finance and administrative effectivity date pi division

VERSION NO.

1

MANUAL TITLE

BUREAU OF COMMUNICATIONS SERVICESDOCUMENT NO.

BCSOM 12.0OPERATIONS MANUAL

DOCUMENT NAME REVISION NO.

0PIU FINANCE AND ADMINISTRATIVE DIVISION OBJECTIVES

EFFECTIVITY DATE

October 3, 2016PAGE NO.

1 O f 1

DOCUMENTED BY: REVIEWED BY: APPROVED BY:

X / n <Vg . a a l aChief Administrative Officer

<JdN0 G. AALAChief Administrative Officer

HOWARD LANCEATUYKINGDirector IV

Pro

cessed F

inan

cial & A

dm

inistrative S

ervices

VERSION NO.

1

MANUAL TITLE

BUREAU OF COMMUNICATIONS SERVICES OPERATIONS MANUAL

DOCUMENT NO.

BCSOM 12.1

DOCUMENT NAME

FINANCE AND ADMINISTRATIVE DIVISION OBJECTIVES

REVISION NO.

0EFFECTIVITY DATE


1 Of 1

1. To perform review of the reports and documents for signature/approval of the Head of Agency/Director.

2. To enforce timely submission of financial and other reports.

3. To disburse payment accurately and supported with complete documents.

4. To execute requests for financial and administrative services within the timeframe such as:

• Procurement Services• Training Services• Transportation• Records Management Services• Obligation and Funding• Disbursement and Collection• Property Management• Employee Benefits• General Services


/ f r r ^ A /djNQ>G. AALA

Chief Administrative Officer ChiefAdministrative OfficerHOWARD LANCfe^CuYKING

Director IV

VERSION NO.

1MANUAL TITLE


BCSOM 12.2OPERATIONS MANUALcs DOCUMENT NAME REVISION NO.

0FINANCE AND ADMINISTRATIVE DIVISION QUALITY PLAN EFFECTIVITY DATE


1 of 26

Key/Support Service

Process Name

Item to be Controlled Dimension Standard

PersonResponsible

ControlMethodology

Procedure Code or Other Type of

Document

Disbursements Approval of Disbursement Voucher (DV) and supporting documents (P.O/Work Order)

1. Timeliness2. Accuracy and

completeness of data

• PO/WO shall be processed in accordance to GAM and COA’s circular compliance to GAM and COA’s requirements

Accounting Section -

Administrative Assistant II Accountant III

Verifies/Checksthecompleteness of attached documents as prescribed by COA/ based on therequirements BIR Guidelines

Supporting Documents (SDs): Purchase Order, Work Order, Disbursement Voucher

BCSOM 12.101- BCSOM 12.102

Remittances Summary of Tax withheld from employees’ salary and payables

1. Accuracy and completeness of data

2. Timeliness

• Tax shall be withheld in accordance with BIR revenue regulations

• All taxes withheld shall be remitted & filed on or before its due date


Admin. Asst. II Accountant III

Checks and verifies total amount in the summary of remittances if equal to the total amount deducted to the employees and the government

DisbursementVoucher,

Summary of Remittance,BIR 2306/2307 Logbook

BCSOM 12.103- BCSOM 12.104


(j/ n ^ g . AALAChief Administrative Officer

(^L?NgG. AALAChief Administrative Officer

HOWARD LANCE ATtfYKINGDirector IV

VERSION NO.

1

MANUAL TITLE




0

FINANCE AND ADMINISTRATIVE DIVISION QUALITY PLAN EFFECTIVITY DATE


2 of 26

Key/Support Item to be Service Controlled

Process NameDimension Standard

PersonResponsible

ControlMethodology


Document

• Using prescribed BIR forms

shareBIR Guidelines

Financial Statement (FS)

Financial Statement (FS) and supporting documents

1. Accuracy and Completeness

2. Timeliness

■ FS in accordance with GAM

■ Submission in accordance with COA deadline


Accountant II Accountant III

Double checks posted entries against SDs and approval of documents

Financial Statement and supporting documents, Journal Entry Voucher

BCSOM 12.105

Inspection of Purchases

Purchased items 1. Accuracy in specification and quantity

• Purchased item specification and quantity should be the same with the approved Purchase Request


Administrative Assistant II

Inspects the items and checks the documents

Inspection and Acceptance Report Logbook

BCSOM 12.106

VERSION NO.

1MANUAL TITLE






3 of 26


Process NameDimension

Person Control Standard Responsible Methodology


Document

Pre-Inspection and inspection of repaired items

Items for Repair and items repaired

1. Accuracy and completeness of supporting documents

2. Testing of repaired item

• Diagnosed problem for repair must be seen upon preinspection

• Well-functioning item after repair


Administrative Assistant II

Pre-inspects the item for repair to validate the diagnosed problem as per PR,Inspects/tests the item after repair, certifies payment if repair is completed

Purchase Request Logbook,Invoice Logbook, Accounting Request Form, Certification of Payments

BCSOM 12.107- BCSOM 12.109

Maintenance ofAccountableRecords

Accounting Employees Ledger Card, Creditors Index Card, Supplies Ledger Card

1. Accuracy and Completeness of Data

2. Timeliness

• Accounting Employees Ledger Card, Creditors Index Card and Supplies Ledger card should be updated within 15 days after


Administrative Assistant I

Checks correctness of data encoded; Reviews the correctness of the amount, totals and information encoded

Accounting Employees Ledger Card,Creditors Index Card,Supplies Ledger Card,RSMI/RIS

VERSION NO.

1MANUAL TITLE




0



4 of 26


Process Name

PersonDimension Standard Responsible

ControlMethodology


Document

receipt of the final payroll copy, paid vouchers and RSMP/RSM!

• Posted data should be tallied with the actual compensation and deduction of employees, and actual payments made to the creditor.

• Physcial inventory should be equal with records

against Report of Check Issued;Reconciles the Supplies Ledger Card of Accounting Section with the Property and Supply Section’s inventory ledger card

BCSOM 12.110- BCSOM 12.112

Allotments Payroll, 1. Accuracy and • Disbursements Budget Section - Verifies DisbursementRemittance, Completeness of should have Administrative correctness and Voucher,Terminal Leave documents appropriations Officer V completeness Supporting

VERSION NO.

1MANUAL TITLE




0



5 of 26



Person Control Responsible Methodology


Document

and Retirement Gratuity Benefits, Purchase Order, Petty Cash Fund, Allotments/ availability of funds

2. Timeliness and allotments in the approved Registry of Allotments, Obligations and Disbursements (RAOD) and unlessauthorized by DBM

Administrative Officer IV

of documents; preparation and approval of Obligation Request Slip

Documents (SDs), Obligation Request Slip, RAOD

BCSOM 12.301 - BCSOM 12.305

ReportorialRequirements

Standard/ prescribed forms, reports and templates


Completeness of Data

• Compliance with DBM, COA requirements and GAM guidelines

•

Budget Section - Administrative Officer V Administrative Officer IV

ChiefAdministrativeOfficer

Head of Agency

Checks/verifies correctness and completeness of documents/ Reports;

All reportorial requirements shall be approved by Head of the

Reportorial Requirements, Request for Messengerial Services

BCSOM 12.306

VERSION NO.

