Mindanao’s lead agency in coordinating and integrating development efforts that bring about accelerated socio-economic development of Mindanao.
We shall carry out this mission through the active and extensive participation of all sectors in this development process. We are committed to upholding standards for service excellence, good governance and inclusive leadership in achieving the aspirations and vision of all Mindanawons.
MinDA Operations Manual
Download Related Document
Service Charter
Download Related Document
Service Charter
| No. (A) |
Customer Activity (B) |
Step-by-Step Procedure (C) |
Office/Person Responsible/Location (D) |
Duration (E) |
Documentary Requirements (F) |
Amount of Fees (G) |
| 1 | Data Request | Step 1: Client to submit letter of request to the Guard-on-Duty | Guard-on Duty | 5 days (in case of simple data request) 10 days (in case of complex data) |
Letter of request addressed to the MinDA Chairperson indicating specific data or information on Mindanao or other relevant information if available from the agency | None |
| Step 2: Letter of request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to KMD | OED | |||||
| Step 4: Assigned Knowledge Management Division (KMD) staff to prepare requested data and submit to Supervisor/s for endorsement/approval | KMD | |||||
| Step 5: Assigned KMD staff to facilitate dispatch of data to requesting client | KMD | |||||
| 2 | Library Services (Borrowing of Books) |
Step 1: Staff to personally request needed books/materials from the Librarian | Concerned Staff | 10 minutes | Personal Request Filled out Borrower’s Card |
None |
| Step 2: Librarian to fill out the corresponding Borrower’s Card (BC) of the concerned staff | MinDA Library/Librarian | |||||
| Step 3: Librarian to release books/materials to borrower; borrower to sign on the acknowledgment portion of the BC | MinDA Library/Librarian | |||||
| Step 4: Librarian to encode BC information in the Electronic Monitoring System | MinDA Library/Librarian | |||||
| 3 | Project Assistance | Step 1: Client to submit letter of request to the Guard-on-Duty | Guard on Duty | 5 days (project desk review & endorsement) 10 days (Complete Staff Work (CSW) and Endorsement) 5 days (Technical Assistance on project development/packaging) |
Letter addressed to MinDA Chairperson indicating the needed assistance for a certain project, contact person and contact number. Full Project Profile – Printed (2 copies) and Electronic (CD-Copy) |
None |
| Step 2: Letter of request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to Project Development Division (PDD) | OED | |||||
| Step 4: Assigned PDD staff to undertake appropriate action, i.e. desk review, endorsement, CSW, technical assistance, relative to the request and submit report and/or required output to Supervisor/s for endorsement/approval | PDD | |||||
| Step 5: Assigned PDD staff to facilitate release of approved report and/or required output to requesting client | PDD | |||||
| 4 | Technical Assistance | Step 1: Client to submit letter of request to the Guard-on-Duty | Guad on Duty | 10 days (CSW, Coordination Meeting, and Technical Assistance) | Letter addressed to MinDA Chairperson indicating the needed assistance, specific time and date, contact person and number. | None |
| Step 2: Letter request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to concerne division/staff | OED | |||||
| Step 4: Assigned staff to undertake appropriate action, i.e. desk review, endorsement, CSW, technical assistance, relative to the request and submit report and/or required output to Supervisor/s for endorsement/approval | Concerned Division | |||||
| Step 5: Assigned staff to facilitate release of approved report and/or required output to client | Concerned Staff | |||||
| 5 | Invitation as Resource Person | Step 1: Client to submit letter of request to the Guard-on-Duty | Guard-on-DutyRecords OfficerOEDOED | 5 days | Request letter addressed to the MinDA Chairperson or Executive Director indicating name of activity, date of activity and venue. Copy of Program of Activities |
None |
| Step 2: Letter request forwarded to the Records Section for recording in the Document Tracking System (DTS) | ||||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to concerned division/staf | ||||||
| Step 4: If invitation is accepted, assigned division/staff to undertake appropriate action, i.e. acknowledgment of invitation, coordination with client, preparation of presentation materials and/or speeches and submit to Supervisor/s for review/approval; if not accepted, assigned staff to facilitate sending out of regrets | ||||||
| 6 | Coordination Meeting | Step 1: Client to submit letter of request to the Guard-on-Duty | Guard-on-Duty | 5 days | Request letter addressed to the MinDA Chairperson or Executive Director indicating name of activity, date of activity and venue. Copy of Program of Activities |
None |
| Step 2: Letter request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: TS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to concerned division/staff | OED | |||||
| Step 4: Concerned division/staff to coordinate with client on the requirements for the activity | Concerned Division | |||||
| Step 5: Concerned division/staff to facilitate preparation of documents and other requirements for the activity | Concerned Staff | |||||
| 7 | Capability Training on a Particular Topic/Program | Step 1: Client to submit letter of request to the Guard-on-Duty | Guard-on-Duty | 5 days | Request Letter addresses to MinDA Chairperson or Executive Director | None |
