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FAQs on the DSPMS For Central Office
FAQs on the DSPMS For Central Office
CRAFTING OF DSPMS FORM
CRAFTING OF DSPMS FORM
- Is it required to put “Not Applicable” on the Performance Evaluation portion of the D/IPCRF or CCEF during phase 1?
No need. The Performance Evaluation portion of the form shall be left blank during phase 1 or the performance planning and commitment phase.
No need. The Performance Evaluation portion of the form shall be left blank during phase 1 or the performance planning and commitment phase.
2. Does the CCEF also not have any weight allocation?
2. Does the CCEF also not have any weight allocation?
Yes. Straight listing of the weight allocation also applies to CCEF.
Yes. Straight listing of the weight allocation also applies to CCEF.
3. For confirmation, will our Division Chief not use DPCRF?
3. For confirmation, will our Division Chief not use DPCRF?
Yes. Straight listing of the weight allocation also applies to CCEF.
Yes. Straight listing of the weight allocation also applies to CCEF.
4. If the Division Chief performs his/her functions under Presidential Decree (PD) No. 988 of 1976, will it not be under Part I of the DPCRF? Part I of the DPCRF should include the division's collective commitments based on its function.
On the other hand, part II of the DPCRF should cover the Individual Commitments of the Division Chief. These commitments may be anchored from the PD or the special tasks given to him/her by the Head of Office or Cluster Head.
It is also noted that while the Division Chief may contribute to Part I of the DPCRF, part II is designed to give premium points to the supervisory function of the Division Chief. Examples of individual commitments for the Division Chief may include coaching and mentoring, the conduct of learning sessions with direct reports, and commitments that are beyond the core
Are parts I and II of the DPCRF consistent with the MC 6, s. 2012? Based on the MC 6 s. 2012, specific required forms are not stipulated. The CSC has approved the PMT's initiative to develop such forms.
5. For the DPCRF part II, will the focal ship and membership (TWG) in different committees be included here?
5. For the DPCRF part II, will the focal ship and membership (TWG) in different committees be included here?
If the membership of the Division Chief to the TWG is related to the mandate and function of the division, these may be reflected under the support function of the DPCRF. However, if the focal ship and membership (TWG) in different committees is beyond the mandate and function of the division, these may be reflected under part II.
6. Since the office has OPCRF and all the workers are CoS, there is no need to craft DPCRF, only IPCRF?
6. Since the office has OPCRF and all the workers are CoS, there is no need to craft DPCRF, only IPCRF?
Based on the standard indicators cascaded to OPCRF, if the indicator is in perspective to the program level operations such as budget utilization, disbursement, and HPMES reports for PDBBM, it should not be included in the support function because these are part of the core functions of the office. One of the office’s KRAs is Program Resource Management which contributes to achieving the office's target. This KRA is reflected under the core function of the OPCRF since it has been said that under the DSPMS, the KRA of the office must be under the core functions.
Based on the standard indicators cascaded to OPCRF, if the indicator is in perspective to the program level operations such as budget utilization, disbursement, and HPMES reports for PDBBM, it should not be included in the support function because these are part of the core functions of the office. One of the office’s KRAs is Program Resource Management which contributes to achieving the office's target. This KRA is reflected under the core function of the OPCRF since it has been said that under the DSPMS, the KRA of the office must be under the core functions.
Yes. However, since the workers are CoS, the applicable form is CCEF.
Yes. However, since the workers are CoS, the applicable form is CCEF.
To clarify, budget utilization is something that would support the objective and overall realization of the core mandate. Further, this concern shall be discussed with the PMT Secretariat.
7. As CoS OIC GMD head of the office, shall I use the CCEF?
7. As CoS OIC GMD head of the office, shall I use the CCEF?
Yes. The Contract of Service (COS) workers, regardless of their position, must use the Contractor Commitment and Review Form (CCEF) as the appropriate form to be used.
8. What is the basis for identifying what DSPMS form applies to a particular personnel? Is it the position or the Salary Grade (SG) level? The DPCRF applies to the Division Chiefs or OICs, while the IPCRF is intended for rank-and-file employees whose SG is 24 and below, and the CCEF applies to all CoS workers regardless of the position or SG level.
8. What is the basis for identifying what DSPMS form applies to a particular personnel? Is it the position or the Salary Grade (SG) level? The DPCRF applies to the Division Chiefs or OICs, while the IPCRF is intended for rank-and-file employees whose SG is 24 and below, and the CCEF applies to all CoS workers regardless of the position or SG level.
How about Director V? For the positions at the Director III level and above positions, OPCRF is the appropriate form, unless their employment status is CoS.
