Procedure

Office of the Building Official

Issuance of Accessory Permit

Document Code Revision Status Date Effective

Procedure Issuance of Accessory Permit

General Process Information

A. Objectives:
To ensure compliance with the National Building Code, its referral codes and other laws and ordinances
related thereto for all types of structures as required under the code, before construction work or operation
can commence.
B. Terms/Definitions/Acronyms:
1. Applicant – any person, firm, partnership, corporation , head of government or private institution
organize of any character applying for the issuance of permits
2. Application Form – a preformatted prescribed for specified in Memorandum Circular 2018-01
3. Accessory Permit – A document issued by the Building Official to an owner/applicant to proceed with
the construction, installation or other work activity of a specific project
4. Notice of Deficiency – A document issued by the OBO if the applicant fails to comply with the
requirements of PD1096 and its IRR.

C. Classification of Process
Type of Service: Frontline
Type: Required No. of Days per ARTA: Estimated Process Cycle Time:
Simple Transaction 7 working days 7 working days
Godliness Service Commitment Teamwork Openness To Page 2
 Procedure Issuance of Accessory Permit

General Process Information

D. References
1. PD1096– National Building Code Of The Philippines and its IRR , a law created to provide a framework of minimum
standards and guidelines for Philippine Buildings.
2. Ordinance No. 6 Series of 2011 – An Ordinance Regulating the Establishment of Billboards, Streamers, Posters, Signs or
Signboard Structures

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 Procedure Issuance of Accessory Permit

E. Process Flow

No Yes
Compliant?

Source of Inputs: Receiver of Outputs:

Any person, firm, partnership, Any person, firm, partnership,
corporation, head of government corporation, head of government
No Yes 2. Evaluate Plans 4. Receive and
or private institution, organization 3. Release the Order or private institution, organization
of any character applying for the Complete? and Conduct Site Validate the Official of any character applying for the
of Payment
issuance of permits and Verification Receipt issuance of permits and
certificates certificates

Input: 1. Receive and Verify

6. . Issuance of Output:
Documentary the Submitted Accessory Permit Service: Issuance of
Requirements Documents Accessory Permit

Acceptance Criteria of Output: Resources Needed:

1. Timeliness: Processing time 7 working days 1. Infrastructure:
2. Quality: Accuracy - No typographical error • Computer, Printer, Internet
3. Average Customer Satisfaction – 90% of respondent satisfied.
2. Supplies & Materials: Paper, Ink, Documentary Stamps

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 Procedure Issuance of Accessory Permit

F. Activity 1: Receipt and Verification of the Tracking number and Submitted Document
Start of Process Cycle Time: Upon Receipt
Verification of Completeness Documents
Responsibility and Authorities
Administrative Aide VI Pictures/Drawing/Tables/Illustrations
Instructions:

1.1 The Administrative Aide shall receive the required documents together with
the priority number and check the completeness as per checklist
1.2 The Administrative Aide shall double check the entries from the system
compared to the hardcopies
1.3 If the submitted documents are incomplete , return all the documents to the
applicant together with the notice of deficiency.
1.4 If the submitted documents are complete, issue the claim stab to the
applicant , ask for contact number and endorse to technical evaluator
1.5 The AA shall Indicate the Application number in the folder & put film
carbons in the forms.

Risk Identified Existing Control Measure

Non-availability of person in-charge • Ensure alternates are designated to in case person in-charge is unavailable.

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 Procedure Issuance of Accessory Permit

F. Activity 2: Evaluate Plans Start of Process Cycle Time: Upon Receipt

Verification of Completeness Documents
Responsibility and Authorities
Architect III /Engineer IV Pictures/Drawing/Tables/Illustrations
Instructions:

1.1 The Architect/Engineer shall review the consolidated technical

evaluation documents
1.2 The A/E shall indicate the surcharge and administrative fine (if issued
with Notice of Violation) in the system
1.3 If the documents are complete and compliant upon evaluation, the A/E
shall sign the plans and forms and endorse the application to Admin
Personnel .
1.4 If the documents are not compliant, return all the documents to the
applicant together with the notice of deficiency.

Risk Identified Existing Control Measure

Non-availability of person in-charge • Ensure alternates are designated to in case person in-charge is unavailable.

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 Procedure Issuance of Ancillary/Accessory Permit

F. Activity 2: Evaluate Plans Start of Process Cycle Time: Upon Receipt

Verification of Completeness Documents
Responsibility and Authorities
Architect I, Engineer II, Architect III, Engineer III Pictures/Drawing/Tables/Illustrations
Instructions:

1.1 The Architects and Engineers shall Evaluate and Sign plans,
specifications and other documents and Update E-status
1.2 If the documents are complete and compliant upon evaluation and
site verification, the Architects and Engineers shall assess the fees
to be paid by the applicant and Endorse to Permits Division chief
1.3 If the documents are not compliant, return all the documents to the
applicant together with the notice of deficiency.

Risk Identified Existing Control Measure

Non-availability of person in-charge • Ensure alternates are designated to in case person in-charge is unavailable.

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 Procedure Issuance of Accessory Permit

F. Activity 3: Release the Order of Payment Start of Process Cycle Time: Upon Receipt
Verification of Completeness Documents
Responsibility and Authorities
Administrative IV Pictures/Drawing/Tables/Illustrations
Instructions:

1.1 The Administrative Aide shall double check the fees encoded
in the system compared to the hardcopies.
1.2 The Administrative Aide shall generate and print the order of
payment and update the status in the system.
1.3 The Administrative Aide shall endorse the application to the
Releasing Personnel

Risk Identified Existing Control Measure

Non-availability of person in-charge • Ensure alternates are designated to in case person in-charge is unavailable.

