS.
Performs other duties as the Director, CS may direct.

Deputy Director for IT Matters, Computer Service

1.4

Assists and advises the Chief, PNP in the areas of Information


Technology requirements of the PNP for the effective and efficient
delivery of public safety service and internal security.
Provides administrative direction and control of all human, material
and financial resources in attaining the mission and objectives of the
Service.
Perform other duties as directed by higher authorities.

Assists Director, Computer Service in carrying out his functions


particularly on the planning and implementations of programs
pertaining to IT.
Responsible in the direction and control of the deployment of CS IT
Personnel to PNP units and offices.
Provides control on the development of small and medium scale
information systems through major involvement in the walkthrough
process.
Performs other duties as the Director, CS may direct.

The Chief Directorial Staff

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.

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Reviews all outputs of the staff before endorsing it to the Deputy


Director.
Continuously reviews the existing policies and guidelines for possible
amendments or revision.
Performs other duties as Director, CS may direct.

2. STAFF OFFICES
2.1

Inspectorate Office

To conduct pre-charge investigation (PCI) against erring CS personnel;


To conduct Summary Hearing Proceedings (SHP) against erring CS
personnel and inorganic personnel referred by various units of PNP;
To issue certificate of non-pending case for CS personnel for whatever
legitimate purpose it may serve; and
To conduct intensified inspection of CS Management and operations in
coordination with the yearly AGI-ORSITE.

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

Controls, coordinates and supervises the administrative requirements


of the Computer Service
Prepares personnel plan and projections.
Administers and manages matters pertaining to personnel and records
keeping of uniformed and non-uniformed personnel Computer Service.
Recommends changes in plans, policies and programs and ensure
efficient recruitment, procurement and selection of personnel of the
Computer Service.
Translate decisions into directives concerning personnel information
movement and development.
Provides personnel the maintenance of all equipments and facilities, as
well as the cleanliness of the building and premises of the Computer
Service.
Perform other functions as the Director, CS may direct.

Administrative Officer (ADMO)


o
o
o

Directs, controls, plans, coordinates and supervises all


administrative activities of the Administrative Office.
Ensures the proper administration of personnel, equipment of the
Service
Formulates plans and policies for the efficiency of the function of
the Office.

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o
o

Monitors the performance evaluation/assessment, personnel


evaluation and promotion, evaluation of jobs for guidance and
assignment of all organic personnel.
Reviews ways to re-evaluate and develop more productive office
procedures and systems.
Performs other duties as may be directed by the Command Group
of the Service.

Assistant Administrative Officer


o
o
o

o
o

Acts as the Administrative Officer in his/her absence.


Assists the Administrative Officer in directing, controlling and
supervising all administrative activities of the Service.
Assists the Administrative Officer in monitoring and supervising
the communication management office lay-out and space
management, compliance to administrative policies/periodic
reports and maintenance/ updating of records system.
Coordinates with the Personnel Officer in managing human
resources and all activities related to it.
5. Performs other duties as may be directed by immediate
supervisor.

Chief Clerk
o
o

o
o
o

Responsible in handling incoming and outgoing communications,


messages, reports, orders and the like.
Prepares and/or supervises the preparation of Duty Detail
schedules, recurring reports, monthly roster, office orders,
records correspondence and the maintenance of office files.
Act as the guidance counselor of Non-officer rank personnel.
Acts on the communications within his span of control and pass
them on to proper channels for further action/comments.
Performs other duties as may be instructed by the immediate
supervisor.

Chief, Records Section


o
o
o
o
o

Formulates policies, procedures, rules and regulations to improve


maintenance of records and filing system.
Coordinates, directs and supervises activities related to records
management.
Develops recommendations and implements work method and
techniques designed to improve records management.
Maintains and preserve all official records, incoming and outgoing
reports/communications of this Service.
Performs other duties as may be directed by immediate
supervisor.

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Chief, Personnel Section


o

o
o
o
o

o
o

Directs, coordinates and monitor personnel activities/projects


designed to attain the greatest degree of personnel
effectiveness.
Reviews statement of service records, certification for approval
of immediate supervisor.
Prepares and updates the units Qualifications Standard for
approval of the Director, CS.
Prepares the assessment proposals of candidates for promotion.
Monitors and supervises the preparation of action on
appointments, transfer, resignation, reinstatement, salary
adjustment attendance and other matters pertaining to personnel
services for approval of ADMO and other higher officials.
Prepares communications on personnel matters.
Performs other duties as may be directed by immediate
supervisor.

Chief, Supply and Logistics Section


o
o
o
o
o
o
o
o
o

Determine the logistical requirements of the Service


Prepare the program for the procurement of supplies, materials
and equipment needed by the service
Exercise supervision over storekeeping, procurement and
property which includes issuance and shipment.
Maintains records of supplies and materials and prepares and
submit inventory of supplies.
Prepare and/or implement procedures and directives for the
maintenance, repair and disposal of CS facilities and equipment
Prepare and update records and reports on the status of facilities
and equipment of the Service
Prepares a comprehensive listing of equipment and supplies
requirement of each Division.
Supervises and directs repairs and maintenance of equipment.
Performs other duties as may be directed by immediate
supervisor.

Chief, General Services Section


o
o

Formulates plans and policies for the efficient functioning of the


Section.
Supervises the maintenance of all equipment and facilities, as
well as the cleanliness of the building and premises of the
Service.
Performs other duties as may be directed by immediate
supervisor.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

BUDGET and FISCAL Office

Exercise supervision, administration, direction and control of financial


resources of the Computer Service.
Prepares annual budgetary requirements of the Computer Service.
Provide guidelines for the financial management and control, and
internal audit of CS network appropriation (NWA).
Program, appropriate and control financial resources allocated for the
Computer Service.
Perform other functions as directed by Director, CS.

Chief, Budget and Fiscal Officer


o
o
o
o
o

Prepares budget estimates in accordance with the approved


guidelines and priorities including supporting justifications;
Assists management in the presentation and justification of
budget estimates to higher headquarters;
Re-aligns expenditures according to program and projects based
on approved appropriations;
Acts as Liaison Officer in the follow-up and submission of
budgetary requests;
Does other duties that may be assigned from time to time.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Budget PNCO
o
o
o

Clerical/Office work related to sorting, filing, typing and


computing particularly financial statement;
Act as liaison officer for the follow-up and submission of
budgetary request.
Performs other duties as may be directed by higher authority.

Organizational Structure
Budget and Fiscal
Officer

Secretary

Budget PNCO

2.4

Plans Office

Formulate, monitor and supervise the execution of plans and programs


of the Computer Service.
Prepares annual development plan of the Computer Service.
Review and update existing organizational structure of the
Computer Service Development Plan.
Undertakes special studies and conduct monitoring of the
implementation of special projects approved by the Director, CS.
Perform other tasks as directed by Director, CS.

Chief, Plans Office


o
o

Supervises and monitors the direction and execution of PNPCS


Plans and Programs;
Develops and recommends realistic short and long range systems
plan and priorities to match and support the PNP Information
Systems Strategic Plan (ISSP);
Communicates regularly to management/superiors the progress
and status of the systems project and assignments in terms of
work in progress, work accomplished, costs incurred and status
versus plans;

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

o
o

Establishes and maintains adequate records of manpower and


equipment utilization and work standards to provide data for
future planning and analyzes of performance;
Keep management/superiors fully informed of all significant
matters, deviations from target output and problems and
recommends solutions/actions leading to the improvement of the
operation of the Division;
Establishes and maintains a sound working relationship with other
CS Division Chiefs/PNP user and clientele;
Performs other functions as may be directed by CS Director and
Deputy Director.

Assistant Chief, Plans


o
o
o
o
o
o
o

Assists the Chief, Plans in the direction and supervision of Plans


Office;
Analyses and evaluate report to be submitted to higher
Headquarters;
Assists in monitoring the execution of the Plans and Programs of
CS through creation of activities in connection with the AOPB;
Reviews the Annual Development Plan;
Assists in undertaking studies on the development and
implementation of special IT projects;
Reviews the CS organizational structure as needed;
Performs other related functions as directed by the C, Plans.

Strategic Plans and Research Team


o
o
o
o
o

Conduct research-related activities in support to the formulation,


review and update of ISSP;
Prepares the CS Annual Development Plan in consonance with the
ISSP;
Prepare IMPLAN/OPLAN in consonance with the PNP master plan
in line with the CS Mission, Vision and Function;
Documents developed methods, doctrine, guidelines, procedure s
and standards;
Performs other related functions as directed by the C, Plans.

Organizational and Program Development Team


o
o
o
o

Formulate, monitor and supervise the execution of plans and


programs of the Computer Service;
Formulate programs in consonance with the PNP thrust or as
instructed by the higher headquarters;
Reviews and update existing organizational structure of the
Computer Service;
Performs other related functions as directed by the C, Plans

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Statistics and Reports Team


o
o
o
o

Prepare the Program Review and Analysis Reports;


Prepare Command Conference Reports for D, CS
Prepare Accomplishment Reports
Performs other related functions as directed by the C, Plans

Organizational Structure
Chief, Plans

Assistant Chief, Plans

Strategic Plans and


Research Team
2.5

Organizational and
Program Devt Team

Statistics and Reports


Team

Finance Office

This Office is concerned in the preparations and distributions of


salaries, allowances and other benefits of CS uniformed and nonuniformed personnel. And it maintains financial records of the pay and
allowances and other financial matters of CS personnel.

Finance Officer
o
o
o
o
o

o
o

Facilitate the smooth functioning of the Office.


Administer the preparations and distributions of pay and
allowances of CS uniformed and non-uniformed personnel.
Administer the processing of retirement benefits/ commutation
of leave of retired CS personnel.
Recommends programs and policies as regards to proactive
processing and fast release of claims of CS personnel.
Coordinates with the Finance Service concerning the preparations
and distributions of pay and allowances and other financial
matters.
Act as the Secretariat/Member of PNP CS Provident Fund
Extension Office.
Perform such other functions as the D, CS may direct

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Finance PNCO
o
o
o

Responsible in the distribution of salary every 15th and 30th day


of the month.
Prepares vouchers/payroll and other financial matters.
Prepares the Roster of CS Personnel with CFCs and ATMs,
Acknowledgement Report, Total Gross/Net Report, Alpha List for
Pay Slip and other reports to be submitted to 14th FSO.
Perform such other functions as the Finance Officer may direct.

Liaison PNCO
o
o
o
o
o

Received collateral claims/checks release.


Monitors the voucher of CS personnel for fast release of
checks/calims.
Pick up pay slip every end of the month to 14th FSO.
Submit the Roster of Troops, Acknowledgement Report and other
reports required by the 14th FSO.
Perform such other functions as the Finance Officer may direct.

Finance Clerk
o
o
o
o
o
o

Prepares the request certification such as Certification of Non


Money Accountabilities, Non Payment and Last Payment.
Prepares the administrative requirements needed by other
Offices/Units.
Responsible in the distribution of Pay Slip of CS Personnel.
Maintains records of all documents of the Office.
Assists the Finance PNCO in the preparation of vouchers/payrolls
of CS personnel.
Perform such other functions as the Finance Officer may direct.

Organizational Structure
Chief, Finance Office

Finance PNCO

Finance
Clerk

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2.6

Police Community Relations (PCR) Office

Conducts Police Information and Continuing Education (PICE) and the


traditional Inspection-in-Rank;
Organize livelihood projects;
Conducts Gender Awareness and Development Seminars to CS
personnel;
Monitor and act on the complaints received in TXT 2920 through the
PNP ITP Wiki.
Conducts Moral Recovery Seminars to CS personnel;
Issues press releases regarding the activities of CS;
Contribute articles for the PNP Journal;
Performs other PCR-related activities.

Chief, PCR/PIO
o
o
o
o
o
o
o

Supervises PCR activities of the Computer Service;


Coordinates with other PNP units regarding PCR activities;
Writes press releases regarding activities of CS;
Supervises the conduct of livelihood projects;
Creates/submits articles for the PNP Journal;
Supervises the conduct of GAD and Moral Recovery Seminars;
Performs other duties as may be directed.

Action PCO
o
o
o
o
o

Monitors and acts on TXT 2920 activities;


Supervises and conducts lectures for the Police Information and
Continuing Education (PICE);
Supervises/ coordinates the conduct of Inspection-in-Rank;
Assists the C, PNP in the conduct of seminars and other PCR
activities;
Performs other duties as may be directed.

Staff/Writer
o
o
o
o

Writes articles for CS press release and contribution to the Police


Digest;
Assists in the conduct of PIO-related activities;
Does clerical/office work to support the administrative
requirements of PIO;
Performs other duties as may be directed.

Office Clerk
o
o

Does clerical/office work to support the administrative


requirements of the office;
Assists in the conduct of PICE program and the traditional
Inspection-in-Rank;

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

o
o
o

Assists in the conduct of PCR-related activities;


Logs in/out and monitors incoming and outgoing communications
of the office;
Performs other duties as may be directed.

PCR Organizational Chart


Chief, PCR/PIO

Action PCO

Staff/Writer

2.7

Office Clerk/ Assistant

Security Office

Minimizing the possibility of a threat to information security causing


loss or Minimizing the extent of loss or damage from a security breach
or exposure;
Ensuring that adequate resources are applied to implement an
effective information security program;
Identifying the essential measures of the information security program;
Ensuring that the principles of information security are consistently
and effectively applied during the planning and development of the
organizations activities; and
Informing all of the organizations personnel, other government
agencies, the all who have access to the organizations information of
their responsibilities and obligations with respect to security.

Security Officer
o

Responsible in the protection of the confidentiality, integrity and


availability of information otherwise known as Information Assets
used by the organization in its day-to-day activities.

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Organizational Structure
Security Officer

Secretary

Security Supervisor
And Team

3. LINE DIVISION
3.1

Computer Operations Division (COD)

Establishes plans, programs and control standards for the efficient


operation of COD.
Generates and releases the financial and management reports of the
PNP Salary System and other Management Information Systems (MIS)
developed and maintained by PNPCS.
Ensures maintenance of computers, printers and auxiliary machines
used in the generation of CFCs, financial and management reports.
Ensures the completeness and quality of information printed thru
verification of reports printed.
Monitors, controls and ensures availability of computer supplies
requirements.
Perform direct cancellation of CFCs pursuant to SOP#21 in cases CFCs
of PNP personnel for deletion for the period but whose directives to
the effect were received only after the checks have already been
printed.

Chief, Computer Operation Division


o

Plans schedule and controls work flow and quality in the


Computer Operation Division in order to maintain high efficiency
in the use of manpower, supplies and equipment within approved
annual budget;
Provides users/clientele with quality information processing
service in accordance with the established input, processing, and
output standards and schedules;
Establishes and maintain adequate controls to ensure that inputs
are safeguarded against loss, distortion due to errors and are

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

o
o

carried correctly throughout the processing to produce correct


output;
Controls and
safeguards systems files, programs/softwares,
operating instruction and procedures to ensure that confidential
information in under proper lock and key and that proper back up
exists in ease of fire or other damages;
Establishes and maintains adequate records of manpower and
equipment utilization and work standards to provide data for
future planning and analyses of performance;
Establishes required level of COD staff competence through
proper definition of responsibilities, delegation of tasks, training
programs and operating disciplines;
Establishes and maintain a sound working relationship with other
CS Division Chief/PNP users and clienetele using COD services;
Keeps management/superiors fully informed of all significant
matters, deviation from SOPs and problems and recommends
solutions/actions leading to the improvements of the operation of
the Division;
Performs other functions as may be directed by CS Director and
Deputy Director.

Asst Chief, COD


o

o
o
o

Provides direct assistance to the Division Chief, in administering


the activities and resources of the Computer Operation Division
(COD), engaged in providing the PNP with the highest possible
quality service in computer processing within the approved time
schedule and cost structures;
Maintains adequate internal operational procedures, controls and
standards to ensure an orderly and systematic flow of work within
COD.
Participates actively in the acceptance of data processing forms
and computer supplies ensuring that they are of high quality and
in accordance to specifications;
Ensures the proper use and sound level of maintenance of CODs
facilities;
Recommends action leading to the improvements of the
operation of the COD;
Performs other functions as may be directed by CS Directors,
Deputy Director and Chief, COD.

Chief, Computer Operation Section


o
o
o
o
o

Exercises supervision over and coordinates the work of all


personnel assigned to Computer Section;
Plans staffing levels and keeps an adequate staff on hand;
Prepares periodic computer utilization reports;
Provides training all Computer Operators as the need arises;
Performs other tasks assigned.

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Chief, Auxiliary Machine Division


o

o
o
o
o
o

Responsible for the monitoring and overseeing the effective of


maintenance of auxiliary equipments in coordination with
equipment supplier;
Responsible for the planning, supervising and controlling of all
activities relative to auxiliary services;
Exercises supervision over and coordinates the work of all
personnel assigned to auxiliary operations;
Provides for the effective practical training in auxiliary
operations for all personnel assigned to the section;
Prepares and submits periodic reports of operations;
Performs other tasks they may be assigned.

Chief, Computer Maintenance Section


o
o
o

o
o
o

Maintains, repairs and upgrades PNP computer hardware and


peripherals;
Conducts and maintains inventory of all PCs and other
peripherals;
Conducts preventive maintenance of all computer hardware at
the different division of CS based on scheduled being maintained
by CMS;
Documents all services rendered;
Prepares and submits weekly and monthly accomplishment report
to C, COD;
Performs other tasks they may be assigned

Organizational Chart
Chief, COD

Asst Chief, COD

Production
Control
Section

Computer
Section

Administrative and Operations Manual

Auxiliary
Section

Computer
Maintenanc
e Section

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2

Systems Management Division (SMD)

Design, implements, and maintains application systems identified in


the ICT Plan of different PNP Units/offices.
Coordinates application development activities in the units/office
through request.
Establishes and manages databases administration of different
information Systems.
Supports the implementation and enhancement of Information Systems
developed by other Units.

Chief, Systems Management Division


o

Supervision , implementation and coordination of activities of the


Systems Management Division in the development of Personnel
Management Information System, Financial Management
Information System, Crime Related Information System and
Special Project Information System.

Assistant Chief, Systems Management Division


o

Assists Division Chief, SMD in the supervision and coordination of


activities of SMD in developing and/or re-engineering of the
various systems/subsystems of the PNP.

Chief, Personnel Management Information System (PMIS) Section


o

Responsible for the development, implementation and


maintenance of application systems related to PNP Personnel.
This section handles the information systems requirements of PNP
DC, PNP DPRM and other affiliated units.

Chief, Financial Management Information System (FMIS) Section


o

Responsible for the development implementation and


maintenance of application systems related to PNP Financial
Management and Information System. This section handles the
information systems requirements of PNP DC, DL and other
affiliated units.

Chief, Crime Related Information System (CRIS) Section


o

Responsible for the development, implementation and


maintenance of application systems related to crime related and
prevention operations. This section handles the Information
Systems requirements of all-operating units, including external
government agencies.

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Chief, Special Projects Information Section (SPIS) Section


o

Responsible for the development, implementation and


maintenance of applications systems outside and are not covered
by the three other sections of the division. At times are highly
sensitive. AD-HOC Information system requirements that this
section would undertake whenever required.

Organizational Structure

C SMD

Asst C SMD

Personnel
Management
Information

3.3

Financial
Management
Information

Crime Related
Information
Section

Special Project
Information
Section

Network Management Division (NMD)

Designs, implements, maintains and upgrades Computer network


infrastructure
Supports the operation and maintenance of the PNP Information
Systems
Establishes and implements network policies of the PNP Campus
network
Administers network security of the PNP Campus Network
Install and upgrades licensed software to PNP workstations

Chief, Network Management Division


o
o
o
o
o
o

Designs, implements and upgrades Computer network


infrastructure
Support the operation and maintenance of the PNP Information
Systems
Establishes and implements network policies of the PNP Campus
Network
Administers network security of the PNP Campus Network
Provides administrative assistance to the different Sections under
this division
Supervises and guides the different Sections under this Division

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

o
o
o

Evaluates performance of NMD Personnel


Prepare and submit weekly and monthly status/accomplishment
reports
Perform other related tasks as directed by the Director,
Computer Service

Asst Chief, Network Management Division


o
o
o
o
o
o
o
o
o

Assist the C, NMD in designing, implementing and upgrading of


Computer network infrastructure
Assist the C, NMD in Supporting the operation and maintenance
of the PNP Information Systems
Assist the C, NMD in Establishing and implementing network
policies of the PNP Campus Network
Assist the C, NMD in Administering network security of the PNP
Campus Network
Assist the C, NMD in Providing administrative assistance to the
different Sections under this division
Assist the C, NMD in Supervising and guiding the different
Sections under this Division
Assist the C, NMD in Evaluating the performance of NMD
Personnel
Prepare and submit weekly and monthly status/accomplishment
reports
Assist the C, NMD in Performing other related tasks as directed by
the Director, Computer Service

Chief, Network Administration Section


o
o
o
o
o
o
o
o
o
o
o

Configures workstations connected to the Local Area Network


(LAN) or the PNP Campus Network
Keeps a list of the IP Address being used in the PNP Campus
Network
Coordinates with different PNP Offices regarding regarding civil
works
Keeps an inventory of network supplies and other network
equipment and tools
Establishes and implements the standard policies on network
usage and network security
Manages the client-server environment of the PNP Campus
Network
Maintains the Network Security of the PNP Campus Network
Maintains the servers located at the PNPCS Server Farm
Installs and upgrades the anti virus programs developed in the
PNP Campus Network
Maintains the PNP Information Systems deployed the PNP
Campus Network
Prepares and submits weekly and monthly status and
accomplishment reports

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Performs other related task as directed by the Chief, Network


Management Division

Asst Chief, Network Administration Section


o
o
o
o
o
o
o
o
o

Assists the C, NAS to configures the workstations connected to


the Local Area Network (LAN) or the PNP Campus Network
Assists the C, NAS in keeping a list of the IP Address being used in
the PNP Campus Network
Assists the C, NAS in keeping an inventory of network supplies and
other network equipment and tools
Assists the C, NAS in establishing and implementing the standards
policies of network usage and network security
Assists the C, NAS in managing the client-server environment of
the PNP Campus Network
Assists the C, NAS in maintaining the Network Security of the PNP
Campus Network
Assists the C, NAS in maintaining the servers located at the PNPCS
Server Farm
Assists the C, NAS for installing and upgrading the anti virus
programs deployed in the PNP Campus Network
Assist the C, NAS in maintaining the PNP Information Systems
deployed the PNP Campus Network

Chief, Network Maintenance Section


o
o
o
o
o
o

Performs ocular inspection of the target sites wherein the Local


Area Network (LAN) will be installed
Designs and prepares the network layout.
Prepares costing for network-related project
Installs and configures network equipment
Installs, set-ups, and activates the Local Area Network (LAN)
Maintains the network connectivity of the different PNP Local
Area Networks and the PNP Campus Network

Asst Chief, Network Maintenance Section


o

o
o
o
o
o

Assist the C, NMS in performing the ocular inspection of the


target sites wherein in the Local Area Network (LAN) will be
installed
Assists the C, NMS in designing and preparing the network layout
Assists the C, NMS in preparing the costing for network-related
project
Assists the C, NMS for installing and configures network
equipment
Assists the C, NMS for installing, set-ups, and activates the Local
Area Network (LAN)
Assists the C, NMS in maintaining the network connectivity of the
different PNP Local Area Networks and the PNP Campus Network

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

o
o
o

Assists the C, NMS in coordinating with different PNP Offices


regarding civil works
Assist the C, NMS in preparing and submits weekly and monthly
status/accomplishment reports
Performs other related tasks as directed by the Chief, Network
Management Division

Organizational Chart

Chief, NMD

Asst Chief, NMD

C, NAS

3.4

C, NMS

Training and Research Division (TRD)

Designs, develops and implements ICT-related and Enhancement


courses of the PNP.
Implements and coordinates Police Education and Value Orientation
Programs of the command in coordination with the DHRDD.
Undertakes research on ICT-related activities and latest trends and
updates towards continuous improvement of the organization.
Develops and revises methods, procedures and standards to
complement and adapt to the continuing changes of technological
demand of the organization.

Chief, Training and Research Division


o
o

Plans, directs, controls and administers the activities


resources of the division.
Assists the Director in policy planning, formulation,
implementation of CS policies, standards, and programs as
be adopted.
Serves as resource person/lecturer on ICT-related topics
representative of the Director in ICT-related conferences
conventions.
Performs other duties as may be directed by the Director, CS

Administrative and Operations Manual

and
and
may
and
and

Page 57

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Asst Chief, Training and Research Division


o
o
o
o
o

Assists the Chief, TRD in planning, directing, controlling,


coordinating and supervising the activities of the Division.
Monitors status of all Division activities project.
Acts as the Chief, TRD in the absence of the incumbent.
Prepares periodic personnel performance appraisal and other
administrative reports.
Performs other duties as may be directed by the Chief, TRD.

Chief, Training Section


o
o
o
o
o
o
o

Develops, revises and Implements ICT-related courses.


Implements and coordinates Police Education and Value
Orientation programs of the command.
Supervises and monitors status of all courses/activities of the
Section.
Performs liaison activities for the ICT training related activities
with other ICT companies and training institution.
Coordinates availability of training slots offered locally or abroad
for CS organic personnel.
Prepares and submits monthly training accomplishments and
other administrative reports.
Performs other duties as may be directed by C, TRD

Chief, Training Support Section


o
o
o
o

Supervises over-all activities of the Section.


Invites resource speaker/instructor from other division and
outside PNPCS.
Oversees the reproduction of handouts, training as required by
higher headquarters.
Performs other duties as may be directed by C, TRD.

Chief, Research Section


o
o
o
o
o

Undertakes and supervises research work as assign by C, TRD.


Initiates research studies and/or surveys and renders progress
reports of projects.
Supervises the review and evaluation of existing Information
Systems and ICT resources.
Prepares and submits accomplishment and other administrative
reports.
Performs other duties as may be directed by C, TRD.

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Organizational Chart
Chief, TRD

Assistant Chief, TRD


Registrar

Secretary

RESEARCH SECTION

TRAINING SUPPORT SECTION


Section Chief

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

Data Management Division (DMD)

Develops PNP Databases


Manages PNP Databases
Maintains PNP Databases
Provides data preparation support services
Provides data control and verification

Chief, Data Management Division


o

o
o

Administer the activities and resources of the Data Management


Division (DMD)
engaged in Systems Maintenance, Database
Management and Data Preparation with the highest possible
quality service within the approved time schedules and cost
structure with the approved time schedules and cost structure.
Maintains adequate internal operational procedures, controls and
standards to ensure and orderly and systematic flow of work..
Participates actively in the acceptance of newly developed or
significantly modified information systems from SMD for routine
operation ensuring that they have been
properly tested,

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

o
o
o

documented, and are of sound operating quality and reliability


level.
Ensures the proper use and sound level of maintenance of DMDs
facilities.
Recommends actions leading to the improvements of the
operation of the DMD.
Performs other functions as may be directed by CS Director,
Deputy Director.

Assistant Chief, Data Management Division


o

o
o
o

Administer the activities and resources of the Data Management


Division (DMD)
engaged in Systems Maintenance, Database
Management and Data Preparation with the highest possible
quality service within the approved time schedules and cost
structure with the approved time schedules and cost structure.
Maintains adequate internal operational procedures, controls and
standards to ensure and orderly and systematic flow of work
within DMD.
Participates actively in the acceptance of newly developed or
significantly modified information systems from SMD for routine
operation ensuring that they have been
properly tested,
documented, and are of sound operating quality and reliability
level.
Ensures the proper use and sound level of maintenance of DMDs
facilities.
Recommends actions leading to the improvements of the
operation of the DMD.
Performs other functions as may be directed by CS Director,
Deputy Director and Chief, DMD.

Chief, Data Preparation Section


o
o
o

o
o

Administers, controls and safeguards PNPCS Databases.


Sets the standards and procedures for database security, access
and update.
Coordinates/participates actively with Systems Management
Division Personnel in the
design and development of PNP
databases both mainframe and micro-computer based.
Ensures that existing Database Management System (DBMS) is
adequately maintained.
Does other duties as may be directed by superiors.

Database Administrator
o
o

Under the direct supervision of the Chief, Data Management


Division performs the following:
Administers, controls and safeguards PNPCS Databases.

Administrative and Operations Manual

Page 60

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

o
o
o
o
o

Sets the standards and procedures for database security, access


and update.
Coordinates/participates actively with Systems Management
Division Personnel in the
Designs and develops PNP databases for both mainframe and
micro-computer based.
Ensures that existing Database Management System (DBMS) is
adequately maintained.
Does other duties as may be directed by superiors.

Database Administration
o
o
o
o

o
o

Exercises supervision over and coordinates the work of all


personnel assigned to Data Control.
Prepares and submits periodic reports to the Chief, Data Control
Section.
Checks all outgoing job of Data Controller for completeness and
compliance to
requirements.
Provide for the effective training e.g. orientations of policies and
regulations, section functions, etc. of new employees and all
other personnel assigned to the section before endorsement of
Chief, Data Preparation Section.
Prepares coding works schedule to effect a well balanced
distribution of work load among Data Control teams.
Maintains close coordination with the Production Controller to
ensure that all manual processing jobs are dispatched promptly,
according to established priority.
Performs other duties assigned.

