PMS Guidelines 2007[1]

CIVIL SERVICE COMMISSION Office for Planning and Management Information System

PERFORMANCE MANAGEMENT SYSTEM- OFFICE PERFORMANCE EVALUATION SYSTEM

(PMS - OPES)

TABLE OF CONTENTS Page Section 1 Guidelines on the Performance Management System 1 I. Introduction 3 Background 3 The PMS Concept 4 The PMS Objectives 5 Components of the PMS 5 II. Scope 7 III. Procedures 7 Performance Planning and Commitment 7 Performance Monitoring and Coaching 10 Performance Review and Feedback 12 Performance Evaluation and Development Planning 14 Effectivity 15 IV. Forms 17 Performance Contract (PMS Form No. 1 – DC) 19 Performance Commitment (PMS Form No. 1 – HO) 20 Performance Monitoring Form (PMS Form No. 2) 21 Accomplishment Report (PMS Form No. 3) 22 Overtime Accomplishment Report (PMS Form No. 3a) 23 PMS Performance Continuum (PMS Form No. 4) 24 Performance Review Report (PMS Form No. 5) 25 Rating Scale for Managerial Competency 26 Supplemental Performance Contract (PMS Form No. 6) 27 Increase/Decrease in Staff Work Time Capture Form 28 (PMS Form No. 7) V. Performance Management System Calendar 29 VI. Flow Charts 31 Section 2 PMS Output Table 37 I. Common Outputs 39 II. CSC Reports 56 III. Output Table for Central Offices • Office of the Chairman 77 • Commission Secretariat and Liaison Office 80 • Examination, Recruitment and Placement Office 82 • Human Resource Development Office 85 • Internal Audit System 86 • Integrated Records Management Office 87 • Office for Financial and Assets Management 90 • Office for Legal Affairs 94 • Office for Personnel and Management and Development 96 • Office for Planning and Management Information System 100 • Public Assistance and Information Office 104 • Personnel Policy and Standard Office 111 • Personnel Relations Office 112 IV. Output Table for Regional Offices 113 V. Output Table for Field Offices 118

__________________________________________________________________ Performance Management System Guidelines

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SECTION I

_________________________________________________________________ Performance Management System Guidelines

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GUIDELINES ON THE PERFORMANCE MANAGEMENT

SYSTEM INTRODUCTION Human resources are an agency’s most valuable asset. They define the efficiency, effectiveness and over-all quality of service in any industry. The government sector is no exception. The need to establish an effective system that accurately evaluates the performance of its workers for the purpose of determining tenure, transfers or promotions, and appropriate incentives is of absolute urgency.

While policies and systems for employee performance evaluation have

long been in place in government, there has been an increasing demand to review the existing system, i.e. demand for public servants to produce tangible results by “making a difference” instead of “just keeping busy”, demand for increased accountability by performing the mandate of the organization, the need to correct the notion that a permanent appointment guarantees security of tenure. Hence, the call for the Civil Service Commission (CSC), as the central personnel agency of the government, to revisit and, as necessary, re-invent the performance management system of the bureaucracy. Background The development of the Performance Management System (PMS) was initiated in 2003 by a re-assessment of the existing Performance Evaluation System (PES) and the development of a new tool/instrument that will establish a culture of performance and accountability in the bureaucracy. The PMS meaningfully and objectively links employee performance vis-à-vis its Organizational Vision, Mission, and Strategic Goals.

The PMS employs the concept of performance contracting. In the private sector, performance contracting, also known as pay-for-performance, is the practice of linking pay to performance indicators mutually agreed upon by the contractor and the contractee. In business, CEOs are paid on the basis of their performance—they get a bonus if profits increase; a decrease for ailing financial results. The user of performance contracts, at least insofar as the business sector is concerned, has demonstrated – repeatedly and frequently – how accountability and consequently, results are assured when pay is tied to performance.


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In a similar manner, CSC contemplates the institutionalization of performance-based security of tenure in government. It endeavors to purposely link performance with one’s security of tenure in the service as a means of professionalizing the Civil Service and in so doing, redeem the perverted notion of security of tenure as the shield and protector of incompetence in the bureaucracy.

The new tool developed was first tested to assess the performance of the Division Chiefs (DCs). The DCs, as middle managers, were chosen as a focal point because it was recognized that they are the “fulcrum” in agency operations and are pivotal in the organization’s success. Being the fulcrum, the DCs provide both support and balance; on one hand, the management or their director-superiors demands them to execute strategy and deliver results; and on the other, subordinates expect them to develop, lead, motivate and inspire them to perform exceptionally. The DCs are situated at the intersection of almost all horizontal and vertical transactions in the government.

At the time that the PMS was undergoing development, the CSC was also developing the Office Performance Evaluation System (OPES), which uses the concept of a points system to measure the collective performance of people under an office. In the 2005 Directorate’s Conference of the CSC, the Chairperson presented the OPES to all Central Office and Regional Office Directors for validation. By the second semester of 2005, the common standards for common outputs across divisions, offices and regions were incorporated in the OPES Output Table. After noticing that the OPES points system is easier to understand and implement, the original PMS for Division Chiefs was revised to incorporate the points system with the performance contracting concept to measure the performance of the DCs. Thus, the OPES is the missing link in the development of an objective and user-friendly Performance Management System. The system was then used as the standard in CSC offices to rate 2005 performance. The PMS Concept

The CSC’s PMS is a system which would meaningfully and objectively link employees performance vis-à-vis the agency’s Organizational Vision, Mission and Strategic Goals. It is a technology composed of strategies, methods, and tools for ensuring fulfillment of the functions of the offices and its personnel as well as for assessing the quality, quantity and timeliness of the accomplishments.


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The system is also seen as a significant link in the entire process of attaining the Commission’s goals because it aims to produce information useful in planning, management and decision-making processes and to help address crucial management issues and constraints.

The PMS hopes to successfully implement a contribution-based and accountability-based security of tenure and meet the ever increasing clients' demands and expectations for excellent service from the highly initiated corps of public servants.

Currently, the Commission uses the term PMS to denote the integrated

evaluation system which composes a set of different sub-systems that measure the performance of the offices (collective performance of the individuals), the Directors, the Division Chiefs, and other office staff. The PMS Objectives The following are the objective of the PMS: • To align individual performance goals with the organization’s strategic

goals/vision; • To ensure organizational effectiveness by cascading institutional

accountabilities to the various levels of the organization’s hierarchy; • To have performance management linked to other HR systems; and • To link agency overall performance to the Organizational Performance

Indicator Framework, to the Agency Strategic Plan, and to the Medium-Term Philippine Development Plan.

Components of the PMS Initially, CSC used the term Performance Management System for the system it developed for managing the performance of the DCs. However, as the development of the OPES, the term PMS is now used by CSC as the integrated system for managing performance composed of the following sub-systems: 1. Career Executive Service Performance Evaluation System (CESPES) This is an evaluation system for measuring the performance of the Directors or the third level officials of the Commission.


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2. Performance Evaluation System (PES) This is an evaluation system for measuring the performance of the first and second level employees of the government. There are two different tools currently being employed for this purpose. One is for measuring the performance of the Division Chiefs (DC-PES) and the other is for measuring the performance of the staff below the DC level position (PES). 3. Office Performance Evaluation System (OPES) This is a system for measuring the collective performance of the individuals in an Office or Division. It uses a point system to simplify the measurement process. A major activity in the development of the OPES is the creation of the PMS Output Table which is a listing of the different outputs of the offices together with the corresponding points per output, performance indicators, and operational definitions. The PMS Output Table is a major tool for measuring the performance of the offices. The points per output is determined by using the conversion one hour of work equals one point (1 work hour = 1 point). In other words we give one point for every hour it takes to complete an output. It is based on the average time it takes to complete an output if performed continuously by an average competent worker. Based on the PMS Output Table, the accomplishments of an office will be measured by counting the number of outputs it produced for a given period and calculating the corresponding points and then benchmarking it to the set target at the beginning of the rating period. The total working hours of an employee in a year is 1944 hours, which is equivalent to 1944 points. The target points for each office is set by computing a certain percentage of the total working hours available for each office personnel and then multiplying it by the total number of personnel in that office. Recognizing the fact that not all working time is being spent on producing outputs listed in the PMS Output Table, the Commission provided a discount of 972 points (50% of the target) for Central Offices to account for the time each spent on non-quantifiable activities.1 On the other hand, the Commission provided a lower discount of 583.2 points (30% of the target) for the Regional Offices given that there are less non-quantifiable activities performed in the regions and the type of work is usually more routine than in the Central Office. Hence, for Central Offices the target is 50% of the 1944 multiplied by the number of office personnel while for Regional Offices the target is 70% of the 1944 multiplied by the number of office personnel.

1 Non-quantifiable activities are activities that are done routinely, regularly or occasionally in the workplace and support functions that do not produce a tangible output such as attendance to office meetings, phone-calls, un-programmed non-working holidays, travel time, office ceremonial programs, entertaining walk-in visitors, photocopying, faxing, etc.


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SCOPE This set of guidelines is only for managing and measuring the performance of Division Chiefs (DC-PES) and Offices/Divisions (OPES) which both use the point system. The CESPES and the PES have separate guidelines. PROCEDURES The CSC implements the system following the PMS Cycle Framework described in the diagram below:

A. PERFORMANCE PLANNING AND COMMITMENT

This is done at the start of the performance period where all division heads will meet with their staff and agree on the employee’s Performance Contract for the period based on the Office Work Plan finalized and approved during the Performance Planning which is conducted on the last quarter of the previous year. For the DC-PES, it must clearly define expectations in terms of performance objectives or technical outputs (80%) and managerial competencies (20%).

1. The Office/Division shall set its targets for the year, through the

following steps:

1.1 Consider the strategic plan of the Commission and the function of the Office/Division, identify what needs to be done for the year, whether routine or project.


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1.2 Determine the total Office target points based on the actual number of personnel in the Office x 1944 points x Target Factor.2 Employees on detail and those under casual or contractual employment status should be excluded in the counting of actual number of Office personnel.

1.3 In setting the Division’s corresponding target, the

Division shall determine its target points based on the actual number of the Division personnel3 plus a certain number of points to account for the personnel assigned in the Office of the Director.

For example, a CO Office has 34 personnel. It has three Divisions.

There are four staff assigned in the Office of the Director (Director IV, Director III, Secretary, Clerk) and the other 30 personnel are equally distributed to the three Division.

A Division will compute its target points in this manner: 10 x 1944

points x 0.5 (using CO Target Factor) = 9720 points. However, the personnel under the Office of the Director should also

be accounted for and thus their weight should be distributed in each Division. Thus, a total of 3888 points (4 x 1944 x 0.5) should be distributed to each Division or additional 1296 points per Division.

Therefore, the correct target for each Division should be 9720 points

+ 1296 points = 11016 points. 1.4 Using the PMS Output Table, determine the type and

number of output it intends to produce to achieve the target points calculated in 1.2 and giving priority to producing the work identified in 1.1. In cases where the work outputs identified in 1.1 do not have corresponding output and points in the PMS Output Table, the Office/Division shall recommend estimated points. This will be subject to the evaluation of the Office for Planning and Management Information System (OPMIS).

2 Target Factor: 50% for Central Offices and 70% for Regional Offices. 3 Excluding the detailed, casual or contractual personnel for they will have to set a separate commitment. An individual who is assigned concurrently to two or more offices/divisions shall be counted only in his or her primary office/division for the purpose of the target setting. Time spent on the other offices/divisions will be later deducted from the primary office/division during the reporting of accomplishments.


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2. In setting work targets, the Office/Division shall also compute the budget per program/project, supplies, materials, equipment and other budgetary requirements which should be parallel to the Annual Procurement Plan (APP) and Maintenance and Other Operating Expenses (MOOE).

3. The Office/Division shall also identify the person primarily

responsible for producing each target output for accountability. In no case shall two (2) or more persons be identified as primary responsible for a particular output.

4. The Division/Field Office shall document its targets by accomplishing the Division and Work and Financial Plan Form (PMS Form No. 1-DC) and submit the same to the Director IV (please see PMS Schedule).

5. The Director IV shall review each Division’s/Field Office’s targets and determine whether adjustments have to be made.

6. The Division/Field Office Work and Financial Plan shall serve as the Performance Contract of the Division Chief and Director II. The overall assessment of the Division or the Field Office will be based on the total target points of that Division/Field Office as identified in 1.3.

7. The Central and Regional Offices shall consolidate the Division/Field Office Work and Financial Plans (Performance Contracts) and accomplish the Performance Commitment Form (PMS Form No. 1-HO) to form the Office Work and Financial Plan which shall be submitted to the OPMIS [please see PMS Schedule]. Amendments on the Office WFP may be allowed by accomplishing the Supplemental Performance Contract (PMS Form No. 6). Amendments on the WFP may be allowed once every quarter to accommodate intervening tasks that come up from time to time.

8. Employees on detail and those under casual or contractual employment status shall be required to set targets separate from the Division Targets using also the Work and Financial Plan Form (PMS Form No. 1-DC). The targets shall be submitted with the Performance Commitment of the Director IV and the Director III and the Performance Contracts of the Director II’s/Division Chiefs.


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B. PERFORMANCE MONITORING AND COACHING

This is the phase where the rater monitors the work activities by periodically checking on the progress and quality of work output of the employee. The rater is expected to address factors that either help or hinder effective work performance and design tracking tools or monitoring strategies as may be needed.

1. The performance of the Offices and every individual will be

regularly monitored at various levels: i.e. the Commission, OPMIS, Director IV and Director III, Division Chief/Director II and individual:

1.1 The Commission shall review the performance of the

CSC Offices once a year. 1.2 The OPMIS shall summarize and analyze the

performance of the Offices/Divisions every six months or at the end of each performance period.

1.3 The Director IV or Director III shall monitor on a

quarterly basis the performance of the Divisions or Field Offices and the Division Chiefs or Field Officers under them.

1.4 The Division Chief/Director II shall monitor the

performance of his/her staff on a monthly basis. 1.5 Each individual shall monitor and assess his/her

performance every week.

2. The Director IV or Director III shall sit down together with the Division Chief/Director II every quarter and discuss the performance of the Division/Field Office and the progress of work. Coaching may also be conducted, if necessary. The Director shall fill out the Performance Monitoring Form (PMS Form No. 2) submit it to OPMIS after each quarter (please see PMS Schedule).

3. The Supplemental Contract (PMS Form No. 6) may be used when

there are major changes in the Work and Financial Plan during the performance period.

4. The Supplemental Contract will be needed when, during the rating period, new work has to be done whether it is being added to the Work and Financial Plan or it is replacing another work which will create a major change in the Work and Financial Plan.


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5. The Division/Field Office target points may be increased or decreased during the performance period. Offices shall fill-out the Increase/Decrease in Staff Work Time Capture Form (PMS Form No. 7) for this purpose.

5.1 Increase in points – Division/Field Office target points

are increased whenever there are personnel actions, e.g. new appointments, detail, transfer, reassignment, etc. that result in an increase in person hours/number of personnel lasting for at least ten (10) successive working days. Increase in target points shall be based on the following formula:

For Central Offices (50%):

Targets to be added on the office targets = number of working days x 4

For Regional Offices (70%): Targets to be added on the office targets = number of working days x 5.6

5.2 Decrease in points – Division/Field Office target points are decreased whenever there is a decrease in person hours/number of personnel which is equivalent to at least ten (10) successive working days. The decrease in personnel may be due to:

a. Personnel action e.g. resignation, retirement,

disciplinary action, etc.

b. Absence from work for a continuous period of ten working days due to various types of rights, leave privileges, scholarships, training, etc.

Decrease in target points shall be based on the following formula: For Central Offices (50%):

Targets to be deducted from the office targets = number of working days x 4


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For Regional Offices (70%):

Targets to be deducted from the office targets = number of working days x 5.6

c. Field Officers/Division Chiefs who handle two or

more Field Offices/Divisions shall subtract the amount of working time spent in his/her other FO/Division from his/her primary FO/Division and shall add the corresponding increase in another. The constraint of minimum of ten working days absence will not apply in this case.

C. PERFORMANCE REVIEW AND FEEDBACK

This phase aims to measure employee’s commitments in the performance contract. The rater objectively determines the gaps between the actual and desired performance using tracking tools. This is also composed of the Performance Rating Scale and the Managerial Competency Rating Scale through the ePMS, a computer-based questionnaire that measures the managerial competence of Division Chiefs.

The ePMS measures the managerial competence of DCs in four areas: (1) technical competence, (2) management of work (planning and programming, monitoring, problem solving/strategizing), (3) management of people, and (4) management of funds and resources.

1. At the end of the semester the CSC Central and Regional Offices

shall submit the Accomplishment Reports (PMS Form No. 3) of the Office and the Divisions/Field Offices to the OPMIS, with the following attachments:

• Overtime Accomplishment Report (PMS Form No. 3a) • Increase/Decrease in Staff Work Time Capture Form (PMS Form

No. 7) • Accomplishment Report of Contractual/Job Order Employees,

Details and On-the-Job-Trainees • Merit/Demerit Reports (For CSC Central Offices)

2. The OPMIS shall review, validate and evaluate the reported Office’s

and Division’s/Field Office’s accomplishments against targets, and the allotted budget against the estimated expenses.


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Accomplishments reported which are found to be untrue or incorrect will cause offices to incur demerit points twice the total of the incorrect outputs reported. Demerit points shall be given also to reports not complying with the prescribed formats (see attached forms) and not consolidated and/or without breakdown per Division/Field Office (refer to OM 30, s. 2007). The demerit points shall be deducted from the validated output points of the offices. Head of Office shall be held accountable for the inaccurate/incomplete report. For example, an Office reported an accomplishment of 1100 points. However, it was validated that the Office accomplished only 1000 points since the extra 100 was a result of double counting. Thus, the Office shall be deducted twice the magnitude of the erroneously reported output, which in this case is 200 points (2 x 100). Therefore, the overall accomplishment is: 1000 (validated points) – 200 (demerit points) = 800 points.

3. The OPMIS shall then send back to the Offices the validated

accomplishments, with the summary report of the points earned by the Office and each Division/Field Office (please see PMS Schedule). An Office is given three (3) working days to comment on the validated accomplishments otherwise OPMIS will consider it as final.

4. The performance of the Division Chief shall be evaluated at the end

of each performance period and his/her rating will be based on three components:

a) 80% - earned PMS points versus target points as validated

by OPMIS; b) 20% - rating on managerial competence by the Director IV

or III; c) Subordinates’ performance feedback through the Electronic

Performance Management System (ePMS) which will serve as inputs to the Director IV or Director III in rating the Division Chief on the 20%.

5. The Performance Review Report (PMS Form No. 5) will be used

for this purpose.

6. The rating of the Division Chief in the 80% technical output shall come from the OPMIS validated summary report and computed using the Performance Continuum (PMS Form No. 4). The target of accomplishment will be benchmarked on the target points computed during the target setting (see A.1.3).


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7. The rating of the Division Chief in the 20% managerial competence

shall come from the Director’s evaluation, using ePMS results and his/her own assessment of the Division Chief’s managerial competence. The Director shall use the Rating Scale for Managerial Competency to indicate the managerial competence rating of the Division Chiefs.

8. The Director IV or Director III shall discuss with the Division Chief/Director II his/her performance in all aspects below to assist in his/her development.

a) Technical Outputs as per the accomplished PMS points b) Managerial Competency as rated by the Directors IV or III c) Subordinates’ feedback on the Division Chief’s performance

(ePMS) D. PERFORMANCE EVALUATION & DEVELOPMENT

PLANNING

In this process, employees are ranked within clusters and categorized based on complexity of work and accountability. This also forms part of the discussion between the rater and the ratee where they assess competency-related performance gaps and the opportunities to address these gaps, career paths and alternatives.

