F.

REPUBLIC EF THE PHILIPPINESOFFItrE T]F THE PREEIIDENT

PA=tIEi RIVER REHABILITATION EBMMIAEIONI 608 Quezon Ave. Quezon CitY

Telephone Nos- +632 926 5232, 926-5234, 926 6445, 92&6449 fele{ax; +632 926 5233

e-mail: oasleLah,n@vn[q! qI!:E!] website:wv/w prrc'gov'ph

OFFICE ORDERNO.2015 lza

SUBJECT: SYSTEM OF RANKING OF DELIVERY UNITS AND

INDIVIDUAL FOR THE PERFORMANCE BASED BONUS FOR CY 2015

DATE : OCTOBER 14,2015

consistent with existing rules and regulations to implement above mentioned subject, the

following are hereby issued for the guidance of PRRC-PMO employees:

1) Adoption of the Strategic Performance Management System (SPMS)

PRRCstrategicPerformanceManagementSystem(SPMS)whichwasapprovedbytheCivilServiceCommission(CSC)-NationalCapitalRegiononMarch2T'20t3forinitia1implementation and likewise the refinements on afeas identified submitted on January 3,

2014 to the same office, the SPMS (see attached as Annex A) is hereby reiterated for

adoption in providing performance rating of Offices and Individuals to be used in the

Performance Based Bonus (PBB)'

2) Granting of the Performance Based Bonus (PBB)

In granting the PBB for cY 2015, PRRC is adopting the criteria and conditions under the

Inter-Agency Task Force (IATF) on the Harmonization of National Govemment

PerformanceMonitoring,InformationandReporlingSystems(AdministrativeorderNo.25,s. 2011) Memorandum Circular No. 2015-1 dated August 12'2015'

Specifically eligibility and ranking system are as follows:

EligibilifY of Individuals

a) Those who are only regular employees are entitled to receive Performance Based

Bonus lPBB).b)TheExecutiveDirectorasHeadoftheAgencyundertheapprovedplantillaposition

ofPRRC shall have a PBB rate fixed at Php 35,000'00 for CY 2015'

c)Employeeswhoreceiveatleast..Satisfactory,,ratingbasedontheCSC-approvedSPMS.

d) An employee who

months of service

rendered a minimum of three (3) months but less than nine (9)

and with the required performance rating shall be eligible for the

/,)

vT/ "We comnrit to trutlr and Scrvir:e"

% ofPBB

90%80%

70%60%50%40%

The following are the valid reasons for an employee who may not meet the nine-month

actual service requirement to be consirlered for PBB on a pro-rata basis: a) Being a newly

hired employees, b) retirement, c) resignation, d) rehabilitation leave, e) matemity leave

and /or patemity leave, {) vacation or sick leave with or without pay' g) scholarship/study

leave and h) sabbatical leave.

Those employees who are not entitled are the following:

a)Persorrrrelfoundguiltyofadministrativeand/orcriminalcasesfiledagainstthem and meted penalty in FY 2015 but if penalty meted out is only

reprimand, such penalty shall not cause the disqualification to the PBB'

b) Officials and employees who failed to submit the 2014 SALN'

c)officialsandemployeeswhofailedtoliquidatecashadvancesreceivedinFY2015 within the reglementary period'

Ranking of Delivery Units and Individuals

e)ThePerformanceRatingsofDeliveryUnitsarrdlndividualsshallbetakenfromtheresultsoftheperformancereviewandevaluationintheimplementationofSPMS.

IonlythosedeliveryunitsthatmeetthecriteriaandconditionsoftheabovementionedIATF Memo circular No. 2015-01 shall be eligible to the PBB for FY 2015 adopting

the following ranking:

grant of PBB on a pro-rata basis. The PBB of employees shall be pro-rated

corresponding to the actual length of service rendered, as follows:

Length of Service

8 months but less than 9 months

7 months but less than 8 months

6 months but less than 7 months

5 months but less than 6 months

4 months but less than 5 months

3 months but less than 4 months

Ranking

a) Top 10%

b) Next25%c) Next 65%

Perfotmance CategorY

Best DeliverY UnitBetter DeliverY UnitGood Delivery Unit

g) Only officials and employees of delivery units that qualified for the PBB shall be

forced rank as follows:,r'

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Ranking

For the best deliverY unit:

a) Top20%o

b) Next 35%

c) Next 45%

For the better delivery unit:

a) Top 15%

b) Next 30%

c) Next 55%

For the good delivery unit:

a) Top 10%

b) Next 25%

c) Next 65%

This is for strict compliance.

