Procedures Manual - Iso

CALBAYOG CITY WATER DISTRICT
PROCEDURES
MANUAL 2017
ISO 9001:2015
QUALITY MANAGEMENT SYSTEM
Document No. : PM-DRC-01 Eff. Date : 09-01-17
PROCEDURES MANUAL
Revision No. : 00 Pages : 1 of 15
INTERNAL DOCUMENT INFORMATION
I. OBJECTIVE
This document defines the system for development, review, approval, issuance, update,
maintenance, control, and distribution of internal documents pertaining to CALBAYOG
CITY WATER DISTRICT’s Quality Management System. It includes the necessary actions
to be taken to ensure that the involve employees understand their roles, responsibilities,
and requirements in maintaining effective and efficient operation of the company.
II. SCOPE
This procedure applies to all documents related to the internal quality management system
of CALBAYOG CITY WATER DISTRICT for documents generated externally, refer to
External Document Control [PM-DRC-02] procedure.
III. RESPONSIBILITY
Process Owner
IV. DEFINITION OF TERMS
 Master Document - refers to the original registered document retained and

accessed by the QMR and Document Controller only;
used for reproducing copies to be distributed
 Controlled Document - refers to a copy of the document reproduced from the

master document and distributed to the identified
copyholders of the document
 Uncontrolled Copy - refers to a requested copy of the document reproduced

from the master document and distributed to requesting
recipients for the purpose of reference or attachment
Prepared by: ENGR. MICHEL T. MALAQUI Approved by: MRS. EDITHA C. YRIGAN, MPM
Documents and Records Controller General Manager
PROCEDURES MANUAL
 Obsolete Document - refers to a document that is already superseded with

another version or a document that is already
discontinued
 Initiator - refers to the Process Owner who generates or revise

document
 Document Registration - a form used to officially request for the registration,

Processing (DRP) revision, or discontinuance of a document
 Document Requisition - a form used to request for controlled documents

Log
 Internal Document - a form used to list and record all internal documents
Master List generated by the company
 Document Review - a form that lists all documents generated per department
for review at the end of the year
V. REFERENCE DOCUMENTS
1. Document Approval Matrix GL-DRC-01
2. Document Stamping GL-DRC-02
VI. RECORDS GENERATED
1. Internal Documents Master List FM-DRC-02
2. Document Registration Processing FM-DRC-03
3. Document Requisition Log FM-DRC-04
4. Document Review FM-DRC-05
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN
PERMISSION BY CALBAYOG CITY WATER DISTRICT.
PROCEDURES MANUAL
INTERNAL DOCUMENT CONTROL
VII. PROCEDURES AND PROCESS FLOW
Responsible Retained
No. Process Flow Description of Activity Guidelines/Criteria/Policy
Person Information
START
1.1. Identify and validate the document(s)
01 needed or required to be generated Process Owner None
Draft Docs
or revised.
Identify the need of 2.1. Identify document if new or existing:

a new or existing
document 2.1.1. NEW DOCUMENT
2.1.1.1. The Initiator shall ask from

the Document Controller the
Document
standard document format to be
Registration
02 Request document used and a Document Process Owner
Processing
format and Registration Processing form
Document (DRP)
with control number.
Registration
2.1.2. EXISTING DOCUMENT
A 2.1.2.1. Initiator shall request a soft

copy of the document to be edited
PROPRIETARY NOTICE
Doc No. : PM-DRC-01 Eff. Date : 09-01-17
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT ANY DISCLOSURE OR USE IS EXPRESSLY
PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT.
Rev. No. : 00 Pages : 3 of 15
PROCEDURES MANUAL
and a Document Registration

Processing form with control
number.
A
3.1. Draft new document or revise the
existing:
3.1.1. NEW DOCUMENT
Draft or revise the 3.1.1.1. The Initiator shall prepare

document on the
the draft document on the
standard format
03 standard format. Process Owner None
3.1.2. EXISTING DOCUMENT
3.1.2.1. The Initiator shall draft

the revised document by editing
the given document copy and
B highlighting the changes with
blue font.
Doc No. : PM-DRC-01 PROPRIETARY NOTICE Eff. Date : 09-01-17

Rev. No. : 00 PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT. Pages : 4 of 15
PROCEDURES MANUAL
4.1. NEW DOCUMENT
B 4.1.1. The Initiator shall fill up the

Document Registration
Processing (DRP) form for the
document to be registered and
assign a Document No. and indicate
the document Revision No. and
Effective Date.
Document
4.1.2. The objective of the new
Fill-up Document Registration
04 document should also be explained. Process Owner
Registration Processing
Processing (DRP) (DRP)
4.1.3. The copyholders of the document
shall be enumerated at the bottom
part of the Document Registration
Processing (DRP) form.
C
4.2. DOCUMENT FOR REVISION
4.2.1. The Initiator shall fill up the

Document Registration Processing
(DRP) form for the revised document
to be registered, indicating its current

PROCEDURES MANUAL
Document No., Revision No., and

Effectivity Date.
4.2.2. The reason for revision shall be

explained and the revisions made
shall be enumerated.
4.2.3. The new Revision No. and
Effective Date shall be determined
and indicated in the form.
4.2.4. The copyholders of the document

to be distributed shall be enumerated
at the bottom – left side of the
(DRP) form, and the copyholders of
the existing version of the document
shall also be enumerated at the
bottom – right side of the form from
which the old versions are to be
retrieved from.
4.3. DOCUMENT FOR

DISCONTINUANCE

PROCEDURES MANUAL
4.3.1. The Initiator shall fill up the

(DRP) form for documents to be
discontinued.
4.3.2. The reason for discontinuance

shall be explained.
4.3.3. The current copyholders of the

document to be discontinued shall be
listed at the bottom – right side of the
(DRP) form for retrieval.

PROCEDURES MANUAL
5.1. Attach the draft document created Draft

C to the filled up Document Document;
Registration Processing (DRP) Document
form. Document Approval Registration
05 Matrix Guideline (GL- Processing Process Owner
5.2. The Initiator shall then route the (DRP);
Route the draft DRC-01)
document to draft document to each concerned Document
concerned personnel for their review. Refer to Approval Matrix
departments for Document Approval Matrix Guideline Guideline
review and approval (GL-DRC-01)
6.1. After all the review, the draft

document shall be collected again by
Collect reviewed the Initiator to check the comments
documents and do and discuss any corrections by the
Draft
necessary changes / reviewer(s).
revisions (if any) Document;
Document Approval
Document
06 6.2. The Initiator shall then make the Matrix Guideline (GL- Process Owner
Registration
necessary changes in the draft DRC-01)
Processing
document for finalization.
(DRP)
D
6.3. The finalized document shall then
be attached to the Document
Registration Processing (DRP)

PROCEDURES MANUAL
form and forwarded to the designated

person(s) for approval.
C
7.1. Once the document is finalized Final Document
and approved, the Initiator shall then (soft and hard
Submit final submit it to the Document Controller copy);
07 document (soft and with the attached Document Document Process Owner
hard copy) to Registration Processing (DRP) Registration
Document Controller form. Processing
(DRP)
8.1. The Document Controller shall

Assign document review the new document as to
Details format and assign a Document No.,
Revision No., and Effective Date prior PM–PUR-01 Final
to registration in the Document Document;
Control system. SEQUENTIALNUMBER Document Document
Registration Controller
DEPARTMENT CODE
D 8.2. The format for Document No. shall Processing
be followed. DOCUMENT TYPE CODE (DRP)
8.3 The Document Controller shall

check the assigned Document No.,

PROCEDURES MANUAL
Revision No., and Effective Date

following the abbreviation assigned to
each department for the coding of
their forms and documents shown in
the guideline below:
QM - Quality Manual
PM - Procedure Manual
FM - Forms
GL - Guidelines
DP - Departmental Policies
WI - Work Instruction
Document Type Code:
8.4. The Sequential Number will be

incremented by one (1) each time a
new document is added from the
same Department
Final
Document; Document
09 9.1. NEW DOCUMENT
Document Controller
Registration
PROCEDURES MANUAL
9.1.1. After review, the Document Processing

D
Controller shall register the new (DRP)
document in the Internal
Documents Master List for Quality
Manual (QM), Procedure Manual
(PM), Guidelines (GL), and
Departmental Policies (DP). Forms
(FM) shall be registered in the
Forms Master List.
Register new / 9.2. REVISED DOCUMENT

revised document
9.2.1. Once printed, the Document
Controller shall update the Internal
Documents Master List (for QM,
PM, GL, and DP documents) or
E Forms Master List (for FM) with
the new revision number of the
document and its effective date.
10.1. Print out the new / revised

document and reproduce copies
Document
10 according to the number of Final Document
Controller
copyholders reflected in the
distribution list portion of the

PROCEDURES MANUAL

E form.
11.1. The reproduced copies shall be Document

11 stamped with “CONTROLLED Final Document
Controller
DOCUMENT”.
1.1
12.1. Copies of the new / revised
document shall be distributed to the
copyholders indicated in the
Print out and distribution list. Copyholders shall
Final
reproduce copies then sign with the date in the
Document;
distribution list to indicate that they
Document
have already received their copies.
Registration Document
12
Processing Controller
12.2. Distribution of the new / revised
Stamp documents (DRP);
document shall be done at least the
Document
day before its effective date.
Requisition Log
F 12.3. REVISED DOCUMENT
12.3.1. The Document Controller

shall ensure to retrieve the obsolete
PROCEDURES MANUAL
version of the document prior to

E distribution of the new version.
Copyholders shall also sign with the
date in the retrieval list as indication
that the obsolete version has been
retrieved.
12.3.2. Master copy of the old version

Issue controlled of the document and retrieved
copies to registered
controlled copies shall be stamped
copy holders
with “OBSOLETE DOCUMENT”
and filed within its inactive years,
and shall be disposed accordingly
once its retention period is
superseded.
12.4. ADDITIONAL COPY / REQUEST
12.4.1 For additional copy not

F defined in the distribution list,
requestor shall fill-up Document
Requisition Log form indicating
the purpose of the additional copy
requested. Document Controller
shall then stamp the requested

PROCEDURES MANUAL
additional with “REFERENCE

DOCUMENT”.

summarize all documents per
F department and shall issue a
Document Review form to the
department within a year depending
on its effectivity date.
13.2. The process owner shall review Document

Review documents Process
and check the document to ensure its Review
regularly Owner;
13 continuing applicability and adequacy Departmental
Document
and give disposition. Procedures and
Controller
Forms
Registered 13.3. If the process owner decides that
Docs the document is still applicable, the
Document Controller shall file the
records of document review and
END continue implementing the document.
However, if it is decided that the
document needs to be revised, the
process owner shall immediately

PROCEDURES MANUAL
issue a Document Registration

Processing form for the revision of
the said document.
13.4. In case of document cancellation,

the process owner shall file
form for the processing of the
document(s) to be discontinued.

PROCEDURES MANUAL
EXTERNAL DOCUMENT CONTROL
I. OBJECTIVE
This document defines the system for development, review, approval, issuance, update,
maintenance, control, and distribution of internal documents pertaining to CALBAYOG CITY
WATER DISTRICT’s Quality Management System. It includes the necessary actions to be
taken to ensure that the involved employees understand their roles, responsibilities, and
requirements in maintaining the effective and efficient operation of the company.
II. SCOPE
This procedure applies to all externally generated documents used in the implementation of
CALBAYOG CITY WATER DISTRICT’s Quality Management System.
III. RESPONSIBILITY
 Master Copy - refers to the original registered document retained and

accessed by the Document Controller only; used for
reproducing copies to be distributed
 Controlled Copy - refers to a copy of the document reproduced from the master
copy and distributed to the identified copyholders of the
document
 Uncontrolled Copy - refers to a requested copy of the document reproduced from
the master copy and distributed to requesting recipients for the
purpose of reference or attachment
 Obsolete Document - refers to a document that is already superseded with another
version or a document that is already discontinued
 Initiator - refers to the Process Owner who owns or receives the
document from external sources
Prepared by: Approved by: MRS. EDITHA C. YRIGAN, MPM

ENGR. MICHEL T. MALAQUI
Documents And Records Controller General Manager
PROCEDURES MANUAL
 Document Registration - a form used to officially request for the registration of a new or
Processing (DRP) updated document
 Document Requisition - a form used to request for controlled documents
Log
 External Document - a form used to list and record all external documents
Master List generated by the company.
1. Document Approval Matrix GL-DRC-01
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY CALBAYOG CITY WATER DISTRICT. ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN
PROCEDURES MANUAL
1. External Documents Master List FM-DRC-06

2. Document Requisition Log FM-DRC-04
PROPRIETARY NOTICE
PROCEDURES MANUAL

VII. PROCEDURE FLOW AND DETAILS
Person Information
START 1.1 Identify externally generated Process Owner /

01 documents received by the Recipient of External None
EGD company. Document

Identify external
register the external document in the
document External Documents Master List External
and stamp it with “MASTER COPY”. Documents
2.2. The external document Master List;
Register external Documents
02 registered shall then be reproduced Document
document Controller
according to the number of Registration
copyholders reflected in the Processing
distribution list portion of the (DRP)
External Documents Master List
Issue controlled form.
copies to registered 3.1. Copies of the external document
copyholders shall be distributed to the copyholders Document
indicated in the distribution list. Documents Registration
Controlled Copyholders shall then sign with the Controller; Processing
03
EGD date in the distribution list to indicate Registered Copy (DRP);
that they have already received their Holders Document
END copies. Requisition Log

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT. ANY DISCLOSURE OR USE IS
Rev. No. : 00 EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT. Pages : 4 of 4
PROCEDURES MANUAL
RECORDS CONTROL
I. OBJECTIVE
The objective of this document is to ensure that quality records, both soft and hard copies, are
maintained to demonstrate conformance to specified requirements. It defines the system for
identification, storage, retrieval, protection, retention time, and disposal of records generated
for the effective operation of the organization’s Quality Management System. All quality records
will be stored and maintained in such a way that they are readily retrievable in facilities that
provide a suitable environment to minimize deterioration or damage and prevent loss.
II. SCOPE
This procedure applies to all records which are generated by CALBAYOG CITY WATER
DISTRICT in its implementation of the Quality Management System.
III. RESPONSIBILITY
Documents Controller
 Retention - period of time that a record should be kept or “retained” both

electronically and in paper format
 Quality Records - documents which furnish objective evidence of activities

performed and / or results achieved in the implementation of
the organization’s quality management system
 Archive Section - storage for inactive documents and records which are being
kept for a certain period of time prior to disposal
 Quality Records Matrix - a form that documents all the records generated in a

PROCEDURES MANUAL
RECORDS CONTROL
department and their active and inactive retention period
- a form used to endorse to the Records Controller all records

 Records Endorsement
that have surpassed their active time frame
 Records Retrieval Log - a record used to log any retrievals of endorsed records
National Archiving of the Philippines
1. Quality Records Matrix FM-DRC-07

2. Records Endorsement FM-DRC-08
3. Records Retrieval Log FM-DRC-09
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT.ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN
PROCEDURES MANUAL
RECORDS CONTROL
VII. PROCEDURE DETAILS AND FLOW
Person Information
START
1.1. Update Quality Records
Matrix per department with all the
List of Quality Records
01 identified records necessary for Record Owners
Records Matrix
the effective implementation of
the Quality Management System.
Identify the records
generated
All QMS records shall be

labeled, filed, and indexed
Store and maintain 2.1. Record owners shall store properly for ease of retrieval
active records and maintain QMS records at and for proper referencing
point of use in their area. QMS
active records shall be retained in QMS records should be kept
02 in a place where it can be Record Owners
the owner’s custody according to
its active period as defined in their protected from physical
respective Quality Records deterioration and damage. It
A
Matrix. should be kept in a safe
place to avoid loss and
tampering.

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY CALBAYOG CITY WATER DISTRICT. ANY DISCLOSURE OR USE IS
PROCEDURES MANUAL
RECORDS CONTROL
Person Information
3.1. Record owner shall also
A All QMS records shall be
specify in the Records
Endorsement form the ‘Disposal labeled, filed, and indexed
Method’ and ‘Disposal Date’ of properly for ease of retrieval
the endorsed inactive records. and for proper referencing.
This shall then be forwarded to
Record Owners Records
03 Collect, Store, and the Quality Management
Record Controller Endorsement
Maintain Inactive Representative or President for
authorization of the disposal of
Records
the expired records. Once
approved, it will then be
forwarded to the Records
Controller
4.1. If there are any records

Retrieve Records
needed to be retrieved by the Record Owners
04 Retrieval Log
Records Owner, the Record Record Controller
Retrieval Log shall be filled up.
Dispose Records
5.1. Records Controller shall
dispose the expired records Periodically review the
Controlled Records Endorsement form
according to the disposal method Record Owners Records
Records to determine expired records
indicated in the Records Record Controller Endorsement
based on the retention
05 Endorsement form and fill up the periods
END ‘Remarks’ portion of the form.

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY CALBAYOG CITY WATER DISTRICT. ANY DISCLOSURE OR USE IS
CALBAYOG CITY WATER DISTRICT Document No. : GL-DRC-01 Eff. Date : 09-01-17
GUIDELINES Revision No. : 00 Pages : 1 of 1
DOCUMENT APPROVAL MATRIX
I. OBJECTIVE
This document defines the system for identification of authorized personnel who will prepare,
conduct review and approve the new documents and document revision.
II. GUIDELINE
DOCUMENT PREPARED BY REVIEWER APRROVED BY

Management
QMS Manual General Manager General Manager
Representative
Department
QMS Procedure Process Owner General Manager
Manager
Department
QMS Standard Process Owner General Manager
Manager
Internal and External

Department
Documents / Document Controller General Manager
Manager
References
Management
QMS Guideline Document Controller General Manager
Representative
Department
QMS Forms Process Owner General Manager
Manager
In the absence of the original reviewing body, Quality Management Representative and
General Manager is herein designated and allowed to review and approve the new and
revised document.

