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OFFICE SYSTEM

PUAD 3063

MAMANAGEMEN
T
IN TNE GOVERNMENT
OFFICE AND SYSTEMS
MANAGEMENT.
The management of a
government office, with
emphasis on
Personnel selection
Office business process
Effective communication
records and property
management
systems improvement
modern office equipment, and
the
design and implementation of a
management information
system
CONCEPT OF GOVERNMENT
The government of the Republic of the Philippines

Government it is the agency or instrumentality through


which the will of the state is formulated, expressed, and
realized.
Functions of Government
1. Constituent are those which constitute the bond of
society, and are therefore compulsory in nature.
ex. keeping of order & providing for the protection of
persons & property, fixing of legal relationship of man &
wife /parents & children,
2. Ministrant are those undertaken by way of
advancing the general interests of society, and are
therefore,optional
The role of the Central Personnel Agency
(Civil Service Commission) in promoting
meritocracy and professionalism (see Article IX, 1987 Const.)

The Civil Service


the general term applied to the men
and women employed in the
government to carry out public
service in all its branches,
subdivisions, and instrumentalities.
This encompasses the Executive, Legislative, and Judicial
DEFINITION OF TERMS

Career Service - the entrance of


employee is based on merit and
fitness, determined by the competitive
examinations or on highly technical
qualifications.
Employees under this category enjoy:
opportunities for advancement to higher
career positions and
Non-career Service - the entrance of
employees is based on factors other than
the usual test of merit and fitness utilized
for the career service.
tenure is limited to a period
specified by law,
or is coterminous with that of the
appointing authority
or is subject to his pleasure,

First Level -clerical, trades, crafts and


custodial service positions.
Second Level - Professional, technical and
scientific positions.
Third Level - positions in the Career
Executive Service (CES).
Non-Executive Career career positions
excluded from the CES with salary Grade 25
above (e.g. Scientist, professional, Foreign
Services Officers,
Constitutional Provisions on the
Civil Service
1. The Civil Service embraces all branches,
subdivisions, intrumentalities, & agencies of the
government, including government-owned &
controlled corporation with original charters.

2. Appointments in the Civil Service shall be made


only according to
merit and fitness.
Policy-determining
Primarily confidential by
Except to positions which are:
competitive examination
Highly technical
3. No officer or employee of the CS shall be
removed or suspended except for cause
provided by law.

4. No officer or employee of the CS shall


engage directly or indirectly in any
electioneering or partisan political
campaign.
5. The right to self- organization shall not be
denied to government employees.
6. Temporary employees of the government
7. No candidate who has lost in any
election shall within one (1) year after such
election be appointed in the govt. or any GOC
corporations or in any of their subsidiaries.
8. No elective official shall be eligible for
appointment in any capacity to any public office
or position during his tenure.
9. No elective or appointive public officer or
employee shall receive additional, double
compensation unless specifically
authorized by law, nor accept without the
MANAGEMENT
it is a process by which responsible
persons in an organization get things
done through the efforts of other
persons in group activities.

It is a distinct process performed to


determine & accomplish stated
objectives by the use of human being
& other resources. (George R. Terrry)
MANAGEMENT IS A SCIENCE
Because it has an organized body
of knowledge which is based on facts
& certain universal truth.

MANAGEMENT IS AN ART
Because certain skills essential for
good management are unique to
individuals (act on instinct). It is
concerned with the application of
knowledge & skills.
FUNCTIONS OF MANAGEMENT
1.Planning forecasting, drawing policies,
budgeting
2.Organizing- work, people, relationships,
environment
3.Staffing - filling individuals to specific job
4.Directing Guiding and Leading
5.Controlling Fixing standards, measurement of
actual performance

OFFICE MANAGEMENT
It is the process of Planning, Organizing, Staffing,
Directing & Controlling office activities, and those
14 Universal Principles of Management
regardless of the specialized area (by
Henri Fayol)
1.Division of labor
2. Authority
3. Discipline
4. Unity of command
5. Unity of direction
6. Subordination of the individual interest to the
general interest
7. Remuneration
8. Centralization-
9. Scalar chain (line of authority)
10. Order
11. Equity
12. Stability of tenure of personnel
13. Initiative
Human Resource Management
Recruitment
Office and selection of personne l
Promotions are also guided by a set of
qualification standards and a system of Ranking.
done through proper screening
and based on the Qualification standards
as set forth for civil services employees.
(This is as far as career and permanent positions
are concerned).
The HRMO set up plans for a
continuing program of upgrading the
values, skills and attitudes of its
personnel geared towards better
governance and efficient and effective
service delivery.
Degree of Qualification is determined
by the appointing officer with the assistance of
the Selection Board of the agency on the basis of
the qualification standards for the particular
positions.

