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Document Code: January 12345 Page 1 of 36 Revision No. Effectivity Date: 2017

PRESIDENTIAL

BROADCAST STAFF –

RADIO TELEVISION

MALACAÑANG

ISO 9001:2015


Revision History and Approval 4

I. Introduction 5

II. Definition of Terms and Acronyms 6

A. Definition of Terms 6

B. Acronyms 7

III. Profile 8

A. Mandate 8

B. Mission 8

C. Vision 9

D. Core Values 9

E. Operational Structure 9

IV. Quality Policy 12

V. Context of the RTVM 13

VI. Scope of the RTVM Quality Management System 16

VII. QMS Process Identification and Description 16

RTVM QMS-PDCA Cycle 17

RTVM QMS Process Map 18

Quality System Procedures 19

Description of the Management, Core and Support Processes 20

A. Management Processes 20

1. Planning 20

2. Monitoring and Measurement 20

3. Performance Review and Evaluation 20

A. Analysis of Data 20

B. Customer Feedback Management 21

C. Internal Quality Audit 21

D. Management Review 21

4. Improvement Management 21

B. Core Processes 22

1. Documentation Process / Process Map 22

2. Dissemination Process / Process Map 23

3. Production Process /Process Map 24

4. Archiving Process / Process Map 24

C. Support Processes 26

1. Financial Management 26

TABLE OF CONTENTS


1.1. Budget Processes 26

1.2. Accounting Process 26

1.3. Cashiering Process 27

2. Administrative Management 27

2.1. Human Resource Management 27

2.1.1. Personnel Management 27

2.1.2. Competency Development 28

2.1.3. Recruitment 28

2.2. Property And Procurement Management 29

2.2.1. Procurement 29

2.2.2. Storage and Maintenance Process 29

2.3. Transportation and Communication Services 30

2.4. Preventive Maintenance and Carpentry 30

3. Documents And Records Management 31

3.1 Internal Communications 31

3.2 External Communications 31

4. Information And Communication Technology Services 31

VIII. Control of External Providers 33

IX. Annexes: 36

1. Risk Register: Approved List of Identified Risks with Corresponding Action Plans 36

2. 2a. Action Plan - To Address Requirements of RIP’s; 2b. Requirements of the Relevant Interested Parties (RIP’s)

36

3. Quality Objectives and Plans to Achieve Them 36

4. 4a. List of Internal References/Documents; 4b. List of Externally-Generated References/Documents

36

5. Documented Information to Support the QMS and its processes 36

TABLE OF CONTENTS


Title:

RTVM QUALITY MANUAL

Document No.

000

Revision

No.

Description of

Changes

Page

No.

Approval Effectivity

Date Name Signature

00

FIRST ISSUE

ED Dennis

Wilfred P.

Pabalan

Revision History and Approval


The Quality Manual (QM) of the Presidential Broadcast Staff-Radio Television

Malacañang (PBS-RTVM) ensures that the services it provides are in conformity with

customer, statutory and regulatory requirements. The QM provides the scope and structure of the RTVM’s Quality Management System (QMS) including the functions and responsibilities of management, core and support processes for the continual improvement of its QMS.

The QM serves as a mechanism to instill awareness, familiarity and appreciation

among RTVM personnel on the underlying principles, requirements and significance of ISO 9001:2015 QMS; to develop knowledge and capability of employees and continually improve their respective unit’s processes; and establish effective policies for the successful implementation of the QMS.

A. Amendment and Revision of the Quality Manual

Change in the scope of the QMS, in the management and/or in the organizational structure of the RTVM, or in the process scope will require amendments/revisions to the existing Quality Manual and relevant procedures. Requests or suggestions shall be made in writing using the Document Creation/Revision Form, DCARF (RTV-PR-007) that will be submitted to the QMS Focal Person for his/her consideration to ensure that such changes are reflected in the manual.

B. Distribution of the Quality Manual

Controlled copies of the Quality Manual are issued to the document custodian

identified for each Division of the RTVM.

It is the responsibility of the QMS Document Controller to distribute and keep a list of authorized holders of the Quality Manual, which may be issued either as controlled or uncontrolled copy. All uncontrolled documents shall be marked with “Uncontrolled” and shall not be updated. Uncontrolled copy of the Quality Manual may be distributed to stakeholders or other entities upon approval or when demanded as a contract requirement.

Introduction


A. Definition of Terms

Broadcast To communicate or transmit Presidential events, such as audio or

video programming, to numerous recipients simultaneously over a

communication network

Coverage Presidential events that takes place that must be documented or for

broadcast

Customer

Feedback

The process of obtaining a customer's opinion about a business,

product or service

Database is a large storage of information

Digital Media any media that is encoded in a machine-readable format.