9. If an employee is verbally designated as the OIC of the division, will he/she submit DPCRF or IPCRF?
9. If an employee is verbally designated as the OIC of the division, will he/she submit DPCRF or IPCRF?
The designation must be supported with a Special Order (SO). In the absence of the SO, the employee shall accomplish and submit IPCRF.
The designation must be supported with a Special Order (SO). In the absence of the SO, the employee shall accomplish and submit IPCRF.
10. Will the CCEF be submitted with a Rating Guide? Will it be crafted by the CoS worker in collaboration with their immediate supervisor, who is also a CoS worker, and the Head of Office?
10. Will the CCEF be submitted with a Rating Guide? Will it be crafted by the CoS worker in collaboration with their immediate supervisor, who is also a CoS worker, and the Head of Office?
Yes. Whenever the office implements a standard Rating Guide at its level, the Secretariat recommends that the Rating Guide at the individual level should also be standardized.
Yes. Whenever the office implements a standard Rating Guide at its level, the Secretariat recommends that the Rating Guide at the individual level should also be standardized.
11. Given that there is no assigned weight allocation, is it not detrimental for the employee to give more weight allocation to his/her functions under strategic and support than the core functions?
11. Given that there is no assigned weight allocation, is it not detrimental for the employee to give more weight allocation to his/her functions under strategic and support than the core functions?
It is essential and crucial for both the Section Chief and the Division Chief to actively monitor and review the targets set by their direct reports. It's important to prioritize meaningful indicators over measuring everything and focusing solely on easily achievable tasks.
It is essential and crucial for both the Section Chief and the Division Chief to actively monitor and review the targets set by their direct reports. It's important to prioritize meaningful indicators over measuring everything and focusing solely on easily achievable tasks.
12. Are we allowed to create a standard Rating Guide within the office and the technical staff will not create individual Rating Guide?
12. Are we allowed to create a standard Rating Guide within the office and the technical staff will not create individual Rating Guide?
If the office has standard indicators for individuals, these should be developed alongside a standard rating guide. This eliminates the necessity to create individual rating guides.
14. Is it correct that there is no need to include the focalship in the CCEF?
14. Is it correct that there is no need to include the focalship in the CCEF?
If the focalship contributes to the core function of the division and position, it must be included.
If the focalship contributes to the core function of the division and position, it must be included.
If the other focalship does not contribute to the core function, we can lump it into one indicator.
15. For those personnel who rendered less than 3 months of service, are they also required to submit a Certificate of Performance Rating?
15. For those personnel who rendered less than 3 months of service, are they also required to submit a Certificate of Performance Rating?
For the Performance Planning and Commitment phase, the personnel is required to submit D/IPCRF or CCEF targets regardless of the service rendered during the semester. This will serve as the personnel’s guide for his/her contribution to the Division of Office.
On the other hand, for the Performance Review and Evaluation, personnel who rendered less than 3 months of service are required to submit a Certificate of Performance Assessment with an Individual Accomplishment Report.
SUBMISSION OF DSPMS FORMS
SUBMISSION OF DSPMS FORMS
- Given that the PDBBM started only last 18 April 2024, will the office required to submit OPCRF? Will the IPCRF and CCEF of the personnel be submitted after the crafting of the OPCRF Rating Guide?
Yes. The Director IV is required to submit OPCRF. Further, this concern shall be coordinated with the OPC Secretariat.
What if the CoS worker who is separating from the Department did not submit his/her performance rating? Will his/her clearance be held?
What if the CoS worker who is separating from the Department did not submit his/her performance rating? Will his/her clearance be held?
Non submission of the performance ratings shall not be the basis for holding the clearance of the separating personnel. However, we should remind employees, especially those holding career and non-career positions to submit the performance ratings as these ratings may be used in applicable incentives and other Human Resource actions. Further, It is the individual accountability of the CoS workers and may also be used if they are planning to apply for plantilla/permanent positions.
Non submission of the performance ratings shall not be the basis for holding the clearance of the separating personnel. However, we should remind employees, especially those holding career and non-career positions to submit the performance ratings as these ratings may be used in applicable incentives and other Human Resource actions. Further, It is the individual accountability of the CoS workers and may also be used if they are planning to apply for plantilla/permanent positions.
2. Are the resigning personnel required to submit performance evaluations?
2. Are the resigning personnel required to submit performance evaluations?
Yes. All separating personnel of the Department are required to submit performance ratings provided that they have rendered at least 3 months of service within the semester.
Yes. All separating personnel of the Department are required to submit performance ratings provided that they have rendered at least 3 months of service within the semester.
3. What if the OPCRF target is not yet approved by 24 June 2024?
3. What if the OPCRF target is not yet approved by 24 June 2024?
If in case the OPCRF target of the office is not yet approved, the office has the option of requesting for extension on the submission of the D/IPCRF and CCEF target. However, the HRMDS still encourages all HOBS to submit on or before 24 June 2024.
