Implementation of Property Management in Jails.
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This document presents a study on property management policy implementation at selected NCR jails to enhance accountability and improve governance. It assesses various aspects such as planning, procurement, and maintenance, while identifying challenges in policy execution. The study proposes an action plan aimed at addressing identified issues to optimize property management practices and ensure compliance with established standards.
Implementation of Property Management in Jails.
- 1. PROPERTY MANAGEMENT POLICY IMPLEMENTATION AT SELECTED NCR JAILS: BASIS FOR AN ACTION PLAN GROUP 10
- 2. RATIONALE OF THE STUDY
- 3. Property management involves a wide variety of operations aimed at managing and maintaining property, ensuring its functioning, safety, and value. It includes administrative tasks, financial management, maintenance, and operations (Dixon, et., al., 2020).
- 4. Effective property management necessitates a thorough awareness of the property market, excellent organizational abilities, and the capacity to respond quickly to challenges that develop (Realtors, 2024).
- 5. In such facilities, effective property management is crucial for maintaining order, preventing the entry of contraband, and ensuring the safety of PDL and jail personnel.
- 6. OBJECTIVES: This study aims to assess the level of implementation of property management policies which provided a basis for an actionable plan to improve governance and promote sustainable development. Specific Objectives: 1. Determine the level of implementation of property management policies at selected NCR Jails in terms of; 1.1. Planning/AOPB 1.2 Procurement 1.3. Issuance, Utilization and Maintenance; 1.4. Custodianship/Accountability 1.5. Disposal; 2. Identify the problems encountered by the respondents along the above-mentioned policies; and 3. Propose an action plan can be developed to address identified issues and enhance overall property sustainability progress in NCR jails.
- 7. THEORETICAL FRAMEWORK Public Asset Management Theory Framework
- 8. THEORETICAL FRAMEWORK (cont.) The Resource Dependency Theory Framework
- 9. Conceptual Framework INPUT PROCESS OUTPUT 1. The level of implementation of property management policies at selected NCR Jails in terms of; 1.1. Planning/AOPB 1.2 Procurement 1.3. Issuance, Utilization and Maintenance; 1.4. Custodianship/Accountability 1.5. Disposal? 2. The problems encountered by the respondents along the above mentioned policies? Evaluation of the implementation of the Property Management Policy at NCR Jails through the used of a semi-structured questionnaire. Analysis and interpretation of the data gathered using statistical tools. Development of an action plan to address identified issues and enhance overall property sustainability progress in NCR jails FEED BACK Conceptual Model
- 10. Methodology Research Design : Quantitative Descriptive Method Respondents : NCR Regional Director, Planning Officers, Budget Officers, Logistics Officers, Procurement Officer, SAO, and the end users such as the Jail warden and Jail personnel. Locale of the Study : NCR Jails specifically Manila City Jail, Male Dormitory and New Quezon City Jail, Male Dormitory. Statistical Methods : Frequency, Percentage and Mean
- 11. Findings, Conclusions and Recommendations Research Question Findings Conclusions Recommendations 1. What is the level of implementation of property management policies at selected NCR Jails in terms of; 1.1. Planning/AOPB 1. “Ensures accountability pursuant to Law” got the highest mean of 3.30 and interpreted as “Fully Implemented”. 2. "Consistent with the BJMP Development Plan (JAIL PLAN 204)" got the lowest mean of 3.11 and was interpreted as “Implemented”. 3. An average mean of 3.20 was calculated and was interpreted as Implemented. Accountability pursuant to Law in terms of planning is ensured and is fully implemented. However, in terms of its consistency with the BJMP Development Plan (JAIL PLAN 204), it was only moderately implemented. Overall, in terms of Planning, the policy was implemented by not to the fullest. BJMP Executives should consider the essential insights in improving property management policy implementation in Jails. There should be a periodic monitoring and evaluation of the implementation of the policy in Property management. They should see to it that is consistent with the BJMP Development Plan (JAIL PLAN 204) They should formulate educated plans to optimize resource allocation, improve infrastructure maintenance, and ensure legal compliance.
- 12. Findings, Conclusions and Recommendations Research Question Findings Conclusions Recommendations 1. What is the level of implementation of property management policies at selected NCR Jails in terms of; 1.2 Procurement a. “Ensures property acquisition process is compliant with rules and acquisition” got the highest mean of 3.35 and interpreted as “Fully Implemented” b. “Carefully sets and selects specification of assets to be procured” got the lowest mean of 3.19 and was interpreted as “Implemented”. c. An average mean of 3.24 and interpreted as “Implemented” can also be noted. There is Full Implementation of the policy regarding property acquisition process. It is compliant with rules. However, setting and selection of assets’ specification to be procured is implemented but not to the fullest. This is reflected also on the average mean on procurement. The Procurement Officer should be very rigid when it comes to specification of assets to ensure its usability in the jail.
- 13. Findings, Conclusions and Recommendations Research Question Findings Conclusions Recommendations 1. What is the level of implementation of property management policies at selected NCR Jails in terms of; 1.3. Issuance, Utilization and Maintenance; a. "Utilizes the properties procured for their intended purposes and identifies the unused and underutilized properties" has the highest mean (3.28), and was interpreted as "Fully implemented" b. "Reviews and updates regularly the conduct of maintenance or repair of all properties" was lowest with a mean of 3.09, and was interpreted as "Implemented". c. An average mean of 3.19 and interpreted as “Implemented” was also reflected. The procured properties are utilized for their intended purposes and the unused and underutilized assets are identified. Although it is implemented, it was noted that conduct of maintenance and repair of all properties are not regularly reviewed and updated. There should be a regular review and checking of properties / assets that needs maintenance and repair. The Jail personnel should lobby to implement findings from this research which can lead to better- equipped facilities, improved infrastructure maintenance, and enhanced safety measures, thereby creating a more secure and conducive environment for both PDL and personnel.
