Psa Bulletin06 2014

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Bulletin 06-2014 20 May 2014

PSA Proposed Staffing Pattern

On 16 May 2014, the Proposed Staffing Pattern for the Philippine Statistics Authority (PSA) was presented by the World Bank Technical Assistance (WBTA) Team1 to the PSA Executive Committee2. Currently on its second iteration, the proposed staffing pattern contains the staff composition (number and salary grade) of the various offices, divisions and units at the Central Office and at the Field Office. It also shows a comparison of the number of staff as proposed and as per the approved rationalization plan (RAT Plan) and also the number of warm bodies/filled positions by office, division and unit.

As the final staffing pattern is expected to be finalized by May 30, 2014, the PSA Executive Committee is now sharing the proposed staffing pattern with all PSA staff to elicit their comments and suggestions. The staff can send their comments and suggestions to [email protected] and/or to their respective PSA area heads, e.g., PSA-Quezon Avenue to IDNS Romeo S. Recide ([email protected]) not later than May 22, 2014, 12:00 noon. The comments will be discussed at the PSA ExeCom meeting with the WBTA Team on May 23, 2014, 11:30AM at the PSA-Makati Operations Room.

General Principles and Guidelines

The proposed staffing pattern was developed following the general principles and guidelines shown in Table 1 below.

Table 1. General Principles and Guidelines for the Proposed Staffing Pattern

Principles and guidelines Remarks Starting points

1. Starting point is the approved RAT Plan or Plantilla document, whichever is more consistent.

For NSO and BAS, plantilla document was used. For NSCB and BLES, RAT Plan document was used.

2. Proposed staffing pattern must not cost more than the approved RAT Plan or plantilla positions (not warm bodies). Using RAT

This ceiling includes the budget for positions which are Co-Terminus with

1 The World Bank Technical Assistance Team is composed of Mr. Tomas P. Africa, Ms. Fiel Pizarro, and Dr. Karl Kendrick Chua. 2 The PSA ExeCom is composed of National Statistician Lisa Grace S. Bersales, Interim Deputy National Statisticians Romeo S. Recide, Lina V. Castro, Paula Monina G. Collado, and former Bureau of Labor and Employment Statistics OIC-Director Ma. Teresa V. Peralta.

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Principles and guidelines Remarks Plan, this amounts to PHP 978 million in basic pay and PHP 1,560 million in total personal service cost.

the Incumbent (CTI).

If budget is breached, cut positions across the board (i.e., equal percentage or heads as needed) to meet the budget.

3. All current positions are abolished and the PSA has a free hand in proposing the new staffing pattern. Consultant’s work will generally not include any matching from old to new positions.

This is to ensure objectivity in the proposed staffing pattern.

Office and positions 1. Office size and staffing pattern will primarily

follow the office’s function and outputs. In the absence of other information, we assume that optimal size of division is established in the RAT Plan justification.

2. The allotment of staff to each office will follow the Department of Budget and Management (DBM) guidelines (EO 366, Occupational Services, Occupational Groups, and Index of Occupational Services).

3. Observe ratio of 1 administrative staff to 3 technical staff (as advised by DBM Occupational Position, Compensation and Classification Bureau).

Proposed staffing pattern has 1:2 ratio.

DBM requests PSA to consider abolishing SG 1-4 positions and outsourcing their functions.

4. Offices whose work are technical in nature will follow diamond structure. Support offices will follow pyramid structure.

There are some exceptions. Example: Statistical Methodology will have a high level structure.

5. Try to standardize division level staffing count and pattern within an Assistant National Statistician office to manage span of control. From here, the size can be adjusted depending on specific needs.

This would enhance discipline in the staffing pattern and help to ensure management effectiveness.

6. Observe straight listing of staff at the provincial level to provide operational flexibility.

This would allow a region to optimize the allocation of staff depending on province size.

7. Qualification standards (QS) are used as needed to determine optimal staffing requirement per office.

8. Simplify position titles for technical staff. Rationalize near duplicate positions.

9. For small divisions, remove admin staff. Retain only for medium to large divisions.

This follows DBM guidelines on rationalization.