1. After the evaluation of the Central and Regional Offices’

performance by the OPMIS, there will be a ranking and feedback mechanism on performance based on earned points and in terms of how the Offices completed the PMS processes e.g. Performance Planning, Performance Monitoring and Performance Review.

2. There will be a comparative ranking on the performance of the

Divisions, Field Offices, Regional Offices and Central Offices across each area. The result will be submitted to the Commission.

3. The results of the performance evaluation and ranking will serve as

inputs to the Office for Personnel Management and Development (OPMD) in identifying the developmental needs of the Division Chiefs and towards the development of their Career Development Plan.


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4. Demerits shall be imposed on outputs characterized by delays of submission (such as in the case of reports), not following prescribed formats, critical incidents, etc. depending on other policies prescribed by the Commission. Offices should inform OPMIS on the demerits imposed to other offices.

Example: OPMIS Memo No. 221, s. 2006 provides the guidelines for reporting merit/demerit points on submission of reports. In said Memorandum, Central Offices are directed to report to OPMIS any merit/demerit points that shall be imposed for a particular Office for early or delayed submission of a periodic report.

5. The OPMIS will regularly review the PMS Output Table. If

necessary, it may add and delete the Offices’ outputs from the PMS Output Table as well as adjust the points in relation to the new thrusts of the Commission.

EFFECTIVITY The updated 2007 version of the PMS Guidelines will be implemented on evaluating the performance of the Offices starting 2nd semester this year (July to December 2007) unless otherwise repealed or updated.


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FORMS


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PERFORMANCE CONTRACT PMS Form No. 1 – DC

I, ____________________, Head of the __________________ Division, agree to be rated based on the attainment of targets and commitments as specified in our Division Work and Financial Plan for the period ___________ to __________, 20__.

I, ____________________, as the immediate superior, will provide the necessary support, guidance and mentoring in the

performance of his/her functions. IN WITNESS WHEREOF, the parties herein signed this Performance Contract this _____ day of _______, 20__ in _______,

Philippines.

Division Chief Immediate Superior

DIVISION WORK AND FINANCIAL PLAN KRA # KEY TARGET TOTAL ALLOTTED PERSON DEADLINE

(Per CSC PERFORMANCE OUTPUT POINTS QUANTITY POINTS BUDGET RESPONSIBLE (Date) Strat Plan) INDICATOR (a) (b) (c) (d) = (b x c) (e) (f) (g)

TOTAL

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PERFORMANCE COMMITMENT PMS Form No. 1 – HO

We commit to provide the necessary support, guidance and mentoring to the Division/Unit Heads in ______(Office)______ in order to attain the targets and commitments specified in the attached Office Work and Financial Plan for the period _______ to ______, 20__.

Director III / Director IV Director IV / Assistant Commissioner

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PERFORMANCE MONITORING FORM

PMS Form No. 2

Name of Division/Field Office ___________________________________ Division Chief / Director II ______________________________________ Number of Personnel in the Division/FO __________________________

Activity

Mechanism/s Remarks Meeting Memo Others

(Pls. Specify) One-in-One Group Monitoring

Coaching

Please indicate the date in the appropriate box when the monitoring was conducted.

Conducted by: Immediate Superior

Date: Noted by: Head of Office

Date:

1st

2nd

3rd

4th

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ACCOMPLISHMENT REPORT PMS Form No. 3

OFFICE/DIVISION: ____________________________ 1st Semester NUMBER OF PERSONNEL: ____________________ 2nd

OUTPUT PERFORMANCE INDICATOR POINTSACCOMPLISHMENT BUDGET

REMARKS Quantity Points Allotted Estimated

Expenses Balance

T O T A L

Prepared by: Approved by:

Division Chief Head of Office

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OVERTIME ACCOMPLISHMENT REPORT PMS Form No. 3a

OFFICE/DIVISION: ____________________________ 1st Semester 2nd

DATE OF OVERTIME

NUMBER OF HOURS RENDERED

NAME OF EMPLOYEE OUTPUT POINTS ACCOMPLISHMENT

REMARKS Quantity Points

T O T A L



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PMS PERFORMANCE CONTINUUM

PMS Form No. 4

RATING SCALE

PERCENTAGE OF ACCOMPLISHMENT NUMERICAL RATING ADJECTIVAL RATING

Exceeds Expectations

161% and more 8.94 - 10.00 Exceptional

146% - 160% 8.11- 8.93 Commendable

131% - 145% 7.28 - 8.10 Above Average

Meets Expectations 90% - 130% 5.00 - 7.27 Good Solid Performance

Below Expectations 75% - 89% 4.17 - 4.99 Below Average

0% - 74% 0 - 4.16 Unacceptable

FORMULA to get the exact numerical rating:

Numerical Rating = (Accomplishment Points/ Target Points) x 5.5556

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PERFORMANCE REVIEW REPORT Rating Period: ___________________ PMS Form No. 5

Ratee Position Rater Position

I. MANAGERIAL COMPETENCYΘ (20%) Rating 1. Management of Work

Establish course of action for self and others to accomplish specific goals; plan and execute proper work distribution; Set appropriate work standards and establish systems/procedures to monitor delegated assignments/ projects; Troubleshoot; make prompt and sound decisions.2. Management of People

Promote employee development Observe fairness and impartiality, and maintain discipline Lead, guide and motivate individual or group towards task completion 3. Management of Resources

Allocate resources appropriately; utilize funds efficiently TOTAL POINT SCORE (1 + 2 + 3)

AVERAGE POINT SCORE (TPS/3) 20% EQUIVALENT RATING (APS X .20)

II. TECHNICAL OUTPUTS (80%)

TOTAL POINTS EARNED FOR THE YEAR EQUIVALENT RATING (Please refer to Rating Scale: PMS Form No. 4)

80% EQUIVALENT RATING (ER X .80)

F I N A L R A T I N G

Θ Please see Rating Scale for Managerial Competency at the back of this form and convert the ePMS Rating first into the equivalent 10 point numerical rating using the conversion formula.

Comments/Recommendations/Justifications (may include appropriate recognition/rewards, developmental needs, promotional potential, strengths and weaknesses, and changes in target schedules, etc.)

Ratee Rater Approved by: __________________________ ___________________________ ________________________

Division Chief Immediate Superior Head of Office

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RATING SCALE for Managerial Competency

NUMERICAL RATING ADJECTIVAL RATING

Exceeds Expectations

10 Exceptional

9 Commendable

8 Above Average

Meets Expectations 6 Good Solid Performance

Below Expectations 4 Below Average

2 Unacceptable

ePMS Conversion Formula Use the formula below to guide you where the ePMS Rating falls in the above Rating Scale for Managerial Competency. Formula: Y = X – 1 0.3 where X is the ePMS Rating and Y is the equivalent Managerial Competency Rating. Example: ePMS Rating = 2.86 Y = (2.86 – 1) / 0.3 = 6.2 Conclusion: Referring to the PMS Performance Continuum (PMS Form No. 4) the rating 6.2 falls under the Good Solid Performance. Thus, in the above Rating Scale for Managerial Competency we can state that the division staff assessed the Managerial Competency of the Division Chief as Good Solid Performance.

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SUPPLEMENTAL PERFORMANCE CONTRACT PMS Form No. 6

The undersigned agree to add the following output(s) contained in Table 1 to the performance contract of _____[Division Chief]______ for the rating period ________;

Table 1. ADDITIONAL OUTPUT(S) ADDITIONAL MAJOR FINAL OUTPUT(S) Points

Output #1:

Output #2:

The said additional task is being accommodated in lieu of the output(s) found in Table 2; (Note: Table 2 will only be filled-up in case accomplishment of a previously targeted output will be replaced or deferred.)

Table 2. REPLACED OUTPUT(S) Points EXPECTED MAJOR FINAL OUTPUT/S

Output #1:

Output #2:

Action on the replaced

output(s)

deferred/postponed indefinitely to be incorporated in the next rating cycle withdrawn/dropped transferred to Division ________

The expected output and performance standard agreed upon in the original contract shall be adjusted as follows:

Table 3. ADJUSTED PERFORMANCE CONTRACT

Points EXPECTED MAJOR FINAL OUTPUT/S

Output #1

Output #2

Output #3

Output #4 IN WITNESS WHEREOF, the parties herein sign this Supplemental Performance Contract this ____ day of _______________, 200___, Quezon City, Philippines.

Division Chief Immediate Superior Head of Office

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INCREASE/DECREASE IN STAFF WORK TIME CAPTURE FORM

PMS Form No. 7

OFFICE/DIVISION: ____________________________ 1st Semester 2nd

NAME OF EMPLOYEE PERIOD OF

ATTENDANCE/ABSENCE TOTAL NUMBER OF

WORKING DAYS REASON/REMARKS From To (+ / - )

T O T A L



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PERFORMANCE MANAGEMENT SYSTEM CALENDAR

REPORTS TO SUBMIT/ACTIVITIES FORM SUBMIT TO SCHEDULE JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC

A. Performance Planning and Commitment

1. DC's/DIIs Performance Contract (Work PMS Form No. 1-DC DIV/III 10th and Financial Plan)

2. DIV/III Performance Commitment with the PMS Form No. 1-HO OPMIS 15th attached Divisions’/Field Offices’ Performance Contracts

B. Performance Monitoring and Coaching

1. Director's Performance Monitoring Form PMS Form No. 2 OPMIS 5th 5th 5th 5th 2. Supplemental Performance Contract PMS Form No. 6 OPMIS 10th 10th 10th 10th

C. Performance Review and Feedback

1. Subordinates rate their DCs in the ePMS 15th 15th

2. COs and ROs submit the ePMS Data OPMIS 20th 20th by email to [email protected]

3. OPMIS process the ePMS Data and prepare OCH & 25th 26th a summary per office CO Offices

4. ROs process their respective ePMS Data DIV/III 25th 26th for the use of the Head of Office

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REPORTS TO SUBMIT/ACTIVITIES FORM SUBMIT TO SCHEDULE

JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC

5. Heads of Office discuss the ePMS results 30th 29th with the DCs

6. Office/Division/Field Office Accomplishment PMS Form Nos. 3, 3a, OPMIS 5th 5th Report and 7

7. OPMIS review, validate and evaluate COs & the office/division/field office accomplish- ROs ments against targets and send back the validated Accomplishment Report to COs and ROs > Luzon 12th 12th > Mindanao and Visayas 20th 20th > Central Offices 28th 28th

8. Heads of Office submit the Performance PMS Form No. 5 OPMD 30th 30th Review Report

D. Performance Evaluation and Development and Planning

1. Evaluation of COs and ROs Performance COMMISSION 15th 15th and Preparation of Comparative Ranking of COs and ROs Performance by the OPMIS

Note: In the event that the date falls on a non-working holiday, submission will be on the next working day.


31

FLOW CHARTS

________________________________________________________________ Performance Management System Guidelines

32

Process:

Purpose/Scope:

PERFORMANCE PLANNING AND COMMITMENT

To establish objectives (and identify resources and work activities that will have to take place to accomplish them) for the year.

Division / Field Office Office OPMIS Commission

Determine total target points

Determine the quantity of outputs to be produced to

Evaluate Performance Contracts and Commitments as to the conformance with the CSC

Strategic Plan and PMS Guidelines

k?

Office Directors and DirectorsII/Division Chiefs discusses

Yes

33

Identify the person primarily responsible for producing

Performance Contract(PMS Form No. 1 - DC)

Determine the resources required to accomplish the Feedback Memo

Reply Memo

ok?

File

Receive reply

No

Performance Contract

Performance Commitment

33

Division / Field Office Office OPMIS Commission

Process:

Purpose/Scope:

PERFORMANCE MONITORING AND COACHING

To check on the progress and quality of work outputs and to address factors that help or hinders effective work performance.

Receive Report

Office Directors and DirectorsII/Division Chiefs discuss

Are there any changes in the

WFP?Yes

Report on the Performance Monitoring

34

Consolidate and Evaluate Monitoring Reports

Supplemental Contract(PMS Form No. 6)

Are there any increase/decrease in staff work

Update(PMS Form No. 7)

File

Supplemental Contract(PMS Form No. 6)

Performance Monitoring Form (PMS Form No. 2)

Yes

No

No

34

Process:

Purpose/Scope:

PERFORMANCE REVIEW, FEEDBACK, EVALUATION AND DEVELOPMENT PLANNINGTo evaluate performances of employees/offices and to identify competency related performance gaps and the opportunities to address these gaps, career paths, and alternatives.

CommissionDivision / Field Office Office OPMIS OPMD

Office Directors and DirectorsII/Division Chiefs

Accomplishment Report(PMS Form No. 3)

Accomplishment Report(PMS Form No. 3)

Review, validate, and evaluate reported accomplishments

Evaluation Report

35

Increase/Decrease in Staff Work Time Capture Form

Overtime Accomplishment Report

Performance Review Report (PMS Form No. 5)

Are there any

comments?

Comments

Receive Report

Evaluate comments

Revised Evaluation Report/Decision

RANKING Receive Report

No

Yes

35

.

36

SECTION II

38

39

PMS OUTPUT TABLE – COMMON OUTPUTS

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Policy Formulation (Guidelines) Policy (Guidelines) Number of Policies 16 Policy pertains to general principles by which a body or

entity is guided in the management of standards in the most general way to provide for the conduct, control and management of the work of a particular organization. It is issued through a Resolution, Memorandum Circular, or Office Memorandum.

Administrative Issuances Memorandum Circular (MC) Number of MCs

a. Original

8 A Memorandum Circular is an issuance for CSC's clientele on policy resolutions of the CSC. It prescribes

b. Based on a Resolution 1 rules, requirements, procedures or relays information. Resolution Number of Resolutions A Resolution is a decision promulgated by the

Commission en banc on Civil Service matters. a. policy resolution a. policy resolution 16 Policy Resolutions are the decisions or motions

adopted by the Commission to implement certain rules or guidelines.

b. case resolution b. case resolution * Case Resolutions are the decision on the cases brought to the Commission. *Refer to OLA Table for points per resolution.

Opinion Number of Opinions 3 An Opinion is an issuance in response to queries or

requests for clarification of certain policies of the CSC. The signatory of Opinion may vary depending on the nature of the query. If it is a new query--without precedent--the signing authority is the Chairperson. However, if the query is simple and has precedent, the Head of Office which drafted the Opinion shall sign.

External Announcement Number of Announcements 1 A CSC Announcement is an issuance of the CSC informing the public of upcoming events, examinations, workshops and seminars, conventions, meetings, national celebrations and other similar events. An External Announcement is an issuance signed by the Chairperson addressed to all heads of constitutional bodies, departments, agencies of the national government, local government units, government owned and/or controlled corporations with original charters, and state colleges and universities about attendance in conventions, meetings or national celebrations and examination calendar.

Common Output Table 40

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION

Office Memorandum (OM) Number of OMs 6 An Office Memorandum (OM) is an issuance addressed to officials and employees of the CSC from a member of the Commission. This issuance prescribes rules of conduct, office procedures, or guidelines on specific policies/programs of the government and of the CSC.

Office Order (OO) Number of OOs 0.08 An Office Order (OO) is an issuance of the CSC to a

specific person or group of persons to provide authority to perform a certain task or assignment within a specified time.

Memorandum Number of Memoranda 2 A Memorandum is a communication from an official or

employee addressed to another official or employee or group of employees of the CSC.

Letter Number of Letters 2 A Letter is a written or printed communication

addressed to an individual or organization. It is usually used to respond to queries from clients and to provide information. It may also contain a detailed discussion on a particular subject but not to clarify or interpret a policy as Opinion does. It is also used to convey good and bad news, to express goodwill, to inform, to reply, to report, to request for something, to remind, to inquire, etc.

Cover/Transmittal Letter or Memorandum

Number of Letters/Memoranda 0.08 A Cover/Transmittal Letter/Memorandum is a letter/memorandum that accompanies another letter/memorandum, a package, or the like, to explain more fully or provide more information, comment, etc.

Pro-forma Letter/Memorandum Number of Letters/Memoranda 0.08 A Pro-forma Letter/Memorandum is a written

communication patterned from previously written letter/memo but is slightly different because of the few changes made on the data contained therein. Example: PAIO promotion/publicity letters.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Acknowledgement Letter Number of Acknowledgement Letters 0.08 An Acknowledgement Letter is a written response to

clients, Central and Regional Offices acknowledging receipt of a letter or submission of a report or a requirement.

Internal Announcement Number of Announcements 1 Internal Announcement is an issuance addressed to

CSC officials and employees on the various training, programs, or different activities of the CSC.

Research and Study A systematic inquiry aimed at providing information to

solve problems. ~ Study Study Paper Number of Study Papers 40 A written document describing the analysis and findings

on a particular issue. Problems/Issues tackled for studies are well defined, of limited scope, and employ methodologies which are simple and straight-forward unlike that in the formal research. The Paper contains the following: problem statement, objectives, background, methodology, summary and conclusions, and recommendations.

~ Formal Research Concept Paper Number of Concept Papers 24 A written document describing the general ideas/concepts of the proposed research/study to be conducted. It provides a discussion on the problem and possible solutions but would still require additional data gathering for more accurate decision. The concept paper should contain enough information for management to make a decision if the study should be pursued.

Research Proposal Number of Proposals 60 A document detailing the plan for the study to be

conducted. It provides management with information on what will be done, why it will be done, how it will be done, where it will be done, to whom it will be done, and what is the benefit of doing it.

Contents: Executive Summary, Problem Statement, Research Objectives, Literature Review, Importance/Benefits of Study, Research Design, Nature and Form of Results, Budget, Schedule, Facilities and Special Resources, Project Management, Bibliography, Appendixes and Glossary of Terms, and Measurement Instruments.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Research Report Number of Research Reports 120 A document containing the findings, analysis of these

findings, interpretations, conclusions and recommendations with regard to a study conducted.

Contents: Letter of Transmittal, Title Page, Authorization Statement, Executive Summary, Table of Contents, Problem Statement, Research Objectives, Background, Sampling Design, Research Design, Data Collection, Data Analysis, Limitations, Findings, Summary and Conclusions, Recommendations, Appendixes, and Bibliography.

Project Development A project is a goal-oriented undertaking with defined

begin and end date and involves complex and series of interrelated activities and with limited resource and budget; an end product or service must result.

~ Project Proposal Preparation

Project Overview Number of Project Overviews 8 A document providing a general information on a project to be undertaken by an office. It defines the need, problem, or opportunity to be addressed by the project, project goals and objectives, preliminary resources, assumptions, and risks. It is a reference document for the initial "go"/"no-go" decision by the Commission.

Project Proposal Number of Project Proposals 25 A detailed presentation of how the project will be done,

how resources will be managed, and who are the personnel involved. It contains a Work Breakdown Structure and a Project Network Diagram showing the critical path.

~ Project Implementation Work Package Description

Report Number of WPD Reports 8 A list of activities or tasks and their descriptions including

timelines and the person responsible to complete each task.

Project Status Report Number of Status Reports 8 Information given to the management on the status of the project implementation.

Project Documentation Number of Project Documentation 8 Compilation of project related documents such as project

plan, status reports, contracts, receipts, final report, etc. It also serves as historical document about the project.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Final Project Report Number of Final Project Reports 40 The terminal report on the project containing evaluation

on the project implementation as to whether objectives and goals are achieved and other related information.

Project Deliverable Number of Project Deliverables * The output of the project conducted. Points depend on

each deliverables. If the project deliverable is already defined in this PMS Output Table, then the particular output points should be applied. If not, the concerned Office must submit to OPMIS its recommendation as to the points to be awarded. OPMIS will then evaluate and recommend it to the Commission for approval.

