Prescribing Policies and Procedures on the "On-Call" Repair and Maintenance of Defective IT Equipment [Personal Computers (PCs)/Workstations and Peripherals and Video Conferencing Equipment]

June 30, 2003 REVENUE MEMORANDUM ORDER NO. 26-03 SUBJECT : Prescribing Policies and Procedures on the "On-Call" Repair and Maintenance of Defective IT Equipment [Personal Computers (PCs)/Workstations and Peripherals and Video Conferencing Equipment] TO : All Internal Revenue Officials and Employees I. OBJECTIVES A. To prescribe policies and procedures on the "on-call" repair and maintenance of defective IT equipment in the "National Office (NO) and Regional and District Offices. B. To define and delineate the functions and responsibilities of the offices concerned. II. POLICIES A. The "on-call" repair and maintenance shall refer to the restoration to working condition of defective IT equipment that are not included/listed in any of the BIR's comprehensive maintenance service contracts and not under warranty. B. The allocated budget for "on-call" repair/maintenance of IT equipment shall be used for this purpose. Fund allocation/transfer requests shall be coordinated with the Office of the Assistant Commissioner of Information Planning and Quality Service (OACIR-IPQS). C. Systems Support Division-Information Systems Operations Service (SSD-ISOS) and Revenue Data Centers (RDCs) shall be responsible for the repair of IT equipment at National Office (NO) and at Regional/District Offices (RRs/RDOs) within Metro Manila and Metro Cebu, respectively. For repairs that cannot be handled in-house (by either SSD-ISOS and RDCs), the Procurement Division or Admin-RR shall avail of the services (labor and materials) of a contractor. D. "On-call" repairs for RDC offices except RDC Cebu shall follow the procedures for NO repairs. E. Remote BIR Offices thru their Regional Director shall enter into a straight contract (labor and materials) with local IT service providers/contractors for "on-call" repairs/maintenance of IT equipment. The following shall be considered as remote BIR Offices: RDO # e.1 RR 1 Calasiao, Pangasinan 1 to 6 e.2 RR 2 CAR 7 to 12 e.3 RR 3 Tuguegarao, Cagayan 13 to 16 e.4 RR 4 San Fernando, Pampanga 17 to 23 e.5 RR 9 San Pablo City 54 to 63 e.6 RR10 Legaspi City 64 to 70 e.7 RR11 Iloilo City 71 to 75 e.8 RR12 Bacolod City 76 to 79 e.9 RR14 Tacloban City 85 to 90 e.10 RR15 Zamboanga City 91 to 96 e.11 RR16 Cagayan de Oro City 97 to 102 e.12 RR17 Butuan City 103 to 106 e.13 RR18 Cotabato City 107 to 111 e.14 RR19 Davao City 112 to 115 e.15 RDO 35 Romblon e.16 RDO 36 Puerto Princesa, Palawan e.17 RDO 37 San Jose, Occidental Mindoro e.18 RDO 84 Tagbilaran, Bohol F. All IT equipment for repair shall be subject to pre-repair inspection by the NO/Regional Inspection and Acceptance Committee. G. The Requesting Office shall be responsible for the monitoring of the request for the "on-call" repair/maintenance of defective IT equipment as well as the routing of applicable forms. H. For repairs at NO and RDOs within Metro Manila and Metro Cebu, the Request for Pre-Repair Inspection Form (Annex A) shall have the corresponding Trouble Ticket issued by SSD-ISOS/RDC. I. For remote requesting offices, the lowest quotation of local contractor shall be attached to the Request for Pre-Repair Inspection Form. Requesting Office may refer to the RDC concerned for re-assessment of the repair needed in case of doubt on the assessment made by the local service provider/contractor. J. Purchased IT parts needed for the repair of the defective IT equipment shall no longer be issued a new Acknowledgment Receipt for Equipment (formerly known as Memorandum Receipt for Equipment, Semi-Expandable and Non- Expandable Property). K. The following forms (with instructions on how to accomplish) prescribed by the New Government and Accounting System (NGAS) for National Government Agencies shall be used: 1. Annex B Supplies Availability Inquiry (SAI) 2. Annex C Purchase Request (PR) 3. Annex D Requisition and Issue Slip (RIS) 4. Annex E Inspection and Acceptance Report (IAR) 5. Annex F Waste Materials Report (WMR) III. PROCEDURES A. Repairs at NO 1. Requesting Office a. Identify the defective IT equipment. b. Log to SSD-ISOS (Help Desk) request for repair of defective IT equipment. c. Request SSD-ISOS to validate if the defective IT equipment is under maintenance service contracts or under warranty. d. Upon