Individual Performance CategorY

Best Performer

Better Performer

Good Performer

Best Performer

Better Performer

Good Performer

Best PeformerBetter Performer

Good Performer

,'v+-RONAIZO A. NAGIJIT, MNSA

Director P f j-tExecutiver'

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D. PRRC PERFORMANCE COMMITMENT RATINGS(Applicable to All Staffs)

Consistent with the Administrative Order No. 25 dated December2L,20t1, the Strategic Performance Management System (SPMS)

developed by the Civil Service Commission (CSC) MemorandumCircular No. 6, s.2012 shall be adopted at PRRC with the followingguidelines:

I. OBJECTIVES:

1) Concretize the linkage of organizational performancewith the Philippine Development Plan, the AgencyStrategic Plan, and the Organizational Performancelndicator Framework (OPIF);

Ensure organizational effectiveness and improvement ofindividual employee efficienry by cascading institutionalaccou ntabilities to the various levels of the organizationanchored on the establishment of g rational and factualbasis for performance targets and measures, and;

Link performance management with other HR systemsand ensure adherence to the principle of performancebased tenure and incentive system.

il.scoPE

The system covers all the PRRC workers of the ProiectManagement Office {PMO).

III.DEFINITION OF TERMS

tItIIIIIItIIII

2)

3)

Agency - refersRehabilitation Commission (PRRC)

Major Final Output (MFOs) -

agency is mandated to deliver to

to the Pasig R iver

a good or service thar an

external clients contribur rng

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to organizational outcome through-the implementation ofprograms, activities and projects which are easily quantifiedand within the control ofthe agency.

Critical lncidentaccomplishment of the office or J#I;r

on the overall

Office - refersManagement Office, Division or Unit

Office Performance Commitment -that the office or division/unit commitsset of success indicators.

to the project

outputs and outcomesto achieve based on a

performa nceused in assessing

lndividual performance Commitment _ outputs that theindividual commits to achieve based on , ,"a of successindicators anchored on the office performance commitment.Performance Measures - refer to standard againstwhich the level of performance is assessed which include, butnot limited to quality, quantity and timeliness.

Rateeperformance is tostandards

- refers to employee whosebe rated based on agreed targets and

Xr?rTt*-"o,"te rup"rviroyruo"r,#"'o of pnao in consultation

Success Indicators - combinedmeasures and performance targets to beperformance level of the office or individual

lmmediate Supervisor or Superior _ an Officer whodirectly exercises authority over the Ratee and superviseshis/her work performance and the one to whom the ratereports on a regular basis

Supervisor,s Journatdocu me ntation s pecirica r ry .i,r, .r?,,i$;?f;:"f

a n v r o rm or

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IV. DESIGNATION OF THE AGENCY CHAMPION, IHECREATION OFTHE PERFORMANCE MANAGEMENT TEAM (PMT}, OTHER KEYPTAYERS AND RESPONSIBILITIES

a) The designated Champion of the SpMSDirectorSPMS Champion shall take lead in the implementataon ofSPMS, approve the agency performance goals/objectivesand performance measures including the Divisions/Unitsperformance commitment and rating of each Division.

b) Composition of the pMT - The following are designated asPMT:

Chairperson Deputy Executive Director -For Finance and AdministrativeServices

is the Executive

: Deputy Executive Director -Operations

: Head of Administrative DivisionHead, Planning DivisionHead, Management information

SystemRepresentative, Finance DivisionPresident, pRRC EmployeesAssociation

c) Responsibilities of the performance Management Team,Other Division and Employees

PMT shall have the following functions and responsibilities:

