PHILIPPINE NATIONAL OIL COMPANY · PNOC continues to serve as the key institution in the...

PHILIPPINE NATIONAL OIL COMPANY

CITIZEN'S CHARTER

2

FOREWORD In compliance with Republic Act No. 9485, otherwise known as the Anti-Red Tape Act of 2007, the Philippine National Oil Company adheres to systems and procedures which eliminate any form of red tape to improve the delivery of its services to its clients and stakeholders. The Philippine National Oil Company was created in 1973 to ensure the adequate supply of oil and oil products as well as power and energy to all users and to enable the unimpeded and efficient growth of the economy. Through its subsidiaries, PNOC continues to serve as the key institution in the exploration, development and utilization of indigenous oil and non-oil energy resources. Since PNOC is a holding company, its main roles are to oversee the programs and projects of its Subsidiaries, and to provide financial assistance to them whenever necessary.

RA 9485 defines a frontline service as a “process or transaction between clients and government offices or agencies involving applications for any privilege, right, permit, reward, license, concession, or for any modification, renewal or extension of the enumerated applications and/or requests which are acted upon in the ordinary course of business of the agency or office concerned”. Based on this definition, PNOC has no frontline services.

Still, this Citizen's Charter is proof of the company’s commitment to being an efficient partner in government by being responsive and cooperative with its clients and stakeholders, among which are as follows:

• Office of the President • PNOC Subsidiaries • Department of Budget and Management • House of Representatives • Senate of the Philippines • National Economic and Development Authority • Department of Finance • Commission on Audit

ANTONIO M. CAILAO President and Chief Executive Officer

3

The PHILIPPINE NATIONAL OIL COMPANY

Through Presidential Decree No. 334, the Philippine National Oil Company (PNOC) was created on November 9, 1973, to provide and maintain an adequate and stable supply of oil. Focusing its efforts and resources in learning the ropes of the petroleum industry, PNOC rose to occupy market leadership in an industry thought to be the domain of multinationals. Its charter was amended to include energy exploration and development.

PNOC was a product of the times. It was the Philippines’ response to the oil crisis that gripped the world in the 1970’s. Before the oil embargo, there was easy and ready access to crude. But sudden upheavals in the global oil industry caught many, including the Philippines, unprepared and, therefore, vulnerable.

The Philippines’ response was quick and strategic. PNOC successfully forged oil-supply partnerships with supplier countries. It later acquired refineries and petroleum transport and marketing firms with the aim of being a “total” energy company. With this thrust at the heart of the company’s operations, it further initiated the exploration of the country’s indigenous oil and non-oil energy resources. Its purpose was to build an energy sector that will bring energy independence to the country. Eventually, PNOC expanded its operations to include total energy development, including the development and utilization of indigenous energy sources like oil and gas, coal, and geothermal.

Developments in the country as well as the global front make it imperative for the company to get more involved in new and renewable and alternative energy activities and projects. In 1993, PNOC also ventured into petrochemicals, setting up the Philippines' first petrochemical industrial estate in Limay, Bataan.

PNOC continues to serve as the key institution in the exploration, development and utilization of indigenous oil and non-oil energy sources.

PNOC currently has 5 subsidiaries working together to realize PNOC’s vision: the PNOC Exploration Corporation, PNOC Shipping and Transport Corporation, PNOC Development and Management Corporation, PNOC Alternative Fuels Corporation and PNOC Renewables Corporation.

4

PNOC CHARTER STATEMENT

Mission

To develop and implement projects and programs in a financially prudent and responsible manner aimed at:

• Increasing self-sufficiency in oil, gas and other energy sources; • Ensuring security of supply; and • Maintaining energy price stability.

Vision

To be a world-class energy enterprise.

Core Values

Professional Integrity Professional Excellence

Company Loyalty Teamwork

5

Schedule of Services

Page No. 1. Administrative Department

a. Property and Supply Management i. Procurement Procedure 7 ii. Disposal Procedure 11 iii. Period of action on Procurement Activities 15

b. Personal Services i. Request for Personal/Employment Related Documents 17 ii. Application for TESDA/CHED Foreign Training

Invitations 19

c. General Services i. Request for Repairs 22 ii. Request for Office Reservation 24

2. Accounting Department a. Preparation of PNOC Financial Statements and other

monthly reports 26

b. Preparation of Consolidated Financial Statements and Statement of Position (Table 31 – DOF Format) 29

c. Preparation of PNOC Income Tax Returns for submission to BIR 32

d. Preparation of DBM Reports for PNOC Budget Proposal 34 e. Preparation of PNOC Year-end Financial Statements for

submission to COA 37

f. Preparation of Year-end Consolidated Financial Statements for submission to COA 41

g. Remittance of withholding taxes 45 3. Legal Department

a. Contract Drafting Review 47 b. Rendering Legal Opinion 52

4. Corporate Secretary

a. Issuance of PNOC Board Resolution 56 b. Issuance of Secretary’s Certificate 58 c. Issuance of Excerpts of Minutes of Board Meetings 60 d. Issuance of Board Membership Certification 62 e. Issuance of Minutes of PNOC Board Meetings (Annual) 64

5. Treasury Department

a. Reports on the (i) Summary of Outstanding Loans (DoF), (ii) Foreign Borrowings, and (iii) Medium and Long Term Loans (BTr)

66

b. Cash and Investment Balances Report 68

6

Page No. 6. Corporate Planning Department

a. Updates of PNOC Projects and Other Information 70 b. Budgetary Requirements 74 c. Table 31 Requirements 79 d. Quarterly Plantilla Updates 84

7. Project Management Department

a. Conduct of monitoring of on-going projects and evaluation of completed/operational projects 87

8. Estate Management Department

a. Disposal/Utilization of Idle Properties 89 b. Contracts for Services 96 c. Lease of Office Space/Parking Slots at the PNOC Energy

Center 102

9. Corporate Communications

a. News Releases for Energy Beat Reporters 106 b. University of the Philippines Scholarship Program 108

7

Procurement Procedures

Schedule of Availability of Service Monday to Friday 8:00 A.M. to 5:00 P.M.

Who may avail of the Service

Employees Bids and Awards Committee

Duration: 3-6 weeks

Step Applicant/Client Activity Duration of

Activity (under normal

circumstances)

Person in Charge Fees Forms

1 Send LPR/WOR Receives LPR/WOR EA LPR/WOR

2 Reviews LPR/WOR for

completeness and assigns to Buyer

PSMD Chief -

3 Logs LPR/WOR in pertinent logbooks Buyer -

4 Prepares Bid Documents Buyer

5 Approves Bid Documents PSMD Chief -

6 Release Bid

Documents to prospective bidders

Buyer

1/10th of 1% of the ABC

7 Bidders Purchase Bid Documents

8 Process LPR/WOR according to R.A. 9184 Buyer

9 Endorse Bid Summary to PSMD Chief Buyer

10 Endorse Bid Summary and Bid Documents to

BAC

PSMD Chief/ BAC

Secretariat

8



circumstances)


11 Evaluates and

recommends approval of Bid Summary and

Bid Documents

BAC

12 Approves BAC recommendation HOPE

13 Seek Budget Clearance Buyer

14 Prepares Contract or Purchase Order

Buyer in coordination

with the Legal Dept.

15 Approves

Contract/Purchase Order

Approving Authority

16 Serve Purchase

Order/Contract to winning bidder

Buyer

17 Logs

Contract/Purchase Order in pertinent

books

Buyer

18 Coordinate

delivery/service of work with proponent

Buyer

19 Supplier/ Contractor

Completes delivery/service

20 Inspects and accepts delivery/service Buyer with

Proponent

21 Prepares DV for

payment of Supplier/Contractor

Buyer

Procurement Procedure

Start

Requisitioner submits approved LPR/WOR to the PSMD

PSMD Chief reviews the LPR/WOR for completeness

PSMD Chief assigns LPR/WOR to buyer

Buyer logs LPR/WOR in pertinent logbooks

Buyer prepares Bid Documents

PSMD Chief approves Bid Documents and returns to the buyer

Buyer releases Bid Documents to prospective biddersNote: Bid Documents costs not more than 1/10th of 1% of the ABC (Estimate)

Bidders buy Bid Documents

Buyer processes LPR/WOR according to R.A. 9184

Buyer endorses Bid Summary to PSMD Chief

PSMD Chief endorses Bid Summary and Bid Documents to the BAC

BAC evaluates and recommends approval of Bid Summary and Bid Documents

HOPE approves BAC recommendation

Buyer seeks Budget Clearance

A

9

Buyer in coordination with Legal Department prepares Contract or PurchaseOrder

A

Approving Authority approves Contract / Purchase Order

Buyer serves Purchase Order / Contract to winning bidder

Buyer logs Contract / Purchase Order in pertinent logbooks

Buyer coordinates with proponent regarding delivery / service of works

Contractor / Supplier completes delivery / service

Buyer / Proponent inspects and accepts delivery / service

Buyer / Proponent prepares DV for payment to Contractor / Supplier

End

10

11

Disposal Procedures



Property and Supply Management Division Disposal Committee Departments who have items for disposal

Duration: 1 month



circumstances)


1 Proponent Prepares IIRUP Admin-PSMD

2 Recommends disposal items to the President Admin-PSMD

3 Approves items for disposal President

4 Presents IIRUP to

Disposal Committee for recommendation/

disposition

PSMD Chief

5 Approves mode of disposal Disposal

Committee

6 Determine Minimum

Bid Price if disposal is through public bidding

Disposal Committee

7 Informs COA of the intended disposal Admin-PSMD

8

Informs employees/ subsidiaries of auction

date for possible transfer through

intra/inter-office/Donation

transaction

Admin-PSMD

9 Facilitates public bidding

Admin-PSMD with Disposal Committee

12



circumstances)


10

Recommends approval of award to highest

bidder or donation to subsidiaries,

educational or charitable institutions

Disposal Committee

11 Approves

recommendation of the Disposal Committee

President

12 Prepares Deed of Sale/Release Order

Property Officer in coordination with the Legal

Dept.

13 Release Deed of

Sale/Release Order to winning bidder

Property Officer

14 Winning Bidder Pays cost and hauls items

15 Informs Accounting

Department, ICO and COA of disposal for records purposes

Admin-PSMD

Disposal Procedure

Start

Admin-PSMD and/or Proponent prepares IIRUP for items recommended fordisposal

Admin-PSMD and/or Proponent recommends disposal of items to the President

The President approves the disposal of items

PSMD Chief presents the IIRUP to the Disposal Committee forrecommendation/disposition

Disposal Committee approves mode of disposal of items: (a) Disposal throughPublic Bidding, (b) Donation or (c) Destruction

Disposal Committee determines Minimum Bid Price if disposal is through PublicBidding

Admin-PSMD informs COA of the intended disposal at least 30 days beforeauction/bidding/donation date

Admin-PSMD informs employees/subsidiaries of the auction date for possibletransfer through intra/inter-office/Donation transaction

Admin-PSMD with the approval of the Disposal Committee facilitatesPublic Bidding

Disposal Committee recommends approval of award to highest bidder ordonation to subsidiaries, educational or charitable institutions

A

13

A

President approves the recommendation of the Disposal Committee

Property Officer in coordination with the Legal Department prepares Deed ofSale/Release Order

Property Officer releases Deed of Sale/Release Order to winning bidder

Buyer pays cashier cost of items

Buyer hauls items

Admin-PSMD informs Accounting Department, ICO and COA of disposal forrecord purposes

End

14

15

PERIOD OF ACTION ON PROCUREMENT ACTIVITIES

LATEST ALLOWABLE TIME Infrastructure Projects

Stage Activities Deadline Goods For ABC 50M and

below

For ABC above 50M

Consulting Services

Person Responsible

1 Advertisement/ Posting of Invitation to Bid/Request for Expression of Interest

7 cd 7 cd 7 cd 7 cd BAC

2 Eligibility Check (and Short Listing, in case of Consulting Services)

Refer to

Stage 5

Refer to Stage 5

Refer to Stage 5

20 cd BAC

3 Issuance and availability of Bidding Documents

From 1st day of Stage 1 until Stage 5

BAC/PSMD

4 Pre-bid Conference 12 cd before Stage 5 1 cd 1 cd 1 cd 1 cd BAC Request for

clarification 10 cd before Stage 5 Bidders

Supplemental/Bid Bulletin

7 cd before Stage 5 BAC

5 Submission and receipt of Bids

45 cd from last day of Stage 1 for

Goods. 50/65 cd from last day of Stage 1 for

Infrastructure Projects.

