Republic of the Philippines

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENTDILG-NAPOLCOMCENTER, EDSA corner QUEZONAVENUE,QUEZONCITY

Telephone Number 925.11.48 925.88.88 925.03.32www.dilg.gov.ph

July 17, 2013CIRCULARNo. 2013-_9_

SUBJED' GUIDELINES IN THE GRAN!' OF THE FY 2012 PERFORMANCEBASEDBONUS FOR DILG-LG PERSONNEL

Pursuant to Administrative Order No. 25 dated 21 December 2011 and Executive OrderNo. 80 dated 20 July 2012, an Inter-Agency Task Force (IATF) was created to harmonize,unify, streamline and simplify existing monitoring and reporting requirements and processesand to formulate the implementing guidelines on the implementation of the Performance-based System. In line thereto, IATF issued Memorandum Circular Numbers 2012-1, 2012-02A,2012-03 and 2012-05, which will be adopted as the bases for the following implementingguidelines to govern the grant of the DILG PBB for FY 2012.

1.0 Coverage

All officials and employees of DILG Regional offices, bureaus, including LGA, services,and other operating units within the DILG-LG Sector holding regular plantilla positionsand all contractual employees who are in the government service as of November 30, 2012and have rendered at least four months of service during the year as of November 30,2012.

2.0 Requirements

The following shall be observed in determining the eligibility for the grant of the PBB ofpersonnel within the DILG-LG Sector offices/operating units:

2.1 Personnel should have rendered at least four (4) months of service and or still inservice as of November 30, 2012;

2.2 Employees belonging to the first and second levels should receive a rating of atleast "Satisfactory" under the DILG PPES;

2.3 Contractual personnel who may be entitled to the PBB are those occupyingpositions in the DBM-approved contractual staffing pattern. They maybe rankedalong with the regular personnel;

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2.4 Personnel on detail to another government agency for three (3) months ormore as of November 30, 2012 shall be included in the ranking ofemployees in the recipient agency which rated his/her performance;

2.5 Personnel on scholarship may be included in the ranking, provided theyqualify based on the performance criteria established by the DILG-OSECPerformance Management Group (PMG) and approved by the SILG;

2.6 Personnel found guilty of administrative and or criminal cases filedagainst them and meted penalty in FY 2012 shall not be entitled to the FY2012 PBE. If the penalty meted out is only a reprimand such penalty shallnot cause disqualification to receive the PBB;

3.0 Rating and Ranking Scheme

3.1 DILG-LG Sector offices/operating units will be categorized into functionalclusters/groups, as follows:

Bureaus (BLGD,BLGS,NEOO, OPA, OPDS and LGA) Services (AS, EDPS, FMS, lAS, LS, PS, PATROL 117) Regional Offices (16 Regions)

3.2 Each office/operating unit within the cluster/group will be forced rankedfollowing a normal distribution per IATF MC No. 2012 - 03 (Top 10% -Best Performer; Next 25% - Better Performer; and Next 65% - GoodPerformer).

3.3 All officials and employees who qualified for the PBB based on the criteriaset in Section 2 shall be forced ranked following the same normaldistribution as that applied to forced ranking of offices/operating units.

3.4 The amount of PBB for personnel occupying first and second levelpositions shall be contingent on the ranking of their respective offices, asfollows:

INDIVIDUAL PERFORMANCEOFFICE BEST BETTER GOOD

PERFORMANCE (Top 10%) (Next 25%) (Next 65%)BEST 35,000 20,000 10,000BETTER 25,000 13,500 7,000GOOD 15,000 10,000 5,000

3.5 The first and second level employees shall be rated and ranked by theirrespective Division Chiefs (DC), while the DCs by their respectiveOfficelUnit Heads. A committee may also be created withinoffices/operating units for the purpose of rating and forced ranking theirrespective personnel.

3.6 Ranking of OfficelUnit Heads will be contingent on the ranking of theirrespective offices.

4.0 Criteria for Forced Ranking of Offices and Personnel

4.1 Ranking of offices within each duster/group will be based on thefollowing:

CRITERIA WEIGHTA. Accomplishments III accordance to PBB 60%

Performance Targets (source: PBBForm A-I)B. PPA Accomplishments (source: OPB and 4QO/o

Accomplishment Reports)b.l Priority PPAs 28%b.2 Demand-Driven PPAs 12%

TOTAL 100%

4.2 Rating and ranking of personnel belonging to first and second levelpositions may follow the criteria below. Weight allocations may beadjusted but greater emphasis must be placed on individualaccomplishments for the year. Please see sample rating forms which maybe used. (Annexes A- for 2ndlevel and B-for 1st level).

