highlights of hrmo accomp (2005 to June 2013)puertoprincesa.ph/sites/default/files/files/highlights...

$: highlights of hrmo accomp (2005 to June 2013)puertoprincesa.ph/sites/default/files/files/highlights of hrmo... · Highlights of HRMO Accomplishments as of June 2013 D:\Users\RobinUno\Desktop\Web$
Highlights of HRMO Accomplishments

as of June 2013

D:\Users\RobinUno\Desktop\Web update\HRMO update\highlights of hrmo accomp (2005 to June 2013).doc i

OFFICE: Human Resource Management Office City Government of Puerto Princesa

DOCUMENT: Highlights of HRMO Accomplishments as of June 2013 (2005-2013)

Atty. EXPEDITO M. ANIGAN CG Department Head II

(City Personnel Officer)

Human Resource Management Office City Government of Puerto Princesa

City Hall, Sta. Monica, Puerto Princesa City 5300, Palawan Tel. + Fax: (048) 433-2766


as of June 2013

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TABLE OF CONTENTS

EXECUTIVE SUMMARY .......................................................................................................... vi

1 LOGICAL FRAMEWORK ................................................................................................. 1

2 HRMO HIGHLIGHTS of ACCOMPLISHMENT ................................................................ 7

2.1 Administrative and Records Division ............................................................................. 7

2.1.1 Computerization of Records .................................................................................. 7

2.1.2 Grievance Committee ............................................................................................ 7

2.1.3 Citizen’s Charter (RA 9485 or Anti Red Tape Act) .............................................. 13

2.1.4 Statement of Assets, Liabilities and Net Worth ................................................... 14

2.1.5 Attendance Tracking and Leave Management ................................................... 14

2.2 Recruitment/Hiring and Statistics Division .................................................................. 14

2.2.1 Personnel Statistics ............................................................................................. 14

2.2.2 Others................................................................................................................... 16

2.3 Employees Welfare and Benefits Division .................................................................. 16

2.3.1 Processing of Requested Personnel Documents ............................................... 16

2.3.2 Other Incentives ................................................................................................... 17

2.4 Human Resource Development and Training Division ............................................... 17

2.4.1 Training Transfer Evaluation ............................................................................... 19

2.4.2 Performance Evaluation System ......................................................................... 19

2.4.3 HRMO Bulletin Board .......................................................................................... 20

2.4.4 Learning Resource Center .................................................................................. 20

2.5 Others........................................................................................................................... 20

3 MAJOR ACTIVITIES OF HRMO ..................................................................................... 23

4 CITY PERSONNEL SERVICES and OTHER COMPENSATIONS ............................... 25

4.1 City Expenditures 2012 ................................................................................................ 25

4.2 HRMO Expenditures 2012 ........................................................................................... 26


as of June 2013

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TABLES

Table 1. HRMO Logical Framework, 2008-2012 ...................................................................... 1

Table 2. Status of Complaints Received .................................................................................. 8

Table 3. Details of Grievances Received ................................................................................. 9

Table 4. Total Number of Personnel as of June 30, 2013 ...................................................... 14

Table 5. Trainings Conducted (2005-2013) ............................................................................ 17

Table 6. HRMO Budget and Expenditures for 2012 .............................................................. 26

FIGURES

Figure 1. Breakdown of Personnel Services and Other Compensation, CY 2012 ................ 25

Figure 2. Distribution of Other Compensation of the City Government Regular Employees, CY 2012 ........................................................................................................................... 25

Figure 3. Distribution of Other Personnel Benefits of the City Government Regular Employees, CY 2012 ....................................................................................................... 26


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LIST OF ABBREVIATIONS

AO Administrative Officer

APPCGE Association of Puerto Princesa City Government Executives

ATLMS Attendance Tracking and Leave Management System

BCLP Basic Computer Literacy Program

CBO City Budget Office

CED City Engineering Department

CENRO City Environment and Natural Resources Office/r

CFAG Certificate of Final Action on the Grievance

CG City Government

CGPP City Government of Puerto Princesa

CHO City Health Office

CIO City Information Office

CLO City Legal Office

CMO City Mayor’s Office

COA Commission on Audit

CPO City Personnel Officer

CRD City Registry of Deeds

CS Civil Service

CSC Civil Service Commission

CSFO Civil Service Commission – Field Office

CSCRO Civil Service Commission – Regional Office

CSTP City Strategic Training Plan

CSWDO City Social Welfare and Development Office

CTO City Treasurer’s Office

CTP City Trainor’s Pool

CY Calendar Year

DBM Department of Budget and Management

DTR Daily Time Record

GSIS Government Service Insurance System

GSO General Service Office

HR Human Resource

HRD Human Resource Development

HRDT Human Resource Development and Training

HRIS Human Resource Information System

HRMIS Human Resource Management Information System

HRMO Human Resource Management Office

MC Memorandum Circular

OCPDC Office of the City Planning & Development Coordinator

PAIC Public Assistance and Information Center

PCPO Palawan Council of Personnel/Administrative Officers


as of June 2013

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LIST OF ABBREVIATIONS

PDF Position Description Form

PDS Personal Data Sheet

PEF Performance Evaluation Form

PERC Performance Evaluation Review Committee

PES Performance Evaluation System

PPC Puerto Princesa City

PPCGEA Puerto Princesa City Government Employees’ Association

PRAISE Program on Awards and Incentives for Service Excellence

PRC Professional Regulation Commission

PSB Personnel Selection Board

RCPO Regional Council of Personnel/Administrative Officers

SALN Statement of Assets, Liabilities & Net Worth

SP Sangguniang Panlungsod

SPMS Strategic Performance Management System

SSP Secretary to the Sangguniang Panlungsod

TAP Training on Appointment Preparation

TNA Training Needs Assessment

TRIS Training Records Information System

TTE Training Transfer Evaluation


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EXECUTIVE SUMMARY

HRMO tried its best to accomplish the major planned activities and those set in the HRMO’s Logical Framework for 2008-2012. These include the following: regular update and maintenance of personnel files; filling-up of vacant positions; processing of leave applications through the Attendance Tracking and Leave Management System, early and voluntary separation applications, membership for PhilHealth, PAG-IBIG, and GSIS; and issuance of service records, employment and compensation, notice of step increment, notice of salary adjustments, and notice pertaining to loyalty bonus; and personnel development.