Program Enhancement Program Evaluation Report Number of Evaluation Reports 40 An evaluation on the effectiveness of an existing

program of the CSC and to find out what improvements can be done.

Program Enhancement Proposal

Number of Enhancement Proposals 24 A document detailing improvement ideas on the existing process of the CSC and its test implementation plan. It should contain information on the budget required and schedule of activities.

Program Enhancement Report Number of Enhancement Reports 40 Report on the enhancement done containing analysis of

the enhancement process conducted and the recommendation.

Evaluation of Reports Evaluation Report Number of Evaluation Reports 40 Consolidation and analysis of CSC reports from the

Central and/or Regional Offices by the requesting Central Office; submitted to the Commission.

Monitoring of Compliance on CSC Guidelines (Programs and Systems)

Monitoring Report Number of Monitoring Report 24 A consolidated report on the compliance of offices/individual (or group of individuals) with the prescribed guidelines or instituted systems/processes of the CSC.

On-the-spot Investigation On-the-spot Investigation

Report Number of on-the-spot Investigations Reports

4 Written Report on an on-the-spot investigation conducted in connection with confirmatory, verification, and audit functions such as to confirm walk-in anomalies in authentication in exam related cases and to audit financial transactions.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Training, Orientation, and Workshop (TOW)

A Training is a program designed to develop the skills/knowledge/work attitudes of employees.

An Orientation is a program designed to inform new programs, thrusts and policies to employees or clients of the CSC.

A Workshop is a seminar, group discussion, or the like, that emphasizes exchange of ideas/information and the demonstration and application of techniques, and skills, i.e. problem solving, etc.

~ TOW Proposal Preparation Training/Orientation/Workshop Proposal

Number of Proposals 24 A suggestion or recommendation to conduct a training or an orientation requiring approval/acceptance. It can also be a proposal for a customized training for a specific group. It shall include budget estimate, schedule and other relevant information.

~ Preparation of Materials for Regular TOW Program

Training/Orientation/Workshop Kit

Number of Kits 0.17 A set or collection of tools, materials, instructional matter, etc. for the Training/Orientation/Workshop. Usual contents: Program, Schedule of Sessions, Handouts, and Manual. Points for preparation/reproduction of kits. Per kit.

Certificate Number of Certificates 0.05 Document attesting to the fact that a person has

completed a training/orientation/workshop. Points for preparation of training certificate per participant.

~ Actual Conduct of Training/Orientation/Workshop

Training/Orientation/Workshop Conducted

Number of Hours 1 The process of imparting the knowledge/skills to the participants. One point per hour is awarded to the Office/Division conducting the intervention. The points earned for the administration of the TOW is different from the points earned by the speaker.

~ Preparation of Post TOW Report

TOW Evaluation Report Number of Evaluation Report 8 A written account of the training/orientation/workshop conducted assessing its effectiveness as to the meeting of its objectives. Evaluation is the systematic collection of descriptive and judgmental information necessary to make effective training decisions related to the selection, adoption, value and modification of various instructional activities. This is the process by which learners record their thoughts, comments and observations about the training. This could be directed at the trainers as well as the training program.



Process Observer Function Process Observer Report Number of Reports 8 A report on how the classes are organized and how sessions are conducted by personnel trainees who have undergone trainor’s training.

Preparation of Materials for New or Customized Regular Training/Orientation/Workshop Program ~ Display Aids TOW Poster Number of Posters 1 A large, usually printed placard, bill, or announcement,

often illustrated, that is posted to inform the participants about something. Contents are usually limited to text and are either hand written or printed using a computer printer.

Drawing Poster Number of Drawing Posters 1 A sheet giving information in a visual form such as table,

list, graphs, or diagram. Flip Chart Number of Sheets 0.25 A set of sheets hinged at the top so that they can be

flipped over to show information or illustrations in sequence.

~ Projected Aids Overhead Transparency Number of Transparency 0.17 Picture consisting of a text, photograph or drawing on a

transparent base; viewed with a projector. Presentation Slides Number of Slides 0.17 Presentation material developed using a PowerPoint

presentation software which creates graphical presentations of the concepts that will be discussed by the presenter. A slide is a single frame in a PowerPoint presentation.

Video (Film) Number of Minutes 3 A recording of visual images and sound on a videodisc;

interviews, documentaries, lectures. Three (3) points shall be awarded for editing/enhancing one (1) minute playtime in the final version of a video recording.

~ Audio Aids Audio Recording Number of Minutes 2 Audio aids are usually cassette recordings in their own

right or an integral part of a visual aid, so that it becomes an audio-visual aid. Points shall be awarded for the process of recording sound for graphical presentation materials. Two (2) points for every minute recording playtime in the final version.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION ~ Other Aids Original Interactive Video CD-

ROM Number of CD-ROMs developed 80 A computer-based training program where trainees use

the computer to interact with the program. IEC Materials in Optical Discs

(CD-ROM or DVD) Number of CDs/DVDs 40 A multi-media compendium of information, education,

and/or communication materials. Points for the creation of the original copy.

CD-ROM/DVD Reproduced Number of CDs/DVDs reproduced 0.17 Reproduction of optical disks. Case Study Number of Case Studies developed 4 A case study is a detailed description of a situation that

trainees study and discuss. Cases are designed to develop higher-order thinking skills, such as the ability to analyze and evaluate information.

Action Learning Problems Number of Action Learning Problems

developed 2 Action Learning Problems are actual problems given to

the trainees to solve and develop an action plan and shall be held accountable for carrying out the plan.

~ Training/Workshop Evaluation Form

Training Evaluation Form Number of Evaluation Forms developed

2 A survey form for evaluating the effectiveness of a training/workshop program.

~ Certificate Certificate Designed Number of Certificates 1 For the design of a new certificate (master copy).

Preparation of Information, Education, and Communication (IEC) Materials ~ Printed Materials Manual Number of Manuals 24 A written document that contains information and

instructions on how to do something usually presented in a form of a small book or handbook. Minimum number of pages: 30.

Book Number of Books A written work or composition that has been published * 1 to 60 pages * 1 to 60 pages 60 (printed on pages bound together). *61 to 100 pages *61 to 100 pages 100 Flyer Number of Flyers 16 An advertisement (usually printed on a page or in a

leaflet) intended for wide distribution. IEC Poster Number of Posters 24 For the design of an infomercial/advertisement for

printing in a poster size paper intended for mass distribution. Usually graphical in nature containing pictures and text.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Primer Number of Primers 24 A small introductory book that gives basic information on

a subject such as training, orientation, project, or program of the CSC.

Program Number of Programs 1 A plan or schedule of activities to be followed during an

event. Invitation Number of Invitations 1 A written request for someone's presence or

participation. One point is for the design of the original invitation.

Script Number of Scripts 8 A written matter (as lines for a broadcast). Talking Points Number of Talking Points 8 Notes on particular issues including references prepared

for specific public speaking engagements. Workshop Forms Number of Forms 2 A document with blank spaces to be filled in with

particulars used in Training and Workshops.

Customer Assistance ~ Resource Person Services Assistance Provided Number of Hours 1 For activities such as speakership services rendered for

training/orientation as well as technical work services and consultancy services (provide facts, opinions, recommendations). There shall be no points awarded to resource person services where honorarium or overtime pay was received. Except for the organic HRD (Training Division) personnel, other CSC personnel are only allowed to render a maximum of 24 hours (and earn 24 points) per month on a resource person service.

~ Interview/Media Guesting Interview conducted Number of Hours 1 A meeting or conversation in which a writer or reporter

asks questions from a CSC personnel from whom material is sought for a newspaper story, television broadcast, etc. One point, or a fraction thereof, for every hour of interview/guesting.

~ Media Relations Interview/guesting of CSC

officials coordinated Number of interviews coordinated 1 Coordinated and aired guesting/interview of CSC

officials; background material provided for interview.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION ~ Customer Service/ Technical Assistance

Customer Action Sheet Number of Customer Action Sheets 0.17 Assistance provided to walk-in clients involving procedural queries and clarification of policies. A Logbook containing the details of the request/transaction signed by the customer can serve as a Customer Action Sheet.

~ Conciliation and Mediation Services

Conciliation/Mediation Report Number of Conciliation/Mediation Reports

8 A report on the conciliation/mediation assistance to settle public sector labor disputes. * Actual conduct of the conciliation/mediation shall earn 1 point per hour of assistance.

~ Ushering Services Ushering Service provided Number of Ushering Service provided 4 Points rewarded to the CSC personnel who provided the

ushering service during the Honor Awards ceremony.

Information and Records Management ~ Incoming Communication Communication

registered/encoded in the DTMS

Number of Documents 0.12 The process of registering a communication document received by the CSC by encoding details of the document (Receiving Office, Document No., Destination, Document Type, Entry Mode, Document Date, Name of Party, Document Details, Signatory, Address of Sender, Entered By/Updated By, Date Created) in the Document Tracking and Management System (DTMS). Involves receiving the communication (opening envelope and date of receipt stamped on the communication) and then assigning of the document number.

Updating of DTMS Record 0.02 The process of updating the status of a document by providing the following details in the DTMS: Date Received, Action Taken, Date Accomplished, Status, Current Office, Action Person, Next Office, Remarks, Updated by. For every record updated in the DTMS.

~ Outgoing Communication Mails dispatched Number of mails dispatched Outgoing communications dispatched. ~ Ordinary mails 0.05 ~ Registered mails 0.13 List of Out-going

Communications transmitted Number of Addressee (Envelopes/Packages)

0.02 For accomplishing the List of Out-going Communications Form for the transmittal of letters/packages through IRMO.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Packaged Letter (Documents) Number of Letters (Documents)

packaged .03 For preparation/packaging of letters (documents) to be

dispatched.

~ Database Build-up and Management

Encoded Records Number of Records 0.08 Per new record encoded in a database system of offices such as the Inventory of Government Personnel Database and Database of Government Agencies.

Updated Records Number of Records 0.02 Updating of old records in a database system. ~ Registration of Correction of Personal Information in the Master Lists

Corrected Personal Information

Number of corrected personal information

0.25 Corrections of personnel data including accreditation of government service in the records of the office.

~ Consolidation of Statement of Assets, Liabilities and Networth

SALN Consolidation Report Number of SALN Consolidation Reports

8 Consolidation of office personnel's Statements of Assets, Liabilities and Net Worth submitted to OPMD.

~ Encoding of data in the PDS processed Number of PDS .5 Data entered in the PIDS. Personnel Information Database System (PIDS) HR Action Notice processed Number of HR Action Notice .08 Data entered in the PIDS.

Personal Data Update processed

Number of Personal Data Update .08 Data entered in the PIDS.

Issuance of Records/Documents ~ Copy of CSC Issuance Document issued to requesting

party Number of copies of document issued

0.17 For request for copies of CSC issuances such as Resolutions and Memorandum Circulars and other personal records. The transaction should be recorded e.g. logbook signed by the requesting party.

~ Verification of Eligibility Verification Slip or verified

Examination Records Request Form

Number of Verification Slip or ERRF processed

0.33 The verified rating (eligibility) or qualification of a person to be employed in the civil service. Output can also be a Memorandum/Letter indicating the verified eligibility of the employee/s. Point shall be credited per employee.

~ Certification of Eligibility Certification of Eligibility Number of Certification of Eligibility

issued 0.09 A document confirming the eligibility of a person. Points

are only for the process of printing the COE. Activities on verification stage shall be credited under the verification activity.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION ~ Authentication of Eligibility Authenticated Copy of the

Certificate/Certification of Eligibility

Number of Authenticated Copy issued

0.08 The validated eligibility copy of the client.

~ Certificate of Appearance Certificate of Appearance Number of CAs issued 0.05 A document issued to serve as evidence that the client

transacted with CSC.

Secretariat Work Notice of Meeting Number of Notice of Meeting 0.08 An announcement containing information about a future gathering.

Meeting Agenda Number of Meeting Agenda 0.25 The official work plan or discussion points for a meeting. Minutes of the Meeting Number of pages 1 A written account of what transpired in a meeting. The

points should be for the pages containing the substantial portion (discussion) of the Minutes of the Meeting. The attendance and introductory page should not be counted.

Conduct of Validation/Background Investigation for Honor Awards Program

Conduct of Background Investigation including report preparation

Number of Background Investigation Reports

24 Per Background Investigation Report submitted to PAIO to include actual conduct of audit and travel time. Conduct of BI involves interviewing/gathering of pertinent data and information and validating nominees outstanding work accomplishments and/or exemplary display of ethical behavior. The task includes desk audit and interviewing individuals in nominees workplace, neighborhood, church project site (if applicable) and other places where material information may be obtained.

2nd Background Investigation

Report Number of 2nd BI Reports 8 Per 2nd BI Report submitted per specific instructions

from the Awards Committee to include actual conduct of 2nd BI. A more thorough audit not only to validate previous findings of the 1st BI conducted but to look into other aspects of nominees outstanding work accomplishments and/or exemplary display of ethical behavior per specific instructions from the Committee Members.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Personnel Administration ~ Hiring of Personnel > Posting of Vacant Positions

Notice of Vacancy Number of Notice of Vacancy 0.5 Announcement regarding the vacant positions.

> Initial Assessment of Applicants for Employment

Matrix of Applicants Number of Matrix of Applicants 0.5 A summary listing of qualified applicants.

> Conduct of written exam Examination conducted Number of Hours 1 Per hour of examination conducted.

> Conduct of Interview Interview conducted Number of Hours 1 Per hour of interview conducted.

> Assessment of Applicant Applicant Assessment Report Number of Assessment Reports 2 Summary report on the applicant's assessment, to include computation of ETE, performance and assessment ratings.

> Roster of Candidates Preparation

Roster of Candidates Number of Roster of Candidates 0.25 Roster of candidates per position prepared.

> Conduct of Background Investigation

Background Investigation Report

Number of BI Reports 8 Report on the qualifications of the applicants.

> PSB Resolutions PSB Resolution Number of Resolutions 8 Resolution on the deliberations made by the Personnel Selection Board regarding the selection.

Appointment Resolution Number of Resolutions 1 Resolution appointing an employee for a particular position.

Personnel Actions Resolution Number of Resolutions 1 Resolution on requests for transfer, reassignment, designations.

> Comparative Assessment Comparative Assessment Number of CA's prepared 8 Per position. > Appointment Preparation Appointment Number of Appointments 0.5 Appointment prepared and signed by the Appointing

Authority. > Hiring of Service Contractors

Contracts Number of Contracts 4 Signed contracts.

~ Updating of Leave Cards Leave Card updated Number of leave cards updated 0.17 Leave Cards of employees updated; leave credits

computed based on employees pass slips, Daily Time Record (or entries in the Guard's Logbook) and applications for leave. Once a month processing.

Application for Leave Certified Number Application for Leave

certified 0.2 Applications for leave certified by personnel officer.

Points awarded for the personnel officer certifying the Application for Leave.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Application for Monetization of

Leave Credits processed Number of Application for Monetization of Leave Credits processed

0.5 Application for monetization of leave credits processed with computation of money value of the monetized leave provided to the requesting employee.

Financial Services ~ Collection Services/ Receipts/Deposits

e-Receipts Number of e-Receipts 0.05 Issued to customer as a proof of payment.

Bank Validated Deposit Slips Number of Deposit Slips 1 Daily Deposit of Collection to the Bank.

Daily Report of Collections and Deposits

Number of RCDs 1 Submitted to Accounting Division and COA.

Cash Receipts Records Number of Records 2.5 Submitted to Accounting Division and COA.

~ Processing of Disbursement Voucher and Claims

Allotment and Obligation Slip processed

Number of Obligation Slip 0.25 For processing of Disbursement Voucher and Claims; ALOBS signed by the designated staff.

~ Check Preparation Signed Check Number of Checks issued 0.08 Signed by the proper authority. ~ Monthly Remittances to various agencies

Monthly Remittance List Number of Remittance List 4 Per remittance list.

Supplies and Property Management ~ Issuance of supplies and Materials

Customer Signed Request and Issue Slip

Number of Request and Issue Slip (RIS)

0.5 Items requested in the RIS were issued to and accepted by the Office/Division concerned.

~ Canvassing/Purchasing of Supplies

Signed Canvass Form Number of Signed Canvass Forms 0.5 Canvass Form signed by authorized personnel of the supplier.

~ Inspection of CSC Procurements and Repairs.

Inspection of CSC purchases Number of Inspection and Acceptance Report signed

0.17 This point is for personnel who conducted the inspection and signed the IAR.

Inspection of bulk

purchases/civil works Number of IAR signed 2 For inspection of purchases from the Procurement

Service (DBM) or for inspection of bulk purchases and construction works.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Pre-repair Inspection conducted

Number of IAR signed 0.5 An evaluation of the damage or recommendation for the work to be done is indicated.

Post repair Inspection conducted

Number of IAR signed 0.5 An assessment if the Scope of Work was completed and if whether the repairs made is acceptable/satisfactory and that the equipment repaired is already in good running condition.

~ Contract Preparation Terms of Reference Number of TOR's 24 A document providing definition of requirements and

objectives of the services requested under the terms of a contract or tender, including, where necessary, the methods and means to be used and/or results to be achieved.

Memorandum of Agreement Number of MOA's 10 An agreement among parties which creates a legally

binding commitment designed to ensure consistency in the administration of programs or projects.

Contract Number of Contracts 4 A document signed by CSC and supplier for the

availment of services or purchased of goods that the supplier promised to provide.

Signed Abstract of Quotation Number of Abstract of Quotation 1 A price quotation or a pro-forma invoice with the

conditions of sale. Purchase Order/Letter Order Number of Purchase/Letter Orders 0.25 A commercial document issued by CSC to a supplier,

indicating the type, quantities and agreed prices for products or services that the seller will provide to CSC.

Notice to Proceed Number of Notice to Proceed 1 A document notifying the supplier to deliver the goods or

services required by CSC.

~ Transport Operations Trip Ticket Number of Trip Tickets 0.08 Signed by the Head of Office. Request for Utility Vehicle

processed Number of RUV processed 0.15 RUV approved; driver and vehicle provided to requesting

party. Driving Services Number of Hours 1 One point for every hour spent on actual driving.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION ~ Dormitory Services Request Acted Upon Number of Request acted upon 1 Processing of a request for housing guest employees

and preparation of rooms.

Legal Services Court Pleadings Manifestation (pro-forma) Number of Manifestations 2.5 Formal offer of evidence Number of exhibits Including sub-markings.

~ 1 to 9 exhibits 4.75 ~ More than 9 exhibits 10 Comments/Answer/Motion to Dismiss

Number of Comments/Answer/ Motion to Dismiss

34

Petition for Review and Certiorari

Number of Petitions 36

Position Paper/Study Number of Position Papers 40 Pre-Trial Briefs Number of Pre-Trial Briefs 10

Other Actions Report of Investigation/ Comment to the Commission

Number of Reports/Comments 10 A report detailing the findings of OLA and its recommendation to the Commission, after a conduct of an investigation relative to complaint filed directly to or initiated by the Commission.

Show-cause Order Number of Show-cause Orders 1 Interlocutory Order/Notice Number of Interlocutory Order 0.5 Orders of Preventive Suspension

Number of Orders of Preventive Suspension

8

Affidavit of Witness Number of Affidavit of Witness 4.75 Affidavit of Expert Witness Number of Affidavit of Expert Witness 12.5 Legal Counseling Number of Counseling Conducted 0.17


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Certificate of No Pending Case Number of Certificates 0.5

Docketing of Cases Number of Cases Docketed 0.08 Transcript of Steno Notes Number of Transcripts 1 Per page. Using size 10 Arial Font and single line

spacing. Technical Assistance to Courts Number of Reports on technical

assistance provided 8 Technical assistance to Courts, Office of the

Ombudsman and Prosecutor's Office. Report shall be submitted to the Director.

