hermosa water district
TRANSCRIPT
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I. Mandate: Pursuant to Presidential Decree No. 198 (Provincial Water Utilities Act of 1973), the
HERMOSA Water District was formed for the purpose of the following:
Acquiring, installing, improving, maintaining and operating water supply and distribution
systems for domestic, industrial, municipal and agricultural uses for residents and lands within
the boundaries of such districts;
Providing, maintaining and operating wastewater collection, treatment, and disposal facilities;
and
Conducting such other functions and operations incidental to water resource development,
utilization and disposal within such districts, as are necessary or incidental to said purpose.
II. Vision: To be a sustainable utility agency that provides safe and affordable drinking water supply and an
effective septage management program.
III. Mission: HWD is committed to provide the whole community with excellent and affordable drinking water
supply and septage management services.
IV. Service Pledge:
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FRONTLINE SERVICES
Hermosa Water District Page
External Services: Commercial Section
Application of New Connection 6-7 Reconnection of Disconnected Lines 8-9
Payment of Water Bills 10
Repair of Leak (Meter/Valve/Meter Stand) 11
Repair of Leak (Minor and Major Leak in Mainline 12
Complaints on Supply – High Consumption 13
Transfer of Line/ Relocation of Water Meter 14
Request for Voluntary Disconnection 15
Internal Services: Commercial Section and Admin & Finance
Billing Process 17-18
Disconnection of Delinquent Accounts 19
Issuance of Materials and Office Supplies 20-21 Replenishment of Petty Cash Fund 22-23 Reimbursement of Expenses 24-25 Payment of Cash Advance 26-27 Payment of Long Term Loans 28 Check Disbursement Process 29-30 Online Payment of Remittances on Pag-IBIG and PhilHealth 31 Payment of GSIS Remittances 32-33 Online Payment of BIR Remittances 34 Preparation of Payroll 35-36 Payment of BOD’s Per Diem and Allowances 37-38 Payment of Job Order Employees 39-40 Procurement of Goods and Services 41-42
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Application for Leave (Leave Form and Compensatory Time-Off) 43-44 Hiring of Applicant for Vacant Position 45-46 Placement of Newly Hired Employee 47 Request for Official Documents 48 Application for Leave Credits Monetization 49-50 Training 51 Certificate of Employment 52 Internal Services: Engineering Construction & Water Quality Division
Request for Repair of Mainline or Service Line Leaks 54-55 Design and Development 56-57
Feedback and Complaints Mechanism 58-59
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1. APPLICATION OF NEW CONNECTION
Office or Division: Finance and Commercial, Administrative and General Service Division
Classification: Simple Type of Transaction:
Government to Citizen(G2C)
Who may avail: All Household Owners within the Service Area of Hermosa Water District CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Barangay Permit (If road crossing/road excavation others) and sketch of location
Barangay Hall
Application Form, ID of concessionaire and any additional requirements required by customer service
HWD Office
Water Service Contract HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Inquire and fill-out application form
1.1. Check the form and all the information including address, contact number and sketch of location
None 5 minutes
Customer Service Assistant
1.2. Forward and schedule the conduct of inspection to maintenance department
None 3 minutes Customer Service Assistant
1.3. Conduct of inspection and compute cost of materials
None Normal Operation:1-3 working days after the application;
Maintenance Crew
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Disconnection Days: 3-5 days if applied during disconnection days
2. Pay the application fee and cost of materials
2.1. Accept payment and issue Official Receipt (OR)
P2,500.00 (meter size: ½) + Cost of materials
5 minutes Cashier
3. Signing of contract 3.1. Conduct orientation and IRR of the WD
None 10 minutes Customer Service Assistant
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2. RECONNECTION OF DISCONNECTED LINES
Office or Division: Finance and Commercial, Administrative and General Service Division
Classification: Simple Type of Transaction:
Government to Citizen(G2C)
Who may avail: Concessionaires with Inactive Connection CHECKLIST OF REQUIREMENTS WHERE TO SECURE
None
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Present old water bill
1.1. Verify for outstanding balances
None 5 minutes Customer Service Assistant
2. Pay the water bill and other charges
2.1. Accept payment and issue Official Receipt (OR)
5 minutes Cashier
A. RECONNECTION WITHIN 180 DAYS FROM THE DATE OF DISCONNECTION
A1. Equipped with MAGNETIC LOCK VALVE
Amount of Water Bill + P50.00 Reconnection Fee
A2. Not equipped with MAGNETIC LOCK VALVE
Amount of Water Bill + P400.00 Reconnection fee + P50.00 Inspection fee
B. RECONNECTION WITHIN 181-365 DAYS FROM THE DATE OF DISCONNECTION
B1. Equipped with MAGNETIC LOCK VALVE
Amount of Water Bill + P100.00
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Reconnection Fee + P 50.00 Inspection Fee
B2. Not equipped with MAGNETIC LOCK VALVE
Amount of Water Bill + P 500.00 Reconnection fee + P 50.00 Inspection fee
