ADMINISTRATIVE

SERVICES
 ADMINISTRATIVE SERVICES COMPOSED OF CASH,
PERSONNEL, RECORDS, ASSET MANAGEMENT
AND GENERAL SERVICES

• Accountability • Specific Functions:

To provide management
with economical, efficient
and effective administrative
services on personnel,
properties, cash, facilities
and materials to support DO
Operations.
• Develop a well-planned, directed and
coordinated administration, employees
welfare system for teaching and non-
teaching personnel records
management, cashiering, supply
management and general services.
• Implement government laws, policies,
plans programs, rules and regulations
on general service functions (from DBM,
COA,CSC, etc.)
• Plan and manage the effective and
efficient use of all resources of the
Division in accordance with existing
rules.
• Operationalize the required
administrative system to improve
productivity, efficiency and timely
completion of government transactions
and reports.
 Administrative Services: Functions

• Provide administrative services to the other functional and

support units in the schools division office.
• Institutionalize welfare and incentive package for teaching
and non-teaching personnel.
• Establish personnel and client feedback mechanism.
• Implement administrative and disciplinary sanctions imposed
on erring schools division personnel and act as the
coordinating unit for the implementation of an Alternative
Dispute Resolution (ADR) system in the schools division
 Property and Supply
To coordinate and manage activities related to acquisition and utilization of
materials-such as procurement (using alternative mode), inspection , issuance
storage, maintenance and inventory of equipment and properties and maintenance
of an accurate record of all the properties of the Division-towards the efficient
operations of the schools division office in the delivery of quality basic education.
To facilitate the disposal of waste materials and unserviceable equipment
to derive economic benefit and maintain orderliness and efficient use of office space.

KRA Major Output

• Procurement Consolidated Annual Procurement Plan (APP)

Agency Procurement Request (APR)
Processed Purchased Requests
Processed Purchased Order
Inspection and Acceptance Reports
Invoice Receipt of Property (IRP)
KRA Major Output

• Inventory Report
• Inventory Management • Filled out Stock cards/property cards
• Requisition & Issuance Slips (RIS)
• Inventory Custodianship Report
• Inventory of Equipment/Semi expendable
Materials Report
• Property Tags/Inventory Stickers
• Summary Report of Property Losses
• Renewed Licenses (firearms, vehicle), Fire
insurance of building and properties, stock
Card, BinCard, Property Cards
• Warehousing and
• Stock Cards/ Property Cards
Storekeeping
• Report on Monthly Balances
• Monthly Report of Supplies and Materials
Issued
• Inventory Report of common Supplies
Waste Management and
Storekeeping • Report of Waste Materials
• Inspection Request and Report
• List of Properties for transfer
• Inventory of waste materials and
Unserviceable or obsolete properties
 Personnel

To provide the organization with personnel administration services related to

personnel acquisition, documentation and recording of personnel movement
and position items, provision of compensation and benefits, and reporting to
personnel oversight agencies.

KRA Major Output

• Recruitment, Selection & • Publication of vacant position

Placement • Notice of Interview and board meeting
(Transactional) • PSB Minutes
• Registry of Qualified Applicants (ROA)
• Notice of Appointments
• Deployment report for newly created item
• Print out validate PRC License
• Checklist of requirements for appointment
processing
• Appointment papers
KRA Major Output

• Notice of Promotion
• Personnel Actions &
Movements • Approved ERF
• Special Orders for retirements,
reassignment & Transfer
• GSIS-ARA
• RAI for CSC
• NOSA & NOSI
• Salary claim document for RPSU
• Special Order for leave & re-
statement

• Updated PSI POP (DBM) online

• Updating of PSI-POP
server & EXCEL copy) hard & soft
copy, All PSI-POP
Elem/Sec/SDO/IUs
KRA Major Output

• Updated 201 Files

• Management of Personnel
• Updated Service Records
Records
• Update Leave Cards
• Form 6
• Form 7
• SALN

• Employees Compensation • Monetary Benefits (Salary, clothing,

and benefits administration PIB, PBB, Chalk, Loyalty, Mid year
/Year end Bonus) processed and
released

• Reportorial to oversight • Memorandum, Orders and Advisory

Agencies for personnel Matters Issued

• Performance Rating Filed

• Performance Appraisal
 CASH

KRA Major Output

• Cash Collection and • Cash collection report

Disbursement • Cash disbursement reports
• Cash liquidation report
• Reports for accounting
 Records

To provide the organization with the information from documents and

records as reference in its operations by managing the system relating to
acceptance, encoding, releasing, creation, utilization, retention, preservation
and disposal of records.

