BJMP Finance Officers Course Training Design

THE BJMP FINANCE OFFICER ’S

COURSE TRAINING DESIGN

2012

Directorate for Comptrollership Finance Services-‐NHQ

BJMP FINANCE OFFICER’S COURSE TRAINING DESIGN 2012

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TABLE OF CONTENTS Title Page 1

Table of Contents 2

A. RATIONALE 3

B. TRAINING NEEDS ASSESSMENT 4

B.1 BJMP VISION 4 B.2 BJMP MISSION 4 B.3 BJMP MANDATE 5 B.4 BJMP STRATEGIC GOAL 5 B.5 BJMP CORE VALUES 5 B.6 BJMP CORE COMPETENCIES 5 B.7 TRAINING VISION 5 B.8 TRAINING MISSION 5 B.9 DESIRED INNOVATIONS/CHANGES, 6

ENHANCEMENTS AND IMPROVEMENTSIN ORGANIZATION/UNIT

B.10 COMPETENCIES NEEDED FOR 6 TRAINING COHORT

C. TRAINING OBJECTIVE AND EXPECTATION 6

D. TRAINING PARTICIPANTS 7

E. TRAINING DATES AND VENUE 7

F. TRAINING DIRECTOR AND STAFF 8

G. COURSE DESCRIPTION 8

Modules 9

H. TRAINING ADMISSION REQUIREMENTS 20

I. GRADING SYSTEM 20

J. TRAINING ADMINISTRATION 20

K. TRAINING BUDGET ALLOCATION 21 L. EFFECTIVITY 22


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The Bureau of Jail Management and Penology Finance Officer’s Course

TRAINING DESIGN

A. RATIONALE:

The Bureau of Jail Management and Penology Finance Services (BJMPFS), a branch under the supervision of the Directorate for Comptrollership (DC), is mandated to provide and enhance the quality of financial services that is receptive to requirements of the BJMP organization as a whole together with its active personnel, pensioners and their dependents, beneficiaries and other service providers. BJMPFS is also responsible for the disbursement of BJMP funds in accordance with existing laws. Being one of the main support units of the BJMP, it is considered as the treasury custodian and lifeline essential to sustaining the entire operations of the BJMP organization.

With the ultimate objective of enhancing the BJMPFS’ quality services, central to

the core value of integrity, for every member of the BJMP from the active and retired, NUPs and uniformed, including their families and dependents, it is deemed inevitable for an impetus of FS personnel competencies development to be sustained. Brought by the changing times and swift technological transformations and developments, the requirements of the BJMPFS clienteles also change in direct proportion that compel for services that is marked with responsiveness to these latest advances. Thus in order for the BJMPFS personnel to keep pace with the recent developments in the field of government financial management, it is only befitting to initiate an academic program for finance officers.

Also, in line with the Chief, BJMP’s JAILS FIRST Program for FY 2012, and together with a management research finding that emphasized the effectiveness and efficiency of an office is one of the corollaries of personnel competency enhancement, gave the inception for the Chief, BJMPNHQ-FS to venture into the deliberate design of an academic program that will fit the contemporary requisites of a quality and responsive finance services. This initiative is intended to spruce up the BJMPFS’ capability in order to attain its objective of rendering superior services.

The BJMP FOC is primarily concocted, designed and developed as a financial

management tool intended to enhance the competencies of current and future BJMP finance officers. Anchored with one of the subsidiary programs of the JAILS FIRST which is the Acquisition, Retention and Development of Human Resources Program, the BJMP FOC manifests prudent investment to human capital as it will equip every FOC students with the essential knowledge and competencies crucial in the performance of their official duties and functions as finance officers thereby realizing effectiveness and efficiency in the utilization of government resources. More so, this endeavor will enable to constitute the realization of a pool of competent finance officers who could readily be assigned in the various BJMP FSUs nationwide in case of vacancies due to relief and/or reassignment.


