Implementation of the Document Tracking System (DoTS) for the Procurement of Goods

February 21, 2012

DPWH DEPARTMENT ORDER NO. 008-12

 

In line with the Department's thrust to fast track the procurement of goods and to be more transparent in its operations, all offices involved in the processing of documents in the procurement of goods, intended for the different offices of the Department, shall utilize the Document Tracking System (DoTS). aCHDST

The following documents shall be covered by the System:

1. Project Procurement Management Plan (PPMP)

2. Annual Procurement Plan (APP)

3. Purchase Request (PR) TEAcCD

4. Agency Purchase Request (APR)

5. Resolution of Award (ROA)

6. Purchase Order (PO)/Contract

7. Notice of Award (NOA)/Notice to Proceed (NTP) DTEAHI

8. Disbursement Voucher (DV) for Regular Procurement

9. Disbursement Voucher (DV) for Reimbursement

10. Payment of Essential Services

Goods shall refer to all items, supplies, materials and general support services, except civil works projects and consulting services, which may be needed in the transaction of public business. cTaDHS

All documents covered shall be registered in the DoTS. Consequently, all requesting offices shall submit their DoTS documents to the DoTS Center which shall register the document into the DoTS and forward the same to the concerned processing office. All Services/Bureaus/PMOs shall inform their Supply Officers of this procedure and documents without the DoTS header will be returned to the requesting office without action. In the flow of documents from one implementing/processing office to another, the one sending the document is responsible in ensuring that the said document is received by the concerned receiving office.

The processing of documents shall be undertaken by the concerned offices in accordance with the activity and prescribed time contained in Annex A. The implementing guidelines are contained in Annex B and the checklists of required supporting documents and attachments are contained in Annex C.

The Memorandum dated 19 January 2004 which provides for "Additional Guidelines on the Imposition of Administrative Sanctions on Erring DPWH Officials and Employees Involved in Project Implementation and Processing of Project Documents" (Annex D) shall be strictly observed in the implementation of the DoTS.

The DoTS Evaluation Committee created under Special Order No. 70, Series of 2007, is hereby authorized to make necessary changes in the annexes hereof in coordination with the implementing offices. cHTCaI

This Order supersedes Department Order No. 56 Series of 2008 and takes effect immediately.

(SGD.) ROGELIO L. SINGSONSecretaryDepartment of Public Works and Highways

ATTACHMENT

POLICY IMPACT ANALYSIS

This analysis assists policy-makers in assessing whether:

a) the risk or value of the proposed policy is sufficient to warrant the dedication of resources needed to implement and maintain compliance with the proposed policy; and,

b) the intended objective and goal will be accomplished more effectively and efficiently through this policy relative to other means. EScAID

a)	Proposed Title of Department Order (DO)
	Implementation of the Document Tracking System (DoTS) for the Procurement of Goods
b)	Rationale and Purpose of the proposed DO
	Incorporate payment of essential services (e.g., Maynilad, Meralco) and the Authorities delegated to the
	Assistant Secretary for Support Services.
c)	Nature of proposed DO	new	[ ]	modification	[X]	elimination	[ ]
d)	If new: State the related laws or executive or administrative orders that trigger the formulation of this
	policy.
e)	If modification: State the existing policies and the specific section to be modified.
	D.O. No. 56 Series of 2008, Implementation of the Document Tracking System (DoTS) for the
	Procurement of Goods
	Annex A : DoTS Goods System Prescribed Time
f)	If elimination: State the existing policies to be eliminated.
	Risk Assessment
g)	Is there a law that requires the formulation,	yes	[ ]	no	[x]
	modification and elimination of this DO?
h)	Does this DO help us implement the law?	yes	[ ]	no	[x]
i)	In the absence of the proposed policy:
	•	What is the likelihood that unwanted behavior will occur?	high	[ ]	medium	[x]	low	[ ]
	•	What is the severity of financial consequences?	high	[ ]	medium	[x]	low	[ ]
	•	What is the severity of consequences vis-à-vis gender,	high	[ ]	medium	[x]	low	[ ]
		environment, social)
	•	What is the severity of health and safety consequences?	high	[ ]	medium	[ ]	low	[x]
	•	What is the severity of management and operational	high	[x]	medium	[ ]	low	[ ]
		consequences?
	•	What is the overall risk if this policy did not exist?	high	[x]	medium	[ ]	low	[ ]
j)	If answered high or medium to any of the above questions, please provide explanation supported with
	analysis such as shadow pricing, Pareto, SWOT, etc.
	Affects processing of documents in the department, by tracking down slow moving documents and
	pinpoint who is responsible for the delay. This will result to transparency and expedite document
	processing.
k)	Other factors driving the need for this policy (cite recent incidents that prompted the request for this
	proposed policy)
	Complaints were received with regards to the processing of billing in the department.
l)	Does the proposed policy (indicate Yes or No)
	a.	Comply with related DPWH policies?	yes	[x]	no	[ ]
	b.	Comply with related Executive Orders/Administrative Orders?	yes	[ ]	no	[x]
	c.	Impact existing policies?	yes	[x]	no	[ ]
	d.	Impact other relevant areas/sectors?	yes	[x]	no	[ ]
m)	Keywords: DoTS, Goods, Document, Tracking
n)	Category: Procurement, Billing
Note: Please use additional sheet(s) if needed.

