Reorganization of Dept. of General Services EO 290

Authority and limits on organizational changes

The Secretary of the Department of General Services is authorized to make changes in organization, definition of functions, and distribution of work as necessary to reflect changes in legislation, conditions, needs, or workloads (Section 4).
No organizational changes may be made during fiscal year 1957 without specific approval of the President (Section 4).
Any changes must conform with the general pattern of organization set forth in the reorganization plans and these implementing details (Section 4).

Department functions: Secretary and Undersecretary

The functions, powers, duties, and responsibilities of the Secretary and the Undersecretary consist of those in pertinent provisions of the Revised Administrative Code and other pertinent laws, and those in the reorganization plans and these implementing details (Section 5).
The Secretary advises the President on formulation and execution of policies concerning performance of common administrative services in various government entities (Section 5(a)(1)).
The Secretary administers, coordinates, and directs assignment and performance of functions related to: maintenance, custody, and utilization of buildings and real property; procurement, issuance, and utilization of supplies, materials, and equipment; management of government records and documents; and printing and media production services (Section 5(a)(2)).
The Secretary promulgates rules and regulations necessary to carry out policy objectives and functions vested by law (Section 5(a)(3)).
The Secretary delegates authority for performance of any function to officers and employees under his direction (Section 5(a)(4)).
The Secretary directs and provides for the overall operation of the Department (Section 5(a)(5)).
The Undersecretary serves as deputy to the Secretary in all matters (Section 5(b)(1)).
The Undersecretary administers the Department’s day-to-day activities, coordinates programs and projects, and is responsible for efficient and economical operations (Section 5(b)(2)).
The Undersecretary advises and assists in formulation, determination, and implementation of Department policies (Section 5(b)(3)).
The Undersecretary acts as Secretary in the Secretary’s absence or if the Office is vacant (Section 5(b)(4)).

Administrative and functional divisions

The Administrative Division provides services on property and records management; requisitioning supplies and equipment; personnel management; improvement of organization and methods; statistical analysis; and building office services (Section 6).
The Administrative Division includes: Correspondence and Records Section, Property and Supply Section, Statistical Section, Personnel Section, Organization and Methods Section, and General Services Section (Section 6).
The Correspondence and Records Section receives and distributes incoming and outgoing correspondence; files and maintains Department records and documents; and provides policy guidance and operating advice on creation, maintenance, transfer, and retirement of records according to standards set by the Bureau of Records Management (Section 6(a)).
The Property and Supply Section receives, stores, safeguards, and distributes Department supplies/materials/equipment; conducts inventories; maintains property records; reports loss and initiates recovery actions; processes requisitions; and provides policy guidance on storage (Section 6(b)).
The Statistical Section compiles and analyzes operating statistics to support management decisions; publishes statistics/data for public relations; provides guidance on collection/analysis; and conducts research and surveys to develop policies/practices (Section 6(c)).
The Personnel Section establishes and manages a personnel program subject to civil service and other personnel laws, including position descriptions and qualification standards for recruitment/appointment/promotion; acts on attendance, leaves, appointments, promotions, transfers, and efficiency records; conducts training programs in conjunction with concerned government entities; conducts investigations or reviews papers on administrative charges as directed; provides guidance on personnel matters; and provides medical services pursuant to Republic Act No. 1054 (Section 6(d)).
The Organization and Methods Section studies organization/staffing/accountability patterns; provides technical advice on work processes, standardization of forms, and work simplification; establishes standards/criteria for operational procedures and management controls; assists management improvement program implementation; maintains liaison and receives advice for organization/methods improvement (Section 6(e)).
The General Services Section provides and coordinates security guarding (including theft/fire/damage/accident/unlawful entry prevention and routine guarding); janitorial and general utility services (cleaning offices/toilets/closets/buildings/grounds, maintaining clean and orderly equipment and furniture, waste collection and disposal); messenger services; and manages Department transportation facilities (Section 6(f)).
The Fiscal Division handles budgeting and cash management and consists of a Budgeting Section and Collecting and Disbursing Section (Section 7).
The Budgeting Section prepares/reviews/consolidates budget estimates and justifications; reviews and controls expenditures; advises management and prepares management control reports on appropriations, allotments, income, and accomplishments; and coordinates financial planning with program planning activities (Section 7(a)).
The Collecting and Disbursing Section prepares bills and statements of receivable accounts and solicits payment; receives, collects, and deposits cash; prepares and processes vouchers and warrants for payment of obligations; prepares payrolls; pays approved vouchers and salaries/wages; sells textbooks and public documents; and prepares reports on cash collection, deposits, and disbursements (Section 7(b)).