1MANUAL TITLE




0



6 of 26


Process Name

Person ControlDimension Standard Responsible Methodology


Document

Agency before submission

Maintenance of Registries

Records of Registries and Supporting Documents (SDs)


2. Timeliness

• Compliance with the required registries of government agencies

Budget Section - Administrative Officer V Administrative Officer IV

ChecksA/erifies correctness and completeness of documents

BO II prepares Obligation Request Slip Budget Section Chief reviews and certifies ORS

RAA - MFO/PAP, RAOD - PS, RAOD - MOOE, RAOD-CO, Subsidiary Record for Obligation ORSSupportingDocuments

BCSOM 12.307

Recruitment, Selection and Placement; appointment and personnel records

Pre-employment credentials and qualifications, Selection criteria, Terms & conditions of


2. Adherence to the qualifications requirements

• Compliance to therequirements: R.A. 7041, Administrative Code of 1987,

Personnel Section -

Administrative Officer V

Initially screens & prepares shortlisted applicants for PSB selection until placement;

Pre-employment / 201 requirements, Appointment Form, Clearance, Record on Release of

VERSION NO.

1MANUAL TITLE




0i 7. *■/, FINANCE AND ADMINISTRATIVE DIVISION QUALITY PLAN EFFECTIVITY DATE


7 of 26



PersonStandard Responsible

ControlMethodology


Document

Management employment, 201 Files

3. Timeliness CSC, Republic Act 7277, NAP

Personnel Selection Board, Head of Agency

201/120 File

BCSOM 12.201 - BCSOM 12.203

PersonnelPrograms

Employee Benefits & Welfare, Health & Wellness, Rewards & Recognition


2. Timeliness

• RAs 8972, 9262, 9710, 6758, 6686

• CSC• PRAISE

Personnel Section -

Administrative Aide VIAdmin, Officer II, Admin. Assistant IIAdministrative Officer V

PRAISECommittee

Reviews, approves and monitors the programs;, rewards & recognition

Application for Leave Form, Individual Leave Cards, etc. Wellness Program & Reports List of Awardees Disbursement Voucher BCSOM 12.204, BCSOM 12.208, BCSOM 12.210,

StrategicPerformanceManagementSystem

Employee performance outputs and criteria


2. Timeliness

• BCS policies Personnel Section -

Administrative

Conducts Orientation on the SPMS, consolidates

Summary List of Individual Performance Ratings, OPCR,


/ U n ^ g Ta a l aChtbrAdministrative Officer

^ c T a I l aChie rAdm inis tra five Officer

HOWARD LANCE^MJY^fNGDirector IV

VERSION NO.

1MANUAL TITLE


DOCUMENT NO.

BCSOM 12.2

DOCUMENT NAME

FINANCE AND ADMINISTRATIVE DIVISION QUALITY PLAN

REVISION NO.

0EFFECTIVITY DATE


8 of 26

Key/Support Service

Process Name

Item to be Controlled Dimension


ControlMethodology


Document

Aide VI Administrative Officer V

ChiefAdministrativeOfficer

SPMS-PMT

results & reports

IPCRBCSOM 12.205

Training and Development

Results of SPMS, Individual Development Plan & other interventions


2. Timeliness

• CSC MC No.21, 2013 Qualification Standards on Training

Personnel Section -

Admin. Assistant IIAdmin. Aide VI Admin. Officer V

Establishes & provides training needs/ otherinterventions and assesses effectiveness of training/ROIMT

Training Master Plan,Individual Development Plan, Training Evaluation Form, LDIET, ROIMT BCSOM 12.206

Career Pathing Program & Merit Promotion

Career Planning Worksheets of individual


• AO 292/ Administrative Code, etc.

Personnel Section - Admin. Officer

Collates career planning worksheets &

PCPDPProgress Reports

VERSION NO.

1

MANUAL TITLE






9 of 26



PersonResponsible

ControlMethodology


Document

System employees 2. Timeliness ChiefAdministrativeOfficer

identifies learning gaps & PCPDP

BCSOM 12.207 BCSOM 12.209

EmployeeDiscipline

Notice of Violation 1. Accuracy and Completeness of Data

2. Timeliness

• CSC, RA 6713, law

Personnel Section - Admin. Officer V

Reviews compliance of all employees to the code of conduct & discipline

Memorandum,Notice

BCSOM 12.211, BCSOM 12.212

Employee Separation & Issuance of Certificate

Length of service, Accountabilities and Clearance, Service Record Index Card


2. Timeliness

• RA 10154 &IRR• GSIS Act of

1997, etc.

Personnel Section - Admin. Officer V Admin. Assistant IIAdmin. Aide VI

Checks/verifies what is due to employee upon resignation/ retirement

Clearance , Certificate, etc. BCSOM 12.213 - BCSOM 12.214

ReportorialRequirements

Type of reports Deadline Accountable personnel


2. Timeliness

• RA 6713• CSC &

government requirements

Personnel Section - Admin. Officer V

Checks/verifies correctness and completeness of documents/ Reports;

Monthly Report of Separation and Accession,Monthly Report on Database of Individual Barred

VERSION NO.

1

MANUAL TITLE




0



10 of 26

Key/Support Service

Process Name


PersonResponsible

ControlMethodology


Document

From Entering Government Service and Taking Civil Service Examination, Report of Training, Development and Scholarship Programs/ Activities, SALN, PSIPOP BCSOM 12.212

Preparation of Summary of 1. Timeliness • APP-CSE for the Property & Checks/reviews AgencyProcurement Common Use 2. Accuracy and next year shall be Supply Section - and examines Procurement PlanPlans supplies and Completeness of submitted to PS- APP-CSE (APP),

equipment; Data DBM not later Admin. Officer III against APP-Procurement Plan than Nov. 30 of supporting Common-Useper area. the current year BAC documents. Supplies and

• Based on the Equipment,PS-DBM, Chief Finalizes APP APP-CSE

VERSION NO.

1MANUAL TITLE





October 3, 2016^Sw PAGE NO.

11 of 26



PersonResponsible

ControlMethodology


Document

GPPB-DBM mandate, RA 9184

• APP shall be submitted to GPPB-DBM every 1st quarter of the current year

AdministrativeOfficer

Heads of Divisions

for signing by BAC Chairman & member, Accounting Section Chief, Budget Section Chief, FAD Chief and Head of Agency approval

Logbook

BCSOM 12.401 - BCSOM 12.402

Procurement through PS-DBM

Approved Purchase Request, printouts of Agency Procurement Request 01/02, approved Disbursement Voucher and payment (check)



• Compliance with DBM, COA requirements and GAM guidelines

• Procurement of common-use supplies and equipment shall be procured only at PD-DBM

Property & Supply Section -

Admin. Aide IV Admin. Officer III

BAC,ChiefAdministrativeOfficer

Review and approval of PR, APR and DV by all concerned,

Purchase Request,BCS BAC-PR Resolution,BACTransparencyForm,Equipment Repair Request Form,

DOCUMENTED BY: REVIEWED BY: APPROVED BY: y .