ANNEX A

DoTS GOODS SYSTEM PRESCRIBED TIME

 

Project Procurement Management Plan (PPMP)
Activity	Office	Prescribed Time
		(wd)
Prepare Final PPMP within Budget Allocation	End User	7
as provided by the CFMS
Review and Process	CFMS	1
Review and Process	CPO	14
Approve	BAC Chairman	2
Issue Approved PPMP to End User	CPO	2
		––
	Total	26
		==
Annual Procurement Plan (APP)
Activity	Office	Prescribed Time
		(wd)
Consolidate Approved PPMP and prepare Final APP	CPO	15
Recommend Approval	BAC Chairman	1
Approve	USEC for Support
	Services	2
Issue Approved APP to GPPB, CFMS and DBM-PS	CPO	2
		––
	Total	20
		==
Updated Project Procurement Management Plan (U-PPMP)
Activity	Office	Prescribed Time
		(wd)
Review and Process	CFMS	1
Review and Process	CPO	14
Approve	BAC Chairman	2
Issue Approved PPMP to End User	CPO	2
		––
	Total	19
		==
Updated Annual Procurement Plan (U-APP)
Activity	Office	Prescribed Time
		(wd)
Consolidate Approved PPMP and prepare Final APP	CPO	15
Recommend Approval	BAC Chairman	1
Approve	USEC for Support	2
	Services
Issue Approved APP to GPPB, CFMS and DBM-PS	CPO	2
		––
	Total	20
		==

Purchase Request/Agency Purchase Request for Common Supplies and Equipment Available in PS-DBM

Activity	Office	Prescribed Time
		(wd)
		50T	3M	Above
				3M
Review PR and APR against approved APP, Sign PR and	CPO	4	4	4
APR    CcHDaA
Recommend Approval/Approve PR	AMMS Director	2	2	2
Recommend Approval/Approve PR	ASEC for Support	NA	3	2
	Services
Recommend Approval	USEC for Support	NA	NA	2
	Services
Approve PR	Secretary	NA	NA	3
Prepare, Process and Sign ObR and Sign APR	CFMS	4	4	4
Approve APR	ASEC for Support	3	3	3
	Services
Prepare and Sign DV	AMMS	4	4	4
Process and Sign DV, Issue Check	CFMS	6	6	6
Serve approved APR with Pre-Payment Check to PS-DBM	AMMS	3	3	3
		––	––	––
	Total	26	29	33
		==	==	==

Purchase Request (PR)/Purchase Order(PO) for Non-Common Goods Costing not more than P500T (Alternative Method) for Non-Exclusive Distributorship

Activity	Office	Prescribed Time
		(wd)
		50T	500T
Review PR against approved APP, Sign and Process	CPO	4	4
Recommend Approval/Approve PR	AMMS Director	2	1
Recommend Approval/Approve PR	ASEC for Support	NA	3
	Services
Prepare ITB, Canvass and Sign ITB, Advertise, Prepare	CPO	32	32
Notice of Bid Opening, Open Bids, Deliberate, Prepare
and Sign Resolution of Award and Prepare PO
Review PO and Prepare and Sign ObR Letter Request	End User	2	2
Prepare and Sign ObR and CAF	CFMS	4	4
Approve PO	USEC for Support	3	3
	Services
Prepare Notice of Award(NOA)	CPO	3	3
Sign NOA	ASEC for Support	3	3
	Services
Serve NOA to Supplier	CPO	3	3
		––	––
	Total	56	58
		==	==

Purchase Request (PR)/Purchase Order(PO) for Non-Common Goods Costing not more than P500T (Alternative Method) for Exclusive Distributorship

Activity	Office	Prescribed Time
		(wd)
		50T	500T
Review PR against approved APP, Sign and Process	CPO	4	4
Approve PR/Recommend Approval	AMMS Director	2	1
Approve PR	ASEC for Support	NA	3
	Services
Prepare and Sign Resolution of Award and Prepare PO	CPO	15	15
Review PO and Prepare and Sign ObR Letter Request	End User	2	2
Prepare and Sign ObR and CAF	CFMS	4	4
Approve PO	USEC for Support	3	3
	Services    cdll
Prepare Notice of Award	CPO	3	3
Sign NOA	ASEC for Support	3	3
	Services
Serve NOA to Supplier	CPO	3	3
		––	––
	Total	39	41
		==	==

Purchase Request (PR) for Goods through Public Bidding

Activity	Office	Prescribed Time
		(wd)
		3M	Above
			3M
Review PR against approved APP, Sign and Process	CPO	3	3
Sign PR	AMMS Director	2	2
Approve PR/Recommend Approval	ASEC for Support	3	1
	Services
Recommend Approval	USEC for Support	NA	1
	Services
Approve PR	Secretary	NA	3
Prepare Bid Documents, Advertise, Prepare Notice of	CPO	26	26
Bid Opening, Deliberate, Prepare Resolution of Award,
Sign and Recommend Approval
Approve ROA/Recommend Approval	USEC for Support	2	1
	Services
Approve ROA	Secretary	NA	3
Prepare Notice of Award (NOA)	CPO	3	3
Sign NOA	USEC for Support	2	1
	Services
Sign NOA	Secretary	NA	1
Serve NOA to Supplier and Furnish End User a copy	CPO	1	1
Prepare Contract and Prepare and Sign ObR Letter	End User	7	7
Request    EaCSHI
Prepare and Sign ObR and CAF	CFMS	4	4
Approve Contract/Recommend Approval	USEC for Support	1	1
	Services
Approve Contract	Secretary	NA	1
Prepare and process Notice to Proceed (NTP)	End User	1	1
Sign NTP	ASEC for Support	3	1
	Services
Sign NTP	USEC for Support	NA	2
	Services
Issue Contract and NTP	End User	2	2
		––	––
	Total	60	65
		==	==

