Repu NATIONAL POLIGE COMMISSION NATIONAL HEADQUARTERS, PHILIPPINE NATIONAL POLICE OFFICE OF THE CHIEF, PNP Camp BGen Rafael T Crame, Quezon City * the Philippines MEMORANDUM,CIRCULAR No.: e POLICIES AND GUIDELINES ON THE ISSUANCE AND PUBLICATION OF PHILIPPINE NATIONAL POLICE (PNP) ORDERS 4, REFERENCES: a. DND Department Circular No. 03-A entitled: Codified Approving and Signing Authority on Military Personnel Administration Matters: b, PNP Memorandum Circular (MC) No. 2019-013 entitled: Guidelines on the Standard Preparation of Communications; sc. PNP MC No, 2017-015 entitied: Revised Doctrine on PNP issuances; d. PNP MC No. 2011-018 entitled: PNP Personnel Accounting and Information System; e. Personnel Records Management Manual series of 2008; PNP Patrol Plan 2030; and AFP Regulations and Policy Review and Revision System Manual series of 2014. am 2. RATIONALE: This MC establishes a set of uniform guidelines on the preparation, issuance, distribution and publication of issued general orders, special orders, letter orders and daily bulletin and other issuances to Philippine National Police (PNP) personnel that conform and are responsive to the requirements and changing needs of the PNP. 3. SITUATION: In previous years, the PNP has no prescribed policy on the preparation, issuance, distribution and or publication of General Orders (GO), Special Orders (SO), Letter Orders (LO) and Daily Bulletin (DB) and other issuances, thus creating inconsistency in the issuance of orders down to the lower units. 4, PURPOSE: nal a, To provide implementing guidelines on the preparation, issuance, distribution and or publication of General Orders, Special Orders, Letter Orders and Daily Bulletin and other issuances; and MELANIE DC REDON alice Lieutenant Colonel vinistrative Officer, OPRM Page 1 of 8b. To establish an efficient, clear and uniform guidelines on the issuance of orders for the PNP personnel 5. DEFINITION OF TERMS: a. Authorized Abbreviations - these are abbreviated words that can be seen in the signed orders as follows: ‘Specified in Reassignment | TON Aravel ss Doce is rien together with WP | — Y___jand PCS PCS Pen Permanent Change of | Reassignment__to a CN "Station different unit/station ‘Specified in Reassignment | we ‘| Wal proceed Orders together with TON and PCS; also used in b. Amendment - is the introduction of any correction/s on the approved published order. ¢. Authority Date - is the date when the order was encoded, signed, and/or published. This date is enfaced at the upper right portion of the order, written in the date format, monthiday/year e.g. February 14, 2019 d. Authority Number/Publication Title - refers to the issuing unit and series of numbers per GO, SO, LO and DB provided accordingly per year starting January 01-December 31 e.g. NHQ-GO-DES-2020-01 ¢. Authorized Transportation - is necessary in the transfer or feassignment (unit or sub-unit reassignment) of PNP personnel as seen in detail service and reassignment orders as follows: 1) Travel (shortest route) by land, water and/or air transportation is authorized - required for reassignment which necessitates such mode of travel to any PNP offices/units. 2) Travel (shortest route) by land and/or water transportation is authorized - required for reassignment which necessitates such mode of travel to any PNP offices/units. 3) Travel (shortest route) by land transportation - reassignment which Necessitates such mode of travel to any PNP offices/units. 4) No Transportation Involved - reassignment which does not require transportation. REOON ant Cuore cer, DPR Page 2 of 8i True Copy : nat MELANIE DC REDON Police Lieutenant Colonel Anministrative Officer, DPRM Automated Order Issuance System (OIS) ~ is a system that contains information on the issuance of PNP orders. It is also the old order issuance system used by the NHQ Publication and Distribution Section of Records Management Division Authentication Block - all orders must be authenticated. Authentication constitutes clearance for the publications content for dissemination and signifies that appropriate coordination has been accomplished. The authentication is the signature block signed in behalf of the approving authority with the use of the command line. Authenticity Notation —is a determinant of authenticity indicating the initials or signature of the Publication and Distribution Section (PDS) personnel and the date of release of the issued/signed order placed under the word “RESTRICTED” at the bottom of the order. Cancellation - this is done to cause for the deletion/omission/obiiteration or removal of an indication in the signed and published order. Corrected Coples - when necessary, @ ‘CORRECTED COPY” Is typed on the order. The number and date must be the same as those of the original order unless it is the number or date that is being corrected. All orders are corrected in this