Physical Inventory of PNP Property, Plant and

Equipment (PPE)

PMAJ DEXTER BASIRGO

Chief, PPRS/LDSU,RLRDD

“Your Needs is Our Care, We Connect to bring Success”

#thenewlogistics
 Scope of Presentation
• Overview on PNP Inventory Management
• Purpose
• Objectives
• Inspection Team Composition
• Inspection schedules and Itinerary
• Subject for Inventory and Inspection
• Issues and Concerns for CY 2021
• Way Forward
Regional Logistics and Research Development Division

PNP Inventory Management

• Keeping track of the equipment issued to the unit/personnel; determining its

serviceability and the integrity of the personnel in-charge by:
• Maintaining an inventory record (Property Book)
• Conducting of Regular Inventory Inspection;
a. Scheduled/Planned Inspection (Physical and Virtual);
b. Spot Inspection; and
c. PNP Logistics Data Information Management System (LDIMS)
Regional Logistics and Research Development Division

WHY IS IT IMPORTANT?

–To ensure accountability for public resources, promote transparency, and

help improve government operations, in partnership with stakeholders, for the benefit of the
Filipino people.

Commission on Audit Mission

 Regional Logistics and Research Development Division

1. IMPLAN to NAPOLCOM Memorandum Circular No. 95-012 and NHQ PNP Memorandum
Circular Nos. 2000-013; 2006-012 (Guidelines in the Conduct of Physical Inventory of PNP
Firearms and Mobility Assets)

2. Memorandum Circular No. 2021 – 079 dated June 2, 2021 entitled “ Guidelines and
Procedures in the Utilization of PNP Property Books (PNPPB) and Enhanced
Implementation of Manual Recording System of Property, Plant and Equipment (PPE), and
other PNP Assets”;
3. Memorandum Circular No. 2020-036 entitled “Guidelines and Procedures in the
Implementation of the PNP Logistics Data Information and Management System (LDIMS)
dated June 4, 2020; and

4. PNP Standard Operating Procedures (SOP) No. 2010-01 entitled “Annual Logistics Inspection
and Physical Accounting of PNP Properties “dated January 28, 2010.
Regional Logistics and Research Development Division

PURPOSE

To ensure that PNP Property, Plant and Equipment (PPE)

acquired are properly recorded, inventoried, managed, and
judiciously expended or utilized.
 Regional Logistics and Research Development Division

OBJECTIVES

• To ascertain the status of serviceability and accountability of PPE’s.

• Determine whether the records of PPE’s of PPOs/CPOs is in conformity with the records of RSAO and
Accounting Office of PRO 7.
• Include all PNP assets contained in the property book of account, properties covered by deed of donations,
captured, confiscated, surrendered, deposited, abandoned (CCSDAF) firearms/properties under custody for
safekeeping or deposited as evidence in court proceedings.
• Check if liability of persons primary responsible to any loses of PNP property.
• To provide accurate data equipment analysis of properties plants and equipment.
• To ensure that all properties covered by the inspection are maintained and well taken cared of.
• Recommend actions to the findings and adjustment of the entries in the inventory ledgers based on the output
of inspection.
Regional Logistics and Research Development Division
Regional Logistics and Research Development Division

PSSg Clyde Villacorta

PCpl Clint Javierto

Regional Logistics and Research Development Division

(New) Schedule of Physical Inventory and Inspection of PPE for

CY 2022
Unit/Unit No. of Days Date
LCPO 5 days July 19 to 26, 2022
CCPO 5 days August 2 to 8, 2022
MCPO 10 days August 15 to 26, 2022
CPPO 14 days August 30 to September 16, 2022
NOPPO 10 days September 26 to October 7, 2022
SPPO 4 days October 11 to 14, 2022
BPPO 10 days October 18 to 31, 2022
RHQ 5 days November 7 to 11, 2022
Regional Logistics and Research Development Division

Schedule of Physical Inventory and Inspection of Cebu City Police Office

Inspecting
Date Time Venue REMARKS
Team
9:00 AM RLRDD Entrance briefing
August 2, 2022 CCPO Hqs, CMFC
10:00 AM -5:00 PM RLRDD Physical Inventory and Inspection

August 3, 2022 08:30 AM -5:00 PM PS7, PS11, PS10 RLRDD Physical Inventory and Inspection

August 4, 2022 08:30 AM -5:00 PM PS9, PS2, PS1 RLRDD Physical Inventory and Inspection

August 5, 2022 08:30 AM -5:00 PM PS3, TPU, PS5, PS6 RLRDD Physical Inventory and Inspection

August 8, 2022 08:30 AM -5:00 PM TEU, PS4, MPU, PS8 RLRDD Physical Inventory and Inspection

August 12, 2022 10:00 AM Conference Room, CCPO Hqs RLRDD Exit briefing
• Mobility

