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GUIDE TO STRATEGIC PERFORMANCE MANAGEMENT SYSTEM (SPMS)

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Presentation on theme: "GUIDE TO STRATEGIC PERFORMANCE MANAGEMENT SYSTEM (SPMS)"— Presentation transcript:

1 GUIDE TO STRATEGIC PERFORMANCE MANAGEMENT SYSTEM (SPMS)
What is SPMS? Composition and Role of SPMS Performance Management Team (PMT) MFOs, P/A/Ps and Success Indicators Guide to Developing Q/E/T Ratings Required Forms and Timelines OUTLINE FOR DISCUSSION

2 WHAT IS SPMS? FEATURES OF SPMS:
Tool/methodology to measure agency/division/individual performance vis-à-vis office mandate Replaces PES starting January 2014 Aids human resource systems Basis for incentives (PBB 2014, step increment, rewards) FEATURES OF SPMS: Links individual performance with agency’s organizational vision, mission and strategic goals Output/outcome-based  how work contributes to agency’s mandate Team approach to performance management

3 CFO-SPMS Performance Management Team
Usec. Mary Grace Tirona – PMT Chairperson Rod Garcia/Frencel Tingga – Division Head, PPRD Regina Galias – Division Head, AFD Marita Apattad – Division Head, PMD Ivy Miravalles – Division Head, MIED Romeo Rosas II – Division Head, MISD Warner Dawal – Training Officer Cindy San Pedro – HR Officer Manolo Tibe – CFOEA President Graciel Paguinto – Secretariat Reina Marie Calvo – Secretariat * Secretary Imelda Nicolas as CFO-SPMS Champion

4 Role of PMT: Consult with division heads to discuss targets in OPCR
Ensure targets are aligned with budget of agency and work distribution is rationalized Recommend approval of OPCR and ratings to Chairperson Act as appeals body and final arbiter for performance management issues Identify potential top performers and provide inputs to PRAISE Committee for grant of incentives and rewards Adopt internal policies and procedures as necessary PPRD as PMT Secretariat

5 Role of PPRD in the PMT: Monitor submission of OPCR and schedule evaluation by PMT Assess submission of divisions Provide each division with final office assessment as basis for individual employee assessment

6 Role of AFD in the PMT: Monitor submission of IPCR by division heads
Assess IPCR submission of divisions  average performance rating should not be higher than Office Performance Rating Analyze gaps in skills/competency and address gaps through appropriate intervention (i.e., training, planning)

7 Role of Division Heads in the PMT:
Primary responsible for performance management of his/her division Lead planning on agreed outputs – division/individual level Rationalize distribution of targets Review IPCR Submit quarterly accomplishment report to PPRD Regular Monitoring and Coaching of individual employee Determine final assessment of each employee based on proof of performance Inform employee of final rating and recommend necessary intervention

8 Sanctions: * Non-submission of OPCR to PMT and IPCR to AFD within specified dates shall be ground for: Disqualification of employee/s for performance-based personnel actions such as promotion, training, scholarship grants and performance enhancement bonus – if failure of submission is fault of employee/s Administrative sanction for violation of reasonable office rules and regulations AND simple neglect of duty for supervisors or employees responsible for delay of report submission Administrative offense for Neglect of Duty if supervisor/unit head fails to notify employee of unsatisfactory of poor performance during rating period

9 Overseas Filipino Welfare Services
MAJOR FINAL OUTPUT (MFO) Overseas Filipino Welfare Services Strategic Priority No.1 Strategic Priority No.2 P/A/P Welfare Programs for Filipinos Overseas Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program General Administrative and Support Services MIED and PMD AFD PPRD, OSEC and MISD SUCCESS INDICATORS: 85% of target number of OFs assisted 80% of OFs assisted rate services as good or better 85% of requests for assistance responded to within 24 hrs. SUCCESS INDICATORS: 85% efficiency in provision of admin and logistical support 85% efficiency in collection of disbursement of funds SUCCESS INDICATORS: 85% of target PAPs successfully implemented, evaluated and enhanced 80% of program beneficiaries rate services as good or better 85% of integrated PAPs reviewed annually