75 cd from last day of Stage 1 for

Consulting Services.

1 cd (includ

es openin

g of bids and

eligibility

check)

1 cd (includes opening of bids

and eligibility check)

1 cd (includes

opening of bids and eligibility check)

1 cd (includes

opening of bids)

Bidders and BAC

Submission of additional requirements

3 cd after Stage 5 Bidders and BAC

6 Bid Evaluation 7 cd 5 cd 7 cd 21 cd + 2 cd for

approval of ranking

BAC

7 Notification for negotiation

n/a n/a n/a 3 cd BAC

8 Negotiation n/a n/a n/a 10 cd BAC 9 Post-qualification 30 cd 30 cd 30 cd 30 cd BAC

10 Approval of resolution/Issuance of Notice of Award

7 cd 4 cd 7 cd 7 cd BAC / HOPE

11 Contract preparation and signing

10 cd 10 cd 10 cd 10 cd PSMD/Legal

12 Approval of contract by higher authority

15 cd 5 cd 15 cd 15 cd PSMD/ Approving Authority

13 Issuance of Notice to Proceed

3 cd 2 cd 3 cd 3 cd PSMD

Total Time 124 cd 113 cd 144 cd 170 cd

16

EARLIEST POSSIBLE TIME

Stage Activities Deadline Goods Infrastructure Projects

Consulting Services

Person

Responsible

1 Advertisement/ Posting of Invitation to Bid/Request for Expression of Interest

7 cd 7 cd 7 cd BAC

2 Eligibility Check (and Short Listing, in case of Consulting Services)

Refer to Stage 5

Refer to Stage 5

3 cd (1 cd for eligibility, 1 cd

for short listing, and 1 cd for notice)

BAC

3 Issuance and availability of Bidding Documents

From 1st day of Stage 1 until Stage 5

BAC/PSMD

4 Pre-bid Conference 12 cd before Stage 5 1 cd 1 cd 1 cd BAC Request for

clarification 10 cd before Stage 5 Bidders

Supplemental/Bid Bulletin

7 cd before Stage 5 BAC

5 Submission and receipt of Bids

1 cd (includes

opening of bids and eligibility check)

1 cd (includes opening of bids and eligibility check)

1 cd (includes opening of

bids)

Bidders and BAC

Submission of additional requirements

3 cd after Stage 5 Bidders and BAC

6 Bid Evaluation 1cd 1cd 1 cd + 1 cd for approval of ranking

BAC

7 Notification for negotiation

n/a n/a 1 cd BAC

8 Negotiation n/a n/a 1 cd BAC 9 Post-qualification 1 cd 1 cd 1 cd BAC

10 Approval of resolution/Issuance of Notice of Award

2 cd (1 cd for BAC

resolution and 1 cd for NOA

2 cd (1 cd for BAC


2 cd (1 cd for BAC


BAC / HOPE

11 Contract preparation and signing

2 cd (1 cd for

contract preparation and 1 cd

for contract signing

2 cd (1 cd for contract

preparation and 1 cd for

contract signing

2 cd (1 cd for contract

preparation and 1 cd for

contract signing

PSMD/Legal

12 Approval of contract by higher authority

1 cd 1 cd 1 cd PSMD/ Approving Authority

13 Issuance of Notice to Proceed

1 cd 1 cd 1 cd PSMD

Total Time 28 cd 28 cd 34 cd

17

Request for Personal/Employment Related Documents

Schedule of Availability of Service: Monday to Friday 8:00 AM – 5:00 pm

Who may avail of the Service: Resigned/Separated from the service employees

What are the Requirements: Requisition Form Other required documents to support claim, if necessary

Duration: Within the day

Steps Applicant/Client Activity Duration of


circumstances)

Person In Charge Fees Forms

1 Individual fills up Requisition Form

Human Resource Management Officer (HRMO) receives the

form and evaluate contents and requirements

5 mins.

Admin-PSD/Receiving

Personnel none Requisition

Form

2

Prepares the requested

document/s Type and print the

requested document/s

½ day HRM Officer

3

Evaluates/Review completeness and accuracy of data in

the requested document/s.

Within 2 hours

Chief of the Personnel Services Division

4

Records the document to be released to the

requesting individual

Within 30 mins HRM Officer

5

Individual Receives his/her

requested document/s

Request for Personal/Employment Related Documents

Start

Accomplish Requisition Form

HRM Officer receives request from PNOC Employee/Former

HRM Officer prepares the requested document

Division Chief III reviews the requested document

Division Chief III signs the reviewed document

HRM Officer releases the requested document

PNOC Employee/Former PNOC Employee receives requested document

End

18

19

Application for TESDA/CHED foreign training invitations

Schedule of Availability of Service: Monday to Friday 8:00 AM – 5:00 pm

Who may avail of the Service: PNOC and Subsidiary Employees

What are the Requirements: Nomination letter addressed to the PNOC President; Complete documentation as required by TESDA/CHED and the sponsor country

Duration: 3 - 5 days


Activity (under normal circumstances)


1

PNOC Subsidiary

submit to Admin-PSD the

nomination letter/ application

for foreign training

Receives and records in the logbook the

documents received from the subsidiary

5 mins. Admin-

PSD/Receiving Personnel

Review completeness of documents;

Prepares evaluation of training application; 2

Endorse nomination to PDC for evaluation

½ day PSD-Training Section/HRM

Officer

PDC Evaluation

Form

Evaluates/deliberates on the training

application; 3

Recommend approval of application to the

PNOC President

2 days

Personnel Development Committee

(PDC)

4 Approves training application 1 day PNOC

President

5 Prepares nomination letter to TESDA/CHED; 1 hour

PSD-Training Section/HRM

Officer

6 Signs nomination letter 1 day PNOC President

20


Activity (under normal circumstances)


Submit nomination letter and all documentary

requirements to TESDA/CHED on or

before deadline;

Inform/email subsidiary on the status of

application;

7

Receives PNOC memo on the

status of application

Remind applicant of the schedule of interview with TESDA/CHED

2 hours PSD-Training Section/HRM

Officer

Receives/evaluate completeness of

documents;

Conducts interview; 8

Send letter to PNOC on the result of training

application

Within the reglementary processing

period as set by

TESDA/CHED & the sponsor

country

TESDA/CHED

9

Receives copy of TESDA/CHED letter and PNOC transmittal letter

Send copy of TESDA/CHED letter to

PNOC subsidiary applicant

1 hour PSD-Training Section/HRM

Officer

Application for TESDA/CHED Foreign Training Invitations

Start

Personnel Staff receives and records in the logbook the documents receivedfrom the subsidiary

HRM Officer reviews the completeness of the documents, prepares theevaluation of the training application and endorses the nomination to the PDC

for evaluation/ deliberation

Personnel Development Committee evaluates/deliberates on the trainingapplication and recommends approval of application to the PNOC President

PNOC President approves the training application

HRM Officer prepares nomination letter to TESDA/CHED

PNOC President signs the nomination letter

HRM Officer submits the nomination letter and all documentary requirements toTESDA/CHED on or before deadline; inform/email subsidiary on the status of

application, and remind the applicant of the schedule of interview with TESDA/CHED

TESDA/CHED receives/evaluate completeness of documents, conduct interviewto all applicants; and send letter to PNOC on the result of training application

HRM Officer sends copy of TESDA/CHED letter to PNOC subsidiary applicant

End

21

22

Request for Repairs



Tenants

What are the Requirements

Written complaint or request for assistance Access to areas for inspection/repair



circumstances)


1 Sends request for repair/assistance

Receives request for repair/assistance 15 mins

Receiving Admin Officer/

BA Log-

book

2 BA forwards request to BMS 15 mins BMS Head

3 BMS Head assigns technician 10 mns BMS Head

4 Technician inspects/ repairs 1 day Technician

Request for Repairs

Start

Building Administrator (BA) receives request for repair assistance

BA receives request and acknowledges receipt

BA forwards request to Building Maintenance Section Head (BMS)

BMS head reviews and assigns job order to concerned technician

Technicians logs request and proceeds to tenant's area for inspection/assessment of request

Technician conducts repair or assistance when able on the spot. If not,technician lists all items necessary for repairs

Tenant signs off repair done. Else, technician returns to office to repairrequisition of needed supplies or materials for the repair.

Upon acquisition of te materials/supplies, technician returns to work site tocomplete repair

Tenant signs if repair is done

End

23

24

Request for Office Reservation



Tenants

What are the Requirements

Reservation Form



circumstances)


1 Client fills up reservation form

Receives reservation request form 15 mins AO III

Reser-vation Form

2

AO 111 forwards request for

notation/approval to DC and ADM

30 mins AO III

3 AO III checks and blocks schedule of

reservation and informs technician

15mins AO III

4 Technician prepares venue of reservation 1 hour Technician

5 AO III prepares

charging for debit or payment

30 mins AO III

As rated

for facility

Request for Office Reservations

Start

Admin Officer III receives request from client who fills up request form

Admin Officer III checks availability/schedule of request and forwards request fornotation and approval to Division Chief and Admin Manager

Upon comnpletion of signatories, Admin Officer III blocks schedule and turnsover the request to technicians

On due date, Tectnician prepares room or equipment to be used as stated in theReservation Form

Upon completion of event, Admin Officer III logs event and prepares charging fordebit or payment of client

End

25

26

PREPARATION OF PNOC FINANCIAL STATEMENTS AND OTHER MONTHLY REPORTS

Duration: 15 days, 1 hour and 15 minutes

Step

Client

Activity

Duration of


circumstances)

Person in Charge

Fees

Forms

1 Receives the General Ledger from the General Accounting 3 days after posting of all transactions for the month end. Posts account balances of balance sheet and income statement

2 days Financial Analysts

2 Receives the Balance Sheet Schedules from General Accounting Department 7 days after the release of the General Ledger, analyzes transactions and prepares necessary adjusting and reclassfying entries


3 Prepares Balance Sheet, Income Statement, Budget Utilization Report and supporting schedules including variance analysis and submits to Division Chief for review

5 days

Financial Analysts

4 Prepares Cash Flow Statement and Statement of Financial Operations (Table 31-DOF format) after balance sheet preparation and submits to Division Chief for review


5 Reviews the Balance Sheet, Income Statement, Cash Flow Statement, Statement of Financial Operations, Budget Utilization Report, supporting schedules and variance analysis and submits to the Department Manager for approval

3 days Division Chief

6 Approves the financial reports and returns back the report to Division Chief for submission / distribution to

15 minutes Department Manager

27

different clients

7

Photocopy and transmits the approved financial statements to Treasury Department, Corporate Planning Department, SVP Management Services

15 minutes

Financial Analyst

8 Provides the approved financial statement, Statement of Financial Operations (Table 31-DOF format) and supporting schedules the financial analyst, who is in-charge of the consolidation report of PNOC and subsidiaries

15 minutes Financial Analyst

9 Photocopy and distributes to different department/cost centers of the approved monthly Budget Utilization Report


Preparation of PNOC Financial Statements and Other Monthly Reports

Start

Financial Analysts receive the General Ledger and Balance Sheet schedulesfrom the General Accounting Department

Financial Analysts obtain account balances of the Balance Sheet and IncomeStatement, analyzes transactions and prepares necessary adjusting and

reclassifying entries, if there are any

Financial Analysts, after considering the adjusting and reclassifying entries,prepare Financial Statements (Balance Sheet, Income Statement, Cash Flows

with account schedules) financial analysis, Budget Utilization Reports andStatement of Financial Operations (Table 31/32 - DOF format)

The Division Chief of the Financial Analysis and Reporting Division reviews theFinancial Statements (Balance Sheet Income Statement, Cashflow and its

supporting schedules), Budget Utilization Reports and Table 31). If there arecorrections on the reports, the Division Chief immediately returns back to the

financial analysts for revision of the reports.

