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Legal Department

MANUAL OF OPERATIONS

Legal Department
1

MANUAL OF OPERATIONS

Table of Contents

I.

Introduction

II.

Key Organization Information


a. PCSO Vision Mission and Core Values
b. PCSO Organizational Chart
c. Departments Organizational Chart
d. Departments Functional Chart
e. Duties and Responsibilities of every position

III.

Operational Procedures / Process Flow of Work


a. Office of the Department Manager
b. Litigation and Investigation Division
c. Business and Legal Advisory Division

IV.

Policies and Guidelines


a. General Policies
1. Proper Disposal of Organic Wastes / Leftovers
2. Smoking Prohibition
3. Non-Compliance with Memo regarding Wearing of I.D. and Prescribed
Office Uniforms
4. Fire Prevention Measures
5. Policies on Personnel Discipline and Management
b. Specific / Departmental Policies
1. Policies and Guidelines on Communications Emanating from the Legal
Department
2. Preservation and Inventory of Documents
3. Policy on the Reproduction and Releasing of Books
4. Submission of Quarterly Reports on Pending Cases Handled by
Lawyers / Legal Assistants
5. Submission of Memo for the Record
6. Weekly Flag Ceremony
7. Making Personal Telephone Callls
8. Telephone Courtesy Guidelines
9. Policies and Procedures in the Reproduction of Documents
10. Guidelines in Handling Visitors and Patrons
11. Review of All Resolutions on Administrative Cases and other
important legal opinions and contracts
12. Release of Official Documents
13. Request of Office Supplies

V.

Office Forms
a. Legal Forms
1. Complaint Sheet
2. Affidavit of Loss
3. Memo for the Record

b. CSC Prescribed Forms


1. Leave Form
2. Performance Evaluation
3. Statement of Assets, Liabilities and Net Worth
c. Others
1. Appointment / Visitors Slip
2. Acknowledgement Letter
3. Document Request Form
4. Book Request Form
5. Office Supplies Request Form
6. Case Calendar
7. Transcript of Stenographic Notes Billing

VI.

Reports
a. Status Report on Cases
b. Report on Collectibles
c. Performance Evaluation
d. Attendance Report
e. Notarial Registry Report
f. Statement of Assets, Liabilities and Net Income
g. Proposed Budget
h. Annual Procurement Plan
i. Case Calendar
j. Accomplishment Report
k. Workflow Chart
l. Budget Registry Utilization

INTRODUCTION

In our continuing quest for excellence in public service with the highest level of standard of competence
at work, and our own personal commitment to play a pro active role in the improvement of PCSOs
operation systems particularly at the Legal Department, it is with great honor and distinct privilege to
present the 2014 edition of Legal Departments Manual of Operations. This revised edition
incorporates, among others, key organizational and human resource information, operations procedure,
detailed functional statements and employees duties and responsibilities as well as relevant internal
policies and guidlines, consistent with the pertinent issuances of the Governance Commission for GOCCs
(GCG)
It is our sincere hope that this Operations Manual will serve as a fitting guide to the management and
the board with regard to the operational procedures of this department; to the officers and employees,
to facilitate their processes and for the effective implementation of policies; and to the public, as this
Manual conforms to the good governance reforms and principles to consciously observe the ethics of
accountability and transparency in public service.
We take this rare opportunity of expressing our sincere appreciation and thanks to our Honorable
Chairman, Honorable General Manager and Members of the Board of Directors, fellow senior officials
and staff for their unrelenting support to our department without which, the completion of this Manual
would not be realistically possible.

ATTY. LAURO A. PATIAG


Manager, Legal Department

20 Decembery 2013

Our Vision
An ISO-certified government agency, with a permanent office by 2014,
generating an annual gross income of Php 100 billion and providing
timely and responsive health and welfare assistances in every
municipality by 2015.

Our Mission
We are the principal government agency mandated to generate funds for
health programs and charities of national character.

Core Values
1.
2.
3.
4.
5.
6.
7.
8.

God-centeredness;
Honesty, integrity, transparency and accountability;
Social Awareness and responsibility;
Professionalism and competence;
Creativity, innovativeness and resourcefulness;
Generosity and compassion;
Self-motivation and initiative;
Respectfulness.

PCSO ORGANIZATIONAL CHART

ORGANIZATIONAL CHART OF THE LEGAL DEPARTMENT

Department Manager III


SG 26

Attorney V
SG 25

Secretary II
SG 9

Driver II
SG 4

Litigation and Investigation


Division

Business and Advisory


Division

Attorney V

Attorney V

SG 25

Attorney IV
SG 23

SG 25

Attorney IV
SG 23

Attorney IV
SG 23

Attorney IV
SG 23

Attorney IV
SG 23

Attorney IV
SG 23

Legal Officer IV
SG 22

Legal Officer IV
SG 22

Legal Officer III


SG 20

Legal Officer III


SG 20

Legal Assistant
SG 12

Legal Assistant
SG 12

Stenographer II
SG 6

Clerk IV
SG 8

Clerk IV
SG 8

OFFICE OF THE DEPARTMENT MANAGER

Under the direct supervision of the General Manager, serves as Legal Counsel for the
Office in all matters relating to legal cases pending before any tribunals, administrative
bodies, courts of justice, prosecution offices and other quasi-judicial bodies;

Coordinates with the Office of the Government Corporate Counsel on legal matters
concerning the Agency, as necessary;

Provides the Board of Directors, General Manager, Assistant General Managers and all
other officials of the Office with technical and legal assistances on matters involving
questions of laws, rules and regulations affecting the PCSO and requiring their collective
or individual actions;

Provides and reviews legal opinions, comments, proposals, contracts and agreements;

Prepares contracts or agreements for review and approvalof the Members of the Board,
for signature of the Chairman and/or the General Manager;

Drafts recommendations of the investigating staff before these are referred for action to
the General Manager and the Chairman;

Hears and decides administrative disciplinary cases against erring officials and employees
and recommends to the Board through the General Manager appropriate disciplinary
action;

Initiates and prosecutes criminal and civil cases against defaulted authorized Sellers or
Agents;

Administers and supervises real estate mortgages executed by PCSO and initiates
foreclosure proceedings and consolidates ownership in favor of PCSO of foreclosed
properties;

Performs other related duties and functions as may be deemed necessary.

