PHILIPPINE BROADCASTING SERVICE
BUREAU OF BROADCAST SERVICES
I.
INTRODUCTION
This Operations Manual is an embodiment of the nature of the Philippine
Broadcasting Service - Bureau of Broadcast Services (PBS-BBS), its
mandate, functions and operational system. It serves as a guide to all
employees, management and all the interested parties of the PBS-BBS. It
contains the culture, concepts, policies and philosophies of the agency
related to quality and efficiency.
This document defines how the agency operates and how tasks, jobs and
responsibilities of the different functions and processes of the agency are
carried out with the objective of satisfying both internal and external
stakeholders.
II.
GENERAL INFORMATION
The Philippine Broadcasting Service-Bureau of Broadcast Services (PBS-BBS)
is the official radio broadcast arm of the Philippine Government. Its central
office is located at the 4th Floor, Media Center Building, alongVisayas Avenue
in Quezon City.
The main function of PBS-BBS is to provide information and communication
support using the medium of radio, to various development programs and
activities of the government.
The thirty-two (32) radio stations, strategically located nationwide operate
at an average of fifteen (15) hours, from 5:00 a.m. to 8:00 p.m. per day,
everyday including Sundays and holidays, for the whole calendar year.
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News, Public Affairs, and development communication programs constitute
the main bulk of PBS-BBS transmission from sign-on to sign-off.
As a matter of policy, emphasis is placed on program materials that promote
public awareness of official government activities, projects, priorities,
including presidential pronouncements, statement and decisions, Senate and
House going-on and virtually every event in the various agencies and
instrumentalities of government that redounds to the welfare of the people.
As in previous years, PBS-BBS will continue to address the need for a
massive and sustained information campaign that will communicate through
the
radio
the
government’s
Areas
of
Priority
namely:
AntiCorruption/Transparent, Accountable and Participatory Governance; Poverty
Reduction and Empowerment of the Poor and Vulnerable; Rapid, Inclusive
and Sustained Economic Growth; Just and Lasting Peace and Rule of Law;
and Integrity of the Environment and Climate Change Mitigation and
Adaption. The network shall strengthen and reinforce the President’s Social
Contract with the people.
PBS-BBS shall disseminate to the radio listeners what the government has
done, is doing and plans to do to uplift the lives of the Filipino people.
HISTORY
During World War II, the US Office of War Information set up a radio station
with call letters KZSO inside a US submarine with the intention of sending
messages and updated information on the progress of the war against
Japan. The station played a vital role and contributed largely to the early
occupation of the Philippines by the US armed forces.
This 50-watt portable radio station later found its way to the Philippines
when the USAFFE soldiers landed in the Lingayen Gulf during the first week
of February 1945. KZSO was alongside the American soldiers as they
reached Manila.
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A makeshift studio was thereafter constructed in an old warehouse of
Carmelo and Bauermann on Azcarraga St. (now Claro M. Recto), beside the
Far Eastern University.
The following year, KZSO- renamed KZFM – temporarily moved to the
Ramon Roces building on Soler St., in Sta. Cruz, Manila, until it was turned
over to the Philippine government-under the Department of Foreign Affairsin September 1946.
The Radio Broadcasting Board, created in September 12, 1947, took charge
of the administration and operation of KZFM, which transferred its studios to
the fourth floor of the Manila City Hall building.
On January 1, 1952, the board was abolished, in its place was established
the Philippine Information Council.
In compliance with the resolution
approved in the International Telecommunication Conference in Atlantic City,
USA, all radio stations in the Philippines would adopt the letter “D” as the
first letter of its call letter.
DZFM acquired a new 10 kilowatt transmitter in 1958. The old 5-kilowatt
was used to establish a sister station, later known as DZRM, together with
the short wave stations DUH2 and DUB4. Thereafter, a new name for the
mother entity of the radio stations was necessary, thus, giving birth to the
umbrella organization called the Philippine Broadcasting Service (PBS).
In the 60’s, provincial stations were established to augment the operational
coverage of PBS. During this period, DZEQ Baguio, DYMR Cebu, DYCI Iloilo,
and DXRP Davao came into being, together with other relay stations
including DZMQ Dagupan.
Other AM stations were likewise established in Manila including DZCA, where
the entire congressional deliberations were aired. The mid-60’s also saw the
establishment of a television station under PBS using Channel 10 for its
telecast.
When Martial law was declared in 1972, PBS was abolished. On January 1,
1973, it was resurrected as Bureau of Broadcast (BB) under the Department
of Public Information.
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Meanwhile, another government entity – the National Media Production
Center (NMPC) –acquired the facilities of Voice of America in Malolos,
Bulacan in 1969. The NMPC operated the “Voice of the Philippines” (VOP) on
both medium wave 918 kHz and short wave 9,910 MHz transmissions. In
1980, the NMPC obtained DWIM-FM (presently DWBR) 104.3 MHz.
The BB and the NMPC were brought under one administrative roof in 1980
when the Office of Media Affairs (OMA) was created to provide a loose union
for both networks within the ABS-CBN complex in Bohol Avenue, Quezon
City.
After the peaceful 1986 Edsa Revolution, the OMA, NMPC and BB were
merged and reorganized. In their stead came the Bureau of Broadcast
Services (BBS).At present, PBS-BBS owns and operates radio stations
nationwide with DZRB Radyo ng Bayan Manila as its flagship station.
The existing mandate and function of the PBS-BBS have become more
relevant, considering government thrusts, the developing environment and
the issuance of E.O. 4 by President Benigno Aquino III reorganizing and
renaming the Office of the Press Secretary to the Presidential
Communications Operations Office and the Presidential Communications
Development and Strategic Planning Office.
PBS-BBS aims to address the need for a massive and sustained information
campaign that will communicate through radio the Office of the President’s
vision of development for the country and its people
MANDATE
The Philippine Broadcasting Service-Bureau of Broadcast Services shall be
responsible for disseminating thru broadcast information on the activities,
policies, and directions of the Government and the Presidency, throughout
the country.
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The Agency shall be headed by a Director and assisted by a Deputy Director,
both appointed by the President upon recommendation of the Office of the
Press Secretary/Presidential Communication Operations Office Secretary.
VISION
The Philippine Broadcasting Service-Bureau of Broadcast Services
(PBS-BBS) shall be the leading public radio network committed and
responsible to its national and international audiences.
PBS-BBS shall serve as a highly credible channel of information, a true
public forum and persuasive agent of social change and development.
Manned by service-driven and competent personnel and equipped with
state of the art facilities and technology, PBS-BBS shall champion what is
relevant in any specific service area for the benefit of the greatest number of
people and the development of the nation.
MISSION
1. Provide nationwide broadcasting services primarily for the
Government’s and the Presidency’s information and communication
requirements;
2. Serve as vital link between the government and the people as
effective conduit for feedback and feedforward mechanism;
3. Provide broadcast services to all the regions of the country with
particular focus on areas not adequately served by private networks;
4. Provide broadcast programming designed to preserve and promote
the national heritage and culture, advance educational goals, and support
the thrust and goals of the Presidency and the Government;
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5. Continually improve programming and dissemination capabilities
geared toward strengthened and innovative programs in support of
countryside development.
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III. DEFINITION OF TERMS AND ACRONYMS
All throughout the Operations Manual the word “Agency” refers to
Philippine Broadcasting Service - Bureau of Broadcast Serviceswhile
the term “Stakeholder” refers to all entities that benefit from the
products and/or services of each and every function of the agency
including internal and external groups. “Supplier”, on-the-other-hand,
shall refer to any outside organization that provides products and services
to the agency and any internal group thereof, so that needed products and
services can be realized.
A. PRODUCTION:
Radio Program -a broadcast material news and public affairs, educational,
magazine, sports or musical format-aired in any agency station.
Other Broadcast Materials- produced broadcast materials, including but not
limited to the following:
a.
b.
c.
d.
Station IDs
Advertising spots
Plugs
Stingers and breakers.
Broadcast– airing or transmission of a radio signal.
Broadcast log-a document which outlines the programs and materials
chronologically for airing in any agency radio station from sign on to sign off.
Sign On–
facilities.
the actual operational start-up of broadcast and transmitter
Sign Off– the actual conclusion of the station’s broadcast operation and shut
down of broadcast and transmitter facilities for the day.
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Programming – the sequencing of the various radio programs which make up the
station’s entire broadcast activity for the day.
Station ID -a produced material, usually sixty (60) seconds long, which introduces the
personality and basic information about the agency radio station.
Special broadcast – the transmission of any activity of utmost national interest or
significance; i.e. presidential activities, elections, calamities, etc.
Remote broadcast – a broadcast emanating outside of the main studios.
Hook Up– the process of linking-up with a main source for the purpose of airing the
same broadcast.
Advertising material- a produced material aired over any particular agency station which
endorses or promotes a particular product or service.
Advertising spot– the agreed time slot and duration when an advertising material is
aired.
Info Plug -produced material promoting an advocacy or activity of any private individual
or entity.
Institutional Plug – a broadcast material that promotes advocacy programs or activities
of the national and local government sectors
Stingers and Breakers-short produced materials to serve as separators or in-between of
segments in a radio program.
B. NEWS:
Assignment Log –a document which lists events to be covered and stories to be
developed/followed up by reporters.
Reporter- one who gathers and writes about significant news on current events and
other journalistic material(s) for broadcast use.
