TABLE OF CONTENTS

Pages

1.0 Introduction of the Manual 1

1.1 Scope of Operations of Manual _1
1.2 System of Amendment and Revision, Distribution 1-2
2.0 Definition of Terms and Acronyms 3-48
3.0 General Information About the Agency and the Selected Area of Operation 49
3.1 Introduction and Company Profile 49
3.2 Mandate 49
3.3 Vision 49
3.4 Mission 49
3.5 Selected Area of Operation __________________________________________50-53
3.5.1 Administrative Division _______________________________________54-56
3.5.2 Composing Division __________________________________________57-58
3.5.3 Photolithographic Division _______________________________________ 59
3.5.4 Press Division ______________________________________________ 60-62
3.5.5 Finishing Division ___________________________________________ 63-65
3.5.6 Engineering Division ____________________________________________66
4.0 Organization and Responsibilities _________________________________________ 67-69
4.1 Financial and Management Division __________________________________70-72
4.2 Production, Planning and Control Division _______________________________73
4.3 Composing Division ______________________________________________74-76
4.4 Photolithographic Division ____________________________________________77
4.5 Finishing Division ________________________________________________78-80
4.6 Sales and Distribution Division _____________________________________ 81-86
4.7 Engineering Division ______________________________________________87-88
5.0 Operational Control and Supervision _________________________________________89
5.1 Composing Division _________________________________________________90
5.2 Press Division ___________________________________________________ 91-92
5.3 Finishing Division ___________________________________________________93
6.0 Operating Procedures ___________________________________________________94-97
6.1 Administrative Division __________________________________________98-101
6.2 Financial and Management Division ________________________________102-107
6.3 Composing Division ____________________________________________108-113
6.4 Photolithographic Division _______________________________________ 114-115
6.5 Press Division _________________________________________________ 116-137
6.6 Sales and Distribution Division ____________________________________138-140
 Pages

7.0 Control of Records and Documents __________________________________________141

8.0 Office Policies ______________________________________________________ 142-143
9.0 ANNEXES _________________________________________________________ 144-217
ANNEX 1 ____________________________________________________________144
ANNEX 2 ____________________________________________________________145
ANNEX 3 ____________________________________________________________146
ANNEX 4 ____________________________________________________________147
ANNEX 5 ____________________________________________________________148
ANNEX 6 ____________________________________________________________149
ANNEX 7 ____________________________________________________________150
ANNEX 8 ____________________________________________________________151
ANNEX 9 ____________________________________________________________152
ANNEX 10 ___________________________________________________________153
ANNEX 11 ___________________________________________________________154
ANNEX 12 ___________________________________________________________155
ANNEX 13 ___________________________________________________________156
ANNEX 14 ___________________________________________________________157
ANNEX 15 ___________________________________________________________158
ANNEX 16 ___________________________________________________________159
ANNEX 17 ___________________________________________________________160
ANNEX 18 ___________________________________________________________161
ANNEX 19 ___________________________________________________________162
ANNEX 20___________________________________________________________ 163
ANNEX 21 ___________________________________________________________164
ANNEX 22 ___________________________________________________________165
ANNEX 23 ___________________________________________________________166
ANNEX 24 _______________________________________________________167-168
ANNEX 25 ___________________________________________________________169
ANNEX 26 ___________________________________________________________170
ANNEX 27 ___________________________________________________________171
ANNEX 28 ___________________________________________________________172
ANNEX 29 ___________________________________________________________173
ANNEX 30 ___________________________________________________________174
ANNEX 31 ___________________________________________________________175
ANNEX 32 ___________________________________________________________176
ANNEX 33 ______________________________________________________ 177-182
ANNEX 34 _______________________________________________________183-187
ANNEX 35 ___________________________________________________________188
ANNEX 36 _______________________________________________________189-190
 Pages

ANNEX 37 ___________________________________________________________191
ANNEX 38 ___________________________________________________________192
ANNEX 39 ___________________________________________________________193
ANNEX 40 ___________________________________________________________194
ANNEX 41 ___________________________________________________________195
ANNEX 42 ___________________________________________________________200
ANNEX 43 ___________________________________________________________201
ANNEX 44 ___________________________________________________________202
ANNEX 45 _______________________________________________________203-204
ANNEX 46 ___________________________________________________________205
ANNEX 47 ___________________________________________________________206
ANNEX 48 ___________________________________________________________207
ANNEX 49 ___________________________________________________________208
ANNEX 50 ___________________________________________________________209
ANNEX 51 ___________________________________________________________210
ANNEX 52 ___________________________________________________________211
ANNEX 53 ___________________________________________________________212
ANNEX 54 _______________________________________________________213-215
ANNEX 55 ___________________________________________________________216
ANNEX 56 ___________________________________________________________217
 1.0 INTRODUCTION OF THE MANUAL

1.1 Scope of Operations Manual

The Operations Manual is for the use and guidance of all operations personnel, who are to ensure
that all activities are planned and executed in accordance with its policies and requirements. All
its rules and regulations shall always be adhered to by the relevant personnel. During any
situation not covered in this Operations Manual or in any emergency situation the personnel shall
not be prevented from using their best judgment.

The operations manual serves as a guide to assist the Officials and Employees of the NPO to
write a manual of its own quality management system. Documentation of policies in a quality
manual is fundamental for any organization’s quality management system.

The scope of the operations manual of the Agency starts from receipt of work orders from
customers including all other processes involved until the delivery of the finished goods to the
respective requisitioners.

1.2 System of amendment and revision, distribution

The following system of amendment and revision applies to the entire Operations Manual
System except where other official Manuals are used. Amendment and revision are considered
the same. Revision means a partial change to the Operations Manual and is numbered in
sequence. When major changes need to be made, a new edition will be made.

As the case may be required, revisions may be carried out as:

 Standard revision – regularly and permanently performed changes on specific subjects in

parts, chapters and/or subchapters;
 Temporary Revision – time limited changes or amendments, published additionally to the
revision in effect. Temporary Revisions are to be cancelled upon time limit or if not longer
valid, appropriate or applicable;
 Urgent Revision – when immediate amendments or revisions are required in the interest of
safety, they may be published and applied immediately, provided that any approval required
has been applied. Immediate revisions may be published time limited as Temporary Revision
or Standard Revision.

With the exception of Temporary Revisions, all revisions will be entered in the Record of
Revision (RoR) form duly accomplished, printed, and filed accordingly. Handwritten
amendments and revisions are not permitted except in situations requiring immediate amendment
or revision in the interest of safety.

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Temporary revisions are printed on the Record of Temporary Revision (RoTR). The start and
end date of the temporary revision is printed as well on the designated form.

List of Effective Pages on the entire Operations Manual shall also be updated using the List of
Effective Pages (LEP) form.

See ANNEX 1 - Prescribed forms for the needed amendment and revision (RoR).

The Director’s Office, Asst. Director’s Office, Printing Superintendent and all Division Chiefs
are responsible for the contents and the issuance of the different parts of the Operations Manual.

Every Operations Manual holder is responsible for keeping the Operations Manual up to date, for
entering the revisions correctly and for making sure that only the current version is in operation.
On completion of every revision, each Operations Manual holder must sign and date the change
in the Record of Revision.

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 2.0 DEFINITION OF TERMS AND ACRONYMS

NPO
National Printing Office

POC
Printing Operation Chief

HRM
Human Resource Management

Appointment
The prerogative power of a government official xxx to select persons to fill xxx positions
or employment in the government.

Appointing Officer
Is the person or body authorized by law to make appointments in the civil service
(Omnibus Civil Service Rules & Regulation).

Communications
These include Letters, Office Orders, Endorsements, Memoranda and other similar forms
of communications.

Leave Administration
The process of managing the record of attendance, absences and leave credits of
employees.

Leave of absence
Is generally defined as the right granted to officials and employees not to report for work
without pay as may be provided by law.

Records
These include the employee’s personal file (201 file) records of deliberation, minutes,
reports, etc.

Retirement
It is when a public servant reaches statutory age where he/she is required by law to leave
employment (compulsory retirement), or opts to leave employment (voluntary retirement).

Selection and Placement

Selection is a process of gathering information for the purpose of evaluating and deciding
who should be employed or hired for the interest of the individual and the organization. In other
words, it is the process of getting the best or most qualified candidates from the pool of job
seekers adjudged to have potentials for job performance. Placement on the other hand is the

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process of putting people into certain positions (area of specialization) who have been selected
for the job (Journal of Education and Practice. Vol. 5, Nov. 31, 2014).

IPCR
Individual Performance Commitment and Review

Document
Refers to recorded information regardless of medium or characteristics.

Records
Refers to information, whether in its original form or otherwise, including documents,
signature, seals, texts, images, sounds, speeches, or data compiled, recorded, or stored, as the
case maybe.

Archives
Refers to public records, papers, periodicals, books or other items, articles or materials,
whether in the form of electronic, audio-visual, or print, which by their nature and characteristics
have enduring value, that have been selected for permanent preservation.

File
Refers to a folder containing records or a collection of records involving a specific name
or topic. It is the operation involved in arranging records in a systematic order.

Storage Area
Refers to an immediate repository in which non-current records of various government
agencies are stored until they can be disposed or transferred to the National Archives of the
Philippines.

RDS
Or Records Disposition Schedule refers to the listing or Records Series by organization
showing, for each record series the period of time it is to remain in the office area, in the storage
(inactive) area, and its preservation and destruction.

Act
Refers to Republic Act 9184 otherwise known as the Government Procurement Reform
Act.

ABC
Approved Budget for the Contract. Refers to the Budget for the Contract duly approved
by the Head of the Procuring Entity.

BAC
Bids & Awards Committee

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HOPE
Head of the Procuring Entity. Refers to the head of agency.

Bid
Refers to a signed offer or proposal to undertake a contract submitted by a bidder in
response to and in consonance with the requirements of the Bidding Documents.

Bidder
Refers to an eligible contractor, manufacturer, supplier, distributor and/or consultant
competing for the award of a contract.

Bidding Documents
Refers to the documents issued by the Procuring Entity as the basis for bids, furnishing
all information necessary for a prospective bidder to prepare a bid for goods, infrastructure
projects and/or consulting services required by the procuring entity.

Goods
Refer to all iems, supplies, materials and general support services, except consulting
services and infrastructure projects, which may be needed in the transaction of public business or
in the pursuit of any government undertaking, project or activity, whether in the nature of
equipment, furniture, stationery, materials for construction, or personal property of any kind,
including non-personal or contractual services, such as, the repair and maintenance of equipment
and furniture, as well as trucking, hauling, janitorial, security, and related or analogous services,
as well as procurement of materials and supplies provided by the procuring entity for such
services.

