Metals Industry Research and Development Center
SYSTEM OF RANKING OF DELIVERY UNITS AND INDIVIDUALS
1.0
OBJECTIVE
To establish a system to rank MIRDC delivery units and personnel relative to the
grant/entitlement of Performance-Based Bonus (PBB) for FY2015 pursuant to the
Memorandum Circular No. 2015-1 dated August 12, 2015 issued by the Inter-Agency
Task force on the Harmonization of National Government Performance Monitoring,
Information and Reporting Systems (Administrative Order No. 25, s. 2011).
2.0
COVERAGE
This covers all identified delivery units of MIRDC and all its officials and employee
holding regular plantilla positions.
3.0
ELIGIBILITY CRITERIA
3.1
Agency
3.1.1
To be eligible for the PBB, the MIRDC must satisfy the following criteria
and conditions as provided in the IATF Memorandum Circular No. 2015-1:
a. Achieve at least 90% of each one of the Congress-approved
performance targets for the delivery of Major Final Outputs (MFOs)
under the Performance Informed Budget (PIB) of the FY2015 General
Appropriation Act (GAA), and the targets for Support to Operations
(STO)and General Administration and Support Services (GASS);
b. Achieve at least 90% of each one of the priority program/project
targets agreed with the President under the five Key Result Area of
Executive Order (EO) No. 43, whenever applicable;
c. Satisfy 100% of the good governance conditions set by the AO 25 IATF
for FY2015,to wit:
i.
Maintain/update the Agency Transparency Seal which includes
the posting of MIRDC's (1) system of ranking delivery units and
individuals, and (2) Quality Management Certificate from an
international certifying body or the agency Operation Manual.
ii.
Maintain/update the PhilGEPSposting
iii. Maintain/update
equivalent.
the
Citizen's
or
Service Charter
or
its
d. Use of MIRDC's esC-approved Strategic Performance Management
System (SPMS).
3.1.2
The following are the GASStargets and its conditions is based on the IATF
Memorandum Circular 2015-1:
a. Budget Utilization Rate (BUR)
b. Compliance to Public Financial Management (PFM) reporting
requirements of the Commission on Audit (COA) and the Department
of Budget and Management (DBM);
c. Adoption and use of the 2014 Agency Procurement Compliance and
Performance Indicators (APCPI)Systems per GPPB Resolution No. 102012;
d. 5ubmission of Annual Procurement Plan (APP);
3.2
Delivery Units
3.2.1
MIRDC delivery units are the following:
a. Office of the Executive Director and Planning and Management
Division {OED-PMD)
b. Finance and Administrative Division (FAD)
c. Analysis and Testing Division (ATD)
d. Technology Diffusion Division (TOO)
e. Materials and Process Research Division (MPRD)
f. Prototyping Division (PD)
3.3
3.2.2
Office of the Executive Directors includes the office of Deputy Executive
Directors.
3.2.3
The delivery units shall meet the criteria and conditions in 3.1.1 to be
eligible for the FY2015 PBB.
Individual/Personnel
3.3.1
Employees belonging to the first and second levels should have a rating of
"5atisfactory" based on MIRDC's CSC-approvedSPMS.
3.3.2
Officials cover by the CE5PE5should have a rating of at least "very
satisfactory" under CESPES.
3.3.3
Personnel on detail to another government agency for six (6) months or
more shall be included in the ranking of employees in the recipient
agency that rated his/her performance. Payment of PBBshall come from
the mother agency.
3.3.4
Personnel who transferred from one government agency to another
agency shall be rated and ranked by the agency where he/she served the
longest. If equal months were served for each agency, he/she will be
included in the recipient agency.
3.3.5
An employee who has rendered a minimum of nine (9) months of service
during the fiscal year and with a required performance rating stated
above may be eligible to the full grant of the PBB.
3.3.6
An employee who rendered a minimum of three (3) months but less than
nine (9) months of service and with the required performance rating shall
be eligible for the grant of pro-rated PBB corresponding to the actual
length of service rendered, as follows:
!
8
7
6
5
4
3
Length of service
months but less than 9 months
months but less than 8 months
months but less than 7 months
months but less than 6 months
months but lessthan 5 months
months but less than 4 months
%ofPBB
90%
80%
70%
60%
50%
40%
The following are the valid reasons for an employee who may not meet
the nine-month actual service requirement to be considered for PBBon a
pro-rata basis:
a.
b.
c.
d.
e.
f.
g.
h.
3.3.7
Being a newly hired employees
Retirement
Resignation
Rehabilitation leave
Maternity leave and/or paternity leave
Vacation or sick leave with or without pay
Scholarship/study leave
Sabbatical leave
Officials/employees who are on scholarship but are required to report for
work in the exigency of service shall be entitled to the PBB provided they
have a corresponding performance evaluation. Their entitlement to the
PBBshall be based on their actual services rendered and computed based
on 3.3.5 and 3.3.6. To compute actual services, twenty-two (22) working
days is equivalent to one (1) month.