To easily access and monitor the daily attendance and have an automatic daily earning of leave balances, HRMO has considered using the program on Attendance Tracking System (Biometrics Finger Scanning). A Database for leave records was also established to track down and store various applications for leave. Similarly, Database for Hiring Program was created using the MS Access to simply determine the status of certain vacant position and corresponding applicants. These databases are apart from the said ATLMS. Likewise, the Administrative and Records Division has devised a simple and computerized Records Filing System (in MS Excel and MS Access) for easy retrieval of documents/records in the concerned file folders.

In compliance with the mandate of Civil Service Commission pursuant to Memorandum Circular No. 2, s. 2001 and to hear the complaints or grievances of the City employees, a Grievance Committee was established through Executive Order No. 006, s. 2006. This was also created to improve the employer-employee relationship. Out of the 12 complaints received by the concerned Committee as of this reporting, 7 have been amicably settled and 5 have been closed. The nature of complaints/grievance received includes: misconduct, dishonesty, insubordination, protest on the appointment, misbehavior, conduct unbecoming, and improper recruitment procedure.

Relative to Republic Act No. 9485 (Anti-Red Tape Act of 2007) and in close collaboration with the concerned offices and departments, the Citizen’s Charter of the CGPP was established. Based on the monitoring conducted by the CSC-FO Palawan and CSCROIV, the City Government of Puerto Princesa has fully complied with the requirements of the ARTA. As a result of the ISO Internal Audit in August 2012 and to include other necessary services being provided by the CGPP, its manual of frontline services was updated.

On the other hand, CGPP has a total of 890 personnel (officials and employees); thus, of the 1,037 total number of plantilla positions, 147 remain vacant as of June 30, 2013. As part of the continuing organizational development and institutionalizing effective Human Resource Systems and Administrative support services that the HRMO is undertaking, a review was made on the duties stipulated on PDF and the actual duties being performed by the employee. As a result, book on Revised Duties and Responsibilities was prepared for the amended job description for a number of positions as well as the Organizational Chart of some offices of the CG. Said revision was subsequently approved by the Sangguniang Panlungsod thru Resolution No. 434-2011.

With regards to a continuing program for personnel development, HRMO has successfully conducted 95 various trainings since 2005 with 3,552 participants (98.5% of the target). Also, staff from the HRDT had been facilitators and resource speakers in several seminars and trainings sponsored by different organizations.


as of June 2013

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1 LOGICAL FRAMEWORK1

Table 1. HRMO Logical Framework, 2008-2012

NARRATIVE SUMMARY KEY RESULT AREAS PERFORMANCE INDICATORS

STRATEGY ACTIVITIES Sources of Verification 2

ASSUMPTIONS 3

VISION of CGPP We envision a progressive City

Government of Puerto Princesa whose public servants are highly-motivated, dynamic and competent with adequate benefits, responsive with professionalized service to clients.

MISSION of CGPP We are committed to adopt a

quality system of hiring and promotion; establish a continuing program for career and personnel development; design an award system to recognize and reward employees for their outstanding acts and services for public interest; and implement effectively Civil Service laws and rules and City Government’s policies and issuances.

1 Logical framework – set of related concepts that describe in an operational way in matrix form the most important aspects of an operation. It facilitates improved monitoring and evaluation.

2 Sources of verification are documents, reports and other sources providing information that makes it possible to gauge actual progress towards the planned results and purpose

3 Assumptions - external factors that are outside the direct control of the project, but crucial for the achievement of activities, results, purpose and overall objective


as of June 2013



STRATEGY ACTIVITIES Sources of Verification

ASSUMPTIONS

OBJECTIVES of HRMO 1. To establish & maintain

HRMIS - Computerized data of personnel & office records

- By end of 2010, all 201 files of CGPP officials & employees and other admin records have been computerized & can be easily retrieved.

- Personnel and office records computerized program

- Encode & update personnel data of employees of CGPP & other office records

- Program installed in the computer, reports

Additional encoder & additional computer units with paraphernalia are provided before end of 2007.

- Completed an accurate list of entitled beneficiaries of incentives & awards

- At the end of 2012, list is 85% complete

- Computerization of personnel data

- Update service record - 201 files of employees, reports

- Prepare Schedule of Step Increments and Loyalty Cash Bonus

- 201 files of employees

- Prepare Master List of Beneficiaries of Step Increment and Loyalty Cash Bonus

- Reports

- Updated & accurate personnel records for the following:

- By year 2012, - Strict implementation of CS laws and rules (Leave laws)

- Process leave applications

- Leave cards, program installed in the computer, reports

a) Service Records a) 80% of employees with updated Service Records

- Update computation of total leave credits of employees

- Leave cards

b) Loyalty Cash Bonus b) schedule of recipients for Loyalty Cash Bonus is 90% complete

- Post tardiness and undertime monthly

- Leave cards

c) Step Increment c) schedule of Step Increment is 90% complete

- Issue Notice of Total Leave Balance, Step Increments, Loyalty Cash Bonus & Tardiness and Undertime

- Records books, reports, files, Schedule of Recipients


as of June 2013




ASSUMPTIONS

d) Leave Credits d) Data on leave credits of 90% of employees encoded to the newly installed program

- Update and prepare master list of compulsory retirement

- Files

e) Retirement e) Schedule of Retirement is 90% complete

- Facilitate membership applications for GSIS, PAG-IBIG and PhilHealth

- Files

- Completed accurate and updated electronic personnel statistical data

- Within the period of five years, all personnel statistical data are computerized and updated

- Personnel computerized program

- Up-to-date encoding of personnel statistics

- Program installed in the computer, reports

2. To enhance criteria in the selection of applicant in accordance with CS guidelines

- Hired qualified & competent applicants

- Number of applicants hired

- Publication of vacant positions

- Post list of vacant positions in all colleges and universities in this City in addition to the requirements of the CSC

- Files

- Minimized protests on appointments

- Number of protests reduced by 50% in 2012

- Strict implementation of set criteria

- Publish in local newspapers aside from the CSC bulletin and air the vacancies on radio program of the City Government

