DILGRepublic of the Philippines

DEPARTMENT OF THE INTERIORAND LOCAL GOVERNMENTREGTON Xrrr (CARAGA)

1559 Matimco Bldg Km 4., Libertad, Butuan Citycaraga.dilg.gov.ph

MASTER LIST OF MAINTAINED DOCUMENTED INFORMATION

Rev. No. EU, Date Page

00 10.16.17 1 of1

Name of Dlvision/FOU LGMED

FM-R13-SP-018-01

Document Codc

DOCUMENT CODE DOCUMENTTITLEREVISION

00 o1 02 03 o4 o5Provision ofTechnical Assistance for the Implementation of Community.Based Monitoring System (CBMS)

CBMS Guidelines/ References 70.16.L7

FM-QP-BLGD-LDPD-33-02A Post-Activity Evaluation Form (Orientation BriefingJ 70.16.17

FM-QP-BLGD-LDPD-33-028 Post-Activity Evaluation Form (CBMS Module 1J 70.t6.t7FM-QP-BLGD-LDPD-33-02C Post-Activity Evaluation Form (CBMS Module 2) 10.L6.17

FM-QP-BLGD-LDPD-3 3-02D Post-Activity Evaluation Form (CBMS Module 3) t0.L6.t7FM-QP-BLGD-LDPD-33-02E Post-Activity Evaluation Form (CBMS Module 4J L0.L6.77

Miscellaneous (CBMS Guidelines, LGU Request and other CBMS

Communication

DONALDA. SERONAY

OlC- Asst Regional DirectorRegional QMR

Noted B

KAREN GRIJ{il

cd S. CABINETE;OO II

Reslonal Oocurieni Controller

Pr rrec.l

DILGRepublic of the Philippines

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENTREGION XIII ICARAGA)

1559 Matimco Bldg, Km 4., Libertad, Butuan Citycaraga.dilg.gov.Ph

MAS'TER LIST OF MAINTAINED DOCUMENTED INFORMATION (INTERNAL

Rev. No Eff Date Page

00 10.16.17 1of 1

Name of Dlvislon/FOU: LGMED

FM-R13-SP-01A-01

REVISION

02 o4DOCUMENT CODE00

DOCUMENT TTTLE

Provislon ofTechnlcal Asslstance for the ImplementaEon of Community-Based Monltoring System (CBMS)

QP-R13-tGMED-26 Quality Procedure

QO-QP-R13-LGMED-26 Quality Objective

QME-QP-R13-LcMED.26 70.76.77Quality Monitoring and EvaluationFM-QP-R13-LcMED-26.01 Process Summary Logsheet t0.t6.17

FM-R13-SP-06-01 CSS Summary Matrix t0.16.17FM-R13-SP-06-02 CSS Form 10.16.17

FM-R13-SP-06-03 CSS Summary Logsheet 10.16-17

CSS Monitoring Logsheet 1,0.76.17

IIIII

I

I

KAREN GRA

H,Ms . GABINETE

LC OO IIRecional Document Controller

Pre rarttl 81

DONALD A. SERONAYlla- Ae<t nhrll)irp.t.

Reglonal QMR

Noted fll

I)ocumrnl (:fi|('

05o301

70.L6.17

70.16.77

FM-R13-SP-06-04

-R13-tGMED-26Document Code

DrLG - REGION XIII ICARAGA)

QUALITYPROCEDURE (QP) 70.76,L7

Rev, No. Eff. Date Page

PROCEDURE TMLE PROVISION OF TA TO LGUs ON CBMS

SCOPE

This process starts from the receipt ofrequest for technical assistance on

actual conduct of the technical assistance inclusive of the administrationCBMS to the

of customer

satisfaction survey,

PURPOSETo standardize the provision of technical assistance on the implementation of CBMS to

requesting LGUs region wide.

PROCESS DESCRIPTION

INPUT PROCESS OUTPUT

Request letterRequesting

LGU

CBMS

css Resuh/Post Training

Report Central

Office

DESCRIPTIVE STATEMENT:The process starts from the receipt of the C/MLGOO from t}re city/municipality request letter for technical

assistance on CBMS. Upon evaluation of the request, it will be acted upon by the concerned division for thepreparation and conduct of TA on CBMS inclusive of the adminisEation of the customer satisfaction survey. The

consolidated survey result will be forwarded to the Central Office.