Organizational Chart
Chief, DMD

Asst Chief, DMD

Database Section

Administrative and Operations Manual

Data Preparation
Section

Data Control /
Verification
Section

Page 61

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.6

Web Administration and Development Division (WADD)

Revise and update Web Pages and uploading of New Pages.


Create Back-up copy of the Web Site.
Maintains subscription of Internet Account.
Secure the registered domain address www.pnp.gov.ph in compliance
with e-commerce readiness.

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.

Assistant Chief, WADD


o
o
o

Enforces compliance with orders issued by superiors to assure


better outputs.
Supervise daily activities of all section officers and staffs.
Report all necessary inputs and suggest solution to the problems
cited.

Web Design Section (WDS)


o
o
o

Designs web base projects (website)


Upgrading and maintaining the web sites
In charge in monitoring reviewed publication of information to
the web

Web Application Development Section (WADS)


o
o

Programmers / provides solution to a system


In charge to solve problems related to programs

Web Administration Section (was)


o
o

Systems administrator and Network administrator.


Provides technical expertise to control the problems encounter
both in the systems and network aspect.

Web Project Management Section (WPMS)


o

In charge in the project proposals, research and development.

Administrative and Operations Manual

Page 62

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

In charge in the presentation of project. Introduce project in and


out the office.

Help Desk Section


o
o
o

Provides technical support service.


Provides customer care assistance.
In charge in training.

Organizational Chart
Chief, WADD

Assist. Chief, WADD

Web
Designer
Section

Web
Application
Development

Administrative and Operations Manual

Web
Administrativ
e Section

Web Project
Management
Section

Help Desk

Page 63

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Certification the act of certifying a person, thing or document; or


state of being certified. Certification maybe valid for a certain period of
time or lifetime.

1.1.4 REQUIREMENTS
1.1.4.1
1.1.4.2
1.1.4.3

For Processing of Claims


1.1.4.1.1 Implementing Order like RCA Order, Long Pay Order and the
likes.
For Loan Purposes
1.1.4.2.1 Filled out Loan Form from Lending Investor
1.1.4.2.2 Latest Photocopy of Pay slip
Others
1.1.4.3.1 Client Purpose

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The Client will submit the required documents to the Administrative


Office.
The Morale and Welfare Staff will evaluate the submitted requirements
and prepare the Certificate of Duty Status.
The NUP Supervisor will verify the documents and sign to certifcate.
The Administrative Officer will sign the Certificate of Duty Status.
Admin Office will release/issue the certification.

1.1.7 SERVICE STANDARD


Transaction Type
Average Transaction Time

Turn Around Time


Submission of Requirements
Evaluation of the Requirements
Verification of the Requirements
Notation of Admin Officer

Total Average Transaction Time

Administrative and Operations Manual

2 hours
1 hour
30 mins
3 hours and 30
mins

Page 65

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Section 39 of RA 6975, An Act Establishing The Philippine National Police


Under A Reorganized Department Of The Interior And Local Government,
And For Other Purposes.

1.2.3 DEFINITION OF TERMS


1.2.3.1

Commutation Order ~ is an order that certifies the unused leave credits


of the personnel.

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

Administrative and Operations Manual

Page 66

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.2.5 FLOWCHART
START

Submission of requirements
to Admin Office

Evaluation of the requirements


& preparation of the
endorsement
(Personnel PNCO)

Verification of the requirements


(Personnel Officer)

Countersignature of the
Administrative Officer

Endorsement of the Director

Submission of Folder to DPRM


for issuance of implementing
orders

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

The Client will submit two copies of the requirements to Administrative


Office.
The Personnel PNCO will evaluate the submitted requirements and
prepare the Unit Endorsement.
The Personnel Officer will verify the documents.
The Administrative Officer will countersign the endorsement letter.
The Director will endorse the issuance of commutation order.
Submission of folder to DPRM for issuance of implementing order.

1.2.7 SERVICE STANDARD


Transaction Type

Turn Around Time


Submission of Requirements
Evaluation of the Requirements
2 hours
Average Transaction Time
Verification of the Requirements
1 hour
Countersignature of Admin Officer
30 mins
Command Group
1 hour & 30 mins
Endorsement of the Director
1 hour
Total Average Transaction Time
6 hours

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Section 39 of RA 6975, An Act Establishing The Philippine National Police


Under A Reorganized Department Of The Interior And Local Government,
And For Other Purposes.

1.3.3 DEFINITION OF TERMS


1.3.3.1

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.

Administrative and Operations Manual

Page 68

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The Client will submit two copies of the requirements to Administrative


Office.
The Personnel PNCO will evaluate the submitted requirements and
prepare the Unit Endorsement.
The Personnel Officer will verify the documents.
The Administrative Officer will countersign the endorsement letter.
The Director will endorse the issuance of retirement order.
Submission of folder to DPRM for issuance of implementing order.

1.3.7 SERVICE STANDARD


Transaction Type
Average Transaction Time

Turn Around Time


Submission of Requirements
Evaluation of the Requirements
Verification of the Requirements
Countersignature of Admin Officer
Command Group

Endorsement of the Director


Total Average Transaction Time

Administrative and Operations Manual

2 hours
1 hour
30 mins
1 hour & 30
mins
1 hour
6 hours

Page 69

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Administrative and Operations Manual

Page 70

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.4.5 FLOWCHART

START

Client will provide


accomplishments

Working Committee will


preliminary evaluate and
assess the
accomplishment/s

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

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Turn Around Time


Submission of Accomplishment Report
Preliminary Screening of Working
Committee
Deliberation and Recommendation of
the Board
Approval of the D, CS
Issuance of Order

Total Average Transaction Time

Administrative and Operations Manual

1 to 2 days
2 days
1 day
1 hour
5 days and 1
hour

Page 72

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

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5.1.5 FLOWCHART
START
Submission of requirements
to Admin Office

Evaluation of the requirements


& preparation of the
endorsement
(Personnel PNCO)

Verification of the
requirements
(Personnel Officer)

Signature the Application


Form and Endorsement
Memorandum

Liaison Officer will submit


the application to RMD ,
DPRM

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

Turn Around Time


Submission of Requirements
Evaluation of the Requirements
2 hours
Average Transaction Time
Verification of the Requirements
1 hour
Countersignature of Admin Officer
30 mins
Command Group
1 hour & 30 mins
Endorsement of the Director
1 hour
Total Average Transaction Time
6 hours

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5.1.8 SAMPLE FORMAT

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15.6

Filing of Leave of Absence

TITLE

Procedure No.

Filing of leave of absence


for all CS personnel.
INTERFACES

1.6

No. of Pages
6

PNPCS Admin Office/Command Group/Personnel

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

PNP Circular No.2002-009 dated May 21, 2002


Rule XVI of the Omnibus Rules Implementing Book V of the
Administrative Code of 1987 (Executive Order 292)

1.6.3 DEFINITION OF TERMS


1.6.3.1
1.6.3.2

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

For vacation/sick leave abroad


1.6.4.1.1 Letter endorsement from unit chief
1.6.4.1.2 Basic letter request, including the number of days, reason for
leave and address while on leave
1.6.4.1.3 Duly accomplished CSC form No.6
1.6.4.1.4 Breakdown of leave credits from RMD, DPRM
1.6.4.1.5 NHQ IAS and Legal Service clearances
1.6.4.1.6 Unit Clearances
1.6.4.1.7 Certificate of non-pending case
1.6.4.1.8 Certificate of non-money/property accountability
For sick leave exceeding five (5) days & maternity leave
1.6.4.2.1 Certificate indicating therein the period and nature of
treatment and with license number of the attending physician
indicted.

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1.6.4.3
1.6.4.4

1.6.4.2.2 Duly accomplished CSC form No.6


For sick leave not exceeding five (5) days
1.6.4.3.1 Accomplished CSC Form No. 6
1.6.4.3.2 Affidavit
For special, mandatory, emergency, & paternity leave
1.6.4.4.1 Duly accomplished CSC form No.6

1.6.5 FLOWCHART
START
Client will duly accomplish CSC Form No. 6
and prepare necessary document.

Personnel Clerk receives and checks the


completeness of the requirements.

C, Clerk/NUP Supervisor records the dates


and countersigns on the leave form.

Personnel Officer signs on the leave form.

Morale & Welfare Staff prepares the Unit


Endorsement.

ADMO signs on the leave form.

Command Group - DDA signs the Unit


Endorsement

Liaison Officer transmits the endorsement


to TDPRM, RMD.

TDPRM,
RMD
issues
appropriate
implementing order and furnish the unit
concerned.

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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.

1.6.7 SERVICE STANDARDS


Transaction Type

Turn Around Time


Receive /Checking of Documents
Recording & countersigning
Pers Officer Signature
Preparation of Unit Endorsement
Average Transaction Time
ADMO Signature
DDA Signature
Transmittal to TDPRM
Issuance of order
Total Average Transaction Time

Administrative and Operations Manual

20 mins
10 mins
10 mins
20 mins
10 mins
30 mins
30 mins
2 hours 10
minutes

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1.6.8 SAMPLE FORMAT

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15.7

Issuance of Letter of Accommodation

TITLE
Issuance of Letter of
Accommodation
INTERFACES

Procedure No.
1.7

No. of Pages
4

PNPCS Admin Office/Personnel

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

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1.7.5 FLOWCHART
START

Submission of requirements
to Admin Office

Recommend approval of the


Administrative Officer

Evaluation of the
requirements and
Preparation of the Letter
(Personnel PNCO)

Approval of the Director

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

Turn Around Time


Submission of Requirements
Evaluation of the Requirements
Verification of the Requirements
Recommendation of Admin Officer
Command Group
Approval of the Director

Total Average Transaction Time

Administrative and Operations Manual

2 hours
1 hour
4 hours
3 hours
2 hour
1 day and 4
hours

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.7.8 SAMPLE FORMAT

Republic of the Philippines


Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
COMPUTER SERVICE

September 06, 2008

ACCOMMODATION FOR TRANSFER

This is to certify that PSSUPT JUAN DELA CRUZ

is accommodate for transfer to

Computer Service and is projected to be designated to the position of Administrative


Officer.

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

15.8

Transfer/Reassignment of Uniformed Personnel

TITLE
Transfer/Reassignment of
Uniformed Personnel
INTERFACES

Procedure No.
1.8

No. of Pages
3

PNPCS Admin Office/Personnel

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

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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)

Approval of the Director

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

Turn Around Time


Submission of Requirements
Evaluation of the Requirements
Verification of the Requirements
Recommendation of Admin Officer
Command Group
Approval of the Director

Total Average Transaction Time

Administrative and Operations Manual

2 hours
1 hour
4 hours
3 hours
2 hour
1 day and 4
hours

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.8.8 SAMPLE
Republic of the Philippines
Department of the Interior and Local Government
NATIONAL POLICE COMMISSION
PHILIPPINE NATIONAL POLICE
COMPUTER SERVICE

September 06, 2008


AVAILABILITY FOR TRANSFER
Availability for transfer is hereby granted to PINSP EMERSON O SALES
(NAME OF PCO)
for transfer to: Communication and Electronic Service where he is projected to be
designated to the position of _______________ at said unit.
Subject is cleared of money and property accountabilities from this unit; has no
pending administrative/criminal case and is not a witness in an administrative/criminal
case as of this date.
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

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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.

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1.9.5 FLOWCHART
START
Submission of requirements
to Admin Office

Recommend approval of the


Administrative Officer

Evaluation of the requirements


& preparation of the
endorsement
(Personnel PNCO)

Approval of the Director

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

Turn Around Time


Submission of Requirements
Evaluation of the Requirements
Verification of the Requirements
Recommendation of Admin Officer
Command Group
Approval of the Director

Total Average Transaction Time

Administrative and Operations Manual

2 hours
1 hour
4 hours
3 hours
2 hour
1 day and 4
hours

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

15.10 Optional Retirement


TITLE

Procedure No.

Optional Retirement
INTERFACES
1.10.1

No. of Pages
1.9
3
PNPCS Admin Office/Personnel

OBJECTIVE

Prescribing the guidelines and procedures in the optional retirement of CS


personnel.

1.10.2

REFERENCES
1.10.2.1

1.10.3

DEFINITION OF TERMS
1.10.3.1

1.10.4

Section 40 of RA 6975, An Act Establishing The Philippine National


Police Under A Reorganized Department Of The Interior And Local
Government, And For Other Purposes.

Optional Retirement - Upon accumulation of at least twenty (20) years


of satisfactory active service, an officer or non-officer, at his own
request and with the approval of the Commission, shall be retired from
the service and entitled to receive benefits provided by law.

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.

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1.10.5

FLOWCHART
START
Submission of requirements
to Admin Office

Recommend approval of the


Administrative Officer

Evaluation of the requirements


& preparation of the
endorsement
(Personnel PNCO)

Approval of the Director

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

The Client will submit two copies of the requirements to


Administrative Office.
The Personnel PNCO will evaluate the submitted requirements and
prepare the Unit Endorsement.
The Personnel Officer will talk to the client regarding his/her optional
retirement. The documents will also be verified.
The Administrative Officer may/may not talk to the client then will
recommend approval of the resignation.
The Director will approve or disapprove the application of optional
retirement.
Submission of folder to DPRM for issuance of implementing order.

SERVICE STANDARD
Transaction Type

Average Transaction Time

Turn Around Time


Submission of Requirements
Evaluation of the Requirements
Verification of the Requirements
Recommendation of Admin Officer
Command Group
Approval of the Director

Total Average Transaction Time

Administrative and Operations Manual

2 hours
1 hour
4 hours
3 hours
2 hour
1 day and 4
hours

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

16.

BUDGET AND FISCAL OFFICE (BFO)


2.1 Funding and Procurement of Request from Divisions/Offices

TITLE
Funding/Procurement of Requests from
different PNPCS Divisions/Offices
INTERFACES

Procedure No.
2.1

No. of Pages
3

PNPCS Divisions and Offices

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

Submitted request by PNPCS Division and Offices


Approval of D, CS
Available source of funding
Implementation of project
Conduct of an activity based on given scheduled program

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2.1.5 FLOWCHART
START
Memo Request
for Funding/Procurement
(From Different Divisions/Offices)

Coordinate / Validate with


concerned Divisions/Offices
re Request

For Recommendation

For
Approval / Notation
of D, CS

For Procurement/
Implementation

Forward to SAO
For Recording

END

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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

Turn Around Time


Receipt of request for funds
Coordination/validation of the fund
Average Transaction Time
requirement
Recommendation/Comment to D, CS
Approval/Notation of D, CS
Total Average Transaction Time

Administrative and Operations Manual

1 day
1 day
1 days
1 day
4 days

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2.2 Preparation/Submission of Reports


TITLE
Preparation/Submission of Reports as Required
by Directorate for Comptrollership
INTERFACES

Procedure No.
2.2

No. of Pages
2

PNPCS Divisions and Offices

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.

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2.2.5 FLOW CHART


START

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

Turn Around Time


Receipt of Memo from DC
Preparation of Report
(Depending upon the availability of
Average Transaction Time
data/information)
Routing and approval/signature of D,CS
Submission to DC
Total Average Transaction Time
Administrative and Operations Manual

1 day
2 -5 days
1 day
1 day
5 8 days
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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Directorate for Submission


Directorate for Plans

Period of Submission
Quarterly

Directorate for
Comptrollership
Directorate for Operations
Directorate for Research and
Development
Directorate for Plans

Quarterly, Semiannually, Annually


Quarterly and Annually
Quarterly
Quarterly

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.

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Memo from different directorates

Receives Memo and Disseminate


(PNPCS Message Center)

Route the report for review,


comments and suggestions
(To: ADMO, CDS, DDITM, DDA, DCS)

Approval and signature


(Director, CS)

Information and give instructions


(D, CS)

Route to Plans Office before dispatch


for information and feedback
(To: Plans Office)

Sends memo to all divisions and offices


(Plans Office)

Dispatch to concerned directorate


(PNPCS Message Center)

Receives memo from Plans Office and


submit respective compliance
(Divisions and Staff Offices)

Receives and acknowledges


(Directorate Concerned)

END
Consolidates received reports
from all divisions and offices
(Plans Office)

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Turn Around Time


Receive memo and dissemination to all
divisions/offices
Preparation of reports by respective
division/office
Average Transaction Time
Consolidation and Checking of
Documents by Plans Office
For Review, Comments and approval
and dispatch (routing of document)
Total Average Transaction Time

Administrative and Operations Manual

1 day
5 days
3 days
1 day
10 days

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2

Organization and Program Development Team

TITLE
Speeches and PNPCS
Presentations
Interfaces

Procedure No.
3.2

No. of Pages
3

Higher Offices and Other Offices, PNPCS Offices and


Divisions, and PNPCS Command Group

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.5 FLOW CHART

START

Memorandum or letters from higher


offices or other offices

Route the Document for review,


comments and suggestions
(To: CDS, DDITM, DDA, DCS)

Receives Memo and Disseminate


(PNPCS Message Center)

Approval and signature


(Director, CS)

Information and give instructions


(D, CS)

Route to Plans Office before dispatch


for information and feedback
(To: Plans Office)

Assesses needed information and request


information from other Offices/Divisions
(Plans Office)

Assists D, CS or his representative in


his/her presentation
(Plans Office)

Receives memo from Plans Office and


submit respective compliance
(Divisions and Staff Offices)

END

Prepares the speech or presentation and


needed handouts and manuscript
(Plans Office)

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Turn Around Time


Receive memo and dissemination to all
divisions/offices
Average Transaction Time
Preparation of speech or presentation
For Review, Comments and approval
and dispatch (routing of document)
Total Average Transaction Time

Administrative and Operations Manual

1 day
3 days
1 day
5 days

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3

Strategic Plan and Research Team


3.3.1 Integrated Systems Strategic Plan

TITLE
Integrated Systems Strategic
Plan
Interfaces

Procedure No.
3.3.1

No. of Pages
4

Directorate for Plans, Office of the Chief PNP, PNPCS


Offices and Divisions, and PNPCS Command Group

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.1.5 FLOW CHART


START
Creation of Technical Working
Committee/Group
(PNPCS Staff)

Submission of ISSP to the TWG for final review


before endorsement of D, CS
(Plans Office)

Review of existing Information Systems


Strategic Plan
(Plans Office Secretariat)

ISSP Submission to the OCPNP ~ Route through


the Command Group for
information/comment (Cc: DPL)

Consolidation of information re different IS


being used by the PNP
(Systems Management Division)

Endorsement by D, CS for signature of the


Chief, PNP
(Message Center)

Research and consolidation of technical


details/contents of the ISSP
(Plans Office)

ISSP Submission to National Computer Center


for review and evaluation - Signed by C, PNP
(PNPCS)

Consolidation of other information that will


be included in the ISSP
(Plans Office)

Review and Evaluation of the ISSP


(NCC)

Consolidation of inventory of all PNP ICT


resources
(Plans Office)

Revision of the ISSP regarding outputs/


comments of the NCC and submission back to
NCC - (PNPCS TWG)

Encoding, proofreading and finalization of the


ISSP as Initial Draft for Review
(Plans Office)

Approval of NCC and submission of the ISSP to


the DBM for funding
(NCC and PNPCS through the OCPNP)

Review of the ISSP initial draft by the


Technical Working Group (TWG)
(Technical Working Group)

Funding of the ISSP


- Release of GAA Appropriation/Fund
Allocation/NCA

Revision of the initial draft based on the TWG


review outputs
(Plans Office)

Monitoring of ISSP -- Implementation and


status of the projects
(PNPCS - ISSP Monitoring Team)
END

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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.

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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

Turn Around Time


Creation of Technical Working Group
Consolidation of IS by SMD
Consolidation of other information and inputs
from other divisions by Plans Office
Consolidation of inventory of all PNP ICT
resources
Editing and proofreading of the ISSP by Plans
Office
Review of the TWG
Revision based on the TWG ouputs by Plans
Office
Submission to TWG and final review
Routing of the ISSP to the Command Group
Average Transaction
and Endorsement of D,CS
Time
ISSP submission to the OCPNP and
endorsement to NCC
ISSP submission to the NCC
Review and evaluation of the ISSP by the NCC
Review and revision of the ISSP by the TWG
and Plans Office
Submission to the NCC for further review and
evaluation, and approval
Submission to the DBM of the approved PNP
ISSP
Funding by the DBM Appropriation of funds
Implementation approved PNP ISSP by the
PNP as monitored by the PNPCS
Total Average Transaction Time

Administrative and Operations Manual

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.2

Creation of PNPCS Organizational Plans

TITLE
Creation of PNPCS
Organizational Plans
Interfaces
3.3.2.1

Procedure No.
3.3.2

No. of Pages
3

PNP Computer Service Offices and Divisions

OBJECTIVE

To make plans on programs/activities and projects of the PNP Computer Service


particularly in its administrative support functions.
3.3.2.2

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

PNP Computer Service annual schedule/program of activities


PNP Information Systems Strategic Plan
OPB/PRA annual targets of activities and corresponding budgets

Plan is a proposed or intended method of getting from one set of


circumstances to another. They are often used to move from the
present situation, towards the achievement of one or more
objectives or goals.
Organization - is a social arrangement which pursues collective
goals, which controls its own performance, and which has a boundary
separating it from its environment.
Program - (in management) has at least two senses: a collection of
projects that is directed toward a common goal. (e.g. PNP
Computerization); and broad framework of goals to be achieved,
serving as a basis to define and plan specific projects. (e.g. PNP Web
Portal)
Project - is a temporary endeavor undertaken to create a unique
product or service. A project usually needs resources to deliver its
results. Most of the time project execution is based on detailed plan,
which considers also external factors and constraints. Planning,
execution and controlling of project is the primary field of project
management.

REQUIREMENTS
3.3.2.4.1
3.3.2.4.2
3.3.2.4.3
3.3.2.4.4

Memo from higher office regarding the conduct of certain activity.


Specific activity based on the PNPCS annual schedule of activities.
Specific conduct of activity based on the specific function of the
PNPCS Administrative Support functions.
Verbal instruction from D, CS pertaining to a certain project.

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.2.5

FLOW CHART

START

Memo from higher unit or


Specific project/activity

Receives Memo and Disseminate; or


(PNPCS Message Center)

Route the report for review,


comments and suggestions
(To: ADMO, CDS, DDITM, DDA, DCS)

Approval and signature


(Director, CS)

Conduct of scheduled activity; or


(Admin Office)

Conduct of coordinating
conferences/meetings
(PNPCS Division/Offices)

Instruction from D, CS
(ODCS)

Implementation of the Plan


(PNPCS Divisions/Offices)

Routed to Plans Office for creation of


specific plan
(Plans Office)

Monitoring of the implementation and


debriefing/review
(Plans Office and Command Group)

END
Creation of the Plan/Letter of Instruction
as implementation plan
(Plans Office)

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.2.6

NARRATIVE
3.3.2.6.1

PNP Computer Service Message Center receives memo from higher


office/s regarding a particular conduct of activity/project.
3.3.2.6.2 Message center upon receipt, disseminate and route said message
going to D, CS and Plans Office.
3.3.2.6.3 Other instance for the creation of plan includes scheduled activity of
the service based on an annual pre-programmed activity of PNPCS.
3.3.2.6.4 On especial occasion for the creation of plan, is on instruction of D,
CS.
3.3.2.6.5 Routed to Plans Office for the creation of a plan.
3.3.2.6.6 Creation of plan for the specific activity by Plans Office.
3.3.2.6.7 Route of the draft plan to the Command Group for review, comments
and suggestions. Subsequently, revision to finalize the plan.
3.3.2.6.8 Approval of D, CS.
3.3.2.6.9 Conduct of coordinating conferences/meetings for coordinated
implementation of the plan.
3.3.2.6.10 Implementation of the plan by all divisions/offices.
3.3.2.6.11 Monitoring of the implementation of the plan.
3.3.2.6.12 Debriefing/critique and review regarding the implementation of the
plan.
3.3.2.7

SERVICE STANDARDS

Transaction Type

Average
Transaction Time

Turn Around Time


Receives memo and dissemination to all
divisions/offices; memo from Admin Office re
an activity; or instruction from D, CS.
Preparation of the Plan
Review of the plan by the Command Group
For Review, Comments and approval and
dispatch (routing of document)
Approval and Signature of the Plan by D, CS
Dissemination and conduct of coordinating
conferences/meeting for the implementation
of the plan
Implementation of the plan
Monitoring of the implementation
Debriefing/critique and review of the
implementation of the plan

Total Average Transaction Time

Administrative and Operations Manual

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.3

Creation of PNPCS Impelementation Plans

TITLE
Creation of PNPCS Plans Based on PNP Police
Functions
Interfaces
3.3.3.1

Procedure No.
3.3.2

No. of Pages
3

PNP Directorates and PNPCS

OBJECTIVE

To make an implementation plans based on specific function of the PNP


(Administrative and Operations).
3.3.3.2

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

RA 6975 as amended by RA 8551


PNP Mission, Vision and Functions
PNP current thrust

Plan is a proposed or intended method of getting from one set of


circumstances to another. They are often used to move from the
present situation, towards the achievement of one or more
objectives or goals.

REQUIREMENTS
3.3.3.4.1
3.3.3.4.2

LOIs from higher offices


Directives for different PNP directorates

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.3.5

FLOW CHART
START

Receives LOIs or directives from higher


office
(PNPCS Message Center)

Routes the final LOI


To Admin Office and Command Group
(Plans Office)

Approval and signature


(Director, CS)

Disseminates to Command Group


And Concerned PNPCS Division/office
(Admin Office)

Routes to Plans Office for Creation of LOI


(Admin Office)

Creation of LOI as implementation plan


of PNPCS
(Plans Office)

Routes to Admin Office and Command


Group for review, comment and
suggestion
(Plans Office)

Disseminate the LOI for implementation


(Admin Office/Plans Office)

Implementation Phase
Request for fund if needed
(BFO Office)

Monitoring of the implementation,


reporting and debriefing/review
(Plans Office and Command Group)

END
Finalizes/revises the LOI
(Plans Office)

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.3.6

NARRATIVE
3.3.3.6.1
3.3.3.6.2

PNPCS Message Center receives LOIs or directives from higher office.


Admin Office disseminates said LOI to Command Group and
concerned division/office.
3.3.3.6.3 Route said LOI to Plans Office for creation of PNPCS LOI.
3.3.3.6.4 Plans Office creates PNPCS LOI as implementation plan for the said
LOI.
3.3.3.6.5 Plans Office routes the draft copy of the LOI to the Admin Office and
Command Group for comment and suggestions (review).
3.3.3.6.6 Based on the comments/suggestions, Plans Office revises and
finalizes the LOI, and re-route the final copy.
3.3.3.6.7 Signature and approval of the PNPCS LOI by D, CS.
3.3.3.6.8 Dissemination of the LOI for implementation by Admin Office and
Plans Office.
3.3.3.6.9 Implementation of the LOI and request for funding by BFO, as
needed.
3.3.3.6.10 Monitoring and creation of report regarding the implementation of
the plan.
3.3.3.6.11 Debriefing/critique and review of the implementation of the plan.
3.3.3.7

SERVICE STANDARDS

Transaction Type

Average Transaction
Time

Turn Around Time


Receives memo and dissemination to all
divisions/offices; memo from Admin
Office
Preparation of the Plan
Routing of the plan to the Command
Group for review
Revision based on the result of the review
Approval and Signature of the Plan by D,
CS
Dissemination and conduct of coordinating
conferences/meeting for the
implementation of the plan
Implementation of the plan and request
for funds, as needed
Monitoring of the implementation
Debriefing/critique and review of the
implementation of the plan

Total Average Transaction Time

Administrative and Operations Manual

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

18.

FINANCE OFFICE
4.1 Processing of Individual Voucher
TITLE

Processing of Individual Voucher


INTERFACES
18.1.1

Procedure No.

No. of Pages
4.1
8
PNPCS Offices/Divisions Personnel

OBJECTIVE

To provide procedures and guidelines in processing of individual claims of CS


personnel such as:
18.1.1.1
18.1.1.2
18.1.1.3
18.1.1.4
18.1.1.5
18.1.1.6
18.1.1.7
18.1.1.8
18.1.1.9
18.1.1.10
18.1.1.11
18.1.1.12
18.1.2

REFERENCES
18.1.2.1
18.1.2.2

18.1.3

Salary and Long pay Differential


Long Pay Differential
Salary and Allowances for NUP
Initial Clothing Allowance
Replacement and Clothing Allowance
Reimbursement of Hospitalization Expenses
Representation and Transportation Allowances
Claim for Lump Sum/Outright Pension
Claim for Commutation of Accumulated Leave
Death Pension Claim
Transfer of Monthly Pension
Commutation Leave Claim for Deceased PNP Personnel

NAPOLCOM Resolution 91 18 re Rationalizing the Structure of


Allowances and incentives pays over and above the basic pay and
longevity pay of informed personnel of the PNP.
Quarterly Consultative Meeting at 14th FSO.

