2019 GUIDELINES IN RATING AND RANKINGchr.gov.ph/wp-content/uploads/2019/10/CHR-2019-PBB...(PBB) for...

2019 GUIDELINES IN RATING AND RANKING

CHR OFFICES/DELIVERY UNITS AND

INDIVIDUALS

PLANNING DIVISION – PLANNING AND MANAGEMENT OFFICE

Abstract The Inter-Agency Task Force on the Harmonization of National Government Performance Monitoring, Information and Reporting Systems (AO 25) issued Memorandum Circular (MC) No. 2019-01 dated 3 September 2019 providing the Guidelines on the Grant of the Performance-Based Bonus

(PBB) for FY 2019 under Executive Order No. 80, s., 2012 and Executive Order No. 201, s., 2016. Based on the AO 25 MC, this document includes the additional requirements and conditions for eligibility as well as the clustering of delivery units as basis for rating and ranking. The provisions stated

herein shall be enforced and complied with by all concerned following the prescribed period as well as requirements.

2019 GUIDELINES IN RATING AND RANKING CHR OFFICES/DELIVERY UNITS AND INDIVIDUALS

Document No.: CHR-PMO-PD-GUI-001 Revision: 000 Effectivity Date: 25 September 2019 Page 1 of 14 Office: Planning Division – Planning and Management Office

Table of Contents

ITEM PAGE NUMBER

Table of Contents -------------------------------------------------------------- 1

A. Eligibility Criteria of Agency -------------------------------------------------------------- 2

B. Eligibility Criteria of Delivery Units -------------------------------------------------------------- 6

C. CHR Delivery Units -------------------------------------------------------------- 7

D. Rating and Ranking of Delivery Units -------------------------------------------------------------- 9

E. Eligibility Criteria of Individuals -------------------------------------------------------------- 9

F. Rating and Ranking of Individuals -------------------------------------------------------------- 10

G. Employees Not Eligible for PBB -------------------------------------------------------------- 11

H. Rates of the PBB -------------------------------------------------------------- 11

I. Complaints Mechanism -------------------------------------------------------------- 12

J. Performance Management Team -------------------------------------------------------------- 13



PARTICULAR DESCRIPTION/NARRATIVE RESPONSIBLE OFFICE/UNIT/

PARTY

VALIDATING BODY/AGENCY (SUBMISSION TO)

SCHEDULE OF SUBMISSION/COMPLIANCE

INTERNAL EXTERNAL INTERNAL EXTERNAL A. Eligibility Criteria

of Agency 1. 100% of Good Governance Conditions (GGCs), to wit:

a. Maintain/update the CHR’s Transparency Seal (TS) through posting of required information and/or documents enumerated below.

Strategic Communications

Division (SCD)

Office of the Executive

Director (OED), Planning Division-

Planning and Management

Office (PD-PMO)

Department of Budget and

Management-Office of the Chief

Information Officer (DBM-

OCIO)

26 September 2019

1 October 2019

b. Update the PhilGEPS posting of all Invitations to Bids and Awards Contracts – in compliance with the Government Procurement Reform Act (RA 9184) for transactions above PhP1,000,000.00 from 1 January to 31 December 2019, including Early Procurement of FY 2020 Non-Common Use Supplies and Equipment (Non-CSE) items.

Procurement Division (PD)

General Administration Office (GAO),

PD-PMO

Philippine Government

Electronic Procurement

System (PhilGEPS)

25 January 2020 31 January 2020

c. Maintain/update the Citizen’s or Service Charter of its equivalent, reflecting the CHR’s enhanced services to citizens, businesses, and government agencies consistent with the objectives of the Ease of Doing Business and Efficient Government Service Delivery Act (RA 11032), and the President’s directive to reduce processing time of all public transactions with government as well as ensure accessible and convenient delivery of services to the public. Submit the Certificate of Compliance (CoC)

Citizen’s Help and Action Division

(CHAD)

All central and regional offices (COs and ROs)

OED, PD-PMO Anti-Red Tape Authority (ARTA)

20 December 2019

31 December 2019




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL based on the format prescribed by the Anti-

Red Tape Authority (ARTA).