PHILGEPS
Philippine Government Electronic Procurement System

SVP
Small Value Procurement

Public Bidding
Refers to the process of unsealing and inspection of sealed bids received in response to an
invitation to bid, at an advertised place in presence of anyone who may care to attend. Bids may
be read aloud if requested by a member of the audience.

CA
Cash Advance

CB
Cash Book

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RTC
Return to Cash

LBP
Land Bank of the Philippines

NCA
Notice of Cash Allowance

BTr
Bureau of Treasury

RATA
Representation & Transportation Allowance

FMD
Financial Management Division

PR
Purchase Request

PO
Purchase Order

BUR
Budget Utilization Request

UACS
Unified Accounting Code System

SAOB
Statement of Allotments, Obligations and Balances

PS
Personal Services. Provisions for the payment of salaries, wages and other compensation
(e.g., merit, salary increase, cost-of-living-allowances, honoraria and commutable allowances) of
permanent, temporary, contractual, and casual employees of the government.

MOOE
Maintenance & Other Operating Expenses. Refer to expenditures to support the
operations of government agencies such as expenses for supplies and materials; transportation
and travel; utilities (water, power, etc.) and the repairs, etc.

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CO
Capital Outlay. Refer to appropriations for the purchase of goods and services, the
benefits of which extend beyond the fiscal year and which add to the assets of the Government,
including investments in the capital stock of GOCCs and their subsidiaries.

DBM
Department of Budget & Management

PCOO
Presidential Communications Operations Office

COA
Commission on Audit

GAA
General Appropriations Act

NEP
National Expenditure Program

MFO
Major Final Outputs. Goods and services that a department or agency are mandated to
deliver to external clients through the implementation of programs, activities and projects.

ABM
Agency Budget Matrix. Disaggregation of the agency budget showing the needing and
not needing clearance to determine the items to be issued special allotment release orders
(SAROs) as well as the amount to be released comprehensively.

BARs
Budget Accountability Reports. Reports on the agencies’ actual financial and physical
accomplishments/performance for a given period.

OBLIGATIONS
Liabilities legally incurred and committed to be paid for by the government either
immediately or in the future.

RF
Revolving Fund

FARs
Financial Accountability Reports

ADA
Authority to Debit the Account

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BTr DA
BTr Debit Advice

TRA
Tax Remittance Advice

DS
Deposit Slip

DV
Disbursement Voucher

OP
Order of Payment

OR
Official Receipt

JEV
Journal Entry Voucher

RCD
Report of Collections and Deposits

RD
Report of Disbursements

CDJ
Cash Disbursements Journal

CkDJ
Check Disbursements Journal

CRJ
Cash Receipts Journal

GJ
General Journal

GL
General Ledger

SL
Subsidiary Ledger

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TB
Trial Balance

SS
Supporting Schedules

SFPOS
Statement of Financial Position

SFPER
Statement of Financial Performance

SCF
Statement of Cash Flows

SCNA/E
Statement of Changes in Net Assets/Equity

SCBAA
Statement of Comparison of Budget and Actual Amounts
BIR
Bureau of Internal Revenue
PPCD
Production Planning and Control Division
Cost Estimate
An approximation of the probable cost of cost of a product, program, or project,
computed on the basis of available information.

Front Backed by Back On

Front side of the form printed by all front and back side printed by all back of the form.

Head To Foot Print

Head to toe is a term used in duplex printing meaning that the top or head of a
document’s front side should match with the bottom or “toe” of the back side.

Phantom Mark
5% imaginary image printed on the form.

Reverse Side Print

To print or display the opposite background and foreground colors.

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Microprint
A photographic or photomechanical print of printed or other graphic matter in reduced
size usually viewed with an enlarging device.

Work Order/Job Order

Is an order received by an organization from a customer or client, or an order created
internally within the organization.

ATP
Authority to Print

CB
Carbonless Back

CF
Carbonless Front

CFB
Carbonless Front & Back

CRRD
Combined Receipt of Stock Forms or Documents

W.O. ENV.
Work Order Envelope

UV INK
Ultra Violet Ink

O COPY
Original Copy

D COPY
Duplicate Copy

T COPY
Triplicate Copy

TPC
Total Preparation Cost

IMP.
Imposition of Work

SC
Stock Cutting

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RRSSR
Request for Re-printing of Stock Forms for Stock Replenishment

RRAF
Request for Re-printing of Accountable Forms

RIS
Requisition and Issue Slip

OG
Official Gazette is the Official organ/publication of the Office of the President as
provided for by Section 2 of Commonwealth Act No. 638,otherwise known as “An Act to
Provide Uniform Publication, and Distribution of the Official Gazette.” It comes out weekly,
every Monday. It is printed in booklet form, 7” x 10” in size and in double –up format.

Pre-Press Works
All preparations/activities being done prior to press running.

Bookworks
Other jobs for printing in book form.

Jobworks
Pre-press activities for standard and accountable forms.

Special Projects
Brochures for the President’s foreign and domestic travels and visits of foreign
dignitaries.

Folio
Leaf/page of a manuscript

Folioing
Putting marks on the folio to indicate page succession.

Manuscript
Materials for publication

Typesetting
Typing / encoding on the computer for offset or digital process and on linotype
machines for manual process.

Proofreading
Process of correction to make text on pageproof conform exactly with the copy edited
original copy.

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Copy Editing
Provide markings as guide to encoders /typesetters.

Supplement
Issue of the Official Gazette to accommodate solely a government agency for their
specific regulation or a voluminous article that cannot be accommodated in the regular issue.

Copy Reading
A reading on the original copy.

Silent Reading On Final Reading

A reading on the pageproof in comparison with the original copy.

Revising
A reading on the pageproof to make sure corrections are entered by the encoders.

Press Revising
Final revisions as to specifications of the particular job prior for press running.

Imposition
The task of locking-up pages of type, plates or negatives for press.

DR
Malacañang issuances like Proclamations ,Executive Orders, Memorandum Orders ,
Memorandum Circular , General Orders Administrative Orders, etc.

RA
Statutes, act of Congress of the Philippines, Congressional Resolutions.

D
Supreme Court Decisions

DA
Court of Appeal Decisions

R
Department, Bureau and Office Administrative Orders and Regulations

CAD
Legal & Official Notices

NAT.
Naturalization cases

Lands
Notices of Sale & Lease of the Land Management Bureau.

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LRA
Notices of Initial Hearings by the Land Registration Authority.

Pick-Up
Articles for 2nd, 3rd publication and the like to be taken from the 1st issue.

CTP
Computer to Plate

CMYK
Cyan, Magenta, Yellow, Black

P. S. Plate
Presentized Plate

Blueprint
Proofing for all jobs/projects which is approved by PPCD for printing.

Black And White

A monochrome printed image

Camera
A device that is used for taking pictures, forms, manuscript, etc. and thus, the image is
projected and recorded on a negative film.

Contact
Process of developing positive film into negative film or vice versa.

Color Separation
The process of separating colors on a full color image job into cmyk process.

Correction
Defect on the flat such as wrong spelling, missing and blurred letter/number, etc. needed
to be rectified.

Full Color Job

A job which uses cyan, magenta, yellow and black ink.

Imposition
The process on lay-outing on the computer.

Large Format Printer

Is used as proofing machine for the CTP process.

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Negative Film
Use in making flatworks with unreadable image.

Positive Film
Use in making flatworks with readable image.

Opaque
A correction solution use to patch scratches on the flat.

Pre-Press
Related to flatworks making and platemaking in the printing industry.

Retouching
Manual fixing of image or letter on the negative and positive film.

Scam
Unwanted image or line in the job.

Screen
An image printed method that creates small dots.

Surprint
Method of amending or adding words or letters on a job with same text form (e.g. official
receipt, change such as original, duplicate, triplicate, etc.).

AF
Accountable Form

MF
Municipal Form

GF
General Form

OR
Official Receipt

SF
Standard Form

HF
Hospital Form

PD
Public Document

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POAC
Printing Operation Assistant Chief

SVBB
Supervising Bookbinder

BB4
Bookbinder IV

BB3
Bookbinder III

PCMO3
Paper Cutting Machine Operator III
PCMO2
Paper Cutting Machine Operator II
ADAS3
Administrative Officer III
PMACO2
Printing Machine Operator II
B/L
Bill of Lading, refers to the detailed list of shipment of goods in the form of receipt given by the
carrier, Air21, to NPO or the entity consigning the goods, for and in behalf of its clients.

CA
Certificate of Appearance, refers to the document released by NPO upon request to after the
client’s representative/s appeared before the office (SMD) to officially transact business. This
document is released for liquidation of expenses, and such other legal purpose it may serve the
client.

DR
Delivery Receipt, refers to the document, evidencing a written acknowledgement client
of having received or taken into his/her possession standard or accountable ITEMS/STOCKS
requisitioned from NPO.

DV
Disbursement voucher – form to record how much money is being use to pay for the
transaction.

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EP
Exit Permit, refers to the document released to walk-in clients that allows them to leave
the NPO premises with requisitioned ITEM/STOCKS.

IRAF
Invoice and Receipts for Accountable Forms, refers to the document that shows the client
purchased and received from NPO certain quantity for a certain amount accountable forms, or
forms with money value.

IRF -
Means Issuance Receipt Form and it refers to the document issued to certain clients after
the purchase or release of a copy.

LO
Letter Order - clients order in the form of letter/communication.

OG
The Official Gazette refers to the book of publication of various Republic Acts,
Proclamations, Executive Orders and Memoranda, Decision of the Court of Appeals,
Department, Bureau and Office Administrative Orders and Regulations, Legal/Official Notices
and Decision of Naturalization cases, among others.

PCS
Petty Cash Sales - form use for small sales amount transaction (P1,000.00 below).

P.L.
Packer’s List, refers to the summary list of ITEMS/STOCKS packed,labeled to be
shipped to the client.

Purchase Request
Document generated by a user department or storeroom-personnel top notify the
purchasing department of items it needs to order and their quantity.

RIS
Requisition and Issue slip-revised form of RIV used to request for goods/supplies carried
on stock based on the SAI (Supplies Availability Inquity).

ROG
Refers to the Regular Official Gazette copy. It is the original copy of the book.

RPB
Request for Printing and Binding – form used to request printing supplies forms for stock
replenishment.

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RRAF
Request for Printing Accountable forms, forms used for request reprinting
of accountable forms.

RRASFSR
Request for Reprinting of stock forms for stock replenishment, used for reprinting of
standard forms.

SO
Stock Order - form use for placing an order.

