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Republic of the Philippines

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT


DILG-NAPOLCOMCENTER, EDSA corner QUEZON AVENUE, QUEZON CITY
Telephone Number 925.11.48
925.88.88
925.03.32
www.dilg.gov.ph

July 17, 2013

CIRCULAR
No. 2013-_9_
GUIDELINES IN THE GRAN!' OF THE FY 2012 PERFORMANCE
BASED BONUS FOR DILG-LG PERSONNEL

SUBJED'

Pursuant to Administrative Order No. 25 dated 21 December 2011 and Executive Order
No. 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 processes
and to formulate the implementing guidelines on the implementation of the Performancebased 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 implementing
guidelines 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 positions
and all contractual employees who are in the government service as of November 30, 2012
and 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 of
personnel within the DILG-LG Sector offices/operating units:
2.1 Personnel should have rendered at least four (4) months of service and or still in
service as of November 30, 2012;
2.2 Employees belonging to the first and second levels should receive a rating of at
least "Satisfactory" under the DILG PPES;
2.3 Contractual personnel who may be entitled to the PBB are those occupying
positions in the DBM-approved contractual staffing pattern. They maybe ranked
along with the regular personnel;
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2.4 Personnel on detail to another government agency for three (3) months or
more as of November 30, 2012 shall be included in the ranking of
employees in the recipient agency which rated his/her performance;
2.5 Personnel on scholarship may be included in the ranking, provided they
qualify based on the performance criteria established by the DILG-OSEC
Performance Management Group (PMG) and approved by the SILG;
2.6 Personnel found guilty of administrative and or criminal cases filed
against them and meted penalty in FY 2012 shall not be entitled to the FY
2012 PBE. If the penalty meted out is only a reprimand such penalty shall
not cause disqualification to receive the PBB;

3.0 Rating and Ranking Scheme


3.1 DILG-LG Sector offices/operating units will be categorized into functional
clusters/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 ranked
following a normal distribution per IATF MC No. 2012 - 03 (Top 10% Best Performer; Next 25% - Better Performer; and Next 65% - Good
Performer).
3.3 All officials and employees who qualified for the PBB based on the criteria
set in Section 2 shall be forced ranked following the same normal
distribution as that applied to forced ranking of offices/operating units.
3.4 The amount of PBB for personnel occupying first and second level
positions shall be contingent on the ranking of their respective offices, as
follows:
INDIVIDUAL PERFORMANCE
OFFICE
PERFORMANCE
BEST
BETTER
GOOD

BEST
(Top 10%)

BETTER
(Next 25%)

GOOD
(Next 65%)

35,000
25,000
15,000

20,000
13,500
10,000

10,000
7,000
5,000

3.5 The first and second level employees shall be rated


respective Division Chiefs (DC), while the DCs
OfficelUnit Heads.
A committee may also
offices/operating units for the purpose of rating and
respective personnel.

and ranked by their


by their respective
be created within
forced ranking their

3.6 Ranking of OfficelUnit Heads will be contingent on the ranking of their


respective offices.

4.0 Criteria for Forced Ranking of Offices and Personnel


4.1 Ranking of offices within each duster/group
following:

will be based on the

CRITERIA
A. Accomplishments III accordance to PBB
Performance Targets (source: PBB Form A-I)
B. PPA Accomplishments (source: OPB and

WEIGHT
60%
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 level
positions may follow the criteria below. Weight allocations may be
adjusted but greater emphasis must be placed on individual
accomplishments for the year. Please see sample rating forms which may
be used. (Annexes A- for 2ndlevel and B-for 1st level).
CRITERIA FOR RANKING OF PERSONNEL
Performance

WEIGHT
60%

Employee Behavior

30%

Attendance and Punctuality (source: Consolidated Report of


Attendance)
TOTAL

10%
100%

Each RO/Bureau/Service/operating
unit shall submit to the DILG-OSEC
Performance Management Group, thru Administrative Service, the final list of forcedranked personnel (please specify employees' Salary Grade) on or before July 19, 2013
using 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 Government


PERFORMANCE

BASED-INCENTIVE
nd

(For 2

Numerical

SYSTEM FOR BEST EMPLOYEE

Level Employee)

Rating (last 2 rating periods

YEAR:

preceding

the evaluation)

EQUIVALENT POINT RATING (EPR)

FIRST RATING PERIOD


SECOND RATING PERIOD
Total Score (I + 11)/2

INSTRUCTION: Encircle the number


NEVER
shows
the
conduct
being
described

corresponding

RARELY

the performance

VERY
OFTEN

OFTEN

of the concerned

employee.