StepNo.

ResponsiblePersonnel

PROCESS/ACTMTY Details References

1 c/MLGOO Receive and indorse requestof LGU for CBMS TA

I Receive request forprovision of TA for CBMS

a Endorsed Letter of Intentto Regional Officethrough concernedProvincial Office forprovision of list ofrequirement and CBMSMOA template to beaccomplished by theconcerned LGU

Refer further to CBMSProvincial Focal Personor Regional Focal Personfor briefing on CBMS

particulars

I Once CBMS documentrayrequirements submittedto DILG City/Municipaloffice, check for itscompleteness andappropriateness. If foundcomplete andappropriate, indorse tothe Provincial Office; elsecommunicate noteddeficiences to the

a Request forCBMS TA

a CBMS TA LogSheet

a Indorsement

I

3-LGMED.26Document Code

DILG - REGION XIII ICARAGAJ

QUATITYPROCEDURE (QP) 2of5

Rev, No. Eff. Date Page

StepNo.

ResponsiblePersonnel

PROCESS/ACTMTY Details References

requesting LGU forappropriate action.

Note: SuPPortingdocuments shouldinclude CBMS

Memorandum ofAgreement [MOA),Sanggunian Resolution,and Work and FinancialPlan [WFP)

Record the request in theCBMS TA SheeL

2 Provincial RecordsOfficer

Receive and record requestfor CBMS TA

a Receive and recordrequest for CBMS TA

I Forward to PD forassignment to FocalPerson

o IncomingLogbookIndorsementtogether withLGU request andsupportingdocuments

a

3 Provincial FocalPerson

Veriff and evaluate LGU

requestVeriff completeness andappropriatness of CBMS

documentaryrequirements. If foundcomplete andappropriate, check on theavailabiliry of theschedule; else

communicate noteddefeciencies to theprovincial office.

a Prepare endorsement onletter request by LGU forthe conduct of CBMS

(modular) TA withattached requireddocuments.

a Indorsementletter togetherwith LGU

request andsupportingdocuments

a CBMS TA LogSheet

a Letter-request

a Indorsementletter

a Letter-request

4 Regional, RecordsPersonnel

Receive, record and routeindorsement for CBMS TA

a Receive, record and routeindorsement for CBMS

fmodular) TA inaccordance to theRecords ManagementProcedure

a Indorsementletter with LGU

request andsupportingdocuments

5 RegionalCBMSFocal Person

Review request anddocumenta ry requ riements

Check completeness andapproriateness of CBMSdocumentaryrequirements. If foundcomplete andappropriate, seekrecommending approvalof the MOA by the

a a Request forCBMS TA

CBMS TA logSheet

a

00 10.'t6 77

Rl3.LGMED.26Document Codt

DrLG - REGION XIII ICARAGA)

QUATITYPROCEDURE (QP)

n"uno. Eff.Date i Page

ReferencesDetailsPROCESS/ACTMTyResponsiblePersonnel

StepNo.

LGMED Chief to facilitatesigning by the RegionalDirector; accomPlishCBMS online requestforms of the LGU; attachMOA signed bY theconcerned Local ChiefExecutive and RegionalDirector using the Onlinelink provided bY theCBMS Network Team;else, communicate noteddefeciencies to theconcerned province'

Upon availabilitY ofCBMS forms/softwareapplications from CBMS

National Netwok Team,gadgets and materials,DIIG and the LGU

mutually agree thedate/s of conduct ofCBMS (modular) TA/s'

Coordinate and PreParecommunication toProvincial Office fordirective to assigncertain CBMS OrientedLGOOs under his/ hersupervision in thefacilitation and conductof CBMS (modular) TA.Or if there is noneavailable prepare requestthrough the RegionalOffice, for possibleassistance/augmentation of saidLGOOs from nearer fieldoffices as in the case ifthe Regional andconcerned ProvincialFocal Person is notavailable on thescheduled date offmodular) TA.

Prepare letter / notice tothe requesting LGU forthe finality in the conductof CBMS (modular) TA.

If there are no available

a

a

Letter-request

Letter-replya

10.'t6.t7 ?of5

QP.R13-LGMED.z6DrLG - REGION XIII ICARAGA)

QUALITYPROCEDURE (QP)

Rev.No. Eff.Date Page

StepNo.