C. RECONNECTION AFTER 365 DAYS FROM THE DATE OF DISCONNECTION
C1. Equipped with MAGNETIC LOCK VALVE
Amount of Water Bill + P500.00 Meter Maintenance Fee + P200.00 Reconnection fee + P50.00 Inspection fee
C2. Not equipped with MAGNETIC LOCK VALVE
Amount of Water Bill + P500.00 Meter Maintenance Fee + P600.00 Reconnection fee + P50.00 Inspection fee
3. Inquire for additional cost of materials
Computation of materials Amount of materials 10 minutes Customer Service Assistant
4. Pay the materials needed for the installation of water meter (If any)
Accept payment and issue Official Receipt (OR)
Amount of materials 5 minutes Cashier
5. Wait for schedule Schedule for reconnection None 3 minutes Maintenance Clerk
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3. PAYMENT OF WATER BILLS
Office or Division: Finance and Commercial, Administrative and General Service Division
Classification: Simple Type of Transaction:
Government to Citizen (G2C)
Who may avail: All Household Owners within the Service Area of Hermosa Water District CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Statement of Account (SOA)
Official Receipts
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Present water bill (Statement of Account)
Check and verify the Statement of Account
3 minutes Teller/Cashier
2. Pay Accept payment and issue Official Receipt (OR)
Amount of water bill 3 minutes Cashier
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4. REPAIR OF LEAK (Meter/Valve/Meter Stand)
Office or Division: Finance and Commercial, Administrative and General Service Division
Classification: Simple Type of Transaction:
Government to Citizen (G2C)
Who may avail: All Concessionaires CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Maintenance Order
Bill of Materials/ Official Receipt
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Report 1.1. Receive information 5 minutes Customer Service Assistant
1.2. Conduct Investigation/estimate
2 hours Maintenance Crew
2. Pay Accept payment and issue Official Receipt (OR)
Variable 5 minutes Cashier
3. Wait for schedule Schedule for repair 3 minutes Maintenance Clerk
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5. REPAIR OF LEAK (Minor and Major Leak in Mainline)
Office or Division: Finance and Commercial, Administrative and General Service Division
Classification: Simple Type of Transaction:
Government to Citizen (G2C)
Who may avail: All Citizen of Hermosa CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Maintenance Order HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Report 3.1. Receive information 5 minutes Customer Service Assistant
3.2. Conduct Investigation/estimate
2 hours Maintenance Crew
2. Pay/Repair 4.1A Accept payment and issue Official Receipt (OR) (If caused by third party) 4.1B Repair
Variable 5 minutes Minor: within 2-4 hours Major: within 24 hours
Cashier
Maintenance Crew
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6. COMPLAINTS ON SUPPLY – HIGH CONSUMPTION
Office or Division: Finance and Commercial, Administrative and General Service Division
Classification: Simple Type of Transaction:
Government to Citizen (G2C)
Who may avail: Active/Regular Concessionaires CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Water Bill Receipt
Maintenance Order
CLIENT STEPS AGENCY ACTIONS FEES TO BE
PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Report 1.1. Receive information 5 minutes Customer Service Assistant
1.2. Conduct Inspection 2 hours and 35 minutes
Collector/Maintenance
1.3. Repair/change meter if defective
Within 2 hours after inspection
Maintenance Crew
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7. TRANSFER OF LINE/RELOCATION OF WATER METER
Office or Division: Finance and Commercial, Administrative and General Service Division
Classification: Simple Type of Transaction:
Government to Citizen (G2C)
Who may avail: Active/Regular Concessionaires CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Water Bill Receipt
Maintenance Order
Bill of Materials/ Official Receipt
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Report 1.1. Receive information 5 minutes Customer Service Assistant
1.2. Schedule the inspection/assessment
2 hours Maintenance Crew
2. Pay Accept payment and issue Official Receipt (OR)
Variable 5 minutes Cashier
3. Wait for schedule Schedule the transfer /relocation of water meter
5 minutes Maintenance Clerk
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8. REQUEST FOR VOLUNTARY DISCONNECTION
Office or Division: Finance and Commercial, Administrative and General Service Division
Classification: Simple Type of Transaction:
Government to Citizen (G2C)
Who may avail: Active/Regular Concessionaires CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Water Bill Receipt
Maintenance Order, Request for Disconnection
Bill of Materials/ Official Receipt
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Present water bill receipt and request letter for disconnection
Check and verify the records in database
5 Minutes Customer Service Assistance
2. Pay the total balance of Water Bill
Accept payment and issue Official Receipt (OR)
Variable 5 Minutes Cashier
3. Wait for schedule Schedule the disconnection of meter
5 Minutes Maintenance Clerk
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1. BILLING PROCESS
Process of billing of water consumption.
