A responsive dynamic, cohesive, highly equipped and service oriented arm of the City Government.
•Ensure a well maintained and secured public buildings and offices; and
•Be highly competent in information technology innovations in local governance
1.Formulates measures for consideration of the City Council and provides technical assistance and support to the City Mayor in carrying out measures to ensure the delivery of basic services and provision of adequate facilities which require general services expertise.
2.Develops plans and strategies subject to the approval of the City Mayor.
3.Performs maintenance and janitorial services in all public buildings including repair on carpentry, electrical, painting and plumbing works.
4.Maintains and supervises public building security.
5.Assigns buildings or land spaces to public officials who by law are entitled to such space.
6.Recommends reasonable rental rates of private properties which may be leased for the official use of the City.
7.Recommends reasonable rental rates for the City Gov’t. properties which will be lease to the public or private entities.
8.Performs other related general services activities such as the maintenance of public parks & plazas,installation of tents, collapsible stage and other structure.
9.Participate in special programs and projects such as but not limited to physical preparation for special events,design and installation of booths and fumigation operations.
10.Be in the forefront of general services activities, such as possible eminent destruction, damage of properties and structures and orderly and sanitary clearing up of waste materials or debris, particularly during and in the aftermath of man-made and natural disasters and calamities.
11.Recommends to the City Council and advices the City Mayor on all other matters relative to general services and exercises other powers and performs other duties and functions as maybe prescribed by laws or ordinances.
Looking back at the traces of the significant events of 2010, the General Services Office is continuously distributing its mandate to provide quality services to its clients and its constituents, as a whole.Once more, the department has proven its dedication, competence and integrity in performing assigned tasks and continued to be responsive, dynamic and service oriented arm of the City Government committed to achieve the City’s Vision “ANTIPOLO: A Pilgrimage City at the Center of the Eastern Growth Corridor with a Globally Competitive Economy and Ecologically Balanced Environment; Accountable, Dynamic, Participatory & Results Oriented Governance; Empowered and God Centered Citizenry.” through strengthening E-Governance capability.
Opening of the year, we have been implementing and practicing the OPES-PMS output table created and identified by the office which helps a lot to our personnel in identifying individual duties and performance rating.
Highlighted in this year’s accomplishment report is our great contribution to the City Government’s performance in one of the four areas of governance through the performance scale or benchmark set by the Local Governance Performance Management System (LGPMS) database. One of the fundamentals of good governance that is valued by the City Government is transparency.
“Doing more than what we are paid for” is one of our habits in delivering public service. Moreover, we enjoined in the Citizen’s Charter by providing our frontline services to different sectors and communities of the City. More than anything else, the department is humbled by the intensifying and fervent trust and confidence of the general public, as well as colleague, in the delivery of public services to the people.
FRONTLINE SERVICES & ACCOMPLISHMENTS
I. BUDGET MANAGEMENT & PREPARATION
The Administrative Division consolidated and concluded the Annual Budget for the whole Department and submitted different forms needed for budget preparation like APP, AIP, ABC, PPMP, WFA and other financial statements.
II.GENERAL SERVICES OFFICE PERSONNEL DATA
a. RECORDS MANAGEMENT
We have maintained and updated records of GSO employee such as salary, leave credits, personal data of employee (i.e. PDS, SALN, Appointment, PES etc. ). Supervising and evaluating personnel’s performance. We also secure the records of all the reports, correspondence, memoranda, request letter, requisition issue slips, and other documents filed in our office.
b. TRAININGS/SEMINARS
Weraining programs for Human Resource Development and draw management plans, policy and office regulations and its implementation concerning office personnel. To improve the ability, talent and self
confidence of individual, and also to boost camaraderie among employees, we have conducted a two-day and one-night team building seminar last April 18-19, 2010 at Overlook Resort Antipolo which was participated by 94 GSO personnel.
c. PROGRAMS/ACTIVITIES
Last Christmas, we launched the “Adopt a Family Program”, a gift giving activity by means of carolling to selected less fortunate family. GSO personnel donated a certain amount and out of these contributions we bought assorted groceries and basic goods to be given to those selected families.
Other activities conducted by the department:
Chess Tournament held at the Motorpool compound.
We also participated in different activities of the City Government held last year.