3.3.8
Personnel not entitled to the PBB:
a. On vacation or sick leave, with or without pay for the entire year;
b. On scholarship and not reporting to office for the entire year;
c. Found guilty of administrative and/or criminal cases and meted
penalty in FY2015,except if the penalty is reprimand;
d. Failed to submit the 2014 SALNas prescribed in the rules provided
under CSCMemorandum Circular NO.3 s. 2015;
e. Failed to liquidate cash advances received in FY2015 within the
reglementary period as required by the COA.
4.0
RANKING OF DELIVERYUNITSAND INDIVIDUALS
4.1
Ranking of Delivery Units
4.1.1
Delivery Units that meet the criteria and conditions in the Item 3.1.1 are
eligible to the PBBfor FY2015,and shall be ranked as follows:
Ranking
Top 10%
Next 25%
Next 65%
4.1.2
Performance ranking of eligible delivery units is based on the following
criteria:
a.
b.
c.
d.
e.
4.2
Performance Category
Best Office/Delivery Unit
Better Office/Delivery Unit
Good Office/Delivery Unit
Indicator
Accomplishment of performance targets
Submission of Reports
Conformity to Management Systems (QEMS & LMS)
Participation to employees' engagement programs
Support to other division/system/committees
Total
Weight (%)
60%
20%
10%
5%
5%
100%
Ranking of Individuals
4.2.1
Only personnel belonging to eligible delivery units are qualified for the
PBB.
4.2.2
Officials and employees of eligible delivery units shall be forced ranked as
follows, subject to the estimated budget ceiling of MIRDC for FY2015 PBB:
Ranking
Best Delivery Unit
Better Delivery Unit
Good Delivery Unit
4.2.2.1
4.2.3
Performance Category
Best
Better
Good
Performer
Performer
Performer
Top 20%
Next 35%
Next 45%
Top 15%
Next 30%
Next 55%
Top 10%
Next 25%
Next 65%
The Divisions' Model Employees shall be automatically
ranked as Best Performer.
Performance ranking of eligible personnel is based on the following:
Indicator
a. Performance Evaluation Rating including report
submission
b. Work attitude/team work (observable behavior)
c. Innovations/improvements introduced
d. Punctuality and attendance
e. Awards & Recognition
f. Performance of other non-related duties
Total
5.0
be
Weight (%)
35%
25%
15%
15%
5%
5%
100%
PERFORMANCEREVIEWAND EVALUATION
5.1
Eligible Delivery Units
5.1.1
The accomplishment of performance targets by the delivery units shall be
rated by the PBB Committee based on the percentage of their
accomplishments.
5.1.1.1
5.1.2
To get the
score on accomplishment,
percent
of
accomplishment is multiplied by the weight allocation (60%).
The PBBCommittee shall determine the reports that will be subjected for
evaluation as one indicator for performance ranking of delivery units. It
shall be evaluated by the PBBCommittee based on the percentage of ontime submission:
Indicator
90 - 100% of reports submitted on deadlines
70 - 89% of reports submitted on deadlines
50 - 69% of reports submitted on deadlines
30 - 49% of reports submitted on deadlines
10 - 29 % of reports submitted on deadlines
0- 9% of reports submitted on deadlines
Points
100
80
60
40
20
0
5.1.3
Nonconformities (NC) to the management system (1509001 and 17025)
shall be the indicator to determine the degree of conformity to the
MIRDC management system. Scoring is based on the findings of external
and internal audits.
5.1.3.1
Conformance
to
MIRDC's Quality
and
Environmental
Management System (QEMS) shall be rated as follows:
Indicator
Total of 1 - 3 NCsfor the year
Total of 4 - 10 NCsfor the year
Total of 11- 15 NCsfor the year
Total of 16 or more NCsfor the year
Suspended/Aborted Audit
5.1.3.2
Points
100
80
60
40
20
Compliance to Laboratory and Environmental
System (LEMS)shall be evaluated as follows:
Indicator (Type of
NC)
Highly Significant
Significant (S)
Minor NC (M)
No. of
findings
1
2
3
4
>5
1
2-3
4-5
6-9
~1O
For each
minor NC
Management
Points to be deducted
from 100 points
10
20
30
40
SO
5
10
20
40
SO
1
5.1.3.3
Nonconformities from external and internal audit shall be scored
separately. The average score of both external and internal
audits nonconformities is the final score for Conformity to
Management System.
5.1.3.4
For delivery units that are audited by both QEMS and LEMS,the
final score is equivalent to the higher score (e.g. PMD, FAD).
5.1.3.5
Only audit findings attributable to the delivery units shall be
considered for evaluation and scoring.
