delivering service excellence through prime -...

Delivering Service Excellence

through PRIME - HRM The DCWD Experience

Presented by

Ruth G. Jabines, MBA, DM-HRM

Manager, Human Resource Department

Davao City Water District



“Excellence is the gradual result of always striving to do better.”

-Pat Riley Team President & Former Coach,

NBA Miami Heat



Our Way to “Accreditation” DCWD’s compliance with the CSC rules on

personnel management had not been easy.

From the transition period of becoming a Government –Owned and Controlled Corporation (GOCC) in year 1991,

DCWD’s personnel management has gone through different processes, development and growth.



Year 1991 - April 2006

May 2006 - September 2014

September 30, 2014

DCWD was awarded the Certificate of Level II Accreditation per PRIME – HRM under MC No. 3, s. 2012

DCWD was a Non-Accredited Agency, thus, are still complying with the requirements for Accreditation.

DCWD was awarded the Certificate of Level II Accreditation per CSC Agency Accreditation Program (CSCAAP) under MC No. 27, s. 1994



The results of the Comprehensive HRM Assistance, Review and Monitoring (CHARM) conducted by CSC RO11 at the Davao City

Water District on November 29 and December 2, 2013 show that the agency has complied with all the requirements for

Level II-Accredited Status under PRIME-HRM.

DCWD met the following requirements for Level II Accredited Status under the PRIME-HRM:

HR Plan covering Organizational Profile, HR Systems, and Employee Health and

Wellness is fully operational;

Appointments and personnel actions conform to Civil Service Law, rules and

regulations;

Sound HR management records

Human Resource Management Office/Unit meeting the required

competency level



Best water and wastewater service provider with utmost care for the people and the environment. Vision

DCWD’s HR Plan are anchored to our Organizational Profile which covers the following:

We commit to supply potable and affordable water 24 hours a day, provide wastewater treatment services, operate efficiently, take a proactive role in environmental concerns and keep a competent workforce.

Mission

* Achieve an improved quality of water in Cabantian and Panacan service areas in accordance with the Philippine National Standards for Drinking Water.

Strategic Goals

* Attain a 98% Employee Satisfaction Rating

* Exceed by 50% the projected water demand covered by our available resources

* Increase availability of water to all customers from 90% - 100%

* Fully implement Phase 1 of the Septage Management Program



Environmental Protection

The DCWD Agenda

Customer Service Improvement

Corporate Social Responsibility

Asset (Resource) Management

Service Expansion and Improvement

Septage Management

Aligning to the DCWD Agenda, our objective is to strengthen a productive and customer-oriented workforce.



Organizational Chart approved by the Department of Budget and Management, effecting the 856 plantilla positions in the PSIPOP.

Job Descriptions of all positions constantly updated to keep up with the increasing

demands and targets.

DCWD’s HR Plan are also anchored to our Organizational Profile which covers the following:



PRIME-HRM

Recruitment and Selection

Performance Management

Learning and Development

Rewards & Recognition

DCWD’s compliance to the PRIME-HRM includes monitoring, review and revision of its existing programs and practices under the Four (4) HR Systems .




1. Qualification Standards (QS)

Evaluation of applicants for vacant permanent positions are based on the DCWD Qualification Standards (QS) approved by the Civil Service Commission through Res. No. 11-01480, dated Nov. 8, 2011. Each position has a specific minimum standard on education, experience, eligibility, and training.

Nature of GM Position in LWDs are PRIMARILY CONFIDENTIAL and NON-CAREER SERVICE. Thus, they are exempted from the QS unless the WD adopt QS of 2006 of their own, subject to CSC approval.

DCWD will submit its revised QS to CSC, excluding the GM position.

Recent CSC resolution : CSC MC No. 1, s. 2014 dated January 23, 2014:




2. Merit Selection and Promotion Plan (MSPP)

Installed by DCWD pursuant to Sec. 32, Book V of Administrative Code of 1987 (Executive Order 292) and Civil Service Commission Memorandum Circulars.

Establishes a well and sound promotion system that is characterized by strict observance of the merit, fitness and equality principles in selecting and promoting employees to a higher position in the career service and non-career service in all levels;

Includes policies and procedures in selection and promotion, functions and responsibilities of the PSB, the personnel officer, and the appointing authority.




3. System of Ranking Position (SRP)

The hierarchical arrangement of positions from highest to lowest, which shall be a guide in determining which position is next-in-rank, taking into consideration the following: - Organizational structure

- Salary Grade Allocation - Classification and functional relationship of positions;

In processing the final list of applicants, qualified incumbents of the next-in-rank positions are advised of the said vacancy and are given the options to either confirm their application or waive their right for promotion by not applying for the said vacancy.




