IPPMS - Department of National Defense [PDF]

Division Chief / Supervisor or individual employees responsible for the delay or non-submission of the. OPCR and IPCR re

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a. Disqualification from performance-based human resource management and development actions if failure to submit is the fault of the individual. b. Administrative sanction for violation of reasonable office rules and regulations and simple neglect of duty for the Division Chief / Supervisor or individual employees responsible for the delay or non-submission of the OPCR and IPCR reports. Failure of the Heads of Office to comply with the required notices to individuals for their unsatisfactory or poor performance during a rating period shall also be a ground for an administrative offense for neglect of duty. Heads of Office / Bureaus and Division Chiefs / Supervisors shall be charged administratively if found guilty of using the IPPMS to give undue advantage or disadvantage to the individual employees they rate. WHAT ABOUT THE RIGHT TO APPEAL? Office performance assessments are final and non-appealable after the performance review conference. You can file an appeal with the Performance Management Team ten (10) working days after receipt of performance evaluation rating. If the appeal is denied, the decision of the PMT may be appealed to the SND. Individuals who were separated from the service due to unsatisfactory or poor performance rating can appeal their separation to the CSC or its regional office within fifteen (15) days from receipt of the order or notice of separation. WHAT WILL BE THE CALENDAR OR TIMETABLE OF THE IPPMS? The rating periods shall be January to June and July to December of every year. However, should there be a need for a shorter or longer period, the minimum rating period is at least ninety (90) calendar days or three (3) months while the maximum is no longer than one (1) calendar year.

The following is the IPPMS Annual Calendar:

Report / Activity OPR Submit to Target Date Orientations / Re-Orientations Orientations / OASHR or Semi-annually and / or as the need Re-Orientations Personnel Office arises Performance Planning and Commitment Head of Office / OASPP / DNDOPCR 1 Oct Bureau wide PMT Feedback memo and / or Head of Office / OASPP & PMTs / 15 Oct Review report Bureau DND-wide PMT OPCR Approval SND 31 Oct Division Chiefs / Head of Office/ IPCR Supervisors & 1 Dec / 1 June Bureau Individuals Performance Monitoring and Coaching Monitoring by: Department Once a year PMT every six months Head of Office / Director Quarterly Division Chief / Supervisor Monthly Individual Staff Weekly Forms Logbook of Daily Tasks / Division Chiefs / Individuals Daily / Weekly Activities Supervisors Performance Monitoring Head of Office / OASHR or End of Quarter and Coaching Journal Bureau personnel office Performance Review and Evaluation Division Chiefs / Head of Office / IPCR Supevisors & 10 Jan / 10 July Bureau Individuals Submission of IPCR with Head of Office / Summary List of Individual OASHR 15 Jan / 15 July Bureau Ratings Head of Office / OASPP / DNDOPCR 20 Jan / 20 July Bureau wide PMT OPCR review and OASPP & PMTs / Head of Office / validation 31 Jan / 31 July Office performance DND-wide PMT Bureau assessment report Annual Performance DND-wide PMT OASPP & PMTs 3rd week of Feb Review / SND Final DND Proper & Bureau PMTs / DND-wide PMG 28 Feb Performance rating PMT Bureau Ranking PMG SND 28 Feb Performance Rewarding and Development Planning Performance Rewarding Division Chiefs / OASHR or Quarterly and Development Form Supervisors personnel office For more information, refer to (a) DC No. 01 dated 31 January 2013, as revised by DC No. 04 dated 04 March 2014, or (b) the IPPMS Primer; or (c) access the Help Desk at the DND website at www.dnd.gov.ph; or send your inquiries to (d) ippmspmt@dnd. gov.ph. Office of the Assistant Secretary for Human Resource, Department of National Defense Camp General Emilio Aguinaldo, Quezon City 2014

The DND Integrated Personnel Performance Management System (IPPMS)

What You Should Know (An Informational Brochure)