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For high-level office structure, the DBM guidelines below were followed:

Table 2. DBM Guidelines on Structure of High-Level Office

Salary Grade level

Office Max

Number of staff Details

30 Office of the

National Statistician 8

NS (Director VI), Executive Assistant (EA) IV, Statistician III, EA II, SAA III, Administrative Officer (AO) II, AA III, Aa V

29 Office of the Deputy National Statistician

4 DNS (Director V), EA III, AA III, Aa IV

28 Office of the

Assistant National Statistician

2 ANS (Director IV) AA III

27 Unit 7 Director III, AA III + specialized staff

26 Region 2 Director II, AA I

In the construction of a Division, the following structures were considered:

Pyramid o Traditional model, many low level staff and decreasing number of staff

with increasing salary grade. o Retain for support offices and offices that perform manual processing.

Diamond

o Proposed model for technical offices. The bulk of staff are middle to senior level technical staff. Very few or no admin staff.

High level (special case only) o Proposed model for Statistical Methodology Unit. There are staff at SG

25 and up doing highly technical research work.

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Proposed Staffing Pattern at the Central and Field Office

The succeeding sections present the proposed staffing pattern at the central office and at the field office for comments of all concerned.

1. Staffing Pattern at the Central Office

1.1. Units under the National Statistician

1.2. Units under the Assistant National Statistician for Macro-economic Accounts

Mgt Technical

total

Senior Middle Junior Admin Proposed

total

Old

plantilla/

RAT Plan

total

Warm

bodies

total

(22↑) SG 10‐21 SG 16‐21 SG 13‐15 SG 10‐12 SG 1‐9 SG 1‐30 SG 1‐30 SG 1‐30

Legal Service 3 3 1 0 2 1 7 7 3

Management and Corporate

Planning

2 7 4 2 1 1 10 13 8

Statistical Methodology 4 2 2 0 0 1 7

International Cooperation 2 4 3 1 0 1 7

Internal Audit 2 3 1 1 1 2 7

Proposed total 13 19 11 4 4 6 38

Old plantilla/RAT Plan total

(including dissolved divisions)

3 10 2 3 5 7 20

Warm bodies total (including

dissolved divisions)

1 5 1 1 3 5 11

Proposed staffing pattern for PSA

Division

Mgt Technical

total


total

Old

plantilla/

RAT Plan

total

Warm

bodies

total


Assistant National Statistician for

Macroeconomic Accounts

1 0 0 0 0 1 2 2 2

Production Accounts 2 13 7 4 2 0 15 13 7

Expenditure Accounts 2 13 7 4 2 0 15 13 10

Income Accounts 2 13 7 4 2 0 15 10 4

Satellite Accounts 2 13 7 4 2 0 15 11 6

Environment & Disaster Risk

Reduction Statistics

2 13 7 4 2 0 15

Farm Economics Statistics 2 26 14 8 4 2 30 51 30

Proposed total 13 91 49 28 14 3 107



12 84 19 24 41 4 100



6.5 50.5 18 10.5 22 2 59


Division

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1.3. Units under the Assistant National Statistician for Economic Sector Statistics

1.4. Units under the Assistant National Statistician for Social Statistics

Mgt Technical

total


total

Old

plantilla/

RAT Plan

total

Warm

bodies

total



Economic Sector Statistics

1 0 0 0 0 1 2 2 1

Price Statistics 2 26 14 8 4 2 30 145 97

Services Statistics 2 26 14 8 4 2 30 56 41

Industry Statistics 2 26 14 8 4 2 30 62 36

Trade Statistics 2 24 10 9 5 14 40 0 0

Crops Statistics 2 17 9 6 2 1 20 37 17

Livestock & Poultry Statistics 2 17 9 6 2 1 20 26 13

Fisheries Statistics 2 17 9 6 2 1 20 37 23

Proposed total 15 153 79 51 23 24 192



15 158 20 48 90 192 365



11.5 98.5 18 24.5 56 118 228


Division

Mgt Technical

total

Senior Middle Junior Admin Total Old

plantilla/

RAT Plan

total

Warm

body

total



Social Statistics

1 0 0 0 0 1 2 9 7

Income and Employment Statistics 2 26 14 8 4 2 30 34 24

Demographic and Health Statistics 2 21 12 6 3 2 25 21 15

Social Development Statistics 2 21 12 6 3 2 25 21 15

Poverty & Human Development

Statistics

2 13 7 4 2 0 15 14 11

Labor Standards and Relations

Statistics

2 13 7 4 2 0 15 18 18

Employment Demand Statistics 2 13 7 4 2 0 15 9 8

Proposed total 13 107 59 32 16 7 127



19 69 27 26 16 38 126



16 56 24 20 12 26 98


Division

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1.5. Units under the Assistant National Statistician for National Censuses