ResponsiblePersonnel

PROCESS/ACTIVITY Details References

trainers in the region,prepare indorsementletter to Central Officeand letter-reply to therequesting LGU

6 Assigned CBMS

trainerPrepare for the Conduct ofTA

a Prepare the necessaryadministrativedocuments for theconduct of CBMS(modular) TA as

appropriate(Memorandum, TravelOrder, and Request forCash Advance and othersas applicableJ and theupdated/latest CBMS TAModule/s.

a Applicableadministrativedocuments

a CBMS TAModule/s

7 Assigned CBMS

trainerConduct CBMS (modular)TA

Conduct the requestedCBMS Modular Trainingas follows:

a Conduct of ModularTrainings

a Module I

CollectionData

a Module tl - DataProcessing and MapDigitizing CommunityValidation

a Module III - Planning andBudgeting using CBMS

Data

a Module IV - CommunityDevelopment Plan [CDP)Formulation

a CBMS Module/s

I Assigned CBMS

trainerAdminister CustomerSatisfaction Survey

a Administer the CustomerSatisfaction Survey to theparticipants at the end ofCBMS TAConsolidate theCustomer SatisfactionSurvey ResulL

a

a CustomerSatisfactionSurvey Form

9 Assigred CBMStrainer

Maintain Records a UpdateSheet.

PreparereportsformsRetain

CBMS TA Log

and submitusing external

records inthe

a

accordance with

a CBMS TA LogSheet

Control ofRetainedDocumentedInformation

a

Document Code

oo 10 16 77 4ofS

a

a

QP-R13-tGMED-26DILG - REGTON Xrrr ICARAGA)

QUATITYPROCEDURE (QP)

References:o CBMS Module/s

Records:o CBMS Module/s

o CBMS TA Log Sheet

. Customer Satisfaction Survey Result

Rev, No. Eff. Date Page

StepNo.

ResponsiblePersonnel PROCESS/ACTrVfrY Details References

Procedure on the Controlof Retained DocumentedInformation and MasterList of Records.

a Mastelist ofRecords

10 Regional FocalPerson

Submission of Reports toCO

r Consolidate reportsubmitted by AssignedCBMS Trainers

o Prepare transmittalo Division Chief

review/edit andcountersign

o RD/0RD approveso RFP scan and send e-

copy of reports withtransmittal to BLGDemail address

o Retain records inaccordance with theProcedure on the Controlof Retained DocumentedInformation and MasterList of Records.

a

,affiRegional Focal Person

RAY DONATDA.SERONAOIC-Asst

Regional Director

LITIBETH A. FAMACION, CESO IIIRegional Director

Process OwnerDivision Chief/Next Higher

Supervisor Regional QMR Top Management

Document Code

10.16.17 5ofS

DILGJ

DILG REGION XIII (CARAGA)

ao

UALITYBIECTTVE (QO) QO-QP-Rl3-LGMED-26

l)oculnr".nt Cotlt

PageRev. No. Eff. Date

DMSTON/FOU LOCAL GOVERNMENT MONITORING AND EVALUATION DIVISION (LGMED]

QUALITYPROCEDURETITLE PROVISION OF TA T0 LGUs ON CBMS

Key Performance Indicators (KPD

FunctionObfectlve Target Indicator/Formula

(if applicable)

Frequency ofMonltoring

Results

Responslblefor Monitorlng

ApplicableDocumenS (e.g.

Tracker,Monltoring Log

Sheet, SummaryLog Sheet, Report,

Timely response to requestfor TA for CBMS modulartraining fwithin 10 workingdays from receiptJ:C/MLGOO=3 daysPO = 3 daysRO = 4 days

B0o/o ofreceivedrequests

Total number of repliesissued within 10 workingdays from receipt ofrequest/ Total no. ofrequests received - Totalno. requests received notyet due x l0Ao/o

CBMS TA Logsheet

Provision ofTechnical Assistance

on theimplementation ofCommunity-BasedMonitoring System

(CBMS) to requestingLGUs region wide

80%o of CBMS ModularTraining's ClientsSatisfaction Survey (ActivityFeedback Form) rated 3 andabove.