2. Performance Targets

a. Provide report on streamlining and process improvement of the CHR’s frontline services as declared in the Citizen’s Charter, including non-frontline services.

PD-PMO, COs and ROs

Commission en Banc (CeB), OED

Composite Team from AO 25

20 February 2020

28 February 2020

b. Provide report on citizen/client satisfaction. CHAD, COs and ROs

OED, PD-PMO Composite Team from AO 25

20 February 2020

28 February 2020

c. Monitor and submit the certification/ re-certification of the Quality Management System (QMS)

PD-PMO, COs and ROs

OED Government Quality

Management Committee

(GQMC)

28 December 2019

31 December 2019

d. Submit the following common General Administration and Support Services (GASS) targets:

i. Budget Utilization Rate (BUR)

Obligations BUR

Disbursement BUR

ii. Report on Status of Implementation of Prior Years’ Recommendations on Audit

Financial Management

Office (FMO), PD-PMO

FMO, PD

OED

OED, PD-PMO

DBM-Budget and Management Bureau (DBM-

BMB), Commission on

Audit (COA)

25 February 2020

20 December 2019

28 February 2020

31 December 2019




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL Findings, excluding those concerning the Property, Plant and Equipment (PPE) of the Annual Audit Report (AAR)

iii. Quarterly Budget and Financial Accountability Reports (BFARs) using the Department of Budget and Management’s (DBM’s) Unified Reporting System (URS)

First Quarter

Second Quarter

Third Quarter

Fourth Quarter

iv. COA Financial Reports

v. FY 2019 Annual Procurement Plan (APP) Non-CSE

vi. Indicative FY 2020 APP Non-CSE approved by the Head of Procuring Entity (HOPE) to the Government Procurement Policy Board (GPPB) posted on the CHR’s TS page

vii. FY 2020 APP for Common-use Supplies

and Equipment (APP CSE) to the DBM Procurement Service (PS) in its prescribed format

FMO

FMO

PD

-do-

-do-

OED, PD-PMO

OED

CeB, OED

CeB, OED

OED, GAO

DBM and COA

COA

GPPB-Technical Support Office

(GPPB-TSO)

DBM-PS

10 April 2019 10 July 2019

10 October 2019 10 January 2020

25 March 2020

25 March 2019

27 September 2019

25 October 2019

15 April 2019 15 July 2019

15 October 2019 15 January 2020

30 March 2020

31 March 2019

30 September 2019

31 October 2019




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL viii. Approved Contract and Notice to Proceed

of undertaken early procurement for at least 50% of the value of goods and services based on the CHR’s budget submitted to the Congress and consistent with the National Expenditure Program (NEP) through the posting of the same in PhilGEPS website

ix. Results of FY 2018 Agency Procurement

Compliance and Performance Indicators (APCPI) System per the GPPB Resolution No. 39-20717, complete with the following forms: (1) APCPI – Self-assessment Form; (2) APCPI – Consolidated Procurement Monitoring Report; (3) APCPI – Procurement Capacity Development Action Plan; and the Questionnaire

x. Other cross-cutting requirements

Transmittal Letter Reflecting the Submission of Statement of Assets, Liabilities and Networth (SALN) of Employees

Agency Review and Compliance Procedure of SALN scanned and uploaded in the CHR’s TS page

-do-

PD

Human Resources Development

Division (HRDD)

-do-

OED, SCD

OED, GAO

OED, GAO

OED, SCD

GPPB-TSO

GPPB-TSO

Office of the President,

Ombudsman, Civil Service

Commission (CSC)