LITIGATION AND INVESTIGATION DIVISION

BUSINESS AND LEGAL ADVISORY DIVISION

Initiates appropriate legal action on all defaulted accouns &


other claims referred by the Management & other operating
units through the preparation of legal notices, correspondence
pleadings subsequent to the filing of civil and/or criminal
actions;

Renders legal opinions & advices on matters referred by the


Board, by the management & other departments;

Appears as legal counsel on criminal & administrative


investigations being conducted by the Prosecutors Office & by
the Office of the Ombudsman, respectively & other quasijudicial bodies on cases involving PCSO;
Appears as private prosecutor on criminal cases filed at the
instance of the PCSO and as collaborating counsel for cases
being handled by the Office of the Government Corporate
Counsel (OGCC);
Monitors the status of cases already filed before the courts or
quasi-judicial bodies and submits appropriate status reports;
Conducts fact finding and preliminary investigations of
administrative cases filed against officials & employees of the
PCSO & submits findings & recommendations thereof to the
General Manager;
Investigates cases involving tampered lotto and sweepstakes
tickets as well as other fraudulent/false claims of winnings and
other anti-fraud cases involving illegal use of charity funds as
well as fraudulent requests for financial/medical assistance and
similar cases;

Prepares and reviews contracts or agreements & other legal


documents of the PCSO ;
Recommends appropriate legal measures for the
enhancement of the PCSOs mandated tasks by conducting
continous legal researches;
Prepares PCSOs position papers or comments on legal
queries made or issues raised by other government
departments or agencies, on matters affecting/relating to
the operations of the PCSO;
Coordinates with the OGCC all matters pertaining to legal
opinion and contract preparation;
Keeps & maintains systematic & updated records of all
criminal, civil & adminitrative cases as well as boofs, official
gazettes & other reading & publication materials of the Legal
Services Dept.;
Acts as the administrative unit, particularly on matters such
as supplies, budget preparation, submission of departmental
reports and other personnel concerns;

Coordinates with other departments and agencies of the


government, as
mmay be needed, in the conduct of
investigations involving the Agency;

Assists the DM in the issuance of certfication/s and other


legal clearances;

Recommends legal actions and gives advice to the Agency and


its employees on matters of law concerning office operations to
ensure that company activities are in strict compliance with
new and existing legislations;

Assists the Board of Directors in legislative hearings and


other reportorial requirements/functions to different
agencies of the government;

Performs other related functions as may be deemed necessary.

Recommends legal actions pertaining to game product


operations to ensure that business strategies and projects of
the Agency are in accordance with the law;
Performs such other related functions as may be deemed

OFFICE OF THE DEPARTMENT MANAGER


ITEM NO.

POSITIONS

FUNCTION

80

DEPARTMENT MANAGER III


(SG 26)

Administers, manages, supervises and


controls the operations of the Legal
Department and all its lawyers and
support staff;
Represents the office in various criminal
and
administrative
hearings
/
investigations pending before any
tribunal, administrative bodies, courts of
justice, prosecution offices and other
quasi-judicial bodies, involving the
interests of the PCSO and its officials;
Asssigns cases to lawyers and supervises
the conduct of investigations thereof;
Reviews the Resolutions submitted by
concerned lawyers as to their fact-finding
and preliminary investigations of
cases/matters involving officials and
employees and recommends approval to
the General Manager or the Board;
Leads and supervises investigations and
taking of appropriate measures/actions
on case involving tampered tickets and
collection and recovery of defaulted lotto
and
ticket
accounts,
including
prosecution thereof in the proper courts;
Assists, attends or closely coordinates
with the handling lawyer of the Office of
the Government Corporate Counsel on
important civil cases of PCSO;
Prepares pleadings, motions and other
papers on important cases involving the
PCSO which are not being handled by the
Office Office of the Government
Corporate Counsel;
Appears as collaborating counsel with the
handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO
involving higly technical and operationrelated matters;
Administers and supervises real estate
mortgages executed by PCSO authorized
Salesman, Sales Supervisors and Lotto
Agents, initiates and represents the PCSO
in foreclosure proceedings and takes
charge in the consolidation of ownership
in favor of PCSO of unredeemed
foreclosed properties;
Performs other related duties as may be
deemed necessary.