(UN(yG, AALAChief Administrative Officer

s r fr u p d k /(UNgjfe. AALA

ChiefAdministrative OfficerHOWARD LA N C E X U /K IN G

Director IV

VERSION NO.

1MANUAL TITLE






12 of 26

Key/Support Service

Process Name

Item to beControlled Dimension Standard

PersonResponsible

ControlMethodology


Document

Agency Procurement Request Form 01 and 02, Disbursement Voucher PO/WO Logbook BCSOM 12.403 BCSOM 12.407

Procurement outside PS-DBM or thru other suppliers

Approved Purchase Request, Request for Quotation signed by supplier/ Certificate of Emergency Purchase, Selected supplier



• Accordance with Republic Act (R.A.) 9184 - Government Procurement Reform Act &IRR.

• Purchase/Work Order shall be


Admin. Aide IV Admin. Asst. Ill Admin. Officer III

BAC,Chief Admin. Officer

Review and approval of PO/WO based on accuracy of all supporting documents

Purchase Request,BCS BAC-PR Resolution,BACTransparencyForm,Request for Quotation/


Chief Administrative Officer<£n o & . AALA

Chief Administrative OfficerHO NG

Director IV

VERSION NO.

1MANUAL TITLE






13 of 26

Key/Support Service

Process Name

Item to beControlled Dimension Standard

PersonResponsible

ControlMethodology


Document

in Abstract of Canvass/ Supplier Selection Criteria, Approval of Purchase Order/ Work Order

submitted to Commission on Audit (COA) within five (5) days after conformity by the supplier.

Certificate ofEmergencyPurchase,Abstract of Canvass-A & B, Supplier Selection Criteria Purchase Order/Work Order PO/WO Logbook BCSOM 12.403- BCSOM 12.406

Inspection and payments of Purchases

Approved Purchase Request and supporting documents, delivery documents


2. Timeliness

• Payments out of petty cash fund shall be allowed only for amounts not exceeding P15,000.00 for each


Admin. Aide IV Admin. Aide VI Admin. Officer III

Chief Admin. Officer

Checks thedeliveries andverifiespaymentagainstsupportingdocuments

Supporting Documents (SDs), Petty Cash Voucher, Inspection and Acceptance Report, Disbursement Voucher

VERSION NO.

1MANUAL TITLE






14 of 26

Key/Support Service

Process Name


PersonResponsible

ControlMethodology


Document

transaction • Compliance to

GAM

Transmittal Logbook BCSOM 12.408- BCSOM 12.410

Preparation of PCVs and 1. Timeliness • Replenishment Property & Reviews the Petty CashReports & Supporting 2. Accuracy and of Petty Cash Supply Section - correctness of VoucherUpdating of Documents, Completeness of Fund shall be the amount, Report on PaidRecords for Cash on hand, Data made when the Admin. Aide IV totals and Petty CashProcurement & Payments

PurchaseRequests

disbursement reaches at least 75% of total cash advance, or as the need requires,

• Compliance with COA’srequirements

• Procurement Monitoring Report (PMR)

Admin. Officer III

BAC

information in PCV and attachments against RPPCV, checks cash on hand if tallies with records

Voucher,DisbursementVoucher,TransmittalLogbook,CashDisbursementRecord,Petty Cash Fund Record,PR and Procurement Monitoring Report


( V n @/g !X J l aC h ie f Administrative Officer

<UTSI<S/G. AALAChief Administrative Officer

HOWARD L A & E ^ jV K IN GDirector IV

VERSION NO.

1MANUAL TITLE






15 of 26

Key/Support Item to be Person Control Procedure CodeService

Process NameControlled Dimension Standard Responsible Methodology or Other Type of

Document

shall besubmitted within 14 days after the end of each sem. To GPPB- DBM,

• CPMR shall be prepared every end of semester

Miscellaneous Logbook Consolidated PMR, APCPI Self- Assessment Form BCSOM 12.411- BCSOM 12.414

VERSION NO.

1MANUAL TITLE




0y W f * W.{ ■ ■



16 of 26

Key/Support Item to be Person Control Procedure CodeService Controlled Dimension Standard Responsible Methodology or Other Type of

Process Name DocumentAccreditation and Purchase Order/ 1. Accuracy and • Suppliers shall Property & Reviews SupplierEvaluation of Work order, Completeness of undergo Supply Section - capability of Information Form,Suppliers Inspection and Data accreditation new suppliers Supplier

Acceptance 2. Timeliness process only Admin. Aide III based on the Evaluation Form,Report after having Admin. Aide VI requirements List of Accredited

second Admin. Assistant and 1st Supplierstransaction from III transaction Suppliers Logbookthem. Admin. Officer III performance for BCSOM 12.415-

• Compliance to accreditation BCSOM 12.416the requirements Chief Admin. and all

• Supplier’s Officer transactions forperformance annualshall be evaluated once a year by the end-user using the Supplier Evaluation Form

BAC evaluation

(SEF).Requisition, and Purchases/ 1. Accuracy and • Compliance to Property & Reviews and Requisition andissuance Stocks Completeness of the Supply Section - verifies Issue Slip,

(consumables, Data requirements RIS/ICS / PAR Inventorysemi-expendable), 2. Timeliness Admin. Aide IV Custodian Slip,


G. AALAChief Administrative Officer C h ie f Administrative Officer

HOWARD LANCEArtJYKINGDirector IV

VERSION NO.

1

MANUAL TITLE






17 of 26




ControlMethodology


Document

Tangible items amounting to P15,000 & above, Request for Property Pass Form,BorrowedEquipment,Scrap Materials

and GAM• Requisition and

Issue Slip must have approvals.

Admin. Aide VI Admin. Officer III

as tocompleteness of information

ICS Logbook, PropertyAcknowledgement Receipt PAR Logbook, Stock Card,Report of Physical Count of Inventories, Property Card, Property Pass, Request to Borrow Equipment, Request for Scrap Disposal Form Waste Material ReportBCSOM 12.417 — BCSOM 12.424

Reporting of waste materials,

Waste materials- destroyed,

1. Accuracy and Completeness of

• Compliance to the requirements


Reviews and certifies

Waste Material Report,

VERSION NO.

1MANUAL TITLE






18 of 26

Key/Support Service

Process Name

Item to be Controlled Dimension



Document

unserviceable unserviceable Data and GAM correctness of Inventory andproperty, items spare parts & 2. Timeliness • Physical count Admin. Aide IV data/reports Inspection Reportpurchased and scrap; of inventories Admin. Aide VI for Unserviceableissued and Unserviceable shall be done Admin. Officer III Properties,physical property; every semester Report of Suppliesinventories approved for other and Materials

Requisition Issue inventory items Issued,Slip; • Reports on the Report of SuppliesApproved Physical Count and MaterialsPurchase Order; of Inventories Purchased,Semi-expendable shall be Miscellaneousand expendable submitted to Logbook,item COA Auditor not

later than July 31 and January 31 of each year for the first and second semester, respectively.