SOG
Means Supplemental Official Gazette copy. It is issued every time a government Office
has issues to publish like IRR or Implementing Rules and Regulations.

EU
End-user

JOR
Job Order Request

PM
Preventive Maintenance

PPMMS
Printing Plant Mechanical Maintenance Section

PPEMS
Printing Plant Electrical Maintenance Section

BGMS
Building & Ground Maintenance Section

Additive Color
Color produced by light falling onto a surface, as compared to subtractive color. The
additive primary colors are red, green and blue.
A4 Paper
ISO paper size 210 x 297mm used for Letterhead.
Against the Grain
At right angles to the grain direction of the paper being used, as compared to with the
grain. Also called across the grain and cross grain. See also Grain Direction.

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Airbrush
Pen-shaped tool that sprays a fine mist of ink or paint to retouch photos and create
continuous-tone illustrations.
Alteration
Any change made by the customer after copy or artwork has been given to the service
bureau, separator or printer. The change could be in copy, specifications or both. Also
called AA, author alteration and customer alteration.
Anodized Plate
An offset printing plate having a treated surface in order to reduce wear for extended use.
Anti-offset Powder
Fine powder lightly sprayed over the printed surface of coated paper as sheets leave a
press. Also called dust, offset powder, powder and spray powder.
Antique Paper
Roughest finish offered on offset paper.
Aqueous Coating
Coating in a water base and applied like ink by a printing press to protect and enhance the
printing underneath.
Artwork
All original copy, including type, photos and illustrations, intended for printing. Also
called art.
Author's Alterations (AA's)
At the proofing stage, changes that the client requests to be made concerning original art
provided. AA's are considered an additional cost to the client usually.
Back Up

(1) To print on the second side of a sheet already printed on one side. (2) To adjust an
image on one side of a sheet so that it aligns back-to-back with an image on the other
side.
Base Art
Copy pasted up on the mounting board of a mechanical, as compared to overlay art. Also
called base mechanical.
Basic Size
The standard size of sheets of paper used to calculate basis weight in the United States
and Canada.

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Basis Weight
In the United States and Canada, the weight, in pounds, of a ream (500 sheets) of paper
cut to the basic size. Also called ream weight and substance weight (sub weight). In
countries using ISO paper sizes, the weight, in grams, of one square meter of paper. Also
called grammage and ream weight.
Blank
Category of paperboard ranging in thickness from 15 to 48 points.

Blanket
Rubber-coated pad, mounted on a cylinder of an offset press, that receives the inked
image from the plate and transfers it to the surface to be printed.
Bleed
Printing that extends to the edge of a sheet or page after trimming.
Blind Folio
A page number not printed on the page. (In the book arena, a blank page traditionally
does not print a page number.)
Blind Image
Image debossed, embossed or stamped, but not printed with ink or foil.
Blocking
Sticking together of printed sheets causing damage when the surfaces are separated.
Blow-Up
An enlargement, usually used with raphic images or photographs.
Board Paper
General term for paper over 110# index, 80# cover or 200 gsm that is commonly used for
products such as file folders, displays and post cards. Also called paperboard.
Body
The main text of work not including the headlines.
Bond paper
Category of paper commonly used for writing, printing and photocopying. Also called
business paper, communication paper, correspondence paper and writing paper.
Book Block
Folded signatures gathered, sewn and trimmed, but not yet covered.

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Book Paper
Category of paper suitable for books, magazines, catalogs, advertising and general
printing needs. Book paper is divided into uncoated paper (also called offset paper),
coated paper (also called art paper, enamel paper, gloss paper and slick paper) and text
paper.
Border
The decorative design or rule surrounding matter on a page.
Bounce
(1) a repeating registration problem in the printing stage of production. (2) Customer
unhappy with the results of a printing project and refuses to accept the project.
Bristol Paper
General term referring to paper 6 points or thicker with basis weight between 90# and
200# (200-500 gsm). Used for products such as index cards, file folders and displays.
Broadside
The term used to indicate work printed on one of a large sheet of paper.
Bromide
A photographic print created on bromide paper.
Bronzing
The effect produced by dusting wet ink after printing and using a metallic powder.
Build a Color
To overlap two or more screen tints to create a new color. Such an overlap is called a
build, color build, stacked screen build or tint build.
Bulk
Thickness of paper relative to its basic weight.
Butt Register
Register where ink colors meet precisely without overlapping or allowing space between,
as compared to lap register. Also called butt fit and kiss register.
C1S and C2S

Abbreviations for coated one side and coated two sides.

Caliper
(1) Thickness of paper or other substrate expressed in thousandths of an inch (mils or
points), pages per inch (ppi), thousandths of a millimeter (microns) or pages per
centimeter (ppc). (2) Device on a sheetfed press that detects double sheets or on a binding
machine that detects missing signatures or inserts.

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Camera-ready Copy
Mechanicals, photographs and art fully prepared for reproduction according to the
technical requirements of the printing process being used. Also called finished art and
reproduction copy.
Carbonless Paper
Paper coated with chemicals that enable transfer of images from one sheet to another with
pressure from writing or typing.
Cast-coated Paper
High gloss, coated paper made by pressing the paper against a polished, hot, metal drum
while the coating is still wet.
Catalog Paper
Coated paper rated #4 or #5 with basis weight from 35# to 50# (50 to 75 gsm) commonly
used for catalogs and magazines.
Chain Dot
(1) Alternate term for elliptical dot, so called because midtone dots touch at two points,
so look like links in a chain. (2) Generic term for any midtone dots whose corners touch.
Chain Lines
(1) Widely spaced lines in laid paper. (2) Blemishes on printed images caused by
tracking.
Chalking
Deterioration of a printed image caused by ink that absorbs into paper too fast or has long
exposure to sun, and wind making printed images look dusty. Also called crocking.
Check Copy
(1) Production copy of a publication verified by the customer as printed, finished and
bound correctly. (2) One set of gathered book signatures approved by the customer as
ready for binding.
Chrome
Strength of a color as compared to how close it seems to neutral gray. Also called depth,
intensity, purity and saturation.
Close Up
A mark used to indicate closing space between characters or words. Usually used in
proofing stages.
CMYK
Abbreviation for cyan, magenta, yellow and key (black), the four process colors.

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Coated Paper
Paper with a coating of clay and other substances that improves reflectivity and ink
holdout. Mills produce coated paper in the four major categories cast, gloss, dull and
matte.
Collator
A machine that organize printed matter in a specific order as requested.
Collating Marks
Mostly in the book arena, specific marks on the back of signatures indicating exact
position in the collating stage.
Color Balance
Refers to amounts of process colors that simulate the colors of the original scene or
photograph.
Color Blanks
Press sheets printed with photos or illustrations, but without type. Also called shells.
Color Break
In multicolor printing, the point, line or space at which one ink color stops and another
begins. Also called break for color.
Color Cast
Unwanted color affecting an entire image or portion of an image.
Color Control Bar
Strip of small blocks of color on a proof or press sheet to help evaluate features such as
density and dot gain. Also called color bar, color guide and standard offset color bar.
Color Correct
To adjust the relationship among the process colors to achieve desirable colors.
Color Curves
Instructions in computer software that allow users to change or correct colors. Also called
HLS and HVS tables.
Color Gamut
The entire range of hues possible to reproduce using a specific device, such as a computer
screen, or system, such as four-color process printing.
Color Model
Way of categorizing and describing the infinite array of colors found in nature.

22
 3.0 GENERAL INFORMATION ABOUT THE AGENCY AND THE SELECTED
AREA OF OPERATION

3.1 Introduction & Company Profile

The National Printing Office (NPO) was created to provide printing services to government
agencies and instrumentalities. Among other printed materials, the printing of accountable forms
and sensitive high quality / volume printing requirements are the paramount output of NPO.

The office continues to provide printing of official ballots and election paraphernalia,
Presidential kits for OP and the Official Gazette.

The Agency also accepts other government printing jobs, including government publications
aside from those enumerated above.

3.2 Mandate

Pursuant to Executive Order No. 285 dated July 25, 1987 and as amended by Executive Order
No. 378, the NPO is mandated to continue to provide printing service to government agencies
and instrumentalities such as: Standard & Accountable Forms, Public Documents (Official
Gazette, GAA, Philippine Reports and development information materials of the Philippine
Information Agency) and Printing of Official Ballots.

3.3 Vision

The NPO envisions to be the premier Recognized Government Printer (RGP) manned by a
dynamic group of people committed towards the satisfaction of the printing needs of the
Government.

3.4 Mission

● Satisfaction of client’s demands on security, timeliness, quality rates.

● Deliver annual substantial returns on investment to the government coffers.

● Generate profits for its own sustainability in order to contribute to the Treasury.

● Support the information dissemination program of the Presidential Communications

Operations Office (PCOO).

● Safeguard the security and sanctity of the Agency’s mandated functions.

49
3.5 Selected Area of Operation

3.5.1 Office of the Director

● Control and supervises the execution of all programs and funtions

of the National Printing Office.

3.5.2 Office of the Assistant Director

● Assists the Director in all his functions and performs such other
duties and functions as the Director may assign from time to time.

3.5.3 Office of the Superintendent

● In-charge with the technical supervision and control over all work
operations of the different technical divisions of the office through
lineal coordination and synchronization of their activities for the
purpose of facilitating effective, efficient and economical utilization
of physical, natural and human resources. Thus, integrate scientific
and professional work into organizational development. Confer with
the Director with matters affecting the implementation and execution
of policies, corporate objectives and other courses of action and
programs for operational development.

3.5.4 Office of the Assistant Superintendent

● Assists the Superintendent of Printing in coordinating technological

activities of technical divisions; institute an effective teamwork and
internal communication for better coordination.

3.5.5 Administrative Division

● Responsible for providing the office with services relating to

payrolls, maintenance of centralized records, general utility including
messengerial services. Handles the activities relating to credit and
collection of accounts from requisitioning office. Responsible for the
technical assistance and supervision of activities relating to personnel
management, advises the Director in the development, formulation
and execution of personnel policies, programs and procedures in
recruitment, selection and placement, training and development,

50
 employee relation and medical services and the maintenance of
effective personnel records. In charge with the inspections, physical
counts, checking, rejecting or approving and receiving incoming
deliveries of equipment, printing papers, supplies and materials and
make issuances; maintain a systematic records and file control of
incoming and outgoing articles. Performs cashiering and disbursement
activities.