Projects/Activities Date
1.Bible Enthronement January 25, 2010
2. Liberation Day March 12, 2010
3. 12th Cityhood Anniversary April 15, 2010
4. 2nd Employees Inter Color Sports Festival April 17, 2010
5. Anti-Drug Fun Run May 2, 2010
6. Ang Tipulo Festival May 8, 2010
7. Annual “Ahunan” June 7, 2010
8. 109th Araw ng Lalawigan June 11, 2010
9. Independence Day June 12, 2010
10. Pista ng Kagubatan September 30, 2010
11.Town Fiesta Parade December 7, 2010
12. Sumulong Day December 27, 2010
13. Rizal Day December 30, 2010
Ang Tipulo Festival Pista ng Kagubatan w/ Coun. Edward O’Hara
May 8, 2010 September 30, 2011
Pista ng Kagubatan Engr. Roberto Duterte participated in tree-
planting activity
III. PREPARATION OF PAYROLL
The Administrative Division is in-charge of the payroll preparation of its casual employees, completing monthly payroll from January to December including payroll for bonuses and other benefits.
IV. MONITORING OF DOCUMENTS & ISSUANCES
a. Incoming Documents – includes request letters, memos and other communications. Requests varies from provision of tents, chairs & tables, installation of collapsible stage for different activities and programs; repairs of public buildings which includes electrical, carpentries, plumbing works, pruning of trees and other related works.
A total of one thousand six hundred fifty one (1,651) request letters, memos from different offices/sectors were accommodated and two thousand four (2,004) phone requests/walk-in concerns were accomplished during the calendar year
.
b. Work Orders- a form which contains the control number, requesting party, job description, advice & action taken/remarks, use by different divisions of General Services Office for proper scheduling and delegation of works.
Have issued a total of one thousand seven hundred forty six (1,746) work orders to different divisions
c. Requisition and Issue Slip- a form being used in requesting supplies and materials in replacement of malfunctioning / out of order equipment or supplies.
A total of four hundred sixty (460)
d. Trip ticket- a form used by the drivers to request gasoline allocation for their vehicles which states the itinerary and purpose.
e. Submitted Documents/Papers/Requirements- we have accomplished and submitted documents/papers/requirements on time in compliance with memorandum issued by concerned offices. The following documents were as follows:
PARTICULAR |
OFFICE |
DATE |
|
|
|
|
|
1. PES for July-December 2009 |
HRMO |
January 17, 2010 |
|
2. Requirements for renewal ofTemporary Appointments |
HRMO |
February 23, 2010 |
|
3. Executive Summary of PAGSO- CALABARZON Regional Conference |
Office of the Mayor |
March 2, 2010 |
|
4. Frontline Services of GSO |
Office of the Mayor |
March 31, 2010 |
|
5. SALN (Statement of Assets &Liabilities) for Regular Employees |
HRMO |
May 31, 2010 |
|
6. PDS of GSO Casual Employee |
HRMO |
July 6, 2010 |
|
7. 2011 AIP with ABC & PPMP |
CPDO |
July 15, 2010 |
|
8. PES for Jan.-June 2010 |
HRMO |
August 20, 2010 |
|
9. OPES-PMS Output Table |
HRMO |
August 27, 2010 |
|
10. 2011 Budget Proposal |
Budget Office |
September 13, 2010 |
|
11. List of GSO Employees withDuties & Functions |
HRMO |
September 28, 2010 |
|
12. PDS of GSO Casual Employee |
HRMO |
December 28, 2010 |
|
The Building and Grounds Division was tasked to provide repair and maintenance activities and other related services in the City Hall, its premises, facilities and equipments and nearby surroundings. It includes periodical building and grounds inspection, evaluation and assessment. We also maintain City Hall’s cleanliness and orderliness, provides support to different government projects and rescue operations during calamities or disaster operations.
I. BUILDING MAINTENANCE
a. Major Repair- involves repair of various public buildings, school buildings, offices and other structures with corresponding “Program of Works” approved by the City Mayor.
Completed the implementation of forty two (42) “Program of Works” for the major repair of public buildings, offices & other structures
OFFICE BUILDINGS: P 2,278,348.80
OTHER STRUCTURES: P 238,600.00
b. Minor Repair & Maintenance- are repairs on electrical, carpentry, plumbing, aircon and other related works being performed at government offices and facilities wherein the materials needed were usually purchased in bulk, stored at the GSO warehouse, and taken from “Other Supplies Expense” of GSO.