CSC

25 January 2020

25 March 2019

25 April 2019

27 September 2019

31 January 2020

31 March 2019

30 April 2019

1 October 2019




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL CHR’s System of Ranking Delivery

Units (Guidelines)

Agency Report on Ranking of Delivery Units (Form 1.0 and PBB Evaluation Matrix)

PD-PMO

-do-

CeB, OED

-do-

DAP/AO 25 Secretariat

DBM-BMB

27 September 2019

20 February

2020

1 October 2019

28 February 2020

B. Eligibility Criteria of Delivery Units

1. Compliance to Requirements

a. Office Performance Commitment and Rating (OPCR) Targets for January to December

All CO and RO Directors/Officers-In-Charge (OICs)

PD-PMO -N/A- 15 January 2019 -N/A-

b. OPCR Accomplishments for January to June All CO and RO Directors/OICs

PD-PMO -N/A- 30 July 2019 -N/A-

c. OPCR Accomplishments for July to December -do- -do- 10 January 2020

d. Division Performance Commitment and Rating (DPCR) Targets for January to June

All CO and RO Division Chiefs

(DCs)/OICs

-do- 15 January 2019

e. DPCR Accomplishments for January to June -do- -do- 30 July 2019

f. DPCR Accomplishments for July to December -do- -do- 10 January 2020

g. Quarterly Accomplishment Reports – Summary of Cases, Report on Promotion Activities, Report on Position Papers/Advisories, Report on Gender and Development (GAD), Report on

All CO and RO Directors/DCs/

OICs

-do- Every 2nd week of the

succeeding month after the




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL Older Persons, Report on Persons with

Disabilities (PWDs), among others end of each

quarter

h. Management/Supervisory Reports – Performance Monitoring and Coaching Journal (PMCJ), Individual Performance Monitoring and Coaching Form (IPMCF), Office Meeting Form (OMF), Division Meeting Form (DMF), Task Request Form (TRF), Development Planning Form (DPF), among others

-do- -do- Every 2nd week of the

succeeding month after the

end of each performance rating period (semestral)

2. Performance Rating

a. Reach ‘Satisfactory’ adjectival rating -do- -do- -N/A- 20 January 2020

-N/A-

C. CHR Delivery Units

1. Commission en Banc (clustered as 1 delivery unit)

a. Offices of the Chairperson and the Commissioners b. Office of the Commission Secretariat c. Office of the Executive Director, covering SCD and CHAD d. Field Operations Office (FOO) e. Internal Audit Division (IAD) f. Project Management Division (PMD)

2. Technical and Support Services (6 delivery units)

a. General Administration Office (GAO), covering General Services Division (GSD), PD, HRDD; and Financial Management Office (FMO), covering Budget Division (BD) and Accounting Division (AD)

b. Legal Office (LO), covering Internal Legal Division (ILD), External Legal Division (ELD), and Visitorial Division (VD), and Analysis Unit (AU) c. Investigation Office (IO), covering Investigation Division (ID), Forensic Center (FC), and Security Protection and Assistance Division (SPAD)




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL d. Human Rights Centers Management Office (HRCMO), covering Child Rights Center (CRC), Gender Equality and Women’s Human Rights Center

(GEWHRC), Crisis, Conflict and Humanitarian Protection Center (CCHPC), and Economic, Social and Cultural Rights Center (ESCRC); and Human Rights Policy Advisory Office (HRPAO), covering Legislative and Linkages Division (LLD), International Obligations Monitoring Division (IOMD), and Research and Knowledge Management Division (RKMD)

e. Human Rights Education and Promotion Office (HREPO), covering Advocacy and Information Campaign Division (AICD), and Education and Training Division (ETD)

f. Planning and Management Office (PMO), covering Planning Division (PD), and Management and Information Systems Division (MISD)

