2016 Procurement Planning Activities Meeting for Deans, Directors, Unit Heads, Coordinators

Procurement Improvements and Reforms 1.Use of Coding (Account Code) 2.Addition of Budget Officer as signatory in the PPMP 3.Integrating Common Use Supplies Data to PPMP 4.Harmonized Content

What do you have the CD?

Use of Coding System (for PPMP preparation)

Budget Officer to REVIEW and SIGN the PPMP Supporting Documents: 1.MTDP or Operational Plan (PAPs) 2.3-Year Enrollment 3.Terms of Reference/Project Proposals 4.GAA Documents 5.Memorandum of Agreement 6.Pictures of Sample Items 7.Soft copies of PowerPoint Versions Procurement Docs 8.Site Development Plan 9.Building Perspective 10.Other Pertinent Documents

Budget Officer to REVIEW and SIGN the PPMP Supporting Documents: 1.MTDP or Operational Plan (PAPs) 2.3-Year Enrollment 3.Terms of Reference 4.GAA Documents 5.Memorandum of Agreement 6.Pictures of Sample Products/items 7.Site Development Plan 8.Building Perspective 9.Soft copies of PowerPoint Versions Procurement Docs 10.Other Pertinent Documents

Budget Officer to REVIEW and SIGN the PPMP Supporting Documents: 1.IOB/Financial Docs 2.MTDP or Operational Plan 3.Terms of Reference 4.GAA Documents 5.Memorandum of Agreement 6.Pictures of Sample Products/items 7.Site Development Plan 8.Building Perspective 9.Soft copies of PowerPoint Versions Procurement Docs 10.Endorsement of PTA/PTC 11.Other Pertinent Documents

Budget Officer to REVIEW and SIGN the PPMP Also Used and Accomplished by the Assigned Division Secretary from the Following Offices: 1.Office of the VPAA 2.Office of the VPFA 3.Office of the VPRE 4.Office of the Univ. President

Hierarchy of PPMP and APP Preparations Micro Planning College 1 Micro Planning College 2 Micro Planning College 3 Micro Planning Office 1 Micro Planning Office 2 Micro Planning Office 3 Micro Planning Office 1 Micro Planning Office 2 Micro Planning Office 1 Micro Planning Office 2 Academic Affairs DepartmentFinance & Admin Department Research & Extension Department Executive Department Consolidated by Department Executive Secretary (Office of the VP) Consolidated by Department Executive Secretary (Office of the VP) Consolidated by Department Executive Secretary (Office of the VP) Consolidated by Department Executive Secretary (Office of the Board/Univ Sec) Submission to the Director of Budget Officer For review and Certification as to Availability of Funds BAC Secretariat Consolidates The BAC Endorses APPROVAL of the HOPE Posting in the PSU & GPPB Website Reproduction Monitoring of Procurement Updating (Supplemental) Furnish Planning, Budget, Accounting, & Supply Office

APP CSE

Copy of the APP (Consolidated PPMPs)

Harmonized Content of Planning Documents Medium Term Development Plan (MTDP) Annual Procurement Plan (APP) Operational Plan (OPlan) Project Procurement Management Plans (PPMPs) Information Systems Strategic Plan (ISSP) Medium Term ICT Harmonization Initiative (MITHI) BAC Office Planning Office ICT Office Budget PAPs Budget PAPs GPPB DBM Procurement Service (PS) DOST – National Computer Center CHED Funding Agencies

Annual Procurement Development Process & Activities Unit/College / Division Level Micro Planning Presentation, Review, and Approval of the PPMP & APP Budget Officer Reviews and Issues Budget Indicative Ceiling College/Units Update the PPMP based on the Budget Ceiling PPMP is submitted to the Budget Office for Review and/or Endorsement Budget Office forwards a copy of the Reviewed PPMPs to the BAC Secretariat BAC Secretariat Consolidates the PPMPS to draft APP BAC Reviews and Recommends Approval of the APP to the HOPE The HOPE Approves the APP BAC Sec Publishes the APP to the PSU Website & GPPB Website

Budget Indicative Ceiling Development Process Unit/Office Level Micro Planning Project Proposal 2016 Operational Plan Meeting of the following: Planning Coordinator, Research Coordinator, Linkages Coordinator, Production Coordinator, Extension Coordinator, Accred Coordinator, ICT Coordinator, Chair, and the Dean. Key Officials Review the Presentations of PAPs of Units/Colleges Key Officials: VPs, Budget & Finance Director, Planning Director, ICT Director/Head, BAC Sec Presentation of the Head of Units to Key Officials Complete Documentation / Supporting Documents Assessment of Projects based on objective criteria Project Proposals Procurement Documents Key Officials agree on the distribution of Budget based on selected criteria Budget Officer drafts the recommended Budget Ceiling Agreed Indicative Budget Ceiling is Agreed by Key Officials Indicative Budget Ceiling is Approved by the HOPE Indicative Budget Ceiling Implementation Official Communication is issued by the President Updating of the PPMPs of Different Units

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