GUIDELINE
DOCUMENT STAMPING
I. OBJECTIVE
This document serves as guidelines for the Documents and Records Controllers in stamping internal documents.
II. GUIDELINES
Classification Definition Image
Refers to the original registered document retained

Master Copy and accessed by the QMR and Document Controller
only.
Refers to a copy of the document reproduced from

the master copy or from the original document and
Controlled Copy
distributed to the identified copyholders of the
document
Prepared by: Approved by:

ENGR. MICHEL T. MALAQUI MRS. EDITHA C. YRIGAN, MPM
GUIDELINE
DOCUMENT STAMPING
Classification Definition Image
Refers to a requested copy of the document

reproduced from the master document and
Uncontrolled Copy distributed to requesting recipients for the purpose of
reference or attachment. Recipient must fill up a
Document Requisition Form for details before said
copy is provided.
Refers to a document that is already superseded with

Obsolete another version or a document that is already
discontinued and will not be honored by CALBAYOG
CITY WATER DISTRICT. during transactions.
 When stamping, only blue ink will be used. However, for Master Copy, red stamp shall be used. This is to show that the
document has undergone Document & Records Controller authorization for release. A black stamped “Controlled Copy”
will be considered as an Uncontrolled Copy, due to possible reproduction by photocopy.
 Stamps should be placed in the lower-right corner of the document.
Doc No. : GL-DRC-02 PROPRIETARY NOTICE Eff. Date : 09-01-17

CALBAYOG CITY WATER DISTRICT. Document No. : GL-DRC-03 Eff. Date : 09-01-17
RISK ASSESSMENT
Rank Criteria: SEVERITY OF CONSEQUENCE

1 No quality issues No Customer Complaint
2 Minor quality issues Minor Customer Complaint/ Claim
3 Major quality issues Major Customer Complaint
Rank Criteria: OCCURENCE (PROBABILITY)

None
1
Never; unlikely to happen
Low occurrence
2
Possible to occur once a year
Moderate occurrence
3
Possible to occur once a month
High occurrence
4
Possible to occur daily/weekly
Rank Criteria: DETECTION
Very High
Regular Inspection
1
Regular Monitoring
Means of communication
High
Consistent Monthly Monitoring
2
Inspection Procedure
Means of communication
Moderate
3 Quarterly Audit & Monitoring /Quarterly Inspection
Inconsistent means of communication
Low
Inconsistent recording/escalation
4
Annual Audit & Monitoring /Annual Inspection
Poor or unreliable means of communication
Very Low/ Almost Impossible
No monitoring/ inspection;
5
No detection & recording
No means of communication

RICARDO D. SERRATO
Quality Management Representative General Manager
CALBAYOG CITY WATER DISTRICT. Document No. : GL-DRC-03 Eff. Date : 09-01-17
RISK ASSESSMENT
Establish the Level of Significance
Level of significance can be determined using the Risk Priority Number (RPN).
RPN = (Severity x Occurrence x Detection)
 High Risk ~ if RPN is greater than the set limit based on the aspects rated.
 Medium Risk ~ if RPN is within the range of the set limit based on the aspects rated.
 Low Risk ~ if RPN is below the range of the set limit based on the aspects rated
Impacts/Risk Assessment and Control Measures
Risk Scores Control Measures
12 and below Not May require monitoring, training of personnel,

(Low Risk) Significant periodic inspection
May require inclusion in the company /

13-35 (Medium Not departmental objectives, setting Integrated
Risk) Significant Management Programs, Production Control,
Audit/Inspection
Requires inclusion in the company /

36 and above
Significant departmental objectives, setting of QMS
(High Risk)
Programs
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT. ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED
EXCEPT UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT.
Document No. : PM-RAI-03 Eff. Date : 09-01-17
PROCEDURES MANUAL
INTERNAL QUALITY AUDIT
I. OBJECTIVE
This procedure defines the system for planning, conducting, reporting and reviewing internal
audit and its results in CALBAYOG CITY WATER DISTRICT.
II. SCOPE
This procedure applies to all aspects of CALBAYOG CITY WATER DISTRICT’s quality
management system.
III. RESPONSIBILITY
Internal Lead Auditor
 Audit – is a systematic, independent and documented process for obtaining audit

evidence and evaluating it objectively to determine the extent to which audit criteria
are fulfilled.
1. Corrective Action procedure PM-RAI-04

2. Management Review procedure PM-RAI-05
1. Annual Internal Audit Plan FM-RAI-03

2. Audit Itinerary FM-RAI-04
3. Audit Checklist FM-RAI-05
4. Nonconformance Report FM-RAI-06
Prepared by: MRS. MARIBEL A. ORTIZ Approved by: MRS. EDITHA C. YRIGAN, MPM
Internal Lead Auditor General Manager
PROCEDURES MANUAL
5. General Observation and Recommendations List FM-RAI-07

6. Audit Report FM-RAI-08
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TORMG BUILDERS.ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY RMG
BUILDERS.
PROCEDURES MANUAL

Person Information
o Conduct audit at least
START 1.1. The Internal Lead Auditor
once a year
shall prepare the Annual
o The Auditors shall have
Internal Audit Plan before the
Annual the minimum qualification:
start of the fiscal year. The
Audit Plan - At least secondary level Internal Lead Annual Internal Audit
01 frequency of the audit for each
- Familiar with the Auditor Plan; Audit Itinerary
area shall be based on its
organization’s operations
Plan the Audit performance on previous
- Undergone the IQA
audits as well as on the
Training (ISO 19011
criticality of the operations
Standard Requirements)
being performed.
2.1. The checklist generally

contains requirements of the ISO
Prepare for the
9001 standard, requirements of Internal Lead
02 Audit Audit Checklists
the documented quality system Auditor
procedure and the findings from
previous audits.
3.1. Based on the audit plan and

Conduct the Audit the audit checklist the auditor
shall conduct the audit on the
Internal Lead
specific areas. Ensures that
03 Auditor; Auditors; Audit Checklists
objective evidences for both
Auditee
A conformances and
nonconformance are clearly
documented on the audit
Doc No. : PM-RAI-03 PROPRIETARY NOTICE Eff. Date : 09-01-17
PROCEDURES MANUAL

Person Information
checklists, referencing people
interviewed, and documents,
materials, records and other
related items reviewed.
Classifications of Findings
A
Major Nonconformance-
The absence or the total
breakdown of a system to
meet the requirements of a
clause of ISO 9001 or other
reference documents.
Report Audit Results
Nonconformance
4.1. Nonconformance Report Minor Nonconformance
Report; General
shall be presented and given to
Either a failure to meet one Auditors Observation and
the auditees/concerned groups
requirement of a clause of Opportunities for
04 during the closing meeting
ISO 9001or other reference Improvement List
documents.
General Observation
B
Findings that could lead into
a nonconformance if not
addressed (potential
nonconformance)

PROCEDURES MANUAL

Person Information
5.1. Verification of implementation

B
shall be conducted at an
appropriate time as deemed
necessary or as requested. Nonconformance
Verify Audit findings Auditors
Verification of effectiveness of the Report; Audit Report
05 and Action corrective action(s) shall be
conducted in a timely manner
after the implementation date.
Review Audit
Process
Performance 6.1. Internal Lead Auditor shall
then conduct evaluation of the
audit process at the end of all the
Audit Internal Lead
audit schedule for the year and
Evaluation Auditor
evaluate the performance of
06
auditors for improvement plans
the following year.
END

PROCEDURES MANUAL
CONTROL OF NONCONFORMING SERVICE
I. OBJECTIVE
This procedure defines the system for identification, review and disposition of nonconforming
parts of water production and customer services of CALBAYOG CITY WATER DISTRICT.
II. SCOPE
This procedure applies to all nonconforming parts or service found during the in-process and/or
final inspection conducted by customer prior to turn-over of the project.
III. RESPONSIBILITY AND RESOURCES
Management Representative
 Repair - to remedy damage or defective part to attain conformance to the specifications but
not redoing the affected development phase of the project
 Rework - to reprocesses the whole affected development phase of the project to assure
conformance to the requirements
1. Corrective Action PM-RAI-04
1. Corrective Action Report FM-RAI-09

RICARDO D. SERRATO
Management Representative General Manager
PROCEDURES MANUAL

Person Information
START 1.1. Deviation from the specified

requirements of the unit shall be
identified and reviewed at
Description different inspection stages of the
of NC unit development to ascertain its
Nonconforming
01 implication. Team Leader
Logbook
1.2. Team Leader shall prepare
Nonconforming Parts / Service
Identify
Logbook indicating the defects of
nonconforming the nonconforming unit found
service during inspection.
Disposition can be in
2.1. Team Leader shall give following terms:
disposition to the defects found
Give disposition on the nonconforming part and Use-As-Is – The defect
and take action shall indicate action(s) to be found on the nonconforming
taken. parts is minor that does not
affect the functionality, the Nonconforming
02 Team Leader
2.2. For rework disposition, aesthetics and the quality of Logbook
issuance of Corrective Action the unit. No remedial
Report is necessary. actions to be taken. Project
Manager has the sole
A 2.3. For repair disposition, the authority to give this
Team Leader or Manager shall disposition.
determine the need for issuance
PROCEDURES MANUAL

of Corrective Action Report taking Repair – The defect(s)
into consideration the impact and found on the nonconforming
number of defects. unit is non-critical that can
be remedied without
2.4. Update Nonconforming Parts redoing the whole phase(s)
/ Service Logbook with the of development.
disposition given.
Rework – The defect(s)
found on the nonconforming
parts is major and critical.
Certain phase(s) of the
construction project shall be
completely redone to
mitigate the defect(s) found
on the nonconforming
service.

PROCEDURES MANUAL
Monitor actions 3.1. Team Leader shall monitor

taken and review the performance of each project
results to be reflected in project report.
Summary shall be made
indicating the nonconforming
Action Plans units and categorized defects
found for each project.
3.2 Team Leader shall monitor

END and check the implementation of
the disposition instructions until Corrective Action
03 Team Leader
the unit conforms to the required Report
specifications and shall monitor
those actions taken for those
nonconforming unit(s) with
issuance of Corrective Action
Report.
3.3 Review results of the project

performance based on the data
gathered and take appropriate
improvement actions where
applicable and necessary.

PROCEDURES MANUAL
HANDLING OF INTERESTED PARTY FEEDBACK
I. OBJECTIVE
This procedure defines the system for handling and addressing customer feedbacks such as
complaints, positive comments, claims, and customer satisfaction survey results.
II. SCOPE
This procedure covers information solicited as a measure of how effective the organization met
the requirements of the customer and their satisfaction.
III. RESPONSIBILITY
Quality Management Representative
 Complaint – unsolicited information from the customer relating to their dissatisfaction to the
organization’s product and customer servicing
 Claim – official information from the customer of product discrepancies against the
specifications or requirements after it has already been delivered
 Satisfaction Survey – method used in soliciting information from the customer or other parties
in order to enhance the quality management system towards
continuously satisfying customer requirements
1. Management Review PM-RAI-05
Prepared by: Approved by: MRS. EDITHA C. YRIGAN

RICARDO D. SERRATO
PROCEDURES MANUAL
1. Customer Feedback Report FM-RAI-01

2. Customer Satisfaction Survey FM-RAI-02
PROPRIETARY NOTICE
BUILDERS.
PROCEDURES MANUAL

Person Information
START
Feedback from any interested Customer Satisfaction
Interested Party
party may be made in person, Survey (for customers Concerned
01 Feedback Feedback; Customer
phone call, or in a formal writing only)shall be done once after Personnel
Satisfaction Survey
as determined by the customer. the project has been finished
Receive Customer
/ IP Feedback Assess the interested party Concerned
feedback for its relevance and Department;
02 Review and Assess validity. Communicate with IP, if Management
Customer Feedback there are some clarifications to be Representative
made.
For valid negative feedback, the

responsible department shall
Formulate Actions formulate immediate action(s) to Department Head
03 address the discrepancy or IP Feedback Report
problem and generate corrective
action to eliminate the root cause
Implement, Monitor of the discrepancy or problem.
and Verify Approved
Actions
Verification of the effectiveness
shall be done monthly until Management
Monthly Verification
actions are found to be working Representative
A
04 and effective

PROCEDURES MANUAL

Person Information
A
Implementation of the action plans
shall be done by the respective Concerned
departments. Monitoring of the
Implement and Department
05 implementation shall also be done
Monitor Status of to ensure proper implementation
Action Plans and completion.
Review, Analyze and

Report Results Review gathered IP feedback /
customer satisfaction survey
results and categorize according Management
06 Action Plan to the nature of the feedback. Representative
Analyze results of the review to
generate improvement actions.
END

PROCEDURES MANUAL
CORRECTIVE ACTION
I. OBJECTIVE
To ensure that actions are taken to address existing nonconformities to eliminate its root cause
to prevent their recurrence or occurrence.
To ensure that a detailed process is utilized to identify and systematically resolve and address
existing problems or nonconformities and to ensure that actions are taken for those identified
areas that can be improved or needs improvement.
II. SCOPE
This procedure applies to all processes, including suppliers providing products or services
governed by the requirements specified by CALBAYOG CITY WATER DISTRICT’s quality
management system. However, this procedure does not cover customer complaints and
feedbacks.
III. RESPONSIBILITY
Chief Operating Officer
 Correction - immediate action taken to rectify existing nonconformity or problem;

 Corrective Action - action taken to eliminate the root cause(s) to prevent the recurrence of
the problem / nonconformity
1. Management Review procedure PM-RAI-05

RICARDO D. SERRATO
PROCEDURES MANUAL
CORRECTIVE ACTION
1. Corrective Action Report FM-RAI-09

2. CAR Monitoring FM-RAI-10
PROPRIETARY NOTICE
PROCEDURES MANUAL
CORRECTIVE ACTION
Person Information
START
1. Non-achievement of OTP
(Objectives, Targets and
Programmes)
2. Quality management
Problem/ NC
system implementation
1.1. Concerned personnel shall
(excluding audit results)
identify existing problems / Concerned Corrective Action
01 3. Supplier evaluation results
nonconformity that needs Personnel Report
4. Products or service
Schedule corrective action
provided by supplier
Management 5. Process Performance /
Review Operations
6. Equipment / Machine
Operation
Receive CAR
Issuance
2.1. Receiving party shall take
immediate action to rectify the Management Corrective Action
02
existing nonconformity or problem Representative Report
so as not to worsen the situation.
A

PROCEDURES MANUAL
CORRECTIVE ACTION
Person Information
3.1. Identify all possible causes,
A
collect appropriate data and
information. This may include a
combination of testing results,
review of records results, review of
processes results, and/or any other
Conduct data that may lead to the
Investigation and determination of the fundamental Management
Analysis (root) cause of the existing problem Representative; Corrective Action
03
/ nonconformity. Concerned Report
Department
3.2. Analyze data and information
gathered using analytical tools that
can be applied to distinguish
properly the contributing cause(s)
and the fundamental (root)
cause(s) for determination of
appropriate actions to be taken.
Formulate Corrective Corrective Action
Action 4.1. Identify all needed activities Report
and tasks that must be
accomplished to prevent or
eliminate the identified existing
Department Head
04 nonconformity / problem. Ensure to
identify all actions that will be
B needed to address everything
related to the issue.

PROCEDURES MANUAL
CORRECTIVE ACTION
Person Information
5.1. To check the appropriateness
B and adequacy of the actions to the
Management
identified existing nonconformity / Corrective Action
05 Representative/
problem. May also suggest or Report
General Manager
recommend changes and
Review and Approve corrections whenever necessary.
Corrective Action Re-issuance of CAR if:
Recurrence of the same

identified existing
nonconformity / problem or
Monitor, Evaluate, occurrence of the identified
nonconformity / problem
and Verify the 6.1. Verification and evaluation of
Implementation the effectiveness of the Non-achievement of the
implemented corrective action(s) targets for OTP set for the
shall be conducted after the period (that is related to the Management Corrective Action
06
verification of action identified existing or Representative Report
implementation. Results of the nonconformity / problem)
verification shall be updated in the
Corrective Action Report issuance. Receipt of customer complaint
C or negative feedback on the
same issue
Occurrence of another
nonconformity / problem due
to the implementation of
actions
PROCEDURES MANUAL
CORRECTIVE ACTION
Person Information
Review and Monitor

Results 7.1. All issuances shall be
analyzed to determine trends and
areas of significance. This shall be
Action Plan done to assess the performance
Management CAR Monitoring and
07 and need for improvement of the
Representative Tracking
Corrective Action procedure.
Result of assessment shall be
END discussed during the management
review

PROCEDURES MANUAL
MANAGEMENT REVIEW
I. OBJECTIVE
This procedure defines the system for reviewing the quality management system of
CALBAYOG CITY WATER DISTRICT to ensure its continuing suitability, adequacy and
effectiveness.
II. SCOPE
This procedure covers the entire CALBAYOG CITY WATER DISTRICT's Quality Management
System.
III. RESPONSIBILITY
Chief Operating Officer
 Management Review - a formal evaluation by top management of the status and

adequacy of the quality system in relation to quality policy and
objectives
1. Corrective Action PM-RAI-04
1. Management Review Schedule FM-RAI-11

2. Minutes of the Meeting FM-RAI-12
3. Management Review Action Plan FM-RAI-13

RICARDO D. SERRATO
PROCEDURES MANUAL
MANAGEMENT REVIEW
Person Information
START 1.1. The MR shall schedule

management review meeting
Fill-up Management Review
Management
Schedule form for the
Review
schedule, attendees and Management Management
01 Agenda Once a year at planned intervals
agenda of the meeting. Representative Review Schedule
Schedule
Management 1.2. Route the Management
Review Review Schedule to all
required attendees to inform
them with the schedule
MR shall gather 2.1. MR shall gather and

and summarize summarize information of the
information results and performances of 2 weeks prior to the scheduled Management
02
processes in their respective Management Review Representative
departments and/or agenda
A assigned to them.

PROCEDURES MANUAL
MANAGEMENT REVIEW
o The status of actions from
previous management reviews;
o Changes in external and internal
issues that are relevant to the
quality management system;
o information on the performance
A and effectiveness of the quality
A management system, including
3.1. The Management trends in:
Representative shall ensure to  Customer satisfaction and
record all issues discussed, feedback from relevant
recommendations and interested parties;
corrective actions to be taken
 The extent to which quality Management Minutes of the
03 Conduct using the Minutes of the
objectives have been met; Representative Meeting
Management Meeting form. Top
 Process performance and
Review Meeting management shall also ensure
conformity of products and
timely decisions are made.
Gather Information services;
 Nonconformities and corrective
actions;
 Monitoring and measurement
results;
B  Audit results;
 The performance of external
providers
o The adequacy of resources;
o The effectiveness of actions taken
PROCEDURES MANUAL
MANAGEMENT REVIEW
to address risks and opportunities;
o Opportunities for improvement.
4.1. Affected personnel shall

A prepare Management Review
Action Plan related to process
Management
improvements, product
Department Heads Review Action
improvements and resource
Prepare Action Plan Plan
04 needs to ensure continual
improvement of the quality
management system.
5.1. Implementation of the
action plans shall be done by
Implement and the respective departments.
Management
Monitor Status of Monitoring of the
Representative
Action Plans implementation shall also be
05
done to ensure proper
implementation and completion.
Review Results
6.1. Results shall be followed-
Action Plans up and to be reviewed in the Management Minutes of the
next management review Representative Meeting
06 meeting.
END

PROCEDURES MANUAL
RISK ASSESSMENT
I. OBJECTIVE
This procedure is used in the identification of risk that can affect the quality of product and the
identification of controls associated with CALBAYOG CITY WATER DISTRICT activities and
services and to identify those that are significant so they can be assigned as high priority for
mitigation.
II. SCOPE
This procedure applies to all activities and services of CALBAYOG CITY WATER DISTRICT.
Management Representative
Risk – combination of the likelihood of occurrence of a hazardous event or exposure(s) and the
severity of the injury or ill health that can be caused by the event of exposure.
Risk assessment – process of evaluating the risk arising from a hazard(s), taking into account
the adequacy of any of existing controls, and deciding whether or not the risk(s) is acceptable.
Impacts and Risk Control - preventive action necessary to eliminate or control identified
environmental aspects and hazards.
Severity - gravity of effect of identified environmental aspect and hazards
Occurrence – the frequency of generation, incident / accident, consumption, exposure, usage,

amount, etc of its identified aspects and occupational hazard(s).
Detection - the act or process of detecting of the identified environmental aspects and hazard (s)
1. Risk Assessment Guideline GL-DRC-03
1. Risk Assessment Matrix FM-RAI-14

RICARDO D. SERRATO
PROCEDURES MANUAL
RISK ASSESSMENT
Person Information
START
1.1 Process owners shall identify
risks and possibilities per activity/ Risk Assessment
01 Risks Process Owners
process, impact of the risks and the Matrix
existing controls the organizations
Identify risk per
Activity/ Process
2.1 Process Owner shall evaluate

Analyze and quality risk that have or can have Risk Assessment
02 Prioritize Risk Risk Assessment Guideline Process Owners
significant impacts. Get the priority Matrix
number to identify what risks needs
to be prioritized
Formulate and
Approve Reaction
3.1 Process Owner shall generate
Plan
the necessary actions to address
the risks and communicate the Risk Assessment
03 Process Owners
generated action(s) to all involve Matrix
A personnel for the implementation.

PROCEDURES MANUAL
RISK ASSESSMENT
3.2 Ensure that the action(s),
responsibility (ies) and expected
completion date for the formulated
action(s) are well-defined,
understood and agreed by all
involved personnel.
4.1 Implement approved actions

A according to agreed implementation
date(s) and identify and update as Risk Assessment
Process Owner
necessary the affected processes Matrix
Implement Reaction
04 and documents of the quality
Plan
management system
5.1 Monitoring of the implementation

Monitor, Evaluate and of the action(s) shall be done by the
Verify the Implementation department. Data results from the
of Actions Risk Assessment
implementation of action shall be Process Owner
Matrix
gathered and analyzed for further
05
recommendations or improvement of
Review Results actions taken.
Action Plans 6.1 All risks shall be analyzed to

Risk Assessment
06 determine trends and areas of Process Owner
Matrix
END significance

Document No. : PM-ADH-01 Eff. Date : 09-01-17
PROCEDURES MANUAL
MAINTENANCE OF UPIS
I. OBJECTIVE
This procedure outlines the maintenance and other related activities in keeping the office,
comfort rooms and stairways clean and odor-free while providing users with a pleasant
working environment and projecting a positive image.
II. SCOPE
This procedure covers the assigned personnel in the Admin Division, charged with the
maintenance of the cleanliness and orderliness of the office and their regular activities.
Admin Division Manager

Utility Personnel
UPIS- refers to Utility Plant in Service (i.e. Office Building)
Monitoring Tool- refers to the document which contains the logged activities of utility
personnel during the conduct of maintenance activities
Not Applicable
Monitoring Tool

MA. CRISPINA Y. SAPINIT MRS. EDITHA C. YRIGAN, MPM
Process Owner General Manager
PROCEDURES MANUAL
MAINTENANCE OF UPIS
Person Information
START 1.1. Prepare the needed

Cleaning materials should be
materials for cleaning
01 placed in area for easy Utility Personnel none
Monitoring 1.2. Identify areas for cleaning in
access when needed.
Tool accordance with daily
assignments
Prepare 2.1. Prepare appropriate cleaning Stairways should be free

cleaning materials from dirt, mud and dust daily
materials
02 Cleaning of stairways shall Utility Personnel Not Applicable
be made in accordance with
Clean the the following sequence:
This is done daily
stairways
3.1 Scrub toilet bowls with a toilet

brush. Wipe the seat, the
outside circumference of the
Cleaning of restrooms shall
Disinfect the bowl, the tank and the base
be made in accordance with
restrooms of the toilet with Utility Personnel Not Applicable
03 the following sequence:
disinfectant/detergent.
This is done daily
3.2. Sweep and mop the floors.
Doc No. : PM-ADH-01 PROPRIETARY NOTICE Eff. Date : 09-01-17

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT ANY DISCLOSURE OR USE IS
PROCEDURES MANUAL
MAINTENANCE OF UPIS
Person Information
A 4.1 Office equipment should
4.1. Wipe off dirt and dust
be cleaned daily
particles on office equipment
04 Clean office equipment;
such as telephone, fax Utility Personnel Not Applicable
laundry of office curtains machine, photocopier,
computer units
4.2 Quarterly
4.2 Laundry of office curtains
Empty the waste Collection of garbage at
baskets source should be made
05 5.1. Collect garbage and other Utility Personnel Not Applicable
regularly every afternoon
wastes generated at source
This is done daily
Transfer garbage Garbage receptacle of the
collected into the office should be made ready
waste receptacle 6.1. Transfer garbage collected
every late afternoon for
06 from trash cans to the waste Utility Personnel Not Applicable
Summary collection by the garbage
receptacle at the end of office
truck
Log all activities in the hours
This is done daily
Monitoring Tool
7.1. Log all activities performed in Logging of activities in the
Monitoring Tool;
07 the Monitoring Tool and UPIS monitoring tool shall be done Utility Personnel
Cleaning Check List
Submit Monitoring Tool
Checklist within the day.
for rating
Well maintained Submission of monitoring Utility Personnel

6.1. Submit the monitoring tool to
07 UPIS tool for rating shall be made Admin division Monitoring tool
the rater for rating
in accordance w/ the SPMS Manager
END

PROCEDURES MANUAL
COMMUNICATION
I. OBJECTIVE
This procedure defines the system for the effectiveness and prompt handling of incoming
and outgoing communication for CALBAYOG CITY WATER DISTRICT
II. SCOPE
This procedure covers the entire CALBAYOG CITY WATER DISTRICT Interested Parties
incoming and outgoing communication.
Secretary
Communication – is the act of conveying intended meanings from one entity or group to
another thru email, fax or mailed letters.
None
Incoming logbook
Outgoing Logbook

PROCEDURES MANUAL
COMMUNICATION
For Incoming:
Person Information
START
Mailed letters must be
1.1. Receive the incoming
verified if it’s Calbayog City Emails, mailed letters,
01 emails, mailed letters and faxed Secretary
Water District employees or faxed documents
documents
Mails not.
/documents
Receive
documents
2.1. Sort documents whether for
Emails, mailed letters,
02 office or employees’ mails Not Applicable Secretary
faxed documents
Sort documents
Acknowledge
receipt of
documents 3.1 Stamp the documents
100% accuracy of Emails, mailed letters,
03 “received” and write the date, time Secretary
acknowledgement details faxed documents
and received by.