Disbursement Voucher (DV) for Procurement of Non-Common Goods

Activity	Office	Prescribed Time
		(wd)
Receive Delivery Receipt (DR)/Invoice, Prepare Request	AMMS	4
for Inspection, Inspect, Prepare and Sign Inspection and
Acceptance Report (IAR)
Inspect and Sign IAR	CFMS	2
Prepare Requisition Issuance Slip (RIS) and Issue Goods	AMMS	3
to End User
Accept Goods, Sign RIS and Submit Waste Material (If
Applicable)	End User	3
Prepare and Sign DV	AMMS	4
Process, Sign DV and Issue Check to Supplier	CFMS	8
		––
	Total	24
		==

Disbursement Voucher (DV) for Reimbursement (Office Supplies & Equipment)

Activity	Office	Prescribed Time
		(wd)
Conduct inspection, Prepare and sign IAR	AMMS	2
Conduct inspection and sign IAR	CFMS	2
Prepare DV and attach supporting documents	End User	2
Process and Sign DV	CFMS	6
Approve DV	End User Director	2
Prepare and issue Check	CFMS	2
		––
	Total	16
		==

Disbursement Voucher (DV) for Reimbursement (Service Vehicle Parts)

Activity	Office	Prescribed Time
		(wd)
Conduct inspection and Prepare and sign IAR	BOE	2
Prepare DV and attach supporting documents	End User	2
Process and Sign DV	CFMS	6
Approve DV	End User Director	2
Prepare and issue Check	CFMS	2
		––
	Total	14
		==

Payment of Essential Services

Activity	Office	Prescribed Time
		(wd)
Prepare, process and sign Request of ObR, DV and Graph	AMMS (for	4
	Water and
	Electricity)
	MIS (for
	Telephone
	trunk line,
	Internet and
	Leased Lines)
	Head of
	Offices
	(NDD/IDD)
Prepare, Process and Sign ObR and DV	CFMS	5
Approve DV	AMMS (for	2
	Water and
	Electricity)
	MIS (for
	Telephone
	trunk line,
	Internet and
	Leased Lines)
	Head of
	Offices
	(NDD/IDD)
Prepare and issue Check	CFMS	2
		––
	Total	13
		==

ANNEX B

DoTS IMPLEMENTING GUIDELINESImplementing/Processing Offices

 

