Quality Procedures Manual

Document Code:
Prepared by: Approved by:

DOJ·PM·PMS01"{)01
Effective Date:
01 August 2018
Officer-in-Charge ~ Revision No.:

Planning and Managementl'trvi o
PROCEDURES MANUAL
Department of Justice
This is a controlled document and conforms with ISO 9001:2015 requirements.

Quality and Operational Procedures Manual
Document Code: Effective Date: Revision No.:
DOJ-PM-PMS01-001 01 August 2018 0
CONTROL OF DOCUMENTED INFORMATION
NO. REVISION
CONTROL NO. OF
PROCEDURE PROCESS OWNER OF NO.
DOCUMENT
PAGES
QUALITY PROCEDURES
DOJ-PM-PMS04-001 Control of Documented Information Management Division 1 0
DOJ-PM-PMS04-001.FOl Document Registration Form (DRF) Management Division 1 0
DOJ-QM-PMS04-002 Internal Quality Audit Management Division 2 0
DOJ-QM-PMS04-002. FOl Annual Quality Audit Program Management Division 1 0
DOJ-QM-PMS04-002. F02 Internal Quality Audit Matrix Management Division 1 0
DOJ-QM-PMS04-002. F03 Internal Quality Audit Itinerary Management Division 1 0
DOJ-QM-PMS04-002. F04 Internal Quality Audit Checklist Management Division 1 0
DOJ-QM-PMS04-002. FOS Internal Quality Audit Report Management Division 1 0
DOJ-QM-PMS04-002. FOG Non-Conformity Corrective Action Management Division 1 0
Report
DOJ-QM-PMS04-003 Control of Non-Conforming Outputs Management Division 1 0
DOJ-QM-PMS04-004 Management Review Management Division 1 0
DOJ-QM-PMS04-004. FOl Management Review Minutes Management Division 1 0
DOJ-QM-PMS04-00S Risks and Opportunities Assessment Management Division 1 0
DOJ-QM-PMS04-00S. FOl Risks and Opportunities Assessment Management Division 1 0
Form
DOJ-PM-N PS02 -005 Client's Satisfaction Feedback National Prosecution Service 1 0
DOJ-PM-N PS02-005. FOl UtiganfsFeedbackForm National Prosecution Service 1 0
Department of lustice
NO. REVISION
CONTROL NO. OF
DOCUMENT
PAGES
OPERATIONAL PROCEDURES
Case Management System
DOJ-PM-NPS02-001 Receiving of a Criminal Complaint National Prosecution Service 1 0
DOJ-PM-NPS02-001.FOl Investigation Data Form (NPS Form National Prosecution Service 2 0
No.1, 5.2008)
DOJ-PM-NPS02-002 Docketing and Recording of a National Prosecution Service 1 0
Criminal Complaint
DOJ-PM-NPS02-003 Assignment and Routing of a National Prosecution Service 1 0
Criminal Complaint
DOJ-PM-NPS02-004 Release of Case Documents National Prosecution Service 1 0
DOJ-PM-NPS02-004.FOl Request Slip Form National Prosecution Service 1 0
Recruitment and Performance Management

DOJ-PM-ADS02-001 I Publication of Vacant Position I Appointment Section I 1 I o
NO. REVISION
CONTROL NO. OF
DOCUMENT
PAGES
tearnlna and Develonment

DOJ-PM-ADS02-006 Nomination of Participants for Training Section 1 0
Training
DOJ-PM-ADS02-006.FOl Training Nomination Form Training Section 1 0
DOJ-PM-ADS02-006.F02 Participant's Registration Form Training Section 1 0
DOJ-PM-ADS02-007 Training Needs Assessment (TNA) Training Section 1 0
DOJ-PM-ADS02-008 Conduct of Training Activity Training Section 1 0
DOJ-PM-ADS02-008.FOl Post-Program Evaluation Sheet Form Training Section 2 0
Procurement Management
DOJ-PM-ADSOS-OOl Procurement Planning Procurement Division/Bids 2 0
and Awards Committee
DOJ-PM-ADS04-001 Preparation of Purchase Order Property Management Section 1 0
Delivery, Acceptance, Warehousing and Issuance of Supplies

DOJ-PM-ADS04-002 Acceptance, Warehousing and Property Management Section 1 0
Issuance of Materials
NO. REVISION
CONTROL NO. OF
DOCUMENT
PAGES
Repair and Maintenance

DOJ-PM-ADS04-003 Renalr.and Malntanancs of .Propertv Management Section.. 1 ()
Equipment
DOJ-PM-ADS04-003.FOl Request for Repair Form Property Management Section 1 0
DOJ-PM-ADS04-004 Repair and Maintenance of DOJ Maintenance Section 1 0
Motor Vehicle
DOJ-PM-ADS04-00S Repair and Maintenance of Buildings Maintenance Section 1 0
and Facilities
DOJ-PM-ADS04-00S. FOl Call Slip Form Maintenance Section 1 0
Other Support Processes