10

81

ATTORNEY V
(SG 25)

82

SECRETARY II (SG 9)

Reports directly to the Department


Manager and supervises the staff
assigned at the Office of the Department
manager;
Sorts, classifies and monitors all
documents received for notation,
signature, information, perusal or
appropriate action of the Department
Manager;
Closely coordinates with the various
Divisions to the status and actions taken
on matters assigned to the Department;
Prepares correspondences and/or drafts
letters/responses on urgent matters that
need immediate action of the
Department Manager as may be
instructed/delegated by the Department
Manager;
Entertains
and
assists
walk-in
complainants or investigates reports on
fraudulent or similar activities of
unscrupulous groups using the name of
PCSO or endorses the same to the
Litigation and Investigation Divisiion for
appropriate action;
Performs other related duties as may be
deemed necessary.
Act as Secretary to the Department
Manager and takes dictations and
instructions from him/her;
Receives all documents for notation,
signature, information and appropriate
action of the Department Manager;
Releases all documents assigned to the
concerned departments/units for their
appropriate action;
Maintains logbooks or records of all
documents received, assigned and
released to the concerned departments
for proper monitoring and easy
reference;
Prepares outgoing transmittals and other
correspondences as per instruction of the
Department Manager;
Facilitates and arranges appointments
and meetings to be attended by the
Department Manager, inside and outside
the office premises;
Receives all incoming calls, visitors and
guests of the Department Manager;

11

83

DRIVER II (SG 4)

84

ADMINISTRATIVE AIDE III (SG 3)

Aranges and prepares all received papers


and documents for the Department
Managers perusal;
Responsible in the keeping and
monitoring office supplies;
Performs other related duties as may be
deemed necessary.
Performs driving functions;
Responsible for transporting personnel
and office supplies needed in the
operations of the Office;
Provides clerical and messengerial
functions, when necessary;
Performs other related duties as may be
deemed necessary;
Performs office errands and general
administrative services and clerical/office
works for the Department;
Attends to other manual chores assigned
by superiors;
Assists in receiving and recording
correspondences, memoranda and other
docucments of the Department;
Routes necessary papers and documents
to concerned departments;
Reproduces/photocopies papers and
official documents;
Serves and attends to important visitors
and officials in the course of official
business;
Files memoranda and other official
documents of the Department;
Assists in the encoding of memoranda
/documents;
Performs other related duties as may be
deemed necessary.

12

LITIGATION AND INVESTIGATION DIVISION


ITEM
NO.
85

POSITIONS
ATTORNEY V (SG 25)

FUNCTION
Exercises supervision and control over the
Litigation and Investigation Division;
Supervises and reviews the work of the
lawyers and staff of the Division,
particularly in the proper prosecution and
litigation of cases;
Appears as Prosecutor in administrative
proceedings against erring officials and
employees before the PCSO Investigating
Committee;
Prepares pleadings, motion and other
papers on important cases involving the
PCSO which are not handled by the Office
of the Government Corporate Counsel or
the Public Prosecutors;
Assists, attends or closely coordinates with
the handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO;
Appears as collaborating counsel with the
handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO involving
highly technical and operation-related
matters;
Conducts fact-finding or preliminary
investigations of administrative complaints
filed against officials and employees of the
PCSO and renders Resolutions/Reports and
makes recommendations thereon for
review and approval of the Department
Manager;
Conducts
initial
investigations
on
fraudulent sweepstakes and lotto claims
and makes recommendation/s on the
proper action to be taken thereon to the
Department Manager;
Performs other related duties as may be
deemed necessary.

13

86

ATTORNEY IV (SG 23)

Appears as Assistant Prosecutor in


administrative proceedings against erring
officials and employees before the PCSO
Investigating Committee;
Prepares pleadings, motions and other
court legal processes in connection with
cases that are instituted against defaulting
agents, ticket sales representatives and
distributors; fagainst fraudulent claimants
of lotto/sweepstakes winnings; against
patients asking for financial assistance but
who submit fictitious/falsified documents;
against advertising agencies who collect
from PCSO based on forged or falsified
documents, among others;
Appears as Private Prosecutor for and in
behalf of PCSO in the prosecution of
criminal cases instituted by the agency, in
the Office of the Prosecutor and before the
Courts having jurisdiction of the cases,
under the control of the Public Prosecutor;
Assists, attends or closely coordinates with
the handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO
Appears as collaborating counsel with the
handling lawyer of the Office of the
Gvernment
Corporate
Counsel
on
important civil cases of the PCSO involving
higly technical and operation-related
matters;
Assists in the conduct of fact-finding or
preliminary investigations of administrative
complaints filed against officials and
employees of the PCSO and renders
Resolution/Reports
and
makes
recommendations theron for review and
approval of the Department Manager;
Assists in the conduct of initial
investigations on fraudulent sweepstakes
and
lotto
claims
and
makes
recommendation/s on the proper action to
be taken thereon to the Department
Manager;
Performs other related duties as may be
deemed necessary.

14

87
88

ATTORNEY IV (SG23)

Conducts fact-finding or preliminary


investigations of administrative complaints
filed against officials and employees of the
PCSO and renders Resolutions/Reports and
makes recommendations thereon for
review and approval of the Department
Manager;
Conducts
initial
investigations
on
fraudulent sweepstakes and lotto claims
and makes recommendation/s on the
proper action to be taken thereon to the
Department Manager;
Appears as Assistant Prosecutor in
administrative proceedings against erring
officials and employees before the PCSO
Investigating Committee;
As may be assigned by the Department
Manager, prepares pleadings, motions and
other court legal processes in connection
with cases that are instituted against
defaulting
agents,
ticket
sales
representatives and distributors; fagainst
fraudulent claimants of lotto/sweepstakes
winnings; against patients asking for
financial assistance but who submit
fictitious/falsified
documents;
against
advertising agencies who collect from PCSO
based on forged or falsified documents,
among others;
As may be assigned by the Department
Manager, appears as Private Prosecutor for
and in behalf of PCSO in the prosecution of
criminal cases instituted by the agency, in
the Office of the Prosecutor and before the
Courts having jurisdiction of the cases,
under the control of the Public Prosecutor;
Assists, attends or closely coordinates with
the handling lawyer of the Office of the
Government Corporate Counsel on
important civil cases of the PCSO
As may be assigned by the Department
Manager, appears as collaborating counsel
with the handling lawyer of the Office of
the Gvernment Corporate Counsel on
important civil cases of the PCSO involving
higly technical and operation-related
matters;
Performs other related duties as may be
deemed necessary.