- Files, reports

- No mismatching of applicants to applied position

- 100% no mismatch by 2012

- Evaluate thoroughly applicants' PDS based on the set criteria

- Evaluation reports

- Conduct written & actual examination - if needed (questions prepared by HRMO & office concerned)

- Summary of examination results

- Full support and cooperation of all departments and offices


as of June 2013




ASSUMPTIONS

- PSB members to attend CSC seminars, workshops and trainings in selection process

- Coordinate with the CSC on the seminars, workshops and trainings to be conducted

- Reports

3. To ensure that CS and CGPP laws, rules, policies, regulations, memoranda & issuances are implemented

- Minimized violations on CS and CGPP laws & rules

- Number of violators reduced to 75% at the end of 2012

- Leaflets re: HR policies & related CS and CGPP laws and regulations

- Submit report to City Mayor on violations of CS laws & rules

- Reports, files

- Recommendation for the imposition of penalties

- Check & review SALN of City of officials & employees

- Reports, files

- Minimized revisions on processed DTRs

- Revisions on DTRs reduced by 75% by end of 2012

- Strict enforcement of the on-time submission of required documents

- Coordinate with AOs on related memoranda

- Reports

- Improved PES - Acceptable and realistic PES by end of 2009

- Seminar Workshop on PES for Department & Asst. Department Heads

- Check & review PERs of City officials & employees

- PES control list, reports, file

- Ensure maximum utilization & rationalization of workload of different offices

- Revise & recommend for approval of applicable PES

- PERs submitted, reports

Detailed employees shall have been recalled to perform their assigned tasks in their respective mother offices.

- Activate PERC - Approved Executive Order

- Setting of reasonable & realistic target based on office programs

- PERs

- On-time payment of salaries & other monetary claims of officials and employees

- Number of claims - Complete submission of required documents

- Check, review and card accurately various claims of the CGPP officials and employees

- Record book, salary cards


as of June 2013




ASSUMPTIONS

- Identified & recommended to City Mayor employees with overlapping & under lapping of functions

- By the end of 2009, all employees are audited (100%)

- Personnel audit - Review the duties of the position & the actual duties being performed by the employee

- Audit reports, files

- Cooperation of the concerned department or office.

4. To achieve a higher level of service proficiency through continuing training & HRD programs

- Established a continuing program for personnel development

- Number of training conducted and evaluated

- Training/ Seminar/ Workshop

- Conduct Training Needs Assessment (TNA)

- Reports This will be realized if additional staff will be provided

- Develop CD for the prioritized training

- Prepare City Strategic Training Plan for the year

- Prepare Training Calendar

- Conduct Training

- Increase number of computer literate employees

- 75% of target employees trained

- Tutoring - Conduct session proper for 20 hours each class

- Reports, files Additional computer units as well as tutors needed in order to realize this activity.

- Enhanced Skills - 75% of target employees trained/ monitored

- Specialized Skills Training

- Facilitate conduct of specialized skills training

- Reports, TRIS Sufficient fund for the purpose to facilitate the said activity

- Professionalized Client Service

- 75% of target employees trained/ evaluated

- Monitoring and evaluation

- Conduct Survey on the Training Impact

- Training Reports

This will be realized if additional staff will be provided

- Minimized conflict in the workplace

- Conflicts in service delivery was minimized to 75%

- Training - Conduct Orientation Workshop for New Entrants, Re-orientation Seminar for City Employees

- Reports, TRIS


as of June 2013




ASSUMPTIONS

- Established Career Pathing and Succession Plan

- Career Pathing & Succession Plan developed by end of 2012

Training on preparing Career Pathing and Succession Plan for HRMO Trainers

- Make a request to the Civil Service Commission regarding the Training on preparing Career Pathing & Succession Plan

- HRMO Reports, Career Path and Succession Plan

Sufficient fund provided for the purpose

* Revised per HRMO workshop held last August 24, 29, 31, and September 7, 2007


as of June 2013


2 HRMO HIGHLIGHTS of ACCOMPLISHMENT As of June 30, 2013, the department has accomplished the following besides the routinely tasks:

2.1 Administrative and Records Division

2.1.1 Computerization of Records

� Updating of records in the computerized Records Filing System (in MS Excel and MS Access) is continuously being done for easy retrieval of documents/records in the

concerned file folders. Likewise, attendance of employees is still based on the program called Attendance Tracking and Leave Management System. DTRs are printed using the said software.

2.1.2 Grievance Committee

� The Grievance Machinery of the City Government of Puerto Princesa was approved by the CSRO IV on March 21, 2002. Unfortunately and due to unavoidable circumstances, it became active only when the City Mayor, Hon. Edward S. Hagedorn, established the Grievance Committee for the City Government of Puerto Princesa, through Executive Order No. 006, series of 2006. Relative thereto, Resolution No. 01-2006 dated August 7, 2006 was adopted for the procedures in settling of complaints/grievances in the CGPP. The Grievance Committee shall cover all complaints other than administrative cases filed at the Office of the City Legal Officer.

� Due to the retirement of some of its original members, the division chiefs of every department had elected among them their authorized representatives to the Grievance Committee of the City Government of Puerto Princesa on May 04, 2012. To include the new members of the Committee, Section 1 of Executive Order No. 014, series of 2007 was amended thru Executive Order No. 13, series of 2012. However, per letter dated April 12, 2012 of Director Lydia A. Castillo of the CSC-RIV which was received by HRMO on June 26, 2012, there is a need to change the “Division Chiefs” to “Department Heads” since the latter position is accordingly more appropriate to the agency, thus two (2) Department Heads will be appointed or elected as members of the Committee.

� In line with the policies of the CSC on settling of grievances, the following complaints were acted upon: out of the 12 complaints received, 7 have been amicably settled and 5 have been closed. Items 8 and 10 in Table 3 are similar cases – protest against the

City Hall, Sta. Monica, Puerto Princesa City

Personnel Mechanisms

City Government of Puerto Princesa

Program on Awards and Incentives for Service Excellence

Grievance Machinery

Merit Selection Plan

October 2010

EDWARD S. HAGEDORNCity Mayor


as of June 2013


appointment of Isabelita Pelonia to the position of Population Program Officer IV. Since the issues are mainly legal in nature, the Grievance Committee has no authority/jurisdiction to determine whether such decision is correct or wrong. As such, it was referred back to CSC. For settled complaints, the involved parties were required to sign the Minutes of the Meetings for conforme. The CSC Field Office-Palawan was furnished with copies of the CFAG.

