Organization and Management Study

ORGANIZATION AND MANAGEMENT STUDY

GUIDELINES ON LGU REORGANIZATION

• 3 Major Phases

– Pre-reorganization Phase– Reorganization– Post Reorganization

A. Pre-reorganization Phase

• Covers preparatory activities such as completion of administrative requirements and conduct of ORGANIZATION AND MANAGEMENT STUDY focusing on organizational structure, staffing pattern and functions before reorganization.

A.1 Administrative Requirements

• LCE issue an Executive Order creating the Local Reorganization Committee(LRC) composed of the following:

– HRMO– Budget Officer– Sanggunian Member preferably Chairman

Committee on Appropriations– Secretariat

• LRC prepares an action plan for implementation• LRC design the instruments in data gathering,

analyzing and interpreting data• LRC conduct the inventory of existing positions

and personnel• LRC choose the appropriate structure • LRC meets with department heads to discuss

the objectives and mechanics of reorganization

A.2 CONDUCT OF THE STUDY

• LRC ADMINISTERS THE QUESTIONNAIRE TOGETHER WITH THE DEPARTMENT HEADS

• RETRIEVAL OF THE QUESTIONNAIRE • TABULATE THE DATA• COLLATE COMPARE AND EXAMINE GATHERED

DATA• INTERVIEW 20% OF TOTAL RESPONDENTS TO

VALIDATE THE DATA• ANALYZE AND INTERPRET TABULATED DATA

Secondary Data• Gathered from existing records such as plantilla. Budget

staffing pattern organizational structure, position and functional chart, 201 files,issuances on designation transfer, detail etc

• Conduct inventory of positions and existins personnel• Compare the existing plantilla with the Organization

staffing and classification action summary (OSCAS), Position Allocation List(PAL) staffing pattern, budget and other documents to determine the costs of personal services (PS) for the proposed reorganization

A.3 INTERPRET THE FINDINGS OF THE ORGN AND MGT STUDY

SUMMARIZE FINDINGS AS FOLLOWS:

• STRUCTURE- proliferation or lack of organizational units, existence of unrelated units, etc.

• FUNCTION- duplication, overlapping, not clearly delineate functions, uneven distribution of workload among units personnel

• PERSONNEL/STAFFING- overstaffing, understaffing, unqualified, underqualified, over qualified, under utilized.over utilized,personnel performing other functions etc.

A.4 PRESENT RECOMMENDATIONS

• PRESENT TO LCE AND SANGGUNIAN THE FINDINGS AND RECOMMENDATIONS. IT INCLUDES THE PROPOSALS TO RESPOND TO THE FINDINGS, RELEVANT JUSTIFICATION IN PROPOSING MERGING, CREATION, ABOLITION OF OFFICE.

• IN CASE OF EXCESS PERSONNEL, THE LGU MUST BE GUIDED BY PROVISIONS OF RA 6656

• HIGHLIGHTS OF THE STUDY ARE:– PROPOSED ORGANIZATIONAL STRUCTURE– STAFFING PATTERN– POSITION AND FUNCTIONAL GRAPH– BRIEF NARRATIVE DESCRIPTION TO INCLUDE THE TIME AND MANNER

OF IMPLEMENATION

B. REORGANIZATION PHASE

• CHOOSING THE STRUCTURE

• ADOPTION-the LRC presents the Reorganization Plan to LCE for adoption by thr Sanggunian

• INSTALLATION /IMPLEMENTATION OF THE OSSP (Organizational Structure and Staffing Pattern)

C. POST REORGANIZATION PHASE

• IT TAKES PLACE AFTER THE PERSONNEL AFFECTED ARE TERMINATED, RETIRED, RE APPOINTED OR APPOINTED

• THE ACTIVITIES INVOLCE THE FOLLOWING:– MONITORING AND EVALUATION– CSC PERSONNEL AUDIT AND INSPECTION

MARAMING SALAMAT PO!!

• “TO ACCOMPLISH GREAT THINGS, WE MUST NOT ONLY ACT, BUT ALSO DREAM, NOT ONLY PLAN, BUT ALSO BELIEVE, IMPLEMENT THE PLAN TO REALIZE THAT DREAM”

GUIDE TO LGU REORGANIZATION

• LEGAL BASIS

– CONSTITUTION– REPUBLIC ACTS 7160 (LGC); 7305(Magna Carta

for Health Workers);7041 (Posting & Publication of Vacant Position);6713 (Code of Conduct Ethical Standard);6656 (An Act to protect security of tenure of civil service officers and employees)