| Step 2: Letter request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to concerned division/staff | OED | |||||
| Step 4: Concerned division/staff to coordinate with client on the requirements for the training | Concerned Division | |||||
| Step 5: Concerned division/staff to facilitate preparation of requirements, i.e. presentation materials, training module, and other related documents | Concerned Staff | |||||
| 8 | Investment Facilitation/Matchin
|
Step 1: Client to submit letter of request to the Guard-on-Duty | Guard-on-Duty | 2-5 days for simple facilitation 2 weeks or more for complex transactions |
Letter addressed to MinDA Chairperson indicating the business interest or investment project requesting for the agency’s intervention or assistanc | None |
| Step 2: Letter of request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to Investment Promotions Division (IPD) | IPD | |||||
| Step 4: Assigned staff to undertake appropriate action, i.e. coordination with client and prospective investors, CSW, endorsement, technical assistance, relative to the request and submit report and/or required output to Supervisor/s for endorsement/approval | Concerned IPD Staff | |||||
|
Step 5: Assigned staff to facilitate release of approved report and/or required output to client |
Concerned IPD Staff | |||||
| 9 | Request for Certificate of Employment from Resigned Employees | Step 1: Client to submit letter of request to the Guard-on-Duty or make request via Email, Facebook message or Telephone call | Guard-on-Duty Email: This email address is being protected from spambots. You need JavaScript enabled to view it. Tel. No. (082) 221-1345 Facebook: Mindanao Development Authority |
3 days | Request thru email, phone call or Facebook message Formal letter of request |
None |
| Step 2: Letter of request forwarded to the Records Section for recording in the Document Tracking System (DTS); For telephone call, Guard-on-Duty to forward call to the HR Unit | Records Officer/ HR Personnel |
|||||
| Step 3: TS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to Office for Finance and Administrative Services OFAS (OFAS)-Human Resource Management and Development Unit (HRMD Unit) | OED | |||||
| Step 4: Assigned HR staff to prepare Certificate of Employment (COE) and submit to Supervisor/s for endorsement/approval | HRMD Unit | |||||
| Step 5: Assigned staff to facilitate release of approved report and/or required output to client | HRMD Unit | |||||
| 10 | Request for Clearance of Retired/Resigned/Separated Employees | Step 1: Client to submit letter of request to the Guard-on-Duty | Guard on Duty | Within 15 days upon request | Formal letter of request | None |
| Step 2: Letter of request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to OFAS/HRMD Unit | OED | |||||
| Step 4: Assigned HR staff to facilitate issuance of Clearance | HRMD Unit | |||||
| Step 5: Assigned staff to facilitate release of duly-accomplished Clearance to client | HRMD Unit | |||||
| 11 | Certificate of Appearance of government personnel attending meetings within MinDA Office | Step 1: Concerned division/staff organizing the meeting to facilitate issuance of Certificate of Appearance to be signed by the OFAS Director | Concerned Division | Within 15 minutes | Personal Request | None |
| Step 2: Concerned division/staff to facilitate release of duly-signed Clearance to client | ||||||
| 12 | Request for Procurement-related information | Step 1: Client to submit letter of request to the Guard-on-Dut | Guard on Duty | Within the day upon receipt | Formal request letter | None |
| Step 2: Letter of request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to MinDA Bids and Awards Committee (BAC)/BAC Secretariat | OED | |||||
| Step 4: BAC Secretariat to undertake appropriate action on the request and submit output to BAC for approval | BAC and BAC Secretariat | |||||
| Step 5: BAC Secretariat to facilitate release of requested information to client | BAC Secretariat | |||||
| 13 | Request for Adjustment of wage increase due to DOLE Wage Orders | Step 1: Client to submit letter of request to the Guard-on-Duty | Guard on Duty | Within 5 days upon reques | Formal Letter of request | None |
| Step 2: Letter of request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to Administrative Division | OED | |||||
| Step 4: Administrative Division forwards letter to Procurement Unit for verification of latest Wage Order then forwards to Finance Unit as reference in the validation of increased billing by the service provider. | Administrative Division/Procurement Unit and Finance Division | |||||
| Step 5: Procurement Officer to acknowledge receipt of client’s request and inform client of the actions taken relative to the request | Procurement Officer | |||||
| 14 | Performance Evaluation of Security and Janitorial Services | Step 1: Client to submit letter of request to the Guard-on-Duty | Guard on Duty | Within 15 days upon receipt | Formal letter of request | None |
| Step 2: Letter of request forwarded to the Records Section for recording in the Document Tracking System (DTS) | Records Officer | |||||
| Step 3: DTS-recorded document forwarded to the Office of the Executive Director (OED) for instruction/routing to Administrative Division | OED | |||||
| Step 4: Assigned staff to undertake appropriate action on the request and submit output to Supervisor/s for endorsement/approval | Administrative Division | |||||
| Step 5: Assigned staff to facilitate release of Performance Evaluation Report to client | Administrative Division | |||||