Report on the Physical Count of Inventories, Report on the Physical Count of Property, Plant and Equipment

• Physical count

VERSION NO. MANUAL TITLE DOCUMENT NO.

1 BUREAU OF COMMUNICATIONS SERVICES BCSOM 12.2OPERATIONS MANUAL




19 of 26

J Person Control Procedure CodeResponsible Methodology or Other Type of

Document

of PPE shall be done annually

• RPCPPE shall be submitted to the resident COA Auditor not later than January 31 of each year.

BCSOM 12.425- BCSOM 12.430

Ocular inspection of seminar/ activity venue and contract review

Check various factors using the Table of Rating Factors for Lease of Venue

1. Quality2. Accuracy of report

• Compliance to the set requirements


Admin. Asst. Ill Admin. Officer III

Inspects the venue based on therequirements, and reviews agreement/ contract

Disposition Form, Table of Rating Factors for Lease of Venue Report on Ocular Inspection, Contract BCSOM 12.431

Preparation of Checks, Reports, and issuance

ApprovedDisbursementVoucher,

1. Accuracy2. Timeliness

• Compliance to the DBM, COA requirements

Cash Section - Admin. Asst. I Admin. Officer III

Reviews/ verifies the correctness of

DisbursementVoucher,LBP Control






20 of 26

Key/Support Service

Process Name


Person Responsible

ControlMethodology


Document

Check,Payee/Claimant ID and OR

and GAM the data on the prepared check and reports

Sheet,OutgoingLogbook,LDDAP-ADA,SLUE,ACIC,Payee Official ReceiptBCSOM 12.501 - BCSOM 12.504

Encoding of Accounts

Biller Data Entry System (BDES), Financial Data Entry System (FINDES), Authority to Debit and Credit Account (ADA),


• Compliance to GAM and LBP requirements


Checks/ signs the BDES and FINDES and ADA

Biller Data Entry System (BDES) Report,Financial Data Entry System (FINDES), Authority to Debit and Credit Account (ADA) Reports Logbook

VERSION NO.

1MANUAL TITLE






21 of 26



PersonResponsible

Control Procedure Code Methodology or Other Type of

Document

BCSOM 12.505- BCSOM 12.506

Collection Amount and nature of Collection


• Compliance to therequirements: PD 1445, etc.


Reviews the LBP Deposit Slip and List of Collection and signs if tallies

Official Receipt Deposit Slip Report of Collections and Deposits

BCSOM 12.507Preparation of Reports

Checks issued,Amount collected,Depositedcollections,Inventory ofAccountableFormsList of Due and Demandable Accounts Payable


• Based on Government Accounting Manual and compliance with COA, DBM, etc.


Checks and verifies the correctness of documents and signs.

Report of Checks Issued, Report of Collections and Deposits,Official Receipts, Deposit Slips, Monthly Report of Collections and Deposits, Report of


( y u d G . AALAChief Administrative Officer

< A 2 & a a d \Chief~Administrative Officer

HOWARD L A N tE ^ U Y jd N GDirector IV

VERSION NO.

1MANUAL TITLE






22 of 26



PersonResponsible

ControlMethodology


Document

Accountability for Accountable Forms,Report of Advice to Debit Account Issued

BCSOM 12.508- BCSOM 12.512

Preparation of Reports (cont.)

Petty Cash Vouchers,LBP Application Form


Based on Government Accounting Manual and compliance with COA, DBM, etc. LBP guidelines

Cash Section - Admin. Asst. I Admin. Officer I

Checks andverifies thecorrectness of documents and signs.

Report on Paid Petty Cash Voucher Disbursement Voucher Whitelist BCSOM 12.517 - BCSOM 12.518

Issuances and Remittances

Employees pay & deductions,Tax withheld per


• Based on Government Accounting

Cash Section - Admin. Asst. I Admin. Officer I

Checks andverifies thecorrectness of

Pay Slip,BIR Form 2306, BIR Form 2307,

VERSION NO.

1MANUAL TITLE






23 of 26

Key/Support Item to be Person Control Procedure Code

Service Process Name

Controlled Dimension Standard Responsible Methodology or Other Type of Document

voucher,DV, Check & LDDAP-ADA, LBP check

Manual and compliance with COA, DBM, etc.

• LBP guidelines

documents and entries.

Monthly Remittances - Payments, Monthly Remittances to LBP,Outgoing Logbook BCSOM 12.519- BCSOM 12.522

Record Services Type of Requests: messengerial (internal/external), photocopying, incoming mail, archiving service, filing and document retrieval,Mails from BCS P.O. Box

1.2 .

AccuracyTimeliness

• Compliance to the instructions/ requests of areas/section concerned

Records Section -

Admin. Aide IV Admin. Aide VI Admin. Officer III

Checks, approves/signs and schedules the request;Logs allincoming and outgoing documents; Makes suredocuments are

Request for Messengerial Services, Acknowledgeme nt Receipt, Routing Slip, Photocopy Request Form, Daily Photocopy

DOCUMENTED BY: REVIEWED BY: APPROVED BY: „ „ ,

(^ IN y G. AALAChief Administrative Officer

AALAChief Administrative Officer

HOWARD LA N C E-A S K IN GDirector IV

VERSION NO.

1MANUAL TITLE






24 of 26





Document

acknowledged

Handling and Inventory of 1. Accuracy • Compliance to Records Section Checks andInventory of records per 2. Timeliness the identifies theRecords section, requirements: Admin. Aide VI retention and

Records beyond National Admin. Officer III disposal ofretention period Archives of the

Philippines Section Chiefs,records;

Records

Document Management System, Document Retrieval Request Form, Incoming/ Outgoing Logbook BCSOM 12.601 - BCSOM 12.607, BCSOM 12.611 - BCSOM 12.612Records Inventory and Appraisal Forms Record Disposition Schedule, Record Disposal


(l/ ncSas. AALAChief Administrative Officer Chief Administrative Officer

H O W A ^ L ^ N C F .^ ^ K IN GDirector IV

VERSION NO.

1MANUAL TITLE






25 of 26

Key/Support Item to be Person Control Procedure Code

Service Process Name

Controlled Dimension Standard Responsible Methodology or Other Type of Document

ManagementImprovementCommittee

Schedule, Request for Authority to Dispose of Records, Incoming/ Outgoing Logbook BCSOM 12.608- BCSOM 12.610

General Services Availability of vehicle and driver, Vehicle condition, TripsFuel consumption

1.

2.

AccuracyTimeliness

Compliance to therequirements: requisitioned BCS policies

General Services Section -

Admin. Officer IV, Admin. Aide III (Driver)

Checks request, schedules and monitors vehicles.

Request for Vehicle Form, Daily Trip Ticket, Vehicle Usage Log,VehicleChecklist,Fuel Requisition Slip,


z w A /A M Q 0G . AALA

ChietAdministrative Officer( j / lN y G. AALA

Chief Administrative OfficerHOWARD LANCEArUYKING

Director IV

VERSION NO.