3.5.6 Financial and Management Division

● Responsible for the preparation of agency budget estimates,

execution and accountability phases of the budgetary process;
prepares and reviews the agency activities and programs; determines
and evaluates the agency financial requirement, does related and
allied work, such as preparation of monthly report of income and
operations. Conduct studies and formulates recommendations of the
office organization, system, methods and procedures and assist in the
implementation; reviews internal control system for safeguarding
money and property to ascertain weaknesses and deficiencies.
Provides accounting services to the personnel and operating units of
the agency; maintains a system of control for expenditures and
allotment; performs staff services to the agency management in the
form of financial consultation and advices; conducts cost study and
general accounting; maintains books of accounts and prepares,
submits and analyzes financial statement for agency management and
various government fiscal offices; and handles all the billing of all
sales of the agency, performs such other functions as may be provided
by law.

3.5.7 Production Planning and Control Division

● Receives printing and binding requisition or work orders from

requisitioners; makes plan, cost estimates, instructions and prepares
schedules of printing orders and administers a system of control in
work production in accordance with the plans and schedules in
accordance with the required target of completion; in-charge with the
quality evaluation and appraisal of finished products to determine
whether they conformed with the specification requirement standards.
Formulates and establishes the system of quality control scheme
through the introduction of the use of quality materials with the aid of

51
 research studies and statistical information. Monitor and control raw
materials needed for incoming requisitions.

3.5.8 Composing Division

● Undertakes all the preparations of copies and manuscripts for job

and tabular works; handles all typesetting works, monotype castings,
impositions, prooftaking, proofreading and press proof revising and
other work incidental to those processes. Handles all the corrections
of manuscripts for final reproduction; setting up types in the film as
per specifications indicated in the job order for the Offset Printing
Process; develops the prepared job for negative or positive films and
make corrections or insertions as the case maybe for errors committed
in the films. Undertakes manufacturing electrotype plates for mass
and impressions; melts and used reconditions type metals whenever
necessary; cast lead ingots; keeps custody of all plates and handles
issuances to other technical divisions.

3.5.9 Photo-Lithographic Division

● Undertakes designing and layouting of graphic art works; paste up

copies of original drawings or typesetting in preparation for camera
work, process camera, production of line and half tone negative,
contact work, simple color work, making techniques and screening.
Film stripping for preparation of film for layouts, such as textbooks
productions, single and multi-color work, plate making and printing
for press (offset and letterpresses) aluminum, zinc, deep etch and
positive printing; graining and re-graining of used plates; blueprinting,
etc. Etching metal zinc plates for letter-press work. In-charge with the
offset or photolithographic process letter press of relief printing and
intaglic and engraved plates for dispress.

3.5.10 Press Division

● Undertakes all printing works, numbering, embossing, perforation

of standard and accountable forms, publications with electroplate, line
etching, halftone and color process by letter press and offset presses.
Handles paper cutting, roller casting, color mixing, and ink grinding,
bronzing, embossing and scoring.

52
3.5.11 Finishing Division

● Handles the binding, gluing, sewing, stitching, stamping cover,

scoring and verifying of books, pamphlets, periodicals, documentary
records and government standard and accountable forms; makes
envelopes, boxes, loose-leaf cover, folder, jacket, desk and ledger and
pads, provides the necessary bookbinding services to the office and all
other offices of the government as may be required.

3.5.12 Sales & Distribution Division

● In-charge with the functions of hauling, storage, sales, shipment,

distribution and marketing of standard government and accountable
forms, public documents, weekly official gazettes and other printed
matters needed by the National and Local government as well as
government owned and controlled corporations. Formulates and
establishes statistical information to maintain level of stock needed by
the requisitioners.

3.5.13 Engineering Division

● Assembles and mounts printing machine, installs electrical wirings

and motors; provides overall power supplies and mechanical services
to the different divisions of the office including overhauling,
reconditioning and repair of machines and manufacture of minor spare
parts; provides the necessary plumbing services. Makes boxes for use
of shipment of finish products of requisitioners; and makes repairs for
putting up partition of additional office rooms.

53
 4.0 ORGANIZATION AND RESPONSIBILITIES

4.1 Organization Structure

SEE ANNEX 2 – ORGANIZATION STRUCTURE OF NPO

4.2 Duties and Responsibilities

4.2.1 Director

 Controls and supervises the execution of all programs and functions of the NPO

4.2.2 Assistant Director

 Assists the Director in all his functions and performs such other duties as the
Director may assign

4.2.3 Superintendent

 In-charge with the technical supervision & control over all work operations of the
different technical divisions of the NPO.

4.2.4 Assistant Superintendent

 Assists the Superintendent in coordinating over all work operations of the

different technical divisions of the NPO.

4.2.5 Chief, Administrative Division

 Human Resource Management Section

 Records & Correspondence Section
 Supply & Property Section
 BAC & Procurement Section
 Cashier Section
 Payroll Section

4.2.6 Chief, Financial Management Division

 Budget Section
 Accounting Section

4.2.7 Chief, Production, Planning & Control Division

 Cost Estimate Section

67
  Writer Section
 Raw Materials Section
 Control and Monitoring Section

4.2.8 Chief, Composing Division

 Computerized Typesetting Section

 Publication Section
 Proof Section
 Press Proof Revising Section
 Imposition Section

See ANNEX 3 – ORGANIZATION CHART OF COMPOSING DIVISION

4.2.9 Chief, Photo-Lithographic Division

 Camera Section
 Stripping Section
 Plate Making Section

See ANNEX 4 – ORGANIZATION CHART OF PHOTOLITHOGRAPHIC DIVISION

4.2.10 Chief, Press Division

 Letterpress Section
 Offset / Web Section
 Digital Section
 Cutting & Delivery Section
 Highly Sensitive & Secured Section

See ANNEX 5 – ORGANIZATION CHART OF PRESS DIVISION

4.2.11 Chief, Finishing Division

 Bookbinding & Stamping Section

 Gathering & Jogging Section
 Cutting and Stitching Section
 Verifying A Section
 Verifying B Section
 Verifying C Section

See ANNEX 6 – ORGANIZATION CHART OF FINISHING DIVISION

68
 4.2.12 Chief, Sales & Distribution Division

 Sales Section
 Stock Section
 Delivery Section
 Official Gazette Section

4.2.13 Chief, Engineering Division

 Printing Plant Mechanical Maintenance Section

 Printing Plant Electrical Maintenance Section
 Building and Ground Maintenance Section

See ANNEX 7 – ORGANIZATIONAL CHART OF ENGINEERING DIVISION

69
 5.0 OPERATIONAL CONTROL AND SUPERVISION

The procedures and processes, within the Operations Manual are defined and referenced to
ensure standardization, monitoring and supervision of every activity and operation, company
credentials and the qualifications of operations personnel. The overall system, procedures and
processes are defined in the Operations Manual. These standards must be followed and
implemented to ensure that not only each activity, but all ensuing operations can be consistently
and safely carried out. Where routine procedures fail, the traceability of all aspects of an
operation must be ensured, as described in the Operations Manual, in order for corrective actions
to be made and prevent any similar reoccurrence.

5.1 AUTHORITY

5.1.1 All staff are afforded with authority to perform their allocated responsibilities. The
following provides a summary of the principal responsibilities of each job role, and these are
clarified in greater detail within the Operations Manual.

5.1.2 All staff share the authority and responsibility of identifying non-compliances or possible
improvements, and recording these instances such that corrective action can be taken, both to
rectify the immediate situation and to prevent recurrence.

5.1.3 The Director continually reviews the company's resources to ensure that adequate staff,
equipment and materials are available to meet customer requirements.

89
 6.0 OPERATING PROCEDURES

6.1 OFFICE OF THE SUPERINTENDENT

See ANNEX 8 – Flow Chart – Office of the Superintendent

6.2 ADMINISTRATIVE DIVISION

6.2.1 Human Resource Management Section

See ANNEX 9 – Functional Chart - HRM

See ANNEX 10 – Work Flow – Records Workflow

See ANNEX 11 – Work Flow – Communications Workflow

See ANNEX 12 – Work Flow – Leave Administration Workflow

See ANNEX 13 – Work Flow – Selection & Placement Workflow

See ANNEX 14 – Work Flow – Retirement Workflow

See ANNEX 15 – Work Flow – Maternity Workflow

6.2.2 Records & Correspondence Section

See ANNEX 16 – Work Flow – Records Section

6.2.3 Supply & Property Section

See ANNEX 17 – Flow Chart – Property Section

6.2.4 BAC & Procurement Section

See ANNEX 18 – Flow Chart – BAC Section

See ANNEX 19 – Flow Chart – Procurement Unit

See ANNEX 20 – Request for Order of Payment Form

6.2.5 Cashier Section

See ANNEX 21 – Flow Chart – Cashier Section

See ANNEX 22 – Report of Collections and Deposits

See ANNEX 23 – Report of Checks Issued

94
 6.2.6 Payroll Section

See ANNEX 24 – Work Flow – Payroll Section

6.3 FINANCIAL & MANAGEMENT DIVISION

6.3.1 Budget Section

See ANNEX 25 – Budget Utilization Request (BUR)