Legal, supply, buildings, and records bureaus

The Legal Division provides legal services and advice to the Secretary and the Department entities (Section 8).
The Legal Division interprets statutes/laws/rules/regulations affecting Department operations and interprets contract provisions covering work performed by private entities for the Department (Section 8(a)(1)).
The Legal Division assists in promulgation of rules and regulations governing Department activities (Section 8(a)(2)).
The Legal Division prepares comments on proposed legislation referred to the Department by the President or Congress; studies/analyzes legislative proposals from Department entities; prepares bills for introduction to Congress; and maintains liaison with Congress regarding legislation affecting the Department (Section 8(a)(3)).
The Legal Division assists the Solicitor General in representing the Department in court and conducts necessary research related thereto (Section 8(a)(4)).
The Bureau of Supply Coordination administers the government supply system and coordinates/undertakes/assigns supply activities for purchasing, storage, standardization, delivery, and property utilization and disposition (Section 9).
The Bureau promulgates rules, regulations, and standards; formulates and initiates plans and programs; and develops and defines operating procedures for all aspects of government supply management (Section 9).
An Administrative Assistant in the Office of the Bureau Director coordinates administrative services, including preparation/processing of Bureau budget proposals, personnel requests, and forms and supply requisitions; maintenance of personnel documents, correspondence, and operating records; and direction and coordination of clerical, janitorial, messengerial, and guarding services (Section 10).
The Bureau includes: Supply Division, Specifications and Inspection Division, and Property Utilization Division (Section 11).
The Supply Division executes Bureau programs for procurement, stocking, and issuance of supplies/equipment and contracting for non-personal services (Section 12).
The Procurement Section procures by bidding and negotiation from local or foreign sources; composes invitations to bid, maintains bidder lists, awards and administers contracts including alteration/adjustment, and prepares justifications for awards at other than the lowest price and for purchasing outside existing contracts; assists on acceptability determinations in controversies including consideration of adequacy of price reductions; assists requisitioning offices to determine items ordered to fill intended use; studies market trends and develops new supply sources; and develops policies/procedures/forms and provides technical advice for procurement programs in government entities (Section 12(a)).
The Stores Section receives, stores, examines, issues, packs, and ships/delivers supplies/materials/equipment including standard government forms, textbooks, and public documents; operates and maintains warehouses and develops standards/criteria for warehouse space/layouts/facilities; studies agency inquiries and demands and determines adequate stock levels; develops reports on long-supply items, inventories, stock activity, back-order position, and average material cost; and provides technical advice for stores programs (Section 12(b)).
The Service Section registers incoming requisitions and routes them to the concerned section; issues purchase orders for items obtainable under existing contracts or not requiring specialized commodity buying experience; prepares/delivers/maintains contract and invitation files and provides clerical assistance; opens/considers/prepares abstracts of bids; follows up and expedites purchase actions and deliveries; and compiles/analyzes data on market trends and purchase (Section 12(c)).
The Specifications and Inspection Division plans, develops, coordinates, and executes programs on standards, cataloging, testing, and inspection (Section 13).
The Division develops/revises specifications and standards for common-use supplies/equipment/materials; develops policies/regulations/instructions/manuals on sampling and quality control; conducts continuous surveys of technological developments; establishes/maintains a central register of government specifications and list of qualified products; develops/publishes/distributes stock catalogs and official copies of specifications/standards; maintains a central library of manufacturers’ catalogs; maintains master card files identifying items by commodity class, stock numbers, and stock specifications; and maintains liaison with civil agencies and the Armed Forces of the Philippines for integrating stock numbers and cataloging of common-use items (Section 13(a)).
The Property Utilization Division plans, develops, coordinates, and executes government programs on utilization and disposal of supplies/equipment/materials (Section 14).
The Disposal Section sells or otherwise disposes of obsolete, forfeited, abandoned, or surplus supplies/equipment/materials or recommends assignment of disposal functions to other government entities; prepares, issues, and publishes invitations to bid on disposable items; receives, opens, considers, and awards bids for surplus property; and appraises and establishes values of surplus items and develops standards/criteria for determining usability (Section 14(a)).
The Utilization Section requires regular inventories of supplies/equipment in government agencies; conducts reviews and spot-checks; determines and establishes inventory levels for property carried in stock by government entities; devises methods for systematic coordinated transfer among agencies, including preparation/processing of required documents; conducts studies of property utilization practices and formulates/implements policies/procedures including maintenance guides to increase service/utility of supplies/equipment/materials (Section 14(b)).
The Bureau of Building and Real Property Management performs/coordinates/assigns maintenance, repair, and custody of national buildings and administration of National Government real property, including assigning space, approving rental of private quarters/real property for government use, and serving in planning/consultative/advisory capacity on construction and location of new government buildings and building/office services (Section 15).
