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TABLE OF CONTENTS
CHAPTER I THE JUDICIARY
QUALITY MANUAL·· ·· ·· ··· ·· ·· · ···· ·· · ··· · ··· · ··· · ··· · ····· ··············· · ··· ··· ·· ·· 1
1. INTRODUCTION ... .... ... ........ .............................. ............. ... .... .......... ... .... .... 5
2. TERMS, ABBREVIATIONS AND DEFINITIONS· .. ·· · ·· ·· ·········· · · .... ·· .. · .... 6
2.1 Terms and Definitions .. · .. · .. · .. · .... · .......... ·· · ·· .. ·· .. ·· .. ··· .. · ...... · 6
2.2 Abbreviation s······ ············· ·· · ······· · ··· ·· ··· ·· ···· ·· ··· · ··· ··· · ······· · 8
3. THE JUDICIARY· ··· ·· ··· ····· ·· ·· ·· · ··· · ··· · ·· · ·· ·· ·· ·· ·· ···· ·· ·· ·· ·· ·· ··· ··· ·· ····· · 9
3.1 History···· ······ ········ · · ······· · ····· ········· ··· · ·························· · 9
3.2 Organizational Structure .... ····· .. ···· .. ·· .. · .. ·· .. ·· .. ·· ; .... · · ··· ··· · ·· 12
3.3 Mandate ·· ·· ··· ·· ····· ···· ···· · ···· ····· ·· ·················· ·: ····· ······· ·· · 14
3.3.1 Supreme Court and Lower Courts· ·· .. ······ .. · ······· .. ······ .. · 14
3.3.2 Court of Appeals·· ··· · ····· ···················· ·· ···.,.· ·· ·· ··· ····· ·· 14
3.3.3 Sandiganbayan · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · 15
3.3.4 Court of Tax Appea ls· ·· ·· ·· ··· ····· ···· ·· · ···· ···· ···· ·· ·· ·· ··· · ···· 18
3.4 Vision· ··· ·· ········ ·· ······· · ··· · ········ ··· ·· ··· ··············· · ··· ···:·· ··· · 19
3.4.1 Supreme Court and Lower Courts ··· ........ · .. ······ ··· · ········ 19
3.4.2 Court of Appeals··· ·· ··· ·· · · ····· ···· ·· ··· ·· ····· · ··· ·· ··· ·· ···· ···· · 19
3.4.3 Sandiganbayan · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · 19
3.4.4 Court of Tax Appeals .............. .. ....... ................ .... ....... .. .......... 24
3.5 Mission · ·· ···· ············ · · ·· ··· ·· ·· ·· ··············· ··· ····· · ········ ·· ·· ··· 20
3.5.l Supreme Court and Lower Courts· ··· ········· ·· .... ··· ·· ···· ···· 20
3.5.2 Court of Appeals··· ·· ·· ·· ·· ·· ······· ····· ·· · ·· · ······· · ····· ····· ··· · 20
3.5.3 Sand iga nbayan · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · · 20
3.5.4 Court of Tax Appeals·········· · · ·········· · · ···· ··· ···· ·· ·· ·· ······· 21
3.6 Core Values of The Judiciary················· · ··· · ······· · ········· ···· ·· · 21
4. CONTEXT OF THE ORGANIZATION ·· ··········· ···· ····· ··· ····· ···· · ·· ······ · · 21
4.1 Understan ding the organization and its context········ · ····· ··· ·· ·· · ·21
4.2 Underst anding the needs and expectation s of interested parties ·· 22
4.3 Determining the scope of the quality management system· ··· ····· 22
4.4 Quality Management System and Its Processes······· ···· ·· ·· ··· ·· · ·· 23
5. LEADERSHIP··· · ···· · ·· ······ ·· ··· ······ ·· ··· ·· · ··· · ···· ·· ····· · ······ ····· · ··· · ··· 23
5.1 Lead ership and Commitment .. ·· ··· ·· ... .. .. ... ... ··· · ...... .... .. ·· ·· ·· ·24
5.1.1 Court Users/Stakeholders focus ··· ····· ··· ···· ···· ····· ···· ···· ·· 24
5.2 Qu ality Policy······ · ···· ···· · ··· ·· ··· ······ ···· ········ ·· ···· ····· ·········· 25
5.3 Organi zational Roles, Responsibilities and Authorities········· ··· ·· · 26
6. PLANNING ··· ·· · ·· ···· ·· ···· ·· ········ · ·· · ··· · ··· ··· ······ · ·········· ··· ········ · ·· 30
6.1 Actions to address risks and opportunities ··· ·· ···· ··· · ·· ·· ·· · ·· ·· ··· · · 30
6.2 Quality objectives and pl an ning to achieve them·· · · ···· · ·· · ··· ··· ··· 31
6.3 Planning of changes·· ··· ···· ····· ··· ····· ······ ··· ·········· · ······· · ··· ··· 31
7. SUPPORT· ···· ·· · ······· ·· ······· ···· ··· ·· ·· ·· ·· · ······ · · ··· · ··· ······· · ·· ··· ··· ···· 31
7.1. Re sources ·· ······ · ··· ··· ···· ··· ··· ···················· ··········· ··· ········ 31
7.1.2 Human resources· ·········· · ··· ·· · .. . · ... .... .... .. · .. .. ·· ···· ........ . · 32
7.1.3 Infrastructure······ ··· · ········· ·· · ········· ············ ··········· ······· 32
7 .1.4 Environment for th e operati on of processes · ········· ··· ···· ···· ··· 32
7 .1.5 Monitoring and measuring resources··· · ··· · · .. ··· ·· .. · · .. · · ··· ··· · .. 32
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7.1.6 Organizational Knowledge········· ············· ·· ··········· ··········· 33
- Administrative Circulars, Administrative Orders and Other Issuances 33
7.2 Competence··································· ···· ·· ·· ······ ··············· ·33
7.3 Awareness·· ································· ·········· ······················ 33
7.4 Communication-························ ·· ···················· ·············· 34
7.5 Documented information···· ...... ·················· ····· ······· ·· .. ··· ·· 34
7.5.1 Creating, updating and controlling documented information 35
8 . OPERATION· ·· ·· ································· ··············· ·· ······· ·········· 36
8 .1 Operational planning and control···· .. ·· ·· ···· ······ ·· ············· 36
8.2 Requirements for servi ces ········ ···· ········· · ···· ·· ······ ········ ·· 36
8.3 Design and development of services .. ········ .. ········ ······ ··· ·· 37
8.4 Control of externally provided processes and services·········· 37
8.5 Service provision······················································· 38
8.6 Control of nonconforming outputs···· .. ··········· .. ·· .. ·· · ·· ·· .. · 38
9. PERFORMANCE EVALUATION ·········· ··· ············· ········· ··· ·· ·· ···· ···· · 39
9.1 Monitoring, measurement, analysis and evaluation .. ·· ·············· 39
9 .1.1 General················································· ·· ···· ··· ····· 39
9.1.2 Court Users/Stakeholders Satisfaction .... ····· ·· ···· ··· ·· ······· 39
9 .2 Internal Audit······························ · ···· ·· ··· ······· ················ 39
9.3 Management review···· ····· ·· ········ · ·········· ·· ······················· 40
10. IMPROVEMENT··· ··· ·· ········· ····· ··· · ·· ··· ···· ···· ····· ·· ·················· · ·40
11. REFERENCES··· ···· ···· ···················· ····· ·· · · ················· ············ 40
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CHAPTER V: THE COURT OF TAX APPEALS
1. History ................................. ............................................................ ................. 80
2. Organizational Structure ................................................................................ 80
3. Functional Description .................................... ..................... ......... .. ................ 81
4. Process Map ..................................................................................................... 82
5. References ........................................................................................................83
ANNEXES
Annex A Relevant Interested Parties ........................................................ 148
Annex B Service Process Map of the Judiciary ........................................ 153
Annex C Procedures on Monitoring and
Maintaining Client Satisfaction .................................... ............. . 154
Client Satisfaction Survey Form ................................................. 157
Annex D Control of Documents ................................................................158
Annex E Control of Records .......................................................................163
Annex F Registry of Controls of External Providers ......... ..................... 168
Anne x G Control of Nonconforming Outputs........................................... 173
Annex H Control of Nonconformity Matrix ............................................. 178
Annex I Corrective Action ......................................................................... 179
Annex J Corrective Action Form ............................................................... 183
Annex I< Internal Quality Audit .................................................................. 185
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CHAPTER I THE JUDICIARY
1. INTRODU CTIO N
This Quality Manual intends to benefit all court users, employees and other
stakeholders of the Judiciary. This is structured to detail compliance with
ISO 9001:2015 standards. The Activity within the scope is limited to the
processing of initiatory pleadings; from receipt of the initiatory document,
such as, complaint, petition, appeal or records, by the docketing office of
the court up to the issuance of the court's initial action.
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relevant changes in the organization, applicability, and best practice, if any.
Redistribution, therefore, is required, when applicable.
Filing - the act of presenting the pleading or other paper to the court
which may either be done personally or through registered mail.
1
CTA CM IS has no automated raffling of cases.
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the nature of the action filed in Court; or (d} when filed by the
government which, under Rule 141 of the Rules of Court, is
exempted from paying the docket and legal fees.
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Respondent - is a party against whom an action or relief is prayed, or
one who opposes the prayer in the petition.
2.2 Abbreviations
SC - Supreme Court
CA- Court of Appeals
SB - Sandiganbayan
CTA- Court of Tax Appeals
LC- Lower Courts
RTC- Regional Trial Court
SOC - Shari'a District Court
MeTC- Metropolitan Trial Court
MTCC - Municipal Trial Court in Cit ies
MTC - Municipal Trial Court
MCTC - Municipal Circuit Trial Court
SCC- Shari'a Circuit Courts
!RSC - Internal Rules of the Supreme Court
IRCA- Internal Rules of the Court of Appeals
JRD - Judicial Records Division
NLRC - National Labor Relations Commission
SCRA - Supreme Court Reports Annotated
RRCTA- Revised Rules of the Court of Tax Appeals
IRCTA - Internal Rules of the Court of Tax Appeals
NIRC - National Internal Revenue Code
BIR - Bureau of Internal Revenue
CIR - Commissioner of Internal Revenue
NTCC - National Tariff and Customs Code
CMTA- Customs Modernization and Tariff Act
BOC - Bureau of Customs
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COC - Commissioner of Customs
CBAA - Central Board of Assessment Appeals
JRO - Judicial Records Office (docket office of the Supreme Court)
OCA- Office of the Court Administrator
OAS - Office of Administrative Services, either of the SC or OCA
FMBO - Fiscal Management and Budget Office
CCDD - Cash Collections and Disbursement Division
FMO - Financial Management Office, OCA
MISO - Management Information Systems Office
JDF - Judiciary Development Fund
SAJ - Special Allowances for The Judiciary
FIDU - Fiduciary Account
VCF- Victims Compensation Fund
LRF - Legal Research Fund
STF - Sheriff Trust Fund
eCourt - Electronic Court
eRaffle - Electronic Raffle
CV - Civil Cases in eCourt
CR- Criminal Cases in eCourt
LRC - Land Registration Cases
SP - Special Proceeding
CANA - Certificate of Authenticity of a Notarial Act
ECC - Executive Clerk of Court
SPMS - Strategic Performance Management System
OPCR - Office Performance Commitment and Review
DPCR - Division Performance Commitment and Review
IPCR - Individual Performance Commitment and Review
3. THE JUDICIARY
3.1 History
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The barangay, which was the basic unit of government, was a
family-based community of 30 to 100 families occupying a pook
("locality" or "area") and headed by a chieftain, called a datu,
who exercised all functions of government - executive, legislative,
and judicial. In the exercise of his judicial authority, the datu
acted as a hukom ("judge") in settling disputes and deciding cases
within his barangay.
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On May 12, 1899, Secretary of State John Hay proposed a plan for
a colonial government of the Philippine Islands which would give
Filipinos the largest measure of self-government. The plan
contemplated an independent judiciary with judges chosen from
a list of Americans and qualified locals.
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The 1987 Constitution, similar to the 1935 and 1973 Constitutions,
vests the Judicial Power "in one Supreme Court and in such lower
courts as may be established by law." (Art. VII, Sec. 1)
In the first tier are the courts of the first level consisting of the
Metropolitan Trial Courts (MeTCs), which are established in
Metropolitan Manila; the Municipal Trial Courts in Cities (MTCCs),
in every city which does not form part of Metropolitan Manila;
the Municipal Trial Courts (MTCs), established in each of the other
cities or municipalities; and Municipal Circuit Trial Courts (MCTCs),
created in each circuit comprising such cities and/or
municipalities as grouped by law.
At the same level are the Shari'a Circuit Courts (SCCs). Shari'a
Courts have been established in Islamic regions and provinces to
interpret and apply the Code of Muslim Personal Laws (under
Presidential Decree No. 1083). Their decisions are appealable to
the Shari'a Appellate Court which, however, has yet to be
organized.
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jurisdiction; in exercising appellate jurisdiction, the RTCs act as
courts of appeal over the decisions of the courts of the first level.
Also on the same level are the Shari' a District Courts (SDCs),
whose decisions are appealable to the still-to-be organized Shari' a
Appellate Court. Pending such organization, SOC decisions are
reviewed by the Supreme Court through the special civil action of
certiorari under Rule 65 if the issue is one of jurisdiction or
through a petition for review on certiorari by way of appeal under
Rule 45. (Macawiag v. Balindong, GR No. 159210, September 20,
2006)
At the third tier of the hierarchy are three col legiate courts, one
of which is the Court of Appeals (CA). The CA is the primary
appellate court of the Philippines, exercising its pow ers, functions,
and duties through 23 divisions of three members each . It sits in
three stations - the City of Manila, Cebu and Cagayan de Oro. The
CA's 18th, 19th and 20th Divisions comprise the CA Visa yas
Station and are located in Cebu City, while its 21st, 22nd, and
23rd Divisions comprise the CA Mindanao Station and are ba sed
in Cagayan de Oro City. The first 17 Stations are located in the
City of Manila
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At the top tier is the Supreme Court (SC). It is presided over by a
Chief Justice and is composed of fourteen (14) other Justices. The
SC may adjudicate en bane or in three divisions of five Justices
each. Under the Const itution, it has supervision over the courts
and court personnel as well as over all the members of The
Judiciary. Its members sit until retirement at age 70 or unless
sooner removed by reason of ill health, death, or conviction after
impeachment.
Col!rt of Appeals
3.3 Mandate
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Supreme Court. It exercises original jurisdiction on the issuance of
writs of mandamus, prohibition, injunction, certiorari, habeas
corpus and all other writs, whether or not in aid of its appellate
jurisdiction. The mandate of CA was expanded by Batas Pambansa
Big. 129 or The Judiciary Reorganization Act of 1980, which vested
authority to assume jurisdiction over actions for annulment of
judgments of the Regional trial Courts and the power to perform
all acts necessary to resolve factual issues falling within its original
and appellate jurisdiction . Republic Act No. 7902 further
expanded the jurisdiction of the CA to include the review of
decisions, resolutions, awards, and orders of the Securities and
Exchange Commission, Social Security System, Employees
Commission, and the Civil Service Commission. The decisions and
resolutions of the National Labor Relations Commission are also
initially reviewable by the Court of Appeals (St. Martin Funeral
Home v. NLRC, 295 SCRA 414).
3.3.3 Sandiganbayan
The nature of the offense and the salary grade of the public
official.
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Thus, Sec. 4 of R.A. No. 8249 provides that the Sandiganbayan
shall have original exclusive jurisdiction over:
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g) President, directors or trustees or managers of
government owned or controlled
corporations, state universities or educational
institutions or foundations;
2} Members of Congress and Officials thereof classified
as Grade 27 and up under the Compensation and
Classification Act of 1989;
3} Members of The Judiciary without prejudice to the
provision of the Constitution;
4} Chairmen and members of Constitutional
Commissions, without prejudice to the provision of
the Constitution;
5) All other national and local officials classified as Grade
27 and higher under the Compensation and Position
Classification Act of 1989.
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future from the public official or employee concerned
in the discharge of his official functions. Included
within the prohibition is the throwing of parties or
entertainment in hono r of the official or employee or
his immediate relatives.
f) PD 749 which grants immunity from prosecution to
any person who voluntarily gives information about
any violation of Art.210, 211 or 212 of the RPC, RA
3019, Sec.345 of the NIRC, Sec. 3604 of the Customs
and Tariff Code and other provisions of the said
Codes penalizing abuse or dishonesty on th e part of
the public officials concerned and other laws, rules
and regulations penalizing graft, corruption and other
forms of official abuse and who willingly testifies
against the public official or employee subject to
certain conditions.
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law or part of law administered by the Bureau of Customs; in
automatic review cases where such decisions of the
Commissioner of Customs favorable to the taxpayer is elevated to
the Secretary of Finance; and decisions of the Secretary of Trade
and Industry, in the case of non-agricultural product, commodity
or article, or the Secretary of Agriculture, in the case of
agricultural product, commodity or article, in connection with the
imposition of the Anti-Dumping Duty, Countervailing and
Safeguard Duty.
3.4 Vision
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3.4.4 Court of Tax Appeals
3.5 Mission
3.5.3 Sandiganbayan
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officers and employees, including those employed in government-
owned or controlled corporations.
Integrity
Independence
Transparency and Accountability
Accessibility
Efficiency and Accuracy in the Judicial Processes
Equality
Impartiality
Personal Responsibility
Professionalism
Fairness
Fidelity to Duty
Conscientiousness
Competence
Adaptability to Change
Timeliness
Adherence to Ethical Standards
Dependability
Confidentiality
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The Judiciary shall determine the external and internal issues relevant
to its purpose and strategic direction that can affect its ability to
achieve the intended results of its quality management system.
The Judiciary shall monitor and review the information about these
external and internal issues. The process of identification, monitoring
and reviewing internal and external issues shall be performed in
accordance with the Planning Procedure to be conducted on an
annual basis.
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Appeals, the QMS applies only to the Manila Station. For the
Sandiganbayan, the QMS applies only to the Quezon City station. For
the Lower Courts, the QMS applies only to the RTC of Makati City and
MeTC of Quezon City as pilot courts.