. Spearhead the implementation of the SpMS in theAgency,

r Consult Heads of Divisions to discuss targets set in theOffice Performance Commitment and Rating form;

r Rationalize work distribution and ensure thatperformance targets and measures inciuding budgetaligned with the Agency OplF/MFO;

Co-Chair

Members

;

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r Review/validate lndividual Perf-ormance

Rating (IPCR)Form and Office Performance

Rating (OPCR) Form;

o Recommend approval of the Division

Commitment and Rating to the Executive

the PRRC Chairperson;

CommitmentCommitment

PerformanceDirector and

r Handle appeals for performance management issues of

the PMO (individual and Division/Unit); and'

. Recommend top performing Division for Performance

Based lncentives and Awards'

""o,h", Divisions

a) Planning Office. Act as Secretariat of the PMT;

r Keep an orderly file of the OPCR; and'

r Monitor compliance of Offices/Division/Unit with all the

requirement relative to Performance Management System'

Section Heads

Formulate OPCR of the Division and assist the staff in the

preparation of IPCR;

Responsible for the attainment of performance commitment

and rationalizes work targets/tasks distribution among the

staff;Monitor and provide support/assistance through coaching

to achieve targets set by the Division/Unit and individual

b)

emPloYee; and,

o Assess individual employees performance and recommend

devetoPm enta I intervention

c) Administrative Divisiono Keep IPCR of each emPloYee

Employees

. Prepares IPCR with the guidance of Division Chief and submit every

second week of January

. Act as partners of management to attain organizational

performance, targets and goals'

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V. ADMINISTRATION OF THE STRATEGIC PERFORfVIANCE

MANAGEMENT SYSTEM {Flowchart attached}

A. PERFORMANCEPLANNING

1. Determination of Performance Measures and Targets

a. PMT shall review success indicators of the identifiedMajor Final Outputs (MFO) indicated in the OrganizationalPerformance lndicators Framework (OPIF) prior to theconduct of the Annual Planning in consultation with theDivision Heads.

b. During this stage, success indicators are determined.Success indicators are performance level yardsticksconsisting of performance measures and performancetargets. This shall serve as basis in the office andindividual employee's preparation of their performancecontract and rating form.

PMT ensure that performance ta rgets and measures as

well as budget are aligned with the Office and workdistribution among the Division/Unit is rationalized.

Performance measures need not be many. Only thosethat contribute to or support the outcornes that theagency aims to achieve shall be included in the officeperformance contract, i.e., measures that are relevant toAgency's core functions and strategic priorities- Theperformance measures must contrnuously be refined andreviewed.

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Category Definition

Effectiveness/Quality Getting right things done consistent withthe Office mandates and expectations.

Efficiency Shows time or resources is used forintended task or purpose and targets are

accomplished with minimum amount orquantity of waste expense or unnecessaryeffort.

llmeliness Deliverables was done on time based on

the requirements of the law and

clients/sta keholders.

Performance Measures shall include but not limited to thefollowin g genera I categoriil's :

Target Setting

a. The Chairperson with the approval of the Board of theCommissioners shall set the annual performance targets ofPRRC. lt shall be based on strategic objectives and

measures, commitments, major final outputs leading to theattainment of organizational outcome.

b. Targets shall take into account the following:. Historical data. The data shall consider past

performance, the ave rage for past five (5) years-

r Benchmarking. Benchmarking involves recognizing

existing standards based on provisions or requirementsof the law.

o Cllent demand. Thrs involves a bottom-up approach

based on the needs of the clients which requireconsultation with stakeholders and review the feedback

on its services.. Future trend. Targets may be based from the results of

the comparative analysis of the actual performance ofthe Office with its potential performance-

c- Before the start of the performance period, the concernedDeputy Directors for Operations and Technical Service and

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d.

e.

the Finance and Administrative Service shall submit OfficePerformance Commitment and Review Form (OPCR) inconsultation with the respective Division Heads, ln settingwork targets in the OPCR, budget perprogram/project/activity, supplies, materials, equipr-nentand other budgetary reguirements resulting in thepreparation of the Annual Procurement Plan (APP) andidentification of the MOOE shall be computed.The OpCRshall include indicators based on GAD. OPCR shall beapproved by the PMO Executive Director as the SPMSChampion.

