Office or Division

Corporate Affairs and Information Resource Management Division (CAIRMD)

Classification

Simple Transactions: GAD-related information that is readily available, either as a publication material or as an unpublished but finalized material.

Complex Transactions:

Highly Technical Transactions: 
GAD-related information that is not readily available and require further research, consultation with other stakeholders, processing of raw tables from available databases, or review/approval of PCW Board.

Total Processing Time

Simple Transactions: 
within 3 Working Days 

Complex Transactions:
within 7 Working Days

Highly Technical Transactions:
within 15 Working Day

Type of
Transaction

Government to Citizen, Government to
Government (for Library Services)

Fees to be paid

Who may avail

Documentary requirements

Where to secure

For Walk-in Clients:
Visitor’s log
Client Request and Feedback Form (CRFF)

For Written Requests: Letter Request

Client Steps

Agency Actions

Person in
Charge

Processing
Time

Walk-in Client

1. All client/s pass
through the Security
Guard for
identification and other security
procedure.

1.1 The Security Guard requests the client/s
to fill out the CRFF where the nature of
the request is indicated.

2. Clients to proceed to
the designated area
to meet the
Information Desk
Officer

2.1 Provides the requested information if
available in PCW or advices the client
on where to get the unavailable
information, when applicable.

2.2 Assists the client in finding appropriate
reading materials from library reserved
collection or provides free copies of
PCW publications.

3. Accomplishes the
Feedback on PCW
Services and
Facilities portion of
the CRFF and drops
it at the box located
at the PCW lobby

3.1 The Human Resource Management and
Development Section (HRMDS) then
collects the accomplished CRFF daily
(after office hours), processes its
results, and provides report to the
Administration and Finance Division –
Chief Administrative Officer (AFD CAO)
on the results of the evaluation

HR
Management
Officer II
Chief
Administrative
Officer

3.2 Presents the feedback and evaluation
results to the Management Committee
(MANCOM) for information and action
as needed

Chief
Administrative
Officer,
Management
Committee

Telephone Inquiries

1. Calls the listed PCW
phone numbers to
request for GAD
information and
referral services

1.1 Receives phone inquiries related to
GAD and referral services requested by
private individuals and institutions, and
forwards the calls to the Information
Desk Officer of CAIRMD.

Security Guard
(trunk line)

Information
Desk Officer –
CAIRMD (direct
line)

2. Provides the
necessary details of
the
requests/inquiries.

Information
Desks Officer–
CAIRMD /
Librarian

2.2 For complex inquiries needing specific
details or clearance from the
management, advices the client to
send a written request providing
specific details on the nature and
purpose of the requested information.

2.3 For library research or request for PCW
publications, refers the client to the
PCW digital library or arranges schedule of pick-up of available PCW
publications.

2.4 Records the details of the service
provided in the GAD IRS Online
Monitoring Form.

Written Inquiries/Requests

Records Officer
or Division/Unit
that receives an
e-mail

30 minutes
upon receipt
of request

Records
Officer, Office
of the Executive
Director

Simple –
within 3
working days

Complex –
within 7
working days
Highly

Technical –
within 15
working days

Information
Desk Officer –
CAIRMD

Information
Desk Officer -
CAIRMD

Office or Division

Corporate Affairs and Information Resource Management Division and
Inter-Agency on Violence Against Women and Their Children (IACVAWC)

Classification

Simple Transactions: information is

Complex Transactions: information is
not readily available, requiring the review
and approval of appropriate authorities
prior to release.

Highly Technical Transactions:
information is not readily available and
require further research, consultation with
other stakeholders, or review/approval of
PCW Board or of the IACVAWC Council

Total Processing Time

Simple Transactions: 
within 3 Working Days 

Complex Transactions:
within 7 Working Days

Highly Technical Transactions:
within 15 Working Day

Type of
Transaction

Government to Citizen, Government to
Government (for Library Services)

Fees to be paid

Who may avail

Documentary requirements

Where to secure

For Walk-in Clients:
Visitor’s log
Client Request and Feedback Form (CRFF)

For Written Requests: Letter Request

Client Steps

Agency Actions

Person in
Charge

Processing
Time

Walk-in Client

1.1 The Security Guard requests the client/s
to fill out the CRFF where the nature of
the request is indicated.

If nature of request is information or
referral service, the Security Guard
refers the client to the Information Desk
Officer. VAW-related concerns are
referred to the IACVAWC Secretariat.

2. Clients to proceed
to the designated
area to meet the
Information Desk
Officer

2.1 Discusses the concern with the client to
get relevant information needed to
assess the request.

Information
Desks –
CAIRMD or
IACVAWC
Secretariat

15-120
minutes

2.2 Advices the client on the appropriate
agency/institution with mandate or
competence to provide the needed
assistance. When needed, referral
letter is provided to the client for
presentation to the service provider of
another agency/institution.