Contract Reviewed Number of contracts reviewed 2 Review of contracts for deals to be entered upon by the

Civil Service Commission with other institutions.

Revision of an existing output or material

Revised Output/Material Number of Revised Outputs/Materials * For updating/revising an existing output/material. *1/4 of original points awarded for the finished updated/revised output/material. Example: Revised IEC Materials.

56

PMS OUTPUT TABLE – REPORTS


PMS Reports/Forms Performance Contract (PMS Form No. 1 - DC)

Number of Contracts 24 A written agreement between rater (Director) and ratee (Division Chief) containing the set of expectations on the work to be done and results to be attained as well as measures to monitor, review and assess performance. (Division Work and Financial Plan)

Performance Commitment

(PMS Form No. 1 - HO) Number of Contracts 8 A written pledge or promise of the Office Directors to the

Commission with regard to the work to be done by the office.

Director's Performance

Monitoring Form (PMS Form No. 2)

Number of Forms 2 A report submitted by the Head of Office with regard to the mentoring and/or coaching conducted with the Division Chiefs.

Office Accomplishment Report

(PMS Form No. 3) Number of Division/FO Accomplishment Report

8 The Accomplishment Report of the Office counted by the number of Division/FO Accomplishment Report submitted by the Office.

Overtime Accomplishment

Report (PMS Form No. 3a) Number of Reports 2 Report on the accomplishments of office staff during paid

overtime hours. Performance Review Report

(PMS Form No. 5) Number of Reports 1 The Performance Rating Report of a Division Chief

prepared by the immediate superior Supplemental Performance

Contract (PMS Form No. 6) Number of Contracts 4 A document containing the changes/revisions to the

Performance Contract or Performance Commitment ePMS Database Number of ePMS Database 8 The collection of subordinates' feedback on the Division

Chief's performance using the ePMS program. PES Form (Target) Number of PES Forms 2 Performance targets of 1st and 2nd level employees

below DC level signed by the ratee and rater and validated by the Head of Office. Per individual.

Reports Output Table 57

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION PES Form (Accomplishment) Number of PES Forms 2 Accomplishments of 1st and 2nd level employees below

DC level signed by the ratee and rater and validated by the Head of Office. Per individual.

PES Rating Number of Reports 8 Consolidated Report, reviewed by the Office PERC on

the ratings of the 1st and 2nd level staff. CESPES Performance

Contract Number of Contracts 8 Performance Contract of Third Level Officials of the CSC

indicating the targets to be achieved. Per individual. CESPES Ratings (3rd Level) Number of Reports 8 Consolidated Report on the 3rd level CESPES ratings for

the year. Annual Report Number of Reports 24 Or Year-end Report. A narrative report high-lighting the

important accomplishments of the office in the previous year.

Merit/Demerit Report Number of Reports 2 A report on the Merit/Demerit points incurred by offices in

the submission of a reportorial requirement of an office. Two points shall be earned for submission of Merit/Demerit Report for each type of report requirement.

Accounting Books, Registries, Records, Forms and Reports Trial Balance Number of Trial Balance 4 The Trial Balance shows the equality of debit and credit

balances of all general ledger accounts as of a given period. It is prepared and submitted monthly, quarterly and annually. At the end of the fiscal year, the pre-closing and the post-closing trial balances shall be prepared.

Pre-Closing Trial Balance Number of Pre-Closing Trial Balance 4 The Pre-Closing Trial Balance shall be prepared after

recording the adjusting journal entries in the General Journal and posting the same to the General Ledger. It shows the adjusted balances of all accounts as of a given period. This is also described as the adjusted trial balance.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Post Closing Trial Balance Number of Post Closing Trial

Balance 4 The Post-Closing Trial Balance shall be prepared after

recording the closing journal entries in the General Journal and posting to the General Ledger. It contains a listing of all general ledger accounts that remain open after the closing process is completed.

Statement of Income and

Expenses Number of SIEs 4 The Statement of Income and Expenses shows the

results of operation/performance of the agency at the end of a particular period. This statement shall be prepared by the Accounting Unit from information taken directly from the Pre-Closing Trial Balance.

Statement of Management

Responsibility for Financial Statements

Number of Statements of Management Responsibility for Financial Statements

0.08 The Statement of Management Responsibility for Financial Statements shall serve as the covering letter in transmitting the agencies financial statements to the Commission on Audit, Department of Budget and Management, other oversight agencies and other parties. It shows the agency’s responsibility for the preparation and presentation of the financial statements. The statement shall be signed by the Director of Finance and Management Office or Comptrollership Office, or the Chief of Office who has direct supervision and control over the agency’s accounting and financial transactions, and the Head of Agency or his authorized representative.

Balance Sheet Number of Balance Sheets 8 The Balance Sheet is a formal statement which shows

the financial condition of the agency as of a certain date. It includes information on the three elements of financial position - assets, liabilities and government equity. It shall be prepared from information taken directly from the year-end Post-Closing Trial Balance. The Balance Sheet shall be supported with the following schedules/statements: Schedules of Accounts Receivables (SAR), Schedules of Accounts Payables (SAP), Schedules of Public Infrastructures (SPI), Other schedules as may be required.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Statement of Allotments,

Obligations and Balances Number of SAOBs 4 Although the allotments and obligations of the agency

are not recorded in the books of accounts, the Statement of Allotments, Obligations and Balances (SAOB) shall be submitted to the Commission on Audit by the Budget Officer/Agency Officer concerned. This statement shall be included among the aforementioned schedules for information of government officials and oversight agencies.

Statement of Government

Equity Number of SGEs 4 The Statement of Government Equity shows the financial

transactions, which resulted to the change in Government Equity account at the end of the year.

Statement of Cash Flow Number of SCFs 4 The Statement of Cash Flows is a statement

summarizing all the cash activities of an agency. This includes the operating, investing and financing activities of the entity and provides information on the cash receipts and cash payments during the period. The primary purpose of the Statement of Cash Flows is to give relevant information on the agency’s overall cash position, liquidity and solvency. Using the Statement of Cash Flows, managers, investors and creditors could easily assess if the agency could meet its obligations in operating, investing and financing activities.

Financial Transactions

Recorded Number of Transactions Recorded 0.01 For recording of transactions in the accounting books

and registries of the CSC such as Journal Entry Voucher, General Journal, Cash Receipt Journal, Cash Journal, Check Disbursement Journal, Cash Disbursement Journal, General Ledger, Registry of Allotments and Obligations (Capital Outlay, Maintenance and Other Operating Expenses, Personal Services, Financial Expenses), Registry of Allotments and Notice of Cash Allocation, Registry of Public Infrastructure-Summary, Registry of Dormant Accounts, Registry of Accounts Written-Off, Cash Receipt Record, Check Disbursements Record, Cash Disbursements Record, Stock Card, and Property Card.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Allotment and Obligation Slip

(ALOBS) Number of ALOBS 0.25 The Allotment and Obligation Slip shall be used to record

allotments received and to request for obligation charged against the allotments. It shall be prepared before processing the claim to ensure that funds are available for the purpose.

Order of Payment (OP) Number of OPs 0.05 The Order of Payment shall be accomplished by the

Accounting Unit by stating the nature and computation of amount due before collections shall be received by the Cashier.

Petty Cash Voucher (PCV) Number of PCVs 0.05 The Petty Cash Voucher shall be used for disbursements

out of the Petty Cash Fund. Disbursement Voucher (DV) Number of DVs 0.25 The Disbursement Voucher shall be used by government

agencies for all money claims. The number shall be indicated on the DV and on every supporting document of the claim. The supporting documents shall be listed on the face of the voucher and in case more space is needed, the back of the DV shall be used.

General Payroll (GP) Number of GPs 8 The General Payroll shall be used for the payment of

salaries, wages, overtime pay, honoraria and other emoluments of government officers and employees.

Itinerary of Travel (IT) Number of ITs 0.5 The Itinerary of Travel shall be prepared by the

concerned official or employee making the travel. The IT shows the details of travel such as places to be visited, date, including the amount of expenses to be incurred. It shall be prepared before the travel is made or upon reimbursement of travelling expenses.

Payroll Payment Slip (PPS) Number of PPSs 0.05 The Payroll Payment Slip shows amounts of

compensation income due and paid for a pay period including the details of deductions. Per employee.

Index of Payments (IP) Number of IPs 0.17 The Index of Payments shall be used to record payments

made to each employee, supplier, and other agency creditors.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Supplies Availability Inquiry

(SAI) Number of SAIs 0.05 The Supplies Availability Inquiry shall be used to inquire

the availability of supplies on stock from the Accounting Unit.

Requisition and Issue Slip

(RIS) Number of RISs 0.05 The Requisition and Issue Slip shall be used to request

supplies and materials that are carried on stock. Purchase Request (PR) Number of PRs 0.05 The Purchase Request shall be used to request for the

purchase of inventory/item not available on stock and it shall be the basis for preparing the Purchase Order.

Purchase Order (PO) Number of POs 0.05 The Purchase Order shall be used to support purchase

of equipment, supplies and materials, etc. Acknowledgement Receipt for

Equipment (ARE) Number of AREs 0.5 The Acknowledgement Receipt for Equipment shall be

used to acknowledge the receipt of property and equipment for official use from the Property Officer. Prepared by the property custodian and signed by the receiving employee.

Report of Collection and

Deposits (RCD) Number of Transactions Recorded 0.02 The Report of Collections and Deposits shall be

prepared by the Cashiers/Collecting Officers to report all collections received and deposits made. The report lists all the ORs issued in numerical sequence, including the cancelled ones. The report shall be the basis in preparing the JEV for recording in the Cash Receipt Journal/Cash Journal, as the case maybe.

Report of Checks Issued (RCI) Number of Transactions Recorded 0.02 The Report of Checks Issued shall be prepared by the

Cashiers/Disbursing Officers to report checks actually received by the payor or authorized representatives during the period. including cancelled ones. Separate RCI shall be prepared for MDS and commercial checks released. The report shall be the basis in preparing and recording the JEV in the Check Disbursements Journal. It shall be supported with list of unclaimed checks.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Report of Disbursements (RD) Number of Transactions Recorded 0.02 The Report of Disbursements shall be prepared by the

Regular/Special Disbursing Officers to support liquidations of their cash advances. The report shall be certified as to correctness by the Disbursing Officer and forwarded to the Accounting Unit for preparation of the JEV and final recording in the Cash Disbursements Journal.

Petty Cash Replenishment

Report (PCRR) Number of Transactions Recorded 4 The Petty Cash Replenishment Report shall be prepared

by the Petty Cash Custodian to report all disbursements made out of his/her Petty Cash Fund.

Liquidation Report (LR) Number of LRs

a. cash advance b. travel

4 1

The Liquidation Report shall be prepared by the concerned employees/officers to liquidate cash advances for travel or for other purposes except those cash advances granted to Regular/Special Disbursing Officers.

Report of Supplies and

Materials Issued (RSMI) Number of Entry (Record) 0.02 The Report of Supplies and Materials Issued shall be

prepared by the Supply Officer and shall be used by the Accounting Unit as a basis in preparing the JEV to record the supplies and materials issued.

Waste Materials Report (WMR) Number of WMRs 4 The Waste Materials Report shall be used to report all

waste materials previously taken up in the books as assets so that they may be properly disposed of and dropped from the accounts. It shall be used to report all waste materials such as destroyed spare parts and other materials considered scrap due to replacement.

Inventory and Inspection

Report for Unserviceable Property (IIRUP)

Number of IIRUPs 4 The Inventory and Inspection Report for Unserviceable Property shall be used as basis to record dropping from the books the unserviceable properties carried in the Property, Plant and Equipment accounts.

Report on the Physical Count

of Inventories (RPCI) Number of RPCIs 16 The Report on the Physical Count of Inventories shall be

used to report the physical count of supplies by type of inventory as of a given date. It shows the balance of inventory items per cards and per count and shortage/overage, if any.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Report on the Physical Count

of Property, Plant and Equipment (RPCPPE)

Number of RPCPPEs 24 The Report on the Physical Count of Property, Plant and Equipment shall be used to report the physical count of property, plant and equipment by type as of a given date. It shows the balance of property and equipment per cards and per count and shortage/overage, if any.

Inspection and Acceptance

Report (IAR) Number of IARs 0.08 The Inspection and Acceptance Report shall be used to

acknowledge the receipt of supplies and equipment purchased and inspection made thereof. Points shall be awarded to the Office which prepared the IAR.

Report of Accountability for

Accountable Forms (RAAF) Number of RAAFs 1 The Report of Accountability for Accountable Forms shall

be prepared by the Accountable Officer to report on the movement and status of accountable forms in his possession. The accountable forms include those with or without face value.

Revised Monthly Trust Receipts Collection Report

Number of RMTRCRs 2 Summary of Trust Receipts collections inclusive of exam and non-exam related collections. Including copies of deposit slip and deposit to CO accounts.

Projections of Receipts and Expenditures

Number of Reports 4 Projections of receipts under the CSC Fiscal Autonomy (Trust) Receipts Fund and CSC Training Fund. Submitted annually by ERPO, OFAM, and the CSCROs to the Commission. (Refer to CSC OM 123, s. 2002)

Financial Reports A Statement of Government

Equity Number of Reports 4 A financial report showing the status of Government

Equity per fund.

Monthly Summary of Transactions

Number of Reports 4 A detailed summary of transactions as reflected in the special journals (CkDJ, CDJ, CRJ) and the General Journal.

Welfare Fund Reports-Remittance List and Deposit Slip

Number of Reports 4 A financial report on the schedule of remittance and deposit slips.

Bank Reconciliation Statement Number of Reports 4 A financial report showing the reconciled cash balance

per bank and book for CSCRO current account.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Modified Disbursement Scheme (MDS)

Number of Reports 4 A financial report showing the reconciled cash balance per bank and book for CSCRO MDS account.

MDS - Accounts Payable (A/P), Retirement Gratuities (RG), and Terminal Leave (TL)

Number of Reports 4 Financial Reports showing balances for accounts payable (A/P), retirement gratuities (RG), and terminal leaves (TL).

General Fund Number of Reports 4 A financial report showing the status of assets, liabilities,

and government equity for General Fund. Constitutional Fiscal Autonomy Group (CFAG)

Number of Reports 4 A financial report showing the status of assets, liabilities, and government equity for CFAG.

Receipts and Refunds (Current)

Number of Reports 4 Monthly financial report by ROs on receipts and refunds under current accounts.

Receipts and Refunds (HYSA) Number of Reports 4 Monthly financial report by COs and ROs of receipts and

refunds under high yielding accounts. Fiscal Autonomy (Trust) Receipt

Number of Reports 4 A financial report showing the status of assets, liabilities, and government equity for Trust Receipt.

Contingency Reserve Fund (TR)

Number of Reports 4 A financial report showing the monthly status of CRF for Trust Receipt.

Training Fund Number of Reports 4 A financial report showing the status of assets, liabilities,

and government equity for Training Fund. Contingency Reserve Fund (TF)

Number of Reports 4 A financial report showing the monthly status of CRF for Training Fund.

Welfare Fund Number of Reports 4 A financial report showing the status of assets, liabilities,

and government equity for CSCRO welfare fund account.

Financial Reports B Welfare Fund - Loan Balances Number of Reports 4 A financial report that shows the quarterly loan balances (GPL, MPL, EDL, GL) per employee.

Welfare Fund - Contribution of Members

Number of Reports 4 A financial report that shows the monthly contribution per CSC employee.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Detailed Breakdown of Expenses (paid obligations) by KRA/MFO

Number of Reports 8 A financial statement which shows the break-down of expenses for PS and MOOE.

Report of Exam Receipts/Expenses

Number of Reports 4 A financial statement which shows the break-down of examination receipts and expenses.

Report of Other Receipts (specify nature)

Number of Reports 4 Financial reports on receipts relating to expenses not covered by the usual reports; submitted as needed.

Status of Cash Advances Number of Reports 4 A financial report on the status of cash advance per

employee. Submitted quarterly by the CSCROs to OFAM.

Schedule of Receivables Number of Reports 4 A report showing the total receivables per fund.

Submitted quarterly by CSCROs to OFAM. Schedule of Payables Number of Reports 4 A report showing the total payables per fund. Submitted

quarterly by CSCROs to OFAM. Schedule of Investments and Other Assets

Number of Reports 4 A report that shows the total Assets not classified as PPE. Submitted quarterly by the CSCROs to OFAM.

Financial Report of Operations (by PPA)

Number of Reports 4 A financial report showing the breakdown of expenses per PPA. Submitted quarterly by the CSCROs to OFAM.

Annex A - Statement of Cumulative Allotments, Obligations Incurred and Unobligated Balances

Number of Reports 4 A financial report showing the total obligation and unobligated allotment. Submitted quarterly by the CSCROs to OFAM.

Annex B - Detailed Statement of Cumulative Expenditures, Obligations Incurred, Obligations Liquidated/Disbursements and Unliquidated Obligations

Number of Reports 4 A financial report showing the total obligations paid. Submitted quarterly by the CSCROs to OFAM.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Annex C - Report on the Result of Expended Appropriations

Number of Reports 4 A financial report showing the total obligation and allotment. Submitted quarterly by the CSCROs to OFAM.

Financial Reports C Schedule of LSP Expenses per

Scholar Number of Reports 4 A financial report that shows the detailed breakdown of

expenses per scholar.

Schedule of Welfare Fund Loan Balances per Employee and per type of loan

Number of Reports 4 A financial report showing the balances per type of loan and per employee.

Schedule of Welfare Fund Members' Equity

Number of Reports 4 A financial report showing the WF contribution per employee.

Schedule of 30% CRF Balance and 10% WB and 60% Operations

Number of Reports 4 A financial report showing the status of 30% CRF, 10% WB and 60% Operations.

Schedule of Amount Earmarked as 70% to augment MOOE and 30% CRF

Number of Reports 4 A financial report showing the schedule of amount allocated as 70% to augment MOOE and 30% CRF.

Schedule of Sub Allotment for GF and CFAG

Number of Reports 4 A report showing the schedule of Sub Allotment received for GF and CFAG.

Schedule of Allotment, NCA, TRA and Unfunded Allotment

Number of Reports 4 A report showing the detailed breakdown of allotment, NCA, TRA and unfunded allotment.

Schedule of

Expenses/Disbursements Number of Reports 4 Semestral financial report by ROs on expenses incurred

and disbursements issued. Schedule of 50% CO Share on

CSCRO's Personnel Service (PS) Savings

Number of Reports 4 Semestral financial report by ROs on the 50% share of the CO on the ROs PS savings.

Financial Reports D Detailed Breakdown of

Disbursement by PPA/MFO Number of Reports 8 A report showing the detailed breakdown of

disbursements by PPA/MFO.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Notes to Financial Statements Number of Reports 4 A financial notation on the key balances of the account

reflected in the financial statements. Annual Financial Report of Income/Expenses (Exam)

Number of Reports 8 A financial reports showing the income and expenses of examination operation for the year-end.

Annual Financial Report of Income/Expenses (Training)

Number of Reports 8 A financial reports showing the income and expenses of training operation for the year-end.

Annual Status of Cash Advances including aging

Number of Reports 4 A financial report showing the annual status of cash advances.

Annual Schedules of Receivables, Payables

Number of Reports 4 A financial report showing the annual schedule of receivables and payables for the current year.

Annual Report of LSP

Expenses, Refunds by batch Number of Reports 4 A financial report showing the annual LSP expenses and

refunds by batch. Annual Status of 30% CRF

balances for Exam and Training

Number of Reports 4 A financial report showing the annual status of 30% CRF balances for Examination and Training Operations.