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 Procedure Issuance of Accessory Permit

F. Activity 3: Release the Order of Payment Start of Process Cycle Time: Upon Receipt
Verification of Completeness Documents
Responsibility and Authorities
Administrative VI Pictures/Drawing/Tables/Illustrations
Instructions:

1.1 The Administrative Aide shall stamp the plans, Segreggate the
Owner's and Obo copy. Write the approved ancillary/accessory
number in the permit.
1.2 The Administrative Aide shall Endorse all documents to the
Building official for final checking
1.3 The Administrative Aide shall get the signed documents from
the Building Official.
1.4 The Administrative aide shall release the order of payment to
the client

Risk Identified Existing Control Measure

Non-availability of person in-charge • Ensure alternates are designated to in case person in-charge is unavailable.

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 Procedure Issuance of Ancillary/Accessory Permit

F. Activity 3: Release the Order of Payment Start of Process Cycle Time: Upon Receipt
Verification of Completeness Documents
Responsibility and Authorities
Building Official Pictures/Drawing/Tables/Illustrations
Instructions:

1.1 The Building official shall check the application and Sign the
application forms and documents including the Order of
Payment
1.2 The Building official shall update the status in the sytem

Risk Identified Existing Control Measure

Non-availability of person in-charge • Ensure alternates are designated to in case person in-charge is unavailable.

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 Procedure Issuance of Ancillary/Accessory Permit

F. Activity 4: Receive and Validate the Official Receipt Start of Process Cycle Time: Upon Receipt
Verification of Completeness Documents
Responsibility and Authorities
Administrative Aide VI Pictures/Drawing/Tables/Illustrations
Instructions:

1.1 The Administrative Aide shall ask for the claim stub and
official receipt from the client

Risk Identified Existing Control Measure

Non-availability of person in-charge • Ensure alternates are designated to in case person in-charge is unavailable.

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 Procedure Issuance of Ancillary/Accessory Permit

F. Activity 5: Issuance of Ancillary/Accessory Permit Start of Process Cycle Time: Upon Receipt
Verification of Completeness Documents
Responsibility and Authorities
Administrative Aide VI Pictures/Drawing/Tables/Illustrations
Instructions:

5.1 The Administrative Aide shall retrieve the Approved Building Permit
from the shelves

5.2 The Administrative Aide shall log , release the approved Building
Permit require the client to sign the Logbook.

5.5 The Date of release shall be recorded in the logbook.

5.6 A customer satisfaction feedback form shall be given to the client.

Risk Identified Existing Control Measure

Non-availability of person in-charge • Ensure alternates are designated to in case person in-charge is unavailable.

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 Procedure Issuance of Ancillary/Accessory Permit

G. Records

Title of Record Medium Access Retention Period Location

1. Ancillary, Accessory and Hard Copy limited active Archive Room
Amendatory Permits
2. Logbook Hard Copy Confidential 10 Years Pedestal

3. Approved Ancillary/Accessory Electronic – Restricted active Online Server

Permit MS Excel
3. Filled-out Customer Hard Copy 3 years Cabinets
Satisfaction Survey Forms
(Permits Survey Form)
4. Customer Satisfaction Survey Electronic – Restricted 2 Years Online Server
Summary (Permits Survey Form MS Excel
Ratings)

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 Procedure Issuance of Ancillary/Accessory Permit

H. Monitoring and Measurement

What To Monitor
1. Process Cycle Time of Daily per application
Issuance of Building Permit
2. Customer Satisfaction
Rating (Permits Survey
Form Ratings)
3. Affidavit of Undertaking
– for 30 Days Clearances
When To Monitor Method For Monitoring
Use of Logbook or the E-
tracs – include the Date In
and Date Out
Every Permits Survey Form
Transaction/application
Monthly Use of Logbook or the E-
tracs – include the Date
Issued
When to Analyze &
Evaluate Results
All applications will be
summarized , analyzed
and evaluated at the end of
the month
All Permits Survey forms
will be summarized,
analyzed and evaluated at
the end of the month.
Summarized all the
applications with affidavit
weekly.

Home of the Champions

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 Procedure Issuance of Ancillary/Accessory Permit

I. Competence

Competency Requirement

A. Knowledge

1. Knowledge on Issuance of PWD Procedure

2. Knowledge on RA 7277 RA 7277 – An Act Providing For The Rehabilitation, Self-Development And Self-Reliance Of Disabled Person And Their
Integration Into The Mainstream Of Society And For Other Purposes.
3. Knowledge on RA 10070 - An Act Establishing An Institutional Mechanism To Ensure The Implementation Of Programs And Services For Persons With
Disabilities In Every Province, City And Municipality, Amending Republic Act No. 7277, Otherwise Known As The "Magna Carta For Disabled Persons",
As Amended, And For Other Purposes
4. Knowledge on RA 11032 – Ease of Doing Business Act
5. Knowledge on RA 3019 Anti-Graft and Corrupt Practices Act
6. Knowledge on Data Privacy Act and Data Privacy Manual of GS

B. Skills

1. Customer Communication Skills – Can effectively explain process, requirements and other information to customer
2. Typing Skills – Ability to type information in the System as efficiently as possible with no errors.
C. Training

1. Training Issuance of PWD Procedure - In-house

2. Training on customer awareness
D. Experience

1. Should have at least 1 year experience. Less than 1 year experience is permitted if Knowledge, Skills and Training is met.

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 Procedure Issuance of Ancillary/Accessory Permit

J. Author, Review and Approval

Author, Review & Approval

Author/s
1. Name
2. Name
3. Name
Reviewed By:
Head of Office
Approved By:
City Mayor

Note: Prior to uploading in the Online QMS Portal, the Original Hard Copy of the document is signed and approved by
relevant authorities of City Government of General Santos.

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