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MANAGEMENT
Management pertains to the utilization of available resources in an organization to achieve its
organizational objectives. It also refers to the process of directing and facilitating the work of people
organized in formal groups in order to achieve a desired goal. It is concerned in placing the right people
on the right job and in maintaining a satisfied work force.
ELEMENTS OF MANAGEMENT
1. Authority is the right to command and control the behavior of employees in lower positions
within an organizational hierarchy. A particular position within an organization carries the same
regardless of who occupies that position.
2. Responsibility means that the management shall be held accountable for whatever result that
may arise in the exercise of authority. Thus, responsibility limits the exercise of ones authority.
Command Responsibility -is the doctrine that imposes commensurate accountability to
one who is vested with management and leadership functions.
ADMINISTRATION
- is an organizational process concerned with the implementation of objectives and plans and
internal operating efficiency. It connotes bureaucratic structure and behavior, relatively routine
decision making and maintenance of the internal status quo.
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MANAGEMENT OR ADMINISTRATIVE FUNCTIONS
1. PLANNING - refers to the determination in advance of how the objectives of the organization will be
attained.
2. ORGANIZING - involves the determination and allocation of the men and women as well as the
resource of an organization to achieve pre-determined goals or objectives of the organization.
3. DIRECTING - involves the overseeing and supervising of the human resources and the various
activities in an organization to achieve through cooperative efforts the pre-determined goals or objectives
of the organization.
4. STAFFING - the task of providing competent men to do the job and choosing the right men for the
right job. It involves good selection and processing of reliable and well-trained personnel.
5. CONTROLLING - involves the checking or evaluation and measurement of work performance and
comparing it with planned goals or objectives of the organization, and making the necessary corrective
actions so that work is accomplished as planned.
6. REPORTING - the making of detailed account of activities, work progress, investigations and unusual
in order to keep everyone informed or what is going on.
7. BUDGETING - the forecasting in detail of the results of an officially recognized program of operations
based on the highest reasonable expectations of operating efficiency.
THEORY X AND Y
This behavioral science approach was introduced by D. McGregor. Theory X assumes that
people have little ambition, dislike work, and must be coerced in order to perform satisfactory. Theory Y
assumes that people do not inherently dislike work and if properly rewarded, people will perform well on
the job.
1. Police Personnel Planning study of the labor supply of jobs which are composed of the demands
for employees in an organization to determine future personnel requirements which either increase or
decrease.
2. Police Recruitment is the process of encouraging police applicant form outside an organization to
seek employment in an organization. It consists of developing a recruitment plan, recruitment strategy
and maintaining a list of qualified applicants.
3. Police Screening/Selection the process of determining the most qualified police applicant for a
given position in the police organization.
4. Police Placement the process of making police officers adjusted and knowledgeable in a new job
and/or working environment.
5. Police Training and Development refers to any method used to improve the attitude, knowledge
and skill or behavior pattern of an employee for adequate performance of a given job.
6. Police Appraisal process of measuring the performance of people in achieving goals and
objectives. Also known as Performance Evaluation System
7. Police Compensation constitute the largest single expenditure for most organizations
RECRUITMENT
- the process of attracting candidates who have maximum qualifications to be eligible for
selection procedure. It is the process of searching the candidates for employment and
stimulating them to apply for jobs in the organization.
SELECTION
- the process of screening out or eliminating undesirable applicants who do not meet the
organizations criteria.
In the Philippine National Police, the recruitment and selection of applicants who will be appointed
to the police service is the responsibility of the Directorate for Personnel and Records Management
(DPRM). DPRM is tasked in the management of PNP uniformed and non-uniformed personnel as
individuals, manpower procurement and control and in the records management of the organization.
SCREENING COMMITTEE
- responsible for the widest dissemination of vacancies in their respective areas, the evaluation of
the applicants qualifications and the selection of the most qualified applicants to be recommended for
appointment to the police service.
- established at the NHQ, NSUs and PROs.
Members:
1. National Peace and Order Council (NPOC) member designated by the NPOC Chairman;
2. Private Sector representative designated by the NPOC Secretary General; and
3. Womens representative from private sector with known probity designated by the NSU Director.
Secretariat: Assistant Director for Personnel and Records Management (ADPRM) / Human
Resource Management Officer (HRMO)
Vice Chairperson: Senior NAPOLCOM official with Salary Grade 24 or higher which shall be designated
by the NAPOLCOM Regional Director
Members:
1. Regional Peace and Order Council (RPOC) member designated by the RPOC Chairman;
2. Senior Regional DILG Officer designated by the DILG Regional Director;
3. Womens representative from private sector with known probity designated by the PNP
Regional Director.
Secretariat: Chief, Regional Personnel on Human Resource and Doctrine Development (RPHRDD)
The final evaluation includes the sequential conduct of the following examinations, test and
interview:
2. Complete Physical, Medical and Dental Examination (PMDE) this test shall determine whether or
not the applicants are in good health and free from any contagious diseases. It shall be conducted by the
PNP Health Service under the supervision of the PNP Medical Officer and NAPOLCOM Representative.