The Division Chief, upon final review, affixes her initials/signature and submits tothe Department Manager for approval of the financial reports

Department Manager approves the financial reports and returns back the reportsto the Division Chief for submission/distribution to different clients.

Transmits the approved BudgetUtilization Reports to differentcost centers / departments for

monitoring of their monthlyexpenses

Submits the approvedStatement of Financial

Operations (Table 31 /32 - DOFFormat) to financial analystneeded in preparation of the

Consolidated FinancialOperations (Table 31/32)

Transmits the approved monthlyfinancial statements to the

Treasury Department,Corporate Planning Department

and SVP ManagementServices. Submits also the

financial statements includingschedules to financial analysts

needed in the preparation of theConsolidated Financial

Statements of PNOC andSubsidiaries.

End 28

29

PREPARATION OF CONSOLIDATED FINANCIAL STATEMENTS AND STATEMENT OF FINANCIAL OPERATIONS (TABLE 31-DOF FORMAT)

Step

Client

Activity

Duration of


circumstances)

Person in Charge

Fees

Forms

1 Receives monthly financial statements, statement of financial operations (Table 31-DOF format) from PNOC Subsidiaries at different dates from 20th to 30th day of the following month end

Department Manager

2 Takes note the financial reports and forwards to the Division Chief of the Financial Analysis and Reporting Division

15 minutes for each

subsidiaries’ report

Department Manager

3 Acknowledges receipt of PNOC Subsidiaries’ financial statements and Statement of Financial Operations and takes note of the financial highlights including the date of each subsidiary’s submission then forwards these reports to financial analysts for consolidation

30 minutes for each


Division Chief

4 Analyzes and consolidates each subsidiary’s balance sheet and income statement account, and statement of financial operations together with PNOC’s financial reports and prepare elminating entries for intercompany transactions

3 days Financial Analyst

5 Prepares Consolidated Financial Statements and Statement of Financial Operations including supporting schedules and submits to the Division Chief for review

1 day Financial Analyst

6 Reviews the Consolidated Financial Statements and Statement of Financial Operations including supporting schedules

1 day Division Chief

30

7

Approves the financial reports and returns back the report to Division Chief for submission / distribution to different clients

15 minutes

Department Manager

8 Transmits the approved Consolidated financial statements to Treasury Department, SVP Management Services


9 Transmits the approved Consolidated Financial Statement, Statement of Financial Operations (Table 31-DOF format) and supporting schedules to the Department of Finance

1 hour Financial Analyst

PREPARATION OF PNOC CONSOLIDATED FINANCIAL STATEMENTS ANDSTATEMENT OF FINANCIAL OPERATIONS (TABLE 31-DOF FORMAT)

Start

The Accounting Manager receives monthly Financial Statements , Statement ofFinancial Operations (Table 31/32 - DOF Format) from PNOC Subsidiaries anddelegates these financial reports to the Division Chief of the Financial Analysis

and Reporting Division (FARD)

The Division Chief acknowledges receipt of PNOC Subsidiaries' financialstatements and Statement of Financial Operations and takes note particularly

the financial highlights including the date of each subsidiary's submission , thenforwards these financial reports to the financial analysts

The financial analyst analyzes and consolidates each subsidiary's BalanceSheet and Income Statement account and Statement of Financial Operations

together with PNOC's financial reports and prepares eliminating entries forintercompany transactions

The financial analyst prepares Consolidated Financial Statements andStatement of Financial Operations (Table 31/32) with supporting schedules and

submits to the Division Chief for review

The Division Chief reviews the Consolidated Financial Statements andStatement of Financial Operations (Table 31/32) including supporting schedules


The Department Manager approves the financial reports and returns the samereports back to the Division Chief for submission / distribution to concerned

users

Submits the approved monthly ConsolidatedFinancial Statements and Consolidated Statement

of Financial Operations (Table 31/32) to theDepartment of Finance.

Transmits the approved monthly ConsolidatedFinancial Statements to the Treasury Department

and SVP - Management Services

End 31

32

PREPARATION OF INCOME TAX RETURN OF PNOC

Step

Client

Activity

Duration of


circumstances)

Person in Charge

Fees

Forms

1 BIR Prepares the schedule of taxable/non-taxable income as well as the schedule of allowable/non-allowable expenses necessary in the computation of Quarterly/Annual Income Tax Returns of PNOC

2 days (for Quarterly ITR /

3 days for Annual ITR)

Financial Analysts

2 Reviews the computation of Income Tax inlcuding supporting schedules and returns back the report to the Financial Analyst

4 hours (for Quarterly ITR /

1 day for Annual ITR)

Division Chief

3 Accomplish the BIR Forms 1702 Q / 1702 and 1702AIF then submits to the Division Chief for review

4 hours (for Quarterly ITR /

1 day for Annual ITR)

Financial Analysts

4 Reviews the accomplished BIR Forms and attached schedules and submit to the Department Manager for approval

30 minutes (for Quarterly ITR / 2 hours day for Annual ITR)

Division Chief

5 Approves the accomplished BIR forms and attached schedules and returns back to the Division Chief


6 Forward the approved BIR forms and supporting schedules to the Financial Analyst for filing to the BIR

5 minutes Division Chief

7 Transmits the approved BIR forms and the attached schedules to the Bureau of Internal Revenues (for quarterly return); for annual income tax retrun, year-end financial statements.

2 hours Financial Analyst

PREPARATION OF INCOME TAX RETURN OF PNOC

Start

The Financial Analysts prepares the schedule of taxable/non-taxable income aswell as the schedule of allowable /and non-allowable deductible expensesnecessary in the computation of Quarterly Income Tax Return and AnnualIncome Tax Return of PNOC, then submits to the Division Chief for review.

The Division Chief reviews the computation of Income Tax Due of PNOC andother supporting schedules then returns back the report to the Financial Analyst.

The Financial Analyst accomplishes the BIR Form No. 1702Q (QuarterlyIncome Tax Return), BIR Form 1702 (Annual Income Tax Return) and BIR Form

1702AIF (Account Information Form) then submits to the Division Chief forreview

The Division Chief reviews the accomplished BIR forms (1702Q/1702/1702AIF),affixes her initials and submit to the Department Manager for approval.

The Department Manager approves the accomplished BIR forms (1702Q/1702/1702AIF) and returns back to the Division Chief.

The Division Chief returns back to the Financial Analyst the approved BIR forms(1702Q/1702/1702AIF)

Transmits the approved accomplished BIR forms (1702Q/1702/1702AIF),supporting schedules to the Bureau of Internal Revenue. Transmits also to theBIR the year-end financial statements as attachment to the annual income tax

return

End

33

34

PREPARATION OF DBM REPORTS FOR PNOC BUDGET PROPOSAL

Duration: 3 days, 5 hours and 45 minutes

Step

Client

Activity

Duration of


circumstances)

Person in Charge

Fees

Forms

1 Corporate Planning

Receives memo from Corporate Planning Department regarding submission of reports needed for the preparation of PNOC Budget proposal

Department Manager

2 Gives instructions to the Division Chief regarding compliance of the required reports


3 Discusses to the financial analysts regarding the accomplishments of DBM budget forms and submission of other financial reports needed by Corplan

1 hour Financial Analysts

4 Fills-out the actual column of DBM Forms reflecting the actual figures for PNOC Balance Sheet, Income Statement, Cashflow Statement, Details of Maintenance and Other Operating Expenses, Capital Outlays, Comparative Sources of Funds, Staffing Summary Report and prepare other reports to support the figures and submit to the Division Chief for review


5 Reviews the accomplished DBM budget forms and other schedules and submits to the Department Manager for approval

4 hours Division Chief

7 Approves the accomplished DBM budget forms and returns back the report to Division Chief for submission to Corplan


35

8

Prepares transmittal letter to Corplan, signed by the Department Manager and transmits the accomplished DBM forms, PNOC financial statements and other supporting schedules necessary in the preparation of Budget Proposal of PNOC

15 minutes

Division Chief

PREPARATION OF DBM REPORTS FOR PNOC BUDGET PROPOSAL

Start

The Accounting Manager receives the memo from the Corporate PlanningDepartment regarding the submission of reports needed for the preparation of

PNOC Budget proposal

The Accounting Manager gives instructions to the Division Chief regardingcompliance of the required reports.

The Division Chief discusses to the financial analysts regarding theaccomplishments of DBM forms and submission of other financial reports

needed by Corplan

The financial analyst fills-out the actuals columns of DBM budget formsreflecting actual figures of PNOC Balance Sheet, Income Statement, CashflowStatement, Details of Maintenance and Other Operating Expenses, CapitalOutlays, Comparative Sources of Funds, Staffing Summary Report and other

reports then submit to the Division Chief for review

The Division Chief reviews the accomplished DBM budget forms and otherschedules, affixes her initials and submit to the Department Manager for

approval of the reports.

The Department Manager approves the accomplished DBM forms (actualfigures column), affixes her signature and returns back the reports to the

Division Chief for submission to the Corporate Planning Department

The Division Chief prepares transmittal letter to Corplan, signed by theDepartment Manager and transmit the accomplished DBM forms, PNOC

financial statements and other supporting schedules necessary in thepreparation of Budget Proposal of PNOC

End36

37

PREPARATION OF PNOC FINANCIAL STATEMENTS FOR SUBMISSION TO COA

Duration: 17 days and 2 hours

Step

Client

Activity

Duration of


circumstances)

Person in Charge

Fees

Forms

1 Receives the General Ledger from the General Accounting 3 days after posting of all transactions for the year-end. Posts year-end account balances of balance sheet and income statement


2 Receives the Year-end Balance Sheet Schedules from General Accounting Department 7 days after the release of the General Ledger, analyzes transactions and prepares reclassying entries


3 Prepares Year-end Balance Sheet, Income Statement and supporting schedules including variance analysis and submits to Division Chief for review

5 days

Financial Analysts

4 Prepares Year-end Cash Flow Statement after balance sheet preparation and submits to Division Chief for review


5 Prepares Notes to Financial Statements and submit to the Division Chief for review


6 Reviews the Year-end Balance Sheet, Income Statement, Cash Flow Statement, Notes to Financial Statements, supporting schedules and variance analysis then submits to the Department Manager for approval


7 Approves the year-end financial reports and returns back the report to Division


38

Chief

8 Transmits to the SVP for Management Services copies of the year-end finacial reports for approval of the release of these reports to the Commission on Audit


9

Receives the final approval from the SVP for Management Services for the the release of the Year-end Financial Statements to the Commission on Audit then instructs the Division Chief for the transmittal to the COA

10 minutes

Department Manager

10 Prepares transmittal letter to the Commission on Audit signed by the Department Manager


11 Photocopy and transmits to COA the year-end Financial Statements with Notes to Financial Statements and other supporting schedules.


PREPARATION OF PNOC YEAR-END FINANCIAL STATEMENTSFOR SUBMISSION TO COA

Start

Financial Analysts receive the year-end General Ledger and Balance Sheetschedules from the General Accounting Department

Financial Analysts obtain year-end account balances of the Balance Sheet andIncome Statement, analyzes transactions and prepare necessary adjusting and

reclassifying entries, if there are any

Financial Analysts, after considering the adjusting and reclassifying entries,prepareFinancial Statements (Balance Sheet, Income Statement, Cash Flowswith account schedules). Prepare also the Notes to the Financial Statementsincorporating significant data received from other Department Managers, then

submit to the Division Chief for review

The Division Chief of the Financial Analysis and Reporting Division reviews theFinancial Statements (Balance Sheet Income Statement, Cashflow and its

supporting schedules including the Notes to the Financial Statements . If thereare corrections on the reports, the Division Chief immediately returns back the

reports to the financial analysts for revision.