1MANUAL TITLE



4liiU DOCUMENT NAME REVISION NO.



26 of 26

Key/Support Item to be Person Control Procedure CodeService

Process NameControlled Dimension Standard Responsible Methodology or Other Type of

Document

Outgoing Logbook BCSOM 12.701-

BCSOM 12.703

VERSION NO.

1

MANUAL TITLE


DOCUMENT NO.

BCSOM 12.3


EVALUATION AND RECOMMENDATION FOR0

EFFECTIVITY DATE

APPROVAL OF DIRECTOR October 3, 2016PAGE NO.

1 of 2

1. OBJECTIVE

To ensure all reports and documents are evaluated before forwarding to the Head of Agency/Director for approval.

2. SCOPE

This procedure applies to the evaluation of reports and documents pertaining to requests for financial and administrative services and compliance with mandatory requirements.

3. REFERENCES

None

4. POLICIES

4.1. All reports and documents pertaining to requests for financial and administrative services and compliance with mandatory requirements shall be evaluated/verified by the Finance and Administrative Division (FAD) Chief before forwarding to the Head of the Agency/Director for approval.

5. NARRATIVE PROCEDURES

Responsibilities/Authorities__________________ Activities__________________

Chief Administrative Officer 1. Receives reports and documents pertaining torequests for financial and administrative services and compliance with mandatory requirements.

2. Evaluates/verifies the reports and documents for accuracy, validity and conformity with the prescribed rules and regulations.

3. If the reports/documents are in order, forwards to the Head of Agency/Director for signature/approval.

DOCUMENTED BY: REVIEWED BY: APPROVED.BY: „ ,

C y \m G. AALAChief Administrative Officer

(y N g /5 . AALAChief Administrative Officer

HOWARD LANC E^U yKINGDirector IV

VERSION NO.

1

MANUAL TITLE


DOCUMENT NO.

BCSOM 12.3

DOCUMENT NAME

EVALUATION AND RECOMMENDATION FOR APPROVAL OF DIRECTOR

REVISION NO.

0EFFECTIVITY DATE


2 of 2

If not, endorses to the concerned section/division for appropriate action.

6. LIST OF FORMS

None


A J U ty G . AALAChiefAdministrative Officer ChiefAdministrative Officer

HOWARD LANCTA7UYKINGDirector IV

VERSION NO.

1

MANUAL TITLE


DOCUMENT NO.

BCSOM 12.4


0CRISIS MANAGEMENT COMMITTEE EFFECTIVITY DATE


1 of 4

1. OBJECTIVES

1.1 To train identified employees to recognize potential risks.

1.2 To ensure personnel can exercise its best efforts to handle catastrophes and emergency situations at the most unexpected situations.

2. SCOPE

This covers the formation of Crisis Management Committee and handling of emergency situations that may occur within the premises of the company.

3. REFERENCES

3.1. Fire Code of the Philippines RA 9514

3.2. The Philippine Red Cross Act of 2009

3.3. National Disaster Risk Reduction Management Council RA 101211

4. POLICIES

4.1. Top management shall appoint a Crisis Management Committee. This shall be composed of the following:4.1.1. CMC Chairman - Director IV4.1.2. Members:

4.1.2.1. Division Heads4.1.2.2. Section Heads4.1.2.3. Head of Security Guard

4.2. Crisis Management Committee shall be composed of the following teams and their associated duties:

4.2.1. First Aid/Medical Team4.2.1.1. Provides necessary first aid or medical assistance to the victims of

emergency situations;



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4.2.1.2. Monitors the availability of medical supplies.

4.2.2. Fire Brigade Team4.2.2.1. The fire brigade leader organizes fire-fighting operations, his duties

include;4.2.2.1.1. Providing fire-fighting instructions through available

sources, such as training from local fire departments, etc.;4.2.2.1.2. Assuring that fire-fighters know their situations, locations or

fire-fighting equipment in their area of responsibility of the alarm signals which direct them to their situations.

4.2.3. Evacuation Team4.2.3.1. Plans personnel movement routes and establishes movement

procedure to effect the provisions of the plan;4.2.3.2. Assigns and trains floor leaders and related personnel, as required by

building configurations or lay-out;4 2.3.3. Supervises and directs the movement of personnel into or out of the

building as required by the evacuation plan during drills and actual emergencies;

4.2.3.4. Cooperates with the medical team for first aid instructions to personnel; and

4.2.3.5. Supervises and directs the activities of floor leaders.

4.2.4. Communication Team4.2.4.1. Receives warning information from the local civil or other authoritative

sources and disseminate such warning to all offices and personnel;4.2.4 2. Maintains appropriate communication link with offices and personnel;4.2.4.3. Inspects/organizes necessary communication gadgets needed for the

operation;4.2.44. Coordinates with Local Civil Defense units for communication

requirements and needs.

4.3. CMC List of Contact Numbers shall be updated regularly or as necessary. This shall be maintained by the Crisis Management Committee.

4.4. Members of the Team shall undergo proper training. Evidence of training shall be kept at Personnel Section.

4.5. Special Order creating the Crisis Management Committee shall be made available.


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4.6. The safety of all employees in the performance of their day-to-day duties shall be the responsibility of the Agency. Management shall ensure that all safeguards, with the appropriate training for their use, are made available to employees at all times.

4.7. On a regular basis, refresher courses on the safety program, including any updates, shall be given to all employees to ensure preventive awareness.

4.8. The following shall be posted at strategic locations:4.8.1. Evacuation Plan;4.8.2. List of Emergency Directory;4.8.3. CMC List of Contact Numbers.

4.9. Every occurrence of accidents shall be documented by the affected employee/s and reported to their Immediate Superior. The respective Section/Division Chiefs shall ensure all employees are made aware of complete information from the accident, any corrective action taken, and suggestions for preventing similar occurrences in the future. Dissemination of this communication shall be made through the appropriate medium and in a timely manner.

4.10. Safety Meetings shall be documented. Documentation shall include the date, time, location and names of those employees in attendance and the topic(s).

DOCUMENTED BY: / REVIEWED BY: APPROVED BY:

/ f t \ M s M / h y

<yNG( k . AALAChief Administrative Officer Chief Administrative Officer

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Responsibilities/Authorities____________________Activities

Head of Agency/Director 1. Issues Special Order creating the Crisis Management Committee (CMC).

Personnel Section Chief/Administrative Officer V

2. Provides training to the CMC by qualified trainor.

CMC 3. Facilitates emergency procedure depending on the situation.

4. Conducts post evaluation after an emergency situation.

5. Prepares Minutes of the Meeting and files.

6. LIST OF FORMS

None


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1. OBJECTIVES

1.1 To define acceptable staff procedures for responding to a disaster, to avoid confusion and to monitor the performance of necessary tasks assigned to staff personnel. In addition to the instructions detailed for responses to human-caused emergencies. The following information is designed to reduce the potential of loss to persons, property and records essential to all functions of the company.