Applicants who passed the PMDE shall be indorsed for the conduct of the Physical Agility Test (PAT).
Notes on Police Personnel and Records Management by John Romer L. Venturillo . . . . .3
3. Physical Agility Test (PAT) this test shall determine whether or not the applicant possesses the
required coordination, strength and speed of movement necessary in the police service. The PAT
consists of the following:
- Pull-up for Men; Horizontal Bar Hang for Women;
- Two (2) Minutes Push-ups;
- Two (2) Minutes Sit-ups;
- 100 meter dash; and
- 100 meter run.
4. Final Committee Interview (FCI) it shall determine the applicants aptitude to join the police service,
likableness, affability, outside interest, conversational ability, disagreeable mannerisms, etc.
The drug test (DT) shall not follow the sequential steps but shall be conducted on passers only
anytime after the PPE, PMDE, or PAT but before the Final Committee Interview. It shall be administered
by the PNP Crime Laboratory.
The conduct of the Physical Agility Test (PAT) and Neuro-Psychiatric (NP) examination shall be
simultaneous nationwide to prevent a retake in another place of said tests by applicants who initially
failed on the same.
The complete Character and Background Investigation (CBI) shall be conducted on all PPE
passers and must be completed before the start of the Final Committee Interview. The complete CBI
shall determine their reputation and possible involvement in any questionable or criminal activities or
violent incidents.
POLICE TRAINING
- is a means of providing knowledge and skill to police officers which are needed in the
performance of their functions. It is the objective of police training to bring the police force to the desired
standards of discipline and efficiency by making each police officer fully aware of his duties and
responsibilities and by providing him with a working knowledge of police procedures and techniques.
2. Field Training Program (FTP) or on-the-job training is the process by which an individual police
officer who is recruited into the service receives formal instruction on the job for special and defined
purpose and performs actual job functions with periodic appraisal on his performance and progress.
As provided for under R.A. 8551, police officers are required to undergo a Field Training Program
for twelve (12) months (inclusive of the PSBRC) involving actual experience and assignment in patrol,
traffic and investigation which is required for permanency in the police service.
The following are examples of in-service training programs as mandatory requirement for
promotion:
1. Junior Leadership Training PO1 to PO3
Notes on Police Personnel and Records Management by John Romer L. Venturillo . . . . .4
2. Senior Leadership Training SPO1 to SPO4
3. Police Basic Course (PBC) for senior police officers
4. Officers Basic Course (OBC) Inspectors to Chief Inspectors
5. Officers Advance Course (OAC) for Chief Inspectors to Senior Superintendent
6. Officers Senior Executive Course (OSEC) Superintendent and above
7. Directorial Staff Course (DSC) for Directors and above
POLICE ASSIGNMENT
Police assignment refers to the process of designation a police officer at a particular function,
duty or responsibility. The very purpose of police assignment is to ensure systematic and effective
utilization of all the members of the police force.
Police Officer 1s, specifically those who were recruited under the attrition recruitment program,
after undergoing the required Field Training Program (FTP), shall be assigned with the
Regional/Provincial/City Public Safety Battalion/Company of their place of recruitment for a maximum
period of two (2) years.
After their assignment with the Regional/Provincial/City Public Safety Battalion/Company, they
shall be downloaded/assigned to their respective city/municipal police stations where they were
recruited.
KINDS OF PROMOTION
1. Regular Promotion - promotion granted to police officers meeting the mandatory requirements
for promotion.
2. Special Promotion promotion granted to police officers who have exhibited acts of
conspicuous courage and gallantry at the risk of his/her life above and beyond the call of duty.
3. Promotion by Virtue of Position Any PNP personnel designated to any key position whose rank
is lower than that which is required for such position shall, after six (6) months of occupying the
same, be entitled to a rank adjustment corresponding to the position.
PERFORMANCE EVALUATION
- refers to the process of measuring the performance of PNP members. It is also known as
performance evaluation system. The Performance Evaluation System in the PNP is focused on two (2)
areas: administrative (40%) and operational (60%). It is conducted every six (6) months or twice a year.
FREQUENCY OF RATING
The frequency of the individual performance shall be undertaken every six (6) months.
Evaluation report covering the period of January to June shall be submitted on the 1st week of July and
the report from July to December shall be submitted on the 1st week of January of the succeeding year.
RETIREMENT PROGRAM
Retirement is the separation of the police personnel from the service by reason of reaching the
age of retirement provided by law, or upon completion of certain number of years in active service
A PNP uniformed personnel shall retire to the next higher rank for purposes of retirement pay.
Active Service shall refer to services rendered as an officer and non-officer, cadet, trainee or
draftee in the PNP
RETIREMENT BENEFITS
The PNP member who has been retired from the service is entitled to a monthly retirement pay of
fifty percent (50%) of the base pay and longevity pay of the retired grade in case of twenty (20) years of
active service, increasing by two and one-half percent (2.5%) for every year of active service rendered
beyond twenty (20) years to a maximum of ninety percent (90%) for thirty-six (36) years of active service
and over.