Qualification Standard consist of the


minimum requirements for a class of positon
in terms of
Education
training
experience
civil service eligibility
physical fitness and other qualities
JOB ANALYSIS
deals with facts about jobs and what
is required for competent
performance (Describing duties and
responsibilities)

JOB DESCRIPTION
Point out the qualifications required
of an employee on the particular job.
Recruitment and selection in government
service
Human Resource Recruitment
Any practice or activity carried on by the organization with the
primary purpose of identifying and attracting potential
employees.

Recruitment activities are designed to


affect:
the number of people who apply for
vacancies;
the type of people who apply for
Recruitment Sources
Internal recruiting opportunity for advancement; faster,
cheaper,
Externalmore certainty new ideas and approaches
recruiting
Direct applicants and referrals self selection, low
cost Newspaper advertising large volume, low
quality recruits
Electronic recruiting (e-recruiting) the Internet
Public and Private employment agencies
headhunters, can be expensive (job fairs)
Colleges and Universities campus placement
services
Government Recruitment
Civil Service Commission
central personnel agency

Government agencies,
LGUs if accredited by CSC,
can do the hiring process and
issue appointments subject
to approval/disapproval by
CSC
Recruitment and Selection -Government Service
Open to all qualified citizens
Based on merit and fitness Eligibility either thru CSC or
other government examinations; or granted by special laws
and/or CSC resolutions
Internal hiring thru promotion, transfer, reinstatement,
reemployment, detail, or reassignment is encouraged

Qualification standards
were established for each position/salary grade in terms
of education, training and experience, civil service
eligibility, physical fitness, and other qualities required
for successful performance.
Request for filling up of the position -
Department/SectionUnit head

Publication newspaper of general circulation;

Posting bulletin board

Submission of documentary

requirements
Initial interview and verification of
qualification/fitness to the position applied for
Interview by the members of Personnel
Selection Board
Deliberation by the PSB (Personnel Selection Board)

Submission of the Recommendation of the PSB to


the AppointingAuthority
Issuance of the Appointment if not department head
position; if department head, confirmation by the SP is
needed.

Approval of the appointment by the CSC


THE CHALLENGES OF OFFICE
MANAGEMENT
1.Careful analysis and involvement of remedial
actions
2.Preparation for the electronic function or
electronic office
3.Extent of specialization in individual office jobs.
4.Reduction in the amount of unnecessary paper
work performed.
5.Development of better means of motivating
employees
6.Greater delegation of authority by the office
manager
Records management In government
Have a better understanding of the importance of
Records Management
The basics of what to keep, what to discard, and when to
do so, and how to handle the records you keep, and
records to be created in the future.
Proper arrangement of materials
Files Management Records retention
Ideal storage condition
Safeguard vital information (Preserve organizational
memory)
Reduce operating costs
What is records management? the efficient and
systematic control of the creation, receipt,distribution,
use, maintenance, storage, and disposal of records.

Why do we need a system for managing records?


How many people in your office regularly make use of
records?
Is your office clogged up with piles of paper? As a rule,
can you find a document generated in less than five minutes?
What would happen in the event of a
fire or flood on your premises?
Does your office have an off-site
storage of important records? Does
your office have a back-up system for
computer- based records?
Goals of a Records Management Program

Create only necessary records for efficient and


successful operation of the office/institution.

Produce the records when needed.

Retain/preserve only records needed for continued


operation of the office/ institution,

Dispose what is not needed.


Ingredients for an effective records
management
Files plan which indicates what,
where, and how it is organized.
Retention schedule which indicates
how long to keep the records and what
to do with them once the retention
period has expired.
Security access schedule - which
indicates who has access to what
records and conditions of access Staff
involvement .
Records Management today has to link
the past with the present and preserve
What is a record?
Any information created, received and maintained as
EVIDENCE and INFORMATION by an organization in
pursuance of its legal obligations or business
transactions. Its not just paper anymore.
electronic records, floppy disks, CDs, tapes, DVDs
may contain records of importance, and if not
well preserved may be unreadable,
inaccessible and gone. A record is
a record, regardless of format!
Typical records Information pertaining to advisory boards, councils
and committees Meeting materials Program, policy, and procedure
development documentation Program area activity, production and
employee reports and files Project files Business-related memos or
correspondence Open records requests and responses Reports to
senior management Calendars, schedules and logs of daily activities
Non-records If content is: of a transitory nature social, meeting or
announcement type of notices information only requiring no action
personal messages and chit-chat
Examples of Non-records Personal information not related to
business Reference material Duplicate / multiple copies General
announcements Drafts /working papers without substantive
comments/rough notes, calculations, etc. THEN GET RID OF IT!
Types of record value -
Informational Value end date dependent on subject
being described (e.g. period of performance evaluation
report vs. details of 10-year strategic development plan)
Evidentiary Value end date dependent on the activity
being documented (e.g. travel expenses vs. policy
decisions)