15

89

LEGAL OFFICER IV (SG 22)

90

LEGAL OFFICER III (SG 20)

Assists in the preparation of pleadings,


motions and other court legal processes in
connection with cases that are instituted
against defaulting agents, ticket sales
representatives and distributors; fagainst
fraudulent claimants of lotto/sweepstakes
winnings; against patients asking for
financial assistance but who submit
fictitious/falsified
documents;
against
advertising agencies who collect from PCSO
based on forged or falsified documents,
among others;
Conducts or assists in the conduct of factfinding investigations and recommends
appropriate action on complaints filed
against employees on matters relating to
the discharge of their duties and may
extend assistance in the resolution of
problems brought to the attention of the
Department on certain personal and family
matters of support and settlement of debts
involving PCSO employees;
Assists
and/or
conducts
initial
investigations on fraudulent sweepstakes
and lotto claims;
Performs other related duties and functions
assigned from time to time, or as may be
provided by an appropriate issuance or
directive.
Conducts researches and studies of
applicable
laws,
rules,
regulations,
doctrines, principles, or jurisprudence that
may aid in the prosecution and litigation of
cases;
Assists in the conduct of fact-finding
investigations
and
recommends
appropriate action on complaints filed
against employees on matters relating to
the discharge of their duties and may
extend assistance in the resolution of
problems brought to the attention of the
Department on certain personal and family
matters of support and settlement of debts
involving PCSO employees;
Prepares transmittals, correspondences,
affidavits and other legal forms;
Performs other related duties as may be
demmed necessary.

16

91

LEGAL ASSISTANT II (SG 12)

92

STENOGRAPHER (SG 6)

Follows-up or monitors the status of


criminal cases instituted by the agency, in
the Office of the Prosecutor and before the
Courts having jurisdiction of the cases as
well as civil cases handled by the Office of
the Government Corporate Counsel;
Assists
walk-in
complainants
and
investigates reports on the text and
ambulance scam as well as other
fraudulent activities of unscrupulous
groups using the name of PCSO;
Assists in the conduct of researches and
studies of applicable laws, rules,
regulations, doctrines, principles or
jurisprudence that may aid in the
prosecution and litigation of cases;
Receives documents such as memoranda,
certification, letters, request for legal
opinions and comments, board resolution
and other papers for notation, signature,
information and appropriate action of
concerned departments/units;
Releases documents assigned to staff,
lawyers, legal researchers, legal assistants
and other staff for their appropriate action
to the releasing clerk for the distribution
thereof to the concerned;
Maintains a logbook or record of all
documents received, assigned and released
to concerned staff for proper monitoring
and easy reference;
Performs other related duties as may be
deemed necessary.
Takes down stenographic notes during
investigations
on
falsified
tickets,
administrative investigations, hearings on
administrative cases; transcribe in final
forms the stenographic reports and
certifies to the truth thereof;
Takes stenographic notes and prepares
letters, memoranda and other official
correspondences made by the Department
Manager and the lawyers of the
Department;
Receives and attends to callers having
official
business
with
the
Division/Department;
Performs other related duties as may be
deemed necessary.

17

ITEM NO.
POSITIONS
93

ATTORNEY V (SG 25)

FUNCTION
Exercises supervision and control over the
Business and Legal Advisory Division;
Supervise and reviews the works of the
lawyers and staff of the Division particularly
in the drafting of opinions, legal advices or
comments on legal issues/queries concerning
the operations of any of the PCSO offices,
departments, and lotto outlets; position
papers regarding legislations and resolutions
of the legislature that affect PCSO or require
PCSOs participation and/or contribution and
preparation
and
review
of
contracts/agreements that may be entered
into by the PCSO with other government
agencies or private corporation/individuals;
Renders
opinions,
comments,
recommendations and position papers on
complex legal queries and issues involving
the operations of the PCSO;
Supervises and leads the conduct of legal
researches and studies on points of law that
may enhance the accomplishment of PCSOs
mandated tasks;
As may be designated by the Investigating
Committee, appears as Prosecutor in
administrative proceedings against erring
officials and employees before the
Investigating Committee;
May be assisned assist in the investigation
and litigation of cases;
Performs other related duties as may be
deemed necessary.

18

94
95
96

ATTORNEY IV (SG 23)

Renders opinions, legal advices or comments


on legal issues/queries concerning the
operations of any of the PCSO offices,
departments and lotto outlets;
Prepares
position
papers
regarding
legislations of the legislature that affect PCSO
or require PCSOs participation and/ or
contribution;]
Prepares
and/or
reviews
contracts/agreements that may be entered
into by the PCSO with other government
agencies or private corporations/individuals;
Conducts judicious studies and researches on
points of law and matters that may enhance
the accomplishment of PCSOs mandated
tasks;
As may be designated by the Investigating
Committee, appears as Assistant Prosecutor
in administrative proceedings against erring
officials and employees before the
Investigating Committee;
May be assigned to assist in the investigation
and litigation of cases;
Performs other related duties as may be
deemed necessary.

97

LEGAL OFFICER IV (SG 22)

Prepares opinions, legal advices or comments


on legal issues/queries concerning the
operations of any of the PCSO offices,
departments and lotto outllets and conducts
research and analysis of the pertinent laws,
legal doctrines, principles and precedents
applicable thereto;
Drafts and/or reviews contracts/agreements
that may may be entered into by the PCSO
with other government agencies or private
corporations/individuals;
Conducts researches on points of law and
matters
that
may
enhance
the
accomplishment of PCSOs mandated tasks;
Coordinates with the Office of the
Government Corporate Counsel as to the
status of legal opinions/comments and
contract preparation or review indorsed to
the latter;
May be assigned to investigate cases on the
text ambulance scam and other fraudulent
activities of unscrupulous groups using the
name of the PCSO;
Performs other related duties as may be
deemed necessary.