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Newscast –a radio segment that consists of news reports which are written and voiced
in a short and straightforward manner.
Hourly newscast– a five-minute newscast aired on top of the hour.
Script–written text prepared to beread by a newscaster.
Voice clip – an edited recorded voice of a reporter or newsmaker.
Wrap -reporter's voice at the beginning and end of a “voice clip”; the report is "wrapped
around" the actuality.
In cue- the first few words--generally four--of a taped report or interview, written on
script to help the engineer pinpoint the beginning of the material.
Out cue - the last few words--generally four words —ofa taped report or interview to
guide the engineer on where a voice material shall end.
Lineup - arrangement of items in a newscast.
Lead–the banner line of a news story, serving as “GIST” or idea to what the story is all
about.
C. PUBLIC AFFAIRS:
Public Affairs – current events of national significance and interest affecting the lives of
the people.
Network Infrastructure – the general network system (central and provincial offices) i.e,
computers, cabling, switches, routers, etc.
Coverage plan– planning and execution of coverage on presidential activities, special
events and emergency broadcast.
Presidential coverageon the spot (remote) broadcast conducted by a special team,
centered on the President and his actual itinerary.
Presidential coverage memorandum – the scheduled activities of the President, copy
furnished to the announcer’s booth and master control.
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D. NETWORK:
Memorandum and Network Advisories – formal communication(s) to provincial stations
usually about programming matters, reminders and/reiteration of agency policies.
Special Order – written document issued by the Director authorizing a station or
personnel to perform special function(s) or task(s).
Weekly Accomplishment Report (WAR) – a weekly report by the 28 provincial stations
regarding their accomplishment(s) and/or problems which need action.
Summary of Action Items –accomplishment Reports emphasizing significant output of
each station (Production, Eng’g, Admin), submitted to the PBS Director and to the
concerned Division(s) at Central Office.
Broadcast Operations Report (BOR) –a monthly report by provincial stations containing
the total number of broadcast hours versus target broadcast hours. This also
determines the number of hours devoted to BBS Programming Thrust or on
Government Priorities/Goals and the number of hours/rate of occurrence to the
identified services rendered by the Bureau.
Major Operating Report (MOR) – a report submitted every 2 months by provincial
stations containing the major/out of the ordinary accomplishment(s) of their station and
recognition/ awards/citations they received, collated and summarized for submission to
the Director’s Office.
Monitoring
of
reports
filed
to
DZRB-Radyo
ng
Bayan-Manila
– the Daily
monitoring/logging of reports filed from reporters of the provincial stations to make
sure they abide by their schedule of participation and that reports were not duplicated
from one program to another of DZRB-Manila.
Major Final Output – the list of duties and or activities to be accomplished by a division,
station and individual staff as basis of their performance output.
Daily Assignment Log – the list of special activities/events/interviews to be undertaken
by concerned station/production staff which partly serves as basis for the news and/or
reports for the following day.
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E. RESEARCH
Monitoring report - a written report enumerating highlights of news and comments
aired on selected radio stations on government policies, projects and services, and
other national concerns.
Radio plug – a written story on specialized information on government, or general
information on culture and arts, history, health, etc, recorded for broadcast.
Feature – a written story on specialized information on government, or general
information on culture and arts, history, health, etc.
Recording – putting on tape voiced or produced materials with the assistance of
technician in a recording studio.
Program evaluation – a written review of a program’s content, format and delivery.
Audience Feedback – opinions, comments or suggestions from listeners.
Audience survey results – listenership ratings of stations from AC Nielsen, KBP-RRC,
NSO-PBS.
F. ENGINEERING
Sign On – the actual operational start up of the broadcast and transmitter facilities.
Sign Off – the actual operation shutdown of the broadcast and transmitter facilities.
Broadcast – to transmit signals or programs from a radio station.
Transmitter –the equipment used for generating and amplifying a radio-frequency
carrier, modulating the carrier with information and feeding to an aerial for
transmission.
The equipment used to broadcast.
Broadcast facility – commonly called radio station.
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Transmitter facility – a part of a broadcast facility consisting of transmitter, tower, audio
processor STL receiver, transmission line and Antenna Tuning Unit (ATU).
STL – Studio-to-Transmitter Link.
Broadcast Equipment – accessory or part of the broadcast facility such as console,
microphone and transmitters.
Electrical – relating to or operated by electricity.
Engineering – the action, work, or profession of an engineer.
Communication – system of sending messages, orders including telephones, radio or
television.
G. ADMINISTRATIVE
1. Human Resources Management
Recruiting/Hiring – process of searching for and hiring the best qualified candidate from
within or outside from an organization for a job opening in a timely and cost effective
manner.
Selecting –the systematic method of determining the merit and fitness of a person on
the basis of qualification and ability to perform duties and responsibilities of the
position.
Training –a systematic and planned process to improve the knowledge, skills and
attitude of an employee so that organizational objectives farther attained.
Promotion – the advancement of an employee to a higher position accompanied by an
increased salary but also with a higher degree of duty and responsibilities as prescribed
by law.
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2. Records Management
Records - are documents which reflect evidence of accomplished activities or pertinent
operational information(s);, a file of which shall be kept in a secured place but which
can be readily accessible to authorized personnel come future necessity.
Indefinite Retention Period - as used in all management systems procedures shall mean
that the document or record shall be kept for as long as the Agency and its
management system is in-effect. If it is used to refer to personnel records, the term
shall mean co-terminus with the employee.
3. Maintenance
Routine Maintenance - as used in this procedure, refers to the regular maintenance
check of various machine and equipment done to check operation ability of the machine
or equipment. The Machine/Equipment User normally performs this prior to the use of
the equipment/machine.
Corrective Maintenance - the type of maintenance done if the machine equipment is
found not to operate normally or is noted to be defective, Corrective maintenance is not
programmed and requires action prior to use. Trained or competent personnel perform
corrective maintenance.
Preventive Maintenance- the regular and programmed general check up of the machine
or equipment to assess its overall condition and to replace any part found to pose any
potential breakdown. Preventive maintenance is scheduled. This is performed by highly
trained or competent personnel.
4. Purchasing and Inventory Management
Procurement - the acquisition of goods, services or works from an external source. It
is favorable that the goods, services or works are appropriate and that they are
procured at the best possible cost to meet the needs of the acquirer in terms of
quality and quantity, time, and location.[1]
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Supplier- used in this procedure refers to the external parties contracted by the Agency
to Routine provide equipment/machineries, products, materials/parts, supplies and
services needed by the Agency to support its mandate.
Inventory Management – inventory control, concerned with minimizing the total cost of
inventory while maximizing the ability to provide end user with product in a timely
manner.

Also the management of personal property, equipment, tooling and physical
capital assets that are acquired and to use in agency operation;

Property management involves the processes, systems and manpower required
to manage the life cycle of all acquired property including acquisition, control,
accountability, responsibility, maintenance, utilization and disposition.
Disposal– the process to destroy, to sell,discard materials/equipment that are useless or
used up:
5. MIS [Management Information System]
MIS [Management Information System] – a computer-based system that provides
managers with the tools to efficiently service the units and divisions of the agency.
Network Infrastructure – the general network system (central and provincial offices) i.e,
computers, cabling, switches, routers, etc.
Routine Maintenance – the regular maintenance check of various computers and
peripherals to assess their operational and functional capacity before their next actual
use.
Corrective Maintenance– the type of maintenance done if the computer or peripheral is
found un-operational or is noted to be defective.
Preventive Maintenance – the regular scheduled check up of computers and or
peripherals.
Software – operating systems (OS), and applications that enable computers to work.
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Hardware – physical elements that comprise the computer system.
Operating Systems – manages the computer hardware and software resources.
H. FINANCE
Budget Preparation – the process with designated organizations and individuals having
defined responsibilities that must be carried out within a given timetable.This involves
strict planning and controlling of the agency’s financial resources, monitoring and
recording expenses (supplies, etc.). ADDENDUM
List of Due and Demandable Accounts Payable – Advice to Debit Account (LDDAP-ADA)
– the list of creditors, their preferred servicing banks, savings current account numbers
whereby direct payment is credited to their respective bank account numbers.
Special Allotment Release Order (SARO) – the allotment (not included in the General
Appropriations Act) released by DBM for the payment of special purposes e.g. payment
of Terminal Leave, Productivity Enhancement Incentives, Performance Based Bonus.
Notice of Cash Allocations (NCA) – Cash Authority issued by DBM to cover cash
requirements of the agencies.
IV. ORGANIZATION AND RESPONSIBILITIES
A. PRODUCTION DIVISION-produce and air programs, features, plugs and
other radio broadcast materials which support the thrusts and objectives of the
presidency and the government. which are deemed beneficial to the general
citizenry. (see ADDENDUM)
Scope:
 Conceptualization and planning of radio programs and other broadcast materials;
 Actual production, execution or airing of radio programs and broadcast materials
in PBS stations;
 Scheduling the airing of all broadcast materials;
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 Evaluation of broadcast outputs.
B.NEWS DIVISION - prepare, produce and broadcast news materials on the
programs and projects of the presidency, the government and other important news
stories for dissemination by the whole network.
Scope:
 Gathering of news stories prior to airing in PBS radio stations;
 Actual production and airing of news materials over PBS radio stations.
C.PUBLIC AFFAIRS DIVISION - produce radio programs on current and vital
issues and cover presidential activities, special and current events.
