Issue Date: -

Department of Public Works and Highways Doc. Code: BOE-QMSP

Bureau of Equipment
Revision No.: 0
Quality Management System Manual

ESPMUR and EDAUR

1. Purpose Reporting Procedure Page No. 1 of 4

To provide a guide for all equipment management personnel on how Equipment Status, Preventive Maintenance
and Utilization Report (ESPMUR) and Equipment Demand, Availability and Utilization Report (EDAUR) are being
prepared and collated in District Engineering Offices (DEOs) and Regional Offices (ROs), prior to submission to
BOE for evaluation and analysis.
2. Definition of Terms
Equipment Status, Preventive Maintenance and Utilization Report (ESPMUR) – a monthly report
essential for the monitoring of the management of equipment in the micro level, i.e., per unit. It indicates the
following for each equipment unit: equipment identification information, accountable office, physical condition,
daily operational status, end of the month status, actual distance travelled or actual engine hours utilized, fuel
consumed, fuel cost, total downtime in hours, frequency of performed Preventive Maintenance (PM) and
Corrective Maintenance (CM), operations and maintenance costs, maintenance work details, equipment disposal
status and associated remarks.
Equipment Demand, Availability and Utilization Report (EDAUR) – a monthly report essential for the
monitoring of the fleet requirement of each Office in the macro level, i.e., per type. It indicates the following for
each Highway Maintenance Equipment (HME): number of units and daily status, benchmark utilization, demand
requirements, benefits provided, actual availability and utilization, and current equipment requirements of the
Office.
3. Procedure
PROCESS FLOW RESPONSIBLE DETAILS

START

Administrative Section (DEO) Primarily, the Administrative Section and the Finance Section,
Finance Section (DEO) both under the DEO, shall consolidate and submit to the
Equipment Services Unit (ESU), a unit under the Maintenance
1.0 Section in the DEO, all supply and property records
CONSOLIDATE ALL SUPPLY pertaining to equipment booked up in the DEO.
AND PROPERTY RECORDS
PERTAINING TO
EQUIPMENT Administrative Division (RO) Similarly, the Administrative Division and Finance Division,
Finance Division (RO) both under the RO, shall consolidate and submit to the
Equipment Management Division (EMD) all supply and
property records pertaining to equipment booked up in the
RO.

Engineer II, ESU The Engineer II, ESU, shall prepare the ESPMUR and the
EDAUR for all land-based equipment in the DEO. The ESU
shall forward the supply and property records to the Area
Equipment Section (AES) concerned. In addition, the DEO
shall furnish the AES concerned the Quincenal/Semi-monthly
2.0 Work Schedule and, if available, the Leased Equipment List
PREPARE (LEL).
DISTRICT/REGIONAL
REPORTS
Engineer II, EOS On the other hand, the Engineer II, Equipment Operations
Section (EOS), shall prepare the ESPMUR and EDAUR for all
land-based equipment in the RO, inclusive of equipment
deployed in the Base Shop and the various Area Shops within
the Region.

All matters pertaining to the AES as explicitly written shall be

addressed by the EMD in the case of DPWH National Capital
Region (NCR).

BEFORE USING THIS DOCUMENT

BE CERTAIN THAT IT IS THE CURRENT VERSION
 Issue Date: -
Department of Public Works and Highways Doc. Code: BOE-QMSP
Bureau of Equipment
Revision No.: 0
Quality Management System Manual

ESPMUR and EDAUR

Reporting Procedure Page No. 2 of 4
PROCESS FLOW RESPONSIBLE DETAILS

C
District Maintenance Engineer The District Maintenance Engineer (DME) shall check
and review the District ESPMUR and District EDAUR as
3.0 to correctness and completeness of equipment
VERIFY information.
DISTRICT/REGIONAL
REPORTS
Chief, EOS In the same way, the Chief, EOS, shall check and review
the Regional ESPMUR and Regional EDAUR.

District Engineer The District Engineer (DE) shall approve and submit the
4.0
District Reports to the Regional Director (RD), Attention:
APPROVE DISTRICT
Chief, EMD, and copy furnished the AES. On the other
REPORTS
hand, the EOS shall forward the Regional Reports to the
Equipment Custody and Control Section (ECCS) for
consolidation.
5.0
SUBMIT DISTRICT REPORTS These Reports shall be submitted for consolidation on or
TO RD, ATTN: EMD, CC: AES before the fifth (5th) working day of the succeeding
month.