• Firearms

• Communication

• Infrastructure

• Office and other Equipment

 ISSUES AND CONCERN
(CY 2021 Inventory of PPEs)
What went Wrong
1. Supply Accountable PNCOs failed to prepare the required documents
for inspection;
2. PNP personnel failed to report to office during Physical
Accounting/Inspection;
3. COA AOMs
 AOM 2022-002 (2021) dated March 7, 2022 – The Report on the
Physical Count of Property, Plant and Equipment was not submitted and
other property records were not updated..
 AOM 2022-005 (2021) dated March 9, 2022 – The agency’s adherence
to controls and procedures prescribed by Philippine National Police
(PNP) Memorandum Circular (MC) No. 2018-033 on the issuance of
short firearms could not be completely assessed due to an incomplete •
file of Property Transfer Reports and Property Acknowledgement
Receipts and the required Report of Physical Count of Property, Plant
and Equipment..
Actions to be taken
• All Supply PCO/PNCO/PSAO/CSAO are required to submit to
RSAO all necessary documents for inventory/physical accounting
of PPE, 5 days before the scheduled inspection.
• Memo was sent to all PDs/CDs, requiring 100% attendance of
PNP personnel during the scheduled inspection.
• Heads/Officials of Police Stations shall acknowledge all receipt of
donations and shall prepare and submit to the PNP Regional
Office Accountant a report of “Summary of Donations in Kind”
including the details of distribution of item/s, duly supported with
copies of Invoice, Delivery Receipt, if any, Inspection and
Acceptance Report and other relevant documents received by
them from other government agencies, private institutions and
other institutions.
PPE Report Format should be accomplished with complete entry
of required details. (SAMPLE FORMATS for PPOS/CPOS)
 Way Forward
 Implementation of PNP Standard Operating Procedures (SOP) No.
2010-10 entitled “Annual Logistics Inspection and Physical
Accounting of PNP Properties”

 Systematic/on target accounting/monitoring of PNP PPE

 Determine BER Properties for proper disposal
 Intensify advocacy on “Oplan Bawi”
 Timely submission of Inventory Book to LPPD
 Synchronized data between RSAO and Accountant
 Mobility
Documentary Requirements Administrative Requirements Operational Requirements
(For Submission) 1. Motor Vehicle Maintenance 1. Battery 9. Tire
1. Stencil of Engine/Chassis Nos. (10 Logbook
pcs/ vehicle place in a white bond paper)
2. Light 10. Body
2. OR/CR
2. PAR generated LDIMD per vehicle 3. Oil
11. Last Periodic
3. Contract of Insurance
3. Technical Inspection Report (TIR) 4. Water Maintenance
4. Trip Log Service
Form 5. Brake
5. PAR Generated Thru LDIMS
4. Cleanliness/Tools of vehicles 6. Air 12. Cleanliness/
6. Drivers License Sanitation
7. Certificate of Training on Driving 7. Gas
Seminar conducted by PNPTS 8. Engine
(If available)
8. Designation Order of Official and
Alternate Driver

9. Drivers Guide

10. Daily Inspection Checklist

 Firearms
REQUIREMENTS ADMINISTRATIVE REQUIREMENTS Part II. (Field Stripping)

1. Property Turn-in Slip (PTIS) issued firearm 1. Upper receiver

1. Unexpired PNP ID
2. Stencil 2. Lower receiver
3. Property Acknowledgement Receipt (PAR) 2. LDIMS Generated PAR
4. Police Blotter/IR and Board of Survey 3. Bolt Assembly/Firing pin
Report (in case of lost or burned)
5. Updated Troop list OPERATIONAL REQUIREMENTS 4. Barrel
Part I. (Cross Matching) 5. Magazines and Ammunition

1. PAR Serial Number Note:

2. Firearms/Serial Number
• The FAs to be inspected
must be unloaded
Communication
ADMINISTRATIVE REQUIREMENTS OPERATIONAL REQUIREMENTS
1. Inventory Lists of PPE  COMMUNICATION EQUIPMENT
2. PAR Generated Thru 1. Status
• LDIMS 2. Source
3. Battery
4. Antenna
5. Charger
6. Belt Clip
7. Remote PTT
8. Power Adaptor
9. Serial Number
10. End-user
Infrastructure/Real Properties
1. Status
2. Source
3. Floor Plan
4. For Donated Lots (Deed of Donation)
5. Deed of Usufruct
6. TCT
 Office and Other Equipment
REQUIREMENTS
1. For Donated Equipment (Deed of Donation)
2. For Procured Equipment (Photocopy of Receipt)
ISO, CDM AND INVESTIGATIVE EQUIPMENT
1. Status
2. Source
3. Serial Number (If applicable)
4. Accessories (If applicable)
 TROOP LIST SAMPLE FORMAT UNIT/OFFICE

