Region X
DIVISION OF BUKIDNON
Malaybalay City
Project Title: Reformed Data Management of the Leave and Service Credits
Project Site: Division of Bukidnon
Project Beneficiaries: Personnel of the Division of Bukidnon
Project Implementor: Gloria D. Benigno, Ph.D., CESO IV
Schools Division Superintendent
Project Duration: 18 months
Proponent Organization: Department of Education
Division of Bukidnon
Malaybalay City
Contact Person: Gloria D. Benigno, Ph.D., CESO IV
Schools Division Superintendent
Project Cost: Php. 610,000.00
Agency : DepED – Division of Bukidnon
Project Title : Reformed Data Management of the Leave and Service Credits
Objectives:
1. To institute reforms in the management of leave and service credits of all personnel in the Division.
2. To design and operate a customized data base for the leave and service credits.
3. To sanitize records of the earned leaves and service credits of all personnel.
4. To put in place a standard system in processing leave and service credits.
SUMMARY OF GAPS
Leave and Service Credits for the personnel both non-teaching and teaching are very important benefits. The reason being , that it has monetary considerations. The chief beneficiary purpose of the leave and service credits is to offset absences of the employees in case of emergencies or sickness where an employee can be absent from work but still receive the regular compensations. When an employee retires, the accumulated leave and service credits can be converted into its cash equivalent set forth by law and thus therefore a very important benefit an employee can hope for as he/she leave from the world of work.
Taking cognizance of this fact, leave and service credits are considered cash deposits of an employee. It can be likened to a savings an employee puts in the bank that can be withdrawn upon retirement. Thus being, it has to be managed properly and accurately for the benefit of both - the employee and the government.
The Division of Bukidnon have more or less 7,000 employees and the management of their leave and service credits is daunting. Without a high-end data recording tool, the management of this very important benefit can be messy and frustrating. The Division suffered a total conflagration in the year 1993 and thus all the records were lost. Although the service records were reconstructed , however, there is no clear indication that the records of the leave and service credits of the employees of the Division were reconstructed.
IMPLICATIONS OF GAPS IDENTIFIED
Analysis of the recording and processes of the leave section that manages the leave and service credits of the employees of the Division leads to the identification of very serious gaps that needs to be addressed.
1. The data found in the leave section as reflected in the Leave Cards were reckoned only on the year after the fire of 1993. This would mean that the leave credits of all the employeeS before 1993 can not be determined as of today and has to be reconciled.
2. There is an existing time space in the leave cards where the period was lumped together – 1993 to 1995. Records of vacation, sick and forced leave were also lumped between these period but not listed in sequence. This condition poses problems for the computation of the leave credits because it has to be sequenced from year to year to determine the leave credits earned and used from year to year.
3. No record of leave credits earned and leaves approved before the fire of 1993. This condition is very vulnerable to data inaccuracies and would delay processing of leave credits claim of those who retired from the service. This would lead to conflict between the office and the employee.
4. There is no system employed to manage and handle the data. Currently only one person is in-charge of handling the data on leave and service credits. The one man committee handles all the processes in managing the data such as recording and computation. This situation is very much vulnerable to lapses because work attitude is very dependent on an individual’s motivation and mode. If the person is not motivated to work then all the processes would suddenly come to a halt. Nothing could be done to make it work again, unless the person is motivated again or forced to work again.
The summary of gaps identified can be grouped into three thematic groupings called Problem Areas (PAs) such as:
1. Unreconciled/Unsequenced Data
2. Poor Data Management
3. No Systematic Processes
PROPOSED PROJECTS FOR INSTITUTIONAL INTERVENTIONS
As discussed in the background of this paper, there is a need to strengthen the management of the leave and service credits of the employees because of its monetary equivalence. The proper management of this data can be beneficial to both employee and the employer. Based on the summary of gaps presented and its thematic groupings, proposed interventions are presented in a Problem/Solution Matrix (PSMax) below:
FLOWCHART SETTING UP THE DATA BASE
The data base will then be tested for accuracy and automation.
II. Setting Up the System
Once the data on leave and service credits are reconciled and the data base is up and running, a new system in managing and updating the data shall be employed. Leave and service credits will be managed by a team of office staff through a standard process.
1. The printed leave cards are filed in the 201 files of each employee in the records section.
2. A similar copy of the leave cards in the form of LSC Personal Handbook will be issued to the employee.
3. When an employee applies for a leave, he/she should submit three copies Form 6 together with his/her LSC Personal Book. The Form 6 and the LSC Personal Book will be presented to the Info Desk. The info desk will attach a locator number form to the document. It will be received in the Receiving Section and will be recorded through the ETS. A locator number will then be assigned .
4. The Documents will then be routed to the SDS Office which will route it to the HRMO Section.
5. The Leave Section In-charge of the HRMO will record the period applied in the Leave Credit data base . The nature of the leave should be specified ( sick leave, vacation leave, special leave, monetization) and update the records. The Form 6 will then be initialed by him. The same will be forwarded to the Office of the ASDS in charge of approving the leaves.
6. The ASDS will then approve the application for leave and forward the documents to the Records Section. In case, the ASDS will not approve the leave, the document will be sent back to the HRMO-Leave Section. The Leave Section will then cancel the entry in the data base and forwards the documents to the Releasing Section with a notation “ Not Approved”.
7. The Records Section will then retrieve the Leave Card of the employee and together with the LSC Personal Book and a Copy of the Form 6, will print the period of the leave applied, the number of days applied and the total leave credits of the employee by accessing the leave credit data base. A copy of the Form 6 will be filed in the employee’s 201 files and the Leave Cards will be returned to its storage area. Two copies of the Form 6 and the LSC Personal Book of the employee will be forwarded to the Releasing Section. One copy of the Form 6 will be stored in the District Office, the last copy will be returned to the employee together with his LSC Personal Book.
8. Because Application for Leave should be approved before an employee can take his/her leave of absence, application of leave should be acted as expeditiously as possible. Hence it is recommended that it has to be acted within two days after it has been submitted to the office.
9. In case of monetization, a copy of the Form 6 will be forwarded to the accounting office for processing.
10. At the beginning of every year, the record section will print a copy of the earned leave credits of all employee.
FLOWCHART LEAVE CREDIT SYSTEM
TIME FRAME
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Budgetary Requirement
Division LCR Hearings - 50 pax x 300.00 = Php. 15,000.00
Printing of LCR Personal Book – 7,000 x 50.00 = Php. 350,000.00
Leave Card Form - 7,000 x 20.00 = Php. 140,000.00
Encoding of ERLESEC - 7,000 x 15.00 = Php. 105,000.00
TOTAL =Php. 610,000.00
PREPARED BY:
AGUSTINES E. CEPE
ES I
FUNDS AVAILABLE:
RANDY H. PORRAS
Accountant
APPROVED:
GLORIA D. BENIGNO, Ph.D. , CESO IV
Schools Division Superintendent
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