The Secretary may review repair and maintenance programs undertaken by other government departments/entities and transfer needed appropriations, equipment, property, records, and personnel to the Bureau (Section 16).
The Bureau has an Administrative Assistant to coordinate administrative services, including preparation/processing of budget proposals, personnel requests, forms and supply requisitions; maintaining files of current operating and property records; and directing and coordinating clerical, janitorial, messengerial, and guarding services (Section 17).
The Bureau includes: Planning and Programming Division, Building Maintenance Division, and Real Property Management Division (Section 18).
The Planning and Programming Division functions as planning/scheduling/policy-making/consultative/advisory unit in construction, location, and maintenance of buildings (Section 19), and includes planning studies and developing criteria/policies, preparing plans and cost estimates, developing long-range policies in conjunction with the Department of Public Works, Transportation and Communications, making recommendations on transfer of the National Government seat to Quezon City, recommending legislation/appropriations, reviewing zoning and building ordinances affecting government buildings/real property, compiling program status reports/charts/statistics/data, recommending economic feasibility of self-insurance programs, and developing recommendations on establishing regional offices (Section 19(a)).
The Building Maintenance Division executes Bureau maintenance and repair programs for national buildings and includes regulating/supervising maintenance and repair, inspecting materials/workmanship in contracted work, inspecting buildings/grounds for needed repairs and assisting surveys, recommending standards/criteria, and reviewing other departments’ building maintenance/repair programs and making recommendations to Bureau Directors (Section 20(a)).
The Real Property Management Division handles custody/control/operation/utilization of national government buildings and specified properties and promulgates policies/rules/regulations governing their use (Section 21).
The Division includes a Property Management Section and Building Services Section (Section 21).
The Property Management Section inventories/inspects/appraises/determines value of commercial/industrial/urban properties; recommends sale/rental/lease/transfer; inspects/appraises value of real property and structures for new building sites; initiates/prepares/processes documents to acquire sites and transfer/rent/lease/sell specified government properties; and sets standards/authorizes/approves rental and leasing agreement terms to secure private-owned buildings and lands for government use (Section 21(a)).
The Building Services Section investigates and recommends on space requirements and utilization of buildings/office/shop space owned or rented by the government; assigns quarters/space; develops criteria/standards/policies and advises departments on janitors/guards/messengers/telephone needs; gardener/groundkeeper/laborer needs; and proper utilization of building office/shop space; and studies and recommends necessity/feasibility of a central messenger service between offices in the Manila Area (Section 21(b)).
The Bureau of Records Management develops government-wide programs/policies/rules/regulations governing use, storage, and disposition of current operating records of permanent or historical value (Section 22).
The Bureau has an Administrative Assistant who prepares/processes personnel papers and forms and supply requisitions; maintains files of current operating records and personnel documents; directs/coordinates clerical/messengerial/janitorial/guarding services; and assists in collecting/compiling/preparing materials and data needed for budget proposals (Section 23).
The Bureau includes Current Records Division, Archives Division, and Records Storage Division (Section 24).
The Records Storage Division is inoperative until its operation is deemed feasible by the Secretary (Section 24).
The Current Records Division serves as planning/regulating/policy-making/advisory unit on use/storage/disposition of government operating records (Section 25).
It conducts research/studies; develops criteria/standards/controls; promulgates policies/rules/regulations on creation, storage, security, preservation, maintenance, transfer, disposition, disposal, and retirement; inspects/appraises records; determines records for retirement/destruction; recommends inclusion within Bureau scope; requisitions transferable records to the Department or records storage centers; directs/determines disposal/destruction method; reports losses of records and initiates actions to recover unlawfully removed records; requires reports/statistics and analyzes effectiveness; develops and initiates records management training programs; conducts studies and recommends necessity/feasibility of activating the Records Storage Division; and provides technical advice/assistance to government entities (Section 25(a)).
The Archives Division stores/services/rehabilitates documents/records of permanent value and historical interest and includes a Reference Service Section, Spanish Documents Section, and General Documents Section (Section 26).
The Reference Service Section operates a public reading room; answers inquiries/correspondence; issues photostatic or certified true copies; recommends fees for copies; and loans/assigns historical materials or copies to national cultural entities for exhibition or study (Section 26(a)).
The Spanish Documents Section acquires/rehabilitates/services/indexes/catalogs/stores Spanish Government of the Philippines period records; and recommends related policies/programs for acquisition/storage/use (Section 26(b)).
The General Documents Section receives/classifies/indexes/catalogs/services archives/documents/records not classified as Spanish documents, including notarial registers and cattle brand registrations, mortgages, and trust deeds; and recommends related policies/programs (Section 26(c)).
The Records Storage Division establishes and operates records storage centers for documents/papers preserved for a period of time but not needed to be retained by the concerned government entities (Section 27).
It establishes storage centers; issues operating rules/regs/procedures for center activities; recommends policies/rules for transfer or loan of documents in center custody; and reports losses and initiates recovery actions (Section 27(a)).

