PROPOSED ORGANIZATIONAL STRUCTURE

INSTITUTIONAL PLANNING AND QUALITY MANAGEMENT SYSTEM OFFICE (IPQMSO)

Rationale:

The Institutional Planning and Quality Management System Office (IPQMSO) is responsible for the implementation of policies relative to planning conceptualization, monitoring and evaluation of institutional and units’ performance, quality management system implementation, and monitoring and evaluation of institutional development plan.

The IPQMSO is headed by a Director who is responsible in supervision and management of the implementation of policies relative to planning conceptualization, monitoring and evaluation of institutional performance, the university’s quality management system implementation, and monitoring and evaluation of institutional development plan. The director is also responsible in the operation of the Planning and Data Management Section, Quality Management System Section, and the Institutional Performance Monitoring and Evaluation Section; and the directors is responsible in reportorial requirements and other agency periodic reports to the management through the Vice President.

The IPQMSO is headed by a Director in charge of the overall supervision of the three sections namely, (1) Planning and Data Analytics Sections; (2) Institutional Performance Monitoring and Evaluation Section; and (3) Quality Management System Section. Each section is managed by a section chief which may either be faculty designee and/or administrative employee.

The Planning and Data Analytics Section (PDAS) has two primary functional objectives: (1) Operational Planning; and (2) Data Management within Strategic Planning Works. The Planning Section’s operational planning process define strategy or direction for the University, and helping the top management to make key decisions regarding allocations of resources, performance analysis using the following roadmap and tools which includes developing strategic recommendations for optimizing performance growth of the university, benchmarking the best practices and facilitating their adoption across the university, and operation process reengineering and internal planning. The Planning Section’s Data Analytics function with Strategic Planning process define to promote good practice in data management. This includes activities such as convening the Data Owner and Data Stewards Community of Practice, Collaborating with ICT Office on managing and monitoring the key performance of different delivery units of the university, Collecting, consolidating, and preparing various financial and operational reporting requirements of the university to the different oversight government offices, Preparing key performance projections of the University such as but not limited to enrollment, graduates, research production, extension activities, faculty profile, licensure examinations, and program accreditations. The PDAS will have a total of 10 administrative staff which are composed of existing three plantilla items (Education Program Specialist II, Education Program Specialist, and Senior Education Specialist), and 7 proposed new plantilla items (Senior Financial Planning Specialist, Planning Officer III, Planning Officer II, 2 Planning Officers I, and 2 Statistical Coordination Officer I).

The Institutional Performance Monitoring and Evaluation Section (IPMES) conducts annual and quarterly review of the performance of different operational units of the university to take self-evaluation, evaluate program quality and effectiveness, and analyze and evaluate performance strategies. These reviews are conducted on three levels: (1) University level; (2) academic departments; (3) administrative departments. At the university level, the IPMES devices Key performance indicators monitoring and evaluation platform supported by quantitative and qualitative data collections methods such as surveys, focus group discussion and secondary research. At the academic department level, the IPMES devices Key performance monitoring and evaluation platform which helps analyzing quality and effectiveness of programs being offered by the university which can be done by integrating, reporting, and analyzing the data, and making recommendation for process improvement and development. At the administrative departments level, the IPMES ensures that the performance expectations and strategic outcomes are clear in organizational context, and the actual and key performance results are reported against the commitment. The data is transformed into meaningful information and disseminate to concerned offices. The IPMES will have six administrative staff which are composed of 1 existing plantilla (Assistant Statistician, two casual employees (reclassified from Statistician Aide and Administrative Aide III to 2 Assistant Statistical Coordination Officer), and three proposed new plantilla items (Planning Officer III, Planning Officer II, and Statistician II).

The Quality Management System Section (QMSS) is the newly created office of the IPQMSO which is responsible in the provision of assistance to the Quality Management Representative (QMR) in the implementation of Quality Management System of the University, Monitors the implementation of the University’s Quality Management System, Organizes capability enhancement programs for effective and efficient implementation of Quality Management System of the University, Provides technical assistance to Process Owners and QMS Core Teams, Develops and implements periodic QMS Audit Program, Conceptualizes and organizes periodic Management Review on the implementation of QMS. The QMSS will be five proposed new plantilla items which are Quality Management Officer III, Compliance Officer III, Quality Management Officer II, Information Security Officer II, and Statistician II.

The Job Descriptions of the Director:

a. Supervises the implementation of policies relative to planning conceptualization, monitoring and evaluation of institutional performance, the University’s quality management system implementation, and monitoring and evaluation of institutional development plan;

b. Supervises the operation of the Planning and Data Management Section, Quality Management System Section, and the Institutional Performance Monitoring and Evaluation Section; and

c. Submits periodic reports to the management through the Vice President.

The Job Descriptions of the Chief of Planning and Data Analytics Section:

a. Provides technical assistance in planning and program development to the various operating units in the University;

b. Integrates the plans of the different operating units into a University plan;

c. Prepares projection on University enrollment and graduates;

d. Estimates funding requirements for faculty and administrative personnel, infrastructure and maintenance, and operating expenses for the various services and facilities of the University;

e. Prepares short and medium-term, and long term operational and financial plans for the University;

f. Prepares periodic reports for the management;

g. Assesses institutional needs of the University; and

h. Provides the management with information that suggests the policy formulation and decision making.

The Job Descriptions of the Chief of Institutional Performance Monitoring and Evaluation Section:

a. Undertakes monitoring and evaluation of the status of the various programs and projects of the University;

b. Undertakes performance evaluation of the various units in the University in relation to the plans and programs projected for the year;

c. Periodically reviews the University’s short-term and mid-term plans and makes recommendations on the required reformulations/revisions in the plan;

d. Prepares periodic report for management;

e. Monitors the accessibility of the programs, plans and projects to all sectors of the University;

f. Evaluates the extent to which the project is able to achieve its general objectives/goals;

g. Undertakes a systematic measuring and tracking programs of activities and results; and

h. Develops collaborative team environments.

The Job Descriptions of the Chief of Quality Management System Section:

a. Assists the Quality Management Representative (QMR) in the implementation of Quality Management System of the University;

b. Monitors the implementation of the University’s Quality Management System;

c. Organizes capability enhancement programs for effective and efficient implementation of Quality Management System of the University;

d. Provides technical assistance to Process Owners and QMS Core Teams;

e. Develops and implements periodic QMS Audit Program;

f. Conceptualizes and organizes periodic Management Review on the implementation of QMS; and

g. Performs other related tasks as maybe assigned by the Director and the Quality Management Representative