5. LEADERSHIP
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5.1 Leadership and Commitment
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5.2 Quality Policy
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d. periodically reviewed through management review or
changes of business scope, services, technology to ensure th at
the quality policy adapts to the needs of the changing times.
Likewise, the QMS Core Team shall have the responsibility and
authority to do the following:
•,
. . rT,,- .. •c I. - .· l
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5. Atty. Ritchelle M. Desingano-Yranela Office of the Presiding Justice 1
Court Attorney IV Sandiganbayan
6. Atty. Margarette Y. Guzman Office of the Division Clerk of Court,
First Division Clerk of Court First Division, Court of Ta x Appea ls
(Executiv Clerk of Court Ill)
7. Atty. Maria Corazon Cecilia H. Pineda Office of the Clerk of Court, RTC,
Clerk of Court VII Makati City
8. Ms. Gemma S. Besinio Office of the Clerk of Court, MeTC,
Clerk of Court Ill Quezon City
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6. Ms. Leonora A. Bautista Office of the Clerk of Court, MeTC,
Records Officer II Quezon City
TOP MANAGEMENT
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a) Oversee the establishment, documentation, and effe ctive
implementation of the QMS;
b) Act as liaison with external parties on matters relating to t he
organization's QMS;
c) Develop procedures for Internal Audit, Management Review,
managing nonconformities and corrective actions; and
d) Report QMS performance to Top Management for review
and continual improvement.
SECRETARIAT
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a) Plan and coordinate echo sessions on the concepts of ISO and
other relevant approaches in order to promote
understanding, active participat ion, commitment and
cooperation towards the establishment, sustenance and
improvement of QMS.
COURT/OFFICE REPRESENTATIVES
6. PLANNING
a. give assurance that the QMS can achieve its intended result;
b. enhance desirable effects;
c. prevent, or reduce, undesired effects;
d. achieve continual improvement (by integrating and
implementing actions into its QMS aside from evaluating the
effectiveness of actions taken).
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6.2 Quality objectives and planning to achieve them
7. SUPPORT
7.1. Resources
The Judiciary shall determine and provide the resources needed for
the establishment, implementation, maintenance and continual
improvement of the QMS. It shall also consider:
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7.1.2 Human resources
7.1.3 Infrastructure
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The Judiciary shall retain appropriate documented information as
evidence of fitness for the purpose of monitoring and measuring
resources.
7.2 Competence
7.3 Awareness
The Judiciary shall ensure that all court personnel are aware of:
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a. the Quality policy;
b. related Quality objectives;
c. their contribution to the effectiveness of the QMS including
the significant aspects and related actual or potential
environmental impacts associated with their work;
d. the implications of not conforming with the QMS requirements.
7.4 Communication
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includes operational instructions that describe the detailed series of
steps in performing routine activities.
CODE REPRESENTS
SC-QMS Documented Information
2-3 Operation
letter Procedures ·and Work Instructions Manual (PAWIM), guides, work
code instructions, etc.
The list includes other departments even outside the scope of the
QMS for clarity purposes only
SC specific for Supreme Court
CTA specific for Court of Tax Appeals
SB specific for Sandiganbayan
Others
...
### Documented information number
DD Day
MM Month
yyyy Year
DOCUM ENT CODE: JUD-QMS· QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 35 OF 198
RELATED DOCUMENT INFORMATION:
- Control of Documents - See Annex "D"
- Control of Records - See Annex "E"
8. OPERATION
The Judiciary shall plan, implement and control the processes needed
to meet the requirements for the provision of its services and
implement the actions determined in planning, as described in
Section 6 of this Quality Manual, by:
The output of this plannin g shall be suitable for the Judiciary's core
process and operation.
Targets are based on the mandate, mission, vision and core va lues of
the Judiciary. Targets are determined based on historical data and
benchmarking, w ith the approval of the Top Management. The
Judiciary shall contro l planned changes, review consequences, and
take action to mitigate any adverse effects. It shall also ensure that
outsourced processes are controlled.
DOCUMENT CODE: JUD·OMS·QM -001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:JL ISSUED BY: _ _ PAGE 36 OF 198
The Judiciary shall identify, determine and implement arrangements
for communication with its customer relating to general information,
inquiry and court users/st akeholders feedback through:
DOCUMENT CODE: JUD -QM S·QM-001 ; EFFECTIV ITY DAT E: · VERSION:_Q.; ISSUED BY: - - - PAGE 37 OF 198
- Annual Procurement Plan
- Terms of Reference
- Award
- Contract
- Registry of Controls of External Providers - See Annex "F"
DOCUMENT CODE: JUD·OMS·OM·OOl ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 38 OF 198
9. PERFORMANCE EVALUATION
9.1.1 General
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:JL; ISSUED BY: _ _ PAGE 39 OF 198
- Aud it Itinerary
- Audit Checklist and Audit Notes
- Aud it Summary Report
10. IMPROVEMENT
The Judiciary shall continu ally im prove the suitability, adequacy and
effectiveness of the QMS through ana lysis and evaluation, using outputs
from management review, co rrection and corrective acti on reports,
breakthrough change, innovation and re -organi zat ion.
11. REFERENCES
DOCUMENT CODE: JVD·OMS·OM·OOl ; EFFECTIVITY DATE: _ _ _; VERSION:..Q.; ISSUED BY: _ _ PAGE 40 OF 198
CHAPTER II THE SUPREME COURT
1. History
On June 11, 1901, the Second Philippine Commission passed Act No.
136, entitled An Act Providing for the Organization of Courts in the
Philippine Islands, formally establishing the Supreme Court of the
Philippine Islands and creating Courts of First Instance and Justices of
the Peace Courts throughout the land . The judicial organization
established by the Act was conceived by the American lawyers in the
Philippine Commission and was patterned in its basic structures after
similar organizations in the United States.
Act No. 136 abolished the Audiencia established under General Order
No. 20 and declared that the Supreme Court created by the Act be
substituted in its place. This effectively severed any nexus between the
present Supreme Court and the Audiencia.
As in the United States, the judicial power was vested by the 1935
Constitution "in one Supreme Court and in such inferior courts as may
be established by law." It devolved on the judiciary to determine
whether the acts of the other two departments were in harmony with
the fundamental law.
The Court during the Commonwealth was composed of "a Chief Justice
and ten Associate Justices, and may sit en bane or in two divisions,
unless otherwise provided by law."
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 41 OF 198
Court by grouping together the cases over which the Supreme Court
could exercise exclusive jurisdiction to review on appeal, certiorari, or
writ of error.
Also, largely defining the relationship between the Court and the
Executive Branch was its co-existence with military commissions created
pursuant to the martial law powers of the President which were given
jurisdiction to try civilians for crimes which fell within the jurisdiction of
the regular co urts which co ntinued to remain open and functioning.
The 1973 Constitution increased the number of the memb ers of the
Supreme Court from 11 to 15, with a Chief Justice and 14 Associate
Justices. The Justices of the Court were appointed by the President
alone without the consent, approval, or recommendation of any other
body or officials.
1.4 The Supreme Court Under the Revolutionary Government and the
Freedom Constitution
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVl1Y DATE: · VERSION:..Q_; ISSUED BY: _ _ PAGE 42 OF 198
submitted their resignations. President Aquino then proceeded to
reorganize the entire Court, appointing all 15 members, and also the
lower courts.
The 1987 Constitution, simi lar to the 1935 and 1973 Constitutions, vests
the judicial power "in one Supreme Court and in such lower courts as
may be established by law." (Art. Vil, Sec. 1) Whi le the exercise of
judicial power is shared by the Supreme Court with all the lower courts,
it is only the Supreme Court's decisions that are vested w ith
precedential value as only its interpretations of the Constitution and the
laws carry doctrinal authority.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 43 OF 198
1) The grant to the judiciary of the right to enjoy fiscal autonomy to
isolate the cou rts from the caprice and vindictiveness of lawmakers.
"Appropriations for the Judiciary may not be reduced by the legislature
below the amount appropriated for the previous year, and, after
approval, shall be automatically and regularly released." (Art. VIII, Sec.
3)
2) Th e grant to the Chief Justice of authority to augment any item in the
general appropriation law for the judiciary from savings in other items
of sa id appropriation as authorized by law. {Art. VI, Sec. 25[5])
3) The removal from Congress of the power to deprive the Supreme
Court of its jurisd iction over cases enumerated in Section 5 or Article VIII.
4) The gra nt to the Court of the power to appoint all officials and
employees of the judiciary in accordance with the Civil Service Law. (Art.
VIII, Sec. 5 [6])
5) The removal from the Commission on Appointments of the power to
confirm appointments of justices and judges. (Art. VIII, Sec. 8)
6) The remova l from Congress of the power to reduce th e
compe nsation or salaries of the justices and judges during their
continuance in office. (Art. VIII, Sec. 10)
7) The prohibition against the removal of judges through legislative
reorganization by providing that "(n)o law sha ll be passed reorgani zing
th e Judiciary when it undermines the security of tenure of its
members." (Art. VIII, Sec. 2)
8) The grant of sole authority to only the Supreme Court to order the
temporary detail of judges. (Art. VIII, Sec. 5[3])
9) The grant of sole authority to only the Supreme Court to promulgate
rules of procedure for the courts. (Art. VIII, Sec 5[5])
10) The prohibition against designation of members of the
Judici ary to any agency performing quasi-judicial or adm inistrative
function. (Art. VIII, Sec. 12)
11) Th e 1987 Constitution lodged administrative supervision over
t he lower co urts and its personnel in the Supreme Court. {Art. VIII, Sec.
6)
DOCUMENT CODE: JUD·QMS-QM-001 ; EFFECTIVITY DATE: · VERS\ON:_Q_; ISSUED BY: _ _ PAGE 4 4 OF 198
2. Organizational Chart
Office of the
Chief Justice
Office of Associate
Just ices
Office of the
Clerk of Court
En Bone
Judicial Records
Admini!:trative Management & Information Pri nting Service
Office
Services Budget Office Systems Office
3. Functional Description
The Offices of the Clerks of Court (En Banc, First, Second and Third
Divisions) provide adjudicative support to the Court, sitting en bane or in
Divisions. They prepare the agenda and minutes of the Court's sessions;
issue and release notices of all Court resolutions and facilitate the
service thereof to parties or their counsels; promulgate Court judgments
and orders; and prepare periodic and annual reports to keep the Court
informed of the Court's performance.
DOCUMENT CODE: JUD·QMS·OM·OOl ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 4S OF 198
The JRO further prepares, or assists in the preparation of, data/statistics
on judicial cases, and helps in the plannin g and evaluation of work
programs for the systematic management of judicial records .
The OAS likewise manages the supply and property requirem ents of the
Court, and provid es housekeeping and security services.
It further manages the expenditures of the Supreme Court, and for that
purpose, it is responsible for the fiscal, bud get, accounting and
cas hiering activities of th e Court.
DOCUME NT CODE: JUD·OMS·OM·OOl ; EFFECTIVl1Y DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 46 OF 198
The Management Information Systems Office functions as overall
network administrator for the whole judicial information technology
network. It plans, recommends and implements policies, guidelines,
procedures and techniques concerning improved records management
and data processing operations. It develops and maintains efficient
computer usage; introduces and implements change management
programs; and identifies and recommends various ways to maximize use
of information and communication technology for improvement of
services. The MISO likewise renders technical and/or administrative
assistance/advice on difficult and complicated ICT matters.
The Printing Service is responsible for the printing activities and projects
of the Supreme Court. Specifically, it is tasked to print ro//os of judicial
cases and such other forms and documents that require professional
printing.
4. Process Map
Figure 4 .1
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 47 OF 198
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5. References
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 49 OF 198
Supreme Court (A.M. No. 07-6-
5-SC)
o Filing of Petitions/Pleadings
After Office Hours (AM No. 06-
8-18-SC)
o Request of Puno & Puno Law
Offices to be Allowed to
Exam ine and Reproduce the
Pertinent Records and Case Files
Relating to Palinpinon and
Tongonan Geothermal Power
Plant and National Power
Corporation and to Make
Inquiries and Conduct Interview
with Personnel, Officers, and
Employees of this Court (AM No.
09-7-5-SC)
o Re: Computation of Time When
the Last Day Falls on a Saturday,
Sunday or Legal Holiday and a
Motion for Extension Filed on
Next Working Day is Granted.
(A.M. No. 00-2-14-SC)
o Pleadings for Reporting in the
Agenda (AM No. 15-04-05-SC)
o SC Bar Matters:
o Requirement th at Official
Receipt No. and Date of
Payment of Current IBP
Membership Dues be Indicated
by Counsel for IBP Resolution
No. XIV-1999-63 (BM No. 287)
o Request to Require Lawyers to
Indicate in the Pleading their
Number in the Roll of Attorneys
(BM No. 1132)
o Recommendation of MCLE
Board to Indicate n All Pleadings
Fil ed with the Courts the
Co unsel's MCLE Certificate of
Compliance or Certificate of
Exe mption (BM No. 1922)
• En Banc Reso lution:
o L-26112 an d L-30240 dated
December 2, 2008 (re Denying
DOCUMENT CODE: JUD-QMS-QM -001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE SO OF 198
the request for a certified true
copy of the Decision because the
letter-sender is not a party to
these cases)
• En Banc Memorandum:
o Copies of Documents Wh ich the
Supreme Court Was Merely
Furnished (August 22, 2013)
• JRO Memorandums:
o Request for Authority to
Implement a Standard
Transmittal of Mails (May 7,
2014)
o Mandatory Use of Barcode
Labels and Uniform Envelope
Templ ate for the Official Mail
Matters of the Supreme Court
(January 4, 2016)
o Soft Copies of Penned Decisions,
Signed Resolutions/Extended
Resolutions and Minute
Resolutions (Octob er 21, 2014)
• JRO Internal Memorandums:
o Protocol on Change of Entry in
the Docket Books and Case
Administration System
(November 25, 2013)
o JRO Protocols in Making Entries
in the Docket Books (August 25,
2016)
o JRO Protocols in Answering
Public Queries and Requests (IM
No. 12, February 29, 2016)
o JRO Protocols on Case
Verification (IM No. 2017-06,
March 30, 2017)
o OAS Process from Receipt to
Transmitta l of Mail Matters (IM
No. 2016-16, March 17, 2016)
o Receipt of Pleadings (IM No.
2016-02, January 19, 2016)
o Distribution of Original
Subsequent Pleadings and Extra
Copies and Photocopies of
Subsequent Pleadings (IM No.
DOCUMENT CODE: JUD-QMS-QM -001 ; EFFECTIVITY DATE: _ ___; VERSION:_Q_; ISSUED BY: _ _ PAGE 51 OF 198
2016-30 and 30-A, July 1, 2016 &
August 24, 2016)
o Mail Address Formats and Zip
Codes Requ irements (IM No.
2016-37, July 15, 2016)
• PH ILPOST Issuances:
o Guidelines on the Mandatory
Use of Barcode Labels on
Domestic Registered Mails
(PHI LPOST Circu lar 15-49,
September 28, 2015)
o PH ILPOST Letter dated June 10,
2016 re Mail Address Formats
and Placement of Zip Codes
• Office Process Manua ls/Flowcharts
• Orders and Circu lars
• Sec. 44 of R. A. No. 9262 "Anti-
Vio lence Against Women and Their
Children Act of 2004"
(Confidentia lity)
• Supreme Court (A. M . No. 03-06-13 -
SC) Code of Co ndu ct for Court
Personnel
DOCUMENT CODE: JUD-QM S-QM-001 ; EFFECTIVITY DATE: ·VERS I ON:~; ISSUED BY: _ _ PAGE 52 OF 198
CHAPTER Ill THE COURT OF APPEALS
1. History
On February 23, 1995, R.A. No. 7902 was passed, expanding the jurisdiction
of the Court of Appeals effective March 18, 1995.
On December 30, 1996, Republic Act No. 8246 created six (6) more
divisions in the CA, thereby increasing its membership to sixty-nine (69)
justices. Furthermore, Republic Act No. 8246 created two (2) stations of
the CA - a Cebu City station for the Visayas Region and a Cagayan de Oro
City station for the Mindanao Region.
2. Organizatonal Structure
Ii"
~"!ft.f:,IJ.,
COURT OF APPEALS ORGANIZATIONAL CHART
I11. 23 DIVISI~~ I
CHAIRME N &
I PRESIDING
JUSTICE
M E MBERS
ADMINI S TRATIVE GROUP
EXECUTIVE CLERK
O F COURT IV
(CLERK OF COU RT)
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DOCUMENT CODE: JUD·OMS·OM·OOl ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 53 OF 198
3. Functional Description
The Office of the Clerk of Court acts as the administrative officer of the
Court. It is under the direct supervision of the Presiding Justice and is
accountable to the Court. It takes charge of the administrative
supervision of the Court and exercises general or administrative
supervision over subordinate officials and employees, except the co-
terminus staff. It assists the Presiding Justice in the formulation of
programs and policies for consideration of the Court en bane.
It shall also be the duty of the Office of the Clerk of Court to:
DOCUMENT CODE: JUD-QMS-QM -001 ; EFFECTIVl1Y DATE: _ _ _; VERSION:JL ISSUED BY: _ _ PAGE S4 OF 198
3.5 Office of the Assistant Clerks of Court
The Office of the Assistant Clerk of Court assists the Clerk of Court in
the performance of her duties and functions ; performs such other
duties and functions as may be assigned by the Presiding Justice or th e
Clerk of Court and in case of vacancy in the position of the Clerk of
Court, the Assistant Clerk of Court shall act as Acting Clerk of Court,
until her successor shall have been appointed and qualified; in case of
absence or incapacity of the Clerk of Court the Assistant Clerk of Court
shall perform the duties of the Clerk of Court, until the latter reports
for duty.
The Office of the Division Clerks of Court is under the direct control and
supervision of the Chairman of the Division . It takes charge of the pre
and post adjudicative matters relative to cases brought to the Court.