6.3.2 Accounting Section

See ANNEX 26 – Work Flow – Accounting Section Process Document Flow

See ANNEX 27 – Journal Entry Voucher

See ANNEX 28 – Subsidiary Ledger

See ANNEX 29 – Supplies Ledger Card

See ANNEX 30 – Stock Card

See ANNEX 31 – General Ledger

See ANNEX 32 – Billing Form

6.4 PRODUCTION, PLANNING & CONTROLL DIVISION

6.4.1 Cost Estimate Section

6.4.2 Writer Section

6.4.3 Raw Materials Requirement Section

6.4.4 Control and Monitoring Section

See ANNEX 33 – Flow Chart – PPCD

See ANNEX 34 – Process Flow – PPCD

See ANNEX 35 – Order of Payment Form

6.5 COMPOSING DIVISION

6.5.1 Computerized Typesetting Section

6.5.2 Publication Section

6.5.3 Proof Section

95
 6.5.4 Press Proof Revising Section

6.5.5 Imposition Section

See ANNEX 36 – Work Flow – Composing Division

See ANNEX 37 – Publication Time Table

6.6 PHOTO-LITHOGRAPHIC DIVISION

6.6.1 Camera Section

6.6.2 Stripping Section

6.6.3 Platemaking Section

See ANNEX 38 – Work Flow – Photolithographic Division

6.7 PRESS DIVISION

6.7.1 Letterpress Section

6.7.2 Offset / Web Section

6.7.3 Digital Section

6.7.4 Cutting & Delivery Section

6.7.5 Highly Sensitive & Secured Section

See ANNEX 39 – Functional Chart – Press Division

See ANNEX 40 – Work Order Envelope Flow Chart – Press Division

See ANNEX 41 – Daily Press Machine Load Bulletin Board

See ANNEX 42 – Daily Time Ticket

6.8 FINISHING DIVISION

6.8.1 Bookbinding & Stamping Section

6.8.2 Gathering & Jogging Section

6.8.3 Cutting & Stitching Section

6.8.4 Verifying A Section

6.8.5 Verifying B Section

96
 6.8.6 Verifying C Section

See ANNEX 43 – Flow Chart – Finishing Division

See ANNEX 44 – Positional Chart – Finishing Division

6.9 SALES & DISTRIBUTION DIVISION

6.9.1 Sales Section

6.9.2 Stock Section

6.9.3 Delivery Section

6.9.4 Official Gazette Section

See ANNEX 45 – Work Flow on How to Purchase Accountable Form – SDD

See ANNEX 46 – Service Pledge – SDD

See ANNEX 47 – Exit Permit

See ANNEX 48 – Petty Cash Sales

See ANNEX 49 – Stock Requisition Form

See ANNEX 50 – Invoice and Receipt of Accountable Forms

See ANNEX 51 – Bill of Lading Form

See ANNEX 52 – Packer’s List

See ANNEX 53 – Confirmation of Receipt of Shipment Form

6.10 ENGINEERING DIVISION

6.10.1 Printing Plant Electrical Maintenance Section

6.10.2 Printing Plant Mechanical Maintenance Section

6.10.3 Building & Ground Maintenance Section

See ANNEX 54 – Flow Chart – Engineering Division

See ANNEX 55 – Positional Chart – Engineering Division

See ANNEX 56 – Job Order Request

97
 7.0 CONTROL OF RECORDS AND DOCUMENTS

7.1 Control, Analysis and Storage of Records, Transaction Documents, Additional

Information and Data

Documents, forms and reports are valuable tools for operational supervision, traceability and
quality control.

Concise and careful documentation of activities / transactions is essential to ensure efficient and
effective operations, supervision and control, traceable and provable that they have been properly
conducted.

The control and analysis of these forms and records is constantly monitored by the relevant
Records Manager and by means of performed audits and quality inspections by the Quality
Manager.

Records and documentation shall be assessed, analysed and monitored regularly to ensure their
correctness, completeness and accuracy. Any original information, or copies thereof, which
concern the agency’s operations, must be preserved for the required period and be accessible.

141
 8.0 OFFICE POLICIES

8.1 OFFICE UNIFORM

This policy aims to give guidance to the employees on the standards of office uniform, which the
Agency expects its employees to adhere to. The Agency will provide appropriate clothing to
ensure that all employees present a professional and collective image, whilst conducting official
business. The clothing provided will be suitable for the wearer and the environment in which
they work.

For Male Clerical/Frontliner Employees:

Mondays & Wednesdays - White Polo Barong & Ash Gray Pants
Tuesdays & Thursdays - Baby Pink Barong & Dark Blue Pants

For Male Technical Employees:

Mondays & Wednesdays - White Polo Barong & Ash Gray Pants
Tuesdays & Thursdays - Baby Pink Barong & Dark Pants

For Female Employees:

Mondays - Dark/Midnight Blue Blouse & Skirt

Tuesdays & Thursdays - Old Rose Blouse & Dark/Midnight Blue

Skirt or Pants

Wednesdays - Dark/Midnight Blue Blouse/Midnight Blue

Skirt or Pants

Employees in the technical divisions should wear their prescribed working clothes (Round-Neck
Colored T-Shirts) and shoes while in their working area/s. Wash day is during Fridays and
Holidays.

142
8.2 OFFICE POLICY ON FLAG RAISING CEREMONY

Republic Act No. 8491, otherwise known as the “Flag and Heraldic Code of the Philippines,”
requires all government officers and educational institutions to observe the flag-raising ceremony
every Monday morning and the flag-lowering ceremony every Friday afternoon.

There is a need to ensure that government officials and employees regularly accord due respect
to the Philippine Flag and to provide a venue where they will be constantly reminded of how
they must conduct themselves as public servants.

The Commission RESOLVES to enjoin all heads of government agencies to schedule a flag-
raising ceremony every Monday, or the next working day if Monday is declared a holiday, and a
flag-lowering ceremony every Friday or on the last working day of each week. Agencies are
advised to conduct the flag-raising and flag-lowering ceremonies at 8 o’clock in the morning and
5 o’clock in the afternoon.

Agency heads are, likewise, enjoined to establish internal guidelines to strictly monitor the
attendance of their personnel in the flag ceremonies and ensure strict compliance.

In this regard and as mandated by the Civil Service Law, it is hereby reiterated that all personnel
regardless of their work schedule are required to attend the Flag Raising Ceremony every
Monday.

All Division Chiefs are directed to take appropriate measures to ensure compliance to this
directive.

Violation of this order will be dealt with accordingly.

143
 9.0 APPENDICES

ANNEX 1 - Record of Revision (RoR) Form

ANNEX 2 - Organization Structure of NPO

ANNEX 3 - Organization Chart of Composing Division

ANNEX 4 - Organization Chart of Photolithographic Division

ANNEX 5 - Organizational Chart – Press Division

ANNEX 6 - Organization Chart – Finishing Division

ANNEX 7 - Organizational Chart of Engineering Division

ANNEX 8 - Flow Chart – Office of the Superintendent

ANNEX 9 - Functional Chart of HRM

ANNEX 10 - Work Flow – Records Workflow

ANNEX 11 - Work Flow – Communications Workflow

ANNEX 12 - Work Flow – Leave Administration Workflow

ANNEX 13 - Work Flow – Selection & Placement

ANNEX 14 - Work Flow – Retirement Workflow

ANNEX 15 - Work Flow – Maternity Workflow

ANNEX 16 - Work Flow – Records Section

ANNEX 17 - Flow Chart – Property Section

ANNEX 18 - Flow Chart – BAC Section

ANNEX 19 - Flow Chart – Procurement Unit

ANNEX 20 - Request for Order of Payment Form

ANNEX 21 - Flow Chart – Cashier Section

ANNEX 22 - Report of Collections and Deposits

ANNEX 23 - Report of Checks Issued

ANNEX 24 - Work Flow – Payroll Section

ANNEX 25 - Budget Utilization Request (BUR) Form

ANNEX 26 - Work Flow – Accounting Section Process Document Flow

ANNEX 27 - Journal Entry Voucher

ANNEX 28 - Subsidiary Ledger

ANNEX 29 - Supplies Ledger Card

ANNEX 30 - Stock Card

ANNEX 31 - General Ledger

ANNEX 32 - Billing Form

ANNEX 33 - Flow Chart – PPCD

ANNEX 34 - Process Flow – PPCD

ANNEX 35 - Order of Payment Form

ANNEX 36 - Work Flow – Composing Division

ANNEX 37 - Publication Time Table

ANNEX 38 - Work Flow – Photolithographic Division

ANNEX 39 - Functional Chart – Press Division

ANNEX 40 - Work Order Envelope Flow Chart – Press Division

ANNEX 41 - Daily Press Machine Load Bulletin Board

ANNEX 42 - Daily Time Ticket

ANNEX 43 - Flow Chart – Finishing Division

ANNEX 44 - Positional Chart – Finishing Division

ANNEX 45 - Work Flow on How to Purchase Accountable Form – SDD

ANNEX 46 - Service Pledge – SDD

ANNEX 47 - Exit Permit

ANNEX 48 - Petty Cash Sales

ANNEX 49 - Stock Requisition Form

ANNEX 50 - Invoice and Receipt of Accountable Form

ANNEX 51 - Bill of Lading Form

ANNEX 52 - Packer’s List Form

ANNEX 53 - Confirmation of Receipt of Shipment Form

ANNEX 54 - Flow Chart – Engineering Division

ANNEX 55 - Positional Chart – Engineering Division

ANNEX 56 - Job Order Request Form

 ANNEX 1

Record of Revision (RoR)

Issue/ Revision Effective Date Entered by Date

Number

Record of Temporary Revision (RoTR)

Temporary Effective Entered Date Validity Cancellation Removed Date

Revision Date by by
Number

List of Effective Pages (LEP)

Page Number Issue/ Revision Number Effective Date

144
 ANNEX 3

Organizational Chart of the Composing Division

OFFICE OF THE CHIEF

OFFICE OF THE ASSISTANT CHIEF

STAFF

COMPUTERIZED TYPESETTING
PUBLICATION SECTION
SECTION PROOF SECTION IMPOSITION SECTION PRESS PROOF REVISING SECTION

146
 ANNEX 4

OFFICE OF
THE CHIEF

STAFF

CAMERA STRIPPING PLATEMAKING

SECTION SECTION SECTION

ORGANIZATION CHART OF PHOTOLITHO DIVISION

147
 ANNEX 6

FINISHING DIVISION
ORGANIZATIONAL CHART

OFFICE OF THE CHIEF

OFFICE OF THE ASSISTANT CHIEF

STAFF

GATHERING CUTTING
VERIFYING VERIFYING VERIFYING
BOOKBINDING and and
SECTION SECTION SECTION
SECTION JOGGING STITCHING
A B C
SECTION SECTION

149
 ANNEX 7

ENGINEERING DIVISION
ORGANIZATIONAL CHART

OFFICE OF THE
CHIEF

OFFICE OF THE
ASSITANT CHIEF

PRINTING PRINTING
BUILDING &
PLANT PLANT
GROUND
ELECTRICAL MECHANICAL
MAINTENANCE
MAINTENANCE MAINTENANCE
SECTION
SECTION SECTION

150
 ANNEX 8

FLOW CHART

OFFICE OF SUPERINTENDENT
OFFICE
OFFICE OF THE ASST. SUPERINTENDENT

PRODUCTION PLANNING & CONTROL

DIVISION

ENGINEERING DIVISION
COMPOSING DIVISION

PHOTOLITHOGRAPHIC DIVISION

PRESS DIVISION

FINISHING DIVISION

SALES AND MARKETING DIVSISION

151
152
 ANNEX 10
Workflow

Section 1. Records & Communications.

Records Workflow

153
 ANNEX 11
Communications Workflow

154
 ANNEX 12
Section 2. Leave Administration

Leave Administration Workflow

Posting Workflow

155
 ANNEX 13
Section 3. Selection and Placement

156
Section 4. Retirement & Employee Benefits ANNEX 14

Retirement Workflow

157
 ANNEX 15

Maternity Workflow

Part V
Revision or Amendment

The Chief of the Administrative Division may amend or modify this manual as
may be necessary.

158
 INCOMING DOCUMENTS
-LETTERS
-REQUESTS
-QUERIES
-ETC.

RECORDING
-LOGBOOK
-PHOTOCOPYING

ROUTE TO INTENDED
OFFICE, DIVISION,
OR SECTION

DULY SIGNED
ACTION OR REPLY
(From D.O., A.D.,
SUPT., ETC.)