1.2 To ensure effective fire prevention and detection programs to protect products, employees and company assets which may impact people and properties.

2. SCOPE

This applies to fire emergency situations.

3. REFERENCES

3.1. Fire Code of the Philippines RA 9514


4. POLICIES

4.1. Crisis Management Committee (CMC) shall conduct fire drill activity at least once a year to promote awareness during fire situation. The CMC shall properly coordinate with Bureau of Fire Protection to assist during the actual drill and help facilitate the activity.

4.2. Evacuation Plan shall be posted in strategic locations to be used as reference during fire situation. This shall contain location of fire extinguishers, fire exits and emergency lights.

4.3. Personnel concerned must inform their superiors in the event that any type of emergencies occurs in the area.

4.4. All personnel must be familiar with the location of the fire extinguishers, evacuation routes and emergency exits. Heads must conduct a head count or roll call to ensure that all


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personnel under his/her supervision have been safely evacuated to their specific evacuation areas.

4.5. In case of small fires

4.5.1. Know the nature of the fire. In the office, there are three possible types of fire that could occur. The Class A, Class B, and Class C types of fire.

4.5.2. Class A. This fire is caused by burning paper, cartons, plastics, styrofoam and clothes. This type of fire can be extinguished using the fire extinguishers installed in the office, which is composed of Dry Chemical or by just splashing with large amounts of water.

4.5.3. Class B. This type of fire is caused by burning flammable and combustible liquids such as gasoline, alcohol, oil-based paints, lacquers. For this type of fire, DO NOT SPLASH WITH WATER. Use the fire extinguisher or a damp cloth. Do not use dry cloth. Do not attempt to extinguish a fire involving flammable gas unless there is reasonable assurance the source of fuel can be promptly shut off. In fact, if the only fuel burning is the leaking gas, the best method for extinguishing the fire is to shut off the fuel supply. Extinguishing a flammable gas fire, without shutting off the fuel, will allow unburned gas to escape into the atmosphere, which may permit a dangerous accumulation of gas to develop, and an explosion may occur if the gas is exposed to an ignition source.

4.5.4. Class C. This is also referred to as electrical fires. This type of fire can be extinguished using the Dry Chemical Fire Extinguisher. It can also be put off using water but all sources must be shut off.

4.5.5. There are four procedures commonly known as the P-A-S-S System for fire extinguisher usage:

P = PULL - Pull the pin.

A = AIM - Aim the extinguisher nozzle at the base of the fire. If you are using a Carbon Dioxide extinguisher (red extinguisher with a large nozzle), just aim and do not hold the nozzle (due to extremely low temperatures and you could bum your hands).

S = SQUEEZE - Squeeze or press the handle.


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S = SWEEP - Sweep from side to side at the base of the fire until it goes out or the extinguisher empties. Then lay the extinguisher on its side.

How to Use the Fire Extinguisher?• Hold upright• Remove safety pin

• Stand back• Aim nozzle at base of fire

]

• Squeeze lever• Sweep side to side


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4.6. In case of large fires

4.6.1. All concerned personnel must act immediately.4.6.2. When an employee’s clothes catch fire, the employee should not run. Running will

only intensify the fire. Drop to the floor and roll back and forth to smother the fire. Call for help, the rescuer can smother the fire by wrapping the victim with wet clothing or by splashing him with water.


Responsibilities/Authorities ____________________Activities

CMC 1. Receives notice/identifies fire incident.

2. Shuts off the main electrical circuit.

3. Facilitates the evacuation by following the Evacuation Plan.

4. Coordinates with the BFP.

CMC/Division Chiefs/Section Chiefs

5. Conducts head counts.

CMC 6. Conducts post evaluation after the incident.

7. Records any findings in the Incident Report.


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8. Files records.

6. LIST OF FORMS

6.1. Incident Report

DOCUMENTED BY: REVIEWED BY: ^ APPROVED BY:


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1. OBJECTIVES

1.1 To provide guidelines in case of an earthquake that may impact people and properties.


2. SCOPE

This applies to earthquake incidents.

3. REFERENCES



4. POLICIES

4.1. Crisis Management Committee (CMC) shall conduct earthquake drill at least once a year to promote awareness during earthquake.

4.2. During an earthquake, the following must be observed:4.2.1. Protect yourself from falling objects or toppling furniture;4.2.2. Indoor: Go under a table;4.2.3. Outdoor: Go to an open field;4.2.4. Open doors and windows to secure an exit. You may not be able to go outside later

if doors or windows are warped in an earthquake or when fire occurs;4.2.5. Do not go outside in panic. Being outdoors can be dangerous as you are likely

exposed to broken pieces of glass, falling billboards, roof tiles, etc.;4.2.6. Electrical power shall be automatically switched off to prevent further danger during

an earthquake.

4.3. CMC shall assist employees to go to safer grounds in an orderly manner.


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5.1. Inspection of facilities after an earthquake

Responsibilities/Authorities _________

CMC

Activities

1. Checks the condition of facilities after the earthquake.

2. Records any findings in the Incident Report.

3. Sends to Property and Supply Section for appropriate actions.

4. Conducts evaluation.

5. Files records.

6. LIST OF FORMS



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1. OBJECTIVES

1.1 To provide guidelines in case of weather disturbance such as typhoon and flood may impact people and properties.


2. SCOPE

This applies typhoon and flood incidents affecting the employees and BCS properties

3. REFERENCES



4. POLICIES

4.1. Crisis Management Committee (CMC) shall coordinate with the weather bureau to check status of typhoon.

4.2. The CMC should monitor the time and strength of the typhoon that may be encountered by the personnel. If the situation calls for suspension of work. The CMC shall recommend to the Head of Agency/Director the possible suspension of work.

4.3. In cases where it is dangerous for the employees to leave the Bureau premises during typhoon/flood, the Bureau shall ask them to stay within the Bureau premises until it is safe to leave.

4.4. The weather bureau normally broadcasts information on approaching typhoons. Hence, the Bureau can prepare for these events in most instances. Appropriate measures must be taken given the typhoon signal raised by the weather bureau.


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5.1. Typhoon/Flood

Responsibilities/Authorities ____________________Activities

CMC 1. Receives news related to the upcoming typhoon.

2. Gets the latest weather bulletin from PAGASA.

3. If it warrants suspension, coordinates with Head of Agency/Director for the final decision.

4. Oversees the evacuation and transfer of relevant documents and equipment in protected place.

5. Assess the affected damage after the flood incident, as applicable.

6. Conducts evaluation and records in the Incident Report.

7. Files records.

6. LIST OF FORMS


DOCUMENTED BY: REVIEWED BY: APPROVED BY:„

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q j ^ o Jg . AALAChief Administrative Officer

< 6odkChief Administrative Officer

HOWARD LANCEArtJYKINGDirector IV




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1. OBJECTIVES

1.1 To define and describe acceptable procedures for handling a bomb threat, to avoid confusion and to assign responsibility for the performance of necessary actions.


2. SCOPE

This applies to handling situation related to bomb threats and explosion.