DOJ-PM-FNS02-001 Preparation of Budget Proposal Budget Division 1 0
DOJ-PM-FNS02-002 Obligation of Funds Budget Division 1 0
DOJ-PM-FNS03-001 Disbursement of Funds Accounting Division 1 0
DOJ-PM-FNS03-002 Issuance of LDDAP-ADA Accounting Division 1 0
DOJ-PM-ADS04-006 Issuance of Check Cashier Section 1 0
A:~
Department of Justice Quality Procedures Manual
"
Process Title
Objective
Control of Documented Infonnation
To establish and maintain an effective and systematic control of all QMS related documented information
Document Number
Revision
Effective Date
DOJ-QM-PMS04-001
01 August 2018
Page 1 of 1
'0 "
.~ Forms
""
"
",1;; 0 Implements control of
1. DOJ-QM-PMS04-OO1.F01
E ::J
.,(.)
E '"
Start )-. Submits the DRF and its
supporting document
( End }- documented
information
Document Registration Fonn
(DRF)
~]0:: Note 1 t
I
Issues copy of
:uo upoates ure revisron approved DRF and
it: >-----+ number or marks distribute revised
0 ~o document as 00'0'"",, document to all
as reouested
~e concerned
8
J!l
c
OJ
E
::J
o
0
Evaluates the
nRE...aruLall it<:
attachment
.1
Yes
ew
~es_'
.'2.-
Assigns Document
Control Number
f----.
Registers/updates to
the Masterlist of
Registered
Documents
~
Stamps Document
Control No.
accordingly
_. t
Files Master Copy of
controlled documents
Cl
Note 4
•...OJ
oE OJ Review Return to DCO for
~~~
::E •...
appropriateness of
No_'
the notification of .r End
o O'iii
Cl documents to be ~ concerned \
-,OJ
0"0 controlled process owner
en
Note 2
WQBK 1!lI~B!.!~IIQ!lI§
Note 1 DOJ-(T~~~ gf Q~!.!rn~otHQ{fi~~ Q(jgi[JSlt~dl'Qi~i~jQn~~tiQ[J ~U[J}gC[)-~ Administrative Service
The document requested shall be reviewed/approved by relevant OQMR. The NllmWl· 01- Office of the Director
References
document may refer to: (F + series number) 02 - Personnel Division
1. for enrollment Ex. DOJ·PM·PMS01-()Ol (Appointment Section and Training Section)
2. for revision DOJ·PM·PMS01·OO1.F01(fo,Forms) 1. Registry of Controlled
03 - Communications Division
3. for archiving (obsolete documents) 04 - General Services Division
Documented Infonnation
I. Department (Cashier Sectlco, Property Management Section, Maintenance Section)
Note 2 ooJ - Department of Justice 05 - Procurement Division
The QMR reviews the appropriateness of the requests and recommends the II. Type of Document
approval/disapproval to SOJ or his/her designate. PM - Operational Procedures Manual Planning and Management Service
QM - Quality Manual and Quality Procedures 01- Office of the Director
Note 3 F - Farms 02 - Planning and Statistics Division
For revision of documents. the DCO shall issue the same document number 03 - Management Information Systems Division
and indicate revision number/history. Retrieves obsolete copies of revised III. DOJ Offlres/ Divisions/Sections 04 - Management Division
document. For all obsolete documents. archives obsolete master copy of Office of the Secretary
document. Updates masterlist of documents and upload revised and delete 01- Office of the Secretary Receiving Section Financial Service
obsolete document in the website. as necessary. 02 - Office of the Undersecretary 01- Office of the Director
03 - Office of the Assistant Secretary 02 - Budget Division
Note 4
DOJ QMS Document Numberlnc System (DNS)
The DNS format for all Quality Management System =rr is:
National Prosecution Service
01- Office of the Prosecutor General
Docket Section
03 - Accounting Division
V. Control Number ,.
---
02- The control number shall start from 01 to 99 or three (3) digits if it exceeds 99.
Prepared by: Verified by/Reviewed by: Approved by:

.
NAPANG~&~'AT
AO IV, Ma agement Division
/
~~.THOMAS
OIC-Director, Planning and ManaflfTtent Service
4·SUGAYc-:
ry
1_~
Process Title Internal Quality Audit Document Number DOJ-QM-PMS04-002
Sub-Process Title Planning and Conduct of Internal Quality • (IQA) Revision 0 Page 1 of2
10 estaousn a system TOr plannrng, ~"uu~u, 'lJ ana assessing mtemai auans 01 \..1M;;; ana
Objective To up of intemal audit results to the Management, thereby ensuring that the QMS is Effective Date 01 August 2018
-=- -~" , imole-mented and" maintained
Prepares Annual DOJ-QM-PMS04-002.F01

0 Disseminates
o IQA Program and
Memo/issuance
- Internal Quality Audit
0 Program
Audit Matrix
I l DOJ-QM-PMS04-002.F02
• I
Conducts
Matrix (optional)
rx:
~ START
r Organizes
Internal Audit
Reviews/
Approves Audit
Program and
L~
~u7 ' c",.
Organizes
Internal Auditors
Issues Memo to
process units for
the conduct of
Opening
Meeting with DOJ-QM-PMS04-002.F03
a Teams
Audit Matrix
Meeting lOA auditees and - Internal Quality Audit
auc IIOrs 'UIIC'Q'Y
Note 1 Note 2 I t Note 5
~
iiilJ)
::J ~
•
Prepares the IQA Prepares IQA
I j,
Conducts the
DOJ-QM-PMS04-002.F04
0.9 Itinerary during ~ Checklists, if Checklist
-'6
co ::J Audit
E« the meeting applicable ~
2
Note 3 Note 6
-=
WORK INSTRUCTIONS
NO'.
Members of the Internal Audit Team Shall refer to the pre-qualified internal auditors who attended and References
participated in the ISO 9001 :2015 Interpretation of Standards and Internal Quality Audit Course, CLASSIFICATION of FINDING Mlnor- Lapse in the system that has limited effect on the integrity of the
Positive Findings - conformitiesto the management system which are commendable; best management system (MS) or quality performance of DOJ:
Note 2 practices that can be bench marked by others. a. Inconsistencies in the implementation procedure
The OMS Audit Program shall be scheduled at least once a year. The program may be prepared and finalized b. Non-Irrplementation of some requirements of a procedure
within the 1" quarter of the current year Vv'hlle Audit Matrix may be prepared depending on the scope d OMS Nonconfonnlry: c. Missing some documents, records. signature. incomplete date, etc.
Implementation. A non-conformitiesmay be Identified thru the following:
Requirement: non-conformance with the Identified clause under 9001:2015 requirements Observation - An observation is not nonconformity but could lead to nonconformity,
Note 3 Failure: system breakdown or lapse with the eyetem ¥lith a certain process or procedure if alcwed to continue uncorrected. It could be an isolated lapse in documentation or
The lOA Checklist may be used to guide Auditors from questions, note key requirements of relevant policies, Evidence: lack of object-evidence presented implementation of the management system which did not result to legal
procedures and work instructions, and records. Where applicable, verification of the Irreterreotaucn and! r noncompliancean<Vor injury or illness.
effectiveness of actions taken to previous audit findings shan be prompted in the checklist Major - System Breakdown- total failure to fulfiU a specified requIrement of the standard that
Is applicable to OOJ Hints for Improvement - Conforming to the basic requirementsof the QMS
Note 4 a. Absence of documentation or non implementation of the entire procedure required by standard Of legal requirement but can be further improved; fJl1dlngs have no direct
A Memorandum shall be issued to concerned process units announclng the oonduct of lOA. The lOA program the international standard noncompliance anGIorinjury or inness.
shall eec be communicated at least a week before the scheduled audit b. Nonconformityrepresents a repeating or widespread failure to Implement the
requirement of the OMS on ISO 9001 Standard
NoteS c. Failure to achieve OMS performance measures that can lead to an unacceptable
The OMR shall conduct a general Opening Meeting to reiterate the scope, purpose and schedule of audit and to risk and DOJ failed to take corresponding effectNe corrective action.
sotlcit everybody's cooperation during the audit. The audit shall be conducted folla....;ng as closely as possible d. Nonconformity is directly related to failure to recognize and record an when an objective
the Internal lOA Itinerary and lOA program. is not met or defined programs are not implemented as planned; and
e. Aggregation of minor nonconformities
Note 6
The individual Team may conduct informal mini Opening Meeting in their assigned area to set the mood of audit.
Also, Audit Team may conduct individual mini Closing Meeting In the audited areal function! unit to present the
results fA the audit. The mini Closing Meeting informs the Auditee of the general result of the audit of the specitc
area and slgnrtles the end of the conduct of audit
V
•.• ,""
-~Aa'-M!t:
ch7M;~
t~"- RA
srnent Division
~
RYAN C. THOMAS
OIC-Director, -'QIIIIII'\j and • '"""~~II'C' Service
-~.SUGAY
y
'Y
.....""""
6~~. Department of Justice Quality Procedures Manual
~
Process Title Internal Quality Audit Document Number DOJ-QM-PMS04-002
Sub-Process Title Post IQA activities Revision 0 Page 20f2
Objective To establish a system In the preparation of QMS audit reports and Nonconformity Corrective Action Report (NCARs) Effective Date 01 August 2018
Forms
~
"'iii DOJ-QM-PMS04-002.F05
::l
01/)
-CIl 0'-
c::t::
'-"0
lyJ
Conducts IQ
Auditors debriefing Prepares IQA Report Monitors the compliance to
NCARs
__. Notifies the Management
Division
-IQA Report
Q) ::l and consolidation of and NCARs

:gq: reports
DOJ-OM-PMS04-002.F06
- Nonconformity Corrective
=cCIl Action Report (NCAR)
Q)
_J
Note 7 Note 8
Issues IQA Report and, if

Conduct Closing
0::
:2:
0
Meeting with
auditees
r----- any, issues NCARs to
concerned process owners
during the closing meeting
Note 9
C
Q) c: Consolidates
--
o E 0
Q) 'iii and controls the lOA
() C).-
Report and NCARs END
O~5 CIl
:2:
WORK INSTRUCTIONS
Note 7 References
Members of the Audit Team shall meet as a collegial body to consolidate findings, agree on the
classification of audit findings in preparation for Management Review.
Note 8
Use Nonconformity Corrective Action Report (NCAR) Form (DOJ-PM-PMS04-OO2.F06) for nonconformities
only. The form is used to .... Audit nonconformities shall be considered as "Actual Nonconformity' while
audit observations shall be "Potential Nonconformity". The form shall be completed up to Item 1 and signed
by the auditor and auditees.
Note 9
A general Closing Meeting shall be conducted after the Audit Teams have completed their audit to present
the overall results of the audit and obtain Head's support and commitment on the corrective action to be
taken. .d ""
Prepared by:
~J Verified by/Reviewed by:
,-- - Approved by:
G
C
;'f/ r
M ff A.» VERGARA
Ma~~gement Division
~"C,THOMAS
OIC-Director, Planning and Management Service
foSOSUGAY
c-:
tary
•
Process Title
Objective
Control of Non-Conforming Outputs
To ensure that causes of detected nonconformities are remedied/solved/eliminated in order to prevent recurrence.
Document Number
Revision
Effective Date
Quality Procedures Manual
DOJ-QM-PMS04-003
01 August 2018
Page 1 of 1
C/)
'0
Y Yes
CO
Q)
:c
~
- Identifies
nonconform ing
Records
nonconforming _ . Takes
appropriate
__. Verifies
conformity of ~,,~u_
~ outputs corrective action action taken
a; outputs
-
2
,J
'c
::::>
Note 1 Note 2
1\0
Refers to QMRI
C/)
C/) Updates HR
Q)
o '--- documented nonconforming
e
c, information outputs and/or
corrective action
Note 4 Note 3
WORK IIIISIRUCIIQIIIS
Note 1
Nonconforming outputs results when there is a deviation from work standards, practices, Note 3
•.,,-.-
..~- ,~.. --~
procedures, regulations, and other management system requirements, that could either Referral of nonconformity shall be made through the QMR ~ the Identified
directly lead to client complaints, damage to goods and services, injury or illness, property nonconformity is system-related, and HR, if employee-related. Control of Documented
damage, damage to the workplace environment or combination of these. This shall Information Procedure
include, but not limited to: Note 4
- Nonconforming purchased goods and services If changes/updates in process and procedures, refer to control of documented
- Nonconforming staff information procedure.
- Nonconforming process and services determined during satisfaction survey below
acceptable performance level
- Nonconforming outputs identified during audit activ~ies
Note 2
Corrective actions may be based on the nature of nonconformity and ~s impact on
conformity of requirements. This may include the following, among others:
- Corrections
:."..--
4su~Y
Prepared by: Verified by/Reviewed by: ; •.••.• 'uv"u by:
J! .1
~~E J,y ;. VERGARA
,,"la!'!"III"'IL Division
~
OIC-Director, Planning and Management Service .•../"-JnU" I ;''',",1 "LalY
-(__/
Iii~
....:l.~
Process Title Document Number DOJ-QM-PMS04-004

Management Review
1--------1
Sub-Process Title f---------------------------------------------lRevision o Page 1 of 1
1--------IITo ensure the DOJ's management system is formally and periodically evaluated to assess its continuing suitability, i---------t---------------i
Objective adequacy and effectiveness, and to identify opportunities for continual improvement. Effective Date 01 August 2018
Forms
Review and ~ 1. DOJ-QM-PMS04-004.FOl
I------I~~v
,~u >---"V
yes
START approve minutes Management Review
'------.,.-----' Minutes
Recommends
Defines Review
approval to SOJ or
Agenda
his!her designate
Note 1
co
'iii Report progress ~
'>
o.•... 0
Co
Organizes!
Confirms
Prepares
information/data -
Prepare! Draft MR
minutes for review ~ __J
Distribute Minutes
to all concerned on next
Management
review
K- End
Attendance and approval
~o
Q)
01
co
Note 2 Note 4
Monitors
action items
i
C
co
:2 Nnt., <;
:::
Q) References
'sQ)
a:: Convene and 1. Agenda
cQ)
E
CIS conduct the 2. Department Order
E Q)
Management 3. IQA Report
(1)1-
0) Review 4. Attendance Sheet
CIS
c: 5. Minutes of the
CIS Note 3
~ Management Review
WORK INSTRUCTIONS
Note 1. The QMR shall determine the schedule of the Management Review based on the Note 3. The review shall be presented by the QMR. The outputs of the review shall include the Note 4 - The Minutes of the MR shall be drafted and submitted for review and approval w~hin the
availability of the Team members. The Management Review shall be conducted At least following among others: required 1fXtay period.
once a year andlor after every special audit as may be deemed necessary. • Conclusions on the continuing suitability, adequacy and effectiveness of the DOJ qual~
policy, objectives and programs vis-a-vis the strategic direction of the Department Note 5 -Records of reviews, including decisions & actions shall be maintained accordingly.
Note 2. Information/data included in review agenda shall be consolidated and where • Commitments and recommendations for continual improvement of the QMS;
appropriate analyzed by the Management Division. • Resource needed, i.e., training needs, t~hnology upqrade, etc.; and
• Other chanqes that could aff«l OOJ's QMS.
Prepared by: Verified by!Reviewed by: Approved by:
~VERGARA ~
~~~:kagement Division OIC-Director, Planning and Management Service
1_ -""'"
Process Title Risk and Opportunity Assessment (ROA) Document Number DOJ-QM-PMS04-00S
r--
Sub-Process Title Revision 0 Page 1 of 1
To define lhe process of risk assessment and mitigate risks to increase lhe likelihood of achieving objectives
Objective Effective Date 01 August 2018
Forms
DOJ-QM-PMS04-005.F01
,
0:: Form the ROA - Risk and Opportunity
START
::E ~ Team Assessment Form
a
I Note 1
~
E
CIS
Q) Validates and / '\
I"'nnducts.+isk- .o.nalyseS-ti:l ~aluate eeRti-fies-Risk "'valYates --ldeAtifie
« idenfication ~ reviews ~ risks
-+ identified risks ~ Treatment Plan r-+ Residual Risks
~ opportunities
~
END
)
0 identified risks
0::
Note 2 Note 3
WQB~ INSTBUCTIO~S
Note 1 References
Each department! unit shall be represented in the team. The ROA Team shall be given orientation on the ROA process.
Note 2 OCCURRENCE
Identified risks shall be evaluated based on Its severity and occurrence. Risk Treatment Plan shall apply only to identified 1 2 3 4 5 1. DOJ Quality Manual
Moderate and High Risks (see table below)
Risk Rating Scale S 2. DOJ Development Plan

1 1 2 3 4 5
OCCURRENCE SEVERITY E
RATING DESCRIPTOR DEFINITION RATiNG D£SCRIPTOR DEFINITION V
- Extremely adverse Impact to business; may cause E 2 2 4 6 8 10
Very likely. Expected to occur in most extensive loss, may lead to bankruptcy or closure:
5 EXTREME R
5 ALMJSTCERTAIN circumstances. History of regularity in organization - may cause fltallty. 3 3 6 9 12 15
or similar institution - may cause Irreearable darnaae to nature I
• multiple client complain damaging company T 4 4 8 12 16 :10
Strong possibility of occurrence. History of 4 MAJOR reputation and/or huge tlnandal loss; y
4 LIKELY • may cause prolonged hospitalization 5 5 10 15 :10 2S
frequency
• mevceuse long term damage to the environment
• Client complain with minimal financial loss;