Table 2. Status of Complaints Received

Particulars Number

� Number of complaints received 12

� Number of complaints settled/resolved 7

� Number of complaints closed and terminated

5


as of June 2013


Table 3. Details of Grievances Received

COMPLAINANT RESPONDENT DATE RECEIVED NATURE OF COMPLAINT/GRIEVANCE

ACTION TAKEN BY THE COMMITTEE

STATUS REMARKS

1. Lina P. Lamitar, Population Program Officer III (Office of the City Health Officer)

Dr. Juancho V. Monserate, CG Department Head II (City Health Office)

May 11, 2012 - misconduct - 12th Committee Meeting was conducted on May 31, 2012. Parties involved were invited and present during the meeting.

- Amicably settled and resolved

- Parties involved had declared that they are already all right.

2. Estela May S. Raboy, Nutrition Officer III (Office of the City Health Officer)

Analiza R. Herrera, Nutritionist-Dietician II (City Health Office)

April 16, 2012 - dishonesty and misconduct/insub-ordination

- do -


- After declaring that the parties involved are already all right, the complainant agreed having the case harmoniously resolved.

3. Clyde A. Caabay, Information Technology Officer I (Office of the City Planning & Dev’t. Coordinator)

City Government of Puerto Princesa

August 17, 2011 - protest on the appointment of Mr. Roneson Sendaydiego for the position of Information Technology Officer II under the Office of the City Mayor

- The Committee cannot act favorably on the protest because the protest on appointment shall no longer be acted upon through the grievance machinery per CSC MC # 4, s.2010 re CSC Resolution No. 0917818 dated December 11, 2009.

- Protest was dismissed for lack of jurisdiction without prejudice to filing of an appeal to the head of the agency.

- The Secretariat provided the protestant a copy of CSC MC No. 4, s. 2010.


as of June 2013




STATUS REMARKS

4. Regina R. Villapa, Medical Technologist (Office of the City Health Officer)

Nestor Timbancaya, Administrative Aide VI (City Health Office)

February 18, 2011 - misbehavior - 8th Committee Meeting was conducted on March 8, 2011. Parties involved were invited and present during the meeting.


- Parties involved had declared that they are already all right.

5. Engr. Thelma S. Favila, Engineer III (Office of the City Engineer)

Allan S. Timones, Draftsman II (City Engineering Department)

November 15, 2010 - simple misconduct/ misbehavior

- 7th Committee Meeting was conducted on November 30 – December 1, 2010. Parties involved were invited and present during the meeting.

- Case amicably settled

- The complainant has forgiven the respondent believing that his apology is from the bottom of his heart and hoping that he will change his attitude.

6. Analea P. Reynoso, Administrative Asst. III (Office of the City Veterinarian)

Marilyn Sumandal, Livestock Inspector II (City Veterinary Office)

April 21, 2009 - misconduct - 6th Committee Meeting was conducted on May 11, 2009. Parties involved were invited and present during the meeting.

- Case amicably settled

- After the respondent admitted that she had uttered hurting words towards the complainant and asked for an apology, they forgave each other.

7. Joselito R. Cruz, Tourism Operations Officer I (Office of the City Mayor)

Moira T. Magno, Cashier II (Office of the City Treasurer)

September 25, 2007 - misbehavior and conduct unbecoming

- 5th Committee Meeting was conducted on October 05, 2007. Parties involved were invited and present during the meeting.

- amicably settled and resolved

- Parties involved had given apologies to each other and were reminded on treating and


as of June 2013




STATUS REMARKS

satisfying the clients.


City Mayor as the appointing authority and Ms. Isabelita A. Pelonia, Population Program Officer IV of the Office of the City Health Officer

May 08, 2007 and May 16, 2007

- protest against the appointment of Isabelita Pelonia for Population Program Officer IV (CHO) and administrative case for dishonesty and/or falsification (complaint was addressed to Hon. Lydia A. Castillo, Director IV, CSC, thru the Legal Department; copy furnished CGPP). This is also in compliance with the Order of the CSC to take cognizance of the case as provided in CSC Decision No. 070088.

- Included in the 4th Committee Meeting conducted on June 06, 2007

- Protest was returned to CSC per letter dated June 13, 2007. The queries and issues raised by the complainant are mainly legal in nature and therefore beyond the jurisdiction of the Committee. Complainant was informed on the action taken thereon. - case closed and terminated

- Affidavit is not a complaint but a motion for reconsideration on CSC’s decision, specifically in par. 14.

9. Remedios D. Redoña, Administrative Officer V (Human Resource Management Office)

Marilyn F. Mata, Administrative Aide IV (Office of the City Engineer)

April 2, 2007 - misbehavior and conduct unbecoming

- 3rd Committee Meeting was conducted on April 23, 2007. Parties involved were invited and present during the meeting.

- amicably settled and resolved

- Parties had settled and agreed to forget what had happened and forgive each other.

10. Vivian R. Ubaldo City Mayor as the appointing authority and Ms. Isabelita A. Pelonia, Population Program Officer IV

January 9, 2007 - protest against the appointment of Isabelita A. Pelonia (Population Program Officer IV, CHO) and in compliance with the Order of

- 2nd Committee Meeting was conducted on January 15, 2007. An Order was issued requiring Mrs. Ubaldo

- Upon review of CSC Decision No. 060330, the Committee concluded that

- The complainant was furnished with a photocopy of the said CSC Decision.


as of June 2013




STATUS REMARKS

(CHO) CSC to take cognizance of the case as provided in CSC Decision No. 060414

and Mrs. Pelonia to submit their certified documentary evidence within 15 days upon receipt.

there is no possibility of settling the protest considering that all the issues involved are legal in nature. - case closed and terminated


Mr. Felimon R. Sabas, City Personnel Officer (Human Resource Management Office)

June 6, 2006 - unjust/unfair treatment due to non-compliance of the merit promotion plan of the City and improper recruitment procedure

- Included in the 1st Committee Meeting conducted on August 07, 2006. Complainant was invited and present during the meeting.

- Case closed and terminated

- The complainant has already submitted her complaint to the Ombudsman.