manner except Special Orders, which are corrected by an amendatory paragraph in a succeeding order. The words “CORRECTED COPY” is typed in capital letters beginning on the left margin and placed between the last line of the letterhead and the office symbol/orders designation. (Discouraged for use and no longer applicable in Online PAIS). Command Line - refers to the approving authority. For the PNP services, the approving authority is the Chief, PNP and is delegated to the Chief Directorial Staff (TCDS); for the SILG/Chairman, NAPOLCOM it is delegated fo the Chief, PNP: and for the President of the Philippines, it is delegated to the SILG/Chairman, NAPOLCOM, whereas, it should be written as follows: 1) BY AUTHORITY OF THE CHAIRMAN, NAPOLCOM: (Authentication Block Signatories are the CPNP and TDPRM) 2) BY COMMAND OF THE CHIEF, PNP (Name): (Authentication Block Signatories are TCDS and TDPRM) 3) BY COMMAND OF THE REGIONAL DIRECTORJUNIT DIRECTOR/PROVINCIAL DIRECTOR (Name): (Authentication Block Signatories are the RCRS/CS/DPDA and R1/Chief, ARMD/Chief, Admin Office) Page 3 of 8vant Colonel ve Officer, OPRM 4) BY THE DIRECTION OF PRESIDENT (Name): (Authentication Block Signatories are the Secretary, DILG and TDPRM) Daily Bulletin (DB) — is an order that contains detail of Commend Duty Officers (CDO) and Senior Command Duty Officers (SCDO). It also includes publication of Announcements from the PNP and other government agencies. Encoders ~ refer to the personne! assigned at PDS, RMD, DPRM and its equivalent offices in the PNP Headquarters, Police Regional Offices and National Support Units covered with appropriate orders who are given the authority to convert and store information in a digital file format, print and upload (approved) signed orders. General Orders (GO) ~ is an order type intended to give permanent instructions that apply to all members of the command. (See Annex A) Identification of DraftersiGommand - are the initials of the drafteritypist followed by the initials of the Chief, Publication and Distribution Section, Executive Officer and Deputy Director of DPRM for NHQ issued orders, while in other units, the only needed initials are that of the drafter, Chief, Publication Section and the Assistant Chief of Division. Letter Orders (LO) — is an order type intended to give instructions ina form of a letter to the concemed persons through proper channels (See Annex A) National Headquarters, DPRM - is a functional member of the Directorial Staff that assists the CPNP in the management of personnel and their records. Nullification — js to cause or to make the whole order null/void or have no effect or no force. Online Personnel Accounting and Information System (Online PAIS) — is a set of inter-related components that work together to collect, process, store and generate information and reports to support decision making on matters pertaining to personnel management and development. The components include all the computer hardware being used at all levels of the organization; the computer software that manages the operation of the hardware and is designed for specific tasks or function; the network that interconnects all the hardware together; the database and data warehouse where all the collected data were stored, processed and retrieved and the personnel involved in the administration and use of the system guided by policies and procedures. Page 40f8MELANIE DC REDON Police Lieutenant Colonel Admir 1. PNP Personnel - refer to the Folice Commissioned Officers (PCOs), Police Non-Commissioned Officers (PNCOs) and the Non-Uniformed Personnel (NUP). u. Publication and Distribution Section (PDS) — refers to the office primarily responsible for the preparation, issuence and distibution/pubiication of PNP official orders under the direct supervision of the Chief, Records Management Division of DPRM. v. Special Orders (SO) — is an order type used to promulgate directives affecting the status of the PNP personnel. (See Annex A) w. Transaction Type - refers to the specific order to be issued to certain personnel GUIDELINES: a, General Guidelines and Policies: 1) The PNP official orders shall be issued in the following form: a) General Orders b) Special Orders ©) Letter Orders d) Daily Bulletin 2) All PROs and NSUs shall prepare, issue, distribute and or publish appropriate orders pertaining to their respective personne! except for the following which will be issued only by NHQ, DPRM a) Unit Reassignment ) Retirement Order (Compulsory/Optional) ¢) Leave and Foreign Travel d) Study Leave 9) Promotion for PCO f) Schooling Abroad g) Residency Training h) Resignation of PCOs i) Leave of Unit Directors and Head of Offices j) Decisions/Resolutions from Ombudsman trative Officer, OPRM Page 5 of 83) All uni/sub-unit reassignment orders of PNP personnel should be duly endorsed. For the 2™ level, to be endorsed by the