3 POSSIBLE Mightoccus as history showed casual occurrence RISK ClASSIFICATION TREATMENT
3 MODERATE • mav need medical attention
• mavceuse minimal Impact to the environment LOW RISK (1-5) Accept (Tolerate)
· Accept nsk; no firther action needed
2 UNUKELY Not expected but may occurat some time
HiShly unlikely but may occur under exceptional 2 MINOR

- Mavcause client lrrttatlon with minimal financial
impact; · Risk treatmertf action necessary
reduce nsk ....m
.·
· minimal impact on health and safety MODERAltRISK (6-10) Reduce and Aa:ept
1 RARE circumstances. It could happen but probably never Treatment may include trnmferilg
• mav sll htlv disrupt natural system?
will. 1 INCONSEQUENTIAL No financial and health and safety impact Q"sharinl! rsk.
Risk treatment redly needed to .",ide
HIGH RISK (12-25) Avoid and Reduce or reduce risk
Note 3
Identified residual risks shall be evaluated based on the effICiency and effectivity of the identified risk treatment using the
risk rating criteria.
Note 4
Identity opportunitiesto determine lhe advantages on the identified risks.
~:=
t!-1
~~ ¥j;.'
C
VERGARA
, Management Division OIC-Director, Planning and Management Service
~SUGAY
ersecretary
!_-
Process Title
Client's Satisfaction Feedback

Document Number
Quality Procedures
DOJ-PM-NPS02-005
Manual
Revision 0 Page 1 of 1
Objective To process effective documentation of client's satisfaction feedback 01 August 2018
Effective Date
Fonns
1. DOJ-PM-NPS02-OO5.F01
.•...
c
.s Accomplishes Litigant's
- Litigant's Feedback Form I
(3 ( Start
~ Feedback Form
Nole 1 I
alO)
al
> •...
•01:1 <1l
<1l.s:::
•
Gathers all
Immediately process
Submit all report to
Comply with the
.b o gathered feedback directive of the
accomplished Chief of Office at End
:~'E" .~'
al
feedback form
form using report on
client's feedback
end of each month
Head of Office and
document the report
"",,0
<{IE Nole2
0
al
t.l
IE Evaluate the
-
0
0
"0
<1l
al
monthly report and
take necessary
management action
I
llV.QBI:S I~~B!.!~IIQ~~
Note 1 References
1. After accomplishing the feedback form, the clients may drop inlo assigned secured box.
Note 2
1. Report on Client's
1. Gathering of accomplished feedback form may either be on a day to day basis or weekly basis. Feedback
1. For recording and controlling of feedback, a designated Administrative Officer is designated in collecting accomplished feedback form to avoid manipulation of results and data.
2. Gathering of accomplished feedback forms is done on a weeikly basis.
~
Prepared by: Verified by/Reviewed ~ Approved by:
IRE ~q~~K1AAih:
I )
r:~.
Administrati e Officer V
JO~~~
City Pr~se tor, OCP Makati City
AD N FE INAND S. SUGA Y
ndersecretary
<:»
~
Department of Justice Operational Procedures Manual
"
Process
Objective
Title Receiving
To establish
supported
of a Criminal
a process
by documentary
Complaint
in receiving
requirements
a complaints for Preliminary Investigation (PI) and for Inquest Proceedings duly
Document
Revision
Effective
Number
Date
DOJ-PM-NPS02-001
01 August
0
2018
Page 1 of 1
Fonns
~~
C:p
ro .•..•
C
._
ro
C
ro C1)
c.l3
Eo •...Co
(.) C1)
I Submits
for
T
a Crimi~la~~e~ilalnt I
. r
1. DOJ-PM-NPS02-001.FOI -
Investigation Data Form (NPS
Form No. 01, S. 2008)
0:: Note 1
I
~
~
•
Checks the documents
submitted based on basic
Do not receive, instead
advises the complainant
or representative to
requirements of cases to ~Ple/ submit the complete
be filed
~~~ basic .
, ';;,,-~ Note 2 J
CC-
o ._ 0 Y;s
:+:J .2= I-
(,) C1) C1)
C1) (,) (,)
U)C1)!E Advises the complainantto have the
Receives the complaint
as 0::0 complaint/witness affidavits and the
Investigation Data Forms f---4 with supporting
Forwards the case
document to The End
-'o" subscribed/certified under oath
documents deSignated docket staff
0
0
WORK IflISIR!.!~IIQflIS
Note 1 Note 2
A.lfforP.I.: Basic requirements shall include the provision in Note 1 and/or the following:
References
1. A complaint may either be filed by private individual entities or govemment agencies. 1. Complaint affidavitls and affidavit of witness/es (seven [7] copies plus the number of
2. Govemment Agencies refer to Law Enforcement AgenCies such as: respondents). 1. Handbook on Case Management
a. PNP-Phllippine National Police System
2. Supporting documents depending on the nature of case filed and upon determination during
b. BI-Bureau of Immigration P.I. and Inquest Proceedings.
c. BIR-Bureau of Internal Revenue 3. Every copies of the complaint affidavit shall be accompanied by an Investigation Data Form
d. BOC-Bureau of Customs No.Ol s. 2008 - DOJ-PM-NPS02-001.FOI duly accomplished by the complainant/representative.
e. PDEA-Phillppine Drug Enforcement Agency Additional copies may be required by the prosecution office as the case may be.
f. NBI-National Bureau of Investigation
3. The documents submitted must be properly arranged, labelled, paged and bound.
B. If for Inquest:
Receives the following documents:
1. Affidavit of Arrest (and Affidavit of Tumover, in case of citizen's arrest);
2. Two (2) copies of the standard Investigation Data Forms duly accomplished by the law enforcer or citizen effecting the arrest; and Affidavit of
the complainant and witnesses
a. If no Affidavit of Arrest (and Affidavit of Turnover, in case of citizen's arrest) and the accomplished Investigation Data Forms are
submitted, advise the law enforcer to submit the same. Until the said requirements are submitted, the complaint shall not be received.
b. If the Affidavit of Arrest (and Affidavit of Tumover, in case of citizen's arrest) and the accomplished Investigation Data Forms are
submitted, but some of the other documentary requirements are not complete (using the Checklist found on page 79 of this Handbook),
advise the law enforcer to immediately submit the other required documents later but forward the complaint to the docket staff.
-
CAdditional complete sets of complaint with annexes are needed for every additional respondent/s and complaintls filed.
Verified bylR";~d b~~~k~:
" ,.,.":!'-
IR~~ JR. ~SUGAY
Administr '""" Officer V City Pros City ndersecretary
J
V
V
_ Department of Justice Operational Procedures Manual
Process Title Document Number DOJ-PM-NPS02-002

Docketing and Recording of a Criminal Complaint
~----------~~----------------------------------------------------------------------------------------~Revision o Page 1 of 1
Objective To establish process in assigning docket number to complaints accepted for P.I. and Inquest Proceedings
Effective Date 01 August 2018
it: Fonns
t3 Write down or stamps the Releases one (1) copy to
]1:=
(.) «I Assigns the NPS docket
START '\ ••. number based on the
NPS docket number on the the complainant or
appropriate space in each representative and
8w ..._________.,/~ prescribed office codes copy of the Investigation attaches other copies to
al-E Data Forms the case document
cuc: 8Q)
.2> a:: Note 1
0~al
.•.•
, «I
.()~ .§,
tIJ
Forwards the case
document to Head of Recordsthe complaint in
___ -+_-'"'Q)'5-ic"..Q)L-l-
In ,..., -F======+J2!~~~~~~~~======:::j..;the
Office, Raffle Committee appropriate logbook,
leetronic-database;-andJ'-i--------------------------------r------------+--
]1c Head or Task Force Head or index file, if any.
o
o
Assigns the case 1- -.1 End

to a prosecutor
we RK INSTRl CTIONS
Note1
Examples: References
Pan .ExDIanation Possible Codes • I-O-lNV-OSA-OOOOl • XV-OI-lNV-OSL-OIOOO
1 )<1'5 region and 05CP nuniler 1. U nr, etc. o I -Region I 1. Handbook on Case
represented by Roman numerals o XV National Capital Region
o 01 -ORSP o 01 - OCP Antipolo Management System
2 Provincial/Citv office (2-digit 01,02,03, etc. o INV - preliminary investigation or summary investigation
number) o !NV preliminary investigation or 2. Record Book
o OS - year 200S summary investigation
Plus provincial substation, if any 01a, 01 b, ere. o A - month of January 3. Database
o OS - year 2008
(small letter) o 00001- first preliminary investigation or o L - month of December
3 Type of investigarion INv fur regular preliminary summary investigation case for year 2008 o 01000 - I,ooO~ preliminary investigation or
investigation and summary summary investigation case for year 2008
investigation • I-OSa-lNV-OSA-OOOIO
1:1:0 for imuest case o I - RegionI • XVI-lNV-OSL-03000
4 Date using the last two digits of the OSA = 200S, January o 05 - OPP La Union o XVI - OCSP
year plus a capital letter from A to o a - Agoo Substation o lNV - preliminary investigation or
O9C - 2009, March
o !NV - preliminary investigation or summary summary investigation
L, representing the months from
investigation o OS - year 2008
January to December, in seouence o OS - year 2008
5 Series rumber, represented by a 5- 00173,00254, etc. o L - month of December
o A - month of January o 03000 - 3,000111 preliminaryinvestigation or
digit number that is unique fur the o 0010 - 10th preliminary investigation or
year summary investigation case for year 2008 summary investigation case for year 2008
Prepared by:
Verified bY/R";'we~ r. Approved by:
IR~
r&;;;;
FUERTES JOR~C?:0.,JR" AD FER AND S. SUGAY
Administr1tive Officer V City Prose :~or, OCP Makati City U ersecretary
.•••• ::;.'T~
Document Number DOJ-PM-NPS02-003

Process Title Assignment and Routing of a Complaint
To establish a process of assigningand routing of a case for preliminaryinvestigationand for Inquest Proceedings to a
Objective 01 August 2018
prosecutor Effective Date
•...Q) Fonns
START
~
I
•... .2l
o co
Q) c:
U 01
IE 'm Assigns the case to an Reviews and signs
o Q)
investigatingllnquest resolution either dismissal End
_0
0 prosecutor or for filing in court
"0
co
Q) Note 1 Note 3
J:
lI=
(i5 upaates me logbook,
(/)
electronic database or index
1:0 file, (hny)
o
Q)
0::
"0
.2l
co
+
Forwards the case
c: documents to the assigned
01
'm Q)
investigating/inquest
0 prosecutor
0,:::J
:§~
~e.•..
+:.0..
•...
.s
•
Conducts the Investigation/
Inquest Proceedings
(/)
Q) (/)
> Q)
Eg. Note 2
E
WOBK IMMB!.!CIIQ~S
Note 1
Assigning of a case to a prosecutor may use one or a combination of the recommended methods, for the conduct of P.1. and Inquest Proceedings References
-Raffling
- Round robin 1 . Handbook on Case
- Designation Management System
- Prosecutor Specialization
- Team or Task Force Approach 2. Record Book
- Discretion by the Head of Office
Note 2
1. Procedures is covered under the Revised Manual for Prosecutors (excluded under Quality Manua~
_,
L--
Note 3 ~.
Head of Office may designate authority in reviewing and signing the resolution in his/her behalf, as the case may be.
J
Prepared by: Verified by/Reviewed Approved by:
IREN~~ JORG ~,S.SUGAY

Administratj e OfficerV ~.
City Prosecu or, OCP Makati City ry
v
~
Department of Justice Operational Procedures Manual
"
f. •••• ~
-:~~
Process Title Document Number DOJ-PM-NPS02-004

Release of Case Documents
To establish a process in releasing and filing copiesof the signed resolution and case documents to parties concerned
Objective
either dismissal or for filing in court Effective Date 01 August 2018
Fonns
1. DOJ-PM-NPS02-004.F01
START
Checks the resolution W
approved/disapproved
Updates the appropriate
logbooks, the electronic
Reproduces/arranges case
documents for release and
____. Immea,,,eIY transrnns
copies of the resolution to
the parties and to the offICe
- Request Slip
signed by the head of database or index file, if of the respondent (d

internal records keeping
office upon receipt any respondent is a government
officiaVemployee)
Note 1
:t:
co
(i)
.•.
CI,) c:
""0
0.,
oo 0
r-
CI,)
llaclled-copias-of '"
:tco;~CI,) ( END
Files the complete case resolution and the proof of
.•.
C/) 0
""
document in the office. transmittal, service receipt
or return card in the case
ismissal
"""'"
-00
'" 0 record
5
0
CI,)
a::
Altached duly Updates the appropriate

acknowledged copy of the logbooks, the electronic Filing in Court
Information and resolution database or index file, W
in the case document any
-.::
CI,):t:
Forwards to the records
C:.l!l
Cl,)C/) staff a copy of the
Files the information,
C/) .•• together with copies of the
resolution and Information
",,,,,
'" CI,)
CI,) 0
duly acknowledged by the
court or return card via
resolution and supporting
documents before the
o 0 proper court
EO registered mail
a,
WOB~ I~SIBUCIIO~~ References

Note 1 1 . Handbook on Case
Transmitting copies of the resolution to the parties, to the office of the respondent or filing information in the proper court may either be via personal service by process server or via registered mail w~h return card mail.
Management System
Only parties and counsel on record will be given copy of documents! resolutions after filling-up the request slip.
Authorization leiter will only be honored if the said leiter was made by the parties or counsel concerned. The name of the representative must be cited in the said authorization leiter.
I--'
Prepared by:
IRE~
rg~
uiJJl
FUERTEs
J
Adrninlstrt tive OfficerV

=:»: JORG~ . CATA N, JR.
City ProseI,c~ or, OCP Makati City
V
Approved by:
AD
~
F DINAND S. SUGA Y
ndersecretary
. . ,~,
I ~~~ Department of Justice Operational Procedures Manual
~/
Process Title Publication of Vacant Position Document Number DOJ-PM-ADS02-001
Objective To establish process in updating and publication of vacant positions of employees
Fonns
c: Updates the plantilla

Updates the database Prepares list of Publishes vacant
0
( Start ~ based on the
system vacant positions positions "\ End)
""0Q) submitted document
C/)
.•..c:
Q) Note 1 Note 2 Note 3 Note 4
E
c:
'0
Q.
WQBK I~SIBI.!CIIQ~S
Note 1 References
Vacancy to a position may occur as a result of promotion, separation (resignation, retirement, death, dropping from the roils), transfer of employee to other agency and lor creation of new positions
Note 2 1. Plantilla of Personnel

Database may either be Service Record, HRIS (online), PSIPOP-DBM (online) and matrix of vacant positions. 2. Database system
3. Matrix of Vacant
Note 3
Prepares list of vacant positions using the database indicated in Note 2 in accomplishing CSC Form No.9, s. 2017. Positions
Note 4 4. esc Form No.9, s.
The duly accomplished esc Form No.9, 5. 2017 is submitted to the Civil Service Commission- Manila Reid Office (CSC-MFO) in electronic copy (e-copy) and printed copy a duly accomplished esc Form No.9, s. 2017. 2017
- e-copy shall be used by CSC-MFO in uploading to the CSC-NCR Bulletin of Vacant Positions.
- The printed copy is posted at the CSC-MFO.
- The stamp received copy is posted at the DOJ bulletin board and is likewise be uploaded at the DOJ website (htlps:J/doj.gov.ph/careers.html).
When necessary, use of newspaper advertisement and/or social media in publishing ~ vacancies.
__"
LEO~
J
LlZA B. DE LEON AD N RDINAND S. SUGAY
Head, Appoi ment Section Director, Administrative servic}. Undersecretary
I
.
"""""
Process Title Conduct of Training Activity Document Number DOJ-PM-ADS02-008
Objective To establish a framework on the implementation of the training activity
Forms
1. DOJ-PM-ADS02-008.F01
- Post-Program Evaluation
Sheet
2. DOJ-PM-ADS02-OO8.F02
Post-Training Evaluation
Assessment
c:
0 Start )---. Identify the training
needs
f-----. Design the training ~ Deliver the training ~ Evaluate the training •. End
""
(.)
(!)
C/)
OJ Note 1 Note 2 Note 3 Note 4
c:
'2
•...'"
I-
WQBK IN§IB!.!~IIQ~§
Note 1 References
See process for Training Needs Analysis (TNA)
Note 2
The design of training is being made in coordination with external service provider(s)/subject-matter expert
Note 3
Includes the preparation of logistical requirements for the training which includes:
1. Ocular inspection of venue/function room/banquet requirements
2. Training kits/materials (i.e. Name tags, attendance sheets, etc.)
Note 4
Evaluation of training course/program shall be done after each and every training using Post-Program Evaluation Sheet (DOJ-PM-ADS02-OO8.F01).
The impact of training shall be monitored/measured every three (3) months upon return to the official stations of employees concerned using the
- Post-Training Evaluation Assessment (DOJ-PM-ADS02-008.F02).
V
~
LlZA B. DE LEON AD F INAND S. SUGA Y
~~~~~ Director, Administrative Service ndersecretary
V c-:
---t-:#.~1'i""""
I t?~~~ Department of Justice Operational Procedures Manual
~
Process Title Training Needs Analysis (TNA) Document Number DOJ-PM-ADS02-007
r------------r------------------------------------------------------------------------------------~Revision o Page 1 of 1
To serve as guide in the determination of the training needs of DOJ employees
Objective
To clarify responsibilities of the various steps in the process Effective Date 01 August 2018
Fonns
1. DOJ-PM-ADS02-
007.F01 - Learning and
Development Needs
Assessment Survey
Identifies Outlines basis for
Reviews and
.,
c:
o
o
CI)
C/)
Start L-
'----------'/ ~
competencies
required of the
positions
Gathers data of
employees
validates data
gathered
f--+
Identifies
competency gaps ~
Curriculum Development f-----t~
to determine training
priorities
End
Note 1 Note 2 Note 3