WHAT IS THE IPPMS? The Integrated Personnel Performance Management System (IPPMS) is a new performance management system of the Department of National Defense (DND) promulgated by virtue of Department Circular No. 01 dated 31 January 2013, as revised by Department Circular No. 04 dated 04 March 2014. The IPPMS was developed based on the Strategic Performance Management System (SPMS) Guidelines as provided in Memorandum Circular No. 6, s. 2012 of the Civil Service Commission (CSC). It aims to improve the overall performance of personnel in the DND and its attached civilian bureaus in a manner that positively affects the organizational outputs and outcomes of the Department. WHAT ARE THE FEATURES OF IPPMS? The IPPMS focuses on the work outputs of offices and individuals rather than activities and is based on concrete proofs of performance. It incorporates provisions on interfaces and linkages with human resource management and development actions and other systems. The IPPMS includes user-friendly forms / templates and a performance management information system that will assist offices and individuals in planning and monitoring office and individual performance outputs and standards, among others. It also includes a communication plan to help stakeholders better understand and appreciate the IPPMS. WHAT IS THE COVERAGE OF THE IPPMS? The IPPMS applies to all civilian employees in the DND and its civilian bureaus under career and non-career service occupying the 1st and 2nd level positions, including nonCareer Executive Service (CES) Positions. However, the IPPMS may be applied in suppletory character, or as may be feasible, to civilian personnel in the Armed Forces of the Philippines.

WHAT ARE THE PROCESSES INVOLVED IN THE IPPMS? The IPPMS follows a four (4)-stage step-by-step process cycle, namely: 1. Performance Planning and Commitment, 2. Performance Monitoring and Coaching, 3. Performance Review and Evaluation, and 4. Performance Rewarding and Development Planning. Performance Planning and Commitment - At this stage, office and individual outputs are agreed upon; success indicators are determined; and standards are set. These provide the bases in the preparation of the performance commitment and review forms which will be accomplished by the office and individual. This stage complements the preparation and finalization of the Annual Plan and Budget (APB) and Annual Procurement Plan (APP). Performance Monitoring and Coaching - At this stage, Heads of Offices and Division Chiefs / supervisors monitor the division / individual performances and act as coaches and mentors to manage office / individual work deficiencies and develop potentials, and improve team performance. Performance Review and Evaluation - At this stage, both the Office and individual performances are assessed / rated based on success indicators as approved in the Office and Individual Performance Commitment and Review forms. Performance Rewarding and Development Planning - This stage highlights individual competency assessment vis-à-vis the competency requirements of the job or position. The result of the assessment is treated independently of the individual performance rating.

HOW DOES THE IPPMS RELATE TO CURRENT DND PROCESSES AND SYSTEMS? The IPPMS is an integral part of the Defense Resource Management System (DRMS) of the Defense System of Management (DSOM), particularly on Planning, Programming, Budgeting and Execution; and human resource management and development, specifically on areas of selection and assessment of employee potential, training and development, promotion, incentives and rewards, and other personnel actions. WHAT ARE THE USES OF THE IPPMS? The IPPMS will be the basis for rewards and sanctions, and other personnel actions. It can be used to determine who will be promoted to the next higher position, who is entitled to performance-based step increment, and who will be terminated from the service due to poor performance, among others. WHO ARE RESPONSIBLE FOR THE IMPLEMENTATION AND MAINTENANCE OF THE IPPMS? The Office of the Assistant Secretary for Plans and Programs (OASPP) or Planning Office, and the Office of the Assistant Secretary for Human Resource (OASHR) or Human Resource Office are primarily responsible for the implementation and maintenance of the IPPMS at the office and individual levels, respectively. Additionally, the Performance Management Team (PMT) ensures that the IPPMS is being implemented properly and effectively. Likewise, since the IPPMS is for the management of each individual’s performance, all DND personnel are responsible for the implementation and maintenance of the IPPMS. Each individual has its own role to play in the new system. WHAT ARE THE SANCTIONS ATTACHED TO THE IPPMS? When not justified and accepted, non-submission of OPCR to OASPP and IPCR to OASHR will be sanctioned as follows:

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