Office or Division: Commercial Section Classification: Simple
Type of Transaction:
G2C – Government to Citizen G2B – Government to Business G2G – Government to Government
Who may avail: All HWD concessionaires
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Meter Reading, Billing & Collection System (MRBCS) HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None The Billing Officer will transfer data to MRBCS Gadgets
None 10 minutes Billing Officer
2. None Meter Reader will get the MRBCS Gadgets at HWD Office and conduct meter reading to their scheduled area and distribute the Statement of Account
None 4 hours Meter Reader
3. None Meter Reader will forward the MRBCS Gadgets to Billing Officer
None 3 minutes Meter Reader
4. None Data will be transferred to HWD Billing and Collection System by the Billing Officer The collected data will be committed and posted by the Billing Officer
None 10 minutes Billing Officer
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2. DISCONNECTION OF DELINQUENT ACCOUNTS
All account balances are considered past due and delinquent after 60 days, from the bill date, and are subject to
having service discontinued.
Office or Division: Commercial Section and Admin & Finance
Classification: Simple Type of Transaction:
G2C – Government to Citizen G2B – Government to Business G2G – Government to Government
Who may avail: All HWD concessionaires CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Disconnection List HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Generate disconnection list from HWD Billing and Collection System and print the list of Delinquent Accounts scheduled
None 10 minutes Billing Officer
2. None Disconnect water meters from the list of Delinquent Accounts scheduled
None 6 hours/ schedule
Maintenance Crew and
Meter Reader
TOTAL: None 6 hours/ schedule and 10 minutes
END OF EMPLOYEE’S TRANSACTION
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3. ISSUANCE OF MATERIALS AND OFFICE SUPPLIES
Office or Division: Admin & Finance
Classification: Simple Type of Transaction:
G2G – Government to Government
Who may avail: All HWD Employees CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Requisition and Issue Slip for materials and office supplies
HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Fill-up Requisition and Issue Slip for materials and office supplies
1.2 Forward to immediate supervisor for approval
Approve and sign the Requisition and Issue Slip
None 10 minutes Immediate Supervisor/Section
Heads
2. Submit to Property/Supply Officer
Accept the Requisition and Issue Slip Check availability of stocks in the stock card Prepare the requested materials/supplies
None 5 minutes Property/Supply Officer
3. None Issuance of materials/supplies None 3 minutes Property/Supply Officer
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4. None Record the issuance to Materials and Supply Inventory and Stock Card
None 3 minutes Property/Supply Officer
TOTAL: None 21 minutes
END OF EMPLOYEE’S TRANSACTION
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4. REPLENISHMENT OF PETTY CASH FUND
Office or Division: Administrative & Finance
Classification: Simple Type of Transaction:
G2G – Government to Government
Who may avail: Petty Cash Custodian CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Petty Cash Fund (PCF) Voucher HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Petty Cash Custodian will request replenishment of PCF and submit unreplenished PCF vouchers to Accounting Office
Check the completeness and validity of the PCF and supporting documents
None 10 minutes Accountant
2. None Prepare summary of unreplenished PCF, Disbursement Voucher and forward it to Division Manager for checking
None 20 minutes Accountant
3. None Check the disbursement voucher and supporting documents; Forward to Division Manager and General Manager for approval
None 5 minutes Division Manager and General
Manager
4. None Sign the disbursement voucher for release of
None 5 minutes General Manager
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payment. Return documents to Cashier