SIGNATORY
SIGNATORY
- For EXECOM offices, who will sign the “vetted by” in the Rating Guide?
Since the EXECOM offices do not have a Division Chief, the highest Executive Assistant serves as the immediate supervisor of the personnel. Therefore, they are the ones to sign the “vetted by”.
2. Is the signatory for the immediate supervisor under the attestation portion of IPCRF ratings should be the highest EA?
2. Is the signatory for the immediate supervisor under the attestation portion of IPCRF ratings should be the highest EA?
Yes. The highest EA is the immediate supervisor of the employees and CoS workers under EXECOM offices.
Who is the signatory in part 2 of the IPCRF ratings, is it the immediate supervisor or the Head of Office?
Who is the signatory in part 2 of the IPCRF ratings, is it the immediate supervisor or the Head of Office?
For EXECOM Offices, the immediate supervisor who will provide performance feedback is the highest EA who will also sign part 2 of IPCRF ratings. Further, the Head of Office may also provide performance feedback to the employee.
3. If the Section Head will sign the IPCRF ratings under part 2, will the Division Chief affix his/her initials?
3. If the Section Head will sign the IPCRF ratings under part 2, will the Division Chief affix his/her initials?
Yes. If the Section Head is the one directly giving feedback to the employee, he/she will sign the form.
On the other hand, the Division Chief may sign the attestation part of the IPCR ratings.
DSPMS FORMS
DSPMS FORMS
- Do we have a standardized template for the consolidation of target forms and rating forms?
For targets, there is no standard template. For the ratings, Annex P and Annex Q of the AO 18, s. 2023 is the Summary of Division/Individual Performance Ratings.
2. Is the Certificate of Performance Assessment still the applicable form for employees rendered less than 3 months of service?
2. Is the Certificate of Performance Assessment still the applicable form for employees rendered less than 3 months of service?
The applicable DSPMS forms for employees and CoS workers who rendered at least 3 months of service during the semester shall be the Certificate of Performance Assessment with Individual Accomplishment Report.
The applicable DSPMS forms for employees and CoS workers who rendered at least 3 months of service during the semester shall be the Certificate of Performance Assessment with Individual Accomplishment Report.
CASCADING
CASCADING
- Who will prepare the DPCRF targets of one of the Divisions under the LS without the Division Chief?
There will be no DPCRF to be crafted for that division. The individual’s target shall be cascaded directly from the OPCRF.
One of the division employees is designated as OIC whenever the Division Chief is on travel/business or on leave of absence. Given that the Division Chief resigned, is the Order of Succession still in effect?
One of the division employees is designated as OIC whenever the Division Chief is on travel/business or on leave of absence. Given that the Division Chief resigned, is the Order of Succession still in effect?
The Order of Succession ceases to exist because the Division Chief is already separated from the Department. The office needs to request designation to the HRMDSto that his/her performance will be credited as OIC Division Chief.
OTHER PROVISIONS
OTHER PROVISIONS
- What is the impact of Executive Order No. 61 suspending the Results-Based Performance Management System?
The PMT Secretariat is currently coordinating with the oversight agencies regarding this matter. As of now, the DSPMS is still in effect and further clarifications and guidance will be provided once thoroughly discussed with the PMT.
FAQs on the DSPMS For Field Offices
FAQs on the DSPMS For Field Offices
Phase 1
Phase 1
- For Phase 1, the D/IPCRF should be submitted to HRMDD with the performance accomplishment part left blank, and another D/IPCRF should be submitted during Phase 3. Is it correct to submit different forms twice?
The HRMDS currently does not require the submission of hard copies of the IPCRF-Targets; instead, they request soft/scanned copies to have a view on the targets and commitments of the staff. In Phase 3, IPCRF with ratings will be submitted.
2. If an employee holds a COS worker position from January to April and then transitions to a Contractual position from May onwards, what forms do they need to accomplish?
2. If an employee holds a COS worker position from January to April and then transitions to a Contractual position from May onwards, what forms do they need to accomplish?
For Phase 1, if an employee is a COS worker initially and later assumes a Contractual position, they will use CCEF-Targets for the COS period and IPCRF-Targets for the Contractual period. Thus, two forms will be accomplished by the individual during Phase 1.
3. Since the IPCRF-Targets are not required to be signed by the immediate supervisor or head of office, what will be the basis for cascaded targets?
3. Since the IPCRF-Targets are not required to be signed by the immediate supervisor or head of office, what will be the basis for cascaded targets?
For Phase 1, if an employee is a COS worker initially and later assumes a Contractual position, they will use CCEF-Targets for the COS period and IPCRF-Targets for the Contractual period. Thus, two forms will be accomplished by the individual during Phase 1.