Ol
c:
'c
WORK INSTRUCTIONS
Note 1
1. Creation of lWG to evaluate the Knowledge, Skills, Attitude included in the position qualification standards vis-a-vis job description Leaming and Development Needs Assessment Survey (DOJ·PM-ADS02-OO7.F01).
References
Note 2 1. Organizational Chart

Source of data from survey questionnaires, personnel interviews and observations. 2. Standard Competency
Profile
Note 3
Compare competencies currently held by individuals with those competencies required for the job/position. 3. Objectives/Criteria for
Measuring success of the
training
4. Training Design
f1I~£,
MEUSS
Head, ;#:~~:~' LlZA B. DE LEON

Director, Administrative Service
A
t .>
N FE INAND S. SUGAY
dersecretary
Document Number DOJ-PM-ADS02-006

Process Title Nomination of Participants for Training
Objective To establish procedures on the nomination of participants for training
Fonns
1. DOJ-PM-ADS02-006.F01
- Training Nomination Form
Start
~
Disseminates training
invitation/program f-+
Collates duly
approved Training
Nomination Form
~
Verifies nominees if
qualified r?"" Registration Form ~
P"",,
to participants
Finalizes list of
training
participants
2. DOJ-PM-ADS02-006.F02
Registration Form
-
Note 1 Note 2 ..
1
.~ • I Notifies nominees I·
A
Submits
( )
J
End participants to the
~ approving
Cl
c:
'c
.~
i I Proceed with the I ,~~
authority
"Jote 3
t- I training
I
WQBK I~SIB!.!~IIQ~S
Note 1
References
1. The dissemination of training invitations/programs is based on the assumption that the same is included in the Approved Annual Procurement Plan (APP) submitted by the Training Section in a particular year.
2. The training invitations/programs is disseminated to applicable offices for nomination of participants by their respective Heads of Office USing Training Nomination Form (DOJ-PM-ADS02-006.F01). 1. DOJ Issuances for Travel
Authority Requirements
Note 2
The Training Section shall not accept Training Nomination Form after the set deadline specified in the form.
Note 3
Prepares the necessary action documents required for the training to be submitted for the approving authority.
Prepared by: Verified by/Reviewed by: i),1"'1"" V ,~u by:
~
MELIS ~Y OHAO LlZA B. DE LEON NAND S. SUGA Y
Head, ~ ng Section Director, Administrative Service /(IN
,uC'''C'''ClO' Y
.~ Department of Justice Operational Procedures Manual
DocumentNumber DOJ-PM-ADS05-001
ProcessTitle ProcurementPlanning
r-------------~r_--------------------------------------------------------------------------------------_,Revision o Page 1 of 1
Objective To clarifythe processof ProcurementPlanning. Effective Date 01 August2018
Forms
Issues Reviewsthe ~h' th
Budget revisedWFP/ I In
_. approvedNEP
Preparation PPMPbasedon approve?d
to the end-user NEP udget.
Note 1 Note 2
No
Yes
FinalizesWFP/
'----~ PPMPbasedon 14-----'
NEP
~Q):::-
'" (U Ql
Reference
~~'!ii~
-oEQjE
c:E •... oE
(U 0 Ql 0 1. Work Financial Plan
~o ~ o (WFP)
~m_- -r ~-------------+---- ~----------------------------~2.Pr~ectProcurement
ManagementProgram
(PPMP)
Yes
ReturnsAPP ~ 3. NationalExpenditure
for revision ~ ~>---------' Program(NEP)
4. Annual Procurement
Plan (APP)
r---~---------------------------------------------------------------------~5.NoticeofAward(NOA)
WORKINSTRUCTIONS 6. Notice to Proceed
Note 1. During Budget Preparation:
(NTP)
• FS issues memorandum requiring service directors to submit Budget Proposal. 7. Government
• Each service prepares the indicative Work Financial Plan (WFP) supported by indicative Project Procurement Management Plan (PPMP) and submits to FS; ProcurementReform
• The FS collates the WFP/PPMP to support the cost estimates in the budget proposal. Act (RA NO. 9184)
• The FS submits the budget proposal to Department of Budget and Management (DBM).
• The FS receives the approved budget based on the National Expenditure Program (NEP). 8. DOJ Procurement
Note 2. Upon receipt of NEP from DBM, the FS issues memorandum notifying each service to revise their WFP/PPMP based on NEP.. Manual
Note 3. Prior to consolidation of PPMPs into APP, all reviewed PPMPs must be approved by the Director and Assistant Secretary for Finance.
Note 4. Regulatory requirement provides submission of Annual Procurement Plan (APP) to FS, Commission on Audit (COA), Property Management Section (PMS), Government Procurement Policy Board (GPPB) and end-user.
/~. BudgetCall
Note 5. Procurement refers to Section 48 to 53 of Republic Act No. 9184
Preparedby: Verifiedby/Reviewedby: Approvedby:
~W~?~
Atty. MARIA CHARINA B. DY-PO MARIAC~ lERMAR
Head,BACSecretariat Dire~~~:n1T;ervice
i/
~ Department of Justice Operational Procedures Manual
Process Title Preparation of Purchase Order DocumentNumber DOJ-PM-ADS04-001