80% ofTAsprovided

Total number of TAs with80% Clients SatisfactionSurvey (Activiry FeedbackForm) received with ratingofsatisfactory (3) andabove [45) / Total NumberofTAs conducted x 100

Quarterly

Provincial FocalPerson

Regional FocalPerson

CSS Summary LogSheet

RAY FLGMED

DONAIDA. SERONAYcAo/ orc- ARD

TILIBETH A. FAMACION, CESO IIIRegional Director

Process Owner Dlvlsion Chlef Reglonal QMR Top Management

Reviewed 81 :proved ByPre :areci Bv

A

M.

DILG REGION XIII ICARAGA)PROCESS QUArrrY MoNTTORTNGAND EVALUATION (QME) QME-QP-RI3-LGMED-

rc.t6.L7

l)ocurnent (lorle

Rev. No. Eff. Date Page

DrvrsoN/Fou LGMED

PROCEDURETITLE Provision of Technical Assistance for the implementation of Community Based Monitoring System

oBlEcTrvESTATEMENT

1.

2.ofBO receivedo/o issueduests, within 10req ureply on recerworking days p pt.

o/oBO CBMSof arModul Clients Satisfaction Feedback recei' 3ratedved, above,andCURRENT PERIOD

INDICATORS Feb Mar Oct Nov Dec TotalL:, B0o/o of received issued within 10 recel1.4.A requestacted upon the prescribed periodTotal no. of

from LGUTotal no, of

C Total no. of received not dueD Formula: (A/[B-C)] x 100 Target Result B07oE Put your analysis in case the objective is

not met.Gap Analysis:

1.8. Po (3 Days)

A request acted upon the prescribed periodfrom

Total no. of

B Total no. ofrequests received.

C Total no. of requests received not yet due

D Formular (A/(B-C))x 100 Target Result 80%E Putyour analysis in case the objective is

not met.Gap Analysis:

1.c. Ro (4 Days)

A no. of replies issued within 4 working days fromTotalof from the PO

B Total no. of receivedC Total no. of uests received not dueD Formula: 100 100E Gap Analysisr Putyour analysis in case the objective is

not met,

DILG REGION XIII ICARAGA)

PROCESS QUATTTY MONTTORTNGAND EVATUATTON (QME) QME-QP-Rl3-LGMED-

l)ocutnent Code

Rev. No. Eff. Date

2; All conducted TAs for CBMS have B0% Clients Satisfaction rating of 3 and aboveFeedback Form received with anA Total number of TAs with B0% Clients Satisfaction

Survey (Activity Feedback Form) received witlr anaverage rating of 3 and above.

B Total Number of TAs conductedC Formula: [A/B)x10 B0o/o

D Gap Analysis: Put your analysis in case the objective isnot met.

the DILG-XI[Note: For unmet the willSecretarlat Correctivelssue Action

LGOO IIRAY F DONALD A. SERONAY

qAo/ orc_ARDLILIBETH A. FAMACION,CESO III

Director

Process Owner Regional QMR Top Management

Prepared By Reviewecl I A lroved By

Page00 L0.76.r7 2 of2

Division ctV

D!LGtDILG REGIONX (CARAGA)

Provision of Technical Assistance on CBM .Process Summary Logsheet (PSL)

QUALITY OBIECTIVE: 1) 300/6 of_recieved request for TA on CBMS timety responded wlthln lO workinSdays upon ra..ipt.2) 8006 ofCBMS Modular C ents Sadsfacrion SuNey (Activiry Feedback For.l iri&iTia aUov"

Etrolf10.t6.17

FREQUENCY OF MONITORING:COYERED PERIOD:Dua Date ofSubmlssion:Le8endl

ED. 11

Oblectlv€ Results Oblectlve ResultsPROVINCE

Date ofTransmlttal

Letter

Dat€ necelved by ROR€cordsSectlon/

ReSlonal Focal PerconDateActed

M€t IJnmet Remarks,lfunmetcss

Ratlng Met Unmet Rerharks. l, u nmetRemarks/ Partlculars

rIIIIIrlIIITIIIIITrIIIIT

II I I

III I I

-

II III I I

IITrra III- IIIIrI IIII-II IIIIITITIII IIII' rI

I

-

I-I

r-rI II--

I-II--I-I

IIIITIII

-

I

ITIIIIIIIIIIIII

rIIIrI

0 00 0

AN RAYGRf,GO F,J

Date TAConducted

t-

00

Noted