The Division Chief, upon final review , affixes her initial/signature and submitsthe year-end financial statements with Notes to the Financial Statements to the

Department Manager for approval .

The Department Manager approves the year-end financial reports and returnsback the reports to the Division Chief

The Division Chief transmits to the SVP for Management Services the year-endfinancial reports for approval of the release of these reports to the Commission

on Audit

The Accounting Manager receives final approval from the SVP for ManagementServices for the release of the Year-end Financial Statements to the

Commission on Audit then instructs the Division Chief for the transmittal to theCommission on Audit

A 39

A

The Division Chief prepares transmittal letter to the Commission on Audit,signed by the Department Manager , and transmits the Year-end Financial

Statements with Notes to the Financial Statements including supportingschedules.

End

40

41

PREPARATION OF YEAR-END CONSOLIDATED FINANCIAL STATEMENTS

Step

Client

Activity

Duration of


circumstances)

Person in Charge

Fees

Forms

1 Receives Audited Financial Statements and other schedules from PNOC Subsidiaries after release of reports by the Commission on Audit at various dates

Department Manager

2 Takes note of the Audited Financial Statements and other supporting reports and forwards to the Division Chief of the Financial Analysis and Reporting Division

30 minutes for each


Department Manager

3 Acknowledges receipt of Subsidiaries’ Audited Financial Statements and other supporting schedules and takes note of the financial highlights including the Notes to the Financial Statements then forwards these reports to financial analysts for consolidation

One hour for each


Division Chief

4 Analyzes and consolidates each subsidiary’s balance sheet and income statement account based on Audited Financial Statements together with PNOC’s Audited Financial Statements and prepare eliminating entries for intercompany transactions


5 Prepares Year-end Consolidated Financial Statements and supporting schedules including Notes to the Consolidated Financial Statements and submits to the Division Chief for review


6 Reviews the Year- end Consolidated Financial Statements, supporting schedules and Notes to the


42

Consolidated Financial Statements then forwards to the Accounting Manager for approval

7 Approves the Year-end Consolidated Financial Statements including Notes to Consolidated Financial Statementsts and returns back the report to Division Chief

1 hour

Department Manager

8 Transmits to the SVP for Management Services the Year-end Consolidated Financial Statements with Notes to the Consolidated Financial Statements for approval of the release to the Commission on Audit


9 Receives from the SVP for Management the final approval of the Year-end Consolidated Financial Statements with Notes to Financial Statements then instructs the Division Chief for transmittal to the Commission on Audit


10 Prepares transmittal letter to the Commission on Audit, signed by the Accounting Manager and transmits the approved Year-end Consolidated Financial Statements with Notes to the Consolidated Financial Statements and other supporting schedules to the Commission on Audit

1 hour Division Chief

PREPARATION OF YEAR-END PNOC CONSOLIDATED FINANCIALSTATEMENTS

Start

The Accounting Manager receives Audited Financial Statements and othersupporting schedules from PNOC Subsidiaries and delegates these financialreports to the Division Chief of the Financial Analysis and Reporting Division

(FARD)

The Division Chief acknowledges receipt of Subsidiaries' Audited FinancialStatements and other supporting schedules and takes note particularly thefinancial highlights and Notes to Financial Statements then forwards these

financial reports to the financial analysts

The financial analyst analyzes and consolidates each subsidiary's BalanceSheet and Income Statement account and other supporting schedules based on

Audited Financial Statements together with PNOC's Audited FinancialStatements and prepares eliminating entries for intercompany transactions

The financial analyst prepares Consolidated Financial Statements, supportingschedules and Notes to Consolidated Financial Statements and submits to the

Division Chief for review.

The Division Chief reviews the Consolidated Financial Statements, supportingschedules including Notes to Consolidated Financial Statements.


The Department Manager approves the Year-end Consolidated FinancialStatements with Notes to Financial Statements and returns the same reports

back to the Division Chief

The Division Chief transmits to the SVP for Management Services the Year-endConsolidated Financial Statements with Notes to Financial Statements for

approval of the release of reports to the Commission on Audit

A43

A

The Accounting Manager receives the final approval from the SVP forManagement Services for the release of the Year-end Consolidated Financial

Statements then instructs the Division Chief for the transmittal to theCommission on Audit

The Division Chief prepares transmittal letter to the Commission on Audit,signed by the Accounting Manager and transmits the Year-end Consolidated

Financial Statements with Notes to Consolidated Financial Statements includingsupporting schedules to the Commission on Audit.

End

44

45

REMITTANCE OF WITHHOLDING TAXES

Step

Client

Activity

Duration of


circumstances)

Person in Charge

Fees

Forms

1 BIR Prepares the list of suppliers/contractors of goods and services purchased, reconciled the amount with Detailed Ledger and accomplishes the BIR Forms 1601E, 1601F and 1600

1 day Payables Accountant

2 Reviews the computation of Withholding Tax, the accomplished BIR Forms and other necessary supporting schedules

1 hour Division Chief

3 Prepares Disbursement Vouchers

15 minutes Payables Accountant

4 Reviews and signed the Disbursement Vouchers


5 Approves the Disbursement Vouchers and the accomplished BIR forms and returns back to the Payables Accountant


6 Forwards the approved Disbursement Vouchers to Treasury Department


7 Pays and transmits the approved BIR Forms to the Bureau of Internal Revenue


REMITTANCE OF WITHHOLDING TAXES

Start

The Payables Accountant prepares the list of suppliers/contractors of goods &services purchased, reconciled the amount with Detailed Ledger and

accomplishes the BIR Forms 1601E, 1601F and 1600 then submits to theDivision Chief for review.

The Division Chief reviews the computation, the accomplished BIR Forms andother necessary supporting schedules. Returns the documents to the Payables

Accountant for Disbursement Vouchers (DV) preparation

The Payables Accountant prepares the DV and forward to the Division Chieftogether with the computation, the accomplished BIR Forms and other

necessary supporting schedules

The Division Chief reviews and signed the DV, affixes his initials on theaccomplished BIR Forms and forward to the Department Manager for approval

The Department Manager approves the DV and the accomplished BIR forms(1601E/1601F/1600) and returns back the documents to the Payables

Accountant

The Payables Accountant forwards the approved DV to Treasury Dept. for checkpreparation

Pays and transmits the approved accomplished BIR forms (1601E/1601F/1600)and supporting schedules to the Bureau of Internal Revenue

End

46

47

Contract Drafting and Review

Schedule of Availability of Service Monday to Friday 8:00 A. M. to 5:00 P. M. Who may avail of the Service PNOC subsidiaries What are the requirements

Memorandum request stating the salient points of the contract (e.g. duration, special conditions of the contract) Supporting documents

Duration: 14 days and 45 minutes



circumstances)


1

Requesting PNOC subsidiary sends the request

for contract drafting/review

Receives and records the request for drafting

of review of contract and forwards the same

to the Department Manager

10 minutes Executive Assistant

-

2 Assigns to Attorney IV 1 day Department Manager

-

3

Drafts contract and covering

memorandum, or prepares

memorandum requesting submission

of further requirements, and

forwards the same to the Assistant

Manager/Division Chief

3 days Attorney IV

-

4

Reviews the draft contract and covering memorandum, or the

memorandum requesting submission

of further requirements, and

returns it to the Attorney IV (handling

lawyer)

3 days Assistant Manager/

Division Chief

-

48



circumstances)


5

Incorporates the comments to the contract and/or

memorandum and forwards to the

Department Manager

3 days Attorney IV

-

6 Signs the

memorandum and forwards to the

Executive Assistant

1 day

Department Manager

7

Returns prepared/reviewed

contract and covering memorandum to the

PNOC subsidiary

1 day

Executive Assistant

8

Receives the draft contract and

covering memorandum, or the memorandum

requesting submission of

further requirements and revises/comments

on the revised contract, or otherwise

completes further requirements

Receives either request for preparation

of execution copy of contract or

memorandum containing further requirements, and

forwards the same to Attorney IV (handling

lawyer)

10 minutes

Executive Assistant

9

Handling lawyer prepares execution copy of contract and

Final Contract Endorsement, and initials the same on

each and every page of the contract, and

forwards to the Department Manager

1 day

Attorney IV

10 Signs the FCE and

forwards to the Executive Assistant

1 day

Department

Manager

49



circumstances)


11

Forwards the execution copy of the contract, or the draft contract to the SVP-

LAEMS for endorsement

15 minutes

Executive Assistant

12 SVP-LAEMS returns the

endorsement

Receives the endorsement and

contract and forwards execution copy of

contract to the requesting subsidiary

10 minutes

Executive Assistant

Contract Drafting and Review

Start

Executive Assistant receives the request for drafting or review of contract fromthe subsidiary

Executive Assistant records the request for drafting or review of contract in thelogbook of the Legal Department

Executive Assistant forwards the request to the Department Manager - LegalDepartment

Department Manager assigns the request to the Attorney IV - Contracts andAccreditation

Attorney IV drafts or reviews the contract, as well as prepares the coveringMemorandum. If all requirements are complete, Attorney IV must prepare orreview the contract within three (3) days from receipt. If the requirements are

incomplete, Attorney IV determines the needed requirements, if able, andprepares the necessary memorandum addressed to the requesting subsidiary

for the submission of the same

Attorney IV forwards the prepared/reviewed contract to the Division Chief/Assistant Manager for review/comments

Assistant Manager/Division Chief returns the contract with review/comments, aswell as the covering memorandum within three (3) days from receipt to AttorneyIV for incorporation of comments. Otherwise, the, Memorandum requesting for

further requirements is likewise reviewed/commented on and returned toAttorney IV for incorporation of comments

Assistant Manager/Division Chief forwards the prepared contract and/ormemorandum containing the comments to the reviewed contract, as well as the

covering Memorandum to the Department Manager

A

50

Department Manager signs the covering Memorandum and forwards the sameto the Executive Assistant

A

Executive Assistant returns the prepared/reviewed contract, as well as thecovering Memorandum to the requesting subsidiary

Requesting subsidiary reviews the revised contract, or completes the furtherrequirements requested, and forwards the same to the PNOC Legal Department

Handling Attorney IV prepares the execution copy of the contract and attachesthe Final Contract Endorsement (FCE) with the proper FCE number for his/herinitials and the signature of the Department Manager, for endorsement to the

Senior Vice President for Legal, Administrative and Estate ManagementServices (SVP-LAEMS)

Handling lawyer initials the FCE on each and every page of the contract

Department Manager signs the FCE and forwards the contract, with annexesand the FCE to the Executive Assistant

Executive Assistant forwards the execution copy of the contract with annexes tothe SVP-LAEMS

SVP-LAEMS returns the endorsement and contract to the Executive Assistant ofthe Legal Department

Executive Assistant forwards the execution copy of the contract to therequesting subsidiary

End

51

52

Rendering Legal Opinions

Schedule of Availability of Service Monday to Friday 8:00 A. M. to 5:00 P. M. Who may avail of the Service PNOC subsidiaries What are the requirements

Memorandum request stating the facts Supporting documents




circumstances)


1

Requesting PNOC subsidiary sends the request for legal opinion

Receives and records the request for legal opinion and forwards

the same to the Department Manager

10 minutes Executive Assistant -

2 Assigns to Attorney IV 1 day Department Manager -

3

Researches on applicable points of

law and jurisprudence. Prepares the draft

legal opinion. However, if the facts are unclear and there

is need for clarification, prepares

memorandum requesting such

clarification. Forwards the draft legal opinion

or memorandum seeking clarification to

the Assistant Manager/Division

Chief.