DEFINITION OF TERMS
18.1.3.1

18.1.3.2
18.1.3.3
18.1.3.4

Voucher In account payable, is an accounting document usually


produced after receiving a vendor/client/receiver invoice, after the
invoice is successfully matched to a Purchase Order or Payable. It
represents an internal intent to make a payment to the receiver in
the amount of the voucher.
Differential - refers to differences in pay due to differences in the
jobs themselves and other factors, for a given worker.
Allowance - is a term used to describe an allocation of money from
one person or an organization to a person.
Claim - is a legal action to obtain money, property or the
enforcement of a right protected by law against another party.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

18.1.3.5
18.1.3.6

18.1.3.7

18.1.4

Pension - is a steady income given to a person (usually after


retirement). Pensions are typically payments made in the form of a
guaranteed annuity to a retired or disabled employee.
Reimbursement - is the act of compensating someone for an
expense. Often, a person is reimbursed for expenses when the person
incurs those expenses through employment or in carrying out duties
for another party.
Incentive - is any factor (financial or non-financial) that provides a
motive for a particular course of action, or counts as a reason for
preferring one choice to the alternatives.

REQUIREMENTS
18.1.4.1

18.1.4.2

18.1.4.3

18.1.4.4

18.1.4.5

Salary and Long Pay Differential


18.1.4.1.1 Unit Endorsement
18.1.4.1.2 Processed Payroll/Disbursement Voucher
18.1.4.1.3 PNP CS Verification
18.1.4.1.4 Pay Slip
18.1.4.1.5 Promotion and Long Pay Order
18.1.4.1.6 Absorption/Appointment Order
18.1.4.1.7 Service Record
18.1.4.1.8 Certificate of Duty Status
Long Pay Differential
18.1.4.2.1 Unit Endorsement
18.1.4.2.2 Processed Payroll/Disbursement Voucher
18.1.4.2.3 PNP CS Verification
18.1.4.2.4 Long Pay Order
18.1.4.2.5 Pay Slip
18.1.4.2.6 Service Record
18.1.4.2.7 Absorption/Appointment Order
18.1.4.2.8 Certificate of Duty Status
Salary and Allowances for NUP
18.1.4.3.1 Unit Endorsement
18.1.4.3.2 Processed Payroll/Disbursement Voucher
18.1.4.3.3 PNP CS Verification
18.1.4.3.4 Appointment Order and Oath of Office
18.1.4.3.5 Pay Slip
18.1.4.3.6 Service Record
18.1.4.3.7 Certificate OF Duty Status
18.1.4.3.8 Daily Time Record
18.1.4.3.9 Statement of Assets, Liabilities and Net worth
Initial Clothing Allowance
18.1.4.4.1 Unit Endorsement
18.1.4.4.2 Processed Payroll/Disbursement Voucher
18.1.4.4.3 Appointment Order
18.1.4.4.4 Oath of Office
18.1.4.4.5 Certificate of Duty Status
18.1.4.4.6 Others
Replacement and Clothing Allowance

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

18.1.4.5.1 Unit Endorsement


18.1.4.5.2 Processed Payroll/Disbursement Voucher
18.1.4.5.3 Order of Entitlement
18.1.4.5.4 Certificate of Clothing Settlement
18.1.4.5.5 Service Record
18.1.4.5.6 Appointment Order
18.1.4.5.7 Certificate of Duty Status
18.1.4.5.8 Breakdown of Claimants
18.1.4.5.9 Others such as copy of last Order of Entitlement
18.1.4.6 Reimbursement of Hospitalization Expenses
18.1.4.6.1 Unit Endorsement
18.1.4.6.2 Processed Payroll/Disbursement Voucher
18.1.4.6.3 Approved Report of Adjudication Board
18.1.4.6.4 Service Record
18.1.4.6.5 Validation of Documents Submitted
18.1.4.6.6 Certificate of Non-Payment signed by the Chairman of
Adjudication Board
18.1.4.6.7 Photocopy of PNP ID
18.1.4.6.8 CS Verification (c/o Health Service)
18.1.4.7 Representation and Transportation Allowances
18.1.4.7.1 Unit Endorsement
18.1.4.7.2 Processed Payroll/Disbursement Voucher
18.1.4.7.3 Order of Entitlement
18.1.4.7.4 Service Record
18.1.4.8 Claim for Lump Sum/Outright Pension
18.1.4.8.1 Unit Endorsement
18.1.4.8.2 Retirement Order
18.1.4.8.3 Service Record
18.1.4.8.4 Latest Promotion Order
18.1.4.8.5 Certificate of last Payment
18.1.4.8.6 Clearances from DL, DC, IAS, OMBUDSMAN, NAPOLCOM
18.1.4.8.7 Latest SALN
18.1.4.9 Claim for Commutation of Accumulated Leave
18.1.4.9.1 Unit Endorsement
18.1.4.9.2 Retirement Order and Commutation Order
18.1.4.9.3 Service Record
18.1.4.9.4 Latest Promotion Order
18.1.4.9.5 Latest SALN
18.1.4.9.6 Certificate of Non-Mandatory Leave 1986-1992
18.1.4.9.7 Certificate of Non-Money/Property Accountability
18.1.4.9.8 Certificate of last Payment
18.1.4.10 Death Pension Claim
18.1.4.10.1 Unit Endorsement
18.1.4.10.2 Posthumous Order
18.1.4.10.3 Death Certificate
18.1.4.10.4 Service Record
18.1.4.10.5 Marriage Contract if Married/ Parents Marriage
Certificate if single (NSO)

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18.1.4.10.6 Birth Certificate of all minor legitimate/illegitimate


children
18.1.4.10.7 Approved LOD Report
18.1.4.10.8 Investigation Report from Unit re Death of Personnel
18.1.4.10.9 Certificate of Legal Beneficiaries from RMD
18.1.4.10.10 Latest Promotion Order
18.1.4.10.11 Certificate of last Payment
18.1.4.10.12 Latest SALN
18.1.4.10.13 DC/DL Clearances
18.1.4.11 Commutation Leave Claim for Deceased PNP Personnel
18.1.4.11.1 Unit Endorsement
18.1.4.11.2 Posthumous/Separation Order
18.1.4.11.3 Certificate of No Mandatory Leave 1986 - 1992
18.1.4.11.4 Birth and Death Certificate
18.1.4.11.5 LOD Approval
18.1.4.11.6 Service Record
18.1.4.11.7 Leave Record
18.1.4.11.8 Certificate of Legal Beneficiaries from RMD
18.1.4.11.9 Marriage Contract if Married/ Parents Marriage
Certificate if single (NSO)
18.1.4.11.10 Birth Certificate of all minor legitimate/illegitimate
children
18.1.4.11.11 Certificate of Non-Money/Property Accountability
18.1.4.11.12 Latest SALN
18.1.4.12 Transfer of Monthly Pension
18.1.4.12.1 Certificate of Legal Beneficiaries from RMD
18.1.4.12.2 Marriage Contract if Married/ Parents Marriage
Certificate if single (NSO)
18.1.4.12.3 Death Certificate
18.1.4.12.4 36 Months Lump Sum Voucher
18.1.4.12.5 Computation Sheet
18.1.4.12.6 Retirement Order
18.1.4.12.7 Birth Certificate of Children for those deceased
husband/wife

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18.1.5

FLOW CHART

START

Client will produce the


requirements from the
Table of Contents

Finance Clerk will


examine the folder

Finance Clerk will


prepare the voucher,
computation (if any) and
endorsement letter

The client will check the


information in the
voucher such as Names,
TIN etc.

Finance PCO will verify


the folder of the client.

Finance Clerk will route


the Folder from Admin
Office to the Directors
Office

The folder will be routed


from Directors Office to
Finance Office

Finance PNCO (Liaison)


dispatch the folder to 14th
Finance

Finance PNCO will followup the whereabouts of


the folder daily

After the issuance of


check, the Finance Office
will release it to the
Client

END

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

18.1.6

NARRATIVE
18.1.6.1

The client will reproduce the Table of Contents of the required


claims to be provided by the Finance clerk.
18.1.6.2 The client will submit three (3) copies of the necessary documents
one (1) original document and two (2) authenticated copies from the
issuing authority, to this Office. Documents to be submitted must be
properly tabbed following the Table of Contents of every claim.
18.1.6.3 After the submission of the documents, the Finance Clerk will
examine the folder.
18.1.6.4 After verification of the documents, the Finance Clerk will prepare
the voucher, computation (if any) and endorsement letter of subject
claim. The Finance Clerk will put initial to the voucher to indicate
who prepared the voucher.
18.1.6.5 The Finance Clerk will request to the client to check the names, TIN
and other information in the voucher and if no error put his/her
signature.
18.1.6.6 The Finance PCO will verify the documents, voucher and the
computation (if any) and if no defect found put initial to the
voucher.
18.1.6.7 The folder will now be routed from the Administrative Office to
Office of the Director for signature.
18.1.6.8 After the signature, the Finance PNCO (Liaison) will dispatch the
folder to 14th Finance for initial processing.
18.1.6.9 The Finance PNCO will follow-up the whereabouts of the folder daily
for the fast release of the claims/checks (see flow chart of claims
outside CS.
18.1.6.10 After the issuance of check, the Finance Office will release the
check to the subject personnel.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

18.1.7

SERVICE STANDARD
Transaction Type

Average Transaction
Time

Turn Around Time


Provide Table of Contents to the
Client
Completion of Necessary
Documents to be submitted to this
Office
Receiving/Checking of Submitted
Documents

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

Administrative and Operations Manual

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

18.1.8

SAMPLE

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

4.2 Processing of General Payroll Voucher


TITLE
Processing of General Payroll Voucher
INTERFACES
4.2.1.

Procedure No.

No. of Pages
4.2
6
PNPCS Personnel

OBJECTIVE

To provide procedures and guidelines in processing of General Payroll claims of


CS personnel such as:
4.2.1.1.
4.2.1.2.
4.2.1.3.
4.2.1.4.
4.2.1.5.
4.2.2.

Clothing Allowance for NUP


Productivity Incentive Benefits
Training Subsistence Allowance
Specialist Pay
Mid-Year and Year-End Bonus

REFERENCES
4.2.2.1.
4.2.2.2.

NAPOLCOM Resolution 91 18 re Rationalizing the Structure of


Allowances and incentives pays over and above the basic pay and
longevity pay of informed personnel of the PNP.
Quarterly Consultative Meeting at 14th FSO.

4.2.3.

DEFINITION OF TERMS

4.2.4.

REQUIREMENTS
4.2.1.4.

4.2.1.5.

4.2.1.6.

Clothing Allowance for NUP


4.2.1.4.1. Unit Endorsement
4.2.1.4.2. Processed Payroll/Disbursement Voucher
4.2.1.4.3. Appointment Order and Oath of Office
4.2.1.4.4. Certificate of Duty Status
4.2.1.4.5. Others such as Change of Family Name Order
4.2.1.4.6. Productivity Incentive Benefits
Unit Endorsement
4.2.1.4.7. Processed Payroll/Disbursement Voucher
4.2.1.5.1
Order of Entitlement (Alphabetical Regardless of Rank)
4.2.1.5.2
Roster of Personnel
4.2.1.5.3
Certificate of Duty Status
4.2.1.5.4
PER if individual
4.2.1.5.5
Absorption/Appointment Order
4.2.1.5.6
Certificate of Duty Status
Training Subsistence Allowance
4.2.1.6.1
Unit Endorsement
4.2.1.6.2
Processed Payroll/Disbursement Voucher
4.2.1.6.3
DHRDD Endorsement
4.2.1.6.4
Order of Schooling/Training

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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

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4.2.5.

FLOW CHART
START

The Client (Admin Office


and TRD) will produce the
requirements from the
Table of Contents

Finance Clerk will


examine the folder and
determine who is/who is
not entitled for the
claims

Finance Clerk will


prepare the voucher,
computation (if any) and
endorsement letter

Entitled Personnel will


put their signature in the
General Payroll Form

Finance PCO will verify


the folder of the client.

Finance Clerk will route


the Folder from Admin
Office to the Directors
Office

The folder will be routed


from Directors Office to
Finance Office

Finance PNCO (Liaison)


dispatch the folder to 14th
Finance

Finance PNCO will followup the whereabouts of


the folder daily

After the issuance of


check, the Finance Office
will release it to the
Client

END

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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.

The client will reproduce the Table of Contents of the required


claims to be provided by the Finance clerk.
The client will submit three (3) copies of the necessary documents
one (1) original document and two (2) authenticated copies from the
issuing authority, to this Office. Documents to be submitted must be
properly tabbed following the Table of Contents of every claim.
After the submission of the documents, the Finance Clerk will
examine the folder.
After verification of the documents, the Finance Clerk will prepare
the voucher, computation (if any) and endorsement letter of subject
claim. The Finance Clerk will put initial to the voucher to indicate
who prepared the voucher.
Entitled personnel will put their signature to the General Payroll
Form of the claim to be supervised by the Finance PNCO.
The Finance PCO will verify the documents, voucher and the
computation (if any) and if no defect found put initial to the
voucher.
The folder will now be routed from the Administrative Office to
Office of the Director for signature.
After the signature, the Finance PNCO (Liaison) will dispatch the
folder to 14th Finance for initial processing.
The Finance PNCO will follow-up the whereabouts of the folder daily
for the fast release of the claims/checks (see flow chart of claims
outside CS.
After the issuance of check, the Finance Office will release the
check to the subject personnel.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

4.2.7.

SERVICE STANDARD

Transaction Type

Average Transaction
Time

Turn Around Time


Provide Table of Contents to the
Client
Completion of Necessary
Documents to be submitted to this
Office
Receiving/Checking of Submitted
Documents
General Payroll Form Signing
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
Offices
Releasing of Checks

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

4.2.8.

SAMPLE

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5. POLICE COMMUNITY RELATIONS (PCR) OFFICE


5.1

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

LOI Tamang Bihis - Inspection-in-Rank


PNP Doctrine of Personnel Accounting
Reference Office Level
SOP Level

GOA General Office Attire


Inspection an organised or formal check-up/evaluation exercise. It
involves the measurements, tests, and gauges applied to certain
characteristics in regards to a person, object or activity.
Uniformed Personnel Active Member of the Police Service both
Police Commission Personnel and Police Non-commission Personnel

REQUIREMENTS
5.1.4.1
5.1.4.2

Memo from higher office


Memo from CDS.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.1.5

FLOWCHART

START

Prepare memo re schedule


for signature of CDS

Disseminate the signed


memo to the different
divisions/offices

Supervise and conduct


Inspection-in-Rank

Prepare After-Activity
Report to be submitted to
AD, CS
cc DDA and CDS
END

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.1.6

NARRATIVE
5.1.6.1
5.1.6.2
5.1.6.3
5.1.6.4

5.1.7

PCR Office will prepare a memo to be signed by CDS on the scheduled


conduct of the Inspection-in-Rank.
PCR Office will disseminate the memo to different divisions/offices.
An Officer assigned to conduct the Inspection-in-Rank will supervise
the checking of attendance and inspection of the uniform and other
accoutrements.
PCR Office will prepare the after-activity report to be submitted to the
office of the Director.

SERVICE STANDARDS
Transaction Type

Turn Around Time

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

Administrative and Operations Manual

15 mins
2 hours
1 hour
30 mins
1 hour
30 mins
5 hours 15 mins

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.2

Conduct of Police Information and Continuing Education

TITLE
Conduct of Police Information and
Continuing Eduction
Interfaces
5.2.1

Procedure No.
5.2

No. of Pages
3

PNPCS Uniformed Office and PCR Office

OBJECTIVE

To provide information on different topics affecting the lives of PNPCS personnel


and to serve as the venue for exchange of information with other units.
5.2.2

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

Reference of PICE under DPCR


Reference Office Level
SOP Level

Police Information and Continuing Education (PICE) - is a regular


conduct of seminar or training, discussion or class pertaining to police
functions and organization and other useful information related to
work in the police service.

REQUIREMENTS
5.2.4.1
5.2.4.2
5.2.4.3

Memo from PCR Office.


Memo from different proponents/organization.
Memo from CDS.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.2.5

FLOWCHART

START

Coordinate on the topics


To be presented in PICE

Preparation of Memo for


Signature
The Command Group

Coordinate the availability of


TRD Classroom/COD Lobby
for scheduling

Disseminate the signed


memo to the different
divisions/sections

Supervise and conduct


PICE

Prepare After-Activity Report


to be submitted to AD, CS
cc DDA and CDS
END

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

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 Office will coordinate with Admin and COD on the availability of
the COD Lobby.
PCR Office will disseminate the memo to different divisions/offices.
PCR Office will check the attendance of the PNPCS personnel and help
supervise the conduct of the PICE and assists the resource speaker in
the presentation.
PCR Office will prepare the after-activity report to be submitted to the
office of the Director.

SERVICE STANDARDS
Transaction Type

Turn Around Time


Coordination with PNPCS personnel or
other units/organizations
Preparation of Memo for signature of
AD, CS
Coordinate with Admin and COD on the
Average Transaction Time
availability of the COD Lobby
Dissemination to Different
Divisions/Offices
Conduct of PICE
Preparation of After Activity-Report
Total Average Transaction Time

Administrative and Operations Manual

1 week
15 mins
15 mins
30 mins
3 hours
4 hrs
48 hours

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

PNPCS Uniformed Office and PCR Office

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

Reference of GAD, Moral and Livelihood Government Level


NHQ Level
Office Level

Gender Awareness and Development (GAD) - often means a focus on


gender-equality, ensuring participation, but includes an understanding
of the different roles and expectation of the genders within the
community. As well as directly addressing inequality, attention to
gender issues is regarded as important to the success of development
programs, for all participants.
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.

REQUIREMENTS
5.3.4.1
5.3.4.2
5.3.4.3

Memo from PCR Office.


Memo from different proponents/organization.
Memo from CDS.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.3.5

FLOW CHART
START

Coordinate on the topics to be


presented in the seminar

Distribute Letter Order of the


Participants

Prepare memo for signature of


the Command Group

Facilitate the conduct of


seminar

Coordinate the availability of


the TRD Classroom

Prepare After-Activity Report

END
Disseminate the signed memo
to different divisions/offices

Request divisions/offices to
recommend participants

Prepare memo re issuance of


order for signature of AdmO

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Turn Around Time


Coordination with PNPCS personnel or
from other units/organizations
Preparation of memo to be signed by the
AD, CS
coordination with TRD on the availability
of the TRD room
Dissemination to Different
Divisions/Offices
Asking for recommendees/participants
for the seminar from divisions/offices
Preparation of letter for admin for the
issuance of letter order to the
participants.
Dissemination of Letter Order to the
participants
Conduct of Seminar Proper
Preparation of the after-activity report
to be submitted to the office of the
Director.

Total Average Transaction Time

Administrative and Operations Manual

2 weeks
15 mins
15 mins
30 mins
1 hour
15 mins
15 mins
1 day
2 hours
30 hours 30
mins

Page 134

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

To serve as a communication arm of this Service in disseminating information


technology updates to other PNP units and offices.
5.4.2

REFERENCES
5.4.2.1
5.4.2.2

5.4.3

DEFINITION OF TERMS
5.4.3.1

5.4.4

PNP PCR activities/programs


PNPCS PCR Standard Duties and Responsibilities

Newsletter - is a regularly distributed publication generally about one


main topic that is of interest to its subscribers. Newspapers and
leaflets are types of newsletters.

REQUIREMENTS
5.4.4.1
5.4.4.2
5.4.4.3

Memo from PCR office.


Newletter Contents from PNPCS divisions and offices
Memo from CDS.

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.4.5

FLOWCHART

START
Prepare memo requesting other
divisions/sections to submit
articles for the newsletter to
PCR/ PIO Office

Consolidate all articles for editing


and lay-outing

Submit final draft of the proposed


newsletter to the Command Group
and Editor-in-Chief for approval

Coordinate with printing press for


the printing of the newsletter

Distribute the newsletter to CS


Personnel, NHQ, NSUs and
Regional Offices

END

Administrative and Operations Manual

Page 136

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

PCR Office will prepare a memo requesting other divisions to submit


articles for the newsletter to PCR/PIO Office.
PCR Office will consolidate all articles for editing and lay outing of the
proposed final draft of the newsletter.
PCR Office will submit the final draft of the proposed newsletter to the
Command Group and Editor-in-Chief for approval.
PCR Office will coordinate with printing press for the printing of the
newsletter.
PCR Office will distribute the copies of the printed newsletter to all
CS Personnel, NHQ, NSUs and Regional Offices.

SERVICE STANDARDS
Transaction Type

Turn Around Time


Creation of Memo
15 mins
Consolidation of articles for editing
2 hours
and layouting
Submit final draft of the proposed
1 hour
newsletter to the Command Group
and Editor-in-Chief for approval
Average Transaction Time
Coordinate with printing press for
30 mins
the printing of the newsletter
Distribute the newsletter to CS
1 hour
Personnel, NHQ, NSUs and
Regional Offices
Total Average Transaction Time
4 hours 45 mins

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.5

Submission of Accomplishment Report

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

Reference Memo from DPCR re submission of monthly and quarterly


Accomplishment Reports.
Reference Office Level
SOP Level

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.

REQUIREMENTS
5.5.4.1

Memo from CDS.

Administrative and Operations Manual

Page 138

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.5.5

FLOW CHART
START

Consolidate all reports,


accomplishments and activities
for the month/quarter/year

Prepare memo and


accomplishment
report for approval of C,
PCR/PIO

Submit the accomplishment


route to Admo and Command
Group for signature of AD, CS

Dispatch the signed


accomplishment report to the
TDPCR

END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.5.6

NARRATIVE
5.5.6.1
5.5.6.2
5.5.6.3
5.5.6.4

5.5.7

Consolidate all reports, accomplishments and activities for the


month/quarter/year
Prepare memo and accomplishment report for approval of C, PCR/PIO.
Submit the approved memo and accomplishment report to AdmO for
signature of AD, CS
Dispatch the signed accomplishment report to the TDPCR.

SERVICE STANDARDS

Transaction Type

Turn Around Time


Consolidate all reports,
accomplishments and activities for the
month/quarter/year
Prepare memo and accomplishment
report for approval of C, PCR/PIO.
Average Transaction
Submit the approved memo and
Time
accomplishment report to AdmO for
signature of AD, CS
Dispatch the signed accomplishment
report to the TDPCR.
Total Average Transaction Time

Administrative and Operations Manual

4 hours
15 mins
1 hour
30 mins
5 hours 45 mins

Page 140

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6. SECURITY OFFICE
6.1 Creation of Security Guidelines
Title

Procedure No.

No. of Pages

Creation of Security Guidelines

6.1

INTERFACES

SO / ADMO / CDS / DDA / D, CS

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

Security Guideline Standard Operating Procedures to secure PNP CS


personnel, premises and equipment.

6.1.4 REQUIREMENTS
6.1.4.1

Approval of Director, Computer Service

Administrative and Operations Manual

Page 141

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.1.5 FLOW CHART


START
INFORMATION GATHERING
(Security Personnel)

DRAFT SECURITY GUIDELINE


(Security Officer)

ENDORSE GUIDELINE TO ADMO


(Security Officer)

REVIEW PROPOSED GUIDELINE


(Administrative Officer)

REVIEW PROPOSED GUIDELINE


(Chief of Directorial Staff)

REVIEW PROPOSED GUIDELINE


(Deputy Director for Administration)

APPROVAL / DISAPPROVAL
(Director, Computer Service)
END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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.

Security personnel gather / collate information on which areas, point of


entries and equipment need to be secured.
Security Officer (SO) drafts a security guideline and seeks approval of
the proposal by routing it to the PNP CS Command Group thru ADMO.
ADMO reviews the proposed security guideline; if there is any correction,
sends it back to Security Officer, otherwise endorse it to CDS. If there is
any correction, SO makes the necessary correction and routes it back
thru the ADMO.
CDS reviews the proposed security guideline; if there is any correction,
sends it back to Security Officer, otherwise endorse it to DDA. If there is
any correction, SO makes the necessary correction and routes it back
thru the ADMO.
DDA reviews the proposed security guideline; if there is any correction,
sends it back to Security Officer, otherwise endorse it to D, CS. If there
is any correction, SO makes the necessary correction and routes it back
thru the ADMO.
D, CS approves/disapproves the proposed security guideline or makes
corrections. If the proposed security guideline is approved, it is
returned to SO which then assigns an SOP number for it.
If there are corrections in the security guideline, the Security Officer
makes the necessary revision and route it thru the Command Group for
final approval. If there are no corrections, it is implemented.

6.1.7 SERVICE STANDARDS


Transaction
Information Gathering
Draft Security Guideline
Route Proposed Security Guideline to Command Group
Approval of Proposed Security Guideline
Total Time

Administrative and Operations Manual

Turnaround Time
1 day
1-2 days
1 day (depends if there are
corrections)
1 day
5 days

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.2 Implementation of Security Guidelines


Title

Procedure No.

No. of Pages

Implementation of Security Guidelines

6.2

INTERFACES

SO / Chiefs of Divisions & Offices /ADMO

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

Security Guideline Standard Operating Procedures to secure PNP CS


personnel, premises and equipment.

6.2.4 REQUIREMENTS
6.2.4.1
6.2.4.2

Approved Security Guideline


Feedback and results from the implementation of a Security Guideline

Administrative and Operations Manual

Page 144

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.2.5 FLOW CHART


START
IMPLEMENT SECURITY GUIDELINE
(Security Personnel)

COLLATE FEEDBACK AND RESULTS


(Security Personnel)

EVALUATE RESULTS
(Security Office)

SUBMIT REPORT TO D,CS


Routed through the Admin Office and
Command Group
(Security Office)
END

6.2.6 NARRATIVE
6.2.6.1
6.2.6.2
6.2.6.3
6.2.6.4

Security Officer disseminates information about an approved Security


Guideline to Chiefs of Divisions and Offices and/or other concerned
Offices before implementation.
Security Officer implements Security Guideline.
Security personnel collates feedback and results from the
implementation of the approved security guideline.
After Security Officer evaluates the results, he should render a report
and recommendation to D, CS through the PNPCS Command Group.

6.2.7 SERVICE STANDARDS


Transaction
Implementation of Security Guideline
Collate Feedback and Results
Evaluate Results and Submit Report / Recommendations
Total Time

Administrative and Operations Manual

Time
30 days
1 day
1 day
32 days

Page 145

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.3 Revision of Security Guidelines


Title

Procedure No.

No. of Pages

Revision of Security Guidelines

6.3

INTERFACES

SO / ADMO / CDS / DDA / D, CS

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

Security Guideline Standard Operating Procedures to secure PNP CS


personnel, premises and equipment.

6.3.4 REQUIREMENTS
6.3.4.1
6.3.4.2
6.3.4.3

Existing Security Guideline


Review from concerned offices (Interfaces)
Feedback and results from the implementation of a Security Guideline

Administrative and Operations Manual

Page 146

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.3.5 FLOW CHART

START
REVIEW EXISTING SECURITY GUIDELINES
SECURITY COMMITTEE
(Security Office - Secretariat)

REVISE EXISTING SECURITY GUIDELINES


- Based on the results of the review
(Security Office)

REVIEW REVISION
- Security Committee

ENDORSE REVISION TO D,CS


- Through the Committee and Routed to
Command Group (Security Officer)

APPROVAL OF D, CS ON THE REVISED


SECURITY GUIDELINES
D, CS
END

6.3.6 NARRATIVE
6.3.6.1
6.3.6.2
6.3.6.3
6.3.6.4

Revision is Security Guidelines is scheduled. Security Committee shall be


created for this purpose while the Security Office functions as
secretariat. The committee then reviews the existing Security Guideline.
Security Office revises existing Security Guideline based on the Security
Committee feedbacks/inputs.
Security Officer endorese the Security Guidelines to D,CS for approval of
the revision through the Security Committee as routed through the
Command Group.
D, CS then approves the revised Security Guidelines.

6.3.7 SERVICE STANDARDS


Transaction
Review Existing Security Guideline
Revise Security Guideline
Endorse Revision to D, CS
D, CS approves the new Security Guidelines
Total Time
Administrative and Operations Manual

Turnaround Time
5 day
3 days
1 day
1 day
10 days
Page 147

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.4 Submission of Daily Journal


Title

Procedure No.

No. of Pages

Submission of Daily Journal

6.4

INTERFACES

Duty Personnel / SO / ADMO

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

PNP Organization SOP on Daily Journal

6.4.3 DEFINITION OF TERMS


6.4.3.1
6.4.3.2
6.4.3.3

Incoming Communications communications going to PNPCS


Outgoing Communications communications sent by PNPCS
Daily Journal an official record of daily proceedings which contains
activities for the day, Incoming Communications going to and Outgoing
Communications coming from PNP CS.

6.4.4 REQUIREMENTS
6.4.4.1
6.4.4.2
6.4.4.3

Activities for the Day


Incoming Communications
Outgoing Communications

Administrative and Operations Manual

Page 148

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.4.5 FLOW CHART


START
DUTY ASSUME RESPONSIBILITIES
(Duty PCO and Duty PNCO)

SUBMIT JOURNAL TO SO
(Duty PCO)

PREPARE JOURNAL
(Duty PNCO)

ROUTE DAILY JOURNAL TO ADMO


(Security Officer)

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.