3. REFERENCES

PNP Special Action Force

4. POLICIES

4.1. When a bomb threat is received, the person receiving the call should attempt to keep the caller on the line and record the conversation, noting down or remembering the exact words of the person making the threat. The CMC must be immediately notified. Emphasis should be given to the following information:4.1.1. Exact location of the bomb;4.1.2. Time set of detonation;4.1.3. Description of explosives or its container;4.1.4. Reason for the call or threat.

4.2. The CMC shall contact the agencies concerned to conduct investigation and necessary action. CMC appointed group shall conduct search of the facility by group or by twos by area.

4.3. When an explosive device or what appears to be one is found and if the bomb has been located before the arrival of the Bomb Disposal Unit, the areas should be secured by:4.3.1. Placing barriers around the area;4.3.2. Not touching the bomb package;4.3.3. Opening doors and windows to lessen damage from the possible explosion;


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4.3.4. Assigning point person to guide the Bomb Disposal Unit to the area.

4.4. When the decision is to evacuate the whole facility or area, the evacuation procedure/plan shall be followed.

4.5. When area has been cleared by the authorities, CMC shall give/decide “ALL CLEAR” for the employees to re-occupy the facility/area.

4.6. CMC can decide to re-search the facility/area just to make sure there are no other devices in the facility after an hour of the search by authorities.

4.7. The following immediate actions shall be followed during explosion without warning:4.7.1. If resulted to fire, execute fire emergency plan;4.7.2. Call the nearest Fire Department;4.7.3. Inform the Bomb Disposal Unit or police department;4.7.4. Cordon the affected area to prevent people from loitering and obstructing

access to the affected area;4.7.5. Intensify access control measure within the affected area;4.7.6. Establish salvage area, secure equipment and other property;4.7.7. Provide assistance to wounded person;4.7.8. Secure evidence;4.7.9. Prevent unauthorized persons from interfering;4.7.10. Be alert for the next explosion.

4.8. Property and Building Security

4.8.1. Employees must be alert for packages and bags left unattended. CMC shall assess the need to contact agency concerned.

4.8.2. Security Guards or Assigned Personnel shall conduct inspection on the ground premises. Any suspicious observation shall be recorded in the Security Logbook and reported immediately to the CMC.

4.8.3. CMC shall define access control of the Agency premises. Key holders shall be held responsible for any untoward incidents occurred in their area of responsibility.

4.8.4. The Heads concerned shall keep service doors closed, and lock them to prevent access from outside if to be left unattended.


ONC£p. AALAChierAdministrative Officer

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4.9. Employees, Visitors and Contractors

4.9.1. Personnel Section Chief/Administrative Officer V shall conduct background checks for the key positions.

4.9.2. CMC shall be trained to recognize potential security risks and report them to management.

4.9.3. Security Guards shall ask the contractor and visitor to log their names in the Visitors Logbook to monitor the egress and ingress as part of security protocol.

4.10. The following actions must be taken into consideration prior to receipt of bomb threat;4.10.1. Carefully follow opening and closing procedures;4.10.2. Observe and report any unusual or suspicious behavior or incidents;4.10.3. Know what to do during a bomb threat, and specific assignments during

emergency responses;4.10.4. Do not discuss Agency matters with other persons outside of the Agency;4.10.5. Ensure that the work areas contain all emergency forms/equipment, and that the

surrounding areas are kept free from debris and other items that may conceal a bomb.

4.11. The following actions must be taken into consideration during bomb threat;4.11.1. The employee receiving the threat is responsible for completing the appropriate

form, asking all questions if possible. The primary purpose of the person receiving the threat call is to keep the caller on the phone line while obtaining as much information as possible;

4.11.2. Once an employee has established contact with the caller, that employee shall remain the sole contact person for any subsequent calls whenever possible. The exception to this policy is when the caller agrees to conduct further conversations with the CMC;

4.11.3. The line on which the call was received shall remain open for the duration of the event and any notifications shall be made on alternate phone lines;

4.11.4. When possible, the threat call shall be monitored by two employees, and each employee shall be responsible for completing the appropriate form;

4.11.5. After receiving the initial message, the employee shall ask the caller to repeat the message for clarity.

4.12. The following actions must be taken into consideration after the bomb threat;

DOCUMENTED BY: REVIEWED BY: _ / APPROVED BY;

4ChierAdministrative Officer

O IW G . AALAChief Administrative Officer

HOWARD LANCEATTJYKINGDirector IV

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4.12.1. Upon termination of the call by the caller, the employee receiving the call shall immediately notify the CMC;

4.12.2. This employee shall be assigned to the CMC for the duration of the incident;4.12.3. All other employees shall await further instruction from the Police Officer/CMC;4.12.4. As soon as possible, the employee receiving the bomb threat call is to be

removed from the work area and isolated. The employee shall be asked to provide any and all detailed information to the CMC/Police Officer. When this has been completed, the employee is to resume the responsibility of talking with the caller should he/she call again, if appropriate;

4.12.5. Any other employees witnessing unusual or suspicious activities within or around the office during the call are to immediately report this information to the Police Officer/CMC;

4.12.6. The Police Officer/CMC will request that all employees search the areas immediately surrounding their work stations and report objects which are suspicious. Any employee locating a suspicious object is responsible for reporting that object only: no employee shall otherwise disturb the object;

4.12.7. If the office is evacuated, all persons leaving the building shall be guided to the appropriate emergency staging area(s) by the CMC. Wherever possible, witnesses are to be identified and asked to remain, pending contact by the law enforcement agency;

4.12.8. All employees shall remain at the emergency staging area until authorized to leave by the Police Officer/CMC;

4.12.9. All request for interviews by the media are to be referred to the CMC.


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HOWARD LANCE~Ar-WYKINGDirector IV

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5.1. Bomb Threat

Responsibilities/Authorities Activities

Employee

CMC

1. Receives call/mail/text message related to bomb threat.

2. Informs CMC and Head of Agency/Director.

3. Assess the situation.

4. Facilitates evacuation, if needed.

5. Guides the employees to leave by the nearest exit and alerts others to do the same.

6. Coordinates immediately with PNP Bomb Squad Unit.

7. Once outside, proceeds to a clear area at least 500 feet away from the affected building and heads towards designated “Assembly Area”.

8. Accounts for the employees and keeps clear of fire routes, hydrant areas and walkways.

9. Prepares Incident Report

10. Conducts evaluation.

11. Files records.

6. LIST OF FORMS



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HOWARD LANO&A7UYKINGDirector IV

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1. OBJECTIVES

1.1 To ensure proper handling of accidents and/or medical emergencies in the workplace.

1.2 To avoid loss of lives of employees and other stakeholders in the Bureau.

1.3 To ensure implementation of safety practices in the workplace.

2. SCOPE

This applies to handling of emergency cases in the Bureau.

3. REFERENCES

None

4. POLICIES

4.1. The safety of all employees in the performance of their day-to-day duties shall be the responsibility of the Bureau. Management shall ensure that all safeguards, with the appropriate training for their use, are made available to employees at all times.