3 days Attorney IV -

4

Reviews the draft legal opinion, or the memorandum

requesting clarification, and returns it to the

Attorney IV (handling lawyer)

3 days Assistant Manager/

Division Chief -

53



circumstances)


5

Incorporates the comments to the draft

legal opinion, or conducts further legal research. If no further research is needed,

forwards the memorandum where the legal opinion is

stated to the Department Manager.

3 days Attorney IV -

6

Signs the memorandum where the legal opinion is

stated and forwards to the Executive

Assistant

1 day

Department Manager

7 Returns prepared legal

opinion to the requesting PNOC

subsidiary

1 day Executive Assistant

Rendering Legal Opinions

Start

Executive Assistant receives the request for legal opinion from requestingPNOC subsidiary

Executive Assistant records the request for legal opinion

Executive Assistant forwards the request to the Department Manager - LegalDepartment

Department Manager assigns the request to the Attorney IV - Tax & CorporateLaw, Litigation, Legislative and Research, Contracts and Accreditation

If all facts are clear and complete, Attorney IV researches on applicable points oflaw and jurisprudence. If the facts are unclear and there is need for clarification,

Attorney IV prepares a memorandum requesting such clarification

Attorney IV prepares the legal opinion within three (3) days from receipt ofrequest from Department Manager

Attorney IV forwards the prepared legal opinion or the memorandum requestingclarification to the Division Chief/Assistant Manager for review/comments

Assistant Manager/Division Chief reviews the draft legal opinion or thememorandum requesting clarification within three (3) days from receipt thereof

Assistant Manager/Division Chief returns to Attorney IV the draft legal opinion orthe memorandum requesting clarification for finalization within three (3) daysfrom receipt thereof. Otherwise, if the points of law and jurisprudence are still

unclear or further research has to be made, the draft legal opinion is returned forre-drafting

A

54

Attorney IV forwards the revised draft legal opinion to the Department Manager.Or if further research was done, the draft legal opinion is returned to the

Assistant Manager/Division Chief

Attorney IV revises the draft legal opinion immediately upon receipt thereof, ifwarranted. Otherwise, further research will be done within three (3) days from

receipt of the comments of the Assistant Manager/Division Chief

A

Department Manager signs the Memorandum where the legal opinion is stated

Executive Assistant forwards the legal opinion to the requesting PNOCsubsidiary

End

55

56

Issuance of PNOC Board Resolution


Who may avail of the service

PNOC subsidiaries

Requirements Formal official request, stating the purpose of the request

Duration 4 days, 2 hours and 15 minutes

Step Applicant/ Client Activity Duration of


circumstances)


1

PNOC Subsidiary (send the request

for issuance of Board resolution)

Receive the request, record the request in

the logbook, and forward to the

Corporate Secretary for

approval.

15 minutes Secretary

2

Upon approval by the Corporate Secretary, assign the request to the Agenda/Minutes

Officer.

1 day Corporate Secretary

3

Prepare the Board resolution

and its annexes, if any, and the transmittal

memorandum.

2 days Agenda/ Minutes Officer

4

Review the documents received from the Agenda/Minutes

Officer, affix signature to the

transmittal letter and, forward the documents

to the Secretary for release.


5 PNOC subsidiary Send the documents to the requesting party. 2 hours Secretary

Issuance of PNOC Board Resolution

Start

Secretary receives the request from the subsidiary, records the request in thelogbook and forwards the request to the Corporate Secretary for approval

Corporate Secretary approves the request and assigns the request to theAgenda/Minutes Officer

Agenda/Minutes Officer prepares the Board resolution and its annexes, ifany, and drafts transmittal memorandum

Corporate Secretary reviews the documents received from the Agenda/Minutes Officer and affixes her signature to the transmittal letter and

forwards the documents to the Secretary for release

Secretary sends the documents to the subsidiary

End

57

58

Issuance of Secretary’s Certificates



PNOC subsidiaries





circumstances)


1


for issuance of Secre-tary’s Certi-

ficate)



Corporate Secretary for

approval.


2


Officer.


3 Prepare/draft the Secretary’s Certificate 2 days Agenda/

Minutes Officer

4

Review the Secretary’s Certificate received

from the Agenda/Minutes

Officer, affix signature to the

certificate and, forward the same to the

Secretary for release.



Issuance of Secretary’s Certificates

Start

Secretary receives the request from the subsidiary, records the request inthe logbook and forwards the request to the Corporate Secretary for

approval


Agenda/Minutes Officer prepares/drafts the Secretary’s Certificate

Corporate Secretary reviews the Secretary’s Certificate received fromthe Agenda/Minutes Officer, affixes her signature to the certificate and

forwards the same to the Secretary for release

Secretary sends the Secretary’s Certificate to the subsidiary

End

59

60

Issuance of Excerpts of Minutes of PNOC Board Meeting



PNOC subsidiaries





circumstances)


1


for issuance of excerpts of

minutes of Board meetings)



Corporate Secretary for approval.


2


Officer.


3

Prepare the excerpts and annexes, if any,

and draft the transmittal memorandum


4

Review the documents received from the

Agenda/Minutes Officer, affix signature to the

Transmittal memorandum and, forward the same to

the Secretary for release.



Issuance of Excerpts of Minutes of Board Meetings

Start

Secretary receives the request from the subsidiary, records the request inthe logbook and forwards the request to the Corporate Secretary for

approval


Agenda/Minutes Officer prepares the excerpt/s of minutes of BoardMeeting and its annexes, if any, and drafts transmittal memorandum

Corporate Secretary reviews the documents received from theAgenda/Minutes Officer, affixes her signature to the transmittal letter and

forwards the documents to the Secretary for release

Secretary sends the documents to the subsidiary

End

61

62

Issuance of Board Membership Certification



Former PNOC Board Members





circumstances)


1

Former PNOC Board Members

(send the request for issuance of Board Member-

ship certi-fication)





2


Officer.


3 Prepare the

certification and draft the transmittal letter


4

Review the certification received from the Agenda/Minutes

Officer, affix signature to the Certification and transmittal letter, and forward the same to



5 Former PNOC Board Member

Send the documents to the requesting party. 2 hours Secretary

Issuance of Board Membership Certification

Start

Secretary receives the request from former Board Member, records therequest in the logbookand forwards the request to the Corporate

Secretary for approval


Agenda/Minutes Officer prepares the Board Membership Certificationand drafts transmittal letter

Corporate Secretary reviews the Board Membership Certificationreceived from Agenda/Minutes Officer, affixes her signature to the

Certification and transmittal letter, and forwards the documents to theSecretary for release

Secretary sends the documents to the former Board Member

End

63

64

Issuance of Minutes of PNOC Board Meetings on a yearly basis



Commission on Audit (“COA”)





circumstances)


1

COA (send the request for issuance of

Minutes of PNOC Board meetings)





2


Officer.


3

Review the request, assign to the Secretary

the reproduction of records.

2 hours Agenda/ Minutes Officer

4 Reproduction of records 3 days Secretary

5

Upon completion of the reproduction,

prepare/draft the transmittal letter

1 day Agenda/ Minutes Officer

6

Examine the completeness of

records, affix signature to the

transmittal letter, and forward the same to



7 COA Send the records to the requesting party. 2 hours Secretary

Issuance of Minutes of PNOC Board Meetings (Annual)

Start

Secretary receives the request from COA, records the request in thelogbook and forwards the request to the Corporate Secretary for

approval


Agenda/Minutes Officer reviews the request, assigns the reproductionof records to the Secretary, and prepares/drafts transmittal letter

Corporate Secretary examines the completeness of records, affixes hersignature to the transmittal letter, and forwards the documents to the

Secretary for release

Secretary sends the documents to COA

End

65

SUBMISSION OF REPORTS

a. Report on Summary of Outstanding Loans (DoF); b. Report on Foreign Borrowings (BSP) and c. Report Medium and Long term Loans (BTr);

Frequency of submission

Monthly

RECIPIENTS OF THE REPORTS Department of Finance, Bangko Sentral ng Pilipinas and Bureau of the Treasury

WHAT ARE THE REQUIREMENTS a. Correctly and completely updated loan ledgers (upon payment of the regular

amortizations of the loans and other charges) b. Required forms to be filled up and signed by the signatories

STEP ACTIVITY DURATION OF ACTIVITY

PERSON IN CHARGE

FORMS

1 Upon payment of the regular amortization of the loans, update the loan ledgers for the amount of principal payment, interest and other charges (if any)

10 -30 minutes Accounts Management Specialist

Internal form only

2 Based on the information above, prepare the Report on Summary of Outstanding Loans (DoF), Report on Foreign Borrowings (BSP) and Report Medium and Long term Loans (BTr); prepares the transmittal letters

45 minutes to 1 hour

Accounts Management Specialist

Attached Forms A, B, and C

3 Checking/verifying the accuracy and completeness of the figures and other information in the report; initials on the reports and the letters

30-45 minutes Division Chief – Revenue Management

4 Further verification/checking if desired; Signs on the report and on the letter


5 Submit to the BSP, DoF and BTr Within five (5) working days after the end of each month

Accounts Management Specialist

67

Summary of Outstanding Loans / Foreign Borrowings Report/Report on Medium and Long Term Loans

START Upon payment of each loan amortization made for the month, the Accounts Management Specialist updates loan ledgers for the amount of principal payment, interest payment, and other charges (if any) paid to the creditor

Using the information above, the Accounts Management Specialist prepares the Report on Foreign Borrowings (BSP) and Summary of Outstanding Loans (DoF and BTr) at the end of the month. The reports also indicate the loan outstanding balance, date and original amount contracted, and the original or amended terms of the loan(s).

The AMS prepares the transmittal letter and submits it together with the report to the Chief of the Revenue Management Division for checking

RMD Chief checks the completeness and correctness of the figures/information in the report and letter

Report /Letter correct and complete?

YES

NO

AMS corrects the required information

RMD Chief signs his initials on the letter and the report and submits to the Department Manager for signature

Upon signing, returns the documents to AMS

Before the 5th working day of the month, AMS submits the letter and report to the BSP, Btr and DOF.

END

Letter and Reports on Foreign Borrowings and Summary of Outstanding loans (with BSP, Btr and DOF on the 5th working

day of the month)

SUBMISSION OF REPORTS Cash and Investment Balances Report

FREQUENCY OF SUBMISSION Monthly

RECIPIENT OF THE REPORT Department of Finance

STEP ACTIVITY DURATION OF ACTIVITY

PERSON IN CHARGE

FORMS

1 Provide the cash in bank balances, deposits in the BTr, investments in government securities and other investments within 3 working days after the end of each month; prepare transmittal letter

30-40 minutes Senior Accounts Management Specialist

DoF Form (Titled Cash and Investment Balance Report)

2 Check and verifies the correctness of the figures and other information in the report ; initials on the report and the letter

30-45 minutes Division Chief _ Revenue Generation

3 Further verification/checking if desired; Signs on the report and on the letter

30 minutes Department Manager -Treasury

4 Submit to DoF Within five (5) working days after the end of each month

Senior Accounts Management Specialist

69

Cash and Investment Balances Report

START

Using the Form provided by the Department of Finance, the Senior Accounts Management Specialist (SMAS) provides therein the cash in bank balances, deposits with the Bureau of the Treasury, investment in government securities and Other investments within 3 working days after the end of the month.

Division Chief –RGD checks the accuracy of the figures in the Report

Figures/Information correct?

YES NO

SMAS prepares the transmittal letter to the DoF

Division Chief initials on the letter; Department Manager signs the letter

Letter and Cash and Investment Balances

Report (with DOF on the 5th working day of the month)

Before the 5th working days of the month, SMAS sends the letter and the

report to the DoF

SMAS submits to the Division Chief –RGD for checking

END

70

Request for Updates of PNOC Projects and Other Information



Department of Energy National Economic and Development Authority Office of the President - Presidential Management Staff




circumstances)


1 Send the request for updates

Receive documents, record in logbook and

forward to the Manager.