5. None Prepare check, encash and release the payment for replenishment of PCF.
None 10 minutes Cashier
TOTAL: None 50 minutes
END OF EMPLOYEE’S TRANSACTION
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5. REIMBURSEMENT OF EXPENSES
Filing of reimbursement of expenses of officers and employees.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2B – Government to Business
Who may avail: Disbursing Officers, Employees of Hermosa Water District
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request for Reimbursement Form, Official Receipt HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Fill-up request for reimbursement form attached therein the corresponding official receipt or any proof of expenses incurred and surrender it to the immediate supervisor/section head for approval
Approve and sign the reimbursement form
None 5 minutes Department Head/Immediate
Supervisor
2. Submit the fully accomplished form with supporting documents to Accounting Department
Inspect the reimbursement form and documents attached before approval
None 5 minutes Accountant
3. None Prepare the disbursement voucher and forward it to the HRMO for checking purposes
None 5 minutes Accountant
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4. None Checking of voucher and its supporting documents then forward it to the HRMO for checking purposes
None 5 minutes HRMO
5. None Sign the disbursement voucher for payment releasing then forward the documents to the cashier
None 5 minutes General Manager
6. None Preparation of check and release the payment for reimbursement
None 5 minutes Cashier
TOTAL: None 30 minutes
END OF EMPLOYEE’S TRANSACTION
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6. PAYMENT OF CASH ADVANCE
Filing of Cash Advance to Disbursing Officers/Employees.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2B – Government to Business
Who may avail: Disbursing Officers, Bonded Public Employees of Hermosa Water District
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Request for Cash Advance and Estimate of Expenses to be incurred
Accounting Department
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Fill-up request for cash advance and attach the estimate of expenses to be incurred as basis for the amount of cash advance. Submit to Department Head/Immediate Supervisor for approval. Submit the accomplished Request Form and supporting documents to
Check the completeness of documents for the approval of Cash Advance
None 10 minutes Accountant
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Accounting Department.
2. None Prepare the disbursement voucher and forward it to the HRMO for checking purposes
None 5 minutes Accountant
3. None Checking of voucher and its supporting documents then forward to the General Manager for approval
None 5 minutes HRMO
4. None Sign the disbursement voucher for payment releasing then forward the documents to the cashier
None 5 minutes General Manager
5. None Preparation of check and release the payment for cash advance
None 5 minutes Cashier
TOTAL: None 30 minutes
END OF EMPLOYEE’S TRANSACTION
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7. PAYMENT OF LONG TERM LOANS
Filing of payment for long term loans.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2B – Government to Business
Who may avail: Hermosa Water District
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
LWUA Monthly Billing LWUA
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Received monthly billing statement of loan from LWUA through mail
None 1 minute Accountant
2. None Prepare the disbursement voucher and forward it to the HRMO for checking purposes
None 5 minutes Accountant
3. None Checking of voucher and its supporting documents then forward to the General Manager for approval
None 5 minutes HRMO
4. None Sign the disbursement voucher for payment releasing then forward the documents to the cashier
None 5 minutes General Manager
5. None Preparation of check and release the payment for cash advance
None 5 minutes Cashier
TOTAL: None 21 minutes
END OF EMPLOYEE’S TRANSACTION
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8. CHECK DISBURSEMENT PROCESS
Releasing of Approved Check to Suppliers
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2B – Government to Business
Who may avail: Business Entry/Hermosa Water District Suppliers
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Purchase Request, Purchase Order, Canvass Form/Quotations, Inspection and Acceptance Form, Sales Invoice
Accounting Department
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Check the completeness and validity of supporting documents: Purchase Request, Purchase Order, Canvass Form/Quotations, Inspection and acceptance Form, and Sales Invoice
None 15 minutes Accountant
2. None Prepare the disbursement voucher and forward it to the HRMO for checking purposes
None 5 minutes Accountant
3. None Checking of voucher and its supporting documents then forward to the General Manager for approval
None 5 minutes HRMO
4. None Sign the disbursement voucher for payment releasing then forward the documents to the cashier
None 5 minutes General Manager
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5. None Preparation of check and release the payment for cash advance
None 5 minutes Cashier
TOTAL: None 35 minutes
END OF EMPLOYEE’S TRANSACTION
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9. ONLINE PAYMENT OF REMITTANCES ON PAG-IBIG AND PHILHEALTH
Filing of online payment for remittances on Pag-IBIG and PhilHealth.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: Hermosa Water District
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Schedule of training for the year conducted by different agencies
HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Update data in the EPRS (PhilHealth)/DBP EGOV system schedule of remittances in Pag-IBIG and PhilHealth
None 1 hour Accountant
2. None Download file from the EPRS/DBP EGOV schedule of remittances
None 5 minutes Accountant
3. None Upload schedule of remittances (Pag-IBIG and PhilHealth) in Bancnet facility