10 OSEC CFO/ DIVISION LEVEL STRATEGIC PRIORITY #2
Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program WHAT PAPs CONTRIBUTE TO STRATEGIC PRIORITY #2? SUCCESS INDICATORS: 85% of target PAPs successfully implemented, evaluated and enhanced 80% of program beneficiaries rate services as good or better 85% of integrated PAPs reviewed annually Virtual Sentro Rizal  (Strategic Priority No. 1) JMDI II Inter-Agency Committee: - Human Development and Poverty Reduction - Sub-Committee on International Migration and Development International Partnership/ Cooperation: - Metropolis Asia - MIEUX - KNOMAD - MIMTO Diaspora to Development WHAT ARE THE SUCCESS INDICATORS FOR EACH PAP? Participation in the HDPR Cluster Success Indicator: Timely submission of required reports to HDPR Secretariat

11 OSEC Develop Rating Scale RATING ACCOMPLISHMENT CFO/ DIVISION LEVEL
STRATEGIC PRIORITY #2 Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program HOW WILL OSEC BE RATED BASED ON PERFORMANCE? SUCCESS INDICATORS: 85% of target PAPs successfully implemented, evaluated and enhanced 80% of program beneficiaries rate services as good or better 85% of integrated PAPs reviewed annually Develop Rating Scale QUALITY EFFICIENCY TIMELINESS RATING ACCOMPLISHMENT 10 (Outstanding) Exceeded 30% and above 8 (Very Satisfactory) 1-29% increase in expectation 6 (Satisfactory) Met expectations 4 (Unsatisfactory) Failed to meet expectations 2 (Poor) Below expectations

12 Policy inputs to HDPR Cluster
DIVISION LEVEL OSEC STRATEGIC PRIORITY #2 Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program PARTICIPATION IN HDPR CLUSTER SUCCESS INDICATORS: 85% of target PAPs successfully implemented, evaluated and enhanced 80% of program beneficiaries rate services as good or better 85% of integrated PAPs reviewed annually WHAT ARE THE SUCCESS INDICATORS? Policy inputs to HDPR Cluster Timeliness: 10: Report submitted to HDPR Secretariat 1week before deadline 8: Report submitted to HDPR Secretariat 2-3 days before deadline 6: Report submitted to HDPR Secretariat on deadline 4: Report submitted to HDPR Secretariat w/in 1week after deadline 2: Report submitted to HDPR Secretariat 8 days or more after deadline

13 OSEC INDIVIDUAL LEVEL STRATEGIC PRIORITY #2
Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program WHICH PAPs DO I CONTRIBUTE TO? SUCCESS INDICATORS: 85% of target PAPs successfully implemented, evaluated and enhanced 80% of program beneficiaries rate services as good or better 85% of integrated PAPs reviewed annually Participation in the HDPR Cluster - Confirm participation of SIMN and CFO reps Contact HDPR Secretariat for materials Prepare CFO reports for submission to HDPR Secretariat WHAT ARE THE SUCCESS INDICATORS FOR EACH? Prepare reports for submission to HDPR Secretariat Quality: 10: Report approved by Chairperson upon 1st submission 8: Report approved by Chairperson upon 2nd submission w/minor revision/s 6: Report approved by Chairperson upon 2nd submission w/major revision/s 4: Report approved by Chairperson upon 3rd submission w/minor revision/s 2: Report approved by Chairperson upon 3rd submission w/major revision/s

14 OSEC DIVISION LEVEL MFO OUPUT Overseas Filipino Welfare Services
Strategic Priority OUPUT Success Indicator RATINGS QUALITY EFFICIENCY TIMELINESS Overseas Filipino Welfare Services Participation in HDPR Cluster Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program Timely submission of reports to HDPR Secretariat Timeliness: 10: Report submitted to HDPR Secretariat 1week before deadline 8: Report submitted to HDPR Secretariat 2-3 days before deadline 6: Report submitted to HDPR Secretariat on deadline 4: Report submitted to HDPR Secretariat w/in 1week after deadline 2: Report submitted to HDPR Secretariat 8 days or more after deadline