r-------------~----------------------------------------------------------------------------------------~Revision o Page 1 of 1
Objective To clarify the process of Preparation of PurchaseOrder. EffectiveDate 01 August 2018
Fonns
Receives
complete Prepares PO, Issues NTP to ~
bidded ORS and NTP supplier ~
documents
Note 1 Note 2 I
Endorses PO
for approval
til Q)
'(3.2
C i:: Issues CAF
~ Q)
u::cn
Reviews PO
and NTP
Disapproves ~o Yes
and return the A d? Approves the
L-------------l PO and NTP to pprove . PO and NTP
the PMS
'-- --'
Note 4
Reference
WORK INSTRUCTIONS 1 . Purchase Order (PO)
Notice to Proceed (NTP)
rN-o-te-l-.-T-he-b-id-d-e-d-do-c-u-m-e-n~--~-n-m-in-a-1i-~-e-d-oc-u-m-e-m-s-~-om--w-in-n-in-g-a-nd--Ioo-s-in-g-s-up-~-ie-rn--,c-o-ns-is-t-cl-:--------------------------------------------------------------------------
• Eligibility requirements (Financial and Technical Proposal) 3. Certificate of Availability
• Performance Bond f F d (CAF)
• Approved BAC Resolution 0 un s
• Approved Notice of Award 4. Obligation Request and
Note 2. Prepares Purchase Order wfthin ten (10) working days. Status (ORS)
Note 3. Technical Smff reviews Purchase Order (PO) and Notice to Proceed (NTP) as to completeness of the documents in terms of Financial and Technical requiremems. 5. RA No. 9184 Government
Note 4. Disapproval of HOPE refers to Sec. 41 of Republic Act NO. 9184 (Government Procurement Reform Act) ./
AI'" Procurement Reform Act
Prepared by: Verified by/Reviewedby: Approvedby:
~
LlZA B. DE LEON ~DS.SUGAY
#:r:!:!~~tsection Director, Administrative Service T~;~:r~ta~
. v
.~
I~ Department of Justice Operational Procedures Manual

Process Title Acceptance, Warehousing and Issuance of Goods
Objective: To clarify the process of Acceptance, Warehousing and Issuance of Goods.
a-. Submits post- Forms

Schedules
delivery of ,. Validates
delivery of
,_. Accept Requests for delivery reports
delivered goods ~ Inspection to Accounting
~
goods goods Division
Note 1 Note 2 Note 3
Note 6 t
Records the
<f?>
c: No issuanceof goods
:=o0 in the bin card
Q)
en and property
C cards
Q)
E
s -f
~
CtI
c: Receives IAR
CtI Issues goodsto
::2 from Inspection
End-user
Committee
~
•
Q)
Q.
e t
a..
Warehousingof Prepares PAR References
goods ~ or ICS/RIS
1. Delivery Receipt
2. Purchase Order (PO)
Note 4 NoteS
3. MISD Inspection Report
for ICT equipment.
4. Request for Inspection
WORK INSTRUCTIONS 5. Requisition Issued Slip
(RIS)
Note 1. Goods refers to all items, supplies, materials, equipment and general support services. except consu~ing services and infrastructure projects.
Note 2. Validation of deliverad goods: 6. Property
• For delivery of goods by private suppliers, validates with Delivery Receipt (DR) and approved Purchase Order (PO); Acknowledgment
• For delivery of goods by Procurement Service of Department of Budget and Management, validates with DR and Agency Procurement Request (APR). Receipt (PAR)
Note 3. Requests Inspection of goods to the following office/committee:
• Commission on Audit (COA)
7. Inventory Custodian
• Inspection Committee on the Purchase of Supplies, Materials and Equipment is created under Department Order No. 427 s. 2015 Slip (ICS)
Note 4. Warehousing of goods 8. Purchase Order/
• Arranges supplies/equipment inside the warehouse;
• Records the Receipts of supplies and equipment in the following card: Agency Procurement
o Bin/Stock Card - is usad for supplies; Request (PO/APR)
o Property Card - is used for equipment. 9. Inspection and
Note 5. Preparation of Issuance Forms:
• Requisition and Issue Slip (RIS) is usad for the issuance of supplies; Acceptance Report
• Property Acknowledgment Receipt (PAR) is usad for the issuance of equipment (above P15,OOO); and (IAR)
• Inventory Custodian Slip (ICS) is used for issuance of semi-expendable (p15,OOO and below). 10. D.O. No. 427 s.2015
Note 6. Post-Delivery Reports include:
• Report of Supplies and Materials Issued (RSMI); 11. COA Rules and
• Summary of Payments and Deliveries for Agency Procurement Request (APR) lor Regulations
.J"
~J7J
ELiE
H~rope
~:(.~:
c
TUBIERA
agement Section
~
L1ZA B. DE LEON
4·SUGAY
c.-:
ry
~
~~Department of Justice Operational Procedures Manual
~
Process Title Repair and Maintenance of Equipment
Objective To clarify the process of Repair and Maintenance of Equipment. Effective Date 01 August 2018
•... Accepts/Certifies
Forms
re
Q)
CI) Requests for that the
:::l Repair and equipment is in 1 . DOJ-PM-ADS04-
-6 ~ good working 003.F01 -
c submits PPRI
W condition Request for Repair
'O~
Q)
•
l5 ~.~ Approves of
t).!/l c: Request and
.0-0
= E
Q).5 Q)
C/) PPRI
-c
5: ••
""oQ) Proceeds to
C/) Evaluates of Procurement
Procurement
"EQ) the request Process
Process
E~
Q)C/)
0)::2: Note 1
roo. M'jO'Rei~
tij~ (Above P15,000) Minor Repair
Conducts
::2: P15,000 and below) Prepares
Canvass of
~Q)
Type outsource ~ Certificate of
c. service providers Acceptance
e
a. Note 2
c
o
c
0
Q) ••.• Conducts
•
Conducts
±: a
"" Q)'_
alc.EQ) Pre-Repair Post-Repair
C1)E~ Inspection Inspection
.5 0
o
WOBI:S. !~~IBUQI!Q~~ Reference
11 Requlsitlon and
Note 1. Evaluation of the request:
Issuance Slip (RIS)
• Indicate the property to be repaired and determine whether said property is owned/maintained by OOJ through Masterlist of Equipment;
• Identify the nature and scope of work to be done based on the complaint; 2. Pre and Post-Repair
• Determine whether the property is not functioning well or not in good running condition. Inspection (PPRI)
• Determine if property is still covered by warranty 3. Request for
o If covered by warranty, forward to the supplier of the equipment for repair;
• Determine necessity of repair and extent of the damage to whether cost of repair is economical or not. based on the General Accounting Manual (GAM) Quotation (RFQ)
Note 2. Conduct of Carrvass: 4. Abstract of Canvass
• Prepare Request for Quotation (RFQ) and canvass to at least three (3) accredited service providers; (AC)
• Prepare Abstract of Canvass and determine the service provider with lowest quotation;
• Approval of all supporting documents 5. General Accounting
Manual (GAM)
6. Certificate of
_/ Acceptance
Prepared by:
C~,
~~ P. TUBIERA
Verified by/Reviewed by:
J
LlZA B. DE LEON
Approved by:
~SSU~Y
H.ead, Prop¢tY Management Section Director, Administrative Service ary
/'
..•.. -
~~ ~ ~ Department of Justice Operational Procedures Manual
~~
Process Title Repair and Maintenance of DOJ Motor Vehicle Document Number DOJ-PM-ADS04-004
Objective To clarify the process of Repair and Maintenance of DOJ Motor Vehicle.
e-.
Submits request Forms
Q;
Ul for repairl Accepts the
"=?
-c
Preventive vehicle in good
c: Maintenance running condition
W Service
.- Proceeds to
Records the
Evaluates the procurement transaction in
End
request process the ledger/
(RA 9184) logbook
~
Note 1 ~
Major Repair
(Above P15,0(0)
t +
Prepares
~ Prepares the ~ ~,,;;;;;
pe of " pau
I belO:_> mechanic or Prepares CA
documentary
(1) documentary outsource and WMR (as
0 air? requirements for
c: requirements service provider needed)
c£ .
co payment
c: for repair
.sc: Note 2
'iii ~
__.
Wrth warranty or
~ Prepares referral Prepares the MOA
letter and send documentary d
to the supplier of requirements
the vehicle for upon receipt of
repair service billing
1. Requisition and
Issuance Slip (RIS)
Note 3 2. Pre and Post-Repair
Inspection (PPRI)
c:
c: 0 3. Certificate of Normal
0(1)"-
(1) .-
:;:l Conducts Pre- Conducts Post- Wear and Tear (CNWT)
~~ ~
c.E(1)
Repair - Repair 4. Waste Material Report
UlED:: inspection inspection
(WMR)
.E 0
o 5. Certificate of
Acceptance (CA)
WORK INSTRUCTIONS
6. Request for Quotation
Note 1. Evaluation of the request: • Petty Cash Voucher (10 be submitted to Special Disbursing Otrocer), and (RFQ)
• Indicate the vehicle to be repaired and determine whether said vehicle is owned/maintained by DOJ through Inventory • Official Receipt (to be inspected by the Inspection Committee on Supplies).
7. Abstract of Canvass
Report;
• Identify the nature and scope of work to be done based on the complaint of the end-user; Note 3. Same documentary requirements with Note 2 but includes Waste Material Report and Certificate of Acceptance. (AC)
• Identify any parts to be replaced; 8. Disbursement Voucher
• Determine whether the property is not functioning well or not in good running condition; Note S. Payment for outsource service:
(DV)
• Determine W the vehicle is still covered by warranty/Memorandum of Agreement (MOA). • Prepare Petty Cash Voucher and submit with all supporting documents to the Special Disbursing Officer.
• Prepare Disbursement Voucher and Obligation Request and Status and submit with all supporting documents to the 9. Obligation Request
Note 2. List of documentary requirements: Financial Service. and Status (ORS)
• CertWicate of Normal Wear and Tear
• Pre and Post-Repair Inspection
10. Petty Cash Voucher
• Requisition and Issue Slip (RIS) approved by the Director of the Administrative Service (PCV)
• If the amount of materials is P1 ,000 and above, prepare the following forms and conduct canvass:
o Request for Quotation to at least three (3) accr~~~!:~:~lier) and;
o Abstract of Canvass (to' deterfl)i(le the supplier with lowest . /
r;
J l\•.••.• 'u,,'"'u
Prepared by: Verified by/Reviewed by: by:
(F::>< 't- t
Gl::v",uc:C. "FNAI OSA JR.
Head, ~.,a" F"a""" Section
LlZA B. DE LEON
A*SOSUGAY
'1/
»<>" 'U~'~v"'~'U'1
~
I ~~ Department of Justice Operational Procedures Manual