Documentation Can be both an audio and video capturing that is done in the course

of the event. Encapsulating the activities or situation for future

reference or memory aid

Downloading is receiving a file from another computer

Dubbing is the process of mixing, or re-recording in a post-production process

used in video production in which additional or supplementary

recordings are "mixed" with original production sound to create the

finished soundtrack

Electronic

Newsgathering

is a broadcast news industry description of television producers,

reporters and editors making use of electronic video and audio

technologies for gathering and presenting news

First Family is an unofficial title for the family of a republic's head of state. It

usually consists of the head of state, the spouse and any children of

the couple

Information

Technology

Use of systems (especially computers and telecommunications) for

storing, retrieving, and sending information

Transcription is the systematic representation of language in written form

Television (TV)

Program

is a segment of content intended for broadcast on over-the-air, cable

television, or Internet television, other than a commercial, trailer, or

any other segment of content not serving as attraction for viewership

Reproduction is the action or process of making a copy of something

Video Editing is the process of manipulating and rearranging video shots to create

a new work. It is usually considered to be one part of the post

production process — other post-production tasks include titling,

color correction, sound mixing, etc.

Definition of Terms and Acronyms


Video

Production

is the process of converting an idea into a video. It involves creating

a concept, which usually entails storyboarding, writing the script and

dialogue.

Web Uploading is the transmission of a file from one computer system to an internet

website

B. Acronyms

ACIC Advice of Check Issued and Cancelled

ADA Advice to Debit Account

APP Annual Procurement Plan

APCPI Agency Procurement Compliance and Performance Indicators

ASEAN Association of Southeast Asian Nations

BBS Bureau of Broadcast Services

BCS Bureau of Communications Services

DTR Daily Time Record

ED Executive Director

ENG Electronic Newsgathering

FR For Release

GAD Gender Awareness and Development

GAA General Appropriations Act

HRM Human Resource Management

LDDAP List of Due and Dependable Accounts Payable

MAMS Media Asset Management System

MANCOM Management Committee

NIB News and Information Bureau

NFR Not for Release

OPCR Obligation Request Slip

Organizational Performance Committee Review

PCOO Presidential Communications Operations Office

PhilGEPS Philippine Government Electronic Procurement System

PIA Philippine Information Agency

PNA Philippine News Agency

PMS Presidential Management Staff

PSG Presidential Security Group

RTVM Radio TV Malacañang

SIPOC Sources Inputs Process Outputs Client

Definition of Terms and Acronyms


The Presidential Broadcast Staff-Radio Television Malacañang (PBS-RTVM) was created by Executive Order No. 297 Section 14 and signed by President Corazon C. Aquino on July 25, 1987 as an attached agency to the Office of the Press Secretary, presently called the Presidential Communications Operations Office (PCOO).

The critical and confidential character of the functions of RTVM gives it the sole responsibility to decide on operational matters for the official documentation and broadcast management of all the President’s activities.

A. MANDATE

The RTVM shall provide the necessary media services to the incumbent President, to document the engagements of the President, and to make available to the public timely, accurate and relevant information on the activities, programs and pronouncements of the national leadership.

B. MISSION

To provide daily broadcast coverage on the activities of the President, first and foremost, and the rest of the First Family whenever necessary, as well as movements of the Executive Branch, in order to provide the public with adequate and up to date information on the presidency and the development of the nation

C. VISION

For the Filipino nation to have a better- informed citizenry who have access to information regarding the movement of the national leadership, its initiatives, programs, and projects for the advancement of the lives of the Filipinos, to impact the ASEAN Region, and the rest of the world Shall constantly aspire to excellence and devotion to duty in the service of the nation and the people; to evolve into an organization that will enhance the government’s information efforts in the broadcast sector in active and harmonious partnership with other public and private broadcast entities

Profile


D. CORE VALUES

The RTVM believes that the primary culture of its organization lies to its core values that is centered on commitment, excellence, professionalism and camaraderie.

In the fulfillment of its mandate, RTVM is committed to perform its duty beyond the expectation of its customers and relevant interested parties. Employees are willing to give their best in achieving the agency’s goals and objectives.

One of the major strengths of the men and women of RTVM is their professionalism — working with minimum supervision and efficiently delivering the best output within the set deadline. Reliability and credibility are the foremost attributes of professionalism displayed by its personnel.

RTVM works very well as a team, as well as, with other groups to consistently deliver excellent results.

E. OPERATIONAL STRUCTURE The assignment of responsibilities and authorities for all relevant positions in the RTVM are contained in and communicated through the RTVM Organizational Chart and position descriptions.

Profile


Duties and Responsibilities of Relevant Roles:

1. Executive Director

The Executive Director has the highest authority and discretionary powers

within the agency. He/She decides on operational and administrative matters

pertaining to the functions of RTVM as the exclusive documentation and

broadcast arm of the President.

The ED ensures that the agency continually performs its responsibilities with

utmost commitment to excellence, rendering unilateral decision that will keep

the agency and its workforce aligned to its mandate.