advice of SSD-ISOS, prepare the Request for Pre-Repair Inspection Form (RPRIF) in two (2) copies and forward to SSD-ISOS and Procurement Division. For repairs that cannot be handled in-house per assessment of SSD-ISOS, coordinate with Procurement Division for the procurement of services (labor and materials). e. Forward the Request for Pre-Repair Inspection Form to the Inspection and Acceptance Committee (IAC) to conduct pre-repair inspection on the defective IT equipment. f. Prepare SAI (with the approved RPRIF) to check the availability of stocks for IT parts to be replaced and route to General Services Division (GSD) and Accounting Division (AD) for verification/status of stocks. g. If the IT parts are available or carried in GSD stocks, prepare RIS upon receipt of notice (thru SAI) of the availability of IT parts requested from GSD. h. If the IT parts are not available/carried in stock: h.1 Prepare and secure certification from OACIR-IPQS that the budget for the defective IT equipment subject for repair shall be charged against the allocated budget for "on-call" repairs/maintenance. h.2 Forward PR (with SAI) and the IPQS certification to Procurement Division. h.3 Prepare RIS upon receipt of advice from GSD that requested IT parts are already purchased/available. i. Forward to GSD the RIS, Waste Material Report (WMR) and the defective IT part/s given by SSD-ISOS for the release of the requested IT part/s. j. Receive from GSD the supplies/IT parts (carried in stock or purchased). k. Request SSD-ISOS to install/repair the defective IT equipment and forward the needed supplies/IT parts. 2. Systems Support Division, ISOS a. Provide RDCs and Administrative Division-Revenue Region (Admin-RR) with the following lists: a.1 IT equipment under maintenance service contracts a.2 IT equipment under warranty b. Receive requests for repair of defective IT equipment. c. Verify if the identified defective IT equipment is not included in the BIR maintenance service contracts or under warranty. d. If not under maintenance/warranty, evaluate/assess the defective IT equipment and accomplish the corresponding Trouble Ticket. For repairs that cannot be handled in-house per assessment, advise the Requesting Office to coordinate with Procurement Division for the procurement of services (labor and materials) with contractor/service provider. e. Advise the Requesting Office to prepare Request for Pre-Repair Inspection Form. f. Receive from Requesting Office the Request for Pre-Repair Inspection Form and attach the corresponding Trouble Ticket. g. Accomplish and indicate in the Request for Pre-Repair Inspection Form the scope or extent of repair to be done. h. Return to Requesting Office the accomplished Request for Pre-Repair Inspection Form. i. Remove/pull-out the defective IT part/s from the IT equipment subject to "on-call" repair/maintenance. j. Give the pulled-out defective IT part/s to Requesting Office for turn-over to GSD. k. Received from the Requesting Office the IT part/s to be installed whether sourced form GSD stocks or purchased by Procurement Division. l. Install the IT parts and repair the defective IT equipment. 3. General Services Division (GSD) a. Receive from Requesting Office the SAI for IT parts for replacement together with the signed/approved Request for Pre-Repair Inspection Form. b. Confirm the availability/status of stocks of IT parts requested and forward the SAI to Accounting Division for signature of " Status Provided by " portion. c. If the IT parts are available/carried in stocks, advise the Requesting Office to prepare RIS. d. If the IT parts are not available/carried in stock advise the Requesting Office to prepare the PR to be forwarded with the SAI to Procurement Division for appropriate action. e. Receive purchased IT parts and request the NO-Inspection and Acceptance Committee to conduct inspection. f. Advise the Requesting Office to prepare RIS upon receipt of purchased IT parts. g. Receive from Requesting Office the replaced IT part/s or waste materials and sign the WMR. h. Sign the ' Approved by' portion of the RIS. i. Release the IT part/s to Requesting Office thru RIS and copy of WMR. 4. Procurement Division (PD) a. Sign/approve the Request for Pre-Repair Inspection Form (RPRIF) submitted by Requesting Office. b. Receive the PR together with SAI and RPRIF from Requesting Office for IT parts to be purchased. c. Purchase the requested IT parts following the existing procurement procedures. d. Prepare/route the corresponding Inspection and Acceptance Report of the purchased IT parts. 