Annual Statement of 10% WB

Fund Number of Reports 4 A financial report showing the annual status of 10% WB

Fund. Annual Statement of Sub-

Allotment and Releases for GF, CFAG and other funds

Number of Reports 4 A financial report that includes the annual statement of sub-allotment and releases for GF, CFAG and other funds.

Annual Statement of Allotment,

NCA, TRA and Unfunded Allotment

Number of Reports 4 A financial report showing the Annual detailed breakdown of allotment, NCA, TRA and unfunded allotment.

Annual Statement of WF Loan Balance, Benefits per employee

Number of Reports 4 A financial report showing the year-end WF loan balances per type of loan and per employee.

Statement of Accounts

Payable Number of Reports 4 A report showing a schedule of accounts payable per

employee.



Other Regular Reports Implementation of CSC Resolution under OM48,s.2003

Number of Reports 4 A list of all unimplemented CSC Resolutions in the respective jurisdiction of the CSCROs. Submitted quarterly.

Monitoring of Compliance with OM 98, s. 2004 (Reassignment of Public Health Workers)

Number of Reports 4 A report on actions taken by the CSCROs on cases brought before them or on appeal pertaining to reassignment of public health workers. Submitted quarterly.

Report on Unacted Request Number of Reports 4 A report on all requests and transactions sent to Central

and/or Regional Offices that remain unresponded to/unacted after 60 days. Submitted monthly by all Central Offices to CSLO.

Report on Remanded Cases Number of Reports 8 A report on remanded cases submitted monthly by

CSCROs to CSLO. Report on Impersonation Cases

Number of Reports 8 A report providing information on impersonators identified by CSCROs. Submitted quarterly to ERPO.

BBP Placements Number of Reports 8 Report on the implementation of the Brightest for the

Bureaucracy Program in the Regional Offices. Status Report of CSC Eligibility Security Papers

Number of Reports 8 Inventory Report on Security Papers for Professional and Sub-professional Exam, Stenographer Exam, Eligibilities Under Special Laws and Certification of Rating. Submitted quarterly.

LSP-MDC Scholars' Status Report

Number of Reports 8 Status report on the scholars for updating of the LSP-MDC database of scholars. Submitted annually.

LSP-MDC Scholars' Refund Report

Number of Reports 8 Monitoring report on the implementation of refund policy on LSP-MDC Program.

Monthly Performance Report (MPR) Relative to the Delegated Authority on Administrative and Financial Matters

Number of Reports 24 Consolidation, classification, encoding and Report generation of the Monthly Performance Report. The report includes the preparation and submission of comment on IAS' findings/observations and recommendations for each month.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Annual Procurement Plan (APP)

Number of Plans 8 A consolidated plan for the acquisition of Goods (supplies and/or materials) for the Office.

Division/Field Office APP Number of Plans 8 A plan for the acquisition of Goods (supplies and/or

materials) for the Division/Field Office. Supplemental APP Number of Supplemental APP 4 Addendum to the APP for additional items or reallocation

of funds for procurement. Approved Budget for the Contract

Number of ABCs 4 Prepared budget for approved contract.

Project Procurement Management Plan (PPMP)

Number of PPMPs 8 Per Project.

Inventory Reports on Motor Vehicles in the CSCROs

Number of Reports 8 A report on the status of motor vehicles, both serviceable and unserviceable, including information on the amount of insurance coverage for each vehicle and to whom the vehicle is assigned to. Submitted annually by CSCROs to OFAM.

Appraised Value of CSCRO's Building

Number of Reports 8 Report on the updated appraised value and cost of improvement made on existing building of the CSCROs.

Land Title / Property Title Number of Reports 4 A report on newly acquired properties of a Regional

Office. It shall also include a copy of the Deeds of Donation or Memorandum of Agreement.

Report on Cases Received and Progress Report on Cases Involving Unliquidated Cash Advance

Number of Reports 8 A monitoring report on cases involving violations of the guidelines on the liquidation of cash advances.

DepEd Consolidated Progress Report on Sexual Harassment Cases

Number of Reports 4 Report on sexual harassment cases filed within the respective jurisdiction of the CSCROs.

Report on Cases Received and Resolved

Number of Reports 4 A list of cases received and resolved each month.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Various Reports/Accomplished Forms on Records Disposition

Number of Reports 24 A transmittal memo or letter with the following report/accomplished forms or requests on records disposition. These related documents are submitted annually by the CSCROs to IRMO for information, notation, and/or appropriate action. Contents: Report on Inventory and Appraisal, Request for Transfer of Records, and Request for Authority to Dispose Records.

Various Reports/Accomplished Forms on Records Disposition from Field Offices

Number of Reports 8 Documents submitted by CSCFOs to the Regional Office for the consolidation of various reports/accomplished forms on records disposition.

Report on Project DIBAR Number of Records in the Report 0.05 (1) A report on government officials and employees who

are dismissed from the service. Corresponding copies of Resolutions or Decisions that are final and executory shall be attached. Submitted monthly by OLA to IRMO. (2) A report on the disqualified applicants for civil service exams with copies of the decision disqualifying the individual. Submitted by ERPO to IRMO.

Summary List of Decisions, Orders, and/or Resolutions

Number of Records 0.03 A monthly report for correcting information in CSC Records. Must contain examination and personal details (date and place of exam, date and place of birth) if party has CSC eligibility. (Refer to IRMO MemoNo.283,s.2006)

Report on Non-Wearing of Office Uniform

Number of Reports 4 List of employees who have not complied with OM No. 45, s. 2005 on the non-wearing of office uniform.

Status Report on Study Privilege for Bar Review/ Examination in the CSC

Number of Reports 4 A report on employees of the CSC who availed of the study privilege for bar review/examinations.

Status Report on Study Privilege for Board/Licensure Examinations or Completion of Master's Degree

Number of Reports 4 A report on employees who availed of the study privilege for the Board/Licensure Examinations and Completion of Master's Degree in the Commission.

Semestral Report on

Punctuality and Attendance Number of Reports 4 Consolidated semestral report on employees absences,

tardiness and undertime.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Monthly Attendance Monitoring

Sheet Number of Reports 8 A consolidated monthly report on employees absences,

tardiness and undertime. With attached printout of attendance report from the Computerized Attendance Tracking System (CATS).

Report on Resource Person Services Rendered

Number of Reports 0.5 A monthly report on the resource speakers service rendered by CSC Officials and Employees who served as Trainers. (OM No. 28, s. 2007)

Report on Employee Accession and Separation

Number of Reports 4 Accession and Separation information culled by the Field Office from the government agencies under its jurisdiction.

Monitoring and Inspection Progress Report on OP MC 35

Number of Reports 24 Statistical report on agencies' compliance with the directive on the publication of service guide, posting of workflow chart, and service pledge.

IT Resource Inventory Number of Reports 16 Inventory report on IT equipment and other resources

including information on internet service provider of the office and the assigned IT focal person.

Updated List of Reports Number of Reports 8 This is an inventory of reports being requested by

Central Offices from other offices of the CSC. It shall contain information on any changes in the reportorial requirements of the requesting office. Submitted annually by Central Offices to OPMIS.

PMAAP Yearly Comparative Report

Number of Reports 8 A report showing at a glance the status of all agencies under each Field Office. The report shall be submitted to the OPMIS and shall be used as a tool to measure CSCRO/FO performance.

Best BAP Report Number of Reports 8 A report detailing the accomplishments of the Regional

Offices pertaining to the conferment of awards on "The Best Bilis Aksyon Partner (BAP)." Submitted annually by the CSCROs to PAIO.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Highlights of Activities undertaken in the CSCROs relative to the celebration of Women's Month

Number of Reports 8 Outline and brief description of activities undertaken by the CSCROs relative to the Women's Month Celebration (e.g. date, time, venue, participants and pictures).

Summary of All CSC units' GAD initiatives for a given calendar year

Number of Reports 8 A report on GAD initiatives/programs undertaken by an office for the year. Relevant data such as names/position of GANG members/GAD focal points/List of CODI members shall be reported. Pictures of GAD activities undertaken and list of accomplishment vis-à-vis CSC GAD Plan shall also be included.

Calendar of Events for the PCS Anniversary Celebration

Number of Reports 8 Outline of activities to be undertaken by the CSCROs for the Philippine Civil Service Anniversary Celebration with a short description of each activity.

Evaluation Report on the Conduct of the HAP

Number of Reports 16 A report on HAP administration in the Regional Offices. This includes HAP promotional activities/campaign strategies employed; conduct of recognition rites on the semifinalists and/or awardees, other observations and potential areas of improvement for HAP administration.

Highlights of Anniversary Activities

Number of Reports 16 A narrative report on the celebration of the Philippine Civil Service Anniversary in the Regional Office.

Consolidated Regional Statistical Report on the Implementation of the Mamamayan Muna Program

Number of Reports 16 Pursuant to MC 6, s. 2006, the CSROs are required to submit to PAIO a Quarterly Regional Accomplishment Report on the implementation of the Mamamayan Muna program by the Agencies. This is composed of:

1. CSCRO-MMP Form A-1, s. 2005 - Consolidated Monitoring Report on Agencies Implementatino of the MMP.

2. CSCRO-MMP Form B - List of Commended Employees. Included as attachment is the validation report on commendations received (Gantimpala Agad Award)

3. CSCRO-MMP Form C - List and Updated Directory of Agency Bilis Aksyon Partners (for changes only); and


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION 4. Success stories, Agency Innovations and Best

Practices - these are interesting write-ups about the GAA awardees and MMP-related news, events and activities in the agencies for publication n the CS Reporter and CS Bulletin. Included is a report highlighting the additional activities undertaken by the CSCRO in the implementation and enhancement of the MMP.

Status of Availment of HAP Awardees' Scholarship Privileges

Number of Reports 4 A report on the status of scholarship availment of HAP awardees.

Status of Nomination Documents Received

Number of Reports 4 A report submitted to PAIO one week after the deadline of submission of nomination set by the Commission. This includes the names of the nominees, their office/agency, their position, and award category they are nominated.

Annual Information Return of Creditable Income Taxes Withheld (Expanded)/Income Payments Exempt from Withholding Taxes

Number of Returns 5 This return is filed by every withholding agent/payor who is either an individual, estate, trust, partnership, corporation, government agency, instrumentality, government-owned and controlled corporation, local government unit and other juridical entity required to deduct and withhold taxes on income payments subject to Expanded Withholding Taxes, or making income payments not subject to withholding tax but subject to income tax. Submitted to BIR.

Annual Information Return of Income Tax withheld on Compensation and Final Withholding Taxes

Number of Returns 3.5 This return is filed by every employer or withholding agent/payor who is either an individual, estate, trust, partnership, corporation, government agency and instrumentality, government-owned and controlled corporation, local government unit and other juridical entity required to deduct and withhold taxes on compensation paid to employees and on other income payments subject to Final Withholding Taxes. Submitted to BIR.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION SPECIAL REPORTS Special Reports are reports submitted as need arises or

reports which date of submission varies according to the needs.

ERPO Required Reports List of Applicants for the CSE-PPT Examination

Number of Reports 5 A report on the list of applicants for the CSE-PPT Exam forwarded by the different testing centers. Submitted within three (3) working days after cut-off date.

LEC Report (Form 46) Number of Reports 1 A report on the list of members of the LEC and the CSC

Representatives including the observations on the conduct of exam and statistics on the actual examinees.

Unused Answer Sheets Number of Reports 0.5 A report on the inventory of unused answer sheets,

submitted immediately after the conduct of the examination or before the CO Representative travels back to the CO.

Chief, Supervising, and Room Examiners Report

Number of Reports 0.5 A report on the conduct of examination submitted within one week after the examination.

Report on the Performance of the CSC-CO Representative

Number of Reports 1 An evaluation report on the performance of the CO Representative prepared by the Regional Office.

Narrative Report on the overall conduct of the CSE-PPT Exam

Number of Reports 1 A narrative report on the conduct of the CSE-PPT Exam submitted immediately after the exam or before the CO Representative travels back to CO.

Exam Files on the conduct of the CSE-PPT

Number of Reports 4 Answer data files, original and updated examinee data files, and center/school/room files to be sent via File Transfer Protocol (ftp).

Report on Cases of Exam Irregularity

Number of Reports 1 Action on the Examination Irregularity reported by the Chief/Supervising/Room Examiner.

Report on the conduct of the Validating Exam for PPT

Number of Reports 0.5 Used and unused Answer Sheets, delivery receipt, photocopies of examinees application, updated examinee data file, Chief/Supervising/Room Examiner's Report, Burning/Shredding Report and Report on the performance of the CSC-CO representatives.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Report on the conduct of the Validating Exam for Computer Assisted Test

Number of Reports 2 Answer data file, examinee data file, test form, diskette/CD, delivery receipt, room examiner's report, examinee attendance sheet, photocopies of examinees application, and report on the performance of the CSC-CO representatives.

Report on the Receipt of Exam Materials

Number of Reports 0.8 A report on the receipt of exam materials signed and endorsed to the Director II/Chairman of LEC submitted after the conduct of the exam or before the CO Representative travels back to CO.

Investigation Report on Withheld Test Results

Number of Reports 1 Report of the study or investigation.

Eligibilities Granted Under Special Laws (Master Lists)

Number of masterlists 4 Masterlist containing the number of grantees

Statistical Report on the Number of Applicants, Name of Center/School

Number of Reports 0.5 Memo/letter indicating the number of applicants per level/examination center and the name of school to be used. Submitted by CSCROs to ERPO for every examination and within one week after deadline of filing applications.

Report on the Picture-Seat-

Plan Used for Paper and Pencil Test

Number of Reports 0.5 A report on the PSP used during the examination.

Report on the Masterlist generated for Paper and Pencil Test

Number of Reports 1 A report on the number of masterlist generated for the Roster of Eligibles and List of Passed and Failed Examinees.

Master Lists and Picture-Seat-

Plans (Computer-Assisted Test)

Number of ML with PSP 2 Number of examinees, number of passers, number of sheets.

List of Examinations conducted within the year (Computer-Assisted Test)

1 Summary of Examinations and schedules conducted within the year


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION IRMO Required Reports Annual Inventory of Record

Holdings Number of Reports 8 Report on Records Holdings per division, per person in

charge at the beginning and at the end of the calendar year. Per OM No.78 s.2006.

OFAM Required Reports Budget Proposal Number of budget proposal 24 Prepared budget proposals for the succeeding year, by

all offices, submitted annually. OPMD Required Reports Team Building Activity Report Number of Reports 8 A report on the conduct of team building activities

highlighting the following: how the objectives were met, what were the learnings/insights gathered, how will the learnings/sharing be applied, impact of the team building activities on productivity, the total expenditure, what needs improvement and what are the recommendations, and participation of officials and employees.

Training and Scholarship Report

Number of Reports 8 A report on the completion of training/scholarship containing the following: brief description/evaluation of the course, personal experiences (problems encountered and how these problems were addressed, opportunities encountered), and insights/recommendations (relevance of the course/program to the Commission's functions, application of learning and impact of project/action plan)

77

PMS OUTPUT TABLE - OFFICE OF THE CHAIRPERSON

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Review of Resolutions Completed Staff Work on:

a. Pro-forma Resolutions Number of Resolutions reviewed 0.75 Resolution signed by the Chairperson or returned to originating office/referred with comments/instructions.

0.25* *Documents that have been returned to the offices with

comments/instructions and are once more being submitted to OCH (for the nth time) shall be allotted 1/3 of the points originally set for review.

b. Non-disciplinary cases Number of Resolutions reviewed 1.62 Resolution signed by the Chairperson or returned to

originating office/referred with comments/instructions. 0.54* c. Disciplinary cases Number of Resolutions reviewed 3.17 Resolution signed by the Chairperson or returned to

originating office/referred with comments/instructions. 1.05* d. Examination irregularities Number of Resolutions reviewed 1.08 Resolution signed by the Chairperson or returned to

originating office/referred with comments/instructions. 0.36*

Review of Routine Documents Review of: Routine documents are documents that can be reviewed without having to refer to other documents/rules or consult/seek clarification from the offices. Generally covers administrative matters that are regularly submitted, follows established rules, does not propose anything new. The Executive Assistant (EA) will determine the classification of the document, subject to review by the Director IV.

a. Simple Routine Documents Number of Documents reviewed 0.75 Document signed by the Chairperson or returned to

originating office/referred with comments/instructions. 0.25*

OCH Output Table 78

b. Complex Routine Documents

Number of Documents reviewed 1.62 Document signed by the Chairperson or returned to originating returned to originating office/referred with comments/instructions.

0.54*

Review of Non-routine Documents

Completed Staff Work on: Non-routine documents are documents that impinge on policy. Review requires the EAs to go out of the document, i.e., check rules/consult with offices, make recommendations, conduct research. Generally deals with policy and requires thorough review. The EA will determine the classification of the document subject to review by the Director IV.

a. Simple non-routine

documents Number of Documents reviewed 3 Document signed by the Chairperson or returned to

originating office/referred with comments/instructions. 1* b. Complex non-routine documents

Number of Documents reviewed 6 Document signed by the Chairperson or returned to originating office/referred with comments/instructions; Six points for the first five pages plus .5 point for every page in excess of five.

2* 0.16 Per page in excess of first five pages. c. Special non-routine documents

Number of Documents reviewed 30 Document signed by the Chairperson or returned to originating office/referred with comments/instructions.

10*

Review of Agenda Folders Completed Staff Work on:

a. Commission Meeting Agenda Folders

Number of Agenda Folders 3 Agenda Folder reviewed; the Chairperson was briefed on the agenda; 3 points for the briefing, 2 points for every case in the folder, and 3 points for every policy in the folder.

Number of Cases 2 Number of Policies 3

OCH Output Table 79

b. CESB Agenda Folder Number of Agenda Folders 12 Agenda Folder reviewed; the Chairperson was briefed on the agenda.

c. Other Agenda Folder Number of Agenda Folders 4 For agenda folders on PSLMC, DAP, SCC, DFA, CFAG,

and IAAGCC.

Executive Function/CSC Speech Number of Speeches 8 Speech delivered.

Originating Resolution Number of Resolutions * Resolutions approved and signed by the Commission; * Points the same as those already in the PMS Output Table of other offices such as OLA.

Resolution on Extension of Service

Number of Resolutions 3.75 Signed by the Commission.

Letter/Order to Comment/ Comply with Requirements

Number of Letters/Orders to Comment/Comply with Requirement

0.5 Order to comment/comply with requirements for request for extension of service cases.

Administrative Concerns External Documents Processed Number of documents processed 0.12 Documents/Communications assigned and delivered to the

different offices. Internal Documents Processed Number of documents processed 0.05 Documents entered in DTMS, action recorded, referred to

the next office. Schedule Sheet Number of Schedule Sheets

prepared 0.25 Daily schedule of appointments given/sent to the

Chairperson. Executive Session Agenda Sheet

Number of Agenda Sheets 0.25 Distributed to the Chairperson and the Commissioners.

80

PMS OUTPUT TABLE – COMMISSION SECRETARIAT AND LIAISON OFFICE


Secretariat Work for Commission Meetings

~ CM Schedule Number of schedules prepared 0.5 An ordered list of time at which the Commission Meetings will be conducted.

~ Edited Resolution/Issuance Number of Resolutions/Issuances 0.5 Corrected/Revised Resolution/Issuance for signature of

the Commission. ~ Agenda Folders Number of Agenda Folders 4 A compilation of materials for discussion during a

Commission Meeting. ~ Order of the Day Sheet Number of Order of the Day Sheets 0.5 A one-page document which guides the Chair or the

presiding officer on the order of subject discussion during Commission Meetings.

~ Approved Resolution finalized

Number of Resolution finalized 0.25 Edited/Corrected Resolutions (with minor corrections) drafted by other office to conform to the decision of the Commission; printed the final copy for signature of the Commission.