2. Research and Archives Division Head

The head of the Research and Archives Division is responsible for the

planning needs and archiving of all video materials generated in every

production activity. He/she provides the necessary reports as required by the

overseeing government institutions.

The R&A head monitors the services of the agency such as special requests

for documentation, video production and reproduction of videos. He/she

manages the information database and serves as the support team that

generates and provides information required by other divisions and sections.

The supervision of the Media Asset Management System (MAMS) is also

under this division.

3. Engineering Division Head

The head of the Engineering Division handles all technical aspects of the

broadcast requirements of the Office of the President in all its engagements.

He/She also manages the technical support for ENGs, videotaping and other

requirements of all production activities. Audio and video dubbing and

reproduction are also carried out under this division.

4. Media Production Division Head

The head of the Media Production manages the overall operations of the

following sections: Project Management, Production, Close-in, News and

Program Writers and New Media.

Profile


He/She spearheads the preparation of the broadcast plans for all presidential

activities, special events, local and international coverage, together with its

logistical and technical requirements during engagements.

The supervision of the Agency’s production of radio and television programs

for the current administration is under this division.

5. Administrative and Finance Division Head

The head of the Administrative and Finance Division supervises the following

sections: Budget, Accounting, Personnel, Property and Procurement,

Transportation and Communications, and Carpentry and Utility.

The division head ensures the effective delivery of its mandated functions

and services in accordance with the office policies, operational procedures

and in conformity with the existing government rules and regulations.

All other administrative support necessary for the fulfillment of the agency’s

mandate are provided by the division.

Profile


The Quality Policy of the Presidential Broadcast Staff-Radio Television

Malacañang is, as follows:

The Presidential Broadcast Staff-Radio Television Malacañang (PBS-RTVM) is the media arm of the President and the Executive Branch, as well as, the First Family, committed to provide the citizenry the fastest update and comprehensive information with the farthest communication reach nationwide on the initiatives, projects, programs on the Presidency.

RTVM shall:

1. Provide broadcast quality standard audio/video materials to meet customer needs and enhance satisfaction through the continual improvement of the RTVM’s QMS.

2. Provide programs on presidential activities and engagements for a better informed public.

3. Consistently apply the principles and policies governing RTVM practices and procedures, as well as, the applicable statutory and regulatory requirements of oversight institutions.

4. Empower our people through continuous education, training and development in order to keep abreast to the fast changing needs of the presidency and other relevant interested parties.

5. Maintain a harmonious and conducive work environment to sustain and enhance production of its people.

6. Adequately document, implement, monitor, continuously improve and communicate to all concerned our Quality Management System.

The Quality Policy, which governs RTVM’s day-to-day operations to ensure quality, is communicated and implemented throughout the Organization.

Quality Policy


A. Description of the RTVM Context.

The external and internal factors/issues that are considered to affect the strategic direction of the RTVM, the efficient delivery of its services and the fulfilment of its interested parties’ requirements are, as follows:

A.1 External Factors/Issues

1. Political

1) Change of leadership

Risk of discontinuance of existing programs

Deviation from established mechanism of the organization

Accommodation of new staff 2) Oversight and regulatory bodies and policies

2. Environment/ Infrastructure

1) Insufficient workspace 2) Building condition 3) Inclement weather condition

3. Social

1) Media views 2) Inter and intra-agency communication and collaboration 3) National and International events

4. Technological

1) Technological developments 2) Connectivity 3) Digital Infrastructure 4) Information and communication system

5. Legal

1) Administrative cases

Context of the RTVM


A.2 Internal Factors/Issues

Strengths

1) Has a reputation to have an organized and systematic coverage plan particularly on big local and international events

2) Able to work with minimum supervision delivering the expected result 3) Able to immediately mobilize when required to setup or prepare for an event 4) Able to analyze and improvise to meet the required projects 5) Able to deliver beyond the expected results 6) The RTVM name carries respectability, prestige and authority 7) Excellent staff with strong knowledge and expertise on its media services 8) Good relationship with stakeholders like the private media

Weaknesses

1) Unscheduled, unplanned and delayed announcements on coverage of Presidential activities may affect coverage planning like team mobilization, equipment availability and additional funding

2) No strict implementation of existing office orders and memorandums 3) Long process on disposal of old and unserviceable equipment 4) Limited authority on …

Opportunities

1) Able to provide continuing education for its employees like seminars, trainings and workshops

2) Able to send some employees abroad in covering Presidential trips and other requests from other agencies

3) Able to provide on-the-job training for students 4) Through its broadcasts and social media posts, the RTVM name gets

promoted and known to the public 5) Able to tap the services of other organizations and institutions during special

events

Threats

1) Exposure to danger or life-threatening situations during coverage assignments particularly in conflict-ridden areas 2) Irregular working hours of the current President equals to irregular time schedule, irregular sleeping hours and safety in going home for employees 3) Congestion on work areas due to additional personnel, new equipment purchases, and conversion of workspaces into new facilities 4) Change of administration with new leadership style or set different priorities may discontinue existing programs and projects of the agency

Context of the RTVM


The approved list of identified risks arising from these factors/issues together with the corresponding action plans are contained in Annex 1. Risk Register: Approved List of Identified Risks with Corresponding Action Plans, which is monitored and updated as needed.

