CAFS holds first administrative forum
The Office of the Dean, College of Agriculture and Food Science (CAFS) organized its 1st CAFS Administrative Officers Forum last October 2-4 at the Philippine Judicial Academy Training Center, Tagaytay City. The activity was aimed to: (1) update the CAFS units on new administrative, procurement, accounting, budgeting and auditing laws, rules and regulations; (2) standardize the processing of documents in the college; (3) synchronize administrative functions in line with the Strategic Performance Management System (SPMS); and (4) discuss the major problems encountered by the institutes/units in the processing of personnel, procurement and financial documents.
Associate Dean for Research and Extension Barbara L. Caoili welcomed the participants and recognized the significant role of CAFS administrative staff in the operation of the office. Meanwhile, Dean Dr. Elpidio M. Agbisit, Jr. emphasized in his opening remarks the significance of leveling up. He said that as the premier institution of higher learning in agriculture and food science in the country, we should be promoting the culture of excellence to everyone and continue leveling up. He hoped that the forum will be an avenue to improve the productivity and efficiency of the administrative staff. He also stressed the importance of the CAFS branding to be used in all forms of communication. Lastly, he asked for the cooperation of all participants and encouraged them to contribute as CAFS aims to standardize processes and develop a manual of operation.
During the first day of the forum, Catherine E. Lee and Wendy L. Fernandez of the Dean’s Office (DO) presented. Lee discussed the CAFS branding on communications and other office correspondence, while Fernandez talked about the proper entries and arrangement of signatories on procurement documents and disbursement vouchers as well as the appropriate content of the supporting documents such as certification and justification. Liza G. Custodio, chair of the Bids and Awards Committee Secretariat, was also present to share about the intricacies of the procurement process as well as the updates on the preparation and presentation of the Project Procurement Management Plan. Lastly, Joan E. Mendoza (chief accountant) shared the fundamental principles of expenditures and disbursements. She also gave updates and reminders on accounting and other financial matters. After the presentation, an open forum immediately followed.
On the second day, resource persons from the Human Resource and Development Office (HRDO) presented the new rules and policies on processing personnel related documents. Venus L. Benzon gave updates on the processing of recommendation papers (basic papers), while Vladimir G. Amatorio discussed the new process flow of travel documents and proper accomplishment of Individual Performance Commitment and Review (IPCR). Imelda P. Tandang and Gilanda S. Parungao also talked about the new policies and concerns on Individual Contract of Service.
Part of the forum was a workshop where participants were clustered into three groups to identify key performance indicators (KPIs) or success indicators, and develop measures for IPCR of a given administrative position. Identified KPIs and measures were deliberated on the last day of the forum where Juanita M. Larasi served as the moderator.
A total of 50 participants attended the forum, including the CAFS Executive Committee members and administrative officers. Larasi, Lee, Fernandez, Marion M. Bueno, Arthur V. Cayamanda, Jr., and Simon M. Simon of the DO served as the facilitators. (WL Fernandez)