DOCUMENT CODE: JUD·OMS-OM-001 ; EFFECTIVITY DATE: _ _ _ _ ; VERSION:.Q.; ISSUED BY: _ _ PAGE 55 OF 198
3.8 Information and Statistical Data Division
The Fiscal Management and Budget Division prepares and executes the
annual budget of th e Court, initiates plans and budget preparation for
better utilization of Court funds, fiscalizes th e Court's financial interest
to cover budget deficiencies and corrective measures needed . It
prepares reports as required by the Departm ent of Budget and
Management, Commission Audit and other government agencies. It is
in charge of budget allotment and control for the Court and provides
advi se and assistance to the Court on the status of appropriations,
allotment and such other financial matters as maybe needed.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 56 OF 198
3.13 Cash Division
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: ·VERSION :~ ISSUED BY: _ _ PAGE 57 OF 198
3.17 Medical and Dental Divisions
The Medical and Dental Services Division attends to the health needs of
all justices, officials and employees of the Court through free medical
and dental consultation and treatment, pre-employment physical
examinations, laboratory tests including electrocardiogram {ECG} and
certain modalities of physical therapy. Medications for commonly
occurring ailments are dispensed free to sick employees. It is also in
charge of the CA Health and Welfare Plan available to all Justices, court
officials and employees alike.
DOCUMENT CODE: JUD·QMS·OM·OOl ; EFFECTIVITY DATE: · VERSION:J!..; ISSUED BY: _ _ PAGE 58 OF 198
4. Process Map
Figure 4.1
,A1~
COURT OF APPEALS
Core· Process (Receiving to Initial Action)
Page 1018
~~ ;~~1'-1
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DOCKET FEES RfC£1PT (O.R) PA,'MfllT IN CM.IS
f'OR PA'rf-1 Ei'lf
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Coro Process (Receiving to lnltlal Action)
Page 2 ol 8
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DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ __ ; VER SION:_Q_; ISSUED BY: _ _ PAGE 59 OF 198
Figure 4.3
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t~~b
COU RT OF APPEALS
Core Process (Rl!Cc.lvlng to Initial Action)
P•go 3 ot 8
' .. ot._ ;-
Figure 4.4
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Core Process (Roccivlng t o J nitlai Action)
Page4ol 8
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DOCUMENT CODE: JUD-QM S-QM -001 ; EFFECTIVITY DATE: · VERSION:.Q..; ISSUED BY: _ _ PAGE 60 OF 198
Figure 4.5
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\ ~~~ Core Process (Receiving to Initial Adlo.n)
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llOLlDS CASES IN TH!:
Sf FW'R.ED FROM THf ROllD AGAlllST THE
RECORDOOOK
RECEIVED CMIS CMlS
Figure 4.6
COURT OF APPEALS
Coro Process (ReccMng to InltJal Action)
Page 6ol 8
YES
e
FORWARD TO FDMIAAD ROLLO
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DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 61 OF 198
Figure 4.7
{t~
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Core Proaiss (Rccel ving t o Initial Acti on)
Page 7 ol 8
~-
R!JEVE REl.fASE
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ROI.LO IV/ ~llNUTE HAI LCOl'lES
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' Prcp.'lre indudl!S ty ping, d \ccklng 11nd Signing ti-1 lhc DCC
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Figure 4 .8
~
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r ROOI AAFFlE RESOWllON MEMOCRS FOR RESOWTION
~ (l ll rTMI. AC00f<) SIGNltlG SE/IT TOOCC
ROIJIE TO ROU.OWlltt
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VllTH AGENOLf1 AGl'.HOUM
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5 . References
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 63 OF 198
and Judicial Records Division
(Procedure in preventing spread of
virus and malware)
• Law, Guidelines, Administrative
Circulars
• 1987 Constitution
• Rules of Court
• 2002 Revised Manual of the
Clerk of Court
• 2009 Interna l Rules of the Court
of Appeals
• 2004 Rules on Notarial Practice
regarding competence
• Supreme Court Administrative
Matters
• A.M. No. 11-9-4-SC {Efficient
Use of Paper Rule),
November 13, 2012
• A.M. No. 02-8-13 -SC (Rules
on Notarial Practice re
Competent Evidence of
Identity), February 19, 2008
• A.M. No. 07-5-15-SC
(Republic Act No. 9406
Exempting Clients of PAO of
Docket Payments and Other
Fees), June 12, 2007
• A.M. No. 03-05-01-SC - New
Code of Judicial Conduct for
the Philippine Judiciary (June
1, 2004)
• AM No. 09-7-06-CA - Internal
Rul es on the Proper Disposal
of Case Rollos of the Court of
Appea ls
• AM No. 170-2008 - Revised
Guidelines in the Disposal
and/or Destruction of Court
Records, Papers and Exhibits
(November 11, 2008)
• Am ended Administrative
Circular No. 83-2015
Protocols and Procedures in
the Promulgation,
Publication, and Posting on
DOCUMENT CODE: JUD·OMS·OM·OOl ; EFFECTIVITY DATE: · VERSION:..Q.; ISSUED BY: _ _ PAGE 64 OF 198
th e Websites of Decisions,
Final Resolutions, and Final
Orders Using Fictitious
Names/ Personal
Circumstances (September 5,
2017}
• Supreme Court Bar Matters
• B.M. No. 287 - Requirement
that Official Receipt No. and
Date of Payment of Current
IBP Membership Dues be
Indicated by Counsel for IBP
Resolution No. XV-1999-63
(July 9, 1985 & September 26,
200}
• B.M. No. 1132 - Request to
Require Lawyers to Indicate
in the Pleading Their Number
in the Roll of Attorneys,
(November 12, 2002 & April
1, 2003)
• B.M. No. 1922
Recommendation of M CLE
Board to Indicate in all
Pleadings Cou nsel's
Certificate of Compliance or
Certificate of Exe mption
(S eptember 2, 2008 &
January 14, 2014)
• National Archives of th e
Philippines Issuances
• NAP General Circular No. 1 -
Rules and Regulations
Governing the Management
of Public Records and
Archives Administration
• Philpost Issuances
• Philpost Circular No. 15-49 -
Guidelines on th e M andatory
Use of Bar Code Labels on
Domesti c Regist ered M ails
(September 28, 2015)
• Divi sion Clerk of Court Forms
• CA-Dec Form 0001 (Resolution)
• CA-Dec Form 0002 (Monthly
DOCUM ENT CODE: JUD-OMS· OM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 6S OF 198
Report of Temporary Restraining
Order Issued)
• CA-Dec Form 0003 (Monthly
Report of Writ of Preliminary
Injunction Issued)
• CA-Dec Form 0004 (Monthly
Report of Loose
Motion/Pleading Filed with
Prayer for Issuance of TRO)
• CA-Dec Form 0005 (Agendum)
• CA-Dec Form 0006 (Monthly
Inventory of Cases with Pending
Motion for ReconsiderationPer
Justice and Category)
• CA-Dec Form 0007 (Monthly
Reportt of Entry of Judgment
Issued Per Justice and Category)
• CA-Dec Form 0008 (Monthly List
of Case Referrals to the
Philippine Mediation Center
(PMC) For Mediation Per
Category)
• CA-Dec Form 0009 (Monthly
Summary of Cases Referred to
Philippine Mediation Center-CA
Unit (PMC-CA))
• CA-Dec 0010 (Monthly
Form
Case Disposa l Report (List of
Promulgated Cases) Per Justice
and Category)
• CA-Dec Form 0011 (Monthly
Case Di sposa l Report (List of
Active Cases) Per Justice,
Category and Status))
• Notice of Resolution - Initial
• Judicial Records Division Forms
• CA-JRD-Form No. 0001 (Litigants
Letter Request for Plain copy of
Pleading/Document)
• CA-JRD-Form No. 0002 (Litigants
Letter Request for Certified True
Copy of Pleading/Document)
• CA-JRD-Form No. 0003
(Certification on Submitted,
Verified and Completeness of
DOCUMENT CODE: JUD-QMS-OM·OOl ; EFFECTIVITY DATE: • VERSION:.Q.; ISSUED BY: _ _ PAGE 66 OF 198
Minutes and Transcript of
Stenographic Notes of Cases)
• CA-JRD-Form No. 0004 (Checklist
of Documents required under
the Rules of Court)
• CA-JRD-Form No. 0005 {Detail s
of Documents Received Per Case
Category)
• CA-JRD-Form No. 0006 (Details
of Fees for Payment Per Case
Category )
• CA-JRD-Form No. 0007 (Details
of Fees Received Per Ca se
Category)
• CA-JRD-Form No. 0008 (Exit
Pass)
• CA-JRD-Form No. 0009 (Report
of Pleadings to the Division Clerk
of Court)
• Court-wide Forms
• CA Form No. 0001 (Customers
Satisfaction Survey Form)
DOCUM ENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 67 OF 198
• Rule XVI of the Omnibus Rules
Implementing Book V of 292 -
Omnibu s Rules on Leave (July
2010)
• Forms
• CIVIL SERVICE FORM N0.48
(Daily Time Record)
• CA-HR Form No. 0002 (Official
Business Authorization Form )
• CA-HR Form No. 0003
(Application for Leave)
• CA-HR Form No. 0004 (Report of
Absences and Tardine ss (RAT))
• CA-HR Form No. 0006 (Trainings,
Seminars Survey Questionnaires)
• CA-HR Form No. 0007
(Certificate of Compensatory
Overtime Credit)
• CA-HR Form No. 0008 (Personal
Data Sheet)
• CA-HR Form No. 0010 (Notice of
Salary Adjustm ent)
• CA-HR Form No. 0011 (Not ice of
Step Increment)
• CA-HR Form No. 0012
(Application for Mutual Aid
Benefit)
• CA-HR Form No. 0013 (Office
Performance Commitment and
Review Form)
• CA-HR Form No. 0014 (Individual
Performance Commitment and
Review Form)
• CA-HR Form No. 0021
(Clearance)
3. Procurement • Memorandum dated January 27,
Process 2015 (Guidelines on the
Replacement Cycle for Computers
and Laptop)
o Republic Act No. 10924 - General
Appropriation s Act of 2017
o Department of Budget
Management Circulars
• Budget Circular No. 2016-5 -
DOCUMENT CODE: JUD·OMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 68 OF 198
Revised Guidelines on the
Acquisition in the Use of
Government Motor Veh icles
(August 22, 2016)
• Forms
• CA-Prop-Appendix 61 (Purchase
Order)
• CA-Prop-Appendix 62
(Inspection and Acceptance
Report)
• CA-Prop-Appendix 63
(Requisition and Issue Slip)
• CA-Prop-Appendix 64 (Report of
Materials and Suppl ies Issued)
• CA-Prop-Appendix 65 (Waste
Material Report)
4. l.T. Equipment • Forms
Repair and • MISD Form-02 (Revl-1) - l.T.
Maintenance Service Request Form
• MISD Form-03 (Revl-1) - l.T.
Technical Report
• MISD Form-04 (Revl-1) - Pre
and Post Repair Inspection
Report (1.T. Equipment)
5. Measurement • SPMS
and • Monthly Disposal Report
Improvements • Quarterly Report
• Annual Accomplishment Report of
the Court of Appea ls
6. Accounting • Forms
Processes • CA-Acctg. Appendix 1 {General
Journal)
• CA-Acctg. Append ix 2 (Cash
Receipts Journal)
• CA- Acctg. Appendix 3 (Cash
Disbursement Journal)
• CA-Acctg. Appendix 4 (Check
Disbursement Journal)
• CA-Acctg. Appendix 5 {General
Ledger)
• CA-Acctg. Appendix 6 (Subsidia ry
Ledger)
• CA-Acctg. Appendix 7 (Registry
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 69 OF 198
Of Revenue And Other Receipts-
Summary)
• CA-Acctg. Appendix 7A (Registry
Of Revenue And Other Receipts
(RA & FAP))
• CA-Acctg. Appendix 7B (Registry
Of Revenue And Other Receipts
(SAGF))
• CA-Acctg. Appendix 7C (Registry
Of Revenue And Other Receipts
(IG))
• CA-Acctg. Appendix 70 (Registry
Of Revenue And Other Receipts
(TR & IG TF))
• CA-Acctg. Appendix 15 (Notice of
Budget Ulization Request and
Status Adjustment)
• CA-Acctg. Appendix 23 FAR No. 3
(Monthly Report of
Disbursements)
• CA-Acctg. Append ix 24 FAR No. 5
(Quarterly Report of Revenue
and Other Receipts)
• CA-Acctg. Appendix 28 (Order of
Payment)
• CA-Acctg. Appendix 32
(Disbursement Voucher)
• CA-Acctg. Appendix 36 (Journal
Entry Voucher)
• CA-Acctg. Appendix 54 (Schedule
of Accounts Payable)
• CA-Acctg. Appendix 55 (Schedule
of Accounts Receivable)
• CA-Acctg. Appendix 56 (Registry
of Accounts Written-Off)
• CA-Acctg. Appendix (Cash-MDS,
Regular Monthly Reconciliation
Statement)
• CA-Acctg. Appendix 81 (Cash-in-
Bank, Local Currency Current
Account, Monthly Reconciliation
Statement)
• CA-Acctg. Form 0001 (Routing
Slip)
DOCUMENT CODE: JUD-OMS-OM -001 ; EFFECTIVITY DATE: · VERSION:JL ISSUED BY: _ _ PAGE 70 OF 198
7. Audit Processes • Forms
• CA-Mad Form 0001 (Dai ly Report
of Cases for Raffle)
• CA-Mad Form 0002 (Daily
Observations on Raffle of Cases)
• CA-Mad Form 0003 (Monthly
Summary of Raffled Cases )
• CA-Mad Form 0004 (Monthly
Sequential Report of Daily Raffle
of Cases Per Category)
• CA-Mad Form 0005 (Monthly
Report on Observations on Cases
Raffled)
• CA-Mad Form 0006 (Monthly
Report on Number of Cases
Raffled Per Justice)
• CA-Mad Form 0007 (Report on
Zero Backlog Project Cases Per
Status and Category)
• CA-Mad Form 0008 (Breakdown
of Physical and Picture
Inventory)
• CA-Mad Form 0009 (Summary of
Physical and Picture Inventory)
• CA-Mad Form 0010 (Detail Case
Listing for Entry of Judgment)
• CA-Mad Form 0011 (Summa ry of
Cases for Entry of Judgment)
• CA-Mad Form 0012 (Detail Case
Listing for Motion fo r
Reconsideration and Status)
• CA-Mad Form 0013 {Summary of
Cases for Motion for
Reconsideration and Status)
• CA-Mad Form 0014 (Monthl y
Sequential Report of Daily Raffle
of Cases)
• CA-Mad Form 0015 (Leave Card
Working Paper)
• CA-Mad Form 0016 (Document
Monitoring Sheet)
• CA-Mad Form 0017 (Annual
Accomplishment Report)
8. General Services • Forms
DOCUM ENT CODE: JUD-QMS-QM -001 ; EFFECTIVITV DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 71 OF 198
Processes • CA-GSD-Appendix 77
{Construction and Project Ledger
Card)
• CA-GSD-Form No. 0001 {Service
Request)
0 CA-GSD-Form No. 0002 {Daily
Monitoring Service Report)
• CA-GSD-Form No. 0003 (Notice
of Hauling)
• CA-GSD-Form No. 0004
(Certificate of Accomplishment)
• CA-GSD-Form No. 0005 (Return
Slip)
• CA-GSD-Form No . 0006
{Electrician's Service Report)
9. Feedback • Procedure in Evaluating Customer
Management Feedback
DOCUMENT CODE: JUD·QMS·QM·OOl ; EFFECTIVll'I' DATE: • VERSION:Jl; ISSUED BY: _ _ PAGE 72 OF 198
CHAPTER IV SANDIGANBAYAN
1. History
The creation of the Sandiganbayan was originally provided for by Article XIII
of the 1973 Constitution:
Subsequently, other laws including Republic Acts No. 7975 and No. 8249
were enacted, amending P.O . No. 1606, which further strengthened the
DOCU M ENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 73 OF 198
functional and structural organization of the Sandiganbayan . These laws
limited the jurisdiction of the Sandiganbayan to cases involving public
officials occupying positions specifically enumerated in Section 4 of R.A. No.
8249, and those classified as Salary Grade 27 and higher.
In May 1, 2015, R.A. No. 10660 took effect. Thi s law added two (2) more
Divisions to the five Divisions of the SB and amended its jurisdiction and
certain procedures. The Sandiganbayan is presently composed of a
Presiding Justice and twenty (20) Associate Justices who sit in seven (7)
Division s of three Ju stices each in the trial and dete r mination of cases.
DOCUMENT CODE: JUD·QMS·QM·OOl ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 74 OF 198
8. PRESIDENTIAL DECREE NO. 1860 - AMENDING THE PERTINENT
PROVISIONS OF PRESIDENTIAL DECREE NO. 1606 AND BATAS
PAMBANSA BLG . 129 RELATIVE TO THE JURISDICTION OF THE
SANDIGANBAYAN AND FOR OTHER PURPOSES - promulgated January
14, 1983;
DOCUMENT CODE: JUD· OMS· OM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:..Q.; ISSUED BY: _ _ PAGE 75 OF 198
2. Organizational Structure
Orgonizolionol Chort
OOitt offht
Prtsldii1llstk1
----,-
Offk:iofttie
AJ:md11~,.J~icn I-----<
Eral.ll.r1 Dauo1
tc.n II O!laofct.1ECCIV
a.p11titMmdl 1r.t
Tetl':tiallS:1fl
ArdllftJ
SK~cn
3. Functional Description
3.4 Office of the Deputy Clerk of Court (For Each Division of the
Co urt)
DOCUMENT CODE: JUD·OMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 76 OF 198
Assists the Clerk of Court in providing technical and administrative
support and assistance to the concerned Division of the Court; takes
charge of the pre and post adjudicative matters relative to cases
assigned to the concerned Division.