Project Procurement Management Plan (PPMP)
Doer		Activity
CFMS	1.	Send approved budget allocation (e-copy) to the DoTS
		Center.
DoTS Center	2.	Create PPMP transaction in DoTS for all End Users
		(Heads of Offices).
	3.	Forward approved budget allocation to all End Users
		(Heads of Offices).
	4.	Print DoTS Header and forward it to all End Users.
End User	5.	Prepare Final PPMP within Budget Allocation as
		provided by the CFMS.
	6.	Process and Sign PPMP.
	7.	Forward PPMP to CFMS.
CFMS	8.	Evaluate PPMP and sign.
	9.	Forward PPMP to CPO.
CPO	10.	Process, Record and Sign PPMP.
	11.	Submit the PPMP to the BAC Chairman.
BAC Chairman	12.	Approve PPMP.
	13.	Forward the document to the CPO.
CPO	14.	Forward approved PPMP to End User.
End User	15.	Close the transaction in the DoTS.
Annual Procurement Plan (APP)
Doer		Activity
DoTS Center	1.	Verify completeness of Approved PPMP.
	2.	Create APP transaction in DoTS.
	3.	Print DoTS Header and submit to the CPO.
CPO	4.	Consolidate approved PPMP and Prepare Final APP in
		accordance with the approved budget allocation.
	5.	Attach DoTS Header, process and Sign APP.
	6.	Submit the APP to the BAC Chairman.
BAC Chairman	7.	Initial and forward the APP to the Office of the
		Undersecretary for Support Services.
Undersecretary for	8.	Review and approve APP.
Support Services
	9.	Forward the document to the CPO.
CPO	10.	Issue Approved APP to GPPB, CFMS and DBM-PS.
DoTS Center	11.	Close the transaction in the DoTS.
Updated Project Procurement Management Plan (U-PPMP)
Doer		Activity
End User	1.	Prepare U-PPMP within Budget Allocation as provided
		by the CFMS and submit to the DoTS Center.
DoTS Center	2.	Check completeness of SDs.
	3.	Register U-PPMP into DoTS.
	4.	Print and attach DoTS Header.
	5.	Forward U-PPMP to CFMS.
CFMS	6.	Evaluate U-PPMP and sign.
	7.	Forward U-PPMP to CPO.
CPO	8.	Process, Record and Sign U-PPMP.
	9.	Submit U-PPMP to the BAC Chairman.
BAC Chairman	10.	Approve U-PPMP.
	11.	Forward the document to the CPO.
CPO	12.	Furnish End User with approved.
DoTS Center	13.	Close the transaction in the DoTS.
Updated Annual Procurement Plan (U-APP)
Doer		Activity
DoTS Center	1.	At the third week of March, June, September and
		December, verify completeness of Approved U-PPMP.
	2.	Create U-APP transaction in DoTS.
	3.	Print DoTS Header and submit to the CPO.
CPO	4.	Consolidate approved U-PPMP if any and Prepare Final
		U-APP in accordance with the approved budget
		allocation.
	5.	Attach DoTS Header, Process and Sign U-APP.
	6.	Submit the U-APP to the BAC Chairman.
BAC Chairman	7.	Initial and forward the U-APP to the Office of the
		Undersecretary for Support Services.
Undersecretary for	8.	Review and approve U-APP.
Support Services
	9.	Forward the document to the CPO.
CPO	10.	Issue Approved U-APP to GPPB, CFMS and DBM-PS.
DoTS Center	11.	Close the transaction in the DoTS.
Purchase Request (PR)/Agency Purchase Request (APR) for Common Supplies and Equipment Available in PS-DBM
Doer		Activity
End User	1.	Prepare PR, ObR Letter Request, APR and Supporting
		Documents (SDs) and submit to the DoTS Center.
DoTS Center	2.	Check completeness of SDs.
	3.	Register PR into DoTS.
	4.	Print DoTS Header and attach to the PR.
	5.	Forward the documents to the CPO.
CPO	6.	Review PR and APR against approved APP.
	7.	Sign PR and APR.
	8.	Forward the documents to the office of the AMMS
		Director.
AMMS Director	9.	Approve PR amounting up to P50T.
	10.	For PR above P50T up to P3M and APR, Initial and
		forward the documents to the Office of the Assistant
		Secretary for Support Services.
Assistant Secretary for	11.	Approve PR amounting to 3M.
Support Services
	12.	For PR above P3M and APR, Initial and forward the
		documents to the Office of the Undersecretary for
		Support Services.
Undersecretary for	13.	For PR above P3M, Initial and forward the documents to
Support Services		the Office of the Secretary for Approval.
Secretary	14.	For PR above P3M, Approve and forward the documents
		to the CFMS.
CFMS	15.	Prepare, Process and Sign ObR.
	16.	Sign APR.
	17.	Forward the documents to the Office of the Assistant
		Secretary for Support Services.
Assistant Secretary for	18.	Approve APR.
Support Services
	19.	Return the documents to the AMMS (SPMD).
AMMS	20.	Prepare and sign DV.
	21.	Forward the documents to the CFMS.
CFMS	22.	Process and sign DV, issue check remit to LBP.
	23.	Forward the documents to the AMMS (SPMD).
AMMS	24.	Close transaction in the DoTS.
Purchase Request (PR)/Purchase Order (PO) for Non-Common Goods Costing not more than P500T (Alternative Method) for Non-Exclusive Distributorship
Doer		Activity
End User	1.	Prepare PR and Supporting Documents (SDs) and submit
		to the DoTS Center.
DoTS Center	2.	Check completeness of SDs.
	3.	Register PR into DoTS.
	4.	Print DoTS Header and attach to the PR.
	5.	Forward the documents to the CPO.
CPO	6.	Review PR against the approved APP.
	7.	Sign PR.
	8.	Forward the documents to the office of the AMMS
		Director.
AMMS Director	9.	Approve PR amounting up to P50T.
	10.	For PR above P50T up to P500T, Initial and forward the
		documents to the Office of the Assistant Secretary for
		Support Services.
Assistant Secretary for	11.	Approve PR.
Support Services
	12.	Return approved PR and SDs to the CPO.
CPO	13.	Prepare Invitation to Bid (ITB).
	14.	Canvass.
	15.	Sign/Initial ITB.
	16.	Advertise.
	17.	Prepare Notice of Bid Opening.
	18.	Open bids and deliberate.
	19.	If Bidding failed twice, go to Step 39.
	20.	If Bid is Greater than ABC, go to Step 39.
	21.	Prepare and sign Resolution of Award (ROA).
	22.	Prepare PO.
	23.	Forward the documents to the End User.
End User	24.	Review and process PO.
	25.	Prepare and sign ObR Letter Request.
	26.	Forward PO and ObR Letter Request to the CFMS.
CFMS	27.	Prepare and Sign ObR and CAF.
	28.	Forward the documents to the Office of the
		Undersecretary for Support Services.
Undersecretary for	29.	Approve PO.
Support Services
	30.	Return documents to the CPO
CPO	31.	Prepare and Sign Notice of Award (NOA).
	32.	Forward the documents to the Office of the Assistant
		Secretary for Support Services.
Assistant Secretary for	33.	Sign NOA.
Support Services
	34.	Return documents to the CPO.
CPO	35.	Serve NOA.
	36.	Close the transaction in the DoTS upon completion of
		the process.
Purchase Request (PR)/Purchase Order (PO) for Non-Common Goods Costing not more than P500T (Alternative Method) for Exclusive Distributorship
Doer		Activity
End User	1.	Prepare PR and Supporting Documents (SDs) and submit
		to the DoTS Center.
DoTS Center	2.	Check completeness of SDs.
	3.	Register PR into DoTS.
	4.	Print DoTS Header and attach to the PR.
	5.	Forward the documents to the CPO.
CPO	6.	Review PR against the approved APP.
	7.	Sign PR.
	8.	Forward the documents to the office of the AMMS
		Director.
AMMS Director	9.	Approve PR amounting up to P50T.
	10.	For PR above P50T up to P500T, Initial and forward the
		documents to the Office of the Assistant Secretary for
		Support Services.
Assistant Secretary for	11.	Approve PR.
Support Services
	12.	Forward the documents to the CPO.
CPO	13.	Prepare and sign Resolution of Award (ROA).
	14.	Prepare PO.
	15.	Forward the PO to the End User.
End User	16.	Review and process PO.
	17.	Prepare and sign ObR Letter Request.
	18.	Forward PO and ObR Letter Request to the CFMS.
CFMS	19.	Prepare and Sign ObR and CAF.
	20.	Forward the documents to the Office of the
		Undersecretary for Support Services.
Undersecretary for	21.	Approve PO.
Support Services
	22.	Return documents to the CPO.
CPO	23.	Prepare and Sign Notice of Award (NOA).
	24.	Forward the documents to the Office of the Assistant
		Secretary for Support Services.
Assistant Secretary for	25.	Sign NOA.