None 10 minutes Accountant
4. None Authorize payment of remittances using Bancnet facility
None 10 minutes General Manager
5. None Approve payment of remittances using Bancnet facility
None 10 minutes Cashier
TOTAL: None 1 hour and 35 minutes
END OF EMPLOYEE’S TRANSACTION
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10. PAYMENT OF GSIS REMITTANCES
Filing of payment for remittances on GSIS
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: Hermosa Water District
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Schedule of Government Remittances (3 pcs., Original)
Administrative & Finance Section
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Prepare schedule of GSIS remittances and system generated remittances report from eBCS
None 1 hour Accountant
2. None Accept the attachments; Preparation of Disbursement Voucher; forward the DV and attachments to Corp. Budget Specialist A
None 10 minutes Accountant
3. None Check the data of Disbursement Voucher with the supporting documents and forward to General Manager for approval
None 5 minutes Accountant
4. None Sign the Disbursement Voucher for payment; forward documents to Cashier
None 3 minutes General Manager
5. None Prepare check and release for payment
None 5 minutes Cashier
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6. None Forward the check and Disbursement Voucher to Liaison Officer for payment to GSIS Dinalupihan Branch/Landbank
None 2 minutes Cashier
TOTAL: None 1 hour and 25 minutes
END OF EMPLOYEE’S TRANSACTION
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11. ONLINE PAYMENT OF BIR REMITTANCES
Filing of online payment for remittances on BIR.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: Government Offices
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Tax Remittance summary – Alphalist HWD Office – Finance
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Receive the Alphalist Verify the amount indicated in the Alphalist with the recorded amount in Ledger
None 15 minutes Accountant
2. None Log in to the Electronic Facility Payment System (EFPS) and encode the information to process the Online remittances
None 30 minutes Accountant
3. None Print the payment Confirmation Slip and validated BIR forms
None 20 minutes Accountant
4. None File documents None 5 minutes Accountant
TOTAL: None 1 hour and 10 minutes
END OF EMPLOYEE’S TRANSACTION
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12. PREPARATION OF PAYROLL
Preparation of payment for payroll of regular employees.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: All HWD Employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Payroll Schedule Accountant
Pay Slip Cashier
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Check all employees’ salaries and deductions
None 10 minutes Accountant
2. None Preparation of General Payroll; forward to HRMO for checking of details
None 20 minutes Accountant
3. None Check the General Payroll and attachments; forward to Accountant for Disbursement Voucher
None 10 minutes HRMO
4. None Preparation of Disbursement Voucher for the General Payroll and check the details; forward to General Manager for approval
None 10 minutes Accountant
5. None Sign the Disbursement Voucher for General Payroll together with attachments; forward to Cashier for check
None 3 minutes General Manager
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6. None Prepare check and release the payment to employees together with the pay slip
None 30 minutes Cashier
TOTAL: None 1 hour and 23 minutes
END OF EMPLOYEE’S TRANSACTION
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13. PAYMENT OF BOD’s PER DIEM AND ALLOWANCES
Preparation of payment for BOD’s per diem and allowances.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: HWD’s Board of Directors
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
BOD’s Attendance Office of the Recording Secretary
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Submit the BOD’s Attendance to Accounting Office
Check the completeness and validity of the documents submitted
None 5 minutes Accountant
2. None Preparation of BOD’s per diem and Allowances payroll; forward to HRMO to check
None 15 minutes Accountant
3. None Check the BOD’s per diem and Allowances payroll; forward to Accountant for Disbursement Voucher
None 5 minutes HRMO
4. None Preparation of Disbursement Voucher and check the details; forward to General Manager for approval
None 10 minutes Accountant
5. None Sign the Disbursement Voucher for release of payment to BOD; forward to Cashier for check
None 3 minutes General Manager
6. None Preparation of check and releasing of payment to BOD
None 30 minutes Cashier
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14. PAYMENT OF JOB ORDER EMPLOYEES
Preparation of payment for job order employees.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: Employees with Job Order Contract
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Attendance Log Sheet and Accomplishment Report Technical Department; Production; Admin and Finance
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Submit the weekly accomplishment report and attendance log sheet to Accounting Office
None 5 minutes Supervising Engineer and
Administrative Head
2. None Receive the Accomplishment Report and attendance log sheet Verify the attendance with Biometrics record
None 15 minutes Accountant
3. None Preparation of payroll for Job Order together with the supporting documents; forward to HRMO for checking
None 10 minutes Accountant
4. None Check the payroll and supporting documents; forward to Accounting for Disbursement Voucher
None 5 minutes HRMO
5. None Preparation of Disbursement Voucher for the payment of
None 5 minutes Accountant
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Job Order and check the details; forward to the General Manager for approval
6. None Sign the Disbursement Voucher for the payment of Job Order together with attachments; forward to Cashier for releasing of check.