Prepares and implements the budget of the Court; initiates plans and
strategies for more effective utilization of funds allotted to the Court;
fiscalizes the agency's financial interest including disclosure of
deficiencies in need of corrections. Keeps accounting records for the
Court; prepares reports required by the Department of Budget and
Management, Commission on Audit, and other government agencies.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 77 OF 198
serves as liaison office with the various law enforcement agencies and
the media regarding all court orders and processes and other court
related matters; takes custody of all accused pending posting of bail
and/or turnover accused who voluntarily surrenders to the
authorized detention centers; takes charge of the formulation of
effective management and implementation of all kinds of court
orders/processes and Writs.
4. Process Map
Q .iv. ISO-ALIGNED conE PROCESS OF FILING AND RECEIVING OF CASES UP TO THE ISSUANCE OF INITIAL RESOLUTION OFTHE CASE
"'w
"'
PREPllR/ITIOll OF ORDER OF
RECEIPT OF
FILING OF CHECKING OF CASE I PAYM ENT ANO ISSUANCE OF
CASE FILED
NEW CASES DOCUMENTS AS fllEO OFFICIALRECEIPT by THE CASHIER
il
~
PRC-RAFHC l-L::J~~
PREPARATIO REFERRAL OF MUlllPlE CAS£S rncoor1G 1r11tt:
t:;
OUAllA9' Of"TH[
p, Nor CASE
FOLDER
TO Tl\( LEGAL RESEAROI ANO
TEOIHICALSTAfF
OOUCTSlC.l tOH nt:
0 JID.fYAtn0£T41.S
OfTKOOl
§
~
STITOllr~G PRCPAREAGtNOUM FOR TRAtlSMITTllE AGENOUM
"'
~z OF CASE OEttRM INAl lONOF TOlHECHAIRPERSON OJ: ISSUE ll-41TIAL AESOLUTIQr~
FOLDER PlmlY\BLECAUS( THE DIVIS.ION
0
"'i35
5. References
DOCUMENT CODE: JUD·OMS·OM· OOl ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 78 OF 198
Ru le
f. SB Office and
Admi nistrative
Orders
SCA and Civil Case/s I Payment of fil ing fees a. Revised Rules of
f iled by priva t e for SCA and Civil Case Court
individua l and entity b. Revised Internal
Ru les of the
Sandiganbayan
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ __ _ ; VERSION:_Q_; ISSUED BY: _ _ PAGE 79 OF 198
CHAPTERV COURT OF TAX APPEALS
1. History
COURT OF TAXAPPEALS
ORGANJZATIONAL CHART
Office of
Office of Legal and Office of the CTA
Administrative and
Technical Services Division Clerk or Court
Finance Services
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: • VERSION:JL; ISSUED BY: _ _ PAGE 80 OF 198
3. Fu nct ional Description
Pre11dlng Just~e
Plfllmu ,Wod lllltCl>l llli liipllll1e1 t~ lo~ llidliMJ
Mlclilo1~ t• Crurt
Internal Audit Services
l; mi00q)e''1i!lb00j&\d1under'1e~bdlleA?lililJ.lm, tc lllbllinimila~.rJpreli~
I .
adlillinl~ll'Olle~'111<41tli!!oo illllllrjri!illmdtc~ t.v.Vr
a)p!filonmlllll~~ ~e i))UTl!lll~ pe!lll'fd,
b).,,;Jca'Jlll.-d M3,-1~ d4\!l'f ~litMl!dQind da!l
ll!(~!lMt!>!'d.<d~r~~
piall:Ol brlle ~ !/ll!ll1 b
I
I
ECC IV [Clerk of Coortl I Office oil!!}al and Tecl!nlc~ Se~~e~ Otnce ol Admlnhtmtlveand Finance Serv~es
ECC Ill (Assl Cle1k of Court (Chief of Office) (Chief d Office)
Al!llf ~I JU![~1~'1e tii~d~ fo8n!ll:imc.<~~ll'J f\orde! l'.o~ ar.d ~dvd 1111ilm bt~ ())uii lyc@.cl1v ~ 0.tlSlel llekmw:iii 0-.~0t.illltt.Cl:li ilfu.'-
pt!ll!m ~ OO,U\1mlit 5'lp?ll1 iJrdw ~"1 noo«lpll&e !I' 1t1tati( ~"'""'!•«el b)dard lll!lollNlltl;rde:l! 111'1 f'mi<lll ard SiJ~~ 0.111\ Gairi 5a'lal
Rt;ll't(t 1Ji,~i:l1.
olnti>iri.1tlll:<i((,i CwjRtjlllllr °""'I"«I-Alllll lo\d Strullf Sir.re Uni
I
Execut~e Cle1ks of Court 11!
IQM1bnClir'llolCollt) . I
Executive Clerks of Court I! :•
IAu\ OM~l!IC!l*iolC?iill
JO~hlo111
I
Judicial Records Dr1ision Administrative Function Finance Functklo
Tax S~eclal ~ts Dlv~lo~ {IM.]C\~ &Cl:li)
MISDMslon
Ciilltl".Nll1!aM
PU\=I=~
~ · !kll& ' ~
ra111 c1~~' or litl!lrg c1 C1111, p111. Coit~ b CM !Wlil.!d b d!dioi and l\fi.mllllmcl.!!ti b.il)ridt1Cait
o:~ur.dlr~eClli! rlll!C~~olCalll irp!arer.5 all1 ~·•~RI PftlllilllS bl Ii! 1~11iniio'Jirrea111il!1Mlaltdl!Jlill) ~kllls~li!~~llld!IM:t ilrlllil!I plin tr~ elltl!t 1izm of
!~ l1lm)llll'I at IJill;lj !Uri; tam~ew l~ill~1ol te CWrl. rli ne<ds art~ !:oolt petrmi 111.rdaultl.f U<lsilJ:l,j blie!lilJ~~lie~!
PIC!i111Ellrd1elliccll!!iltdblh!Jllrvitg, 5lli~ a:pils at dl:isbn9,!!!Mn,1lltrl r,d 1'11\™ ~!!WI rejXXll ih:lilWJ ~OOl!irl~.ti~lrld~~--b f~miMet~illllUnlr~lllXl'Ulrl lie
~eiojmnt ir!illllll1liliilrl Ull mi! llrw of cd1~! afil$tAll lnlniM~ I !!*miCffr~ leg~ a/Id llllllnt111 i:Jre1 of eoci C8l:. lie ~' ~ra a111 11\ll1ilrm o1 re CMl'fr4ll ~ll!Jlt'!dbr~:
1n!'.1111!:11 !~lar.l; !*'core of~~ •bmolOO ar<I Wild! ~. ~Cl lie imfl r~'!ddcbl:af~. li!SJJfeils r/ llt1ler.ei. 1Ujlp!es aoJ ~1 d ~l Col\ Oepmtar~llllJ.\r~
1.nd camL!Uu• l!rllniaJI n>qUl!OOl of obar.£0\ r~!tm; nmllrs ~J!Sl! Irr ll'.!'1 pa'e •hi:h l!!IJ b le 111111ri m.l!OJ &~ Cooris in~t.iilli\ llllet1!1111 Camnlln oo Ml llll o!'Cf \ll'~
~t Co<tl.rdf"ibln!~~relllldhi!dlllll !~l!!i:il i!!!A, E!ll1Jf!! &r<ly upllllnj cl r~bb;grMl>J~doi!d ~;j l"i«J1\nlm!!tl &I f't'9tfr ~.!lid b OJ!f!lel lale1dla~1ott1tolmmd
da:isim all1 m:l/Jlnl ~~! CG.11"1 v.M.i; 1<1101e t~liM/ ar<I pilbrl'$ rf1tj relll!d -lclli!C(~'\alll~olier
oolpelilrmolll!rrelJledfurd1011 ~ndliro rcl:l!>lmru
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 81OF198
COURT OF TAX APPEALS PROCESS MAP
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u ::i
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5. References
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 83 OF 198
• CTA En Banc Resolution
No. 09-2010, dated
November 2, 2010, as
amended by CTA En
Banc Resolution No.
04-2012, dated
September 3, 2012
• CTA En Banc Resolution
No. 01-2013, dated
January 8, 2013, as
amended by CTA En
Banc Resolution No.
02-2013, dated
February 5, 2013
• CTA En Banc Resolution
No. 05-2013, Required
number of copies to be
filed for Petition for
Revi ew and other
plea dings, dated May
28,2013
• CTA En Banc Resolution
No. 03-2014,
Guidelines for the
Implementation of the
Court of Tax Appeals
Case Managem ent
Information System
(CTA-CMIS)
Enhancement Project,
CTA-CMIS Version 2.1,
dated June 3, 2014
• CTA En Banc Resolution
No. 06-2015,
Documentary Stamps
on Judicial Affidavits,
dated September 15,
2015
• CTA En Banc Re solution
No. 03-2016, Use of
Gender-Fair Language,
dated April 22, 2016
• CTA En Banc Resolution
No. 04-2016, Orders
Given in Open Court,
dated May 31, 2016
DOCUMENT CODE: JUD· QMS· OM -001 ; EFFECTIVITY DATE: · VERS ION:.Q.; ISSUED BY: - - - PAGE 84 OF 198
• CTA En Banc Resolution
No. 06-2016,
Disposition of Books,
Documents and
Records Introduced in
Evidence, dated July
12,2016
• CTA En Banc Reso lution
No. 08-2016, dated
August 30, 2016
• Resolution Adopting
Certain Guidelines in
the
Docketing/Numbering
of Court of Tax Appeals
Cases Based on th e
Expanded Jurisidiction
of the CTA under R.A.
9282, dated September
10,2004
• Memorandum dated
September 9, 2013,
signed by Atty. Elvessa
P. Apolinario, Clerk of
Court, Re : Office Hours
is from 8:00 a.m to
4:30 p.m. from
Mondays to Frid ays
• SC Adminstrative
Circular No. 35-2004,
Guidelines in th e
Allocation of the Lega l
Fees Collected under
Rule 141 of the Rules of
Court, as amended,
between the Special
Allowance for the
Judiciary Fund and the
Judicial Development
Fund, dated August 12,
2004
• SC Amended
Ad ministrative Circular
No. 35 -2004,
Guidelines in the
Allocation of Lega l
DOCUMENT CODE: JUD·QMS·OM·OOl ; EFFECTIVITY DATE: _ _ _; VERSION:JL; ISSUED BY: _ _ PAGE 85 OF 198
Fees, dated August 20,
2004
• OCA Circular No. 88-
2007, Guidelines in the
Implementation of
Section 1 of Rule 141 of
the Rules of Court, as
amended, dated
August 28, 2007
• CTA
Circulars
Administrative
• CTA
Orders
Administrative
DOCUM ENT CODE: JUD·QMS·OM·OOl ; EFFECTIVITY DATE: _ _ _ _; VERSION:..Q_; ISSUED BY: _ _ PAGE 86 OF 198
CHAPTER VI REGIONAL TRIAL COURT/ SECOND LEVEL COURTS
1. History
2. Organizational Structure
1 lJtllltyWor ~,tf I SG I
ult.&
·~
CRIM. CASES PROS IS&. LISRAAY
U~lfT UNrT NIT UrlfT
3 CK Ill
SG6
SG 14
::I:::
6 Proc. S.
SG __,
S
-
SG l O
2CKlll
SG6
1 UTV/I
:=:i=
lUTWI 1 UTVll
SG l 5G l SG l
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 87 OF 198
3. Functional Description
1. CLERKS OF COURT
DOCUMENT CODE: JUD·OMS·OM-001 ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 88 OF 198
therein all cases, numbered consecutively in the order
in which they were received and, under the heading of
each case and a complete title thereof, the date of
each paper filed or issued, of each order of judgment
entered, and of every step taken in the case, so that
by reference to a single page the history of the case
may be seen.
1.2.4.2. Judgment Book
It contains a copy of each judgment rendered by the
Court in the order of its date.
1.2.4.3. Book of Entries of Judgments
It contains at length in chronological order entries of
all final judgments or orders of the Court.
1.2.4.4. Execution Book
It contains records in chronological order of each
execution, and the officer's return thereon, by the
virtue of which real property has been sold.
DOCUMENT CODE: JUD·QMS·OM·OOl ; EFFECTIVITY DATE: • VERSION:.Q.; ISSUED BY: _ _ PAGE 89 OF 198
1.2.8. sees to it that all returns of notices are attached to the
corresponding record s and that all the pieces of documentary
evidence properly marked during the hearing are collected in
the exhibit folder;
1.2.9. signs summonses, subpoenas and notices; remittances of
prisoners, certified true copies of decisions and orders, letter
of administration and guardianship, transmittal of appealed
cases, indorsements and communications, and monthly
reports of cases;
1.2.10. signs releases of prisoners, writs and other processes upon
ord er of the Court;
1.2.11. keeps tab of th e attendance and whereabouts of personnel
during office hours;
1.2.12. receives evidence, when so commissioned, such as in
petitions for appointment of administrators and I or executors,
receives, guardians, accounting reports and similar incidents,
without fees;
1.2.13. represents the Presiding Judge, when designated by the latter,
in ocular inspection and acts as hearing officer in th e taking of
depositions; and
1.2.14. performs such other functions as may be delegat ed by the
Cl erk of Court and/or assigned by the Presiding Judge.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 90 OF 198
procedures for a more effective operation of the
Unit or Section;
2.1.2.3. takes actions on delegated routine matters;
2.1.2.4 makes periodic reports of activities and
accomplishment of the Unit; and
2.1.2.5. does related work.
2.1.4. Librarian II
2.1.4.1. directs the operations and activities of the Library
Unit/ Section and supervises the personnel
thereof;
2.1.4.2. implements policies, directives, rules and
regulations relating to library administration;
2.1.4.3. plans and makes work assignment and schedule;
2.1.4.4. answers questions involving research and
reference materials, and the use of indexes and
bibliographies;
2.1.4.5. advises library personnel in the proper
maintenance of library records;
2.1.4.6. renders assistance to researchers in the use of the
library and its resources;
2.1.4.7. selects and recommends reference material for
acquisition; and
DOCUMENT CODE: JUD-QMS-QM -001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 91 OF 198
2.1.4.8. does related work.
2.1.5. Cashier II
2.1.5.1. makes physical deposits and withdrawals of cash
as may be authorized by the Clerk of Court;
2.1.5.2. receives collection of cash clerks and consolidates
daily collection reports;
2.1.5.3. prepares statements of cash accountability;
2.1.5.4. verifies cash balance of lower-grade receiving
cashiers by comparing cash on hand with book
balances;
2.1.5.5. verifies the posting of cash advances,
disbursements, collections and deposits;
2.1.5.6. prepares daily cash position reports and other
monthly reports of collections and disbursements;
and
2.1.5.7. does related work.
2.1.6. Cashier I
2.1.6.1. assists Cashier II in the performance of his
functions; and
2.1.6.2. performs functions of Cashier Ill in the absence of
plantilla positions for Cashier II and Cashier 111;
2.1.7. Statistician II
2.1.7.1. directs and supervises the activities in the
Statistics Section;
2.1.7.2. studies and devises methods and techniques to
obtain statistical data or to reduce them into
appropriate form;
2.1.7.3. analyzes available statistical materials relative to
their coverage, methods employed and limitation;
2.1.7.4. evaluates results of statistical surveys and similar
inquiries for accuracy, consistency and conformity
to standards
2.1.7.5. gathers, complies, transforms, computes and
summarizes statistical data on cases filed,
disposed of a pending in the lower courts;
2.1.7.6. assists in the preparation of statistical tables,
charts and graphs of the volume of cases filed,
disposed of and pending in the courts as well as
rates of performance of the judges;'
2.1.7.7. designs form for statistical use;
2.1.7.8. devises and adopts techniques, methods and
procedures for effective statistical work;
2.1.7.9. reviews work of statistical clerks and aides; and
DOCUMENT CODE: JUD·QMS·QM-001 ; EFF ECTIVllY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 92 OF 198
2.1.7.10. does related work.
2.1.8. Statistician I
2.1.8.1. selects, compiles, transforms, computes and
summarizes statistical data on performance of
judges, cases filed, disposed of pending in the
courts, status of employment, number of
personnel, inventories, as well as other relevant
statistics;
2.1.8.2. prepares forms for statistical worksheets and
tables according to instructions;
2.1.8.3. computes simple statistical measures of central
tendencies and variability as well as non-
parametric statistics;
2.1.8.4. utilizes simpler statistical formula;
2.1.8.5. assists in the preparation of questionnaires and
ta bular presentation of statistics; and
2.1.8.6. conducts filed canvass, w henever necessary, to
obtain specified statistical information.
DOCUMENT CODE : JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 93 OF 198
2.1.11.2. take down and transcribes, in final form,
dictations of the Judge I Clerk of Court; and
2.1.11.1. does related work.
2.1.13. Clerk IV
2.1.13.1. assists in the supervision of the Adm inistrative
Section;
2.1.13.2. prepares requisitions of supplies and materi als for
all branches and the Office of the Clerk of Court;
2.1.13.3. attends to the general services requirements of all
the branches and of the Office of the Clerk of
Court; and
2.1.13.4. performs other duties that may be assigned.
DOCUMENT CODE: JUO-QMS-QM-001 ; EFFECTIVITY DATE: _ ___; VERSION:_Q_; ISSUED BY: _ _ PAGE 94 OF 198
2.1.15.4. maintains and keeps custody of record book of
court mail matters received and dispatched by
him; and
2.1.15.5 . performs such other duties as may be assigned to
him.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 95 OF 198
1.1.2.4. Personnel Section
a. Maintains personnel files;
b. Prepares certifications and clearances for
personnel; and
c. Distributes salary checks and other benefits.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: - - - PAGE 96 OF 198
b. The other courts of the country,
including the Court of Appeals and
the first level courts; and
c. The offices and quasi-judicial
agencies of the Government.
1.1.2.9.3.Serves summonses and process coming
from foreign countries.
DOCUMENT CODE: JUD·OMS·OM· OOl ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 97 OF 198
1.1.1.2. Payment of Docket and other Legal Fees - Upon
the filing of the pleading or other application which
initiates an action or proceeding, the fees prescribed
thereof shall be paid in full.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 98 OF 198
treasurer or assessor under Sec. 280 of the Local
Government Code of 1991 shall be exempt from the
payment of court and sheriff's fees
1.1.2.1. Receiving
In single sala, initiatory and subsequent pleadings shall
be filed with the Clerk of Court.
