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PHILIPPINES COUNCIL FOR AGRICULTURE AND FISHERIESPCAF-PMKMD-QP02-F01
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Version 1
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Operational Planning
Quality Form
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Annual Physical and Financial Plan (tier 1)Reference Number
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Date:
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Division: Administrative, Financial and Management Division (AFMD)
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Section: General Services Section
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FunctionKey ActivitiesPerformance IndicatorAnnual Physical TargetsTravelling ExpensesTraining ExpensesSupplies and MaterialsUtility ExpensesCommunication ExpensesAwards/Rewards and PrizesExtraordinary & MiscellaneousProfessional ServicesGeneral ServicesRepairs and MaintenanceTaxes & InsurancesOther Maintenance & Operating Expenses TOTAL REMARKS
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1st2nd3rd4thTotal Travelling (Local) Travelling (Foreign) Training, conventions Office Supplies Accountable Forms Drugs and Medicine Exp Fuel, Oil & Lubricants Semi-Expendable Machinery & Equipment Semi-Expendable Furnitures, Fixtures & Books Other Supplies Expenses Water Expenses Electricity Expenses Postage and Courier Services Telephone (Mobile) Telephone (Landline) Internet Connection Prizes Extraordinary & Miscellaneous Legal Services Auditing Services Consultancy Services Other Professional Services Janitorial Services Security Services Office Building Office Equipment Furniture and Fixtures Info.& Comm. Tech Equip Motor Vehicle Taxes, Duties & Licenses Fidelity Bond Premiums Insurance Expenses Advertising Expenses Printing & Publication Representation Expenses Rent - Building & Structure Rent - Motor Vehicle Library & Other Reading Materials Donations Other MOOE
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1. Execute policy, rules, regulation and programs in all areas of records management in accordance with the National Archives Law, Rules & and supply management in accordance with the existing auditing and accounting procedure and procurement laws.0 -
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2. Develop, maintain and periodically update the records,property and supply management management aspect of the Finance, Administrative Management Information System (FAMIS) database.0 -
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3. Ensure effective and consistent implementation of policies and principles relative to records management and physical safety and security.0 -
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4. Advise management on strategic and/or sensitive records management issues and other related relevant matters.0 -
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5. Undertake programs to ensure management of all physical facilities, equipments, furnitures, fixtures and vehicles.0 -
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I. RECORDS MANAGEMENT0 -
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1. Maintain records management information system of the agencyNo. of work station maintained 100%100%100%100%100% -
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No. of server updated/maintained100%100%100%100%100% -
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2. Ensure centralized and proper management of records.0 -
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a. Record in-coming & out-going documents for filing/processing and disseminationNo. of incoming docs100%100%100%100%100% -
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No. of outgoing docs100%100%100%100%100% -
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b. Facilitate the delivery/dissemination of outgoing communicationNo. of documents delivered thru0 -
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1. Post Office -
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- Documents100%100%100%100%100% -
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- Printed materials100%100%100%100%100% -
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2. Private Courier100%100%100%100%100% -
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3. E-mail100%100%100%100%100% -
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II. PROPERTY AND SUPPLY MANAGEMENT SYSTEM0 -
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1. Maintain property and supply management information systemNo. of work station/server maintained100%100%100%100%100% -
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of the agency to ensure proper and centralized management of0 -
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records pertaining to properties and equipment.0 -
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2. Implement/undertake procurement0 -
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A. Procurement0 -
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1. Prepare and submit APP-CSE of GSSNo. of APP-CSE of GSS100%100% -
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2. Consolidate and submit APP-CSE of AFMDNo. of APP-CSE of AFMD100%100% -
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3. Consolidate and submit APP-CSE of PCAFNo. of APP-CSE of PCAF100%100%
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4. Prepare PRNo. of PR100%100%100%100%100%
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5. Check PRNo. of PR100%100%100%100%100%
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6. Number PRNo. of PR100%100%100%100%100%
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7. Canvass goodsNo. of canvass100%100%100%100%100%
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8. Prepare Purchase OrderNo. of P.O.100%100%100%100%100%
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9. Prepare Agency Procurement RequestNo. of APR100%100%100%100%100%
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10. Prepare Inspection and Acceptance ReportNo of IAR thru PO and APR100%100%100%100%100%
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No. of IAR thru PCF100%100%100%100%100%
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11. Prepare Disbursement Voucher and ORSNo. of DV and ORS (PO and APR)100%100%100%100%100%
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3. Issuance and utilization
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a. Verify RISNo. of RIS100%100%100%100%100%
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b. Index/record items issued in the stock cardNo. of record/index100%100%100%100%100%
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c. Prepare Inventory Custodian SlipNo. of ICS100%100%100%100%100%
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d. Prepare/ update property cardNo. of property card100%100%100%100%100%
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e. Prepare ARENo. of PAR100%100%100%100%100%
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4. Inventory
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a. Conduct physical inventory of PPEsNo. of inventory
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b. Prepare reportNo. of report
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c. Consolidate report
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5. Facilitate disposal
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a. Submit list of properties/assets to be disposedNo. of list submitted
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b. Facilitate/coordinate the conduct of disposal with the CommitteeNo. of disposal facilitated
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III. INFRASTRUCTURE MANAGEMENT
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Ensure the proper management and maintenance of facilities, equipment, vehicles, and office building and its premises.
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A. Office building & facilitiesNo. of building insurance
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No. of conference room maintained
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No. dormitory room maintained
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1. Ensure compliance to fire extinguishers safety standardsNo. of fire extinguishers maintained
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2. Facilitate/undertake minor repairs of furniture and fixturesNo. of repairs
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B. Office equipmentNo. air-con units
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No. of CCTV
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C. Motor VehiclesNo. of vehicles managed/maintained
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1. Prepare trip tickets and couponsNo. of regular trip tickets
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2. Faciliate registration & insurance of vehiclesNo. of Insurance and registration
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IV. OTHER SERVICES
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1. Faciliate the preparation of DV and ORS for payment of the following goods/services:
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a. Janitorial servicesNo. of payment
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b. Security servicesNo. of payment
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c. Purified waterNo. of payment
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d. Globe/Smart TelecommunicationNo. of payment
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e. Manila WaterNo. of payment
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f. MERALCONo. of payment
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g. PLDTNo. of payment
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h. Fuel, oil and other lubricantsNo. of payment
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V. DEVELOP POLICY/GUIDELINES
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VI. GENERATE REPORT
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- Incoming documentsNo. of report
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- Outgoing documentsNo. of report
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- Purified Water ConsumptionNo. of report
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- ProcurementNo. of report
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- Fuel utilizationNo. of report
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- Air-con maintenanceNo. of report
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