None 3 minutes General Manager
7. None Prepare check and release the payment to Job Order
None 30 minutes Cashier
TOTAL: None 1 hour and 13 minutes
END OF EMPLOYEE’S TRANSACTION
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15. PROCUREMENT OF GOODS AND SERVICES
Defines the procurement of products and services of HWD.
Office or Division: Administrative & Finance Classification: Highly-Technical
Type of Transaction:
G2B – Government to Business
Who may avail: All business entities
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Purchase Request, Request for Quotation Form, Purchase Order, Abstract of Quotations
HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None Receive purchase request form from the requesting personnel
None 2 minutes Procurement Officer
2. None Prepare/Encode specification on RFQ and start canvassing/posting on PhilGEPS
None 3 hours Procurement Officer
3. None Receive quotations, check if the requirements are met and prepare Abstract of Quotations
None 10 minutes Procurement Officer
4. None Prepare Purchase Order Submit to BAC Chairman for review and recommending approval
None 10 minutes Procurement Officer
BAC Chairman
5. None Submit to General Manager for approval
None 2 minutes General Manager
6. None Send/Submit the purchase order to eligible supplier
None 2 minutes Procurement Officer
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16. APPLICATION FOR LEAVE (Leave Form and Compensatory Time-Off)
Employees may file their leave to the Human Resource Officer of the district.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: All permanent and casual employees of HWD
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Leave of Absence Request Form HWD Office – Admin (HR Officer)
Application for Leave Form (CSC Form No. 6) HWD Office – Admin (HR Officer)
Compensatory Time-Off HWD Office – Admin (HR Officer)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
a. Approach the HR Officer and get the Leave of Absence Request Form (LARF)
b. Fill-up the LARF and submit it to the HR Officer
Accept the LARF and prepare the Application for Leave Form (CSC Form No. 6) or Compensatory Time-Off (CTO)
None 10 Minutes Human Resource Management Officer
(HRMO)
17. Check and sign the Application for Leave Form or CTO
Sign and certify the Leave Form or CTO
None 30 seconds HRMO
18. Go to the Immediate Supervisor/Section Head
Approve or disapprove the applied leave. State the reason for disapproval
None 1 minute Supervisor/Section Head
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19. Proceed to the HRMO and submit the duly signed Application for Leave Form
Check the accuracy and completeness of data. Record and update the leave credits on the Leave Card and database
None 5 minutes HRMO
20. None Forward to the General Manager for certification and signature Sign and certify the employee’s Leave Form or CTO Form
None 5 minutes HRMO
General Manager (GM)
21. None Inform concerned employee of approval/disapproval of leave
None 30 seconds HRMO
TOTAL: None 22 minutes
END OF EMPLOYEE’S TRANSACTION
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17. HIRING OF APPLICANT FOR VACANT POSITION
Interested applicant can apply for any ORIWAD vacant position based on the DBM approved plantilla and subject
to the compliance on the required qualification for the position.