RANK/FULL NAME ISSUED FIREARM

NO. RANK LAST NAME GIVEN NAME MIDLE NAME MAKE CALIBER SERIAL NR PAR NR.
1 PCPT SERION RAFAEL LORENZ GADOR GLOCK 9MM PNP 00426 DSRTJ8TU
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
SAMPLE FORMAT DL Form No. 5
ITEM: INVENTORY OF SMALL ARMS 1. This report shall be used either supplies or equivalent but not both.
PRO: POLICE REGIONAL OFFICE 7 2. The inventory should be made at least once a year as of December 31, and a gain or loss should be made quarterly whenever there is a change.
Unit/Office: NOPPO 3. The report shall be signed by the following on the last page or on another page if there is no sufficient space on the last page
Date: July 4, 2022 √ the team members who conducted the inventroy
Agency: √ the witness to the inventory taking
Name of Accountable Officer: NUP Marielle Nillas √ the representative of the office or department concerned
Designation: PSAO, NOPPO They shall initial all the pages of the inventroy report

BALANCE PER ON HAND PER

DESCRIPTION Cost of Current or SOURCE STATUS SHORTAGE OVER WHEREABOUTS REMARKS
Acquisition Acquisition STOCK CARD COUNT
Property Nr Repair if Depreciate
Date Cost (Org,Don, (Svc,Uns, Pls. indicate:
Type Make Cal Serial Nr any d Value Qty Value Qty Value Qty Value Qty Value User Office User Name
Lnd) BER) (Organic/Donated/Loaned)
(1) [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [12] [13] [14]
Pistol Glock 17 Gen 4 9mm PNP01638 1-06-05-100 06-Jul-14 16,659.94 Org Svc 1 16,659.94 Sibulan MPS PSSg Eduardo Marinduque

GRAND TOTAL >>>

Certified Correct by: Approved by:

RSPNCO, PRO 7 RSAO, PRO 7 RLRDD, PRO 7 Regional Director, PRO 7

SAMPLE FORMAT DL Form No. 5
ITEM: INVENTORY OF MOTOR VEHICLES 1. This report shall be used either supplies or equivalent but not both.
PRO: POLICE REGIONAL OFFICE 7 2. The inventory should be made at least once a year as of December 31, and a gain or loss should be made quarterly whenever there is a change.
Unit/Office: NOPPO 3. The report shall be signed by the following on the last page or on another page if there is no sufficient space on the last page
Date: July 6, 2022 √ the team members who conducted the inventroy
Agency: PHILIPPINE NATIONAL POLICE √ the witness to the inventory taking
Name of Accountable Officer: NUP Marielle Nillas √ the representative of the office or department concerned
Designation: RSAO, PRO7 They shall initial all the pages of the inventroy report

DESCRIPTION Property Nr Acquisition Acquisition Cost of Current or SOURCE STATUS BALANCE PER ON HAND PER SHORTAGE OVER WHEREABOUTS REMARKS
Date Cost Repair if Depreciated STOCK CARD COUNT (Excess Unit
Type Make Engine Nr Chassis Nr Plate Nr any Value (Org,Don, (Svc,Uns, Qty Value Qty Value Qty Value Qty Value User Office User Name Pls. indicate:
Lnd) BER) (Organic/Donated/Loaned)
(1) [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [12] [13] [14]
LTV Toyota Innova 2KD-6136437 KUN40-5024784 SJH-483 10606010 02-Feb-09 908,320 Org Svc 1 908,320 Sibulan MPS PSSg Ranufel Diongco

GRAND TOTAL >>>

Certified Correct by: Approved by:

RSPNCO, PRO 7 RSAO, PRO 7 RLRDD, PRO 7 Regional Director, PRO 7

SAMPLE FORMAT DL Form No. 5
ITEM: INVENTORY OF FURNITURE & FIXTURES 1. This report shall be used either supplies or equivalent but not both.
PRO: POLICE REGIONAL OFFICE 7 2. The inventory should be made at least once a year as of December 31, and a gain or loss should be made quarterly whenever there is a change.
Unit/Office: NOPPO 3. The report shall be signed by the following on the last page or on another page if there is no sufficient space on the last page
Date: July 6, 2022 √ the team members who conducted the inventroy
Agency: PHILIPPINE NATIONAL POLICE √ the witness to the inventory taking
Name of Accountable Officer:NUP Marielle Nillas √ the representative of the office or department concerned
Designation: RSAO, PRO7 They shall initial all the pages of the inventroy report

DESCRIPTION Property Acquisition Acquisition Cost of Current or SOURCE STATUS BALANCE PER ON HAND PER SHORTAGE OVER (Excess) WHEREABOUTS REMARKS
Nr Date Cost Repair if Depreciate STOCK CARD COUNT (Lost Unit) Unit from LGU
Type Make any d Value (Org,Don, (Svc,Uns, Qty Value Qty Value Qty Value Qty Value User Office User Name Pls. indicate:
Lnd) BER) (Organic/Donated/
Loaned)
(1) [2] [3] [4] [5] [6] [7] [8] [9] [10] [11] [12] [13] [14]

Certified Correct by: Approved by:

RSPNCO, PRO 7 RSAO, PRO 7 RLRDD, PRO 7 Regional Director, PRO 7