SOP Library
SOP NO:
GS-PD01
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
General Services (GS)
Activity:
Purchasing/Inspection and Fixed Asset Disposition (GS-PD)
Title:
Requisition for Repair/Purchase of Pest Control Chemicals/Equipment
Date Approved/Issued:
08/21/1984
Date Effective:
09/01/1984
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
1. All pest control officers and technician of Technical Research and Extension field offices shall prepare request for repair/purchase of pest control chemicals/equipment provided with Transfer of Accountability Slip (
TAS
), RIV and attached justifications.
2. The regional/provincial SQAOs shall issue pest control chemicals and/or equipment to Pest Control Officers/Technicians only upon receipt of duly approved RIV. A
TAS
form shall be used to document the transfer/issue of equipment upon the request of PCO/Technician. They shall acknowledge receipts and store newly acquired/repaired pest control equipment/chemicals issued/transferred by the central office.
3. The SQAD-Pest Management Section of TRED-C.O. shall arrange request for repair/purchase of pest control equipment/chemicals in coordination with concerned directorates/offices.
4. Proper arrangement shall be made between the RSQAO/PSQAO and field supply officers/property custodian as to the documentation of pest control chemicals and equipment issued/transferred by central office.
5. Acknowledgement receipts and Monthly Reports on Pesticide Stock Balance and Equipment Inventory shall be provided by field office to be submitted to Central Office for purposes of monitoring stock issued/receipt of pest control equipment and chemicals.
III. RESPONSIBILITIES
__________
1. Pest Control Officer/Technician (Field Office) / PCO-01 /
/ PC-01
/
------------------
a. Prepares request for repair of equipment
Accomplishes portion A of
Request for Pre-Repair Inspection Form
(Exhibit B) stating complaints, defects or conditions of equipment.
b. Prepares request for issue of pest control chemicals and equipment. Accomplishes RIV form approved by RM/RD.
c. Transmits requests for repair/issue of pest control chemicals/equipment to RSQAO/PSQAO for notation.
d. Prepares requisition slip for acquisition of newly acquired/repairs pest control equipment/chemicals to RSQAO/PSQAO.
e. Receives issued/repaired pest control equipment/chemicals thru RSQAO/PSQAO.
f. Records received stocks in a logbook.
g. Signs "received by" portion of
Transfer of Accountability Slip
(TAS Exhibit A) upon issuance of pest control chemicals/equipment by RSQAO/PSQAO.
h. Prepares Monthly Inventory Reports using
Pesticide Stock Balance
(Exhibit C) and
Equipment Inventory Report
(Exhibit D) and forwards to RSQAO/PSQAO and RD/PM for notation.
____________________
2. Regional SQAO/Provincial SQAO / (RSQAO-01/PSQAO-01/
-----------------------------------
a. Signs noted by portion of RIV for purchases of pest control chemicals and/or equipment.
b. Receives newly acquired/repaired pest control equipment and/or chemicals issued/transferred by Central Office.
b.1 Receives
TAS
, MR, PSAR copies, posts and records in a logbook and individual equipment ledger card.
b.2 Stores received pest control chemicals and equipment.
c Prepares acknowledgement receipt via radio message of received pest control chemicals and/or equipment to TRED central office.
d. Issues pest control equipment/chemicals to PCO/Technician using
TAS
form (Exhibit A) upon the latter's request.
e. Coordinates with field supply offer re: documentation of received pest control stocks from central office.
f. Submits Monthly Inventory Reports on
Pesticide Stock Balance
and Equipment to TRED central office.
Copy distribution as follows:
TRED-SQAD - Pest Management Section
RSQAO/PSQAO- Field Office
PCO/Technician - Field Office
IAD Representative- Field Office
____________
3. Regional Directors/Provincial Manager / RD-02/PM-05 /
--------------------
a. Signs "approved" portion of RIV for purchase of pest control chemicals and equipment.
b. Signs "noted by" portion of Pest Control Inventory Reports.