Process Title Repair and Maintenance of Building and Facilities
Objective To clarify the process of Repair of Building and Facilities. Effective Date 01 August 2018
Forms
-6
W
~I/)
:::>
c: =» Prepares
request for
repair
.. Certifies the
acceptability of
Note 4
work done
1. DOJ-PM-ADS04-
005.F01 - Call Slip
Evaluation of
the request
y.__.
Major
0
Yes Proceeds to
procurements
process ---. Procurement
Process
(RA 9184)
Submits all
documents to SOC
for payment!
replenishment!
liquidation
c:
0
+:>
0
Q)
Note 1
i-repares
Requisition
and Issue Slip
Conducts
canvass
_ .. Requests for
petty cash
__. Purchases the
parts/materials
en (RIS)
Q)
0
~
c: Note 2
to
c:
2c: s Prepares
Prepares PPRI Repairs the
'(ij Certificate of
:::iE (as needed) reported issue
Acceptance
~
Notifies the
outsource
service
provider
c: Q)
o Q)
+:>:= Conducts Pre- Conducts
1in~ Repair Post-Repair
c.E
I/) 0
'::0 Inspection Inspection
Reference
WORK INSTRUCTIONS 1 .Requisition and

Issuance Slip (RIS)
Note 1 Evaluation of the request
• Determine the scope of work to be done based on the complaints; 2. Request for
• Prepares lay-out plan and corresponding budgetary cost; Quotation (RFQ)
.r
Note 2.For materials/supplies amounting to P1,OOO and above, conduct canvass in at least three (3) accredited suppliers: 3. Abstract of Canvass
• Prepare Request for Quotation (RFQ)
• Prepare Abstract of Canvass and determine the supplier with lowest quotation; (AC)
Note 3. The materials purchased shall be inspected by the Inspection Committee based on Official Receipt. 4. Pre and Post-Repair
Note 4. For in-house repair, the end-user affix his/her signature over printed name in the 'complete" portion of the call slip in completion/acceptance of work done. Inspection (PPRI)
r-.
Prepared by:
~
~
"l-~
GEOtc:ul:. \;. t rENA A, JR.
Verified by/Reviewed by:
J
LlZA B. DE LEON
Approved by:
4NDS.SUGAY
Head, MaintE nance Section Director, Administrative Service rsecretary
f/
1_ Department of Justice
Process Title Preparation of Budget Proposal

Document Number
Operational Procedures Manual
DOJ-PM-FNS02-001
To guide the end-users in determining the budgetary requirements of their units and in accomplishing budgetary forms.
Objective
To guide budget officer in the preparation of budget proposals. Effective Date 01 August 2018
~25
g '-
co C!
-
Start }
Receives
National Budget ~
Issue Memo Re:
Preparation of
Proposed Budget for
Reviews and
consolidates
__. Submits to the Office of the
Directors and Asst. Secretary
for final review and
Encodes and
submits online
submission of
f-- Submits Budget
Proposal to DBM -{ End
Fonns
c: Q)
u::en -- Call succeeding CY Budget Proposals
recommending approval budget proposal
T •
e
Prepares Budget
__. Submits Budget
Proposal/PPMP
ProposallPPMP
Q)
I/)
to FS
:::I
-0
c: Note 1
W
~,g
~0-,s
Q)-
Approves
Budget Proposal
-
eno
WORK INSTRUCTIONS
Note 1. Determine the operating or funding requirements: References

a. Personal Service (salary, wages and other compensation for service of personnel holding plantilla positions):
• Prepare BP 201 specifying the Position Title, Number of Positions needed, Salary Grade and the total salary and other emoluments for twelve (12) months and submit to Personnel 1. National Budget Call
Division. 2. Budget Priorities
b. Maintenance and Other Operating Expenses (office supplies, travel, training, representation, rents, utilities, repairs, etc.) Framework1.
• For office supplies, prepares Project Procurement Management Plan (PPMP) 3. Memorandum - Re:
• For other operating expenses, prepares budget request specifying the operating requirements indicating the budget estimates corresponding to these needs. Preparation of Proposed
c. Capital Outlay (office furniture, fixtures, equipment, vehicles and infrastructure projects Budget for succeeding
• Prepare inventory of issued furniture, fixtures, equipment, vehicles stating the quantity and the condition whether serviceable or unserviceable. Current Year
• For disposed fumiture, fixtures, equipment, vehicles, prepare report on disposal of these items. 4. DOJ Issuances
• Determine their need for replacement of these unserviceable items. 5. Project Procurement
d. Tier I Management Plan (PPMP)
• Submit proposal based on existing activities and ongoing programs/projects.
• Determine reasonable costs needed to ensure the operation of newly completed facilities but not provided in current budget and also taking into account reduction in existing costs.
e. Tier II
• Determine their needs for adjustment in salaries and other emoluments due to major change in organizational structure or implementation of new programs/activities.
• Determine their needs for additional operating needs to cover expenses or new programs, projects and activities (MOOE).
• Determine their needs for new infrastructure projects.
/
Prepared by:
~
~JULIET T. CANOY
Chief, Budget Division
Verified/Review by:
~"B.GERMAR
ncial Service
Approved by:
V
4~·su~Y ndersecretary
'_ Department of Justice Operational Procedures Manual
ProcessTitle Obligationof Funds DocumentNumber DOJ-PM-FNS02-002
~----------~----------------------------------------------------------------------------------~Revision o Page 1 of 1
Objective To guide the end-user/publicofficer concernedin the processinvolvein the obligation of fund.
EffectiveDate 01 August 2018
Fonns
Prepares and
submits DRS, DV
•...(I) -.. with Supporting 14-~--~
til
:::J Documents (SDs)
-6 including checklist
c:
w
I
Returnsthe Returnsthe
documentsto documentsto
--+---~----------------4------+-*,,,~I~~ro&-us·~ar'~--------------------------~t~h~eUErrn~drr_UmSJer~------------------------------(~=E=n=d~~)-----------------r---------------
for completion
c:
o
·iii
.S;
i5 completeness RecordsORS I,... •..
availabilityof ~' ObligatesORS II""•.. Reviews ORS Accounting
Qj _C_h_eC_kS
_ _j~SL ....J Verifiesthe Fo~~toh
Ol
of documents in the logbook allotment Division
"'0
:::J L '-- ___J
!Xl
Note 1 Note 2
Note3 i
Returnsthe
~ t
Certifies
documentsto availability of
the Budget obligation of
~ • L __al~IO=~re~n~t~an_d_....J
l...
Staff expense
WORK INSTRUCTIONS
Note 1. Checkcompleteness of documentsbased on checklist of requirements. References

Note.2. Recordthe date of receipt, name of payee and the amount.
1. Obligation Requestand
Note 3. ObligatesORS as follows:
Status (ORS)
• Assigns ORS number;
2. COA Rules and
• Filled-up ORS as to MFO/PAPand UACS Object Code;
Regulation
• Recordthe amountobligated.
3. DBM Circulars
4. Checklistof
Requirements
Prepared by: Verified/Reviewedby: Approvedby:

«c.;«.
~ JULIET T. CANOY MARI-~B.GERMAR ~.SUGAY
Chief, BudgetDivision Di~~~~~~ncial Service
~ Department of Justice Operational Procedures Manual
Process Title Document Number DOJ-PM-FNS03-001