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The thirty seven (37) -day training period for the course is designed to orient students with the existing system and structure of the BJMP Finance Services. The Program of Instruction (POI) depicts of an integrative view of the different non-academic and academic subjects, which are catered into various modules to necessitate easy understanding of the whole concept of the course. The various training modules for the course are designed deliberately to tailor-fit the needs of the organization taking into account attendant factors that impedes sustainability in effective and efficient delivery of essential services in the fiscal domain. The course primarily involves participation of junior Jail Commissioned Officers building a career in the turf of BJMP’s budget and financial management. The modules of learning includes budget and fiscal management; laws; basic government accounting, cash management and control; Medium Term Development Planning; Annual Operations and Budget; Program review and Analysis; and leadership. These modules will professionalize and beef up the personality of every BJMP Finance Officer with diverse managerial competencies required of their work. B. TRAINING NEEDS ASSESSMENT: Congruent with the BJMP’s vision; mission; strategic goal; operating objectives; and core values and competencies, the Training Needs Assessment (TNA) activity is typically done before proceeding to conduct any training like the BJMP Finance Officer’s Course. It establishes the rationale for designing and conducting the training towards achieving the desired results, changes, enhancement and improvements in the participants and in the BJMP organization. This serves as the tool in establishing the priorities in training goals, focus of training and other related issues concerning the BJMPFOC training program. In line with the BJMPFOC training, the usual and basic Training Needs Assessment (TNA) process was conducted. This includes establishment of specific training objectives and desired results; and design of the training program specifying training topics, methodologies, training activities, training materials, training schedules, budget and training professionals. However, due to the impractical reasons, pre-testing of the training program and its final refinement and design was not done and instead the same designed course will be made as a pilot course for the succeeding BJMPFOC training.

B.1 BJMP VISION: The BJMP envisions itself as a dynamic institution highly regarded for its sustained humane safekeeping and development of inmates.

B.2 BJMP MISSION: The Bureau of Jail Management and Penology (BJMP) aims to enhance public safety by providing humane safekeeping and development of inmates in all district, city, and municipal jails nationwide.


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B.3 BJMP MANDATE BJMP is mandated to direct, supervise and control the administration and operation of all district, city and municipal jails nationwide with pronged tasks of safekeeping and development of inmates.

B.4 BJMP STRATEGIC GOAL The BJMP endeavors to formulate sound policies and guidelines in the administration of all district, city and municipal jails nationwide; implement strong security measures for the control of inmates; provide for the basic needs of inmates; conduct activities for the development of inmates; improve jail facilities; and promote the general welfare and development of its personnel. B.5 BJMP CORE VALUES Commitment

Respect for Human Rights Efficiency Competence Teamwork B.6 BJMP CORE COMPETENCIES Continuous skills enhancement of personnel Ability to establish linkages and partnerships Responsive planning Timely-decision making Expedient implementation

B.7 TRAINING VISION:

The BJMPFOC training envisions a pool of BJMP finance officers, imbued with sense of commitment, efficiency, effectiveness, competence, accountability and teamwork, helping initiate and institutionalize sound fiscal management practices across all levels of BJMP Finance Service Units nationwide as a breakthrough crucial in the expedient achievement the BJMP’s mandate of sustained humane safekeeping and development of inmates.

B.8 TRAINING MISSION The training aims to enhance the sense of competence, commitment, efficiency, effectiveness, accountability and teamwork through equipping participants with apposite knowledge and applications in the domain of financial management vital in sustaining a well-founded BJMP mandate in general.