3. Regional Offices (16 delivery units)

a. National Capital Region (NCR)

b. Cordillera Administrative Region (CAR)

c. Region I – La Union

d. Region II – Tuguegarao

e. Region III – Pampanga

f. Region IV-A – CALABARZON

g. Region IV-B – MIMAROPA

h. Region V – Bicol

i. Region VI – Iloilo

j. Region VII – Cebu

k. Region VIII – Tacloban

l. Region IX – Zamboanga

m. Region X – Cagayan De Oro

n. Region XI – Davao

o. Region XII – South Cotabato

p. Region XIII – CARAGA




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL D. Rating and

Ranking of 1. Performance Categories

Delivery Units CATEGORY RATING SCALE NUMBER OF OFFICES/DELIVERY UNITS

CENTRAL REGION

Best Office/Delivery Unit Top 10% (23 units x 10%) 1 1

Better Office/Delivery Unit Next 25% (23 units x 25%) 2 4

Good Office/Delivery Unit Last 65% (23 units x 65%) 15

TOTAL 23

2. Computation of the Numerical Rating

a. Use the 2019 Strategic Performance Management System (SPMS) Calculator for OPCR based on the submitted targets and accomplishments. b. The OPCR numerical rating shall be used to force rank the delivery units. c. Rating of delivery units comprising of more than one (1) office shall be obtained by getting the average ratings, i.e. Ratings of HRCMO and HRPAO

shall be added and divided by two (2) to get the average rating. d. In case of tie or same numerical rating, the accomplishments of concerned offices/delivery units shall be rated using the simple averaging method,

and shall be subject for approval of the Commission en Banc. e. Should there still be a tie, the PMT shall do a toss coin.

3. Approval of Rating and Ranking

a. The Performance Management Team (PMT) shall review and recommend for approval the rating and ranking of delivery units. b. The Commission en Banc shall approve the rating and ranking of delivery units.

E. Eligibility Criteria of Individuals

1. Chairperson and Commissioners

a. Shall be eligible if the AO 25 declared the CHR, as an agency, eligible to receive PBB for the fiscal year.

2. First, Second and Third Level Employees




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL a. Should receive at least ‘Satisfactory’ adjectival rating based on the CHR’s SPMS.

b. Render services for at least nine (9) months during the fiscal year. c. If actual length of services rendered is less than the minimum required and given ‘Satisfactory’ rating, an individual is eligible to pro-rated PBB.

3. Detailed/Transferred Individuals

a. Detailed individual to another government agency rendering service for six (6) months or more. Payment of the PBB shall come from the mother agency.

b. An employee who transferred from one government agency to another. c. An official or employee who transferred from a government agency which did not participate in the implementation of the granting of PBB shall

be eligible for the grant of PBB on a pro-rata basis corresponding to the actual length of service to the participating implementing agency.

F. Rating and Ranking of Individuals

1. Chairperson and Commissioners

a. Shall automatically follow the rating of the CHR as an agency. b. They are not included in the Form 1.0 on the Report on Ranking of Delivery Units.

2. First, Second and Third Level Employees

a. The performance categories for each individual shall depend on the performance ranking of the delivery unit where the individual belongs. b. All personnel from the Offices of the Chairperson and the Commissioner, IAD, and PMD shall follow the overall average rating of the Commission

en Banc which is clustered as one (1) delivery unit.

3. Detailed/Transferred Individuals

a. Shall be included in the ranking of employees in the recipient agency which rated the individual’s performance during the fiscal year. b. An employee who transferred from another government agency shall be rated and ranked where the individual served the longest. If the number

of months served for each agency is equal, then the concerned individual shall be included in the recipient agency.