B. Description of RTVM Key Stakeholders Stakeholders are “Interested Parties” are who receive products/services of or who may have a significant interest in RTVM. The list of relevant interested parties of the RTVM are, as follows:

(Note: The requirements and expectations of these relevant interested parties, as well as, the QMS processes to address these requirements that have significant impact on the operations of the RTVM, are contained in Annex 2. Requirements of the Relevant Interested Parties.)

Relevant Interested Parties

Oversight Agencies: Department of Budget and Management, Civil Service Commission, Philippine Commission on Women, Commission on Audit

Broadcast Networks: PTV, ABS-CBN, GMA, CNN, TV5, etc., and other online news agencies like Rappler

Executive Branch: Presidential Spokesperson, Press Secretary

Payees/ Supplier

Government Procurement Policy Board

GSIS/ Pag-IBIG/ PhilHealth

Bureau of Treasury

Landbank

Presidential Security Group (PSG)

RTVM Employees

Events Management Cluster (composite team): RTVM, PSG, PMS, Protocol, PCO

PCO and its attached agencies: PIA, PNA, NIB, BCS and BBS

General Public, including social media followers (Facebook, YouTube, Twitter)

Foreign Affairs Offices (Embassies and Consulates), Diplomatic Corps

Academic Institutions

Inter-agency Task Force (IATF) on AO 25 Results-based Performance Management System (RBPMS)

Context of the RTVM


Based on its identified issues of concerns, interests of its stakeholders, and in

consideration of its products and services, RTVM has determined the scope of its QMS, as follows:

“Official documentation of all Presidential activities for news dissemination, radio and television program production, and video archiving”

The ISO 9001:2015 Quality Management System standards apply to the RTVM

Quality Management System (QMS) – to all processes, activities and employees within the RTVM, which is located at:

RTVM Building, Malacañang Jose P. Laurel St., San Miguel

Manila 1005, Philippines Non-Applicable Clause:

Clause 7.1.5.2 Measurement traceability does not apply to the QMS since there

is no use of a measuring equipment in any of its processes.

I. QMS PROCESSES IDENTIFICATION AND DESCRIPTION

RTVM has adopted the process approach for its management system. The Plan-Do-Check-Act (PDCA) method of management is applied to the QMS as a whole and to all its processes. (Refer to Figure 1. RTVM QMS-PDCA Cycle)

Scope of the RTVM Quality Management


Figure 1. RTVM QMS-PDCA CYCLE

Notes: For Context of the Organization – refer to Annex 1; For Requirements of Relevant Interested Parties – refer to Annex

2

The RTVM Services are provided for and the QMS results are achieved through the top-level processes within the RTVM, the sequence of interaction of these processes is described in Figure 2. RTVM QMS Process Map.

QMS Process Identification and Description


Figure 2. RTVM QMS Process Map



Quality System Procedures The responsibilities and basic controls applied to ensure effective operations of these processes are contained in the Quality System Procedures listed in Table 1 below.

(Note: Additional QMS documented information (i.e., work instructions and

forms), which have been developed to support the QMS and its processes, are

listed in Annex 5.)

Table 1. Documented Procedures to Support the QMS

Procedure Title Document Code

Strategic Planning RTV-PR-001

Operations Planning RTV-PR-002

Risk and Opportunity Management

RTV-PR-003

Customer Satisfaction/ Feedback Management

RTV-PR-004

Internal Quality Auditing RTV-PR-005

Managing Organizational

Knowledge

RTV-PR-006

Control of Document RTV-PR-007

Control of Records RTV-PR-008

Control of Nonconforming

Outputs (Products and Services)

RTV-PR-009

Corrective Action RTV-PR-010

Management Review RTV-PR-011



Description of the Management, Core and Support Processes of the QMS

A. Management Processes

1. Planning Planning involves formulation of detailed plans on how to meet targets and address the needs and demands of RTVM customers and its relevant interested parties through the strategic and operations processes, all steps on how and when to meet goals and objectives are identified through:

a. Strategic Planning is performed at the organization in all units.

b. Operations plans, programs and activities are anchored on the Strategic

Plan taking into consideration the quality policy and quality objectives of the RTVM QMS.

c. Quality Objectives and Plans to Achieve Them

RTVM utilizes approved Organizational Performance Committee Review (OPCR) and DPCR as the quality objectives of the QMS and its processes.