15 OSEC INDIVIDUAL LEVEL MFO OUPUT Overseas Filipino Welfare Services
Strategic Priority OUPUT Success Indicator RATINGS QUALITY EFFICIENCY TIMELINESS Overseas Filipino Welfare Services Participation in HDPR Cluster Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program Timely submission of HDPR reports to Chairperson Quality: 10: Report approved by Chairperson upon 1st submission 8: Report approved by Chairperson upon 2nd submission w/minor revision/s 6: Report approved by Chairperson upon 2nd submission w/major revision/s 4: Report approved by Chairperson upon 3rd submission w/minor revision/s 2: Report approved by Chairperson upon 3rd submission w/major revision/s

16 Welfare Programs for Filipinos Overseas
CFO/ DIVISION LEVEL PMD STRATEGIC PRIORITY #1 Welfare Programs for Filipinos Overseas SUCCESS INDICATORS: 85% of target number of OFs assisted 80% of OFs assisted rate services as good or better 85% of requests for assistance responded to within 24 hrs. WHAT PAPs CONTRIBUTE TO STRATEGIC PRIORITY #1? PSO LINKAPIL EVP YouLeaD WHAT ARE THE SUCCESS INDICATORS FOR EACH PAP? Exchange Visitor Program (EVP) Success Indicator: 85% of J1 visa holders registered within prescribed period 80% of registered J1 visa holders rate pre-departure program as good or better 85% of NOS applications acknowledged within 24 hours

17 Welfare Programs for Filipinos Overseas
CFO/ DIVISION LEVEL PMD STRATEGIC PRIORITY #1 Welfare Programs for Filipinos Overseas SUCCESS INDICATORS: 85% of target number of OFs assisted 80% of OFs assisted rate services as good or better 85% of requests for assistance responded to within 24 hrs. HOW WILL PMD BE RATED BASED ON PERFORMANCE? Develop Rating Scale QUALITY EFFICIENCY TIMELINESS RATING ACCOMPLISHMENT 10 (Outstanding) Exceeded 30% and above 8 (Very Satisfactory) 1-29% increase in expectation 6 (Satisfactory) Met expectations 4 (Unsatisfactory) Failed to meet expectations 2 (Poor) Below expectations

18 PMD Welfare Programs for Filipinos Overseas DIVISION LEVEL
STRATEGIC PRIORITY #1 Welfare Programs for Filipinos Overseas PHILIPPINE SCHOOLS OVERSEAS SUCCESS INDICATORS: 85% of target number of OFs assisted 80% of OFs assisted rate services as good or better 85% of requests for assistance responded to within 24 hrs. WHAT ARE THE SUCCESS INDICATORS? Prepare reports for submission to IAC-PSO Timeliness: 10: Report submitted to HDPR Secretariat 1week before deadline 8: Report submitted to HDPR Secretariat 2-3 days before deadline 6: Report submitted to HDPR Secretariat on deadline 4: Report submitted to HDPR Secretariat w/in 1week after deadline 2: Report submitted to HDPR Secretariat 8 days or more after deadline

19 Welfare Programs for Filipinos Overseas
INDIVIDUAL LEVEL PMD STRATEGIC PRIORITY #1 Welfare Programs for Filipinos Overseas WHICH PAPs DOES PMD CONTRIBUTE TO? SUCCESS INDICATORS: 85% of target number of OFs assisted 80% of OFs assisted rate services as good or better 85% of requests for assistance responded to within 24 hrs. Philippine Schools Overseas Prepare reports for submission to IAC-PSO Respond to queries from PSOs Source and distribute materials for PSOs WHAT ARE THE SUCCESS INDICATORS FOR EACH? Prepare reports for submission to IAC-PSO Quality: 10: Report approved by Chairperson upon 1st submission 8: Report approved by Chairperson upon 2nd submission with minor revision/s 6: Report approved by Chairperson upon 2nd submission with major revision/s 4: Report approved by Chairperson upon 3rd submission with minor revision/s 2: Report approved by Chairperson upon 3rd submission with major revision/s

