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MASTER LIST OF MAINTAINED DOCUMENTED INFORMATION (INTERNAL l
DOCUMENT CODE DOCUMENT rrns REVISION 00 01 02 03 04 05
Provision of LGRRC Services OP-R13-LGCDD-19 [Oualitv Procedure 10.16.17 OO-OP-R13-LGCDD-19 [Oualitv Objective 10.16.17 OME-OP-R13-LGCDD-19 I Oualitv Monitoring and Evaluation 10.16.17 FM-OP-13-LGCDD-19-01 Process Summarv Lozsheet 10.16.17 FM-OP-13-LGCDD-19-02 Borrower Slio 10.16.17 FM-OP-13-LGCDD-19-03 LGRRC Visitors Logbook 10.16.17 FM-QP-13-LGCDD-19-04 LGRRC Knowledge Product Monitoing Sheet 10.16.17
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Local Government Capability Development Division Name of Division/FOU:
Rev . .No. Eff. Date Page o 10.16.17 1 of l
Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
REGION XIII (CARAGA) 1559 Matimco Bldg, Km 4., Libertad, Butuan City
caraga.dilg.gov.ph
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• MASTER LIST OF MAINTAINED DOCUMENTED INFORMATION fEXTERNALl
DOCUMENT CODE DOCUMENT TITLE REVISION 00 01 02 03 04 05
Provision of LGRRC Services DILG M.C. 2016-165 entitled "Establishment of a Local Governance Innovative Solutions Bank" dated November 16, 2016
Local Government Capability and Development Division Name ofDivision/FOU:
•H'"'IN"''' &M-R13-sP-Ol1J:011
Rev . .No. EJJ. Date Page 00 10.16.17 1 ofl
Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
REGION XIII (CARAGA) 1559 Matimco Bldg, Km 4., Libertad, Butuan City
caraga.dilg.gov.ph
•
• MASTERUST OF RETAINED DOCUMENTED INFORMATION
DOCUMENT CODE DOCUMENT TITLE CUSTODIAN LOCATION FILING SYSTEM RETENTION PERIOD DISPOSAL FOLDER SCHEME ACTIVE STORAGE TOTAL Process Name: PROCESS FOR ACCESS TO LGRRC KNOWLEDGE PRODUCTS/IEC MATERIALS (KNOWLEDGE SHARING)
Blue Datafiler with cover# 1
Chronologl· LGRRC beside steel QP-R13· Recycle/Reuse QP-R13-LGCDD-19 Quality Procedure Administrator cabinet at the LGCDD-19 cal 3 years 3 years 6 years (latest on top) papers
back of the LGRRC Blue Datafiler with cover # 1 Chronologi-
QO-QP-R13-LGCDD-19 Quality Objective LGRR.C beside steel QP·R13- cal 3 years 3 years 6 years Recycle/Reuse Administrator cabinet at the LGCDD-19 (latest on top) papers
back of the LGRRC Blue Datafiler with cover # 1 Chronologi- Quality Monitoring and LGRRC beside steel QP·R13- Recycle/Reuse QME-QP-R13-LGCDD-19 Evaluation Administrator cabinet at the LGCDD-19 cal 3 years 3 years 6 years
(latest on top) papers back of the LGRRC Blue Datafiler with cover # 1 Chronologi-
FM-QP-R13-LGCDD-19-01 Process Summary Logsheet LGRRC beside steel QP·R13- cal 3 years 3 years 6 years Recycle/Reuse Administrator cabinet at the LGCDD-19 (latest on top) papers
back of the LGRRC
l 1
Pr>· J.Jf11d B
~~~ T-t"-J..4.
-~~y Des•Dnatton ~ Process Owner I '"·lonalQMR
I
Local Government Caoabilitv Development Division· Local Governance Rel!ionaJ Resource Center Name of Division/FOU:
tor1 00 10.16.17 I Rev. No. I er. Date I rliii!!i"'"' FM·SP·R13·08·01
Republic of the Philippines DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
REGION XIII (CARAGA) 1559 Matimco Bldg; Km 4., Libertad, Butuan City
caraga.dilg.gov.ph
,1. Letter requests (i.e. email, courier or hand-carried, facsimile) as processed by receiving personnel pertaining to requests to access LGRRC materials are routed to LGRRC Facility Administrator.