Printing and media center continuity rules

The Bureau of Printing retains its powers/duties/functions and is not affected by the reorganization plans except for the goal of centralizing administrative services in the Departments, which abolishes the Bureau’s Administration Division (Section 28).
The Administrative Division functions are redistributed as follows: payroll preparation, disbursing/collecting cash, billing/collecting accounts due, and selling textbooks/public documents transfer to the Department’s Fiscal Division (Section 28(a)(1)).
Maintenance of permanent personnel records and operation of the medical unit transfer to the Department’s Administrative Division (Section 28(a)(2)).
Stocking/printing/binding raw materials and machinery spare parts; subscriptions to the Official Gazette and related correspondence/inquiries; and delivery/shipping/mailing of completed work including distribution of the Official Gazette transfer to the Layout Division of the Bureau (Section 28(a)(3)).
Woodworking and carpentry functions transfer to the Power Plant Division of the Bureau (Section 28(a)(4)).
Stocking/storing/issuing/delivering standard government forms, textbooks, and public documents transfer to the Bureau of Supply Coordination (Section 28(a)(5)).
The Bureau of Printing has an Administrative Assistant to coordinate administrative services including budget proposals, personnel requests, forms and supply requisitions; maintenance of necessary personnel documents/correspondence/current operating records; and coordination of clerical/janitorial/messengerial/guarding services (Section 29).
The National Media Production Center retains its functions/powers/duties/responsibilities and is not affected by the reorganization plans except that responsibility for providing administrative services is transferred to the Department’s staff divisions (Section 30).
The National Media Production Center has an Administrative Assistant to prepare/process personnel papers and forms and supply requisitions; maintain files of current operating records and personnel documents; coordinate clerical/messengerial/janitorial/guarding services; and assist in collecting/compiling/preparing budget proposal materials/data (Section 31).

Appropriations, reallocation, and special provisions

Implementing details reallocate appropriations for Department operation from July 1, 1956 to June 30, 1957, subject to adjustment by the Commissioner of the Budget based on unexpended balances available as of the effective date of these implementing details (Section 32).
Appropriations listed include: PHP 5,208,130.00 under Republic Act Numbered 1600 for the Bureau of Printing Revolving Fund; PHP 285,760.00 for the National Media Production Center General Fund; and PHP 209,040.00 for the Bureau of Supply General Fund (Section 32(a)(1)-(3)).
Additional amounts listed under Republic Act No. 1600 include PHP 60,200.00 for Bureau of Public Works (supervision of maintenance and repair of national buildings in Manila and Quezon City); PHP 90,740.00 for the Procurement Branch of the Office of Foreign Aid Coordination, National Economic Council; and PHP 84,670.00 for the Division of Archives, Bureau of Public Libraries (Section 32(a)(4)-(6)).
An amount listed from the Board of Liquidators Surplus Property Unit Current Deposit is PHP 78,520.00, making total appropriations PHP 6,017,060.00, comprised of PHP 730,410.00 General Fund, PHP 5,208,130.00 Bureau of Printing Revolving Fund, and PHP 78,520.00 Surplus Property Unit Current Deposit (Section 32(b)).
Reallocated funds for the operation of the Department for the same period include: PHP 97,700.00 General Fund for implementation of Plan No. 2-A, and PHP 5,919,360.00 total Current Operating Expenditures broken into specified program allocations (Section 32(b)).
The Current Operating Expenditures include Office of the Secretary general administration and legal services totaling PHP 290,000.00, Bureau of Supply Coordination totaling PHP 292,620.00, Bureau of Building and Real Property Management totaling PHP 138,320.00, Bureau of Records Management totaling PHP 84,670.00, Bureau of Printing totaling PHP 4,871,750.00, and the National Media Production Center totaling PHP 242,000.00 (Section 32(b)).
A special requirement for Bureau of Supply Coordination provides that PHP 4,200.00 of its PHP 292,620.00 allocation is available as government contribution for insurance and retirement coverage of employees transferred from the Surplus Property Unit of the Board of Liquidators (Section 32(b)(2)).
The Bureau of Printing allocation has special provisions: PHP 67,500.00 reimburses the Budget Commission for accounting services and PHP 19,130.00 reimburses the General Auditing Office for auditing services; PHP 211,700.00 is for modernization and improvement of the Bureau of Printing, acquisition of machineries/plants/facilities; and the Secretary may use any unexpended balance for additional expenses to meet any increase in printing workload (Section 32(b)(5)).
Total current operating expenditures PHP 5,919,360.00 are paid out of: General Fund PHP 632,710.00, Bureau of Printing Revolving Fund PHP 5,208,130.00, and Proceeds from sales of Surplus Property PHP 78,520.00 (Section 32 Special Provisions).
All current operating expenditures PHP 5,919,360.00 are allotted for: Personal services totaling PHP 3,025,460.00 (including PHP 170,340.00 for temporary and emergency help and including PHP 4,200.00 for government contribution for insurance and retirement coverage of transferred employees) and Non-personal items totaling PHP 2,893,900.00 (Section 32 General Provisions on allocations).