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B.9 DESIRED INNOVATIONS/CHANGES, ENHANCEMENTS AND IMPROVEMENTS IN ORGANIZATION/UNIT

1. Personnel empowerment 2. Development of effective and efficient BJMP FSUs nationwide 3. Increased personnel competencies in financial management 4. Reduction of erroneous transactions and unnecessary procedures in the

workflow 5. Institutionalization of regular formal fiscal management trainings for all unit

heads of BJMPFSUs nationwide B.10 COMPETENCIES NEEDED FOR TRAINING COHORT

COMPETENCIES (Knowledge and Skills)

LEVELS OF NEEDS

Extensive knowledge, skill and expertise in:

a. Budget and Fiscal Management b. Basic Government Accounting c. Laws associated with government fiscal management d. Disbursement and collection e. Cash Management and Control f. Accountability g. Leadership and Moral Recovery h. Personal Financial Management i. Formulation of MTDP, AOPB, PRA

3 3 3 3 3 3 3 3 2

Legend:

Fairly Needed (1) Much needed (2) Very Much Needed (3)

C. TRAINING OBJECTIVE AND EXPECTATIONS: This course is essentially designed to equip and hone the BJMP officer students with high standards of competency, knowledge, proper discipline, accountability, attitude and conforming values required in the performance of their official duties and responsibilities as BJMP and finance officers. After finishing the course, officer students


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are expected to demonstrate with qualified competence in their functions as Finance Officers of the BJMP organization; manifest self-discipline and responsibility in their behavior; their words and actions depict sense of integrity, responsibility and moral obligation towards God, self and the public service. Specifically the course aims that at the end of the training period, the students are expected:

1. To be well-versed in the flows and procedures in the conduct of all financial transactions to include preparation of Operations, Plans and Budget (OPB) and Program and Review Analysis (PRA) Matrices;

2. To master the different documentary requirements necessary in the release and liquidation of all government funds;

3. To be acquainted with the various laws, rules, regulations and accountability of Finance Officers; and

4. To have been imbued with the sense of competence, commitment, efficiency, effectiveness, accountability, teamwork and moral uprightness in the discharge of their official duties as fiscal managers and officers of the BJMP in general.

The training is expected to successfully attain all the set training objectives geared to the development of BJMP personnel and the organization in general. D. TRAINING PARTICIPANTS: The training course will accommodate thirty-five (35) participants coming from the BJMP NHQ and the different regions nationwide. Admission to the course requires the participants to be with the rank of Jail Inspector to Jail Chief Inspector and must not be more than fifty years (50) old at the outset of the training. E. TRAINING DATES AND VENUE: The course is designed for completion in thirty seven (37) days with a total of three hundred (300) training hours. Two hundred eighty four (284) hours is allotted for the academic phase and sixteen (16) hours for the non-academic phase. The BJMPFOC training will commence upon approval of the program and will culminate after completion of the designed three hundred (300) training hours. Whole duration of training activities will be held at the BJMPNHQ facilities at 144 Mindanao Avenue, Quezon City. Provision of dormitories for the participants is not included.


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F. TRAINING DIRECTOR AND STAFF: The training will be under the helm of Jail Chief Superintendent GILBERT P. MARPURI, Director for Comptrollership with five (5) assisting staff from the office of the Directorate for Comptrollership and Finance Services. Course Director CSUPT GILBERTO P MARPURI Director, DC Asst. Course Director SUPT RINCO T MONTAUS Chief, FS NHQ Course Coordinator SUPT RANDEL H LATOZA Office of DC Training Operations JSI NIEVA REINCHE DC SALLE DO, BJMPNCRO Training Staff Mr Arnel S. Romero Chief, AS NHQ Ms Mila Fe Comia BO, DC G. COURSE DESCRIPTION: The course is composed of academic and non-academic phases. The academic phase comprisesten (10) modules namely:

1. Module 1: Organization, Mission and Function; 2. Module 2: General Subjects; 3. Module 3: Budget and Fiscal Management; 4. Module 4: Laws; 5. Module 5: Basic Government Accounting; 6. Module 6: Cash Management and Control; 7. Module 7: Disbursement and Collection; 8. Module 8: Formulation/Preparation of Medium Term Development Plan

(MTDP)/Annual Operations, Plan and Budget (AOPB)/ Program, Review and Analysis (PRA);

9. Module 9: Presentation of Program Review and Analysis (PRA) 10. Module 10: Supplemental Module; and 11. Module 11: Non-Academic Module The non-academic phase includes one (1) Non-Academic Module for non-

academic subjects. Listed hereunder are contents of the various modules.