19

98

LEGAL OFFICER III (SG 20)

Conducts researches and studies of


applicable laws, rules, regulations, doctrines,
principles or jurisprudence that may aid in
the review of legal issues/queries concerning
the operations of any of the PCSO offices,
departments and lotto outlets and conducts
research and analysis of the pertinent laws,
legal doctrines, principles and precedents
applicable thereto;
As
may
be
directed,
drafts
contracts/agreements that may be entered
into by the PCSO with other government
agencies or private corporations/individuals;
Assists in the conduct of researches on points
of law and matters that may enhance the
accomplishment of PCSOs mandated tasks;
Coordinates with the Office of the
Government Corporate Counsel as to the
status of legal opinions/comments and
contract preparation or review indorsed to
the latter;
Prepares transmittals, correspondences,
affidavits and other legal forms;
Proofreads contract and other pertinent
documents;
Performs other related duties as may be
deemed necessary.

99

LEGAL ASSISTANT (SG 12)

Follows-up or monitors the status of criminal


cases instituted by the agency, in the Office
of the Prosecutor and before the Courts
having jurisdiction of the cases as well as civil
cases handled by the Office of the
Government Corporate Counsel;
Assists in the conduct of researches and
studies of applicable laws, rules, regulations,
doctrines, principles or jurisprudence that
may aid in the review of legal issues/queries
concerning the operations of any of the PCSO
offices, departments and lotto outlets and
conducts research and analysis of the
pertinent laws, legal doctrines, principles and
precedents applicable thereto;
Receives documents such as memoranda,
certification, letters, request for legal
opinions and comments, board resolution
and other papers for notation, signature,
information and appropriate action of
concerned departments/units;

20

100
101

CLERK IV (SG 8)

Releases documents assigned to staff,


lawyers, legal researchers, legal assistants
and other staff for their appropriate action to
the releasing clerk for the distribution thereof
to the concerned;
Maintains a logbook or record of all
documents received, assigned and released
to concerned staff for proper monitoring and
easy reference;
Assists in the proofreading of contracts and
other pertinent documents;
Performs other related duties as may be
deemed necessary.
Receives all documents for notation,
signature, information and appropriate
action of the Department Manager;
Releases all documents assigned to the
concerned departments/units for their
appropriate action;
Maintains a logbooks or records of all
documents received, assigned and relelased
to the concerned departments for proper
monitoring and easy reference.
Renders clerical services to the Department;
Receives all incoming calls, visitors and guests
of the Department/Division;
Performs other related duties as may be
deemed necessary.

21

WORKFLOW CHART
PROCEDURES
TRANSACTIONS

FLOWCHART

A.
Contract
Review

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

Secretary

Rubber
stamping
RECEIVED,
indicating initials of
and date and time
received by receiving
Secretary of Legal
Department; check
completeness
of
documents;
designation
of
receiving clerk/s.

RECOMMENDATION

START

Receives documents containing


endorsement/request for Contract
Review

1 minute

Working
Papers

Evaluates
documents,
writes notation and assigns
to lawyer or legal assistants

10 minutes

Dept. Manager
(in his absence/
unavailability,
Attorney V, Office
of
the
Dept.
Manager)

Logbook
of
all
assigned tasks on per
project basis
Acknowledgement by

assigned lawyer/legal
assistant

Contract Review:
Review
Contract
(Renewal)

Prepares Contract
Review for New
Endorsement

Submits draft
Manager

to

the

1 day
Assigned Lawyer
or Legal Asst.

1
Week
(research
of
applicable
Laws and
additional
data
is
needed)

Retrieve from files of


previously prepared
or original MOA,
Deed of Donation,
Deed of Undertaking,
etc.

Assigned Lawyer
or Legal Asst.

1 min.
Assigned Lawyer
or Legal Asst.

10 mins30mins

Evaluates transmittal,
contract and annexes

Revise /
amend

Approve?
NO

Department
Manager

Verification
/validation
by
reviewing officer of
citations /authorities

Department
Manager

YES

22

PROCEDURES
TRANSACTIONS

FLOWCHART

Recording of contract review

TIMETABLE

RESPONSIBLE
PERSON

2 minutes
Secretary II

Releases contract

BUILT IN
AUDIT

RECOMMENDATION

Receiving
clerks
initials,
printed
name and date on
Legal Departments
outgoing logbook or
file
copy
of
document

2 minutes
Clerk IV

END

23

PROCEDURES
TRANSACTIONS

FLOWCHART

B. Contract
Preparation

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

Secretary

Rubber
stamping
RECEIVED,
indicating initials of
and date and time
received by receiving
Secretary of Legal
Department; check
completeness
of
documents;
designation
of
receiving clerk/s.

RECOMMENDATION

START

Receives documents containing


endorsement/request
for
MOA/Contract Preparation

1 minute

Working
Papers

Evaluates
documents,
writes notation and assigns
to lawyer or legal assistants

10 minutes

Dept. Manager

Logbook
of
all
assigned tasks on per
project basis
Acknowledgement by

assigned lawyer/legal
assistant

Prepares contracts
with
complete
documents

1 day to 5
days

Prepares contracts
involving substantial
amounts
or
complicated
contracts

Submits draft
Manager

to

the

Evaluates transmittal,
MOA/contract and annexes

Revise /
amend

Approve?

5 days to 2
weeks

1 min.

10 mins30mins

Assigned Lawyer
or Legal Asst.

Compare with similar


contracts on file duly
reviewed by Legal
Department or OGCC.