2. Monitoring and Measurement To measure the performance of the established Quality Management System, the RTVM shall monitor the implementation of the QMS through periodic conduct of Internal Quality Audits (see Item 3.c below). Monitoring of accomplishments and periodic assessments of the results of operations shall be evaluated against set goals and objectives (targets). Monitoring tools shall be established to be the mechanism to measure the identified results.

3. Performance Review and Evaluation <provide description of this process>

a. Analysis of Data

RTVM uses applicable tools and techniques to establish, control and

verify process capability and characteristics. Data on customer

satisfaction survey, conformity to service and process clients’

requirements and suppliers’ performance are analyzed on a regular

basis.

Management Process


b. Customer Feedback Management The customer feedback mechanism is designed to measure and monitor performance of the RTVM’s services in terms of meeting the client requirements and expectations. Results of the survey are examined during management reviews where improvement actions are identified for implementation accordingly.

c. Internal Quality Audit

Conformance to ISO 9001:2015 requirements and established policies

and procedures are evaluated through an internal audit of the QMS at

least once a year. The internal audit program for QMS is established,

updated as necessary and implemented to ensure consistent quality and

continual improvement in service delivery. The RTVM has established a

documented procedure which it implements, and maintains to verify

whether quality activities and related results comply with planned

arrangements and to determine the effectiveness of the Quality System.

Internal quality auditors shall be identified and trained. They are

independent of the specific activities on areas being audited.

d. Management Review The Management Review of the RTVM QMS is undertaken at least once a year by the Management Committee (MANCOM). The MR ensures that the QMS is suitable, adequate and effective, and that the objectives of the RTVM strategic plan are achieved.

4. Improvement Management

Based on the result of the management review, steps or measures shall be initiated to provide resources, improve operations and strengthen internal control to continuously sustain the RTVM QMS.

Management Process


B. The Core Processes

1. Documentation Process

The process refers to the recording and capturing of the audible and visual components of all presidential engagements and *related activities of the Agency.

The Documentation Process involves the Media Production Division and the Engineering Division. The process refers to the recording and capturing of the audible and visual components of all presidential engagements and *related activities of the Agency.

The Documentation Procedure-Presidential (RTV-PR-012) and

Documentation Procedure-Non-presidential (RTV-PR-013) has been prepared for the Documentation Core Process with four work instructions (WI) namely:

Presidential:

1. Ocular Inspection (RTV-DOC-WI-001) 2. Pre-production (RTV-DOC-WI-002) 3. Actual Event Coverage (RTV-DOC-WI-003) 4. Post-production (RTV-DOC-WI-004)

Non-presidential:

5. Pre-production (RTV-DOC-WI-005) 6. Actual Event Coverage (RTV-DOC-WI-006) 7. Post-production (RTV-DOC-WI-007)

Core Process


2. Dissemination Process

The process ensures that audio and video materials are made available to its primary client and relevant interested parties, except when higher authorities classify certain events as not for release to the public.

The Dissemination Procedure (RTV-PR-014) has been prepared for the Dissemination Core Process with four work instructions (WI) namely:

1. Video Editing (RTV-MPD-WI-001) 2. News Writing and Transcription (RTV-MPD-WI-002) 3. Web Uploading (RTV-MPD-WI-003) 4. Reproduction and dubbing (RTV-MPD-WI-004)

Core Process


3. Production Process Production process involves the generation of produced radio and

television programs, news materials and articles for the daily activities of

the incumbent President.

The Production Process involves the Media Production Division and Engineering Division. Part of RTVM’s mission and vision is to inform the citizenry of the programs and projects of the national leadership through its flagship radio and television programs.

The Production Procedure (RTV-PR-015) has been prepared for the Production Core Process with four work instructions (WI)namely:

1. Documentation (RTV-MPD-WI-005) 2. Scripting (RTV-MPD-WI-006) 3. Video editing (RTV-MPD-WI-007) Please refer to Dissemination

Process Video Editing 4. Post-production (RTV-MPD-WI-008)

4. Archiving Process

The process of ingesting, managing, safeguarding and accessing video and audio materials in the media asset management system (MAMS) documented by RTVM through its operations. These materials are stored for editing, dubbing and historical purposes.

Core Process


4.1. Archiving Procedure

a. Ingesting - acquisition of raw or edited digital video and audio materials generated by the Close-In Cameramen, VTR Recording, or the edited materials of the Media Production Division

b. Integration - previewing, consolidating and formatting of digital materials to high definition MP4 format.

c. Storing – uploading of integrated materials (edited and raw) to MAMS. d. Managing – creating labels for meta data or digital tags to every videos

stored in the MAMS with the use of the Clix program. e. Safeguarding – designating authorized personnel that can access date

from MAMS. Ensuring the optimum performance of MAMS through daily monitoring of its software and hardware. And monthly preventive maintenance services of MAMS by the maintenance supplier.

f. Maintaining the required working temperature of the MAMS hardware. RTVM has the most complete library and updated archive of videos, as well as records related to the incumbent presidential engagements and other related activities of the Executive Branch. All the videos generated are turned over to the President’s library when the incumbent steps down.