1.1.2.2. Docketing
a. In a single sala court, the clerk shall keep a General
Docket, each page of which shall be numbered and
prepared for receiving all the entries in a single case
shall enter therein all cases, numbered consecutively in
the order in which they were received, and under the
heading of each case and a complete title thereto, the
date of each paper filed or issued, of each order or
judgment entered, and of every step taken in the case,
so that, by reference to a single page, the history of the
case may be seen.
DOCUMENT CODE: JUD-Q M S-Q M -001 ; EFFECTIVllY DAT E: · VERS ION:_Q_; ISSUED BY: _ _ _ PAGE 99 OF 198
1.1.3. Assignment of Cases / Raffling of Cases
The assignment of cases to the different branches of a Court
shall be done exclusively by raffle. The assignment shall be done
in open session of which adequate notice shall be given so as to
afford interested parties the opportunity to be present.
DOCUMENT CODE: JUD-QMS·QM-001 ; EFFECTIVllY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 100 OF 198
1.1.3.2. Regular Raffle
a. A raffle committee shall be composed of Executive
Judge, Vice-Executive Judges and two (2) other Judges
assigned for the raffle in accordance with the pairing
system who shall all be present during the scheduled
raffle. The assignment of pairing judges shall be strictly
by rotation.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 101 OF 198
all those required to be present and the parties
attending, if any.
DOCUMENT CODE: JUD·OMS·OM-001 ; EFFECTIVITY DATE: _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 102 OF 198
application and citing the reason/s therefor shall be
issued accordingly. Such certification shall be attached
to the expediente immediately after the initial pleading
and shall form part of the record of the case.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 103 OF 198
one (1) case for the Executive Judge and two (2) for each
of the other judges.
DOCUMENT CODE: JUD-QMS-QM -001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 104 OF 198
the equitable redistribution of these cases to the
other salas. As much as practicable, the incumbent
judges should arrive at an agreement on the matter;
otherwise, the matter should be brought to the
attention of the Court Administrator for prompt
action.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:JL; ISSUED BY: _ _ PAGE 105 OF 198
b.2. In the event of an imbalance in the caseloads
because fewer cases are unloaded to new courts while
existing courts retain higher caseloads, the caseloads
shall be equalized by excluding from the raffle all or
some of the existing courts with higher dockets. The
existing courts will be included in the raffle only when
the caseloads of new courts have attained the average
level in the subsequent raffle of additional cases.
DOCUMENT CODE: JUD-QMS·OM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 106 OF 198
b.2. In the meantime that the clerks of court for
these new seats/stations are not yet appointed, or that
no bonded court employee is designated to receive
docket and other legal fees, the payment of such docket
and other fees shall be made with the Clerks of Court of
the Original stations.
DOCUMENT CODE: JUD-QM S·OM·OOl ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 107 OF 198
To give greater force and effect to this rule, all orders of
dismissal must be served upon all parties impleaded in
the case.
1.1.3.13. Consolidation
When action involving a common question of law or fact
are pending before the Court , it may order a joint
hearing or trial of any or all the matters in issue in the
actions; it may order all the actions consolidated; and it
may make such orders concerning proceedings therein
as may tend to avoid necessary costs or delay.
DOCUMENT CODE: JUD· QMS-QM -001 ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 108 OF 198
transfer of the listed cases to the branch so designated
immediately after receipt of the records.
DOCUMENT CODE: JUD-OMS-QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 109 OF 198
HOW TO FBLE A COMPLAINT OR PETITION RN
•
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"
Step 1 Check the Step 1 Check the Records St ep 1 Check t he Petition, Legal
base on the Table of Step 1 Check the Petition /
Petition/Complaint Legal >---- Counsel Information, Complaint, Legal Counsel
Counsel Information, ·Contents and on w hat
appears or\ t he .e-court
- Verification and Certification
- Information, Verification and
Verification and Certification signed by t he petltioner/s and Certification signed by t he
signed by the petitioner/s and duly notarized Petitioners/ Plaintiff and duly
duly notarized .. notarized
,,...--- --..,
~
St ep 4 Deliver the records to
the assigned Branch
I
St ep 7 If the notice of raffle
and summons served or not
the process server will make
- a report as Officer's Return
and submit it to the Unit
concern
- ~ l
Step 9 Deliver t he records to
assigned Branch
ISSUAN.C E ·oF RTC . CLEARANCE I CERTIFICATION
~. ~ ~ ~
CRIMINAL CASES UNIT CIVIL.CASES UNIT and CRIMINAL CASE UNIT CIVIL CASES UNIT AND
LRC & SPECIAL LRC & SPECIAL
4 Q.
:·:PROCEED'INGS UN.IT PROCEEDINGS UNIT
Step 1 Secure a .
Q. Step 1 . Ve;ify the 4
. Prosecutor's Clearance.
Q- . Step 1 , Letter of reques~· requested .name with the Step 1 Letter of req uest
addressed to the Clerk of e-court and Lower Court addressed to the Clerk of
Ste:p 2 Fill-up· clearance · · Court · Case Admin istration Court
.form . System (LCAS) to
~
determine the case · 4
·~
Step 3 VerifV requested Step 2 Verify the name number and court
Step 2 Verify the name/
name. w ith e~court and /company involve assign!"Tlent
company involve
. Lower.Cou~t Case
. Administration System • 0-
Q.
(LCAS) _, Step 3 If no .records on Step 2 Secure a
.Q. file we prepi!!re t h e certification from the Step 3 FOR LRC &
Step 4 If there is r:io certification co urt wh ere the case was . SPECIAL PROCEEDINGS
pending crimina l case, 4 ..assigned UNIT we give the
. pay the c·o rres ponding :', · ·
Step4 Certification O' information to the
clearance fee of (50.00 parties where the case is
pesos) at the'Cash ier signed by the Officer-in- Step 3 Pay the
.. 'c harge of the unit corresponding
assigned (Case No. and
Branch) and Branch will
~Step 5
Q. certification fee (SO issue the· Certification or
.. . Issue.the duly . :" pesos)
sign ed dea·r ance and I or Step 5. .Certification give status of the case
signed by the Clerk of ~
certification ·
4
Court Step 4 Issue the duly
-Iii .' signed cert!fication Step 3-A FOR CIVIL
Step 6 Sealed the. incorporating the CASES UNIT issue a
Certification cert ificate issu'e d by the certification with case on
~ourt
~
file indicating the Case
No. and assig ned 13ranch
Step 7 Cashier for
payment of Certification
4
fee's (50.00 pesos)
Step 4 Certification
•
Step 8 Release the
signed by the Office r-in-
Charge of the Unit
original.copy of certificate
after signing the duplicate •
Step 5 Ce rtification
copy as reco rds of the
signed by t he Clerk of
court
· Court
•
Step 6 Sea led the
Certification
...
Step 7 Cashier fo r the
payment of Certification
fee's (SO.OD pesos)
•
Step 8 Release t he
Certification
APPEAL SECTION/
'
UNIT
.
..
· Filing of Appealed Filing of Remanded Transmittal of
Filing of Appealed
Cases fromRTC Cases from RTC Decided Cases from
Cases from MTC OCC
Branches Branches Court of Appeals
Step 4 Records
'--
are delivered to
Coart of Appeal
and received
___,.
I'
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STEP 1: . RfECIEIVUNG/fDfUNG
. . .
Of. REQUEST .
FOR THE ISSUANCE OF RTC CLEARANCE
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. ·sTEP·4.~A: '.VERai=ICATDON AND sgGNmNG OF ·
· CLEARJ\NCE :s:Y THg ,oF~ICER-1N.:cHARGE'OF THE STIEP 4~1B : VERaFICATRON AND SIGNING OF
· FOLLOWING :
D0CUMEN.T FROM THE STATION OR OFFICE OF I HE
.As to ·No Money.and/or ,Property Accountability . REQUESTING PARTY BY THE:
& · No PendingAdmi_
nistrative Case ·
>- Cash Section.·
> Branch Clerk of. Cou rt
>- Library Unit .
> .· or the Presiding Ju~ge
> -Administrative Section > or the Officer-in-Charge
J
. t··1. I
SIGNING OF CLEARANCE BY THE:
·~ Clerk of Court ·VI I
. . . . .
STEP.6-A: VERlf.ICATDON ·~AND :SIGNING OF .
CLEARANCE· BYTHELGU ·MAKATl Cl.}"Y O.FFICERS~
IN~CHARGE: ···
_As fo. No .Property Accountability
>:>·· E_
x ecutave Jtudlge
STIEP 1:
STEP 2: ·
.,.
VOUCHER and .CHECK ISSUED for Fiduciary
C la ims
STEP 6:
• · STEP 7:
STIEP 8: . ~..
APPROVAL A ND SIGNING OF
VOUCHERAND CHECK ISSUED .by the
Exec~tiv~J~dge ·
STEP 9: .
~
' \ . .
STEIP 6 . .
. I
STE!? ·7 COURT.
(Secretariat)
..
STEP 11: IRECEIVBNG/IFILBNG OF RIEQUIEST
FOR THE ISSUANCE.OF RTC GLEARANCE FOR TRAVEL AUTHORITY
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NOTARIAL SECTION/UN IT
.
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•Step 1. Pre·s ent the Notarized document to The Notarial Section for
. Verification
Certificate of J\u~hority · for a. •Step 2 Pay corresponding foes of 80.00 pesos per document
Nata ria l'J-\C:t {CANA) · : j~step 31.s suance of CANA s igned by t~e RTC Executive Judge and
Clerkof Court VII approx. 24 hou rs or when signatories becomes
available. · ·
l
- - - - - , . . - - -. . .~
•Step 1 Submit an individual notarized Petition for
Notarial Commission tothe Notarial Section
' HOWTO, FlLE;. ~.. PETITION FOR togetherwith complete requirements . I.
n
\.
n
Conducts interviews and
counseUing to the petitioher, drug
dependent, and their family
members
D
Coordinates to other governme_n t
agency/ies; if necessary
n
Assists MADAC {Makati Anti-Drug
Abuse Center) and the petitioner
in processing the said petition at
RTC-OCC
n
Submits the Petition for Voluntary
· Confinement to the Judge·
(p.articularly Drug Court) for the
issuance of Order for
Rehabilitation
n
Receive a lette r from the Rehab
· recommending the reiease of the
Drug Dependeht
r
D
.. Make a draft.of the Release Order
to be .approved by the Judge
n
--
Assist.the Petitioner/sin obtaining
the Release Order from the Judge
DUTIES AND RESPONSIBILITIES OF SOCIAL WELFARE OFFICER II
I I I I
Criminal cases where one or more of the PETITION FOR ADOPTiON I PETITION FOR PETITl.ON FOR CUSTODY OF CH!LDREN (AN.D AND OTHER
accused or the victim/s is/are minor/s at PETITION FOR .RECOGNITION GUARDIANSHIP (OVER THE VISITATION RIGHTS)/ PFITION FOR HABEAS CORPUS INTERVENING TASK/S
the time of the commission of the offense OF FOREIGN JUDGMENT OF PERSON OR PROPERTY, OR /LEGAL SEPARATION/ ANNULMENT OF MARRIAGE/ AS PER ORDER OF
(CHILD . IN CONFLICT WITH .THE LAW ADOPTION BOTH OF A MINORl DECLARATION OF NULLliY OF MARRIAGE/ PETITION
/
ICICLl; VIOLATIONS OF R.A. 7610 [Special FOR DISSOLUTION OF CONJUGAL PARTNERSHIP O F
Protection · of Children against Child
Abuse, Exploitatkm and Dis~rihlination
I GAINS / PETITION FOR SUPPORT AND/OR .
ACKNOWLEDGMENT (RECOGNITION O.F PA"'"ERNITY) /
Act]}; VIOLATIONS OF R.A. 9262 (ANTI- PETITION FOR TRO / TPO / 'ppo / PETITION FOR
VIOLENCE AGAINST \VOMEN AND TH EIR . Contact the . petitioner/s 2. Contact the petitioner/s DECLARATION OF PRESUMPTIVE DEATH / PETITION
directly or thru counsel or thru THE THE RTC....:
directly' cir· thn .i counsel' or thru FOR JUDiCIAL RECOGNITION OF FOREIGN DIVORCE
registered mail HONORABLE ace .CLERK
I register ed mail
3. ·schedul e initial ,interview with 3. Schedul e initial interview with
AND ENFORCEMENT OF FOREIGN JUDG MENT / JUDGE OF COURT
SUMMARY JUDICIAL PROCEEDINGS BROUGHT UNDER
1. Interview the CIClJminor and the petitioner/s .
_ __
the petitioner/s . THE PROV.ISION OF THE. FAMILY CODE OF THE PH
his/her paqmt5/guardians 4. Conduct orientation on the 4. Conduct orientation on t he
2. Conduct home and school visits
3. Conduct collat eraririterviews
petitfoner/s regarding
process/prepar ation of the Child
the peti tloner/s regarding the.
process/preparation of the Child
I ,_ __./..._
4. Co or~inate w i tli o ther · and Home Study .Report and Home ·study R.eiJort · . ·
PERFORM DUTY
governinent agencies - 5. Inform 'the petitioner/5. of the ·s. Inform the petitioner /s ofthe 2. Contact tlie parties in the case directly APPL.ICATION
.AS OFFICER OF
5. ConducUeferrcl, i f needed .docum entary requireme'nti . documentary r equirements or thru counsel or thr u r egistered .mail FOR VOLUNTARY
3. Schedul·e initial interview with the CONFINEMENT THEDAYOFSSU
6. .Prep are Case Study f\epor't: 6. Conduct seri es of intervi ews 6. Conduct seri es :of interviews
7. Attend court hearings and . home :. visits . fo the and horrl e visits to the peti tioner and the re5pondent ·.
4. Conduct or ientati o.n on the par ties
petitloner/s; his/her family, and petitioneris>his/her family, and
I the.subject mirior/s ·
7. Conduct collateral intervi ews,
the subject minor/s ·-
7. Conduct collateraj interviews,
regarding the pr6ces5/preparation of the
Case St1Jdy Rep·ort ·
1. Receives.~nci dockets Petition
for Voluntary c'onfinement
In case of Diversion Proceedings school. visits, anCI home visits (on sch,ool visits, and home visits (on 5, lr:iforrn the pet ltiorier/s of the
2. Assesses i f the Petitioner
reCICL: .... . .. . ·. Character References, Relatives, Ch~:r"ader Ref'.ereni:es, Relatives, docume.n_tary n eed~d, if a riy
submits all the necessary
1. Attend in Diversion Teachers, among others) .Teachers, among others) 6. Conduct series of Interviews.and home requirements for Residential
Proce.edings with th e Div.ei-s.ion 8.locate the birth parents 8. Loc;ate thd>irtb parents, yisits to the parti es and their familie5 Treatment and Rehabilitation
Committees (Prosecutor, PAO, 9.· lntervi,ew and inform the birth su'rv.iving gr_andparer:it/s, and 7. Conduct collateral interviews, school 3. Conducts interviews and
Branch Ci eri.-of Court, Mal<ati parents pf the s_aid Petition and .oldest sibling of the minor visits, and home visits, if needed
coun'selling to the petitioner,
Social Weh'=re Department Social its cons.eq.uences, and confirm s: lnteniie·,;.,, and inform the· 8. Coordinate with government ard non- drug dependent, and their .
Worker, Compi aina0t, · · their consent in the Petition ·· birth parent!. of.the said Petiti on government agencies, if needed
family members .
Parents/Guardians of the CICL, · 10. Coordinate with governm.e nt and I.ts consequences, and .. 9 , Received and attached t9 the Report
4. Coordinates to. other .·
a·nd. th·e CICL . ·and non-governm ent 'child confirm the.ir consen't in the · the documentary requiremen ts
government agency/ies, if
2. Formul ate programs and pl acement agendes, if needed · Peti tfon 10. Submit Case Study Report liecessa.ry .. · · ·
services best su ited to the . 11. Received and attached to the· 10. Coordin.a te with government 11. Attend court hearings 5.As~ists. MADAC (Makati Anti-
rehabilitation of the CICL ·· · Re.port _· the . documentary and [!On-government child . 12. Testify in court - .
Drug Abuse Cen.ter) and the :
3: Subriii t .Diver sion ·Repor t, requirerne.n·~ ·· · · pl acement a·gendes, if needed 1.3 . Conduct regul ar monitoring and
·petitioner in proce~lng the said
subj ectJo.r.the approval .of the 1 2 .. Sutimit : Chil d and H()me lL Received and attache·d-to . supervision to t~ e·subj ee): mi not · petiti qri at ·RTC-oct, · · -·
Honorable Presiding Ju"dge . Study Re.port .. the-Report.the.docume.nfar:y· 14. Submit additio.nal Report/s, if needed
5. Submits the Peti.ti_on for ,
4. Atten.d h eari ng for the'approval 13. Attend cour t hearings requi r.emeilts _ . ~ · · · · · Voluntary Confinement to the
of t he Diversion Report. ' . .' . .14. Testify in court . . 12. Submit Chitd and Home . Judge (p~ itlci.Jlarl y Drug Court) ·
5. toor di11ate w _ith the proper 15. Submit additi onal Report/s; Study Report.-. : for th.e issuance of Order for ·
government and non-government i f needed 13. Attend ca·urt hearings Rehabili tation
agerfcies (induding educational 14. Testify in court . the
7. R_e·c;eives a. le~ter.from.
io~titu tig11s) . · ·. · · 15. Submit additional. Report/5, Rehabilitation Ceriter
6. Conduct regular monitoring if needed . .: .. · recciriimeilding i:l:te refease of
arid supervision to the CICLand the Drug Dependent .
his/her family"·· - .... ·.
8. M?k.es draft of the Release
7. Conduct r eferral, if needed .order to be approved by die .
8. Attend court hearings (until t he .Honorabl e Judge
termination of the Diversion 9. Assists the Petitici~er/s in
Program/case obtaining the ~el ease Order
from ~h~ Honorable j.udge
STATISTICS UNIT
-11 . e. ~
1. Collect s and receives·the 1. Pre.p ares and prints the 1. Collects and receives t he
Monthly Reports'froin a ll RTC Statistics of Criminal CaseS'fo'r ms Quarterly Status Report of Drugs
bra1iches · Cases per Court Branch from all
Q- RTC branches ·
-G .