Support Services
	26.	Return documents to the CPO.
CPO	27.	Serve NOA to Supplier.
	28.	Close the transaction in the DoTS upon completion of
		the process.
Purchase Request (PR) for Goods through Public Bidding
Doer		Activity
End User	1.	Prepare PR and Supporting Documents (SDs) and submit
		to the DoTS Center.
DoTS Center	2.	Check completeness of SDs.
	3.	Register PR into DoTS.
	4.	Print DoTS Header and attach to the PR.
	5.	Forward the documents to the CPO.
CPO	6.	Review PR against approved APP.
	7.	Sign PR.
	8.	Forward the documents to the office of the AMMS
		Director.
AMMS Director	9.	Sign/Initial PR.
	10.	Forward PR up to P3M and SDs to the Office of the
		Assistant Secretary for Support Services.
Assistant Secretary for	11.	Approve PR.
Support Services
	12.	For PR above P3M, initial and forward SDs to the office
		of the Undersecretary for Support Services.
Undersecretary for	13.	Approve PR.
Support Services
	14.	Forward PR and SDs to the Office of the Secretary.
Secretary	15.	Approve PR.
	16.	Forward approved PR and SDs to the CPO.
CPO	17.	Prepare Bid Documents.
	18.	Conduct Pre-Procurement Conference (optional for
		goods costing P2M and below).
	19.	Advertise Invitation to Apply and Eligibility to Bid
		(ITAEB).
	20.	Issue Bid Documents.
	21.	Prepare Notice for Pre-Bid Conference (optional for
		goods costing below P1M).
	22.	Conduct Pre-Bid Conference (P1M and above).
	23.	Open bids and determine Lowest Complying Bidder
		(LCB).
	24.	Endorse eligibility requirement, technical and financial
		proposal and abstract to bids to End User.
	25.	Deliberate.
	26.	Prepare and sign Resolution of Award (ROA).
	27.	For approved PR up to P3M, forward ROA to the Office
		of the Undersecretary for Support Services.
Undersecretary for	28.	Approve ROA.
Support Services
	29.	For approved PR above P3M, initial and forward ROA
		to the Office of the Secretary.
Secretary	30.	Approve ROA.
	31.	Forward approved ROA to CPO.
CPO	32.	Prepare and Sign Notice of Award (NOA).
	33.	For NOA up to P3M, forward NOA to the Office of the
		Undersecretary for Support Services.
Undersecretary for	34.	Approve NOA.
Support Services
	35.	For NOA above P3M, initial and forward NOA to the
		Office of the Secretary.
Secretary	36.	Approve NOA.
	37.	Forward approved NOA to CPO.
CPO	38.	Serve NOA to Supplier.
	39.	Furnish End User a copy of NOA.
End User	40.	Prepare and process Contract.
	41.	Prepare and sign ObR Letter Request.
	42.	Forward the Contract, ObR Letter Request and SDs to
		the CFMS.
CFMS	43.	Process and sign ObR and CAF.
	44.	For Contract up to P3M, forward Contract and SDs to
		the Office of the Undersecretary for Support Services.
Undersecretary for	45.	Approve Contract.
Support Services
	46.	For Contract above P3M, initial and forward Contract
		and SDs to the Office of the Secretary.
Secretary	47.	Approve Contract.
	48.	Return approved Contract and SDs to End User.
End User	49.	Prepare and process and sign Notice to Proceed (NTP).
	50.	For NTP up to P3M, initial and forward NTP and SDs to
		the Office of the Assistant Secretary for Support
		Services.
Assistant Secretary for	51.	Approve NTP.
Support Services
	52.	For NTP above P3M, initial and forward NTP and SDs
		to the Office of the Undersecretary for Support Services.
Undersecretary for	53.	Approve NTP.
Support Services
	54.	Forward NTP to End User.
End User	55.	Issue Contract and NTP to Supplier.
	56.	Close the transaction in the DoTS.
Disbursement Voucher (DV) for Procurement of Non-Common Goods
Doer		Activity
Supplier	1.	Submit Delivery Receipt (DR)/Invoice to the DoTS
		Center.
DoTS Center	2.	Register DV into DoTS.
	3.	Print DoTS Header and attach to the Delivery Receipt
		(DR)/Invoice.
	4.	Forward the DR/Invoice to the AMMS (SPMD).
AMMS	5.	Receive DR/Invoice, prepare Request for Inspection.
	6.	Conduct inspection and Prepare and sign Inspection and
		Acceptance Report (IAR).
	7.	Forward the IAR to the CFMS (ASMCD).
CFMS	8.	Conduct inspection and sign IAR.
	9.	Return IAR to the AMMS (SPMD).
AMMS	10.	Prepare Requisition Issuance Slip (RIS).
	11.	Issue Goods and forward RIS to the End User.
End User	12.	Accept Goods.
	13.	Sign RIS.
	14.	Return RIS and Submit Waste Material Report (if
		applicable) to the AMMS (SPMD).
AMMS	15.	Prepare and sign DV.
	16.	Forward DV to the CFMS.
CFMS	17.	Process, sign DV and issue Check to Supplier.
	18.	Close the transaction in the DoTS.
Disbursement Voucher (DV) for Reimbursement (Office Supplies and Equipment)
Doer		Activity
End User	1.	Prepare and submit request for Inspection report signed
		by End User and Delivery Receipt (DR)/Invoice to the
		DoTS Center.
DoTS Center	2.	Register DV into DoTS.
	3.	Print DoTS Header and attach to the End User request
		for inspection report and Delivery Receipt (DR)/Invoice.
	4.	Forward the request for Inspection report and Delivery
		Receipt (DR)/Invoice to the AMMS (SPMD).
AMMS	5.	Conduct inspection and Prepare and sign Inspection and
		Acceptance Report (IAR).
	6.	Forward the IAR to the CFMS (ASMCD).
CFMS	7.	Conduct inspection and sign IAR.
	8.	Return IAR to AMMS (SPMD).
	9.	Issue Post Inspection and Acceptance Report and History
		of Repair to the End User.
End User	10.	Prepare DV and attach SDs.
	11.	Forward document/s including of at least three (3)
		canvass from reputable suppliers (for items amounting
		more than P1,000 per invoice) to the AMMS (SPMD).
CFMS	12.	Process and Sign DV.
	13.	Forward DV to the office of the office of the AMMS
		Director.
End User Director	14.	Approve DV.
	15.	Forward approved DV to CFMS.
CFMS	16.	Prepare and issue Check to End User.
	17.	Close the transaction in the DoTS.
Disbursement Voucher (DV) for Reimbursement (Service Vehicle Parts)
Doer		Activity
End User	1.	Prepare and submit request for Inspection report signed
		by End User and supporting documents (SDs) to the
		DoTS Center.
DoTS Center	2.	Check completeness of Supporting Documents (SDs)
		and attachments.
	3.	Register DV into DoTS.
	4.	Print DoTS Header and attach to the End User request
		for inspection report.
	5.	Forward the document to the BOE (CESPD).
BOE	6.	Conduct inspection.
	7.	Prepare and sign Post Repair Inspection Report.
	8.	Issue Post Inspection and Acceptance Report and History
		of Repair to the End User.
End User	9.	Prepare DV and attach supporting documents.
	10.	Forward document/s including of at least three (3)
		canvass from reputable suppliers (for items amounting
		more than P1,000 per invoice) to the CPO
CFMS	11.	Process and Sign DV.
	12.	Forward DV to the office of the AMMS Director.
End User Director	13.	Approve DV.
	14.	Forward approved DV to CFMS.
CFMS	15.	Prepare and issue Check to End User.
	16.	Close the transaction in the DoTS.
Payment of Essential Services
Doer		Activity
Service Provider	1.	Submit Bill to the DoTS Center.
DoTS Center	2.	Register the Bill into DoTS.
	3.	Print and attach the DoTS Header.
	4.	Submit the Bill to the AMMS for processing.
AMMS	For Water and Electricity
	5.	Prepare, process and sign Request of ObR, DV and
		Graph.
	6.	Process bills.
	7.	Forward the documents to the CFMS.
MIS	For Telephone Trunk Line, Internet and Leased Lines
	5.	Prepare, process and sign Request of ObR, and DV.
	6.	Process bills.
	7.	Forward the documents to the CFMS.
Head of Offices	For Long Distance Calls
	5.	Prepare, process and sign Request of ObR, and DV.
	6.	Process bills.
	7.	Forward the documents to the CFMS.
CFMS	8.	Prepare process and Sign ObR.
	9.	Process and Sign DV.
	10.	Forward DV, ObR and other documents to the office of
		the AMMS Director.
AMMS/MIS/Head of	11.	Approve DV.
Offices
	12.	Forward approved DV to CFMS.
CFMS	13.	Prepare and issue Check to the Billing Company.
	14.	Close the transaction in the DoTS.