The Archiving Procedure (RTV-RAD-PR-001) has been prepared for the Archiving Core Process with four work instructions namely:

1. Media Asset Management System, MAMS (RTV-RAD-WI-001)

Core Process


C. The Support Processes

1. Financial Management

1.1 Budget Process

The Budget Unit is in charge in the preparation of Annual Budget Estimates and all other budgetary documents. Upon approval of the General Appropriations Act (GAA) for the current fiscal year RTVM will come up with a revised Annual Procurement Plan (APP) which will be the basis for budget allocation. The Budget unit prepares Obligation request slip (ORS) for every required expenditure such as Personnel Services, procurement transactions, mandatory fixed expenses, and travel allowances for coverage teams and officials. Status of funds is provided to management on a quarterly basis to assist in its planning and implementation of Program, Activities and Projects.

1.2 Accounting Process

Accounting Unit is in-charge in the preparation of agency’s financial accountability

through the preparation and submission of financial statements and reports; Implements financial policies, accounting and auditing rules and regulation.

The Process starts with the preparation of Disbursement Vouchers based on

completed and approved documentary requirements from procurement and property unit for the payment of agency’s financial obligation to suppliers, employees, payment of other fixed expenses like security services and utilities obligation and provision of Cash Advances to Accountable Officers during local and foreign travel of the President. Also included in the process is the remittances of mandatory contribution of each permanent employees to GSIS, BIR, PhilHealth and PAG-IBIG.

Proper monitoring and documentation of financial disbursements and allocation of

funds in accordance with the existing rules and regulation are strictly implemented. Report of expenses, receipt of refunds from cash advances, other miscellaneous receipts and Fund Allocation for the year are consolidated in preparation of Annual Financial Report.

Support Process


1.3 Cashiering Process

Cash unit manages petty cash and cash advances to be used for the day to day operation of the agency and prepares liquidation reports. Process begins with the disbursements of cash for payment of expenses during local coverages and emergency purchase of supplies use in operation. In charge in the releasing of payments to suppliers and filing of Disbursement Vouchers. Responsible for the issuance of Official Receipt to all Accountable Officers for refunds of cash advances and sale of bidding documents from participating bidders.

2. Administrative Management

The Administrative Management refers to the process of managing people effectively through established procedures. It involves planning, coordinating, directing, controlling, people and distribution of information to those within the organization. It shall include review of outdated practices and develop continual improvement processes for the organization.

2.1 Human Resource Management

Human Resource Management (HRM) can be considered as one of the most important components of an organization since it focuses on the recruitment, management and development of its people who are working towards the attainment of the organization’s goal and objectives. Its main function to bring out the best in its manpower through proper management.

2.1.1. Personnel Management

The Personnel Unit is responsible for the human resource of the agency. The HR Management process includes recruitment of right people for the job, selection and promotion based on merit, training and development. Also included in its major functions are the processing of employees’ compensation and benefits, attendance evaluation, leave of absence, performance evaluation, maintenance of employees’ records and other personnel matters. The process of managing the employees’ welfare and concerns shall be guided by the established mechanisms of CSC, DBM, GSIS and other oversight agencies.

The HR Unit facilitates the implementation of office policies as well as other pertinent laws, government circulars, rules and regulations. It also provides assistance in dealing with disciplinary concerns, resolving disputes, grievances and other legal issues.

Support Process


It is responsible for the development and administration of a program relating to

the recruitment, selection, placement, training and well-being of personnel; takes action on all matters regarding attendance, leaves of absence, appointments, promotions, transfers, separations, retirements and other personnel matters, including the discipline of personnel, in coordination with other officials concerned; and takes charge of safekeeping and maintenance of personnel records and related documents.

2.1.2. Competency Development

Competency profiling is implemented for the purpose of establishing the competency requirements, as well as the current competencies and competency gaps. Actions to address competency gaps are implemented in the form of any of the following, as applicable:

a. Formal trainings and workshops b. Educational scholarships c. Coaching and mentoring initiated within the service d. On-site study and exposure trainings e. Self-study and study groups within the service f. Job rotations g. Organization and values orientation h. Brown-bag and echo sessions

Evaluation on the effectiveness of these interventions are conducted through the use of impact assessment tools.

2.1.3. Recruitment

Recruitment is the process of screening, selecting and appointing the best and the brightest candidate to a plantilla position in the agency. Such process shall be open to qualified applicants within or outside the organization. It shall include job analysis in order to attract the best qualified to enter the government service. The candidate shall be selected based in merit and fitness to perform the duties and responsibilities of the position.