4.2. Employees’ cooperation in observing and applying the required safety policies and practices shall be required to minimize the occurrence of poor quality-service, work stoppage, loss of life and/ or fixed assets.

4.3. Every occurrence of accidents shall be documented by the affected employee/s and reported to their Immediate Superior. The respective Division/Section Heads shall ensure all employees are made aware of complete information from the accident, any corrective action taken, and suggestions for preventing similar occurrences in the future. Dissemination of this communication shall be made through the appropriate medium and in a timely manner.

4.4. The Corrective Action Request (CAR) form shall be used to document the incidents.

4.5. Safety Guidelines:


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4.5.1. Employees should wear proper working uniforms;4.5.2. Always ask authorized personnel for assistance before performing a job to avoid

confusions that may result to an accident;4.5.3. Smoking is strictly prohibited inside the Agency premises to avoid fire accidents;4.5.4. Ask Division/Section Heads for the appropriate safety gadgets to be used.4.5.5. Kindly report immediately any untoward incidents/accidents to the

Division/Section Heads for immediate actions and preventive measures.

4.6. Emergency Action Principles

4.6.1. Survey the Scene

4.6.2. Is the scene safe?4.6.2.1. What happened?4.6.2.2. How many people are injured?4.6.2.3. Are there bystanders who can help?

4.6.3. Identify yourself as a trained first Aider.

4.6.4. Do a Primary Survey of the Victim

4.6.5. Check for Vital Body Function:4.6.5.1. A - airway - Is the victim conscious or unconscious?4.6.5.2. B - breathing - Is the victim breathing? Is it shallow deep? Does he

appear to be choking? Is he cyanotic?4.6.5.3. C - circulation - Is the victim’s heart beating? Asses pulse. Is he

severely bleeding?

4.6.6. Activate medical Assistance (AMA) or Transfer facility4.6.6.1. Information to be relayed:

4.6.6.1.1. What happened4.6.6.1.2. Number of persons injured4.6.6.1.3. Extent of injury and First Aid given4.6.6.1.4. The telephone number from where you are calling4.6.6.1.5. Person who activated medical assistance must drop the

phone last

4.6.7. Do a Secondary Survey of the Victim


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4.6.7.1. Interview the victim4.6.7.1.1. Introduce yourself4.6.7.1.2. Get permission to give care4.6.7.1.3. Ask the victim’s name4.6.7.1.4. Ask what happened

4.6 7.2. Check Vital Signs4 6.7.2.1. Determine radial or carotid pulse4 6.7.2.2. Determine skin appearance, look at the victim’s face and

lips, record skin appearance (temperature, moisture, and color)

4.6.7.2 3. Determine breathing

4.6.7.3. Do the HEAD-to-TOE examination4.6.7.3.1. HEAD - look and feel for cuts and bruises4.6.7.3.2. EYES - check and compare pupils4.6 7.3.3. NOSE, EAR and MOUTH - check for fluid or blood4.6.7.3.4. NECK - feel for injury4.6.7.3.5. COLLARBONE - checks and compare shoulders4.6 7.3.6. CHEST/RIBS - check and compare chest4.6.7.3.7. ABDOMEN - check for tenderness, press abdomen using

flat parts of the fingers4.6.7.3.8. HIP BONE - press slowly, inward & upward4.6.7.3.9. LEG - one at a time4.6.7.3.10. ARM - one at a time4.6.7.3.11. SPINAL COLUMN - press gently from cervical region down

to the lumbar

4.6.7.4. Record all assessments and time.

4.7. Golden Rules of Emergency Care

4.7.1. What to do:4.7.1.1. Obtain consent, whenever possible.4.7.1.2. Think the worst.4.7.1.3. Call or send for HELP.4.7.1.4. Identify yourself to the victim.4.7.1.5. Provide comport and emotional support.4.7.1.6. Respect victim’s modesty and physical privacy.


( U U g G . AALAChiefAdministrative Officer

(LlNdXS. AALAChiefAdministrative Officer

HOWARD LANCE~AH3YKINGDirector IV

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4.7.1.7. Care for the most serious injuries first.4.7.1.8. Assist the victim with his or her prescribed medication.4.7.1.9. Keep onlookers away from the injured person.4.7.1.10. Handle victim to a minimum.4.7.1.11. Loosen all tight clothing.

4.7.2. What not to do:4.7.2.1. Do not harm.

4.7.2.1.1. Trying to arouse an unconscious victim.4.7.2.1.2. Administering fluids/alcoholic drink.

4.7.2.2. Do not let the victim see his own injury.4.7.2.3. Do not leave victim except to get HELP.4.7.2.4. Do not assume that the victim’s obvious injuries are the ones.4.7.2.5. Do not deny a victim’s physical or emotional coping limitations. 4.7.2 6. Do not make unrealistic promises.4.7.2.7. Do not trust the judgment of a confused victim.4.7.2.8. Do not require the victim to make a decision.


5.1. Preventive Safety


Division/Section Heads 1. Identifies areas/tasks susceptible to accident, andproposes preventive measures for them, including the acquisition of necessary safety tools and equipment, and the conduct of necessary trainings/drills. Records in the Preventive Action Request (PAR) form.

CMC 2. Collects all proposals for training and relevantinformation, and submits appropriate recommendations to the Head of Agency/Director.

Head of Agency/Director 3. Reviews and approves necessary measures foremployee safety in the workplace.

Division/Section Heads 4. Ensures that safety measures are implemented,functioning and available to employees at all times.

DOCUMENTED BY: REVIEWED BY: X APPROVED BY:

(UNodG. AALAChierAdministrative Officer

G. AALAChief Administrative Officer

HOWARD LANCETtH^YKINGDirector IV

VERSION NO.

1

MANUAL TITLE


DOCUMENT NO.

BCSOM 12.9

d

DOCUMENT NAME

HANDLING ACCIDENTS/MEDICAL EMERGENCIES

REVISION NO.

0

EFFECTIVITY DATE


5 of 5

5.2. Attending to Accidents Upon Occurrence


Employee/s Concerned

Immediate Superior/ Division/Section Heads/ Employee/s/CMC

CMC

1. Attends to the victim by giving appropriate first aid treatment. If possible, notifies immediate superior of the accident at the same time, and asks for additional help from co-employees.

2. Whenever necessary, brings the victim to the hospital for further medical evaluation/treatment.

3. Attends to correcting/preventing the spread of the source of the accident.

4. Requests the assistance of the appropriate government agencies, e.g. Fire Department, etc.

5. Performs other necessary actions to bring the incident to an end.

6. Documents the details of the accident using the CAR, and submits to his/her Immediate Superior.

7. Disseminates to all employees information on the accident, corrective actions taken, and suggested preventive measures.

6. LIST OF FORMS

6.1. Corrective Action Request (CAR) Form6.2. Preventive Action Request (PAR) Form


OJNdJG. AALAChief~Administrative Officer

(U K < m AALAChierndministrative Officer

HOWA^d 2 ^ ^ ^ ^ Y K I N GDirector IV