* Increased by 52.15% Electrical Repair completed at various offices from year 2009 to 2010
* Increased by 6.8% Plumbing Repair completed at various offices from year 2009 to 2010
* Increased by 28.6% Carpentry Repair completed at various offices from year 2009 to 2010
* Increased by 38% Aircon Repair completed at various offices from year 2009 to 2010
II. GROUND MAINTENANCE
Also included in the department’s accomplishment are the regular activities such as cleaning/declogging of drain lines, ground preparation for various occasions/events and tourism promotion activities.
b. Assistance to Special Programs & Events – involves assistance and physical preparation to special programs conducted by the City Government including Medical Missions, Ang Tipulo Festival, City Hood Celebration, Penitential Walk, Oplan Kaluluwa, Town Fiesta etc.
Have participated in forty eight (48) different events & programs conducted by the City Government
III. SPECIAL OPERATIONS
Have conducted eighty five (85) tree pruning operation at various sites
We have installed two hundred eighty four (284) tarpaulins/ streamers containing official announcements and advertisement at strategic locations of the City Government.
d. Installation of tents/bleachers/collapsible stage and provision of chairs & tables- are frequently requested by constituents and by other offices for government sponsored program & events.
Have served one thousand ninety six (1,096) occasions
IV. JANITORIAL SERVICES- involves in the maintenance of cleanliness & sanitation of City Hall corridors, stairways & offices.
I. RECORDS MANAGEMENT (MANAGEMENT INFORMATION SYSTEM) SECTION
A. ICT Skills and Knowledge Enhancement
Training and Education
To enhance administrative and operational effectiveness of personnel, twelve (12) trainings and seminars were participated and one (1) training – workshop was conducted.
The following trainings and seminars were programs designed to develop the skills / knowledge / work attitudes of GSO employees. On theother hand, the conduct of seminar-workshop on Information and Communication Technology (ICT) for the City Agriculture Office Personnel emphasizes exchange of ideas and the demonstration and application of techniques and skills to the participants.
SEMINAR and/or TRAINING TITLE |
DATE and VENUE |
School – Based Roll Out of Project Reach |
February 18, 2010 at Antipolo National High School, Antipolo City |
4th PAGSO – CALABARZON Regional Conference |
February 24 - 26, 2010 at Club Manila East, Taytay, Rizal |
Lakbay-Aral at MIS - Rizal Provincial Government |
March 17, 2010 at Rizal Provincial Government, Antipolo City |
Project Scoping Seminar on GIS Implementation Project by FF Cruz Construction, Inc. |
March 22, 2010 at Mayor’s Conference Room, Antipolo City |
Seminar on General Instructions and Consolidation Canvassing System (CCS) for National and Local Election 2010 |
April 7 – 8, 2010 at Lima Park Hotel, Province of Batangas |
GSO Team Building Activity with a theme “Code of Cooperation: Coming Together is a Beginning. Keeping Together is Progress. Working Together is Success." |
April 18 – 19, 2010 at Overlook Resort and Conference Center, Antipolo City |
Lakbay-Aral at MIS – Subic Bay Metropolitan Authority |
May 28, 2010 at Subic Bay Metropolitan Authority (SBMA) |
Budget Forum 2010 |
September 3, 2010 at Bougainville, Antipolo City |
Training-Workshop on Effective Technical Writing |
October 21 – 22, 2010 at Bougainville, Antipolo City |
Training-Workshop on Information and Communication Technology (ICT) for Agriculture Personnel |
November 17 – 18, 2010 at City Agriculture Office, Antipolo City |
One Day Free Seminar on Records Management |
November 26, 2010 at Richmonde Hotel, Libis, Quezon City |
Oracle Technology Summit - “Hardware and Software. Engineered to Work Together.” |
December 2, 2010 at Makati City |
Introduction to Visual Basic and SQL Server |
December 14 – 16; and December 21 – 22, 2010 at Mayor’s Conference Room, Antipolo City |
B. ICT Project Management
B.1 Support Services
B.2 System Development
System development project encompasses all the activities undertaken from the time at which a potential requirement is identified until the resulting system is fully implemented and accepted by the end user. This concept generally refers to computersystems or information systems.
