Document No. : PM-GSD-06 Eff.

Date : 12-05-16
PROCEDURES MANUAL
Revision No. : 00 Pages : 1 of 5

MOTORPOOL PROCEDURE

I. OBJECTIVE
To ensure the maintenance and efficient operation of all equipments, motor vehicles,
machines, generator and other small equipment.

II. SCOPE
Preventive and corrective maintenance of all equipments, motor vehicles, machines,
generator and other small equipment.

III. RESPONSIBILITY AND RESOURCES

General Manager
AGM for Admin and Finance
Department Manager
Division Manager B, GSD
General Services Chief – B
Motorpool In-charge
End-users

IV. DEFINITION OF TERMS

Maintenance – keeping all motor vehicles/equipments continues to perform their intended
purpose/functions by keeping them in good condition and restoring them to serviceable
condition

Preventive Maintenance – is maintenance carried out at predetermined intervals intended

to reduce probability of failure or malfunctioning

End-users – refer to accountable officer who was assigned with equipment and motor
vehicle

PR – Purchase Requisition

JO – Job Order

APP – Annual Procurement Plan

V. REFERENCE DOCUMENTS
Annual Preventive Maintenance Schedule, Annual Procurement Plan

VI. RECORDS GENERATED

Vehicle and equipment History Ledger, Pre-repair Inspection Report, Spot Report,
Accomplishment Report

Prepared by: GUILLERMO B. BACLAYON Approved by: STELLA M. GONZALES, MPS

Process Owner General Manager
 PROCEDURES MANUAL
MOTORPOOL PROCEDURE
VII. PROCEDURE DETAILS AND FLOW

No. Process Flow Description of Activity Guidelines/Criteria/Policy Responsible Person Retained Information
1. Simultaneous in the preparation of the
START
Corporate Operating Budget/ Annual 1.1 Status Report of all
Procurement Plan the General Services vehicles and
Chief shall prepare also the Annual equipments
1 Preventive Maintenance Plan of all motor 1.2 Preventive
Annual Procurement Plan General Services Chief
Maintenace
vehicles and equipment of MKWD to Schedule
Annual Preventive include the budget of preventive 1.3 Annual Calendar of
Maintenance Plan maintenance of vehicles and equipment in Activities
the APP.
Preventive Maintenance

2. Conduct pre-operation check-up of; Equipment Pre-operation Check List:

2.1 Vehicles
2 Conduct preventive
maintenance of all MKWD
vehicles and equipments
devices
2.1.1 Daily check-up on vehicles of
the assigned driver every morning;
2.1.1 Battery
2.1.2 Change engine oil twice a year
2.1.2 Lights
2.1.3 Fuel filter twice a year
2.1.3 Oil (Engine Oil)
2.1.4 Tire once a year
2.1.4 Water
2.1.5 Battery once a year
2.1.5 Brakes
2.1.6 Tune-up once a year
2.1.6 Air
2.1.7 Gas Equipment
2.1.8 Self (gauges, seats, Motorpool In-charge Pre-operation Check List
windshields, windows,
bumpers, door, mirror)
2.1.9 Horns
2.1.10 Tools and early warning

2.2 Excavator
A 2.2.1 Battery
2.2.1 Daily check-up before using
the heavy equipment
2.2.2 Lights
2.2.2 Engine Oil twice a year
2.2.3 Oil (Engine and Hydraulic Oil)
2.2.3 Hydraulic Oil four times a year
2.2.4 Water

Doc No. : PM-GSD-06 PROPRIETARY NOTICE Eff. Date : 12-08-16

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO METRO KIDAPAWAN WATER DISTRICT ANY DISCLOSURE OR
Rev. No. : 00 USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BYMETRO KIDAPAWAN WATER DISTRICT. Pages : 2 of 5
 PROCEDURES MANUAL
MOTORPOOL PROCEDURE
No. Process Flow Description of Activity Guidelines/Criteria/Policy Responsible Person Retained Information
2.2.5 Brakes 2.2.4 Hydraulic Hose six times a
2.2.6 Air year
2.2.7 Gas 2.2.5 Once a year
2.2.8 Self (Body including seats, 2.2.6 Gear oil four time a year
windshields, windows, 2.2.7 Tune up once a year
door, mirror and engine cover)
2.2.9 Emergency equipment