4. Personnel Selection Board (PSB)

The Personnel Selection Board adopts a formal screening procedure and formulate criteria for the candidates of posted permanent plantilla positions. They shall maintain fairness and impartiality in the assessment of candidates based on merit and fitness, specifically on the minimum qualification requirements.

DCWD PSB members conduct interview among applicants recommended by the requisitioning Manager and endorse to the General Manager the ordinal ranking of top five (5) applicants to fill up a particular position.




4. Personnel Selection Board (PSB)

For supervisory and managerial positions, the following criteria are considered and evaluated by the PSB:

Psycho-social attributes and Personality

Interview Assessment by the PSB and the Department Manager concerned;

Personnel Records (including attendance, infractions, performance evaluation, & commendation from the Management;

Higher Studies achieved;

Other factors, of which the concerned DM and DvM are given the privilege to rate their recommended applicant based on their own assessment




Flow of Selection Process (Rank and File)

Position for opening

requested by DM (PR)

Publication of Position

(10 calendar days)

Evaluation of

Applicants

Roster of Qualified

Applicants endorsed to department

Departments to evaluate applicants

through AdHoc and endorse to

HRD the recommended

applicants

PSB : 1.Interview of

applicants 2.Deliberation

Applicants recommended by the PSB are mapped per

policy on nepotism

Applicants cleared from

Nepotism are

endorsed to GM for

interview

Applicant approved by

GM will comply

requirements for issuance

of appointment




Flow of Selection Process (SUPERVISORY)

Position for opening

requested by DM (PR)

Publication of Position

(10 calendar days)

Evaluation of Applicants

including N-I-R incumbents

Qualified Applicants endorsed

to DM

DM to declare if the position is “OPEN” or

“FOR PROMOTION”

PSB interview

and deliberation

Recommended applicants are endorsed

to GM for interview

Applicant selected by GM

will comply requirements

for endorsement to

the BOD for confirmation

Applicants to undergo the Criteria for

Selection (psych exam, PSB

interview, rating per records, etc.)

Applicant confirmed by

the Board will be given Appointment




5. Succession Planning

Identification and evaluation of next-in-rank incumbents who are potential leaders to be designated as Officer-In-Charge (OICs) for vacant positions / positions to be vacated.

Implementation of Job Rotation and new work assignment to come up with a pool of executives who are generalists; to develop and enhance the potentials of employees in the organization by exposing them to other work functions of the District; and to maintain and sustain the projects/works at hand in the office.

Provision of training and development.

Involvement to various working committees and technical working groups.



Performance Management & Employee Retention

1. Strategic Performance Management System

DCWD has designated its own Performance Management Team (PMT) to monitor implementation of this appraisal system.

Pilot implementation of SPMS in DCWD took off last July – December 2013, wherein prior to implementation, series of orientation – workshops were conducted to 1,081 employees from July 25 until October 11, 2013.

Initial report on the pilot implementation of SPMS in DCWD was submitted to the CSC XI last December 23, 2013. Results on performance ratings were submitted last March 2014.




Ongoing calibration of the performance standards, depending on the plans and programs targeted for the year. Cascading of performance targets are as follows:

General Manager

Asst. General Manager Asst. General Manager

Department A Department B Department C

OPCR

Division A Division B Division C Division D

Supervisor Supervisor Supervisor Supervisor

Individual Individual Individual Individual

IPCR

DPCR

C

A

S

C

A

D

I

N

G





Flow of rating process as follows:

R A T IN G


General Manager

Asst. General Manager Asst. General Manager

Department A Department B Department C

OPCR

Division A Division B Division C Division D

Supervisor Supervisor Supervisor Supervisor

Individual Individual Individual Individual

IPCR

DPCR




Dynamics in the implementation of the SPMS enhances employee – supervisor communication, inter-departmental coordination, and team effort.

Maintaining our Level II accreditation under the PRIME – HRM of the CSC authorizes our office to continuously take final actions on employee Appointments.

organizational impact




DCWD is one of the six (6) LWUA Regional Training Centers of the country, committing at least five (5) programs per year.

Undertake staff development programs.

Invitational trainings, conventions and conferences outside Davao City requires approval from the Board of Directors.

- Comprehensive Orientation for Employees (COrE) Program - In-house Programs for Employees - Invitational trainings, conventions and conferences - LWUA – coordinated trainings - Development of learning materials

Strong linkage with Professional groups, for learning and development venues to equip our professionals (PICE, PICPA, PICHE, etc.)




Career and Development Program

The HR Department regularly designs and recommends to the management the implementation of different programs in the Career Development Plan of DCWD. Such programs include:

Induction Program

Refers to the program for new entrants in DCWD to develop their pride belonging and commitment to government service.

Orientation Program

Refers to activities and courses designed to inform new employees about DCWD programs, thrusts, and operations as well as benefits.