The in-house system development that had been prepared and developed includes the following: per process/database/report specification defined. Likewise, it will be beneficial to requesting office for the delivery of basic services. Such in-house system developments that have been prepared were:
B. 3 System Enhancement
System enhancement involves an existing system that needs to be modified or upgraded for the continuity and operational performance of the system. It also includes per process/database/report specification defined.
Likewise, it checks and conducts research to make the system more efficient. Such system enhancement is the Government Vehicle Information System to be used by the Motorpool Operation Division.
C. Infrastructure Technology Management
C.1 Network and Internet Maintenance
One of the components of e-governance is connectivity by means of local area networks and internet; and this had been achieved by the division for the continuity of providing quality services and the accessibility of many stakeholders such as potential investors and tourists.
Network maintenance was performed by the division to check and clean the network equipment on a regular basis and sees if there is any fault to the equipment and took the necessary action needed to maintain the equipment.
Similarly, internet maintenance were monitored and tested for continuous internet connection. And if there is a fault, the division troubleshoots and takes the necessary action needed.
C.2 Corrective Maintenance on IT Equipment
The division responds to the clients’ request; troubleshoots and makes the necessary action needed to make the equipment more efficient. Also, to make sure that the equipment is working properly before presenting to the client the working equipment.
We have saved for about Php 220,520.00 in the actual repair of IT Equipment, with a limited resources allotted for the budget year 2010.
SERVICE REQUEST FORM
A Pre - repair inspection report is an evaluation of the damages or problems identified on the equipment such as Aircondition unit, Photocopier, and the like. It includes the following information: Type of Equipment, Serial Number, Property Number, Department Assigned, Inspected by, requested by, Date inspected, Diagnosis / findings, recommendation and parts needed (if necessary). Inaddition to, it is certified by the GSO personnel in charge of the inspection / evaluation and noted by Division Chief.
A Post Inspection Report is a printed form prepared by GSO Personnel that inspected and examined the equipment prior to repair and accomplished the report form indicating whether there is replacement and repair of parts or defects found on the equipment. It is then signed by GSO representatives and Department or Program Heads concerned. And a Certificate of Repair is a printed form prepared after the actual repair of equipment. It is then signed by concerned Department or Program Heads.
A total of five (5) Pre-repair inspection report, Post inspection report and Certificate of repair were issued, three (3) of them are IT Equipments while the remaining two (2) pertains to Office Equipment
CLIENT SUPPORT FORM
C.3 Preventive Maintenance on IT Equipment
Clean and check for any fault on the equipment. And take the necessary action needed to prolong the life of the equipment. Cleaning is done per identified IT or office equipment. The table below shows the different offices that have been served by the division in the conduct of preventive maintenance of IT Equipment.
C.4 Inventory of ICT Equipment
Check if all the equipment is accounted for. For this year, there were one hundred eighty four (184) computers and eighty seven (87) printers, for a total of two hundred seventy one (271) IT Equipment assigned to the City.
C.5 Telephone Lines Maintenance
Checking of telephone line system and coordination with the service provider of the telephone lines and inquires or calls for support if necessary.
The division has been very accommodating in the matter of processing the requested new telephone line connection or reconnection documents to have access to telecommunications for the continuity of delivering public service. For the year 2010; (a) two new line applications were processed; (b) twelve reconnections due to problems on existing telephone lines; and (c) three on-going processed applications.
C.6 Preparation of Information, Education and Campaign (IEC) Materials:
Tarpaulin/streamer/poster for the design of an infomercial/ advertisement /announcement for printing, intended for massdistribution. It is usually prepared in graphical in nature containing pictures and text that serves as the layout for the project. Preparation of certificates to be issued to participants that undergo training or workshop had also been layout. A total of two hundred forty seven (247) tarpaulin designs were made.
D. Website Management
Maintain and update website on a regular basis for enhancing the existing web features. Create new application to make the website more efficient, effective and make the necessary information readily available on the web. It requires encoding, designing and uploading of information to web host, and it is in pursuant to R. A. No. 8792, otherwise known as the Electronic Commerce Act of 2000.
To harness the potentials of information and communication technology (ICT), for good governance, and promote transparency and accountability in government operations and transactions, this division is regularly updating our government website through coordination and support given by other offices.