20 PMD DIVISION LEVEL MFO OUPUT Overseas Filipino Welfare Services
Strategic Priority OUPUT Success Indicator RATINGS QUALITY EFFICIENCY TIMELINESS Overseas Filipino Welfare Services Philippine Schools Overseas Welfare Programs for Overseas Filipinos Timely submission of reports to IAC-PSO Timeliness: 10: Report submitted to IAC-PSO 1week before deadline 8: Report submitted to IAC-PSO 2-3 days before deadline 6: Report submitted to IAC-PSO on deadline 4: Report submitted to IACPSO w/in 1week after deadline 2: Report submitted to IACPSO 8 days or more after deadline

21 PMD INDIVIDUAL LEVEL MFO OUPUT Overseas Filipino Welfare Services
Strategic Priority OUPUT Success Indicator RATINGS QUALITY EFFICIENCY TIMELINESS Overseas Filipino Welfare Services Philippine Schools Overseas Welfare Programs for Overseas Filipinos Timely submission of PSO reports to Chairperson Quality: 10: Report approved by Chairperson upon 1st submission 8: Report approved by Chairperson upon 2nd submission with minor revision/s 6: Report approved by Chairperson upon 2nd submission with major revision/s 4: Report approved by Chairperson upon 3rd submission with minor revision/s 2: Report approved by Chairperson upon 3rd submission with major revision/s

22 Know which Strategic Priority your division is part of?
CFO/ DIVISION LEVEL MISD STEP 1 Know which Strategic Priority your division is part of? STRATEGIC PRIORITY #2 Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program STEP 2 List down all the Programs/Activities/Projects (PAPs) under your Division? Databanking InfoSytems Devt. ICT Projects Response to queries Data Encoding Meetings Researches for BaLinkBayan Creatives STEP 3 Identify which of your PAPs contribute directly to the assigned Strategic Priority (#2)? Databanking Response to queries Researches for BaLinkBayan

23 MISD Develop a Success Indicator for the PAPs identified.
CFO/ DIVISION LEVEL MISD STEP 4 Develop a Success Indicator for the PAPs identified. Clue: How will databanking contribute to policy development? “Efficient submission of Emigrant Masterlist to Philippine Diplomatic Posts” STEP 5 Develop a rating scale on how MISD will be ranked as a division. QUALITY EFFICIENCY TIMELINESS RATING ACCOMPLISHMENT 10 (Outstanding) Exceeded 30% and above 8 (Very Satisfactory) 1-29% increase in expectation 6 (Satisfactory) Met expectations 4 (Unsatisfactory) Failed to meet expectations 2 (Poor) Below expectations

24 MISD DIVISION LEVEL MFO PAPs Overseas Filipino Welfare Services
Strategic Priority PAPs Success Indicator RATINGS QUALITY EFFICIENCY TIMELINESS Overseas Filipino Welfare Services Efficient Databanking and Management Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program Submission of Emigrant Masterlist to Philippine Diplomatic Posts 10: Report approved by Chairperson upon 1st submission 8: Report approved by Chairperson upon 2nd submission with minor revision/s 6: Report approved by Chairperson upon 2nd submission with major revision/s 4: Report approved by Chairperson upon 3rd submission with minor revision/s 2: Report approved by Chairperson upon 3rd submission with major revision/s 10: Masterlist approved by Chairperson sent to PECs within 1-2 days from receipt by the MISD from OSEC 8: Masterlist approved by Chairperson sent to PECs within 3-5 days from receipt by the MISD from OSEC 6: Masterlist approved by Chairperson sent to PECs within 1 week from receipt by the MISD from OSEC 4: Masterlist approved by Chairperson sent to PECs within 2 weeks from receipt by the MISD from OSEC 2: Masterlist approved by Chairperson sent to PECs after 2 weeks from receipt by the MISD from OSEC

25 MISD INDIVIDUAL LEVEL MFO PAPs Overseas Filipino Welfare Services
Strategic Priority PAPs Success Indicator RATINGS QUALITY EFFICIENCY TIMELINESS Overseas Filipino Welfare Services Efficient Databanking and Management Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program Preparation of Emigrant Masterlist for transmittal to Philippine Diplomatic Posts 10: Report approved by Unit Head upon 1st submission 8: Report approved by Unit Head upon 2nd submission with minor revision/s 6: Report approved by Unit Head upon 2nd submission with major revision/s 4: Report approved by Unit Head upon 3rd submission with minor revision/s 2: Report approved by Unit Head upon 3rd submission with major revision/s 10: Masterlist approved by Chairperson sent to PECs within 1-2 days from receipt by the MISD from OSEC 8: Masterlist approved by Chairperson sent to PECs within 3-5 days from receipt by the MISD from OSEC 6: Masterlist approved by Chairperson sent to PECs within 1 week from receipt by the MISD from OSEC 4: Masterlist approved by Chairperson sent to PECs within 2 weeks from receipt by the MISD from OSEC 2: Masterlist approved by Chairperson sent to PECs after 2 weeks from receipt by the MISD from OSEC