2.3 Motorcycles
2.3.1 Battery 2.3.1 Daily check-up of motor before
2.3.2 Lights utilization
2.3.3 Oil (Engine Oil) 2.3.2 Change battery once a year
2.3.3 Engine oil once a year
2.3.4 Brakes
2.3.4 Brakes once a year
2.3.5 Gas 2.3.5 Tires once a year
2.3.6 Self (seats, tires, guages 2.3.6 Tune-up once a year
& mirror)
2.3.7 Horn
2.3.8 Emergency equipment

2.4 Equipments
2.4 Conduct pre-operation and check-
2.4.1 Compressor up
2.4.2 Welding machine 2.4.1 Compressor-Once a year
2.4.3 Generators 2.4.2 Welding machine-Once a year
2.4.4 Cleaning tools (Grass cutter & 2.4.3 Generators-Quarterly
hydrotesting machine) 2.4.4 Cleaning tools-once a year
2.2.5 Construction Equipment 2.4.5 Construction Equipment – once
a year
(Concrete cutter, concrete
2.4.6 Tools – once a year
vibrator and mixer, compactor)
2.2.6 Motorpool Tools
(Jack, grease gun & chain block)
2.5 Motor vehicle and equipment is
reviewed for preventive maintenance

Doc No. : PM-GSD-06 PROPRIETARY NOTICE Eff. Date : 12-08-16

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO METRO KIDAPAWAN WATER DISTRICT ANY DISCLOSURE OR
Rev. No. : 00 USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BYMETRO KIDAPAWAN WATER DISTRICT. Pages : 3 of 5
 PROCEDURES MANUAL
MOTORPOOL PROCEDURE
No. Process Flow Description of Activity Guidelines/Criteria/Policy Responsible Person Retained Information

3.1.1 If no defects, the vehicle or

equipment will be endorsed to the end-
user
Does it need Pre-inspection report must be Vehicle Spot report
3 General Services Chief
repair or submitted twenty-four hours every Pre-repair inspection
3.2 If corrective maintenance or repair is
after preventive maintenance activity report
replacement of needed, prepare spot report Job Order and
parts? PR for labor and materials
NO

B
YES

4.1 Identify list of needed materials for Documents Required for PR/JO:
replacement and repair 4.1 Pre-inspection report
Prepare necessary 4.2 Decide labor requirement by 4.2 Spot Report
documents outsourcing of qualified or accredited 4.3 Vehicle history of asset
service provider 4.4 Photos Pre-inspection report
4 4.2 Prepare spot report for GM approval 4.5 Justification General Services Chief Spot Report
4.3 Attached vehicle history ledger and 4.6 APP History ledger card
photos, 4.7 CAF
4.4 Prepare Job Order, PR and certified 4.8 Canvass
APP
4.5 Prepare request for schedule repair
C

Doc No. : PM-GSD-06 PROPRIETARY NOTICE Eff. Date : 12-08-16

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO METRO KIDAPAWAN WATER DISTRICT ANY DISCLOSURE OR
Rev. No. : 00 USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BYMETRO KIDAPAWAN WATER DISTRICT. Pages : 4 of 5
 PROCEDURES MANUAL
MOTORPOOL PROCEDURE
No. Process Flow Description of Activity Guidelines/Criteria/Policy Responsible Person Retained Information

C
5.1 Repair will be done at motor-pool
wherein needed materials will be provided
by the end-users
5.2 Corrective maintenance will be done at
qualified private shop if beyond the PR and JO must indicate terms and
5 capacity of motorpool conditions including warranty period.
General Services Chief Spot Report
Repair of equipment or 5.4 If on site, inform supervisors and
request the services of a certified
motor vehicle mechanic/technician

Turn-over document will reflect the

Good running
6 condition vehicle
following:
6.1 Properly turn-over to the end-user a. Activities performed
6.2 Consolidate repair and maintenance b. Materials repaired or replaced
Turn-over to end-users
activity to Motorpool Vehicle and c. Warranty period General Services Chief
Motorpool Status Report
Equipment Status Report d. Scheduled preventive
6.3 Update the vehicle history ledger maintenance
e. Inspection and Acceptance
Report

END

Doc No. : PM-GSD-06 PROPRIETARY NOTICE Eff. Date : 12-08-16

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO METRO KIDAPAWAN WATER DISTRICT ANY DISCLOSURE OR
Rev. No. : 00 USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BYMETRO KIDAPAWAN WATER DISTRICT. Pages : 5 of 5