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Operations Manual- Maintenance and Deployment of Farm Tractors and Implements

under the Japan Non-Project Grant Aid

I. GENERAL INFORMATION

A. Background

Philippine Sugar Research Institute Foundation, Inc. (PHILSURIN) that was established in
August 11, 1995 is a non-stock, non- profit organization governed by a Board of Trustees,
established by four (4) sugar industry national organizations namely, the Philippine Sugar Millers
Association, Inc., the Association of Integrated Millers Associations, the Confederation of Sugar
Producers Associations and the National Federation of Sugarcane Planters. Sugarcane breeding
remains as the backbone of the Foundation. Breeding efforts of the Foundation are mainly focused
on the development of superior varieties suited for the different agro climatic conditions prevailing
in the country integrating conventional and molecular approaches. Currently, its thrust is to develop
better high yielding varieties with a wide genetic base that could withstand less favourable
conditions such as drought and waterlogging, more tolerant to diseases and pests, and better
ratooning capabilities. This is being addressed through the infusion of superior foreign lines by
combining the local clones with outstanding hybrids from varied sources.

Moreover, in line with this drive is the improvement of the parental source through
nobilization or crossing cultivated canes with their wild relatives. The Foundation has initiated the
use of molecular techniques in its crop improvement program. The use of SSR markers for variety
fingerprinting and variety integrity testing as well as disease resistance has been initiated. Special
studies had also been incorporated in the program to identify varieties that are tolerant to drought
and waterlogging, and those with multiple ratooning potential. The Foundation has also recognized
the importance of producing healthy planting materials and has taken the initiative to multiply
disease-free materials through micro propagation techniques. This program aims to produce a
reliable source of clean, pure and adequate planting materials for the commercial production in the
sugarcane milling districts thereby improving sugarcane productivity and quality.

In the last two decades of Foundation existence, we have proven our worth as private
research institution by regularly releasing commercially-viable varieties that can out-yield old
varieties composed mostly of new PHILSURIN-bred; few introduced foreign varieties, as well as
some exceptionally good-performing old ones. From 1997-2020, the institute had registered and
released a total of 25 varieties for commercial planting. These include the 9 VMC bred and 5
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foreign varieties which were extensively tested and recommended by the Foundation for
commercial planting and the 13 varieties that it had bred and released.
Its initial operation was funded through a mandatory financial support of P2.00/LKG-bag
of sugar (equivalent to approx. 0.041 US$) from all sugar producers as contained in SRA Sugar
Order (SO) No. 2 series of 1995. However, since the issuance of SRA No 5, revoking SO No. 2,
the contribution of members becomes voluntary. Despite the many complex challenges
confronting the organization in terms of funding for its R and D operations, the Foundation efforts in
varietal development continues today and is looking forward with optimism on the industry’s sweet
future.

B. Goals and objective

PHILSURIN goals, objectives and roles are of the following:

1. To help improve yield of sugarcane through the development of new varieties that out-
performs old varieties in terms of yield and resistance to common pests and diseases
2. To develop cost efficient methods of sugarcane farming

C. Mission and Vision

For more than two (2) decades, PHILSURIN is dedicated to serve its stakeholders and
member with strong vision and mission to:

1. Be the leading sugarcane research and development institution in Asia to spearhead the
competitiveness of the Philippine Sugar Industry
2. Provide appropriate, efficient cost-effective research, development and extension in support to
the Philippine Sugar Industry using state of the art technology in order to improve its
competitiveness and attain self-sufficiency

II. FARM MECHANIZATION MANAGEMENT TEAM

Organization Chart

Please find Annex 1 for Organizational Chart at page 9.

Properly Trained Tractor Operator

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The Foundation is composed of a team that is well rounded, seasoned and keen to details. Thus, it
gives the Foundation trust and confidence to screen the right person who is fit to take the responsibility
of being a Tractor Operator.

Mr. Rene B. Negrido, through our service agency provider, has completed the course in Farm
Tractor Operation and Maintenance for eighty (80) hours conducted by Technical Education and Skills
Authority (TESDA) in Talisay City on November 24 to December 23, 2017. He has undergone list of
competencies under this training course:

1. Perform preventive maintenance such as pre and post operation check-up, apply procedures on
maintaining farm tractor system and implements and apply storage methods and techniques for
farm tractor
2. Operate farm tractors and its implements such as hitching and unhitching of implements, apply
techniques in traction, floatation and soil compacting, operate farm tractor with moldboard plows,
disk plows and harrow

Also, Mr. Negrido has actively participated in the SRA Tractor Operator Technicians for John
Deere Training on April 17-18, 2020 conducted by SRA Bacolod City for further competencies.