Scope:
 To produce special events programs
 To conceptualize, plan and execute radio programs and coverages.
D.
NETWORK DIVISION -agency’s official connecting unit between the Central
Office and the Provincial Stations in implementing and overseeing efficient flow of
program policies and other major responsibilities under the mandated jurisdiction
of the division.
Scope:
 Acts as overseer over Provincial Radio Stations to ensure proper implementation
of bureau policies, rules and regulations;
 Keeps management well-informed about immediate concerns of provincial
stations which require speedy resolve;
 Monitor provincial stations’ broadcast activities, i.e. network and local programs,
special events, etc and ensure that airing of radio materials adhere to
mandates promulgated by agency management.
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E.
RESEARCH DIVISION - research, write and produce monitoring reports,
special events features, radio plugs, radio programs, and audience surveys, to help
enrich and strengthen the overall programming thrust of the agency.
Scope:
 Preparation of monitoring reports of news and public affairs programs of the
agency and private AM radio stations for feedback and response from
appropriate government agencies;
 Research, writing and production of radio plugs, special events features, radio
programs;
 Collating of audience radio surveys results
F.
ENGINEERING DIVISION - ensure smooth broadcast operation by extending
technical and other required services to all existing radio stations; to provide
guidelines in planning, installation, test, repair/upgrading of broadcast
equipment/transmitter
facilities
and
implementation
of
infrastructure
projects/initiatives.
Scope:
 Operation of broadcast and transmitter facilities from sign-on to sign-off;
 Deployment of concerned technical personnel;
 Supervision and monitoring operation span and efficiency of broadcast and
transmitter facilities;

Evaluation of current condition of all broadcast and transmitter facilities/
infrastructure and other related equipment and work at any immediate repair.
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G.
ADMINISTRATIVE DIVISION
1. HUMAN RESOURCES MANAGEMENT - a system of recruiting, selecting, hiring,
training, and promoting employees to ensure that only qualified and competent
personnel shall comprise the Agency’s human resource.
Scope:

The procedure covers the hiring of qualified applicants, assessment of their
capabilities and the conduct of trainings to upgrade employees’ competency.
2. RECORDS MANAGEMENT - a system of monitoring and safekeeping documents
and the continual improvement of retention and records management for the
agency.
Scope:

3.
Covers all documents related to the agency, operations, project, bids and
awards, procurement and other official activities of the agency.
Maintenance -ensure that the premises, vehicles and other facilities of the
agency are maintained in good condition at all times.
Scope:

Maintenance of the office premises and other facilities that the agency using
in the effective operations of the processes of the agency.
4.
Purchasing
and
Inventory
Management
ensure
that
required
equipment/machineries and materials/parts are purchased or equipment repaired
according to specified requirements.
5.
MIS [Management Information System] -ensure that local area network
infrastructure, computer hardware, software and peripherals are always
maintained in good condition.
Scope:
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
The procedure covers installation and maintenance of the agency’s network
infrastructure for effective and efficient operation.
H. FINANCE DIVISION - plan and prepare the budget, provide and supervise finanial
services of the agency.
BUDGET
1. Preparation of Annual Budget for DBM/Congress/Senate.
2. Allocation and certification of availability of funds.
3. Processing and payment of Terminal Leave Benefits.
ACCOUNTING
4. Preparation of payroll for salaries and other benefits, remittances of salary
deductions to concerned agencies.
5. Preparation of Pag-IBIG contribution and multi-purpose loan certification
upon request of employees.
6. Processing of vouchers.
7. Sale of Airtime.
8. Liquidation of cash advances for local and foreign travel and other special
purposes.
CASH
9. Preparation of checks/List of Due and Demandable Accounts Payable –
Advice to Debit Account (LDDAP-ADA).
10. Preparation of Advice of Checks issued.
11. Encoding salaries and other benefits to Payroll Credit System (PACS).
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BUDGET/ACCOUNTING/CASH
12. Preparation and submission of all Financial Reports to COA/DBM.
V. OPERATIONAL CONTROL AND SUPERVISION
DIRECTOR IV
(Broadcast Network Manager)
1) Plans and formulates policies of the agency;
2) Assumes full administrative and technical responsibility for the functions of the
agency;
3) Determines and directs the implementation of activities for the office;
4) Determines and approves projects to be undertaken and sustaining programs to
be aired;
5) Directs the overall daily operation of the agency;
6) Reviews, checks approves plan relative to broadcast campaigns for government
and civic group activities;
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7) Represents the government in national and international conferences on
broadcasting and information;
8) Assists special committee on information and education in planning and
implementing broadcasting and mass communication policies; and
9) Performs such other duties from time to time as directed by the Office of the
Press Secretary.
DIRECTOR III
1) Exercises functional supervision over all key personnel of the radio network
and coordinates their functions and duties;
2) Formulates plans of technical projects relative to transmitting and
engineering;
3) Determines and recommends approvals of procurement of broadcast
equipment;
4) Provides advice on all technical and/or operational matters;
5) Assists the Manager in managing the overall activities of the agency;
6) Coordinates the technical and/or operational functions of the provincial
stations and central office;
7) Makes emergency assignments when necessary;
8) Recommends to the Manager promotion and hiring of employees; and
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9) Performs such other duties from time to time as directed by the Broadcast
Network Manager.
BROADCAST STATION MANAGER
(Radio Station Manager)
1) Directs and supervises the work of the staff maintaining a harmonious
relationship with them;
2) Conceptualizes station format;
3) Plans and formulates policies guidelines for the station’s smooth operations
based on management’s directions;
4) Voices programs;
5) Implements the station’s policies and directions for the general public’s listening
benefits;
6) Establishes rapport with public and communicates interpersonally with
employees to encourage them to contribute to the station’s total efficiency;
7) Renders regular reports on the accomplishments, needs and problem of the
station to the Director; and
8) Performs all other tasks assigned by the Director.
BROADCAST PRODUCTION SUPERVISOR
(Radio Production Supervisor)
1) Conceptualizes and voices radio programs;
2) Determines in consultation with Station Manager, the station’s production and
programming policies within the context of the station’s goal and objective;
3) Supervise all the production operation of the station;
4) Provide assistance to the staff in terms of their production requirements;
5) Evaluates all broadcast materials for transmission;
6) Monitors and evaluates program and make recommendation if necessary;
7) Represents the Radio Station in conferences as per instructions of the Station
Manager; and
8) Performs other functions as may be assigned from time to time.
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NEWS DIVISION:
BROADCAST OPERATION CHIEF
(News Division Chief)
1) Manage the Network News Division, directs and controls all dissemination of
news nationwide among the 32 BBS Radio Stations;
2) Makes final decisions on news evaluation, presentation and treatment;
3) Recommends hiring, dismissal or promotion of news personnel and institutes
disciplinary action whenever necessary;
4) Makes final decisions on work assignments of all news personnel;
5) Plan news, public affairs and special events program for BBS Network News and
decides on the program contents and coverage’s thereof;
6) Coordinates with other divisions and station managers on the news requirements
of all BBS radio stations;
7) Decides on all news coverage’s on a daily basis; and
8) Decides on which special events programs and coverage’s be aired nationwide or
for specific areas only.
SUPERVISING NEWS EDITOR
1) Assumes the position of Assistant Division Chief;
2) Reviews, edits and evaluates all news materials;
3) Coordinates the day to day activities whether news gathering, technical or
administrative matter;
4) Ensures that the most effective forms of news presentation are developed and
prepared;
5) Helps the Division Chief decide on the division workload among the Senior News
Editors, News Reporters and newscasters;
6) Assists in planning news, public affairs and special events programs for BBS;
7) Recommends to the Division Chief the hiring, dismissal or promotion of News
personnel;
8) Helps the Division Chief institute disciplinary action whenever necessary;
9) Rates the performance of Senior News Editors;
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10)Produces News materials whenever necessary.
SENIOR NEWS EDITOR
(News Editor)
1) Supervises the English or Filipino work shifts at news desk;
2) Produces and edits all news items prepared during his work shifts;
3) Answers for the preparation, evaluation and production of all newscasts in
his/her shifts;
4) Edits voice actualities such as interviews and voice reports;
5) Suggests events to be covered by reporters on a daily basis;
6) Submits recommendations on how to improve the news desk and reportorial
coverage;
7) Recommends work assignments of news personnel in his shifts;
8) Rates the performance of News Reporters/ Newscasters;
9) Recommends promotion of news personnel in his/her shifts;
10)Produces and writes features/special reports such as year enders;
11)
Performs other functions that may be assigned by the Division Chief or
Supervising Editor from time to time.
PUBLIC AFFAIRS DIVISION:
BROADCAST OPERATION CHIEF
(Broadcast Network Division Chief)
1) Directs and supervises the activities of the Public Affairs Division;
2) Controls and supervises the production of public affairs programs for the masses;
3) Controls and supervises live broadcast of special events programs nationwide to
inform the general public of the day to day government activities;
4) Plans and formulates policies and guidelines for the Division’s smooth operations
based on management’s directions;
5) Establishes rapport with public and communicates interpersonally with
employees to encourage them to contribute to the Division’s total efficiency;
6) monitors the programs aired and the broadcast quality, evaluates them and
makes recommendation if necessary for improvement;
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7) Maintains close coordination with government agencies for effective
dissemination of public affairs program;
8) Makes reports periodically on the Division’s activities and accomplishments as
required by Management; and
9) Performs other such related functions as may be assigned from time to time.