6.4.7 SERVICE STANDARDS


Transaction
Duty PCO and PNCO assume their responsibilities
Duty PNCO prepare journal
Submit Daily Journal
Route Daily Journal
Total Time

Administrative and Operations Manual

Time
5 mins
30 mins
5 mins (after tour of duty)
60 mins
1 hour and 40 mins

Page 149

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.4.8 SAMPLES
6.4.8.1

Daily Journal

Administrative and Operations Manual

Page 150

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.5 Compliance to Paperless Journal


Title

Procedure No.

No. of Pages

Compliance to Paperless Journal

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

Paperless Journal the Daily Journal of each PNP Directorate and


National Support Units will be sent thru the PNP CampNet or thru a
Virtual Private Network (VPN)
PNP CampNet the interconnection of the local area networks of the
different Offices within the PNP National Headquarters
Virtual Private Network a secure network connection using a public
communication infrastructure
Upload transfer a file or program to a central computer from a smaller
computer
Shared Folder It is a directory on a computer that is available to other
computers on the same network
Mapped Network Drive a folder on another computer which can be
used as a local folder wherein files can be moved freely
PDF Portable Document Format, a Data Format for representing
documents in a manner that is independent of the original application
software, hardware, and operating system
Web Browser - an application program that provides a way to look at
and interact with all the information on the World Wide Web

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

Administrative and Operations Manual

Page 151

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.5.5 FLOWCHART

START
DUTY ASSUME RESPONSIBILITIES
(Duty PCO and Duty PNCO)

PREPARE JOURNAL
(Duty PNCO)

REVIEW JOURNAL
(Duty PCO)

JOURNAL CONVERTED AS PDF FILE


(Duty PNCO)

UPLOAD JOURNAL TO PNPDO SHARED FOLDER


(Duty PNCO)

VERIFY JOURNAL AT PNP COMMAND JOURNAL SITE


(Duty PCO)

MONITOR JOURNAL UPLOADED IN THE


PNP COMMAND JOURNAL SITE
(Security Officer)
END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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.

6.5.7 SERVICE STANDARDS


Transaction
Duty PCO and PNCO assume their responsibilities
Duty PNCO prepare journal
Duty PCO checks journal
Duty PNCO uploads journal at the PNPDO shared folder
Duty PCO verifies if the journal was uploaded
Security Officer monitors if the journal was uploaded
Security Officer submits report to ADMO
Total Time

Administrative and Operations Manual

Time
5 mins
1 hour
10 mins
5 mins
5 mins
5 mins
10 mins
1 hour and 40 mins

Page 153

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.5.8 SAMPLES
6.5.8.1

Daily Journal

Administrative and Operations Manual

Page 154

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.5.8.2

PNP Command Journal Main Page

6.5.8.3

PNP Command Journal NSUs Page

Administrative and Operations Manual

Page 155

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.6 Submission of OD Checklist


Title

Procedure No.

No. of Pages

Submission of OD Checklist

6.6

INTERFACES

Duty Personnel / SO / ADMO

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

Incoming Communications communications going to PNPCS


Outgoing Communications communications sent by PNPCS
OD Checklist contains areas, point of entries and equipment needed to
be inspected by the duty personnel

6.6.4 REQUIREMENTS
6.6.4.1
6.6.4.2
6.6.4.3

Activities for the Day


Incoming Communications
Outgoing Communications

Administrative and Operations Manual

Page 156

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.6.5 FLOW CHART

START
DUTY ASSUME RESPONSIBLITIES
(Duty PCO and Duty PNCO)

SUBMIT CHECKLIST TO SO
(Duty PCO)

DUTY NOTES ACTIVITIES


(Duty PNCO)

ENDORSE CHECKLIST TO ADMO


(Security Officer)

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.

6.6.7 SERVICE STANDARDS


Transaction
Duty PCO and PNCO assume their responsibilities
Duty PCO fills up OD Checklist
Submit OD Checklist
Route OD Checklist
Total Time

Administrative and Operations Manual

Time
5 mins
1 day (during tour of duty)
10 mins (after tour of duty)
60 mins
Tour of Duty + 75 mins

Page 157

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.6.8 SAMPLES
6.6.8.1

OD Checklist

Administrative and Operations Manual

Page 158

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

Page 159

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.7 Incident Report / Security Breach


Title

Procedure No.

No. of Pages

Incident Report / Security Breach

6.7

INTERFACES

Duty or CS Personnel / SO / ADMO / IO

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

Incident Report documentation for any unusual problem, incident, or


other situation that is likely to lead to undesirable effects or that varies
from established policies and procedures or practices
Security Breach defined as an unauthorized acquisition of equipment or
information which compromises the security, confidentiality or integrity
of private information.
Evidence - things or facts helpful in forming a conclusion or judgment

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

Administrative and Operations Manual

Page 160

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.7.5 FLOWCHART
START
SUBMIT INCIDENT REPORT
(Duty/CS Personnel)

COLLECT EVIDENCE
(Security Personnel)

SUBMIT FINDING TO ADMO


(Security Officer)

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

A security incident or breach happens.


Duty personnel or the CS personnel who notices the incident submits a
report to the Security Officer.
Security Office personnel gathers evidences.
The place of occurrence is inspected or visited for evidences.
The person who submitted the report is interviewed for information
regarding the incident.
All evidences and findings gathered are evaluated by Security personnel.
Security Officer prepares an incident report based on the evidences and
findings gathered which also includes a recommendation to ADMO.
ADMO endorses incident report to IO for a more thorough investigation.

6.7.7 SERVICE STANDARDS


Transaction
Duty Personnel / CS Personnel submits reports
Security Personnel Collect Evidences
Evaluation of Evidences
Render Incident Report
ADMO Endorses Incident Report to IO
Total Time

Administrative and Operations Manual

Time
10 mins
60 mins
60 mins
10 mins
10 mins
2 hours and 30 mins

Page 161

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

7. INSPECTORATE OFFICE
7.1

Conduct Pre-charge Investigation (PCI)

TITLE
Conduct of Pre-charge Investigation
against erring PNPCS Personnel
INTERFACES

Procedure No.
7.1

No. of Pages
3

Various PNP Units, PNPCS Personnel and


Inspectorate Office

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.

Pre-charge Investigation an inquiry to determine whether there is


sufficient ground to engender a well-founded belief that an
administrative/criminal offense has been committed and that
respondent is probably liable thereof and should be held for a formal
investigation.

7.1.4 REQUIREMENTS
7.4.1.1.
7.4.1.2.
7.4.1.3.

Submitted record that an administrative/criminal offense has been


committed
Submitted evidence of an offense
Complaint from concerned party/person

Administrative and Operations Manual

Page 162

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

7.1.5 FLOW CHART

START

Various PNP Units


aggrieved
Party/Complainant

ADMIN

IO

CDS

DDA

D, CS

ADMO

END

Administrative and Operations Manual

Page 163

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Turn Around Time


Receipt of complaint
Gathering of evidence
Average Transaction Time
Preparation for PCI
Conduct of PCI
Total Average Transaction Time

Administrative and Operations Manual

1 day
5 days
3 days
1 day
10 days

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

7.2

Conduct of Summary Hearing Proceedings (SHP)

TITLE
Conduct of Summary Hearing Proceedings
(SHP) against Erring (Inorganic) Personnel.
INTERFACES

Procedure No.
7.2

No. of Pages
3

Various PNP Units, PNPCS Personnel and


Inspectorate Office

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.

Summary Hearing Proceedings the expeditious administrative


proceedings conducted consistent with due process to determine the
culpability or innocence of the respondent.

7.2.4 REQUIREMENTS
7.4.1.4.
7.4.1.5.
7.4.1.6.
7.4.1.7.

Submitted record that an administrative/criminal offense has been


committed
Submitted evidence of an offense
Complaint from concerned party/person
Finding/result of the Pre-charge Investigation (PCI)

Administrative and Operations Manual

Page 165

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

7.2.5 FLOW CHART

START

DIDM

Message Center (CS)

Designated Summary
Hearing Officer

DIDM

END

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Page 166

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Turn Around Time


Receipt of Memo from DIDM
Designation of SHP Officer
Average Transaction Time
Preparation for the SHP
Conduct of SHP
Total Average Transaction Time

Administrative and Operations Manual

1 day
1 days
2 days
1 day
5 days

Page 167

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

III.

LINE DIVISIONS
1.

COMPUTER OPERATIONS DIVISION


1.1. Printing of PNP CFCs

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

Continuous Form Checks are checks issued by the


servicing bank which the PNP Computer Service
shall use in printing the names and net pay of PNP
Personnel for a particular period.
Job Request Form to be filled-up by client/office
requesting for printing of their jobs.
A Personal Computer connected to the Local Area
Network which shares resources such as printing
requirement
A group composed of members from DPRM, FS and
DC organized to cancel CFCs pursuant to SOP#21.

Are checks assigned for a particular payment but


not issued due to damage in the process of
printing, signing and bursting.

Job Request Form duly accomplished by the


requesting unit/office
CFCs delivered by Finance Service to Computer
Service to be used for printing the names and net
pay of PNP personnel for a particular pay period.
Requisition and Issue Slip issued by Finance
Service thru SAO, CS indicating the number of

1.1.1.8

Blank CFCs

1.1.1.9

RIS

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

CFCs received every pay period.

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.1.5 FLOWCHART
START
RECEIVES & LOGS JRF
(PRODUCTION CONTROLLER)

SIGNS JRF
(Chief, COD)

PRINTS CFCs ON QUEUE AT PRINT SERVER.


FORWARDS TO PCS ANY DAMAGED CFCs S FOR
DISPOSITION.
(COMPUTER OPERATOR)

VERIFIES CFCs FOR QUALITY OF


PRINTOUT AND COMPLETENESS
(PRODUCTION CONTROLLER)

SIGNS CFCs
REMOVES PERFORATION
BURST CFCS
SORT CFCS BY REGION
(AUXILIARY MACHINE OPERATOR)

PULLS OUT CFCs FOR CANCELLATION PUR TO


SOP#21
(PRODUCTION CONTROLLER)

INFORMS PNP CANCELLATION TEAM RE CFCs


FOR CANCELLATION
(PRODUCTION CONTROLLER)

LOGS ALL PRINTED CFCs BY SERIES


NR/REGION AND RELEASE TO FS AUTHORIZED
REPRESENTATIVE UPON
SIGNING IN THE LOGBOOK
( PRODUCTION CONTROLLER)

END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

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.
The C, COD signs the JRF and forward to Computer Section.
The Chief, Computer Section receives and files JRF and distributes
jobs to Computer Operator. Computer Operator prints 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 CFCs (in
boxes) are forwarded to Production Control Section for verification.
Likewise all damaged CFCs are also forwarded for disposition.
The Production Controller receives printed CFCs in boxes by signing in
the logbook. Conduct verification for quality check and completeness
of data printed on each check. Forward all verified CFCs to Auxiliary
Machine Section.
The Chief, Auxiliary Machine Section receives CFCs in boxes and
assigns operators for check signing, removing perforation after which
bursting and sorting of CFCs in boxes.
The Production Controller after being informed by C, Auxiliary
Machine Section, pulls out CFCs for cancellation against orders issued
by DPRM.
The Production Controller receives CFCs from Auxiliary Section by
signing in their logbook.
The Production Controller logs all printed CFCs by Region and release
same to FS through authorized representative upon signing in the
logbook.
Note: Before printing the salary in CFCs of PNP personnel, the
Computer Service receives all blank CFCs from FS through RIS forwarded
to SAO, CS for accounting purposes.

1.1.7 SERVICE STANDARDS


Transaction Type
Receiving of JRF
Printing of CFCs
Verification of CFCs
Check Signing, bursting and sorting
Pull-out CFCs for cancellation
Release of CFCs
Total Average Transaction Time

Administrative and Operations Manual

Turn Around Time


01 min
2 to 3 days
2 to 3 days
3 days
4 hrs
30 mins
5 days

Page 171

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.2. Printing of PNP Payslips


TITLE
Generate/Print PNP Payslips
INTERFACES

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

1.2.3.4 Damaged Payslip

Legal document containing the gross earnings,


deductions, and net pay of individual PNP
personnel.
Job Request Form to be filled-up by client/office
requesting for printing of their jobs.
A Personal Computer (PC) connected to the Local
Payslip which were damaged during the process of
printing

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

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.2.6 FLOWCHART
START

RECEIVES AND LOGS JRF)


(PRODUCTION CONTROLLER

SIGNS JRF
C, COD

PRINTS JOB ON QUEUE AT PRINT


SERVER. FORWARDS ANY DAMAGED
PAYSLIPS TO PRODUCTION CONTROL
SECTION FOR DISPOSITION.
(COMPUTER OPERATOR)

VERIFIES PAYSLIPS FOR QUALITY OF


PRINTOUT AND COMPLETENESS
(PRODUCTION CONTROLLER)

DECOLLATES PAYSLIPS
BY REGION
(AUXILIARY MACHINE OPERATOR)

LOGS ALL PAYSLIPS BY REGION AND


RELEASE TO AUTH REPRESENTATIVE
FROM FS UPON SIGNING IN THE
LOGBOOK
(PRODUCTION CONTROLLER)
END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Administrative and Operations Manual

Turn Around Time


01 min to 02 mins
4 to 5 days
4 to 5 days
2 days
30 mins
7 days

Page 174

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.3.

Printing of CFCs for Allotee and Pensioner

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

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Page 175

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.3.5 FLOWCHART
START

RECEIVES & LOGS JRF


(PRODUCTION CONTROLLER)

SIGNS JRF
(C, COD)

PRINTS CFCs ON QUEUE AT PRINT


SERVER. FORWARDS TO PCS ANY
DAMAGED CFCs S FOR DISPOSITION.
(COMPUTER OPERATOR)

VERIFIES CFCs FOR QUALITY OF


PRINTOUT AND COMPLETENESS
(PRODUCTION CONTROLLER)

SIGNS CFCs
REMOVES PERFORATION
BURST CFCS
SORT CFCS BY REGION
(AUXILIARY MACHINE OPERATOR)

LOGS ALL PRINTED CFCs BY SERIES NR


AND RELEASE TO FS AUTHORIZED
REPRESENTATIVE UPON
SIGNING IN THE LOGBOOK
( PRODUCTION CONTROLLER)

END

Administrative and Operations Manual

Page 176

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

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.
The C, COD signs the JRF and forward to Computer Section.
The Chief, Computer Section receives and files JRF and distributes
jobs to Computer Operator. Computer Operator prints 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
CFCs (in boxes) are forwarded to Production Control Section for
verification. Likewise all damaged CFCs are also forwarded for
disposition.
The Production Controller receives printed CFCs in boxes by signing
in the logbook.
Conduct verification for quality check and
completeness of data printed on each check. Forward all verified
CFCs to Auxiliary Machine Section.
The Chief, Auxiliary Machine Section receives CFCs in boxes and
assigns operators for check signing, removing perforation after which
bursting and sorting of CFCs in boxes. Any damages incurred are
forwarded to PCS for disposition.
The Production Controller receives CFCs from Auxiliary Section by
signing in their logbook.
The Production Controller logs all printed CFCs and release same to
FS through authorized representative upon signing in the logbook.
Note: Before printing the salary in CFCS of Allottees and Pension, the
Computer Service receives all blank CFCs from FS through RIS
forwarded to SAO,CS for accounting.

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

Administrative and Operations Manual

Turn Around Time


01 min
1 to 2 days
1 to 2 days
1 day
30 mins
3 days

Page 177

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Are checks which were cancelled


pursuant to SOP#21. These checks are
subject for deletion for the period but
whose directives to the effect were
received only after the checks have
already been printed.

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

Administrative and Operations Manual

Page 178

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.4.5 FLOWCHART
START

PULLS OUT CHECKS FOR CANCELLATION


EVERY PAY PERIOD

AFFIXED THEIR SIGNATURES ON THE LIST OF


CANCELLED CFCs.
PNP CANCELLATION TEAM MEMBERS

(PRODUCTION CONTROLLER)

INFORM CANCELLATION TEAM RE CANCELLED


CFCs
(PRODUCTION CONTROLLER)

VERIFIES PULL OUT CHECKS FOR


CANCELLATION VS DPRM ISSUED ORDERS
(PNP CANCELLATION TEAM

STAMPED CANCELLED ON FACE OF EACH


CHECKS.
PNP CANCELLATION TEAM

ENCODES CANCELLED CHECKS AND GENERATE


LIST OF CANCELLED CFCs.
(PRODUCTION CONTROLLER)

Administrative and Operations Manual

PHOTO COPY DPRM ORDERS AND CANCELLED


CFCs
(PRODUCTION CONTROLLER

TRANSMIT LIST OFCANCELLED CFCs WITH


PHOTO COPY OF DPRM ORDERS AND
CANCELLED CFCs AND TRANSMITTAL MEMO
TO TDC APPROVED BY D,CS
(PRODUCTION CONTROLLER)

RELEASE CANCELLED CFCs W/ STAMPED


CANCELLED TO FS REPRESENTATIVE UPON
SIGNING IN THE LOGBOOK.
(PRODUCTION CONTROLLER)

END

Page 179

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The Production Controller pulls out CFCs for cancellation pursuant to


SOP#21 every pay period.
Inform PNP Cancellation Team re cancelled CFCs.
The PNP Cancellation Team verifies pulled-out CFCs for Cancellation
against DPRM issued orders.
The Team shall stamped CANCELLED on face of each CFCs.
The Production Controller encodes cancelled CFCs and generate List of
Cancelled CFCs.
The PNP Cancellation Team members affixed their signatures on the
List of Cancelled CFCs.
The Production Controller photo copy DPRM orders and Cancelled CFCs.
The Production Controller transmits List of Cancelled CFCs with photo
copied orders from DPRM, Cancelled CFCs, and transmittal memo to
TDC approved by D, CS.
The Production Controller releases cancelled CFCs with stamped
CANCELLED to FS authorized representative upon signing in the
logbook.

SERVICE STANDARDS

Transaction Type
Pull-out of CFCs
Verification and Stamping of CANCELLED on face of CFCs

Turn Around Time


4 hours
3 hrs

Encoding of Cancelled CFCs and Generate List


Of Cancelled CFCs
Photocopy of DPRM orders and CFCs
Signing of List of Cancelled CFCs by
Cancellation Team
Preparation of Transmittal memo to FS
Approval of Memo (thru channel)
Transmittal of Memo to FS
Total Average Transaction Time

Administrative and Operations Manual

4 hrs
1 day
2 days
30 mins
1 day
30 mins
5 days

Page 180

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.5.

Disposition of Damaged CFCs

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

1.5.3.2 PNPCS Committee on


Disposition of
Damaged CFCs and
Payslips
1.5.3.3 Non-Negotiable
CFC

A check which were not issued due to


damage in the process of printing,
signing and bursting.
A committee organized to dispose
properly the damaged CFCs.
A mark in ink stamped enface of
damaged CFCs for security reasons.

1.5.4 REQUIREMENTS
1.5.4.1
1.5.4.2
1.5.4.3

Logbook (incoming/Outgoing)
Damaged CFCs
COD Form#3

Administrative and Operations Manual

Page 181

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.5.5 FLOWCHART
START

RECEIVES ALL DAMAGED CFCs FROM


COMPUTER SECTION AND AUXILIARY SECTION
BY SIGNING IN THEIR RESPECTIVE LOGBOOK
(PRODUCTION CONTROLLER)
VERIFY AND STAMP WITH NON-NEGOTIABLE
MARK ON EVERY FACE OF THE CHECK PRIOR TO
REPLACEMENT
(CS COMMITTEE ON DISPOSITION OF DAMAGED
CFCS AND PAYSLIPS)
FILLS-UP COD FORM#3 (3 cps) INDICATING THE
FF: - SERIES NR
- UNIT CODE
- NR OF DAMAGE
(PRODUCTION CONTROLLER)

FORWARD 1 COPY TO SMD FOR


RECOVERY/REPLACEMENT
1 COPY TO FS
1 COD FILE
SIGNED BY C, COD
(PRODUCTION CONTROLLER)

PREPARE LIST OF DAMAGED CFCs AND


TRANSMITTAL MEMO FOR APPROVAL OF D,
CS ROUTED THRU THE COMMAND GROUP
(PRODUCTION CONTROLLER)

TRANSMIT TO FS LIST OF DAMAGED


CFCs TOGETHER WITH THE DAMAGED
ONES AND APPROVED MEMO
(PRODUCTION CONTROLLER)

END

Administrative and Operations Manual

Page 182

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The Production Controller shall receive all damaged CFCs from


Computer Section and Auxiliary Machine Section by signing in their
respective logbooks. Informs members of the Committee on
Disposition of Damaged CFCs and Payslips regarding damaged CFCs.
The Members of the Committee on Damaged CFCs and Payslips,
verifies all damaged CFCs and eventually stamp with NonNegotiable mark on every face of check prior to its replacement and
forward marked CFCs to Production Controller.
The Production Controller receives marked CFCs and fills-up COD
Form#3 indicating the following: Series Number; Unit Code, and Nr of
damaged in three (3) copies. 1 copy FS; 1 copy SMD and last copy
COD file. C, Cod sign the form for transmittal to SMD for immediate
replacement.
The Production Controller prepare list of Damaged CFCs and
Transmittal Memo for approval of D, CS thru channel.
The Production Controller transmits the list of damaged CFCs
together with the damaged ones and approved memo to FS.

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

Administrative and Operations Manual

Turn Around Time


01 min to 02 mins
30 mins
30 mins
1 day
30 mins
2 hours

Page 183

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.6.

Disposition of Damaged Payslips

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

PNP SOP# 21 dated May 1998


CS-SOP No. 2004-01 dated August 10, 2004

1.6.3 DEFINITION OF TERMS


1.6.3.1

Damaged Payslip

1.6.3.2 CS Committee on
Disposition of
Damaged CFCs and
Payslips

Payslip which were not issued due


damage in the process of printing.
A committee organized to dispose
properly the damaged CFCs for security
purposes.

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

Administrative and Operations Manual

Page 184

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.6.5 FLOWCHART
START

RECEIVES ALL DAMAGE PAYLIPS FROM


COMPUTER SECTION AND AUXILIARY SECTION
BY SIGNING IN THEIR RESPECTIVE LOGBOOK
(PRODUCTION CONTROLLER)

FILLS-UP COD FORM#3 (3 CPS)


INDICATING THE FF:
- SERIES NR:
- UNIT CODE
- NR OF DAMAGE
- NAME
(PRODUCTION CONTROLLER)

FORWARD 1 COPY TO SMD FOR


RECOVERY/REPLACEMENT
1 COPY TO FS
1 COD FILE
SIGNED BY C, COD
(PRODUCTION CONTROLLER)

SHRED OUT ALL DAMAGED PAYSLIPS


(PRODUCTION CONTROLLER)

END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.6.6 NARRATIVE
1.6.6.1

1.6.6.2
1.6.6.3

1.6.6.4
1.6.7

The Production Controller receives all damaged payslips


from
Computer Section and Auxiliary Machine Section by signing in their
respective logbooks. Informs members of the Committee on Disposition
of Damaged CFCs and Payslips regarding damaged CFCs.
The Members of the Committee on Damaged CFCs and Payslips, verifies
all damaged payslips and forward same to Production Controller for
disposition.
The Production Controller receives damaged payslips and fills-up COD
Form#3 indicating the following: Series Number; Unit Code, Nr of
damaged, and Name in three (3) copies. 1 copy FS; 1 copy SMD and
last copy COD file. C, Cod sign the form for transmittal to SMD for its
immediate replacement.
The Production Controller shred out all damaged payslips after it has
been replaced.

SERVICE STANDARDS

Transaction Type
Receiving of JRF
Verification of Damaged payslips
Replacement/Printing of Damaged payslips
Payslip shredding
Total Average Transaction Time

Administrative and Operations Manual

Turn Around Time


01 min to 02 mins
1 hour
2-3 days
2 days
5 days

Page 186

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

1.7.

Printing of Financial and Management Reports

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

- Reports Generated for DPRM, FS, DC,


Accounting and COA used as supporting
documents of the salary of PNP
personnel.

1.7.4 REQUIREMENTS
1.7.4.1
1.7.4.2
1.7.4.3

Job Request Form duly accomplished by the requesting unit/office


Logbook (incoming/Outgoing)
Blank Continuous Forms in different sizes.

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1.7.5 FLOWCHART
START

RECEIVES & LOGS JRF


(PRODUCTION CONTROLLER)

SIGNS JRF
(C, COD)

PRINTS JOB ON QUEUE AT


WORKSTATION. FORWARDS ANY
DAMAGED REPORTS TO PRODUCTION
CONTROL FOR DISPOSITION
(COMPUTER OPERATOR)

VERIFIES REPORTS FOR QUALITY OF


PRINTOUT AND COMPLETENESS
(PRODUCTION CONTROLLER)

DECOLLATES REPORTS
BY REGION
( AUXILIARY MACHINE OPERATOR)

LOGS ALL REPORTS BY REGION AND


TRANSMIT TO DIFFERENT UNITS/OFFICES
CONCERNED TOGETHER WITH THE
APPROVED TRANSMITTAL MEMOS
(PRODUCTION CONTROLLER)
END

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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

The Production Controller receives all JRF from requesting


unit/office for printing the financial and management reports every
pay period. Logs them in the Incoming Logbook and forward to C,
COD for notation.
The C, COD signs the JRF and forward to Computer Section.
The Chief, Computer Section receives and files JRF and distributes
jobs to Computer Operator. Computer Operator prints reports 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 reports (in boxes) are forwarded to Production Control Section
for verification. Likewise all damaged financial reports are also
forwarded for disposition.
The Production Controller receives printed financial reports in boxes
by signing in the logbook. Conduct verification for quality check and
completeness of data printed. Forwards all verified reports to
Auxiliary Machine Section.
The Chief, Auxiliary Machine Section receives financial reports in
boxes and assigns operator for decollation. These reports are in two
copies.
The Production Controller receives financial reports from Auxiliary
Section by signing in their logbook.
The Production Controller logs all printed financial and management
reports and release same to corresponding units/offices such as FS,
DPRM, DC, Accounting, and COA with approved transmittal memos.

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

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Turn Around Time


01 min to 02 mins
4 to 5 days
4 to 5 days
2 days
30 mins
7 days

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1.8.

Disposition of Damaged Financial Management Reports

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

Are reports which were not issued due to


damage in the process of printing.

A committee organized to dispose properly the


damaged reports.

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

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1.8.5 FLOWCHART

START

RECEIVES ALL DAMAGED REPORTS


FROM COMPUTER SECTION BY
SIGNING IN THEIR LOGBOOK
(PRODUCTION CONTROLLER)

FILLS-UP COD FORM#3 (2 cps)


INDICATING THE PAGE NR
AND NAME OF REPORT
(PRODUCTION CONTROLLER)

FORWARD COPY TO SMD FOR


RECOVERY/REPLACEMENT
1 COD FILE
SIGNED BY C, COD
(PRODUCTION CONTROLLER)

SHRED OUT ALL DAMAGED REPORTS


(PRODUCTION CONTROLLER)

END

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1.8.6 NARRATIVE
1.8.6.1
1.8.6.2
1.8.6.3
1.8.6.4

The Production Controller receives all damaged reports


from
Computer Section
The Production Controller fills-up COD Form#3 indicating the
following page number of damage pages and name of report.
Production Controller forward copy to SMD for its immediate
recovery/replacement.
The Production Controller shred out all damaged reports after it has
been replaced.

1.8.7 SERVICE STANDARDS


Transaction Type
Receiving of Damaged Reports
Filling-up of Form #3
Signature and Transmittal of Form #3
Shred out all Damaged Reports
Total Average Transaction Time

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Turn Around Time


30 mins
30 mins
20 mins
2 days
2 days

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1.9.

Computer Hardware Maintenance

TITLE
Computer Hardware Maintenance
INTERFACES

Procedure No.
1.9

No. of Pages
3

PNPCS and other PNP Offices

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

- Service Request Form to be filled-up by client/office u


concerned requesting IT hardware for maintenance/rep
services of CS.
- A letter/memo from unit/offices specifying request for
repair services of CS of their PC and computer peripherals.

1.9.4 REQUIREMENTS
1.9.4.1
1.9.4.2

Service Request Form (SRF)


Letter Request from Client/Offices requesting for repair of their
PC and computer peripherals.

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1.9.5 FLOWCHART
START

FILLS-UP SRF
CLIENT/USER UNIT

CHECK AND TEST


(COMPUTER TECHNICIAN)

RECEIVES, LOGS SRF AND MAKE


NOTATIONS

APPROVAL AND CONCURRENCE


(C, CMS)

7(CMS STAFF)

CONDUCTS TEST/DIAGNOSES
(COMPUTER TECHNICIAN)

INFORMS CLIENT RE STATUS OF HW


EQUIPMENT

REPAIRS HW EQUIPMENT
(COMPUTER TECHNICIAN)

NOTATION
(C, COD)

INFORM CLIENT FOR RELEASE


OF HW EQUIPMENT

RECEIVES REPAIRED HW
EQUIPMENT
UPON SIGNING IN THE LOGBOOK

END

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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

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Turn Around Time


30 mins
20 mins
4 to 5 hrs
1 hour
5 mins
1 day

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2.