PROCEDURES MANUAL
COMMUNICATION
Person Information
All received incoming emails,

4.1 Record received incoming
04 Record mailed letters and faxed Secretary Incoming logbook
emails, mailed letters and faxed
documents to documents must be recorded
documents to the incoming
the logbook logbook.
Forward mails to
respective 5.1 Forward office documents to
recipients GM and to the respective All received incoming emails,
recipients mailed letters and faxed
05 documents must be Secretary Incoming logbook
File the 5.2 The recipients received mail forwarded to the exact
documents and sign the incoming recipient
documents
logbook.
Communicated
Information
All received incoming emails,
6.1 File the copy/original of mail
06 mailed letters and faxed Secretary Not Applicable
documents
documents must be filed
END

PROCEDURES MANUAL
COMMUNICATION
For Outgoing:
Person Information
START
1.1. Receive documents for mail
Complete information of the Documents for mail
01 and fax Secretary
receiver and fax
Mails 1.2 Fill-out request/order slip
/documents
Receive and fill-

out request/order
slip All documents with their
2.1. Photocopy the original attachments must be Documents for mail
02 Secretary
documents. photocopied before and fax
Reproduce
sending/mailing.
copies
Record mail
documents to
the logbook 3.1 Record the mail documents
All documents must be
03 from office to the outgoing Secretary Outgoing logbook
recorded to the logbook.
logbook.

PROCEDURES MANUAL
COMMUNICATION
Person Information
4.1 Mail office documents to post

Mail documents office or other courier services. All documents must be Official Receipts from
04 Secretary
mailed. courier services
4.2 The courier assigns to deliver
the mail shall write the tracking
number in the Request/Order Slip
File copied
documents
Communicated
Information 5.1 File the copy of mailed office
05 All documents must be filed. Secretary Not Applicable
documents.
END

PROCEDURES MANUAL
TRAINING
I. OBJECTIVE
This procedure aims to further explain the course of action used in Human Resource
Development External Training in accordance to 2017 Omnibus rules on appointments and
other human resource actions.
II. SCOPE
This procedure covers the Calbayog City Water District Human Resource and its Interested
Parties.
General Manager
Human Resource Management Officer (HRMO) & Human Resource Staff
External Trainer
Training – is a function concerned with organizational activity aimed at bettering the job
performance of individuals in an organizational setting. It can be external or internal.
Training also promotes greater stability, flexibility and capacity for growth in an
organization.
Training (External) – in this process, an external trainer is invited to conduct the training to
the employees of an organization.
External Trainer – is an accredited and competent person from another government or

non-government organization involved in facilitating or conducting trainings to an
organization.
Human Resource – formal systems devised for the management of people within an
organization.
Human Resource Management Officer – is also known as HRMO. A person instrumental

in promoting employee welfare and productivity in an organization.
Strategic Performance Management System – is also known as SPMS. It is a

mechanism that ensures that the employee achieve the objective set by the organization
and the organization in the other hand, achieves the objectives that it has set itself in its
strategic plan.

MA. CRISPINA Y. SAPINIT
PROCEDURES MANUAL
TRAINING
2017 Omnibus Rules on Appointments and other Human Resource Actions
Individual Performance Commitment and Review (IPCR) Form, Annual Training Plan,
Registration Forms/Confirmation Slips, Disbursement Voucher, Training Certificate,
Electronic List of Trainings/Seminars, Electronic Personal Data Sheet, Training
Effectiveness Evaluation
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN
PROCEDURES MANUAL
TRAINING
Person Information
START
Executive Order No. 292 -

IPCR Report mandates all government
agencies to ensure that
each agency personnel are
1.1. Assess Organizational provided with at least one
Needs through performance
Human Resource
appraisal forms such as the
Intervention every year. Human Resource
Individual Performance
01 Management IPCR Form
Assess Commitment & Review
CSC MC No. 6, s. 2012 – Officer (HRMO)
Organizational (IPCR) form of the Strategic
Performance Management Guidelines in the
Needs
System (SPMS) Establishment and
Implementation of Agency
Strategic Performance
Management System
(SPMS)
A

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT.ANY DISCLOSURE OR USE IS
Rev. No. : 00 EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT Pages : 3 of 8
PROCEDURES MANUAL
TRAINING
Person Information
2.1. Request Training Calendar
A from External Trainers such as
other Government Agencies or
Non – Government
Organizations: Civil Service
Commission (CSC), Local
Plan Training Water Utilities Administration
(LWUA), Commission on Audit
(COA) and Philippine Not Applicable
Association of Government Human Resource
Budget Administration Management
02 (PAGBA), Water District
Training Calendar
Check upcoming Officer (HRMO)
Training Centers (WDTC), External Trainer
Trainings
Bureau of Internal Revenue
(BIR), Philippine Institute of
Civil Engineers (PICE),
Philippine Society of
Mechanical Engineers
(PSME).
Recommend
2.2 For In-house, plot training in the
personnel for training plan with training
Training schedule.
3.1. Check upcoming Training

Schedules from the Training
Calendars received from
03 B external trainers Not Applicable HRMO or HR Staff Not Applicable
3.2. Receive Training Invitations from
External Trainers every now and
then

PROCEDURES MANUAL
TRAINING
4.1. Recommend personnel who Nominees for training shall fit

04 are candidates for Training to according to his/her position HRMO Not Applicable
the General Manager or function
5.1. Select personnel for training Executive Order No. 292 -

B based on the mandates all government
recommendations submitted agencies to ensure that
by the HRMO or based on each agency personnel are
05 General Manager Not Applicable
Select personnel preference. provided with at least one
for Training Human Resource
Intervention every year.
6.1. Facilitate Registration of the

Facilitate chosen personnel to the
Registration and Training
Confirmation 6.1.1. Personnel shall fill up
registration forms of
the Training to be Registration and
Registration Form
attended Confirmation of Training HR Staff
Confirmation Slip
06 Attendance shall be within
the day upon endorsement Chosen Personnel
Coordinate with from HRMO
Trainer

PROCEDURES MANUAL
TRAINING
7.1. Coordinate with Trainer
regarding the registration and
confirmation of Training
Submission of Registration
Attendance
Forms and Confirmation HR Staff Registration Form
07
Slips shall be done within the External Trainer Confirmation Slip
7.1.1. Submit Registration
day.
Forms and Confirmation
Slips to the External
Trainer
8.1. Facilitate Payment for
Training Attendance
8.1.1. Submit Training
C Invitation, Registration
Forms, Confirmation Slips
Registration Form
and Travel Order to Disbursement Voucher
Confirmation Slip
Finance Division for should have complete
Facilitate Travel Order
preparation of signatures and attachments. HR Staff
Payment for Disbursement
Disbursement Voucher as Finance Division
Voucher
Training payment for Training Head
8.1.2. Personnel shall get Personnel
Payment for Training
Payment for Training from External Trainer’s
D the Cashier Registration-in-
8.2. Personnel shall submit charge
Official Receipt
Payment to the Registration
Booth of the External Trainer
8.2.1. External Trainer’s Payment for Training shall be
Registration-in-charge in the form of Check with the
shall sign the Disbursement Voucher.
disbursement voucher
and shall issue an official
PROCEDURES MANUAL
TRAINING
receipt of the payment
for the training.
8.2.2. Personnel shall return
the signed disbursement
voucher with the OR upon
coming back to the office.
9.1. Receive copy of

09 HRMO List of Employment
Receive copy of Training Certificate (if Not Applicable
HR Staff Requirements
applicable)
Training Certificate
Update Electronic List 10.1. Update Electronic List of

of Trainings Attended Trainings Attended
10 and Personal Data Accuracy and correctness in
10.2. Update Electronic Personal Training Certificate
updating HR Staff
Data Sheet (PDS) of the
personnel who attended the
E Training

PROCEDURES MANUAL
TRAINING
E
11.1. File Training Certificate to
Proper filing of 201 Files Appointment Papers
the respective 201 Files of
11 according to PRIME HRM HR Staff & Relevant
File Training the Personnel who attended
HR Records Checklist Documents
the Training
Certificate to
respective 201 File
Evaluate Training
Effectiveness
Trainee shall evaluate right
Trained 12.1 Evaluate Training after the training while Training
12 Employees Effectiveness using the training immediate superior shall HR Staff Effectiveness
effectiveness evaluation evaluate 30-60-90 days after Evaluation
the training
END

PROCEDURES MANUAL
RECRUITMENT, SELECTION AND PLACEMENT
I. OBJECTIVE
This procedure defines the process flow used for recruitment, selection and placement of
personnel.
II. SCOPE
Applicant, Calbayog City Water District Office
Human Resource Management Officer/SIRMO-A, General Manager B
 HRMPSB - Human Resource Merit Promotion and Selection

Board
 Published of Vacant Position - contains all job vacancies in a government office; a

requirement of the Civil Service Commission
-Refers to the official document (CS Form 33-A,

 Appointment Revised 2017) issued to an appointee to a certain
position in an office regardless of the appointment
status.
Prepared by: Approved by: MRS. EDITHA C. YRIGAN,MPM

MA. CRISPINA Y. SAPINIT
PROCEDURES MANUAL
 CSC - Refers to the Civil Service Commission, the

central personnel agency of the Philippine
government mandate to promote morale,
efficiency, integrity, responsiveness,
progressiveness & courtesy in the Civil Service.
 Comparative - Refers to the qualification matrix/results of the

Assessment Form
interview and examination of qualified applicants.
 Deliberation - Refers to the interview of qualified applicants

and/or discussion of the HRMPSB relative to
evaluating the applicants qualifications.
 QS
- Refers to the statement of the minimum
qualification for a position will shall include
education, experience, training, civil service
eligibility, and physical characteristics and
personality traits required in the performance of
the job.
- Refers to the Human Resource Management

 HRMO/SIRMO-A Officer who processes & handles the recruitment
process.
- Refers to having passed the entrance

 Merit and Fitness examination and meet the qualification
requirements of the position/s.
 Qualified-next-in rank - Refers to an employee appointed in a permanent

status to a position next-in-rank to the vacancy
as reflected in the system of Ranking Positions
(SRP) approved by the head of agency and who
meets the requirements for appointment to the
next higher position
 Next-in Rank Position - Refers to a position which by reason of the

PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TORMG BUILDERS.ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY
RMG BUILDERS.
PROCEDURES MANUAL
hierarchical arrangement of positions in the

agency or in the government is determined to be
in the nearest degree of relationship to a higher
position as contained in the agency’s System of
Ranking Positions (SRP).
 Assumption to Duty
- Refers to the actual date where the employee
performs the job.
CSC Book V of Administrative Code of 1987, 2017 Omnibus Rules on Appointments and
other Human Resource Action, CCWD Selection and Promotion Plan
Published Vacant Position, application letters and other documentary requirements,

interview rating form, result of examination, Comparative Assessment Form, Overall
Results and Ranking, Appointment Form, Assumption of Duty Form, Oath of Office
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TORMG BUILDERS.ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY
RMG BUILDERS.
PROCEDURES MANUAL

Person Information
START
List of Vacant 1.1. Post vacancies in three

Positions CSC Memorandum SIRMO-A Published Vacant
01 places (CSC, office, CCWD web
Circular Staff Position
site) within ten working days
Post Vacancies
Application letter
Evaluate 2.1 Evaluate application SIRMO-A and other
02 CSC
Application according to job requirements documentary
requirements
No
Qualified? Qualifications: Eligibility,
3.1 if no, notify applicant not Diploma (depends with job
qualified for the position vacancy)
SIRMO-A
03 Yes Notify meet minimum qualification
Applicant 3.2 if yes, call applicant for exam standard such as Eligibility,
and interview Education, experience and
A trainings

Rev. No. : 00 EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT.. Pages : 4 of 5
PROCEDURES MANUAL

Person Information
CCWD Merit Selection
D 4.1 Give exam to qualified
and Promotion Plan
applicants
04 4.2 HRMPSP Deliberation and HRMPSB Comparative
CCWD HRMPSB (Human
Conduct exam Panel Interview Assessment Form
Resource Merit Promotion
HRMPSB and Selection Plan)
Deliberation
5.1 Evaluate results of exam and
Overall Results
HRMPSB Deliberation
and Ranking base
5.2 Prepare documents for
Evaluate results of on Comparative
endorsement to General
05 exam and HRMPSB SIRMO-A assessment Form
Manager
Deliberation Minutes of
5.3 The General Manager decides
HRMPSB
if the applicant is qualified for
Deliberation
the position
Prepare 6.1 when approved by the
06 appointment General Manager, prepare SIRMO-A
appointment
Assumption of duty
and Oath Appointment,
General
7.1 Assumption of duty and oath assumption of
07 Appointed/Prom Manager
of office duty and oath of
oted Employee SIRMO-A
office forms
END

Rev. No. : 00 EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT.. Pages : 5 of 5
PROCEDURES MANUAL
WAREHOUSING
I. OBJECTIVE
This procedure defines the efficient management of the distribution and storage of inventory and
non-inventory items of CALBAYOG CITY WATER DISTRICT
II. SCOPE
This procedure covers the entire Calbayog City Water District.

Storekeeper/Warehouse Man
Requester
Warehousing - refers to the activities involving storage of goods on a large-scale in a systematic

and orderly manner and making them available conveniently when needed. In other words,
warehousing means holding or preserving goods in huge quantities from the time of their purchase
or production till their actual use or sale.
Purchase Request (PR) - form used in notifying the Procurement-in-charge of the item needed to
be purchased.
Inspection and Acceptance Report (IAR) – the form which states the actual items inspected with
conclusive remarks or findings and recommendations relative to the inspection conducted.
Requisition and Issuance Slip (RIS) - be used by the Requisitioning Division/Office to request
supplies/goods/ equipment/property carried in stock and by the Supply and/or Property Division/Unit
to issue the items requested.
Return Material Slip (RMS) – form used in returning materials or supplies to the warehouse
Bin Card – is used to record a running balance of stock on hand, in addition to information
about stock received and notes about problems associated with that stock item.
Inspection Report – is a report generated whenever there are defective and incorrect
specifications to the goods purchased.
Return to Supplier Report – is a report generated for inspected defective and incorrect
specifications to the goods purchased.
New Government Accounting System (NGAS) Manual – Volume 1

PROCEDURES MANUAL
WAREHOUSING

Requisition and Issuance Slip, Return Material Slip, Inspection and Acceptance Report,
Inspection Report, Return to Supplier Report, Bin Card, Logbook.
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT. ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT
UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT.
PROCEDURES MANUAL
WAREHOUSING
Guidelines/Criteria/Poli Responsible Retained

No. Process Flow Description of Activity
cy Person Information
1.1 Prepare Budget Utilization Slip Items to be purchased
START 1.2 Prepare purchase request for must have an approved Division Manager Budget Utilization
inventory items upon reaching budge & Sr. Corporate Slip/
reordering point. upon reaching Reorder Budget Analyst Purchase
B.U.S 1.3. Prepare purchase request for Point for Inventory Items Storekeeper, Request/Purchase
01 non-inventory items as the need Property/Supply Order
arises Upon request of Non- Asst. B,
1.4. Forward the PR to be checked Inventory Items Admin Division
Order by the Property/Supply Asst. B Manager and
Inventory/Non- and for the approval by the Complete and accurate General Manager
Inventory Items General Manager. entries in the PR
2.1 Receive items delivered.
2.2 Receive & check the appropriate
documents of item delivered
Receive Delivered (sales invoice, delivery receipts,
Items official receipts, etc. attached to
Warehouse
approved P.R./P.O.
Check the quantity, Man/Storekeeper,
2.3 Prepare IAR. Inspection and
02 condition, quality and Property/Supply
2.4 Inform the end user and Acceptance Report
specification of the items. Asst. B, Inspector
inspector of the items received
and End user
for inspection.
A 2.5 Encode items received in the
inventory system.
2.6 End user and inspector shall sign
the IAR for final acceptance.
PROCEDURES MANUAL
WAREHOUSING
Guidelines/Criteria/Poli Responsible Retained
cy Person Information
A
3.1. Check received items.
3.2. If no, proceed to next step Accuracy in checking
3.3. If yes, prepare inspection report received items.
Defective?
& Return to Supplier Reports Specify complete details Inspector/
Yes 3.3.1. Inform Purchasing Agent with reason of returning Property /Supply Inspection Report/
No
03 3.3.2. Forward the inspection the items. Asst. B Return to Supplier
report to Admin Division Compulsory report upon /Warehouse Man Report
Prepare
Manager for the preparation of delivery of items that are
Inspection & return to supplier report for defective and with wrong
Return to approval of the General specifications
Supplier Report
Manager
Store received items in
the warehouse
Releasing of Inventory
Items 4.1. Store received items in the Storekeeper/ Warehouse/Storeroom
receiving and releasing
warehouse/stockroom Stocks properly arranged Warehouse Man
04 logbook/bin cards
4.5 Prepare Inspection & in their designated areas. Property/Supply computerized inventory
B Acceptance Report (IAR) Asst. B system

PROCEDURES MANUAL
WAREHOUSING
B Returning officer
5. 1 Receive the unused inventory
Complete entries with Storekeeper/
items returned. Return Material Slip
05 justification for returning Warehouse
5.2 Receive RMS from the returning (RMS)
Receive returned the items Man/Property/Supp
officer.
unused and excess ly Asst. B
materials
Store returned items in

Warehouse/Storeroom
the Warehouse/ 6.1. Store the received items that Return stocks to its Storekeeper/
06 Return Stocks Logbook
Storeroom were returned in the warehouse proper storage area Warehouse Man RMS file folder
Update Bin Card
7.1 Update each Bin Card of the Warehouse/Storeroom

Received Updating to be done Storekeeper/
07 inventory items indicated in the RIS, Bin Cards
Materials within the day Warehouse Man
RMS and IAR on a daily basis
END

PROCEDURES MANUAL
INVENTORY
I. OBJECTIVE
This procedure shows the efficient management of the movement and storage of inventory and
non-inventory items of the CALBAYOG CITY WATER DISTRICT.
II. SCOPE
This procedure covers the entire CALBAYOG CITY WATER DISTRICT.
Storekeeper
Inventory Committee
Inventory – are the raw materials, work-in-process products and finished goods that are
considered to be the portion of a business’ assets that are ready or will be ready for sale.
Summary of Lost Tools Report, Inventory Report of Materials and Supplies,

Report of Physical Count of Utility Plant in Service (UPIS), Inventory Stickers

PROCEDURES MANUAL
INVENTORY
Person Information
Updated list semi-annually
START
Inventory of Tools Issued
1.1. Prepare List of Tools Issued
shall be done quarterly.
per employee according to the
Inventory of Materials and
Property Acknowledgment List of Tools Issued
Supplies shall be done twice
List of Tools Receipt (PAR) List of UPIS Items
01 a year. Storekeeper
1.2. Prepare List of UPIS Items List of Inventory
Inventory of UPIS shall be
acquired within the year. Materials and
done during the end of the
1.3. Prepare List of Inventory Supplies
year.
Materials and Supplies
Prepare List of Tools
Issued, List of UPIS NGAS Manual Volume 1
Items & List of Inventory 2.1. Conduct actual Physical
Materials and Supplies Count of Tools Issued. Check
actual tools vis-à-vis the List of
Tools Issued.
List of Tools Issued
Conduct actual Physical
2.2. Conduct actual Physical
NGAS Manual Volume 1 List of UPIS Items
Count of UPIS Items. Check
Count of Tools Issued, List of Inventory
actual items vis-à-vis the List
UPIS Items & Materials Tools - Quarterly Inventory Materials and
02 of UPIS Items and shall put
and Supplies Material and Supply - Twice Committee Supplies
stickers to the UPIS Items.
a year
2.3. Conduct actual Physical
UPIS - Once a year Inventory Stickers
Count of Materials and
A Supplies. Check actual
materials and supplies vis-à-
vis List of Inventory Materials
and Supplies
PROCEDURES MANUAL
INVENTORY
Person Information
3.1. Reconcile Variance from the

List of Inventory Items against
A List of Tools Issued
the Actual Physical Count Storekeeper
List of UPIS Items
03 NGAS Manual Volume 1 Inventory
List of Inventory
Committee
Materials and
Supplies
Reconcile Variance
from the List of
Inventory Items 4.1. Prepare Inventory Report of
against the Actual Tools Issued
Physical Count 4.1.1. Approach
Procurement-in-charge for
the replacement cost of the
lost tools.
Inventory Report of
Prepare Inventory 4.1.2. Approach Finance
Storekeeper UPIS and Tools
Report Division Personnel for the
04 NGAS Manual Volume 1 Finance Division Issued
depreciation cost of the lost
Personnel Inventory Report of
tool
Materials Issued
4.1.3. Inform employee of the
final cost of the lost tools and
ask for their preferred mode
B of payment
4.2. Prepare Inventory Report of
UPIS and supplies.