CONSISTENTLY
shows the
conduct
being
described

>"

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"qREATiVITY ANDINNOVA!ION"
," '.'
,'."C
,,''',
'. ;;" ~.",
, .)~:;'::~}';.:O,Theability to qevise new meclianisms and,'introduce changes to improve. work performance;;"._ "'~: ',::
1

Recommends or implements
reforms
of the office goals and objectives
Suggests new perspectives/ideas

adopted

to the attainment

or program

Builds on introduced
acceptance

of looking at things which can be

as systems,

policies, projects

contributing

innovation/s

for better

implementation

or

of the change/project/program

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...~-"',(-'~~Ht"':". ,', "i,;: , .


r'

JUDGEMEI\IJAND
~RITICAl niINKIJlJG,.
':"
','
,The m~'nnei ef analyzing, conceptualizing, evaluating and deciding based on gathered facts and observations:' "'.

Knowledgeable

Checks the nature

and has the technical

expertise

to handle tasks

and sources of data or information

prior to

decision making
6

Ready with contingency


planned

plans in the event of modifications

in

activity

Weighs situations/facts

with care and before taking necessary action

for decisions to be carried out


8

Sets priorities

Solicits ideas/information

and is not easily overwhelmed

and gather pertinent

10

?i; '",'."

~:,';< ',::

",

15
16

to arrive at a sound decision


. ';,
J

inaccomplishing

Has not been involved


Works expeditiously
Shows pleasant
Cooperative

",'

-. .,~, - .',c--

, , ,'~ "I_,~! /"!;:Oiligence

14

information

tasks

peers and superiors

Makes firm decisions

~;~'>~~~.t.~:j'_.
11
12
13

by competing

from subordinates,

-:t.

~'

WORK ETHICS

tasks and.receptivltv

disposition

even in stressful

work situations
peers and

subordinates
Maximizes
expected

the use of scarce government


output

Spends office time productively

.4

resources to achieve

~
(l)

bD

" ,

ro

-:

to enhance character and performance"

on time

and gets along well with superiors,

" .

in any misdeed/misconduct
to achieve results/tasks

"

t..,,:-

2
2
2

3
3
3

4
4
4

5
5
5

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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.
!

Directing
17

Set priorities,

realistic goals and objectives

Plans, organizes and executes

18

for tasks to be done

the programs

using a systematic

process

19

Effectively

monitors

alignment

with organizational/national

and evaluates

Gives clear instructions

20

accountabilities

office performance

to subordinates

on expected

to ensure

goals and objectives


and discusses

results

Influencing
Exhibits passion for work and the organization

21

Sets an example

22
23

by providing

substantive

organization's

performance

Demonstrates

good communication

contribution

to the

skills

Motivating
Inspires a sense of purpose that unifies co-workers

24

through

a shared

vision
Mentors

25

and coaches subordinates

to enhance their knowledge

and

skills
Consults and entertains

26

Approachable

27

suggestions

and upholds

from peers and subordinates

a conducive

environment

for a healthy

and abilities

of subordinates

discussion

Developing
Develops skills, knowledge
work performance

28

through

technical

for effective

and self enhancement

training

programs

NEVER
shows the
conduct
being
described

RARELY

(2-3
times)

tI'

OFTEN

(4-8)

VERY
OFTEN
(9-15)

Tardiness

Under time

Absences

Non attendance

to Flag Raising Ceremony

Non
Submission

Submits Sworn Statement

1
1
1
1

and other similar activities

Late
Submission

Submits

updated

Submits

PPES on time

(Note: Not applicable

4
4
4
4

3
3
3
3

5
5

5
of Assets & Liabilities

(SALN) within

given-

Personal Data Sheet (PDS/212) as required

Submits liquidation

2
2
2
2

On Time
Submission

deadline

3
4

CONSISTENTLY
shows the conduct
being described
(more than 15
times)

Of Cash Advance on time


if no travel during the Rating Period. Do not rate.)