3. Accomplishes the
Feedback on PCW
Services and
Facilities portion of
the CRFF and drops it
at the box located at
the PCW Guard Area

3.1 The Human Resource Management and
Development Section (HRMDS) then
collects the accomplished CRFF at end
of the day of the last working day of the
month, processes its results, and
provides report to the Administration
and Finance Division – Chief
Administrative Officer (AFD CAO) on
the results of the evaluation

HR Management
Officer II

Chief
Administrative
Officer

3.2 Presents the feedback and evaluation
results to the Management Committee
(MANCOM) for information and action
as needed

Chief
Administrative
Officer,
Management
Committee

Telephone Inquiries

Security Guard (trunk line) 
 
Information Desks – CAIRMD or IACVAWC Secretariat (direct line)

2. Provides the
necessary details of
the requests/inquiries.

2.1 Discusses the concern with the client to
get relevant information needed to
assess the request.

Information Desk
Officer or
IACVAWC
Secretariat

15-30
minutes

2.2 Advices the client on the appropriate
agency/institution with mandate or
competence to provide the needed
assistance.

2.3 Records the details of the service
provided in the appropriate services log
form.

Written Inquiries/Requests

1.1 Forwards letter of request to the
Records Section for recording in the
Document Tracking System (DTS)
(requests/inquiries received through
email)

Records Officer
or Division/Unit
that receives an
e-mail

30 minutes
upon receipt
of request

1.2 Record Section inputs the request to the
DTS for instructions of the ED/OIC and
forward to CAIRMD for referral to the
service providers regarding concerns
on women's human rights or to
IACVAWC for VAW-referral services

Records Officer,
Office of the
Executive
Director

Simple –
within 3
working
days

Complex –
within 7
working
days

Highly
Technical –
within 15
working days

1.3 Checks the DTS and respond to the
request/inquiry of the client

Information Desk
Officer –
CAIRMD or
IACVAWC
Secretariat

1.4 Updates the DTS on the actions taken
and on the status of the assistance
provided

Information Desk
Officer –
CAIRMD or
IACVAWC
Secretariat

Office or Division

Technical Services and Regional Coordination Division (TSRCD), Policy
Development, Planning, Monitoring And Evaluation Division (PDPMED) and Sectoral Coordination Division (SCD)

Classification

Total Processing Time

Simple Transactions: 
within 3 Working Days 

Complex Transactions:
within 7 Working Days

Highly Technical Transactions:
within 15 Working Days

Type of
Transaction

Government to
Government

Fees to be paid

Who may avail

Documentary requirements

Where to secure

For Walk-in Clients:
Visitor’s logbook and Client Request and
Feedback Form (CRFF) and/or GAD Rapid Assessment Tool
for Walk-In Clients

For Written Requests: Letter Request

Client Steps

Agency Actions

Person in
Charge

Processing
Time

Walk-in Client

1. The client shall
secure an
appointment by
sending an email to
PCW.

1.1 Prior to the official visit, the client is
encouraged to make an appointment by
sending an email to PCW specifying the
details such as number of visitors, purpose
of the visit, among others.

1.2 The assigned GAD Specialist/Officer will
coordinate / accommodate the TA request
of clients. If a particular GAD
Specialist/Officer is specifically requested,
s/he will directly coordinate with the client
for a common schedule.

Assigned
Technical Officer
of the concerned
Division

2. All clients pass
through the Security
Guard for
identification and
other security
procedures.

2.1 During the actual visit, the Security Guard
requests the clients to fill out the CRFF
where the nature of the request is
indicated.

2.2 The Security Guard refers the client to the
concern division

3. Clients to proceed to
the designated area
to meet the
responding
Division’s
representative

3.1 Reviews the nature of the request and
provides the necessary information and/or
technical assistance

Assigned
Technical Officer
of the concerned
Division

30-120 minutes
(depending on
the clients’
needs)

4. Accomplishes the
Feedback on PCW
Services and
Facilities portion of
the CRFF and
drops it at the box
located at the PCW
Guard Area

4.1 The Human Resource Management and
Development Section (HRMDS) then
collects the accomplished CRFF at end of
the day of the last working day of the
month, processes its results, and provides
report to the Administration and Finance
Division – Chief Administrative Officer
(AFD CAO) on the results of the evaluation

HR Officer
Chief

Administrative
Officer

4.2 Presents the feedback and evaluation
results to the Management Committee
(MANCOM) for information and action as
needed

Chief
Administrative
Officer,
Management
Committee

Telephone Inquiries

1. Calls the listed PCW
phone number

1.1 Receives phone inquiries related to the
needed technical assistance, inquires the
nature of the call from the client, and refers
to the appropriate Division

Security Guard
(trunk line)