GUIDE TO REORGANIZATION• EXECUTIVE ORDERS OF THE

PRESIDENT

– EO 503 –RULES AND REGULATIONS IMPLEMENTING TRANSFER OF PERSONNEL ASSETS AND LIABILITIES AND RECORDS OF DEVOLVED NGA

– EO 507 –TRANSFER OF FY 1992 APPROP TO THE IRA OF LGU FOR DEVOLVED FUNCTIONS

GUIDE TO REORGN

• EXECUTIVE ORDERS

– EO 164-ADOPTING A REVISED CLASSIFICATION SYSTEM IN GOVERNMENT

– EO 51 –LGUs TO REVISE BUDGETS TO ADDRESS DEVOLVED FUNCTIONS

GUIDE TO REORGN

• ADMINISTRATIVE ORDERS

– AO 42 – CLARIFIES THE ROLE OF DBM IN THE COMPENSATION AND CLASSIFICATION OF LG POSITIONS

– AO 47 – AMENDS ART. 417 OF THE IRR LGC 1991– AO 53 – GRANT OF ADDITIONAL COMENSATION TO PUBLIC

SCHOOL TEACHERS AND UNIFORMED MEN OF THE PNP AND AFP .EXTENDING BENEFITS TO THE REST OF GOVT PERSONNEL

– AO 58 – DIRECTS IMMEDIATE REAPPOINTMENT OF DEVOLVED PERSONNEL AND PAYMENT OF SALARIES

GUIDE TO REORGN

• CIRCULARS MEMORANDA,ISSUANCES

– DILG MEMO –Devolution clarification on interpretation

– DILG MC -Mandatory absorption of personnel of national govt affected by devolution

– DILG MC –Guidelines I efecting devolution in the LGUs etc

GUIDE TO REORGN

• MEMO CIRCULAR , ISSUANCES– CSC MC 37 –Revised Appointment forms– CSC MC 38 – Omnibus Rules in Appointment– CSC MC 42 & 46 –New Qualification Standards– DBM LBC No. 54 Guidelines for initial implementation

of reviced compensationa dn classification system– DBM LBC No. 55 –Guidelines on compensation in

LGUs speciically on RATA, Honoraria, PERA, Compensation of Punong Barangay

GENERAL POLICIES IN REORGANIZATION

• DECLARATION OF POLICY– It is a declared policy of the State to protect

the security of tenure of civil service officers and employees in the reorganization of various agencies of the national government and KGUs state colleges and universities…..

PROHIBITION AGAINST REMOVAL

• NO OFFICER OR EMPLOYEE IN THE CAREER SERVICE SHALL BE REMOVED AS A RESULT OF REORGANIZATION EXCEPT FOR VALID CAUSE AAND AFTER DUE NOTICE OR HEARING (SEC. 2 RA 6656)

WHO WILL BE EVALUATED FOR REOGANIZATION

• ALL OFICERS AND EMPLOYEES INCLUDING THOSE WITH PENDING ADMINISTRATIVE CASES, OR ANY DEROATORY RECORDS.THEY SHALL BE EVALUATED ON THE BASIS OF RETENTION OR TERMINATION (SEC. 5, RULES IMLEMENTING GOVT REORGN)

FACTORS FOR ASSESSMENT OF EMPLOYEES

• RELATIVE FITNESS , MOST QUALIFIED AND COMPETENT– PERFORMANCE FOR THE LAST TWO (2) YEARS– EDUCATION AND TRAINING– EXPERIENCE AND OUTSTANDING

ACCOMPLISHMENTS– PHYSICAL CHARACTERISTICS AND PESONALITY

TRAITS

PREFERENCE FOR APPOINTMENTPREFERENCE FOR APPOINTMENT IN THE

FOLLOWING ORDER

– OFFICERS AND EMPLOYEES HOLDING PERMANENT– TEMPORARY EMPLOYEES WHO POSSESS NECESSARY

QUALIFICATION AND CS ELIGIBILITY FOR PERMANENT APPOINTMENT

– CASUAL EMPLOYEE WHO POSSESS NECESSARY QUALIFICATION FOR PERMANENT APPOINTMENT

– OFFICERS AND EMPLOYEES O HOLDING PERMANENT APPOINTMENT IN OTHER AGENCIES WHO MEET QUALIFICATION REQUIREMENTS

– NEW EMPLOYEES WHO MEET THE NECESSARY QUALIFICATIONS

PLACEMENT COMMITTEE COMPOSITION

• FUNCTION – TO ASSIST THE APPOINTING AUTHORITY IN THE JUDICIOUS SELECTION AND PLACEMENT OF PERSONNEL IN ORDER THAT THE BEST QUALIFIED AND MOST DESERVING PERSONS BE APPOINTED IN ANY REORGANIZATION