Excluded are the
following:
Internal Audit Committee Chair, Quality and
Environmental
Management
Representative,
Quality
Management
Representative, Environmental
Management
Representative, Document Custodian of the Center, Pollution
Control Officer, etc.
5.1.4
Employees' engagement programs are non-work related programs
intended to foster nationalism, teamwork, sportsmanship, and health
and fitness among others. These includes attendance to flag ceremonies,
women's month celebration, teambuilding, anniversary celebrations,
sports (DOST & MIRDC), Christmas celebrations and other activities
implemented and/or supported by the MIRDC and DOST that requires
ALL employees' participations. Points system is based on the percentage
of participation of delivery units in all activities/programs implemented
and/or supported as certified by the Administrative and General Services
Section (AGSS)of Finance and Administrative Division (FAD), using the
formula below:
Formula:
%
participation
=
# of attendees in activity 1 + 2 +... n
-~------~---x
Total Number of Personnel Required
Total Number of Activities/Programs
Implemented/Supported
Indicator
90 - 100% participation
60 - 89% participation
40 - 69% participation
20 - 39% participation
0- 19 % participation
5.1.5
100
Points
100
80
60
40
20
Support to other division/systems/committees
is allowing staff to
participate in the activities/programs of other divisions including DOST
agencies, provided that the said activities are not part of the supporting
division's performance targets, such as but not limited to:
a.
b.
c.
d.
Internal audit
Project/committee membership
Training and consultancy
Technical assistance
5.1.5.1
At the end of the year, the PBB Committee shall determine the
activities/programs that will be considered as support to other
divisions including the score of supporting division on each of
the identified activities.
5.2
Eligible Individuals
5.2.1
Performance of officials and employees shall be rated based on
individual's performance numerical rating/score for the year using the
following formula:
Points on Performance
rating
=
1st Rating + 2nd Rating
2
x
20
5.2.2
Immediate supervisor will assess their respective personnel on work
attitude/teamwork using a prescribed assessment form. Points are based
on the result ofthe assessment.
5.2.3
Each innovation/improvement introduced shall be given 10 points each,
maximum of 100 points. These are technologies, policies or systems that
are introduced within the rating period and are implemented for work
improvement, and are not included in the individual's performance
targets.
5.2.4
Punctuality and attendance shall be rated by the FAD-AGSSbased on
employees' record.
5.2.4.1
Punctuality rating is based on the tardiness and the under-times
incurred by an empioyee in a given year and shall be rated as
follows:
Indicator
<Q)-12days tardiness/under-time
N
Points
100
t:J.3-24days tardiness/under-time
90
'25-36 days tardiness/under-time
:37-48 days tardiness/under-time
49-60 days tardiness/under-time
151-99 days tardiness/under-time
V10rethan 100 days tardiness/under-time
~abitual tardiness/under-time for the year
80
70
60
50
40
0
rate score for tardiness and under-time
5.2.4.2
Any official or employee who incurred tardiness and/or undertime regardless of minutes per day, ten times a month for two
consecutive months or two months in a semester during the
year shall be given zero point in tardiness and/or under-time.
5.2.4.3
Attendance rating is based on the vacation and sick leaves of
employees whether with or without pay including unauthorized
absences, and shall be rated based on the number of leaves
incurred in a given year:
Indicator
1- 5 days vacation/sick leaves in a year
6 - 10 days vacation/sick leaves in a year
11- 15 days vacation/sick leaves in a year
16 - 20 days vacation/sick leaves in a year
21- 25 days vacation/sick leaves in a year
26 - 30 days vacation/sick leaves in a year
31- 35 days vacation/sick leaves in a year
36 - 40 days vacation/sick leaves in a year
41- 45 days vacation/sick leaves in a year
More than 45 days vacation/sick leaves in a year
Habitually absent as described in 5.2.4.4
5.2.4.4
Points
100
90
80
70
60
50
40
30
20
10
0
Any official and employee who have incurred unauthorized
absences exceeding the allowable 2.5 days monthly leave credit
under the Leave Law for at least three (3) months in a semester
or at least three (3) consecutive months during the year shall be
given zero point in attendance.
5.2.5
10 points shall be given to each of the award and recognition received
within the rating period. Maximum of 100 points.
5.2.6
Non-related duties performed by employees that contribute to
organization's productivity, efficiency and/or pride that are not included
in employee's performance targets shall be given points by their
respective division heads. Provided, the performance of which are
authorized by the agency head or supervisors.
Prepared by:
Approved by:
/,
;I"IZ,DPA
Chie ,
strativeandGeneral5ervices5ection
Finance and Administrative Division
Date:
28 October 2015
l.RO
0-J;
O.~.~
"\ Ass~~e~;IW:n05T
and
Officer-in-Charge, MIRDC
Date:
30 October 2015