26 Welfare Programs for Filipinos Overseas
CFO/ DIVISION LEVEL MIED STEP 1 Know which Strategic Priority your division is part of? STRATEGIC PRIORITY #1 Welfare Programs for Filipinos Overseas STRATEGIC PRIORITY #2 Policy Formulation and Development, Coordination and Implementation of the Filipinos Overseas Program STEP 2 List down all the Programs/Activities/Projects (PAPs) under your Division? Policy input Response to Queries Researches RTDs ATN IAC meetings Pre-Departure Program Registration STEP 3 Identify which of your PAPs contribute directly to the assigned Strategic Priority? Policy Inputs / Research Papers Pre-Departure Services Community Education Program Roundtable Discussion Inter-Agency Meetings IACAT-ADVOCOM

27 MIED Develop a Success Indicator for the PAPs identified.
CFO/ DIVISION LEVEL MIED Develop a Success Indicator for the PAPs identified. Clue: How can the pre-departure program contribute to improving overseas Filipino welfare? STEP 4 “Efficient conduct of pre-departure services for Filipino emigrants” STEP 5 Develop a rating scale on how MIED will be ranked as a division. QUALITY EFFICIENCY TIMELINESS RATING ACCOMPLISHMENT 10 (Outstanding) Exceeded 30% and above 8 (Very Satisfactory) 1-29% increase in expectation 6 (Satisfactory) Met expectations 4 (Unsatisfactory) Failed to meet expectations 2 (Poor) Below expectations

28 MIED DIVISION LEVEL MFO PAPs Overseas Filipino Welfare Services
Strategic Priority PAPs Success Indicator RATINGS QUALITY EFFICIENCY TIMELINESS Overseas Filipino Welfare Services Welfare Programs for Overseas Filipinos Pre-Departure Program for Filipino Emigrants Efficient conduct of pre-departure program for Filipino emigrants 10: 100% of Filipino emigrants assisted thru PDOS rated the program as good/better 8: 86-99% of Filipino emigrants assisted thru PDOS rated the program as good/better 6: 80-85% of Filipino emigrants assisted thru PDOS rated the program as good/better 4: 65-79% of Filipino emigrants assisted thru PDOS rated the program as good/better 2: 64% or below of Filipino emigrants assisted thru PDOS rated the program as good/better 10: 100% of Filipino emigrants processed within prescribed period 8: 86-99% of Filipino emigrants processed within prescribed period 6: 80-85% of Filipino emigrants processed within prescribed period 4: 65-79% of Filipino emigrants processed within prescribed period 2: 64% or below of Filipino emigrants processed within prescribed period

29 MIED INDIVIDUAL LEVEL MFO PAPs Overseas Filipino Welfare Services
Strategic Priority PAPs Success Indicator RATINGS QUALITY EFFICIENCY TIMELINESS Overseas Filipino Welfare Services Welfare Programs for Overseas Filipinos Pre-Departure Program for Filipino Emigrants Effective conduct of Pre-Departure Orientation Seminar 10: 100% of PDOS attendees rated the session as good/better 8: 86-99% of PDOS attendees rated the session as good/better 6: 80-85% of PDOS attendees rated the session as good/better 4: 65-79% of PDOS attendees rated the session as good/better 2: 64% or below of PDOS attendees rated the session as good/better

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33 What are the required forms:
Office / Division Level Performance Commitment and Review Form (OPCR/DPCR) Individual Performance Commitment and Review Form (IPCR) Due Monday (June 23) before 12 noon – complete with targets (agreed upon with unit head) Electronic copy – send to


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