►

►





Professional/ Technical/Scientific Program

Refers to programs in scientific areas for enhancement of skills and knowledge of second level personnel in the career service.

Reorientation Program

Refers to courses designed to introduce new duties and responsibilities, new policies and programs to employees who have been in the service for quite some time.

Employee Development Program

Refers to courses aimed at maintaining high level of competence on basic workplace skills among employees in the first level in the career service

►

►

►





Value Development Program

Refers to courses which are designed to enhance and harness the public service values of participants to be effective government workers.

Middle Management Development Program

Refers to a set or series of planned human resource interventions and training courses designed to provide supervisors and managers with management and administrative skills and to prepare them for greater responsibilities.

►

►





► Executive Development Program

Refers to activities and experiences, and continuing education intended to enhance the managerial skills of executives who belong to the third level.

Mandated per Rule VII, Section 14, Executive Order No. 2920, DCWD has its own designated Personnel Development Committee whose primary role is to provide support to the management in matters concerning employee development such as selection of nominees to training, development and scholarship programs in accordance with existing civil service policies and standards.

►




1. Program on Awards and Incentives for Service Excellence (PRAISE)

Model Employee of the Year

Highest award given to an employee.

Has two Levels: - Non-Supervisory Level (Office and Field Categories) - Supervisory Level (Supervisors and Managers)

Nominees must meet the eligibility requirements such as : - Must be a permanent employee for at least one (1) year - No record on tardiness exceeding the grace period for more

than 5 times w/in the rating period - No record on unauthorized absences - Not found guilty on any administrative offense - Must have a performance rating not lower than VS.





Loyalty in Service Awardees

Permanent employees are recognized during their milestone years in DCWD. Recognition is done annually during the

DCWD Anniversary and the Grand Awards Night.





Salamat, Paalam. Mabuhay Ka!

Conferred to retirees under approved DCWD Retirement Plan. Tokens shall be given to retirees during a fitting ceremony (i.e. Testimonial Dinner and Honoring) held on or before the date of their retirement.

Study Leave Incentive

Granted to employees who may apply for purposes of taking board / bar exam, or completion of master’s degree; provided they have satisfied the qualification requirements, internal rules of procedure, subject to the general guidelines of CSC.





Career and Self Development Incentive

Granted in recognition of an employee who has satisfactorily completed a course or degree within or outside the country at one’s own expense.





Other Forms of Awards and Incentives

“Personal Growth Opportunities”. Incentives which may be in the form of attendance in conferences on official business, membership in professional organizations, books, journals, DVDs, travel packages and other learning opportunities.

Other Incentives - incentives in kind may be in the form of recognition posted at bulletin board, feature in DCWD publication, etc.



Other HR Systems & Practices

1. Retirement

Pre – Retirement Program

Refers to courses which are intended to familiarize would-be retirees on the government retirement plans and benefits as well as available business opportunities or other productive options / pursuits.

The Service Separation Plan (SSP)

Board Resolution no. 08-376 dated October 15, 2008 provides the Implementing Rules and Regulations on Service Separation Plan (SSP)

Qualified employees are those hired before December 31, 1999.

“Service” as defined means the unbroken period of service rendered by a qualified employee as may be determined from the records.




1. Retirement

The Service Separation Plan (SSP)

The period of availment of the separation benefit and other related benefits by a qualified employee shall last only until upon reaching sixty (60) years of age or having rendered thirty (30) years of service, whichever comes first.




2. Employee Relations

The Grievance Machinery

Adopted per CSC Resolution No. 010113, dated January 10, 2001 and implemented through CSC Memorandum No. 02, s. 2001

A system or method of determining and finding the best way to address the specific cause or causes of a grievance.

Acts upon settling grievances at the lowest possible level in the organization and serves as catalyst for the development of capabilities of personnel on dispute settlement, especially among supervisors.




2. Employee Relations

The Collective Negotiation Agreement (CNA)

Davao City Water District and Nagkahiusang Mamumu-o sa DCWD (NAMADACWAD) renew their Collective Negotiation Agreement (CNA) for three (3) years.

Existing CNA covers employee rights, job security, personnel rights and representation, occupational health and safety, allowances and other benefits, subject to the parameters provided in the DBM letter of confirmation dated November 8, 2000; professional growth and development, family day program, gender and development, employment of next-of-kin, cost reduction measures and CNA incentive, grievance procedure and labor-management committee formation.




