Fleet Management

Audit 2023 Results

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 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.
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 may wish to observe compliance to Department Order No. 165, Series of
2016, pertaining to the request for issuance of Certificate of Clearance.
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 and the actual
fleet.
 The ESU may wish to file the acquisition and ownership documents under one portfolio per vehicle or
equipment.
 The ESU must 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.
 The ESU may wish to include the plate number and DPWH Property Code Number in their
comprehensive inventory.
CERTIFICATE OF CLEARANCE
Operation, Quick Response Activities and Reporting
Remarks
 The ESU demonstrated a good record-keeping practice by securing copies of ESPMUR
and EDAUR.
 The ESU reflected 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 observe proper documentation for equipment acquisition cost and reflected
it in their EDAUR Form 3.
 The ESU has a good practice of securing receiving copy of the issuance of PPEs of
their Quick Response Team.
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 may wish to accomplish the Work Order for all maintenance type conducted
and reflect it in their ESPMUR.

 The ESU may wish to observe proper filling out of Driver’s Trip Ticket.

 The ESU may wish to inform all the drivers and operators regarding filling out of
equipment logbook, particularly, the maintenance activities performed.
Maintenance Upkeep and Funding
Remarks
 The ESU has a good practice of preparing the checklist for the conducted PM1.

Recommendations
 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 observed a proper documentation and book-keeping of TESDA NC II
Certifications and Drivers’ Licenses.
 The ESU conducts toolbox meeting with the operators and drivers.
 The ESU observed proper documentation of the inventory of maintenance shop tools
and PPE.

Recommendations
 The ESU may wish to establish a regular schedule for toolbox meeting with minutes
of the meeting and to document it properly.
BEST PRACTICES

 The ESU exhibited a good practice in preparing the PM1 checklist to

ensure PM1 is being performed by the end-users.
 The ESU has a good practice in counterchecking the performed PM1 of
the end-users.
 The ESU’s performance and good documentation practices is
commendable. (Submission of Requests, Compliance to Mandated
policies and guidelines)
 The ESU exhibited a good upkeeping practices on their fleet according to
ISO standard