INFORMATION OFFICER IV
(Assistant Division Chief)
1)
2)
3)
4)
Assists the Division Chief in the implementation of policies;
Acts in behalf of the Division Chief in the absence of the latter;
Conceptualizes and voices radio programs;
Determines in consultation with Division Chief, the production and programming
policies within the context of the station’s goals and objectives;
5) Supervises all the production operations of the Division;
6) Provides assistance to the staff in terms of their production requirements;
7) Evaluates all broadcast materials for transmission;
8) Monitors and evaluates program and makes recommendation if necessary;
9) Represents the Division in conferences as per instructions of the Division Chief;
and
10)Performs other functions as may be assigned from time to time.
NETWORK DIVISION:
BROADCAST STATION MANAGER
(Radio Station Manager)
1) Directs and supervises the work of the staff maintaining a harmonious
relationship with them;
2) Conceptualizes station format;
3) Plans and formulates policies guidelines for the station’s smooth operations
based on management’s directions;
4) Voices programs;
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5) Implements the station’s policies and directions for the general public’s listening
benefits;
6) Establishes rapport with public and communicates interpersonally with
employees to encourage them to contribute to the station’s total efficiency;
7) Renders regular reports on the accomplishments, needs and problem of the
station to the Director; and
8) Performs all other tasks assigned by the Director.
BROADCAST PRODUCTION SUPERVISOR
(Radio Production Supervisor)
1) Conceptualizes and voices radio programs;
2) Determines in consultation with Station Manager, the station’s production and
programming policies within the contest of the station’s goal and objective;
3) Supervise all the production operation of the station;
4) Provide assistance to the staff in terms of their production requirements;
5) Evaluates all broadcast materials for transmission;
6) Monitors and evaluates program and make recommendation if necessary;
7) Represents the Radio Station in conferences as per instructions of the Station
Manager; and
8) Performs other functions as may be assigned from time to time.
RESEARCH DIVISION:
BROADCAST OPERATION CHIEF
(Broadcast Network Division Chief)
1) Plans and develops communication strategies and projects on the production of
information education materials in support of national developmental program;
2) Leads in conducting audience research periodically to evaluate radio programs to
sustain, maintain and further increase audience listenership;
3) Supervises gathering, analyzing and interpreting feedbacks for better
programming purposes;
4) Supervises production of broadcast materials for the enrichment of radio
programs;
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5) Assigns monitoring specific radio programs, making critique thereof and if
deemed necessary offering suggestions for their improvement; and
6) Performs other functions as may be assigned from time to time.
INFORMATION OFFICER IV
(Senior Media Relations Officer)
1) Produces and handles community and educational radio programs;
2) Assists the Research Division Chief in planning and developing communications
strategies and projects on the production of information education materials in
support of national development programs;
3) Supervises periodic audience research projects to evaluate radio programs to
sustain, maintain and to increase audience listenership;
4) Assists the Research Division Chief in gathering, analyzing and interpreting
feedbacks for better programming proposal;
5) Assist in supervising the [production of broadcast materials for the enrichment of
radio programs;
6) Supervises the monitoring and evaluating of specific radio programs in order to
improve programming; and
7) Performs other function as may be assigned from time to time.
ENGINEERING DIVISION
ENGINEER V
(Broadcast Network Division Chief)
1) Delegates, coordinates and supervises the functions and duties of the
supervisors and employees of the Engineering Division;
2) Approves plans and designs of Engineering Projects;
3) Confers with the head of agency concerning matters affecting engineering
projects, problems, budgetary requirements; and
4) Performs all other tasks as may be assigned from time to time.
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ENGINEER IV
(Broadcast Network Assistant Division Chief)
1) Assists Chief Radio Network Engineer in supervising the functions and duties of
key personnel of the Engineering Division;
2) Reviews plans, design and recommendations submitted for approval to the Chief
Radio Network Engineer;
3) Represents Chief Radio Network in the absence; and
4) Performs other functions as may be assigned from time to time
ENGINEER III
(Supervising Radio Network Engineer)
1) Supervises a group of operators/technicians engaged in the operations and/or
repair and maintenance of studio broadcast equipment;
2) Directs and supervises the designing, construction and installation of engineering
projects;
3) Delegates and coordinates work assignments;
4) Conducts on-the-job training of personnel;
5) Recommends for approval acquisition of broadcast equipment, engineering
projects and designs;
6) Initiates and directs technical research and studies;
7) Makes various reports on technical needs and matters required by the radio
stations; and
8) Performs such duties as may be assigned from time to time.
9) ADMINISTRATIVE DIVISION:
CHIEF ADMINISTRATIVE OFFICER
(ADMINISTRATIVE OFFICER V)
1) Provides the Bureau with staff services relative to administrative, personnel and
general services;
2) Plans and directs personnel activities designed to attain the greatest degree of
personnel effectiveness possible;
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3) Plans, directs and supervises the general services activities particularly the
building’s security, upkeep and maintenance and motor pool’s maintenance and
operation;
4) Studies and analyzes work method and procedure, training processes and
personnel standards and utilization, and oversees improvements for
implementation;
5) Recommends improvements for personnel performance based on studies
analysis made;
6) Examines and analyzes reorganization proposal in the light of data gathered and
facts observed;
7) Studies the Bureau’s operational methods and procedures to simplify work and
improve efficiency; and
8) Performs other functions as may be assigned from time to time.
ADMINISTRATIVE OFFICER V
(HUMAN RESOURCE MANAGEMENT OFFICER III)
1)
2)
3)
4)
5)
6)
7)
8)
Administers all personnel functions of the Bureau;
Supervises the staff assigned to administer personnel functions;
Serves as adviser on personnel matters;
Supervises the preparation of or prepares appointments, leaves, transfers and
other personnel actions;
Develops personnel development programs and submits for top management’s
consideration and approval;
Assumes responsibility for planning, designing and conducting training programs;
Prepares reports and memoranda as needed; and
Performs other functions as may be assigned from time to time.
ADMINISTRATIVE OFFICER IV
(ADMINISTRATIVE OFFICER II)
1) Assists in planning, directing and coordinating all the administrative service
functions of the Bureau;
2) Assists in supervising personnel management service functions including inservice trainings;
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3) Assists in supervising the general services activities, particularly the building’s
security, up-keep and maintenance and motor pool’s maintenance and
operations;
4) Assists in drafting and preparing official and semi-official correspondences,
memoranda and circulars;
5) Assist in preparing personnel records, vouchers and requisitions for supplies and
similar documents; and
6) Performs other functions as may be assigned from time to time.
FINANCE DIVISION:
CHIEF ADMINISTRATIVE OFFICER
(FINANCIAL AND MANAGEMENT OFFICER II)
1) Provides the Bureau with staff services relative to budgeting and accounting;
2) Plans, directs and supervises financial transactions and budgetary estimates;
3) Prepares financial, budgetary projects, activities and accomplishment reports;
4) Controls distribution and allocation of funds;
5) Directs and supervises analysis of reports on status of appropriations and trends
of expenditures;
6) Directs the preparation and consolidation of annual, supplemental, special or
deficiency budget;
7) Plans, directs and supervises the preparation of consolidated supporting
justification explanation for budget proposals;
8) Attends budget hearings; and
9) Performs other duties as may be assigned from time to time.
ADMINISTRATIVE OFFICER V
(BUDGET OFFICER III)
1) Examines and reviews budgets and plantilla of subordinate units and
consolidates them into one budget proposal;
2) Prepares supporting justifications and explanation;
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3) Acts as Bureau’s financial officer and advises the Director and Division Chiefs on
financial matters;
4) Supervises the distribution and allocation of funds to subordinate units;
5) Attend budget hearings; and
6) Performs other functions as may be assigned from time to time.
ADMINISTRATIVE OFFICER IV
(BUDGET OFFICER II)
1) Reviews budget estimates and budget justifications;
2) Reviews and controls expenditures of budgeted funds;
3) Advises management and prepares control reports on appropriations, allotments
and work accomplished;
4) Prepares necessary financial proposals on programs and activities; and
5) Performs other functions as may be assigned from time to time.
VIII. OPERATING PROCEDURES
PRODUCTION:
1.0
PLANNING OF RADIO PROGRAM
1.1
Conceptualize content based on agreed parameters.
1.2. Approval of program concept.
2.0
ACTUAL PRODUCTION AND AIRING OF RADIO PROGRAM
2.1 Gathering and preparation of program materials
2.2 Actual broadcast of radio program
NEWS:
1.0 PREPARATION OF NEWS MATERIALS
1.1 Prepare assignment log for reporters.
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1.2 Production of news scripts – gathering of news materials, interviewing news
personalities, recording and editing of voice clips, and writing news scripts.
2.0 AIRING OF NEWS MATERIALS
2.1 Airing/Presentation of news materials.
PUBLIC AFFAIRS:
1.0. Planning of Radio Program
1.1. Conceptualize content based on the Presidency and the government’s plans
and programs;
1.2. Approval program content.
a. Actual Production and airing of radio program
b. Preparation of program materials;
c. Actual broadcast of radio program.
3.0. Presidential coverage
3.1.
3.2.
3.4.
3.5.