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL G. Employees Not

Eligible for PBB 1. With Less Than Nine (9) Months of Actual Services Rendered

a. Newly-hired b. Retired c. Resigned d. On rehabilitation leave e. On maternity leave f. On vacation/sick leave with or without pay for the entire year g. On scholarship/study leave h. On sabbatical leave

2. With Deficiency in Government Compliance

a. An individual who failed to submit the 2019 SALN as prescribed in the rules provided under CSC MC No. 3, s. 2015, or who is responsible for the non-compliance with the establishment and conduct of the review and compliance procedure of SALN.

b. An individual who failed to liquidate cash advances received in CY 2019 within the reglementary period as prescribed in COA Circular 2009-002 dated 18 May 2009.

c. An individual who failed to submit the required and completed SPMS Forms. d. An individual responsible for the non-compliance of prior year’s audit recommendations, QMS certification, or posting and dissemination of the

CHR’s system of ranking of performance of delivery units.

3. With Derogatory Record

a. Personnel found guilty of administrative and/or criminal case/s with final and executory judgment in FY 2019. If the penalty is reprimand, such penalty shall not cause disqualification to be eligible to the PBB.

H. Rates of the PBB 1. Chairperson and Commissioners

a. Equivalent to 65% of their respective basic monthly salary.




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL 2. First, Second and Third Level Employees

a. Based on the performance ranking of the delivery unit where the individual belongs.

b. Equivalent to the multiple of an individual’s basic monthly salary as of 31 December 2019.

3. Incentive Categories for Individuals

a. Best office/delivery unit – 0.65 x individual’s basic monthly salary b. Better office/delivery unit – 0.575 x individual’s basic monthly salary c. Good office/delivery unit – 0.50 x individual’s basic monthly salary

4. Actual Length of Service Rendered

ACTUAL LENGTH OF SERVICE PERCENTAGE OF PBB

8 months, but less than 9 months 90%




4 months, but less than 5 months 50% 3 months, but less than 4 months 40%

I. Complaints Mechanism

1. Appeals

a. Filing of formal written appeal for dissatisfaction in performance rating

Concerned individual

PMT Secretariat (PD-PMO, HRDD)

-N/A- Within ten (10) days from date

of receipt of Notice of Final Performance

Evaluation

-N/A-




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL Rating from

Head of Office

b. Deliberation and decision PMT Commission en Banc

-N/A- Within one (1) month from

date of receipt of appeal

-N/A-

c. Separation from service on the basis of ‘Unsatisfactory’ or ‘Poor’ performance rating

Concerned individual

-N/A- CSC or its regional office

-N/A- Within fifteen (15) days from the receipt of the Order or

Notice of Separation

2. Performance Review Conference

a. Decision made during the Performance Review Conference shall be final and not appealable. b. Any issue/appeal on the initial performance assessment of an Office shall be discussed during the Performance Review Conference.

J. Performance Management

1. Composition

Team (PMT) a. CHR Chairperson as SPMS Champion

b. Central Office PMT i. Focal Commissioner for Administration and Finance as Chairperson ii. Executive Director as Co-Chairperson iii. Members

PMO Director

GAO Director




PARTY



INTERNAL EXTERNAL INTERNAL EXTERNAL FMO Director

CHR Employees Association (CHREA) President

Director, Human Rights Protection Cluster

Director, Human Rights Promotion Cluster

Director, Human Rights Policy Cluster iv. Secretariat

PD-PMO

HRDD

c. Regional Office PMT i. Field Operations Office (FOO) Director as Chairperson ii. Regional Director as Co-Chairperson iii. Members

Highest Administrative Officer

CHREA/Rank-and-File Representative

2. Working Method

a. Regular PMT meeting PMT Secretariat PMT -N/A- Every last Thursday of the

month

-N/A-

b. Performance Review Conference PMT Commission en Banc

Every last week of the July (for

1st Semester Performance)

and January (for 2nd Semester Performance)

2019 GUIDELINES IN RATING AND RANKINGchr.gov.ph/wp-content/uploads/2019/10/CHR-2019-PBB...(PBB) for...

Documents

Transcript of 2019 GUIDELINES IN RATING AND RANKINGchr.gov.ph/wp-content/uploads/2019/10/CHR-2019-PBB...(PBB) for...