12. Abel M. Aboratigue, Administrative Aide III (Office of the City Engineer)

City Mayor as the appointing authority and Mr. Aberdin Fernandez

April 11, 2006 - protest against the appointment of Mr. Aberdin Fernandez for the position of Labor General Foreman

- Included in the 1st Committee Meeting conducted on August 07, 2006. Complainant was invited and present during the meeting.

- Case closed and terminated

- As agreed, since he has already forwarded his protest to the CSC, the complainant shall just wait for the action to be taken by the latter.


as of June 2013


2.1.3 Citizen’s Charter (RA 9485 or Anti Red Tape Act)

� In compliance with Republic Act No. 9485 (Anti-Red Tape Act of 2007) and in close collaboration with the concerned offices and departments, the Citizens’ Charter of the City Government of Puerto Princesa was established. This consists of CGPP’s vision, mission, performance pledge, service standards, and feedback and redress mechanisms. In addition, the required Public Assistance and Complaints Desk was also set-up.

� Related order and resolution (Executive Order No. 011, s. 2009 and SP Resolution No. 565-2009) were approved to take effect its establishment and implementation.

� Further, the required Anti-Fixer Campaign posters are well displayed in conspicuous places within the hall.

� Based on the monitoring conducted by the CSC-FO Palawan and CSCROIV, the City Government of Puerto Princesa has fully complied with the requirements of the ARTA.

� Public Assistance and Complaint Desk

Having established this assistance and complaint desk, clients who are not familiar with the locations in the City Hall, are properly guided to the offices that they have transactions. HRMO immediately took actions on various complaints received. The complainant and the respondent were contacted and let them aired their issues in the midst of a person in authority. Other complaints were referred to the concerned departments and were given preferential attention.

� As a result of the recently concluded ISO Internal Audit

(August 2012) and to include other necessary services being provided by the City Government of Puerto Princesa, its manual of frontline services was updated. Although the CGPP has established and maintained a quality management system to enhance customer satisfaction through effective application of the system, this was also done to be more responsive to changes brought about by advances in systems, technology, growth and development. This Manual was established to serve more than just a citizen’s guide in transacting with the City Government of Puerto Princesa but also as a pledge between the City Government of Puerto Princesa and its constituents.

PUERTO PRINCESA

CITIZEN’S CHARTER OF CITIZEN’S CHARTER OF CITIZEN’S CHARTER OF CITIZEN’S CHARTER OF

PUERTO PRINCESA CITY

A MANUAL OF

CITY GOVERNMENT

FRONTLINE SERVICES

City Government of Puerto PrincesaCity Hall, Sta. Monica, Puerto Princesa City

November 2012


as of June 2013


2.1.4 Statement of Assets, Liabilities and Net Worth

SALN of officials and employees of the CGPP received by this Office were forwarded to the Office of the Deputy Ombudsman for Luzon.

2.1.5 Attendance Tracking and Leave Management

� Having learned its features and advantages, HRMO has considered using the so-called program on Attendance Tracking System (Biometrics Finger Scanning); the main objective of which is to easily access and monitor daily attendance and automatic daily earning of leave balances. With the use of the scanner and individual finger print of employees, dishonesty in swiping is eliminated. Computerized data simplifies the work and recording of employee’s time is accurate.

� Relative thereto, a Seminar-Workshop on Computerization of Attendance Tracking System (Finger Scanning) and Leave Administration Course was conducted for the Administrative Officers/Designated AOs, Division Chiefs, and Administrative Aide/Assistants by the Mannysoft Software Solutions and Services on November 10-11, 2009. Enrollment to finger scanner began after the seminar.

� With the installation in November 2009 of the so-called program on Attendance Tracking System (Biometrics Finger Scanning), requests for leave balances/credits were greatly reduced. Employees can already view said information in the assigned computer units anytime they want to. Tardiness and undertime are automatically computed and reflected in the respective DTRs. DTRs are printed using the said software.

2.2 Recruitment/Hiring and Statistics Division

2.2.1 Personnel Statistics

As of June 2013, the City Government of Puerto Princesa is composed of 890 employees (Table 4); 67 of which is co-terminous, 14 elected, and 808 permanent. Out of the 1,037 total number of plantilla positions, 147 plantilla positions remain vacant.

Table 4. Total Number of Personnel as of June 30, 2013

OFFICE C E TEMPORARY PERMANENT M F FILLED-

UP VACANT TOTAL

CMO 23 1 - 59 36 47 83 10 93

VICE MAYOR'S OFFICE

6 1 - 8 12 3 15 1 16

SP 36 12 - 0 28 20 48 8 48

SSP - - 1 44 14 31 45 2 48

ADMINISTRATOR'S OFFICE

1 - - 9 4 6 10 1 11

HRMO - - - 22 6 16 22 7 29


as of June 2013


OFFICE C E TEMPORARY PERMANENT M F FILLED-UP

VACANT TOTAL

OCPDC - - - 38 18 20 38 6 44

CIVIL REGISTRAR - - - 10 5 5 10 3 13

GSO - - - 42 24 18 42 5 47

CBO - - - 13 4 9 13 2 15

ACCOUNTANT - - - 30 6 24 30 5 35

CTO - - - 47 17 30 47 16 63

ASSESSOR - - - 27 17 10 27 2 29

CIO 1 - - 8 6 3 9 4 13

CLO - - - 13 5 8 13 6 19

CRD - - - 4 2 2 4 0 4

CHO - - - 77 17 60 77 13 90

POPCOM - - - 10 1 9 10 0 10

CSWDO - - - 36 3 33 36 4 40

AGRICULTURE - - - 35 19 16 35 4 39

VETERINARY - - - 17 6 11 17 1 18

CENRO - - -

28 16 12 28 2 30

CED – Admin - - - 98 71 27 98 25 123

CED – Motorpool - - -

90 87 3 90 18 108

PUBLIC MARKET - - -

15 5 10 15 1 16

SLAUGHTERHOUSE - - - 5 2 3 5 3 8

TOURISM - - - 23 5 18 23 5 28

TOTAL 67 14 1 808 436 454 890 147 1037

Legend: C – co-terminous E- Elected M – Male F – Female

Elected 14 Department Head 18 Male 11 Male 9 (co-term- 2) Female 3 Female 9

Co-terminous 67 Asst. Department Head 9 Male 34 Male 5 Female 33 Female 4 Permanent 808 Rank and File 849 Male 391 Male 411 Female 417 Female 438 Temporary 1 Male 0 Female 1


as of June 2013


2.2.2 Others

Moreover, the following were also done by the Recruitment and Hiring Division:

� Revised Organizational Structure and Staffing Pattern and Duties and Responsibilities of Appointive Officials and Employees of the City Government of Puerto Princesa which

was approved by the Sangguniang Panlungsod under Resolution No. 434-2011.

