Republic of the Philippines

Department of Health

OF'FICE OF THB SBCRETARY

JUN 2 7

2016

DEPARTMENT ORDER
No.2016- ollo

SUBJI,CT:

Establishment of a Health Sector Performance Monitorins Unit

BACKGROUND AND RATIONALE

In the past 6 years, there has been a growing need to monitor health sector performance
as it enables translation of national priorities for health reforms into organizational and
individual objectives, provides focus on results and enhances accountability. The DOH
issued AO No. 2013-0016: Establishment of System for Monitoring and Evaluation of
KP highlighting the need for KP M and E systems, concepts, elements and activities to
be harmonized. With the surge of budget allocated to each department, the Department
of Budget and Management (DBM) together with the National Economic Development
Authority G\IEDA) issued J.M.C. No. 2015-01: National Evaluation Policy Framework
of the Philippines calling for the establishment of Full-Time Delivery Units to monitor
govemment programs/projects and prescribe budget execution documents to track
physical progress and financial accomplishments. In 2015, the DOH deployed Public
Health Associates (PHAs) to support the LGUs meet managerial and administrative
requirements in health service delivery, which can be strengthened as the DOH's
extended monitoring arms in the LGU. In view of the abovementioned developments,
there is a need to establish a Health Sector Performance Monitoring Unit (HSPMU) in
the DOH.

II.

OBJECTIVES
General Objective:

To provide quality information/evidences on health sector

performance as guide in improving program management, policy formulation, planning
and resource allocation and decision-makins.
Specific Objectives:
1. Operate a harrnonized monitoring and evaluation system that generates timely,
accurate and complete reports on health sector performance;
2. Establish the impact of DOH programs in the health sector and assess in which
areas have been effective and where adjustments are needed
3. Ensure a continuous process of making informed decisions based on evidences
and the most effective and efficient use of resources; and
4. Meet the reporting requirements of oversight and other partner agencies for
information and reports, including funding sources.

ilI.

SCOPE OF APPLICATION

This Order shall cover the DOH Central Office, Regional Offices, DOH-retained
hospitals, and attached agencies.

ry.

DEFINITION OF TERMS
A. Monitoring- regular and routine collection and analysis of information to track
progress of program implementation. It is conducted to ensure that the program

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is being implemented in accordance to its intent and to make informed decisions

for program management

B. Evaluation- an objective and

systematic assessment of an ongoing or

completed program to determine its effectiveness, impact, and sustainability.
C. Information system- a system that captures, stores, manages, and transmits
information related to the health of individuals or groups.
D. Program cycle- the entire process of managing a program, consisting of a
sequence of four inter-related stages: initial assessment, planning,
implementation and monitoring, and evaluation.
V.

GENERAL GUIDELINES
The HSPMU is expected to carry out the following tasks:
A. collect data from existing DoH and other agencies' information systems;
B. Check accuracy, consistency and validity of data being collected;
C. Consolidate or further process data as needed, analyze and translate them into
report formats acceptable to the intended recipients;
D. Alert concerned offices/units with performance below expected levels;
E. Inform the USEC for Office of Policy and Health Systems of needed decisions/
actions on certain performance levels at the national level, and the Regional
Director/Assistant Regional Director at the regional level;
F. Monitor completiorVimplementation of actions/decisions made;
G. Or ganize di s semination activiti es of monitoring results/fi ndings ;
H. Participate in relevant DoH meetings/workshops concerning performance
indicators beins tracked.

VI.

SPECIFIC GUIDELINES

A.

Organizational Support Structure of the HSPMU (Annex l)

1. The National HSPMU (NHSPMU) will be lodged under the office for
Policy and Health Systems Cluster.
a) The NHSPMU shall closely coordinate with the HPDPB, offices
managing different health information systems, and administrative
offices that generate their own data sets.
b) It shall coordinate with DOH-attached agencies and other govemment
agencies for health sector data.
c) It shall establish link with the Regional HSPMU (RHSPMU) for the
timely submission of reports from the regional level.
2. At the regional level, the RHSPMU shall be placed under the Office of the
Regional Director (RD) but may be delegated to the Assistant Regional
Director (ARD).
a) A Senior Technical Staff, at the level of a Division Chief/Unit Head of
offices engaged in data and report management, shall be designated to
lead the day-to-day operations of the RHSPMU and deploy 3 PHAs as
support.

b) The RHSPMU shall coordinate closely with

offices in-charge of
monitoring and evaluation and DOH-Retained Hospitals and Treatment
Centers.

c) It shall establish close link with the PHAs deployed in the different

3.

LGUs for the timely submission of datalreports at the local level.

At the local level, the PHAs, as the extension of the RHSPMU, are under
the direct supervision of the Development Management Officers (DMOp)

and shall establish close coordination with Provincial, City and Municipal
Health Offices.

B.

STAFFING AND FINANCING THE HSPMU OPERATIONS

l. At the National Level
a) Salaries of the overall HSPMU Coordinator and 2 NSPMU Coordinators will be
mobilized from development partners until DOH can create plantilla positions for

b)

2.

said personnel.

The 4 Performance Management Coordinators including the Administrative Assistant/IT will

be sourced from the Nurse Deployment Program (NDP).
Atthe Regional Level. The 3 PHAs can be mobilized from the existing staff already deployed

at the LGU level.