I 1 Letter Request
I MSAC-affiliate Endorsement Routing Slip
Details References
b. Borrowing of KPs/IEC material
[ Borrowers form processing then release; return and evaluation of materials, and recording. P_r:ocess ends upon administration of R13-SP-02. _
INPUT
PURPOSE
WALK-IN REQUESTING Knowledge Products/ KP CLIENT PARTY Request I IEC Materials I -
Borrowing IEC Material RECEIVING CLIENT
I I I DESCRIPTIVE STATEMENT: The process is a continuation from previous processes (QP-R13-FAD-11) for borrowings of knowledge products/I EC materials that starts from the accommodation and logging-in of the walk-in client by the PACO and forwarding to the LGRRC facility administrator, for logging-in to LG RRC logbook and evaluation of request coursed to the librarian, on:
a. In-house access of KPs/lEC material
I i
..B!_S~RVATIONS OR LETTEl!LONLINE REQUESTS 1 LGRRC Facility 1 FROM PREVIOUS
Administrator I PROCESS: (QP-Rl3-FAD-11)
I
Step Responsible I PROCESS/ ACTIVITY No. Personnel
OUTPUT PROCESS
SCOPE
DILG - REGION XIII rcARAGA) QUALITY PROCEDURE (QP) 00 I lQ.16.17 I lof5
• PROCEDURE TITLE Process for Access to LGRRC Knowledge Products/lEC Materials
Knowled e_S_h_ar_i_n .... g.._) _ The process st.arts from the accommodation and logging-in of the walk-in client by the PACO, to the evaluation of the LGRRC facility administrator, to the servicing by the librarian, including processing, monitoring and return of borrowed materials. Process ends upon administration of Client
____ Satisfaction and Feedback form by the PACD. __ To define standard procedure for processing borrowing request for Knowledge Products or Information, Education, Campaign (!EC) materials to be brought outside the facility of the Local Governance Regional Resource Center LGRRC). -~--
PROCESS DESCRIPTION
KP Monitoring • Sheet
For in-house access: I I' 2.a. Retrieve materials
and allow client to ~~~~~~~~~~~~~~~~~·~~~~~~~-~~~~---'-~~~~~~~
1. Ascertain status of availability of material
! KP Monitoring Sheet
1 Check status of availability of materials and make recommendation
LGRRC Librarian
2
I
Communications I I logbook I ! Knowledge j Products
For both in-house I access of KPs/IEC
materials and outside I borrowing:
1
2.b. Make entry in Communications
I Logbook and ascertain needs as against Menu
I of Knowledge Products
Librarian. Note on Routing Slip
qualified borrowers
a. Borrowing of KPs/IEC materials, evaluate credentials and requrements as against criteria for qualified borrowers
b. If not qualified, 1 proceed to step 5. I
c. If qualified, route 1
to LGRRC
Endorsement 1 Checklist for
I · For outside borrowing: I MSAC-Affiliate
librarian.
I
Details Referenc~ 1 2.a Pro~ide Visitors Menu of , Logbook for walk-in Knowledge
I' clients and ascertain Products
needs as against Menu I
, of Knowledge Products. · Direct client to LGRRC
00 10.16.17 l 2ol5
For walk-in clients, request client to log in to LGRRC Visitors Logbook and ascertain capability to fulfill request and direct to LGRRC librarian.
PROCESS/ ACTIVI1Y Step Responsible f ,__N~o·~,___Personnel I
I I I I I I I
Checklist for qualified
I borrowers Borrower's Form
1.Retrieve material and ' KP Monitoring
I allow client to peruse l Sheet material within the vicinity. Log in KP Materials monitoring sheet
I 2.0nce client is done, collect the material(s) and make
I corresponding updates in the KP Monitoring
, Sheet. I I 3.Direct clientto PACO
for administration of R13-SP-02
For outside borrowing: Approve Borrower's
! Form I
I
LGRRC Manager
Retrieve materials and allow client to peruse
1 material within the facility
LGRRC Librarian
3
4.Return materials in 1-----i--------.__-----------+~appro riate shelves
1. Approve borrower's Form and return to LGRRC Administrator for release of KPs
· Borrower's Form (2 copies) Checklist for qualified borrowers I MSAC-affiliate
, Endorsement
References
For outside borrowing: 1. If qualified, fill-up Ascertain material borrowers form and availability, allow client j submit to LGRRC to peruse material. and Manager for approval. process Borrower's Form.
peruse material within I the facility
1
2.b. If KPs/lEC materials requested
' are not available,
I advise client when these will be available.
Details
--"-oo"--_: _;.cl0=.1"'-'6 !~7_! _:l of s J QP-R13·LGCDD- 19 Document Code •
3
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Step Responsible PROCESS/ACTIVl1Y N_o_.---+ __ P_e_r_s_o_n_n_e_I_+------
Provide requested KPs/IEC materials to client.