General provisions on transportation allowances

The General Provisions of Republic Act No. 1600 remain in full force and effect and are made part of the appropriations section except for specified modifications (Section 32 General Provisions).
Section 16 of Republic Act No. 1600 (Official entitled to transportation allowance) is modified to include the Directors of the Bureau of Supply Coordination, Bureau of Building and Real Property Management, and Bureau of Records Management as officials granted a commutable transportation allowance of PHP 100 pesos each per month, and to exclude the Purchasing Agent of the Bureau of Supply whose position is abolished (Section 32 General Provisions(a)).
Section 17 of Republic Act No. 1600 (Bureaus and offices entitled to use, operate, and maintain government motor vehicles and launches) is modified to include the Department of General Services for regulating and performing procurement/supply functions, maintenance/custody of real property, disposal of surplus property, promotion of sound records management, printing, and media production services, and to exclude the Bureau of Printing whose motor vehicle requirements shall be supplied by the Department of General Services (Section 32 General Provisions(b)).

Staffing pattern, appointments, and delegation of authority

The staffing pattern is provided for Department positions by project activity for the period from the effective date of implementing details to June 30, 1957, subject to reorganization plans Nos. 1-A, 2-A, and 3-A (Section 33).
The Secretary may make necessary salary adjustments subject to approval of the Commissioner of the Budget to fit final personnel selection to positions in the staffing pattern, ensuring no incumbent receives a reduction in salary (Section 33).
The Secretary may also make salary adjustments for new appointments, promotions, or salary increases subject to the staffing pattern adjustment limits (Section 33).
No salary adjustment may result in a salary rate exceeding the minimum of the applicable salary range as provided in Reorganization No. 2-A (Section 33).
New appointments, promotions, and salary increases presently pending that would exceed the maximum rate of the appropriate salary range are cancelled until further notice (Section 33).
Nothing in the staffing pattern deprives the Government Survey and Reorganization Commission of power during its existence, and the Commissioner of the Budget thereafter, to make changes to correct mistakes, discriminations, or other injustices committed in preparing the staffing pattern (Section 33).
The personnel structure shall conform to the staffing pattern for the period from the effective date of implementing details to June 30, 1957 (Section 34).
Appointments to positions authorized in the staffing pattern are subject to civil service and other personnel laws, rules, and regulations (Section 35).
Personnel in the present staff who meet requirements must be employed before consideration is given to employment of other persons, subject to approval of the Government Survey and Reorganization Commission and the President (Section 35).
Delegation of authority required or authorized by the implementing details must be in writing, must indicate the officer/class of officers to receive the delegation, must define extent of delegatee responsibility for results, and must vest delegatees with sufficient authority to discharge assigned responsibility (Section 36).
Delegations specifically provided by the implementing details are within the limits of those implementing details (Section 36).
Nothing in the delegation rule prevents other delegations (Section 36).

Transitional transfers, audits, and cost charging

The General Auditing Office must complete, at the earliest possible time and in no event later than 120 days from the date the Executive Order makes these implementing details effective, a complete audit, fiscal inventory, and on-the-spot appraisal of all properties of the **Sur