Fleet Management

Audit 2023 Results

Quezon 4th District Engineering Office

Republic of the Philippines

Department of Public Works and Highways
Regional Office IV-A
Equipment Management Division
ISO Documents and other Related Documentation
Remarks

 The ESU has shown awareness on the basic requirements of

the ISO 9001:2015 standards through the presentation of the
basic ISO documents.
 The ESU is aware on the Risk and Opportunities including the
action plans for implementation, which are all consistent and
validated.
 The ESU is compliant to the required documentation for
product requirement and service provision, including release,
as evident from the pertinent documents that were
presented.
ISO Documents and other Related Documentation
Recommendations
 The ESU may wish to state more specific functions in the Functional
Chart.
 The ESU may wish to request for additional manpower, particularly
technical personnel (Mechanical Engineer) and non-technical personnel
(Clerk) to assist the ESU Engineer in the tasks mandated by the different
equipment fleet management policies and regulations.
 The ESU may wish to revisit the guidelines on Strategic Performance
Management System and establish alignment between actual
accomplishments and database matrix and procedure to account for
actual accomplishments based on quality, efficiency and timeliness,
whichever is applicable, for rating performance of its staff.
ISO Documents and other Related Documentation
Recommendations
 The ESU may wish to align the formulation of Risk Event Statement with
that of D.O. 100 Series of 2022.
 The ESU may wish to include the Operational Matrix of the ROR and
prepare evidence for each action plan.
 The ESU may wish to present evidence of rectification of OFIs or NCs
from previous audits.
Acquisition and Disposal
Remarks

 The ESU is compliant to the required record keeping of acquisition

documents for all units.

 The ESU presented the Inventory of Unserviceable Vehicles and/or

Equipment.

 The ESU observe compliance to the Government Accounting Manual

(GAM), Volume I, Section 21, which states that Property
Acknowledgement Receipts (PARs) must be renewed every three (3)
years if there is no change on property custodian and likewise issue PAR
every time accountability of government property is transferred.
Acquisition and Disposal
Recommendations
 The ESU may wish to revisit old documentation pertaining to inventory of equipment
and ensure all existing equipment of the Office is properly recorded, this is to ensure
that all equipment is included in the Office RPCPPE and Inventory and are well-
accounted for.
 The ESU may wish to coordinate with supply regarding data consistency in the
RPCPPE (39), comprehensive inventory (15), ESPMUR/EDAUR (29) and PM Program
(26).
 The ESU may wish to file the acquisition and ownership documents under one
portfolio per vehicle or equipment.
 The ESU may wish to observe compliance to Department Order No. 165, Series of
2016, pertaining to the request for issuance of Certificate of Clearance.
CERTIFICATE OF CLEARANCE
Operation, Quick Response Activities and Reporting
Remarks

The ESU demonstrated a good record-keeping practice

by securing copies of ESPMUR, EDAUR and QRA reports.
The ESU observes proper filling out of Driver’s Trip
Ticket, equipment logbook and, fuel and lubricant
requisition slip.
Operation, Quick Response Activities and Reporting
Recommendations

 The ESU may wish to reflect in the Form 3 of the ESPMUR, all the
equipment unit identified in the Form 1 as well as units considered for
disposal.
 The ESU must reflect on their reports (such as, but not limited to:
ESPMUR, EDAUR and Equipment Preventive Maintenance Program) all
the equipment specified in their Inventory.
 The ESU may wish to observe correct pagination of reports.
 The ESU may wish to include in their ESPMUR and logbook all PM
performed.
 The ESU may wish to check the documentation for equipment acquisition
cost and reflect it in their EDAUR Form 3.
Maintenance Upkeep and Funding
Remarks
 The ESU demonstrated a good record-keeping practice by securing copies of the
Annual Preventive Maintenance Program and Quarterly Preventive Maintenance
Program.
 The ESU demonstrated a good practice in updating the History of Repair of all
equipment.
Recommendations
 The ESU must observe proper filling-out of necessary data in their Work Orders such
as Date of PAR, Date of LTO Registration and odometer reading.
 The ESU may wish to establish a monitoring of the maintenance conducted in
compliance to the preventive maintenance scheduled.
Safety, Resources and other Fleet Requirements
Remarks
 The ESU conducts toolbox meeting with the Maintenance Section.
 The ESU observed proper documentation of the inventory of maintenance shop tools
and PPE.
 The ESU presented an evidence that the Quick Response Support Team received PPE.

Recommendations
 The ESU may wish to establish a regular schedule for toolbox meeting with the
drivers and operators, with minutes of the meeting and to document it properly.
 The ESU may wish to observe a proper documentation and book-keeping of TESDA
NC II Certifications and Drivers’ Licenses.