Receive event schedule from Presidential Communications Operations Office;
Assign reporter to cover the event;
File report and air the President’s speech live in stations;
Covers Malacanang press briefings.
NETWORK:
1.
COORDINATION, REPORTS and DOCUMENTATION
1.1. Opens mails/pouches from the provincial stations, sort out items, logged and
routed to the concern division or section;
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1.2. Reports such as WAR/MOR/BOR/MDG are collated and consolidated before
submitting to the Director’s Office and other concern division;
1.3. Reviews and verifies vouchers, liquidation reports and other reports pertaining
to finance/accounting requirements before submitting to Finance Division;
1.4. Coordinates with the concern station when attachments to ascertain report are
incomplete;
1.5. Receives checks from the Cash Section, prepares Acknowledgment Receipts of
these checks, photocopies in triplicate and sent to the concerned provincial
stations;
1.6. Secures Advice to Debit Account (ADA) with corresponding tax form
attachment from the Cash Section; photocopies varying numbers based on
listed creditors under ADA; matches voucher to ADA; photocopies vouchers,
prepares and photocopies acknowledgement receipts & sends it to concerned
provincial stations;
1.7. Prepares LBC’s (freight services) Statement of Account; prepares vouchers and
obligation request to be submitted to the Budget Section of finance Division for
payment;
1.8. Receives Broadcast Placement and MOA’s entered into by provincial stations
with other government agencies and Non Government Organizations for
signature of the concerned officials and prepares broadcast contracts;
1.9. Prepares Special Order for special projects, designations/reassignment, Travel
Orders, Itineraries of Travel, vouchers and Obligation Requests (travel of
provincial station’s personnel& Network Division staff;
1.10.Checks Station Performance Commitment and Review (IPCR) and Individual
Performance Commitment and Review (IPCR) of the Provincial Stations.
Coordinates with concerned station/employee if there are items not consistent
with the Major Final Output;
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1.11.Collates vital coverages/interviews of provincial stations for Daily Assignment
Log and submits/emails to News Division;
1.12.Coordinates/follows up with the Finance Division payments for mandatory bills
of provincial stations, requests of documents like service record, certificate of
employment, transactions for Pag-Ibig, GSIS and BBS Multi-Purpose
Cooperative.
2. PRODUCTION
2.1 Prepares schedule of filing of reports of provincial station’s reporters for their
active participation in four network programs to wit:
 RadyoBisyon
 Barangay PBS
 Konektayo
 Patrol ng Bayan
2.2 Assists in 5 network programs at DZRB Radyo ng Bayan (Acts as Production
Assistant/P.A) Receives SMS from provincial stations’ reporters for their story
lead and relays to the program anchor. Calls the provincial reporters for their
lead stories for network programs such as:
 RadyoBisyon
 Patrol ng Bayan (Morning Edition)
 Barangay PBS
 Konektayo
 Patrol ng Bayan (Afternoon Edition)
2.3 Anchors program at DZRP – Radyo Pilipinas ((must have a written request from
DZRP);
2.4 Monitors Network Programs over DZRB. Logs the provincial station participation
in field reporting with name of the reporter, lead story/issue indicated.
3. SUPERVISION
3.1 Coordinates with Station Managers for compliance and implementation of
memorandum and special orders from the management.
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3.2 Prepares and issues memorandum and advisories re. programming, Bureau’s
rules and regulations and reminders to Provincial Stations. Submitted to the
head of office for approval/notation before sending to the provincial stations.
3.3 Liaises with concerned Station Managers/Officer-in Charge on scheduled
Presidential /special coverages in their area. Compliance to such is monitored
thru their reports/s filed to DZRB-Manila.
3.4 Liaises with concerned Station Managers/Officer-in-Charge of the Affiliate
Stations for any development, renewal of their Memorandum of Agreement
with PBS, renewal of their Temporary permit with National Telecommunications
Commission.
4. RECORDS
4.1.
Record # 1a - Record/Log Book per station/area for incoming documents,
reports, etc
Record # 1b – Transmittal from Provincial Station
4.2. Record # 2 - Record/Log Book per station/area for outgoing documents,
memorandum, etc for mailing
4.3. Record # 3a - Weekly Accomplishment Report OF the Provincial Stations
(thru email – not printed)
4.4. Record # 3b - Summary of Action Items
4.5. Record # 4a - Broadcast Operations Report
Record # 4b - Millennium Development Goals
Record # 4c - Summary of Broadcast Operations Report (January of the
following year).
4.6. Record # 5a – Major Operating Report of the Provincial Stations
Record # 5b – Summary of Major Operating Report
4.7. Record #6 - Record/Log Book for checks received
4.8. Record #7 - Acknowledgement Receipt of outgoing checks
4.9. Record # 8 - Statement of Account for freight forwarder – LBC
4.10. Record # 9a - Broadcast Placement Form
Record # 9b - Contract for Broadcasting
Record # 9c – Memorandum of Agreement
4.11. Record # 10a - Special Order – Special Project
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4.12.
4.13.
4.14.
4.15.
4.16.
4.17.
4.18.
4.19.
Record # 10b - Special Order – Reassignment
Record # 10c – Special Order – Designation
Record # 11 - Travel Orders
Record # 11a - Itinerary of Travel
Record # 11b - Obligation Request and Status
Record # 11c – Disbursement Voucher
Record # 12a – Station Performance Commitment and Review (SPCR)
Record # 12b – Individual Performance Commitment and Review (IPCR)
Record # 13 - Assignment Log
Record # 14 - Record/Log Book for Follows-ups
Record # 15a- Schedule of Report/s ParticipationRadyobisyon
Record # 15b - Barangay PBS
Record # 15c - Konek tayo
Record # 15d - Patrol ng Bayan PM Edition
Record # 16a – Reports Monitoring (filed/aired/Standby)– Radyobisyon
Record # 16b - Barangay PBS
Record # 16c - Konek tayo
Record # 16d - Patrol ng Bayan PM Edition
Record # 16e - Patrol ng Bayan AM Edition
Record # 17 - Announcers/Technicians Log (for boardwork)
Record # 18 – for coordination – thru phone call logs/Statement of
Account(?)
4.20. Record # 19 - mNetwork Advisories/Memorandum
4.21. Record # 20 - thru email
Record # 21a - Directory for Affiliate Stations
Record # 21b – Memorandum of Agreement
RESEARCH:
1.0. MONITORING OF REPORTS –
1.1
Identify radio stations, programs and time-slots to be monitored on their opinions
and comments on government policies, projects and services. These comments
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will be relayed to appropriate government agencies for response. These stations
may include DZMM, DZBB, DZRH, DZRB, etc
1.2
Assign staff to monitor a radio program
1.3
Staff monitors and transcribes radio programs
1.4
1.5
Staff sends monitoring reports to concerned monitoring units
Government responses will be aired by BBS anchors on BBS Manila and provincial
stations
2.0. SPECIAL EVENTS FEATURES
2.1
Identify special events such as government, cultural and historical occasions, or
other pressing matters such as health, disaster preparedness, election, peace etc,
to inform and educate the public on their relevance and significance
2.2
Research and gather materials from relevant government agencies, NGOs,
through Internet and newspapers, etc on the above themes
2.3
Write special event features on the above topics
2.4
Edit special event features for brevity, creativity and impact
2.6
Finalize special event features (Rewrite according to editing marks), distribute
features to BBS Manila and provincial stations for broadcast by anchors
2.7
Archive vital special event features in a filing cabinet for 10 years to be disposed
after such period
3.0. RADIO PROGRAMS
3.1. Create a radio program that caters to the information requirements of the
Presidency and the government in general, the needs and interests of the public,
and serves as a conduit between the government and the people;
3.2. Identify and assign qualified staff to produce and host a program;
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3.3. Staff researches materials for program from relevant government agencies,
NGOs, through Internet and newspapers;
3.4. Staff prepares program sequence (refer to forms), information highlights and
music relevant to the program;
3.5. Staff hosts a program, delivering information on government policies, projects
and services, and other topics relevant to the lives of the people, with confidence,
energy, and persuasion
4.0. RADIO PLUGS
4.1.
Identify a wide range of topics for plugs that contain information on government
services and accomplishments, health, environment, family, gender and
development, culture and arts, history, disaster preparedness, election, peace,
human interests, etc, to inform and educate the public on their relevance and
significance;
4.2.
Assign topics to staff;
4.3.
Staff researches from government agencies, NGOs, through Internet and
newspapers; writes plugs;
4.4.
Edit plugs for brevity, creativity and impact;
4.5.
Finalize plugs (Rewrite according to editing marks);
4.6.
Record plugs;
4.7.
Dub or copy in CD form/distribute plugs to BBS Manila and provincial stations for
broadcast;
4.8.
Archive in MP3 format for better safekeeping for 5 years to be erased/disposed
after such period
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5.0.
Preparation of audience survey results
5.0. Determine month of radio audience survey period to be purchased from AC
Nielsen (Phil) Inc, where Bureau of Broadcast Services stations have readings or
listenership ratings;
5.1. Staff informs AC Nielsen of the month of radio audience survey to be purchased;
5.2. AC Nielsen sends proposal containing month of radio audience survey and price
of the audience survey data;
5.3. BBS Director signs above proposal;
5.4. Staff sends to AC Nielsen signed proposal;
5.5. AC Nielsen prepares and sends to staff radio audience survey capsule;
5.6. Staff reviews, prepares, and with Division Head, submits and presents highlights
of radio audience survey to BBS Management and station managers through
power point to assist in program evaluation for improved programming
6.0. Records
The following are the forms used by the Research Division:
6.1.
