PROGRAM TO INSTITUTIONALIZE

MERITOCRACY AND EXCELLENCE IN

HUMAN RESOURCE MANAGEMENT
(PRIME-HRM)

SUPERVISED AGENCY SELF-ASSESSMENT

Philippine Ports Authority Multi-purpose Hall

June 30, 2017
8:30 a.m. – 5:00 p. m.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Governance
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Policy PM-G-S2.1  CSC Approved
The Agency’s PM policies and/or SPMS with
processes are customized to provisions on
Agency’s requirements, and EEOP
include specific guidelines on • Presence of GAD
application of equal opportunity General Policies
principles. and Commitments
in the Agency’s
CSC-Approved
SPMS Manual
 Evidence Requirement
(General Policies)

“The (Name of Agency) adheres to the

existing general policy of no
discrimination based on gender identity,
sexual orientation, disabilities, religion
and/or indigenous group membership in
the implementation of its performance
management system.”
3
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Governance
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Structures PM-G-S2.2  Office Order
and Roles The Agency has a PMT that performs creating PMT with
additional functions to address defined roles and
specific PM needs (e.g., formulates responsibilities as
customized criteria, guidelines and per CSC MC No. 6,
tools for setting performance Series of 2012
standards). (SPMS)
 Minutes of the
meetings and/or
resolutions
 Internal/ customized
Guidelines
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Governance
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Review PM-G-S2.3  OPCR/DPCR/IPC
Mechanis The Agency tracks the efficiency R (targets and
m of PM processes and uses data to accomplishments)
improve system:  Summary of
• Completion of Performance Ratings
Review Summary of Ratings  Minutes/Reports of
supported by signed Office and Performance
Individual Commitment and Review
Performance Review forms  SPMS Calendar
• Timely submission of required
PM forms and reports
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Governance
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Information PM-G-S2.4  Database of MFOs,
and The Agency uses a Success Indicators
Communicat computer-based system to  Computerized
ion maintain PM documents. Performance
(use of Management forms/
technology) documents
 Summary of Ratings
 Computerized
Monitoring tools
 Evidence Requirement
Sample of Database of Success Indicators

7
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Governance

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Information and PM-G-S2.5  Data on PM (uploaded in the
Communication The Agency maintains computer-based system)
(database documentation and records on:  PM process flow
content) • PM process flow  Table of MFOs and
• MFOs and success indicators corresponding Success
• System review data on PM indicators
efficiency  Report on PMS implementation
• System implementation (e.g., (e.g., PDF files of PMT minutes
PMT minutes; performance of meetings and resolutions;
review calibration results) performance review calibration
• Individual Development Plans results)
 Accomplished Individual
Development Plans
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Performance Planning and Commitment
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Target PM-PC-S2.1  Signed/ Approved
Setting The Agency’s individual target-setting DPCR/IPCR with
process is guided by performance targets aligned with
standards agreed upon by the MFOs
managers/supervisors and
employees.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Performance Planning and Commitment
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Standard PM-PC-S2.2  DPCR/IPCR with targets
Setting The Agency has a based on SMART
process for establishing/ parameters
clarifying specific  Minutes of PMT Meetings
performance standards
for individual positions
vis-à-vis unit.
Evidence Requirement
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Performance Monitoring and Coaching

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Performance PM-PMC-S2.1  Report on Periodic Review
Tracking The Agency has of Performance
processes (e.g.,  Monitoring tools per MFOs
periodic review) that  Performance Review
managers/ Process Flow
supervisors and  Coaching journals/ Minutes
employees use to of Meeting
track individual  SPMS Calendar
performance.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Performance Monitoring and Coaching

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Providing PM-PMC-S2.2  Coaching report
Performance The Agency has performance  Minutes of
Support coaching mechanism that is Performance
linked to performance Review/Meetings
tracking.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Performance Review and Evaluation
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Performance PM-PRE-S2.1  DPCR/IPCR with
Review and The Agency’s individual self-rating
Evaluation performance review and confirmed/ by
evaluation process involves supervisor/ manager
validation of employees’ self- and validated by the
rating by PMT
managers/supervisors based  Monitoring tools per
on documented MFOs
accomplishments.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Performance Review and Evaluation

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Calibrating PM-PRE-S2.2  Minutes of
Performance The Agency has a Monthly/quarterly
Assessments customized process for performance review
reviewing performance  Minutes of PMT Meetings
assessments to ensure on performance
agreed performance review/evaluation
standards have been
applied.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: System
PILLAR: Development Planning
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Development PM-DP-S2.1  Sample
Planning Agency uses customized accomplished
planning templates (e.g., customized IDP
individual development plan) for Performance
to discuss and document Improvement/
employees’ development Enhancement
areas and to recommend
interventions.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Governance
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Policy PM-G-C2.1  CSC Approved
Review and Reviews and refines PM policies SPMS with
Formulation and/or policy guidelines to meet provisions on
agency requirements and EOP
promote equal opportunity
principles (e.g., provision of
enabling support for differently-
abled staff to meet targets), in
collaboration with the PMT,
managers/supervisors and top
management.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Governance
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
System PM-G-C2.2  OPCR/DPCR/IPC
Review Tracks and analyses efficiency of R (targets and
PM processes and uses data to accomplishments)
improve or recommend  Summary of
improvements in PM Ratings
policies/policy guidelines and their  Minutes/Reports
execution, in collaboration with the of Performance
PMT, managers/ supervisors and Review
top management.  SPMS Calendar
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Governance
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Use of PM-G-C2.3  Database of MFOs,
Technology Uses computer-based Success Indicators
records and data  Computerized
management system to Performance
maintain PM documents. Management forms/
documents
 Summary of Ratings
 Computerized
Monitoring tools
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Governance