Recruitment and Selection Division/Section (RSD/S); for the 3% level, to be endorsed by the Senior Officers Placement and Promotion Division- DPRM (SOPPD-DPRM); and for the NUP, to be endorsed by the Non-Uniformed Personne! Affairs Division (NUPAD) or its equivalent office/unit in the PROs/NSUs; 4) All orders with administrative penalties should be properly endorsed by the Discipline, Law, and Order Division/Seetion as the case may be; 5) The accuracy of all entries in the order shall be the primary concern of all PNP offices and personnel: 6) All entries, deletions, changes, corrections and modifications in the order shall be based on supporting documents and shall be duly endorsed by the concerned Division/Office/Unit; 7) Encoders and the Chief Publication Section shall be responsible as to the correctness of the issued orders; 8) Relief of encoders shall be immediately relayed to RMD, DPRM (Attn: C, IT Section) for the deactivation of their accounts in the Online PAIS; 9) Posthumous Orders (Separation/Retirement) and Attrition orders shall be issued by the respective Offices/Units of personnel subject for confirmation Order issued by the NHQ DPRM; 10) Publication and Distribution Section shall be the quality control center of ail issued orders. However, any corrections made should be relayed to the concerned division for their notation; 44) All issuance of orders shail be done online except in cases when there is system error/maintenance, manual issuance can be allowed. However, manually issued orders shall be encoded in the personnel information profile of the concerned personnel in the system within 48 hours or when the system has resumed or already stable: 12) Amendment order/s will be issued to correct a certain error in the spelling of name, birth date or typographical errors in the citation of the order, regardless of time that lapsed upon recognition of errors of entry in the issued order; ertife : nd pare Gop 43) Amendment of orders should only be done twice, otherwise, the * order should be cancelledinullifed and a naw one shall be issued; ( and Page 6 of 814) Authentication of copies of all published orders from the NHQ and other PNP offices/units can be secured at the Storage Section, RMD, DPRM. However, units can authenticate published orders issued by them. b. Specific Guidelines: 4) Distribution All PNP issued orders are classified accordingly to control the distribution and storage. The distribution of orders will be as follows: Glassof | OSC —_ Distribution) 7 BPBICADIERY. | * Publications intended for general information which L will be distributed PNP wide. (General Order Publications intended for the promulgation oF Be" directives affecting status of PNP personnel. (Special | Orders) | Publications intended to give instructions in a form of *c’ | a letter to the concerned persons. (Letter Order and | fe | Daily Bulletin: 2) Security Classification Classified publications shall have security markings. The said markinge must be seen on the top and bottom pages of all pages of the order. All PNP issued orders are classified as RESTRICTED. 3) Page Number Page number is indicated at the bottom center part of the order stating the page number of total pages published as shown, Page 1 of 70. Pagination usually starts at the first page of the order. 4) Continuation Page Succeeding pages of the order should be indicated in the upper portion. @ space after the seourity classification indicating the order type, issuing unit and authority date as shown, (Con't of Letter Orders No. 14 this Hos dated February 14, 2019): 5) Numbering System Publication identifier positioned on the upper left portion of the order wherein alpha-numeric series are used 1o categorize said order for Cortified True Copy easier identification as shown: Based from Original Mm MELANIE DC REDON Police Lieutenant Cotoriel Administrative Officer. DPRM Page 7 of 8NHQ-SO-1RE-2018-0001 7. REPEALING CLAUSE: All existing PNP Directives and other issuances in contrary to and/or inconsistent with the provision of this MC ale hereby rescinded or modified accordingly 8. PENALTY CLAUSE: Any violations of this MC shall be dealt with in accordance to the existing laws and regulations. 9. TRANSITORY: In the full implementation of the Online PAIS, the endorsing office/unit as indicated in the PNP Table of issuances (Annex A) shall be primarily responsible in the preparation and issuance of the respective order. All Corrected Copies of orders issued prior to the effectivity of this MC shall be acknowledged. 40. EFFECTIVITY: This PNP MC shall take effect 15 days from filing a copy thereof at the University of the Philippines Law Center in cansonance with Sections 3 and 4, Chapter 2, Book Vil of Executive Order No. 292, otherwise known as "The Revised Administrative Code of 1987,” as amended. 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