PROCESS FLOW FOR VARIOUS COMMUNICATIONS AND REQUESTS

A. MEMO-REQUESTS WITH PROGRAM OF WORKS (POW) i.e., request for venue, food/meals, materials, prizes,
speaker’s honorarium, per diem, etc. for seminars, trainings, meetings, among others
STEPS:
1) OMM – Receiving (message center)
2) Municipal Admin – for review and endorsement to concerned dept/office
3) Procurement Unit (optional) – for costing
4) Budget Office – for budget availability
5) Mayor – for approval/disapproval of request, subject to RA9184
6) Procurement Unit – for procurement process
7) Mayor – for approval/signature of procurement documents

B. DEPARTMENT OF EDUCATION (DEPED) REQUESTS i.e., request from public schools (duly endorsed by
DepEd Montalban Sub-Office) for supplies, materials, repairs, infrastructure, etc.
STEPS:
1) OMM – Receiving

If chargeable to SEF (direct endorsement by OMM):

2) GSO/MEO – for comment/recommendation, if request is repair or infra
3) Procurement Unit – for costing
4) Budget Office – for availability of budget/fund
5) Mayor – for approval/disapproval of request, subject to RA9184
6) Procurement Unit – procurement process
7) Mayor – for approval/signature of procurement documents

If chargeable to GF:
2) Municipal Admin – for review/endorsement to procurement/budget
3) GSO/MEO – for comment/recommendation, if request is repair or infra
4) Procurement Unit – for costing
5) Budget Office – for availability of budget/fund
6) Mayor – for approval/disapproval of request, subject to RA9184
 7) Procurement Unit – for procurement process
8) Mayor – for approval/signature of procurement documents

C. MEMO-REQUESTS FOR FAST-MOVING ITEMS i.e., requests from LGU dept/office for supplies, materials,
repairs, maintenance, and other items for procurement (with estimated amount and budget availability)
STEPS:
1) OMM – Receiving
2) Mayor – for approval/disapproval of request, subject to RA9184
3) Procurement Unit – for procurement process
4) Mayor – for approval/signature of procurement documents

D. LETTER-REQUESTS (EXTERNAL) i.e., requests from citizens or outside organizations (e.g., HOA) for supplies,
materials, repairs, maintenance, infrastructure, and other items for procurement
STEPS:
1) OMM – Receiving
2) Municipal Admin – for review/endorsement to appropriate dept/office

If request is repair or infra:

3) GSO/MEO – for comment/recommendation
4) Procurement Unit – for costing
5) Budget Office – for availability of budget/fund
6) Mayor – for approval/disapproval of request, subject to RA9184
7) Procurement Unit – for procurement process
8) Mayor – for approval/signature of procurement documents

If request is supplies or materials:

3) Procurement Unit – for costing
4) Budget Office – for availability of budget/fund
5) Mayor – for approval/disapproval of request, subject to RA9184
6) Procurement Unit – for procurement process
7) Mayor – for approval/signature of procurement documents
E. INTERNAL COMMUNICATIONS i.e., incoming memo (within the LGU) for Mayor’s approval, endorsement,
clearance, notation, and/or draft letters (addressed outside) for Mayor’s signature
STEPS:
1) OMM - Receiving
2) Municipal Admin – for review/endorsement to Mayor/for approval/for signature
If OK for endorsement to Mayor:
3) Mayor – for approval/signature
4) Originating Dept/Office

If needs editing/correction:
3) Chief of Staff (optional) – for edit/correction
4) Originating Department – for revision/compliance to comment/correction, if needed
5) Office of the Admin - Receiving
6) Municipal Admin – for final review
7) Mayor – for approval/signature
8) Chief of Staff (optional) – for edit/correction
9) Mayor – for approval/signature
10)Originating Dept/Office

F. EXTERNAL COMMUNICATIONS i.e., incoming letters (outside the LGU) addressed to Mayor for endorsement to
concerned dept/office before its approval/disapproval like permits, research, surveys, etc. (except common
requests like drainage de-clogging, pruning of trees, garbage collection, sanitary inspection, etc. – direct
endorsement to concerned dept/unit for action)
STEPS:
1) OMM – Receiving
2) Municipal Admin – for review/endorsement to concerned dept/office
3) Concerned Dept/Office – for appropriate action, comment/recommendation
4) Municipal Admin – for review/endorsement to Mayor
5) Mayor – for approval/disapproval of request
6) Concerned Dept/Office – for appropriate action