~ Actual conduct of CM Number of CM conducted 6 The management of the actual conduct of the

Commission Meeting. ~ Minutes of the Meeting Number of Minutes 16 A written account of what transpired in the Commission

Meeting. Report on Status of Cases Number of Reports 3 A Status Report on Cases for Referendum, Cases

Discussed, and Cases for Ratification. Report on Status of Policy Matters

Number of Reports 3 A report on the state of accomplishment of policy matters per Commission instructions as discussed in the Commission Meetings.

Report Preparation Consolidated Report on

Implementation of CSC Directives

Number of Reports 16 A consolidated monitoring report on the implementation of CSC directives/orders.

CSLO Output Table 81

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Communications/Requests to CSCROs

Number of Reports 4 A status report on communications/requests made to Regional Offices.

Compliance with Commission Instructions

Number of Reports 4 A monitoring report on compliance with Commission instructions.

Statistics on CSCRO's Affirmed/Reversed Decision'

Number of Reports 8 A monitoring report detailing the affirmed/reversed decision of the Regional Offices.

Information and Records Management

Resolutions numbered, certified and released

Number of Resolutions 0.5 For the numbering of new Resolutions and issuance of copies to concerned parties.

Certified Copy of Resolutions Number of Requested Resolutions 0.17 For issuance of certified copy of Resolutions.

Resolution Information System RIS Monthly Report Number of RIS Reports submitted 4 A report updating the Commission on the RIS.

Legislative Concerns Backgrounder Number of Backgrounders 8 Backgrounder on the issue at hand for use of the concerned official during discussion with the member of the legislature.

Legislative Concerns Comments on Legislative Bills Number of Comments on Bills 24 Comments on legislative bills. Monitoring of RA 9242 Compliance

Annual Report on RA 9242 Number of Reports 8 A report on the monitoring of the implementation of RA 9242 (Tropical Fabrics Act) submitted annually to the Congress of the Philippines.

Numbering of CSC Issuances CSC Issuances numbered Number of issuances numbered 0.05 Numbering of CSC issuances such as Memorandum

Circular, Announcement, Office Memorandum, and Opinion.

Consolidation of original issuance

Consolidated/Bound Resolution

Number of Book of Resolutions 4 Compilation of CSC Resolutions bound in a group of 100 with label and table of contents.

Consolidated/Bound Opinions Number of Book of Opinions 4 Compilation of CSC Opinions bound with label and table

of contents. CSLO Update Number of Updates produced 8 A reference material especially for Field Officers and

other regional personnel containing a list of recently issued Memorandum Circulars and published CSC Resolutions.

82

PMS OUTPUT TABLE – EXAMINATION, RECRUITMENT AND PLACEMENT OFFICE

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Examination Administration ~ Computer Assisted Test CAT examination administered Number of CAT examinations

administered 4 Actual conduct of CSE-CAT from acceptance of

examinees, administration of EAS/PSP, briefing of examinees and administration of test.

~ Paper and Pencil Test PPT examination coordinated Number of PPT examinations

coordinated Gathering of statistics of examinees, delivery of

examination materials, coordination with CSCROs. In ~ Professional/Sub-professional 40 case of specialized or agency-assisted test: coordination ~ Career Executive Officer Exam 20 with the agencies, preparation of MOA and ~ Specialized Examinations 20 announcement. ~ Consolidation of Examination Reports

Examination Report Number of Examination Reports 24 Regional examination reports evaluated and consolidated.

~ Processing of applications for CSE-CAT

Exam Application Receipt Number of Exam Application Receipts

0.025 Checking of applications as processed by PAIO personnel (MMIAC) and checking of the applicant in the DIBAR and issuance of the application receipt.

~ Generation of Alpha List of Examinees and Examination Attendance Sheet (CSE-CAT)

Alpha List Number of Alpha Lists generated 1 Involves encoding of examinee data and verification with DIBAR and e-Retakers. Per sheet.

Examinee Attendance Sheet Number of Examinee Attendance

Sheets 0.08 Per examination sheet.

Processing of Results ~ Career Service Exam-CAT Certificate of Eligibility/Report

of Rating Number of COEs/RRs 0.05 Per examinee.

Master Lists Number of Master Lists 0.03 Per page. ~ Career Service Exam-PPT Printfiles Number of Printfiles 24 Processed files ready for printing of Master Lists,

Certificate of Eligibility, and Report of Rating; Per region.

ERPO Output Table 83

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION ~ Career Executive Officer Exam

CEOE written test results released

Number of CEOE written test results released

48 Includes generation of List of Qualified for Interview, Qualified for SWE and Failed examinees, notices to examinees. Per exam batch.

PROCTAD Registration and Training

Training Design Number of Training Designs 24 The strategy for conducting the PROCTAD training.

Examination Records Management

Picture Seat Plan Number of PSP transmitted 0.25 Picture Seat Plans evaluated for examinations conducted by ERPO during the month and transmitted to IRMO.

Master List Number of MLs transmitted 0.25 Master List evaluated for examination conducted during

the month and transmitted to IRMO. e-Retakers Number of e-retakers converted 0.25 Soft copy of EDFs/ADFs transmitted to IRMO. Online Examination

Verification System Number of OEVS files transmitted 0.25 Submitted to OPMIS for uploading.

Issuance of Accountable Forms

Transmittals of Parcels of Security Papers issued

Number of Transmittal for the Issuance of Security Paper

0.5 Includes evaluation of request, verification of inventory, actual count of certificates issued, RIS, transmittal letter.

Inventory Report Number of Inventory Reports 0.8 Quarterly inventory reports evaluated and consolidated. Rechecking Results rechecked Number of request for rechecking

acted upon 2 Rechecking of AS, generation of Supplemental MS,

COE, transmittal letters. Test Development and Standards Review of Test Items Test Items reviewed Number of Test Items Reviewed 1 For review of test items/passages developed in the

workshops. Test Development Test Forms developed Number of Test Forms developed 40 Assembly of test items into test forms actually used in

examinations according to predetermined test specifications, which includes item performance evaluation review.

Dictation Exercise Forms Number of Dictation Exercises

evaluated and finalized 2 Dictation exercise forms as a component of the

Stenography Examination - exercises are generated and reviewed before finalization in the forms.

ERPO Output Table 84

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Answer Keys Number of Answer Keys prepared 8 Answer Keys for specific test form assembled and

reviewed. Test Results Evaluation Report Number of Evaluation Reports 16 Item response analysis; Evaluation Report with

communication to CSCROs granting clearance to release results of specific exams.

CAT Readiness Evaluation

Report Number of Evaluation Reports 24 Evaluation of readiness conducted by the CSC-CO for

issuance of accreditation to conduct CAT. Programs and Standards Grant of Eligibility under Special Laws

Certificate of Eligibility Number of Certificate of Eligibility 0.5 Certificate of Eligibility under Special Laws and CSC Issuance issued directly to the applicant. Activities include evaluation of documents submitted, review of EDP, VPR, PD 997, encoding and generation of CoE and issuance of the same to eligibles.

Regional Monitoring/ Assistance of Delegation Functions and Programs

Monitoring Report Number of Monitoring Reports 8 Monitoring Reports for submission to ERPO of actual visitation/audit/technical assistance rendered for an average of five (5) days (actual monitoring including preparation of reports and feedback).

Placement assistance through referrals to CSCROs and/or agencies

Placement Referral Letter Number of Referral Letters 0.08 Referral letters mailed to the CSCRO/Agency concerned copy furnished requesting party.

Guro Certificate English Translation

Guro Certificate English Translation

Number of Guro Certificates issued 0.08 PBET Guro Certificates issued.

Legal Concern* * Refer to OLA Output Table for legal outputs. Disqualification Proceedings Resolution deciding a case

based on Position Papers Number of Resolutions 24.25 Written Resolution deciding a case under the Rules on

Disqualification Proceedings.

85

PMS OUTPUT TABLE – HUMAN RESOURCE DEVELOPMENT OFFICE


Training Program Development

Training Module Number of Training Modules 40 A short course of study that forms part of a training program.

Local Scholarship Program LSP Resolution Number of Resolutions 4 Resolution on the grant of scholarship to LSP qualifiers.

Administration of Young Leaders Program

Interview Conducted Number of Hours 1 Per hour of interview conducted.

YLP Evaluation Report Number of Evaluation Reports 8 Report on the result of the interview conducted.

Administration of Foreign/Local Visitor's Program

Study Visit Facilitated Number of Hours 1 The administration of Foreign/Local Study Visitor's Program by conducting briefing and office tour. One point is earned per hour of actual administration of briefing and tour.

86

PMS OUTPUT TABLE – INTERNAL AUDIT SERVICE


Fiscal Discipline ~ Financial Systems Audit Monitoring Reports Number of Monitoring Reports 8 Determination of whether financial statements are

presented fairly and consistently complied with specified policies, laws, and regulations. Also, monitoring of compliance of offices on the previous findings/observation vis-à-vis auditor's comment. The report shall be submitted to the office concerned.

Audit Consolidated Report Number of Consolidated Reports 24 Consolidation and analysis of findings under the

monitoring process to be submitted to the Commission. Management Improvement and Productivity ~ System Review and Monitoring

Monitoring Reports Number of Monitoring Reports 8 Determination of whether CO/RO's activities in relation to specified objectives have been operated effectively and efficiently. The report shall be addressed to the auditee (office or employee concerned).

~ Completed Programs Review

Evaluation Reports Number of Evaluation Reports 24 Determination whether the goals of the programs/projects were attained. The report shall be submitted to the Commission.

~ Policy Implementation Review and Monitoring

Monitoring Reports Number of Monitoring Reports 8 Report on compliance with policies of the Commission addressed to the Directors/Heads of Offices for their comment.

87

PMS OUTPUT TABLE – INTEGRATED RECORDS MANAGEMENT OFFICE

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Communication Management ~ Incoming Communication DTMS Reports Number of DTMS Reports Data Tracking and Management System Report. - Daily Report 0.16 - Quarterly Report 8 A report on the implementation of the DTMS. Entails

analysis of data gathered. ~ Outgoing Communication Mailing Reports Number of Mailing Reports Update report on the mailing system of the CSC. - Daily Report 0.5 - Monthly Report 1.5 - Quarterly Report 2 Examination Records Administration ~ COE numbered and controlled

Certificate of eligibility numbered and issued to CSC-RO

Number of certificate of eligibility numbered

0.0025 Per Certificate of Eligibility numbered and controlled and issued to requesting CSC-RO.

Records encoded in DIBAR Number of records encoded in

DIBAR 0.33 Number of records encoded in the Database of

Individuals BARred from Entering Government Service and Taking Civil Service Examinations.

~ Eligibility Data under Special Laws Validation

Eligibility Data under Special Laws validated

Number of pages 0.5 Examination data files checked against ROEs and corresponding findings documented.

Report on validated eligibility

data Number of Reports 2 Report on the findings prepared and submitted to ERPO

and OPMIS. ~ Examination Records Master List & Picture Seat

Plans registered Number of Master List and Picture Seat Plans registered

0.08 Examination records are registered and properly bound and maintained for easy retrieval.

Records Management ~ Personnel Records Inactive 201 file segregated Number of boxes in inactive 201 file

segregated 0.33 Per box. Personnel Records (201 file) in the box properly

arranged and maintained for easy retrieval.

IRMO Output Table 88

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Reviewed, consolidated, and

alphabetized in active 201 file Number of boxes 0.33 Box of active 201 files/records reviewed, consolidated,

and alphabetized. ~ Statement of Assets, Liabilities, and Networth

Registered SALN and Filed Number of boxes of SALN filed and labeled

1 Compilation of submitted SALN from agencies placed in a properly labeled box.

Update datafile of SALN Number of SALN datafile updated 2 Per data file. Copy of Statement of Assets,

Liabilities, and Networth Number of SALN copy authenticated 0.25 Request copy of SALN made available to Ombudsman or

other agencies. ~ Validation of OEVS Validated Exam Records Number of exam records validated 0.36 Exam data corrected/validated. ~ Records Disposition Request for Disposal Number of Request for Disposal 4 Requests include reports on records for disposal and

submitted to Record Management and Archival Office (RMAO).

Archives Administration Books of CSC

Issuances/Resolutions Number of Books 2 Compilation of CSC Issuances/Resolutions bound in

book form. Archival records are preserved and conserved for historical value and to maintain its originality. Two point per bound materials.

Issuance scanned and

disseminated Number of issuances scanned and disseminated

.03 per page

For scanning of CSC issuance required for posting in the CSC Website and electronic transmittal of the same to OPMIS.

Library Management Book/Theses catalogued Number of books/theses catalogued 0.58 Old and new books/theses catalogued/recatalogued

based on new classification system/DDC ready for circulation/use.

Library materials acquired by

subscription/donations processed

Number of library materials processed for circulation/use

0.17 Library materials (magazines/journals) processed and ready for circulation/use.

Archival

collections/periodicals/books indexed

Number of articles indexed 0.25 Articles from books/periodicals and archival collection indexed as guide in research work.

IRMO Output Table 89

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Newspaper clippings Number of newspaper clippings

processed 0.25 Vertical file collections (newspaper clippings, brochures,

pamphlets) updated. Number of brochures/pamphlets

processed 0.17

Library materials preserved Number of books/theses/other library

materials preserved 0.37 Library materials preserved for continuous use.

New books/journals purchased Number of books/journals 1 New books/journals selected and purchased. ~ Servicing of archival documents and library materials

Quarterly subject bibliography Number of entries per subject bibliography prepared/disseminated

0.08 Quarterly Subject Bibliographies disseminated to all CSC Central Office to update them on current library collection.

Books/magazines/journals

charged/discharged Number of books/magazines/journals 0.05 Library/archival materials borrowed (charged) or returned

(discharged) by walk-in clients. ~ Request for Library/ Archival

Requested materials provided Number of request acted upon 0.17 Library materials provided to requesting client.

~ Inter-library loan service Endorsement Letter Number of Endorsement Letters 0.5 Inter-library loan service (request other library to extend

services) facilitated. ~ Renewal of journals/ magazines

Subscription notice Number of subscriptions renewed 0.5 Existing subscription renewed before their expiration and done twice a year.

~ Weeding-out of library materials

Weeding-out of library materials

Number of library materials weeded-out

0.33 Library materials (books/journals) removed/deselected from accession record.

Donations of books Number of books donated 0.5 Request for donation of weeded-out books served. Museum Management Photograph catalogued Number of photographs catalogued 0.58 Photograph catalogued. Museum objects (photographs)

preserved Number of photographs preserved 0.42 Photographs preserved through the use of Mylar sheet

and other preservation materials. Archives Administration Subject index of CSC

Resolutions prepared Number of entries per subject 0.25 CSC Resolutions index entered per subject.

90

PMS OUTPUT TABLE – OFFICE FOR FINANCIAL AND ASSETS MANAGEMENT


Budget Preparation CSC CO/RO Personnel Budget

Number of Personnel Budget 40 An itemized summary of estimated or intended personnel related expenditures for a given period along with proposals for financing them.

CSC CO Operating Budget Number of Operating Budget 10 Approved by the Commission. Regional Offices' MOOE

Allocation Number of RO MOOE Allocation 24 Approved by the Commission.

Consolidated CSC Budget Number of CSC Budget proposal 40 Approved by the Commission to be submitted to the

Senate and Congress of the Philippines. Annual Cash Program Number of Annual Cash Program 24 For submission to the Department of Budget and

Management.

Issuance of Sub-Allotment Release Order (Sub-ARO)/Notice of Cash Transfer

Sub-ARO Number of Sub-AROs 0.17 A document containing the authorization, conditions, and amount of allocation to Regional Offices.

Notice of Cash Transfer Number of Notices of Cash Transfer 0.17 An advisory that funds are already available for use of

the concerned office.

Budget Status Reporting Narrative Report Number of Reports 8 Reports on the status of funds with schedules submitted to the Commission.

Reporting of Cash Receipts and Disbursement Expenditures

Monthly Check Disbursement Record

Number of Check Disbursement Records

2 A record on the checks issued.

OFAM Output Table 91

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION List of Unreleased and Cancelled Checks for MDS

Number of LUCC's prepared 1 Inventory of unreleased and cancelled checks.

Monthly Report of WF Cash Position

Number of Reports 1 A report on the status of the Welfare Fund Cash Position.

Daily Advice of Checks Issued and Cancelled for MDS

Number of Checks issued 0.02 Submitted to the Land Bank of the Philippines.

Issuance of Certification of Budget Allocation and Clearance

Certification of Budget Allocation

Number of Certifications issued 0.17 A certification that funds is available for use.

Budget Allocation Clearance Number of Clearances issued 0.17 A certificate giving permission to use the allocated funds.

Payroll Preparation Monthly Payroll Number of Payrolls prepared 2 For regular payroll: Salary, PERA/ACA & RATA, Refunds Special Payroll Number of Payrolls prepared 8 Special payroll: EME, RSA, SRA, BCG, Bonus/CG,

Fringe Benefits, clothing allowance, PIB, Grocery allowance, and 10% WB.

Payroll for first/last salary Number of Payrolls prepared 2 Preparation of payroll for new employees or employees

leaving CSC.

Preparation of list of remittances of CSC-CO Personnel

Remittance List Number of Remittance Lists prepared 1 A list on the remittances of CSC-CO personnel.

Disbursement Voucher/Claims Processing

Disbursement Voucher processed

Number of DVs processed 0.25 For processing of Disbursement Voucher. Should be signed by designated employees.

Processing of PO/LO/Contracts/JO for Certification of the Accountant

Certified PO/LO/Contracts/JO Number of PO/LO/Contracts/JO certified

0.17 Purchase Order (PO); Letter Order (LO); Job Order (JO).

Preparation of Financial Reports

Financial Report for COA Number of Financial Reports 8 For preparation of reports for submission to COA.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Consolidated CO/RO Financial

Report with Schedules Number of Consolidated Financial Reports

16 Submitted to COA.

Narrative Report on Status of Funds

Number of Narrative Reports 24 Submitted to the Commission.

Issuance of certification on payments, salary deductions, and clearances

Certification on payments Number of Certifications issued ~ salary deductions and remittances

0.25

A document attesting or confirming that cash deductions or payments have been received from an employee and forwarded to concerned organizations as payment for any availed service.

~ certification on compensation 0.25 Clearance Number of Clearance issued 0.17 A certification that there is no more pending obligation

required by CSC from the concerned individual or organization.

Procurement Services CSC Annual Procurement Plan Number of APP 16 A consolidated Annual Procurement Plan for CSC. CSC Annual Project

Procurement Management Plan

Number of PPMP 8 A consolidated Annual Project Procurement Management Plan.

Abstract of Budget Contract Number of ABC 8 Consolidation of all CSC Offices' ABC. Agency Procurement Request Number of APR 8 Submitted to Procurement Service-DBM. Status Report on Procurement Number of Status Report 8 Submitted to the Commission. Report of Physical Count of

Property, Plant, and Equipment

Number of RPCPPE 40 RPCPPE of the CSC Central Office submitted to COA and copy furnished to Accounting Division, OFAM.

Report of Physical Count of

Inventory Number of RPCI 16 RPCI of the CSC Central Office submitted to COA and

copy furnished to Accounting Division, OFAM. Report of Transfer/Return of

Accountabilities Number of Reports 4 Report on the turn-over of properties from employees of

the Commission.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Bids and Awards Committee (BAC) Services

Bidding Invitation/Notice posted at G-EPS/Bulletin Board

Number of Invitations drafted and posted at G-EPS

1 Invitation to Apply for Eligibility and to Bid/Quote drafted and posted to G-EPS, CSC Bulletin Board.

Payment Order Number of Payment Orders 0.08 An instruction of CSC to pay an individual or an

organization. BAC Resolution Number of Resolutions 1 Resolution regarding the bidding. Transport Operations Letter Informing Total

Deduction Number of Letters 2 Letter/Notice for deduction on transportation allowance,

with attached computation matrix. Report of gas/fuel consumption Number of Reports 2 Submitted to COA. Report on Insurance of CO

Vehicles Number of Reports 2 Insurance facilitated at GSIS.