PROCEDURES MANUAL
INVENTORY
5.1 Submit Inventory Report of
Tools Issued
5.1.1. Submit Inventory
Report of Tools Issued to
Employee with lost tools
for notification.
A Report of Tools Issued to
Admin Division Head for
notification.
Inventory Report of
Submit Inventory Tools Issued
Finance Division Head for
Report Storekeeper
notification.
05 NGAS Manual Volume 1 Inventory Report of
UPIS Items
Accounted General Manager for
tools/UPIS approval.
5.2. Submit Inventory Report of
UPIS Items
Report of UPIS Items to
END Inventory Committee for
notification.
Report of UPIS Items to
General Manager for
approval.

PROCEDURE MANUAL
PREVENTIVE MAINTENANCE AND REPAIR OF

VEHICLES AND EQUIPMENT
I. OBJECTIVE
This procedure explains the corrective maintenance of CCWD Vehicles and Equipment
II. SCOPE
This procedure covers the CCWD Motor pool.
Auto Mechanic
Assigned Supervisor
Preventive Maintenance – is a routine maintenance that is designed to prevent the need for
more costly repairs.
Not Applicable
Preventive Maintenance and Repair Record Logbook

Job Order Request Form

PROCEDURES MANUAL
PREVENTIVE MAINTENANCE AND REPAIR OF VEHICLES AND EQUIPMENT

No Responsible Retained
Process Flow Description of Activity Guidelines/Criteria/Policy
. Person Information
START 1.1 In – charge informs the end-

user for the scheduled
100% of Job order form
preventive activity. The end-
responded within 20 minutes Copy of Job order
01 Job Order user will fill – out job order End-user
Request Form after receiving form from the request
request form.
end-user
1.2 In – charge receives vehicles
and equipment for repair.
Preparation of Job
order request form
2.1 In-charge who conducts 100% follow preventive
assessments should make a maintenance procedure Preventive
Make a recommendation Auto mechanic Maintenance &
02 recommendation/
Prepares parts list
2.2 In-charge prepares Accomplished within one (1) Repair Logbook
list of parts needed for hour after check-up
repair
No
Approval/
Parts available
3.1 Checks and evaluates

Yes
recommendation Assigned
03
3.2 Checks the availability of Supervisor
parts needed for repair
A

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT..ANY DISCLOSURE OR USE IS
PROCEDURES MANUAL
PREVENTIVE MAINTENANCE AND REPAIR OF VEHICLES AND EQUIPMENT

No Responsible Retained
Process Flow Description of Activity Guidelines/Criteria/Policy
. Person Information
A
4.1 In-charge performs
preventive maintenance Check based on Preventive
procedure, change oil, Maintenance Manual Preventive
Perform Preventive/
replace oil filter, fuel filter Maintenance &
Repair Activity (if necessary), checks Repair Logbook
brake system, steering
system, lights, tires and
04 alignment, cleaning air Auto Mechanic
No
cleaner & carburetor, tune-up
Accepted
if necessary, lubricate ball
joints & cross-joints
Yes 4.2 In-charge conducts Repair based on Vehicles
Serviceable vehicles/
repair, replace worn-out or and Equipment Repair
equipment damage parts and run a test Manual
if necessary
5.1 The end-user checks and

signed Job order form Preventive Maintenance Filed accomplished
END
05 for acceptance conducted based on End-users Job Order Request
schedule Form

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT..ANY DISCLOSURE OR USE IS
PROCEDURES MANUAL
STORAGE OF DISCONNECTED WATER METER
I. OBJECTIVE
This procedure defines the efficient management of issuance and storage of the
Disconnected Water Meters in the CALBAYOG CITY WATER DISTRICT Warehouse.
II. SCOPE
Storekeeper
Disconnection Team
Disconnected Water Meter- is the water meter of the customer that was pulled out due to
unpaid water bill.
Pulled-Out Materials Form - contains the record and history of the water meter installed of
the customer.
Disconnection Logbook - contains the summary of Disconnected Water Meter
Maintenance Order – contains the information of the disconnected water meter subject for
maintenance/reconnection.
Disconnection Logbook
Pulled-Out Materials Form
Maintenance Order
Disconnection Logbook, Pulled-Out Materials Form, Maintenance Order

PROCEDURES MANUAL

Person Information
START
1.1 Receive Pulled-Out Materials
Form together with
Pulled-Out Disconnected Water Meter
Materials Form from Commercial Services Accuracy of the data in the
Division/Engineering & Pulled-Out Materials Form Pulled-Out Materials
01 Storekeeper
Operations Division against the disconnected Form
water meter
Receive the
1.2 Check the data in the Pulled -
Disconnected Water
Out Materials Form against
Meter
the actual meter: Meter
Brand, Meter No., last reading
Record all the 2.1. Record all the Disconnected
Disconnected Water
Meters & turned-over Water Meters including
fittings turned-over fittings in the Complete entries in the
Disconnection
02 disconnection logbook based Disconnection Logbook Storekeeper
Logbook
on the entries in the
Pulled-Out Materials Form as
Store the Disconnected
checked
Water Meter in the
warehouse/storeroom
3.1 Store the Disconnected
Proper storage and
03 Water Meter in the Warehouse Storekeeper Not Applicable
arrangement of Meter
A as per brand name.

PROCEDURES MANUAL

Person Information
Proper Filing according to
A 4.1 File the Pulled-Out Materials account number.
Form of the Disconnected Pulled-Out Materials
04 Storekeeper
Water Meter. Store the water meter unless Form
File the Pulled-Out 4.2. End of Storage Process for reconnection.
Materials Form of
the Disconnected
Water Meter
5.1 Receive the Maintenance
Order from the Commercial
Division
Reconnect? 5.2 Find its Pulled-Out Materials
No Form
Yes
5.3 Find the requested Complete entries in the
Release and Disconnected Water Meter in Maintenance Order
Update the storage area.
5.4 Put entries in the Pulled-Out
Disconnection Disconnection
05 Materials Form: purpose Accuracy of the Storekeeper
Logbook Logbook
(RO), date of re open, last Disconnected Water Meter
reading of the meter & water released.
Reconnected meter no.
water meter 5.5 Release the requested Within the Day
disconnected water meter and
Pulled-Out Materials Form to
the requester.
END 5.6 Update the disconnection
logbook.

PROCEDURES MANUAL
RELEASING OF MATERIALS AND SUPPLIES
I. OBJECTIVE
This procedure defines the efficient management of the distribution of inventory and
non-inventory items of CALBAYOG CITY WATER DISTRICT.
II. SCOPE

Property/Supply Asst. B & Storekeeper
Department/Division Manager
Requester

Storekeeping - refers to the activities involving storage of goods on a small-scale in a
systematic and orderly manner and making them available conveniently when needed. In
other words, storekeeping means holding or preserving goods in small quantities from the
time of their purchase till their actual use.
Requisition and Issuance Slip (RIS) - be used by the Requisitioning Division/Office to

request supplies/goods/ equipment/property carried in stock and by the Supply and/or
Property Division/Unit to issue the items requested.
Pull out Materials and Supplies Form/Warehouse/ Bodega Withdrawal Slip – be used
by the Requisitioning Division/employee to pull out materials & supplies/goods/ equipment
carried in stock.

Requisition and Issuance Slip, Pull out Materials and Supplies Form

PROCEDURES MANUAL

Person Information
START
Pull – Out Materials Complete entries in the Pull out Materials and
01 and Supplies Form/ Requester Supplies Form
warehouse/bodega 1.1. Fill-Out the Pull-out Materials Form
(PMSF)/Warehouse/Bo
withdrawal slip and Supplies Form dega Withdrawal Slip
eouse/bodega
withdrawal slip
Fill out the Pull out

Materials and Supplies 2.1. Approach the Department or Pull out Materials and
Form/withdrawal slip Division Manager for the approval Supplies Form
Complete entries in the Dep't. / Division
02 for release of materials and (PMSF)/Warehouse/Bo
Form Manager dega Withdrawal Slip
supplies to be withdrawn
Approach the (WBWS)
Department/Division
Manager Pull out Materials and
Submit the approved Pull out Storekeeper or Supplies Form
3.1 Requester at Storeroom for
Requester at Materials and Supplies Property/Supply (PMSF)/Warehouse/Bo
03 the Materials and Supplies to be dega Withdrawal Slip
Storeroom/warehouse Form/ Warehouse/Bodega Asst. B/
withdrawn (WBWS)
Withdrawal Slip (WBWS) Warehouseman
Prepare RIS & Exactness of quantity and Storekeeper or Requisition Issuance

Release Materials 4.1 Prepare the Requisition and description of materials and Property/Supply Slip (RIS) with attached
04 and Supplies Issuance Slip (RIS) supplies released. Asst. PMSF/Warehouse/Bod
4.2 Release the materials and B/Requester/Ware ega Withdrawal Slip
A (WBWS)
supplies to requester. houseman

PROCEDURES MANUAL
A
5.1 Sign the Released By &
Received By portions of the filled- Storekeeper or
Requisition Issuance
out Requisition Issuance Slip During the same working Property/Supply
Slip (RIS) with
Sign the Released & (RIS) and/or Pull out Materials day Asst.
05 attached
Received By portion of and Supplies Form (PMSF)/ B/Requester/Ware
PMSF/WBWS
the filled out RIS Warehouse/Bodega Withdrawal house Man
form/PMSF/WBWS Slip (WBWS).
Manual log in and

updating of bin cards Requisition Issuance
6.1 Manually log in all released
Storekeeper/Ware Slip (RIS) with
item/s description & quantity to During the same working
06 house Man attached PMSF/
the Record Book and update the day
Warehouse/Bodega
Bin Cards
Withdrawal Slip
(WBWS)
Forward the filled-out

RIS with attached
Requisition and
PMSF/WBWS to the 7.1 Forward all the filled out During the same working
Issuance Slip (RIS)
General Manager for Requisition and Issuance Slip day
Storekeeper/ with attached
07 approval (RIS) of pull out materials and
Warehouse Man PMSF/WBWS
supplies to the Office of the
General Manager for Approval
B

PROCEDURES MANUAL
B 8.1Receive and sort the RIS duly

signed and approved by the
General Manager
Receive and Sort RIS Storekeeper/
08 & submit to the 8.2 Submit RIS to the Accounting A day after working day Warehouse Man/
Section. Requisition and
Accounting Section Property Supply
Issuance Slip (RIS)
Asst. B
Released
materials and
supplies
END

Document No. : PM-PUR-01 Eff. Date : 09-01-17
PROCEDURES MANUAL
SHOPPING
I. OBJECTIVE
This procedure describes the system of Procurement through Shopping of the
II. SCOPE
This procedure covers the CALBAYOG CITY WATER DISTRICT as a Procuring Entity and
its Interested Parties.
End user Finance Division Manager

Division Manager of the End User Head of Procuring Entity
Procurement-in-charge
Bids and Awards Committee (BAC)

Procurement – refers to the acquisition of goods, consulting services and the contracting
for infrastructure projects the procuring entity.
Procuring Entity – shall be the office/agency/organization concerned in the procurement

process.
Procurement-in-charge - carries out the procurement function in a Procuring Entity.
Shopping – a method of Procurement whereby the Procuring Entity simply requests for the
submission of price quotations for readily available off-the-shelf Goods or ordinary/regular
equipment to be procured directly from suppliers of known qualification.
Bids and Awards Committee – is also known as BAC. Recommend to the Head of the
Procuring Entity the method of procurement of the goods, services, infrastructure projects
included in the APP, i.e. whether to use public bidding or any of the alternative methods of
procurement.
Republic Act No. 9184 – Government Procurement Reform Act
Government Procurement Policy Board Guidelines

Annual Procurement Plan, Budget Utilization Slip, Purchase Request, Canvass Results,
Abstract of Quotation, Purchase Order, PR Monitoring.

PROCEDURES MANUAL
SHOPPING
Retained
Guidelines/Criteria/Pol Responsible
Process Flow Description of Activity Informatio
icy Person
n
1.1. Receive B.U.S from the End

START
User/Requesting Division
1.1.1. End User/Requesting Division shall

prepare the BUS attached with complete
Specifications
BUS
1.1.2. Division Manager of the End User shall Republic Act No. Division Budget
evaluate and check the APP schedule Manager Utilization
and sign it as notification that it has a 9184 Finance Division Slip
budget allocation Manager
GPPB Manual Procurement-in-
1.1.3. Forward the BUS to the Procurement-in- charge
Receive/Prepare Charge for recording/numbering APP
B.U.S.
01 1.1.4. Procurement-in-Charge will forward the
BUS to Finance Division Head for
checking/signature
1.1.5. Receive the approved BUS
Doc No. : PM-PUR-01 PROPRIETARY NOTICE Eff. Date : 09-01-17

PROCEDURES MANUAL
SHOPPING
Retained
Guidelines/Criteria/Pol Responsible
Process Flow Description of Activity Informatio
icy Person
n
A 2.1. Receive Purchase Request from the End
2.1.1. End User/Requesting Division shall

prepare the PR attached with complete
Specifications and sign it.
Prepare 2.1.2. Forward the P.R. to the Property/Supply
02 Purchase Asst. for checking of stocks
Request availability/for signature Republic Act No.
Procurement-in- Purchase
2.1.3. Forward the P.R. to the Receiving to be 9184 charge Request
forwarded to the Head of the Procuring Bidding
Entity for approval GPPB Manual Committee
End User
2.1.4. Received approved
Approved? Purchase Request.
YES NO
Return to
End-user

PROCEDURES MANUAL
SHOPPING
Retained
Responsible
Process Flow Description of Activity Guidelines/Criteria/Policy Informatio
Person
n
3.1. The Procurement-in-charge
B shall submit/email RFQ to
Suppliers
3.1.1. Follow-up RFQ’s not yet
Republic Act No. 9184 Procurement-in- RFQ
Submit/Email the Submitted or emailed
charge
03 RFQ to Suppliers 3.1.2. Collect this RFQ’s until it GPPB Manual
is complete (at least 3

shall create list of P.R.’s for
Create print- Bidding/to be opened
04 out/list of P.R
4.1.1. Forward to BAC Sec
for scheduling

Receive
05 shall receive the approved
approved Abstract of quotations by the
Abstract of HOPE
Quotations

PROCEDURES MANUAL
SHOPPING
Person Information
6.1. Prepare Purchase Order
C 4 (copies)
white (2), yellow & blue
Prepare 6.1.1. Forward to Finance Head

06 Purchase Order checking of funds/approval Republic Act 9184 Procurement-in- Purchase Order
6.1.2. Div. Manager concerned GPPB Manual charge
Shall sign/approve Division Manager
6.1.3. Forward to receiving Finance Head
to be forwarded to the HOPE
Head of the Procuring
for signature/approval
6.1.4. Receive approved P.O.
07 Serve Purchase 7.1. The Procurement-in-charge Republic Act 9184 Procurement-in- Purchase Order
Order shall serve the P.O. to the GPPB Manual charge
winning bidder
7.1.1. Procurement-in-charge
email approved P.O. ‘s
and send it via LBC if
supplier is not in the
local (Calbayog)

PROCEDURES MANUAL
SHOPPING
Person Information
D shall update the procurement
status in the procurement
monitoring form
Update 8.1.1. Follow-up status at least
08 Procurement 3 times a week or as often Republic Act 9184 Procurement-in- Purchase Order
Status as needed GPPB Manual charge Procurement
Monitoring Form
Procured
Item
End

PROCEDURES MANUAL
PROCUREMENT PROCESS – DIRECT CONTRACTING
I. OBJECTIVE
This procedure describes the system of Procurement through Direct Contracting of the
II. SCOPE
End user
Division Manager of the End User
Property Assistant
Procurement-in-charge
Finance Division Manager
Head of Procuring Entity


process
Procurement-in-charge - carries out the procurement function in a Procuring Entity
Direct Contracting – is a method of procurement of Goods that does not require elaborate
bidding documents. The supplier is simply asked to submit a price quotation or a pro-forma
invoice together with the conditions of sale. The offer may be accepted immediately or after
some negotiations.
procurement.
Request Form of Quotation – (RFQ)

PROCEDURES MANUAL
DIRECT CONTRACTING

Annual Procurement Plan, Budget Utilization Slip, Purchase Request, Canvass Results,
Abstract of Quotation, Purchase Order, Procurement Monitoring
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT. ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN
PROCEDURES MANUAL
DIRECT CONTRACTING
Person Information

START User/Requesting Division
1.1.1. End User/Requesting

Division shall prepare
the BUS attached with
complete Specifications
BUS Republic Act No. 9184 Division Manager Budget Utilization
1.1.2. Division Manager of the Finance Division Slip
End User shall evaluate GPPB Manual Manager
and check the APP Procurement-in-
schedule and sign it as APP charge
01 notification that it has a
budget allocation
Receive/Prepare
B.U.S. 1.1.3. Forward the BUS to the
Procurement-in-Charge
for recording/numbering
1.1.4. Procurement-in-Charge
will forward the BUS to
Finance Division Head
for checking/approval
A
1.1.5. Receive the approved
BUS
PROCEDURES MANUAL
DIRECT CONTRACTING
Person Information
A 2.1. Receive Purchase Request
from the End

Division shall prepare the
PR attached with
Prepare complete Specifications
Purchase and sign it.
Request
Republic Act No. 9184
2.1.2. Forward the P.R. to the Procurement-in- Purchase Request
Property/Supply Asst. for charge
GPPB Manual
checking of stocks Property Asst.
02 availability/for signature End User
2.1.3. The procurement-in-

Approved? charge create RFQ and
sign it
NO 2.1.4. Forward the P.R. to the
YES Receiving to be
forwarded to the Head of
Return to the Procuring Entity for
End-user approval
B 2.1.4. Received approved

Purchase Request.