4. What should be reflected in Part 2 of the DPCRF?
4. What should be reflected in Part 2 of the DPCRF?
These are inherent functions or technical accomplishments of the individual. In Part 1, division targets and accomplishments are reflected. In Part 2, examples include coaching provided by the Division Chiefs or roles of the division chiefs under Presidential Decree 988. The collective tasks shall be placed under Part 1, while special assignments done by the Division Chief fall under Part 2.
5. What form should be accomplished by the Chief Administrative Officer designated as a division chief but holding a COS worker position?
5. What form should be accomplished by the Chief Administrative Officer designated as a division chief but holding a COS worker position?
The CCEF will be used by the COS worker regardless of position or designation. The template will be the same as the IPCRF template.
6. In the DPCRF, is it acceptable to leave Part 2 blank?
6. In the DPCRF, is it acceptable to leave Part 2 blank?
It is important to set targets in Part 2 of the DPCRF as it constitutes 20% of the performance ratings for the Division Chief.
Coaching and monitoring of deliverables can be included here.
7. What is the arrangement for the forms to be accomplished by the Assistant Regional Director (ARD): OPCRF, DPCRF, or IPCRF?
7. What is the arrangement for the forms to be accomplished by the Assistant Regional Director (ARD): OPCRF, DPCRF, or IPCRF?
The OPCRF is the form to be accomplished by the ARD.
8. Regarding the DPCRF, how should the Division Chiefs serve as DC of HR accomplish the form if the same serves as concurrent Head of the Legal Division?
8. Regarding the DPCRF, how should the Division Chiefs serve as DC of HR accomplish the form if the same serves as concurrent Head of the Legal Division?
The OPCRF is the form to be accomplished by the ARD.
9. What form can be accomplished if the ARD serves as DC?
9. What form can be accomplished if the ARD serves as DC?
The ARD should use the OPCRF, as the targets of the Division Chief are included within the OPCRF Targets.
10. What form should be used by separated employees who had 3 months of service during the year?
10. What form should be used by separated employees who had 3 months of service during the year?
Effective 2024, enhanced DSPMS forms will be used.
Since the employee has rendered 3 months of service, they must submit the IPCRF-Rating for the purpose of PBIS processing, if applicable.
11. Under which classification do the SOP targets fall at the individual level?
11. Under which classification do the SOP targets fall at the individual level?
For targets with SOP, it will fall under efficient service delivery, thus classified as a strategic priority.
The classification in the OPCRF should be cascaded down to the DPCRF and IPCRF.
Phase 3
Phase 3
- It was mentioned that the Section Chief provides feedback in Part 2 of the IPCRF-Ratings as the immediate supervisor. However, if the Division Chief also has feedback on the individual's performance, can the Division Chief still provide feedback in Part 2 of the IPCRF-Rating?
In Part 2 of the IPCRF-Ratings, feedback can be provided by the Section Chief, Division Chief, and even the Head of Office. However, the supervisor who conducts the performance feedback discussion with the individual will be the one to sign Part 2 of the IPCRF.
2. If an employee holds a COS worker position from January to April and then transitions to a Contractual position from May onwards, what forms do they need to accomplish?
2. If an employee holds a COS worker position from January to April and then transitions to a Contractual position from May onwards, what forms do they need to accomplish?
For Phase 3, if an employee has less than 3 months of service in the semester, they are not required to submit IPCRF-Ratings but should submit a CPA with IAR instead.
It is a reminder that new hires must create IPCRF-Targets regardless of the period to set deliverables.
3. For Part 2 of the IPCRF and Part 3 of the DPCRF, if there is no feedback or content, do they still need to be signed by the signatories?
3. For Part 2 of the IPCRF and Part 3 of the DPCRF, if there is no feedback or content, do they still need to be signed by the signatories?
The Part 2 of the IPCRF and Part 3 of the DPCRF is not required to be filled out since it does not affect the performance rating. However, completing this section is highly encouraged. The form can proceed even if this part was not signed.
Signatory
Signatory
- In the absence of the Regional Director to sign the document with a wet ink signature, is it acceptable to use an e-signature?
Using an e-signature in the absence of the RD is allowed, but the RD must sign the document in wet ink upon their return to the office.
2. Who is considered the immediate supervisor in the IPCRF: the Section Chief (SC) or the Division Chief (DC)?
2. Who is considered the immediate supervisor in the IPCRF: the Section Chief (SC) or the Division Chief (DC)?
For the IPCRF-Rating form, the Division Chief should sign under Part 1. In Part 2, the signature can be provided by the Division Chief, the Section Chief, or an equivalent position, provided they have conducted the performance feedback discussion with the individual.
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