The OPCR shall be submitted to the Planning Division whichshall be used for monitoring accomplishment on a monthly,quarterly and annual basis.

The approved OPCR shall be cascaded to the Division andused as basis for the preparation of individual Employee'sPerformance Commitment and Review Form (IPCR) (AnnexB). This shall be used for setting tarBets and performancemeasures of individual employees with the approval ofconcerned supervisors, and for su bmission to theAdministrative Division.

The PMT shall ensure the development of performancemeasures for each position with the assistance of theDivision Chief and their staff and the adoption of uniformperformance standards by the different organizational unitfor employees holding similar positions and performing thesame function.

Amendments to the OPCR/IPCR maybe allowed at any timeto accommodate intervening tasks that come up from timeto time copy furnish the Planning Office. Revision ormodification maybe done by adding new work or replacinganother work or changing dimensions of success indicators.During the performance assessment, documents shall beattached as evidences.

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B. PERFORMANCE MONITORING AND COACHING

During this phase, the SPMS Champion, Deputy Directors and

Sugiervisors shall act as coaches and mentors to provide an enablingenvironment/intervention to improve team performance and manage

. "- ,an*-develop individual potentials. They are required to do thefoilowing tasks:

- 1,__Monitoring. The performance of the Division and lndividual will be:monitored thru the OPCR and IPCR to ensure that timely feedback

at all levels to address immediately any issues and problems that.. -- hinders the success of implementing any activities.

. lndividual monitoring can be through meetings, one on one

discussion, review of reports and memorandum to ensure timelyexecution and quality deliverables completed.

The lmmediate Supervisors are required to maintain a journal and

to record critical incidents if any. The Supervisor shall submitprogress report of individual coaching to the SPMS Champion copy

furnish the concerned staff and the Planning Division.

2. Coaching. lt is a strategy for empowering employee or the team,an opportunity to improve ability to perform their workassignments/tasks through the guidance of the Supervisor.

The lmmediate Supervisors are required to maintain Journal o{

coaching at every level.

C. PERFORMANCE REVIEW AND EVALUATION

This phase aims to assess both Office/Division and individual

employee performance level based on the performance targets and

measures as approved in the Office and lndividual Performance

Comm itment Contracts.

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1. Office/Division Performance Assessment

1.1The Head of the Division shall initially validate,/assess andevaluate its performance per approved OpCR. The assessmentshall be submitted to the Chairperson, pMT.

1.2 various rating scales may be used for specific sets of measures.However in general, there will be five point rating scale (1 to 5),5 being the highest and 1 the lowest and with each level isdefined as follows:

Rating Description

l

Numerical Adjectival

5 Outstanding

4 Very Satisfactory

3 Satisfactory

2 Unsatisfactory

Perf^o_rma nce exqeeding targetsby 3O% above of the '

planned targets

Performance exceedine tarsetsby 1,5% to 29% and aboive oT theplanned targets

Performance of too%lo 11,4%of the planned targets oraccomplishment reouire-ring 100%.o of the tarletssuch as those pertainingto monev or accuracv orthose wliich may no longerbe exceeded, thi-, u sua I

-rating of either 5 and 2and to those who failedor fell short of the tarsetsshall still be enforced-"

Performance below 51%to 99Yo below the successindicators

PF rforma nce fa lling to meet theplanned targets by 5O% or below

Poor

1.3 The Planning Office shall consolidate ancj submit to pMT theOffice/Divisron performance Rating for initiala ssess rne nt/review of the performance. pMT shall

Pagt 179

recommend approval to the SPMS Champion who shall decide

and provide the final performance rating'

1.4 The Agency performance review conference shall be

conducted annually by the Ptanning Office to discuss the

assessment with the Division Heads' Quarterly

accomplishment reports submitted by each of the Division to

the Planning Office shall also be used in the assessment' Any

issue/appeal/protest on the office assessment shall be

resofued by the Head of the Agency/SPMS Champion during

the Conference; hence the final rating shall no longer be

appealable after theconference'

2. Performance Assessment for lndividual Employee

2.1The minimum rating period is three months or ninety (90) days

in a semester.