� Updating of the Roll of Personnel

� Monthly updating of the Plantilla of Personnel due to new appointments, promotions, retirement, and separation of personnel.

� Creation of the Database for Hiring Program using the MS Access to easily determine the status of certain vacant position as well as the corresponding applicants.

2.3 Employees Welfare and Benefits Division

2.3.1 Processing of Requested Personnel Documents

� Similarly, a separate Database for this Division was also created for leave records; the main purpose of which is to easily track down and store various applications for leave. This Database is apart from the so-called ATLMS.

� In addition to continuous processing of leave applications, membership for PhilHealth, PAG-IBIG and GSIS, issuance of service records, employment and compensation, and leave credits, the following were administered: issuance of notices for Loyalty Cash Bonus, Step Increment; and facilitation of retirement applications, early and voluntary separation, and

rehabilitation leave.

� For better service and as part of upgrading to the level which the CG employees have been waiting for, Schedule of Step of Increments of employees was prepared with until 2027 projections. This is far better than making schedules of yearly recipients of step increment. Likewise, consolidation of recipients of Loyalty Cash Bonus for the period 2008-2020 was


as of June 2013


accomplished in order for the CG employees to have an outlook of their own schedule of said kind of benefit.

2.3.2 Other Incentives

� As part of the celebration of the Anniversary of the Philippine Civil Service every month of September, which is led by the HRMO in close collaboration with the APPCGE and PPCGEA, employees who have rendered 30 years of service in the City Government of Puerto Princesa were awarded with cash and Plaque of Recognition. Other activities undertaken during the said celebration include Livelihood Seminar, Spiritual and Moral Enhancement Seminar, and Tribute to the Early Retirees.

� Furthermore, the Program on Awards and Incentives for Service Excellence (PRAISE) was partly modified for the benefit of the employees.

� Retirement Award (Salamat Paalam Award) – This award for the retirees has

increased:

(a) Under the Compulsory retirement (60-65 years of age with at least fifteen (15) years government service) – from P50,000 to not less than P100,000.

(b) Under the Optional Retirement (government service rendered is at least fifteen (15) years) – from P30,000 to not less than P50,000.

2.4 Human Resource Development and Training Division

Since 2005, HRMO has successfully conducted the following:

Table 5. Trainings Conducted (2005-2013)

Name of Training TOTAL (2005-2013)

No. of

trainings

target actual male female

1. Customers' First Training 22 794 657 292 365

2. In-House Training on Effective Delivery 1 6 6 2 4

3. Orientation-Workshop for New Entrants 14 245 347 171 176

4. Seminar-Workshop on Effective

Training Delivery Techniques &

Methodologies

3 95 63 17 46

5. Basic Computer Literacy Program 3 56 45 14 31

6. Personal Effectiveness Enhancement

Course for Admin. Officers

1 35 26 3 23

7. Skills Enhancement for Crafts and Trade

Workers

3 134 134 107 27

8. Managing Positive Work Attitude 12 427 311 121 190


as of June 2013


Name of Training TOTAL (2005-2013)

No. of

trainings

target actual male female

9. Skills Training on Heavy equipment

Operations

1 40 37 37 0

10. Skills Training on Heavy Equipment

Servicing

1 40 57 57 0

11. Orientation Course for Would-Be-

Retirees of the City Government

3 305 325 116 209

12. Employees Forum on CSC Laws, Rules

and DBM Circulars

1 100 80 12 68

13. Seminar-Workshop on

Computerization of Attendance Tracking

System (Finger Scanning) and Leave

Administration Course

1 70 61 11 50

14. Seminar on Work Ethics in

Governance4

3 750 695 325 370

15. Team Building 3 51 50 7 43

16. Orientation on Strategic Performance

Management System & Strategic Human

Resource Plan 5

1 40 42 7 35

17. Re-Orientation Workshop on SPMS 10 272 254 65 189

18. Supervisory Development Course -

Track 1 6

1 75 74 27 47

TOTAL 95 3606 3552 1411 1924

� Staff from the HRDT Division of HRMO had also become resource speakers and facilitators in various seminar/training sponsored by different offices.

4 With Dir. Emma Barrera of CSC R-4 as the only resource speaker 5 With Dir. Jacinto Mateo of CSC R-4 as the resource speaker 6 With CSC Directors of CSC R-4 as the resource speakers


as of June 2013


2.4.1 Training Transfer Evaluation

� The main objective of the conduct of TTE is to measure the effectiveness of the training course and to measure the applicability of the knowledge and skills learned from the course to work. This was carried out through “on the job observation”, interviewing peers and clients, getting feedback on the impact of the training to the participants, and survey questionnaire distributed to trainees and their immediate supervisors. Responses to the questions on the effectiveness of the training were used as a tool to evaluate the training impact.7 The following are the general assessment of the result of evaluation on Training on Excellent Client Service Batch 1:

� It was found out that the general impression on the training impact showed a big margin of change in the attitude of the participants towards handling clients.

� The participants considered the training course as a sort of awakening, having realized that the clients are the very reason of their existence in the workplace.

� Through the training, relationship in the workplace has been improved having realized that their supervisors, their peers, in some other time may also be their clients.

� For those who had attended the Seminar-Workshop on Managing Positive Work Attitudes conducted in 2011 by the HRMO, the following are the changes and improvements observed by the concerned supervisors in their subordinates’ performance and behavior 8:

� More aggressive in performance of duties/responsibilities

� Focus on the quality of work assigned to him/her

� Became more work-oriented and improved performance

� Work attitude changed a lot after the training.

� Practice good communication

� More flexible in every way and manages well her responsibility

� Execute the things expected of him

� Established rapport to his superior and subordinates

� More effective and efficient in his performance

� Application of knowledge, skills and attitude learned in the training is noted.