RELEASING,
RECORDING AND
RETAINING OF FILE
COPIES

OFFICE ORDERS,
MEMORANDUM, FORMAL THRU LIAISON OFFICER LETTERS/ QOUTATIONS/ PICK-UP BY CHECK/CASH/PMO
CHARGE, ETC., HAND (Letters, Quotations, PUBLICATIONS THROUGH AUTHORIZED REMITTANCES TO
CARRIED TO CONCERNED Billing, etc.) REGISTERED MAIL REPRESENTATIVES PPCD, SMD, & CASHIER
EMPLOYEE

FILING OF
DOCUMENTS IN
STORAGE AREA

 CONSERVATION
OF PERMANENT
FILES
 DISPOSAL OF FILES
PER RDS

159
 FLOW CHART

PURCHASE REQUEST
BIDS AND PROPERTY SECTION END USERS
AWARDS DOCUMENTS
ISSUANCES
COMMITTEE

FINANCIAL AND DELIVERIES SUPPLIERS

MANAGEMENT PURCHASE REQUEST
DIVISION
COMMITTEE
INSPECTION OF DELIVERIES ON
COMMISSION ON INSPECTION
DOCUMENTS
AUDIT

LEGEND:
Purchase Request originated from the End Users (All Division) for documentation and forwarded to FMD for funding
Documents of awarded supplies, materials and equipments for delivery and forwarded the same to BAC
Inspection and acceptance of deliveries from the suppliers, storing and issuances to the end users
Documents of all incoming deliveries, inventories and other pertinent records required to be submitted to COA

Prepared by: Certified by:

Jan Patrick M. Moulic Ruben A. Dancel
Credit Officer II Chief, Supply & Property Sec.
 ANNEX 18

BIDS ANDS AWARDS COMMITTEE

BIDS AND AWARDS COMMITTEE

FLOW CHART

APPROVED
PURCHASE REQUEST

Shopping Small Value Public Bidding

Procurement

Invitation to Bid Invitation to Bid

Buyers
Simply Request for
Quotation Directly Opening of Bids Pre-Bid
to the Suppliers [at Conference
Least 3 Suppliers]
Post Opening of Bids
Qualification

Property BAC Resolution Post

Qualification
Received Procured
Goods together
Notice of Award BAC Resolution
with the Official
Receipt and other
documents
Purchase Order Notice of Award

Purchase Order

Notice to Proceed

161
 ANNEX 19

BIDS AND AWARDS COMITTEE

PROCUREMENT UNIT

WORK FLOW

[SHOPPING/PETTY CASH]
Approved Budget for the Contract – P50,000.00 and below

APPROVED
PURCHASE REQUEST

SHOPPING

BUYER BUYER BUYER

GOODS

INSPECTION

PROPERTY SECTION

162
 ADMINISTRATIVE DIVISON
CASHIER SECTION
FLOW CHART

DISBURSEMENT COLLECTION
Receiving Clerk- Collecting Clerks
1. Receive approved vouchers coming from Office of the Director 1. Receive cash/check payments to clients as indicated in the
Chief, Cashier Section- Adriano C. Gabriel 2. Prepare checks and corresponding Agency Advice of Commercial Order of Payment..
1. Receive checks for Cash Advances of Salaries of Officials and Check 2. Receive documents for ADA, List of Due and Demandable of
employees of NPO. 2. Post prepared checks to Log Book Accounts Payable , Notice of Cash Allocation (DBM Release,
2. Post Cash Advance to the Cash Book 3. Forward voucher with checks and Advice to Chief, Cashier transmitted thru checkless payment.
2. Withdraw Cash Advances from Land Bank of the Philippines (LBP) for signature. 3. Issued Official Receipt for Cash and Check payments.
3. Segregate and Balances money per Division for distribution to 4. Issued Official Receipt thru checkless payment upon verifica-
tion that the amount is already in the bank.
Payroll Clerks 5. Prepare Daily Reports of Cash/Checks Receipts Records to be
Chief, Cashier Section
submitted to Head Collecting Officer, COA and FMD.
1.Counter Sign checks and Agency Advice of Commecial Checks 6. Balances cash/checks as against the Cash Receipts Records.
2. Return signed checks and Advice to Clerk. 7. Submit collections to Collecting Officer.
Payroll Clerks
1. Sort Salaries , allowance and other benefits to employees individu-
al envelope.
2. Distributes salaries to officials and employees
3. Check payroll as against the disburse and unclaimed envelopes. Collecting Officer- Luna Bonafe
Clerk 1. Deposit Daily Collection to depository bank
4. File paid payrolls to be submitted to Payroll Sectio, COA and 2. Receive Cash/Checks and Daily Report of Collection .
Cashier copy 3. Prepares Deposit Slip as per account for deposit to Land Bank of
1. Forward signed checks with vouchers and Advice to the the Phil.
4. Post deposited amount to Cash Book
Chief, Administrative Division Office.. 5. Files deposit slip to be submitted to FMD and Cashier copy
Chief, Cashier Section 4. Prepares correspondence relaive to Collection.
1. Liquidate paid payrolls.
1.a Prepare Report of Disbursement for submission to COA and
FMD. Clerk Clerk
1b. Post liquidation to Cash Book 1. Receive approved check and Advice from Director”s Office. 1. Prepares Daily Report of Collection and Deposits to be
1.c Return to Cash unclaimed Salaries within 5 days after the 2. Transmit approved Agency Advice of Commercial Checks to Land submitted to COA and FMD.
disbursement . Bank of the Philippines (LBP) 2. Forward Original and Duplicate copy of Official Receipt to FMD.
3. Release checks to Creditor upon acknowledgement of Advice by 3. Files Triplicate copy for Cashier file.
the LBP.
4. Creditor sign at the Log Book before releasing the checks.

Payroll Clerks: Collecting Officer- Luna Bonafe

Miscellaneous Division- Alphine S. Lectura Clerk 1. Submit Monthly Collection Report to be submitted to Bu. of
Luna Bonafe 1. Prepare Weekly Report of Check Issued Treasury
2. Prepare Monthly Report of Accountability Report for Accountable 2. Submit Monthly Collection Report to be submitted to FMD and COA
Katherine De Mesa 3. Submit Monthly Report of Accountability to be submitted to COA
Press Teresa A. Dulig Forms and FMD.
Finishing Petronila B. Ausin
Composing Jeron Martin Corpuz Chief, Cashier Section Chief, Cashier Section
Other Salaries Manuel C. Silvino 1. Sign Weekly Report of Check Issued for submission to COA
1. Verify Monthly Collection Report as against the Summary of
Cash Receipts Records of the Collecting Clerks.
and FMD. 2. Signs correspondence for Collection to clients.
2. Sign Monthly Report of Accountability Report for Account-
able Forms for submission to COA and FMD.
Collecting Clerks : Luna Bonafe- Collecting Officer
Alphine S. Lectura Katherine R. De Mesa
Clerks:
Teresa A. Dulig in case the Collecting Clerks are not available:
Petronila B. Ausin Teresa A. Dulig Petronila B. Ausin Manuel C. Silvino
Manuel C. Silvino Reports Jeron Martin Corpuz
Submitted by:
ADRIANO C. GABRIEL
Chief, Cashier Section
 v
Posting of Attendance/Time Slip(Every 1st week of the mo.)

Updating of Loans, Salary Adjustments and other

Deductions

Transaction Preparation

Encoding

Print out of draft

Counter checking of Clerk for possible adjustments

Final Print Out of Payroll

Preparation of Cash Advance and Voucher

Preparation of Payroll Reports: Regular; Allowance; RATA; & Honoraria

Print of Remittances & Preparation of Voucher
Ever 2nd week of the mo..

Transaction preparation of Allowance

Encoding

167
A
 A

Print Out

Counter checking for possible adjustment

Final Print out of Allowance

Preparation of Cash Advance & Voucher For Allowance

Transaction preparation for End Regular Salary(Every 3rd week of the mo.)

Print out of Draft

Counter checking for possible adjustment

Final Print Out Payroll

Preparation of cash advance and voucher

168
 NATIONAL PRINTING OFFICE ANNEX 26
Accounting System Plan
Income and Collections Disbursements
Particular Collections/Deposits/ Payment Payment Payment Direct Direct Payments/ Other
Billing Remittances by Cash by Checks by ADA by TRA Other Disb. Transactions

OR DV/P DV
Source Documents/ B DV/P
Basis C/SA TRA DV/SD SD
DS
ADA
OP SD SD

Reports/Summarizing
Documents RD RCI/
RCD
for Recording DV

Basis of JEV JEV JEV JEV JEV JEV JEV

JEV
Recording

RA Books
Books of Original GJ CRJ CDJ CkDJ GJ
Entry
F
I
N
A
N
C
I
A
Books of Final L
Entry GL
R
SL E
P
O
R
Trial Balance and T
Supporting Schedules TB I
SS N
G

SFPer SCF
Financial Statements SFPos

SCNA/ SCBAA

LEGEND: Source Documents Reports/Summarizing Documents/ Books of Final Entry Financial Statements
PO - Purchase Order Basis for Recording
ADA - Authority to Debit the Account GL - General Ledger SFPOS - Statement of Financial Position
B - Bill JEV - Journal Entry Voucher SL - Subsidiary Ledger SFPER - Statement of Financial Performance
BTr DA - BTr Debit Advice RCD - Report of Collections and Deposits SCF - Statement of Cash Flows
TRA - Tax Remittance Advice RD - Report of Disbursements SCNA/E - Statement of Changes in
C - Contract Books of Original Entry Trial Balance and Supporting Schedules Net Assets/Equity
DS - Deposit Slip TB - Trial Balance SCBAA - Statement of Comparison of
DV - Disbursement Voucher CDJ - Cash Disbursements Journal SS - Supporting Schedules Budget and Actual Amounts
OP - Order of Payment CkDJ-Check Disbursements Journal
OR - Official Receipt CRJ - Cash Receipts Journal
P - Payroll GJ - General Journal 170
 ANNEX 33