Familiarity with Operator’s Manual and Orientation on the Intended Purposes or Use of the Tractor and
Implements

Through the series of related seminars and trainings undergone by Mr. Negrido and as a tractor
operator from his previous employment and vehicle driver under the Foundation within two (2) years, he
has a strong background and technical skill on Tractor Manual and how to operate it. The Foundation
keeps a Tractor Operator Manual/ book in hardbound for reference in case of an emergency.

With its Foundation’s thrust to develop better high yielding varieties with a wide genetic base and
the improvement of the parental source through nobilization or crossing cultivated canes with their wild
relatives, the tractor is intended for the purpose of hauling of planting materials, land preparation and
cultivation. Thus, the Foundation will value the said farm equipment and handle it with utmost care. It is
understood and agreed that all farm equipment will be solely used within the premise of the said
Foundation, intended for the Foundation’s use only and under the trusted hands of the well-equipped
person. It aims to maximize the usage of the tractor to its intended use in the Foundation purposes only
while ensuring the tractor’s performance and durability.
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The Operator Should Check Tractor before Operating

Efficiency and safety of the operation should always come first in the mind of the operator in order
to eliminate accident and for safekeeping of the farm equipment or vehicle. Tractors are often the most
expensive, sophisticated and potentially dangerous piece of equipment used on a farm. Tractor
operators need to perform basic maintenance checks and be familiar with the location and understand
the operation of each control lever or button on the tractor before attempting to use the machine.   
Regular maintenance checks will help to keep the machine in good working order and prevent
unnecessary breakdowns at critical times. Care needs to be taken at all times when using a machine to
prevent unnecessary damage to the machine, the operator and surrounding environment

General guidelines are the following:

1. A pre-operational check of the tractor will assure that it is in safe operating condition. Check
the tires for proper inflation and defects, windows for visibility, seat position, seat belts, brakes
for adjustment, steering response, rear view mirrors, slow-moving vehicle emblem, reflectors,
and running lights for day or night time operation.
2. Safety Check. Walk around the tractor and any attached implement checking the area for
obstacles that may be under or near the tractor. Check that the wheels are free, not frozen or
stuck in the ground. Check for ay loose parts or objects on the tractor such as tools on the
platforms or around brakes or other controls.
3. Check the oil. Remove the dipstick, wipe it clean and check the oil level. If oil is required,
remember to wipe off the filler cap before removing it to avoid dirt falling into the engine. Use a
clean funnel and clean the top of the oil can to prevent rust or other foreign objects going in
with the oil.
4. Check the radiator. Slowly remove the red cap and check the liquid level.
5. Check the air pre-cleaner and air cleaner. Remove and shake out any dirt.
6. Check the fuel level. Fill if necessary, but it must be filled at the end of the last day the tractor
is used.
7. Check the fire extinguisher. The tractor should have a fire extinguisher in case of the fire
during operation or refueling. It must readily use at all times.
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III. SCHEDULING AND DEPLOYMENT PLAN

The Foundation is composed of different sections, namely Agronomy, Breeding, Germplasm,

Pathology and PHILSURIN Certified Seeds Program. Thus, each sections keeps and follow individual
timelines in order to achieve specific objectives.

Scheduling and Deployment Plan is shown at Annex 2 at page 10.

IV. PROCEDURES FOR APPLYING TRACTOR SERVICES

The Foundation will strictly observe the use of the tractor solely and intended for the Foundation
purposes only and not for commercial use. Applying for the use of the tractor is within the Foundation’s
different sections mentioned.
Below are the Steps in Applying for Tractor Services.
Step 1 : Send request to Ms. Bonnafe Albaladejo in RC-Visayas Office for record
keeping purposes.
Step 2 : Seek endorsement to Ms. Rosalyn Luzaran, Manager of Experiment Station
Step 3 : Approval by the Team Leader.
Step 4 : Approved request will be forwarded to Mr. Nomer Gabinio, Dispatcher and Maintenance
Officer for vehicle assignments, itineraries and fuel consumption.

V. SCHEDULE OF PAYMENT/ COLLECTION SCHEME

The Foundation will strictly observe the use of the tractor solely and intended for the Foundation
purposes only. Internal Charges will be carried upon. Below are the Steps for Schedule of
Payment/ Collection Scheme.
Step 1 : Completed tractor operations will be submitted by Mr. Nomer Gabinio to
Ms. Bonnafe Albaladejo for the billing report.
Step 2 : A Billing Report will be submitted by Ms. Bonnafe Albaladejo to the
PHILSURIN Accounting Section.
Step 4 : PHILSURIN Accounting Section will issue a Billing Statement to the respective section.
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VI. ANNUAL IMPLEMENTATION AND MANAGEMENT PLAN FOR FARM MECHANIZATION

GANTT CHART- IMPLEMENTATION AND MANAGEMENT PLAN

Please find Annex 2-3: Gantt Chart-Implementation and Management Plan of the Farm Tractor and Implements at
page 10 and Locations of PHILSURIN Trials and Propagation

The main purpose of the Foundation is mainly focused on the research and development of
sugarcane varieties and extension as part of intangible value added services it dedicates to
stakeholders. The Foundation also recognizes the importance of producing healthy planting materials
and has taken the initiative to multiply disease-free materials through micro propagation techniques.