2.2 Evaluation of lndividual Performance Rating shall be done on

an annual basis; however performance review shall be on a

quarterly basis to monitor the progress of the individual

accomplishment a nd to assist in meeting his/her targets'

Developmental interventions maybe done within the year to

address the gaPs immediatelY'

2.3 The lmmediate Supervisor shall assess the performance based

onthecommitmentsatthebeginningoftheratingperiod.Performance Rating shall be based solely on the records o{

accomplishment and no self-rating shall be allowed'

lntervening tasks shall also be rated' however it shall be

supported by reports and any outputs as proof of

accom Plishment.

2.4 Performance assessm ent/rating shall be discussed by the

immediate supervisor with the concerned Ratee prior to the

submission to the SPMS Champion of the lndividual

Performance Commitment and Review Form'

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2.5 The supervisor shall indicate qualitative comments,observations and recommendations in the lpCR includingcompetenry assessment and critical incidents shall be used forhuman resource development purposes such as promotion andother interventions.

2.6The SPMS Champion shall make the final assessment ofperformance of the individual employee based on proof ofperformance. The final assessment shall correspond to theadjectival description of Outstanding, Very Satisfactor.y,Satisfactory Unsatisfactory and Poor.

2.7fhe accomplishment of intervening or additional tasks shall befactored in the overall performance targets. Rating shall bebased on employees' accomplishment and the standards set byhim and the Supervisor in terms of effectiveness, efficiency andtimelines.

2.8The SPMS Champion may adopt appropriate mechanism toassist her distinguish performance level of individuals, such asbut not limited to peer ranking and client feedback.

2.9 The average of all individual performance assessments shallnot go higher than the collective performance assessment ofthe Division/Office.

The SPMS Champion and lmmedrate Supervisor shall ensurethat the result of the performance assessment has beendiscussed with concerned employees and submitted within theprescribed time to the Administrative Division.

3. Appeals and Performance Evaluation Sanction

3.1 Employees who received Unsatisfactory Rating must be givenwritten notice within fifteen (15) days after the quarterlyperformance review with recommendation for improvementwhich shall rnclude developmental needs such as training.

3.2 Appeal shall be filed to the PMT wrthin 10 days upon receipt ofthe frnal approved IPCR from thr Head of Office. pMT shali

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decide the aPPeal within one

written aPPeal.

month from the receiPt of the

3.3 Employees who received unsatisfactory ratings for two

consecutive rating periods may be dropped from the rolls'

3.4NonsubmissionofOPCR/|PCRwithinthespecifiedperiodunless justified and accepted by the PMT shall be given penalty

as follows:

Disqualification for performance based incentives; and'

Administrative offense for simple neglect of duty for

supervisors or employees responsible in the non-

submission of the OPCR/IPCR'

D. PERFORMANCE REWARDING AND DEVELOPMENT PI'ANNING

The PMT shall forward to the PRRC Chairperson the Performance

assessment including success indicators'

The SPMS Champion together with the lmmediate Supervisor

shall meet the employee to discuss the strength and performance

gaps including opportunities to address these gaps in the result of

Performance Assessment.

3- The Performance assessment result shall be used in identifying

potential nominees for various awards to be nominated by the

PRAISE Committee and the top performers in the Office who shall

qualify for Performance Based lncentives'

The Administrative Division shall use the result and the

recommendation of the sPMS Champion/lmmediate supervisor in

the human resource development plan and in certifying the list

for the granting of Productivity lncentive Bonus' Only employees

wlth at least Satisfactory Rating shall be included in the certified

list and to be given PIB-

L.

2.

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PRAISE Committee shall be composed of the following:

Chairperson :

Co-chairperson:

Members :

DED for FAS

DED for Operations

Chief Administrative officer/HR OfficerAll Section Heads

, The committee shall be responsible in nominating staffs found to beexceptional and consistent in their daily discharge of duty, as well asmeticulous in following office rules and regulation {no violationcommitted during the year) which will be grven an award ofexcellence called "The Executive Director,s Award,, every year_end.