COST ESTIMATE SECTION

PRODUCTION
CONTROL AND MONITORING PLANNING
SECTION AND WRITER SECTION
CONTROL
DIVISION

RAW MATERIALS SECTION

PRODUCTION PLANNING AND CONTROL DIVISION FLOW CHART

 COST ESTIMATE RAW MATERIALS CONTROL AND
WRITER SECTION PLANNING SECTION
SECTION SECTION

Pre-press Pre – press

Step 1 Step 1 Step 1 Step 1

Receives Official Plan and assign work Verifies, records and Receives and
Letter of Request order writers engaged in updates new deliveries record/logs work order
(with clear preparing instructions to requested from the envelope (with clear and
specifications and all Printing Operating suppliers and issuances simplified instructions)
sample) from the Divisions concerned in of paper Stocks to press with assigned control
performance of related number depending the
clients, approved by Division; Tallies the
task. scheduled delivery
the Division Chief and beginning and ending or target of completion;
receives Official Step 2 inventory based on and checks work order
Documents from Paper Warehouse envelope, it it contain
Official Gazette Review, revise and Weekly Report against actual sample (for new
Section for proper amend instructions on PPCD’s Supply Ledger job) or blueprint and
costing of publication, work order envelope in Sheet. actual press-run (for
preference to technical follow-up order).
books and mailing fee.
processing.
Step 2 Step 3 Step2 Step 2

Makes preliminary cost Acknowledge greater Posts Paper Stocks to be Routes W.O. envelope
estimates for accessible resources as secured from paper (with clear and
Accountable, Standard, basis of control, standard Warehouse based on the simplified instructions)
Customized, Special and processing planning. Cut-Stocks (RIV) to be to the division
concerned:
Projects and delivered and used for
Step 4
Publication of Official printing as per Work * Composing Division
Gazette. Accomplished additional Order envelopes. for typesetting/lay-out
functions assigned. (new Order) proof
Step 3 Step 3 reading and editing;
Inquire and Prepares request of Paper
*If, re-order or follow-
coordinates all the Stocks (Purchase up order, proceed to
details of specifications Request) for step 4and step 5
of job order to replenishment and for
the needing clients Step 3
requisitioners to
whenever the need
ensure the highest Send proof to
arises.
quality products. requisistioning agency
for approval of sample
Step 4 lay-out (thru facsimile;
e-mail or mail thru NPO
Assists walk-in clients representative. If,
for the details of disapproved:
specifications for their
printing needs. *W.O. envelope will be
re-routed to Composing
Step 5 Division for correction
and send back the
Prepares and encode corrected layout to
Letter of Quotations, requisitioner for
MOA’s and other approval.
pertinent documents to
clients.
 If signed and approved:
Step 6
Step 4
Proper recording of
documents before Records/Routes W.O.
submitting to the Chief Envelope with signed
of PPCD for approval. approved layout inside the
envelope to
Post- press/Delivery Photolithographic
Division for film
Step 1 processing of layouts, for
platemaking
Computes the actual (presentisized or plastic)
Production Cost of preparation, blueprinting,
Accountable Forms, etc.
Standard Forms,
Step 5
Personalized Forms,
Special Projects and Records/logs and routes
Official Gazette and W.O. envelope clear and
encode all Combined simplified instructions
Receipts of Stock Form and complete attachment
or Documents for like signed approved lay-
Accountable, Standard, out/actual sample, blue
print must be kept inside
Specialized Forms ,
the work order envelope
Special Project and always; plate/s to be
Publication of Official picked-up by the Press
Gazette. Division for printing.
Note: Date received and
releases are recorded.
Step 2

Prepares, encode and

submit Monthly Report
of Accountable,
Standard, Specialized
Forms, Special Projects
and Official Gazette
with complete
attachments of soft and
hard copy at Financial
Management Division
and COA-NPO.
SDD PPCD
PPCD
1. MARKETING 1. COST EST.
1. COST EST.
SECTION SECTION
SECTION
2. SALES SECTION – 2. WRITER SECTION
2. WRITER SECTION
ACCOUNTABLE/S PPCD 3. RAW MATERIAL
3. RAW MATERIALS
TANDARD/CUSTO SECTION
SECTION
MIZED/OFFICIAL 4. CONTROL &
4. CONTROL &
GAZETTE MONITORING
MONITORING
3. PACKING/DELIVE SECTION
SECTION
RY SECTION SDD COMPOSING

FINISHING COMPOSING
1. COUNTING/GATHE 1. TYPESETTING –
RING SECTION IMPOSITION
2. CUTTING/
2. PROOF SECTION –
PADDING SECTION COPYING/EDITING/P
3. STITCHING/PERFO
ROOF READING/
RATION &
FINISHING PHOTOLITHO PRESS REVISING
DRILLING
SECTION
4. VERIFYING
SECTION
5. PAMPHLET/OFFICI
ALGAZETTE PRESS
SECTION PHOTOLITHO
6. BOOKBINDING 1. PHOTOLITHO –
PRESS DESIGNING/CAMERA/ST
1. OFFSET- RIPPING/PLATEMAKING
DIGITAL/FUJI/WEB 2. PHOTO-ENGRAVING-
2. LETTERPRESS RETOUCHING/ETCHING/
3. PAPER TECHNICAL WORKING PROCESS
PLASTIC PLATES MAKING
CUTTING/TRIMMING
 ANNEX 34

COST ESTIMATE RAW MATERIALS CONTROL AND

WRITER SECTION PLANNING SECTION
SECTION SECTION

Pre-press Pre – press

Step 1 Step 1 Step 1 Step 1

Receives Official Plan and assign work Verifies, records and Receives and
Letter of Request order writers engaged in updates new deliveries record/logs work order
(with clear preparing instructions to requested from the envelope (with clear and
specifications and all Printing Operating suppliers and issuances simplified instructions)
sample) from the Divisions concerned in of paper Stocks to press with assigned control
performance of related number depending the
clients, approved by Division; Tallies the
task. scheduled delivery
the Division Chief and beginning and ending or target of completion;
receives Official Step 2 inventory based on and checks work order
Documents from Paper Warehouse envelope, it it contain
Official Gazette Review, revise and Weekly Report against actual sample (for new
Section for proper amend instructions on PPCD’s Supply Ledger job) or blueprint and
costing of publication, work order envelope in Sheet. actual press-run (for
preference to technical follow-up order).
books and mailing fee.
processing.
Step 2 Step 3 Step2 Step 2

Makes preliminary cost Acknowledge greater Posts Paper Stocks to be Routes W.O. envelope
estimates for accessible resources as secured from paper (with clear and
Accountable, Standard, basis of control, standard Warehouse based on the simplified instructions)
Customized, Special and processing planning. Cut-Stocks (RIV) to be to the division
concerned:
Projects and delivered and used for
Step 4
Publication of Official printing as per Work * Composing Division
Gazette. Accomplished additional Order envelopes. for typesetting/lay-out
functions assigned. (new Order) proof
Step 3 Step 3 reading and editing;
Inquire and Prepares request of Paper
*If, re-order or follow-
coordinates all the Stocks (Purchase up order, proceed to
details of specifications Request) for step 4and step 5
of job order to replenishment and for
the needing clients Step 3
requisitioners to
whenever the need
ensure the highest Send proof to
arises.
quality products. requisistioning agency
for approval of sample
Step 4 lay-out (thru facsimile;
e-mail or mail thru NPO
Assists walk-in clients representative. If,
for the details of disapproved:
specifications for their
printing needs. *W.O. envelope will be
re-routed to Composing
Step 5 Division for correction
and send back the
Prepares and encode corrected layout to
Letter of Quotations, requisitioner for
MOA’s and other approval.
pertinent documents to
clients.
 If signed and approved:
Step 6
Step 4
Proper recording of
documents before Records/Routes W.O.
submitting to the Chief Envelope with signed
of PPCD for approval. approved layout inside the
envelope to
Post- press/Delivery Photolithographic
Division for film
Step 1 processing of layouts, for
platemaking
Computes the actual (presentisized or plastic)
Production Cost of preparation, blueprinting,
Accountable Forms, etc.
Standard Forms,
Step 5
Personalized Forms,
Special Projects and Records/logs and routes
Official Gazette and W.O. envelope clear and
encode all Combined simplified instructions
Receipts of Stock Form and complete attachment
or Documents for like signed approved lay-
Accountable, Standard, out/actual sample, blue
print must be kept inside
Specialized Forms ,
the work order envelope
Special Project and always; plate/s to be
Publication of Official picked-up by the Press
Gazette. Division for printing.
Note: Date received and
releases are recorded.
Step 2

Prepares, encode and

submit Monthly Report
of Accountable,
Standard, Specialized
Forms, Special Projects
and Official Gazette
with complete
attachments of soft and
hard copy at Financial
Management Division
and COA-NPO.
SDD PPCD
PPCD
1. MARKETING 1. COST EST.
1. COST EST.
SECTION SECTION
SECTION
2. SALES SECTION – 2. WRITER SECTION
2. WRITER SECTION
ACCOUNTABLE/S PPCD 3. RAW MATERIAL
3. RAW MATERIALS
TANDARD/CUSTO SECTION
SECTION
MIZED/OFFICIAL 4. CONTROL &
4. CONTROL &
GAZETTE MONITORING
MONITORING
3. PACKING/DELIVE SECTION
SECTION
RY SECTION SDD COMPOSING

FINISHING COMPOSING
1. COUNTING/GATHE 1. TYPESETTING –
RING SECTION IMPOSITION
2. CUTTING/
2. PROOF SECTION –
PADDING SECTION COPYING/EDITING/P
3. STITCHING/PERFO
ROOF READING/
RATION &
FINISHING PHOTOLITHO PRESS REVISING
DRILLING
SECTION
4. VERIFYING
SECTION
5. PAMPHLET/OFFICI
ALGAZETTE PRESS
SECTION PHOTOLITHO
6. BOOKBINDING 1. PHOTOLITHO –
PRESS DESIGNING/CAMERA/ST
1. OFFSET- RIPPING/PLATEMAKING
DIGITAL/FUJI/WEB 2. PHOTO-ENGRAVING-
2. LETTERPRESS RETOUCHING/ETCHING/
3. PAPER TECHNICAL WORKING PROCESS
PLASTIC PLATES MAKING
CUTTING/TRIMMING
COMPOSING DIVISION
WORK FLOW

190
190
B. OPERATIONAL PROCEDURE OF PUBLICATION IN THE OFFICIAL GAZETTE

1. Client submits manuscript (copy for publication) to the Official Gazette

Publication Section (OGPS)

2. Publication Section determines manuscript if it complies with office and legal

requirements like authenticity, legibility, paging, date of hearing, etc.

3. Examined manuscript is officially received by the Records Section, Administrative

Division.

4. Personnel of the O.G.Publication Section prepares the order of payment and client
signs on the Request for Publication portion.

5. Personnel of the PPCD computes publication fee based on the prescribed

rate and indicate it in the Order of Payment.

6. Payment (publication fee) is received by the Cashier Section, Administrative

Division and receipt is issued. Cashier concerned records payment and Official
Receipts Number on the O.G. Order of Payment.