Chief, AES The Chief, AES shall verify the furnished District
ESPMUR against the maintenance records (e.g., Work
Order, Post Inspection for Outside Repairs, etc.)
maintained by the AES and the furnished Tear Sheet of
the Equipment Logbook provided by the DEO; and
6.0 verify the furnished District EDAUR against the demand
VERIFY DISTRICT
REPORTS AGAINST requirements (e.g., Quincenal/Semi-monthly Work
RECORDS Schedule, LEL, Requisition for Issuance of Equipment
(RIE), etc.) provided by the DEO. The Chief, AES shall
transmit the validated reports for confirmation to the
Chief, EMD. Transmission of validated reports shall be
done thru electronic mail (email) or facsimile (fax),
whichever is applicable.

Engineer II, ECCS The Engineer II, ECCS, shall collate the District Reports
7.0 and the Regional Reports. The collated Regional
COLLATE DISTRICT ESPMUR and Regional EDAUR shall be checked and
REPORTS AND
REGIONAL REPORTS verified by the Chief, ECCS, who shall inform the Chief,
EMD, any discrepancy and inconsistency in the Reports.
C Discrepancies and inconsistencies include, but are not
limited to: unlisted equipment, absence of maintenance
Chief, ECCS and operations cost for utilized equipment,
8.0 illogical/incorrect PM stage, presence of operations cost
VERIFY for non-operational equipment, and non-reporting of
COLLATED REPORTS
actual utilization in hours operated and distance
travelled.

BEFORE USING THIS DOCUMENT

BE CERTAIN THAT IT IS THE CURRENT VERSION
 Issue Date: -
Department of Public Works and Highways Doc. Code: BOE-QMSP
Bureau of Equipment
Revision No.: 0
Quality Management System Manual

ESPMUR and EDAUR

Reporting Procedure Page No. 3 of 4
PROCESS FLOW RESPONSIBLE DETAILS

9.0
NO DISCREPANCY/
INCONSISTENCY
Chief, EMD The Chief, EMD, shall analyze the Regional fleet
FOUND? performance and shall notify DEOs for any discrepancy
and/or inconsistency found in the Reports for immediate
YES
rectification.

Engineer II, ESU Notice of discrepancies and rectification thereof shall be

10.0
C Engineer II, ECCS transmitted in advance thru fax or email, whichever is
RECTIFY REPORTS
applicable. Hardcopies of rectified reports with
signatories shall be submitted afterwards.

Chief, EMD The Chief, EMD, shall submit the Regional and District
Reports to the RD, together with an analysis report
11.0 justifying Regional repositioning of equipment for
SUBMIT REPORTS TO improved utilization, if any. The Chief, EMD, shall
BOE
transmit thru email an advance copy of the validated
Regional and District Reports to the BOE on or before
the tenth (10th) working day of the succeeding month.

Regional Director The RD shall endorse and submit the collated Regional
and District Reports to the BOE on or before the
fifteenth (15th) working day of the succeeding month.
This shall be the hardcopy of the validated Regional and
District Reports submitted to the BOE thru email.

END

4. Records

ACTIVITY RECORDS

1.0 Consolidate all Supply and Property Records Pertaining to Supply and Property Records Pertaining to Equipment in
Equipment DEO/RO

2.0 Prepare District/Regional Reports DEO’s/RO’s ESPMUR and EDAUR

3.0 Verify District/Regional Reports DEO’s/RO’s ESPMUR and EDAUR

4.0 Approve District Reports DEO’s ESPMUR and EDAUR

5.0 Submit District Reports to RD, Attn: EMD, cc: AES DEO’s ESPMUR and EDAUR

6.0 Verify District Reports against Records DEO’s ESPMUR and EDAUR

7.0 Collate District Reports with Regional Reports Collated ESPMUR and EDAUR

BEFORE USING THIS DOCUMENT

BE CERTAIN THAT IT IS THE CURRENT VERSION
 Issue Date: -
Department of Public Works and Highways Doc. Code: BOE-QMSP
Bureau of Equipment
Revision No.: 0
Quality Management System Manual

ESPMUR and EDAUR

Reporting Procedure Page No. 4 of 4
4. Records

ACTIVITY RECORDS

8.0 Verify Collated Reports Collated ESPMUR and EDAUR

9.0 Discrepancy/Inconsistency Found?

10.0 Rectify Reports Corrected ESPMUR and EDAUR

11.0 Submit Reports to BOE Collated ESPMUR and EDAUR

5. References

Department Order No. 123, Series of 2015

Department Order No. 63, Series of 2016
Department Order No. 64, Series of 2016
BOE Memorandum dated May 31, 2016 “New Equipment Preventive Maintenance (PM) Program Policy”
BOE Memorandum dated August 28, 2018 “Equipment Fully-Maintained Rental Rates”

BEFORE USING THIS DOCUMENT

BE CERTAIN THAT IT IS THE CURRENT VERSION