ANNEX C-1

CHECKLIST OF SUPPORTING DOCUMENTS AND ATTACHMENTS FOR DoTS

Purchase Request (PR)
I.	New Procurement
A.	Goods and Services
[ ]	1.	Approved Annual Procurement Plan (APP) — copy of specific pages where
		items are listed/indicated
[ ]	2.	Project Procurement Management Plan (PPMP)
[ ]	3.	Budget Earmarking fund allocation (Capital Outlay) from Budget Division
		(above 110T)
[ ]	4.	Authority from DBM/OP (above 10T per single equipment)
B.	Additional Requirements for the following . . .
	a.	Concurrence of the Lending Institution on the Rankings
[ ]		1.	MIS Evaluation Certification/approved specification
	b.	Aircon
[ ]		1.	Installation Layout with specific measurement
	c.	Other Equipment (for Exclusive Distributor)
[ ]		1.	Original Price Quotation
[ ]		2.	Clear copy of Certificate of Sole/Exclusive Distributorship duly
			authenticated by the Philippine Consulate from country origin
II.	Repair and Maintenance
A.	Land, Aircraft and Water Equipment/Service Vehicle, Building and Other Equipment
[ ]	1.	Approved Annual Procurement Plan (APP) — copy of specific pages where
		items are listed/indicated
[ ]	2.	Project Procurement Management Plan (PPMP)
[ ]	3.	Budget Earmarking fund allocation from Budget Division (above 100T)
[ ]	4.	Certified True Copy of Acknowledgement Receipt of Equipment (ARE)
B.	Additional Requirements for the following . . .
	a.	Land, Aircraft and Water Equipment/Service Vehicle
[ ]		1.	Original Copy of Job Order (BOE)
[ ]		2.	Original or Certified True Copy of History of Repair (BOE)
[ ]		3.	Certified True Copy of Vehicle Registration
[ ]		4.	Original Copy of Certification that the Vehicle is included in the
			Department Inventory of Vehicle (BOE)
	b.	ICT Equipment
[ ]		1.	IT HelpDesk Certification/Evaluation Report
[ ]		2.	Pre-Inspection Report (SPMD)
	c.	Aircon
[ ]		1.	Spot Inspection Report by Facilities and Maintenance Division (FMD)
[ ]		2.	Pre-Inspection Report (SPMD)
	d.	Building
[ ]		1.	Program of Work and Detailed estimates by FMD
	e.	Other Equipment
[ ]		1.	Pre-Inspection Report (SPMD)
I hereby certify that the above
supporting documents are complete
Print Name: ____________________
Designation: ____________________
Date: __________________________