6.2.
6.3.
6.4.
6.5.
Monitoring reports;
Special events features;
Radio plugs;
Radio programs;
Audience survey highlights
ENGINEERING:
The PBS Engineering division has five sections, each of which is tasked with individual
mandated responsibilities as follow:
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1.
Studio Operations- ensure continuous operation of the studios, and is comprises of
sub-section namely DZRB
studio, DZSR studio, DZRM studio, DZRP studio,
Recording studio1, Recording Studio 2, Newsroom studio, Special
Events(Presidential and Remote coverage).
5.
Transmitter Operations-ensure continuous operations of the transmitters and
transmitter facilities located atMarulas Valezuela and Malolos Bulacan.
6.
Engineering Services- includes the planning and design unit, maintenance and
repair (of studio equipment, studio transmitter link (STL), of telephones) unit.
7.
Mechanical/Electrical –ensure continuous
generator, and Air Conditioning units (ACU).
8.
Regional Network and Special Projects – is tasked to ensure continuous operation,
constructions and /or repair of studio and transmitter buildings, maintenance
and/or repair of regional transmitters and transmitter facilities in coordination
with the network divisions.
operation
of
electrical
systems,
1.0 EVALUATION AND PLANNING
1.1 Prepare evaluation report based from the monthly technical reports from the
broadcast operation supervisor.
1.2 Prepare and submit duly approved Requisition Slip to Property Section for
available spare parts.
1.3 For non-stock broadcast and transmitter items, request the concerned broadcast
operation supervisor to prepare Purchase Request indicating the complete
specifications.
1.4 Review, approve and endorse Purchase Requisition to Procurement Section for
price canvass.
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2.0 SIGN ON AND SIGN OFF OPERATION
[Studio and Transmitter]
2.1. Conduct physical inspection of broadcast and transmitter facilities, as a part of
preventive maintenance.
2.2 If a problem is noted, assess the gravity of the technical issue and submit
Inspection Report to the Supervisor for repair if the identified problem can be
repaired.
2.3 If problem is beyond repair and a replacement is necessary based from the
technical report and inspection, submit Inspection Report to the Supervisor.
The Supervisor will prepare the Purchase Request and to be duly
recommended for approval by the Engineering Head for appropriate approval
of the Director and procurement procedures.
Note: For Procurement Procedures refer to Procurement Systems and
Procedures.
2.4 If no problem was noted, proceed with the operational start up of the broadcast
and transmitter facilities assigned to a particular radio station.
2.0 SIGN ON AND SIGN OFF OPERATION
[Studio and Transmitter]
2.5 Conduct physical inspection upon the broadcast and transmitter facilities, as a part
of preventive maintenance.
2.6
If a problem is noted, assess the gravity of the technical issue and submit
Inspection Report to the Supervisor for repair if the identified problem can be
repaired.
2.7
If problem is beyond repair and a replacement is necessary based from the
technical report and inspection, submit Inspection Report to the Supervisor. The
Supervisor will prepare the Purchase Request and to be duly recommended for
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approval by the Engineering Head for appropriate approval of the Director and
procurement procedures.
Note: For Procurement Procedures refer to Procurement Systems and Procedures.
2.8 If no problem was noted, proceed with the operational start-up of the broadcast
and transmitter facilities assigned to a particular radio station.
2.9 Monitor the technical operation of the broadcast and transmitter facilities during
the daily broadcast operation of the radio station.
2.10 Record hourly transmitter reading.
2.11 Confirm Broadcast Operations Log for studio prepared by the station Traffic
Officer.
2.12 Proceed with the operational shutdown/ Sign Off procedures at the end of the
daily program of the radio station.
2.13 Conduct physical inspection upon the broadcast and transmitter facilities. Report
any technical problem to the supervisor if any.
3.0
ANNUAL
PREVENTIVE
TRANSMITTER FACILITIES
MAINTENANCE
OF
BROADCAST
AND
3.1 Issue annual preventive maintenance memorandum indicating the target schedule
and responsible personnel.
-During Lenten Season
3.2 Submit accomplished preventive maintenance form to the Engineering Head.
4.0 RECORDS
4.1 Monthly Evaluation Technical Report
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4.2 Annual Preventive Maintenance Form
4.3 Copy of Purchase Request
5.0. INFRASTRATURE
5.1. Request for construction renovation and/or repair of radio station building by the
Tulungan Action Group (TAG) or by the station manager;
5.2. Inspect by the Planning and Design Unit of the Engineering services/division and
assess the proposed project;
5.3. Make plans, estimate for the proposed project;
5.4. Prepare agency estimate for the Director’s approval;
5.5. When approved, implement the proposed project if there is budget allotted for it.
6.0.
GENERATOR SET
6.1. Checks the generator set at least twice a week;
6.2. Checks coolant level in the radiator/reservoir tank when the engine is cold. If the
coolant level is below minimum, add coolant or water up to the maximum level;
6.3. Checks engine oil level. It should be between “H” and “L” or “Max” and “Min” level
of the dipstick. Add recommended oil if level is below “L” or “Min”;
6.4. Checks brake and clutch fluid level in each reservoir. If the fluid level is below
“Min” line, add enough fluid up to the “Max” line;
6.5. Checks battery surface. It should be clean and dry. Wash off any corrosion with
solution of baking soda and water
6.6. Checks terminal connection of the battery, it should be clean and securely
tightened;
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6.7. Checks fluid level of the battery in each cell. It should be between “Min.” and
“Max” level. Add distilled water for battery, as applicable, if level is not sufficient.
Do not over fill;
6.8. Record result of routine check in the generator logbook.
ADMINISTRATIVE:
A. HUMAN RESOURCES MANAGEMENT
1.0.
RECRUITMENT
1.1
Publish the vacant position in the Civil Service Commission (CSC) Bulletin of
Vacant Position or through other mode of publication and post the same in three
(3) conspicuous places in the Agency at least ten (10) calendar days. Vacant
positions which are not filled within six (6) months should be re-published.
1.2
List candidates aspiring for the vacant position, either from within or
outside the Agency, including qualified next-in-rank employees. In the process, the
following should be considered:
1.2.1.
The pre-determined ratio of applicants for appointment or hiring
quota.
1.2.2.
An employee may be promoted or transferred to a position which is
not more than three (3) salary grades higher than the employee’s present
position except, in meritorious cases, such as: if the vacant position is nextin-rank as identified in the System Ranking Plantilla (SRP) approved by the
head of agency, or the lone or entrance position indicated in the agency
staffing pattern.
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1.2.3. An employee who is on local or foreign scholarship or training grant or
pregnant or on maternity leave may be considered for promotion.
2.0.
SELECTION AND APPOINTMENT
2.1 Conduct preliminary evaluation of the qualification of all applicants. Those initially
qualified shall undergo further assessment such as: written examination, skills test,
interview and others.
2.2 Prepare selection line-up reflecting the comparative
competence and qualification
of candidates indicating performance, education and training and experience.
2.3 Request the qualified applicant to submit the necessary documents to support the
Applicants’ personal and qualification details. This may include:
2.3.1. Educational certification or diploma/Transcript of Records.
2.3.2. Work experience certification/trainings/seminars, if applicable.
2.3.3. Civil Service Eligibility Rating/Professional Regulation Commission
License.
(PRC)
2.4 Notify all applicants through phone calls and/or registered mail (time frame) of the
outcome of the preliminary evaluation.
2.5 Submit the selection line-up to the Promotion and Selection Board (PSB) for
deliberation en banc.
2.6 Make an assessment of the competence and qualifications of candidates
appointment to the corresponding level of positions. Evaluate and deliberate
banc the qualifications of those listed in the selection line-up.
2.7 Assess the merits of the Promotion and Selection Board’s recommendation
appointment
and in the exercise of sound discretion, select, in so far
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for
en
for
as
practicable, from among the list of recommendees submitted by the Promotion
and Selection Board
2.8 Submit to the appointing authority the list of qualified applicants recommended for
appointment from which he/she shall select the applicant to be appointed.
2.9 Issue appointment in accordance with the provisions of the agency Merit Selection
Plan.
2.10 Post notice announcing the appointment of an employee in three (3) conspicuous
places in the agency a day after the issuance of the appointment for at least
fifteen (15) days. The date of posting should be indicated in the notice.
3.0.
NEW EMPLOYEE TRAINING
3.1. Schedules the newly hired employee to Agency Orientation prior to assignment to
his work area. The Orientation shall cover the following:
3.1.1 Briefing on the Agency’s Rules, Regulation, Policies and Performance
Requirements.
3.1.2 Agency’s Quality Management System
3.2.3 On-the-Job Orientation covering job description, procedures, work
instruction, tools & equipment usage and forms that will be needed in the
performance of the personnel.
3.2. Fill-up the Training Log of the employee, record the details of training attended by
the newly hired employee on his/her 201 file and update the log every time the
employee undergoes training.
3.3 Issuance of Certificate of Training.
4.0.
RECORDS
4.1. Keep the following records in the employee’s 201 file co-terminus with the
employee.
4.1.1. Personal & qualification document of the employee
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4.1.2. Copy of the Certificates received by the employee
4.1.3. Other documents/records pertaining to the employment of the particular
employee.
