ON CONDUCT OF SCHOOLS

1. ON CONDUCT OF SCHOOLS

2. Overview of the Documentation Procedure Step 1: Identification of processes Step 2: Process Owner & Sub-owners Step 3: Process Documentation Outline Process Documentation Outline Step 4: Flowchart Conduct of Schools Step 6: Finalization Step 5: Process Flow Documentation Process Flow Documentation (PFD) Items in green-to be accomplished per unit/department Items in white-to be accomplished by RMCA Office

3. Step 1: Identification of Processes • List down all the operational and regular processes handled by your unit or office • Process—a series of activities or steps bringing about a result • Step or activity—an action that is required in a process • To be done by unit head • Example for Risk Management, Compliance, and Audit (RMCA) Office Processes: • Feedback Monitoring • Compliance Hour • Compliance Review • Job Review

4. Step 2: Process Number and Owner • Identify the owner(s) and sub-owner(s) for each of the processes • Owners—Unit Heads • Sub-owners—officers, faculty, or staff who perform the steps within the process • Example (RMCA Office Process Sub-owners) • Feedback Monitoring: Communications & Information Officer • Compliance Hour: Communications & Information Officer • Compliance Review: Institutional Compliance Officer AND Compliance Officer for Contracts and Grants • Job Review: Institutional Risk Officer

5. Step 3: Process Documentation Outline • Sub-owners will accomplish a process documentation outline for each process approved by the Unit Head • The outline is divided into 3 parts • 1st part: basic information • 2nd part: process activities/steps • 3rd part: approval and submission

6. Step 3: Process Documentation Outline (cont’d) • Part 1: Basic Information • Description/Objective- the application and goal of the process • Date updated- Latest date that the process was revised or changed • Effectivity date: date the updated process is effective

7. Step 3: Process Documentation Outline (cont’d) • Part 2: Process Activities/Steps • Process Activities/Steps-actions required to complete the process • Input- data or document needed to perform an activity or step • Output- data or document resulting from an activity or step • Responsible position-position responsible for executing the activity/step • Time-average processing time per transaction in days-hours-minutes

8. Step 3: Process Documentation Outline (cont’d) • Part 3: Signatories To finalize the outline, the preparer and approver shall affix their signatures before submission to the RMCA Office *Refer to Appendix 1 for sample outline

9. Step 4 & 5: Flowchart and Process Flow Documentation • These steps will be performed by a professional contracted under the supervision of the RMCA Office • The main responsibility of the RMCA Office is to translate the accomplished outline into the standard process flow documentation *Refer to Appendix 2

10. Step 6: Finalization • The standard process flow documentation prepared from the outline will be returned to the process owner and sub-owners for their signature • Compilation of all standard process flow documentations of the University will be called “Conduct of Schools”

11. Overview of the Documentation Procedure Step 1: Identification of processes Step 2: Process Owner & Sub-owners Step 3: Process Documentation Outline Process Documentation Outline Step 4: Flowchart Conduct of Schools Step 6: Finalization Step 5: Process Flow Documentation Process Flow Documentation (PFD) Items in green-to be accomplished per unit/department Items in white-to be accomplished by RMCA Office

12. End of Session You can reach us at: Questions or clarifications You may download the editable form here: http://www.dlsu.edu.ph/offices/compliance/downloads/process-documentation.pdf Local 411 and look for Vicky Aquino compliance@dlsu.edu.ph South Conservatory