Report on Registration of CO Vehicles

Number of Reports 2 Registration at Land Transportation Office.

Report on Vehicle Repairs and Maintenance

Number of Reports 4 A report detailing the repairs or maintenance services made on CSC vehicles.

Illustration Services Streamer Number of Streamers 4 Job Orders signed by requesting office. Backdrop Number of Backdrops 8 A background for an event. Printing Services Manuals Printed Number of pages printed 0.02 For printing of manuals with binding. Forms/Documents Printed Number of pages printed 0.0033 Or one point for every 300 pages. Building and Grounds Job Orders Number of Job Orders Job Orders signed by requesting office. Points would Maintenance Services ~ carpentry/civil works * depend on the actual number of hours as reflected on

~ electrical * the JO request form. One point for every hour of work. ~ plumbing * ~ aircon/refrigerator * ~ plants/landscaping * ~ internet/telephone * ~ painting/varnishing works * Electrical, Water, and Telephone Consumption Report

Number of Reports 4 Update report on the details of electrical, water, and telephone consumption of CSC.

94

PMS OUTPUT TABLE – OFFICE FOR LEGAL AFFAIRS


Case Resolutions Pro-forma Resolutions/Final Order

Number of Pro-forma Resolutions/ Final Orders

Resolutions signed by the Commission. Pro-forma Resolutions are resolutions with templates duly approved

a. Impersonation/Examination Irregularity

10 by Office for Legal Affairs (OLA) Management, or patterned from previous resolutions signed by the

b. Misrepresentation 8 Commission. Final Orders are issued and signed by the c. Dismissal on Technical Grounds 4.75 Director IV of OLA terminating/dismissing a complaint/ d. Extension of Service 3.75 appeal on technical grounds, e.g. failure to comply with e. Correction of Personal Information 3.75 the formal and substantial requirements of complaint f. Removal of Administrative

Penalties or Disabilities 7.5 pursuant to Section 8 and 9, Rule II of the Uniform Rules

on Administrative Cases in the civil Service (URACCS), g. Motion for Execution 7.5 and failure to comply or perfect an appeal in accordance h. Secondment and Extension of

Secondment 4.75 with Sections 43 and 46, Rule III of URACCS.

i. Denied Motion for Reconsideration ~ pro-forma 4.75 ~ with new discussion 12.5 j. Lowering of Penalty 7.5 k. Motion to Dismiss 7.5 l. Motion to Cite in Contempt 12.5 m. Transfer of Venue 3.75 n. Protest 7.5 o. Formal Charge 10 p. Conversion from Career service to

Non-career service position and vice-versa

10

q. Exemption from prohibition to transfer to agency (oversight functions)

7.5

OLA Output Table 95

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Other Resolutions/Final Orders Resolutions/Final Orders Number of Resolutions/Final Orders

a. Granted Motion for Reconsideration

14.75

b. Appointments 14.75 c. Dropping from the Rolls 19.5 d. Illegal Termination 19.5 e. Reassignment 19.5 f. Accreditation of Service 12.5 g. Leave and Other Benefits 14.75 h. Other Personnel Actions 19.5 i. Preventive Suspension 12.5 j. Original with Report of Investigation

(Disciplinary) 24.25

k. Reorganization 29 l. Appeal (Disciplinary) 29 Written Resolution finally disposing of a case filed before

the Court of Appeals. m. Original with Hearing 19.5 Per case. With formal hearings. - Number of actual hearing hours 1 One point for one hearing hour but not to exceed five

points per case. Hearings conducted under postponed schedule will not earn any points. Hearings conducted beyond the five hours limit or on postponed schedule may be credited if justified as to why there is a need for postponement for approval of the Chairperson.

- Issuance of subpoena 0.1

Other Actions Semestral Report on Accomplishment and Incentive of OLA Action Officer/Lawyers

Number of Reports 8 A report submitted to the Commission detailing the case points earned by action officers.

Records Management of Case Records

Box of Case Records reviewed, consolidated and alphabetized

Number of boxes reviewed, consolidated and alphabetized

0.33 Box properly arranged and maintained for easy retrieval.

96

PMS OUTPUT TABLE – OFFICE FOR PERSONNEL MANAGEMENT AND DEVELOPMENT


Process applications for retirement/transfer/resignation

Application for Retirement Number of Applications processed 1 Signed by the Director and endorsed to the Commission. Application for retirement submitted to GSIS.

Certificate of Leave of Balance Number of Certificates 0.05 The Certificate of Leave Balance shows the remaining

leave credits of an employee. Leave Without Pay Report Number of Reports 1 Report on personnel that incurred leave without pay;

used for salary deductions. Career Executive Service Performance Evaluation System

Summary of Individual CESPES Rating

Number of Rating Summaries 0.25 Summary report on the results of the CESPES ratings for a single third level officer.

Performance Evaluation System

PES Evaluation Report Number of PES Evaluation Reports 24 Evaluation Report on the performance of CSC employees.

Performance Management Summary of Employee

Ranking Number of Summary Reports 0.5 Summary of employee ranking per office based on the

performance rating signed by the Director. Resolution on PIB payment Number of Resolutions 4 Resolution on the payment of PIB prepared Health and Benefits Provide medical services to Medical Services Number of services provided Medical cases/activities attended by the CSC Medical officials and employees - maintenance 0.17 Consultant and Nurse. One point, or a fraction thereof, - emergency 1 per hour of actual service provided. - physical examination and

counseling 1

Medical procedures provided Number of Procedures Medical procedures administered by the CSC Medical - diagnostic 1 Consultant and Nurse. One point, or a fraction thereof, - minor surgical 1 per hour of medical procedure provided. Reports preparation Sports Activities Evaluation

Report Number of Evaluation Reports 8 A report on administered sports activities of the CSC.

Home Visit Report Number of Home Visit Reports 2 Report on employee Home Visit prepared.

OPMD Output Table 97

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Medical Records Validation Create/Update/Maintain employee medical profile

Employee medical profile created/updated/maintained

Number of updates made on employee medical profile

0.08 Medical Profile of employees created/updated.

Medical claims (money value)

updated Number of updates made on medical claims record

0.08 Employee medical claims updated

Provide dental services to Dental services provided Number of dental services Dental services provided by the CSC Dentist. One officials and employees - dental treatment 1 point, or a fraction thereof, per hour of actual treatment. - dental consultation and

counseling 0.25

Process applications on Claims processed Number of claims processed Voucher signed by the Welfare Fund Officer and various claims and loans - medical and hospitalization 0.5 forwarded to OFAM. - loans 0.5 ~ General purpose, multi-purpose. Other claims - retirement cash benefits, burial

assistance 0.25

- initial/last salary, reimbursement, cash advance, PIB

0.5 Signed by the Director.

Number of Checks signed 0.02 Check signed by the Director Applications processed Number of applications processed 0.17 - GSIS, PAG-IBIG, Philhealth, etc. Signed by the Director. - retirement, transfer, resignation,

etc. Signed by the Director and endorsed to the Chairperson.

Redemption of Equity Application for Equity Number of Applications 0.25 Signed by the Director. Welfare Benefits Non-monetary benefits

coordinated and delivered Number of non-monetary benefits coordinated/delivered

2 Non-monetary benefits delivered to WF members such as flowers and cards.

Day Care Services Day Care Services provided Number of hours 1 Per hour of actual service/assistance provided to children as reported by providing the details of the activities conducted.

Special Projects CSC Bulletin Board Materials

prepared and posted Number of BB Materials * Materials prepared and posted in the CSC Bulletin Board

at the building lobby.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION *Refer to the Visual Aid/IEC Material points in the common output table.

Send birthday cards to celebrators

Birthday Cards Number of Birthday Cards 0.05 Signed by the Commission and sent to celebrators.

Local and Foreign Scholarship Program

Certificate of No Pending Service Obligation

Number of Certificates 0.25 Submitted to sponsoring agency with letter of recommendation.

Certificate of No Pending

Scholarship Number of Certificates 0.25 Submitted to sponsoring agency with letter of

recommendation. Conferment of Awards Loyalty Award Resolution on Awardees Number of Resolutions 4 Approved by the Commission. Commission Level Awards ~ Conduct of Validation and Background Investigation

Background Investigation Report

Number of BI Reports 8 Submitted to CSC PRAISE Committee.

Summary of nominees with

positive or negative feedback Number of Summaries 1 Per person/nominee (semi-finalist) category.

Poster-size announcement of

semi-finalist generated Number of Poster announcement generated and distributed

0.25 Per poster-size computer generated announcements of semi-finalist prepared/distributed.

Resolution on Awardees Number of Resolutions 16 Approved by the Commission. ~ Conferment of Awards CSC PRAISE Awards Rites

conducted Number of Awards Rites organized/conducted

40 Points encompasses all preparatory activities like invitation letters, programs, invitation cards, briefing and rehearsal of awardees, backdrop and decors for the stage and venue of awarding rites.

~ Conduct/Perform Post Awarding Activities

Certification of Recognition/Commendation for nominees who did not make it to the final round

Number of Certificates/ Commendations prepared

0.08 Per Certificate of Recognition/Commendation.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Create/Maintain/Update employee/nominee profile,

Employee/Nominee profile, roster, plantilla, personnel

Number of employee/nominee profile created/updated

Validated and approved by the Director.

personnel records records created/maintained/ updated

- Roster of candidates for recruitment/promotion

2

- Nominee profile for scholarship/ assessment

1

- Updating of S-Cards 0.08 Per employee. - Plantilla Plantilla per office prepared and updated > preparation 16 > updating 0.08 Per employee record. - Personnel statistics Personnel complement and other statistical report

prepared and noted by the Director. > Personnel Complement 8 > Agency Remittance Advice 0.5 Quarterly submission to GSIS > CES Occupancy Report 2 Submitted to CESB per movement Preparation of Notice of Step Increment

Notice of Step Increment (NOSI)

Number of NOSI prepared 0.13 Approved and signed by the Assistant Commissioner/Director.

Review and Validation of Employee Information in Employee's 201 File, SALN, PDS

Record of Employee validated Number of 201 Files, SALNs, PDSs validated

0.17 201 Files Audit- to check completeness of the documents in the 201 files.

Review of Confirmation of Appointments

Confirmed Appointments Number of Appointments confirmed 0.5 Review of appointments of RO personnel (DC and below).

Preparation of certifications Certifications Number of certifications prepared 0.25 Approved by the Division Chief/Director. Assistance on Processing of Travel Documents for Foreign Travel

Passport Number of Passports 1 Passports facilitated and retrieved from DFA.

Visa Number of Visas 1 Visa facilitated and retrieved from embassy. Airline Ticket Number of Tickets 1 For assistance provided in getting ticket from an airline

company.

Processing of Study Leave Study Leave Contract Number of Contracts 3 Signed and approved by the Commission.

100

PMS OUTPUT TABLE – OFFICE FOR PLANNING AND MANAGEMENT INFORMATION SYSTEM


Conduct of CSC Executives' Conference ~ Pre-conference Stage > Proposal Preparation Conference Proposal Number of Proposals 40 A plan for approval of the Commission on how the

conference will be conducted.

~ Materials preparation Conference Program/Agenda Number of Program/Agenda 8 A plan or schedule of activities to be followed during the conference.

Conference Advisory Number of Advisory 8 Notice about the conference details, sent to participants. Conference Kit Number of Conference Kits 0.5 Per conference kit; Kit contents: program, Schedule of

Sessions, Handouts.

~ Actual Conduct of Conference

Conference conducted Number of Hours 2 Two points per hour of conference.

Conference Daily Report Number of Reports 8 Summary of previous day's session/activities.

~ Post-conference Stage > Report Preparation Conference Terminal Report Number of Conference Reports 40 Conference Terminal Report with analysis submitted to

the Commission.

Evaluation of Work and Financial Plan

WFP Evaluation Report Number of Reports 24 Evaluation of the Work and Financial Plan as to the alignment of Office targets to the CSC Strategic Plan. Also involves checking if the plan follow the planning guidelines prescribed by the PMS (output, points, performance indicator).

Evaluation of Accomplishments

Accomplishment Evaluation Report

Number of Evaluation Reports 24 Evaluation of performance of an office per semester.

Accomplishment Comparative Report

Number of Comparative Reports 24 Submitted to the Commission.

OPMIS Output Table 101


Consolidation of Performance Monitoring Forms

Report on Submission of Performance Monitoring Forms

Number of Reports 24 Submitted to the Commission.

Evaluation of PMS Outputs Output evaluated Number of Outputs evaluated 0.5 Per output evaluated. Evaluation of points assigned,

performance indicators, and operational definition. Information and Technology Project Inception Report Number of Reports 16 Submitted to the system owner for approval. Project Plan Number of Project Plans 32 Approved by the system owner. Business Modeling Report Number of Business Modeling

Reports 32 Mapping of existing business operations, propose

improved business model through computerization. Information Technology

Architecture Report Number of ITA Reports 32 Define hardware, software and connectivity

requirements, design system configuration, design system reliability and performance, implementation/migration methodology.

External Design Report Number of External Design Reports 40 Reports with no more than 30 screens and report

specification defined. Plus 0.17 for each additional screen.

Internal Design Report Number of Internal Design Reports 32 Reports with no more than 30 processes defined. Plus

0.5 points for each additional process. I.T. Systems

Developed/Enhanced Number of systems developed/enhanced

2 Per process/database/report defined in the External and Internal Design.

I.T. System Test Plan Number of Test Plans 0.08 Per test cases. I.T. System Testing Number of System tested 0.05 Per test cases. I.T. System Communication

Plan Number of I.T. System Communication Plans

16 Orientation methodology and information dissemination scheme.

Software User's Manual Number of Software User's Manual 40 A manual on how to use the software program.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Software Technical Manual Number of Software Technical

Manuals 40 A manual detailing the specifics on how the software

program functions. Client System Installation Number of installations done 0.5 Actual installation of system to client including

configuration. Server-Side Configuration/Set-

up/Installation Number of systems configured 8 Actual configuration/setting-up/installation of system to

Server. I.T. Systems Evaluation Report Number of Evaluation Reports 24 Submitted to the system owner. Enhancement Plan Number of Enhancement Plans 16 Approved by the system owner. System Enhancement

Technical (SET) Report Number of SET Reports 24 Submitted to the system owner.

I.T. System Completion Report Number of Completion Reports 16 Approved by the system owner.

Database Management Files loaded in the CSC Server Number of files loaded 0.08 Files scanned for viruses, backed-up and copied/loaded.

Validation of Encoded PDS Validated PDS Record Number of PDS Validated 0.5 Checking of the correctness of the encoded Personnel

Data Sheet that will be included in the Personnel Information Database System.

Validation of IGP Data Validated Agency Data Number of Agency Data validated 0.5 Validation through IGP Survey Form. Per Agency.

Electronic Performance Management System

Installation of ePMS Application Software

Number of ePMS Application Software installed

0.08 Installation of the ePMS application software to selected computers.

Installation of ePMS Office

Database Number of ePMS Office Database installed

0.5 Involves editing of office database to conform with the current division assignments of the staff and then installation of the database to the selected computer. Per office.

ePMS Results Printed Number of ePMS Results Printed 1 Printing and binding of ePMS results. Per office.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Computer Maintenance Minimal Computer Downtime Number of IT peripherals resolved Work is accepted by the user.

~ reconfiguration of hardware 2 Per computer. ~ virus detection and removal 1 Scanning of all files in a computer. ~ backing-up of data files 1 Per hard disk. ~ reformatting of hard disk 1 Per hard disk. ~ reinstallation of software 0.5 Per software.

Maintenance Report Number of Reports 8 Report on hardware and software problems and actions

taken.

Network Management Minimal Internet / Intranet Connectivity Downtime

Number of connectivity / technical problems resolved

Problem resolution resulted into the restoration of connectivity.

~ Complex 16 Complex - requires extensive reconfiguration of server and technical assistance from the ISP provider.

~ Moderate 8 Moderate - requires minimal changes in the server settings and fault-finding on the network resources.

~ Simple 2 Simple - requires any of the following: replacement of connectors or network cards, changes in the computer network settings, and reconfiguration of email settings.

New internet/intranet connections established

Number of new internet/intranet connections established

2 Creation of internet/intranet line for user to be able to connect to the network.

Website Management Web Page Number of Web Pages 2 Relevant information and data uploaded for public

consumption through the internet. Requires encoding and designing of new Web Pages to be posted.

Updating of Web Page Number of Web Pages 0.5 For enhancing an existing web page.

104

PMS OUTPUT TABLE – PUBLIC ASSISTANCE AND INFORMATION OFFICE


Customer Assistance Information sent to customer Number of Text Messages sent 0.05 Requested information sent to customers through text message.

Exam Application Processing Application Receipt Number of Application Forms

Processed 0.025 Receipt and Processing of CSE-CAT Application Forms

at the MMIAC. (Half of Application Processing Points, which is 0.05 per application, is awarded to PAIO since initial processing of application forms are done by the MMIAC Action Officers before they are forwarded to ERPO for final processing.

Updating of data in the CSC Textsite

Updating Report Number of Updating Reports CSC Textsite

2 Number of Updating Reports submitted to the Commission weekly.

Honor Awards Program Promotion and Publicity Printed promotional and

reference materials collated, packaged, labeled and shipped to CSCROs

Number of promo materials bulk shipped to CSCROs

1.5 Promo and reference materials at 65,000 copies includes CSC MC/Resolution/Memo, HAP Nomination Forms, Flyer, Handbook, Calendar of Activities, Gantt Chart, Streamer Design, HAP PowerPoint CD and Radio Plug.

HAP posters collated,

packaged, labeled and shippedNumber of HAP Posters bulk shipped to CSCROs and CSCFOs

0.08 Posters shipped straight to the Field Offices for expediency. Buffer stock is likewise sent to the CSCROs.

Information/Materials on Number of Information/Materials Nominees ~ matrices of significant

accomplishment of nominees 0.25 Per page.

~ schedule of activities 0.25 ~ suggested selection procedure 0.25 Per page. ~ composition of

committees/nominee's directory 0.25 A directory on the members of the committees and

nominee’s ~ table of nominees 2 Per table. ~ statistics on nominations received 4 A listing on the nominations received. ~ profile of nominees 4 Per nominee.

PAIO Output Table 105

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Creation of Committees for HAP

Awards Committees organized Number of Committees formed 16 Documentation on the creation of committees including minutes and resolutions.

~ Dangal ng Bayan Committee

Two rank-&-file members to sit in the Dangal ng Bayan Committee selected by CSC, formal invitation sent and accepted by the invitees; nomination recommended to the Office of the President and finally appointed by the President of the Philippines.

~ Lingkod Bayan/Pagasa Committee

Three private citizen members of LB/Pagasa selected by the Commission, extended invitation and accepted by the invitees.

Review of Nominations Received

Information/Materials on Nominees

~ Profile of Nominees Number of Profiles 4 Per nominee. Information in the 11-column profile include all the nominees personal circumstance, nominator's name and address, sector and remarks where other information are written.

~ Detailed/Thorough

review/evaluation of nominations received

Number of nominations reviewed/evaluated

1 Per detailed/thorough review/evaluation of nominations received. The activity involves checking the six (6) voluminous nomination folders as to the completeness of documents per HAP Guidelines using a checklist. Defective nominations and/or nominations not in conformity with the prescribed guidelines shall be returned for compliance.