2 . o'istr.ibute~ the forms to all ·
2. Encodes the entries and
prepares the Statistics of Cases ·
"RTC branches "" entries and
2: Encodes the
· anc! Ranking·_of Pending Cases ·. ~ ..
prepares the Summary Report of
Drugs Cases per Station
~ 3. Collects a nd rece'ives the
filled-up forms .tJ
3, Prints .and subm its. the same · 3. Prints and submits the same
fo r signature of .the'Clerk of ~ for signature of the Clerk of
. Court Ll. Encodes tl~e entries and Court
.Q.
pre pares the Statisticfs of -0.
·Criminal·cases
4. Submits the signed copies to
4. Submits the signed copies to 0-
.. th'<:! Office of the E~~cutiveJudge the Supreme Court, Office of the
5. Prints and submits the same Executive Judge and Office of
·and Office of t he.Cle rk of Court · for signature:ofthe Clerk of ·
'• " •'
the Clerk of Court
Coli rt
.Q.
5. FilestheMonthly Re ports,
~ •
5. Files the Quartertly Sta tus
· . Statistics of Cases arid Ranking : ( 6. Subn\ itsthe signed copies to Report of Drugs Cases per Court
of Pending-Cases for safe the .Qffice of the Executive Branch and Summary Rep.o rt of
·keeping Judge, DILG .and Offfice ofthe drugs Cases per Station for· safe
· Cle rk of Court ·
keeping
11-
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ __; VERSION:_Q_; ISSUED BY: _ _ PAGE 123 OF 198
CHAPTER VII METROPOLITAN TRIAL COURT/ FIRST LEVEL COURTS
1. History
The Judiciary Reorgani za tion Act of 1980 wa s enact ed, and created Courts,
and established the jurisdiction of cases for the 1st and 2nd level courts, and
created additional Regional Trial Courts, Metropolitan Trial Courts,
Municipal Tri al Courts in Cities.
CLERK OF COURT
I I RECORDS
(CITY/ NATION 1\1.)
CHECKING
1. DELIVERY
OF
l. SERVICES OF
COURT
PROCESSESS
CASHIER/ CASH RECORDS RECORDS
CLERI< CLERKS OFFICER
I OFF ICER 1
L TRANSMITTAL
OFDlllLVTIME
TO
R£5PECTIVE
(SUMMONS,
WRITS,
SUBPOENA,
I I RECORD TO BRANCHES
cc'"":
NOTICES)
l. ASSESMENT
2. Pll~ME.NT
CLERK
II
I SUPREME
COURT
2. MlllNTENA
NCEAND
CLEANI NG
1. 2. ISSUA NCE Of
3. PRE'PAFU\n OFOFFCIE
EMPLOYEE'S
ON Of 1. RECEIVlllCi·OF 2. 3. MAILING
OfFICE
VOUCHERS/ •CASES }.
flUlit~Ol1a._i
1. CLERKS OF COURT
DOCUMENT CODE: JUO·QMS·QM-001 ; EFFECTIVITY DATE: · VERSION:.!)_; ISSUED BY: _ _ PAGE 124 OF 198
1.1.1.1. Is the administrative officer of the Court under the
supervi sion of the Executive Judge;
1.1.1.2. Has control and supervision over the personnel, all
properties and supplies in his office;
1.1.1.3. Acts on applications for leave of absence and signs
da ily time records of his staff, as well as security
and janitorial service personnel;
1.1.1.4. Determines docket fees;
1.1.1.5. Assists in the raffle of cases to the branches and
judicial notices/summons to accredited publishers;
1.1.1.6. Issues clearances in appropriate cases;
1.1.1.7. Acts as ex-officio notary public;
1.1.1.8. Act as ex-officio sheriff;
1.1.1.9. Represents the Court in administrative dealings
with the local government and other agencies; and
1.1.1.10. Performs and discharges such duties as may be
assigned by the Executive Judge.
DOCUM ENT CODE: JUD-OMS-OM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 125 OF 198
It contains a copy of each judgment rendered by the
Court in the order of its date.
1.2.4.3. Book of Entries of Judgments
It co ntains at length in chronological order entries of
all final judgments or o rd ers of the Court.
1.2.4.4. Execution Book
It contains records in chronological order of each
execution, and the officer's return thereon, by the
virtue of which real property has been sold.
The entries for each day shall be certified by the Clerk of Court or
Branch Clerk of Court, as the case may be, and the Court Journal
shall be open to public inspection.
DOCUM ENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:JL ISSUED BY: _ _ PAGE 126 OF 198
administration and guardianship, transmittal of appealed cases,
indorsements and communications, and monthly reports of cases;
1.2.10. signs releases of prisoners, writs and other processes upon
order of the Court;
1.2.11. keeps tab of the attendance and whereabouts of personnel
during office hours;
1.2.12. receives evidence, when so commissioned, such as in petitions
for appointment of administrators and I or executors, receives,
guardians, accounting reports and similar incidents, without fees;
1.2.13. represents the Presiding Judge, when designated by the latter,
in ocular inspection and acts as hearing officer in the taking of
depositions; and
1.2.14. performs such other functions as may be delegated by the
Clerk of Court and/or assigned by the Presiding Judge.
DOCU MENT CODE: JUD-Q M S-QM -001 ; EFFECTIV ITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 127 OF 198
2.1.3.2 . is responsible for the custody and safekeeping of
records, papers and documents;
2.1.3 .3. authenticates copies of records and causes their
repair and rebinding;
2.1.3.4. recommends changes and modifications to
improve the recordings system;
2.1.3.5. maintains an effective filing and storage system
for easy access;
2.1.3 .6. prepares answers to correspondence and
communications relative to the records kept by
the Section;
2.1.3.7. checks all records, papers and documents to
determine sufficiency and compliance with rules;
2.1.3.8. keeps track of all incoming and outgoing records
and their whereabouts;
2.1.3.9. oversees periodic sanification of records and their
environs; and
2.1.3.10. performs other duties that may be assigned to him.
2.1.4. Librarian II
2.1.4.1. directs the operations and activities of the Library
Unit/ Section and supervises the personnel
thereof;
2.1.4.2. implements policies, directives, rules and
regulations relating to library administration;
2.1.4.3. plans and makes work assignment and schedule;
2.1.4.4. answers questions involving research and
reference materials, and the use of indexes and
bibliographies;
2.1.4.5 . advises library personnel in the proper
maintenance of library records;
2.1.4.6. renders assistance to researchers in the use of the
li brary and its re sources;
2.1.4.7. selects and recomme nds reference material for
acquisition; and
2.1.4.8. does related work.
2.1.5. Cashier II
2.1.5.1. makes physical deposits and withdrawals of cash
as may be authorized by the Clerk of Court;
2.1.5.2. receives collection of cash clerks and consolidates
daily collection reports;
2.1.5.3. prepares statements of cash accountability;
2.1.5.4. verifies cash balance of lower-grade receiving
cashiers by comparing cash on hand with book
balances;
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITI DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 128 OF 198
2.1.5.5. verifies the posting of cash advances,
disbursements, collections and deposits;
2.1.5.6. prepares daily cash position reports and other
monthly reports of collections and disbursements;
and
2.1.5.7. does related work.
2.1.6. Cashier I
2.1.6.1. assists Cashier II in the performance of his
functions; and
2.1.6.2. performs functions of Cashier Ill in the absence of
plantilla positions for Cashier II and Cashier 111;
2.1.7. Statistician II
2.1.7 .1. directs and supervises the activities in th e
Statistics Section;
2.1.7.2. studies and devises methods and techniques to
obtain statistical data or to reduce them into
appropriate form;
2.1.7 .3. analyzes available statistical materials relative to
their coverage, methods employed and limitation;
2.1.7.4. evaluates results of statistical surveys and sim ilar
inquiries for accuracy, consistency and
conformity to standards
2.1.7.5. gathers, complies, transforms, computes and
summarizes statistical data on cases filed,
disposed of a pending in the lower courts;
2.1.7.6. assists in the preparation of statistical tables,
charts and graphs of th e volume of cases filed,
disposed of and pending in the courts as well as
rates of performance of the judges;'
2.1.7.7. designs form for statistical use;
2.1.7.8. devises and adopts techniques, methods and
procedures for effective statistical work;
2.1.7.9. reviews work of statistical clerks and aides; and
2.1.7.10. does related work.
2.1.8. Statistician I
2.1.8.1. selects, compiles, transforms, computes and
summarizes statistical data on performance of
judges, cases filed, disposed of pending in the
courts, status of employment, number of
personnel, inventories, as we ll as other relevant
statistics;
2.1.8.2. prepares forms for sta tistica l worksheets and
tables according to instructions;
DOCUMENT CODE: JUD-QMS-QM -001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 129 OF 198
2.1.8.3. computes simple statistical measures of central
tendencies and variability as well as non-
parametric statistics;
2.1.8.4. utilizes simpler statistical formula;
2.1.8.5. assists in the preparation of questionnaires and
tabular presentation of statistics; and
2.1.8.6. conducts filed canvass, whenever necessary, to
obtain specified statistica l information.
DOCUMENT CODE: JUD·OMS·OM-001 ; EFFECTIVITY DATE: · VERSION:..Q.; ISSUED BY: _ _ PAGE 130 OF 19B
2.1.12.5. prepares minutes of the court sessions;
2.1.12.6. maintains and keeps in custody a record book of
cases calendared for hearing; and
2.1.12.7. performs such other duties as may be assigned by
the Judge and/or Clerk of Court.
2.1.13. Clerk IV
2.1.13.l. assists in the supervision of the Administrative
Section;
2.1.13.2. prepares requisitions of supplies and materials for
all branches and the Office of the Clerk of Court;
2.1.13.3. attends to the general services requirements of all
the branches and of the Office of the Clerk of
Court; and
2.1.13.4. performs other duties that may be assigned.
DOCUMENT CODE : JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 131 OF 198
2.2.1. Collecting Section
a. Assesses filing fees and allocates the fees to different accounts;
b. Receives payments for filing fees, judicial deposits and other fees
such as clearances, notarial and extra-judicial commissions;
c. Deposits collections to, and withdraws funds from, bank; and
d. Prepare reports of collections, deposits and withdrawa ls.
DOCUM ENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 132 OF 198
This is composed of Stenographers, Interpreters and Sheriffs, who may be
assigned to the different branches of the Court, whenever requested, to
fill in vacancies arising from leave of absence, retirement, resignation or
transfer, and of Social Workers who are assigned to Family Courts.
DOCUMENT CODE: JUD· QMS· QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:.Q.; ISSUED BY: _ _ PAGE 133 OF 198
If the docket fees are not enclosed with the registry-
mailed complaint, or if the amount of the fees sent is
short of that required by law, the Clerk of Court shall
immediately inform the plaintiff thereof and apprise the
Court accordingly.
DOCUM ENT CODE: JUD·OMS·OM·OOl ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 134 OF 198
controlled corporations with or without charters are
not exempted from paying such fees.
1.1.2.2. Docketing
DOCUM ENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 135 OF 198
d. The clerk in charge in the Office of the Clerk of Court
shall indicate on the appropriate page of the docket the
branch to which the case is raffled and the date of
raffling, as well as the dispositive portion of judgment or
fi na l order.
DOCUMENT CODE: JUD·OMS·OM·OOl ; EFFECTIVllY DATE: · VERSION:..Q..; ISSUED BY: _ _ PAGE 136 OF 198
c. The list of cases to be raffled must be arranged
according to the sequence of their docket numbers.
There should be a list for criminal cases and another for
civil cases.
DOCUM ENT CODE: JUD-QMS-QM -001 ; EFFECTI VITY DATE: _ _ _ _ ; VERSION:_Q_; ISSUED BY: _ _ PAGE 137 OF 198
caseload equitably with the rest of the other branches in
the same station.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 138 OF 198
the case shall immediately be referred to the branch to
which it corresponds. The Executive Judge shall have no
authority t o act on any incidental or interlocutory
matter in any case not yet assigned to any branch by
raffle.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 139 OF 198
proportion of three (3) cases for the Executive Judge
and four (4) for the judge.
DOCUM ENT CODE: JUD-OMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 140 OF 198
1.1.3.6. Re-distribution of pending cases in multiple sala stations
DOCUMENT CODE: JUD·OMS·OM·OOl ; EFFECTIVITY DATE: _ _ _ _; VERSION:..Q.; ISSUED BY: _ _ PAGE 141OF198
b. Each of the original branches may unload its excess
over the average number determined in the preceding
paragraph, subject to the following restrictions:
DOCUMENT CODE: JUD·QMS·QM-001 ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 142 OF 198
of the cases which may be properly allocated to the
newly created courts.
DOCUMENT CODE : JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 143 OF 198
When a case is dismissed for any cause whatsoever and
the same is re-filed, it shall not be included in the raffle
anymore but shall be assigned to the branch to which
the original case pertained. If, by mistake or otherwise,
such case is raffled and assigned to another branch, the
latter must transfer the case to the branch to which it
originally belonged, in which event another case shall be
assigned by raffle as replacement.
1.1.3.13. Consolidation
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVllY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 144 OF 198
The Executive Judges of the Regional Trial Courts shall
exclude designated Courts from the raffle of other cases,
criminal and civil, whenever in their judgment the
caseload of these courts shall prevent them from
conducting daily trial of the special cases.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 145 OF 198
c. For the purpose of pairing system . Brach I shall paired
with Branch 2, Branch 3 with Branch 4, and so on; and
any branch in a station left without a pair shall be paired
with the branch presided by the Executive Judge in
addition to the latter' s regular pair. In case of vacancy in
the two {2) branches paired, with each other, or
prolonged absence of both Presiding Judges of the
paired branches, the incidental or interlocutory matters
pertaining to any or both branches shall be acted upon
by the Executive Judge " Prolonged absence" means
absence of one month or more.
4. Process Map
I CNlU.!ll
Appic.Jlion!Of Coort
i APPLICl\TIO NFOR
fii>iol Oc~r~nm/urtific.ition1
C-bm/ht~cn/Pl..
Rfll'ASE OF CASH DONO
UGUWCAlll
Oc1k1
drc-J:>rr~tmn·i . CA91ClW
llUOSU
xtcrv'qu1menl}J:ni.9 i ""' bflh•
l'rowNUll""10fi12
VERIFICATIONOF CASES
\dt. l CIVIL/CRIMINAL RECORD
-.On Stn•Oalnl.C.mn, CHECK CASESTATUS
tlte~~t a
ORACHASSIGNMHlT
~curonnt!lifl u ~ Olll/ Rt.mnh Fill OUT AFP UCl\TION FORM VERIFICATION OF
WI.fl ttw d:Uib d ho ll!llOlt d fcw SUBMIT REQUIRED DOCUMfNTS REQUl RED DOCUMENTS
~:aoncul
d!-Jmdrit/.l'TIO'ia:tol bn:ivftl/Cncod~ ~lcnor CMHCLERKS
cbirutt..w l h'I /Do<ht'1 ~ ha
~t\h:lcl~requftd t 1'1'1p¥1tcftof
11>1Uiop1rr11ni
ll
dx\fttnt11obtattJChed ,.
tohcsdaift'lhrm
L._ _ ___j '"'
J.Ull'fclll'it
CASHIER PR[PARATION
ttJtictlo~ ASSESSMOO & Of' VOUCHER~
~
CL£RKS/RECORDS
CASHCl£RKS
CML CAl!l llcnOH -Oerl OFFICERS
JR«.Offircr
f.crdr'"'d11'~CO'!Q~t.
dm:~mmt ~d abdlrnmt : VERIFICATION
JJA'«MmAl.OI
L---.n--___J CAlUfCDMl\10 UfRK
awKH RELEASEOFcmm
CA!llllCllON
-·1 CASl!lfR
Cl!AHOtlAISU!r.lH! Of f ill
CA9tOI· •·Roffleof ml'<
mMCHTOHIUllG flll
ln11.an=d0ff611~e$11 1 RELEASE OF COURT CLEARANCE 10
~----- CUENT
r-- -
llaor.h
I,Cffcu/Orrl.
.
i Crud.iw/C'bc.Utftr
j , ..xrwn
11•m1a
nuo llW<IMITIAI DI U.lOICOllOI
TO WHCH BRANCH: COURT'S FIRSTACTIONon the
om
compl.Jinl/lnl0fmation/c.11e
DOCUMENT CODE: JUD·OMS· OM-001 ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 146 OF 198
5. References
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERS ION:.Q.; ISSUED BY: _ _ PAGE 14 7 OF 19 8
11
ANNEX "A
DOCUM ENT CODE: JUD-QM S-QM-001 ; EFFECTIVITY DATE: ; VERSION :_Q_; ISSUED BY: _ _ PAGE 148 OF 198
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~- - ~~~~~~~~~~~~~~~
and annexes e Properly apportioned
case rollos
• Accurate pagination
Bar-coded rollo
e Complete and proper
fo rm of the soft copy
of t he in itiat ory
pleadin g and annexes
e Neat and courteous
staff who wi ll
trans mit the rollos
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVllY DATE: ; VERSION:_Q_; ISSUED BY: _ _ PAGE 149 OF 198
assigned to t he records (LC)
branch (LC) e Accurate encod ing of
e Monthly report of case detai ls in the
raffled cases (LC} cou rt's system (LC}
e Distri bution of office e Time ly an d accu rate
supplies (LC) report of raffled cases
(LC}
e Timely dist ribution of
office supplies (LC}
Other courts and quasi- e Records (CA) 8 Ava ilabi lity of records
judicia l agencies (CA) e Reply to queries and (CA)
verification (CA) e Timely t ransm itta l of
records and case
informatio n (CA)
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: ; VERSION:_Q_; ISSUED BY: _ _ PAG E 150 OF 198
Returns (CA/CTA) accurate reports an d
personnel and
financial document s
(CA/CTA)
DOCU M ENT CODE: JUD-QMS-QM -001 ; EFFECTIVITY DATE: ; VERSION:_Q_; ISSUED BY: _ __ PAGE 151OF198
bank st atements deposits (CTA/LC)
{CTA/LC)
DOCUMENT CODE: JUD·QMS-QM-001 ; EFFECTIVllY DATE: · VERSION:_Q; ISSUED BY: _ _ PAGE 152 OF 198
SERVICE PROCESS MAP OF THE JUDICIARY - MACRO-VIEW INTERACTION WITH THE SELECTED CORE PROCESS
CORE PROCESS
Pleadin g/
Court of Court of Tax Fi~lond Second
Motio n Supreme Court Sondiganboyan
Appeols Appeals Level Courts
for
Litigant Court's Litigant
Extension
Processing of Initiatory Pleading First and/or
to File
Action Party
Initiatory
RECEIVING AND
Pleading/ PROCESSING OF INITIATORY ACTION OFT HE ISSUANCE AND RELEASE OF
Original PLEADINGS OR MOTIONS COURT INITIAL ACTION
Records
SUPPORT PROCESSES
Budget Committee. Concerned Units MIS Offices OHOJ, Moinlenonce and Procurement Planning
Units OAS/ Personnel FMBO. FMO General Services Division Committee. BAC,
Property Divisio n
Division
Externally-provided services
ANNEX "C"
I. OBJECTIVE
II. SCOPE
The client satisfaction survey for this QMS is limited to the activities
conducted during the filing of a case until the issuance of the court's
initial action on the case.