KRA
• Recording of Incoming and
Outgoing Documents
• Records and Files Maintenance
• Records Security
• Vital Document and Official Records
Protection and Preservation
• Records Disposition
Records
Major Output
• Mails and documents accepted and delivered to
addressee
• Mails and documents released or dispatched
• Records and Files Maintained
• Inventory of documents updated
• Records Retrieved
• Records secured from authorized use, damage,
disclosure, destruction and Loss
• Authentication of documents
• Acquisition of documents
• Maintenance & Preservation
• Personnel Files (Division Employees, non-
teaching and teaching employees) such as 201
files, service records appointments, travel
authority, NOSI/NOSA etc.
• Miscellaneous files such as, contracts, school site
files, approval of different request (financial,
administration, personal), reports, original
issuances (DepED Orders & Memorandum) etc.
• Valueless records disposed
 General Services
To provide efficient, economical and effective general support services
relating to safety and security of office personnel, premises, documents and
properties, ground and landscape maintenance, building and office facilities
maintenance, and motor pool services in order to enable and support the office
personnel in the performance and delivery of their respective functions/services
for the attainment of the vision and mission of the office.

KRA Major Output

• Utility Services • Physical facilities maintenance standard

(Janitorial) • Cleanliness and Orderliness standard

• Safety and Secure Facilities and personnel

• Security Services
• Safety and security guidelines and policies

• Transportation Services • Driving & Maintenance Standard

• Trip Tickets
• Gas Consumption Report
• Vehicle Service Record
 Number of Personnel in the Admin
Services

Records Unit: • Supply & Property Unit

• Recording of incoming • Procurement = 2
and outgoing documents = 2 • Inventory Management =2
• Records & Files Maintenance = 2 • Warehousing & Storekeeping =2
• Records Security = 1 • Waste management & Disposal = 1
• Records Disposition =1

• Innovated Process System

Innovated Process = DoTs, • Warehouse Inventory System,
Digital Files System = on Semi expendable Inventory
developing stage System, Property Plant &
Equipment Inventory System.
Personnel Unit Cash Unit

Recruitment Selection & Placement = 2

Personnel Actions & Movement = 7 Cash Collection &
Management of Personnel Records =2 Disbursment = 4
Employees administration and benefits
administration = 6 + 7 Innovated Process = Dots
Reportorial to oversight Agencies = 1 Landbank Processing
Performance Appraisal =1 System
Administering GSIS & Private loan
verifiers=4 On line Fidelity Bond
Innovated Process = Dots Processing System
GMIS,
IPIS & Digital 201 Files on
going development
General Services • Ground Maintenance &
• Security Guards Cleanliness:
• Gate on Daytime =2 • Admin Bldg including
• Admin Building =1 frontal/Rear Ground =2
• New Building = 1 • New Bldg frontal/Rear
Ground =2
• Pagcor & other Bldg= 1
• Gymnassium/Facilities Bldg
• Regular Roving =1
adjacent Ground = 1
• Night Shift = 2
• Pagcor/Supply Bldg = 4
Including ground premises
• Innovated Process – QR Coding
• Complete Tools/Equipment
• Facilities secured by CCTV for Water lines/ electrical
• Security Monitoring System maintenance
 Staff Management Process

1. Results Based Performance Management System

• Planning & Commitment
• Monitoring & Coaching
• Year End Evaluation & Rewards
• Development Plan

2. Staff Development
• Training
• Promotion
• Rewards
• Wellness Program
• Benefits (on time releasing as much as possible)
3. Crafting Annual Budget Plan
• In Service Training Activity
• Procurement
Security & Utilities Tools, Materials, Supplies etc.
Personnel Office Supplies
Ground Facilities improvement and Maintenance
Buildings improvement and maintenance
Air conditioning System maintenance
4. Continuous Process Improvement (Process Innovation)
• Electronic System Development
5. Regular/Emergency meetings with unit heads/staff
6. Addressing issues and concerns (issue local memos if
necessary)
Thank You!!!!