3. Employee Health and Wellness Program

DCWD regularly conducts the following health and wellness programs and activities for all employees :

Annual Physical Examination for all Permanent employees

Mandatory annual physical examination for all JO and Casual employees

Annual Executive Check up for Executives

Dugo Mo, Buhay Ko. Bloodletting Activity





Blood Pressure Monitoring and Weight Watch

Oplan Bakuna (vaccination program) Health Teachings and Symposia ; and Physical Fitness Activities

Timbang Kalembang (Weight Watch) Challenge




The DCWD Self Administered Comprehensive Health Program

Board Resolution No. 2000 - 268

Scope : Accidental bodily injury, diseases / illnesses acquired by the employee during his ACTIVE EMPLOYMENT with DCWD.

Coverage : Out-patient and in-patient medical and dental services for all DCWD permanent employees hired before December 31, 1999

Benefits of Employees :

Hospital confinement / In-patient Benefit

Special provisions on out-patient benefit including out-patient medicines, laboratory examination’s fees, dental services, eyeglasses and professional services based on the length of service





Benefits of Employees

Dental Benefit

Eyeglasses

Illnesses requiring maintenance of medicines

Benefits of Employees’ Dependents:

Out-patient Services

Confinement Medical / Surgical benefit

Dependent’s maternity benefit

The DCWD Self Administered Comprehensive Health Program

Board Resolution No. 2000 - 268





4. Employee Discipline

The Committee on Decorum and Investigation (CODI)

Mandated in all government offices per Republic Act 7877

Receives the complaint, conduct fact-finding investigation and recommend the filing of the formal charge in accordance with the Uniform Rules of Procedure in the Conduct of Administrative investigation. It shall submit a report of its findings with the corresponding recommendation to the General Manager. Said report shall be considered strictly confidential.

Conducts meetings with officers, employees and trainees to increase understanding and prevent incidents of sexual harassment; and

Recommends measures to the District that will expedite the investigation and adjudication of sexual harassment cases.




5. Gender and Development

The GAD Policy

GAD became integral part of DCWD operations

DCWD has formulated & implemented office policies in harmony with the existing applicable laws and regulations pertaining to gender and development, to wit:

Solo Parent Leave Anti-Violence against Women & Children Leave Maternity / Paternity Leave Gender Sensitive Career Development Plan Anti-Sexual Harassment Gender sensitive office structure

In adherence to the mandate enshrined in RA 8760, DCWD allots budget for GAD programs.





Mainstreaming GAD in the Workplace

The GAD Focal Point System and Technical Working Group

The GAD Focal Point System and Technical Working Group is formed to ensure effective implementation of GAD programs. Categorized into Internal GAD and External GAD.

Each department has its representative to be part of the TWG.






GAD Programs and Activities

Training Programs

INTERNAL GAD – e.g.) DCWD Moving Forward in Attaining Gender Equality and Equity at Home, Workplace, and Community; Are You Man Enough; etc.

EXTERNAL GAD – e.g.) Gender Training for Law Enforcers; Women in Nature Development Seminar; etc.






Internal GAD Bookmarks on Violence against Women Comics on RA 9262 Brochure on GAD concerns Book on compilation of women and children laws T-shirt Streamers Press releases on DCWD GAD Programs

External GAD

Flyers on the Guidelines on Proper Decorum and Rules and Regulations

T-shirt Streamers Press releases on DCWD

GAD Programs Leaflets on RA 9262

Production / Publication / Printing of Information & Education Campaign (IEC) Materials






Internal GAD External GAD

Flyers on the Guidelines on Proper Decorum and Rules and Regulations

T-shirt Streamers Press releases on DCWD

GAD Programs Leaflets on RA 9262

DCWD Tribute to Golden Women DCWD Tribute to Golden Men Putting-up of Facilities for Women International Women's Day

Commemoration International Human Rights Day

Commemoration DCWD Family Day Conduct of health and wellness

activities (e.g. Breastfeeding campaign; nutrition discussions)




6. Employees’ 201 / Human Resource Information System

Each employee has his / her own 201 folder which contains the following:

CSC Form 212 (Personal Data Sheet) CSC Form 33 (Appointment Forms) Position Description Form (PDF) Medical Certificates Clearances (NBI, Police) Clearance from financial obligations Neuro-Psychiatric Examination Licenses and Eligibility Performance Evaluation Documents Commendation, Certificates, Award, etc.

Disciplinary Action Documents Attendance Records Leave Records Service Records School Records Other HR Records (minutes of the meeting, etc.)





All personnel data are being checked and encoded into the computerized HRIS, and being maintained in coordination with the ICTD.





Verification of attendance log (time in and time out) and online filing of leave applications, including inquiries on leave credits can be viewed by employees through the DCWD website.





Employees’ Medical and Training Records

Employees’ earned hours in trainings and medical transactions are also recorded and filed into their respective 201 files.

Strive to set a

STANDARD of

EXCELLENCE

everyday that

INSPIRES

OTHERS

around you to

do BETTER.

Thank You!