In compliance with the DILG Memorandum Circular No. 2009-119 for the strict implementation of E-Commerce Act of 2000, we have successfully achieved the Stage One and Two and partially on Stage Three of the specific characteristics or features to look for in the UN-ASPA Five Stages of e-Government:
While the other two remaining stages namely Stage Four or the Transaction Web Presence and Stage Five or the Fully Integrated Web Presence have not yet been achieved.
Official Website of the City Government of Antipolo
www.antipolo.gov.ph
II. ARCHIVES SECTION
Records Safekeeping
An Acknowledgement Receipt, a issued by the Records Management and Archives Division to respective offices, for the documents to be submitted, which are subject for disposal or for permanent records. It was then noted by the General Services Officer for records purposes. Documents that have been turned-over by two (2) respective offices were:
III. OTHER SUPPORT/ADMINISTRATIVE SERVICES
Four (4) additional personnel were assigned to the division, two (2) permanent employees – Computer Maintenance Technologist I and Administrative Aide VI; and two (2) casual employees – Administrative Aide I. The division is now composed of twelve (12) personnel with different skills and knowledge for performing its functions and other related activities.
ii.On-the-Job Training (OJTs) Accommodated:
Lakbay Aral at SBMA MIS on May 28, 2010
iii. Office Communications Administration and Management:
ASSESSMENT
Development and Improvement Accomplishments |
Impact/s |
|
Identified time saving measures and report generation for future divisional exercises (Savings on the actual cost of repair of IT Equipment). |
|
Reduced redundancy and saves time in developing future reports. |
Teamwork, Communication and Leadership Accomplishments |
Impact/s |
|
RAs are fully integrated into the organization and making contributions to team and work processes. |
|
Built credibility by working closely with division management to understand proposals and effective at submitting all proposals on or ahead of schedule. |
Work Quality Accomplishments |
Impact/s |
|
Significant performances were acknowledged in the recently concluded GSO Employees Awards. |
|
Impart ICT knowledge to CAO Field Personnel
Business Permits and Licensing Office (BPLO) easy provisions of information and services to clients/taxpayers Effective procedural information to project proponents and provided quality IT training Effective procedural information to project proponents and provided quality IT training |
Customer Orientation Accomplishments |
Impact/s |
|
Prevented negative impressions or work attitudes in the delivery of public service. |
|
Prevented division from drawing poor conclusions based on incorrect or missing data. |
Motorpool operations ensure safe and good running condition of all LGU-owned vehicles like the Garbage trucks, multi-cabs, manlift truck and other motorized equipments through various repairs, replacements and/or maintenance.
I. MINOR REPAIR- applies to service vehicle wherein the cost of repair is less than P10,000. This includes check-up brakes, change oil etc.
A total of four hundred one (401) service vehicles repaired
II. MAJOR REPAIR- applies to service vehicle and heavy equipment wherein the cost of repair is more than P10,000. This includes general overhaul, under chassis, body repair and painting etc.
A total of one hundred thirty one (131) service vehicles repaired
III. OUTSOURCE- this pertains to the repair of vehicle conducted outside the motorpool. This includes repair of breaks, wheel alignment, overhauling, change oil, replacement of tires and other spareparts, etc.
* Based from the records the outsource repair of vehicle for the year 2010 was decreased by 47% giving an extra savings to our government expenditures.
The Clean & Green Program is responsible for the conservation of the natural beauty and magnificence of the physical environment; Street sweepers have been maintaining industriously the surrounding, main thoroughfares, highways, parks, plazas and other places. Thrice a week, they conducted special operations (Oplan simot kalat and bakbak posters) on selected areas. They also supported/participated in all activities prepared by the City Government.It aims to sustain the programs on the protection, preservation, restoration and development of natural resources and re-greening of the City.
Clean and Green Program is continuously making effort in maintaining the cleanliness of roads and streets of our city.
The street sweepers are vigorously performing their tasks for the systematic cleaning and maintaining of surroundings, main thoroughfares, highways, parks and other places, including the execution of special operations such as “Oplan Simot Kalat” and “Bakbak Posters” on selected areas.