SYSTEMS MANAGEMENT DIVISION


2.1.

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. DEFINITION OF TERMS


2.1.3.1.

2.1.3.2.

2.1.3.3.

2.1.3.4.
2.1.3.5.
2.1.3.6.

2.1.3.7.

SYSTEMS DEVELOPMENT - is a framework originally based upon rapid


application development that utilizes continues user involvement in an
interactive development and incremental approach which is responsive
to changing requirements.
SYSTEMS DOCUMENTATION describes the systems function and how
they are implemented. It is a reference material for programmers and
analyst who must support and maintain the system. It includes project
proposal, data dictionary, data flow diagram, object models, screen
layout and references.
SYSTEMS IMPLEMENTATION the process of installing the system that
will test and exercise the complete system in its actual environment to
determine its capabilities and limitations to know if the system is
functionally operative and is compatible with the other subsystems and
supporting elements required for its operational employment.
SYSTEMS OUTLINE consist of identified input and output requirements,
database files and system processes.
SYSTEMS PRESENTATION a live show of the proposed system by the
project team for the client/user with the use of projector and PC/
Laptop.
SYSTEMS TESTING includes a series of test to determine if the
proposed system is functioning properly. It involves the following:
Program testing testing of individual programs and modules.
Integration testing testing of two or more programs dependent
on each other.
DOCUMENTATION describes an information system and helps the users
who will interact with it. It is essential for a successful system operation
and maintenance.

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2.1.3.8.

CLIENT refers to any person, division /directorate that use the


application software developed by Computer Service.
2.1.3.9. SCHEDULE OF ACTIVITIES Illustrates a project schedule which contain
a detailed breakdown of assigned task and the responsible people ware
to complete the project.
2.1.3.10. USERS MANUAL a written guide with associated images intended to
give assistance to people using a particular system.
2.1.3.11. USERS TRAINING lecture to help the users to be familiarized with the
software used and be comfortable in operating the system.
2.1.3.12. WALKTHROUGH an administrative process for reviewing the design and
operation of a new system design. It is a review done by a small group of
people involved in the systems development to check the existing system
models, to detect flaws inaccuracies, errors and omissions in the
proposed design.
2.1.4. REQUIREMENTS
2.1.4.1.

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

2.1.4.1.3. From User


Database Structure
1. Existing Reports
2. Existing Workflow

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2.1.5. FLOW CHART

START
RECIEVES MEMO REQUEST FROM PNP UNITS/OFFICES
(SMD ADMIN STAFF)

CREATES PROJECT TEAM


(C,SMD)

FEASIBILITY STUDY
(Project Team)
Systems research / investigation
Identify the problems
Identify input and output requirements
Identify process/es

1.
2.
3.
4.

PREPARE AFTER ACTIVITY REPORT


(Project Team)

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)

PREPARATION OF PROJECT PROPOSAL


(For approval of C, SMD, COMMAND GROUP & CLIENT)

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
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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

Project Officer, SA,


Programmer

Preparation of Data Dictionary


and File Structure
Preparation
of
Entity
Relational
Model
(ERM),
Conceptual Data Model (CDM)
and System Outline
Designs Screen Menu and
Screen Prototype

Info System Researcher

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Project Officer, SA,


Programmer
Programmer

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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

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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.

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2.1.7. SERVICE STANDARD


Transaction Type

Turn Around Time


Receives memo from PNP
offices/client
Creation of Project Team
Conduct System Investigation
Prepares After Activity Report for
info/comment of C, SMD and the
Command Group through Admin
Brainstorming by Project Team
Prepares flowchart of existing
workflow
Prepares Schedule of Activities
Creates Database
Prepares Data Dictionary and File
Structure
Prepares Entity Relational Model
(ERM), Conceptual Data Model
(CDM) and System Outline
Designs screen menu and screen
prototype
Average Transaction Time
Prepares project proposal for
approval of C, SMD; Command
Group and client
Compiles system documentation
Performs program coding
Integrates system components /
programs / modules
Presentation of the proposed
system within SMD
Performs system testing
Conducts system presentation
Prepares users manual
Creates installation package and
back-up source code and database
Install the system to the client
server and workstations
Conducts users training
Prepares User Acceptance Report
and
turn-over the system to the client
Total Average Transaction Time

Administrative and Operations Manual

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

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2.1.8. SAMPLE OUTPUT


2.1.8.1.

Developed System

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2.1.8.2.

After Meeting Report

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2.1.8.3.

After Presentation Report

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2.1.8.4.

User Acceptance Report

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2.1.8.5.

System Documentation for Logistics Information Management System


(LIMS)
SAMPLE TABLE OF CONTENTS OF LIMS
PROJECT PROPOSAL

----

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

CONCEPTUAL DATA MODEL (CDM)

ENTITY-RELATION MODEL(ERM)

FILE STRUCTURE

SYSTEM OUTLINE

DATA DICTIONARY

PROJECT IMPLEMENTATION

CONCEPT OF OPERATION

SYSTEM IMPLEMENTATION

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----

TAB B

TAB C

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2.1.8.6.

User Manual

This screen appears while the system is loading.

The system prompts the user to key-in a valid username and password to access the
system.

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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.

RA 6975 as revised by RA 8551


Information Systems Strategies Plan Description of Information Systems
Memo from PNP Units/Offices

2.2.3. DEFINITION OF TERMS


2.2.3.1.

2.2.3.2.
2.2.3.3.

2.2.3.4.
2.2.3.5.

ADAPTIVE MAINTENANCE Changing the applications to adapt it to a


new hardware or software environment, adaptive maintenance may
involve, for example, moving an application from a mainframe to a
client server environment, or converting it from a file to a database
environment.
CORRECTIVE MAINTENANCE Corrective maintenance diagnoses and
corrects errors in an operational system.
PERFECTIVE MAINTENANCE It involves changing and modifying the
system to respond to changing user requirements and organizational
needs improving systems efficiency.
It also involves enhancing
documentation.
SOFTWARE MAINTENANCE process of enhancing and
optimizing
deployed software as well as remedying defects.
SOLUTION the best alternative to solve the problem reported by the
client.

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2.2.4. REQUIREMENTS
2.2.4.1.

Of the Project for Maintenance


2.2.4.1.1. System Maintenance Team
Team Leader
Programmers
Researchers
Information Researcher
2.2.4.1.2. By

Maintenance Team
Workstation
Media Storage
Development Tool
Database
Office supplies

2.2.4.1.3. From User


Database Structure
1. Forms
2. Existing Workflow

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2.2.4. FLOW CHART


START
MONITORING OF INFORMATION
SYSTEM (Project Team)

RECEIVES MEMO REQUEST FROM


CLIENT (SMD, Admin Staff)

MEETING WITH THE CONCERNED


PROJECT TEAM
(C, SMD)

CONDUCTS WALK THROUGH


Calls the group to order and states the subject Walkthrough.
Provides an overview of the proposed info system.
The Project Manager identifies the areas to be reviewed.
Project Manager or his appointee obtains the
recommendation of the group.
(SMD Personnel)

PREPARES WALKTHROUGH
REPORTS
(Project Team)

SYSTEM ANALYSIS

PROVIDE SOLUTION
Perfective Maintenance
Adaptive Maintenance
Corrective Maintenance

SYSTEM IMPLEMENTATION
Testing
Acceptance
Users Training
Documentation
(Project Team)

PREPARES AFTER ACTIVITY REPORT


(Project Team)

END
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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.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

2.2.7. SERVICE STANDARDS


Transaction Type

Turn Around Time


Receiving memo, Documents, reenhancement.

Project team meeting with C, SMD


Conducts walkthrough meeting
Prepares After Activity Report for
info/Notation/Comments of C, SMD
and the Command Group thru ADMIN
Conducts System Analysis
Provide solution to the problems
Average Transaction Time
Program testing
Training and User Acceptance
Prepares after activity report
Total Average Transaction Time

Administrative and Operations Manual

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

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2.2.8. SAMPLE OUTPUT


2.2.8.1.

Request for system enhancement

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

2.2.8.2.

After Activity Report

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.

DATA MANAGEMENT DIVISION


3.2

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

To provide the procedures in the issuance of Certification of No CFC Printed as


request by PNP personnel to be used as one of the supporting documents in the processing
of their claims which will be attached to their Disbursement Vouchers (DV).
3.2.1.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.1.1.3

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

CFC Verification Certification Certification issued regarding a


verification that the CFC of a particular PNP personnel had been
printed and distributed.
I/O Controller Personnel in-charge of all incoming and outgoing
messages/documents from DMD
Control Number Special unique number
Continuous Form Check refer to Glossary of Terms

REQUIREMENTS
Memo Request from Units/Offices or PNP Personnel

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.1.5

FLOWCHART

START
MEMO REQUESTS
(From Units/Offices or PNP Personnel)

PROOF READ CERTIFICATIONS


AND ENDORSE TO C, DMD
(Chief, Verification Section)

LOGS IN MEMO REQUEST AND ISSUES


CORRESPONDING CONTROL NUMBER
(I/O Controller)

SIGNATURE
(C, DMD)

DISTRIBUTES MEMO REQUESTS TO


VERIFIERS
(Chief, Verification Section)

SIGNATURE
(DDA)

VERIFIES MEMO REQUEST FROM THE


MONTHLY CFC MASTER LIST OF PNP
PERSONNEL
(Verification Section Verifiers)

DISTRIBUTE RESULT TO ENCODERS


(Chief, Verification Section)

CHECKS CERTIFICATIONS SIGNED, LOGOUT THEN FORWARDS SAME TO THE


MESSAGE CENTER, ADMIN FOR
RELEASE TO LIASONS OF UNIT/OFFICE
OR PNP PERSONNEL
(I/O Controller)

END

ENCODE AND PRINT CERTIFICATIONS


(Verification Section Encoders)

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The I/O Controller of DMD receives the requests for


verification/certification of PNP personnel from Admin Office.
Logs-in and issues control numbers and forward to the Chief,
Verification Section.
The Chief, Verification Section shall then distribute the memo
requests to the verifiers.
The Verifiers verify the names of requesting parties from the
Master List of PNP Personnel with issued CFCs and submit the
output to the Chief, Verification Section.
The Chief, Verification Section distributes the outputs to the
encoders.
The Verification Section Encoders will make the appropriate
certifications and forward after which return same to the Chief,
Verification Section.
The Chief, Verification Section proofreads the certifications,
make necessary corrections if there are any and then return back
to the concern encoder for retyping. If no correction/s, forwards
the certificates to the Chief, Data Management Division.
The Chief, Data Management Division signs the certifications.
The Deputy Director for Administration signs the certifications.
The I/O Controller checks and logs-out the certifications, forwards
to the Message Center, Admin Office for release to liaison of
Units/Offices or PNP Personnel.
SERVICE STANDARDS

TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 1-3 mins per request
Ave 2-3 mins per certification
Ave 3 secs per certification
Ave 1-3 mins per request
Ave 8-12 mins per certification

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.1.8

SAMPLE VERIFICATION/CERTIFICATION (No CFC Printed)


Republic of the Philippines
Department of the Interior and Local Government
National Police Commission
PHILIPPINE NATIONAL POLICE

COMPUTER SERVICE
Camp Crame, Quezon City
PNPCS- DMD
MEMORANDUM
FOR

RD, RHSG, NCRPO


(Attn: SPO2 Rizalino Driz Tapia)

FROM

AD, CS

SUBJECT

Verification

DATE

July 23, 2007

1.

Ref:

Personal request dtd Jul 11, 2007. Subject: Verification.

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.

For information and reference.


FOR THE ACTING DIRECTOR, COMPUTER SERVICE:
VICTORINO S PANGANIBAN JR
Police Senior Superintendent (DSC)
Deputy Director for Administration

Prepared By:
ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div
Ctrl # 1862

Administrative and Operations Manual

Page 220

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Received 07/19/07
elvie/evelyn
3.2.2 Issuance of Certification for Pay and Allowances
Differential for PNP Uniformed Personnel
TITLE

Procedure No.

ISSUANCE OF CERTIFICATION FOR PAY AND


ALLOWANCES DIFFERENTIAL (Uniformed Personnel)

3.1.2

INTERFACES

N/A

3.1.2.1

No. of Pages
4

OBJECTIVE

To provide the procedures in the issuance of Certification for Salary and


Allowance Differential as requested by PNP Personnel to be used as one of the supporting
documents in the processing of their claims.
3.1.2.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.1.2.3

DEFINITION OF TERMS
3.1.2.3.1

3.1.2.4

Salary and Allowance Differential refer to Glossary of Terms

REQUIREMENTS
1.2.4.1

Memo Requests from Units/Offices or PNP Personnel

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.2.5

FLOWCHART
START

MEMO REQUEST FROM PNP OFFICES/


PERSONNEL AND FORWARD TO DMD
(PNPCS Message Center)

ENCODE AND PRINT CERTIFICATIONS/IF


THERE ARE CORRECTIONS, ENCODERS
RE-ENCODE CORRECTION
(Verification Section Encoders)

LOGS IN MEMO REQUESTS AND ISSUES


CORRESPONDING CONTROL NUMBER
(I/O Controller)

PROOFREADS CERTIFICATIONS
(Chief, Verification Section)

DISTRIBUTES MEMO REQUESTS TO


VERIFIERS
(Chief, Verification Section)

SIGNATURE
(C, DMD)

VERIFIES MEMO REQUESTS FROM THE


MONTHLY CFC MASTER LIST OF PNP
PERSONNEL
(Verification Section Verifiers)

DISTRIBUTES RESULT TO ENCODERS


(Chief, Verification Section)

SIGNATURE
(DDA)

CHECKS CERTIFICATIONS SIGNED, LOGSOUT THEN FORWARDS SAME TO THE


MESSAGE CENTER, ADMIN FOR RELEASE
TO LIASONS OF UNITS/OFFICES OR PNP
PERSONNEL
(I/O Controller)

END

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The I/O Controller of DMD receives the requests for


verification/certification of PNP personnel from Admin Office.
Logs-in and issues control numbers and forward to the Chief,
Verification Section.
The Chief, Verification Section shall then distribute the memo
requests to the verifiers.
The Verification Section Verifiers verify the names of requesting
parties from the Master List of PNP Personnel with issued CFCs and
submit the output to the Chief, Verification Section.
The Chief, Verification Section distributes the outputs to the
encoders.
The Verification Section Encoders will make the appropriate
certifications and forward after which return same to the Chief,
Verification Section.
The Chief, Verification Section proofreads the certifications,
make necessary corrections if there are any and then return back
to the concern encoder for retyping. If no correction/s, forwards
the certificates to the Chief, Data Management Division.
The Chief, Data Management Division signs the certifications.
The Deputy Director for Administration signs the certifications.
The I/O Controller checks and logs-out the certifications, forwards
to the Message Center, Admin Office for release to liaison of
Units/Offices or PNP Personnel.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 1-3 mins per request
Ave 2-3 mins per certification
Ave 3 secs
Ave 1-3 mins per request
Ave 8-12 mins per certification

Page 223

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.2.8

SAMPLE VERIFICATION/VERIFICATION (Pay and Allowances Differential)


Republic of the Philippines
Department of the Interior and Local Government
National Police Commission
PHILIPPINE NATIONAL POLICE
COMPUTER SERVICE
Camp Crame, Quezon City

PNPCS- DMD
MEMORANDUM
FOR

OIC, HSS

FROM

AD, CS

SUBJECT

Verification

DATE

July 12, 2007

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.

For information and reference.


FOR THE ACTING DIRECTOR, COMPUTER SERVICE:
VICTORINO S PANGANIBAN JR
Police Senior Superintendent (DSC)
Deputy Director for Administration

Prepared By:

ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div
Ctrl # 1471
Received 06/21/07

Administrative and Operations Manual

Page 224

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

celia/evelyn

Administrative and Operations Manual

Page 225

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.3 Issuance Of Certification For Pay And Allowances


Differential for NUP
TITLE

Procedure No.

ISSUANCE OF CERTIFICATION FOR PAY AND


ALLOWANCES DIFFERENTIAL (NUP)
INTERFACES
3.1.3.1

3.1.3

No. of Pages
4

N/A

OBJECTIVE

To provide the procedures in the issuance of Certification for Pay and


Allowances Differential as requested by PNP Non-Uniformed Personnel to be used as one of
the supporting documents in the processing of their claims.
3.1.3.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.1.3.3

DEFINITION OF TERMS
Pay and allowances Refer to Glossary of Terms

3.1.3.4

REQUIREMENTS
Memo Requests from Units/Offices or PNP Personnel

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Page 226

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.3.5

FLOWCHART
START
MEMO REQUESTS
(From Units/Offices or NUPs)

ENCODE AND PRINT CERTIFICATIONS


(Verification Section Encoders)

LOGS IN MEMO REQUESTS AND ISSUES


CORRESPONDING CONTROL NUMBER
(I/O Controller)

PROOFREADS CERTIFICATIONS, IF THERE


ARE ANY CORRECTIONS, ENCODERS
RETYPE THE CERTIFICATION
(Chief, Verification Section)

DISTRIBUTES MEMO REQUESTS TO


VERIFIERS
(Chief, Verification Section)

VERIFIES MEMO REQUESTS FROM THE


MONTHLY CFC MASTER LIST OF PNP
PERSONNEL
(Verification Section Verifiers)

DISTRIBUTES RESULT TO ENCODER


(Chief, Verification Section)

SIGNATURE
(C, DMD)

SIGNATURE

(DDA)

CHECKS CERTIFICATIONS SIGNED, LOGSOUT THEN FORWARDS SAME TO THE


MESSAGE CENTER, ADMIN FOR RELEASE
TO LIASONS OF UNITS/OFFICES OR PNP
PERSONNEL
(I/O Controller)

END

Administrative and Operations Manual

Page 227

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The I/O Controller of DMD receives the requests for


verification/certification of PNP Non-Uniformed Personnel from
Admin Office. Logs-in and issues control numbers and forward to
the Chief, Verification Section.
The Chief, Verification Section shall then distribute the memo
requests to the verifiers.
The verifiers verify the names of requesting parties from the
Master List of PNP Personnel with issued CFCs and submit the
output to the Chief, Verification Section.
The Chief, Verification Section distributes the outputs to the
encoders.
The encoders will make the appropriate certifications and forward
after which return same to the Chief, Verification Section.
The Chief, Verification Section proofreads the certifications,
make necessary corrections if there are any and then return back
to the concern encoder for retyping. If no correction/s, forwards
the certificates to the Chief, Data Management Division.
The Chief, Data Management Division signs the certifications.
The Deputy Director for Administration signs the certifications.
The I/O Controller of DMD checks and logs-out the certifications,
forwards to the Message Center, Admin Office for release to liaison
of Units/Offices or PNP Personnel.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 1-3 mins per request
Ave 2-3 mins per certification
Ave 3 secs
Ave 1-3 mins per request
Ave 8-12 mins per certification

Page 228

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.3.8

SAMPLE VERIFICATION/CERTIFICATION
DIFFERENTIAL OF NUPs

FOR

PAY

AND

ALLOWANCES

Republic of the Philippines


Department of the Interior and Local Government
National Police Commission
NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE
COMPUTER SERVICE
Camp Crame, Quezon City
PNPCS- DMD
MEMORANDUM
FOR

DD, QCPDO

FROM

D, CS

SUBJECT

Verification

DATE

January 26, 2007

1.

Ref:

Memo from that Office dtd Jan 17, 2007.

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.

For information and reference.

FOR THE DIRECTOR, COMPUTER SERVICE:


TEOFILO S MELLIZA JR (DSC)
Police Senior Superintendent
Deputy Director for Administration
Prepared By:
ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div

Administrative and Operations Manual

Page 229

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Ctrl # 299
Received 01/18/07
william/evelyn

Administrative and Operations Manual

Page 230

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.4 Issuance Of Certification For Long Pay Differential


TITLE

Procedure No.

ISSUANCE OF CERTIFICATION FOR LONG PAY


DIFFERENTIAL
INTERFACES

3.1.4

3.1.4.1

No. of Pages
4

N/A

OBJECTIVE

To provide the procedures in the issuance of Certification of Long Pay


Differential as request by PNP personnel to be used as one of the supporting documents in
the processing of their claims.
3.1.4.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.1.4.3

DEFINITION OF TERMS
Long Pay Differential

ffe
3.1.4.4

REQUIREMENTS
Memo Requests from Units/Offices or PNP Personnel

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.4.5

FLOWCHART
START

MEMO REQUESTS
(From Units/Offices or PNP Personnel)

ENCODE AND PRINT CERTIFICATIONS


(Verification Section Encoders)

LOGS IN MEMO REQUEST AND ISSUES


CORRESPONDING CONTROL NUMBER
(I/O Controller)

PROOFREADS CERTIFICATIONS, IF THERE


ARE ANY CORRECTIONS, ENCODERS
RETYPE THE CERTIFICATION
(Chief, Verification Section)

DISTRIBUTES MEMO REQUEST TO


VERIFIERS
(Chief, Verification Section)

SIGNATURE
(C, DMD)

VERIFIES MEMO REQUEST FROM THE


MONTHLY CFC MASTER LIST OF PNP
PERSONNEL
(Verification Section Verifiers)

DISTRIBUTES RESULT TO ENCODER


(Chief, Verification Section)

SIGNATURE
(DDA)

CHECKS CERTIFICATIONS SIGNED, LOGSOUT THEN FORWARDS SAME TO THE


MESSAGE CENTER, ADMIN FOR RELEASE
TO LIASONS OF UNITS/OFFICES OR PNP
PERSONNEL
(I/O Controller)

END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The I/O Controller of DMD receives the requests for


verification/certification of PNP personnel from Admin Office.
Logs-in and issues control numbers and forward to the Chief,
Verification Section.
The Chief, Verification Section shall then distribute the memo
requests to the verifiers.
The verifiers verify the names of requesting parties from the
Master List of PNP Personnel with issued CFCs and submit the
output to the Chief, Verification Section.
The Chief, Verification Section distributes the outputs to the
encoders.
The encoders will make the appropriate certifications and forward
after which return same to the Chief, Verification Section.
The Chief, Verification Section proofreads the certifications,
make necessary corrections if there are any and then return back
to the concern encoder for retyping. If no correction/s, forwards
the certificates to the Chief, Data Management Division.
The Chief, Data Management Division signs the certifications.
The Deputy Director for Administration signs the certifications.
The I/O Controller of DMD checks and logs-out the certifications,
forwards to the Message Center, Admin Office for release to liaison
of Units/Offices or PNP Personnel.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 1-3 mins per request
Ave 2-3 mins per certification
Ave 3 secs
Ave 1-3 mins per request
Ave 8-12 mins per certification

Page 233

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.4.8

SAMPLE VERIFICATION/CERTIFICATION (Long Pay Differential)


Republic of the Philippines
Department of the Interior and Local Government
National Police Commission
PHILIPPINE NATIONAL POLICE
COMPUTER SERVICE
Camp Crame, Quezon City

PNPCS- DMD
MEMORANDUM
FOR

DD, SPDO

FROM

AD, CS

SUBJECT

Verification

DATE

July 16, 2007

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.

For information and reference.


FOR THE ACTING DIRECTOR, COMPUTER SERVICE:
VICTORINO S PANGANIBAN JR
Police Senior Superintendent (DSC)
Deputy Director for Administration

Prepared By:

ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div
Ctrl # 1811
Received 07/13/07

Administrative and Operations Manual

Page 234

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

celia/evelyn

Administrative and Operations Manual

Page 235

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.5

Issuance of Certification For Bonus Differential (No


CFC Printed of Mid-Year or Year-End Bonus)

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

To provide the procedures in the issuance of Certification of Bonus Differential


as requested by PNP personnel to be used as one of the supporting documents in the
processing of their claims.
3.1.5.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.1.5.3

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

Administrative and Operations Manual

Page 236

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.5.5

FLOWCHART
START

MEMO REQUESTS
(From Units/Offices or PNP Personnel)

ENCODE AND PRINT CERTIFICATIONS


(Verification Section Encoders)

LOGS IN MEMO REQUESTS AND ISSUES


CORRESPONDING CONTROL NUMBER
(I/O Controller)

PROOFREADS CERTIFICATIONS, IF THERE


ARE ANY CORRECTIONS, ENCODERS
RETYPE THE CERTIFICATION
(Chief, Verification Section)

DISTRIBUTES MEMO REQUESTS TO


VERIFIERS
(Chief, Verification Section)

SIGNATURE
(C, DMD)

SIGNATURE
(DDA)
VERIFIES MEMO REQUESTS FROM THE
MONTHLY CFC MASTER LIST OF PNP
PERSONNEL
(Verification Section Verifiers)

DISTRIBUTES RESULT TO ENCODER


(Chief, Verification Section)

CHECKS CERTIFICATIONS SIGNED, LOGSOUT THEN FORWARDS SAME TO THE


MESSAGE CENTER, ADMIN FOR RELEASE
TO LIASONS OF UNITS/OFFICES OR PNP
PERSONNEL
(I/O Controller)

END

Administrative and Operations Manual

Page 237

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The I/O Controller of DMD receives the requests for


verification/certification of PNP personnel from Admin Office.
Logs-in and issues control numbers and forward to the Chief,
Verification Section.
The Chief, Verification Section shall then distribute the memo
requests to the verifiers.
The Verification Section Verifiers verify the names of requesting
parties from the Master List of PNP Personnel with issued CFCs and
submit the output to the Chief, Verification Section.
The Chief, Verification Section distributes the outputs to the
encoders.
The Verification Section Encoders will make the appropriate
certifications and forward after which return same to the Chief,
Verification Section.
The Chief, Verification Section proofreads the certifications,
make necessary corrections if there are any and then return back
to the concern encoder for retyping. If no correction/s, forwards
the certificates to the Chief, Data Management Division.
The Chief, Data Management Division signs the certifications.
The Deputy Director for Administration signs the certifications.
The I/O Controller checks and logs-out the certifications, forwards
to the Message Center, Admin Office for release to liaison of
Units/Offices or PNP Personnel.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Requests
Verification of Requests
Printing of Certifications
DDA Signature
Checking and Logging-out
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 1-3 mins per request
Ave 2-3 mins per certification
Ave 3 secs
Ave 1-3 mins per request
8-12 mins per certification

Page 238

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.5.8

SAMPLE VERIFICATION/CERTIFICATION (Bonus Differential)


Republic of the Philippines
Department of the Interior and Local Government
National Police Commission
PHILIPPINE NATIONAL POLICE
COMPUTER SERVICE
Camp Crame, Quezon City

PNPCS- DMD
MEMORANDUM
FOR

DD, QCPDO

FROM

AD, CS

SUBJECT

Verification

DATE

July 16, 2007

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.

For information and reference.


FOR THE ACTING DIRECTOR, COMPUTER SERVICE:
VICTORINO S PANGANIBAN JR
Police Senior Superintendent (DSC)
Deputy Director for Administration

Prepared By:

ELEANOR V LAMPA
Police Superintendent
Chief, Data Mgmt Div
Ctrl # 1812
Received 07/13/07

Administrative and Operations Manual

Page 239

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

celia/evelyn

Administrative and Operations Manual

Page 240

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3

FINANCE INFORMATION SYSTEM SECTION


3.3.1 Process of Adding New Records in the PNP Salary
Masterfile

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

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.2.1.3

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

Memo directive/s from DPRM with supporting documents such as General


Orders, Special Orders and Appointments.

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.1.5

FLOWCHART

START
RECEIVES MEMO DIRECTIVES, ISSUES
CONTROL NUMBER AND
STAMP FOR D, CS APPROVAL/SIGNATURE
(I/O Controller)

APPROVES/SIGNS FOR IMPLEMENTATION


(D, CS)

RECEIVES BACK APPROVED MEMO


DIRECTIVES
(I/O Controller)

LOGS-IN INDIVIDUAL NAMES OF NEW PNP


PERSONNEL
(Encoder)

ENCODES RECORDS OF NEW PNP


PERSONNEL
(Encoder)

PRINTS PROOFLIST
(Encoder)

VERIFIES PROOFLIST AGAINST SOURCE


DOCUMENT
(Verifier)

EDITS RECORDS IF THERE ARE ANY


CORRECTIONS, ELSE SAVE NEW RECORDS
TO PNP SLARY MASTERFILES
(Encoder)
END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The I/O Controller of FISS, DMD receives Memo Directives from


DPRM in adding records of new PNP Personnel, issues control
numbers and stamp then forward to the Director, Computer
Service.
The Director, Computer Service approves/signs the Memo
Directives for implementation and forward to the I/O Controller of
FISS, DMD.
The I/O Controller of FISS, DMD receives back the Directives for
adding records of new PNP Personnel forward to the encoder.
The encoder logs-in individual names of new PNP Personnel.
The encoder encodes records of new PNP Personnel.
The encoder prints a prooflist and forward to the verifier.
The verifier verifies the prooflist against the source document.
If there are any corrections, the encoder will re-encode the record.
Otherwise, the new records will be saved in the PNP Salary
Mastefiles.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average of Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 3 secs
Ave 1 min per record
Ave 1 sec per record
Ave 2-4 mins per record

Page 243

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.1.8

SAMPLE LIST OF ADDED PNP PERSONNEL IN THE PNP SALARY MASTERFILE

Administrative and Operations Manual

Page 244

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.2 Process of Restoration of Name in the PNP Salary


Masterfiles
TITLE

Procedure No.