This program aims to produce a reliable source of clean, pure and adequate planting materials for
the commercial production in the sugarcane milling districts thereby improving sugarcane productivity
and quality.

The said Foundation’s land total area for Utilization is 76.98 Has. Also, the following are the
detailed farm mechanization rates.
Harrowing (3x) - 2,500/pass/hectare
Mould Board (1x) - 5,500/pass/hectare
Furrowing (1x) - 2,500/pass/hectare
TOTAL 15,500 land preparation

The said Foundation has adopted new technologies and tools that significantly improved the
process of developing better performing sugarcane varieties. Since 2002, it had registered and released 14
varieties for commercial planting. And recently, the Foundation has officially launched through The Stalk
Talk: Getting the Most from PHILSURIN Varieties Webinar last November 26, 2020 the newly released PSR
07-66 Variety under the PHILSURIN Certified Seed Program.

Please find Annex 4: PHILSURIN Field Management and Monitoring Guidelines at page 11.

VII. REPAIRS AND PREVENTIVE MAINTENANCE PLAN

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The office that will actively supervise the repairs, monitoring and preventive maintenance of the tractor
is the Regional Coordinator for Visayas Office headed by Mr. Bernie Dequinto as the regional
coordinator and his team.

Perceived
Objective Person-in-Charge Remark
Date
1. To prepare checklist for Prepare and sign by the Tractor Operator
the maintenance of the Tractor Operator Daily before and after use for submission to the
tractor, its parts and Dispatcher and Maintenance Officer noted
working condition by the assistant Team Leader and Team
Leader.
2. To report repairs due to File incident report and the cause of
breakdown Tractor Operator ASAP breakdown to the Dispatcher and
Maintenance Officer noted by the
assistant Team Leader and Team Leader.
3. To monitor the Tractor Operator, Every 15th
Dispatcher and Maintenance Officer will
maintenance of the Dispatcher and and 30th of
gather checklist from the tractor operator
tractor, its parts and Maintenance Officer the month
for close monitoring.
working condition
4. To keep record of Tractor Operator,
preventive maintenance Dispatcher and Daily Keep records for monitoring purposes and
and repair services Maintenance Officer, contingency plans noted by the assistant
Record Keeper Team Leader and Team Leader.

VIII. FARM MACHINERY USE CHECKLIST

A. Before Use Checklist

Please find Annex 5: Tractor Checklist: Before Use at page 12-13.

B. After Use Checklist

Please find Annex 6: Tractor Checklist: After Use at page 14.

C. Storage

The tractor will be strictly store within the premise of the said Foundation, ideally inside a storage
area/ location within the reach of the service area. The said farm equipment will be placed inside a
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covered building to keep tools out of the weather, and is on-site or convenient to the person who
will be performing maintenance and repairs.

Submitted by:

Mr. Bernie G. Dequinto

Regional Coordinator for Visayas
Philippine Sugar Research Institute Foundation, Inc.

Endorsed by:

Ms. Maria Regina B. Martin

Director-General
Philippine Sugar Research Institute Foundation, Inc.
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Annex 1: Farm Mechanization Team: Organization Chart

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Annex 2: Scheduling and Deployment Plan: PHILSURIN SCHEDULE FOR MECHANIZATION

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Annex 3: Locations of PHILSURIN Trials and Propagation

Had. Candelaria, Brgy. Purisima, Manapla 11.61 Has.

Had. Luisita, Brgy. Caduha-an, Cadiz City 3.0 Has.
Had. Guin-olayan, Brgy. Tortosa, Manapla 3.2 Has.
Had. Sta.Cruz, Brgy. XX, Victorias City 9.80 Has.
Had. Florencia – Camba-o, Brgy. XVIII-A, Victorias City 14.48 Has.
Had. Manalo 3, Brgy. Tanza, E.B Magalona 14.00 has.
Had. Aidsisa, Brgy. E-Lopez, Silay City 8.64 Has
Brgy. Lantad, Silay City 5.85 has.
Had. Bantud, Brgy. Matab-ang, Talisay City 6.40 Has.

76.98 Hectares
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Annex 4: PHILSURIN Field Management and Monitoring Guidelines

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Annex 5: Tractor Checklist: Before Use

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Annex 6: Tractor Checklist: After Use

Tractor Operator: ________________________________________ Date: ________________________

Activity: _______________________________________________ Time: _____________________
Note: The items below should be inspected during a typical preventive maintenance check after use. Additional
checklist items may be required depending on equipment or circumstances.

Monitored by:

_________________________________
Supervisor’s printed name and signature

Date: ____________________________