Republika ng Pilipinas KAGAWARAN NC KATARUNGAN

Department of Justice Manila

VNA-DC-

DEPARTMENT CIRCULAR NO. 0 2 4 TO : Undersecretaries and Assistant Secretaries,

Heads of Central/Regional Offices in DO) Proper, Heads of Constituent and Attached Agencies

SUBJECT : Performance-Based Bonus (PBB) for FY 2017

DATE MAR 3 0 2011

1.0 This is to prescribe implementation arrangements on the above-captioned subject pursuant to the attached Memorandum Circular No. 2017-1 of the Inter-Agency Task Force on the Harmonization of National Government Performance Monitoring, Information and Reporting Systems (AO 25 IATF).

2.0 Each of the DOJ agencies shall be subjected to separate PBB eligibility evaluation as well as ranking of delivery units and individuals in accordance with the said Circular.

3.0 Eligibility/evaluation/procedural requirements to be complied by the agencies and offices/units concerned are summarized as follows:

3.1 Satisfy 100% of the Good Governance Conditions for FY 2017:

3.1.1 Maintain/Update the Agency Transparency Seal — Finance, Planning, and Management Information Systems Units;

3.1.1.1 Submission to Government Procurement Policy Board (GPPB) and posting of FY 2017 Agency Annual Procurement Plan (APP-nonCSE) and FY 2018 (APP-CSE) based on the guidelines to be issued by DBM through a separate circular later — BAC Secretariat;

3.1.1.2 Posting of ISO Certification of at least one (1) core process - Management improvement unit;

3.1.1.3 Posting of system of ranking delivery units — Planning unit;

3.1.2 Maintain/Update the posting of all invitations to bids and awarded contracts in the Philippine Government Electronic Procurement System (PhilGEPS) posting — BAC Secretariat;

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3.1.3 Compliance with the President's directive on improving all frontline services and to cut down processing time of all applications and ensure accessible and convenient public service delivery: — Management improvement/ operations/ administrative units.

3.1.3.1 Maintain/Update the Citizen's/Service Charter or equivalent;

3.1.3.2 Self-assessment and reporting of all improvements;

3.1.4 Development of Freedom of Information (FOI) manual and posting in the agency Transparency Seal - Management improvement/ and Management Information Systems Units;

3.2 Achievement of each one of the Congress-approved agency performance targets for the delivery of Major Final Outputs (MF05) under the Performance-Informed Budget of the FY 2017 General Appropriations Act (GM) — Operations units concerned;

3.3 Support to operations:

3.3.1 Establishment of Quality Management System for at least one (1) core process certified by any international certifying body accredited by the International Accreditation Forum (IAF) members — Management improvement Unit; 3.3.1.1

If not yet ISO certified, agency should have at least an ISO-aligned documentation for at least one (1) core process, to include the following:

3.3.1.1.1 Approved quality manual and approved procedures and work instructions manual, including forms; and

3.3.1.1.2

Evidence of ISO 9001-aligned QMS implementation.

3.3.2 Agency Information Systems Strategic Plan approved by the Department of Information and Communications Technology, covering FY 2017 — ICT and/or Planning Unit;

3.4 General administration and support services:

3.4.1 Budget utilization (obligation/disbursement) rates — Finance Unit;

3.4.2 Quarterly submission of Budget and Financial Accountability Reports (BFARs) online using the DBM's Unified Reporting System CURS) — Finance and Planning Unit;

3.4.3 Full compliance with at least 30% of the prior years' COA audit recommendations — Finance unit;

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3.5 Eligibility of individuals — Human resource management unit:

3.5.1 Eligibility of the Secretary/Agency Heads depends on the eligibility of their respective Department/Agency;

3.5.2 CSC-approved Strategic Performance Management System (SPMS) for performance rating of first and second level employees;

3.5.3 Career Executive Service Performance Evaluation System (CESPES) for performance rating of CES officials and incumbents of CES positions;

3.5.4 Effect of tenure and personnel movements, administrative/ criminal cases, SALN submission, and timely liquidation of cash advances.

3.6 Evaluation and ranking of delivery units:

3.6.1 Ranking system for delivery units including the clustering/ grouping according to functional similarities — Agency Performance Management Group/Team (PMG/PMT);

3.6.2 Performance evaluation of delivery units — Planning unit;

3.7 Other implementation procedures/requirements:

3.7.1 Submission of/compliance to office accomplishment reports and SPMS requirements — All operations and support offices/units;

3.7.2 Submission to COA of Report on Ageing of Cash Advance and Financial Reports - Finance Units;

3.7.3 Submission of APCPI results-BAC Secretariat;

3.7.4 Feedback and change management — Agency PMG/PMT;

3.7.5 Actual payment of PBB — Human Resource Management and Finance Units; and

3.7.6 Agency PBB policy and oversight — PBB focal person and/or agency PMG/PMT.

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4.0 The following timelines shall be observed by agencies and offices concerned:

Activity Submit To Timeline/Deadline Submission of FY 2016 financial reports and statements

COA (thru Auditor) 31 March 2017

Submission of budget and financial accountability reports to DBM

DBM (online thru TS or URS)

Within the month after every quarter

Submission of FY 2017 APP (non-CSE) based on approved budget in GM (within 1 month after issuance of AO 25 IATF M.C. 2017-1)

GPPB-TSO (thru email)

10 April 2017

Submission of FY 2018 APP (CSE) based on approved budget in GM

GPPB-TSO (thru email)

30 November 2017

Compliance to Transparency Seal and Citizens' Charter requirements (for pre- assessment by validating agencies)

Not applicable (website/office posting)

validation starts 01 October 2017

Posting of Agency FOI Manual in the Transparency Seal

Not applicable (website posting)

01 October 2017

Dissemination to employees and Not applicable (dissemination and posting)

01 October 2017 Transparency Seal posting of system for ranking delivery units individuals Submission of Report on Ageing of Cash Advance Liquidation (15 November 2017 as cut-off)

COA (thru Auditor) 30 November 2017

Updating of PhilGEPS transactions (15 November 2017 as cut-off)

PhilGEPS website 01 December 2017

Submission of APCPI results GPPB-TSO (thru appcpi@gppb.gov.ph)

31 March 2017

Submission of agency accomplishments and ranking of delivery units using Forms A, Al, and 1.0

DOJ Planning and Statistics Division

31 January 2018

Submission of certified true copy of Agency ISO QMS Certificates

GQMC thru DBM Secretariat

Not later than 31 December 2017

Open Government Data implementation (pursuant to OPS-DBM-PCDSPO Joint Memorandum Circular No. 2015-01 and DOJ Circular No. 033, s. 2015)

Not applicable (website posting)

15 January 2018

5.0 For guidance and compliance.

VIT ANON. AGUIRRE II Secrdfaiy Department of Justice

ilia ilk

CC: All concerned.

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