No. of Pages

PROCESS OF RESTORATION OF NAME IN THE PNP


SALARY MASTERFILES

3.2.2

INTERFACES

N/A

3.2.2.1

OBJECTIVE

To provide the procedures in the process of restoration of name in the PNP


Salary Masterfile based on the Mmeo Directive/s from the Directorate for Personnel and
Record Management (DPRM).
3.2.2.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.2.2.3

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.

Administrative and Operations Manual

Page 245

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.2.5

FLOWCHART
START

RECEIVES MEMO REQUESTS, ISSUES


CONTROL NUMBER AND STAMPS FOR D,
CS APPROVAL/SIGNATURE
(I/O Controller)

APPROVES/SIGNS FOR IMPLEMENTATION


(D, CS)

RECEIVES BACK MEMO REQUESTS WITH


ATTACHMENTS, CHECKS AGAINST RECORD
IN THE LOG BOOK
(I/O Controller)

LOGS-IN RECORDS
(Encoder)

IF NO RECORD FOUND, RETRIEVES FROM


ACCRETION-ATTRITION MASTERFILE, ELSE
PUTS REMARK EXISTING
(Encoder)

PRINTS PROOFLIST
(Encoder)

VERIFIES PROOFLIST AGAINST SOURCE


DOCUMENT
(Verifier)

EDITS RECORDS IF THERE ARE ANY


CORRECTIONS, ELSE SAVE RECORDS TO PNP
SALARY MASTERFILES
(Encoder)

END

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 3 secs
Ave 1 min per record
Ave 1 sec per record
Ave 2-4 mins per record

Page 247

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.2.8

SAMPLE LIST OF RESTORED PNP PERSONNEL IN THE PNP SALARY MASTERFILE

Administrative and Operations Manual

Page 248

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.3 Process of Deletion of Names from the PNP Salary


Masterfile
TITLE

Procedure No.

PROCESS OF DELETION OF NAMES FROM THE PNP


SALARY MASTERFILE

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

SOP No. 21 dated May 6, 1998 entitled, Preparation and


Disposition of Continuous Form Checks (CFCs) for the Pay and
Allowances of PNP Commissioned Officers, Non-Commissioned
Officers and Regular Non-Uniformed Personnel.
Memo from DPRM dated May 29, 2006 with subject, Guidelines in
the Proper Deletion of CFCs.

Salary Masterfile
Query -

REQUIREMENTS
Memo directive from DPRM with attached General Order.

Administrative and Operations Manual

Page 249

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.3.5

FLOWCHART
START

RECEIVES MEMO DIRECTIVES, ISSUES


CONTROL NUMBER AND STAMPS FOR D,
CS APPROVAL/SIGNATURE
(I/O Controller)

APPROVES/SIGNS FOR IMPLEMENTATION


(D, CS)

RECEIVES BACK MEMO DIRECTIVES WITH


ATTACHMENTS, CHECKS AGAINST RECORD
IN THE LOG BOOK
(I/O Controller)

LOGS-IN RECORDS
(Encoder)

VERIFIES NAMES TO BE DELETED FROM


THE INQUIRY MODULE OF THE PNP
SALARY SYSTEM
(Encoder)

Administrative and Operations Manual

IF NO RECORD FOUND, VERIFIES


FURTHER FROM THE HISTORY
MASTERFILE, ELSE DELETES THE NAMES
FROM THE PNP SALARY MASTERFILE
(Encoder)

PRINTS PROOFLIST
(Encoder)

VERIFIES PROOFLIST AGAINST SOURCE


DOCUMENT
(Verifier)

EDITS RECORDS IF THERE ARE ANY


CORRECTIONS, ELSE SAVE DELETED NAMES
TO THE HISTORY MASTERFILES AND
ACCRETION-ATTRITION MASTERFILES
(Encoder)

END

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The I/O Controller of FISS, DMD receives memo directives, issues


control number and stamps and forwards to the Direcor, Computer
Service.
The Director, Computer Service approves/signs the memo request
for implementation and forward to the I/O Controller of FISS, DMD.
The I/O Controller of FISS, DMD receives back the Memo Directives
and checks against the record in the logbook and forward to the
Encoder.
The encoder logs-in individual records based on the Memo
directives.
The encoder verifies the names from the inquiry module of the PNP
Salary System.
If no record found, the encoder verifies further from the History
Mastefile. Otherwise, he deletes the names from the PNP Salary
Masterfile.
The encoder then prints a prooflist of deleted PNP Personnel and
forward to the verifier.
The verifier verifies the prooflist against the source document and
gives back to the encoder.
The encoder edits any correction. Otherwise, he will save the
deleted names to the History Masterfiles and the AccretionAttrition Masterfiles.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 3 secs
1 min per record
1 sec per record
Ave 2-4 mins

Page 251

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.3.8

SAMPLE LIST OF DELETED PNP PERSONNEL FROM THE PNP SALARY


MASTERFILE

Administrative and Operations Manual

Page 252

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.4 Process Of Implementation Of Report Of Changes Such


As Rank And Long Pay Adjustment, Correction Of Name
And Birhtdate, Change Of Unit Code
TITLE
PROCESS OF IMPLEMENTATION OF REPORT OF
CHANGES SUCH AS RANK AND LONG PAY
ADJUSTMENT, CORRECTION OF NAME AND
BIRHTDATE, CHANGE OF UNIT CODE
INTERFACES
3.2.4.1

Procedure No.

No. of Pages

3.2.4

3.3.1

OBJECTIVE

To provide the procedure in the process of changing a PNP Personnels data in


the PNP Salary Masterfile such as rank and long pay adjustment, correction of name and
birthdate and change of unit code.
3.2.4.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.2.4.3

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

Memo Directive from DPRM


General Order from DPRM
Authenticated Birth Certificate (for birthdate changes)

Administrative and Operations Manual

Page 253

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.4.5

FLOWCHART
START

RECEIVES MEMO DIRECTIVES, ISSUES


CONTROL NUMBER AND STAMPS FOR D, CS
APPROVAL/SIGNATURE
(I/O Controller)

APPROVAL/SIGNATURE FOR
IMPLEMENTATION
(D, CS)

LOGS IN MEMO DIRECTIVES WITH


ATTACHMENTS
(I /O Controller)

DISTRIBUTES MEMO DIRECTIVES TO


ENCODERS
(Chief, FISS)

Administrative and Operations Manual

ENCODE REPORT OF CHANGES WITH


TRANSACTION FILE AS THE SINK
(Encoders)

PRINT PROOFLISTS
(Encoders)

VERIFIES PROOFLIST AGAINST REPORT OF


CHANGES
(Verifiers)

IF THERE ARE CORRECTIONS, RE-ENCODES


ELSE STORE TEMPORARILY IN THE
TRANSACTION FILE

END

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

The I/O Controller of FISS, DMD receives Memo Directives, issues


control numbers, stamps and forward to the Director, Computer
Service.
The Director, Computer Service approves/signs the memo
directives for implementation and forward to the I/O Controller of
FISS, DMD.
The I/O Controller of FISS, DMD receives back the Report of
Changes, logs-in and forward to the Chief, Finance Information
System Section .
The Chief, Finance Information System Section distributes the
Memo Directives to the encoders.
The encoders encode report of changes with Transaction File as
the sink.
The encoders then print prooflists and forward to the verifiers.
The verifiers verify the prooflist against the report of changes and
give back to the encoder.
If there are corrections, the encoder re-encode the corrections.
Otherwise, the encoded changes are stored temporarily in the
Transaction File.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 3 secs
Ave 1 min per record
Ave 1 sec per record
Ave 3-5 mins per record

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.4.8

SAMPLE TRANSACTION PROOFLIST

Administrative and Operations Manual

Page 256

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.5 Deduction/Billing Reports (Softcopy thru diskettes or


CD)
TITLE
DEDUCTION/BILLING REPORTS (SOFTCOPY THRU
DISKETTES OR CD)
INTERFACES
3.2.5.1

Procedure No.

No. of Pages

3.2.5

3.2.6/3.3.1

OBJECTIVE

To provide the procedures in the implementation of deductions in the PNP


Salary Masterfile submitted to the Computer Service through the Finance Service by the
different financial institutions, both government and private.
3.2.5.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.2.5.3

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

Memo Request from PNP Finance Service


Billing Reports from financial institutions

Administrative and Operations Manual

Page 257

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.5.5

FLOWCHART
START

RECEIVES MEMO REQUESTS, ISSUES


CONTROL NUMBER AND STAMPS FOR D,
CS APPROVAL/SIGNATURE
(I/O Controller)

APPROVAL/SIGNATURE FOR
IMPLEMANTATION
(D, CS)

CHECKS/VERIFIES DISKETTES or CDs IF


NOT READABLE, RETURN TO FINANCIAL
INSTITUTION ELSE PROCESS
(Asst. Chief, FISS)

CONVERTS FORMAT (DBF) INTO TXT


FILES
(Asst. Chief, FISS)

LOGS IN MEMO REQUESTS


(I/O Controller)

SEGREGATE TYPE OF DEDUCTIONS


(Asst. Chief, FISS)

RECEIVES MEMO REQUESTS WITH THE


DISKETTES AND ISSUES CONTROL AND
BATCH NUMBERS BOTH ON THE
DISKETTES OR CDS AND THE MEMO
REQUESTS
(Asst. Chief, FISS)

MERGES DEDUCTIONS ACCORDING TO


TYPE AND TRANSFER MERGED FILES TO
THE DATABASE ADMINISTRATOR
(Asst. Chief, FISS)

Administrative and Operations Manual

END

Page 258

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Administrative and Operations Manual

TURN AROUND TIME


in
Ave 1-3 mins per request
Ave 3 secs
5 mins
4-5 hrs
5 mins
5 mins
Ave 4-6 hrs

Page 259

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.5.8

SAMPLE TRANSACTION PROOFLIST (where deductions are reflected)

Administrative and Operations Manual

Page 260

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.6 Deduction/Billing Reports (Hardcopy)


TITLE
DEDUCTION/BILLING REPORTS (HARDCOPY)
INTERFACES

3.3.6.1

Procedure No.

No. of Pages

3.2.6

N/A

OBJECTIVE

To provide the procedures in the implementation of deductions in the PNP


Salary Masterfile submitted to the Computer Service through the Finance Service by the
different financial institutions, both government and private.
3.3.6.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.3.6.3

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

Memo Request from PNP Finance Service


Billing Reports from financial institutions

Administrative and Operations Manual

Page 261

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.6.5

FLOWCHART
START

RECEIVES MEMO REQUESTS WITH


ATTACHED PRINTED BILLING REPORTS,
ISSUES CONTROL NUMBER
AND STAMPS FOR D, CS
APPROVAL/SIGNATURE
(I/O Controller)

APPROVAL/SIGNATURE FOR
IMPLEMENTATION
(D, CS)

LOGS IN APPROVED MEMO REQUESTS


WITH PRINTED BILLING REPORTS
(I/O Controller)

ENCODES BILLING REPORTS WITH


TRANSACTION FILE AS THE SINK AND
PRINT PROOFLIST
(Encoders, FISS)

VERIFIES PROOFLIST AGAINST BILLING


REPORTS
(Verifier)

IF THERE ARE CORRECTIONS, REENCODES ELSE STORE IN THE


TRANSACTION FILE
(Encoder)

END

DISTRIBUTES MEMO REQUESTS WITH


PRINTED BILLING REPORTS TO
ENCODERS
(Chief, FISS)

Administrative and Operations Manual

Page 262

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

I/O Controller of FISS, DMD receives memo requests with attached


printed billing reports, issues control numbers then forward 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 approved Memo
requests with printed billing reports, logs-in and transmits to the
Chief, Finance Information System Section.
The Chief, Finance Information System Section distributes the
memo requests with attached printed billing reports to the
encoders.
The encoders encode billing reports which shall be stored
temporarily in the Transaction File and print prooflists and forward
to the verifiers.
The verifiers verify the print-out against the printed billing reports.
If there are any corrections, the encoder re-encodes. Otherwise, he
saves it to the PNP Transaction File.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Encoding
Print prooflist
Verification
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 3 secs
Ave 1 min per transaction
Ave 1 sec per transaction
Ave 5 secs
Ave 3 mins per transaction

Page 263

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.6.8

SAMPLE TRANSACTION PROOFLIST (where deductions are reflected)

Administrative and Operations Manual

Page 264

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.7 Updating Of Pension / Retiree / Beneficiary Files


(Change Reports Add/Delete by Online Process)
TITLE
UPDATING OF PENSION / RETIREE / BENEFICIARY
FILES (Change Reports Add/Delete by Online
Process)
INTERFACES

3.2.7.1

Procedure No.

No. of Pages

3.2.7

N/A

OBJECTIVE

To provide the procedure in the Updating of Pension/Retiree/Beneficiary Files


of PNP Personnel (Add/Delete) by Online Process.
3.2.7.2

REFERENCES

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.2.7.3

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

Letter/Memo Request from Finance, BFAD or from DPRM


Report of Changes

Administrative and Operations Manual

Page 265

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.7.5

FLOWCHART

START
REPORT OF CHANGES
(From PNP-FINANCE, BPAD or DPRM)

DISTRIBUTE REPORT OF CHANGES TO


VERIFIERS
(CHIEF, FIS)

LOG-IN AND ISSUE CORRESPONDING CONTROL


NUMBER
(I/O Controller)

VERIFY FROM THE MASTER LIST OF PNP


PERSONNEL WITH ISSUED CFCs
(Verifiers)

FORWARD TO THE OFFICE OF DIRECTOR, CS


FOR SIGATURE
(D, CS)

FORWARD UPDATED PENSION MASTERFILE


TO SMD

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

The I/O controller of DMD receive/s the Report of changes (issued


from PNP-Finance, BPAD or DPRM) from Admin Office. Log-in and
issue control number/s and forward to the Office of the Director,
CS for Signature.
After the requests of changes are approved by the Director, CS it
will be forwarded to Chief, Finance Information System Section.
The Chief, Finance Information System Section will forward the
approved request of changes to the verifier/encoder.
The verifier/encoder verifies the names of retirees from the
Master List of PNP Personnel with issued CFCs and encode report of
changes (add/delete) to come up with an updated Pension
Masterfile.
The updated Pension Masterfille will then be forwarded to the
Systems Management Division.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 3 secs
Ave 1 min per record
Ave 1 sec per record
Ave 3-5 mins per record

Page 266

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.6.8

SAMPLE OUTPUT
3.1.6.8.1

SAMPLE LIST OF ADDED PENSIONERS AND RETIREES

Administrative and Operations Manual

Page 267

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.1.6.8.2

SAMPLE LIST OF DELETED PENSIONERS AND RETIREES

Administrative and Operations Manual

Page 268

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.8 Updating Of Pension / Retiree / Beneficiary Files


(Change Reports by Batch Process)
TITLE
UPDATING OF PENSION / RETIREE / BENEFICIARY
FILES (Change Reports by Batch Process)
INTERFACES

3.2.8.1

Procedure No.

No. of Pages

3.2.8

N/A

OBJECTIVE

To provide the procedure in the Updating of Pension/Retiree/Beneficiary Files


(Change Reports) by Batch Process.
3.2.8.2

REFERENCES

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.2.8.3

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

Administrative and Operations Manual

Page 269

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.8.5

FLOWCHART
START

REPORT OF CHANGES
(From PNP-FINANCE, BPAD or DPRM)

DISTRIBUTE REPORT OF CHANGES TO


VERIFIERS
(CHIEF, FIS)

LOG-IN AND ISSUE CORRESPONDING CONTROL


NUMBER
(I/O Controller)

VERIFY FROM THE MASTER LIST OF PNP


PERSONNEL WITH ISSUED CFCs
(Verifiers)

FORWARD TO THE OFFICE OF DIRECTOR, CS


FOR SIGATURE
(D, CS)

FORWARD UPDATED TRANSACTION FILE TO


SMD

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

The I/O controller of DMD receives the Report of Changes (issued


from PNP-Finance, BPAD or DPRM) from Admin Office, logs-in and
issues control numbers and forward to the Office of the Director,
Computer Service.
The
Director,
Computer
Service
approves/signs
the
implementation of changes and will forward it to Chief, Finance
Information System Section.
The Chief, Finance Information System Section will forward the
approved report of changes to the verifier/encoder.
The Verifier/Encoder will verify the names listed in the report
from the Master List of PNP Personnel with issued CFCs and encode
report of changes to reflect in the Transaction File
The Updated Transaction File will then be forwarded to Systems
Management Division.

SERVICE STANDARDS
TRANSACTION TYPE
Receiving of Request
D, CS Signature
Processing
Printing
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 1-3 mins per request
Ave 3 secs
Ave 1 min per record
Ave 1 sec per record
Ave 3-5 mins per record

Page 270

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.2.8.8

SAMPLE PROOFLIST OF PENSIONERS/RETIREES

Administrative and Operations Manual

Page 271

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.4

DATABASE ADMINISTRATION SECTION


3.4.1 Updating/Validating Of Salary Masterfiles
(Downloading of Files)

TITLE

Procedure No.

No. of Pages

UPDATING/VALIDATING OF SALARY MASTERFILES


(Downloading of Files)

3.3.1

INTERFACES

3.3.2

3.3.1.1

OBJECTIVE

To provide the procedures in the downloading of files which will be used in


updating/validating PNP Salary Masterfiles.
3.3.1.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel
3.3.1.3

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

Transaction Files from Database Server


PNP Salary Masterfiles Files from Database Server

Administrative and Operations Manual

Page 272

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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)

CHANGES PAY PERIOD


(Database Administrator)

EXPORTS SQL FILES FROM DATABASE SERVER


(CONVERSION OF SQL TO TEXT FILE) OF DBA
WORKSTATION
(Database Administrator)

IMPORTS TEXT FILES TO BTRIEVE FILES


(CONVERSION OF TEXT FILES TO BTRIEVE FILES)
(Database Administrator)

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

Administrative and Operations Manual

TURN AROUND TIME


Ave 5-10 mins
Ave 5 mins
Ave 2 hrs
Ave 4 hrs
6-7 hrs

Page 273

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.4.2 Updating/Validating Of Salary Masterfiles (Aging of


Deduction of Account)
TITLE

Procedure No.

No. of Pages

UPDATING/VALIDATING OF SALARY MASTERFILES


(Aging of Deduction of Account)

3.3.2

INTERFACES

3.3.3

3.3.2.1

OBJECTIVE

To provide the procedures in aging of deductions as part of updating/validating


Salary Masterfiles.
3.3.2.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.3.2.3

DEFINITION OF TERMS
3.3.2.3.1
3.3.2.3.2
3.3.2.3.3

3.3.2.4

Aging of Deduction of Account


PNP Salary System
Deduction Masterfile

REQUIREMENTS
Btrieve Files

Administrative and Operations Manual

Page 274

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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)

VERIFIES PRINT-OUTS AGAINST


DEDUCTION MASTERFILE
(Database Administrator)
END

3.3.2.6

NARRATIVE
3.3.2.6.1
3.3.2.6.2

3.3.2.6.3
3.3.2.7

The Database Administrator verifies/counterchecks the files to be


used for the aging of deductions.
The Database Administrator runs/executes the program of aging of
deductions. Under this sub-module, deductions with 01 number of
installements (NRI) are printed, aged deductions are deleted from
the Deduction Masterfile and the NRI of deductions are updated by
being reduced by 1.
The Database Administrator verifies print-out against the Deduction
Masterfile.

SERVICE STANDARDS
TRANSACTION TYPE
Counter-Checking
Execution of program
Printing
Verification of print-out
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 5 mins
Ave 10-15 mins
Ave 30 mins
Ave 10 mins
Ave 50 mins-1 hr

Page 275

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.2.8

SAMPLE VALIDATION REPORT

Administrative and Operations Manual

Page 276

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.4.3 Updating/Validating Of Salary Masterfiles (Stoppage of


Deductions)
TITLE

Procedure No.

No. of Pages

UPDATING/VALIDATING OF SALARY MASTERFILES


(Stoppage of Deductions)

3.3.3

INTERFACES

3.3.4

3.3.3.1

OBJECTIVE

To provide the procedures in updating/validating Salary Masterfile (Stoppage of


Deductions).
3.3.3.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.3.3.3

DEFINITION OF TERMS

3.3.3.4

REQUIREMENTS
3.3.3.4.1
3.3.3.4.2

Transaction File
Deduction Masterfile

Administrative and Operations Manual

Page 277

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.3.5

FLOWCHART
START
VERIFIES/COUNTER-CHECKS FILES TO BE
USED/UPDATED
(IDatabase Administrator)

RUNS/EXECUTES THE PROGRAM STOPPAGE


OF DEDUCTIONS
(Database Administrator)

PRINTS VALIDATION REPORT


(Database Administrator)

VERIFIES PRINT-OUT AGAINST DEDUCTION


MASTERFILE
(Database 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

The Database Administrator verifies/counterchecks the files to be


used in the stoppage of deductions.
The Database Administrator runs/executes the program on
stoppage of deductions. Under this sub-module, deductions have
been deleted and Deduction Masterfile have undergone 2nd
updating.
The Database Administrator prints validation report.
The Database Administrator verifies print-out against the
Deduction Masterfile.

SERVICE STANDARDS
TRANSACTION TYPE
Counter-Checking
Execution of program
Printing
Counter-checking of Print-out
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 5-10 mins
Ave 5-10 mins
Ave 30 mins
Ave 5-10 mins
Ave 45 mins-1 hr

Page 278

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.3.8

SAMPLE VALIDATION REPORT

Administrative and Operations Manual

Page 279

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.4.4 Updating Of Employee Masterfile (Rank/Unit


Code/Long Pay/Birthdate/Correction Of Name)
TITLE
UPDATING OF EMPLOYEE MASTERFILE (RANK/UNIT
CODE/LONG PAY/BIRTHDATE/CORRECTION OF
NAME)
INTERFACES

3.3.4.1

Procedure No.

No. of Pages

3.3.4

3.3.5

OBJECTIVE

To provide the procedure in implementing rank and long pay adjustment,


change of unit code and birthdate and correction of name.
3.3.4.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.3.4.3

DEFINITION OF TERMS

3.3.4.4

REQUIREMENTS
Updated Salary Masterfile

Administrative and Operations Manual

Page 280

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.4.5

FLOWCHART
START
VERIFY/COUNTER-CHECK FILES TO BE
USED/UPDATED
(IDatabase and Asst. Database Administrator)

RUNS/EXECUTES THE PROGRAM


IMPLEMENTATION OF OTHER TRANSACTIONS
(Database Administrator)

PRINTS VALIDATION REPORT


(Database Administrator)

VERIFY PRINT-OUT AGAINST EMPLOYEE


MASTERFILE
(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

The Database and Asst. Database Administrator verify


/countercheck the files to be used in the implementation of rank
and long pay adjustment, change of unit code and birthdate and
correction of name.
The Database Administrator runs/executes the program of
Update Employee Masterfile.
The Database Administrator prints validation report.
The Database Administrator verifies validation report against the
Emplyee Masterfile.

SERVICE STANDARDS
TRANSACTION TYPE
Counter-Checking
Execution of program
Printing
Counter-checking of Print-out
Total Average Transaction Time

Administrative and Operations Manual

TURN AROUND TIME


Ave 5-10 mins
Ave 1 hr
Ave 2 hrs
Ave 5-10 mins
Ave 3-4 hrs

Page 281

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.4.8

SAMPLE VALIDATION REPORT

Administrative and Operations Manual

Page 282

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.4.5 Updating Of Pnp Salary Masterfile (Implementation of


Salary Assignment)
TITLE

Procedure No.

No. of Pages

UPDATING OF PNP SALARY MASTERFILE


(Implementation of Salary Assignment)

3.3.5

INTERFACES

3.3.6

3.3.5.1

OBJECTIVE

To provide the procedure in the implementation of salary assignment as part of


updating the PNP Salary Masterfile.
3.3.5.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.3.5.3

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

Administrative and Operations Manual

Page 283

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.5.5

FLOWCHART
START

RECEIVES MEMO REQUESTS WITH SALARY


ASSIGNMENT CHANGE REPORT, ISSUES
CONTROL NUMBER
AND STAMP FOR D, CS
APPROVAL/SIGNATURE
(I/O Controller)

VERIFIES AMOUNT DEDUCTED VS AMOUNT


ALOTTED
(Salary Assignment Encoder)

PRINTS VALIDATION REPORT


(Salary Assignment Encoder)
APPROVAL/SIGNATURE FOR
IMPLEMENTATION
(D, CS)

ENCODES SALARY ASSIGNMENTS WITH


ALLOTEE FILE, DEDUCTION MASTERFILE
AND SALARY ASSIGNMENT FILE AS THE
SINK
(Salary Assignment Encoder)

3.3.5.6

PERFORMS BACK-UP OF DEDUCTION


MASTERFILES
(Database Administrator)
END

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.

Administrative and Operations Manual

Page 284

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

TURN AROUND TIME


Ave 1-3 mins
Ave 3 secs
Ave 2 hrs
Ave 30 mins
Ave 30 mins
Ave 20 mins
Ave 3-4 hrs

SAMPLE VALIDATION REPORT

Administrative and Operations Manual

Page 285

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.4.6 Updating Of Pnp Salary Masterfiles (Processing Of


Deductions)
TITLE

Procedure No.

No. of Pages

UPDATING OF PNP SALARY MASTERFILES


(Processing Of Deductions)

3.3.6

INTERFACES

N/A

3.3.6.1

OBJECTIVE

To provide the procedure in the processing of deductions according to


prioritization. Standard deductions particularly those due to the government such as
withholding tax, PAG-IBIG, PHILHEALTH, GSIS etc. shall be treated accordingly. The
insurance premiums and/or mutual benefit funds follow, then the billing reports from
private financial institutions.
3.3.6.2

REFERENCE

SOP No. 21 dated May 6, 1998 entitled, Preparation and Disposition of


Continuous Form Checks (CFCs) for the Pay and Allowances of PNP Commissioned Officers,
Non-Commissioned Officers and Regular Non-Uniformed Personnel.
3.3.6.3

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

Administrative and Operations Manual

Page 286

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.6.5

FLOWCHART
START

VERIFY/CHECK FILES TO BE USED


(Database and Asst. Database
Administrator)

COUNTER-CHECK NUMBER OF RECORDS


(Database Administrator)

RUNS/EXECUTES PROGRAM PROCESSING


OF DEDUCTIONS
(IDatabase Administrator)

FORWARDS UPDATED SALARY


MASTERFILE TO SMD
(Database Administrator)

PERFORMS BACK-UP OF FILES


(Database Administrator)

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

The Database and Asst. Database Administrators verify/check


files to be used according to prioritization.
The Database Administrator runs/executes the program
Processing of Deductions. Under this module, the PNP Personnels
capability to pay the deduction is determined. If he has the
capability to do so, the deduction is deducted from his salary or
only part of the deduction to maintain minimum net take home pay
of P3,000.00. Otherwise, the deduction will not be processed.
Then, validation report is printed.
The Database Administrator performs back-up files.
The Database Administrator counterchecks the number of records
of each Mastefile.
The Database Administrator forwards the updated Salary
Masterfiles to the Systems Management Division.

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

Administrative and Operations Manual

TURN AROUND TIME


Ave 5-10 mins
Ave 1 hr
Ave 10 mins
Ave 5-10 mins
Ave 2 mins
Ave 1-2 hrs

Page 287

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

3.3.6.8

SAMPLE VALIDATION REPORT

Administrative and Operations Manual

Page 288

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

4.

NETWORK MANAGEMENT DIVISION

Reports of accomplishments from the different sections of the NMD shall


be forwarded to D, CS for information. Subsequently, a memo report shall be created and
forwarded - signed by D, CS as routed thru the Command Group, by the NMD in reponse to
requests of concerned office requiring the service of NMD.
4.1

NETWORK ADMINISTRATION SECTION


4.1.12 Installation of Anti-virus software to PNP CampNet
Workstations

TITLE
Installation of Anti-virus software to PNP
CampNet workstation
INTERFACES
4.1.1.1

Procedure No.
4.1.1

No. of Pages
5

PNPCS, NMD and Requesting Office

OBJECTIVE

To provide procedures in the installation of Anti-Virus software to the newly


formatted PNP Campnet workstation of the requesting PNP Unit/Office.
4.1.1.2

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

Administrative and Operations Manual

Page 289

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.1.1.5 FLOW
CHART

START

BRIEF THE USER


(Designated NAS Staff)

ENTRUST THE TASK


(C, NMD)

FILL-UP NMD SF
(Designated NAS Staff)

DESIGNATE THE TASK


(C, NAS)

ACKNOWLEDGED RENDERED SERVICE


(Client/User)

PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)

REPORT THE ACCOMPLISHED TASK


(Designated NAS staff)

RECORD and LOG


(NMD Duty of the Day)

NMD SF NOTATION
(C, NAS)

INSTALL the AV SOFTWARE


1. DELETE FILES UNDER THE
FOLLOWING FOLDERS:
TEMPORARY INTERNET FILES
TEMP FILES
PREFETCH
COOKIES
2. INSTALL AV SOFTWARE
3. CONFIGURE AV SETTINGS
4. DOWNLOAD THE LATEST
UPDATE/PATCH
5. SCAN THE WORKSTATION
(Designated NAS Staff)
6. RUN SCANDISK
7. RUN DISK DEFRAGMENT
8. RE-RUN AV SOFTWARE

4.1.1.6

RECORD AND CONSOLIDATE


NMD SERVICE FORM
(NMD Duty of the Day)

REPORT THE ACCOMPLISHED TASK


(C, NAS)

END

NARRATIVE

Administrative and Operations Manual

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

Unit/Office for the installation of Anti-Virus software to C, NAS.