Disbursement Voucher (DV) for Reimbursement

I.	Office Supplies, Spare Parts for Motor Vehicle and Other Equipment and Materials for Repair and Maintenance of Building
[ ]	1.	Disbursement Voucher (DV)
[ ]	2.	Obligation Request (ObR)
[ ]	3.	Inspection and Acceptance Report (IAR)
[ ]	4.	Official Receipt/Sales Invoice
[ ]	5.	Purchase Request (If applicable)
[ ]	6.	Approved Annual Procurement Plan (APP) (If applicable)
[ ]	7.	Project Procurement Management Plan (PPMP) (If applicable)
[ ]	8.	Quotation from at least 3 suppliers (per Invoice Receipt Costing above 1K)
[ ]	9.	Certificate of Emergency Purchase
II.	Additional Requirements on Spare Parts for Motor Vehicle and other Equipment
[ ]	1.	Approved Job Order/Post Inspection Report
[ ]	2.	Approved Waste Material Report
[ ]	3.	History of Repair
[ ]	4.	Certified True Copy of Acknowledgement Receipt of Equipment (ARE)
[ ]	5.	Certified True Copy of current LTO Registration
[ ]	6.	Certification that the vehicle is included in the Department Inventory of
		Vehicle
III.	Additional Requirements for the following . . .
A.	ICT Equipment
[ ]	1.	MIS Spot Report
[ ]	2.	SPMD-AMMS Pre-Inspection Report
[ ]	3.	ARE
B.	Aircon
[ ]	1.	FMD-AMMS Spot Report
[ ]	2.	SPMD-AMMS Pre-Inspection Report
[ ]	3.	ARE
C.	Other Equipment
[ ]	1.	SPMD-AMMS Pre-Inspection Report
[ ]	2.	ARE
D.	Fuel and Petroleum Products
[ ]	1.	Driver's Trip Tickets duly accomplished and approved
[ ]	2.	Certification of no fuel withdrawal (BOE)
I hereby certify that the above
supporting documents are complete
Print Name: ____________________
Designation: ____________________
Date: __________________________

Disbursement Voucher (DV) for Regular Procurement

I.	Office Supplies, Spare Parts for Motor Vehicle and Other Equipment and Materials for Repair and Maintenance of Building
[ ]	1.	Disbursement Voucher (DV)
[ ]	2.	Obligation Request (ObR)
[ ]	3.	Inspection and Acceptance Report (IAR)
[ ]	4.	Official Receipt/Sales Invoice
[ ]	5.	Purchase Request/APR
[ ]	6.	Approved Annual Procurement Plan (APP)
[ ]	7.	Project Procurement Management Plan (PPMP)
[ ]	8.	Purchase Order
[ ]	9.	Notice of Award
[ ]	10.	Bid Documents (Quotation, Abstract of Bids and Resolution of Award)
[ ]	11.	Certified True Copy of Submission of Purchase/Work Order to COA-
		Resident Auditor
[ ]	12.	Advertisement (Newspaper and/or Website) *
[ ]	13.	Stock Position Sheet, for single item costing P1000 and above
[ ]	14.	Performance Bond
[ ]	15.	Test Results, for items that are subject to Test
II.	Additional Requirements on Spare Parts for Motor Vehicle and other Equipment
[ ]	1.	Approved Job Order (JO)
[ ]	2.	Approved Waste Material Report (WMR)
[ ]	3.	History of Repair
[ ]	4.	Certified True Copy of Acknowledgement Receipt of Equipment (ARE)
[ ]	5.	Certified True Copy of current LTO Registration
[ ]	6.	Certification that the vehicle is included in the Department Inventory of
		Vehicle
III.	Additional Requirements for the following . . .
A.	ICT Equipment
[ ]	1.	MIS Spot Report
[ ]	2.	SPMD-AMMS Pre-Inspection Report
[ ]	3.	ARE
B.	Aircon
[ ]	1.	FMD-AMMS Spot Report
[ ]	2.	SPMD-AMMS Pre-Inspection Report
[ ]	3.	ARE
C.	Other Equipment
[ ]	1.	SPMD-AMMS Pre-Inspection Report
[ ]	2.	ARE
I hereby certify that the above
supporting documents are complete
Print Name: ____________________
Designation: ____________________
Date: __________________________