7. Official Receipt is checked by the O.G. estimator as to amount paid and records
the same on the ledger. Copy for the PPCD of the order of payment is detached
for filing. Checked receipts is returned to client.

8. Personnel of O.G. Publication Section receive back the duplicate copy of the order
of payment and attaches the manuscript to it. Routing slip noted whether the
Certificate of Publication is for pick-up or for mailing. Client is informed when to
follow-up the Certificate of Publication and O.G. copies. Schedule given is
recorded on logbook for easy verification in case of follow-up.

9. O.G. Personnel prepare Certificate of Publication upon advice of release by the

Documents Section of the SMD.

10. Composing Division Chief reviews and initials on the Certificate of Publication.

11. Superintendent signs the Certificate of Publication

12. Publication Section personnel receives signed Certificate of Publication. Certificate

and booklets are mailed by SMD to offices concerned. Certificates requested for
pick-up and for Metro Manila are retained for release at the Publication Section.

13. Client evaluates service rendered by the personnel of the Publication Section and
drops the accomplished form in a box.

190
C. OPERATIONAL PROCEDURE
FOR PRE-PRESS WORK OF THE OFFICIAL GAZETTE AND ITS
SUPPLEMENTS

1. Manuscripts are received by the Official Gazette Publication Section;

2. Manuscripts received are classified as to sections of the Official Gazette with respective
codes by the OGPS like DR for Malacañang Issuances, D for Supreme Court Decisions,
DA for Court of Appeals Decisions, R for government regulations NAT for naturalization -
cases, CAD for Legal & Official Notices, (cadastral cases), mostly Notices/Orders in
reconstitution-of tittles cases; LRA for Notices from the Land Registration Authority for
registration of title and LANDS for Notices from the Land Management Bureau like
Notices of Sale/Lease of Public lands ;

3. Codes and folio nos. are marked on the upper right hand corner of the manuscript for
purposes of controlling schedule and thickness of the OG;

4. Received and paid manuscripts are scheduled based on OG target date;

5. Manuscripts are recorded on logbook per classification and target schedule;

6. Manuscripts are forwarded to the Proof Section and the receiving personnel acknowledges
receipt by indicating his/her initial on the logbook;

7. Manuscripts received are recorded on the Section logbook;

8. Copy Editor edits manuscripts for Typesetter’s guidance;

9. Copy edited manuscripts is forwarded to the Computerized Typesetting Section for

typesetting. Receiving personnel acknowledges receipt by signing on the logbook;

10. CTS typesets, lay-out, save & print copies as to specifications required and concerned
encoder indicates his/her name on the copies for rating purposes;

190
11. Printed copies are forwarded back to the Proof Section. Receiving personnel signs on the
logbook to acknowledge receipt of copies;

12. Supervisor/personnel of the Proof Section record printed copies per classication and
schedule on the Schedule of Proofreading.

13. Assigned personnel checks if all manuscripts scheduled for the particular issue appears on
the printed copies. He / She reports to Supervisor if an article was missing and reasigns to
CTG for typesetting;

14. Printed copies or pageproofs are distributed to Proofreaders for 1st reading, 2nd reading, or
final reading;

15. Proofreaders indicate errors using Proofreader’s Marks & report errors of personnel
involved.

16. Proof Section sends back to CTG proofread copies for correction and for proper paging;

17. Corrector carefully enters corrections and print corrected copies & sends it to Proof
Section;

18. Logbook controller prepare proper paging in signatures of 16, 8, 4, 2 pages including pick-
ups from previous issues;

19. Corrector or any assigned personnel picks-up & print articles from past issue for 2nd, 3rd
publication and the like;

20. Initial Reviser revises corrections and assigns for final reading;

21. Corrector enter corrections;

22. Initial Reviser/Final Reviser meticulously examines the issue of OG on-hand from cover
-to- cover.

190
23. Press Revising Unit revises OG issue as to sizes positioning , or any inconsistencies as to
standards;

24. CTG stores/saves issue on hand on flash drive;

25. Press copy & flash drive is then forwarded to PPCD (server);

26. PPCD orders printing to the Press Division;

27. Finishing Division forwards a bookbound copy to Proof Section for final approval prior to
bookbinding of all required number of copies.

D. OPERATIONAL PROCEDURE OF PRE-PRESS WORK

FOR ACCOUNTABLE AND STANDARD FORMS

1. Work Order envelopes received by the Division is recorded on logbook and routed ASAP
to concerned section for action depending on instructions found on the envelope;

2. Job Works Unit of the Proof Section or Computerized Typesetting Section prepare
necessary work needed and as specified in W.O/ envelope;

3. Design, lay-out, revision, typesetting ,proofreading and the like is accomplished in the 2
Sections before the envelope is forwarded back to the PPCD either for their approval or to
the requisitioning agency;

4. Final copy is stored/saved on the computer for future use or correction.

Trial sheets prior to running are bought to the Press Revising Section of the Division either
for final checking based on specification on the W.O envelope or for numbering. Received
trial sheet is recorded on the logbook indicating timeliness of the activity done. A copy of
the approved form (with signature of the concerned Reviser) is filed with the Section.

5. If the W.O. envelope received requires letterpress process, the Imposition Section takes
charge of accomplishing its imposition, locking-up, spacing, etc. which is done before the
form is forwarded to the Press Division for running.

190
VII. APPENDICES

190
190
 ANNEX 37

PUBLICATION TIME TABLE

191
 ANNEX 38

6.0 OPERATING PROCEDURE

PPCD OFFICE OF THE COMPOSING

W.O. CORRECTION
CHIEF DIVISION

CAMERA STRIPPING PLATEMAKING

SECTION SECTION SECTION

CAMERA PLATE
FLATWORKS PROCESSING/ BLUEPRINTING
WORKS CTP PROCESS

CONTACT RETOUCHING OFFSET & POLYMER BLUEPRINT

PLATE PROOFING
PRESS DIVISION
COMPOSING DIVISION

RETOUCHING

PLASTIC

PHOTOLITHOGRAPHIC DIVISION’S WORK FLOW

192
 ANNEX 41

Daily Press Machine Load Bulletin Board

Appendix
1

2
 3

Daily Time Ticket/Job Ticket

4
5
6

7
8
 ANNEX 43

FINISHING DIVISION
FLOW CHART

OFFICE OF THE CHIEF

OFFICE OF THE ASSISTANT CHIEF

BOOKBINDING SECTION GATHERING & JOGGING SECTION

CUTTING & STITCHING SECTION

VERIFYING SECTION VERIFYING SECTION VERIFYING

A B SECTION
C

SALES MANAGEMENT DIVISION

201
 ANNEX 44

FINISHING DIVISION
POSITIONAL CHART

OFFICE OF THE CHIEF

1- personnel –Chief - SG-24
2- personnel - Bookbinder IV - SG-10
1-personnel – Bookbinder III – SG-7
1-personnel – Detailed fr. other
Division

OFFICE OF THE ASSISTANT CHIEF

1- personnel – Actg Asst. Chief - SG-16

GATHERING CUTTING
VERIFYING VERIFYING VERIFYING
BOOKBINDING and and
SECTION SECTION SECTION
SECTION JOGGING STITCHING
A B C
SECTION SECTION

2 – Supervisor – SG- 1 – Supervisor – SG- 1 – Supervisor – SG- 1 – Supervisor – SG- 1 – Supervisor – SG- 2 – Supervisor –
16 16 16 16 16 SG-16
3 – Book IV – SG-10 2 – Book IV – SG- 2 – Book IV – SG-10 5 – Book IV – SG-10 5 – Book IV – SG-10 2 – Book IV – SG-
5 – Book III – SG-7 10 4 – Book III – SG-7 6 – Book III – SG-7 7 – Book III – SG-7 10
1 – Book II – SG-4 6 – Book III – SG-7 1 – Book II – SG-4 1 – Cutter II – SG-5 2 – Book II – SG-4 5 – Book III – SG-7
1 – Cutter III – SG-8 4 – Book II – SG-4 1 – Cutter III – SG-8 3 – Detailed from 1 – Cutter III – SG-8 5 – Book II – SG-4
2 – Detailed from 6 – Detailed from 1 – Detailed from other 3 – Detailed from 1 – Cutter II – SG-5
other Division other other Division other 1 – Detailed from
Division Division Division other 202
Division
 ENGINEERING DIVISION
FLOW CHART
START
- J.O.R from various DIV

ENGINEERING DIVISION
CHIEF/ASST CHIEF

ELECTRICA N MECHANIC N BUILDING N

L AL WORKS?
WORKS? WORKS?

B Y C Y D Y

PPEMS CHIEF PPMMS CHIEF BGMS CHIEF

DISPATCH TECH
- Verify on the J.O.R
- Bring basic tools

TROUBLESHOOTING
- Determined the caused of
trouble by thorough inspection
& series of testing

Is the materials N
needed for the A
repair/maintenanc
e available?

IMPLEMENT
E N
REPAIR/MAINTENANCE

DOUBLE CHECK, TEST & Is it Y

OBSERVE UPON properly X
COMPLETION OF WORK/S working?

215
 A

List down materials

needed & submit to the
Chief concerned

Prepare P.R. for signature

of the Chief Engineering
Division

Submit P.R. to Property

Section

Follow-up P.R.

Is the required N
materials already
available at
Property
Section?

Prepare RIS

Withdraw Materials

215
 X

Informed the E.U. & Engineering

Division Chief about the
completion of work’s

Validate the Report

-Engineering Div. Chief, &
concerned Section Chief shall
check on the report

ELECTRICAL WORKS B
N
Work
MECHANICAL WORKS C satisfied?

BUILDING WORKS D
Y

FINISHED

215
 ANNEX 55

ENGINEERING DIVISION
POSITIONAL CHART

Chief, Engg. Div.

1-Engr. V (SG-24)

Asst. Chief, Engg. Div.

1-Engr. IV (SG-22)

Printing Plant Mechanical Printing Plant Electrical Building & Ground

Maintenance Sec (PPMMS) Maintenance Sec (PPEMS Maintenance Sec (BGMS)
1 - PPMMS Chief / SG-18 1 - Electrical Gen. Foreman / SG-11 1 - Engineer III / SG-19

1 - PPMMS Asst. Chief / SG-15 1 - Electrical Foreman / SG-9 1 - Carpenter Gen foreman / SG-8

1 - Mech. Shop Gen. Foreman / SG-13 6 - Electrician II / SG- 6

1 - Mech Shop Foreman / SG-11

6 - Mechanic III / SG-9

4 - Mechanic II / SG-6

216