PROCEDURES MANUAL
DIRECT CONTRACTING
No Process Flow Description of Activity Guidelines/Criteria/Poli Responsible Retained
. cy Person Information
3.1. Submit Request Form of Republic Act No. 9184 Procurement-in- Not Applicable
B Quotation to Direct Supplier of charge
03 Goods and Services GPPB Manual
Submit Request
Form of Quotation
4.1. Received Accomplished Republic Act No. 9184 Procurement-in- RFQ
RFQ charge Certification
4.1. Received Manufacturer’s GPPB Manual
Certification
04 Received
Accomplished RFQ
and Manufacturer’s
Certification

PROCEDURES MANUAL
DIRECT CONTRACTING
Person Information
C
5.1. Prepare Purchase Order
4 (copies)
Prepare
05 Purchase Order 5.1.1. Forward to Finance Head Republic Act 9184 Procurement-in- Purchase Order
checking of funds/approval GPPB Manual charge
5.1.2. Div. Manager concerned Finance Division
Shall sign/approve Manager
5.1.3. Forward to receiving Division Manager
to be forwarded to the Head of the
Head of the Procuring Procuring Entity
for signature/approval
06 5.1.4. Receive approved P.O.
Serve Purchase
Order 6.1. Serve Purchase Order to the Purchase Order
winning bidder Procurement-in-
6.1.1. Email the P.O. to the charge
Winning bidder
6.1.2. Send the P.O. to the
Winning bidder via LBC
C

PROCEDURES MANUAL
DIRECT CONTRACTING
Person Information
D shall update the procurement
status in the procurement
monitoring form
Update 9.1.1. Follow-up status at least
07 Procurement twice a week or as often Republic Act 9184 Procurement-in- Purchase Order
Status as needed GPPB Manual charge Procurement
Monitoring Form
Procured
Item
End

PROCEDURES MANUAL
PROCUREMENT PROCESS - BIDDING
I. OBJECTIVE
This procedure describes the system of Procurement through Bidding of the CALBAYOG
CITY WATER DISTRICT.
II. SCOPE

BAC Secretariat
End user
Division Manager of the End User
Head of Procuring Entity

process.
Procurement-in-charge - carries out the procurement function in a Procuring Entity
Bidding – refers to the method of procurement which is open to participation by any

interested party and which consists of the following processes: advertisement, pre bid
conference, eligibility screening of prospective bidders, receipt and opening of bids,
evaluation of bids, post-qualification, and award of contract.
procurement.
BAC Secretariat – assists the BAC in the conduct of its functions.
Head of Procuring Entity – the head of the agency or body, or his duly authorized official,
for NGAs and the constitutional commissions or offices, and branches of government; (ii)
the governing board or its duly authorized official, for GOCCs, GFIs and SUCs; or (iii) the
local chief executive, for LGUs.
PROCEDURES MANUAL

Annual Procurement Plan, Purchase Request, Canvass Results, Approved Budget of

Contract (ABC), Technical Specifications, Notice of Meeting, Minutes of Meeting, Bidding
Documents, Letters to Observers, Invitation to Bid, Bids, Checklist of Technical & Financial
Requirements, Official Receipt, BAC Resolution, Notice of Post Qualifications, Notice of
Bidding Results, Notice of Award, Performance Security, Contract Agreement, Notice to
Proceed, Purchase Order
PROPRIETARY NOTICE
THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT. ANY DISCLOSURE OR USE IS EXPRESSLY PROHIBITED EXCEPT
UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT.
PROCEDURES MANUAL

Description of Retained
No. Process Flow Guidelines/Criteria/Policy Responsible Person
Activity Information

START User/Requesting Division

the BUS attached with
Republic Act No. 9184 Division Manager Budget Utilization
1.1.2. Division Manager of the Finance Division Slip
End User shall evaluate GPPB Manual Manager
B.U.S.
and check the APP Procurement-in-
schedule and sign it as APP charge
01 notification that it has a
budget allocation
1.1.3. Forward the BUS to the

for recording/numbering
1.1.4. Procurement-in-Charge
will forward the BUS to
Finance Division Head
for checking/approval
A
1.1.5. Receive the approved
BUS
PROCEDURES MANUAL

Description of Retained
No. Process Flow Guidelines/Criteria/Policy Responsible Person
Activity Information
A 2.1. Receive Purchase
Request from the End

the PR attached with
Prepare
Purchase and sign it.
Request
2.1.2. Forward the P.R. to the Republic Act No. 9184 Procurement-in- Purchase Request
Property/Supply Asst. charge
for checking of stocks GPPB Manual Property Assistant
2
availability/for signature End User
2.1.3. The procurement-in-

Approved? charge create RFQ and
sign it
NO 2.1.4. Forward the P.R. to the
YES Receiving to be
forwarded to the Head of
Return to the Procuring Entity for
End-user approval
B 2.1.4. Received approved

Purchase Request.

PROCEDURES MANUAL

Person Information
3.1. Inform the BAC Secretariat of
B BAC Secretariat
the request for Bidding
BAC Chairperson
03 3.1.1. BAC Chairperson shall Republic Act No. 9184 Not Applicable
Procurement-in-
call for a Pre-Procurement
Charge
Inform BAC Conference
Secretariat of request 4.1. Prepare Notice of Meeting
for Bidding with the schedule and
BAC Secretariat
agenda for the Pre
BAC Chairperson
Procurement Conference Republic Act No. 9184
BAC Members Notice of Meeting
duly signed by the BAC
Chairperson and to be
Prepare Notice of received by all the BAC
04
Meeting Members
5.1. Attend Pre-Procurement

Conference
5.1.1. BAC shall confirm the
Attend Pre ABC, PR, Technical ABC
BAC Secretariat
Procurement Specifications, contract PR
BAC Chairperson
Conference duration and schedule of the Republic Act No. 9184 Technical
05 BAC Members
bidding. Specifications
TWG Head
5.1.2. BAC shall check the Minutes of the
APP/BUS for the budget Meeting
allocation versus the ABC.
C

PROCEDURES MANUAL

Person Information
5.2. Prepare Minutes of the
Meeting
C 5.3. Receive ABC, Technical
A Specifications and PR for
preparation of Bid Docs
Prepare Bidding 6.1. Prepare Bidding Documents

Bidding Documents
Documents 6.1.1. Prepare Checklist of
Republic Act No. 9184 Checklist of Technical
06 Technical and Eligibility BAC Secretariat
and Eligibility
Requirements
Requirements
7.1. Determine pricing of the Bid
Docs
Post Invitation to Bid Republic Act No. 9184
7.2. Post Invitation to Bid in the
Period of Advertisement in Procurement-in- Invitation to Bid
PhilGeps website, CWD
07 the PhilGeps website shall Chage Bidding Documents
Website, in the front entrance
be made available for 30 BAC Secretariat Philgeps print-out
of the CCWD Building &
Send Letters to days’ maximum
National Newspaper if
Observers applicable
8.1. Prepare letters to observers

D BAC Secretariat
08 Republic Act No. 9184 Procurement-in- Letters to Observers
8.2. Send letters to observers via
Charge
courier

PROCEDURES MANUAL

Person Information
9.1. Accommodate prospective

D bidders who are interested in
buying the bid docs.
9.2. Sell Bid Docs to prospective
bidders.
8.2.1. Bidders may personally
Sell Bid Docs come to the office to
Purchasing of Bid Docs shall
purchase and pick up the bid BAC Secretariat Bidding Documents
09 be made available the next
docs and others purchase Cashier Official Receipts
day after it was posted in
and pay through couriers
Philgeps
9.3. Scan Official Receipt of Bid
Docs for filing and return the
E OR to the bidder
9.4. Send Bid Docs to prospective
bidders who purchase
through couriers

PROCEDURES MANUAL

Person Information
10.1. Prepare Attendance Sheet
10.2. Attend Pre-Bid Conference
10.2.1. Some bidders who
attend the Pre-Bid may
request to the BAC for
E considerations of specific
A items in the Bid Docs.
Bid Docs
10.2.2. Prepare BAC
A Republic Act No. 9184 BAC BAC Resolution
Resolution and
BAC Secretariat Supplemental Bid
Supplemental Bid Bulletin in
BAC Resolution and Bidder Bulletin
10 Attend Pre-Bid accordance to the changes
Supplemental Bid Bulletin Procurement-in- Attendance Sheet
Conference that shall be approved by the
shall be made 7 days before Charge Minutes of the
BAC.
the Bid Opening/Evaluation. Meeting
10.2.3. Post Supplemental
Bid Bulletin in the PhilGeps
Website and shall be
Receive Bids emailed to the bidders who
purchased the Bid Docs.
Meeting
F
A 11.1. Receive Bids
Bids
A Republic Act No. 9184 BAC Secretariat
11 Logbook of Submitted
11.2. Allow bidder to sign in the Bidder
Bids
Logbook of Submitted Bids

PROCEDURES MANUAL

Person Information

F 12.2. Attend Bid
Opening/Evaluation
Bids
12.2.1. BAC shall examine
Bid Opening/Evaluation Attendance Sheet
the submitted bids
should start at exactly during Checklist of Technical
according to the
the time specified in the BAC and Financial
Attend Bid Checklist of
12 Invitation to Bid. BAC Secretariat Requirements
Opening/Evaluation Technical and
Late Bids should not be Bidders Abstract of Bids as
Financial
accepted Read/Calculated
Requirements
Bidding should follow a pass Minutes of the
12.3. Fill up the Abstract of Bids
or fail criterion. Meeting
as Read/Calculated
Meeting
Attend Post –
Qualification

Bids
13 G BAC Secretariat Attendance Sheet
13.2. Attend Post-Qualification

PROCEDURES MANUAL

Person Information
13.1. Determine Post –
Qualification of the Lowest
G
Bidder
13.1.1. BAC shall determine
whether the Lowest
Calculated Bidder is
compliant and responsive to
Determine all the requirements and Bids
Post - TWG
conditions as specified in Republic Act No. 9184 Attendance Sheet
Qualification BAC Secretariat
14 the Bid Docs. Post-Qualification
70% ceiling Post- 13.2. If Post-Qualified, BAC shall Summary Report
Disqualified prepare a Post Qualification
Summary Report
13.3. If Post-Disqualified, end of
END
the process for the bidder.
Post-
Qualified
The 2nd lowest bidder shall
then be subject to Post-
Qualification.
Receive Post
Qualification
Summary Report
15.1. Receive Post Qualification
Post-Qualification
15 Summary Report from the Republic Act No. 9184 BAC Secretariat
Summary Report
BAC

PROCEDURES MANUAL

Person Information
16.1. Forward Post Qualification
H Summary Report to BAC
15.1.1. BAC shall propose a
Resolution declaring the
Lowest Calculated and BAC
Post Qualification
16 Responsive Bid approved Republic Act No. 9184 BAC Secretariat
Summary
Forward Post by the Head of Procuring Head of Procuring
BAC Resolution
Qualification Entity Entity
16.2. Prepare BAC Resolution
Summary Report to declaring the Lowest
BAC Calculated and Responsive
Bidder.
17.1. Prepare Notice of Post

Issue Notice of Post Qualification to the Lowest
Qualification and Calculated and Responsive
Notice of Bidding Bid to be signed by the BAC
BAC Chairperson Notice of Post
Chairperson.
17 Results Republic Act No. 9184 BAC Secretariat Qualification
17.2. Prepare Notice of Bidding
Head of Procuring Notice of Bidding
Results to the Higher
Entity Results
Bidders signed by GM.
17.3. Issue Notice of Post
Qualification and Notice of
I
Bidding Results

PROCEDURES MANUAL

Person Information
I 18.1. Receive approved BAC

Resolution declaring the
BAC Secretariat
LCRB from Head of Republic Act No. 9184 Approved BAC
18 Head of Procuring
Procuring Entity Resolution
Receive Approved Entity
18.2. HOPE shall ask approval to
BAC Resolution & the BOD for the award
Award Abstract
19.1. Prepare Notice of Award

that shall be signed by GM.
Procurement-in-
19.2. Issue Notice of Award to the
Issue Notice of Award Charge
Lowest Bidder
19 to the Lowest Bidder Republic Act No. 9184 BAC Secretariat Notice of Award
19.2.1. Lowest Bidder shall
Head of Procuring Performance Security
acknowledge the receipt of
Entity
the Notice of Award by
Lowest Bidder
sending back a signed copy
of the notice.
20.1. Receive Performance

Receive Performance Republic Act No. 9184
Security.
Security Lowest Bidder shall be given
20.2. When Performance Security
10 days to issue a
is in form of Cash or
Performance Security
20 Manager’s Check, BAC Secretariat Performance Security
equivalent to 10% of the
reproduce 2 copies of the Cashier Official Receipt
Contract Price in a form of
cash/check and shall submit
Cash/Manager’s Check,
J cash/check with the copies
Bank Guarantee, Surety
to the Cashier for issuance
Bond
of Official Receipt
PROCEDURES MANUAL

Person Information
Prepare
Contract/Facilitate
signing
21.1. Prepare Contract
Head of the
Agreement and its
Procuring Entity
supporting documents for
Supplier Contract
Contract Signing. Republic Act No. 9184
21 Board of Directors Purchase Order
21.2. Facilitate Contract Signing
BAC Secretariat Notice to Proceed
Purchase 21.2.1. Procurement-in-charge
Procurement-in-
Order shall prepare the Purchase
charge
Order approved by GM.

PROCEDURES MANUAL
K
22.1. Prepare Notice to Proceed Republic Act No. 9184 Procurement-in- Notice to Proceed
signed by the Head of the Charge
Procuring Entity
Issue Notice to 22.2. Serve Notice to Proceed to
22 the Supplier and shall be
Proceed
acknowledged receipt by
the Supplier.
Serve Purchase Purchase Order

23 23.1. Procurement-in-charge shall Republic Act No. 9184 Procurement-in-
Order serve the PO to the Supplier Charge
together with the Notice to
Proceed
24.1. Update Procurement Status Republic Act No. 9184 Procurement-in- Procurement
Update Procurement
24 In the Procurement Charge Monitoring Form
Monitoring Logbook
Monitoring Logbook
Procured
Item/ Service
END

PROCEDURES MANUAL
CONTROL OF SUPPLIERS
I. OBJECTIVE
To provide a uniform & consistent system to accredit & evaluate suppliers and service
providers that directly or indirectly affects the service quality of CALBAYOG CITY WATER
DISTRICT.
II. SCOPE
This procedure applies to all suppliers of direct & indirect materials and also to service
providers of CALBAYOG CITY WATER DISTRICT.
Responsible person is/are the Purchaser(s).
 Accreditation – the process of qualifying a new supplier of the

organization.
 Evaluation – regular review of existing supplier’s reliability and

performance.
 Direct Materials – materials that are directly used to produce the

organization’s service.
 Indirect Materials – materials not directly used to produce the

organization’s service but have a vital part in the
delivery of the service.
V. RECORDS GENERATED
Supplier Evaluation and Accreditation FM-PUR-01

Accredited Suppliers Master List FM-PUR-02
Accredited Suppliers Evaluation Schedules FM-PUR-03
Supplier Performance Evaluation FM-PUR-04

PROCEDURES MANUAL
VI. PROCEDURE DETAILS AND FLOW
Person Information
START 1.1 Purchaser shall identify at least

three suppliers per materials or
List of item needed by the organization.
Suppliers
1.2 New suppliers shall be required
to submit the following
Identify and Process requirements for accreditation:
Potential Supplier
1.2.1. Company Profile

1.2.2. Business Registration
01 documents Purchaser
No 1.2.3. Copy of ISO Management
New
supplier? System Certificate (if any)
1.2.4. Product List
Yes B 1.2.5. Contact Person List
1.3 For old suppliers who have

rendered at least three (3)
transactions already with the
A organization shall be exempted
with the accreditation process and
shall be directly passed as an

PROCEDURES MANUAL
Person Information
accredited supplier of the
organization.
2.1 New suppliers applying to be

A accredited shall be required to
submit complete documents as
indicated in 1.2 and a sample
material for evaluation of its
quality according to the needs of
the organization.
2.2 Purchaser shall be responsible Supplier

Evaluate and in assessing the submitted Evaluation and
Accreditation;
02 Accredit documents and users of the Purchaser
Accredited
Supplier supplied material(s) shall be Suppliers
responsible in material supply List
evaluation using Supplier
Evaluation and Accreditation form.
2.3 For supplier(s) that passed the

evaluation and accreditation
C process, the supplier(s) shall then
be included in the Accredited
Suppliers Master List.
PROCEDURES MANUAL
Person Information
C B 3.1 Purchaser shall conduct

performance evaluations for all
the accredited suppliers that have
transactions with the organization
Monitor according to Accredited Supplier
Supplier Evaluation Schedules.
Performance
3.2 Accredited suppliers shall be
evaluated in areas such as quality
of materials or service supplied,
PASS? quantity of materials, capacity of Accredited
delivery according to agreed time Supplier
No frame, submission of complete Evaluation
03 required documentations, and the Purchaser Schedules;
Yes quality of customer service. Supplier
CAR Performance
3.3 For accredited supplier who Evaluation
(FM-RAI-
09) failed the evaluation, shall be
given a request for corrective
D actions and a three months’
timeframe to improve or address
their discrepancies. After the three
(3) months period they will be re-
evaluated. For failure of the re-
evaluation, the supplier(s) will be
removed from the Accredited

PROCEDURES MANUAL
Person Information
Supplier Master List and will not
be given any transaction with the
organization.
4.1 Summarize and review

Review and report performances and status of
results supplier accreditations and
04 evaluations. Accredited Suppliers Purchaser
updates and their performances
Controlled should be reported during the
Suppliers
Management Review meeting.
END

Document No. : PM-FIN-01 Eff. Date : 09-01-17
PROCEDURES MANUAL
Disbursement Procedures
I. OBJECTIVE
a. To ensure that all documents supporting the disbursement vouchers are complete and
duly approved by the Department Heads and/or Agency Head.
b. To determine the proper accountable officers or employees processing/making the

disbursement.
c. To ensure that proper internal controls are in place in the disbursement process of the
Water District.
II. SCOPE
This procedure covers the Disbursing process and control of Operational Expenditures and
Acquisition of Assets of the Water District.
a. General Manager (GM) – responsible for the final approval of disbursement vouchers
and corresponding checks for actual payment of Expenditures.
b. Finance Service Head – responsible for overseeing the disbursement procedures of the
District and approval of the disbursement vouchers.
c. Senior Cashier (SC) – responsible for the availability of fund and preparation and actual
release of checks for payment.
d. Budget Officer – ensures that all purchases and fund releases are within the scope of
the approved budget.
e. Disbursement Clerk (DC)/ Accounting Processor (AP) – prepares the corresponding

disbursement voucher based on complete supporting documents and duly approved by
the Department Head/Section Head requesting for fund release or payment.
Prepared by: NICANDRO B. COQUILLA Approved by: EDITHA C. YRIGAN, MPM

PROCEDURES MANUAL
f. Senior Quality Control Officer – reviews the completeness and accuracy of documentary
requirements for disbursement.
a. Accounts Payable (AP) – refers to valid and legal obligation of the WD for which
good/services/projects have been delivered/rendered/completed and accepted
regardless of the year when this obligations were incurred.
b. Commercial Check (CC) – refers to check issued by government agencies chargeable

against the agency’s checking/current account with Authorized Government Depository
Bank.
c. Disbursements – constitute all cash paid out during a given period in currency (cash) or
by check/Advice to Debit Account (ADA).
d. Disbursement Voucher (DV) – is a form used to have a check made to pay an individual
or an organization for merchandise sold or services rendered.
e. Purchase Order (PO) – is a document to support the purchase of property, materials,

supplies and services.
f. Budget Utilization Slip (BUS) – is a document indicating the approved budget balance
as of a given period and allocation of budget for new requisitions.
g. Abstract of Quotation – is a document that provides clear and concise back up

documentation to justify the issuance of a purchase order.
h. Board Resolution (BR) – a written statement made by the board of directors detailing
the decision of the body to authorize officers/employees to enact on the WD’s behalf
and approve policies, regulations and acquisitions.

PROCEDURES MANUAL
Supporting Documents/Requirements (SD)
a. Request for Payment

b. Purchase Order (if applicable)
c. BOD Resolution (if applicable)
d. Abstract of Quotation
e. Invoice/Billing Statement
f. Delivery Receipt/Acknowledgement Receipt
g. Inspection and Acceptance Certificate
a. Commercial Check (Issued for payment)

b. Disbursement Voucher
c. Disbursement Voucher Register
d. Journal Voucher

PROCEDURES MANUAL
Guidelines/ Criteria/ Responsible Retained

Policy Person Information
01 1.1 Receives Supporting

START
Documents submitted for
disbursement. COA Circular No. 2012-
Accounts 001 dated Jun 4, 2012
Payable, Request 1.2 Reviews and verify as to Accounting Disbursement
amended by COA
the completeness and Processor Voucher
for payment Circular No. 2013-001
accuracy of the dated Jan 10, 2013
documents submitted.
Receives and C
Evaluates SD’s
02 2.1 If yes, compute

Withholding Tax due (if
Tax
any) and prepares the
withheld?
necessary BIR Payment
No
Forms (Payee’s tax
Yes liability).
BIR RR 2-98 Accounting
Tax liability
Compute Tax Due & 2.2 And proceed in encoding Processor
prepare BIR Form and printing Transaction
and Payee’s detail in BIR
2306/2307
Form 2306/2307.
2.3 If no, proceed in DV
preparation.
A
B C
Doc No. : PM-FIN-01 PROPRIETARY NOTICE Eff. Date : 09-01-17

THIS DOCUMENT CONTAINS INFORMATION PROPRIETARY TO CALBAYOG CITY WATER DISTRICT .ANY DISCLOSURE OR USE IS
PROCEDURES MANUAL
03 A B C 3.1 Prepares the Disbursement

Voucher and record the
transaction into the
Accounting System (JV).
Prepare DV 3.2 Encodes and prints the Accounting

GAAM DV/SD
Transaction and Payee’s Processor
detail in the DV Register.
3.3 Forwards the DV and SD to

the Senior Quality Control
Officer for review and final
evaluation.
04 Final review and

4.1 The Senior Quality Control
evaluation (DV) Officer reviews and
evaluates the documents
attached to the DV and
certifies to the completeness
and accuracy of the
Certified?
documents and forwards the Senior Quality
No GAAM DV/SD
same to the Finance Head Control Officer
Yes
for Approval.
4.1.1 If Yes, Proceed
4.1.2 If No, Return to
D C Originator

PROCEDURES MANUAL
05 D C 5.1 The Finance Head approves

the disbursement (DV and
SD) for payment.
5.1.1 If Yes, proceed
Disbursement Approval 5.1.2 If No, return to originator
5.2 Approved DV is submitted to

Finance Service
the Cashier for Check GAAM DV/SD
Head
Approved? Issuance.
No
Yes
Approved DV
06 6.1 The Cashier accepts the

Fund approved DV and supporting
Availability
No documents and certify to the
Availability of Funds.
Yes 6.1.1 If yes, proceed
6.1.2 If no, return to originator GAAM Cashier DV/SD/CC
Issue Commercial Check
6.2 Cashier prepares and issue
corresponding check for
payment based on the
E approved DV.