Dont agonize! Organize. Knowing


where and
what your documents are, is just as
important as
where your file cabinets are and what is
Principles in arrangement (Principle of Original order)
,
referring to original order of arrangement Emphasis was on establishing
the authenticity and integrity of the record as evidence. records are to
be maintained in records/archives repositories in the same scheme of
order and with the same designations they received in the course of the
business of their office of origin and primary use.
Levels of arrangement Subordinate administrative unit under the record
group Record group Sub-group, Series. Sub-series Basic unit which
refers to a set of documents resulting from the same Item File function
or activity, or having a common form or relationship arising item from
their creation, receipt or use

Codification (numeric, alphabetical, alpha- subject


decimal numeric) Employment, recruitment,
FILING
Common filing problems (inability to locate the required
document quickly due to disorderly filing) related
records
are filed under different categories the retrieval rate is poor
missing and misplaced documents mean too much time
spent
looking for files.

(incomplete files and backlogs of unfiled records


exist)
filing cabinets are jammed with inconsistent bulging
CRITERIA of a good filing system
Simplicity
Flexibility
Expansibility
Adaptability Filing methods (numerical
alphabetic )functional
Geographic
chronologic
When to create new files
a new function, subject, activity or project is commenced
or
an existing subject, activity or project is further developed
and
needs to be split across several files

an existing file becomes too large and a new part is


required

no existing file is appropriate for the document(s)


Reminders Explore your options, and adapt to best serve
your office needs and use Keep it as simple as possible Take time
to fully develop file structures using what is already familiar. Have
patience, and be sure to take time to train and educate file creators
and users. Ideal storage conditions : climate and humidity controlled
environment in acid-free boxes, file folders, cartons and manuscript
boxes
Files Equipment made of steel compact and space-
efficient
allowance for easy extraction & replacement of files
proximity to Records retention
Records Retention Also known as Should it stay, or
should it go?

What is a Retention Schedule? An approved legal document that


specifies minimum retention periods for a record series and gives
agencies ongoing disposition authority after approved retention periods
are met. Retention scheduling determining the length of time that the
records should remain in the originating office usually influenced by
such factors as their administrative values to the creator as a general
rule, records are to remain in the originating office as long as they are
active records that are inactive but still of value should remain in a
storage facility; while records with no archival value should be
disposed of records with archival values should be transferred to the
archives
First step : analyze the records of the organization to determine
what series or categories of materials exist (e.g. correspondence,
administrative files, project files, personnel records, etc.)
Second step : determine whether various categories of materials
have intrinsic, evidentiary, or informational value
Third step : if documents are evidentiary or informational in nature,
determine if their value has a logical end date.
Fourth : if value is time restricted, determine what the end dates of
the value are and schedule destruction of records on or after that
date.
Fifth : If value is enduring, determine whether records are needed
for operation of organization; if so, keep on site. If not, identify and
prepare to be sent to an archive facility.
Records Disposal
Shredding is the preferred method for destruction of records. A
completed Certificate of Disposal is required for any disposal
-destruction or transfer. Certificates of Disposal demonstrate that we
are following our policies and serve as proof of legal disposition.
Creation and Use Active or Semi-Active Retention Period X =
Minimum period of time to keep. Records Disposition Disposal
happens when the minimum retention period has been met.
Destruction or transfer to an Archives Can only be done in
accordance with your approved records retention schedules.
Anytime your office has been notified of impending litigation, do not
dispose of any records for any reason. Retention schedules become
mute at this point.
Training and Outreach
Regularly provide workshops and other training which outline basic
program policies and procedures and office responsibilities.
Establish a system of records liaisons or coordinators within the
major units of the institution/organization to serve as basic contacts
for the records management program.
Publicize, inform, and educate thru newsletters, brochures on
various records management topics, and electronic communication
technologies (emails, blogs, alerts).

Records and information are an agencys most important


assets While ordinary and mundane to most, records are a
vital
necessity.People come and go Records provide the
A Good Records System:
contains complete and comprehensive files thereby enabling
effective decision making
provides integrity and continuity regardless of changes in personnel
facilitates protection and preservation of records
provides low cost and efficient maintenance of records
reduces the possibility of misfiling and duplication
means less time spent searching for files and documents.

The ultimate test of a Good Records


Management Program:
Effectiveness whether the records are available to those who need
them,