PLACEMENT COMMITTEE COMPOSITION

- 2 MEMBERS APPOINTED BY HEAD OF AGENCY-A REPRESENTATIVE OF THE APPOINTING

AUTHORITY-1 MEMBER DULY ELECTED BY EMPLOYEES HOLDING

POSITION AT THE FIRST LEVEL-1 MEMBER DULY ELECTED BY EMPLOYEES HOLDING

SECOND LEVEL POSITION-A REPRESENTATIVE OF THE EMPLOYEES

ASSOCIATION-A CSC REPRESENTATIVE REQUESTED TO RENDER

ASSISTANCE TO THE COMMITTEE

NOTICE AND HEARING

• OFFICERS AND EMPLOYEES WHO UPON EVALUATION SHALL BE DULY NOTIFIED AND SHALL BE GIVEN OPPORTUNITY TO PRESENT THEIR SIDE TO ASSURE UTMOST IMPARTIALITY AND OBJECTIVITY

VALID CAUSES FOR SEPARATION

• A POSITION HAS BEEN ABOLISHED OR CONSIDERED REDUNDANT

• POSITIONS ARE MERGED, DIVIDED OR CONSOLIDATED TO MEET THE REQUIREMENTS OF THE ORGN.

• CAUSES ALLOWED BY CS LAW, RA 6656

ORDER OF SEPARATION PURSUANT TO REORGANIZATION

• CASUAL EMPLOYEES WITH LESS THAN 5YEARS IN SERVICE

• CASUAL EMPLOYEES WITH 5 YEARS OR MORE

• EMPLOYEES HOLDING TEMPORARY APPOINTMENT

• EMPLOYEES HOLDING PERMANENT APPONTMENT , WHO ARE LEAST QUALIFIED TO THE POSITION

APPOINTMENT, POSTING AND NOTICE OF NON- APPOINTMENT

• INDIVIDUAL APPOINTMENTS SHALL BE IN THE PRESCRIBED CSC FORM

• LIST OF NAMES OFAPPOINTED PERSONNEL AND THEIR POSITION SHALL BE POSTED

• NOTICE OF NON-APPOINTMENT AS A RESULT OF REORGANIZATION SHALL BE GIVEN AT LEAST 30 DAYS BEFORE THE TERMINATION

SEPARATION FROM SERVICE CONSIDERED IN BAD FAITH

• WHEN THERE IS SIGNIFICANT INCREASE OF POSITIONS OF THE NEW STAFFING PATTERN

• WHEN AN OFFICE IS ABOLISHED AND ANOTHER PERFORMING THE SAME FUNCTION IS CREATED

• WHEN INCUMBENTS ARE REPLACED WITH LESS QUALIFIED TO THE POSITION

• WHEN THERE ARE RECLASSIFICATION OF OFFICES IN A DEPARTMENT AAND TH RECLASSIFIED OFFICE PERFORM THE SAME FUNCTION AS THE ORIGINAL

• WHERE THE REMOVAL VIOLATES THE ORDER OF SEPARATION PROVIDED IN THE RULES

APPEALS

• TO APPOINTING AUTHORITY – APPEALS MAY BE SUBMITTED WITHIN 10 DAYS FROM THE LAST DAY OF POSTING OF APPOINTMENTS BY THE PERONNEL OFFICER

• TO CIVIL SERVICE COMMISSION-ANY EMPLOYEE NOT SATISFIED WITH THE DECISION OF THE APPOINTING AUTHORITY MAY APPEAL WITH CSC

• THE CSC SHALL RENDER A DECISION WHICH IS FINAL AND EXECUTORY

ORDER OF REAPPOINTMENT

• ALL OFFICER AND EMPLOYEES WHO ARE FOUND BY CSC TO HAVE BEEN SEPARATED IN VIOLATION OF PROVISIONS OF RA 6656 SHALL BE ORDERED REINSTATED OR REAPPOINTED AS THE CASE MAYBE

LIST OF EMPLOYEES SEPARATED

• THE AGENCY SHALL PREPARE LIST OF SEPARATED EMPLOYEES AS A RESULT OF REORGANIZATION COPY FURNISHED CIVIL SERVICE COMMISSION

SEPARATION AND RETIREMENT BENEFITS

• ALL OFFICERS AND EMPLOYEES WHO AE SEPARATED FROM SERVICE AS A RESULT OF REORGANIZATION SHALL BE PAID APPROPRIATE BENEFITS SEPARATION PAY AND GRATUITY. IT SHALL HAVE PRIORITY OF PAYMENT FROM SAVINGS OF THE AGENCY

CRIMINAL LIABILITY

• ALL HEADS OF DEPARTMENTS WHO WILLFULLY VIOLATE ANY PROVISION OF RA 6656 INCLUDING FAILURE TO IMPLEMENT SUCH RULES SHALL UPON CONVICTION BE PUISHED WITH A FINE OF 10,OOOPHP OR IMPRISONMENT OF 3 TO 5 YEARS AT THE DISCRETION OF THE COURT

• SHALL SUFFER PERMANENT DISQUALIFICATION TO HOLD PUBLIC OFFICE