PROCEDURES MANUAL
07 E 7.1 The approved DV and

issued check are then
forwarded to the Office of the
Agency Head (GM) for final
Approval and Authority to Cashier/ Agency
settle obligations. GAAM Head (General DV/SD/CC
Monitor Status of Check Manager)
Issued 7.2 The Cashier reviews the
Checks and DV’s approved
by the GM and authorizes
the release of payments.
08 Record Checks Issued in 8.1 AP receives Disbursement

Check Register Summary Report from
Cashier and reviews if all
approved DV’s were properly
Release issued corresponding
Accounting
Approved checks. GAAM DV/SD/Check
Processor
Check
END

PROCEDURES MANUAL
Budget Preparation
I. OBJECTIVE
a. To establish and allocate the Water Districts Resources in conformity with existing laws,
rules and regulations with the WD fiscal target.
b. To setup fiscal target compatible with the Districts expenditures.
c. To plan for the District growth and development over a specified period of time.
II. SCOPE
This procedure covers the budget preparation, allocation and efficient utilization and planning
of the Calbayog City Water District.
a. Top Management – responsible for approving the proposed Budget for the continued
operational activities and plan.
b. Division/Departmental Heads – responsible for the preparation of budget proposal within

the Department’s expenditures and operational activities and plan for a specified period
of time.
c. Agency Head (AH) or General Manager (GM) – responsible for the proper
implementation, allocation and utilization of the approved budget within the WD’s goals,
targets and restrictions/limitation.
d. Budget Officer – responsible for the monitoring and appropriate use and allocation of
WD’s acquisitions and expenditures.

PROCEDURES MANUAL
Budget Preparation
a. Budget Appropriation Form – a document used in the preparation of the proposed

budget of the District.
b. Financial Projections – a detailed statement of the Districts’ Financial Projection

(Revenue & Disbursement Projection) for budget purposes.
c. Approved Budget – is the expenditure authority derived from appropriation laws,

government ordinances and other decisions related to the anticipated revenue or
receipts for the budgetary period.
d. Budget Information – budgetary information consist of data on appropriations or the

approved budget, allotments, obligations, revenues and other receipts and
disbursements.
e. Disbursement – are the actual amount spent or paid out of the budgeted amounts.
f. Final Budget – is the original budget adjusted for all reserves, carry-over amounts,
transfer, allocations and other authorized legislative or similar authority changes.
g. Obligation – is an act of a duly authorized official which binds the government to

immediate or eventual payment of a sum of money. Obligation may refer to as possible
future liabilities based on current contractual agreement.
h. Revenues – are increase in economic benefits or service potential during the

accounting period in the form of inflows or increase in assets or decrease in liabilities
that result in net increase of equity other than those relating to contributions from
owners.

PROCEDURES MANUAL
Budget Preparation
a. New Government Accounting System Manual (NGAS)

b. Government Accounting and Auditing Manual (GAAM)
c. General Appropriations Act
d. Previous Years Approved Budget Information
a. Budget Appropriation
b. Budget Information
c. Financial Statements Projections
d. Approved Final Budget

PROCEDURES MANUAL
Budget Preparation

01
START 1.1 Commercial Department General Appropriations Act Department Heads Projected
prepares the projected Financial
revenue cash flow of the Statements
District for the Budget
Commercial Year based on the nine
Department (9) months actual financial
Revenue data.
Projection 1.2 Present Projected
Revenue to Management
for Evaluation.
Present Projected
B
Revenue
02
2.1 Respective Department General Appropriations Act Respective Budget
Heads prepare their Department Heads Appropriation
Departments projected disbursement
Budget Proposal for the budget year
based on actual
operational
expenditures.
2.2 Budget Appropriation

A B Form is used to detail
the budget allotment,
purpose and utilization

PROCEDURES MANUAL
Budget Preparation
with comparative figures
from previous budget
A B allotment.
03
Presentation of
3.1 Management General Appropriations Act Department Heads/ Budget
Budget Proposal
reviews and evaluates Management information
the respective Budget
departments’ budget Appropriation
proposal for the budget Approved Budget
year.
Approved?
3.2 Management
No presents Proposed
Yes Budget Plan to BOD for
approval.
3.2.1 If yes, proceed
Approved 3.2.2 If no, return to
Budget Plan originator
END

PROCEDURES MANUAL
Cash
I. OBJECTIVE
a. To determine that the cash balances as stated on the books are actually on-hand or in
Bank.
b. To determine the extent of ownership and accountability of cash custodian/s.
c. To ascertain that cash/fund availability are with or without restrictions as per Accounting
or Procedures Manual, BOD Resolutions and existing rules and regulations of the State.
d. To ensure that Cash Management Plan of Calbayog City Water District are properly
implemented.
e. To ensure that proper internal controls are set to safeguard the Cash of the Water
District.
II. SCOPE
This procedure covers the areas of cash receipts to safekeeping and transfer from and to
Authorized Depository Banks (ADB) of Calbayog City Water District.
a. Top Management – responsible for approving the Cash Management Plan (CMP).
b. Finance Service Head – responsible for overseeing cash management process and
CMP.
c. Cashier – responsible for the cash inflows and outflows from the CCWD office to the
authorized depository banks.
d. Teller – responsible for proper accounting of cash payments received from

concessionaires and proper turn-over of collections to the Cashier.

PROCEDURES MANUAL
Cash
a. Cash – is money in physical form of currency, such as bank notes and coin.
b. Check/ Cheque – is a document that orders a bank to pay a specific amount of money
from a person or entity’s account to the person or entity whose name the check has
been issued.
c. Official Receipts – is a written acknowledgement that a person has received money as

payment following a sale or transfer of goods or provision of a service.
d. Deposit – a sum of money placed/kept in a bank account.
e. Deposit Slip – is a small written form that is used to deposit funds into a bank.
f. Passbook – used to record a transaction on a deposit account.
g. Bank Statement Account – is a document from the bank stating the transactions that
transpired in the CCWD Account as of a particular period.
h. Daily Cash Position Report (DCPR) – is a document that reflects the daily transaction
(Cash Collection and Check Disbursement) of the WD.
i. Cash Book – is a document used in recording all deposit transactions from collections
and checks issued from Disbursement Vouchers.
a. New Government Accounting System Manual (NGAS)

b. Government Accounting and Auditing Manual (GAAM)
c. Philippine Accounting Standard (PAS)
d. Philippine Financial Reporting Standard (PFRS)

PROCEDURES MANUAL
Cash
a. Official Receipts
b. Deposit Slips
c. Daily Collection Summary Report
d. Daily Cash Position Report (DCPR)
e. Cash Book

PROCEDURES MANUAL
Cash

01 START 1.1 Tellers’ receives GAAM Teller/ Cashier Job Order

Cash/Check payment Requests,
from concessionaries. Application
Forms,
Statement of 1.2 Encodes payment Liquidation
Account, Application transaction to the Forms, Bill of
Form and other system and issues Materials, Tellers
collections corresponding official Collection
receipts. Summary and
Requisition
1.3 Receives application/s, Forms
bill of materials, job
Receives and Process order requests and
Payments/Collection requisition forms from
customer service or
PACD.
Daily Collection Report, 1.4 Receive payments and

Teller’s Blotter liquidation forms from
employees who had a
cash advances.
1.5 Prepares detailed daily

collection report and
A
endorses daily
collections to the
Cashier.

PROCEDURES MANUAL
Cash
02 A 2.1 Cashier acknowledges GAAM Cashier Official Receipts

endorsement of Daily Collection
cash/check collection Report
and verifies the amount Teller’s Blotter
Endorsement of Daily received based on the
collection report.
Collection
03 3.1 Cashier accounts all GAAM Cashier Official Receipts,

Deposit collection to ADB cash/check on hand Daily Collection
based on the total Report
collection transacted. Deposit Slips,
Collection Summary, 3.2 Prepares corresponding

Deposit slips deposit slips based on
the collection summary
report (Cashier).
3.3 Cashier deposits

cash/check to
authorized depository
B bank.

PROCEDURES MANUAL
Cash
04 B 4.1 Prepares and signs GAAM Cashier Daily Cash

corresponding checks for Position Report,
approved disbursement Check Issued
vouchers. Register/ Cash
Book
Check Issuance 4.2 Prepares the Daily Cash
Position Report
Daily Cash Position

Report, Check
Issued Register/
Cash Book
END

PROCEDURES MANUAL
Disbursement Procedures – Cash Advances
I. OBJECTIVE
a. To ensure that all documents supporting the cash advance are complete and duly
approved by the Agency Head.
b. To determine the proper accountable officers or employees requesting the Cash

Advance.
c. To ensure that Cash Advances (CA) policies and procedures of the Water District are
properly implemented.
II. SCOPE
This procedure covers the administration and monitoring of the Water District’s Cash
Advances.
a. General Manager (GM) – responsible for the final approval of the Cash Advances
granted to Officers and employees.
b. Finance Service Head – responsible for overseeing the cash advance procedures of the
District and approval of the request.
c. Budget Officer – responsible in monitoring and proper utilization of the Budget of the
Water District.
d. Disbursement Clerk (DC)/ Accounting Processor (AP) – prepares the corresponding

disbursement voucher based on complete supporting documents duly approved by the
Department Head/Section Head requesting such Cash Advance.
e. Senior Quality Control Officer – reviews the completeness and accuracy of documentary

PROCEDURES MANUAL
Disbursement Procedures – Cash Advance
a. Regular Cash Advance – are granted to Cashiers, disbursing officers, paymaster and/or
property/supply officer for payment of the following purposes:
i. Salaries and Wages

ii. Commutable Allowances
iii. Honoraria and other similar payments to officials and employees
iv. Petty operating expenses consisting of small payments for maintenance and
operating expenses which cannot be paid conveniently by check or are required
to be paid immediately.
b. Special Cash Advance – are granted on the explicit authority of the Head of the Agency
only to duly designated disbursing officers or employees for other legally authorized
purposes;
i. Current operating expenditures of the agency field office or activity undertaken in

the field when it is impractical to pay the same by check such as –
-Salaries, Wages and Allowances

-Maintenance and Other Operating Expenses
ii. Travel expenditures, including transportation fare, travel allowance, hotel

room/lodging expenses and other expenses incurred by officials and employees
in connection with official travel.
e. Budget Utilization Slip (BUS) – is a document indicating the approved budget balance
as of a given period and allocation of budget for new requisitions or use.

PROCEDURES MANUAL
a. Requisition Slip/Letter of Request (Cash Advance)

b. Approved Travel Order form and Itinerary
c. Budget Utilization Slip
d. Approved Payroll Register
e. Official Receipts
a. Commercial Check (issuance of Cash Advance)

d. Journal Voucher
e. Liquidated Cash Advance Report

PROCEDURES MANUAL


01 START 1.1 Receives Supporting

disbursement. Travel Order,
Travel Order, Itinerary
Itinerary/ Letter of Accounting
1.2 Reviews and verify as to GAAM BUS
request Processor
the completeness and SD
accuracy of the
Receives and Evaluates B documents submitted.
SD’s
02 2.1 Prepares the Disbursement

Certified: funds
availability
No transaction into the
Yes
Prepare DV 2.2 Encodes and prints the
Transaction and Payee’s
Accounting DV/JV
detail in the DV Register. GAAM
Processor
DV 2.3 Forwards the DV and SD to
B evaluation.
A

PROCEDURES MANUAL

03 A B 3.1 The Senior Quality Control

Officer reviews and
Senior Quality
Final review and certifies to the completeness GAAM DV/SD
Control Officer
evaluation (DV) and accuracy of the
documents and forwards the
same to the Finance Head
for Approval.
Certified?
Yes No
04 4.1 The Finance Head approves
Disbursement Approval the disbursement (DV and
SD) for payment.

Approved? the Cashier for Check
Issuance.
No Finance Service
GAAM DV/SD
Yes Head
DV
C B

PROCEDURES MANUAL

05 C B 5.1 The Cashier accepts the

approved DV and supporting
documents and certify to the
Availability of Funds.
Fund
Availability? 5.2 Cashier prepares and issue GAAM Cashier DV/SD/CC
No corresponding check for
Yes
approved DV.
06 6.1 The approved DV and

Monitor Status of Check issued check are then
Issued forwarded to the Office of the
Approval and Authority to
settle obligations.
Release Approved Check Cashier/ Agency
GAAM Head (General DV/SD/CC
6.2 The Cashier reviews the
Manager)
by the GM and authorizes

PROCEDURES MANUAL

07 D 7.1 AP receives Disbursement

Summary Report from
Cashier and reviews if all
approved DV’s were properly
issued corresponding
Accounting
Record Checks Issued in checks. GAAM DV/SD/Check
Processor
Check Register
END

PROCEDURES MANUAL
Disbursement Procedures - Suppliers
I. OBJECTIVE
a. To ensure that all documents supporting the disbursement vouchers are complete and
duly approved by the Department Heads and/or Agency Head.
b. To determine the proper accountable officers or employees processing/making the

disbursement.
c. To ensure that proper internal controls are in place in the disbursement process of the
Water District.
II. SCOPE
This procedure covers the Disbursing process and control of Operational Expenditures and
Acquisition of Assets of the Water District.
a. General Manager (GM) – responsible for the final approval of disbursement vouchers
and corresponding checks for actual payment of Expenditures.
b. Finance Service Head – responsible for overseeing the disbursement procedures of the
District and approval of the disbursement vouchers.
c. Senior Cashier (SC) – responsible for the availability of fund and preparation and actual
release of checks for payment.
d. Budget Officer – ensures that all purchases and fund releases are within the scope of
the approved budget.
e. Disbursement Clerk (DC)/ Accounting Processor (AP) – prepares the corresponding

disbursement voucher based on complete supporting documents and duly approved by
the Department Head/Section Head requesting for fund release or payment.

PROCEDURES MANUAL
f. Senior Quality Control Officer – reviews the completeness and accuracy of documentary
a. Accounts Payable (AP) – refers to valid and legal obligation of the WD for which
good/services/projects have been delivered/rendered/completed and accepted
regardless of the year when this obligations were incurred.
b. Commercial Check (CC) – refers to check issued by government agencies chargeable

against the agency’s checking/current account with Authorized Government Depository
Bank.
e. Purchase Order (PO) – is a document to support the purchase of property, materials,

supplies and services.
f. Budget Utilization Slip (BUS) – is a document indicating the approved budget balance
as of a given period and allocation of budget for new requisitions.
g. Abstract of Quotation – is a document that provides clear and concise back up

documentation to justify the issuance of a purchase order.
h. Board Resolution (BR) – a written statement made by the board of directors detailing
the decision of the body to authorize officers/employees to enact on the WD’s behalf
and approve policies, regulations and acquisitions.

PROCEDURES MANUAL
Supporting Documents/Requirements (SD)
a. Request for Payment

b. Purchase Order (if applicable)
c. BOD Resolution (if applicable)
d. Abstract of Quotation
e. Invoice/Billing Statement
f. Delivery Receipt/Acknowledgement Receipt
g. Inspection and Acceptance Certificate
a. Commercial Check (Issued for payment)

d. Journal Voucher
e. Index of Payment to Suppliers

PROCEDURES MANUAL


01 1.1 Receives Supporting

START
disbursement. COA Circular No. 2012-
Accounts 001 dated Jun 4, 2012
Payable, Request 1.2 Reviews and verify as to Accounting Disbursement
amended by COA
the completeness and Processor Voucher
for payment Circular No. 2013-001
accuracy of the dated Jan 10, 2013
documents submitted.
Receives and C
Evaluates SD’s
02 2.1 If yes, compute

Withholding Tax due (if
Tax
any) and prepares the
withheld?
No necessary BIR Payment
Forms (Payee’s tax
Yes liability).
BIR RR 2-98 Accounting
Tax liability
Compute Tax Due & 2.2 And proceed in encoding Processor
prepare BIR Form and printing Transaction
and Payee’s detail in BIR
2306/2307
Form 2306/2307.
2.3 If no, proceed in DV

A B C preparation.

PROCEDURES MANUAL

03 A B C 3.1 Prepares the Disbursement

transaction into the
Prepare DV 3.2 Encodes and prints the

Transaction and Payee’s
detail in the DV Register.
3.3 Forwards the DV and SD to

evaluation.
04 Final review and

4.1 The Senior Quality Control
evaluation (DV) Officer reviews and
certifies to the completeness
and accuracy of the
Certified?
No documents and forwards the Senior Quality
GAAM DV/SD
same to the Finance Head Control Officer
Yes
for Approval.
4.1.1 If Yes, Proceed
4.1.2 If No, Return to
D C Originator

PROCEDURES MANUAL

05 D C 5.1 The Finance Head approves

the disbursement (DV and
SD) for payment.
5.1.1 If Yes, proceed
Disbursement Approval 5.1.2 If No, return to originator

Finance Service
the Cashier for Check GAAM DV/SD
Head
Approved? Issuance.
No
Yes
Approved DV
06 6.1 The Cashier accepts the

Fund approved DV and supporting
Availability
documents and certify to the
No Availability of Funds.
Yes 6.1.1 If yes, proceed
6.1.2 If no, return to originator GAAM Cashier DV/SD/CC
6.2 Cashier prepares and issue
corresponding check for
E approved DV.

PROCEDURES MANUAL

07 E 7.1 The approved DV and

issued check are then
forwarded to the Office of the
Monitor Status of Check Approval and Authority to
Cashier/ Agency
Issued settle obligations.
GAAM Head (General DV/SD/CC
Manager)
7.2 The Cashier reviews the
Release Approved Check by the GM and authorizes
08 8.1 AP receives Disbursement

Record Checks Issued in Summary Report from
Check Register & Updates Cashier and reviews if all
Index Card approved DV’s were properly
issued corresponding
checks.
Accounting
Payment to 8.2 Updates Payment to GAAM DV/SD/Check
Processor
Suppliers Suppliers Index Card.
Index Card
END

PROCEDURES MANUAL
Materials, Supplies and Property Inventory Monitoring
I. OBJECTIVE
a. To ensure that materials, supplies and property are properly accounted, expensed and
capitalized accordingly.
b. To ensure that proper internal controls are set to monitor the inflows and outflows of
Materials and Supplies and Properties acquired by the Water District.
II. SCOPE
This procedure covers the proper accounting and recording of newly purchased and old stock
of materials and supplies as well as Real Properties acquired (sale or donation).
a. Accounting Processor A (AP-A) – responsible for the proper recording, accounting and
classification of materials and supplies purchased and used.
b. Accounting Processor B (AP-B) – responsible for identifying and proper charging of

accounts.
c. Senior Quality Control Officer (SQCO) – responsible for updating the Districts Assets,
Equipment’s, Materials and Supplies balances (Lapsing Schedule).