15 minutes Executive Assistant -

2 Assign the request to

SP Division Chief and/or PO

1 day Manager -

3

Prepare memo to subsidiaries soliciting

inputs for request, send memo to subs

and await inputs

5 days DC and/or PO -

4 Receive inputs from

subsidiaries, record in logbook and forward to

Manager


5 Forward submissions to assigned DC and/or PO for consolidation

2 days Manager -

6 Endorse consolidated

report for review of Manager

1 day DC and/or PO

7 Review report, if OK prepare cover letter

otherwise return to DC or PO with instructions

1 day Manager

71



circumstances)


8

Prepare cover letter and forward report and

letter to Manager for endorsement to the

President

1 day DC and/or PO

19 Endorse letter and

report for approval and signature of the

President

1 day Manager

10 Receives letter and report, records in

logbook and forward to COS

1 day OP Executive Assistant

11 Reviews letter and

report and endorses it to President for

approval and signature

1 day COS

12 Approves report and signs letter 1 day President

13 Returns report and letter to Corplan for

release to requesting entity

1 day OP Executive Assistant

14 Receive reports/inputs

Receives report and letter and releases report to requesting

entity

1 day Executive Assistant

Request for Updates of PNOC Projects and Other Information

Start

Receive documents, record in logbook and forward to the Manager

Assign the request to a SP Division Chief and/or PO

Prepare memo to subsidiaries soliciting inputs for request, send memo to subsand await inputs

Receive inputs from subsidiaries, record in logbook and forward to Manager

Forward submissions to assigned DC and/or PO for consolidation

Endorse consolidated report for review of Manager

Prepare cover letter and forward report and letter to Manager for endorsementto the President

Documents OK

Endorse letter and report for approval and signature of the President

Receives letter and report, records in logbook and forward to COS

Reviews letter and report and endorses it to President for approval andsignature

Approves report and signs letter

A

No

Yes

72

A

Receives report and letter and releases report to requesting entity

End

Returns report and letter to Corplan for release to requesting entity

73

74

BUDGETARY REQUIREMENTS

Schedule of Availability of Service Monday to Friday 8:00 A.M. to 5:00 P.M. Who may avail of the Service Department of Budget and Management House of Representatives

Senate of the Philippines What are the Requirements:

Letter of request

Duration: 11 days, 55 minutes

Step Client Activity Duration of


circumstances)


1 Sends the

request thru fax and mail

Receives the request for PNOC’s submission of the budgetary requirements; stamps date of receipt on the request and submits the same to the Manager


Budget Forms

2

Forwards the request to the Assistant Manager for preparation of memo to other Departments and/or PNOC Subsidiaries on requirements to be accomplished by them and instructs the Budget Officers / Planning Officers through the Assistant Manager and Division Chiefs to prepare the requirements

5 minutes Manager

3

Prepares memo to concerned offices and submits the same to the Manager for signature

5 minutes Assistant Manager

4

Signs the memo and gives the same to the Executive Assistant for release to concerned offices

5 minutes Manager

5 Releases the memo to concerned offices


75



circumstances)


6

Receives the replies from concerned offices and submits the same to the Manager

3 days Executive Assistant

7

Forwards the reports from concerned offices to the Budget Officers / Planning Officers through the Assistant Manager and Division Chiefs

5 minutes Manager

8

Prepares the requirements and submits the same to the Division Chiefs for review

3 days after receipt of complete

documents from

concerned offices

Planning Officer IV

Planning Officer III

Budget Officer IV

Budget Officer III

9

Reviews the documents, notes corrections on them and submits them together with the transmittal letters to the requesting party to the Manager through the Assistant Manager for review

1 day Division Chief, Budget

Division Chief, SP

10

Reviews the documents, if OK- forwards the same to the Budget Officers / Planning Officers through the Division Chiefs to finalize, otherwise returns them to the Division Chiefs with instructions

1 day Assistant Manager

Manager

76



circumstances)


11

Finalizes or revises the documents and submits them to the Division Chiefs for review

1 day Planning Officer IV

Planning Officer III

Budget Officer IV

Budget Officer III

12

Submits the documents to the Manager through the Assistant Manager for review

Division Chief, Budget

Division Chief, SP

13

Forwards the documents to the Executive Assistant for release to the SVP for MS for review and approval

5 minutes Manager

14 Transmits the documents to SVP-MS for approval


15

Approves the reports, signs the transmittal letter to requesting party and returns the same to the Manager

1 day Sr. Vice-President for

MS

16

Receives the signed letter and reports and submits them to the Manager

Executive Assistant

17 Clears the signed letter and reports for release to requesting party

Manager

18 Receipt of budgetary

requirements

Releases documents to requesting party


Budgetary Requirements

Start

Receives the request for PNOC's submission of the budgetaryrequirements; stamps date of receipt on the request and submits the

same to the Manager

Forwards the request to the Assistant Manager for preparation of memo toother Departments and/or PNOC Subsidiaries on requirements to be

accomplished by them and instructs the Budget Officers / Planning Officersthrough the Assistant Manager and Division Chiefs to prepare the requirements

Prepares memo to concerned offices and submits the same to theManager for signature

Signs the memo and gives the same to the Executive Assistant forrelease to concerned offices

Releases the memo to concerned offices

Receives the replies from concerned offices and submits the same to theManager

Forwards the reports from concerned offices to the Budget Officers /Planning Officers through the Assistant Manager and Division Chiefs

Prepares the requirements and submits the same to the Division Chiefsfor review

Reviews the documents, notes corrections on them and submits themtogether with the transmittal letters to the requesting party to the Manager

through the Assistant Manager for review

A A

77

A

Documents OK

Finalizes or revises the documents and submits them to the DivisionChiefs for review

Submits the documents to the Manager through the Assistant Managerfor review

Forwards the documents to the Executive Assistant for release to theSVP for MS for review and approval

Transmits the documents to SVP-MS for approval

Approves the reports, signs the transmittal letter to requesting party andreturns the same to the Manager

Receives the signed letter and reports and submits them to the Manager

Clears the signed letter and reports for release to requesting party

Releases documents to requesting party

No

Yes

End

A

78

79

TABLE 31 REQUIREMENTS

Schedule of Availability of Service Monday to Friday 8:00 A.M. to 5:00 P.M. Who may avail of the Service Department of Finance What are the Requirements:

Letter of request

Duration: 13 days, 2 hours, 50 minutes



circumstances) Person in Charge Fees Forms

1 Sends request thru fax and mail

Receives DOF’s request for PNOC’s submission of the Table 31 requirements from the OSVP-MS; stamps date of receipt on the request and submits the same to the Manager


Table 31/32 in

Cash Flow

Format

2 Forwards the request to the Assistant Manager for preparation of letter to Subsidiaries

5 minutes Manager

3 Prepares letter to the subsidiaries and submits the same to the Manager

5 minutes Assistant Manager

4 Endorses the letter to the Senior Vice-President for MS for approval and signature

Manager

5 Signs the letter and returns the same to the Department Manager

1 hour Sr Vice-President for MS

6 Receives the signed letter from the OSVP-MS and submits the same to the Manager


7 Clears the signed letter for release to Subsidiaries

Department Manager

8 Releases the letter to the Subsidiaries


80




9 Receives Table 31 requirements from the Subsidiaries; stamps date of receipt on the request and submits the same to the Manager

5 days Executive Assistant

10 Forwards Subsidiaries’ submissions to the Budget Officers through the Assistant Manager and Budget Division Chief

5 minutes Manager

11 Prepares PNOC’s quarterly/annual MOOE, Income Statement & Cash Flow projections in support of the Projected Cash Flow Statement in Table 31 format and submits the same to Budget Officer III to include in the consolidated report

3 days after receipt of complete

documents from Subsidiaries

Budget Officer IV

12 Drafts the transmittal letter to DOF and consolidated reports; coordinates when necessary with the Subsidiaries for clarification of the submissions; and submits the same to the Division Chief for review

Budget Officer III

13 Reviews the drafts, notes corrections on the drafts and submits the same to the Assistant Manager for review

1 day Division Chief

14 Reviews the drafts, if OK – instructs the Budget Officer III to finalize the drafts, otherwise – gets soft copies, prepares final drafts and submits the same to the Manager


15 Reviews the drafts, if OK – instructs the Assistant Manager to have the drafts finalized, otherwise – returns the same to the Assistant Manager for revision

1 day Manager

81




16 Finalizes the drafts or makes revisions and submits the same to the Manager


17 Endorses the transmittal letter to DOF and consolidated reports to the Senior Vice-President for MS for signature

Manager

18 Signs the transmittal letter and returns the same to the Department Manager

1 hour Sr Vice-President for MS

19 Receives the letter and reports from the OSVP-MS and submits the same to the Manager

Executive Assistant

20 Clears the signed letter and reports for release to DOF

5 minutes Manager

21 Receipt of Table 31 reports

Releases the reports to DOF 1 day Executive Assistant

Table 31 Requirement

Start

Receives DOF's request for PNOC's submission of the Table 31 requirementsfrom the OSVP-MS; stamps date of receipt on the request and submits the

same to the Manager

Forwards the request to the Assistant Manager for preparation of letter toSubsidiaries

Prepares letter to the subsidiaries and submits the same to the Manager

Endorses the letter to the Senior Vice-President for MS for approval andsignature

Signs the letter and returns the same to the Department Manager

Receives the signed letter from the OSVP-MS and submits the same to theManager

Clears the signed letter for release to Subsidiaries

Releases the letter to the Subsidiaries

Receives Table 31 requirements from the Subsidiaries; stamps date of receipton the request and submits the same to the Manager

Forwards Subsidiaries' submissions to the Budget Officers through the AssistantManager and Budget Division Chief

Prepares PNOC's quarterly/annual MOOE, Income Statement & Cash Flowprojections in support of the Projected Cash Flow Statement in Table 31 formatand submits the same to Budget Officer III to include in the consolidated report

A82

A

Drafts the transmittal letter to DOF and consolidated reports; coordinates whennecessary with the Subsidiaries for clarification of the submissions; and submits

the same to the Division Chief for review

Reviews the drafts, notes corrections on the drafts and submits the same to theAssistant Manager for review

Documents OK

Finalizes the drafts or makes revisions and submits the same to theManager

Endorses the transmittal letter to DOF and consolidated reports to the SeniorVice-President for MS for signature

Signs the transmittal letter and returns the same to the Department Manager

Receives the letter and reports from the OSVP-MS and submits the same to theManager

Clears the signed letter and reports for release to DOF

Releases the reports to DOF

End

No

Yes

83

84

QUARTERLY PLANTILLA UPDATE Schedule of Availability of Service Monday to Friday 8:00 A.M. to 5:00 P.M. Who may avail of the Service Department of Budget and Management What are the Requirements:

Letter of request Duration: 1 day, 80 minutes



circumstances)


1

Sends request through phone

Receives monthly plantilla updates from Admin;

stamps date of receipt on the request and submits the same to the Manager


Plantilla of Personnel and Salary Adjustmen

t Form

2

Forwards the plantilla to the Budget Officer III through the Assistant Manager and Budget

Division Chief

5 minutes Manager

3

Compares plantilla with last quarter’s submission

to DBM, prepares transmittal to DBM, and submits to Division Chief

for review

30 minutes Budget Officer III

4

Reviews the draft transmittal, notes

corrections on the draft and submits to the

Manager through the Assistant Manager for

review

15 minutes Division Chief, Budget

5

Reviews the draft transmittal, if OK- instructs

the Division Chief to finalize otherwise, returns them to the Division Chief

with instructions

15 minutes

Assistant Manager

Manager

85



circumstances)


6

Submits the letter and plantilla to the Manager through the Assistant

Manager for approval and signature

5 minutes Division Chief, Budget

7 Signs the letter for release to DBM 5 minutes Manager

8 Receipt

of plantilla update

Releases the report to DBM 1day Executive

Assistant

Quarterly Plantilla Update to DBM

Start

Receives monthly plantilla update from Admin; stamps date of receipt onthe request and submits the same to the Manager