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MODULE 1: ORGANIZATION, MISSION AND FUNCTION (DC/FS/AS)

MODULE 1: ORGANIZATION, MISSION AND FUNCTION

SUBJECT TOPICS ALLOTED HOURS INSTRUCTOR

1. BJMP Directorate for Comptrollership: Organization, Mission, Function and Operation

Overview of Financial Management Discussion of the organization, mission, function and operation of the BJMPDC

4 CSUPT GILBERTO MARPURI

2. BJMP Finance Services Unit: Organization, Mission, Function and Operation

Discussion of the organization, mission, function and operation of BJMPFSU

4 JSUPT RINCO T MONTAUS, Chief FSU

3. BJMP Accounting Services Unit: Organization, Mission, Function and Operation

Discussion of the organization, mission, function and operation of BJMPAS

4 Mr. ARNEL P. ROMERO Chief, ASU

Duration 12


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MODULE 2: GENERAL SUBJECTS

Module 2: GENERAL SUBJECTS


1. Basic Mathematics and Statistics

Review of Percentiles, decimals, fractions, ratio and proportion, average, mean, mode

4 JO2 Susan Dolojo

2. Basic Technical writing

Writing skills enhancement towards complete staff work (CSW)

Letter request to DBM Fund/NCA release

Letter reply to AOMS from COA

8 Dr Chary Hernandez

3. Basic computer operations

MS WORD MS EXCEL in relation to different forms used by DBM in budget execution stage

4 BJMP ITU/DC

Duration 16


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MODULE 3: BUDGET AND FISCAL MANAGEMENT

Module 3: BUDGET AND FISCAL MANAGEMENT


1. The National Budget System and The BJMP Budget Process

Budget Call Basic of the General Appropriations Bill Budget of expenditures and source of financing Receipts from existing and proposed revenue measures Different stages in the BJMP Budget Process

16

ASEC ESTER A. ALDANA FMS-DILG

2. Budget Execution / Implementation

Lecture/Workshop on different budget execution forms and how to fill it up

8

Ms. Miles Comia BO/DC

Duration 24


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MODULE 4: LAWS

MODULE 4: LAWS


1. The Anti Graft and Corrupt Practices Act

General Provisions of RA 3019 and other related laws

4

Atty. Allan R. Canares Office of the Ombudsman

2. COA Rules and Regulations

GAAM Book/ NGAS/ PD1445 8

Ms Marrieta m Lorenzo Dir IV, NGS Com on Audit

3. Obligations and Contracts

The obligation; its nature; elements; sources; classification; effects and modes of extinction Contract; its nature; elements; effects; form; interpretation; rescission; nullity; annulment; and enforcement

4 Atty. Joe Jay Arreola

4. Negotiable Instruments

Statutory provisions governing negotiable instruments and other commercial papers

4 Atty. Roy Valenzuela

5. Procurement Law

Bidding process and procedures per RA 9184

8

Atty. Estanislao C. Granados Executive Director Procurement Services

Duration 28


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MODULE 5: BASIC GOVERNMENT ACCOUNTING

MODULE 5:

BASIC GOVERNMENT ACCOUNTING SUBJECT TOPICS ALLOTED

HOURS INSTRUCTOR

1. Basic Principles of Accounting / Government Accounting / NGAS

Account Classifications; basic accounting equations and reports; application of generally accepted accounting principles applicable in government transactions Workshop

8 Mr. Arnel Romero Chief, ASU

2. Accounting and Auditing Requirements for Government Expenditures/ / NGAS

Documentary Requirements for Government Expenditures / Flows and Procedures Personnel Services; MOOE

Travel PSA Lights and

Water Local and

Foreign Travel Capital and Equipment Outlay

Infrastructure Equipment

8 Mrs. Cora Altubar

Duration 16


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MODULE 6: CASH MANAGEMENT AND CONTROL

MODULE 6: CASH MANAGEMENT AND CONTROL


1. Accounting for Government Income, Collections and Related Transactions

Trust Receipts and Collections Distinction of revenue from receipt; disposition of government collections and procedure of control over collections Petty Cash utilization Workshop