DILG - REGION XIII rcARAGAl
QUALITY PROCEDURE (QP)
•
- I Step Responsible PROCESS/ ACTIVllY Details References I No. Personnel
4 LGRRC I Release Materials 1. Log in borrowed Borrower's Librarian I status in KP Form
I
I Materials monitoring KP Materials sheet monitoring
sheet
2. Release material KP Material 3.Direct to PACO for
I administration of Client Satisfaction and Feedback Form
MONITORING AND FOLLOWING UP OF BORROWED MATERIAL
5 LGRRC Facility i l. Monitor status of I KP Materials Administrator borrowed books monitoring and LGRRC 1 and ascertain I sheet I
Librarian I materials due for ' ' the day I I i 2. SMS borrower to i remind him/her I that the material is I
I due to be returned on that day. KP Materials
I 3. Log transmission in monitoring
KP Materials sheet 1 I Monitoring Sheet ' RETURN AND PROCESSING
6 PACO I Direct Client to LGRRC !l. Entertain requesting Visitors'
I party and add entry I Logbook I in Visitors' Logbook I .~J 12. Determine client
J intent and direct to I LG RRC Librarian 7 LGRRC I 1. Collect the ' KP Monitoring
Librarian I rnaterial(s) and make Sheet
I corresponding KP Materials updates in the KP
I Monitoring Sheet
I ~· Return materials in ! appropriate shelves
Retain all records Retain all records : Control of I
8 LGRRC l I Administrator generated in ~ Retained i accordance with i Documents I
I I _ _QQ__j_ 10.1617 j folS
QP-R13-LGCDD- 19
I LIB~ A.
FAMACION CESO lll
I Regional Director
Top Management I_ ---
Jl.R~~~ I ~- LGodviEMMYLouP., LGO LYNC. I DONALDA.SERONAY
BURIAS YOMA OIC·Asst. Regional 1 LGRRC Administra~or OJC LGCDD C~hief · Director 1----::p 0 Division Chief/Next I rocess wner Higher ~upervisor Regional QMR
Legal References: • LG RRC XIII Manual of Operations • LGRRC XIII Business Plan
Definition of Terms: • Local Reglonal Resource Center is the facility that harnesses the role of DILG as
knowledge brokers and facilitators of capacity development and to facilitate the integration of knowledge management in DILG processes and systems towards building the department as a knowledge centric organization.
r-;:-rences
I Information
1
Procedure
I
I 11ll6 17 I 00
Responsible I P;OC_E_S-S/ACTJVI'IY I Details Personnel I
i----t-- --------- I Control of Retained I Documented
I Information Procedure and Masterlist of
' Records ---------'-----------
NAME: JOC~YOMA ntr r rrnn rr.1a• Sunervisor
.In! , NAME : EM~OtlP. ~AS
Lr.nnv. r "nor ..
0 0 0 Total Result
Duration of Objective Results Date of request for LGRRC Time walk-in client is Time walk-in client's provision of •• Client No. service endorsed to LGRRC request is served by LGRRC service to client Remarks/Particulars
(walk-in clients} Administrator Librarian from endorsement Met Unmet Remarks, if unmet bvPACD
1
2
3
4
5
6
7
8
Every Stb day of the 1st month of the quarter Due Date of Submission: Legend:
FREQUENCY OF MONITORING: Quarterly COVERED PERJOD:
1) 80% of clients accessing KPs In the LGRRC are accommodated within 30 minutes upon request 2) 80% of clients borrowing KPs from the LGRRC are accommodated within 30 minutes upon request 3) 80% of clients borrowing KP> from the LGRRC are accommodated within 30 minutes upon request
QUALITY OBJECTIVE: Jof_ 10.16.17
Page Bil'. Date
~il!Qi!il!@iift! FM-QP-R13-LGCDD-19-01
DILG REGIONXlll (CARAGA) Process for Access to LGRRC Knowledge Products/I EC Materials (Knowledge Sharing Process Summary Log Sheet (PSL)
E~~~~URIAS LGOO V- LGRRC Administrator
Regional Director
LILIBE~. CESO Ill
Regional Quality Management Representative Process Owner
Contact No. & Email Address Signature
Address Client
Date Returned:
Date Borrowed:
Date to be Returned:
PURPOSE:
KNOWLEDGE PRODUCT {s):
GOVERNANCE AREA(s):
• DILG REGION XIII
LGRRC BORROWER'S SLIP
DATE ACTIVITY/ NAME POSITION/ PURPOSE DESIGNATION OFFICE/ ADDRESS SIGNATURE
oo I 10.16.17 I 1or1 ' ·"·
DILG REGION XIII
LGRRC VISITORS LOGBOOK FM-QP-R13-LGCDD-19-03
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Regional Director Regional Quality Management Representative
. FAMACION, CESO III /
Process Owner
EM~Ji.~AS LGOO V - LGRRC Administrator
•
• Date KP Title Availability
Borrower Address Date to be Returned
YES NO
'" '"' o I 10.16.17 I 1 ofl
FM-QP-R13-LGCDD-19-04
DILG REGION XIII
LGRRC KNOWLEDGE PRODUCTS (KP) MONITORING SHEET
0
DIVJSION/FOU LOCAL GOVERNMENT CAPABILITY DEVELOPMENT DIVISION - LOCAL GOVERNANCE REGIONAL RESOURCE CENTER
QUALITY PROCEDURE Process for Access to LGRRC Knowledge Products/lEC Materials (Knowledge Sharing) TITLE
Key Performance Indicators (KPI) Applicable Documents (e.g.