Disbursement of Funds
~-------l--------------------------------------------IRevision o Page 1 of 1
To guide the end-user/public officer concerned in the process and the method provided for its disbursement..
Objective
To remind the public officer concerned of the proper method of recording of disbursement. Effective Date 01 August 2018
Fonns
.•... c:
.g>:!ii
Glo Start )-. SUbmsitDDsV with 14-----------~
~6
Return DV with
SDs for
completion/
correction
Receives, assigns
DV Number and I ••. Pre-audit the
records in the I"" DV
(ij
'0 logbook
c
ra
c: Note 1
u::
Reviews DV
Approve DV for
payment
H End
WORK INSTRUCTIONS
Note 1. Write the date of receipt, Disbursement Voucher (DV) number, name of payee and amount. "''''''''1'1''''''''''"
Note 2. Pre-audit the DV as follows:
1 . Disbursement Voucher
a. Check the completeness and propriety of the supporting documents (SDs) against checklist.
2. Checklist of
b Prior payment has been made on the same DV
Requirements
c. Consistency of the amount in the Obligation Request and Status (ORS) and DV.
3. COA Rules and
d. Accuracy of computation on valid claims.
Regulation
Note 3. The Director for Finance approves DVs that may be delegated by the Assistant Secretary or Undersecretary of Financial Service.
d~g~~ Circulars
Prepared by: Verified/Reviewed by: Approved by:
"'····"~~.PANDAAN ~GERMAR
~~~~;~~~~ ~ivision
,
.aJlrecmr. Finfn~ial Service
(i) Department of Justice Operational Procedures Manual
Document Number DOJ-PM-FNS03-002

Process Title Issuance of List of Due and Demandable Accounts Payable - Authority to Debit Account (LDDAP-ADA)
To guide the end-user/public officer concerned of the process involve in the disbursement of funds thru LDDAP-ADA.
Objective To remind the public officer concerned of the proper procedure to be observed in the disbursement of funds thru
LDDAP-ADA.
Documents
--
1::i::'
(1l (1l
Submits approved Approves the ADA
DVand portion of the
-
7
.!!! ~ Start } supporting
til (J LDDAP-ADA for
~~ documents (SDs) external creditors
•• Note 5
Review Dv and
<:: check Com lete? 0 Return DV for
0
CIl
(J 'ii) completeness p completion
'2CIl! 's ofSDs
(5
(J) 01
<:: Note 1 Yes
(J c Prepares
<:: :::l Records
(1l
<::
0
(J LDDAP-ADA
~ LDDAP-ADA in
u: -c
(J
and certifies
the logbook
LDDAP portion
.., Note 3
•••
•...
Records Review / approved Approves
~ LDDAP-ADA in LDDAP-ADA Advice of ADA
~ ~
(5 the logbook (internal creditors) issued
Note 4 t
I
Submits to LBP References
.~ § Approves ADA Prepares LDDAP-ADA, Advice of
s: .,
til (J
(1l CIl
O(J)
portion of
LDDAP-ADA
~ Advice of ADA
issued
ADA and soft copy for
crediting to payees'
account
K End 1. Obligation Request and
Status (ORS)
Disbursement Voucher (DV)
2. Checklist of
Requirements
WORK INSIRUCTIONS 3. COA Rules and
Regulation
Note 1. Check the completeness of the signatures in the DV and supporting documents (SDs) against checklist.
4. DBM Circulars
Note 2. The LDDAP-ADA is composed of a) LDDAP and b) ADA portion.
5. List of Due and
Note 3. Record the date of receipt, DV number, payee, and amount of Disbursement Voucher (DV).
Demandable Accounts
Note 4. Check the signature in the LDDAP-ADA and compare the details and amount with the DV.
Payable - Authority to Debit
Note 5. The Assistant Secretary may sign the ADA portion for the internal creditors in case the Director for Finance is the signatory in the LDDAP portion of the LDDAP-ADA.
Account (LDDAP-ADA)
6. Advice of ADA
v
d"
Prepared by: Verified / Reviewed by: Approved by:
~A.PANDAAN M~"B.GERMAR ~S.SUGAY

Chief, Accounting Division Director, Fi
. ncial Service
/>
cretary
Process Title Issuance of Check Document Number DOJ-PM-ADS04-006
1-------+------------------------------------------1 Revision o Page 1 of 1

Objective
I Tc guide the end-user/cashier concerned of the process involve in the preparation and approval of checks.
I Tc remind the cashier concerned of the proper method to be observed in the issuance of check. Effective Date 01 August 2018
Start
'--_----' r SubmitsOV with
supporting
documents(SOs)
1+-._--,
Returns the DV
with SDs
.~
Reviews the Prepares the Releases the

completenessof Reviews and
check with 2 check to the I----~( End
the signatures in
the DV carbon copies
Nole 1
signs the check
payee "'--_"/
Checks the
accuracyof the Reviews and
amountand record I---~
the journalentry in signs the check
eNGAS
WORK INSTRUCTIONS
Note: Prepare the check as follows:
a. classify the funding source of the disbursement whether It falls under general fund or trust fund;
b. record the check date, number, name of payee, nature of payment and DV number in the Check Disbursement Record (CDR) maintained per bank account; 1. LBP Check Booklet
c. update the CDR for each issuance of a new check to reflect the current balance of the bank account or NCA; 2. Disbursement Voucher
d. verify completeness of the signatures and consistency of the amount in the DV and check. (DV)
Check the correctness of the amount both in number and in words and the journal entry (JEV) recorded in the eNGAS. 3. Journal Entry Voucher
/~
Prepared by: Verified / Reviewed by: Approved by:
JULlET~ERA
Head, 6t's';;i:rU:~~tion
LlZA B. DE LEON
Director, Administrative Service 7~~~~~r~:aIY
~DS.SUGAY
DOJ-QM-PMS04-OO1.F01
Revision (
.e-cece-,
~~l'ITOJ;'
.:t 1< A
l~"
~ .' ~~ DOCUMENTS REGISTRATION FORM
~
~Brl!~
~ Date:
Request Type: (Please check type of request)
o New Document o Revision or Change o Obsolete Existing Document
Type of Document: (Please check type of document)
o Quality Manual o Quality Procedure o Operatio ral Procedure
o Forms o Others: Please specify
Title of Document:
i
I
I
I
Process Owner:
I
Document Control No.: (if with existingcontrol numbel)
Purpose of Request:
Prepared by: Reviewed by:
(Documents and Records Custodian) (Service Head)
Evaluated by: Recommending rproval:
Document Control Officer Quali~ Management Representative
Approved by:
Secretary of Justice or his/her designat

Disapproved due to:
Newly Issued No.:

DOJ-PM-ADS04-00S.FOl
Revision 0
MAINTENANCE & UTllITV1 SECTION

CALL SLIP
TO: QATE:
TIME=--: ---------11
o o
B CARPENTRY
ELECTRICAL o MOTORPOOL
PLUMBING o
AIRCON
TELEPHONE
OFFICE/DIVISION/SECTION:
REMARKS: -------+'-----------t
o COMPLETED o NOT aOMPLETED
NOTED BY:
SIGNATURE OF END-USER HEAD, ~AINTENANCE SECTION

DOJ-PM-ADS04-Q03.FO!
Revision 0
Republika ng Pilipinas
KAGA W ARAN NG KAT ARU*GAN
Manila
Letter of Request No. _

Date: _
To: The Chief Maintenance Section

Administrative Service
Sir:
This is to bring to your attention that the following office equipment described as:
Qty. Particulars Location lEnd-user:
Is / are out of order and needs immediate repair / replacement
May we request that necessary repair / replacementlbe undertaken on the above-

cited office, and facilities.
Very truly YOfS,

Requisitioning Officer / Employee
Position
Approved:
Republic of the Philippines
DEPARTMENT OF JUSTICE
Training Section
POST-PROGRAM EVALUATION FC RM
Pro ~ram Title:

Dat e:
Ven ue:
I. PROGRAM
1 2 3 4 5
(NO) (YES)
Was the program well organized?
Were topics relevant to you?
Was most of information presented are new to you?
Did you find the activity in a timely manner?
Comment on the Program
II. RESOURCE SPEAKERS

1 2 3 4 5
(NO) (YES)
Overall, were the Resource Speakers informative, well prepare d
and understandable? I
Were the questions and discussions handled clear and well?
Comment on the Resource Spea~ers__ _ _ __ _ _ __ -
III. LOGISTICS
1 2 3 4 5
(NO) (YES)
Was the venue and facilities adequate for the activity?
Was the food tastes good?
Was the secretariat support handled well?
Were training kits/materials adequate for the activities?
Comments on Logistics
DOJ-PM-ADS02-OO8.F01
Revision 0
IV. QUESTIONS
1. What are the things you liked most about the program?
2. What are the things or part in the program you would like ~o have improvements?
3. What learning or realizations you gained from the program]'
4. What are your overall impressions of the program?
Name: t-_
Office: +-_
Age:
Gender:
Civil Status: _
Revision 0
TRAINING NOMINATION FORM
SEMINAR TITLE
Service Provider:
Venue:
Date:
**First come first served basis per availability of slot/s**
Nominees Designation Tel No. Mobile No. Email Gender Age

Address
Name I
1
2
3
4
5
6
7
8
9 I
10
11
12
13
14
15
16
17
18
19
Revision 0
Participa ts will be required to submit the usual
requirem nts for attending a seminar
From: TRAINING SECTION
1) Certifi te of No Pending Admin Case
REQUEST FOR TRAINING PARTICIPANTS 2) Certifi ate of No Work Backlog
Date: _ 3) Reco mendation to attend seminar from
supe isor
Dear , 4) Post- ctivity Report from Previous
semin r/training
May we request for participants for the following
trainings:
Thank you.
Seminar Title Pax
FIm: TRAINING SECTION

R QUEST FOR TRAINING
P RTICIPANTS
M$y we request for participants for the

following trainings:
Seminar Title Pax
Participants will be required to submit the usual

requirements for attending a seminar
1) Certificate of No Pending Admin Case

2) Certificate of No Work Backlog
3) Recommendation to attend seminar from
supervisor
4) Post-Activity Report from Previous
seminar/training
Thank you.
From: TRAINING SECTION P rticipants will be required to submit the

us al requirements for attending a seminar
REQUEST FOR TRAINING PARTICIPANTS 1) Certificate of No Pending Admin Case
Date: _ 2) Certificate of No Work Backlog
3) Recommendation to attend seminar
Dear -------' fr m supervisor
May we request for participants for the following
se inar/training
trainings:
Seminar Title Pax Thank you.
Flm: TRAINING SECTION

R QUEST FOR TRAINING
P'I'RTICIPANTS
~1a~: ,
M y we request for participants for the
fol owing trainings:
DOJ-PM-ADS02-06.F02
Revision 0
Seminar Title
Pax
Participants will be required to submit the

usual requirements for attending a seminar
1) Certificate of No Pending Admin Case
2) Certificate of No Work Backlog
3) Recommendation to attend seminar
from supervisor
seminar/training
Thank you.
DOJ-PM-ADS02-06.F02
Revision a
OOJ-PM-NPSOl-004.fOl
Vef~"ion 1
REPUBLIC OF THE P •• LlPPlNES

OFFICE OF THE CITY PROSECUTOR
MAKAlI
NPS REQUEST FORM

To be accomplished by rf!!QUesting pcrty
te: _
R.f. No.: _
Name of Requesting Party: +- -
Address: ~ -;
NPS Dxket Number: I
Title (TluJo):
Otrense/s Charge/s:
·vs- ---4--------
-+. _
Pl'"OSIeCUtor (Taga-Usig): _
For: 0 Complainant/s 0 Respondent/s oOlllers (Pis. specify) _+-_--:_:------

RfQUESTfw:
o Copies of Document o Certificatioo/s ~rance
o~oxCopy oNo campi . t filed
o Certified True / Xerox Copy , oNo pending criminal complaint
Document Requested: _ o Not the sa person
oOthers (PIs specify): _
Purpose of Request: --! _
Signature over PrintEd Name
To be accomplished by this office
Document Presented (for Request Form):

oAuthorization I SPA 0 Request Letter 0 NBI / POlict Clearance
o 10 0 OthE!"s* (PiS. specify): _
- IoiO
••
to,':",:;
O.R. No.: _
Oae: _
Amount Paid: Php, _
Received by: _ _"".---, __ -::-:....,....,..,..,... __

Signature over PrintEd Name
Date Received:
NPS Investigation Form No. 01, s. 2008
Republic of the Philippines

DeparhnentofJustice
National Prosecution Servic
INVESTIGATION DATA FO
To be accomplished by the Offi e
DATE RECEIVED: NPS DOCK1TNO.:

(stamped and initialed): Assigned to: + _
Time Received: Date Assigne .- _
Receiving Staff: _
To be accomplished by complainantlcouns~Vlaw enforcer

(Use back portion if space is not sufficient)
COMPLAINANTIS: Name, Sex, Age & Address: RESPONDENTIS: Name, Sex, Age & Address:
LAW/S VIOLATED: WlTNESSIES: Name & Address:
DATE & TIME of COMMISSION: PLACE OfCfMMISSION:
1. Has a similar complaint been filed before any other office?* YES I NO
2. Is this complaint in the nature of a counter-charge? * YES __
Ifyes, indicate details below.
3. Is this complaint related to another case before this office?* YES I NO
If yes, indicate details below.
I.S. No.: I
Handling Prosecutor: _+-! _
OOJ·PM-NPS02'{)()1.F01
Revision 0
NPS Investigation FOlID No. 01, s. 2008
CERTIFICATION
I CERTIFY, under oath, that all the information on this feet are true and correct to the best of
my knowledge and belief, that I have not commenced any action of filed any claim involving the same
issues in any court, tribunal, or quasi-judicial agency, and that if I should thereafter learn that a similar
action has been filed and/or is pending, I should report that fact t this Honorable Office within five (5)
days from knowledge thereof.
(Signature over printed name)
~UBSCRIBE AND SWORN TO before me this day 1f 20 _____j

ill _
Prosecutor Administering Oath
*1,2,3 and Certification need not to be accomplished for inquest cases
OOJ·PM·NPS02-OO1.FOl
Revision 0
Republic of the PhiliP~p'n s
DEPARTMENT OF JU CE
NATIONAL PROSECUTION S RVICE
(station)
LmGANT'S FEEDBACK FORM

(Pananaw 0 Puna)
We would appreciate if you could spend a few minutes of your time filling the form before you leave.
(all feedback will be treated in strietconfidenCe)
Date/Petsa : _
Check the box 0 that corresponds to your answer:/ Markahan ng f! tsek ang inyong kasagutan:
1. What is the main purpose of your visit to our office?/ Ano po ang (nyong pakay sa aming tanggapan?
o File a complaint! Magsampa ng kaso.

o Inquire about the status of a case/Magtanong ukol sa status ng raso
o Request certified copies of documentslKumuha ng kopya ng mg dokumento.
2. Are you for the/ Kayo po ba ay para sa: 0 Complainant! Nag-derri{Jnda 0 Respondent!Dinemanda
3. Indicate the NPS Docket No. of the case/Ano po ang NPS Docket ~o. ng inyong kaso? _
Rating Scale: 1 very low/ pinakamababa

3 satisfactory/kasiya siya 4 very satisfactory/mas kasiya- siya
5 excellent/pinakarnataa
Use the above key to evaluate personal satisfaction with the service we provide with 1 being not satisfied at all
and 5 being very satisfied./ Gamitin ang rating scale na tumutugon .xf inyong kasagutan:
1. Were you satisfied with the service the office provided you?/ Naibigaypo ba sa inyo ng maayos ng aming
tanggapan ang serbisyong inyong kinailangan?
01 o 2 o 3 04 o 5
2. Was the staff who attended to your needs courteous?/Magalang pP ba ang aming kawani na inyong nilapitan
ukol sa inyong pakay?
o 1 o 2 o 3 04
3. Was time and punctuality strictly followed as regards your inquiryil!Mabilis po bang natugunan ang inyong
pakay?
o 1 o 2 o 3 04 o 5
4. Is our office tide and clean?/Sa inyong palagay, malinis at maayo~po ba ang aming tanggapan?
01 o 2 o 3 04 o 5
SUGGESTIONS:
MARAMING SALAMAT PO!
DOJ-PM-NPS02-OOS.F01
Version 1
P ro c ess Name' a
Dle
RISK
RESIDUAL RISK Measure of Opportunity
EVALUATION
EXISTlNG CONTROLSI w w
NO DESCRIPTION OF RISK MmGATING MEASUREI ~~ RISK TREATMENT ACTION PLAN
(only for Moderate to High Risk)
U~-J
Z 0 RESIDUA DESCRIPTION OF OPPORTUNITY Action Plan Status TImeline
Measure of
RELEVANT PROGRAMS ~ffi RS
RISK
RS LRISK Frequency
:::l~ RATING ~~~ RATING
Effectiveness
g'" g"'U
Preoared bv: Approved by:
DOJ-QM-PMS04-00S.FOl
Revision 0
~!AtI~~j'~. .
~ DOJ-QM-PMS04-D04.FOl
+~i'iTOp
Y;j'>"""~
Q."I:' )!~*Q~~
Revision 0
';I',ll :.l,'"
Management Review M nutes
.r1'~~O~
77'J"1l1'''~ .
Venue: Date C onducted:
A. Present during the meeting
Name Pcsltlon Department! Unit
B. Absent during the meeting (where appropriate, indicate reason t or ebsence)
Name Positio 1 Department! Unit
C. Other attendees during the meeting
Name Positio Department! Unit
D. Chaired by: Time Started:
E. Highlights of the Review
WHO/WHEN
AGENDA I HIGHLIGHTSI ACTION ITEM (for action item only)
Page 1 of 2
DOJ-QM-PMS04-004. FOl
Revision 0
Management Review Minutes
E. Highlights of the Review
WHO/WHEN
AGENDA I HIGHLIGHTSIACTION ITEM (for action item only)
F. Time Adjourned: G. Tentative Date 0 Next Meeting:
Notes: If any of the above agenda is not applicable or there is no issue 0 review/ discuss for the period this must
1
be appropriately indicated against the relevant agenda.
Quality Management Representative Undersecretary
Page 2 of2
DOJ-QM-PMS04-OO2.FOl
Revision 0
___ Cycle Internal Quality Audit Program

Date:
FUNCTION I PROCESS I AREA PIA CALENDARYEAR: 2018 AUDITOR AUDITEES REMARKS I VENUE
Date Time AUDIT TEAM
Plan
Actual
Plan
Actual
Plan
Actual
Plan
Actual
Plan
IIG+'
Plan
Actual
Plan
Actual
Plan
Actual
Plan
Actual
Plan
Actual
Plan
Actual
Plan
Actual
PREPAREDBY: APPROVEDBY:
Date: Date:
DOJ-QM-PMS04"()()2.F02
Revision 0
•
I~;
CLAUSE/
ITEM
~
~:f
REQUIREMENTS
To,
Mln'lement
Appointment
Section
Tl'lllnln,
Section
GSO·
Malntenlnce
Property
Mlnleement
Section
INTERNAL QMS AUDIT MATRIX
AUDIT CYCLE:
AREAl PROCESS! FUNCTION
GSO-
Motorpool
Procurement
IBACl
Mlnlpmrnt
Division
FilUlnd.1
Service
CALENDAR YEAR:
ClshlerSection
NPS-M.btl
CPO
REMARKS
4 CONTEXT OF THE ORGANIZATION
4.1 Understanding the organization and its context

Understanding the needs and expectations of
4.2
interested parties
4.3 Determining the scope of the QMS
4.4 QMS and its processes
5 LEADERSHIP
5.1 Leadership and commitment
5.1.1 General
5.1.2 Customer Focus
5.2 Policy
5.2.1 Establishing the quality policy
5.2.2 Communicating the quality policy
Organizational roles, responsibilities and
5.3
authorities
6 PLANNING
6.1 Actions to address risk and opportunities
6.2
Quality objectives and planning to achieve them
6.3 Planning of changes
7 SUPPORT
7.1 Resources
7.1.1 General
7.1.2 People
7.1.3 Infrastructure
7.1.4 Environment for the operation of processes
7.1.5 Monitoring and measuring resources
7.1.5.1 General
7.1.5.2 Measurement traceability
AREA I PROCESS I FUNCTION
CLAUSE/
REQUIREMENTS Property
REMARKS
ITEM
T.p Appointment Tralnln, GSD· Manaeemtnt GSD· Procurement Man'eement Fln.neill Nps·M.lcatl
M.n.pment Section Sod••, Malnt@n.nce Sod •• , Motorpool (SAC) Division SelVlce CashltrSectlon CPO
8.5.4 Preservation
8.5.5 Post-delivery activities
8.5.6 Control of changes
8.6 Release of products and sevices
8.7 Control of nonconforming outputs
9 PERFORMANCE EVALUATION
Monitoring, measurement, analysis and
9.1
evaluation
9.1.1 General
9.1.2 Customer satisfaction
9.1.3 Analysis and evaluation
9.2 Internal Audit
9.3 Management Review
10 IMPROVEMENT
10.1 General
10.2 Nonconformity and corrective action
10.3 Continual improvement
LEGENDS: X Key function to be audited; compliance to a procedure 0 Awareness, understanding, and practices to be audited
AREA/PROCESS/ FUNCTION
CLAUSE/
REQUIREMENTS Property
REMARKS
ITEM
To. Appointment Tr1Iinina GSD· Mlnapment GSD- Procurement Mln_lement Finlnclll NPS-Mlbtl
Mlnlcement Sect"" Sect"" Mllntenlnce Sect"" Motorpool (SAC) Division Service CuhlerSectJon CPO
7.1.6 Organizational Knowledge

7.2 Competence
7.3 Awareness
7.4 Communication
7.5 Documented Information
7.5.1 General
7.5.2 Creating and updating
7.5.3 Control of documented information
8 OPERATION
8.1 Operational planning and control
8.2 Reqirements for products and services
8.2.1 Customer Communication
Determining the requirements for products and
8.2.2
services
Review of the requirements for products and
8.2.3
services
Changesto requirements for products and
8.2.4
services
Design and development of products and
8.3
services
8.3.1 General
8.3.2 D & D Planning
8.3.3 D & D Inputs
8.3.4 D & D Control
8.3.5 D & D Outputs
8.3.6 D & 0 Changes
8.4 Control of externally provided services
8.4.1 General
8.4.2 Type and extent of control
8.4.3 Information for external providers
8.5 Production and service provision
8.5.1 Control of Production and Service Provision
8.5.2 Identification and traceability
Property belonging to customers or external
8.5.3
providers

Quality Procedures Manual

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Quality Procedures Manual

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Prepared by: Approved by:

Officer-in-Charge ~ Revision No.:

This is a controlled document and conforms with ISO 9001:2015 requirements.

CONTROL OF DOCUMENTED INFORMATION

Recruitment and Performance Management

tearnlna and Develonment

Delivery, Acceptance, Warehousing and Issuance of Supplies

Repair and Maintenance

Other Support Processes

Prepared by: Verified by/Reviewed by: Approved by:

Department of Justice Quality Procedures Manual

Process Title Internal Quality Audit Document Number DOJ-QM-PMS04-002

Prepares Annual DOJ-QM-PMS04-002.F01

Note 1 Note 2 I t Note 5

Sub-Process Title Post IQA activities Revision 0 Page 20f2

Q) ::l and consolidation of and NCARs

Issues IQA Report and, if

Control of Non-Conforming Outputs

Department of Justice Quality Procedures Manual

Process Title Document Number DOJ-QM-PMS04-004

Prepared by: Verified by!Reviewed by: Approved by:

Risk Rating Scale S 2. DOJ Development Plan

• Client complain with minimal financial loss;

HiShly unlikely but may occur under exceptional 2 MINOR

Client's Satisfaction Feedback

Prepared by: Approved by:

Verified bylR";~d b~~~k~:

Process Title Document Number DOJ-PM-NPS02-002

Assigns the case 1- -.1 End

_ Department of Justice Operational Procedures Manual

Document Number DOJ-PM-NPS02-003

IREN~~ JORG ~,S.SUGAY

Department of Justice Operational Procedures Manual

Process Title Document Number DOJ-PM-NPS02-004

signed by the head of database or index file, if of the respondent (d

Altached duly Updates the appropriate

WOB~ I~SIBUCIIO~~ References

Adrninlstrt tive OfficerV

Process Title Publication of Vacant Position Document Number DOJ-PM-ADS02-001

c: Updates the plantilla

Note 2 1. Plantilla of Personnel

_ Department of Justice Operational Procedures Manual

Process Title Conduct of Training Activity Document Number DOJ-PM-ADS02-008

Note 1 Note 2 Note 3

Note 2 1. Organizational Chart

Prepared by: Verified by/Reviewed by: Approved by:

Head, ;#:~~:~' LlZA B. DE LEON

Document Number DOJ-PM-ADS02-006

Prepared by: Verified by/Reviewed by: i),1"'1"" V ,~u by:

Process Title Preparation of Purchase Order DocumentNumber DOJ-PM-ADS04-001

Prepared by: Verified by/Reviewedby: Approvedby:

I~ Department of Justice Operational Procedures Manual

Document Number DOJ-PM-ADS04-002

a-. Submits post- Forms

I ~~ Department of Justice Operational Procedures Manual

Document Number DOJ-PM-ADS04-005

WORK INSTRUCTIONS 1 .Requisition and

Process Title Preparation of Budget Proposal

Note 1. Determine the operating or funding requirements: References

ProcessTitle Obligationof Funds DocumentNumber DOJ-PM-FNS02-002

Note 1. Checkcompleteness of documentsbased on checklist of requirements. References

Prepared by: Verified/Reviewedby: Approvedby:

Received by: _ _"".---, -::-:....,....,..,..,...