8

Ms Mirriam Villanueva SA IV Audit Team Leader AFPMC V Luna

2. Internal Control for Government Property

Common rules on internal control for government property Delivery, inspection, audit and payment of supplies Workshop

8


3.Accountability and Responsibility on Government funds

Bond Procedures and requirements Rules and Regulations affecting accountability on Government funds Responsibility and Liability

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Duration 24


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MODULE 7: DIBURSEMENT AND COLLECTION

MODULE 7: DISBURSEMENT AND COLLECTION


1. Disbursement Functions

Rules and regulations affecting disbursement functions Requirement necessary for all types of disbursements; Cash and check Accounting for Disbursement Different forms reports and books of accounts used in disbursement

8 JSUPT RINCO T MONTAUS OIC, FS NHQ

2. CFC/MDS

CFC operation; preparation of MR for CFC transmittal; report on CFC cancelled Preparation of Vouchers Issuance of checks and preparation of Financial Reports ACIC preparation Workshop

8 JSSUPT RUEL S RIVERA


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SUBJECT TOPICS TOPICS INSTRUCTOR

3. Pay and Allowances

Different regular and collateral allowances Processing of claims Other benefits

4

JSSUPT RUEL RIVERA Manila City Jail Warden

4. Retirement Benefits

Procedures; documentations; and payments of retirement pension, gratuity and death benefits Workshop on TLB and GB computations

8

Atty. Rammel Bonavente

5. Authorized Deductions

Policies and procedures on authorized deductions

4 JSUPT RINCO T MONTAUS

6. Withholding Tax

Withholding tax on compensation and other revenue matters Workshop on Tax computation

8 Bureau of Internal Revenue (BIR)

7. Registry Management

Cash book and check registry Workshop

8

JSI NIEVA RS SALLEÍ

Duration 48


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MODULE 8: FORMULATION/PREPARATION OF MEDIUM TERM DEVELOPMENT PLAN (MTDP); ANNUAL OPERATIONS PLAN AND BUDGET (AOPB); and PROGRAM REVIEW ANALYSIS (PRA)

MODULE 8:

FORMULATION/PREPARATION OF MTDP, AOPB and PRA SUBJECT TOPICS ALLOTED

HOURS INSTRUCTOR

1. Formulation of MTDP

Concepts in formulating MTDP Workshop

12

SSUPT ALLAN S IRAL

2. Formulation of Financial Plan, Physical Plan and Annual Procurement Plan (APP)

Lecture/Workshop on FP, PP and APP formulation per DBM requirements prior to release of fund

8

MS. Miles Comia/ DPD/ D,Logs

3. Preparation of Annual Operation Plans and Budget (AOPB)

Concepts in the formulation AOPB using the standards and MFO-OPIF per DILG circular Workshop BJMP-MFO-OPIF Workshop

8

8

Ms Anna Urmanita DILG BJMP DPD

4. Preparation of Program Review and Analysis (PRA)

Lecture/Workshop based on DBMs format and Performance Review Mechanics

12

BJMP-DPD, DO,DC

Duration 48


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MODULE 9: GROUP PRESENTATION OF PROGRAM REVIEW ANDANALYSIS

MODULE 9:

GROUP PRESENTATION OF PRA SUBJECT TOPICS ALLOTED

HOURS INSTRUCTOR

1. Presentation of group output on PRA

PRA presentation

16 PRA Panel

Duration 16

MODULE 10: SUPPLEMENTAL MODULE

MODULE 10:

SUPPLEMENTAL MODULE SUBJECT TOPICS ALLOTED

HOURS INSTRUCTOR

1. JAILS FIRST Program 4

JSUPT CAROL BORRINAGA Chief, PMO

2. Personal Financial Management

Different saving methods and techniques in achieving financial freedom

8

JCSUPT SERAFIN BARRETTO Jr. Regional Director BJMP IVA

3. Moral Recovery Program

Moral and spiritual restoration

16

SUPT GERENTE C, CHAPLAIN

4. Anti-Money Laundering Anti-Money Laundering

24 AMLC, BSP

Duration 52


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MODULE 11: NON-ACADEMIC MODULE