Support Process


2.2 Property and Procurement Management

Property and Procurement supports the operation group through provision of logistics in the form of goods (i.e. supplies, equipment and services) required in the media operations process and in administrative and financial processes. Based in the approved individual Project Management Procurement Plan of each Division and Consolidated Annual Procurement Plan of RTVM, the procurement process starts with an approved Purchase Request of the End-User/Requestor. Acquisition or purchase of the goods required is undertaken in accordance with the Revised Implementing Rules and Regulations of Republic Act 9184 otherwise known as Government Procurement Reform Act. Conformity of the purchased/acquired goods as to quantity and technical specifications of the Purchase Order is ensured during inspection of the Property Officer or Staff with the end-user prior to its acceptance as evidenced by duly accomplished Inspection and Acceptance Report and subsequently issuance to end-user/requestor to serves its purpose either through Acknowledgement Receipt for custodianship of equipment, Request and Issuance Slip or Inventory Custodian Slip for receipt of expendable and semi-expendable equipment.

Documentary Requirements are prepared by the Procurement and Property Unit for

the purchase transactions and submitted to Accounting for payment. In cases of public bidding, the Procurement Unit serves as the BAC Secretariat for RTVM Bids and Awards Committee.

2.2.1. Procurement Process

Procurement process mobilizes logistics for RTVM’s core operation of

documentation, archiving and dissemination. The process primarily involves purchase of goods required for every project, program or activity of each section or division, and ensures that delivery and receipt of the goods ordered conforms with the specifications of the approved Purchase Order or Contract. The process is regulated by the Revised Implementing Rules and Regulation of Republic Act 9184 or the Government Procurement Reform Act, COA circulars, issuances, memoranda and manuals and other pertinent laws for government procurement.

2.2.2. Storage and Maintenance (Property) Process

Storage and Maintenance of Equipment is performed by the accountable officers who were issued with the Acknowledgement Receipt of the Equipment for his usage, and the Property and Procurement Unit for equipment which remain under its custody. Equipment are stored by the Engineering Division in accordance with their technical categories such as audio, lights, system, IT and Teleprompting

Support Process


equipment. The Property and Procurement Unit stores equipment under its custody in four store rooms. Maintenance of Equipment which is undertaken either regularly or as the need arises are outsourced like 1) Monthly preventive maintenance for Office equipment like aircon units 2) Monthly support and maintenance for IT equipment of the Media Asset Management System (MAMS) 3) Periodic or preventive maintenance of motor vehicles by either the In-House Mechanic or authorized service center, and, 4) As the need arises for outsourced evaluation and repair assessment of equipment under the custody of accountable officers in which case, a Status of Condition Report is furnished by the accountable officer to the Property and Procurement for repair request and record purposes.

2.3 Transportation and Communication Services

Transportation and Communication Services caters to the mobility needs of every unit of RTVM. First and foremost priority however is the provision of motor vehicles and services to transport broadcast equipment and the coverage team in their assigned venues during media operations concern. The TransCom also takes charges of minimum trouble-shooting and maintenance of its fleet of vehicles and recommends outsourcing of repairs and maintenance of services when deemed necessary.

2.4 Preventive Maintenance and Carpentry

Carpentry and Utility services upkeep the RTVM building and its facilities for its preservation and sanitation. These services are also provided to media operation process in terms of construction/fabrication of production platforms, podiums etc. and utility services to RTVM coverage team. The following general services are provided to RTVM for an effective and efficient management of resources:

• Housekeeping services to maintain sanitation and cleanliness of working areas • Maintenance of building infrastructure to provide safe and conducive office

premises and facilities • Security and maintenance of physical properties and assets owned and under the

care and custody of RTVM • Security services for RTVM personnel and guests • Medical and Dental services • Disaster Risk Reduction initiatives

Support Process


3. Documents and Records Management

Records and documented information are managed and maintained in their original or digitized format as applicable. These are controlled through labelling and/or color coding and secured through the use of folders, file boxes, cabinets, file compactors, vaults, compact discs, hard drives and servers.

3.1 Internal Communications

A. All issuance of documents such as Coverage Assignment Schedule, Electronic

Newsgathering Assignment Schedule, office orders, memoranda and announcements should come from the Executive Office.

B. These are filed (name/number) under the document management system (c/o IT)

C. These are coursed through and prepared by the concerned office or personnel within a timeline set by the ED.

D. Once approved, the Executive Office distributes the document to concerned offices and staff.

3.2 External Communications

A All external communications should be received with an Acknowledgement

Receipt Form by the Executive Office and are filed (name/number) under the document management system (c/o IT).

B These are routed through to the appropriate office or personnel for action within the required timeline.

C Once approved by the Executive Office, the document is ready for submission, distribution and release.