Office or Division: Administrative & Finance
Classification: Complex Type of Transaction:
G2C – Government to Citizen
Who may avail: All Filipino citizens who wish to be part of ORIWAD workforce CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Curriculum Vitae (CV) Applicant
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Inquire for vacant position
Publication of vacant position for 10 days
None 1 hour HRMO
2. Submit Curriculum Vitae to HR Officer
Receive CV of applicants Assess all the CV submitted Make shortlist of qualified applicants Submit list of applicants to Personnel Selection Board (PSB) Wait for the approval of PSB and scheduled date of panel interview Inform qualified applicant via text
None 4 hours HRMO
PSB Members
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2. Go to HWD office on the scheduled date of interview
Conduct panel interview None 2 hours PSB Members
3. None Conduct PSB deliberation None 1 hour PSB Members
4. None Prepare and submit recommendation to the General Manager
None 30 minutes PSB Members
5. None Select/appoint qualified applicant
None Within 15 working days
General Manager
TOTAL: None 15 days, 8 hours, and 30 minutes
END OF EMPLOYEE’S TRANSACTION
47
18. PLACEMENT OF NEWLY HIRED EMPLOYEE
Process of orientation and assigning of duties and responsibilities of the newly hired employee
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: Newly hired employee
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Original copy of NBI Clearance NBI
Original copy of PSA Birth Certificate PSA
Original copy of TOR School where the employee is graduated
Original PSA Marriage Certificate PSA
Medical Certificate Form HWD Office – HR Officer
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Go to HRMO Prepare checklist of orientation of new employee and needed requirements
None 30 minutes HRMO
2. Submit requirements to HRMO
Receive and check the completeness of document
None 20 minutes HRMO
3. Register fingerprint in the biometric
Register for biometric attendance
None 5 minutes HRMO
TOTAL: None 55 minutes
END OF EMPLOYEE’S TRANSACTION
48
19. REQUEST FOR OFFICIAL DOCUMENTS
HWD employees have the right to request several parts of their personnel file.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: All permanent and casual HWD employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Personnel Record Request Form HWD Officer – HR Officer
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Go to HR Officer and fill-up the Personnel Record Request Form
Process the employee request
None 1 minute HRMO
2. None Prepare the needed document Forward the requested document to the authorized signatories
None 8 minutes HRMO
Authorized Signatories (Section
Heads/GM)
3. Wait for the release of document
Release the requested document
None 1 minute HRMO
TOTAL: None 10 minutes
END OF EMPLOYEE’S TRANSACTION
49
20. APPLICATION FOR LEAVE CREDITS MONETIZATION
Allows the employees to convert their earned leave credits into a monetary form
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: All HWD employees who earn leave credits
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Personnel Record Request Form HWD Officer – HR Officer
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Ask leave balance and inform HRMO of the intention to apply for leave monetization
Check leave balance None 1 minute HRMO
2. Fill-up the Request for Leave Credits Monetization Form
Accept, sign and fill-up other details in the lower portion of the Letter for Monetization Prepare and sign the Application for Leave Credits Monetization
None 10 minutes Employee/HRMO
3. Forward the Application for Leave Credits Monetization Form to the General Manager
Approve/disapprove application for leave credits form
None 10 minutes General Manager
4. Return the forms to the HR Officer
File and update leave balance
None 10 minutes HRMO
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4.1 Please allow 1 to 2 days processing of your request
Duly signed Application for Leave Credits Form will be forwarded to the Accounting and Cashier Personnel for the preparation of check voucher and check.
Accounting Clerk and Cashier
TOTAL: None 41 minutes
END OF EMPLOYEE’S TRANSACTION
51
21. TRAINING
Request training for employees relative to the duties they perform.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: All HWD employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Schedule of training for the year conducted by different agencies
HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Request budget Check budget utilization None 10 minutes Finance (Accountant)
2. None Identify invitational trainings, conventions/conference (CSC and LWUA)
None 10 minutes HRMO
3. Recommend employees
Recommendation from Personnel Development Committee (PDC)
None 1 hour PDC
4. None Prepare voucher and check by the Finance Section
None 10 minutes Finance Section (Accountant and
Cashier)
5. Attend seminar/training
Pay the training or seminar fee
None 1 day Cashier
TOTAL: None 1 day, 1 hour, and 30 minutes
END OF EMPLOYEE’S TRANSACTION
52
22. CERTIFICATE OF EMPLOYMENT
Request for the Certificate of Employment.
Office or Division: Administrative & Finance Classification: Simple
Type of Transaction:
G2G – Government to Government
Who may avail: All HWD employees
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Schedule of training for the year conducted by different agencies
HWD Office
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Request Certificate of Employment to the HRMO
Search the record of the requesting employee
None 10 minutes HRMO
2. None Prepare Certificate of Employment of the requesting employee
None 5 minutes HRMO
3. None Validate, approve and release Certificate of Employment
None 2 minutes HRMO/General Manager
TOTAL: None 17 minutes
END OF EMPLOYEE’S TRANSACTION
54
1. REQUEST FOR REPAIR OF MAINLINE OR SERVICE LINE LEAKS
Repair of leaks or damage of mainline/service line.