Part II
POLICE RECORDS MANAGEMENT
Record refers to the information whether in its original form or otherwise including documents,
signatures, seals, texts, images, sounds, speeches or data compiled, recorded or stored, as the case
may be:
1. in written form on any material;
2. on film, negative, tape or other medium so as to be capable of being reproduced; or
3. any means of recording device or process, computer or other electronic device or process.
Record management
- refers to the managerial activities involved with respect to the record creation, record
maintenance, and use, transmission, retention, and record disposition in order to achieve adequate and
proper documentation of policies and transactions of government for its efficient, effective and
economical operation.
1. Birth or Creation the period during which the record is created or comes into existence.
2. Records Maintenance and Use refers to the period when the records serve its purpose:
a. Active Life during which the record is maintained, used and controlled
b. Inactive Life the time when the record is very rarely or no longer referred to and must be
transferred to a cheaper place. These records have already served their purpose but must
be kept for legal requirement or other compelling reasons.
CLASSIFICATION OF RECORDS
A. According to Period of Retention:
1. Permanent Record to be kept for not less than ten (10) years
2. Semi-Permanent to be kept for five (5) years
3. Temporary no specified period but usually less than (5) years.
a. Complaint Sheet it is the foundation record of the police department. It reflects all information
regarding complaints and reports received by the police from citizens and other agencies or actions
taken by the police.
b. Investigative Report it contains the findings and actions taken by the investigating officer based on
the inquiries made and by obtaining the available facts of the incident.
1. Initial or Advance Report is an advance information on a new or fresh case. It is written and
submitted immediately after having conducted the initial investigation of the case.
2. Progress or Follow-up Report it is the result of the follow-up investigation of a new or fresh
case. It is written and submitted every time or whenever any development or progress is
accomplished in the follow-up investigation.
6. Wanted Persons Report a report on persons who are wanted by the police.
7. Daily Record of Events a record needed to keep all members of the police force informed
concerning police operations, assignments, and administrative functions.
2. Arrest and Booking Records these records maintain the arrest and jail booking report which is
required for all persons arrested.
a. Arrest Report it contains the information regarding the full name of the offender,
charges and circumstances of arrest.
b. Booking Report it contains the list of the prisoners in custody which indicates the status
and disposition thereof.
c. Prisoners Property Receipt - contains all the information regarding the property taken
from the prisoner and accomplish in duplicate.
3. Identification Records third major division of police records. It provides identification criminals
which includes names, physical characteristics and in some cases photograph.
a. Fingerprint Record heart of any identification system.
1. Civilian Fingerprint
2. Alien Fingerprint
b. Criminal Specialty/Modus Operandi (MO) File contains photographic record of the
modus operandi of criminals
5. Miscellaneous Records these are records which are not related to the recorded complaints and
investigation reports but are essential to the daily police activities.
FILING SYSTEM
1. Alphabetical all materials are filed in dictionary order. It is the most widely used form of filing.
2. Encyclopedic Order the subjects are grouped into major headings, individual folders are filed in
alphabetical order behind each heading.
3. Chronological Order folders are arranged by sequential date order. It is useful for records that are
created and monitored on a daily basis.
5. Numerical assigning of numerical value or number into a specific file which can be managed
through the following system:
a. Serial Number
b. Digit Filing
6. Centralized Filing places all record series in one central location in an office. Most useful when the
majority of individuals within an office require access to majority of files
7. Decentralized Filing it physically locates record series in different places within an office. Most
useful when only one individual requires access to a specific record series.
RECORDS CREATION
Records creation refers to the act of exchanging written ideas between two (2) sources. At this
point, the life of the record begins. However, due to the fast pace at which the records of PNP personnel
are created, and the cost involved in maintaining them, a control system is necessary.
RECORDS MAINTENANCE
Records maintenance refers to the activities involving proper handling of records, arranging them
into usable filing sequence, using the most efficient type of filing equipment.
RECORDS DISPOSITION
Records Disposition is the systematic transfer on non-current records from an office to any
records storage area, the identification and preservation of permanent records and the outright
destruction of valueless records.
No PNP personnel or units/offices shall dispose of, destroy or authorize the disposal or
destruction of records or PPFs which are in the custody or under its control except with the prior written
authority of the Executive Director, National Archives of the Philippines (Section 18, R.A. 9470).
Any PNP personnel who, willfully or negligently, damages a police record or disposes of or
destroys a police record shall be deemed to have committed an offense.
PROTECTION OF RECORDS
1. Duplication records shall be created with additional copies or duplicates depending on the
needs and circumstances.
2. Dispersal records shall be distributed without additional copies or duplicates.
3. Vaulting vital records shall be stored in a vault.
4. Evacuation original and older records considered to be vital shall be transferred to a secure
location.