C, NAS to designate and instruct one (1) of his/her knowledgeable
staff to install and make the necessary configuration to the AV
software to protect the workstation of the requesting user/client
from network and virus attacks.
The designated NAS staff to prepare the needed tools/materials
and form/s in the performance of the task given.
NMD SF
Anti-virus software installer CD
4.1.1.6.4
The NMD Duty of the Day to record/log
the whereabouts of NAS personnel regarding the service to be
rendered in leaving out the Office.
The designated NAS staff to install and configure the AV software
to the user/client workstation of the requesting Office.
designated NAS staff to brief the user/client on the following:
How to use the AV software in scanning removable
storage devices as one (1) or precautionary measures.
User dos and donts when prompted to select an
action.
The designated NAS staff to accomplish the NMD SF, indicating
therein the details of his/her accomplished task, installation and
configuration status and recommendation, if any.
User/Client to acknowledge the service rendered by affixing
his/her fullname and signature to the prepared NMD SF of the
designated NAS staff.
The designated NAS staff to report to C, NAS his/her accomplished
task and submits its corresponding NMD SF.
NAS to affix his/her signature to the submitted NMD SF by the
designated NAS staff and forward it to the NMD Duty of the Day.
NMD Duty of the Day to encode/include in his/her NMD list of
services rendered for the day. NMD SF is compiled with all the
other accomplished NMD SF.
C, NAS to render report to C, NMD regarding the completion/status
of the task.

Administrative and Operations Manual

Page 291

COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.1.1.7 SERVICE

Transaction Type

Turn Around Time


Receive task and
instructions
Prepare tools, materials and
forms
Record and Log
Travel time to location
Installation of Anti-Virus
software

Average Task
Accomplishment Time

Brief the user/client


Fill-up NMD SF
Acknowledgement of the
service rendered
Travel time to return to
office
Report the accomplished
task
NMD SF Notation
Record and consolidate NMD
Service Form

Total Average Task Accomplishment Time

Administrative and Operations Manual

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

Administrative and Operations Manual

Page 293

COMPUTER SERVICE, PHILIPPINE4.1.13


NATIONAL
POLICE
Provide
Internet Access to PNP CampNet users/clients

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

To provide procedures in activating Internet Access of PNP Campnet user/client


which maintain by the PNPCS.
4.1.2.2

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

C, PNP approved guidelines and procedures in the operation and


maintenance of the PNP Campus Network dated November 29,
2006.
Creation of Network Management Division dated January 31,
2003.

NMD SF (Network Management Division Service Form) - a form


formulated to serve as basis of actions taken/services rendered,
accomplished by the requesting party upon network-related
service is rendered.
PNP CampNet (PNP Campus Network) - a network based
onTransmission Control Protocol/Internet Protocol (TCP/IP)
belonging to the Philippine National Police sited within the
perimeter of Camp Crame.
PNP Campnet User/Client - the user or client of a workstation
connected to the PNP Campnet.
User/Client the user of a workstation connected to a network
Workstation - a personal computing device which is physically
connected to the PNP Campnet.

REQUIREMENTS
4.1.2.4.1
4.1.2.4.2
4.1.2.4.3
4.1.2.4.4

Memorandum/Letter request from the requesting PNP


Unit/Office
PNP CampNet user/client workstation must physically and
logically connected to the PNPCS Server Farm
User account of the PNP CampNet user/client
Workstation

Administrative and Operations Manual

Page 294

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.1.2.5 FLOW
CHART

START

ENTRUST THE TASK


(C, NMD)

DESIGNATE THE TASK


(C, NAS)

FILL-UP NMD SF
(Designated NAS Staff)

ACKNOWLEDGED RENDERED SERVICE


(Client/User)

REPORT THE ACCOMPLISHED TASK


(Designated NAS staff)

PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)

NMD SF NOTATION
(C, NAS)

RECORD and LOG


(NMD Duty of the Day)

RECORD AND CONSOLIDATE


NMD SERVICE FORM
(NMD Duty of the Day)

CONFIGURE BROWSER SETTINGS


(Designated NAS Staff)

REPORT THE ACCOMPLISHED TASK


(C, NAS)

BRIEF THE USER


(Designated NAS Staff)

4.1.2.6

END

NARRATIVE

Administrative and Operations Manual

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

Unit/Office for the installation of Internet access to C, NAS.


C, NAS to designate and instruct one (1) of his/her
knowledgeable staff to provide/make the necessary
configuration to have Internet access to the workstation of the
requesting user/client.
The designated NAS staff to prepare the needed tools/materials
and form/s in the performance of the task given:
NMD SF
Operating System CD Installer
Windows 95/98/2000/ NT/ME/XP
The NMD Duty of the Day to report/log to his/her Journal the
whereabouts of NAS personnel as informed by the designated
NAS staff regarding the service to be rendered in leaving out
the Office.
The designated NAS staff to configure the browser of the PNP
CampNet user/client workstation of the requesting Office.
The designated NAS staff to brief the user/client on
prohibitions and precautionary measures of the Internet usage.
The designated NAS staff to accomplish the NMD SF indicating
therein the details of his/her accomplished task, configuration
status and recommendation, if any.
User/Client to acknowledge the service rendered by affixing
his/her signature to the prepared NMD SF of the designated NAS
staff.
The designated NAS staff to report to C, NAS his/her
accomplished task and submits its corresponding NMD SF.
C, NAS to affix his/her signature to the submitted NMD SF by
the designated NAS staff and forward it to the NMD Duty of the
Day.
NMD Duty of the Day to encode/include in his/her NMD Journal
list of services rendered for the day. NMD SF is compiled with
all the other accomplished NMD SF.
C, NAS to render report to C, NMD regarding the
completion/status of the task.

Administrative and Operations Manual

Page 296

COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.1.2.7 SERVICE

Transaction Type

Turn Around Time


Receive task and
5 mins
instructions
15 mins
Prepare tools, materials
and forms
5 mins
Record and Log
Travel time to location
Installation of Shared PIS
application

Average Task
Accomplishment Time

Brief the user/client


Fill-up NMD SF
Acknowledgement of the
service rendered
Travel time to return to
office
Report the accomplished
task
NMD SF Notation
Record and consolidate
NMD Service Form

Total Average Task Accomplishment Time

Administrative and Operations Manual

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
20 mins (subjected to how far
the requesting party site is)
5 min
5 mins
5 mins
2 hours 40 mins

Page 297

COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.1.2.8 SAMPLE

Administrative and Operations Manual

Page 298

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

4.1.14 Provide Internet Access to PNP CampNet users/clients


workstations

Administrative and Operations Manual

Page 299

COMPUTER SERVICE, PHILIPPINE


NATIONAL POLICE
TITLE

Installation of Shared Personnel Information System


Application to PNP Campnet workstation
INTERFACES
4.1.3.1

Procedure No.

No. of Pages

4.1.3

6
N/A

OBJECTIVE

To provide procedure in the installation of Shared Personnel Information System


(Shared PAIS) Application to the workstation of a user/client connected to the PNP
Campnet as requested and duly approved/authorized by DPRM as the Information System
owner.
4.1.3.2

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

Memorandum/Letter request from the requesting PNP Unit/Office.


Memorandum from DPRM authorizing PNPCS-NMD personnel to
install the Shared PIS to the workstation of the requesting Office.
PNP CampNet user/client workstation must physically and logically
connected to the PNPCS Server Farm
User account of the PNP CampNet user/client
Shared PIS user account provided by the DPRM
Workstation specifications:

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

Administrative and Operations Manual

Page 300

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.1.3.5 FLOW
CHART

START

FILL-UP NMD SF
(Designated NAS Staff)

ENTRUST THE TASK


(C, NMD)

ACKNOWLEDGED RENDERED SERVICE


(Client/User)

DESIGNATE THE TASK


(C, NAS)

REPORT THE ACCOMPLISHED TASK


(Designated NAS staff)

PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)

NMD SF NOTATION
(C, NAS)

RECORD and LOG


(NMD Duty of the Day)

RECORD AND CONSOLIDATE


NMD SERVICE FORM
(NMD Duty of the Day)

INSTALL the SHARED PIS

REPORT THE ACCOMPLISHED TASK


(C, NAS)

9. RUN THE PIS SETUP FILE FROM THE


APPLICATION INSTALLER CD
10.
CONFIGURE THE ODBC
11.
TEST/RUN
(Designated NAS Staff)

END

Administrative and Operations Manual

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

C, NMD to entrust the received memo request from PNP Unit/Office


for the installation of Shared PIS to C, NAS.
C, NAS to designate and instruct one (1) of his/her knowledgeable
staff to install the Shared PIS Application to the workstation of the
requesting user/client.
The designated NAS staff to prepare the needed tools/materials
and form/s in the performance of the task given:

NMD SF

Shared PIS CD Installer


The NMD Duty of the Day to record/log the whereabouts of NAS
personnel as informed by the designated NAS staff regarding the
service to be rendered in leaving out the Office.
The designated NAS staff to install the Shared PIS to the
workstation of the user/client of the requesting Office.
The designated NAS staff to brief the user/client on how to
use/operate the installed Shared PIS application.
The designated NAS staff to accomplish the NMD SF, indicating
therein the details of his/her accomplished task, installation status
and recommendation, if any.
User/Client to acknowledge the service rendered by affixing
his/her fullname and signature to the prepared NMD SF of the
designated NAS staff.
The designated NAS staff to report to C, NAS his/her accomplished
task and submits its corresponding NMD SF.
C, NAS to affix his/her signature to the submitted NMD SF by the
designated NAS staff and forward it to the NMD Duty of the Day.
NMD Duty of the Day to encode/include in his/her NMD Journal list
of services rendered for the day. NMD SF is compiled with all the
other accomplished NMD SF.
C, NAS to render report to C, NMD regarding the completion/status
of the task.

Administrative and Operations Manual

Page 302

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

4.1.3.7

SERVICE STANDARDS

Transaction Type

Turn Around Time


Receive task and
5 mins
instructions
15 mins
Prepare tools, materials
and forms
5 mins
Record and Log
Travel time to location
Installation of Shared PIS
application

Average Task
Accomplishment Time

Brief the user/client


Fill-up NMD SF
Acknowledgement of the
service rendered
Travel time to return to
office

Report the accomplished


task
NMD SF Notation
Record and consolidate
NMD Service Form
Total Average Task Accomplishment Time

Administrative and Operations Manual

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
20 mins (subjected to how
far the requesting party site
is)
5 min
5 min
5 mins
2 hours 35 mins

Page 303

COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.1.3.8 SAMPLE

Administrative and Operations Manual

Page 304

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

Page 305

COMPUTER SERVICE, PHILIPPINE4.1.15


NATIONAL
POLICE of PNP Salary System Application to PNP
Installation

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

To provide procedures in the installation of PNP Salary System Application to


the workstation of a user/client connected to the PNP Campnet as requested and duly
approved/authorized by PNP Finance Service as the Information System owner.
4.1.4.2

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

Information System Owner PNP Unit/Office that legally owns


the Information System.
Magic 7.1e Runtime Dongle is a small hardware device that
connects to a computer to control access to PNP Salary System
developed using the Magic 7.1e development tool. When the
dongle is not present, the application refuses to run or runs in a
restricted mode.
Magic 7.1e Dongle Acknowledgement Form a form that
serves as acknowledgement of the Magic 7.1e dongle installed
at the user/client workstation.

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

C, PNP approved guidelines and procedures in the operation and


maintenance of the PNP Campus Network dated November 29,
2006.
Creation of Network Management Division dated January 31,
2003.

Memorandum/Letter request from the requesting PNP


Unit/Office.
Memorandum from PNP FS authorizing PNPCS-NMD personnel to
install the PNP SS to the workstation of the requesting office.
PNP CampNet user/client workstation must physically and
logically connected to the PNPCS Server Farm.
User account of the PNP Campnet user/client
Magic 7.1e Runtime dongle
Workstation satisfying specs to run Magic 7: 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.

FLOWCHART

Administrative and Operations Manual

Page 306

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

FILL-UP NMD SF
(Designated NAS Staff)

START

ENTRUST THE TASK


(C, NMD)

DESIGNATE THE TASK


(C, NAS)

PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)

RECORD and LOG


(NMD Duty of the Day)

INSTALL the PNP SALARY SYSTEM


12. CONNECT MAGIC 7.1E DONGLE
TO THE COMPUTER
13.
INSTALL MAGIC 7.1E
SOFTWARE
14.
LOAD THE PNP SS MAGIC.INI
FILE
15.
CREATE USER/CLIENT PNP SS
USER ACCOUNT

BRIEF THE USER


(Designated NAS Staff)

4.1.4.6

ACKNOWLEDGED RENDERED SERVICE


(Client/User)

ACKNOWLEDGED the MAGIC 7.1e


RUNTIME DONGLE INSTALLED
(Client/User)

REPORT THE ACCOMPLISHED TASK


(Designated NAS staff)

NMD SF NOTATION
(C, NAS)

RECORD AND CONSOLIDATE NMD


SERVICE FORM
(NMD Duty of the Day)

REPORT THE ACCOMPLISHED TASK


(C, NAS)

END

NARRATIVE
4.1.4.6.1

C, NMD to entrust the received memo request from the PNP


Unit/Office for the installation of PNP Salary System to C, NAS.

Administrative and Operations Manual

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

and instruct one (1) of his/her


knowledgeable staff to install the PNP Salary System
Application to the workstation of the requesting PNP CampNet
user/client.
The designated NAS staff to prepare the needed tools/materials
and form/s in the performance of the task given.

NMD SF

Magic 7.1e Dongle Acknowledgement Form

Magic 71.e CD installer

Copy of PNP SS Magic.INI file


The NMD Duty of the Day to record/log the whereabouts of NAS
personnel as informed by the designated NAS staff regarding
the service to be rendered in leaving out the Office.
The designated NAS staff to install the PNP Salary System to the
workstation of the user/client of the requesting Office.
The designated NAS staff to brief the user/client on how to
use/operate the installed PNP Salary System application.
The designated NAS staff to accomplish the NMD SF, indicating
therein the details of his/her accomplished task, installation
status and recommendation, if any.
User/Client to acknowledge the service rendered by affixing
his/her fullname and signature to the prepared NMD SF of the
designated NAS staff.
User/Client to acknowledge the Magic 7.1e installed at the
printer port of the workstation by affixing his/her signature to
the Magic 7.1e Dongle Acknowledgement Form. Copy of the
form was given to the User/Client.
The designated NAS staff to report to C, NAS his/her
accomplished task and submits its corresponding NMD SF
together with the Magic 7.1e Dongle Acknowledgement Form.
C, NAS to affix his/her signature to the submitted NMD SF by
the designated NAS staff and forward it to the NMD Duty of the
Day.
NMD Duty of the Day to encode/include in his/her NMD Journal
list of services rendered for the day. NMD SF is compiled with
all the other accomplished NMD SF.
C, NAS to render report to C, NMD regarding the
completion/status of the task.

Administrative and Operations Manual

Page 308

COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.1.4.7 SERVICE

Transaction Type

Turn Around Time


Receive task and
instructions
Prepare tools, materials and
forms
Record and Log
Travel time to location
Installation of PNP Salary
System Application

Average Task
Accomplishment Time

Brief the user/client


Fill-up NMD SF
Acknowledgement of the
service rendered
Acknowledge the Magic 7.1e
dongle installed
Travel time to return to
office
Report the accomplished
task
NMD SF Notation
Record and consolidate NMD
Service Form

Total Average Task Accomplishment Time

Administrative and Operations Manual

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

COMPUTER SERVICE, PHILIPPINE4.1.16


NATIONAL
POLICE of Withholding Tax Information System
Installation

Application to PNP Campnet Workstations


TITLE
Installation of Withholding Tax Information
System Application to PNP Campnet
Workstations
INTERFACES
4.1.5.1

Procedure No.

4.1.5

No. of Pages
5

N/A

OBJECTIVE

To provide procedure in the installation of Withholding Tax Information System


(WTIS) Application to a workstation of a user/client connected to the PNP CampNet as
requested and duly approved/authorized by PNP Finance Service as the Information System
owner.
4.1.5.2

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

C, PNP approved guidelines and procedures in the operation and


maintenance of the PNP Campus Network dated November 29,
2006.
Creation of Network Management Division dated January 31,
2003.

Information System Owner PNP Unit/Office that legally owns


the Information System.

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

Memorandum/Letter request from the requesting PNP


Unit/Office.
Memorandum from PNP FS authorizing PNPCS-NMD personnel to
install the WTIS to the workstation of the requesting office
PNP CampNet user/client workstation must physically and
logically connected to the PNPCS Server Farm.
User account of the PNP CampNet user/client
Magic 7.1e Runtime dongle
Workstation specifications:

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

Administrative and Operations Manual

Page 310

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.1.5.5 FLOW
CHART

START

FILL-UP NMD SF
(Designated NAS Staff)

ENTRUST THE TASK


(C, NMD)

ACKNOWLEDGED RENDERED SERVICE


(Client/User)

DESIGNATE THE TASK


(C, NAS)

ACKNOWLEDGED the MAGIC 7.1e


RUNTIME DONGLE INSTALLED
(Client/User)

PREPARE TOOLS/MATERIALS/FORMS
(Designated NAS Staff)

RECORD and LOG


(NMD Duty of the Day)

REPORT THE ACCOMPLISHED TASK


(Designated NAS staff)

NMD SF NOTATION
(C, NAS)

INSTALL the WITHHOLDING TAX


INFORMATION SYSTEM

RECORD AND CONSOLIDATE


NMD SERVICE FORM
(NMD Duty of the Day)

17. CONNECT MAGIC 7.1E DONGLE TO


THE COMPUTER
18.
INSTALL MAGIC 7.1E
SOFTWARE
19.
LOAD THE WTIS MAGIC.INI
FILE
20.
CREATE USER/CLIENT WTIS
USER ACCOUNT

REPORT THE ACCOMPLISHED TASK


(C, NAS)

BRIEF THE USER


(Designated NAS Staff)

4.1.5.6

END

NARRATIVE

Administrative and Operations Manual

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

Unit/Office for installation of Withholding Tax Information


System to C, NAS.
C, NAS to designate and instruct one (1) of his/her
knowledgeable staff to install the Withholding Tax Information
System Application to the workstation of the requesting PNP
CampNet user/client.
The designated NAS staff to prepare the needed tools/materials
and form/s in the performance of the task given:
NMD SF
Magic 7.1e Dongle Acknowledgement Form
Magic 71.e CD installer
Copy of WTIS Magic.INI file
The NMD Duty of the Day to record/log the whereabouts of NAS
personnel as informed by the designated NAS staff regarding
the service to be rendered in leaving out the Office.
The designated NAS staff to install the WTIS to the workstation
of the user/client of the requesting Office.
The designated NAS staff to brief the user/client on how to
use/operate the installed WTIS application.
The designated NAS staff to accomplish the NMD SF indicating
therein the details of his/her accomplished task, installation
status and recommendation, if any.
User/Client to acknowledge the service rendered by affixing
his/her fullname and signature to the prepared NMD SF of the
designated NAS staff.
User/Client to acknowledge the Magic 7.1e installed at the
printer port of the workstation by affixing his/her signature to
the Magic 7.1e Dongle Acknowledgement Form. Copy of the
form was given to the User/Client.
The designated NAS staff to report to C, NAS his/her
accomplished task and submits its corresponding NMD SF
together with the Magic 7.1e Dongle Acknowledgement Form.
C, NAS to affix his/her signature to the submitted NMD SF by
the designated NAS staff and forward it to the NMD Duty of the
Day.
NMD Duty of the Day to encode/include in his/her NMD Journal
list of services rendered for the day. NMD SF is compiled with
all the other accomplished NMD SF.
C, NAS to render report to C, NMD regarding the
completion/status of the task.

Administrative and Operations Manual

Page 312

COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.1.5.7 SERVICE

Transaction Type

Turn Around Time


Receive task and
instructions
Prepare tools, materials and
forms
Record and Log
Travel time to location
Installation of PNP Salary
System Application

Average Task
Accomplishment Time

Briefing the user/client


Fill-up NMD SF
Acknowledgement of the
service rendered
Acknowledge the Magic 7.1e
dongle installed
Travel time to return to
office
Report the accomplished
task
NMD SF Notation
Record and consolidate NMD
Service Form

Total Average Task Accomplishment Time

Administrative and Operations Manual

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

COMPUTER SERVICE, PHILIPPINE


NATIONALADMINISTRATION
POLICE
4.3
NETWORK
SECTION

4.3.1 Installation of Additional PNP CampNet End-Nodes to


Other PNP Units/Offices
TITLE

Procedure No.

Installation of Additional PNP CampNet


End-Nodes to Other PNP Units/Offices
INTERFACES
4.2.1.1

No. of Pages

4.2.1

4
4.2.3

OBJECTIVE

To provide procedures in the installation of PNP Campnet end-node to the


requesting PNP Unit/Office.
4.2.1.2

REFERENCES
4.2.1.2.1

C, PNP approved guidelines and procedures in the operation


and maintenance of the PNP Campus Network dated November
29, 2006.
Creation of Network Management Division dated January 31,
2003.

4.2.1.2.1
4.2.1.3

DEFINITION OF TERMS
4.2.1.3.1

NMD SF (Network Management Division Service Form) - a form


formulated to serve as basis of actions taken/services rendered,
accomplished by the requesting party upon network-related
service is rendered.
PNP CampNet (PNP Campus Network) - A network based on
Transmission Control Protocol (TCP/IP) belonging to the
Philippine National Police sited within the perimeter of Camp
Crame.

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

Memorandum/Letter request from the requesting PNP


Unit/Office
IT Officer or personnel who will assist the NMS staff
Availability of PNP Campnet port/slot
Availability of network materials: Network Interface Card;
Network Interface Card Driver; Network Connectors (RJ45);
Network Cable; Plastic molding
Personal Computing: CPU - Minimum of Pentium Celeron MMX;
RAM - Minimum of 64MB PC100; OS - Windows 95/98/2000/
NT/ME/XP/Vista; HDD Free Space Min of 50 MB; Optical Drive.

Administrative and Operations Manual

Page 314

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.2.1.5 FLOW
CHART

START

FILL-UP NMD SF
(DESIGNATED NAS STAFF)

ENTRUST THE TASK


(CHIEF, NMD)

ACKNOWLEDGE RENDERED SERVICE


(CLIENT/USER

DESIGNATE THE TASK


(C, NAS)

REPORT THE ACCOMPLISHED TASK


(DESIGNATED NAS STAFF)

PREPARE TOOLS/MATERIALS/FORMS
(DESIGNATED NAS STAFF)

NMD SF NOTATION
(C, NAS)

RECORD AND LOG


(NMD DUTY OF THE DAY)

RECORD AND CONSOLIDATE NMD


SERVICE FORM
(NMD Duty of the Day)

INSTALL PNP CAMPNET NODE


(DESIGNATED NAS STAFF)

REPORT THE ACCOMPLISHED TASK


(C, NAS)

BRIEF THE USER


(DESIGNATED NAS STAFF)

END

4.2.1.6

NARRATIVE

Administrative and Operations Manual

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

Unit/Office for the installation of PNP Campnet End-node to C,


NMS.
C, NMS to designate and instruct NMS staff to install the PNP
Campnet end-node to the requesting PNP Unit/Office.
The designated NMS staff to prepare the needed tools/materials
and form/s in the performance of the task given.
NMD SF
Networks tools and equipment
The NMD Duty of the Day to record/log the whereabouts of NMS
personnel regarding the network related service to be rendered
in leaving out the Office.
The designated NMS staff to install the PNP Campnet End-node
to the personnel of the requesting Office.
The designated NMS staff to brief the user/client on how to logon to the PNP Campus Network.
The designated NMS staff to accomplish the NMD SF indicating
therein the details of his/her accomplished task, installation
status and recommendation, if any.
User/Client to acknowledge the service rendered by affixing
his/her fullname and signature to the prepared NMD SF of the
designated NAS staff.
The designated NMS staff to report to C, NAS his/her
accomplished task and submits its corresponding NMD SF.
C, NMS to affix his/her signature to the submitted NMD SF by
the designated NMS staff and forward it to the NMD Duty of the
Day.
NMD Duty of the Day to encode/include in his/her NMD Journal
list of services rendered for the day. NMD SF is compiled with
all the other accomplished NMD SF.
C, NAS to render report to C, NMD regarding the
completion/status of the task.

Administrative and Operations Manual

Page 316

COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.2.1.7 SERVICE

Transaction Type

Turn Around Time


Receive task and
instructions
Prepare tools, materials and
forms
Record and Log
Travel time to location
Installation of PNP Campnet
End-node

Average Task
Accomplishment Time

Brief the user/client


Fill-up NMD SF
Acknowledgement of the
service rendered
Acknowledge the Magic 7.1e
dongle installed
Travel time to return to
office
Report the accomplished
task
NMD SF Notation
Record and consolidate NMD
Service Form

Total Average Task Accomplishment Time

Administrative and Operations Manual

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

COMPUTER SERVICE, PHILIPPINE4.3.2


NATIONAL
POLICE
Providing
network layout and list of materials to the

requesting PNP Unit/Office


TITLE

Procedure No.

Providing network layout and list of materials to


the requesting PNP Unit/Office

4.2.2

INTERFACES
4.2.2.1

No. of Pages
5

4.2.3

OBJECTIVE

To provide network layout and list of materials to the requesting PNP


Unit/Office based on the site inspection conducted by the NMD personnel.
4.2.2.2

REFERENCES
4.2.2.2.1
4.2.2.2.2
4.2.2.2.3

4.2.2.3

NMD Creation dated


NMD/COD Re-organization dated
C, PNP approved general guidelines and procedures in the
maintenance of the PNP Campus Network dated November 29,
2006.

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

Network Cable is the medium through which information


usually moves from one network device to
another.
Network Layout - the logical or physical diagram of both
existing and proposed interconnection of computers and
associated devices to provide end-users with a means of
communicating and receiving information electronically without
being limited by a geographical distance.
PNP CampNet - a local area network, based on Transmission
Control Protocol / Internet Protocol (TCP/IP) sited within Camp
Crame.
PNP Campnet User/Client - the user or client of a workstation
connected to the PNP Campnet.
SF (Service Form) - an NMD document being accomplished by
the requesting party after rendering network related service by
the NMD personnel.

REQUIREMENTS
4.2.2.4.1
4.2.2.4.2
4.2.2.4.3

Memorandum/Letter Request from the PNP Unit/Office.


Coordination from the requesting PNP Unit/Office.
Site Inspection conducted by the NMD personnel.

Administrative and Operations Manual

Page 318

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.2.2.5 FLOW
CHART

START

ROUTES THE MEMORANDUM


(Admin Office)

ENTRUST THE TASK


(C, NMD)

REVIEWS THE RECOMMENDATION


(CDS)

PREPARES NETWORK LAYOUT


AND LIST OF MATERIALS
(C, NMS)

REVIEWS AND RECOMMENDS APPROVAL


TO D, CS
(DDITM)

REVIEWS THE RECOMMENDATION


OF C, NMS
(AC, NMD)

REVIEWS AND RECOMMENDS APPROVAL


TO DCS
(DDA)

SIGN and ENDORSE for APPROVAL of D,


CS
(C, NMD)

APPROVED / DISAPPROVED
(DCS)

RECORD AND DISPATCH


to ADMIN OFFICE
(NMD Administrative Assistant)

Administrative and Operations Manual

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

C, NMD entrust the task of preparing network layout and list of


materials to C, NMS which should be based on the report of NMS
personnel who conducted the site inspection.
C, NMS prepares the appropriate network layout and makes a
list of materials based on the site inspection report.
The AC, NMD reviews the prepared network layout and list of
materials and forward it afterwards to C, NMD for
approval/signature.
C, NMD further reviews and signs the forwarded/submitted
layout and list of materials and subsequently, with a cover
memo, endorses same for approval to D, CS.
The NMD Admin Assistant records and dispatch to the Admin
Office.
The Admo routes the prepared memorandum with attachments.
CDS reviews the memorandum then forward to the next routing,
DDITM.
DDITM reviews then forward to the next routing, recommending
for its approval.
DDA reviews then forward to the next routing, recommending
for its approval to D, CS.
The DCS approved or disapproved the memorandum.