5. Accounting Division (AD) a. Receive from Requesting Office the SAI endorsed/signed by GSD. b. Sign the " Status Provided by " portion of SAI. c. Process payment far the purchased IT parts needed for the repair of defective IT equipment. B. Repairs At Regional and District Offices within Metro Manila and Metro Cebu including RDC Cebu and LTDO Cebu 1. Requesting Office a. Identify the defective IT equipment. b. Log to RDC (Help Desk) request for repair of defective IT equipment. c. Request RDC (Help Desk) to validate if the defective IT equipment is under maintenance service contracts or under warranty. d. Upon advice of RDC, prepare the RPRIF and forward to RDC and Admin-RR. For repairs that cannot be handled in-house per assessment of RDC, coordinate with Admin-RR for the procurement of services (labor and materials). e. Forward the RPRIF to the Inspection and Acceptance Committee (IAC) to conduct pre-repair inspection on the defective IT equipment. f. Prepare SAI (with the approved RPRIF) to check the availability of stocks for IT parts to be replaced and route to Admin-RR for verification/status of stocks. g. If the IT parts are available or carried in stocks, prepare RIS upon receipt of notice (thru SAI) of the availability of IT parts requested from Admin-RR. h. If the IT parts are not available/carried in stock: h.1 Prepare PR (with SAI) and forward to Admin-RR for the purchase of the needed IT part/s. h.2 Prepare RIS upon receipt of advice from Admin-RR that requested IT parts are already purchased/available. i. Forward RIS to Admin-RR for the release of requested IT parts. j. Receive from Admin-RR the IT parts (carried in stock or purchased). k. Request RDC to install needed IT parts and repair the defective IT equipment. l. Receive from RDC the replaced defective IT part/s together with the repaired IT equipment. m. Prepare WMR and have the original copy received by Admin-RR together with the replaced IT part/s or waste materials. 2. Revenue Data Center (RDC) a. Receive from SSD-ISOS the following lists: a.1 IT equipment under maintenance service contracts a.2 IT equipment under warranty b. Receive from Requesting Office-Regional/District Offices within Metro Manila and Metro Cebu the request for repair/maintenance of the identified defective IT equipment. Verify if defective IT equipment is included in the BIR maintenance service contracts or under warranty. c. If identified defective IT equipment is not included in the BIR maintenance service contracts or not under warranty, evaluate/assess the IT equipment subject for repair and report the evaluation/assessment through Trouble Ticket. For repairs that cannot be handled in-house per assessment, advise the Requesting Office to coordinate with Admin-RR for the procurement of services (labor and materials) with contractor/service provider. d. Advise Requesting Office to prepare Request for Pre-Repair Inspection Form. e. Receive from Requesting Office the Request for Pre-Repair Inspection Form and attach corresponding Trouble Ticket. f. Accomplish and indicate in the Request for Pre-Repair Inspection Form the scope and extent of repair to be done. g. Return to Requesting Office the accomplished Request for Pre-Repair Inspection Form. h. Receive from Requesting Office the IT parts to be installed whether sourced from stocks or purchased by Admin-RR. i. Install IT parts and repair the defective IT equipment. j. Give the replaced IT parts/waste materials to Requesting Office for turn-over to Admin-RR. 3. Administrative Division (Admin-RR) a. Receive from Requesting Office the RPRIF with the corresponding Trouble Ticket issued by the RDC for the defective IT equipment subject for "on-call" repair/maintenance. b. Sign/approve the Request for Pre-Repair Inspection Form requested by Requesting Office. c. Receive SAI (with RPRIF attached) from Requesting Office for verification if IT parts to be replaced are available/carried in stocks. d. Confirm the availability/status of stocks of IT parts requested and forward the SAI to Finance Division-RR for signature of " Status Provided by " portion. e. If the IT part is available/carried in stocks: e.1 Advise the Requesting Office to prepare RIS. e.2 Release the requested IT parts sourced from Admin-RR stocks