Specific Functions:

  1. Install and implement in the region the required administrative systems – recruitment and selection, performance appraisal, personnel action and records, benefits administration, supplies and equipment procurement, recording and disposal, ground and building maintenance, and reporting- for greater work efficiency and effectiveness
  2. Provide administrative services and ensure continuous improvement in the delivery of services
  3. Provide the Regional Director with the necessary staff advice, assistance, and services on personnel action
  4. Manage and implement personnel actions  to all employees in the regional office, except for the RD and ARD
  5. Provide administrative support to the Regional Director in the evaluation of performance of all SDSs and ASDSs in the region and make recommendations to CO in coordination with HRD, for appropriate personnel action
  6. Provide administrative support the implementation of the performance appraisal system for all employees in the region and implement reward and recognition system in coordination with the HR Division and the division chiefs or heads of units in the regional office
  7. Establish a mechanism to implement national policy on personnel assistance program (to recommend to CO to establish a national policy)
  8. Plan and manage the effective and efficient use of all personnel of the regional office in accordance with existing rules
  9. Implement administrative and disciplinary sanctions imposed on erring regional office personnel, and act as the coordinating unit for the implementation of an Alternative Dispute Resolution (ADR) system in the region.
  10. In coordination with the FTA Division, provide technical assistance to the schools division offices as regards administrative services

 

Statement of Purpose

The Administrative Division (AD) provides the Regional Office (RO) and stakeholders with client-focused administrative support services.
Outcomes Outcome Indicators
  • Personnel are properly compensated for work rendered,provided with mandated benefits, and properly managed through an efficient and effective employee database.
  • Personnel received proper compensation, and provided with benefits and services based on the timeline
  • Regional Office’s clients and claimants are ensured of accurate and timely release of payment, deposit of collections, and liquidation of cash advance of Disbursing Officers.
  • Percentage of RO clients received accurate and timely release of payment.
  • Percentage of collections deposited at servicing banks.
  • Percentage of liquidated cash advances.
  • Regional functional divisions and Schools Division Offices are equitably provided with quality supplies, materials, and equipment.
  • Percentage of RO functional divisions and SDOs equitably provided with quality supplies, materials, and equipment.
  • Clients are ensured of accurate and prompt access to records and documents.
  • Percentage of clients received accurate and prompt access to records and documents.
  • Regional Office personnel and clients are provided with a safe,clean, and healthy working environment, and eco-friendly means for mobility.
  • Percentage of offices’ safety, cleanliness and eco-friendliness sustained and maintained

 

Key Result/s Areas Objectives Ouptuts Output Indicators
Human Resource Management To regularly update and ensure accessibility of Service Records,leave cards, and 201 files of Regional Office personnel, and the Personal Services Itemization and Plantilla of Personnel (PSIPOP). Updated Service Records
Updated leave cards
Updated 201 Files
Updated PSIPOP		 Number of updated Service Records
Number of updated leave cards
Number of updated 201Files
PSIPOP updated regularly
To facilitate recruitment and selection, and perform various personnel actions within the prescribed timeline Approved Appointment,Retirement, ERF, Reclassification of positions and Transfer of workstation
Assignment and Designation Order
Dismissal Order
Dropping from the roll resolutions		 Percentage of approved appointment vis-à-vis number of vacant items
Number of processed retirement applications, ERF, reclassification of positions, and requests for transfer of workstation
Number of assignment and designation order, dismissal
rder, dropping from the roll resolution, acceptance of resignation prepared
To process promptly application for leaves, permission to travel and requests for certificate of last payment Approved/ Acted Application for Leave, and Permission to travel
Certificate of last payment		 Number of approved requests for leave of absence, provident fund loan, and authority to travel
Number of issued certificate of last payment
To ensure that salaries, and benefits are paid timely and accurately Payroll Number of vouchers prepared for payment of salaries and remittance of collections.
Number of payrolls finalized and printed for signature of officials concerned
To check and validate borrowers loan details in the submitted private lending institutions’ (PLI) billing documents are tally with the submitted text file format before uploading in the payroll system Validated PLI billing documents Number of PLI billing documents validated
Cash Management To ensure efficient cash collection and receipt of funds are deposited intact within the time frame to authorized government servicing bank Official Receipts (ORs) Issued
List of Deposited Collections and validated Deposit Slips
LDDAP-ADA		 Number of official receipts issued
Number of validated lists of deposited collection
Number of validated deposit slips
Number of LDDAPADAs Issued and Percentage of rejected LDDAP-ADAs
To ensure judicious utilization/disbursement of funds Check Payment
ADA Payment		 Number of checks and ADA issued
Percentage of checks with error free entries issued
To prepare and submit financial reports based on updated Government Forms Report of Checks Issued (RCI)
Report of Advice to Debit Account Issued (RADAI)
Report of Accountability on Accountable Forms (RAAF)
Report of Collections and Deposits (RCD), Report of Cash Disbursement (RCD)		 Number of financial reports submitted within the time frame
To timely liquidate Cash Advance(CA) Report of Disbursement(Liquidation Report)