Another task of the Praise committee is to identify and reconrmendstaffs for capability building to enhance their knowledge, skills andattitude (KSA). Staffs evaluated under capability building may be theAgency's representative in local/international specialty trainings orscholarship grants.

VI. EFFECTIVITY

The PRRC-SPMS has been approved by the civir service commissionon March 27,2oL3 for initiar imprementation. The pirot testing whichshall commence three (3) months from date of approval willincorporate the refinements made on areas identified to beaddressed and report of implementation of said SpMS will besubmitted to the CSC-NCR.

The result of the pilot testing of pRRC-spMS was evaluated last June18, 2014 by CSC-NCR with recommendations regardingimplementation enhancements.

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Attachment to the Strategic performanceManagement System (SpMS) Guidelines

1. Oflice PerformanceCommitment and ReviewForm(OPCR)

2. lndividual PerformanceCommitment and ReviewForm (IFCR)

3. SPMS Schedule oflmplementation

4. SPMS Process Flowcharl

Annex A

Annex B

Annex C

Annex D

Y4./-'

Annex ARepublic of the philippines

Pasig River Rehabilitation CommissionOFFICE PERFORMANCE COMMITMENT AND REVIEW (OPCR)

commil lo deliver and agree to be rated on the attainment

Division Head

of the following targets tn accordance wth the indicated nreasures for the period Januar| to December

* To be.accomplished dunng lhe performance Assessment onlyLegend' 1-Quality 2 - Effiaency 3 - Timetiness 4 _ Average

Date

Recommending Approval: Deta Approved By; Date

Deputy Executive Director Executrve Dlreclor

Annex BRepublic of the philippines

INDIVIDUAL PERFORMANCE COMMITMENT AND REVIEW {IPCR)

. of thefollowing targets in accordance wtth the measures for the period

commtt to dellver and agree to be rated on the attainment of theto

-20_.

Rate

Date

Reviewed by: Date Approved By: Date

lmmedrate Supervtsor Head of Office

Output Success lndicators(Targets + Measures)

ActualAccomplishments * RatingRemarks

Qi E2 T3 A4

Total Overall Rattng

Frnal Average KalrngAdjectval Ralrng

Discussed With: Date Asse$ed By: Date Frnal Ratlnq gy: DateI certrfy that I discussed my assessment of theperformance with the employee

Employee lmmedrate Supervisor Head of Office/Agency*To be filled up dunng rating Period only.L€gend.1 - Quality 2- Efftciency 3-Trmeliness 4-Average

3. PERFORMANCE REVIEW AND EVALUATION

3.1 Revrew of OPCR/IPCR

a) Revrew of offrce/lndrvidual accompllshment

and target

3.2 Annual Performance Assessment {OPCR)

b) lnrtral Conduct of Performance Ratrng

c) Revrew ofthe performance assessment

d) Conduct of Performance Conference

e) Approvalof the Performance Ratrng

3.1 lndrvrdual Performance Assessment (IPCR)

f) lnd rvrd ua I Performance Assessment

g) Approval of the Performance Assessment

h) Submrssion of Performance Rattng to theAd mrn rstratlve Divrsron

b)

lmmedrate Supervrsor/

Concerned Drrector/

Executive Dtrector

lmmedlate Supervlsor

PMT

Planning Office

Executrve Director

lmmedrate Supervlsor

DED,/Executive Dlrector

last wk of

Ma rch, June,

Sept & Dec.

last wk of Dec

t wK oT teo

4, PERFORMANCE REWARDING AND DEVELOPMENT PLANNING

a) Conduct review of the performance

Assessment and tdenttfy potenttal

Candrdate to be nomrnated for any award

Certrfy Rattng for Performance Ma nagement Bonus orlncentive for employees who have recetvedSatrsfactory Rating only

Appr oval of recommendattonTo avarl of trarning, plB and other bonuses

PRAISE COIV]MITTEE

Chref Admtntstratrve Officer

DEDs for FAS/Operatron/

Executive Drrector

Annex D

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PerlormanEe Plannrng and

Commrtment

Pe|forrnance Monltorlng

and CoachrngPerformanceManagementlnformatronSystem

Ofhce PerformanceEvaluatron

PerformanceRewardrng and

Development Planntng