to the Requesting Office thru RIS. f. If the IT parts being requested are not available/carried in stock, advise the Requesting Office to prepare PR. g. Receive from Requesting Office the PR with the necessary attachments: g.1 Request for Pre-Repair Inspection Form g.2 SAI h. Have the " Approved by " portion of the PR signed by the Assistant Regional Director/Regional Director. i. Prepare the following documents and forward to Finance Division-RR for processing of request for fund transfer: i.1 Canvass i.2 Summary Report of Defective IT Equipment for " On-Call " Repair/Maintenance (Annex G) j. Purchase the requested IT parts following existing procurement procedures. k. Request the Regional Inspection and Acceptance Committee to inspect the purchased IT parts and prepare the corresponding Inspection and Acceptance Report. l. Release the purchased IT part/s to Requesting Office thru RIS. m. Receive from the Requesting Office the original copy of the WMR together with the replaced IT parts or waste materials. C. Repairs at Remote BIR Offices 1. Requesting Office a. Identify the defective IT equipment. b. Verify from Admin-RR if defective IT equipment is under maintenance contract or under warranty. c. Upon advice of Admin-RR that the defective IT equipment is not under maintenance service contract or not under warranty, request a local service provider/contractor to assess the repair needed. d. Prepare the request for Pre-Repair Inspection Form (RPRIF) and attach the repair assessment/canvass from the local service provider/contractor. e. Request the Regional Inspection and Acceptance Committee to conduct pre-repair inspection on the defective IT equipment. f. Prepare PR for the on-call repair/maintenance of the defective IT equipment and forward together with the RPRIF to Admin-RR for processing. g. Prepare Gate Pass for the defective IT equipment to be pulled-out by the local service provider/contractor for repair. h. Receive/acknowledge the repaired IT equipment from the local service provider/contractor thru a Delivery Receipt with corresponding guaranty/warranty certificate. i. Request the Regional Inspection and Acceptance Committee to conduct post-repair inspection on the repaired IT equipment. 2. Administrative Division (Admin-RR) a. Receive from SSD-ISOS the following lists: a.1 IT equipment under maintenance service contracts a.2 IT equipment under warranty b. Receive from Requesting Office request for repair of defective IT equipment. c. Verify from the lists provided by SSD-ISOS if the subject IT equipment is not under maintenance/warranty and advise the Requesting Office accordingly. d. Receive the Request for Pre-Repair Inspection Form from Requesting Office for the defective IT equipment subject for "on-call" repair/maintenance. e. Sign/approve the Request for Pre-Repair Inspection Form. f. Receive from Requesting Office the PR together with duly accomplished RPRIF. g. Have the "Approved by" portion of the PR signed by the Assistant Regional Director/Regional Director. h. Prepare the following documents and forward to Finance Division-RR: h.1 Canvass h.2 Summary Report of Defective IT Equipment (Annex G) for "On-Call" Repair/Maintenance i. Upon receipt of advice from the Finance Division-RR of fund availability, advise the remote BIR requesting office to inform the local service provider/contractor to pull-out the defective IT equipment and initiate the repair. j. Receive from the Regional Inspection and Acceptance Committee the Inspection and Acceptance Report on the repaired IT equipment. k. Receive from the local service provider/contractor the billing for the repaired IT equipment. l. Prepare disbursement voucher and forward to Finance Division-RR for processing of payment in accordance with the existing accounting procedures. D. Inspection and Acceptance Committee (NO and RR) 1. Receive from Requesting Office the Request for Pre-Repair Inspection Form. 2. Conduct inspection and accomplish/sign the Request for Pre-Repair Inspection Form. 3. Inspect the purchased IT parts as requested by General Services Division and Admin-RR within Metro Manila and Metro Cebu. 4. Conduct post-repair inspection on IT equipment repaired for Requesting Office from Remote RRs/RDOs. E. Finance Division RR 1. Receive from Admin-RR, review/verify the completeness of information required in SAI Form and sign the "Status Provided by" portion and forward to Admin-RR. 2. Upon receipt from Admin-RR of the following: a. Canvass b. Summary Report of Defective IT Equipment (SRDITE) for "On-Call" Repair/Maintenance prepare the memorandum addressed to ACIR-IPQS requesting for fund transfer allotted for "on-call" repair/maintenance of IT equipment. 