Assigned Lawyer
or Legal Asst.

Assigned Lawyer

Department
Manager

Verification
/validation
by
reviewing officer of
citations /authorities

Department
Manager

NO
YES

24

PROCEDURES
TRANSACTIONS

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

2 minutes

Secretary II

2 minutes

Clerk IV

Recording of MOA/Contract

Releases MOA/contract

BUILT IN
AUDIT

RECOMMENDATION

Receiving
clerks
initials,
printed
name and date on
Legal Departments
outgoing logbook or
file
copy
of
document

END

25

PROCEDURES
TRANSACTIONS

FLOWCHART

C.
Preparation
of
Position
Papers

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

Secretary

Rubber
stamping
RECEIVED,
indicating initials of
and date and time
received by receiving
Secretary of Legal
Department; check
completeness
of
documents;
designation
of
receiving clerk/s.

RECOMMENDATION

START

Receives documents containing


endorsement/request
for
preparation of position paper

1 minute

Working
Papers

Evaluates
documents,
writes notation and assigns
to lawyer or legal assistants

10 minutes

Dept. Manager

Entry in the logbook


of all assigned tasks
on per project basis
Acknowledgement by

assigned lawyer/legal
assistant

Prepares Position Paper

Submits draft
Manager

to

the

Assigned Lawyer

1 min

Assigned Lawyer

10 mins30mins

Evaluates position paper

Revise /
amend

Approve?

1 to 3 days

Department
Manager

2 minutes

Department
Manager

Recording of Position Paper

2 minutes

Secretary II

Releases MOA/contract

2 minutes

NO

Compare with similar


contracts on file duly
reviewed by Legal
Department or OGCC.

YES

END

Clerk IV
Receiving
clerks
initials,
printed
name and date on
Legal Departments
outgoing logbook or
file
copy
of
document.

26

PROCEDURES
TRANSACTIONS

FLOWCHART

D.
Preparation
of
Written
Legal Opinion
/ Comment

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

Secretary

Rubber
stamping
RECEIVED,
indicating initials of
and date and time
received by receiving
Secretary of Legal
Department; check
completeness
of
documents;
designation
of
receiving clerk/s.

RECOMMENDATION

START

Receives documents
endorsement/request
preparation
of
opinion/comment

containing
for
legal

1 minute

Working
Papers

Evaluates
documents,
writes notation and assigns
to lawyer or legal assistants
10 minutes

Dept. Manager

Acknowledgement by

assigned lawyer/legal
assistant
Prepares Legal
Opinion/Comment
1 to 7 days

Assigned Lawyer

(for complete
documents
and
no
additional
data gathering
needed)

15

Submits draft
Manager

to

the

Gathering of data
through comment
by concerned office,
department / unit;
Applicable exisiting
laws,
rules,
regulations
and
jurisprudence.

days

(data
gathering and
extensive
research
needed,
including
request
for
other depts.
to comment
on the issue)

Assigned Lawyer

1 min
Evaluates position paper
5 to
mins.

Revise /
amend

Approve?

30

2 minutes

NO

Department
Manager

Department
Manager

YES

Recording of Position Paper

Releases MOA/contract

END

2 minutes

2 minutes

Secretary II

Clerk IV

Receiving
clerks
initials,
printed
name and date on
Legal Departments
outgoing logbook or
file
copy
of
document.

27

PROCEDURES
TRANSACTIONS

E. Complaints
/
Criminal
Cases and Civil
Cases initiated
by the PCSO
thru the Legal
Department

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

RECOMMENDATION

START

Assigns cases to
lawyer/Legal Assistant for
preparation of initiatory
pleading and those
subsequent to the filing of
the Civil and/or Criminal
Case

10 minutes

Dept. Manager

Final review and


approval of the
Manager,
Legal
Department
Acknowledgement by

assigned lawyer/legal
assistant

Assigned Lawyer /
Legal Assistant

Researches applicable laws,


jurisprudence and PCSOs
rules and regulations and
verification of material facts

Prepares initiatory pleading

Initial review of the


pleading

Final review of the


pleading

2 hours

2 hours

Revision, amendment or
approval of the draft pleading;
additional instructions to the
handling lawyer/legal
assistant

Attorney V, Office
of
the
Dept.
Manager

Assigned Lawyer /
Legal Assistant

Submission of the draft


pleading to the Dept.
Manager for approval

Evaluation of the draft


pleading

Attorney V
Litigation
and
Investigation
Division

4 hours

Department
Manager
Review of the OGCC

2 hours

Department
Manager

28

PROCEDURES
TRANSACTIONS

FLOWCHART

TIMETABLE

Endorsement to the
Office of the Government
Corporate Counsel
(OGCC) for handling

3 hours

Filing of Civil and/or


Criminal Case

1 hour

Hearing

Monitoring of the case and


coordination with the
Handling Prosecutor or
OGCC Lawyer

Update/status report on
the case and of any
development thereon from
time to time submitted to
the Department Manager

RESPONSIBLE
PERSON

RECOMMENDATION

Dept. Manager
(in his absence /
unavailability,
Attorney V)

OGCC Lawyer /
Assigned In-House
Counsel or Legal
Assistant

1 hour

OGCC Lawyer /
Assigned In-House
Counsel

1 hour

Assigned In-House
Counsel / Legal
Assistant

1 hour

BUILT IN
AUDIT

Authority to file
case obtained from
the Office of the
Board of Directors

Assigned In-House
Counsel / Legal
Assistant thru
Attorney
V,
Litigation and ,
Investigation
Division

END

29

PROCEDURES
TRANSACTIONS

F.
Other
Complaints /
Criminal
or
Civil
Cases
endorsed
to
Legal
Department
by
other
departments
or units

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

START

Receives documents
containing
endorsement/request for
appropriate legal action

Evaluates
document,
notation and assignment to
lawyer or legal assistants

2 minutes

10 minutes

Secretary (in her


absence, Clerk IV)

Dept. Manager (in


his absence /
unavailability,
Attorney V))

BUILT IN
AUDIT

RECOMMENDATION

Rubber
stamping
RECEIVED,
indicating initials of
and date and time
received
by
Receiving Clerk of
Legal Department;
check completeness
of
documents;
designation
of
receiving clerk/s.