4.2 Keep the following records/documents related to recruitment, promotion and
training for three (3) years:
4.2.1. Annual Training Program.
4.2.2. On the Job Training Attendance & Assessment Record.
4.2.3. Attendance Sheet.
4.3. Process the following documents:
4.3.1.
4.3.2.
4.3.3.
4.3.4.
4.3.5.
4.3.6.
4.3.7.
Computation of Leave Credits Service Record
Present letter request
Verify the records of the employee
Printing of Service record
Review of the printed Service Record for initial
Signing of Service Record
Releasing of Service Record to the Client/employee
4.4. Certificate of Employment
4.4.1.
4.4.2.
4.4.3.
4.4.4.
4.4.5.
4.4.6.
4.4.7.
Present Letter Request.
Endorsement of the Request.
Verify the records of the employee.
Printing of Certificate.
Review of the printed Certificate for Initial.
Signing of Certificate.
Releasing of the Certificate to the client/employee.
4.5. Certificate of Employment and Compensation
4.5.1. Present Letter Request.
4.5.2. Endorsement of the Request.
4.5.3. Verify the records of the employee.
4.5.4. Printing of Certificate.
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4.5.5. Review of the printed Certificate for Initial.
4.5.6. Signing of Certificate.
4.5.7. Releasing of the Certificate to the client/employee
4.6. Leave without pay
4.6.1.
4.6.2.
4.6.3.
4.6.4.
4.6.5.
4.6.6.
4.6.7.
Present Letter Request.
Endorsement of the Request.
Review & check Leave Card.
Printing of Certificate.
Review of the printed Certificate for Initial.
Signing of Certificate.
Releasing of the Certificate to the client/employee
4.7. Certificate of No Pending Administrative Case
4.7.1.
4.7.2.
4.7.3.
4.7.4.
4.7.5.
4.7.6.
4.7.7.
Present Letter Request.
Endorsement of the Request.
Verification of 201 Files
Printing of Certificate
Review of the printed Certificate for Initial.
Signing of Certificate.
Releasing of the Certificate to the client/employee
4.8. Certificate of Last Day of Service
4.8.1. Present Letter Request.
4.8.2. Endorsement of the Request.
4.8.3. Verification of Records/201 file.
4.8.4. Printing of Certificate.
4.8.5. Review of the printed Certificate for Initial.
4.8.6. Signing of Certificate.
4.8.7. Releasing of the Certificate to the client/employee
4.9. Terminal Leave/Pay
4.9.1. Present letter of resignation/retirement, acceptance letter, terminal leave
form and clearance.
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4.9.2. Review leave credits and correct necessary data.
4.9.3. Signing of the leave credits record and terminal leave form
4.9.4. Submit the following:
 Letter of intent;
 Certified photocopy of employees leave card as at last date of service duly
audited by the Personnel Division and;
 COA/Certificate of leave credits issued by the Admin/Human Resource
Management Office (HRMO);
 Approved leave application;
 Complete service record;
 Statement of Assets, Liabilities and Net Worth (SALN);
 Certified photocopy of appointment/Notice of Salary Adjustment (NOSA) showing
the highest salary received if the salary under the last appointment is not the
highest;
 Computation of terminal leave benefits duly signed/certified by the accountant
 Applicant`s authorization (in affidavit form) to deduct all financial obligations
with the employer/agency/LGU
 In case of resignation, employee`s letter of resignation duly accepted by the
Head of the Agency
 Additional requirements in case of death of claimant
 Death certificate authenticated by NSO
 Marriage contract authenticated by NSO
 Birth certificates of all surviving legal heirs authenticated by NSO
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 Designation of next-of-skin
 Waiver of rights of children 18 years old and above
B. RECORDS MANAGEMENT –
1.0
Receiving of Document
1.1 Receives official document from the Office of the Director, Divisions. Stations,
Sections, committees and other Government Agencies/Bureaus.
1.2 Reviews the document and determines the distribution/circulation of the document
to concerned individuals, units, sections, stations, divisions and other government
bureaus/agencies or as indicated on the face of the documents.
2.0
Classification/Identification
2.1 Classifies records from the Office of the Director, Divisions. Stations, Sections and
other Government Agencies/Bureaus prior to marking of “released.”
2.2 Identifies records using the document numbering system, records such as Special
Orders, Memorandum Orders, Travel Orders, Circulars, Resolutions and other
issuances/directives that are required to use a document numbering system.
3.0
Preparation of Forms/Checklist/Quality Records Sheets
3.1 Issued document number.
3.2 Fills-out the Records Section routing slip and reproduces official records and
document/s.
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3.3 Prepares or designs the forms/checklist or other type of recording devices that will
be used to record information or data relative to the implementation of the
document management system.
3.4 Reviews and approves the forms/checklist or similar documents for completeness
and suitability of use or application.
3.5 Registration of documents in the Records Master List (RML), Log book and in the
computer.
3.6 Records in the RML of the originating divisions/stations/sections and file in the
Forms Master File.
Note: No personnel shall be allowed to use unregistered records form to ensure
proper control.
4.0. Collection of Data/Information
4.1 Collects and records data/information on the appropriate form/checklist while
performing the activities required as described in the document management
system.
Note: Records shall serve as evidence of the implementation of the particular
activities and conformance to specified requirements as defined in the
management system related document/procedure.
4.2 For manually generated data/information:
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4.2.1 Uses permanent writing equipment in recording data information in the
records form. Discourage the use of pencil to avoid unofficial erasure,
changes, or tampering of information or data;
4.2.2 Corrects wrong entries on manually generated data/information by drawing
a straight line on the data/information that needs to be changed and write
the correct data/information on top of the deleted information. The person
responsible in changing the data/information shall sign beside the correction
made to ensure traceability if the need arise.
4.3 Photocopies all data/information received by thermal process (example, faxed
documents, receipts, etc.) before filing to ensure permanency of the
data/information.
4.4 Photocopies all data/information marked “Released” and distribute thereof to
concerned Heads/personnel, divisions, stations, sections and other government
agencies/bureaus.
4.5 Prepares hard copy or back up copy for electronically generated data/information.
4.6 Files filled up forms/checklist/record in the appropriate records file.
4.7 Label all records files and arrange the records in a manner that will ensure easy
access of information/ data (by name, in ascending order, by series number, etc.)
and retrieval.
5.0.
Retention and Disposal of Records
5.1. Determines the retention period of record. As set forth in the implementing rules
and regulations of the Republic Act 9470, otherwise known as the National Archives
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of the Philippines Act of 2007, General Records Disposition Schedule (GRDS) that is
common to all government agencies or as defined in the corresponding procedure.
5.2. Fills up Request for Authority to Dispose of Records (RADR) and authorizes and
assigns person to carry out the disposal of obsolete and/or archived records and
documents which exceeds the retention period. Pursuant to RA 9470 s 2007.
5.3. Determines the valueless of records that have reached the prescribed retention
periods and out lived the usefulness to the Bureau and authorizes the re-use or
recycle of obsolete records provided the obsolete face of the paper is marked with
“X” prior to use. Re-use of the whole page of obsolete records is limited to internal
circulation only. Pursuant to RA 9470 s 2007.
5.4. Fills up the Records Disposition Schedule (RDS) as prescribe by RA 9470 s 2007
prior to disposal and preservation of records. The record holder responsible for the
disposal shall fill up a Records Disposition Schedule.
5.5. Dispose all records that exceeds the retention period.
5.6. Photocopy RDS and keep the original for future reference. Photocopy is kept at the
respective Division/Station/Section file.
5.7. Keeps and maintains RDS as evidence of disposal of records exceeding the
retention period.
6.0
Access, Storage and Maintenance
6.1 General data/information may be accessed by any employee of the Bureau without
prior approval of the Records Section Chief. Except for documents identified by the
Records Officer as critical/confidential.
6.1.1 Official document that are circulated to all concerned divisions/stations and
identified as for General Data/Information by the Records Officer, documents
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such as circulars, memorandum, special orders, travel orders, memorandum
orders.
6.2 Recording of Official Records to the records section log book and encodes the
context of the Official Records in the computer for easy reference and retrieval.
6.3 Stores all records and files in area safe enough to prevent from damage,
deterioration, loss or unauthorized access, i.e., filing cabinets, expandable
envelops, folders, etc.
6.4 Files and maintains files of all general data/information records in the office location
where such records are generated or will be used as reference.
6.5 Keep confidential files/records in a locked and secured place.
7.0
Inventory of Office Records
7.1 Authorizes the conduct of yearly inventory of the Bureau’s records.
Conducts the yearly inventory of records and fills up the inventory form.
6.0
Records
The following records shall be kept as an evidence of the effective implementation of
this procedure.
6.1.1 Records Master List (Indefinitely)
6.1.2 Request for Authority to Dispose of Records (RADR) (Indefinitely)
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6.1.3 Records Disposition Schedule (RDS)
6.1.4 Inventory Form (Indefinitely)
6.1.5 Logbook
FINANCE:
1.0.
1.1
PREPARATION OF ANNUAL BUDGET FOR DBM/CONGRESS/SENATE.
Attend DBM Budget Forum for annual budget preparation.
1.2
Upon receipt of DBM budget ceiling and requirements, prepare the needed
documents for the budget proposal.
1.3
Collate data and generate reports from concerned divisions.
1.4
Fill up all forms with all the necessary data as required.