PROCEDURES MANUAL
a. Stock Card – a document detailing the inflows and outflows of Materials and Supplies
used/expensed during a given period and the actual remaining balance.
b. Property Card – a document detailing the Real and Other Properties Acquired (ROPA)
of the District.
c. Journal Entry Voucher (JEV) – a document used to record the entries of materials and
supplies used.
d. Requisition and Issue Slip (RIS) – is a document detailing the actual outflows of
materials and supplies used.
e. Materials and Supplies Issued Journal – is a summary report of materials and supplies
issued.
a. Requisition and Issue Slip (RIS)

b. Deed of Sale and/or Deed of Donation
c. Tax Declaration
d. Transfer Certificate of Title (TCT)
e. Real Property Tax Payment Form
a. Stock Card
b. Property Card
c. Materials and Supplies Issued Journal
d. Lapsing Schedule

PROCEDURES MANUAL


01
START 1.1 AP-B receives RIS GAAM Accounting RIS
submitted by Property Processor B
Section.
1.2 AP-B reviews and

RIS evaluates the RIS for
proper charging of
accounts.
Receive and
Evaluates RIS
02
2.1 AP-A prepares Journal GAAM Accounting JEV/RIS
Prepare JEV Entry to record RIS. Processor A
JEV

PROCEDURES MANUAL

03 A 3.1 SQCO record and GAAM Senior Quality Lapsing

updates lapsing Control Officer Schedule/ JEV
schedule based on RIS
charged as CAPEX.
Updates
Lapsing
Schedule
Lapsing
Schedule
END

PROCEDURES MANUAL
Petty Cash
I. OBJECTIVE
a. To establish the proper uses and administration of the Petty Cash Fund (PCF) in
accordance with existing policies, rules and regulations.
b. To determine the extent of ownership and accountability of Petty Cash Fund

custodian/s.
c. To ensure that Petty Cash Fund are not used as an operating fund (to pay invoices for
goods and services, to pay salary or wages, or to make advances or loans).
d. To ensure that only payments in small amount are made through the PCF.
e. To ensure that proper internal controls are set to monitor and safeguard the Petty Cash
Fund of the Water District.
II. SCOPE
This procedure covers the proper uses and administration of the Petty Cash Fund of the Water
District.
a. Agency Head/ General Manager - is responsible for the proper granting, utilization, and
liquidation of the PCF.
b. Finance Service Head – is responsible for the review and approve the creation,
maintenance and reconciliation of the PCF.
c. Petty Cash Fund Custodian – is responsible for disbursing of cash from PCF,
documenting expenditures and keeping receipts, replenishing the account when runs
low and generally safeguarding the cash.

PROCEDURES MANUAL
Petty Cash
a. Cash – is money in physical form of currency, such as bank notes and coin.
b. Official Receipts (OR) – is a written acknowledgement that a person has received

money as payment following a sale or transfer of goods or provision of a service.
c. Petty Cash Voucher (PCV) – is a document used to record the disbursement of cash
out of the PCF.
d. Purchase Order (PO)/ Purchase Request (PR) – is a document to support the purchase
of property, materials, supplies and services.
e. Budget Utilization Slip (BUS) – is a document indicating the approved budget balance
as of a given period and allocation of budget for new requisitions/use.
a. Approved Request Letters or Requisition Slips

b. Approved Liquidation Documents
c. Budget Utilization Slips (BUS)
d. Approved Reimbursement Request
e. Supporting documents
a. Petty Cash Fund Voucher

b. Official Receipts
c. Petty Cash Fund Log/Register
d. Monitoring Report of PCF
e. Summary of Fund consumed

PROCEDURES MANUAL
Petty Cash

01
START 1.1 Receive requisition slips Petty Cash Fund Approved
and supporting Custodian requisition slip
documents. BUS
Reimbursement
Requisition 1.2 Evaluates documents Request
Slip & SD’s and availability of fund. Official Receipts
(if
reimbursement)
Receive Documents A
for Evaluation
02 Prepare PCV
2.1 Prepare and submit Petty Cash Fund Approved PCV
PCV to Agency Head Custodian Approved
for approval. requisition slip
Approved? 2.2.1 if yes, proceed BUS
2.2.2 if no, return to Reimbursement
No originator Request
Yes
Official Receipts
Payment 2.2 Release payment. (if
reimbursement)
END

Document No. : PM-COM-01 Eff. Date : 09-01-17
PROCEDURES MANUAL
MARKETING
I. OBJECTIVE
This procedure defines how marketing for new connection is carried out
II. SCOPE
This covers the entire Calbayog City Water District’s Marketing Process and its Interested
Parties.
Commercial Division
Administrative Division
Finance Division
Operations & Maintenance Division
Barangayan – is the assembly or gathering of people wherein objectives & relevant issues are
being discussed.
BOD Policy on Proposed Promo

Utility Rules
Application form
Attendance Sheet
Minutes of the Assembly
Prepared by: ENGR. JOSEPH M. DACURRO Approved by: MRS. EDITHA C. YRIGAN, MPM
PROCEDURES MANUAL
MARKETING
Person Information
START
1.1 Analyze current situation w/
Within the service area only
Marketing O&M.
01 1.2 Conduct Market Survey Division Manager Marketing Plan
Plann Once a Year (Budget
1.3 Set targets & goals
Workshop)
Conduct Marketing 1.4 Develop a marketing strategy
Plan
2.1 Set budget for supplies and

Prepare Budget materials Must be included in the
02 Division Manager Marketing Plan
2.2 Seek for GM & BOD’s annual budget
approval
Project
Implementation Division Manager,
3.1 Implement Marketing Should only be within the Marketing Plan;
03 Commercial
Strategies as per plan service area Attendance Sheet
Division
Monitoring and
Evaluation
Billing Reports;
Monthly Data Sheet 4.1 Monitor and Evaluate planned Minutes of the
04 Quarterly Evaluation Division Manager,
vs. Actual service connections Meeting; Monthly
Marketing Team
Data Sheet (MDS)
END
Doc No. : PM-COM-01 PROPRIETARY NOTICE Eff. Date : 09-01-17

PROCEDURES MANUAL
CUSTOMER SERVICE
I. OBJECTIVE
This procedure defines the system of Calbayog City Water District’s customer service.
II. SCOPE
This covers the process of Commercial Division’s Customer Service which includes; customer
complaints and service requests.
This services includes the ff: Change Meter, Change Stop Cock, Change Name, Inspection of
High/Low Consumption, Request for Calibration of Water meter, Re-connection, Transfer of
Meter or Service Connection, Request for temporary disconnection, Inspection of illegal
connection, Re-classification of Service Connection
Customer Service Officer

Customer Service Assistant
Investigator
Change Meter – is the process of removing the old, damaged or dysfunctional water meter
and replacing it with a new water meter.
Calibration of water meter- is the process of testing the accuracy of the water meter.
Board Resolution
National Water Crisis Act of 1995
Service Contract Agreement
Application form
Maintenance order
Service request
PROCEDURES MANUAL
CUSTOMER SERVICE
Person Information
Customer Service
1.1 Customer Service Assistant (engineering) - Leaks, Service Request
START
shall identify customer request. Repairs, Complaints Customer Service Form
01 1.2 Customer Service Assistant Water Utilities Officer – Assistant / Front
Service Request shall forward the customer to the Billing and Payment Issues liner
concerned personnel. Customer Service - All
services
Identify the records
2.1 Customer Service Request
generated
2.1.1 Take down applicant’s
data and requirements
No
For 2.1.2 Let the applicant sign the
inspection?
service request form
Yes
2.1.3 Pay Inspection Fee or
Payment of Ins./Inv. Fee Investigation Fee to the Customer Service
All Service Request shall
Cashier Assistant Service Request
have applicant’s contact
02 2.1.4 Orient applicant with Form
No number and service location
For CCWD rules and regulations Engineering
installation? map.
2. 1.5 Forward the documents Department
Yes to Investigator or Engineering
PM-ENG-05 Department.
2.2 For Other Services:
2.2.1 Customer Service
A Assistant shall encode the
maintenance order base on the
PROCEDURES MANUAL
CUSTOMER SERVICE
requested service.
2.2.2 Customer shall sign the
Service Request Form.
A 3.1 Receive the Service Request

3.2 Identify the request based on 100% of Maintenance Customer Service Maintenance Order
the services offered by the office orders prepared within 10 Assistant Form
3.3 Prepare Maintenance Order mins. after receipt of
Processing of 3.4 Indicate Payment. For complaints/service requests Cashier
Service Request Payment, refer to Cashiering
Procedure Engineering
3.5 Forward Maintenance Order Department
to assigned
team/personnel/department
Attending to 3.6 Execute the assigned task
03 Complaints 3.7 Fill-up and sign Maintenance
Order Form
3.8 Updating of Records on
Maintenance Billing and Collection System (if
Order applicable)
END

PROCEDURES MANUAL
NEW SERVICE CONNECTION
I. OBJECTIVE
This procedure defines the system of Calbayog City Water District’s application of new service
connection.
II. SCOPE
This procedure covers the flow of the entire application process
Investigator
Customer Service Assistant
Customer Service Officer
Inspection – is the inspection of the site for new water service connection
Cost Estimate – is the estimation of materials for new water service connection
Application Contract Agreement
Application Form
Approved/Signed Service Contract Agreement
Maintenance Order
PROCEDURES MANUAL
NEW SERVICE CONNECTION
Guidelines/Criteria/P Responsible
No. Process Flow Description of Activity Retained Information
olicy Person
1.1 Customer Service Assistant shall
START
check and verify applicant’s fully Customer
accomplished application and Service
Application Form requirements.
100% of Maintenance Assistant,
1.2 Orient applicant with CCWD rules and Investigator,
Order prepared within
01 Check Application regulations Engineering Application Form
10 mins. After receipt
1.3 Pay P 75.00 inspection fee to the Personnel
No of application forms.
cashier.
Paid
Inspection?
1.4 Forward the documents to Investigator
fee and engineering assistant for site
Yes
inspection and Estimate.
?
Inspect and Estimate 2.1 Proceed to site based on the sketch
provided by the applicant
Pay Cost of Materials 2.2 Conduct inspection and provide bill of
materials needed for the installation
No
2.3 Pay estimated materials
Paid Investigator,
Materials? 2.4 Forward the documents to the
100% process Engineering
Yes Commercial Services Division Manager
? application 24 hours Personnel, Application Form
02 and General Manager for approval
PM-ENG-05 after receipt of Customer
2.5 Update application status
application forms. Service Officer
Service
Contract
Agreement
END

PROCEDURES MANUAL
BILLING AND COLLECTION
I. OBJECTIVE
This procedure defines the system of Calbayog City Water District’s billing and collection.
II. SCOPE
This covers the Commercial Division’s Billing and Collection process
Meter Readers
Encoder/Billing Clerk
Tellers
Disconnection Team
Psion – a handheld computer used for meter reading
DBS – Daily Billing Summary
DCR – Daily Collection Report
Meter Reading Form

Statement of Account
Official Receipt
Disconnection List
Daily Billing Report

Daily Collection Summary
Disconnection List
PROCEDURES MANUAL
Person Information
1.1 Assign new account number
START 1.2 Encode application and Water Utilities
installation details to Billing and Management
100% of new service \Development
Maintenance Collection System
connection accounts Officer – A
Order 1.3 Set the activation date to 15 New Connection
01 accurately encoded the
days from the date of installation List
following working day after Cust. Serv. Asst.
1.4 Sequence the account
Encode data of receipt of application forms
according to its nearest water meter
Encoder/Billing
newly installed 1.5 File documents to its Clerk
service connection designated location
2.1 Prepare billing statement 1
working day before the reading
schedule
Read Water 2.2 Prepare meter reading fare by Bill, Billing Prooflist
Meters filling up cash advance form and 100% assigned water
have it signed by the Division Head meters read and recorded Cash Advance
2.3 Load Psion with the scheduled accurately by the end of Form
02 Meter Readers
zones the day.
2.4 Proceed to site and locate the Statement of
water meters provided on the bill Once a month per zone Account
A 2.5 Write the reading on the bill and
encode it to the Psion Gadget
2.6 Copy the reading to the meter
reading form
PROCEDURES MANUAL
Person Information
2.7 Verify the consumption by
comparing it to its average
consumption
2.8 Serve the bill
2.9 Post the meter reading data to
Billing and Collection System
2.10 Print Daily Billing Report
3.1 Prepare Cash Fund
A
3.2 Call the next number by
pressing the queuing system
3.3 Receive the bill to be paid
Collect payments
3.4 Encode account number /
account name of the
Concessionaire
3.5 Receive the payment
03 No 3.6 Count and check the money for
Paid? B 100% of payments Tellers
possible counterfeit Official Receipt,
received are accurately
3.7 Provide change and issue Daily Collector’s
Yes reported and remitted at Customer Service
Official Receipt Report
the end of the day. Assistant - A
3.8 Advise the payor to verify the
Issue account being paid for and count
OR the change before leaving the
premises
4.1 If paid, Issue Official Receipt
04 Tellers Official Receipt
4.2 If no, Disconnect Water Meter

PROCEDURES MANUAL
Person Information
5.1 Prepare disconnection list
5.2 Check accounts with
compromised agreement or
staggered payments
B 5.3 Proceed to site and locate the
water meter
5.4 Call the office to check the
payment status Customer Service
Disconnect 5.5 If unpaid, close the gate valve Officer-A
Meter or angle valve then disconnect the Disconnection List,
water meter and re-open the valves Customer Service Staggered
5.6 Call the office to record the 7% of delinquent accounts
Assistant Payment Forms,
05 disconnection on Billing and disconnected within the
Disconnection Disconnection
Collection System day
List Disconnection Logbook, Meter
5.7 Proceed to the next target water Team History Card
meter
5.8 Record the disconnected
END
accounts to the Disconnection
Logbook
5.9Get the history card from the
shelves and update the record
5.10 Return the disconnected water
meters to the warehouse with its
corresponding meter history cards

Document No. : PM-ENG-01 Eff. Date : 09-01-17
PROCEDURES MANUAL
LEAK REPAIR PROCEDURE
I. OBJECTIVE
This procedure clearly defines the process to minimize water losses and contamination and
improve water supply and pressure.
II. SCOPE
This covers the entire Calbayog City Water District Water Service Area and all its
Interested Parties.
Engineering and Operations Personnel
RIS – Requisition Issuance Slip

M.O. - Maintenance Order
Calbayog City Water District’s Water Safety Plan

Philippine National Standards for Drinking Water (PNSDW) 2007
LWUA Standard Specifications for Water System Construction Vol.2
Tools and equipment logbook, Calbayog City Water District Pipe Network/ Gate Valve
Location CAD Files, RIS, M.O.

ENGR. RODOLFO A. TAN MRS. EDITHA C. YRIGAN, MPM
Person Information
1.1 Checking and preparing
START Calbayog City Water District’s Tools and equipment
appropriate tools and equipment Operation and
01 Water Safety Plan logbook
needed in leak repair Maintenance personnel
Leak Detection 2.1 To determine the coverage area
and M.O. for possible low pressure/ no water Calbayog City Water District’s
Water Safety Plan
M.O Calbayog City Water
2.2 Coordinate with Information Operation and
Check and prepare District Pipe Network/
Officer Re: Nature of leak, Duration, Residents of the affected areas Maintenance personnel
DeDeatection
tools and equipment Gate Valve Location
should be informed at least 2
02 and Possible Restoration of Water Files
hrs. before the interruptions. Public information
Supply officer
In compliance to M.O.
DIST.LINE ? N 2.3 When leak repair is service line
O proceed to activity 3.1.
Y
Isolate the areaOand Tools and equipment
identified the gate valves logbook
3.1 Installing barricade and proceed Calbayog City Water District’s
in affected areas Operation and
excavation with sufficient early Water Safety Plan
Maintenance personnel
warning devices/ clearances.
Install barricade and
proceed excavation RIS
Accuracy of request of the
03 3.2 Requesting appropriate fittings materials
needed in leak repair
Request appropriate
fittings
Doc No. : PM-ENG-01 PROPRIETARY NOTICE Eff. Date : 09-01-17

Person Information
A
4.1 Repairing leakage Operation and Maintenance Order
04 CCWD Citizen’s Charter
Maintenance personnel Form/ Data Files
Repair leakage
5.1 Backfilling, compaction & Not Applicable

Backfilling / compaction Water Supply System operation Operation and
restoration.
Maintenance Manual Maintenance personnel
& restoration
5.2 When leak repair is service line is
05
accomplished procced to 6.3
N
DIST.LINE ? O
Y 6.1 Opening gate valves in affected
Open gate valves areas. Water Supply System operation
in affected areas Maintenance Manual Not Applicable
6.2 Open Blow-off valve for Flushing Operation and
of pipelines then close blow-off valve Maintenance personnel
Open Blow-off for Flushing
to restore water supply when chlorine
Residual is within PNSDW standard. Operation and Completed
of pipelines then afterwards
Maintenance personnel Maintenance Order
06 close valve when cl2 is /Data Files
6.3 Accomplished M.O. then end
within PNSDW standard.
process
ACOOMPLISHED
MO
END

Rev. No. : Accom.M.O
00 EXPRESSLY PROHIBITED EXCEPT UPON WRITTEN PERMISSION BY CALBAYOG CITY WATER DISTRICT. Pages : 2 of 3
Document No. : PM‐ENG‐01 Eff. Date : 09‐01‐17
PROCEDURES MANUAL
MAJOR LEAK REPAIR PROCEDURE

I. OBJECTIVE
This procedure clearly defines the process to minimize water losses and contamination and
improve water supply and pressure.
II. SCOPE
This covers the entire Calbayog City Water District Water Service Area and all its
Interested Parties.
Engineering and Operations Personnel

M.O. - Maintenance Order
Calbayog City Water District’s Water Safety Plan

Philippine National Standards for Drinking Water (PNSDW) 2007
LWUA Standard Specifications for Water System Construction Vol.2
Tools and equipment logbook, Calbayog City Water District Pipe Network/ Gate Valve
Location CAD Files, RIS, M.O.

ENGR. RODOLFO A. TAN MRS. EDITHA C. YRIGAN

PROCEDURES MANUAL

Person Information
1.1 Checking and preparing Calbayog City Water
START Operation and Tools and
appropriate tools and equipment District’s Water Safety
01 Maintenance equipment logbook
needed in leak repair Plan
personnel
Leak Detection
and M.O. Calbayog City
Water District Pipe
Check and prepare
Network/ Gate Valve
tools and equipment Location Files
Isolate the area and

identified the gate valves 2.1 To determine the coverage Calbayog City Water
in affected areas
area for possible low pressure/ District’s Water Safety Operation and
no water Plan Maintenance
personnel
02 Install barricade and 2.2 Coordinate with Information Residents of the affected
proceed excavation Officer Re: Nature of leak, areas should be informed Public information
Duration, and Possible at least 2 hrs. before the officer
Restoration of Water Supply interruptions
Request appropriate
fittings
Doc No. : PM‐ENG‐01 PROPRIETARY NOTICE Eff. Date : 09‐01‐17


PROCEDURES MANUAL

Person Information
A
Operation and
4.1 Repairing leakage Maintenance Order
04 CCWD Citizen’s Charter Maintenance
Form/ Data Files
Repair leakage personnel
Backfilling and
compaction
Open gate valves

in affected areas
Water Supply System
operation Maintenance Operation and
Open Blow-off for Flushing
05 5.1 Backfilling and compaction Manual Maintenance Not Applicable
of pipelines then afterwards
close valve when cl2 is personnel
within PNSDW standard.
ACOOMPLISHED
MO
END
Doc No. : PM‐ENG‐01 PROPRIETARY NOTICE Eff. Date : 09‐01‐17


PROCEDURES MANUAL
MINOR LEAK REPAIR PROCEDURE
I. OBJECTIVE
This procedure clearly defines the process to minimize water losses and contamination.
And increase water pressure.
II. SCOPE
This covers the entire CCWD Water Service Area and all its Interested Parties.
III. R ESPONSIBILITY AND RESOURCES
Engineering and Operations Department

M.O. – Maintenance Order
CCWD Operations Manual

Philippine National Standards for Drinking Water (PNSDW), 2007
Maintenance Order Form, Tools Logbook, Equipment Logbook, RIS, CCWD Water Safety
Plan, Operations Manual

PROCEDURES MANUAL

Person Information
START CCWD Water Safety Engineering and

1.1 Receive maintenance order Maintenance Order
01 Plan,Citizen’s Charter, Operations
form. Form
Receive M.O Operations Manual personnel
2.1 Check and prepare Engineering and Tools Logbook

CCWD Water Safety
Check and prepare appropriate tools and equipment Operations
02 Plan,Citizen’s Charter,
tools and equipment needed in leak repair. personnel Equipment Logbook
Operations Manual
2.2 Verification in the site
CCWD Water Safety Engineering and
Excavate
03 3.1 Excavation working place. Plan,Citizen’s Charter, Operation Not Applicable
Operations Manual personnel
Engineering and
Request Operations
appropriate fittings personnel
4.1 Request appropriate fittings Division Manager

A needed in leak repair. Accuracy of request of the
04 Storekeeper RIS
materials

PROCEDURES MANUAL

CCWD Water Safety
A Plan,Citizen’s Charter,
Operations Manual Engineering and
5.1 Repair leakage. Operations Maintenance Order
05
CCWD Water Safety personnel Form
Repair leakage Plan,Citizen’s Charter,
Operations Manual

Backfilling and 6.1 Backfilling and compaction for
06 Plan,Citizen’s Charter, Operations Not Applicable
compaction non-exposed lines.

Open control valve if 7.1 Open control valve .if Not Applicable
07 Plan,Citizen’s Charter, Operation
applicable applicable
Check the supply CCWD Water Safety Engineering and

8.1 Check the supply and all Operations Not Applicable
08 and all connection Plan,Citizen’s Charter,
connection lines.
lines Operations Manual personnel
Flush pipeline then
restoration
9.1 Flush pipeline then
09
Accomplished Plan,Citizen’s Charter, Operations
M.O. restoration.
M.O.
END

PROCEDURES MANUAL
PRODUCTION OF WATER
I. OBJECTIVE
Maintain full water level in Concrete Ground Reservoir for sufficient water supply.
II. SCOPE
All CCWD service area.

