Project ExPress: Expedite the Payment Process to External Creditors

Abstract

INTRODUCTION

Expedite the payment process to external creditors from 178 days to 45 days? Based on the records of the Accounting Section, Department of Education Camarines Sur has still unsettled financial obligations to external creditors from 2013 to 2015 that made the division unpopular among several external creditors/providers, which hampered the efficient delivery of educational services. With this situation, the division sometimes resorted to negotiated procurement to avail the services of external providers for some amount of less than 1M.

METHODS

This study employed a mixed method of research. Purposive sampling technique was used. Only those personnel involved in the payment process to external creditors. It employed the process of Continuous Improvement Program (CIP) using the three stages of Assess, Analyze, and Act. These stages have the 10 process steps used as a guide in solving the problem. Statistical treatment was made possible through the use of MS Excel. The study used descriptive statistics like summation, mean, percentage and rank. This is a team project with Ms. Mildred J. Prades, Delfin A. Bondad, and Maria Elena A. Argarin.

RESULTS

The payment process of SDO Camarines Sur to external creditors was reduced from 178 days to 37 days in 2016. The system of progress monitoring, coordination among the supply office, inspectors and creditors and inappropriate interpretation and implementation of the policy were among the root causes identified by the team. Citizens Charter containing the office improved flow chart of transactions; commitment form of each personnel stating the tasks assigned with corresponding time allotment per transaction; adoption of unified logbook and checklist; institutionalized feedback and monitoring system by assigning functional coordinator per section, conduct of regular coordination meetings of section heads and utilization of customer satisfaction survey and office layout enhancement applying Systematic Filing System through 5S were among the solutions implemented.

DISCUSSIONS

Capacitating the SDO personnel is of great help for the institutionalization of Continuous Improvement Program in Camarines Sur Division. It will be the next effort of the team in SDO Camarines Sur. Improvement of division and school processes towards the attainment of excellent results is the goal of everyone.