CRITERIA FOR RANKING OF PERSONNEL WEIGHTPerformance 60%

Employee Behavior 30%

Attendance and Punctuality (source: Consolidated Report of 10%Attendance)TOTAL 100%

Each RO/Bureau/Service/operating unit shall submit to the DILG-OSECPerformance Management Group, thru Administrative Service, the final list of forced-ranked personnel (please specify employees' Salary Grade) on or before July 19, 2013using but not limited to the above individual rating criteria.

These guidelines shall be enforced for the grant of PBB for FY 2012.

DlLG-OSEC OUTGOING 13-01964

~~ ANNEXA

~ Department of the Interior and local GovernmentPERFORMANCE BASED-INCENTIVE SYSTEM FOR BEST EMPLOYEE

(For 2nd Level Employee)

Numerical Rating (last 2 rating periods preceding the evaluation)

YEAR: EQUIVALENT POINT RATING (EPR)FIRST RATING PERIOD

SECOND RATING PERIOD

Total Score (I + 11)/2

INSTRUCTION: Encircle the number corresponding the performance of the concerned employee.

NEVERshows CONSISTENTLYthe

RARELY OFTENVERY shows the

conduct OFTEN conduct beingbeing described

described1 2 3 4 5

':l,>ij~,~f5.;;";:'.' .:ii!;, >','>" "qREATiVITY ANDINNOVA!ION" ," '.' ,'."C ,,''', '. ;;" ~.",, .)~:;'::~}';.:O,Theability to qevise new meclianisms and,'introduce changes to improve. work performance;;"._ "'~: ',::

1 Recommends or implements reforms contributing to the attainment 1 2 3 4 5of the office goals and objectivesSuggests new perspectives/ideas of looking at things which can be

2 adopted as systems, 1 2 3 4 5policies, projects or program

3Builds on introduced innovation/s for better implementation oracceptance of the change/project/program

5

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~'ff; ANNEX A..~ Department of the Interior and local Government

NOTE: Fill out this portion when rating Supervisory level employee and/or designated supervisors [SG 18-24].

!- -.,!

LEADERSHIP' " -.. -. The manner of directing, Influencing, motivating and developing confidence of peers and subordinates to work

, and initiating teamwork to accomplish assigned tasks and achieve office goals and objectives.Directing17 Set priorities, realistic goals and objectives for tasks to be done 1 2 3 4 5

18Plans, organizes and executes the programs using a systematic

1 2 3 4 5process

19Effectively monitors and evaluates office performance to ensure

1 2 3 4 5alignment with organizational/national goals and objectives

20Gives clear instructions to subordinates and discusses

1 2 3 4 5accountabilities on expected results

Influencing21 Exhibits passion for work and the organization 1 2 3 4 5

22Sets an example by providing substantive contribution to the

1 2 3 4 5organization's performance a

23 Demonstrates good communication skills 1 2 3 4 5Motivating

24Inspires a sense of purpose that unifies co-workers through a shared

1 2 3 4 5vision

25Mentors and coaches subordinates to enhance their knowledge and 1 2 3 4 5skills

26 Consults and entertains suggestions from peers and subordinates 1 2 3 4 5

27Approachable and upholds a conducive environment for a healthy

1 2 3 4 5discussion

DevelopingDevelops skills, knowledge and abilities of subordinates for effective

28 work performance through technical and self enhancement training 1 2 3 4 5programs

tI' ~

NEVER CONSISTENTLYshows the RARELY OFTEN

VERY shows the conductconduct (2-3 (4-8) OFTEN being describedbeing times) (9-15) (more than 15

described times)5 4 3 2 1

1 Tardiness , 1 2 3 4 52 Under time 1 2 3 4 53 Absences 1 2 3 4 54 Non attendance to Flag Raising Ceremony and other similar activities 1 2 3 4 5

NonSubmission

LateSubmission

On TimeSubmission

o 5

1Submits Sworn Statement of Assets & Liabilities (SALN) within given-

0 1 5deadline

2 Submits updated Personal Data Sheet (PDS/212) as required 0 1 53 Submits PPESon time 0 1 5

4Submits liquidation Of Cash Advance on time 0 1 5(Note: Not applicable if no travel during the Rating Period. Do not rate.)

NIIIbeC1l0-.

/ Department of the Interior and Local Government

PLEASEDO NOT FILL-UP BELOW THE DOTIED LINE. FOR ASSESSORSUSE ONLY.

SUMMARY OF ASSESSMENT

IUII:tIIII: ~#'Ullfi" Creativity and InnovationJudgment & Critical ThinkingWork EthicsLeadership

TOTAL RATING

~GRAND TOTAL

REMARKS: ~~ _

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Department of the Interior and local Government

PERFORMANCE BASED-INCENTIVE SYSTEM FOR BEST EMPLOYEE, (For 1stLevel Employee)

ANNEX B

Numerical Rating (last 2 rating periods preceding the evaluation)

YEAR: EQUIVALENT POINT RATING (EPR)FIRST RATING PERIOD

SECOND RATING PERIODTotal Score (I + 11)/2

NEVERshows CONSISTENTLYthe RARELY OFTEN VERY shows theconduct OFTEN conduct beingbeing described

described1 2 3 4 5

1 Improved methods/systems are readily tried for effective work 2 3 4 5performance.

2 New and additional assignments are accepted and performed. 2 3 4 5Can recognize problems with the assigned tasks, tackle problems on

3 his/her own when deemed appropriate and find constructive 1 2 3 4 5solutions to encountered problems.