Engineering and Operation Division / Station Operators
Pressure Monitoring, Production Meter, Reservoir Elevation

Pressure Monitoring – Providing the operators with proper information in activating pumps as
per schedule.
Production Meter – Register the actual volume of water.
Reservoir Elevation – Actual water level at Concrete Ground reservoir.
Operation Procedure Manual (WTP & Cabatuan Pumping)
Water Safety Plan

Daily operation record. Log books

Person Information
START
Sufficient and stable water
01 1.1 Check sump pump water level inlet from check dam and cut Station operators Operation records
& cover
RES. WATER
LEVEL
2.1 Check balance electric current

FILL-IN CISTERN TANK
from L1/L2/L3
02 Stable Rated voltage Station operators Operation record
INFORM STATION 01 2.2 Inform station 01 for logging
of pumping time.
START
PUMPING
POWER
FAILURE 3.1 Start pump thru motor control Maintain minimum water Station operator &
level draw down at sump operator aide Operation record
03 No 3.2 Immediately inform power
POWER pump personnel
facility regarding power failure.
RESUME
Yes
A B C
Doc. No PROPRIETARY NOTICE

: PM-ENG-03 Eff. Date : 09-01-17
Person Information
A B C
Equipment pre-operation
A Station operators Operation records
04 4.1 Start Standby generator set checklist
START Standby
Generator Set
5.1 Resume pumping if normal Sufficient and stable water

05 Re-start pumps power resume pressure Station operators Operation records
Attained daily
water demand
6.1 Achieved water demand cycle All activity should be
process reflected in a daily operation Operation records
06 Station operators
record form and log books.
END
Doc. No PROPRIETARY NOTICE

: PM-ENG-03 Eff. Date : 09-01-17
PROCEDURES MANUAL
DISTRIBUTION SYSTEM MAINTENANCE
I. OBJECTIVE
This procedure clearly defines the process of distribution system maintenance
II. SCOPE
This covers the entire CCWD Water System Service Area and all its Interested Parties.
A
Responsible person are the team leaders
Resources required plumbers, drivers who shall conduct closure and opening of valves,
cleaning and others. The team leaders secured the actual data which include records of
valves
Psi – Pounds per Square Inch

Hydrant – A discharge pipe with a valve and spout at which water maybe drawn from a
water mains (as for firefighting)
CCWD Pipe Network (CAD Files)
Pressure monitoring record,

PROCEDURES MANUAL

Person Information
START CCWD Water Safety Plan,
1.1 Receive maintenance order Engineering and Maintenance Order
01 Operations and Maintenance Operations
Receive M.O
for flushing Form
for Water Supply manual personnel
2.1 Prepare service vehicle and

Check and prepare plan out areas to be isolated for CCWD Water Safety Plan, Engineering and Tools Logbook
02 service vehicle and valving operations Operations and Maintenance Operations
valve keys and other personnel Equipment Logbook
. for Water Supply manual
tools.
2.2 Verify on site
Isolate the water 3.1 Gradual Closure with 2-3

mains to be flushed minutes interval should be
out from the whole observed for each turn on the
distribution system valve, to avoid turbulence on the CCWD Water Safety Plan, Engineering and
03 pipelines. Operations and Maintenance Operation Not Applicable
3.2 Observe number of turns as
reference for the opening of
valves.

PROCEDURES MANUAL

04 4.1 Slowly open the blow-off valve
A or the Hydrant for flushing
4.2. Let water flow for several

Open Blow-off minutes until chlorine odor is
Valves or hydrants significantly detectable and turbidity
is within acceptable level.
4.3. Conduct chlorine testing.
5.0 Slowly close blow-off valve (See

Close Blow- Maintenance of Valve procedure)
CCWD Water Safety Plan, Engineering and
off/hydrant Valve M.O.
6.1. Restore operations of the Operations and Maintenance Operations
Record book
pipelines. for Water Supply manual personnel
6.2 Open valves which are

previously closed during isolation of
Open isolation the water mains. (See Maintenance
valves of Valve procedure)
7.0. Record the Location, Valve

number, Brand/kind of valve, number
of turns, date tested, status of the
Accomplished valve. Chlorine level, turbidity level,
M.O. Time of blow-off opening and
closure. Pressure at the time of
opening.
End 4.4 End of process

PROCEDURES MANUAL
MAINTENANCE OF PIPELINES
I. OBJECTIVE
This procedure clearly defines the process of the maintenance of exposed pipelines and
mechanical fittings.
II. SCOPE
This covers the entire CALBAYOG CITY WATER DISTRICT’s Water System and
Pipelines.
Operation and Maintenance personnel
POW – Program of Works

CALBAYOG CITY WATER DISTRICT Operations Manual, Water Supply System

Operation and Maintenance
Maintenance Order Form, Tools Logbook, Equipment Logbook, RIS,

PROCEDURES MANUAL
Guidelines/Criteria/ Responsible Retained

1.1 Prepare Maintenance Order for the
START Schedule PMS on Exposed Pipeline
01
Approved POW
Prepare Work
Order 2.1 Prepare tools needed.
02
Prepare tools 3.1 Wire brush, rust; make necessary repair

or replacement of defective fitting parts.
3.2. Apply anti rust paint on all piping and
mechanical fittings surfaces as primary
03
Check and clean- coating.
up of Pipelines, 3.3 Finally apply the surfaces with the
Valves & fittings desired enamel paints (metallic base) as
final coating..
.
Prepares
accomplishment 4.1 Prepare Accomplishment Report and
report Submit to the EOD personnel.
04
A
PROCEDURES MANUAL
Guidelines/Criteria/Polic
No. Process Flow Description of Activity Responsible Person Retained Information
y
A
5.1 Evaluate and check the prepared report.
Evaluate, check 5.2 5.3 File the reports.

and file report
05
Accomplished M.O.
END

PROCEDURES MANUAL
New Water Service Connections
I. OBJECTIVE
This procedure defines the entire process of New Connection Installation
II. SCOPE
This covers the entire Calbayog City Water District Customer Service Area and all its
Interested Parties.
EOD Personnel, S-1, S-2, S-3 Teams

EOD – Engineering and Operations Division
S-1 Team – Segment 1 Team Personnel
Calbayog City Water District Citizens’ Charter

Maintenance Order, Log book

PROCEDURES MANUAL
New Water Service Connections

Person Information
START 1.1 EOD Receive M.O. for

01 CCWD Citizen’s Charter EOD Aide
New Connection Not Applicable
Receive M.O.
Fill-up of Service Connection
2.1 EOD conducts Field EOD Segment
02 pre materials form for types Not Applicable
Inspection/Investigation Team Leader
Field Invest/Inspect. of service connection
3.1 Prepare Computer CCWD Citizen’s Charter EOD Aide

Bill of Materials Log book
generated bill of materials personnel
and endorse to Commercial
Division
Requisition Issuance Slip
3.2 Prepare RIS and endorse
to General Manager for
03 Tapping as per assign Approval.
Segment team
3.3 Receive issued
materials/fittings from Admin
Accomplished Division
M.O
3.4 Schedule for tapping
END then end of process.

PROCEDURES MANUAL
CCWD HIGHER/ELEVATED SERVICE AREA
I. OBJECTIVE
TO provide water at higher CCWD service area

.
II. SCOPE
This covers the upper portion and other area of the subdivision.

Pressure Monitoring, Reservoir Elevation
per schedule.
Reservoir Elevation – Actual water level at elevated reservoir.
Operation Procedure, Water Safety Plan
Daily operation record, Log books.

PROCEDURES MANUAL
CCWD HIGHER SERVICE AREA
Person Information
START 1.1 Opening of the gate valve Sufficient and stable water
01 Station operators Operation records
at the cistern tank. pressure
WATER LEVEL IN
RESERVOIR AT HALF
FULL LEVEL
02 2.1 Record previous data. Station operators Operation records
pressure
FILL-IN AND
MAINTAIN FULL LEVEL
AT CISTERN TANK.
3.1 Start pump thru motor
START PUMPING control
Operation records
FII FULL LEVEL AT 3.2 Full level at reservoir stop Sufficient and stable water Station operators
03
RESEVOIR pump motor, record at log pressure
book water level, time of
operation and pressure then
END
end of process

PROCEDURES MANUAL
I. OBJECTIVE
This procedure clearly defines the process of distribution system maintenance
II. SCOPE
This covers the entire CCWD Water System Service Area and all its Interested Parties.
A
Responsible person are the team leaders
Resources required plumbers, drivers who shall conduct closure and opening of valves,
cleaning and others. The team leaders secured the actual data which include records of
valves
Psi – Pounds per Square Inch

Hydrant – A discharge pipe with a valve and spout at which water maybe drawn from a
water mains (as for firefighting)
CCWD Pipe Network (CAD Files)
Pressure monitoring record,

PROCEDURES MANUAL

Person Information
START CCWD Water Safety Plan,
1.1 Receive maintenance order Engineering and Maintenance Order
01 Operations and Maintenance Operations
Receive M.O
for flushing Form
2.1 Prepare service vehicle and

Check and prepare plan out areas to be isolated for CCWD Water Safety Plan, Engineering and Tools Logbook
02 service vehicle and valving operations Operations and Maintenance Operations
valve keys and other personnel Equipment Logbook
. for Water Supply manual
tools.
2.2 Verify on site
Isolate the water 3.1 Gradual Closure with 2-3

mains to be flushed minutes interval should be
out from the whole observed for each turn on the
distribution system valve, to avoid turbulence on the CCWD Water Safety Plan, Engineering and
03 pipelines. Operations and Maintenance Operation Not Applicable
3.2 Observe number of turns as
reference for the opening of
valves.

PROCEDURES MANUAL

04 4.1 Slowly open the blow-off valve
A or the Hydrant for flushing
4.2. Let water flow for several

Open Blow-off minutes until chlorine odor is
Valves or hydrants significantly detectable and turbidity
is within acceptable level.
4.3. Conduct chlorine testing.
5.0 Slowly close blow-off valve (See

Close Blow- Maintenance of Valve procedure)
CCWD Water Safety Plan, Engineering and
off/hydrant Valve M.O.
6.1. Restore operations of the Operations and Maintenance Operations
Record book
pipelines. for Water Supply manual personnel
6.2 Open valves which are

previously closed during isolation of
Open isolation the water mains. (See Maintenance
valves of Valve procedure)
7.0. Record the Location, Valve

number, Brand/kind of valve, number
of turns, date tested, status of the
Accomplished valve. Chlorine level, turbidity level,
M.O. Time of blow-off opening and
closure. Pressure at the time of
opening.
End 4.4 End of process

PROCEDURES MANUAL
PEAK HOUR WATER DEMAND
I. OBJECTIVE
To augment water supply and stabilized pressure during peak hours.
II. SCOPE
This covers the entire city proper.

Pressure Monitoring, Production Meter, Reservoir Elevation

per schedule.
Production Meter – Register the actual volume of water.
Reservoir Elevation – Actual water level at Concrete Ground reservoir.
Operation Procedure, Water Safety Plan

Daily operation record. Log books

Person Information
START
HALF FULL LEVEL AT 1.1 Opening of the gate valve at Sufficient and stable water Station operators Operation records
01 RESERVOIR
the cistern tank. pressure
FILL-IN CISTERN TANK
2.1 Record previous data.

INFORM STATION 01
02 2.2 Inform station 01 for logging pressure Station operators Operation record
of pumping time.
START PUMPING
POWER FAILURE 3.1 Start pump thru motor control Sufficient and stable water
pressure Station operators
03 3.2 Immediately inform power Station 01 on duty Operation record
No facility regarding power failure. Stable power supply personnel
POWER
RESUME
Yes
A B C
Doc. No. PROPRIETARY NOTICE

: PM-ENG-08 Eff. Date : 09-01-17
Person Information
A B C
A Sufficient and stable water
4.1 Start Fuel engine drive motor pressure. Station operators Operation records
04 Start fuel
engine drive
pump if no normal power. Perform the pre-operation
motor pump check list.
5.1 Resume pumping if normal

RESUME
power resume or using 4dr5 Sufficient and stable water
PUMPING Station operators Operation records
05 engine pressure
Full Water Level

at Reservoir
6.1 If target elevation is achieved All activity should be
then end the process. reflected in a daily operation Operation records
06 Station operators
record form and log books.
END
Doc. No. PROPRIETARY NOTICE

: PM-ENG-08 Eff. Date : 09-01-17
Document No. : PM-PRO-01 Eff. Date : 09-01-17
PROCEDURES MANUAL
WATER QUALITY MONITORING
I. OBJECTIVE
This procedure clearly defines the process in monitoring the quality of water in semi-annual
physical-chemical parameters and monthly for bacteriological analysis.
II. SCOPE
Safe and potable water in all CCWD service area.
DOH Accredited Laboratory

CCWD Lab. / Senior Laboratory Technician

Bacteriological Analysis- is a method to determine the presence of Escherichia Coli & Fecal Coli form.
Physical-Chemical Test for Water – parameters for testing of water
DOH Accredited Laboratory – is to perform testing and evaluating water parameters
Senior Laboratory Technician – is the person involved in conducting water sample
Philippine National Standards for Drinking Water (PNSDW), 2007.
Purchase Request, Test Result for Water

PROCEDURES MANUAL
WATER QUALITY MONITORING

Person Information
Location for Testing
START
1.1 EOD makes a purchase Monthly Bacteriological Senior Lab.
01 Purchase Request
request. Twice a year, every Technician
DOH/LWUA MC
January and June
Prepare Purchase 2.1 Approved by the General Request should be with

02 General Manager Purchase Request
Request Water Testing Manager. complete signatories
3.1 Conduct sampling for raw &
treated water
Sample for Raw / Treated
Water
3.2 Conduct sampling as per
bacteriological sampling
procedure.
Passed? DOH Accredited Physical-Chemical

3.3 Submit to DOH Accredited
Philippine National Laboratory/ EOD Test Results &
03 Yes No Standards for Drinking Bacteriological
laboratory Senior
Water (PNSDW), 2007 Lab.Technician Results
TEST RESULT 3.4 If failed then apply for
corrective action based on
PNSDW 2007; process shall go
back to Request for Testing.
END
3.5 If passed then end of
process.
Doc No. : PM-PRO-01 PROPRIETARY NOTICE Eff. Date : 09-01-17

PROCEDURES MANUAL
WATER POTABILITY MONITORING
I. OBJECTIVE
This procedure clearly defines the process that can be used to achieve safe levels
of chlorine in drinking water supply delivered to every concessionaire.
II. SCOPE
This covers the entire CCWD’s Operations and Maintenance and its Interested Parties.
Senior Laboratory Technician
Disinfection/ Chlorination – is a treatment method by using chlorine

Chlorine – is a highly efficient disinfectant
Ppm – parts per million
RIS and Daily Chlorine Residual Form, Calculating Q * 0.3 ppm to 1.5 ppm, Daily Chlorine
Residual Logbook

PROCEDURES MANUAL
WATER POTABILITY
Person Information
START
RIS and Daily
1.1 Attach gas chlorine cylinder Treated Based on Philippine Senior Chlorine Residual
DOH/LWUA MC
01 and adjust dosage based on National Standards for Laboratory Form, Calculating Q *
computation Drinking Water, 2007 Technician 0.3 ppm to 1.5 ppm
Disinfection/
Chlorination
Check chlorinator Dosage not less than 0.3 Senior

2.1 Check chlorinator and Laboratory Daily Chlorine
02 ppm and not more than 1.5
chlorine dosage. Technician Residual Logbook
ppm
No
Within
standard
? 3.1 Flush pipelines, conduct
Yes internal testing using test kit.
3.1.1 If below/ above the Assigned personnel for their Senior

0.3 – 1.5 PPM Daily Chlorine
standard then process shall go corresponding area obliged Laboratory
03 CL2 RESIDUAL Residual Logbook
back to checking chlorinator. to conduct testing daily Technician
END 3.1.2 If within the standard

then end the process.

PROCEDURES MANUAL
CALIBRATION
I. OBJECTIVE
The purpose of this procedure is to establish a uniform and consistent system for the control,
calibration and maintenance of all monitoring and measuring devices of CALBAYOG CITY
WATER DISTRICT to ensure that the results of the measurement are reliable and sufficiently
accurate with a known degree of uncertainty.
II. SCOPE
This procedure shall apply to all monitoring and measuring devices used by CALBAYOG CITY
WATER DISTRICT that directly affects the quality of the product. These may include the following
items;
a. Working standards used for calibration.
b. Inspection, Measuring and Test equipment including Test Software used to verify the
acceptance of the product.
Responsible person is the Senior Laboratory Technician.

 Calibration – The set of operations which establish, under specified
conditions, the relationship between values indicated
by a measuring instrument or measuring system or
measuring system, or values represented by a
material measure or a reference material, and the
corresponding values of a quantity realized by a
reference standard.

 Measuring Instrument – A device intended to make a measurement, alone or
in conjunction with supplementary equipment.
 Standard – A material measure, measuring equipment reference

material or system intended to define, realize,
conserve or reproduce a unit or one or more values
of a quantity in order to transmit them to other
measuring instruments by comparison.
 International Standard – A standard recognized by an international
agreement to serve internationally as the basis for
fixing the value of all other standards of the quantity
concerned.
 National Standard – A standard recognized by an official national
decision to serve, in a country, as the basis for fixing
the value of all other standards of the quantity
concerned.
 Traceability – The property of the result of a measurement
whereby it can be related to appropriate
measurement standards, generally international or
national standards, through an unbroken chain of
comparison.
 Accuracy of – The closeness of the agreement between the result
Measurement of the measurement and the true value of the
measured.
 Turbidimeter – an instrument for measuring the turbidity of a liquid suspension

 Turbidity – a cloudiness or haziness of a water caused by suspended solids that are usually
invisible to the naked aye
 NTU- nephelometric turbidity units
LOGBOOK
PROPRIETARY NOTICE
BUILDERS.
Facilities and Equipment Master list FM-GNS-03

Calibration History Records FM-PRO-01
Calibration Schedule FM-PRO-02
Daily turbidity logbook
PROPRIETARY NOTICE
BUILDERS.
PROCEDURES MANUAL
CALIBRATION
Person Information
START
1.1 Press and briefly hold the on
Treated Based on Philippine
Measuring button and press enter to
01 devices National Standards for Team leaders Daily turbidity logbook
select measure.
Drinking Water, 2007
Calibration
Reading of
standard 2.1 Select turbidity no blank Preventive
02 Reading must 5 ntu or below Team leaders Maintenance
Logbook
No
Within
standard? 3.1 Fill the tube to the line with
standard. Insert tube and align
Yes the index line on the tube with the
Assigned personnel for their
index arrow on the meter and Daily turbidity
03 Calibrated corresponding area obliged Team leaders
select scan sample. Read the Logbook
TURBIDITIMETER to conduct testing daily
result
END 3.1.1 If below/ above the

standard then process shall go

PROCEDURES MANUAL
CALIBRATION
Person Information
back to reading of standard.
3.1.2 If within the standard

then end the process.


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CALBAYOG CITY WATER DISTRICT

INTERNAL DOCUMENT INFORMATION

IV. DEFINITION OF TERMS

 Master Document - refers to the original registered document retained and

 Controlled Document - refers to a copy of the document reproduced from the

 Uncontrolled Copy - refers to a requested copy of the document reproduced

INTERNAL DOCUMENT INFORMATION

 Obsolete Document - refers to a document that is already superseded with

 Initiator - refers to the Process Owner who generates or revise

 Document Registration - a form used to officially request for the registration,

 Document Requisition - a form used to request for controlled documents

1. Document Approval Matrix GL-DRC-01

2. Document Stamping GL-DRC-02

VI. RECORDS GENERATED

1. Internal Documents Master List FM-DRC-02

2. Document Registration Processing FM-DRC-03

3. Document Requisition Log FM-DRC-04

4. Document Review FM-DRC-05

INTERNAL DOCUMENT CONTROL

VII. PROCEDURES AND PROCESS FLOW

Identify the need of 2.1. Identify document if new or existing:

2.1.1.1. The Initiator shall ask from

A 2.1.2.1. Initiator shall request a soft

INTERNAL DOCUMENT INFORMATION

and a Document Registration

3.1.1. NEW DOCUMENT

Draft or revise the 3.1.1.1. The Initiator shall prepare

3.1.2. EXISTING DOCUMENT

3.1.2.1. The Initiator shall draft

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4.1. NEW DOCUMENT

B 4.1.1. The Initiator shall fill up the

4.2.1. The Initiator shall fill up the

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Document No., Revision No., and

4.2.2. The reason for revision shall be

4.2.4. The copyholders of the document

4.3. DOCUMENT FOR

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4.3.1. The Initiator shall fill up the

4.3.2. The reason for discontinuance

4.3.3. The current copyholders of the

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5.1. Attach the draft document created Draft

6.1. After all the review, the draft

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form and forwarded to the designated

8.1. The Document Controller shall

8.3 The Document Controller shall

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