1.5
Review budget proposal for the approval of the Head of the Agency.
1.6
Submit to Department of Budget and Management thru On-line Submission of
Budget Proposal together with 2 complete sets of hard copy (book bind).
Upon approval of the budget proposal by the Department of Budget and
Management, prepare budgetary requirements to be submitted to Congress.
1.7
1.8 Attend House and Senate budget hearings and wait for the final approval of the
Budget.
2.0. ALLOCATION AND CERTIFICATION OF AVAILABILITY OF FUNDS
2.1. Review and examine vouchers, letter orders/purchase orders, payrolls and other
claims as to correctness of computations and completeness of supporting
document upon receipt from other divisions and provincial stations.
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2.2. Prepare allotment and Obligation Request and Status by assigning obligation
number, function code, allotment class and expense code.
2.3. Log in the record book the obligation number, the payee and the amount indicated
in the obligation request and forward to accounting section.
3.0. PROCESSING AND PAYMENT OF TERMINAL LEAVE BENEFITS.
3.1. Upon receipt of complete supporting documents from the Personnel Section,
prepare a letter to Department of Budget and Management signed by the Head of
the agency requesting the Special Allotment Release Order (SARO) and Notice of
Cash Allocation (NCA) for the payment of terminal leave benefits.
3.2. Once the Department of Budget and Management approves and releases the
Special Allotment Release Order (SARO) and Notice of Cash Allocation (NCA), the
payment process begins.
4.0. PREPARATION OF PAYROLL AND OTHER BENEFITS, REMITTANCES OF
SALARY DEDUCTIONS TO CONCERNED AGENCIES.
4.1. Gather all pertinent data needed for the preparation of payroll.
4.2. Verify over or under deductions of loan payments of employees.
4.3. Compute accumulated Leave without Pay (LOP) of employees.
4.4. Encode data in the payroll system; e.g. various loans of employees from
Government Service Insurance System/Pag-IBIG loans and Bureau of Broadcast
Service Multi-Purpose Cooperative.
4.5. Prepare and print vouchers and pay slip.
4.6. Prepare and print statement of remittances to Pag- IBIG/Government Service
Insurance System/National Home Mortgage and Finance Corporation/Insular Life
Assurance Company/Philippine Health Insurance Corporation.
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4.7. Remit to the Bureau of Internal Revenue the Tax Remittance Advice (TRA) for
withholding tax through Electronic Filing Payment System (EFPS).
5.0. PREPARATION OF PAG-IBIG CONTRIBUTION AND MULTI- PURPOSE
LOAN CERTIFICATION UPON REQUEST OF EMPLOYEES
5.1 Check application form and the attached documents.
5.2 Review employee’s ledger if entitled for renewal of loan and has the capacity to
pay.
5.3
Prepare the certification to be signed by the Finance Head.
6.0. PROCESSING OF VOUCHERS
6.1. Log in the record book the disbursement vouchers and indicate control numbers.
6.2. Post on individual index of payments for record purposes.
6.3. Prepare certificate of Final Tax withheld at source (BIR Form 2306 & 2307),
journal entry voucher and submit to finance head for signature.
7.0. SALE OF AIRTIME
7.1. Examine Contracts for Airtime sale.
7.2. Prepare Order of Payment for Airtime Collection.
7.3. Review the Report of Collection and Certificate of Performances of Airtime
Placements.
7.4. Record and file copies of documents submitted to Commission On Audit
Department of Budget and Management, Bureau of Internal Revenue& Airtime
clients.
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7.5. Keep subsidiary ledgers for Airtime Client’s Account and Report of Collections.
8.0. LIQUIDATION OF CASH ADVANCES FOR LOCAL/FOREIGN TRAVEL AND
OTHER SPECIAL PURPOSES.
8.1. Check if all the following documents are attached to the liquidation voucher.
Local/Foreign Travel:
a. Liquidation report form;
b. Certificate of Travel Completed;
c. Certificate of Appearance/Attendance;
d. Travel Order;
e. Copy of Approved Itinerary of Travel;
f. Narrative Report (Foreign Travel);
g. Passport (Foreign Travel);
h. Plane ticket, processing fee, boarding pass, terminal fee;
i. Hotel/lodging bills with official receipt;
j. Flight itinerary issued by the airline/ticketing office/travel agency;
k. Revised or supplemental office order of any proof supporting the change of
schedule;
l. Reimbursement Expense Receipt (RER);
m. Official Receipt in case of refund on unused cash advance;
Cash Advance on Special Purpose:
a. Liquidation Report form.
b. Special Order of the Approved Project.
c. Certification as to the absolute necessity of the expenses together with the
receipt/s.
d. Post inspection and Acceptance Report.
e. Accomplished work report.
f. Official Receipt in case of refund on unused cash advances.
8.2. Remind the person responsible for the prescribed period of the cash advance to be
liable if not submitted properly and did not meet the given time. For Local Travel is
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within thirty (30) days after the return of the official/employee concerned to his
official station and 60 days for Foreign Travel after the return to the Philippines.
For Special Purpose, as soon as the purpose of the cash advance has been served.
9.0. PREPARATION OF CHECKS/LIST OF DUE AND DEMANDABLE ACCOUNTS
PAYABLE – ADVICE TO DEBITACCOUNT (LDDAP-ADA).
9.1.
Upon receipt of vouchers from the accounting section, Prepare checks (if the
creditor has no bank account number), prepare “List of Due and Demandable
Accounts Payable – Advice To Debit Account” (LDDAP-ADA). (if the creditor has
bank account number).
10.0. PREPARATION OF ADVICE OF CHECK ISSUED.
10.1.
Prepare Advice of Check issued for encashment of checks to the Land Bank.
11.0. ENCODING THE SALARIES AND OTHER BENEFITS TO PAYROLL
CREDIT SYSTEM (PACS)
11.1.
Encode the amount of salaries and other benefits to Payroll Credit System
(PACS) to be submitted to Land Bank.
12.0. PREPARATION AND SUBMISSION OF FINANCIAL REPORTS TO
Commission on Audit/Department of Budget and Management.
12.1 Prepare and submit the following financial reports:
BUDGET:
a. Financial Report of Operation;
b. Statement of Cumulative Allotments, Obligations incurred;
and Unobligated Balances (Annex A);
c. Statement of Appropriations, Allotments, Obligations, Disbursements and
Balances (FAR no.1);
d. Detailed Statement of Current Year’s Obligations, Disbursement and Unpaid
Obligations (FAR no.1-A);
e. List of Allotments and Sub-Allotments (FAR no.1-B);
f. Aging of Due and Demandable (FAR no.3);
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g. Monthly/Quarterly Statement of Allotment, Obligations and Balances
(S.A.O.B.)
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
ACCOUNTING:
Status of Unliquidated Cash Advances;
Monthly Journal of Bills Rendered;
Monthly Aging of Accounts Receivables;
Statement of Income from Sales of Airtime;
Statement of Receivables;
Statement of Collections from Receivables;
Statement of revenues and the Annual Estimate of Income;
Breakdown of Income;
Quarterly Report of Actual Income;
Quarterly Report of Revenue and other Receipts (FAR no.5);
Monthly/Quarterly Trial Balance and Financial Statements;
Check Disbursement Journal
a.
b.
c.
d.
e.
CASH
Report of Check Issued (RCI);
Check Disbursement Record (CDR);
Report of Accountability for Accountable Forms;
Monthly Report of Collections;
Monthly Report of Disbursements (FAR no.4)
13.0 RECORDS AND AUTHORIZED RETENTION PERIOD
13.1
13.2
13.3
13.4
Records
Budget Proposal
Vouchers, including Bills, Invoices & Other
Supporting Documents
Disbursements
Journals
Petty Cash
Reimbursement Expense Receipts
Travelling Expense
Obligation Request and Status
Indices of Payments
PBS Operations Manual 2016
Authorized Retention Period
3 years
10 years provided post-audited, finally
settled and not involved in any case for
COA & Accounting Office/ Department/
Division/ Section/Unit. All other copies
dispose after 1 year.
3 years
Page 62 of 63
13.5
13.6
Creditors
Employees
Sundry Payments by Checks/ Warrants
Withholding Tax Certificates
Payrolls
13.7
Liquidation Report
13.8
List of Due and Demandable Accounts
Payable- Advice to Debit Account (LDDAPADA)/Checks
13.9
Advice of Checks Issued and Cancelled
13.10 Warrant Register Book
13.11 Journal Entry Vouchers
13.12
13.13
13.14
13.15
Financial Statements
List of Remittances
Loans
Premiums
Official Cash Books
Records
Trial Balance
Balances
Cumulative Results of OperationsUnappropriated
Final Annual and Preliminary Trial
Auditor’s Copy
Accounting’s Copy
Monthly/Quarterly Trial Balances
13.16
Official Receipts
13.17
Registry Books of Checks Released
PBS Operations Manual 2016
5 years
15 years after retirement/separation
Permanent
4 years after superseded
10 years provided post-audited, finally
settled and not involved in any case
10 years
4 years
Permanent
12 years provided post audited, finally
settled and not involved in any case
Permanent
Permanent
Permanent
Authorized Retention Period
Permanent
Permanent
10 years after Annual Financial Report
had been published
2 years after consolidated in the Annual
Financial Report
10 years provided post audited, finally
settled and not involved in any case
Permanent
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