1.6. Units under the Assistant National Statistician for Standards

Mgt Total

technical


total

Old

plantilla/

RAT Plan

total

Warm

bodies

total



National Censuses

1 0 0 0 0 1 2

Census Operation & Coordination 2 17 9 6 2 1 20 0 0

Service & Industry Census 2 17 9 6 2 1 20 24 17

Population & Housing Census 2 17 9 6 2 1 20 28 21

Agriculture & Fisheries Census 2 17 9 6 2 1 20 63 42

Proposed total 9 68 36 24 8 5 82



9 87 12 28 47 19 115



8 60 11 15 34 12 80


Division

Mgt Total

technical


plantilla/

RAT Plan

total

Warm

bodies

total



Standards

1 0 0 0 0 1 2 2 2

Statistical Policies & Programs 2 17 9 6 2 1 20 7 5

Statistical Standards 2 8 5 2 1 0 10 3.5 2

Statistical Classifications 2 13 7 4 2 0 15 3.5 2

Total 7 38 21 12 5 2 47



5 10 7 1 2 1 16



3 7 5 1 1 1 11


Division

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1.7. Units under the Assistant National Statistician for Information Technology and

Dissemination

1.8. Units under the Assistant National Statistician for Civil Registration

Mgt Total

technical


total

Old

plantilla/

RAT Plan

total

Warm

bodies

total



Information Technology and

Dissemination

1 0 0 0 0 1 2 2 2

Systems Development 2 27 22 0 5 1 30 48 34

Systems Operation and

Infrastructure

2 27 14 4 9 11 40 58 39

Knowledge Management &

Communication

2 15 5 5 5 3 20 68 42

Systems Quality Assurance 2 12 9 0 3 1 15

Geo‐Spatial Information

Management

2 12 8 1 3 1 15

Registers & Database Management 2 12 9 0 3 6 20

Proposed total 13 105 67 10 28 24 142



11 104 34 45 25 107 222



7 69 24 28 17 71 147


Division

Mgt Total

technical


plantilla/

RAT Plan

total

Warm

body

total



Civil Registration

1 0 0 0 0 1 2 2 2

Civil Registration Records

Management

2 13 4 4 5 10 25 139 97

Vital Statistics 2 12 6 4 2 1 15 59 39

Citizens’ Services 2 30 10 10 10 28 60 0 0

Civil Register Program

Development

2 24 8 8 8 14 40 0 0

Proposed total 9 79 28 26 25 54 142



3 18 4 6 8 179 200



3 13 3 3 7 122 138


Division

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1.9. Units under the Assistant National Statistician for Central Support

2. Staffing Pattern at the Field Office3

• Office of the Regional Director – Director (SG 26) + Secretary (SG 7)

• Statistical Operations and Coordination Division

– Division chief is Stat H (SG 24)

• Civil Registration and Administrative Support Division – Division chief is Registration Officer (RO) V (SG 24) – Civil Registration Section, headed by RO III (SG 18) – Administrative Support Section, headed by Accountant III (SG 19)

• Provincial offices (straight listing), let n be number of provinces per region

– n division chiefs (Stat H)

Note: sections are for internal coordination only

3 Sections are for internal coordination only

Mgt Total

technical


total

Old

plantilla/

RAT Plan

total

Warm

bodies

total



Central Support

1 0 0 0 0 1 2 4 4

Human Resources 2 20 6 6 8 8 30 46 18

Budget 2 12 3 6 3 4 18 16 10

Accounting 2 12 6 0 6 10 24 20 12

General Services 2 15 5 4 6 201 218 169 115

Proposed total 9 59 20 16 23 224 292



10 54 9 21 24 191 255



8 27 4 11 12 124 159

Division


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Table 3. Field office staffing rule for management and technical staff

SG Positions Rule Number of positions

26 Regional Director (Director II)

1 per region 17

24 Statistician H 1 per region 1 per province

17+86=103

22 Statistician G None 0

18 Statistician E 4 per region (one each MS, ES, SS, NC)

17*4=68

15 Statistician C 2 per region; ratio for province 34+203=237

11 Statistician A 2 per region; ratio for province 34+301=335

24 Chief Admin Officer 1 per region 17

19 Accountant III 1 per region 17

16 Accountant II 1 per province; double NCR 81+10=91

18 Registration Officer III 1 per region 17

14 Registration Officer II 1 per region 1 per province

17+86=103

10 Registration Officer I 1 per region; ratio for province 17+149=166

Table 4. Field office staffing rule for other officials (1/2)