IV. CLIENTS
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: ; VERSION:_Q_; ISSUED BY: _ _ PAG E1S4 OF 198
V. DOCUMENTS REQUIRED
VI. STEPS
2. He shall see to it that the surroundings are clean and free of any
obstruction .
7. For requests for initial action of the court which could not be
immediately produced due to unavailability of records or of the
approving official, the responsible action officer shall inform the
client of the timeline necessary, if it can be ascertained, to prepare
the requested action.
8. Before the client leaves, the responsible officer shall end the
interaction with the appropriate gesture and encourage the client to
accomplish the client Satisfaction Survey Form (CSS Form).
DOCUMENT CODE: JUO-QMS-QM-001 ; EFFECTI VITY DATE: ; VERSION:_Q_; ISSUED BY: _ _ PAGE 155 OF 198
9. The CSS Form shall be collated daily by the responsible action
officer for concerns raised therein by the clients which require
immediate attention. Otherwise, the CSS Form will be evaluated
periodically for purposes of improving the delivery of service of the
Judiciary. The results of the evaluation may be used to recognize
employees who consistently get the highest appreciation from the
clients.
10. The CSS Form shall be kept in the files of the office and will be
disposed pursuant to the period specified in the Records
Disposition Schedule of the court or office.
END OF PROCESS
DOCUMENT CODE: JUD-QMS·OM-001 ; EFFECTIVITY DATE: ; VERSION:_Q_; ISSUED BY: _ _ PAGE 156 OF 198
Doc. Ref. No. SC/CA/SB/CT A/RTC/MeTC -
Effective Date:
COURT SEA L Revision No.: 00
Page No.: 1of1
COURT
OFFICE:
Case Number: I Date: I
Client' s Profile: Name:
Address:
Rel ation to
D Party D Counsel D Authorized Rep resentative (Party/Counsel)
the case:
Purpose of Visit: D Fil e new case D Others (please specify)
D Case follow-up
D Req uest ph otocopy/certified true copy
How would you rate your overall experience w ith our service today?
(Kumusta ang inyong karanasan sa aming serbisyo sa araw na ito?)
C-1 @
\&)
Satisfied Unsatisfied
(Nasiyahan) (Hindi nasiyahan)
D D
Please share w ith us how w e could improve our service :
(Pao no namin mopapabuti ang aming serbisyo ?)
OFFICE:
Case Number: I Date: I
Client's Profile: Name:
Address:
Relation to
D Party D Counsel D Authorized Rep resentative (Party/Counsel)
t he case:
Purpose of Visit : D Fil e new case D Others (please specify)
D Case follow-up
D Req uest phot ocopy/certified t rue copy
How would you rate you r overall exper ience w ith our service today?
(Kumusta ang inyong karanasan sa aming se rbisyo sa araw na ito?)
@ Satisfie d
@
Un satisfied
(Nasiyahan) (Hindi nasiyahan)
D D
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 157 OF 198
ANNEX "D"
Revision No.: 0
CONTROL OF DOCUMENTS
Page No.: 1 of 5
Purpose
The purpose of this procedure is to ensure that all documents needed for the quality
management system are kept up-to-date and are readily available for use by those
who need them.
Scope
This proced ure applies to all internal and external documents identified by the
organization as required by the quality management system.
References
Control of Records
Reference Matrices
2002 Revised Manual of Clerks of Court
Resolution pertaining to Document Control
Definition of Terms
Document
Information and its supporting medium.
~
he only controlled copy of th is document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
rig inal copy of this document is with the OMS Library. The user should secure the latest revision of this
ocument from the OMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-QM S-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 158 OF 198
The Judiciary Doc Ref No.:
Revision No.: 0
CONTROL OF DOCUMENTS
Page No.: 2 of 5
Ref. Reference
Key Activities Responsible
No. Document/ Record
5.1 Create or revise Create a new document Originator
document Revise an existing
document
5.2 Review and Review and approve J Levels of I Rollo Tracking
approve document document approval: System , Logbook,
CM IS
Chief Justice?
En Banc? -
Judiciary-wide
PJ - internal
documents
Clerk of Court
En Banc?
Office/Divisio
n/Section/Unit
Head - for
internal
documents
5.3 Register Assign document code Document Routing Slip
documents Update document Controller Internal Logbook
masterlist (Records Logbook of External
Register external Officer/Clerk Documents
documents of Court?) Document Masterlist
The procedure for control of QMS documents and other documents for Judiciary-
wide use is similar to that for internal documents, except that the QMR reviews and
approves the document instead of the Office/Division/Section/Unit Head.
~he only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
1original copy of this document is with the QMS Library. The user should secure the latest revision of this
!document from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUM ENT CODE: JUD-O M S-QM -001 ; EFFECTIVlll' DATE: · VERS ION:_Q_; ISSUED BY: _ _ PAGE 159 OF 1 98
The Judiciary Doc Ref No.:
Revision No. : 0
CONTROL OF DOCUMENTS
Page No. : 3 of 5
Blank forms and report layouts are subject to this document control procedure as
these are designed, developed, and distributed for use and/or revised. Filled-
out/accomplished forms and completed reports are considered as records and
subject to the Control of Records procedure.
A Routing Slip is attached to the document to trace the review and approval
of the created/ revised document.
Review and approval ensures that the documents are appropriate to the
needs of the organization in general, and the intended use of the document
in particular.
Oriqinator Review
'' ....
Document Aooroval
Policies and Plans SC En Banc SC En Banc SC En Banc
Committees
Offi ces
OMS Manual OMS Core Team OMR SC En Banc
OMS Procedures OMS Core Team OMR SC En Banc
and Judiciary-Wide
Documents
Court-wide Level of Office Head of the Court or Head of the Court or
Documents Committees Office of the Court Office of the Court
Adm inistrator or Court Administrator or
En Banc Court En Banc
Lower Courts
- Nationwide OCA OCA OCA or CJ or SC En
Banc
- Judicial Region OCA OCA OCA
- City and Executive Judge Executive Judge Executive Judge
Municipality
Presiding Judge
- Branch Presidinq Judqe Presiding Judge
Office/Division/Sect Office/Division/ Office Head Office Head
ion/U nit Level Section/Unit Head
Documents
!The only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
1original copy of this document is with the QMS Library. The user should secure the latest revision of th is
k:locument from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-OMS-QM-001 ; EFFECTIVITY DATE: _ _ _; VERSION:_Q_; ISSUED BY: _ _ PAGE 160 OF 198
The Judiciary Doc Ref No.:
Revision No.: 0
CONTROL OF DOCUMENTS
Page No.: 4 of 5
Review and approva l of old reference man uals considers the need for
revisions, to make them current in terms of co ntent and format.
All documented procedures are reviewed every five (5) years or as the
need arises to assess the adequacy, suitability and appropriateness in
response to the continual improvement of the QMS.
Registration of Documents
External documents received electronica lly (e.g. via e-ma il) is printed to
facilitate registration (and subsequent review and distribution). Documents
received by fax and printed initially on fax thermal paper is photocopied
(thermal paper printouts fade in time).
Distribution of Documents
The copy of the external document submitted/ received for reg istration is
considered the master copy, and is retained by the authorized document
controller, per court, until superseded.
~he only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
1original copy of this document is with the QMS Library. The user should secure the latest revision of th is
k:focument from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD·QMS·QM-001 ; EFFECTIVITY DATE: _ _ _ _; VERSION:.Q_; ISSUED BY: _ _ PAGE 161 OF 198
The Judiciary Doc Ref No.:
Revision No.: 0
CONTROL OF DOCUMENTS
Page No.: 5 of 5
Other obsolete controlled copies of documents are striked out and recycled
for use.
Attachment
NAME NAME
Chief, Records Division QMR
Approved by:
NAME
CJ/SC En Banc
he only controlled copy of this document is the online version maintained in the Court's Website. The reader
~
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
riginal copy of this document is with the QMS Library. The user should secure the latest revision of this
ocument from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-QMS·QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 162 OF 198
ANNEX "E"
Purpose
The purpose of this procedure is to ensure that all records generated by the quality
management system are properly retained and are readily available for use by
those who need them.
Scope
References
Control of Documents
National Archives of the Philippines (NAP) Guidelines
Related Court Circu lars and Resolutions
Administrative Order No. 170-2008 (Revised Guidelines ... .)
Administrative Matter 07-3-09-SC (Simplified Guidelines ... ) effective 2015 for 1st
and 2nd Level Courts
Internal Rules
Definition of Terms
Active Records Records that are currently being maintained, used and
controlled. These records are normally kept in desk/
workstation drawers or nearby filing cabinets, shelves or
racks, vau lts, or compactor for easy access and retrieval.
Inactive Records Records that are very rarely or no longer referred to , and
which must be transferred to another place (Storage
Room, Archives Section, Warehouse and Office of the
lrhe only controlled copy of this document is the online version maintained in the Court's Website. The
reader must ensure that this or any other copy of a controlled document is current and complete prior to use.
jThe original copy of this document is with the QMS Library. The user should secure the latest revision of this
!document from the OMS Library. Thi s document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE : JUD·OMS·QM-001 ; EFFECTIVITY DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 163 OF 198
The Judiciary Doc Ref No.:
Procedure Details
Reference
Ref.
Key Activities Responsible Document/
No.
Record
5.1 Collect and identify Collect records Records Offi cer NIA
records Ensure Process Owner
id entification of
records
Establish a filing
system
5.2 Store and protect Store properly Records Officer N/A
records through : Protect records Process Owner
appropriately
SC/CTA/LC/SB/CA
- storage
area/space or filing
cabinets
Library - climate-
controlled
5.3 Retrieve and Update Inventory Office of Actual
maintain active (per office i.e. Administrative Inventory
records annual/ Services Report or
semestral/ Record
monthly case, Reco rd s Officer Logbooks
rollo, picture, Index cards
rrhe only controlled copy of this document is th e online version maintained in the Court's Website. The
reader must ensure that this or any other copy of a controlled document is current and complete prior to use.
h°he original copy of this document is with th e QMS Library. The user should secure the latest revision of this
!document from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-QM S-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 164 OF 198
The Judiciary Doc Ref No.:
Title of Record
Date(s)
Barcode
Document Number
Name of signatory/ies
Records are collected upon availability from their source, for appropriate filing
by the authorized personnel (document/records officer, controller,
custodian, or archives officer) or concerned Process Owner per Court.
I Court I Practice I
~he only control led copy of this document is the online version maintained in the Court's Website. The
reader must ensure that this or any other copy of a controlled document is current and complete prior to use.
frhe original copy of this document is with the QMS Library. The user should secure the latest revision of this
bocument from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUM ENT CODE: JU D-QMS-OM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 165 OF 198
The Judiciary Doc Ref No.:
All records are signed by authorized personnel. The reviewer ensu res that
said records are legible and contain sufficient information as basis for
its endorsement or approval. Hence, records without the signature of
approving authorities except e-copies are considered "unofficia l".
~
he only controlled copy of this document is the online version maintained in the Court's Website. The
eader must ensure that this or any other copy of a controlled document is current and comp lete prior to use.
he original copy of this document is with the QMS Library. The user should secure the latest revision of this
ocument from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-OMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 166 O F 1 98
The Judiciary Doc Ref No .:
Quality Management System Effective Date:
Revision No.: 0
CONTROL OF RECORDS
Page No.: 5 of 5
Attachment
NAME NAME
Chief, Records Division OMS Leader
Approved by:
NAME
Position
~
he only controlled copy of this document is the on line version maintained in the Court's Website. The
eader must ensure that this or any other copy of a controlled document is current and complete prior to use.
he original copy of this document is with the QMS Library. The user should secure the latest revision of this
ocument from the QMS Library. This document is UNCONTROLLED when downloaded and printed .
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAG E 167 OF 198
ANNEX "F"
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 168 OF 198
Budget
Ann ual Procu rem ent Pl an
RA 9184 and Its Re vised IRR
Terms of Reference
Contract
Dai ly Time Record
Pest Control Services
Accomplishm ent Reports
Acceptance
DOH Rules
Bil ling Statements
COA Ru les and Regu lations
Perfo rmance Review Assessm ents
Budget
Annua l Procurement Plan
RA 9184 and It s Revised IRR
Aircon M aintenance Services Terms of Refe rence
Contract/ Purchase Order
Acceptance
COA Rules and Regu lations
Budget
Annua l Procu rement Plan
RA 9184 and Its Revised IRR
Technical Specifica t ions
Contract/Me moran dum of Understa nding
Commu nication Networks
Acceptance
COA Ru les and Regu lations
Billing st atements
COA Ru les and Regul at ions
Pe rfo rmance Review Assessm ents
Budget
Annua l Procurement Plan
RA 9184 and Its Revised IRR
Terms of Reference
Photocopying Services
Contract
Acceptance
COA Rules and Regu lat ions
Performa nce Review Assessment s
RA 9184 and It s Re vised IRR
Contract
Purchase Order
Delivery rec eipt s
CCTV System/ Internet Service Providers Annu al Procu rement Pl an
Genera l Appropriat ions Act
COA Ru les and Regu lations
Billing st at em ents
IAS (SB)
Contractual Services
Con sultants RA 9184 and Its Revised IRR
Lawyers Contract
Executive Assist ants Annual Procurement Plan
Court Aide General Appropriation s Act
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: _ _ _ _ ; VERSION:_Q_; ISSUED BY: _ _ PAGE 169 OF 198
Disposal Team ~ COA Rules and Regulations
Drivers CSC-DBM-COA Joint Circu lar Gu idelin es
>. Daily Time Record (if required)
Accomplishment Reports
RA 9184 and Its Revised IRR
Compre hensive Hea lthcare Package Contract
COA Ru les and Regul atio ns
RA 9184 and Its Revised IRR
Cat ering Services
Purchase Order
RA 9184 and Its Revised IRR
Events-related Services
Purchase Order
Annual Procurement Plan
RA 9184 and It s Revised IRR
Contract
Util it ies Providers
General Appropriations Act
COA Ru les and Regulations
Bi lling Statement
Annual Procurem ent Plan
RA 9184 and Its Revised IRR
Co nt ract
Drinking Wate r Supp li er
General Appropriations Act
COA Ru les and Regu lations
Performance Review Assessments
DOCUM ENT CODE: JUD-QMS-QM -001 ; EFFECTIVITY DATE: · VERSI ON:.Q_; ISSUED BY: _ _ PAGE 170 OF 198
Annual Procurement Plan
RA 9184 and Its Revised IRR
Aircon Maintenance
Te rms of Reference
Contract
Annua l Procu rement Plan
RA 9184 and Its Revised IRR
Contract
Purchase Order
Office Eq uipment (e.g., IT eq ui pment, airco n)
De livery Receipts
Genera l Appropriations Act
COA Rules and Regulation s
Billing statements
Annua l Procurement Plan
RA 9184 and Its Revised IRR
Terms of Reference
IT Equ ipment Ma intena nce (under warranty)
Contract
Warranty
Computer Parts Replacement Test Report
Annua l Procu rement Plan
RA 9184 and Its Revised IRR
Software (e .g., Anti-vi r us, Lex Libris)
Terms of Reference
Contract
RA 9184 and Its Revised IRR
Computer-aided Tra nscript Machines
Contract
RA 9184 and Its Revised IRR
Ter ms of Reference
Contract
Warehousing Services
Acceptance
Annua l Procurement Plan
Budget
Budget
Annua l Procurement Pla n
Detai led Architectural and Enginee ring Design
RA 9184 and Its Revised IRR
Office Renovation
Terms of Reference
Contract/Job Order
Acceptance
COA Ru les
RA 9184 and Its Revised IRR
Terms of Reference
Lease of Photocopying Machi nes Contract
Da ily Report of Use
Annual Procurement Plan
RA 9184 and Its Revised IRR
Water Station Operation and Ma intenance
Contract
Services
COA Rules
DENR Ru les
Water and Waste Water Quality Monitoring LLDA Ru les
COA Ru les
Generator Set RA 9184 and Its Revised IRR
Terms of Reference
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:..Q_; ISSUED BY: _ _ PAGE 171 OF 198
Cont ract
Purchase Order
Delivery Receipt s
Annu al Procure ment Plan
Ge neral Appro priatio ns Act
COA Ru les and Regu lat ions
DENR Ru les
Bill ing st at ement s
RA 9184 and Its Revised IRR
Contract
Hiring of M oto r Ve hicl es (in re lation to special
Annual Procu rem ent Plan
events)
Gene ral Appro priations Act
COA Rules and Regu lations
RA 9184 and Its Revised IRR
Contract
Venue Renta l, including sound systems and the
Annual Procurement Plan
like (in re latio n to special eve nts)
General Appropriations Act
COA Rules and Regulat ions
PROCESS CONTROLS
Terms of Ref erence
Cu stome r Feedbac k thru Consultants Contract
Submission of Reports
Term of Reference
RA 9184 and It s Revised IRR
Training Eva luatio n
Contract/ Letter-Agreement/ Memorandum of
. Agreement
Training
Training Design
DBM Circul ar on Honoraria
Annua l Procurement Plan
Ge neral Appropriatio ns Act
COA Ru les and Regu lations
SC Circulars
Annu al Procurement Plan
General Appro p riatio ns Act
Study Courses Abroa d SC Approva l of Study
Office Order
COA Rules and Regu latio ns
Travel Auth ority
PROPERTY CONTROLS
Annual Procurement Plan
RA 9184 and its Revised IRR
Lease of Rea l Property
Cost-be nefit analysis
Co ntract
DOCUMENT CODE: JVD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:J!..; ISSUED BY: _ _ PAGE 172 OF 198
ANNEX "G"
Purpose
The purpose of this procedure is to ensure that products and services that do
not conform to the requirements are controlled to prevent their unintended use
or delivery, or if delivered, to ensure that appropriate remed ies are effectively
taken.