� Comes to office on time and became more positive thinker and pro-active

� Does her job without being told and became more responsible

� Significantly improved in dealing with co-workers and clients

� She is now very accommodating to clients and taxpayers.

� Willing to render overtime and accept responsibilities delegated by superiors

� Accepts criticism not only in the performance of duties

� Developed self-confidence and understanding to others

� Because of his new outlook in life, he gained respect from his co-workers.

� Turned negative to positive attitude.

2.4.2 Performance Evaluation System

� Pertaining to Performance Evaluation System, the Division has reviewed PES forms for ratings and PES forms for targets of CGPP employees following the set guidelines.

7 Human Resource Dev’t. and Training Division. 2007. Training Transfer Evaluation Report on Training on Excellent

Client Service Batch 1. Human Resource Management Office - City Government of Puerto Princesa. August 2007. 8 Fontanilla, D. B. 2012. Training Transfer Evaluation Report on Seminar-Workshop on Managing Positive Work Attitudes

2011. City Government of Puerto Princesa. August 2012.


as of June 2013


� In compliance with CSC MC No. 07, series of 2007, the Performance Management System-Office Performance Evaluation System (PMS-OPES) of the CGPP was submitted to the CSC Palawan Field Office on December 2008. However, with the new directive of the CSC thru Memorandum Circular No. 6, series of 2012, the City Government of Puerto Princesa in coordination with the Civil Service Commission, Region IV, conducted a three-day Seminar Workshop on the Strategic Performance Management System (SPMS) on February 19-21, 2013 at the Marina de Bay, Puerto Princesa City, to craft new Agency Performance Management System based on the SPMS guidelines. As of now, HRMO is on the stage of drafting the SPMS Manual.

2.4.3 HRMO Bulletin Board

An HRMO Bulletin Board with mounted pictures of training activities at the City Hall Ground Floor was set-up to make activities of HRD and Training Division more visible and for everybody’s information.

2.4.4 Learning Resource Center

� HRD – Learning Resource Center became functional on March 2006. It accommodated various visitors, employees and students alike, who did newspaper reading, conducting research study, looking for references, coaching and focus-group discussions and other activities. Research works done were related to their jobs and studies.

� The center has also served as venue of the HRD Staff and CTP Members Weekly meetings, and other small meetings conducted by some departments, offices and personnel.

� In addition, the 20-hour Basic Computer Literacy Program (MS Word, MS Excel, and MS PowerPoint) was held in the center. Said program was implemented under the Human

Resource Development and Enhancement Program of the City Government. The tutors are all personnel from HRMO.

� However, as required by the ARTA 2007 and due to non-availability of appropriate space, half of the learning center was converted to Information and Assistance Center; the other half became the space for Land Bank of the Philippines ATM Machine. For this reason, conduct of BCLP was

temporarily stopped.

2.5 Others

� HRMO Bulletin (Newsletter). Three issues of the HRMO Bulletin, the official Newsletter of the Human Resource Management Office were published and circularized at the end of September 2006, December

2006 and March 2007. The main focal point of this quarterly publication is the welfare of the City Government employees. Through this, employees are better informed and become aware of matters concerning sound and effective human resource development projects and programs.

Unfortunately, said publication was discontinued after the third issue of the HRMO Bulletin due to insufficient funds.


as of June 2013


At any rate, the following messages of some of those at the helm of the CGPP included in the first issue of HRMO Bulletin are very heartwarming:

The City Government of Puerto

Princesa envisions a government which

is centered towards a service of excellence

for the people of Puerto Princesa. Thus,

we are committed in advancing the system

of our management particularly in

the development of knowledge and skills of our employees.

And with this mission, the HRMO has done a splendid

endeavor in supporting the City Government’s paradigm of

advancing our system of management.

CONGRATULATIONS to the HRMO Personnel

for this new accomplishment, the HRMO Bulletin. The

introduction of this newsletter will intensify our campaign

for the employees to put their excellent effort in rendering

their services for the Puerto Princesans.

MABUHAY KAYO!

(SGD) Hon. EDWARD S. HAGEDORN

City Mayor

(1992-2013)

The launching of the

“HRMO Bulletin” is a good

indication that we are heading towards a more aggressive

effort in informing our fellow

public servant and keep them abreast with the current

trend in Human Resource Development and updates

within our organization.

Human Resource is a key factor why our

bureaucracy works. It is essential that people who

work at all levels of the organization need to be well-

prepared to ensure the effective and efficient delivery

of services.

I commend the Human Resource

Management Office (HRMO) in coming up with this

bulletin, and as the frontliner in providing our

employees various human resource development

interventions by way of trainings, seminars and the

establishment of a Learning Resource Center. My

congratulations also goes to all employees who work

in the name of public service.

(SGD.) Hon. LUCILO R. BAYRON

City Vice-Mayor (2010-2013)

City Mayor (2013 – )

MY CONGRATULATIONS to the

Human Resource Management Office

for coming up with this very

commendable project, the HRMO

Bulletin, as the official publication of

the City HRMO.

As City Administrator, this is one of my obsessions

in the city government to keep city employees well

informed of all the policies, rules and regulations,

programs, projects and activities of the City Government

particularly with those matters related to employees’

performances and development.

Through this publication, we can be assured that our

constituents, clients and employees are well kept abreast

of the human resource development issues in the city

government.

To our ever innovative and dynamic City Personnel

Officer, Mon Sabas and his staff, keep it up… and keep

going.

(SGD. ) Atty. AGUSTIN M. ROCAMORA

City Administrator (1996-2013)

As the Chairperson of the Human

Resource Development &

Organization Committee of the

Sangguniang Panlungsod of Puerto

Princesa, please join me to welcome

the maiden issue of HRMO Bulletin - a newsletter that

will definitely play a vital role in human resource

development and organization.

With the considerable number of City Government

officers and employees, its management is indeed quite

complex. To communicate with them requires extensive

time and effort. This predicament is nevertheless

resolve by innovative step of producing newsletter

known as “HRMO Bulletin.”

Let me congratulate the working force behind this

publication for their brilliant ideas.

To conclude, please be assured that your continued

health and success shall always be in my prayers. Once

again, CONGRATULATIONS, KEEP-UP YOUR

GOOD WORK AND MABUHAY PO KAYO!

