Pillar: Governance

Policy | PM-G-S2.1 

The Agency’s PM policies and/or processes are customized to Agency’s requirements, and include specific guidelines on application of equal opportunity principles.

1. Department Order No. 2019-0888: Institutionalize of Equal Opportunity Principle (EOP) at the Department of Health (DOH) and its Offices

2. DOH Department Memorandum No. 2021-0092: Compliance with Department Order No. 2019-0888: Institutionalize of Equal Opportunity Principle (EOP) at the Department of Health (DOH) and its Offices

3. CLMMRH Hospital Memorandum No. 186 s. 2022

4. General Staff Meeting/ Orientation on Equal Opportunity Principle

Structures and Roles| PM-G-S2.2  

The Agency has a PMT that performs additional functions to address specific PM needs (e.g., formulates customized criteria, guidelines and tools for setting performance standards).

1.  Organizational Structure

2. Office Order creating Performance Management Team with defined roles and responsibilities 

3. Performance Management Team Minutes of the Meeting 

4. Performance Management Manual

Review Mechanism| PM-G-S2.3  

The Agency tracks the efficiency of PM processes and uses data to improve system:
• Completion of Performance Review Summary of Ratings supported by signed Office and Individual Commitment and Performance Review forms
• Timely submission of required PM forms and reports

1. 2022 Office Performance Commitment and Review ( OPCR ) 

2. 2023 1st Quarter OPCR Monitoring of Accomplishment 

3. 2023 Accomplished January to June 2023 Division Performance Commitment and Review ( DPCR ), Section Performance Commitment and Review ( SPCR ) and Individual Performance Commitment and Review ( IPCR ) 

4. Summary of Ratings 2022 

5. Minutes of the Meeting - Performance Review 

6. Inter-office Memorandum 2023-002 ( Monitoring and Coaching ) / List of Employees with Satisfactory Rating/

7. Strategic Performance Management System Approved Calendar

Information and Communication (use of technology)| PM-G-S2.4  

The Agency uses a computer-based system to maintain PM documents.

1. Database of MFOs /  Success Indicators 

2. Computerized Performance Management forms/ documents ( Individual Development Plan/ Monitoring and Coaching Forms)

3. Summary of Ratings 2022

4. Computerized Monitoring tools

Information and Communication (database content)| PM-G-S2.5  

The Agency maintains documentation and records on: PM process flow, MFOs and success indicators, System review data on PM efficiency,System implementation (e.g., PMT minutes; performance review calibration results, Individual Development Plans)
 

1. Process Flow on the PMT Manual 

2. Table of MFOs and corresponding Success indicators 

3. Minutes of the Meeting 

4. Accomplished Individual Development Plans 

Pillar: Performance Planning and Commitment

Target Setting| PM-PC-S2.1  

The Agency’s individual target-setting process is guided by performance standards agreed upon by managers/supervisors and employees.

1.  Signed/ Approved 2023 DPCR/SPCR/ IPCR with targets aligned with the MFOs

2. Accomplished January - June 2023 Division Performance Commitment and Review ( DPCR ), Section Performance Commitment and Review ( SPCR ) and Individual Performance Commitment and Review ( IPCR ) 

3. Alignment of SPMS Documents

a. Medical Division  / PMT Validation 

b. Nursing Division / PMT Validation

c. Allied Health and Professional Services / PMT Validation

d. HOPSSD / PMT Validation

e. Finance / PMT Validation

Standard Setting| PM-PC-S2.2 

The Agency has a process for establishing/ clarifying specific performance standards for individual positions vis-à-vis unit 

1. 2023 DPCR/SPCR/IPCR with targets based on SMART parameters 

2. Accomplished January - June 2023 Division Performance Commitment and Review ( DPCR ), Section Performance Commitment and Review ( SPCR ) and Individual Performance Commitment and Review ( IPCR ) with targets based on SMART parameters

3. PMT Minutes of Meetings 

4. Workshop for alignment of  DPCR,SPCR&IPCR

5. Alignment of SPMS Documents

a. Medical Division  / PMT Validation 

b. Nursing Division / PMT Validation

c. Allied Health and Professional Services / PMT Validation

d. HOPSSD / PMT Validation

e. Finance / PMT Validation

6. Performance Management Team Manual

Pillar: Performance Monitoring and Coaching

Performance Tracking| PM-PMC-S2.1 

The Agency has processes (e.g., periodic review) that managers/ supervisors and employees use to track individual performance.

1. Report on Periodic Review of Performance

2. Monitoring tools per MFOs

3. Coaching journals ( log book )

4. Inter-office Memorandum 2023-002 ( Monitoring and Coaching )

5. Minutes of the Meeting - Performance Review 

6. Minutes of the Meeting- Monitoring and Coaching

7. Performance Monitoring and Coaching 

8. Strategic Performance Management System Approved Calendar

Providing Performance Support| PM-PMC-S2.2
The Agency has performance coaching mechanism that is linked to performance tracking.

1. Coaching report- Performance Monitoring and Coaching/ IO Memorandum 2023-002/ Personnel with Satisfactory Rating for July-December 2022

2. Minutes of the Meeting - Performance Review 

3. Minutes of the Meeting- Monitoring and Coaching

Pillar: Performance Review and Evaluation

Performance Review and Evaluation| PM-PRE-S2.1

The Agency’s individual performance review and evaluation process involves validation of employees’ self-rating by managers/supervisors based on documented accomplishments.

1. 2023 Division Performance Commitment and Review ( DPCR ), Section Performance Commitment and Review ( SPCR ) and Individual Performance Commitment and Review ( IPCR ) with self-rating confirmed/ by supervisor/ manager and validated by the PMT

2. Minutes of the Meetings 

3. Monitoring tools per MFOs/ 2023 1st Quarter OPCR Monitoring of Accomplishment 

Calibrating Performance Assessment | PM-PRE-S2.2

The Agency has a customized process for reviewing performance assessments to ensure agreed performance standards have been applied.

1. Minutes of Monthly/quarterly performance review Minutes of the Meeting 

2. Inter-Office Memorandum 2003-002 Monitoring and Coaching/ Minutes of the Meeting 

Pillar: Development Planning

Development Planning | PM-DP-S2.1

Agency uses customized planning templates (e.g., individual development plan) to discuss and document employees’ development areas and to recommend interventions.

1.Individual Development Plan ( IDP ) for Performance Improvement/ Enhancement