Forwards the plantilla to the Budget Officer III through the AssistantManager and Budget Division Chief

Compares plantilla with last quarter's submission to DBM, preparestransmittal to DBM, and submits to Division Chief for review

Reviews the draft transmittal, notes corrections on the draft and submitsto the Manager through the Assistant Manager for review

Reviews the draft transmittal, if OK- instructs the Division Chief to finalizeotherwise, returns them to the Division Chief with instructions

Documents OK

Signs the letter for release to DBM

Releases the report to DBM

Submits the letter and plantilla to the Manager through the AssistantManager for approval and signature

End

86

87

Monitoring of All On-Going Projects/Evaluation of All Completed/Operational Projects of Pnoc Subsidiaries

Who May Avail of PMD Services PNOC Management ONLY

What are the requirements

Engagement letter signed by PNOC President of any of his authorized officer and addressed to concerned PNOC subsidiary

Step Applicant / Client Activity Duration of


circumstances)

Person in-charge Forms

1 PNOC management

Conducts monitoring and evaluation of all on-going and completed projects of PNOC subsidiaries

15-30 days depending on

size of the projects and

extent of coverage

Project Development

Officers

2 Conducts site

visit/inspection of the project

5-7 days depending on location of the

project

Project Development

Officers

3 Prepares the monitoring and evaluation reports

3-7 days after completion of

the engagement

Project Development

Officers

4 Reviews/revises the reports

2-3 days after submission of

the reports Dept. Manager

5 Submits the reports to PNOC management

A day after DM completes the

review/ approval

Dept. Manager

Monitoring of All On-going Projects and Evaluation of Completed/Operational Projects

Start

Project Development Officers conduct monitoring and evaluation of all on-goingand completed projects of PNOC subsidiaries

Project Development Officers conduct site visit/inspection of the project

Project Development Officers prepare the monitoring and evaluation reports

Department Manager reviews/revises the reports

Department Manager submits the reports to PNOC management

End

88

89

DISPOSAL/UTILIZATION OF IDLE PROPERTIES

Step Applicant/Client Activity Duration of Activity

(under normal circumstances)

Person in Charge Forms

1 Interested party to buy/lease property/ies – send letter of intent to buy/lease property

Record in the EMD logbook offers to buy/lease properties.

10 minutes EA

2 Prepare letter to client to inform him/her of the schedule of advertisement for public bidding/ negotiation after 2 failed biddings

1 hour SRS/DC

3 Review/sign letter to client 30 minutes ADM/DM 4 Acknowledge receipt of letter Send letter to client 10 minutes EA 5 Attend pre-bidding conference Conduct pre-bidding conference/negotiation 1 day Disposal

Committee/ Secretariat (SRS/DC)

6 Secure official bid form; bidder’s site inspection certificate; terms and conditions; pay cost of bid documents

Issue bid documents 1 hour Committee Secretariat

Bid documents

/OR 7 Participate in public bidding; drops bid

documents and bid deposit; 3 highest bidders tender bid deposit

Conduct public bidding/negotiation; requires 3 highest bidders to tender bid deposit with cashier and returns bid deposit of the other bidders

1 day Disposal Committee/ Secretariat

8 Prepare bid summary for approval of Disposal Committee

1 hour Committee Secretariat

9 Evaluate bid results 2 days Disposal Committee

10 Prepare memo to the Board re: recommendation of the Committee; prepare Board presentation materials

1 day SRS/DC

11 Review/approve memo and presentation materials; present recommendation of the Committee to the Board

1 hour ADM/DM

12 Approve/Disapprove award 1 hour Board/President 13 Prepare Notice of Award 1 hour SRS/DC 14 Review/approve Notice of Award for signature of

President 30 minutes ADM/DM

15 Sign Notice of award 1 hour President 16 Acknowledge receipt of Notice of Award Send Notice of Award to winning bidder 10 minutes EA 17 Pay full bid price within 5 working days

from receipt of Notice of Award

Receive full payment 15 minutes Treasury

90




18 Prepare memo to Treasury requesting for the return of bid deposits of the 2nd and 3rd highest bidders

30 minutes SRS/DC

19 Review/sign memo to Treasury 15 minutes DM 20 Coordinate with 2nd and 3rd highest bidders to get

check from Treasury representing their bid deposits 1 hour SRS/DC

21 Prepare memo/provide Legal Department with the Terms and Conditions for the Deed of Absolute Sale/Contract of Lease

1 day SRS/DC

22 Review/sign memo to Legal Department 2 hours ADM/DM 23 Review draft Deed of Absolute Sale/Contract of

Lease as prepared by Legal 1 day DC/

ADM/DM

24 Prepare transmittal letter of draft Deed/Contract to winning bidder for review/conformity

30 minutes SRS/DC

25 Sign transmittal letter to winning bidder 15 minutes DM 26 Acknowledge receipt of Deed/ Contract;

Review/sign conformity to the draft Deed/Contract

Send transmittal letter with draft Deed/Contract to winning bidder

10 minutes EA

27 Return draft Deed/Contract to Legal for revisions / finalization; request for contract endorsement

30 minutes SRS/DC

28 Review/sign memo to Legal 15 minutes DM 29 Prepare transmittal letter of 6 execution copies to

winning bidder for his/her signature and that of his/her witness

30 minutes SRS/DC

30 Sign transmittal letter 15 minutes DM 31 Sign Deed/Contracts Send transmittal letter with 6 execution copies to

winning bidder 1 hour EA

32 Return Deed/Contracts to PNOC for signature

Acknowledge receipt of Deed/Contracts from winning bidder

10 minutes EA

33 Prepare memo to President re: request for his signature and that of his witness to the Deed/Contracts

1 hour SRS/DC

34 Sign memo to the President 30 minutes DM 35 Send memo and execution copies of Deed/Contract 30 minutes EA 36 Prepare transmittal letter of signed Deed/Contract to

winning bidder for notarization 30 minutes SRS/DC

37 Sign transmittal letter to the winning bidder 15 minutes DM 38 Notarize Deed/Contract Send transmittal letter with signed Deed/Contract to

the winning bidder for notarization 15 minutes EA

91




39 Return 4 notarized copies of Deed/Contract to PNOC

Acknowledge receipt of notarized copies of Deed/Contract

10 minutes EA

40 Prepare transmittal letter of pertinent documents relative to the Sale/lease of the property to the winning bidder

1 hour SRS/DC

41 Sign transmittal letter 30 minutes DM 45 Acknowledge receipt of letter Send letter to the winning bidder 10 minutes EA 46 Prepare computation, DV for payment of capital

gains tax 2 hours SRS/DC

47 Review/sign DV 15 minutes ADM/DM 48 Send DV to Accounting Department for processing 10 minutes EA 49 Secure check from Treasury; pay CGT to BIR 4 hours SRS 50 Prepare transmittal to Accounting, ICO, Treasury re:

pertinent documents relative to the Sale/Lease of the property

1 hour SRS/DC

51 Sign memo to Accounting, ICO, Treasury 30 minutes DM 52 Send to Accounting, ICO, Treasury copies of

pertinent documents relative to the Sale/Lease of the property

30 minutes EA

DISPOSAL/UTILIZATION OF IDLE PROPERTIES

Start

Record in the EMD logbook offers to buy/lease properties.

Prepare letter to client to inform him/her of the schedule of advertisement forpublic bidding/ negotiation after 2 failed biddings

Review/sign letter to client

Send letter to client

Conduct pre-bidding conference/negotiation

Issue bid documents

Conduct public bidding/negotiation; requires 3 highest bidders to tender biddeposit with cashier and returns bid deposit of the other bidders

Prepare bid summary for approval of Disposal Committee

Evaluate bid results

Prepare memo to the Board re: recommendation of the Committee; prepareBoard presentation materials

Review/approve memo and presentation materials; present recommendation ofthe Committee to the Board

Approved?

A

End

Yes

No

92

A

Prepare Notice of Award

Review/approve Notice of Award for signature of President

Sign Notice of award

Send Notice of Award to winning bidder

Receive full payment

Prepare memo to Treasury requesting for the return of bid deposits of the 2nd

and 3rd highest bidders

Review/sign memo to Treasury

Coordinate with 2nd and 3rd highest bidders to get check from Treasuryrepresenting their bid deposits

Prepare memo/provide Legal Department with the Terms and Conditions for theDeed of Absolute Sale/Contract of Lease

Review/sign memo to Legal Department

Review draft Deed of Absolute Sale/Contract of Lease as prepared by Legal

Prepare transmittal letter of draft Deed/Contract to winning bidder for review/conformity

Sign transmittal letter to winning bidder

Send transmittal letter with draft Deed/Contract to winning bidder

B

93

B

Review/sign memo to Legal

Prepare transmittal letter of 6 execution copies to winning bidder for his/hersignature and that of his/her witness

Sign transmittal letter

Send transmittal letter with 6 execution copies to winning bidder

Acknowledge receipt of Deed/Contracts from winning bidder

Prepare memo to President re: request for his signature and that of his witnessto the Deed/Contracts

Sign memo to the President

Send memo and execution copies of Deed/Contract

Prepare transmittal letter of signed Deed/Contract to winning bidder fornotarization

Sign transmittal letter to the winning bidder

Send transmittal letter with signed Deed/Contract to the winning bidder fornotarization

Acknowledge receipt of notarized copies of Deed/Contract

Prepare transmittal letter of pertinent documents relative to the Sale/lease of theproperty to the winning bidder

C

94


C

Send transmittal letter with pertinent documents relative to the Sale/lease of theproperty to the winning bidder

Prepare letter to winning bidder to inform that the Documentary Stamp Tax shallbe for their account and must be paid within 5 days after the end of the monthwhen the taxable document was executed and that the Capital Gains Tax shallbe for the account of PNOC to be paid 30 days from date of execution of Deed/

Contract

Sign letter to the winning bidder

Send letter to the winning bidder

Prepare computation, DV for payment of capital gains tax

Review/sign DV

Send DV to Accounting Department for processing

Secure check from Treasury; pay CGT to BIR

Prepare transmittal to Accounting, ICO, Treasury re: pertinent documentsrelative to the Sale/Lease of the property

Sign memo to Accounting, ICO, Treasury

Send to Accounting, ICO, Treasury copies of pertinent documents relative to theSale/Lease of the property

End

95

96

CONTRACTS FOR SERVICES




1 Originator/Prospective Contractors for services (appraisal, survey, security and fencing) Submits/calls in request for authority to enter the property/premises)

Record in the EMD logbook/acknowledgment of the call requesting for authority to enter the property/premises.