~ Matrices of significant

accomplishment of nominees Number of pages 0.25 This is resorted to if the presentation of accomplishment

of the nominee is not in conformance with the prescribed format in HAP Nomination Form Nos. 1, 1-A and 2.

Conduct of HAP Committee Meetings

Briefing Kit prepared Number of Kits prepared 0.5 Briefing materials on nominations received, qualified and disqualified per region, sector, level of position and sex disaggregation. Per kit prepared for distribution to Committee members during the orientation meeting.

Notice of Meeting/Schedule of

Committee Meeting Number of Notices 0.25 per

page The schedule containing information about the meeting. It serves as the guide for the Committee Members.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Status Report on the highlights

of Committee Meetings Number of Reports 4 Per report. Approved by the Director.

Committee Folders prepared Number of Folders prepared 2 Per folder/Committee Member in each of the Awards

Category. Actual conduct of CM Number of Hours 1 One point per hour of Committee Meeting conducted with

PAIO officials and staff helping to ensure successful conduct.

Review of Validation Report Validation Report reviewed Number of Validation Reports reviewed 1 Per Validation Report undertaken by Background

Investigators/Validators reviewed, verified correct and reformatted, if needed to aid the Committee Members better appreciate the accomplishment/s validated.

Summary of Nominees with

negative or positive feedback Number of summaries 8 Per person/nominee (semi-finalist). The whole process

involves gathering and verifying all negative and positive information received from the OMB, NICA, NBI, CSC-OLA, Text CSC, fax, letters, phone calls and emails. Collected information are then encoded and presented to the Committee members during the Committee Meetings to aid them in the selection process.

Poster-size announcement of

semi-finalists generated Number of Poster announcement generated and distributed

0.25 Per poster-size computer generated announcements of semi-finalists prepared/distributed.

Preparation of Reports on Selection Results

Resolution Number of Resolutions 4 Committee/Commission Resolution on selection result.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Conferment of Awards Awards Rites conducted Number of Awards Rites organized and

held 100 Points encompassing all preparatory activities like

preparation of invitation letters to all government heads of offices (departments/bureaus/offices), awardees, sponsors and other VIPs. It also involves the task of procuring and preparing the Parangal...Pasasalamat program, invitation cards, ribbons, briefing kits/guide, conduct of briefing and rehearsal of awardees. The task also include activities during the awards rites such as assigning PAIO staff as point person to secure, man and entertain Awardees, Citation Readers and VIPs in the holding room, secure the back of stage and prizes to be distributed, brief, assist and guide Citation Readers at the backstage, man the reception area and coordinate and provide assistance during the testimonial dinner in honor of the awardees. The entire activity involves all PAIO personnel starting from three weeks prior and stretching up to three days after conduct of the awards rites.

Conduct/Perform Post Awarding Activities

Terminal Report Number of Terminal Reports 40 Post evaluation meeting/program conducted and terminal evaluation report prepared and submitted to the Office of the President/Commission.

Tokens for Committee

members prepared/distributed Tokens distributed 8 Memo-proposal submitted; tokens selected, purchased,

and distributed. Certificates of Recognition for

semi-finalists prepared/distributed

Number of Certificates prepared 0.08 Per Certificate of Recognition.

Grant of Incentives to Awardees

Solicited incentives Number of incentives solicited 1 Per incentive actually solicited.

PASADA Project PASADA Audit Plan Number of Audit Plans 8 Schedule of PASADA Run for a particular period to include the names of Volunteers, name of agency to be audited, address of agency, frontline service to be audited, the data and the time of the conduct of audit. For primary consideration is making sure that all frontline services of concerned agencies are visited 3 times each and that no frontline service has been left out or to some extent visited more than the required number of visits. Per Audit Plan approved by the Head of Office.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Actual PASADA Run/Visit to

Agencies Number of Audit Plans 4 Actual conduct of visit to the frontline service of an

agency which involves the sleuthing process and the transaction itself.

PASADA Volunteer's Checklist Number of Checklist Enhanced 4 An instrument used by PASADA Volunteers in auditing

an agency's frontline service taking into consideration its frontline service providers, structure, systems and procedures and also the physical working condition of the agency as well as what they felt, saw and experienced during the visit. Per new Checklist Enhanced.

Audit Reports Number of Audit reports - Volunteer's Transaction Report 4 Report of findings/observations of PASADA

member/volunteer per transaction in an agency. - Agency Report 8 Summary of the results and analysis of the transactions

done in the audited agency including the suggested interventions.

- NCR Audit Report 24 Report containing summary of the results of the frontline

services of the audited agencies; documentation, consolidation and analysis of the PASADA run; evaluation and suggestions for improvement of the PASADA program.

Provision of assistance to audited agencies

Report on assistance provided to audited agencies

Number of Reports 4 Suggestions provided through letter report to agencies who requested assistance in the improvement of frontline services.

Media Relations News/Photo release Number of Press Release prepared 7.25 News Release composed, approved by the Chairperson,

emailed to media contacts and faxed to print, TV and radio contacts.

Media Directory updated Number of records updated 0.08 Per record updated in the Media Directory. Regular CSC segments in

radio stations produced Number of CSC segments aired CSC regular segments aired on schedule with prepared

script provided to guest CSC official. ~15 - 30 minutes segment 7.25 ~31 min. - one hour segment 7.75


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Preparation of press kits Number of articles / hand-outs 1 Preparation of agenda with individual press release

articles. Media briefing conducted Number of Hours 1 Media advisory and distribution of press kits to media

reporters. CSC Issuance/Advertorials

published Number of CSC Issuance/Advertorials published

4 Issuance/Advertorial layouted and costed, placed and published in media.

News items on Civil Service

matters clipped and routed Number of clipped news 2 News items on CS matters for the day clipped and routed

by lunchtime. Feature Clippings Number of clipped news 2 Feature Clips on issues/trends on governance,

HR/personnel administration, organizational development, corruption, etc. routed once a week on Friday.

Photo Gallery Number of Photo Gallery mounted 3 Photo gallery on CSC activities created/designed and

mounted on the CSC lobby panels. In-house Coverage of CSC

Events Number of Hours 1 CSC activity covered, pictures filed/indexed for easy

retrieval. Citations for HAP Awardees Number of Citations 3 Citations crafted, approved and reflected in the

Resolution, awards programme, and awardees's plaque. Per citation/awardee. The task involves creative writing to highlight outstanding accomplishment of the awardee.

Free airing of CSC announcements

CSC Announcements aired Number of Announcements aired 1 Script of announcement aired on broadcast media.

Publications Regular Publications ~ CSC Reporter Number of CSC Reporter 40 ~ CSC Bulletin Number of CSC Bulletin 32 ~ CSC Executive Letter Number of CSC Executive Letter 16


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Special Publications ~ CSC Memo Circulars Number of Memorandum Circulars 8 ~ GAD Resource Material Number of GAD Resource Material 40 ~ PCS Anniversary Chronicle Number of PCS Anniversary Chronicle 40 ~ CSC Annual Report Number of CSC Annual Report 60 Updating of Regular/Special

Publications Number of publications 16 Existing Publications updated and reprinted.

Media Relations Media Tokens Number of Media Tokens 0.1 Media tokens packaged and distributed to media

contacts.

111

PMS OUTPUT TABLE – PERSONNEL POLICY AND STANDARDS OFFICE


Case Resolutions Resolutions Number of Resolutions Resolution approved and signed by the Commission. ~ Appeal/MR on Appointment 14.75 ~ Reassignment/Detail 19.5 ~ Declaration of position as

primarily confidential 19.5

~ Disciplinary 29 ~ Exemption from prohibition to

transfer to agency (oversight functions)

7.5

Other Resolutions ~ Qualification Standards 10 Evaluation and approval of QS. ~ Agency Accreditation 10 Evaluation of reports and approval of accreditation. ~ Contract of Service/J.O.s 3.75 Evaluation of request for exemption. ~ Exemption from Upgrading/

Reclassification 10 Evaluation and approval of request to upgrade and

reclassify filled-up position/s.

Review of Third Level Appointments

Recommendation Memorandum

Number of Memoranda 2 Memo containing the evaluation of the 3rd level appointment and the appropriate action.

Updating of Qualification Standards

Newly Created Positions Number of Positions 1 For insertion of a new qualification standards in the QS file for newly created positions.

Revised/Amended QS Number of Revised/Amended QS 0.20 For updating the qualification standards of one position.

112

PMS OUTPUT TABLE – PERSONNEL RELATIONS OFFICE


Registration, Accreditation, and CNA Registration

Certificates of Registration Number of Certificates issued 0.5 The Certificate of Registration is a document officially recognizing the employee's organization in an agency and providing the employee's union entitlement to the rights and privileges under Executive Order 180.

Certificates of Accreditation Number of Certificates issued 27 The Certificate of Accreditation grants the registered

employee's organization the privilege of being the sole bargaining representative of employees on collective negotiation with the management.

Certificates of CNA

Registration Number of Certificates issued 17 The Certificate of CNA Registration is a document

officially recognizing the negotiated contract between an accredited employees’ organization representing a negotiating unit and the employer/management concerning terms and conditions of employment and improvements thereof that are not fixed by law.

Quarterly statistical Report on

Public Sector Unionism Number of Reports 4 A monitoring report on the number of registered and

accredited unions. Resolution of Contested Petition for Accreditation

Order Number of Orders 29 Order (Decision) issued relative to the contested petition for accreditation. Signed by the Director.

Resolution of Cases Resolution issued by the

Council/Commission. Number of Resolutions 29 Resolutions approved by the Council/Commission.

113

PMS OUTPUT TABLE – REGIONAL OFFICES


Legal Services Pro-forma Decisions/Final Order/Letters

Number of Decisions/Orders Decisions/orders/recommendations signed by the Regional Director for cases involving 1st and 2nd level government employees.

a. Impersonation/Examination Irregularity

8

b. Misrepresentation 8 c. Dismissal on Technical Grounds 4

d. Correction of Personal Information

3

e. Fake Eligibility 3 f. Removal of Administrative

Penalties or Disabilities 6

g. Denied Motion for Reconsideration

4

h. Formal Charge 8 Other Decision/Final Order Number of Decisions/Orders Decisions/orders/recommendations signed by the

Regional Director. a. Granted Motion for

Reconsideration 12

b. Appointments 12 c. Dropping from the Rolls 16 d. Reassignment/Transfer/ Detail 16

e. Accreditation of Service 10 f. Other Personnel Actions 16 g. Original with Report of

Investigation 20 Disciplinary; Reports approved by the Head of Office.

h. Reorganization 24 i. Original with Hearing Per case. ~ Decision 16

~ Issuance of subpoena 0.1 ~ Issuance of Notice of Pre-trial 0.1

Regional Offices Output Table 114

FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION ~ Actual hearing hours 1 One point for one hearing hour but not to exceed five

points per case. Hearings conducted under postponed schedule will not earn any points. Hearings conducted beyond the five hours limit or on postponed schedule may be credited if justified as to why there is a need for postponement for approval of the Chairperson.

Examination Services Conduct of Examination Examinations Conducted Number of Examination conducted As reported to ERPO. The administration of Professional

and Sub-professional examinations are considered as one exam. Points are awarded per examination center.

~ PPT 40 ~ CAT, Stenographer Exam 4 ~ CEOE 20 ~ Special Exam 20 Special exams are exams such as LSP, FSSO and other

Agency Assisted examination.

Generation of Notice of Assignment

Notice of Assignment Number of Notices of Assignments 0.17 Per examinee. Involves encoding of examinee data.

Generation of Alpha List of Examinees and Examination Attendance Sheet (CSE-PPT)

Alpha List Number of Alpha Lists generated 1 Involves encoding of examinee data and verification with DIBAR and e-Retakers. Per sheet.

Examinee Attendance Sheet Number of Examinee Attendance

Sheets 0.08 Per examination sheet.

Answer Sheet Processing Exam Data Files Number of Answer Sheets 0.08 Exam data files points depend on the number of Answer

Sheets processed.

Steno Exam Paper Processing Evaluated Transcription/Typing Test Paper

Number of Test Papers 0.5 Per examinee stenography test paper evaluated.

Generation of Certificates of Eligibilities or Report of Rating

Certificate of Eligibility/Report of Rating

Number of COEs/RRs 0.03 Per examinee.

Generation of Master List Master List Number of Master Lists 0.03 Per page.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Grant of Eligibility under Special Laws

Certificate of Eligibility Number of Certificates issued 0.5 Honor Graduate Eligibility, Barangay Official Eligibility, Barangay Nutrition Scholar Eligibility, Barangay Health Worker.

Certification for Placement Certification for Placement Number of Certifications issued 0.5 Letter of introduction and endorsement issued in behalf

of job applicants.

Accreditation of Test Administrators

Certificate of Accreditation Number of Certificates issued 0.25 Certificates issued to accredited Test Administrators.

Conferment of CS Eligibilities Awarding Rites conducted Number of Award rites organized 8 Awarding rites of certificates of eligibilities for CS exam

passers. Policies and Systems Evaluation Services Personnel Management Assessment and Assistance Program ~ Comprehensive Personnel Management Assessment

Notice of Visit Number of Notices 0.25 A communication informing the concerned agency about the date for a pre-assessment meeting with management, the scope of assessment and listing of documents to be prepared by the agency.

~ Personnel Management Monitoring, Evaluation, and Assistance Service.

Daily Progress Report Number of Reports 1 A report documenting all phases of the assessment/assistance.

~ Special Technical Assistance on Managing Personnel systems

Final Narrative Report Number of Reports 24 The PMAAP Narrative Report is a factual presentation of information directed to the heads of the agency being assessed and/or assisted and the CSCRO/FO doing the assessment and/or providing the assistance. It is written in order for management of both agencies to know the existing practices and for them to make policy decisions on specific personnel matters.

Agency Report Card Number of Report Cards 0.5 PMAAP ARC Form. A card reflecting the agency's status

relative to personnel competency of HRMO, needs to be addressed and other pertinent information.


FUNCTION OUTPUT PERFORMANCE INDICATOR POINTS OPERATIONAL DEFINITION Evaluation of Personnel Mechanism (PM)

PM Evaluation Report Number of PM Evaluation Reports 2 Evaluation on the basic personnel mechanisms developed by the concerned agency for approval of the CSC. Evaluation communicated to the concerned agency. Personnel Mechanisms: Performance Evaluation Systems, Merit Promotion Plan, Grievance Machinery, and Program on Awards and Incentives for Service Excellence.

Processing of Third Level Appointments

Signed Appointments Number of Appointments processed 0.5 For Salary Grade 26 & 27.

Recommendation Memorandum

Number of Memorandum 1 For Salary Grade 28. Forwarded to CO.

Review of Personnel Actions Monthly Post Audit Report

(MOPA)/Annual Monitoring and Evaluation Audit (AMEA)

Number of approved MOPA/AMEA 2 Approved and returned to Field Office.

Human Resource Services Distance Learning Program (DLP) Administration

DLP HRM/RA 6713 Certificate Number of Certificates issued 4 Distance Learning Program is an alternative strategy to formal training programs providing access for government workers in remote areas to avail of HRD interventions. Four points shall be earned by the office per trainee.

Local Scholarship Program Administration ~ Interview Interview Guide Number of Interview Guides

prepared 8 Includes time spent for venue preparation, schedule of

interview, letters, and budget. ~ Actual Interview Interview Conducted Number of Interviews Conducted 0.5 Per qualifier. ~ Interview Result Processing

Interview Report/Matrix Number of Interview Report/Matrix 4.5 Submitted to Central Office.

~ Briefing of Qualifiers Grantee Briefing/Orientation Number of Briefing Conducted 3.5 Provide Grantee with LSP Documents (Contracts, Monitoring Forms, and certificate of attendance). Includes time spent for venue preparation.

~ Grant Processing Certificate of Grant Number of Certificates 1 With signed contract. ~ Enrollment Monitoring Enrollment Documents

Processed Number Documents Processed 0.5 Per grantee.

~ Action on the Request for Deferment

Waiver/Deferment Opinion Letter

Number of Waivers/Deferment Opinion Letters

1

~ Monitoring of LSP Monitoring Report Number of Monitoring Reports 4



Scholarship/Training Nomination ~ Application Assessment Assessment Report Number of Assessment Report 8

Conduct of Fora/Dialogues with Council of Officer and other Personnel Organizations

Fora/Dialogues conducted Number of fora/dialogues conducted 4 Fora/dialogues conducted by the CSRO to clarify issues on CSC Policies for CPO and other personnel organization. Maximum of four (4) points per month per RO/FO.

Public Assistance and Liaison Services Customer Assistance Information sent to customer Number of Text Messages sent 0.05 Requested information sent to customers through text

message.

Conferment of Awards in the Region

Awards Rites conducted Number of Awards Rites organized and held

40 Points encompasses all preparatory activities like preparation of invitation letters to all government heads of offices, awardees, and other VIPs. It also involves the task of procuring and preparing the Parangal...Pasasalamat program, invitation cards, ribbons, briefing kits/guide, conduct of briefing and rehearsal of awardees.

Administrative/Management Services Financial Services ~ Collection Services/ Receipts and Deposits

Monthly Report of e-Receipt Collection

Number of Reports 4 Consolidated report with collection of FOs.

~ Payroll Preparation Payroll Obligation Slip Number of Payroll Obligation Slip 4 Excluding voucher preparation. The POS is the final

output of the payroll preparation process whether it is a regular payroll or special payroll.

Building and Ground Maintenance

Property Evaluation Report Number of Property Evaluation Reports

24 A report on the condition of the buildings of CSC in the Regional Office and Field Office.

118

PMS OUTPUT TABLE – FIELD OFFICES


Personnel Management Assessment and Assistance Program (PMAAP)

Agency Scanning Report Number of Scanning Report 8 A report on the relative personnel management health of the agency and the general profile of the agency's personnel management systems and practices.

Notice of Visit Number of Notices 0.25 A communication informing the concerned agency about

the date for a pre-assessment meeting with management, the scope of assessment and listing of documents to be prepared by the agency.

Daily Progress Report Number of Reports 1 A report documenting all phases of the

assessment/assistance. Final Narrative Report Number of Reports 24 The PMAAP Narrative Report is a factual presentation of

information directed to the heads of the agency being assessed and/or assisted and the CSCRO/FO doing the assessment and/or providing the assistance. It is written in order for management of both agencies to know the existing practices and for them to make policy decisions on specific personnel matters.

Agency Capability Evaluation

Card Number of Evaluation Cards 4 A card showing the track record of the unaccredited

agencies on appointments processing.

Personnel Transactions ~ Appointments Processing Attested Appointment Number of Appointments processed 0.5 For appointment processing whether approved or

disapproved.

~ Review of Report on Appointments Issued

Reviewed/Audited Report on Appointments Issued (RAI)

Number of Appointments 0.5 Personnel actions taken as indicated in the RAI. Per appointment.

Updating of Records Records/S-Cards Updated No. of Records/S-Cards updated 0.08 Records/ S-Cards updated per employee

Exam Application Processing Application Receipt Number of Application Receipts 0.05 Application receipts issued to applicant.

Authentication of Appointments Authenticated Copy of

Appointment Number of Authenticated Copy of Appointments issued

0.25 Per request.

Field Offices Output Table 119


Publication of Vacant Positions CSC Bulletin of Vacant Positions

Number of Bulletin of Vacant Positions

1 Consolidation of vacant positions received from the different agencies.

Investigation Investigation/Fact-Finding

Report Number of Investigation/Fact-Finding Reports

8 Reports submitted to the Central or Regional Office.

Financial Services ~ Collection Services/ Receipts and Deposits

Monthly Report on Receipt Collection

Number of Reports 4 Submitted to the Regional Office.