SERVICE STANDARDS
Transaction Type

Turn Around Time


Preparation
of
network 24 hours (subjected to
layout and list of materials
the volume of endAverage Task
nodes)
Accomplishment Time
Recommend Approval (NMD)
8 hours
Recommend Approval (CS)
8 hours
Total Average Task Accomplishment Time
5 days

Administrative and Operations Manual

Page 320

COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.2.2.8 SAMPLE

Administrative and Operations Manual

Page 321

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

4.3.3 Conduct Site Inspection to the requesting PNP


Unit/Office

Administrative and Operations Manual

Page 322

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

TITLE
Conduct Site Inspection to the requesting PNP
Unit/Office
INTERFACES
4.2.3.1

Procedure No.

No. of Pages

4.2.3

4.2.1 and/or 4.2.2

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

C, PNP approve guidelines and procedures in the


opera
tion and maintenance of the PNP Campus Network dated
November 29, 2006.
Creation of Network Management Division dated January 31,
2003.

End-node a network node/end-point connecting workstation


to the PNP Campnet.

REQUIREMENTS
4.2.3.4.1

Memorandum/Letter Request from the PNP Unit/Office

Administrative and Operations Manual

Page 323

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.2.3.5 FLOW
CHART

START

FILL-UP NMD SF
(NMS STAFF)

ENTRUST THE TASK


(CHIEF, NMD)

ACKNOWLEDGE RENDERED SERVICE


(CLIENT/USER

DESIGNATE THE TASK


(C, NMS)

REPORT THE ACCOMPLISHED TASK


(NMS STAFF)

PREPARE TOOLS/MATERIALS/FORMS
(DESIGNATED NAS STAFF)

NMD SF NOTATION
(C, NMS)

RECORD AND LOG


(NMD DUTY OF THE DAY)

RECORD AND CONSOLIDATE NMD


SERVICE FORM
(NMD Duty of the Day)

COURTESY CALL TO THE REQUESTING


PARTY
(NMS STAFF)

REPORT THE ACCOMPLISHED TASK


(C, NMS)

CONDUCT OCULAR INSPECTION


OF THE SITE
(NMS STAFF)

END

Administrative and Operations Manual

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

The C, NMD entrust the tasks of conducting site inspection of the


area/office requested of the requesting PNP Unit/Office to C,
NMS.
The C, NMS delegates at least two (1) of his/her Staff to
conduct site inspection.
The NMS staff to prepare the necessary tools and forms needed
in the performance of the task given.
NMD SF
The NMD Duty of the Day to report/log to his/her Journal the
whereabouts of NMD personnel as informed by the NMS staff
regarding the service to be rendered in leaving out the Office.
The NMS staff to report/courtesy calls to the signatory of
the
request memo. The signatory will then endorse them to their
personnel knowledgeable of the project, who will be giving
details of the project and accompany the NMS staff in the site
inspection.
NMS staff conducts the site inspection and take note of the
following:
Number of end-nodes to be installed;
Distances of each end-nodes;
Type of room barriers; and
Number of floors included if more than one (1).
The NMS staff to accomplish the NMD SF, indicating therein the
details of accomplished task, status of site inspection and
recommendation, if any.
User/Client to acknowledge the service rendered by affixing
his/her signature to the prepared NMD SF of the NMS staff.
The designated NMS staff to report to C, NMS his/her
accomplished task and submits its corresponding NMD SF.
C, NMS to affix his/her signature to the submitted NMD SF by
the designated NMS staff and forward it to the NMD Duty of
the Day.
NMD Duty of the Day to encode/include in his/her NMD Journal
list of services rendered for the day. NMD SF is compiled with
all the other accomplished NMD SF.
C, MS to render report to C, NMD regarding the result of
conducted ocular inspection.

Administrative and Operations Manual

Page 325

COMPUTER
SERVICE, STANDARDS
PHILIPPINE NATIONAL POLICE
4.2.3.7 SERVICE

Transaction Type

Turn Around Time


Delegating / Tasking
30 mins
Preparation of tools and
15 mins
forms
20 mins (subjected to
Travel time to location
distance of the
requesting party)
Average Task
60
mins (subjected to th
Accomplishment Time
Coordination
and
Site
availability of the
Inspection
requesting party)
20 mins (subjected to
Travel time to return to
the distance from the
office
requesting party)
Report to C,NMS / C,NMD
30 minutes
Total Average Task Accomplishment Time
2 hours 55 mins

Administrative and Operations Manual

Page 326

COMPUTER SERVICE, PHILIPPINE


NATIONALADMINISTRATION
POLICE
4.3
NETWORK
SECTION

4.3.1 Submission of NMD Monthly Accomplishment Report


TITLE

Submission of NMD Monthly Accomplishment Report


INTERFACES
4.3.1.1

Procedure No.

4.3.1

No. of
Pages
4

N/A

OBJECTIVE

To provide procedures in the submission of NMD Accomplishment Report on


weekly, monthly, quarterly and/or annually.
4.3.1.2

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

Creation of Network Management Division dated January 31,


2003.
CS Personnel Board Meeting dated February 21, 2007
Memorandum from C, PCR dated April 19, 2007

NMD SF (NMD Service Form)- a form formulated to serve as


basis of actions taken/services rendered, accomplished by the
requesting party upon network-related service is rendered.
PNP Campnet User/Client - the user or client of a workstation
connected to the PNP Campnet.
Accomplishment Report of NMD ~ Pertains to the records of
activities and programs conducted in relation to the NMD duty
and functions

REQUIREMENTS
4.3.1.4.1
4.3.1.4.2

All accomplished NMD SF of the reporting month.


Memorandums

Administrative and Operations Manual

Page 327

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.3.1.5 FLOW
CHART

START

PREPARE NMD CONSOLIDATED


ACCOMPLISHMENT REPORT
(NAS and NMS Researchers)

REVIEW the REPORT


(C, NAS / C, NMS)

RECORD DOCUMENT
(NMD Duty of the Day)

REVIEW
(AC, NMD)

SIGNATURE
(C, NMD)

LOG and SUBMIT the


ACCOMPLISHMENT REPORT
(NMD Administrative Assistant)

END

4.3.1.6

NARRATIVE

Administrative and Operations Manual

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

NMD Service Forms in rendering services from the different


requesting PNP Units/Offices of the reporting month. Added on
it are the accomplishments of NMD personnel that do not
require the accomplishment of NMD SF.
The Section Chiefs (C, NAS and C, NMS) to review the
accomplishment of their concerned Section. Afterwards, the
the prepared accomplishment report be forwarded to NMD duty
of the Day.
The NMD Duty of the Day to record the Monthly Accomplishment
Report.
The AC, NMD to review the prepared Monthly Accomplishment
Report.
The C, NMD to signature the Monthly Accomplishment Report.
The NMD Administrative Assistant make two (2) duplicate copies
of the final NMD Monthly Accomplishment Report signed by
C,NMD and submits the original copy to PNPCS OPLANS and one
(1) duplicate copy to PNPCS OPCR. The extra one (1) copy
remains at NMD for filing.

SERVICE STANDARDS
Transaction Type

Average Transaction Time

Turn Around Time


Prepare NMD consolidated
16 hours
accomplishment report
Review of the report
(C,NAS)
Record document
Review of the report
(AC,NMD)
Signature of C, NMD
Submission of Final Report

Total Average Transaction Time

Administrative and Operations Manual

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

4.3.2 Rendering After Training / Seminar Report for the


Information of the Director

Administrative and Operations Manual

Page 330

COMPUTER SERVICE, PHILIPPINE


TITLENATIONAL POLICE

Rendering After Training / Seminar Report for the


Information of the Director
INTERFACES
4.3.2.1

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

Creation of Network Management Division dated January 31,


2003.

4.3.2.3

DEFINITION OF TERMS

4.3.2.4

REQUIREMENTS
4.3.2.4.1

Invitation memo from PNP Unit/Office or Private Institution

Administrative and Operations Manual

Page 331

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.3.2.5 FLOW
CHART

START

PREPARE and SUBMIT AFTER TRAINING /


SEMINAR REPORT
(NMD Attendee)

REVIEW THE REPORT


(C, NAS / C, NMS)

RECORD AND LOG


(NMD Duty of the Day)

REVIEW THE REPORT


(AC, NMD)

SIGNATURE
(C, NMD)

RECORD AND DISPATCH


(NMD Administrative Assistant)

END

4.3.2.6

NARRATIVE

Administrative and Operations Manual

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

prepares and submits an after


training/seminar report.
The Section Chief reviews the rendered after training/seminar
and forwards it afterwards to NMD Duty of the Day.
NMD Duty of the Day logs and forwards the report to AC, NMD
for his/her review.
AC, NMD reviews the report then forwards it to C, NMD for
signature.
C, NMD further reviews and signs the forwarded/submitted and
subsequently, with a cover memo, endorses same for
information of D, CS and CS-TRD.
The NMD Administrative Assistant records and dispatches the
report to Admin Office for routing and proper distribution to
concerned CS Offices copies of the report.

4.3.2.7 SERVICE STANDARDS


Transaction Type

Average Transaction Time

Turn Around Time


Preparation of the After
Training/ Seminar Report

2 hours

Review of the report

2 hours

Submission of the report


Total Average Transaction Time

Administrative and Operations Manual

15 mins
4 hours and 15 mins

Page 333

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.3.2.8 SAMPLE
FORMAT

Administrative and Operations Manual

Page 334

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Administrative and Operations Manual

Page 335

COMPUTER SERVICE, PHILIPPINE4.3.3


NATIONAL
POLICE of approved NMD Standard Operating
Dissemination

Procedure (SOP) to the PNP CampNet user/client and


PNP Units/Offices
TITLE

Procedure No.

Dissemination of approved NMD Standard Operating


Procedure (SOP) to the PNP CampNet user/client
and PNP Units/Offices

4.3.3

INTERFACES
4.3.3.1

No. of Pages
4

N/A

OBJECTIVE

To inform the concerned PNP Units/Offices user/client of the PNP CampNet


regarding the approved Standard Operating Procedure created prior to implementation.
4.3.3.2

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

C, PNP approved guidelines and procedures in the operation and


maintenance of the PNP Campus Network dated November 29,
2006.
Creation of Network Management Division dated January 31,
2003.

SOP Standard Operating Procedure

REQUIREMENTS
4.3.3.4.1

Approved Standard Operating Procedure

Administrative and Operations Manual

Page 336

COMPUTER
PHILIPPINE NATIONAL POLICE
4.3.3.5 SERVICE,
FLOW CHART

START

DELEGATE THE PREPARATION OF


DISSEMINATION MEMO
(C, NMD)

PREPARE THE MEMO OF DISSEMINATION


FOR SIGNATURE OF D, CS
(Delegated Section Chief)

REVIEW THE MEMO


(ASST. C, NMD)

SIGN and ENDORSE


(C, NMD)

RECORD AND DISPATCH THE MEMO


(NMD Administrative Assistant)

END

Administrative and Operations Manual

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

C, NMD delegates one (1) of his/her staff (Section Chief) to


prepare draft of memorandum disseminating the approved
Standard Operating Procedure created concerning PNP CampNet
to its user/client.
Delegated Section Chief to draft the memo for the signature of
DCS then submit to Assistant Chief, NMD.
The AC, NMD reviews the content of the memo and makes the
necessary correction, if any.
C, NMD to review the prepared memo then recommend for the
approval and signature of DCS.
The administrative assistant records the SOP and transmits it to
Admin for routing.

SERVICE STANDARDS
Transaction Type

Turn Around Time


Preparation of Memo
8 hours
AC, NMD Review the SOP
1 hour
C,NMD sign the SOP AC, NMD
Average Transaction Time
1 hour
Review the SOP
Admin assistant records the
5 mins
SOP
1 day, 2 hours and 5
Total Average Transaction Time
minutes

Administrative and Operations Manual

Page 338

COMPUTER
SERVICE, FORMAT
PHILIPPINE NATIONAL POLICE
4.3.3.8 SAMPLE

Administrative and Operations Manual

Page 339

COMPUTER SERVICE, PHILIPPINE4.3.4


NATIONAL
POLICE for the procurement of network materials
Requisition

use for maintenance of PNPCS LAN


TITLE
Requisition for the procurement of network
materials use for maintenance of PNPCS LAN
INTERFACES
4.3.4.1

Procedure No.

No. of Pages

4.3.4

4
N/A

OBJECTIVE

To request for the procurement of network materials use in PNPCS LAN


maintenance.
4.3.4.2

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

DCS approved Policies and Guidelines in the Operation and


Maintenance of the PNP Computer Service Local Area Network
(PNPCS LAN) dated October 26, 2006.
Creation of Network Management Division dated January 31,
2003.

PNPCS LAN is a network based on Transmission Control


Protocol/Internet Protocol (TCP/IP) belonging to the Philippine
National Police located within the perimeter of PNP Computer
Service.

REQUIREMENTS

Administrative and Operations Manual

Page 340

COMPUTER
SERVICE,
PHILIPPINE NATIONAL POLICE
4.3.4.5 FLOW
CHART

START

PREPARE REQUEST MEMO for APPROVAL


OF D, CS
(C, NMS/C, NAS)

LOG IN REQUEST
(NMD Duty of the Day)

REVIEW of the REQUEST MEMO


(Asst. C, NMD)

FOR SIGNATURE
(C, NMD)

FOR TRANSMITTAL TO ADMIN


(NMD, Admin Asst.)

END

Administrative and Operations Manual

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

C, NMS and/or C, NAS prepares the memo request for approval


of D, CS regarding the procurement of necessary/needed
network materials being used in the maintenance of PNPCS
LAN. Attach to the memo is the quotation, if any.
The NMD Duty of the Day records the memo request then
forwards same to AC, NMD.
AC, NMD reviews the request memo and makes the necessary
corrections, if any.
C, NMD further reviews the request memo then affixes his/her
signature on it when finalized.
The NMD Administrative Assistant records/logs and produce
photocopy of the memo as NMDs copy and transmits it to Admin
Office.

SERVICE STANDARDS
Transaction Type

Turn Around Time


Preparation of Memo Request
30 mins
Average Transaction Time
Review and finalization of the
1 hr
memo
Admin assistant records the
15 mins
request and transmit to Admin
Office
Total Average Transaction Time
1 hour and 45
minutes

Administrative and Operations Manual

Page 342

COMPUTER
SERVICE, PHILIPPINE NATIONAL POLICE
4.3.4.8 SAMPLES

Administrative and Operations Manual

Page 343

COMPUTER SERVICE,
PHILIPPINE
NATIONAL
POLICE
5. TRAINING
AND
RESEARCH
DIVISION

5.1 Procedure in the Conduct of ICT Training


TITLE
Procedure in the conduct of ICT training
Interfaces

PROCEDURE NO
T.I.G.

NO. OF PAGES
4

Training and Research Div

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

5.1.3.1. ICT Refer to the Glossary for the general term


5.1.3.2. Training - refers to the acquisition of knowledge, skills, and

competencies as a result of the teaching of vocational or practical


skills and knowledge that relates to specific useful skills.

5.1.4.

REQUIREMENTS

5.1.4.1. For schooling:


5.1.4.1.1.
Application Form from CS TRD
5.1.4.1.2.
Unit Endorsement
5.1.4.1.3.
One (1) 2x2 ID picture
5.1.4.1.4.
Must pass the qualifying interview to be conducted by
the C, TS / AC, TRD / C, TRD

Administrative and Operations Manual

Page 344

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

5.1.5. FLOWCHART
START
Applicant

C, TRD

C, TRD

Inquire and get an


Application Form at the
Training Registrars
Offi

Request the Admin


Office for the issuance
of Office Order

Sign the Order of Merit,


Declaration of
Graduates, and the
Certificates of
Completion

Training Registrar

Lecturers / Instructors
D, CS

Inform the Applicant of


the training schedules
and the training
requirements

Conduct the training


proper

Sign the Certificates of


Completion, and
Certificates of
C
d ti

Training Registrar
Applicant

Prepare the After


Opening Report (for
DHRDD), Request for
issuance of DPRM
Order, and TSA for
Uniformed Personnel

Fill up the Application


Form and submit all
other requirements

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

TRD Secretary / AC,


TRD
Prepare the Order of
Merit, Declaration of
Graduates, Certificates
of Completion, and
Certificates of
Commendation

Training Registrar
Prepare the List of
qualified Applicant and
submit it to C, TRD

Administrative and Operations Manual

Page 345

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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.

training programs of this Service and get a list of training requirements


at the Training Registrars Office.
The Training Registrar will give them a training schedule and the
requirements needed: Unit Endorsement, 1 (one) 2x2 ID picture and a
blank Application Form.
The Applicant must fill up and submit the Application Form together
with the complete requirements to the Training Registrar.
The Training Registrar shall forward the application documents to C,
TS / AC, TRD / AC, TRD for evaluation and interview of the applicant
when necessary.
The Training Registrar shall prepare the list of qualified applicants in
the scheduled training and notify them by phone if there are changes
in the training schedule.
The Training Registrar shall submit tentative list of applicants to C,
TRD for approval.
C, TRD shall request the Admin Office for the issuance of Office Order.
During the training proper, either or all of the following shall be
conducted by the Lecturer/Instructor and the students are required to
comply:
Lecture
Hands-On
Examination
Case Study
The Training Registrar shall prepare the following reports for the
approval of D, CS:
After Opening Report for submission to DHRDD
Request for issuance of DPRM Order of schooling
Request for issuance of TSA Order for uniformed personnel
The Lecturers/ Instructors shall conduct the evaluation of grades for
the preparation of the following:
Order of Merit
Declaration of Graduates
Certificate of Completion
Certificates of Commendation (for top graduates)
The TRD Secretary / AC, TRD shall prepare the Order of Merit,
Declaration of Graduates, Certificate of Completion, and the
Certificate of Commendation for top graduates.
C, TRD shall sign the Order of Merit, Declaration of Graduates, and the
Certificate of Completion.
D, CS shall sign the Certificate of Completion and the Certificate of
Commendation for top graduates.
Upon the completion of the course, the TRD shall conduct a Closing
ceremonies in which the students will receive:
Order of Merit
Declaration of Graduates
Certificate of Completion

Administrative and Operations Manual

Page 346

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

Certificate of Commendation (for top graduates)


5.1.6.15. The Training Registrar shall prepare an After Training/Closing Report
to be signed by D, CS for submission to DHRDD.

5.1.7. SERVICE STANDARDS


TRASACTION TYPE

Procedure in the
conduct of
ICT Training

Turn Around Time


Processing of Application
5-10 mins
for Training
Evaluation and Interview of 5-10 mins
Applicant
Training Proper
Depends on the number of
training days/hours
Processing of Schooling
1 day (CS Order) after the
Order
opening of training course
2 wks (DPRM Order) after the
opening of training course

Administrative and Operations Manual

Page 347

COMPUTER SERVICE, PHILIPPINE


NATIONAL
POLICE
5.2 Procedure
in the
processing of the Request for ICT Training

by Other PNP Unit / Office


TITLE
Procedure in the processing of the Request
for ICT Training by Other PNP Unit / Office
Interfaces

5.2.1.

PROCEDURE NO

NO. OF PAGES

T.I.G.

Training and Research Div

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

5.2.2.1. Memo from the requesting PNP Unit / Office


5.2.2.2. PNPCS Approved Annual Training Program
5.2.2.3. Instructions from D, CS
5.2.3.

DEFINITION OF TERMS

5.2.4.

REQUIREMENT

5.2.4.1. 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.

Administrative and Operations Manual

Page 348

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Requesting PNP Unit / Office


Receive the Approved /
disapproved Request

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

Administrative and Operations Manual

Page 349

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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.

course exclusively for their personnel shall be received by the


Message Center and shall endorse it to ADMO.
ADMO shall forward the Memo / Request to C, TRD.
C, TRD shall verify the availability of facilities and instructors based
on the PNPCS Approved Annual Training Program and current loads of
the Instructors of TRD.
C, TRD shall prepare a Memo (Reply) for approval of D, CS regarding
the accommodation or non-accommodation of the said request.
D, CS shall sign on the Memo.
The Memo (Reply) shall be forwarded to the requesting PNP Unit /
Office through ADMO.

SERVICE STANDARDS
TRANSACTION TYPE

Procedure in the processing of the


Request for ICT Training by Other
PNP Units / Offices

Administrative and Operations Manual

Turn Around Time


Processing of Request
5-10 mins
Preparation of the
5-15 mins
Recommendation for
accommodation / nonaccommodation

Page 350

COMPUTER SERVICE, PHILIPPINE


NATIONAL
POLICE
5.3 Procedure
in the
processing of the Request for Instructor by

Other PNP Unit / Office


TITLE
Procedure in the processing of the Request for
Instructor by Other PNP Unit / Office
Interfaces

PROCEDURE NO

NO. OF PAGES

T.I.G.

Training and Research Div

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.

Memo from requesting PNP Unit / Office


PNPCS Approved Annual Training Program
Instructions from D, CS

5.3.3. DEFINITION OF TERMS


5.3.3.1.

Instructor - teachers facilitate student learning, often in a classroom


setup in a school/academy/learning center. The objective is typically
a course of study, lesson plan, or a practical skill, including learning
and thinking skills.

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.

Administrative and Operations Manual

Page 351

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Receive Request and endorse


it to ADMO

Sign on the Memo (Reply) and


Designation Order

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

Requesting PNP Unit / Office


Receive the Approved /
disapproved Request

C, TRD
Prepare a recommendation
for the accommodation /
non-accommodation of the
Request

Administrative and Operations Manual

END

Page 352

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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.

5.3.7. SERVICE STANDARDS


TRASACTION TYPE
Procedure in the processing of
the Request for ICT Training by
Other PNP Units / Offices

Administrative and Operations Manual

Turn Around Time


Processing of Request
5-10 mins
Preparation of the
5-15 mins
Recommendation for
accommodation / nonaccommodation

Page 353

COMPUTER SERVICE, PHILIPPINE


NATIONAL
POLICE
5.4 Procedure
in the
processing of the Request for Training

Facilities by other PNP Unit / Office


TITLE
Procedure in the processing of the Request for Training
Facilities by other PNP Unit / Office
Interfaces

PROCEDURE NO

NO. OF PAGES

T.I.G.

Training and Research Div

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.

Administrative and Operations Manual

Page 354

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Requesting PNP Unit /


Office
Receive the Approved /
disapproved Request

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

Administrative and Operations Manual

Page 355

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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.

of the Training Facilities 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 availability of the Training Rooms based on the
requested schedule, PNPCS Approved Annual Training Program and the
room assignments of on-going training courses.
C, TRD shall prepare a Memo (Reply) for approval of D, CS regarding
the accommodation or non-accommodation of the said request.
D, CS shall sign on the Memo.
The Memo (Reply) shall be forwarded to the requesting PNP Unit /
Office through ADMO.

5.4.7. SERVICE STANDARDS


TRASACTION TYPE
Procedure in the processing of
the Request for Training
Facilities by Other PNP Units/
Office

Administrative and Operations Manual

Turn Around Time


Processing of Request
Preparation of the
Recommendation for
accommodation / nonaccommodation

5-10 mins
5-15 mins

Page 356

COMPUTER SERVICE, PHILIPPINE


NATIONAL
POLICE
5.5 Procedure
in the
Preparation of Annual Training Program

TITLE
Procedure in the Preparation of Annual Training
Program
Interfaces
5.5.1

PROCEDURE NO

NO. OF PAGES

T.I.G.

Training and Research Div

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

Memo from TDHRDD


Instructions from D, CS

Annual Training Program refers to an annual ICT training program to


be offered by the PNPCS to PNP personnel.

REQUIREMENT
5.5.4.1
5.5.4.2

Memo from the TDHRDD


Courses offered annually

Administrative and Operations Manual

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

Administrative and Operations Manual

Page 358

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Administrative and Operations Manual

Turn Around Time


Processing of Memo
5-10 mins
Preparation of the Memo
5-15 mins

Page 359

COMPUTER SERVICE,
NATIONAL POLICE
6. PHILIPPINE
WEB ADMINISTRATION
AND DEVELOPMENT DIVISION

6.1

Publication, Revision and Updates of Content in the PNP


website

TITLE
Publication, Revision and Updates of
Content in the PNP website
INTERFACES

Procedure No.

No. of Pages

6.1

PNPCS WADO and othe PNP Offices

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

RA 6975 as amended by RA 8551


PNP Computerization/ISSP

6.1.3 DEFINITION OF TERMS


6.1.3.1

Website is a collection of Web pages, images, videos and other digital


assets that is hosted on one or several Web server(s), usually accessible
via the Internet, cell phone or a LAN.

6.1.4 REQUIREMENTS
6.1.4.1
6.1.4.2
6.1.4.3

Memo from the requesting unit/office


Information/Data to be published in the PNP website (Soft Copy).
Approval of Director, CS for the publication of such information/data in
the PNP website.

Administrative and Operations Manual

Page 360

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.1.5 FLOW CHART


START
Requesting Office

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

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

Turn Around Time


Receipt of memo request and
dissemination
Editing/coding of content
Average Transaction Time
Request for posting and Approval of
request
Posting/Update of Website
Total Average Transaction Time

1 day
5 days
2 days
1 day
9 days

6.1.8 SAMPLE FORMAT

Administrative and Operations Manual

Page 362

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

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

RA 6975 as amended by RA 8551


PNP Computerization/ISSP

6.2.3 DEFINITION OF TERMS


6.2.3.1
6.2.3.2

Website is a collection of Web pages, images, videos and other digital


assets that is hosted on one or several Web server(s), usually accessible
via the Internet, cell phone or a LAN.
Web Development or Website Development - is a broad term for any
activities related to developing a web site for the World Wide Web or an
intranet. This can include e-commerce business development, web
design, web content development, client-side/server-side coding, and
web server configuration.

6.2.4 REQUIREMENTS
6.2.4.1
6.2.4.2

Daily inspection of the PNP website.


Information/Data to be published in the PNP website (Soft Copy).

Administrative and Operations Manual

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

Administrative and Operations Manual

YES

Publication

END

Page 364

COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.2.6 NARRATIVE
6.2.6.1

6.2.6.2

6.2.6.3

The requesting office/unit will forward a memo to this service


requesting for the creation of their official webpage. 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.
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. The raw data (soft copy) from the requesting office will
now be encoded/formatted then evaluated for approval. The initial
webpage now will be send to requesting office for evaluation and for
their approval. Once approved the initial webpage will be check lastly by
C, WADO before uploading it in the Internet.
A memo singed by Dir, CS will be send to the requesting office for their
information on the publication of their Official Website.

6.2.7 SERVICE STANDARDS


Transaction Type

Turn Around Time


Receipt of memo request and
dissemination
Editing/coding of content and setup of
the web server for new webpage
Average Transaction Time
Request for posting and Approval of
request by D, CS
Posting/Update of Website and info
requesting office regarding the posting
of their website
Total Average Transaction Time

1 day
10 days
2 days
1 day
14 days

6.2.8 SAMPLE OUTPUT

Administrative and Operations Manual

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.3 Administration of PNP E-mail System


TITLE
Administration of PNP E-mail System
INTERFACES

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

RA 6975 as amended by RA 8551


PNP Computerization/ISSP

6.3.3 DEFINITION OF TERMS


6.3.3.1
6.3.3.2

E-mail Electronic mail, is a store and forward method of composing,


sending, storing, and receiving messages over electronic communication
systems.
E-mail System - applies both to the Internet e-mail system based on the
Simple Mail Transfer Protocol (SMTP) and to intranet systems allowing
users within one organization to e-mail each other. Often these
workgroup collaboration organizations may use the Internet protocols for
internal e-mail service.

6.3.4 REQUIREMENTS
6.3.4.1
6.3.4.2
6.3.4.3

Memo from the requesting unit/office


Names of authorized users who will handle the email account of the
requesting unit/office.
Approval of Director, Computer Service for the creation and deletion of
email account.

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COMPUTER SERVICE, PHILIPPINE NATIONAL POLICE

6.3.5 FLOW CHART

START
Requesting Office

ADMO. CS

CDS, CS

DD, CS

D, CS

C, WADO

Creation/Deletion of
E-mail Accounts

Send Complied Feedback to


Requesting Office
(Memo & E-mail)

END

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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

In email accounts, whether its for new account, deletion, up-dating or


resetting of an account, the requesting office/unit will forward a memo
to this Service for any E-mail transaction mentioned.
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 prior to the publication of the said information in the PNP
website.
Upon the approval of Director, CS, the memo will be routed to C, WADO
for appropriate action based from the instructions given by Director, CS.
After evaluation, C, WADO will now do the necessary action as per
request in the memo such as creating, deleting, updating or resetting of
an account.

6.3.7 SERVICE STANDARDS


Transaction Type

Turn Around Time


Receipt of memo request
Routing and approval of D, CS for the
creation/update of an e-mail account
Average Transaction Time
Upon approval, creation of the account
Inform requesting office regarding the
creation of the accoutn
Total Average Transaction Time

1 day
2 days
1 days
1 day
5 days

6.3.8 SAMPLE OUTPUT

Administrative and Operations Manual

Page 368