Administrative
Assistant/GAD
Specialist/Officer

2. Provides the
necessary details of the requests/inquiries.

2.1 Accepts the client’s call, and discusses the
nature of the request and the need for
technical assistance

GAD
Specialist/Officer

2.2 Records the TAs provided via Phone Calls
in the Logbook or in the GAD summary
report form for phone calls immediately
after the phone call/upon reporting to the
office

Assigned
Technical Officer
of the concerned
Division

Written Inquiries/Requests

1. Sends letter to PCW
(e-mail/ courier/postal
service/fax) indicating
important details about
the inquiry.

1.1 Division to forwards letter of request they
received to the Records Section for
recording in the Document Tracking
System (DTS) (requests/inquiries received
through email)

Records Officer
or Division/Unit
that receives an
e-mail

Simple – within
3 working days

Complex –
within 7 working
days

Highly
Technical –within 15
working days

1.2 Record Section inputs the request to the
DTS for instructions of the Executive
Director (ED) /OIC for highly technical
requests and/or forward directly to TSRCD for technical assistance requests from
government agencies

Records Officer,
Office of the
Executive
Director

1.3 The Administrative Assistant /Assigned
GAD specialist/officer monitors, and
checks the DTS for any TA requests with
instructions from the Office of the
Executive Director.

Administrative
Assistant
(AA)/Assigned
GAD
specialist/officer

1.4 The Chief GAD Specialist/Division
Chief/Officer-In-Charge provides
instructions regarding the requests. TAs
from priority agencies shall be forwarded
to and coordinated with the Sectoral
Coordination Division (SCD). While other
TAs, depending on the nature of requests
will be forwarded
to/coordinated with the concerned
Division. e.g. Comments on GPB and GAD
AR, Tutorial on GMMS, among others.

The Chief GAD
Specialist/Divisio

n Chief/Officer-
In-Charge

1.5 The Administrative Assistant updates the
DTS for official recording of the
instructions to the TA requests received.

Administrative
Assistant

1.6 The assigned GAD Specialist/Officer acts
on the instructions of the Chief GAD
Specialist/Division Chief/OIC, and updates
the DTS for actions taken relevant to the
GAD TA request.

GAD
Specialist/Officer

Client Steps

Agency Actions

Processing Time

Submission of GPBs

1. Agencies that do not have or need to update their GMMS user account/s to download the registration form from the PCW
website and submit the filled-out registration form for the online submission of their -+GPBs.

1.1 CAIRMD-ICTS receives the filled-out form and
creates the GMMS user account of the
requesting agency/ies.

1.2 CAIRMD-ICTS emails the requesting
agency/ies their GMMS account username
and the guide to activating their GMMS
accounts.

1.3 Upon the agency’s request, new GMMS users
are oriented on the use of the system.

2. Agencies submit their GPB
through the GMMS.

1.1 Review Moderator tags reviewers based on
agreed agency assignments.

1.2 Reviewers receive GMMS notifications of their
assigned agency GPB and take note of the
prescribed period when these documents
have to be reviewed and returned to the
agencies.

1.3 Reviewers determine the GPB’s compliance
to the minimum 5% GAD budget requirement and to the provisions of the MCW and
relevant guidelines on GAD Planning and
Budgeting. If found compliant, the reviewer
forwards the GPB to the endorser with
recommendation for its endorsement. If not
compliant to the requirements, the reviewer
returns the unendorsed GPB to the GPB
owner for enhancement.

2.1.1 Reviewers evaluate the request and based
on the evaluation, forwards a
recommendation to the endorser, and if
granted, inform/s the CAIRMD-ICTS to
provide the agency access to the GMMS until
the set deadline.

2.1.2 Reviewers review the revised GPB. (Section
1.3)

15 calendar days
to submit request
for reconsideration

2.2.1 PDPMED acknowledges receipt of endorsed
GPB, records the submission and files the document.

Submission of Adjusted/Recalibrated Endorsed GPB

1.1 PCW to make an initial assessment if there is
indeed a need to adjust or recalibrate the
endorsed GPB and/or if the proposed new
GAD projects, programs, or activities are
acceptable.

1.2 Once the changes are found to be necessary
and acceptable, the agency shall be given
access to encode and submit the revisions to
the GPB through the GMMS.

1.3 Reviewer reviews and recommends for re-
endorsement of the adjusted GPB.

1.4 Endorser reviews the recommendations and
endorses the GPB.

Client Feedback

1. Agency with endorsed GPB will
receive the weblink for
accomplishing the GPB Review
and Endorsement Process
Evaluation Form included in the
GMMS generated notification that
is sent to agencies upon the
endorsement of the GPB.

2. Agency filled-out evaluation form
and send to PCW.

1.1 Office of the Deputy Executive Director for
Operations (ODDO) with the assistance of the
designated reviewer follows up the
submission of the filled-out evaluation form.

1.2 ODDO receives the filled-out forms for
processing and analysis and notes
comments/remarks to be discussed in the
ManCom meeting.