10 minutes Executive Assistant (EA)

-

2 Forward the request to the Department Manager (DM).

5 minutes -do-

3 Assign the request to the Division Chief (DC) 10 minutes DM 4 Prepare the permit/authorization to enter the

property/premises 15 minutes DC

5 Submit the authorization for signature of the DM 10 minutes EA 6 Release to the contractor/ contractor’s representative

authority to enter 10 minutes -do-

7 Receipt by the contractor/contractor’s representative of the authority to enter the property/premises

5 minutes

8 Client attends the pre-bid conference set by BAC

Attend the pre-bid meeting and answer queries from interested contractors

30 minutes DC and SRS

9 Furnish documents requested by interested bidders 45 minutes SRS 10 Acknowledge receipt of documents

requested

11 Submits bid and attends bid opening

12 Record in the EMD logbook request for technical evaluation of bids and other supporting documents transmitted by PSMD

10 minutes EA

13 Forward the request to the DM/DC 5 minutes -do- 14 Assign the request to the SRS 10 minutes DC 15 Prepare the technical evaluation (TE) 15 minutes SRS 16 Review the TE and forward the same to the ADM

and DM for final review 10 minutes DC/ADM

17 Upon final review, sign TE for transmittal to the PSMD

15 minutes DM

18 Prepare memo/provide Legal Department with the Terms and Conditions for the Contract of Services

1 day SRS/DC

19 Review draft Contract of Services as prepared by Legal

1 day DC/ ADM

97

Applicant/Client Activity Duration of Activity



20 Prepare transmittal letter of draft Contract to winning contractor for review/conformity

30 minutes SRS/DC

21 Sign transmittal letter to winning bidder 15 minutes DM 22 Acknowledge receipt of Deed/ Contract;

Review/sign conformity to the draft Deed/Contract

Send transmittal letter with draft Deed/Contract to winning contractor

10 minutes EA

23 Return draft Contract to Legal for revisions / finalization; request for contract endorsement

30 minutes SRS/DC

24 Prepare transmittal letter of 6 execution copies to winning contractor for his/her signature and that of his/her witness

30 minutes SRS

25 Sign transmittal letter 15 minutes DM 26 Sign Deed/Contracts Send transmittal letter with 6 execution copies to

winning contractor 1 hour EA

27 Return Deed/Contracts to PNOC for signature

Acknowledge receipt of Deed/Contracts from winning contractor

10 minutes EA

28 Prepare memo/transmittal to Accounting, ICO copy of Contract of Services

1 hour SRS/DC

29 Sign memo to Accounting, ICO 30 minutes DM 30 Send to Accounting, ICO copy of Contract of

Services 30 minutes EA

31 Winning bidder undertakes services

32 Submission of reports and documentation of completed projects

Record in the EMD logbook reports and documentation of completed projects

10 minutes EA

33 Forward the report to the DC/DM for evaluation 10 minutes DM 34 Assign the evaluation of the reports and other

supporting documents to the SRS 10 minutes DC

35 Review /evaluate the reports and other supporting documents

1 day SRS

36 Conduct site/field validation of findings/ accomplishments/projects completed reported by the contractor

2 days SRS

37 Submit reports on the site/field validation conducted 1 day SRS 38 Review the reports from SRS and submit the same

for review of ADM and DM 1 hour DC

98

Applicant/Client Activity Duration of Activity



39 Upon final review, forward accomplishment report to the SVP

1 hour DM

40 Prepare the certification and DV for payment 1 hour SRS 41 Review the certification and DV and forward the

same to the ADM and DM for approval 20 minutes DC

CONTRACTS FOR SERVICES

Start

Record in the EMD logbook/acknowledgment of the call requesting for authorityto enter the property/premises

Forward the request to the Department Manager (DM).

Assign the request to the Division Chief (DC)

Prepare the permit/authorization to enter the property/premises

Submit the authorization for signature of the DM

Release to the contractor/ contractor's representative authority to enter

Attend the pre-bid meeting and answer queries from interested contractors

Furnish documents requested by interested bidders

Record in the EMD logbook request for technical evaluation of bids and othersupporting documents transmitted by PSMD

Forward the request to the DM/DC

Assign the request to the SRS

Prepare the technical evaluation (TE)

Review the TE and forward the same to the DM for final review

Upon final review, sign TE for transmittal to the PSMD

A 99

A

Prepare memo/provide Legal Department with the Terms and Conditions for theContract of Services

Review draft Contract of Services as prepared by Legal

Prepare transmittal letter of draft Contract to winning contractor for review/conformity

Sign transmittal letter to winning bidder

Send transmittal letter with draft Deed/Contract to winning contractor

Return draft Contract to Legal for revisions / finalization; request for contractendorsement

Prepare transmittal letter of 6 execution copies to winning contractor for his/hersignature and that of his/her witness


Send transmittal letter with 6 execution copies to winning contractor

Acknowledge receipt of Deed/Contracts from winning contractor

Prepare memo/transmittal to Accounting, ICO copy of Contract of Services

Sign memo to Accounting, ICO

Send to Accounting, ICO copy of Contract of Services

Record in the EMD logbook reports and documentation of completed projects

B100

B

Forward the report to the ADM/DC for evaluation

Assign the evaluation of the reports and other supporting documents to theSRS

Review /evaluate the reports and other supporting documents

Conduct site/field validation of findings/ accomplishments/projects completedreported by the contractor

Submit reports on the site/field validation conducted

Review the reports from SRS and submit the same for review of ADM and DM

Upon final review, forward accomplishment report to the SVP

Prepare the certification and DV for payment

Review the certification and DV and forward the same to the ADM and DM forapproval

Sign the certification and DV for transmittal to Accounting

End

101

102

LEASE OF OFFICE SPACE/PARKING SLOTS AT PNOC ENERGY CENTER




1 Interested subsidiary/DOE and its affiliates to lease office space/parking slots – send letter of intent to lease premises

Record in the EMD logbook offers of subsidiary/DOE and its affiliates to lease premises.

10 minutes EA

2 Determine availability of office space/parking slots; prepare letter to subsidiary/DOE and its affiliates to inform of the available office space/parking slots and rental rates; request for conformity

2 hours SRS/DC

3 Review/sign letter to subsidiary/DOE and its affiliates 1 hour ADM/DM 4 Send letter to subsidiary/DOE and its affiliates 10 minutes EA 5 Acknowledge receipt of letter 6 Send reply / conformity 7 Record receipt of conformity 10 minutes EA 8 Prepare memo/provide Legal Department with the

Terms and Conditions for the Contract of Lease 1 day SRS/DC

9 Review/sign memo to Legal Department 2 hours ADM/DM 10 Review draft Contract of Lease as prepared by Legal 1 day DC/

ADM/DM

11 Prepare transmittal letter of draft Contract of Lease and House Rules and Regulations to subsidiary/DOE and its affiliates; request for conformity

30 minutes SRS/DC

12 Sign transmittal letter to subsidiary/DOE and its affiliates

15 minutes DM

13 Send transmittal letter with draft Contract of Lease and House Rules and Regulations to subsidiary/DOE and its affiliates

10 minutes EA

14 Acknowledge receipt of Contract of Lease and House Rules and Regulations; Review/sign conformity to the draft Contract

15 Return draft Contract to Legal for revisions / finalization; request for contract endorsement

30 minutes SRS/DC

16 Review/sign memo to Legal 15 minutes DM 17 Prepare transmittal letter of 6 execution copies to

subsidiary for signature of authorized signatory and 30 minutes SRS/DC

103

that of his witness 18 Sign transmittal letter 15 minutes DM 19 Send transmittal letter with 6 execution copies to

subsidiary/DOE and its affiliates 1 hour EA

20 Sign Contract of Lease 21 Return Contract to PNOC for signature 22 Acknowledge receipt of Contract from

subsidiary/DOE and its affiliates 10 minutes EA

23 Prepare memo to President re: request for his signature and that of his witness to the Contract

1 hour SRS/DC

24 Sign memo to the President 30 minutes DM 25 Send memo and execution copies of Contract to

President for signature 30 minutes EA

26 Prepare transmittal letter of signed Contract to subsidiary/DOE and its affiliates for notarization

30 minutes SRS/DC

27 Sign transmittal letter to the subsidiary/DOE and its affiliates

15 minutes DM

28 Send transmittal letter with signed Contract to subsidiary/DOE and its affiliates for notarization

15 minutes EA

29 Notarize Contract 30 Return 4 notarized copies of Contract

to PNOC

31 Acknowledge receipt of notarized copies of Contract 10 minutes EA 32 Send to Accounting &Treasury copies of Contract of

Lease 30 minutes EA

LEASE OF OFFICE SPACE/PARKING SLOTS AT PNOC ENERGY CENTER

Start

Record in the EMD logbook offers of subsidiary/DOE and its affiliates to leasepremises

Determine availability of office space/parking slots; prepare letter to subsidiary/DOE and its affiliates to inform of the available office space/parking slots and

rental rates; request for conformity

Review/sign letter to subsidiary/DOE and its affiliates

Send letter to subsidiary/DOE and its affiliates

Record receipt of conformity

Prepare memo/provide Legal Department with the Terms and Conditions for theContract of Lease

Review/sign memo to Legal Department

Review draft Contract of Lease as prepared by Legal

Prepare transmittal letter of draft Contract of Lease and House Rules andRegulations to subsidiary/DOE and its affiliates; request for conformity

Sign transmittal letter to subsidiary/DOE and its affiliates

Send transmittal letter with draft Contract of Lease and House Rules andRegulations to subsidiary/DOE and its affiliates

Return draft Contract to Legal for revisions / finalization; request for contractendorsement

A 104

A

Review/sign memo to Legal

Prepare transmittal letter of 6 execution copies to subsidiary for signature ofauthorized signatory and that of his witness


Send transmittal letter with 6 execution copies to subsidiary/DOE and itsaffiliates

Acknowledge receipt of Contract from subsidiary/DOE and its affiliates

Prepare memo to President re: request for his signature and that of his witnessto the Contract

Sign memo to the President

Send memo and execution copies of Contract to President for signature

Prepare transmittal letter of signed Contract to subsidiary/DOE and its affiliatesfor notarization

Sign transmittal letter to the subsidiary/DOE and its affiliates

Send transmittal letter with signed Contract to subsidiary/DOE and its affiliatesfor notarization

Acknowledge receipt of notarized copies of Contract

Send to Accounting &Treasury copies of Contract of Lease

End

105

106

New Releases for Energy Beat Reporters

Schedule of Availability of Service Monday to Friday 8:00am to 5:00pm

Who may avail of the Service Energy Beat Reporters

What are the Requirements News/Photo Releases

Duration: 3 working days

Applicant/Client Activity Duration of


circumstances)


1 PNOC Corpcom receives

instructions to prepare news release

5 minutes Step -

2

Corpcom gathers necessary data relevant to news

release

5 minutes Receiving OP Officer -

3 CorpCom drafts news release 4 hours CorpCom Head -

4 Corpcom sends news release to concerned

department for validation

1 day President

5 If approved, the news

copy is ready for release

30 minutes CorpCom personnel -

6 If for revision, Corpcom makes the necessary

revisions 2 hours CorpCom

7 CorpCom sends

revised copy to OP for approval

4 hours OP

8 Corpcom releases the news article to energy

beat reporters 1 hour CorpCom

New Releases for Energy Beat Reporters

Start

CorpCom receives order from Management to prepare news release

CorpCom gathers necessary data relevant to the news release

CorpCom drafts news release

CorpCom sends news release to concerned department for info validation

Corpcom sends revised copy to OP for approval

Approved

Approved

CorpCom releases the news article to energy beat reporters

End

107

108

U. P. Scholarship

Schedule of Availability of Service Monday to Friday 8:00am to 5:00pm

Who may avail of the Service UP Office of Student Affairs

What are the Requirements UP List of Qualified Students Billing

Duration: 7 working days



circumstances)


1

UP submits list of qualified students

and detailed billing

OP receives the documents from UP 5 minutes Receiving OP

Officer -

2 OP forwards the

documents to CorpCom.

5 minutes Receiving OP Officer -

3

CorpCom reviews the documents and makes

recommendation for approval to approve list

of candidates

half day CorpCom Head -

4 OP approves list of candidates for support 1 day President

5 CorpCom prepares disbursement voucher 30 minutes CorpCom

personnel -

6 The President

approves the DV for processing

Half day President -

7 CorpCom forwards the

DV to Accounting/Treasury

for processing

5 days CorpCom -

8 CorpCom informs UP of check availability 10 minutes Director -

U. P. Scholarship

Start

UP Office of Student Affairs submits list of qualified students to PNOC forsupport, with corresponding monetary amount

PNOC Office of the President receives list

OP sends list to Corporate Communication Group for recommendation

CorpCom recommends for approval of UP list

OP approves list of candidates for support

CorpCom prepares disbursement voucher

OP approves DV for Accounting/ Treasury’s processing

CorpCom informs UP to pick up check

End

109

PHILIPPINE NATIONAL OIL COMPANY · PNOC continues to serve as the key institution in the...

Documents

Transcript of PHILIPPINE NATIONAL OIL COMPANY · PNOC continues to serve as the key institution in the...