3. Forward the memo/request letter (with SRDITE) for fund transfer to OACIR-IPQS thru e-mail, facsimile transmittal or registered mail. 4. Advise Admin-RR on the availability of funds for "on-call" repairs/maintenance of IT equipment. F. Office of the Assistant Commissioner of Information Planning and Quality Service (OACIR-IPQS) 1. For NO repairs, issue certificate to Requesting Office that the budget for defective IT equipment subject for repair shall be charged against the allocated budget for "on-call" repairs/maintenance. 2. For funding requests coming from letter/memo request with SRDITE. 3. Receive/sign the appropriate portion of SRDITE and forward to Budget Division. G. Budget Division NO 1. Receive SRDITE from the OACIR-IPQS and process request for funding for the "on-call" repair/maintenance of RRs/RDOs following the existing procedures for fund transfer. IV. REPEALING CLAUSE All revenue issuances or portions thereof inconsistent herewith are hereby revoked and/or amended accordingly. V. EFFECTIVITY This Order takes effect immediately. (SGD.) GUILLERMO L. PARAYNO, JR. Commissioner of Internal Revenue ANNEX A Request for Pre-Repair Inspection ANNEX B Supplies Availability Inquiry SUPPLIES AVAILABILITY INQUIRY (SAI) INSTRUCTIONS A. This form shall be accomplished as follows: 1. Agency name of agency 2. Division/Office name of the requesting division/office 3. Responsibility Center Code responsibility center code of the requesting office 4. No. number assigned by Accounting Unit. It shall be numbered as follows: 5. Stock No. stock number of the item being queried as provided by the supply and Property Unit 6. Item Description brief description of the supplies being requested 7. Unit unit of measurement of the stock (i.e box, bottle, etc.) 8. Quantity quantity of stock being querried 9. Status of Stock availability of stocks to be filled in by the Accounting Unit Purpose/Remarks a brief explanation of the purpose or details pertaining to the stocks being queried 10. Inquired by signature, name and designation of the inquirer and date of inquiry 11. Status provided by signature, name and designation of person who provided the status of stocks and date the information is given B. This form shall be prepared by the office/employee of the requisitioning office/unit. C. It shall be forwarded to the Accounting Unit to fill up the blank spaces such as SAI No., Stock No. and Status of Stock. D. Likewise it shall be the basis in the preparation of Requisition and Issue Slip if the goods/supplies is carried in stock, and Purchase Request if the goods/supplies is not carried in stock. ANNEX C Purchase Request PURCHASE REQUEST (PR) INSTRUCTIONS A. This form shall be accomplished as follows: 1. Agency name of agency 2. Department/Section name of the requesting office 3. PR No./Date number assigned and date the PR is prepared. It shall be numbered as follows: 4. SAI No./Date number and date of the supplies Availability Inquiry (SAI) attached to the PR 5. Stock No. stock number based on the SAI 6. Unit unit of measurement of the stock (i.e piece, roll, box, ream etc.) 7. Item Description brief description of the supplies/goods/property ordered 8. Quantity quantity of goods/property requested to be purchased 9. Unit Cost the estimated cost per unit of the goods/property being requested 10. Total Cost estimated total cost of the goods/property being requested 11. Purpose a brief explanation of the purpose why the goods/properties are being requested 12. Requested by name and signature of the person requesting the purchase of the items B. This form shall be prepared if the goods/supplies/properties are not carried in stock based on the SAI received from the Accounting Unit. C. The PR shall be prepared in two copies distributed as follows: Original supply and Property Unit (SPU) for their appropriate action Duplicate copy Requisitioning Department/Office/Division File D. Based on the approved PR, the SPU shall process the procurement of the item requisitioned. E. After completion of the process, the SPU shall prepare the Purchase Order. ANNEX D Requisition and Issue Slip REQUISITION