Have conducted fifty eight (58) operations in different areas within the City
Roads, sidewalks, path ways, main thoroughfares, vacant lots and highways free of tall grasses and shrubs are being maintained by the team thru constant grass cutting operation. It helps attracts tourist, visitors and investors because a well cleaned and maintained Antipolo City means Antipleños are disciplined and environmentally friendly people.
Have accomplished eighteen (18) requests received from different offices, homeowners and subdivisions
III. GREENING OPERATION
The beautification and greening of the City is one important role of the Clean & Green Program. Preservation of ornamental plants and trees propagation are being maintained in the Nursery which can be used by our personnel in filling/planting of ornamental plants in all major roads, highways, parks & median islands that provides beauty and exudes freshness of the City. Regular watering of plants around the City particularly in parks and public places. Libreng Patubig para sa mga sitio’s and other public establishments.
Have received and accomplished eight (8) requests from different offices and provided water delivery twice a week to eighteen (18) sitio’s
GOALS FOR THE NEXT YEAR
I. GENERAL ADMINISTRATIVE SERVICES
The Administrative Division has the following goals for year 2011 to wit:
1. Assist the HRMO office in the evaluation of performance of GSO personnel;
2. Supervise and coordinates the budget preparation and central functions
Characterized by such request and their justification, the establishments of budget control system;
3. Establish efficient system of managing records to monitor GSO funds utilization;
4. Launch the computerized encoding and/or processing of records;
5. Conduct/Attend trainings & seminars of personnel for continuous learning.
II. BUILDING & GROUNDS SERVICES
The Building & Grounds Maintenance Division for the year 2011 will focus on two things: these are the leadership and capacity training seminars and upgrading of its present tools and equipments in line with our vision of maintaining a cohesive & dynamic workforce.
III. RECORDS & ARCHIVES MANAGEMENT SERVICES
PROCEDURES DEVELOPMENT: In 2011, the Records Management and Archives Division (RMAD) plans to continue refining its policies and procedures to form a systematic and interdisciplinary approach in the implementation of Programs, Projects and Activities (PPAs).
RESEARCH: The Records Management and Archives Division (RMAD) initiated a study on the processes that will be involved in the Document Tracking System (DTS) as it pertains to paperless works. Such a study to be implemented at the local agency level is likely to have a more validity and applicability because of its opportunities for easy verification that are most likely difficult to obtain from the manual operation. The study under progress, which we anticipate will be completed in 2011, is to include assessment of data collection systems, and aid in the analysis of historical and present impacts on protected groups.
SKILLS AND KNOWLEDGE ENHANCEMENT: Investment in human capital through continuous knowledge enhancement either in terms of innovation and technology research and development works or attending workshops and conferences or other activities designed to stimulate business opportunities in support for tourism promotion and local governance through ICT.
IV. MOTORPOOL SERVICES
The goals of Motorpool Division for year 2011 are as follows:
1. Improvement of motorpool shop working area
- purchase of hydraulic vehicle lift, two post
- purchase of four post hydraulic lift with wheel alignment
2. Computerization of motorpool record management
3. Modernization of mechanic tool and equipment
V. CLEAN & GREEN PROGRAM
Antipolo City since its transformation into a component city, has undertaken steps in ensuring that it adheres into a 100% clean and green and environment friendly city.
Intensive information drive to educate its constituents, sectors and stakeholders to recycle, segregate and re-use garbage waste. Thru constant seminars and symposium the city has attained a degree of changes, but still needs more push in order to attain its success.
Cooperation is needed in order to attain a zero garbage city. City Government and Barangay communities, associations and stakeholders must be forefront in making Antipolo City an Ecological, clean and green and zero waste cities.
Reforestration is a continuous process in our objective. To be a city that is ecologically balance. Clean air, 100% clean and green and zero waste Antipolo City.
City of Antipolo has also spearheaded cleaning and clearing of creeks and waterways of garbage’s and waste. Clean and Green Program continuously participated “Linis Sapa Operation”, thru this creeks and waterways free of garbage’s and waste.
Hinulugang Taktak pride of City of Antipolo is prime objective of “Linis Sapa Operation”, to rekindle its glorious beauty and prestige water falls again.
City Government of Antipolo encourages all Antipoleños to participate in making our City Clean and Green and Eco-friendly City.
The General Services Office works harmoniously with other offices to deliver quality public service to our constituents. We offer tireless and timeless labour in line with our commitment to effectively and efficiently serve the public.