4 Information and Communications Technology (ICT) Services

ICT resources are properly managed to support the different operating units of the

RTVM. This includes the following:

a. Applications development and maintenance b. Systems and database administration c. Data center facility operations and maintenance d. IT infrastructure security e. Hardware testing, commissioning, distribution and maintenance f. Help desk support

Support Process


The following Operations Procedures have been prepared for the SUPPORT

processes:

Procedure Title Doc. Code

Financial Management: Accounting Procedure Budget Procedure Cashiering Procedure

RTV-AFD-PR-001 RTV-AFD-PR-002 RTV-AFD-PR-003

Personnel Management RTV-AFD-PR-004

Competency Development RTV-AFD-PR-005

Recruitment RTV-AFD-PR-006

Performance Evaluation Of Suppliers And Service Providers

RTV-AFD-PR-007

Procurement Procedure RTV-AFD-PR-008

Storage and Maintenance Procedure RTV-AFD-PR-009

Preventive Maintenance and Carpentry RTV-AFD-PR-010

Transportation and Communication Services RTV-AFD-PR-011

Information Communications Technology Services Procedure

RTV-ENG-PR-001

Support Process


VIII. CONTROL OF EXTERNAL PROVIDERS

To define critical processes for services provided by outsourced third parties, and

the controls used to ensure the quality of the outputs of such processes, RTVM

uses appropriate type and extent of control as described below:

Outsourced

Process Providers Control Methods

Responsible

Preventive

Maintenance

Services

1) Aircon Service Provider

a) Must have a duly signed Contract

b) Provide One-Year Maintenance Schedule

c) Provide Service Reports d) Conduct and Prepare

Inspection and Acceptance Report

Procurement &

Property

Aircon Service

Provider

2) Media Asset Management System Support and Maintenance Provider

a) Must have a Duly Signed Contract


c) Submits Test Results/Accomplishment Reports

d) Conduct and Prepared Inspection and Acceptance Report

Procurement and

Property, MAMS

Administrator/

Support and

Maintenance

Provider

3) Pest Control

Service Provider

a) Must have a Duly Signed Contract


c) Submits Accomplishment Report

d) Conduct and Prepare Inspection and Acceptance Report

Procurement &

Property, Service

Provider, Building

Administrator

Representative

4) Periodic Maintenance Service Provider- Motor Vehicles / Gensets

a) Must have a Duly Signed Purchase Order/Contract

b) Submits Service Report c) Conduct and Prepare

Inspection and Acceptance Report

d) Submits Waste Materials (case to case)

Procurement &

Property,

Transcom End-

User

Representative,

Service Provider

Control of External Providers


Security

Services

Security Service

Provider


b) Submits Attendance Sheets/Log Sheets/DTR

c) Submits Daily Monitoring Report

Human Resource,

Accounting,

Security Service

Provider

Radio

Communication

Services

Radio

Communication

Service Provider


b) Provide an NTC License/Permit to Operate Franchise

c) Conduct and Prepare Inspection and Acceptance Report

Procurement and

Property,Transco

m End-User

Representative,

Radio and

Trunking Services

Provider

Equipment

Repair Services

(as need

arises)

Service Center-

Provider

a) Must have a duly signed Contract or Purchase Order

b) Submits Service Report c) Conduct and Prepare

Inspection Report d) Submits Waste

Materials (case to case)

Procurement &

Property, End-

User

Representative,

Service Provider

Rental of

Facilities,

Equipment,

Broadcast

Technical

Services

Rental Service

Provider

a) Must have a duly signed Contract or Purchase Order

b) Provide for Delivery Receipts duly signed by End-User Representative

c) Picture-taking of Rented Equipment and Technical Personnel

d) Conduct and Prepare Inspection and Acceptance Report

Procurement &

Property, End-

User

Representative,

Rental Service

Provider

Rental of Motor

Vehicles

Rental Service

Provider

a) Must have a duly signed Purchase Order or Contract

b) Submits Daily Trip Tickets/Monitoring Report

c) Conduct and Prepare Inspection and Acceptance Report

Procurement and

Property,

Transcom End-

User

Representative,

Rental Service

Provider



Utilities (Water,

Electricity,

Communication

, Cable,

Internet)

Authorized

Service Provider

a) Must be an authorized franchisee (distributor) in Malacañang Area

b) Contract c) Submits Monthly Billing

Statements

Building

Administrator,

Budget Officer,

Accounting

Section



IX. ANNEXES Annex 1. RISK REGISTER: List of Identified Risks/ Opportunities with Corresponding Action

Plans Annex 2.A Action Plan - to Address Requirements of Relevant Interested Parties Annex 2.B Requirements of the Relevant Interested Parties (RIPs) Annex 3. Quality Objectives and Plans to Achieve Them Annex 4.A List of Internal References/Documents and Forms Annex 4.B List of Externally-Generated References/Documents Annex 5. Documented information to support the QMS and its processes

Annexes