Scope
References
Definition of Terms
tThe only controlled copy of this document is the online version maintained in the Court's Website. The
!reader must ensure that this or any other copy of a controlled document is cu rrent and complete prior to
,use. The original copy of this document is with the QMS Library. The user should secure the latest
revision of this document from the QMS Library. This document is UNCONTROLLED when downloaded
land printed.
DOCUMENT CODE: JUD-QMS- QM-001 ; EFFECTIV!ll' DATE: · VERSION:.Q_; ISSUED BY: _ _ PAGE 173 OF 198
The Judiciary Doc Ref No.:
Procedure Details
Reference
Ref.
Key Activities Responsible Document/
No.
Record
5.1 Identify Detect Process Owner Applicable
nonconforming nonconforming Issuance or
product/service prod uct/seNice Procedure
Receive citizen
feedback on NC
product/seNice
5.2 Determine and Isolate NC product, Process Owner Applicable
apply final and/or temporaril y Issuance or
disposition stop Procedure,
/correction process/service Control of
delivery, following Nonconformity
the control of NC Matrix
matrix
Provide initial
response to client
~he only controlled copy of th is document is the online version maintained in the Court's Website. The
reader must ensure that this or any other copy of a controlled document is current and complete prior to
use. The original copy of this document is with the QMS Library. The user should secure the latest
'revision of this document from the QMS Library. This document is UNCONTROLLED when downloaded
land printed.
DOCUMENT CODE: JUD-QMS-OM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 174 OF 198
The Judicia ry Doc Ref No.:
feedback, as
needed
Review the
nonconforming
product/service
situation and
approve final
disposition Service/ Office
Obtain product Head
concession, correct
NC product, scrap
product, or restart
service delivery
following the control
of NC matrix
Provide final response
to client feedback,
as needed
The possible nonconformities may occur in the following areas, but not limited to :
b. Core Processes
~
he only controlled copy of this document is the online version maintained in the Court's Website. The
eader must ensure that this or any other copy of a controlled document is current and complete prior to
use. The original copy of this document is with the QMS Library. The user shou ld secure the latest
1
revision of th is document from the QMS Library. This document is UNCONTROLLED when downloaded
land printed.
DOCUMENT CODE: JUD·OMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q; ISSUED BY: _ _ PAGE 175 OF 198
Th e Judiciary Doc Ref No.:
Final disposition is meant to correct the problem so that the product/service is made
to conform to requirements, or if it cannot be made to conform, is prevented from
unintended use or delivery.
The Control of Nonconformity Matrix outlines the initial specific actions which need to
be taken and by whom. Actions may include the following:
Final disposition is recorded through the Incident Report to provide traceability and
evidence of actions taken and data may be used for analysis and continual
improvement of the process.
he only control led copy of this document is the on line version maintained in the Cou rt's Website. The
reader must ensure that this or any other copy of a controlled document is current and complete prior to
use. The original copy of this document is with the QMS Library. The user should secure the latest
revision of this document from the QMS Library. This document is UNCONTROLLED when downloaded
and printed. 191 of 213
DOCUMENT CODE : JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 176 OF 198
The Judiciary Doc Ref No.:
Attachment
NAME NAME
Operations Head OMS Leader
Approved by:
NAME
Position
~
he only controlled copy of this document is the online version maintained in the Court's Website. The
eader must ensure that this or any other copy of a controlled document is current and complete prior to
se. The original copy of this document is with the OMS Library. The user should secure the latest
evision of this document from the OMS Library. This document is UNCONTROLLED when downloaded
and printed .
DOCU M ENT CODE: JUD-QM S-QM -001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 177 OF 198
ANNEX "H"
Process: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
(One matrix for each process in operations, support and management)
NAME NAME
Concerned Head QMS Leader
Approved by:
NAME
Position
DOCUMENT CODE: JUD-QM S-QM-001 ; EFFECTIVITY DATE:--~· VERSION:..Q_; ISSUED BY: _ _ PAGE 178 OF 198
ANNEX "I"
Revision No.: 0
CORRECTIVE ACTION
Page No.: 1 of 4
Purpose
Scope
References
Definition of Terms
Procedure Details
Reference
Ref.
Key Activities Responsible Document/
No.
Record
5.1 Review detected and Receive and review Process Req uest for
potential the Request for Owner Action (RFA)
nonconformity Action
Identify concerned
staff who will be
involved in
corrective action
~
he only controlled copy of this document is the online version maintained in the Court's Website. The
eader must ensure that this or any other copy of a controlled document is current and complete prior to use.
he original copy of th is document is with the QMS Library. The user should secure the latest revision of this
ocument from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-QM S-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 179 OF 198
The Doc Ref No.:
Revision No .: 0
CORRECTIVE ACTION
Page No.: 2 of 4
actions
Implement corrective
actions
5.5 Review corrective Review the Management RFA,
action taken implementation QMR Corrective
status and Action Status
evaluate the Report
effectiveness of
corrective actions
Reviewing Nonconformity
!The only controlled copy of thi s document is the online version mainta ined in the Court's Webs ite. The
reader must ensure that this or any other copy of a controlled document is current and complete prior to use.
!The original copy of this document is with the QMS Library. The user should secure the latest revision of this
[document from the QMS Library. This document is UNCONTROLLED whe n downloaded and printed.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: ; VERSION:_Q_; ISSUED BY: _ _ PAGE 180 OF 198
The Doc Ref No.:
Where several root causes are identified, they are prioritized relative to
their contribution to the nonconformity
The PQR Committee reviews the root causes and corrective action
plans documented in the RFA. The Committee also monitors the
implementation of the action plans.
Attachment
The only co ntrolled copy of this document is the online vers ion maintained in the Court's Website. The
reader must ensure that this or any other copy of a controlled document is current and complete prior to use.
!The original co py of this document is with the QMS Library. The user should secu re the latest revision of this
!document from the QMS Library. This document is UNCONTROLLED when down loaded and printed.
DOCUMENT CODE: JUD-QMS- QM-001 ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAG E 181OF198
The Doc Ref No.:
NAME NAME
Head , Internal Audit Service OMS Leader
Approved by:
NAME
Position
~
he only co ntrol led copy of this document is the online vers ion maintained in the Court's Website. The
eader must ensure that this or any other copy of a controlled document is current and complete prior to use.
he original copy of th is document is with the QMS Library. The user should secure the latest revision of this
acumen! from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUM ENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 182 OF 198
ANNEX "J"
~· ~i·:·i:::·~ -·. ~:i.t ~ S'e ct ion 1 - Details bf Nonconformitv (To .be1 accomplished byl!he Auditor/ Initiator) ·"'
. -- I. I
Date: RFA Number:
References: (manuals, procedures.
policies, ISO clauses, etc.) Noncon for mity {Non-fulfillment of
Auditor/ requirement)
Initiator : Observation (Does not sig nify failure in
Signature over Printed Name
the system but maybe en hanced)
Details: (As a result of) Office:
Acknowledged by:
H~.: ..• ~ Section 2 - Necessary Action(s) (To be· accomplished :by the AUditee/ Process Owner) . - -~
Rev. 0
DOCUMENT CODE: JUD-QMS-QM -001 ; EFFECTIVITY DATE: · VERSION:.Q.; ISSUED BY: _ _ PAGE 183 OF 198
CORRECTIVE ACTION STATUS REPORT
(Year )
DOCUMENT CODE: JUO-QMS-QM -001 ; EFFECTIVITY DATE: ; VERSION:_Q_; ISSUED BY: _ _ PAGE 184 OF 198
ANNEX "K"
The JUDICIARY Doc Ref No.:
Revision No.: 0
INTERNAL QUALITY AUDIT
Page No.: 1 of 14
1.0 Purpose
This document describes the procedure and resource requirements for the objective
evaluation of the effectiveness of the established quality management system of the
Judiciary. It defines the system for the planning , preparation , execution, follow-u p, and
reporting of PQR activities in determining if the Quality Management System (QMS)
conforms to the planned arrangements, to the requirements of ISO 9001, and to the
established QMS; and if the OMS is effectively implemented and maintained.
2.0 Scope
The procedure applies to the Judiciary that includes the processing of initiatory pleadings.
3.0 References
Audit Team Composed of more than one auditor who are assigned to
conduct an audit in a particular office and prepare
necessary report of findings; Led by an Aud it Team Leader
!The only controlled copy of this document is the online version maintained in t he Court's Website. The reader
must ensure that thi s or any other copy of a controlled document is cu rrent and complete prior to use. The
original copy of this document is with th e QMS Library. Th e user should secu re the latest revision of this
!document from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-OM S-OM -001 ; EFFECTIVITY DATE: ; VERSION :_Q_; ISSUED BY: _ _ PAGE 185 OF 198
----------------------------- --- - - - . - --
The J UDICIARY Doc Ref No.:
Revision No.: 0
INTERNAL QUALITY AUDIT
Page No.: 2 of1 4
Audit Itinerary Set of one or more audits planned for a specific timeframe,
directed towards a specific purpose
Request for Action A tool/form used to record the audit findings and the
(RFA) corresponding root cause ana lysis and appropriate actions
!The only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and comp lete prior to use. The
original copy of this document is with the QMS Library. The user should secure the latest revision of th is
!document from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:JL; ISSUED BY: _ _ PAGE 186 OF198
The JUDICIARY Doc Ref No.:
Revision No.: 0
INTERNAL QUALITY AUDIT
Page No.: 3 of 14
taken to address it
5.0 Procedure
·~
!~·
5.1 Select and 1 · Refer to the required I QMR Auditor Train ing
manage audit skills and knowledge Certificates
team
• Enhance the Auditors' Pool of Aud itors
competence
5.2 I Plan for the / • Prepare the Audit Plan I QMR I Audit Pla n
PQR
• Initiate the conduct of I PQR Team I Audit itinerary
the unplanned audit
List of Internal
• Disseminate the Audit I I Quality Auditors
Plan
5.3 I Prepare for J • Review the applicable I PQR Team I Audit Checklist
the PQR documents
The only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
original copy of this document is with the QMS Library. The user should secure the latest revision of this
document from the OMS Library. This document is UNCONTROLLED when downloaded and printed.
'
DOCUMENT CODE: JUD-OMS-OM-001 ; EFFECTIVITY DATE: ; VERSION:.Q_; ISSUED BY: _ _ PAGE 187 OF 198
The JUDICIARY Doc Ref No.:
the only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is cu rrent and comp lete prior to use. The
original copy of this document is with the QMS Library. The user should secure the latest revision of th is
document
! from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:_Q_; ISSUED BY: _ _ PAGE 188 OF 198
The JUDICIARY Doc Ref No.:
Revision No.: 0
INTERNAL QUALITY AUDIT
Page No.: 5of14
5.1.1 Acceptance of candidate auditors into the auditor pool and selection of
auditors for specific assignments consider the following audit competencies:
c. Auditing skills
a. Feedback from the PQR team leader, other auditors and the auditee
b. The quality of audit checklists and audit reports
5.2.1 The Audit Plan for the 12-month period is prepared by the QMR before the
start of a ca lendar year. Each QMS process is audited at least once a year.
~he only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. Th e
origin al copy of this document is with the OMS Library. The user shou ld secure the latest revis ion of this
!document from the OMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCUMENT CODE: JUD-QMS-QM-001 ; EFFECTIVl1Y DATE: ; VERSION:_Q_; ISSUED BY: _ _ PAGE 189 OF198
The JUDICIARY Doc Ref No.:
Revision No.: 0
INTERNAL QUALITY AUDIT
Page No.: 6 of 14
5.2.3 Whenever necessary, unplanned PQR may be initiated by the QMR based on,
but not limited to the following :
5.2.4 Copies of the Audit Plan are disseminated to all concerned Offices/Divisions
through a memorandum from the QMR.
5.2.5 The Audit Itinerary is communicated through a memorandum from the QMR to
all concerned offices at least a week prior to the activity. The communication
includes the following:
a. purpose
b. PQR scope
c. Offices to be audited and auditee
5.3. 1 The Audit Team reviews applicable documents such as the OMS Manual,
Procedures, Guidelines, Office Orders, Memorandum Orders, Special Orders
and applicable statutory and regulatory laws.
5.3.2 Audit Checklists are developed based on the audit scope, objectives, and
document review.
!The only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
original copy of this document is with the OMS Library. The user should secure the latest revision of this
!document from the OMS Library. This document is UNCONTROLLED when downloaded and printed.
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5.4.1 The Team Leader starts with an opening meeting to reconfirm audit schedule,
audit objective, and audit participants.
5.4.2 The Audit Team gathers data by interviewing personnel, reviewing documents,
observing processes, and verifying records.
5.4.2 The Audit Team records facts as evidence of the audit and evaluates the same
to determine the objective evidence of the audit findings.
5.4.4 If and when the auditee has unresolved issues with an audit finding, he/she
may contest such before or during the closing meeting.
5.4.5 If not resolved at this level, the issue may be raised to the QMR.
5.4.5 A closing meeting is conducted wherein audit findings are presented to the
audited office.
5.5.1 Audit findings are documented on the Request for Action (RFA) form and Audit
Summary Report.
5.5.2 Control Numbers are assigned to the RFA for monitoring purposes. These are
recorded in the RFA logbook maintained by the PQ R Team.
!The only contro lled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a contro lled document is current and comp lete prior to use. The
original copy of this document is with the OMS Library. The user should secu re the latest revision of this
!document from the OMS Library. This document is UNCONTROLLED when downloaded and printed.
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5.5.3 The RFA with the Audit Summary Report are issued to the auditee within ten
(10) working days after the closing meeting. The auditee acknowledges and
signs the RFA.
5.5.5 The auditee with the office/division head determines and implements
appropriate corrective action in accordance to Control of Corrective and
Preventive Action procedures. The auditee returns the accomplished RFA to
the PQR Team .
5.6.1 The auditors verify the implementation of the actions taken specified in the
accomplished RFA. The resu lts of such verification are monitored as per
Corrective and Preventive Action procedure.
5.6.3 The office/division head ensures that root cause analysis is conducted and
monitored in accordance with the Corrective Action Procedure. The
office/division head also ensures effectiveness of actions taken.
6.0 Attachments
The only controlled copy of this document is the online version maintained in the Court's Website. The reader
!,must ensure that this or any other copy of a controlled document is current and complete prior to use. The
original copy of this document is with the QMS Library. The user shou ld secure the latest revision of this
!document from the QMS Library. This document is UNCONTROLLED when down loaded and printed.
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NAME NAME
Approved by:
NAME
Position
!Th e only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The.
original copy of this document is with the QMS Library. The user should secure the latest revision of this
document from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DOCU MENT CODE: JUD-QMS-QM-001 ; EFFECTIVITY DATE: · VERSION:..Q..; ISSUED BY: _ _ PAGE 193 OF 198
AUDIT PLAN
(Year )
Scope
Objectives
'
AUDIT SCHEDULE -
- '
Audit Month
Office Process Audit Team
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
!The only controlled copy of this document is the online version maintained in the Court's Website. The reader must ensure that this or any other copy of a controlled document
is current and complete prior to use. The original copy of this document is with the QMS Library. The user should secure the latest revision of this document from the QMS
Library. This document is UNCONTROLLED when downloaded and printed.
AUDIT PLAN
(Year_ _ _ __
Page_of _ Rev.O
!The only controlled copy of this document is the online version maintained in the Court's Website. The reader must ensure that this or any other copy of a controlled document
is current and complete prior to use. The original copy of this document is with the OMS Library. The user should secure the latest revision of this document from the QMS
Library. This document is UNCONTROLLED when downloaded and printed.
AUDIT ITINERARY
(Year )
Criteria
Scope
Objectives
Audit Team
Team Leader
Members
Audit Activities
QMR
Rev. 0
!The only controlled copy of this document is the online version maintained in the Court's Website. Th e reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
!original copy of this document is with th e QMS Library. The user should secure the latest revision of this
document from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
DBM-QP-03-Form2 Rev. 0
AUDIT CHECKLIST
Source Document(s):
Process: Office/s:
Rev. 0
!The only controlled copy of this document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is cu rrent and comp lete prior to use. The
original copy of this document is with the QMS Library. The user should secure the latest revision of thi s
!document from the QMS Library. This document is UNCONTROLLED when downloaded and printed.
AUDIT SUMMARY REPORT
Date:
Purpose:
Criteria Evidence
Commendable Findings (Note down exemplary practices, activities, methodologies, etc. which
demonstrate significant innovations that go beyond the requirements/expectations.)
Opportunities For Improvement (Note down observed situations where the results achieved are
perhaps not optimal, less than well-organized or over complicated that, based on the auditor's
judgment and experience, necessitate improvement.)
Rev. 0
The only controlled copy of thi s document is the online version maintained in the Court's Website. The reader
must ensure that this or any other copy of a controlled document is current and complete prior to use. The
original copy of this document is with the QMS Library. The user should secure the latest revision of this
document from the QMS Library. This document is UNCONTROLLED when downloaded and printed .