(SGD.) Hon. REBECCA V. LABIT

City Councilor (2001-2010)

Chairman, Committee on Human Resource

Dev’t. & Org’n.

City Tourism Officer (2012 - )


as of June 2013


� HRMO has also attended various Quarterly Seminars of the Palawan Council of Personnel/Administrative Officer (PCPAO) and Annual Conferences of the Regional Council of Personnel/Administrative Officers (RCPO) being facilitated by the CSC.

� Because of his accomplishments, Mr. Felimon R. Sabas, the then City Personnel Officer (2005-2011),

was awarded by the Civil Service Commission Region IV as the 2009 Most Outstanding Human Resource Management Practitioner in Region IV.

� Due to early and voluntary separation of Mrs. Wenifreda J. Arcegono (who was appointed as Acting City Personnel Officer from January – June 2012) from the CGPP, the Chief Executive immediately appointed Atty. Expedito M. Anigan as the City Personnel Officer on July 17, 2012 upon complying all the requirements and necessary processes. The vacant Assistant City Personnel Officer

position was filled-up on October 17, 2012 in the person of Mrs. Lourdes P. Salonga.

� HRMO has a great role in the process of accrediting the City Government with the International Standard Organization (ISO 9001:2008/14001:2004 EQMS). All members of the ISO Team - Centralized Document and Records Controller (Chief of HRD & Training Division of HRMO), Quality Management Representative, Environmental Management Representative, Internal Auditors, ISO Technical Working Group, and Department Document and Record Controllers worked closely with each other to meet the goal of securing the said ISO certification. As a result and with the assistance of FIRST Carbon Solutions Corporation, the CGPP has successfully passed the ISO 14001:2004 (Environmental Management System) and ISO 9001:2008 (Quality Management System) certification audit conducted in September 2012 by TUV Rheinland Philippines.


as of June 2013


3 MAJOR ACTIVITIES OF HRMO

Administrative and Records Division

1. Receive and record INCOMING documents

2. Record and release OUTGOING documents

3. Check supporting documents of payrolls & vouchers

4. Database Build-up and Management

5. Prepare HRMO reports

6. Issue and process requested records/documents

7. Encode, edit & process ATLMS data (attendance), and print DTRs

8. Review/check and consolidate SALN

9. Prepare Purchase Request

10. Prepare Financial Reports

Recruitment/Selection/Appointment and Statistics Division

11. Publish vacant positions

12. Post Notice of Vacancy

13. Record and evaluate application letters

14. Update list of applicants in the application folders

15. Conduct and facilitate PSB interview

16. Conduct written examinations

17. Process and transmit appointments to CSC

18. Post Notice of Appointments

19. Update Personnel Complement

20. Update Roll of Personnel

21. Prepare new Position Description Form of City employees

22. Prepare transmittal to Civil Service Field Office

23. Prepare transmittal of approved appointments to different offices

24. Prepare certifications as attachments to appointments

25. Prepare Administrative Order of appointments

26. Prepare reports on Accession and Separation

27. Prepare Annual Plantilla of Personnel

28. Prepare Staffing and Compensation Profile


as of June 2013


Employees Welfare/Benefits and Personnel Services Division

29. Process leave applications

30. Generate Reports on Tardiness and Undertime

31. Prepare and issue Notices to CG employees

32. Prepare List of Recipients of Benefits and Awards

33. Prepare list of retirees and compute retirement claims

34. Update and prepare Service Records

35. Prepare Certification of Employment & Compensation

36. Prepare ARA forms

37. Prepare Notice of Salary Adjustment

Human Resource Development and Training Division

38. Update Training Needs Assessment

39. Prepare Training Calendar

40. Prepare Training Design/Curriculum

41. Conduct Training

42. Document Training Process

43. Conduct Training Impact Evaluation

44. Update CGPP employees’ training records

45. Update HRMO Bulletin Board

46. Provide Resource Person Services and Facilitation Services

47. Review PES Forms


as of June 2013


4 CITY PERSONNEL SERVICES and OTHER COMPENSATIONS

4.1 City Expenditures 2012

Per General Appropriations Ordinance No. 1-2011, which was enacted on November 21, 2011 during the 72nd Regular Session of the 13th Sangguniang Panlungsod of the City Government of Puerto Princesa, the CGPP has P1.81 billion total budget for CY 2012. Out of this budget, P234.2 million (12.9%) was allotted for salaries and wages of regular employees, P 63.3 million (3.5%) for other compensation, and P 21.3 million (1.2%) for other personnel benefits (Figures 1, 2 and 3). Other compensation includes the so-called personal economic relief allowance, representation allowance, transportation allowance, clothing/uniform allowance, productivity incentive allowance, honoraria, cash gift, and year-end bonus. On the other hand, other personnel benefits consist of health workers’ benefits, hazard pay, subsistence allowance, earned leave benefits, and loyalty cash bonus.

Figure 1. Breakdown of Personnel Services and Other Compensation, CY 2012

Figure 2. Distribution of Other Compensation of the City Government Regular Employees, CY 2012

Total: P 318,857,233.50

Salaries-Regular Pay:

P 234,246,769.00

Other Compensation:

P 63,338,932.00

Other Personnel Benefits:

P 21,271,532.50

P 24.5 M

P 3.6 M

P 3.5 M

P 4.1 M

P 2 M

P 1.2 M

P 5.1 M

P 19.5 M


as of June 2013


Figure 3. Distribution of Other Personnel Benefits of the City Government Regular Employees, CY 2012

4.2 HRMO Expenditures 2012

As shown in Table 8 and per records of the Office of the City Budget Officer, the Department has accordingly spent 73.69% (P 9.5 million) of the P 12.9 million allotted budget for CY 2012. Funds allocated for MOOE was almost exhausted, 93%.

Table 6. HRMO Budget and Expenditures for 2012 9

Particulars Budget (P) Expenditures (P) % Expenditures

Personal Services 11,952,999.02 8,630,635.70 72.20

M O O E 921,175.00 856,757.96 93

Capital Outlay - -

Total 12,874,174.02 9,487,393.66 73.69%

9 Source: City Budget Office. City Government of Puerto Princesa.

P 9.1 M

P 0.2 M

P 1.7 M

P 9.3 M

P 0.9 M

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