Final review and


approval
of the
Manager,
Legal
Department
Acknowledgement by

Endorsement of the case to


OGCC for handling

assigned lawyer/legal
assistant
Dept. Manager

Prepares endorsement
letter

Transmits through
personal delivery

Coordinates with handling


Prosecutor/OGCC Lawyer re
prosecution of case, hearing
schedules, attendance of
witness

Updates status report on


the case and of any
development thereon from
time to time submitted to
the Department Manager

10 minutes

Assigned In-House
Counsel / Legal
Assistant

2
hours
and
40
minutes

Legal Assistant
or
Records
Division, General
Services Dept.

30 minutes

Assigned In-House
Counsel/
Legal
Assistant

1 hour

Assigned In-House
Counsel/
Legal
Assistant

END

30

PROCEDURES
TRANSACTIONS

G.
Complaints
(text scam,
ambulance
scam)

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

Secretary

Obtain identification
and contact number
of complainant.

RECOMMENDATION

START

Assists complainant to
secure and fill-up the Legal
Dept.s Appointment /
Visitors Slip form

Assists complainant against


erring employees and
advice with the proper
action/s to be taken

1 minute

7 minutes

Legal Assistant

Documentation of the
complaint

END

31

PROCEDURES
TRANSACTIONS

H.
Legal
Assistance /
free
legal
counseling
(lotto
and
sweepstakes
matters)

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

RECOMMENDATION

START

Assists private individual to


secure and fill-up the
Dept.s Visitors Slip/Form

1 minute

Secretary (in her Obtain identification


absence
/ and contact number;
unavailability,
Visitors Slip Form
Clerk IV)
Visitors Slip Form will
be included in the
departmental
accomplishments

Assists and advice with the


proper action to be taken

7 minutes

Legal Assistant /
Lawyer

END

32

PROCEDURES
TRANSACTIONS

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

RECOMMENDATION

I.
I. Free legal
assistance to
employees
with
legal
concerns
involving
official
function
/transactions

START

Assists individual to secure


and fill-up the Legal Dept.s
Appointment / Visitors Slip
/Form

1 minute

Secretary

Assists and advice with the


proper action to be taken

15 to 20
minutes

Lawyer
Asst.

Request documents
subject
of
consultation

Legal

Initial interview by
legal assistant/staff
is documented.

END

33

PROCEDURES
TRANSACTIONS

J.
Anti-Fraud
Cases

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

RECOMMENDATION

START

Receives endorsement
from other depts. and
offices including walk-in
complainants

2 minutes

Evaluates
document,
notation and assigns to
lawyer or legal assistants

10 minutes

Secretary (in her


absence
/
unavailability,
Clerk IV)

Dept. Manager (in


his absence /
unavailability,
Attorney
IV,
Office of the
Manager)

Interviews with
complainant and/or
person complained of

1 hour

Assigned Lawyer
or Legal Asst.

Prepares Report with


recommendation

30 minutes

Assigned Lawyer
or Legal Asst.

Deliberates by
Anti-Fraud
Committee

2 hours

Refers to NBI/law
enforcement agency

Dept. Manager
2 hours

Rubber
stamping
RECEIVED,
indicating initials of
and date and time
received
by
receiving Clerk of
Legal Department;
check completeness
of
documents;
designation
of
receiving clerk/s.

Written follow-up
made
to
law
enforcement agency

In
coordination
with the
PCSO
Security
Force
Chief

END

34

PROCEDURES
TRANSACTIONS

K. Certificate
of
Appearance

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

RECOMMENDATION

START

Assists visitor to
secure and fills-up
Legal Dept.s
Appointment/Visitors
Slip

Transacts officially
with the visitor

Issuesf Certificate of
Appearance

1 minute

5 minutes /
10 minutes

3 minutes

Secretary

Presentation
and
photocopying
of
valid
I.D.
/
license/Travel Order
actual
presence.
Certificate must be
initialed by Records
Chief.

Department
Manager, Legal
Department, or
Legal
Dept.
Lawyers

Legal Assistant or
Clerk IV

Upon presentation
of a valid I.D./Travel
Order issued by
Mayor,
Congressman,
Governor

END

35

PROCEDURES
TRANSACTIONS

L.
Certified
true/xerox
copy/copies
of
legal
documents

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

START
Legal Assistant

BUILT IN
AUDIT

RECOMMENDATION

Purpose for which


the documents will
be used is required
in the form

1 minute
Assists visitor to
secure and fills-up the
Legal Dept.s Request
Form for
Photocpy/copies of
Documents

Active - 15
minutes
(depending
on
the
quantity of
pages)

Prepares letter
request to the
Chairman / General
Manager

APPROVAL

Lawyer

NO

YES

Issues Billing
Statement

1 minute

Legal Assistant

Pays to the Cashier,


Treasury Department

2 minutes

Requesting Party

1 minute /
5
pages
(depending
on
the
quantity of
pages)