- 14. Findings, Conclusions and Recommendations Research Question Findings Conclusions Recommendations 1. What is the level of implementation of property management policies at selected NCR Jails in terms of; 1.4. Custodianship/ Accountability a. "Jail staff properly document all assets for precise supervision and accountability" was rated as "Fully Implemented" because it had the highest mean of 3.36 b. "Asset discrepancies and deficits are noted and looked at, with preventative measures applied" had the lowest mean, scoring 3.24 and interpreted as “Implemented”. c. An average mean of 3.29 was interpreted as “Fully Implemented”. The policy on proper documentation of all assets for precise supervision and accountability is fully implemented. However, the policy on discrepancies and deficits of assets, although implemented still needs a boost so the assets can be used at its full usability. The jail personnel, particularly those assigned in custodianship should check the properties from time to time so preventative measures can be done.
- 15. Findings, Conclusions and Recommendations Research Question Findings Conclusions Recommendations 1. What is the level of implementation of property management policies at selected NCR Jails in terms of; 1.5. Disposal? a. "Identifying the assets that can be disposed of in a well manner" has the highest mean score of 3.22 and interpreted as “Implemented” b. “Practices recycling, repurposing, and sale in the disposal of public assets" scored 3.10 which is the lowest and was interpreted as “Implemented”. c. An Average mean of 3.15 and interpreted as “Implemented” was also noted. As to disposal, the policies are implemented but not to the fullest. The assets that need to be disposed are identified well however there is no clear practice on recycling, repurposing and sale of these assets. To address the incomplete implementation of disposal policies, it is recommended to establish a comprehensive disposal framework that includes clear practices for recycling, repurposing, and selling identified assets. This framework should detail specific procedures for each disposal method, ensuring that assets are managed in an environmentally responsible and economically beneficial manner. By formalizing these practices, the process can be streamlined, and compliance with legal and regulatory requirements can be improved, ultimately enhancing the overall efficiency and effectiveness of asset disposal.
- 16. Findings, Conclusions and Recommendations Research Question Findings Conclusions Recommendations 2. What are the problems encountered by the respondents along the above- mentioned policies? a. "Inadequate or incorrect paperwork may result in property mismanagement and inventory monitoring issues" had the highest mean of 3.28 and was interpreted as "Very Much Agree." b. "Poor training on property management processes may result in errors and inefficiency," and "Staff resistance to new rules or technology may impede property management progress," had the lowest mean of 3.01 and were translated as "Agree". c. An average mean of 3.13 was interpreted as “agree”. Inadequate or incorrect paperwork most often result in property mismanagement and inventory monitoring issues which hampers their implementation of the policies. a. it is recommended to standardize documentation practices by developing clear templates and guidelines. Transitioning to a digital documentation system will enhance accuracy and efficiency. b. Provide comprehensive training for staff on proper record-keeping and establishing a support system for addressing documentation issues will help improve overall compliance and implementation of property management policies. c. Regular audits should also be conducted to ensure adherence to these practices and identify areas for continuous improvement.
- 17. PROPOSED ACTION PLAN Statement of Purpose: The purpose of this action plan is to enhance the implementation of property management policies at selected NCR Jails by ensuring compliance, accountability, and efficient utilization of assets. Additionally, it aims to address and resolve issues related to inadequate paperwork and inventory monitoring, thereby improving overall property management practices. General Objective: The general objective of this action plan is to improve the efficiency and effectiveness of property management at selected NCR Jails by ensuring compliance with regulations, optimizing asset utilization, and addressing documentation and inventory monitoring challenges.
- 18. Proposed Action Plan for Planning (AOPB) Objective Tasks Timeline Resources Responsibility Monitoring and Evaluation Key Performance Indicators Planning/AOPB (Annual Operating Plan and Budget) To ensure accountability in property management at selected NCR Jails by providing regular training on relevant laws and policies, developing and updating comprehensive Standard Operating Procedures (SOPs), and conducting periodic internal audits to assess and enhance compliance with accountability standards. Training Programs: Conduct regular training sessions on property management laws and policies for all relevant personnel. Include workshops on the importance of accountability and the consequences of non-compliance. Every Three Months of each FY January. April, July and October Function Hall / Event Hall AVP Equipment Administrative Officers Wardens Planning Officers Budget Officers Logistic Officers Wardens Inventory of Logistic Assets Ensure accountability pursuant to the law.
- 19. — Henry Ford "Coming together is a beginning; keeping together is progress; working together is success."
- 20. Thank You!
Editor's Notes
- #3: why should Property Management Practices be properly Implemented at Selected NCR Jails? Answer: Maintaining equipment via competent property management lowers the risk of accidents and security lapses. Secured doors and operational monitoring systems, for example, help to prevent escapes and the smuggling of contraband, thereby improving the safety of both personnel and prisoners. Effective property management makes sure that all of the tools and materials needed are on hand and in working order, which simplifies operations. This covers both sophisticated security technology and other supplies. Reducing downtime due to malfunctioning equipment or shortages of supplies aids jails in maintaining uninterrupted operations, which is essential for overseeing sizable people in jail.
- #5: Research Gap : Effective property management practices ensures the safety of both the PDL and the Jail Personnel.
- #19: Our findings highlight the critical need for enhanced strategies and stakeholder engagement to effectively implement the BJMP Development Plan (JAIL PLAN 204).