Payments of Essential Services

I.	Bills
[ ]	1.	Maynilad Bill
[ ]	2.	Meralco Bill
[ ]	3.	ETPI Bill (Trunk Line)
[ ]	4.	Innove Bill (Internet)
[ ]	5.	ePLDT Bill (Leased Lines)
I hereby certify that the above
supporting documents are complete
Print Name: ____________________
Designation: ____________________
Date: __________________________

ANNEX D

January 19, 2004

MEMORANDUM

In addition to the administrative offenses with corresponding penalties which are already defined under existing laws and civil service rules and regulations and in order to have consistent guidelines for the imposition of administrative sanctions against erring DPWH officials and employees involved in project implementation and processing of project documents pending the issuance of a Department Order covering sanctions on irresponsible actuations in all phases of the project cycle, from planning to implementation, these guidelines are hereby prescribed. TaCDAH

The guidelines shall cover all DPWH officials and employees involved in project implementation regardless of employment status, whether or not they hold permanent, temporary, contractual, casual in hold-over or officer-in-charge capacity.

1.0 Quality Control

1.1 For Project Engineers, Project Inspectors and Materials Engineers

The sanctions shall be consistent with the guidelines prescribed in the memorandum of then Secretary Gregorio R. Vigilar dated 29 January 1999 (Annex A).

1.2 For Regional Directors, Asst. Regional Directors for Operations, Project Directors, Asst. Project Directors, Project Managers, Asst. Project Managers, District Engineers, Asst. District Engineers and Chiefs of Construction Divisions/Sections of Field Offices. ATaDHC

The sanctions shall be based on the quarterly ratings of quality control performance in project implementation pursuant to Memorandum dated 7 April 1989 as amended by Department Order No. 137, series of 1991. Department Order No. 9, series of 2004, further amends Department Order No. 137 shifting the quality control rating to quarterly.

The following sanctions shall be imposed on the above officials when their implementing office is rated "Unsatisfactory".

a. An Unsatisfactory rating for a quarter — Reprimand.

b. Unsatisfactory rating for two (2) consecutive quarters — Suspension for three (3) months. AaSTIH

The sanction shall be imposed on the Regional Director, Asst. Regional Director for Construction Operations and the Chief of the Construction Division if the implementing office is a Regional Office.

The sanction shall be imposed on the Project Director and Asst. Project Director, or Project Manager and Asst. Project Manager as the case may be, if the implementing office is a Project Management Office.

The sanction shall be imposed on the District Engineer, Asst. District Engineer and the Chief of the Construction Section if the implementing office is a District Office.

Unlike the sanctions for Project Engineers, Project Inspectors and Materials Engineers, the sanctions on the DPWH officials shall not be cumulative. If a reprimand was given on any given quarter and no sanction was given on the succeeding quarter, the sanction for the subsequent quarter will not be suspension but will still be a reprimand. IcTEaC

2.0 Physical Accomplishment

2.1 For Project Engineers and Project Inspectors

A sanction shall be imposed if in any given reporting period:

a) he fails to initiate calibrated actions (in accordance with D.O. 102, series of 1988) on a project/s under his supervision with a negative slippage, and

b) he gets ten (10) points or greater based on the values shown in Table 1.

Table 1

Slippage		Points
	1 Project	2 Projects	3 Projects
5%-10%	-	5	10
11%-15%	5	10	15
> 15%	10	15	20

 The calibrated sanction shall be as follows:

1st Offense — Reprimand SAHIDc

2nd Offense — Suspension for six (6) months

3rd Offense — Suspension for one (1) year

2.2 For Heads/Deputies of Implementing Office

A sanction shall be imposed on the Regional Directors, Asst. Regional Directors for Construction Operations, Project Directors, Asst. Project Directors, Project Managers, Asst. Project Managers, District Engineers and Chiefs of Construction Divisions/Sections of Field Offices, if in any given reporting period: cADaIH

a) he fails to institute calibrated actions (in accordance with D.O. 102, series of 1988) on a project/s with negative slippage under his supervision; and

b) he gets ten (10) points or greater based on the values shown in Table 1.

1st Offense — Reprimand

2nd Offense — Suspension for three (3) months cHDaEI

3rd Offense — Suspension for six (6) months

3.0 Maintenance

The sanctions shall be consistent with the guidelines prescribed in Department Order No. 31, series of 2000 (Annex B).

4.0 Documents Processing

The documents referred to in this section are those included in the Documents Tracking System (DoTS) as listed in D.O. No. 273, series of 2003. The sanctions are based on the failure to use the DoTS and/or failure to process documents within the prescribed period. EDcICT

4.1 Non Usage of the DoTS

4.1.1 The calibrated sanction for designated DoTS officers are as follows:

1st Offense — Reprimand

2nd Offense — Suspension for one (1) month

3rd Offense — Suspension for six (6) months AIaSTE

4th Offense — Suspension for one (1) year

4.1.2 The calibrated sanction for heads and deputies of the processing offices are as follows:

1st Offense — Warning

2nd Offense — Reprimand cDECIA

4.2 Processing Exceeded Prescribed Time

The calibrated sanction for failure to process documents within the prescribed time are shown in Table 2.  

Table 2

In case a DPWH official or employee was sanctioned simultaneously for quality control, physical accomplishment, maintenance or processing of documents, the heavier penalty shall be imposed. TEacSA

All officials and employees will be required to explain in writing for any violation committed prior to the imposition of sanction, if their explanations are not acceptable.

For your guidance and compliance.

(SGD.) FLORANTE SORIQUEZActing Secretary