AND ISSUE SLIP (RIS) INSTRUCTIONS A. This form shall be accomplished as follows: 1. Agency name of agency 2. Division/Office name of the requesting division/office 3. Responsibility Center Code responsibility center code of the requesting office 4. RIS No. RIS control number assigned by the designated personnel in the Supply and Property Unit. It shall be numbered in the following manner: 5. SAI No./Date number of the Supplies Availability Inquiry (SAI) attached to this RIS 6. Requisition Stock No. stock number of the item being requested as provided by the Supply and Property Unit 7. Requisition Unit unit of measurement of the stock being requisitioned such as ream, box, etc. 8. Requisition Description description of the item being requisitioned 9. Requisition Quantity number/quantity of stock being requisitioned 10. Issuance Quantity number of the item issued 11. Issuance Remarks additional information regarding the issuance 12. Purpose a brief explanation of purpose pertaining to the stock being requisitioned 13. Requested by signature, name and designation of the person who requested the item and date of request 14. Approved by signature, name and designation of the person who approved the issuance of the item and date of approval 15. Issued by signature, name and designation of the person who issued the item and date of issuance 16. Received by signature, name and designation of the person who received the item and date of receipt B. This form shall be used to request for goods/supplies carried in stock based on the SAI received from the Accounting Unit C. This form shall be prepared in three copies distributed as follows: Original Accounting Unit (to be attached to the RSMI) Duplicate copy Requisitioner Triplicate copy Supply and Property Unit's file ANNEX E Inspection and Acceptance Report INSPECTION AND ACCEPTANCE REPORT (IAR) INSTRUCTIONS A. This report shall be accomplished as follows: 1. Agency name of agency 2. Supplier name of the supplier 3. IAR No. number of the report 4. PO No. number of the Purchase Order 5. Date date of the Purchase Order 6. Invoice No. number of the Invoice 7. Date date of the Invoice 8. Requisitioning Office/Dept. name of the Requisitioning Office/Department 9. Stock No. stock number of the item as provided by the Supply and Property Unit 10. Unit unit of measurement such as ream, boxes, rolls, etc. 11. Description brief description or details of the items purchased 12. Quantity number of units purchased such as 20, 10 etc. B. The IAR shall be prepared in three (3) copies distributed as follows: Original Supplier (to be attached to the claim voucher) Duplicate Copy Inspection Committee Triplicate Copy Supply and Property Unit's file C. This report shall be signed by the authorized Inspection Officer who conducted the inspection and verification of the items to determine if the items conform with the given specifications. Indicate the date of inspection. ANNEX F Waste Materials Report WASTE MATERIALS REPORT (WMR) INSTRUCTIONS A. The WMR shall be used to report all waste materials previously taken up in the books as assets so that they may be properly disposed of and dropped from the accounts. B. It shall be accomplished as follows: 1. Agency name of agency 2. Place of Storage exact location of the items for disposal 3. Date date of the preparation of the report 4. Item entry number in the report 5. QTY number of items being reported as waste materials 6. UNIT unit of measurement 7. DESCRIPTION name and description of item being reported as waste materials 8. RECORD OF SALES O.R No. official receipt no. covering as waste materials 9. RECORD OF SALES Amount amount received for waste materials sold based on the O 10. Total total amount of sales 11. Certified Correct name and signature of the Property officer 12. Disposal Approved name and signature of the Approving Authority CERTIFICATION OF INSPECTION 13. Indicate the corresponding item number of the waste material in the line opposite the mode of disposition made. 14. Property Inspector name and signature of the concerned Property Inspector 15. Witness to disposition name and signature of the person authorized to witness the disposition of the waste materials C. This report shall be prepared in two (2) copies distributed as follows: Original Chief Accountant Duplicate copy Property Officer's file ANNEX G Summary Report of Defective IT Equipment ON-CALL REPAIR/MAINTENANCE