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Communication PM-G-C2.4  Office Memo/
Updates everyone in the Circular
Agency on PM system and  General
processes, and provides Assembly/
system review data to top Orientation with
management, managers/ Attendance Sheet
supervisors and the PMT.  Report on the
Annual PMS
Policy Review
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Performance Planning and Commitment

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Target PM-PC-C2.1  Signed/ Approved
Setting Reviews and analyzes alignment DPCR/IPCR with
of individual targets with unit targets aligned
targets, in collaboration with with the MFOs
managers/ supervisors, and
provides recommendations for
improvement to concerned unit.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Performance Planning and Commitment

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Standard PM-PC-C2.2  DPCR/IPCR with
Setting Reviews and analyzes targets based on
performance standards, in SMART
collaboration with managers/ parameters
supervisors, and provides  Minutes of PMT
recommendations for Meetings
improvement to concerned unit.
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Performance Monitoring and Coaching
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Performance PM-PMC-C2.1  Report on Periodic
Tracking Develops individual and unit Review of
performance tracking tools and Performance
processes, and orients  Monitoring tools per
managers/supervisors and MFOs
employees on their use.  Performance
Review Process
Flow
 Coaching journals/
Minutes of Meeting
 SPMS Calendar
24
25
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Performance Monitoring and Coaching

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Providing PM-PMC-C2.2  Coaching report
Performance Adopts performance coaching  Minutes of
Support framework and develops tools Performance
(e.g., coaching guide or Review/Meetings
template) and orients
managers/ supervisors on its
application.
 Coaching Journal Template
Date of Coaching Session Details Remarks

One-on-One Coaching ____

Team Coaching ____

1. Goal

2. Realities

3. Options

3. Will/Way Forward

____________________ __________________ ____________

Name of the Coachee Name of the Coach Date: 27

 DESCRIPTION PARTICULARS REMARKS

G To reduce the processing time of business permits to 30 minutes within the municipality of LGU in
order to achieve good ratings in the Report Card Survey
(Goals)

Business permits take one-hour processing because of the following:


R 

Lack of resources/ short staffed
Very little time for training
Lack of stationery
(Realities)
 Staff are not competent due to lack of training

As the main problem is lack of training, the following options are proposed:
O 

Task experienced staff to train new people
Send people to participate in trainings
(Options)  Assess people to prioritize who needs to be trained

It was agreed that the implementation will involve:

W 1. Assessment of staff
2. Tasking the most confident and efficient staff to train the people
3. Crafting of a manual on processing of business permits
(Way Forward )
4. Assessment after a month

Confident and competent staff as trainors

 Writers for the manual
Resources Needed
 Trainings or learning opportunities
 Supplies for the manual

Timeline Three months

Next Meeting 28
After assessment / one month
(if necessary)
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Performance Review and Evaluation
PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Managing the PM-PRE-C2.1  DPCR/IPCR with
Performance Monitors the alignment of self-rating
Review and individual and unit confirmed/ by
Evaluation performance assessment, in supervisor/
Process collaboration with PMT and manager and
managers/ supervisors, and validated by the
provides recommendations PMT
for improvement.  Monitoring tools
per MFOs
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Performance Review and Evaluation

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Calibrating PM-PRE-C2.2  Minutes of
Performance Monitors consistency in Monthly/quarterly
Assessments application of policies and performance
guidelines in the process for review
calibrating performance  Minutes of PMT
assessments, in collaboration Meetings on
with the PMT, and provides performance
recommendations for review/evaluation
improvement. / calibration
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Development Planning

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Designing PM-DP-C2.1  IDP for
Development Develops customized Performance
Planning planning templates for Improvement/
Tools and documenting comments and Enhancement
Processes recommendations on
employee’s development
areas and recommended
interventions.
 INDIVIDUAL DEVELOPMENT PLAN (IDP)
for Executive and Managerial Positions in the 2nd Level
Interventions (Formal
Resources
Performance Gap/s Training or Non-Formal Timeline
Needed
Training)

Submitted by: Reviewed by: Approved by:

_________________ __________________ _______________________

(Name of IDP Holder) Immediate Supervisor Agency Head/PMT Chair
Date: Date: Date: 32
 PERFORMANCE
MANAGEMENT (PM)
EVIDENCE/PROOF OF MEETING MATURITY LEVEL II
LENS: Competencies
PILLAR: Development Planning

PILLAR EVIDENCE
INDICATOR
(Element) REQUIREMENTS
Facilitating PM-DP-C2.2  IDP for
Development Develops and implements Performance
Planning customized guidelines in Improvement/
development planning, and Enhancement
monitors application of
managers/supervisors and
employees.
 THANK YOU !!!

DIRECTOR II NOEL V. SALUMBIDES

Civil Service Commission-NCR
OFFICE OF THE PRESIDENT FIELD OFFICE

34