4 Notifies supervisor for any unsafe office conditions 2 3 4 55 Knowledgeable and has the technical expertise to handle assigned 2 3 4 5

tasks6 Demcnstrates the flexibility and adaptability to understand and 1 2 3 4 5

adopt changes if necessary.7 Weighs situations/facts with care and before taking necessary action 2 3 4 5

for decisions to be carried out8 Sets priorities and is not easily overwhelmed by competing tasks 2 3 4 5

Solicits ideas/information from peers and superiors, gather and9 verify pertinent information before responding to 2 3 4 5

documents/clientele10 Ensures that the security of confidential information is never 2 3 4 5

compromised.

~~j~~;"~~~!di;f12~::~f~;~1[o~~'li~:~~~:~X~;~~~%~~I~~!~!~hJ~~~'~ha~a;~:~a~J~e~or~:~~~'3'~, .'.',:~;;;;c;;'211 Has not been involved in any misdeed/misconduct 1 2 3 4 512 Works expeditiously to achieve results/tasks on time 1 2 3 4 513 Shows pleasant disposition even in stressful work situations 1 2 3 4 514 Cooperative and gets along well with superiors and peers 1 2 3 4 515 Maximizes the use of scarce government resources to achieve 2 3 4 5

expected output16 Spends office time productively 2 3 4 5

Department of the Interior and Local Government

NEVER CONSISTENTLYshows the RARELY OFTEN VERY shows the conductconduct (2-3 (4-8) OFTEN being describedbeing times) (9-15) (more than 15

described times)5 4 3 2 1

1 Tardiness 1 2 3 4 52 Under time 1 2 3 4 53 Absences 1 2 3 4 54 Non attendance to Flag Raising Ceremony and other similar activities 1 2 3 4 5

.. IrI~~Imf..... 1' . .Non Late On Time

Submission Submission Submission0 .. 1 5

1Submits Sworn Statement of Assets & Liabilities (SALN) within given

0 1 5deadline

2 Submits updated Personal Data Sheet (PDS/212) as required 0 1 53 Submits PPES on time 0 1 5

4Submits liquidation of Cash Advance on time

0 1 5(Note: Not applicable if no travel during the Rating Period. Do not rate.)

PLEASE DO NOT FILL-UP BELOW THE DOTTED LINE. FOR ASSESSORS USE ONLY.

SUMMARY OF ASSESSMENT

~-N Uil i!ii.]m:r:m~ij:f.t43.Jmtia~it-Jt1llk1A1W!~~~.TOTALC!..& I:U'f- _

RATING 1

III:.:I::I:"! , '1-'11I. , ,JudurnentWork Ethics

TOTALRATING

REMARKS: _

ANNEX B

; -

HOW TO GET THE RATINGS

FOR LETTER A (WORK PERFORMANCE BASED ON PPES (PART 1))

1. Write on the table the employee's Equivalent Point Rating (EPR) for the first [EPR 1]and second [EPR 2] rating periods.

2. To get the Total Score (TS), add EPR 1 and EPR 2.3. Divide TS by two (2) then divide your answer by point seventy-five (.75)*4. Multiply your answer in No.3 by point sixty (.60)5: Then, multiply it by one hundred (100).

FOR LETTER B (BEHAVIORAL DIMENSION)

1. Add the numbers encircled from items one to sixteen (for non supervisors), one totwenty-eight (for supervisors).

2. Divide it by eighty (80) for non-supervisors and one hundred forty (140) forsupervisors.

3. Multiply it by point twenty-five (. 25) then multiply it by one hundred (100).FOR LETTER C (ATTENDANCE AND PUNCTUALITY)

1. Add the numbers encircled from items one to four.2. Divide it by twenty, multiply by .075 then multiply it by one hundred (100).

FOR LETTER D (COMPLIANCE TO OFFICE POLICIES/ADMINISTRATIVEREQUIREMENTS)

1. Add the numbers encircled from items one to five. Do not add item no. four if notravel has been made during the rating period. Do not rate.

2. Divide the score by twenty (for employees who have rating on item no. 4) andfifteen (for those who do not have a rating on item no. 4).

3. Then, multiply it by .075 then multiply it by one hundred (100).

FINAL RATING

Add the ratings of Letters A, B, C& D.

"Point seventy-five (.75) is the highest EPR based on Part l(Performance) of the PPES