MODULE 11: NON-ACADEMIC MODULE


1. Ranks Inspection 8 Training Staff

2. Proficiency Firing 8 Training Staff

Duration 16

RECAPITULATION

MODULE NUMBER

MODULE TITLE

DURATION (HOURS)

1 ORGANIZATION, MISSION AND FUNCTION 12 2 GENERAL SUBJECTS 16 3 BUDGET AND FISCAL MANAGEMENT 24 4 LAWS 28 5 BASIC GOVERNMENT ACCOUNTING 16 6 CASH MANAGEMENT AND CONTROL 24 7 DISBURSEMENT AND COLLECTION 48

8 FORMULATION/PREPRATION OF MTDP, AOPB AND PRA 48

9 GROUP PRESENTATION OF PRA 16 10 SUPPLEMENTAL MODULE 52 11 NON ACADEMIC MODULE 16

TOTAL DURATION 300


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H. TRAINING ADMISSION REQUIREMENTS: The participants of the course must comply with the following requirements:

1. Endorsement letter from the Unit head (for NHQ applicants) and Regional Director (for regional applicants) addressed to Chief, BJMP;

2. Pass the qualifying written examination that will be conducted by the BJMPFS prior to actual Training; and

3. Medical Certificate attesting sound health condition fit for training. I. GRADING SYSTEM: The grading system is grounded on two categories, the academic and the non-academics. Academic set includes ten (10) modules and Non- Academic set has one (1) module. The over-all grade will be an integrative value taken from the eighty percent (80%) of the total Academic grade and twenty percent (20%) of the total Non- Academic grade. The Academic grade is the sum of the following:

a. Fifty percent (50%) subject proficiency, b. Twenty percent (20%) of comprehensive examination rating, and c. Ten percent (10%) of the final course output

While the Non-Academic (Tactics) grade is made up of the sum of the following:

a. Ten percent (10%) aptitude

a. Five percent (5%) firearms proficiency; and b. Five percent (5%) Physical Fitness Test

b. Ten percent (10%) conduct

a. Five percent (5%) Merits/Demerits b. Five percent (5%) Values Education

J. TRAINING ADMINISTRATION: The Directorate for Comptrollership through the BJMPFS NHQ shall exercise full supervision in the conduct of BJMPFOC training.


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K. TRAINING BUDGET ALLOCATION In accordance with the training design discussed above, the following table describes the budget allocation necessary for the sound implementation of the training program.

Items Unit Costs Frequency

Total Costs

Honoraria Resource Persons Panelists SUB TOTAL

400 per hour 400X 5 Panelists

284 hrs 16 hrs

113,600.00 32,000.00 145,600.00

Training Supplies &Materials Training Bags Handouts/CDs Tarpaulin (opening/closing) Certificates Ammunitions (9mm) Other supplies SUB TOTAL

800 per pax 500 per pax 500 per ceremony 50 per pax 400 per pax

35pax 35pax 2 pcs 50pax 35 pax

28,000.00 17,500.00 1,000.00 2,500.00 14,000.00 2,000.00 65,000.00

Meals and Refreshments for 37 days Lunch AM and PM refreshments SUB TOTAL

50 per pax @ 35 pax 60 per pax@ 35 pax

37 days 37 days

74,000.00 88,800.00 162,800.00

TOTAL COST 373,400.00 Contingency

5% of Total Cost 18,670.00

GRAND TOTAL 392,070.00


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The BJMP Directorate for Comptrollership shall release the training funds upon

approval of the Chief, BJMP, through channels, for this purpose subject to the usual accounting and auditing procedures. L. EFFECTIVITY: The BJMPFOC training program will take effect immediately upon approval of the Chief, BJMP through channels.

BJMP Finance Officers Course Training Design

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