12 Information Systems Analyst I 2 per region, 1 per NCR district 34+5=39

11 Information Officer I 1 per region 17

8 Cartographer II 1 per region 17

18 Administrative Officer V (HRMO II)

1 per region 17

11 Administrative Officer II (HRMO I)

1 per province 86

15 Administrative Officer IV (Budget Officer II)

1 per region 17

11 Administrative Officer II (Budget Officer I)

1 per province 86

14 Administrative Officer III (Cashier II)

1 per region 17

10 Administrative Officer I (Cashier I)

1 per region, 1 per province 17+86=103

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Table 5. Field office staffing rule for other officials (2/2)


14 Administrative Officer III (Supply Officer II)

1 per region 17

10 Administrative Officer I (Supply Officer I)

1 per province 86

10 Administrative Officer I (Records Officer I)

1 per region 17

12 Administrative Assistant VI (Computer Operator III)

1 per region 17

9 Administrative Assistant III (Computer Operator)

1 per province 86

9 Administrative Assistant III (Sr. Bookkeeper)

1 per region; 1 per province

17+86=103

8 Administrative Assistant II (Disbursing Officer II)

1 per region; 1 per province; double NCR

17+81+10=108

7 Administrative Assistant I (Secretary I)

1 per region 17

6 Administrative Aide VI (Data Entry Machine Operator I)


34+81+2+10=127

6 Administrative Aide VI (Cash Clerk II)


17+81+1+10=109

4 Administrative Aide IV 2 per region; Triple for NCR, III and IV

28+18=46

3 Administrative Aide III 2 per region; Triple for NCR, III and IV

28+18=46

1 Administrative Aide I 2 per region; Triple for NCR, III and IV

28+18=46

Table 6. Ratio rule for provincial offices for Stat II, Stat I and RO I

Region Stat II Stat I RO I Region Stat II Stat I RO I

NCR 41 60 30 7 15 22 11

1 8 11 5 8 10 14 7

2 12 16 8 9 9 13 7

CAR 9 13 6 10 11 16 8

3 21 30 15 11 12 17 8

4A 28 41 20 12 11 15 7

4B 9 12 6 ARMM 8 10 5

5 11 15 8 13 8 11 5

6 14 19 10 Total 237 335 166

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Filled positions and vacancies In the proposed staffing pattern, a total of 3,687 positions is proposed. Compared to the existing warm bodies/filled position of 2,967, this translates to a difference of 720 vacant/unfilled positions (Table 7). With this, the staff are assured that there are more than enough positions available for them. Staff who are holding positions other than that of a Planning Officer or Executive Assistant and Board Secretariat, will not run out of jobs. However, there will be a relatively few staff who will be affected due to the renaming of positions, but only in terms of the position title - there will be no changes in salary.

Table 7. Number of Filled, Proposed and Vacant Positions

Position Warm/ Filled Proposed

Vacancy/ Unfilled

Upper management 28 37 9

Statisticians 916 1,281 363

Statistical Coordination Officer* 712 - (712)

Labor and Employment Officer* 36 - (36)

Registration Officers 6 359 353

Archivist 6 0 (6)

IT 70 198 128

Legal 0 3 3

Accounting 18 122 104

Internal Auditor 0 4 4

Planning Officer 1 5 4

Administrative Officer 83 511 428 Executive Assistant and Board Secretariat 5 5 -

Others 9 24 15

Administrative Assistants 370 555 185

Administrative Aides 705 583 (122)

TOTAL 2,967 3,687 720 * SCOs and LEOs will be renamed to Statistician; in some instances there will be changes from SCO IV to Statistician III but the salary grade will be that of SCO IV

Next Steps

With the proposed staffing presented above, the staff are encouraged to send their comments and suggestions to [email protected] or to respective PSA area heads, e.g., Ma. Teresa V. Peralta ([email protected]) for PSA Intramuros, not later than 12:00 noon of May 22, 2014. All comments and suggestions will be treated with utmost confidentiality.

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The comments and suggestions will serve as basis in the refinement of the proposed staffing pattern which is expected to be finalized by May 30, 2014. The refined/final version of the staffing pattern to be submitted to the DBM for approval, will be posted on the PSA CMT Intranet at http://intranetcmt.psa.gov.ph/

Documents

Psa Bulletin06 2014