Office or Division: Technical Section Classification: Simple, Complex, Highly Technical
Type of Transaction:
G2C – Government to Citizen G2B – Government to Business G2G – Government to Government
Who may avail: Technical Section
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Maintenance Order Request Form HWD Office – Public Assistance and Complaints Desk (PACD)
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. Reported maintenance order thru PACD, phone call and text message
Receive maintenance order from PACD Officer
None 5 minutes Project Planning and Development Officer
2. None Proceed to the working location for inspection of leaks
None 30 minutes – 1 hour (it depends on the location)
Maintenance Crew
3. None The Maintenance Crew will request materials needed for repair of leak then forward to PACD Officer The PACD Officer will process the requested materials for Requisition and Issue Slip (RIS) and forward to Property/Supply Officer I
None 5 minutes 5 minutes
Maintenance Crew
PACD Officer
55
4. None The Property/Supply Officer I will issue an RIS for releasing of materials and forward it to Property/Supply Officer II The Maintenance Crew will proceed to warehouse to pick-up the materials The Property/Supply Officer II will release the needed materials for repair leak
None 18 minutes Property/Supply Officer I
Maintenance Crew
Property/Supply Officer II
5. None After completion of work, sign the maintenance order form and return to the Project Planning and Development
Officer for signature and remarks
None 2 minutes Project Planning and Development Officer
TOTAL: None 1 hour and 5 minutes – 1 hour and 35 minutes
END OF EMPLOYEE’S TRANSACTION
56
2. DESIGN AND DEVELOPMENT
Establishing Design and Development of various expansion and rehabilitation projects.
Office or Division: Technical Section & Engineering Classification: Highly Technical
Type of Transaction:
G2B – Government to Business G2G – Government to Government
Who may avail: All bidder and contractor of Hermosa Water District
CHECKLIST OF REQUIREMENTS WHERE TO SECURE
Proposed Program of Work General Manager, Technical Section
Board Resolution Admin and Finance
Bidding Documents (BAC Resolution Contract of Agreement)
Bids and Awards Committee
CLIENT STEPS AGENCY ACTIONS FEES TO BE PAID PROCESSING
TIME PERSON
RESPONSIBLE
1. None General Manager and Engineering conducts feasibility study and determines the viability of the proposed project, cost of wise and service wise
None 6 months General Manager / Technical Section
2. None If feasible, General Manager and Engineering prepared detailed engineering design, cost estimates and program of work
None 2-3 days General Manager / Technical Section
3. None Present the proposed program of work to the Accounting Officer for the preparation of budget in a particular project
None 1 day
Accountant
57
Prepare materials to be used in project
1 day Procurement and Property Officers
4. None Project is subjected to Bidding Process from posting of the projects in the PhilGEPS up to the award of contract
None 10 days Bids and Awards Committee
5. None The Winning contractor do the job under monitoring and supervision of the General Manager
None Depends on the contract duration
Contractor
TOTAL: None 6 months, 14 days, depends on the contract duration – 6 months, 15 days, depends on the contract duration
END OF EMPLOYEE’S TRANSACTION
58
FEEDBACK AND COMPLAINTS MECHANISM How to send feedback Answer the feedback form in front of cashier and put it in the feedback
and complaints drop box; Send your feedback through email at [email protected]; Contact us through call or text at (047) 491 2472 / (047) 633 0362 / +6399 8565 4385; or Talk to our Customer Service Assistant
How feedbacks are processed The Administrative Officer verifies the nature of the queries and feedback within one (1) working day. The same will be referred to the concerned Office via e-mail. Upon receiving the reply from the concerned Office, the citizen or client will be informed via e-mail or phone call. For follow-ups or queries, the contact information are as follows: (047) 491 2472 / (047) 633 0362 / +6399 8565 4385 [email protected]
How to file a complaint To file a complaint against the Authority, provide the following details via e-mail:
- Full name and contact information of the complainant - Narrative of the complain - Evidences - Name of the person being complained
Send all complaints against the Authority to [email protected] For follow-ups or queries, the contact information are as follows: (047) 491 2472 / (047) 633 0362 / +6399 8565 4385
How complaints are processed All complaints received against the Authority will be processed by HWD Division Manager