Legal Assistant /
Clerk

Reproduces
documents

Releases Documents

Official
Receipt
issued
by
the
Treasury
Department
as
proof of payment

Archive
Minimum
of 3 days

END

36

PROCEDURES
TRANSACTIONS

M.
Notarization
of affidavits
and
other
legal
documents

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

RECOMMENDATION

START

Assists visitor to
secure Legal dept.s
minimum
Requirements for
Notarization

1 minute

Clerk

Examinines
documents if signed
and compares
signatures from the
ID presented

3 minutes

Clerk

~Rush~
Annotates in the
notarial register

10 minutes
(Rush)

Clerk

Stamps date and


name of notary

1 to 2 days

Affixes signature

3 minutes

Logbook
for
notarization
of
received documents
with date and name
of receiving clerk,
function as such is
by designation

Atty. Rosalyn C.
Cortes,
Notary
Public or Atty.
Anna
Liza P.
Inciong, Notary
Public
Clerk

END

37

PROCEDURES
TRANSACTIONS

N.
Certificate of
No Pending
Administrativ
e Case

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

RECOMMENDATION

START

Assists visitor to
secure and fill-up the
Legal Dept.s
Appointment /
Visitors Slip Form

1 minute

Secretary

5 minutes

Legal Assistant

Affixes initials
attesting that the
records were verified

1 minute

Attorney V

Affixes signature on
the certificate

1 minute

Department
Manager

30 seconds

Legal Assistant

Verifies of records

Prepares Certificate

Issues Certificate

END

Certificate of No
Pending Case duly
signed
by
the
Manager,
Legal
Dept.

CNPAC
system
monitors issuances
to
requesting
parties at a given
period

Duplicate / file copy


is acknowledged by
the recipient and
kept
and
maintained by the
department. CNPAC
System
automatically
records issuances.

38

PROCEDURES
TRANSACTIONS

O. Transcript
of
Stenographic
Notes (TSN)

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

BUILT IN
AUDIT

START

Assists visitor to
secure and fill-up the
Legal Dept.s form for
Request for
Photocopy/Copies of
Documents

Clerk
1 minute

Complies with
checklist of
information in
obtaining photocopy
of TSN

Reproduce
documents

Transcript
of
Stenographic Notes
duly certified as true
copy
by
the
Investigating
Committee
Stenographer or her
representative

Requesting Party

1 minute /
5
pages
(depending
on
the
quantity of
pages)

Administrative
Aide

Photocopying done
within
the
department and by
a legal personnel

Minimum
of 3 days
Archive
Issues Billing
statement

RECOMMENDATION

PhP2.00
per
copy/page - Fee
for
the
reproduciton
of
documents,
Transcript
of
Stenographic
Notes (TSN) or
certified
true
copies
of
documents/papers

1 minute

Payment to be
remitted to the
Treasury Dept.
Original copy of
the PCSO O.R. is
shown
and
photocopy of the
same
O.R.
is
submitted to the
Legal Department
/ Jennie Nabong,
Casual
Records
Officer

Legal Assistant

Pays to Cashier,
Treasury Department

2 minutes

Requesting Party

Releases Documents

2 minutes

Legal Assistant

Official
Receipt
issued
by
the
Treasury
Department
as
proof of payment

END

39

PROCEDURES
TRANSACTIONS

P.
Fidelity
Bond
Application

FLOWCHART

TIMETABLE

RESPONSIBLE
PERSON

Special Order of
Accountable Officer;
Legal Department
Fidelity
Bond
System monitors by
aging of bonds

START

Accountable
Officer and Legal
Assistant

Receives
accomplished Bond
Application Forms
and required
documents

Prepares voucher and


process application
for Fidelity Bond or
renewal, increase of
Fidelity Bond of PCSO
accountable officers
based on existing
PCSO
procedure
/system

Issues certificate of
actual processing

Pays Premium to Land


Bank of the
Philippines-Bureau of
Treasury Branch

Compiles processed
Fidelity Bonds

BUILT IN
AUDIT

1 week

Legal Assistant

2 minutes

Department
Manager

1 day

Liaison Officer of
General Services
Department

RECOMMENDATION

This
function
should
be
transferred to the
Budget
and
Accounting
Department
because
of
Administrative
Order is furnished
to them.

Guaranteed / signed
by officer-in-charge
of Fidelity Bonds

2 minutes
Legal Assistant

END

40

PROCEDURES
TRANSACTIONS

FLOWCHART

Q. Borrowing
and
Returning of
Books

TIMETABLE

RESPONSIBLE
PERSON

Assists visitor to
secure and fill-up
Library
Division
Request Form

1 minute

Clerk

Records book details


in the logbook

1 minute

Clerk

Issues
book/s

3 minutes

Clerk

Checks Logbook for


unreturned books

Return of borrowed
book/s

RECOMMENDATION

Filling-up of request
form, all PCSO books
are duly marked
conspicuously

START

borrowed

BUILT IN
AUDIT

5 minutes
every
Friday

3 minutes

Accomplishment of
logbook for borrowed
and returned books

Clerk

Clerk

END

41

PROCEDURES
TRANSACTIONS

R. Clearance
for Vacation/
Sick/
Retirement
and
Maternity
Leave

FLOWCHART

TIMETABLE

BUILT IN
AUDIT

RESPONSIBLE
PERSON

Verification from the


Alpha List by Chief of
Records Division or
her representative on
existence
of
administrative case

START

Secures and fill-up


forms at
the
Administrative
Department

Concerned
employee
officer

Verifies from the


records

3 minutes

Annotates the
details with or
without pending
Administrative Case

3 minutes

Attorney
V,
Business
and
Advisory Division

1 minute

Attorney
V,
Business
and
Advisory Division

Signs Clearance

1 minute

Department
Manager

Issues clearance

1 minute

Secretary

Affixes initials
below the name of
the Manager

RECOMMENDATION

END

42