Percentage of the required CA liquidation submitted on time

Number of disbursements reports of cash advances submitted on time
Number of COA findings (in terms of liquidation of CA)
Asset Management To conduct regular inventory of Property, Plant and Equipment(PPE) and other assets inventories annually and semi-annually respectively Approved and validated Report on the Physical Count of Property, Plant and Equipment(RPCPPE)
Report on the Physical Count of Inventories (RPCI)		 Number of approved and validated RPCPPE and RPI submitted
To prepare and issue accountable forms for supplies and equipment issued to personnel and field offices Approved Property Acknowledgement Receipt
PAR), Acknowledgement Receipt of Equipment (ARE), Inventory Custodian Slip (ICS), and RMSI
Inventory and Inspection Report		 Number of required PAR, ARE,ICS and RMSI approved and validated
Approved and validated Inventory and Inspection Report
To facilitate transfer and disposal of Goods Report of Unserviceable Property(IIRUP)
Approved Property Transfer Report (PTR)
Waste Materials Report (WMR)and Sale of Waste Materials Documents)		 Percentage of the required disposal report for Goods (IIRUP,PTR, WMR) and Sale of Waste Materials Documents facilitated
Percentage of post-Goods transferred with documents
To maintain custodianship of all records of property and assets of the regional office for operational and legal use Updated Property Card Number of updated Property Card
Records Management To perform efficiently and effectively the records management cycles such as classification, filling,maintenance, and disposal of documents within the year Correspondence received,classified, filed, maintained, and properly released on time Percentage of received, classified,filed, maintained, and released on time documents
To establish, implement and maintain a systematic and scientific records management (e-database) Accessible and Updated database
Document tracking system		 Percentage of received and released correspondence encoded and updated
Functional document tracking system
To promptly process the certification, authentication, and verification of Schools records in accordance with DepEd and DFA guidelines Certification, Authentication and Verifications (CAVs) processed and released Number of basic school records received, processed (evaluated /verified) and released on time for CAV (with specific requirements) within the timeline.
To maintain a records inventory of the Regional Office Consolidated Records Inventory Updated Records Inventory
Transportation, Security, and Facilities' Utilization and Maintenance Management To maintain safety and security of personnel and property. Security Reports
Security Plan		 Number of security reports submitted
Approved security plan for the year
To ensure proper utilization and maintenance of Regional Office transport services Service vehicles maintenance report Number of well-maintained service vehicles with updated registration and insurance certificates
To ensure proper maintenance of the Regional Office buildings and surroundings. Maintenance plan Clean and well-maintained buildings, offices, and surroundings
Procurement Management To review the consolidated Annual Procurement Plan for the approval of HoPE Annual Procurement Plan (APP) Based on 2016 RIRR of RA 9184
Monitor compliance of the procurement process with R.A. 9184, its IRR, Government Procurement Policy Board issuances, DepED procurement issuances, and BAC Secretariat office procedures Monitoring Report Based on 2016 RIRR of RA 9184
To ensure accurate preparation and prompt submission of procurement documents and reports such as the Annual Procurement Plan (APP),Procurement Monitoring Report(PMR), and Agency Procurement Compliance and Performance Indicator Results (APCPIR) Annual Procurement Plan (APP)
Procurement Monitoring Report(PMR)
Agency Procurement Compliance and Performance Indicator Results (APCPIR)		 Approved APP
PMR endorsed/submitted to the Office of the Regional Director
Number of APCPIR prepared and submitted.
Office Administration and Performance Management To establish and maintain systems and processes geared towards administrative effectiveness and efficiency Operations Manual and/or Citizens Charter
Document Tracking System		 Streamlined Processes/Services and Procedures as declared in the Operations Manual and Citizen Charter
Operational document tracking system
Administrative and Financial Reports Number of pertinent forms and documents accomplished and submitted on time (e.g., WFP,PPMP, APP)
To promote a culture of excellence,innovation, and
collaboration within the division/unit		 List of employees given rewards and recognition
Citizen/Client Satisfaction Survey (CCSS) Results and Analysis
Report on Actions taken relative to the CCSS results (if there’s any)		 Number of recognition initiatives conducted
CCSS rating received
Number of satisfied clients/customers based on feedback received
To conduct periodic monitoring and evaluation of office/staff performance for the provision of relevant learning and development programs IPCRF/OPCRF Accomplishments
Capacitated staff
Training Completion/Terminal Reports		 Percentage of achievement of IPCRF/OPCRF
Number of personnel who attended learning and development programs
Report on performance coaching Number of performance coaching activity conducted
Number of Performance reviews conducted