4. SQAO - Pest Management Section (C.O.)
a. Receives equipment, request for repair and records in a logbook, labels equipment for easy identification.
a.1 Refers to PCO/Technician for thorough check-up.
a.2 Coordinates with IAD for proper inspection.
b. Receives request for purchase of pest control chemicals/equipment and records in a logbook.
c. Checks availability of stocks at Logistics Center MMO based on Distribution Allocation List (DAL) of Pest Control Chemicals and/or Equipment.
c.1 In case of available stocks/units, prepares RIV based on the request of field office and forwards to Integrated Services Office, MMO.
c.2 In case of unavailable stocks for chemicals, endorses request for local purchase to Procurement Committee.
c.3 In case of unavailable stocks for equipment, endorses request for purchase to GSD Supply Management Division.
d. Follows up request for purchase to PROCOM/Purchasing Section.
e. Facilitates transfer and temporary storage of pest control equipment for repair to TRED Motorpool Storage at Sta. Mesa.
f. Receives wires on acknowledgement receipts by field office on received pest control stocks/units. Copy distribution as follows:
cc: SQAD - Pest Management Section
PSDS - Motorpool Storage Section
g. Receives Monthly Report on
Pesticide Stock Balance
and
Equipment Inventory Report
submitted by field office.
5. PMS - Pest Control Officer/Technician (Central Office)
a. Prepares historical data of pest control equipment for repair and attaches same to Request Memo for repair.
b. Transfers equipment for repair to TRED Motorpool Storage.
c. Inspects equipment for repair and recommends nature of repair in coordination with
IAD
Technical Inspector
.
c.1 If the job entails minor repair, proceeds with existing "in-house" repair procedures.
c.2 If the job entails major repair, replacement or fabrication, recommends and proceeds
with existing "outside-shop" repair procedures.
c.3 If the equipment is recommended for junk, transfers equipment to PSDS-Motorpool Storage Section.
d. Evaluates and conducts performance test of newly acquired pest control equipment in the presence of IAD Technical Inspector.
e. Accepts newly acquired pest control chemicals/equipment and/or repaired equipment for delivery.
6. PSDS/Motorpool Storage Unit
a. Receives unserviceable pest control equipment and facilitates its disposition.
b. Receives newly acquired/repaired pest control equipment for shipment and coordinates with the requisitioner for the acceptance of the said equipment.
c. Wires field office re: acceptance of newly acquired/repaired pest control equipment.
d. Facilitates shipment of purchased/repaired pest control equipment to field offices using Memo Receipt and
TAS
forms.
7. PICS/Storekeeper
a. Updates and records the disposed pest control equipment
b. Writes-off the disposed pest control equipment from the registry of assets.
8. GSD-Supply Management Division
a. Receives request for purchase of equipment and evaluates same.
If request is approved, forwards such to Purchasing Section
9. Purchasing Section
a. Facilitates purchase of pest control equipment/chemicals following usual Purchasing Procedures.
10. IAD Technical Inspector
a. Conducts pre and post-repair inspection of pest control equipment.
Prepares/signs Inspection Report using
Pre-Repair and Post-Repair Inspection
forms (Exhibit B)
b. Certifies/recommends the condition of equipment whether still repairable or for condemnation.
c. Inspects, checks newly acquired pest control chemicals and/or equipment.
d. Conducts sampling and facilitates chemical test analysis for newly acquired pest control chemicals.
11. Procurement Committee (Central Office)
a. Receives request for local purchase of pest control chemicals.
b. Approves/disapproves such request for purchase. Approved request for purchase is coordinated with purchasing section.
12. Integrated Services, MMO
a. Facilitates distribution of pest control chemicals/equipment based on Distribution Allocation List provided by SQAD-PM Section.
a.1 Receives request for issue of pest control equipment/chemicals and forwards to Logistics Warehouse Supervisor for issuance.
13. Logistics Center II - Warehouse Supervisor, Sta. Ana
a. Receives delivered pest control chemicals/equipment from supplier.
b. Receives request for issuance of pest control equipment/chemicals based on DAL and./or duly approved RIV provided by SQAD-Pest Control Management Section.
c. Facilitates shipment of issued pest control chemicals/equipment to field office.
d. Submits Monthly Report on Issuance of Pest Control Chemicals/Equipment to Finance-GAD Central Office Transaction Section.
cc: TRED - Pest Management Section.
14. TRED - Administrative Assistant
a. Receives wires, radio message, RIV; records and post in a logbook.
b. Refers/forwards RIVs, radio message, acknowledgement receipts and Inventory Reports on Pest Control equipment and/or chemicals to Pest Control Management Section.
_________
15. Field Supply Officer / SPO - 02 /
----------------
a. For documentation purposes, coordinates with RSQAO/PSQAO the receipt/issuance of pest control chemicals and/or equipment.
IV. FLOW CHART
Data Flow Diagram
Top Page
EXHIBITS
Request for Pre-Repair Inspection
Exh. A- Transfer of Accountability Slip (TAS)
Exh. C-Pesticide Stock Balance
Exh. D-Equipment Inventory Report
DFD-Preparation of RIV, Request for Repair of PCE by F.O.