3. At the Local Level. The recruitment and selection of PHAs shall follow the same guidelines
in DOH AO No. 2015-0026.

4. Day to day operations of the HSPMU including special activities to be undertaken (e.g.
orientation/training, consultative meetings), monitoring forms and supplies, computer
equipment and fumitures shall be funded using the existing budget for planning, monitoring
and evaluation of the DOH-CO and DOH-ROs.
Please refer to Annexes 2a and2b for the staffing requirements of the NHSPMU and RHSPMU.

C, Plan of HSPMU Activities

1.

The initial phase of the HSP-MU operations is designed for one and a half yearbeginning
July 2016 to December 2017. Refer to Annex 3 for the HSPMU Plan of Activities for July

2.

An

VII.
All

2016 to December 2017.

assessment shall be undertaken
scope of monitoring by the HSPMU.

to determine the feasibility of expanding the role and

REPEALING CLAUSE

Orders, rules, regulations and other related issuances inconsistent with or contrary to this Order

are hereby repealed, amended or modified accordingly. All other provisions of existing issuances
rdrich are not affected bv this Order shall remain valid and in effect.

VIU.

EFFECTIVITY DATE

This Administrative Order shall take effect immediately.

l'^vw

JANETTE P. LORETO-GAR|N, MD, MBA-H

Secreta

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Annex 1. HSPMU in the DOH Organizational Structure

Office of the Secretary

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Office for
Policy and

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Office

Technical

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HPDPB Data

HPDPB Data

Coordinators

Coor-dinatois

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HPDPB Data

Goordinators

HPDPB Data

HPDPB Data

Coordinators

Coordinators

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Regional |

DoH'ResionalDirector

Hospitals/
Asst. DOH-Regional
Director

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Regional
HSPMU

DOH Retained

Field Health
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Division

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TRCs

Other Offices under

DOH-RO

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Health Regulations
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Annex 2a. Staffing

of NHSPMU

Asst. HSP Coordinator

Service Delivery

Performance
Management

Asst. HSP Coordinator

Governance, Financing,
Regulations

Performance
Management
Coordinato13

Performance
Management
Coordinator2

Coordinatorl
(DOH ROs and
Retained Hospitals
and Treatment
Centers)

(HHRDB, FDA,
BLHD, BIHC,
KMITS, etc)

(FHO, DPCB, EB,

HPCS, NNC,
POPCOM)

Performance
Management
Coordinato14
DOH Allied and
Other Agencies
(PhilHealth, DOF,
NEDA, DBM, etc.)

Data Coordinators Deployed in the Different DOH-Central Offices/

Other Agencies (14)

Public Health Associates deployed in Municipal/City/Province

Annex 2b. Staffing

of RHSPMU
Regional Director
Asst. Regional Director

PHA 2

For Governance, Financing

and Regulations

DMOs

PHAs/NDPs

Annex 3. Indicative HSPMU Plan of Activities

A.

Organizational Start Up (July-September, 2016)

l.
2.
3.
4.
5.

DOH-CO to hire and deploy HSP-MSU staff while the DOH-ROs shall mobilize
PHAs to man their respective RHSP-MSUs;
Development of Manual of Operations to guide the HSP Operations at the national,
regional and local levels;
Finalization of the HSP Performance Indicators to be tracked for UHC and SDGs.
Development of recording and reporting forms with accompanying guides;
Orientation on the guidelines shall be undertaken at four stages:
5.1 DOH ManCom, Bureau/ Program Directors as well as PhilHealth, NNC and
POPCOM;
5.2 Technical Staff of concerned DOH-CO units including the data collectors
deployed in the various offices;
5.3 DOH-RO Directors and/or Assistant Regional Directors together with the
designated head of the day-to-day operations of the RHSP-MSU

5.4 PHAs deployed in the RHSP-MSUs

and in the LGUs to be done by each RHSP-

MSU.

B. Monitoring
1.

2.
3.
4.

and Tracking HSP Indicators (October 2016

Sept 2017)

The NHSP-MSU and RHSP-MSUs shall endeavour to collect data, consolidate and

submit reports to respective DOH units starting October, 2016. This should cover
the first 3 quarters of 2016.
Quarterly reports and an annual report shall be prepared for presentation to DOH
ManCom.
Reporting requirements from the Office of the President (e.g. 2016 SONA, and
other oversight agencies are complied with;
Attend to relevant M and E meetings and conferences required for the HSP

Monitoring;

C.

Assessment of the First Year of HSP-MSU Operations (Oct -Dec 2017)

1. Document, review and appraise performance of the HSP-MSUs at the national,
regional and local levels;
2. Make recommendations for possible expansion and mainstreaming of the HSPMSU into the DOH permanent structure;
3. Revise guidelines/templates as needed.

D.

Scope of HSP

l.

2.

3.

4.

Indicators

The HSPMU shall be responsible in monitoring health sector performance on a

phase-in sets ofindicators to be covered over the next three years:
Phase 1: Beginnin92016
a. Universal Health Care Perfonnance Indicators: financial risk protection,
health governance, access to quality health carelservices
b. Sustainable Development Goals
Phase 2: Beginning 2018
a. Program Expenditure Classification to replace Budget Accountability
Report
b. 2017-2022 Philippine Development Plan Implementation Status
The list of indicators under each category is available in the HSPMU Manual.