5
5

III

be
C1l
0-.

Department

of the Interior and Local Government

PLEASE DO NOT FILL-UP BELOW THE DOTIED LINE. FOR ASSESSORS USE ONLY.
SUMMARY OF ASSESSMENT

IUII:tIIII:

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Creativity
and Innovation
Judgment
& Critical Thinking
Work Ethics
Leadership
TOTAL RATING

GRAND TOTAL

REMARKS:

~~

M
OJ

bO

cu

0.. .

ANNEX B

Department of the Interior and local Government

~~

.'O&JI,'.'

PERFORMANCE

BASED-INCENTIVE

SYSTEM FOR BEST EMPLOYEE

st

(For 1 Level Employee)

Numerical

Rating (last 2 rating periods preceding the evaluation)


EQUIVALENT POINT RATING (EPR)

YEAR:
FIRST RATING PERIOD
SECOND RATING PERIOD
Total Score (I + 11)/2

NEVER

shows
the
conduct
being
described
1

CONSISTENTLY
RARELY

OFTEN

VERY
OFTEN

shows the
conduct being
described

are readily tried for effective work


performance.
2
New and additional assignments are accepted and performed.
Can recognize problems with the assigned tasks, tackle problems on
3
his/her own when deemed appropriate and find constructive
solutions to encountered problems.
4
Notifies supervisor for any unsafe office conditions
5
Knowledgeable and has the technical expertise to handle assigned
tasks
6
Demcnstrates the flexibility and adaptability to understand and
adopt changes if necessary.
7
Weighs situations/facts with care and before taking necessary action
for decisions to be carried out
8
Sets priorities and is not easily overwhelmed by competing tasks
Solicits ideas/information
from peers and superiors, gather and
9
verify pertinent information before responding to
documents/clientele
10 Ensures that the security of confidential information is never
compromised.

Improved methods/systems

2
2

3
3

4
4

5
5

~;;;;c;;'2

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11
12
13
14
15
16

Has not been involved in any misdeed/misconduct


Works expeditiously to achieve results/tasks on time
Shows pleasant disposition even in stressful work situations
Cooperative and gets along well with superiors and peers
Maximizes the use of scarce government resources to achieve
expected output
Spends office time productively

1
1
1
1

.'.',:

2
2
2
2
2

3
3
3
3
3

4
4
4
4
4

5
5
5
5
5

ANNEX B

Department of the Interior and Local Government

NEVER
shows the
conduct
being
described

RARELY

(2-3

Tardiness

Under time

Absences

Non attendance

to Flag Raising Ceremony

rI~~Imf.....
Non
Submission

Submits Sworn Statement

and other similar activities


I

1'

Late
Submission

..

1
1
1

OFTEN

(4-8)

times)

CONSISTENTLY
shows the conduct
being described
(more than 15
times)

VERY
OFTEN
(9-15)

Submits updated

Submits PPES on time


(Note: Not applicable

4
4
4
4

5
5
5
5

On Time
Submission

of Assets & Liabilities

(SALN) within

given

Personal Data Sheet (PDS/212) as required

Submits liquidation

3
3
3
3

deadline

2
2
2
2

of Cash Advance on time


if no travel during the Rating Period. Do not rate.)

0
0

1
1

5
5

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!..&
RATING
~

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

Judurnent
Work Ethics

I:U'f-

TOTAL
RATING

REMARKS:

HOW TO GET THE RATINGS


FOR LETTER A (WORK PERFORMANCE BASED ON PPES (PART 1))
1. Write on the table the employee's
2.
3.
4.
5:

Equivalent Point Rating (EPR) for the first [EPR 1]

and second [EPR 2] rating periods.


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

FOR LETTER B (BEHAVIORAL


1. Add the numbers

(.75)*

DIMENSION)

encircled from items one to sixteen (for non supervisors),

one to

twenty-eight (for supervisors).


2. Divide it by eighty (80) for non-supervisors
and one hundred forty (140) for
supervisors.
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
FOR LETTER D (COMPLIANCE TO OFFICE POLICIES/ADMINISTRATIVE
REQUIREMENTS)
1. Add the numbers

(100).

encircled from items one to five. Do not add item no. four if no

travel 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) and
fifteen (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