Frequency of Responsible for Tracker, Function Indicator /Formula Monitoring Monitoring Log
Objective Target (if applicable) Results Monitoring Sheet, Summary Log Sheet, Report,
Memo, etc.) Process for in-house % of clients 80%of Total number of clients accessing Quarterly LGRRC • Visitor's Logbook access ofLGRRC accessing KPs in clients KPs accommodated within 30 Administrator and • KP Monitoring KPs/ Information the LGRRC are accommodat minutes upon request LGRRC Librarian Sheet Education Campaign accommodated ed x 100 (IEC) materials within 30 minutes
upon request Total number of clients accessing KPs
Process for outside % of clients 80%of Total number of clients borrowing Quarterly LGRRC • Visitor's Logbook borrowing of LGRRC borrowing KPs clients KPs accommodated within 30 Administrator and • Borrowers Slip Knowledge Products from the LGRRC accommodat minutes upon request LGRRC Librarian (KPs)/Ioformation are ed x 100 Education Campaign accommodated (IEC) materials within 30 minutes Total number of clients borrowing
upon request KPs
% of clients 80%of Total number of clients requesting Quarterly LGRRC • Visitor's Logbook Process for requesting for clients rated for LGRRC services (knowledge Administrator and • Client's Feedback provision of LGRRC services LGRRC sharing) rate service provided ITO Form (PACO) requested LGRRC (knowledge service satisfactorily services (Knowledge sharing) rated satisfactorily x 100 Sharing) service provided
satisfactorily Total number of clients requesting LGRRC services (knowledge sharing)
0 (QO)
QO·QP·R13·LGCDD·19
•
u
Top Management Division Chief Process Owner
~~~t:U- EMMYLOU P. BURIAS
LGOO V - LGRRC Administrator
• Key Performance Indicators (KPI) Applicable
Documents (e.g. Frequency of Responsible for Tracker,
Function Indicator /Formula Monitoring Monitoring Log Objective Target (ifapplicable) Results Monitoring Sheet, Summary
Log Sheet, Report, Memo, etc.)
QO·QP·R13-LGCDD·19 DILG REGION XIII fCARAGA 1 QUALITY OBJECTIVE (QO)
DIVISON/FOU LOCAL GOVERNMENT CAPABILITY DEVELOPMENT DIVISION PROCEDURE
Process for Access to LGRRC Knowledge Products/IEC Materials (Knowledge Sharing) TITLE OBJECTIVE 1. 80% of clients accessing KPs in the LGRRC are accommodated within 30 minutes upon request. STATEMENT 2. 80% of clients borrowing KPs from the LGRRC are accommodated within 30 minutes upon request. CURRENT
ERIOD INDICATORS 1Q 20 30 40 Total Obiective 1: 80% of clients accessing KPs in the LGRRC are accommodated within 30 minutes upon request. A Total number of clients accessing KPs in the LGRRC are accommodated within 30 minutes
upon request, B Total number of clients accessing KPs in the LGRRC in a three-month period. c Formula: A x 100 I Target Result: 80%
B D Gap Analysis: In case the obiective is not met, put your analysis why it is not met Objective 2: 80% of clients borrowing KPs from the LGRRC are accommodated within 30 minutes upon request. A Total number of clients borrowing KPs from the LGRRC are accommodated within 30
minutes upon request, B Total number of clients borrowing KPs from the LGRRC in a three-month period. c Formula: A x 100 I Target Result: 80%
B D Gap Analysis: In case the objective is not met, put your analysis why it is not met
Objective 3: 80% of clients rated LGRRC service satisfactorily.
A Total number of clients requesting for LGRRC services (knowledge sharing) rate service provided satisfactorily
B Total number of clients requesting LGRRC services (knowledge sharing) in a three-month period.
c Formula: A x 100 I B D Gap Analysis: In case the objective is not met, put your analysis why it is not met
Note: For unmet targets, the QMS Secretariat will issue Corrective/Preventive Action Report (CPARl dulv staned bv the DILG-XIII Deputy QMR.
DeputyQMR Process Owner
JOCEL~OMA OIC, Division Chief LGOOV
•