Formulating Success Indicators and Developing Rating Matrices 100720

FORMULATING SUCCESS
INDICATORS AND DEVELOPING

RATING MATRICES PER POSITION
PER TASK
For UPLB Administrative Employees

OBJECTIVES:
❖ To align the duties and

responsibilities in the IPCR with
the duties and responsibilities in
the PDF and UP PDQS Manual for
all administrative personnel;
❖ To be able to properly and
effectively state SMART Success
Indicators and Targets;
HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

OBJECTIVES:
❖ To be able to identify which

among the three (3) Dimensions
of Performance Measure (Q,E,T)
will be rated; and
❖ To be able to formulate
standard rating matrices per
position per task.

APCR
(MFOs)
VISION
OPCR
MISSION
UP PDQS
MANUAL UPLB GOALS
IPCR
PDF

REQUIREMENTS
❖ Position Description and

Qualification Standard (PDQS)
❖ Position Description Form (PDF)
❖ Individual Performance
Commitment and Review Form
(IPCR)

PLUMBER II, GRADE 5
DUTIES AND RESPONSIBILITIES
Performs skilled plumber work in the installation, maintenance and repair of

plumbing systems.

Bends, cuts and threads air, water, steam and gas pipes; lays and joins different
sizes of pipes and taps connections from the main to house meter.

Installs and repairs water pipes, valve gates, hydrants as well as toilets, sinks,
fountains, faucets, showers and water meters.

Performs other related functions.

QUALIFICATION STANDARDS
Education: Elementary School Graduate
Experience: None required
Training: None required

Civil Service Eligibility: Pipe fitter or Plumber (MC 11, s. 96 – Cat. I)
POSITION DESCRIPTION FORM
BLANK POSITION DESCRIPTION FORM LINK

22. STATEMENT OF DUTIES AND RESPONSIBILITIES
(Technical Competencies)
Percentage of (State the duties and responsibilities here:)
Working Time
Performs skilled plumber work in the installation,

50%
maintenance and repair of plumbing systems
Bends, cuts and threads air, water, steam and gas
20% pipes: lays and joins different sizes of pipes and taps
connections from main to house meter.
Installs and repairs water pipes, valve gates, hydrants
20% as well as toilets, sinks, fountains, faucets, showers
and water meters.
Performs technical assistance to different units,
10% different University functions and affairs, and
administrative support functions

IPCR FORM
BLANK IPCR FORM LINK

I
P
C
R

DEFINITIONS
❖ Success Indicator
❖ Performance Measure
❖ Target
❖ Quality, Efficiency, Timeliness
(Q, E, T)
❖ SMART Measurement
❖ Rating Matrix

Success Indicator = P+ T
Performance Measure (P) + Target (T)

3 Dimensions of
Performance Measure (P)
•Quality (Q)
•Efficiency (E)
•Timeliness (T)

Quality/Effectiveness (Q)
ELEMENTS:
•Acceptability
•Meeting Standards
•Client Satisfaction with services
rendered
•Accuracy
•Completeness or comprehensiveness
of reports

Efficiency (E)
Elements:
•Standard response time
•Number of Request acted over
received
•Optimum use of resources (e.g.
money, logistics, office supplies)

Timeliness (T)
•If targeted deliverable done within

scheduled or expected timeframe.
•Meeting deadlines as set in the
work plan

In Rating Accomplishments…
•Not all performance

accomplishments need to be rated
along all 3 dimensions
•Combination of 2 or 3 dimensions
•Most accomplishments involve
dimension of time(measured within
a scheduled monitoring period).

ATTRIBUTES OF SUCCESS INDICATORS
S - Specific
M - Measurable
A - Attainable
R - Relevant
T - Timely

DEVELOPING RATING MATRICES
General Rating Scale:

NUM ADJ NUM POINT DESCRIPTION
5 O 5.00 Performance exceeded expectations

by 30% and above.
4 VS 4.00 – 4.99 Performance exceeded expectations
by 15% to 29%
3 S 3.00 – 3.99 Performance met 100% to 114% of the
planned targets.
2 U 2.00-2.99 Performance only met 51% to 99%
1 P 1.00 – 1.99 Performance failed to deliver most of

the targets by 50% and below.
3 Questions to Ask in Formulating
Success Indicators
1. What is the task/activity required?

2. What areas will be rated (Q,E or T)?
3. What is the target/standard per
area?

PROCEDURE
❖ Success Indicator Guide

Questions
❖ Samples
❖ Rating Notes

FORMULATING SUCCESS INDICATORS
Employee Task Performance Target (T) Success Indicator

Measure (P) (per performance
measure)
Preparation and Q= n/a (minor task) Monthly Reports

submission of E= n/a of Attendance
Monthly Report T= Every 4th day of prepared and
of Attendance the following submitted to DC
to Division Chief month (meeting every 4th day of
deadlines) the following
month


measure)
Processing and Q= n/a 100% processed
releasing of Request E= 100% of request and released
for Certification of processed and request for
Employment released within Certification of
3 working days Employment to
from receipt client within 3
n/a (there is working days
T= already from receipt
response time)


measure)
Submission of Q= With no major Annual

Annual revision Procurement
Procurement E= n/a Plan submitted
Plan T= Submitted on on March 31,
March 31, 2019 2019 with no
major revision

How do I rate targets which
cannot be exceeded?
Fixed/Flat Targets
Meeting Target = Outstanding (5)

RATING MATRIX FOR FIXED/FLAT TARGETS
Success 5 4 3 2 1
Indicator
100% of E= 100% of E= 99%-90% E= E= 79%-70% E= Less than

Request for requests of requests 89%-80% of of requests 70% of
Certification processed processed requests processed requests
of and and processed and released processed
Employment released to released to and to client and released
processed and client client released to within 3 to client
released to within 3 within 3 client days within 3
client within 3 days days within 3 days
days from (Meeting days
receipt Target = 5)

Performance Target (T)

Success Indicator
Employee Task Measure (P) (per performance
measure)
Preparation and Q= n/a (minor task) Monthly Reports

submission of n/a of Attendance
Monthly Report of E= Every 4th day of prepared and
Attendance T= the following submitted to DC
to Division Chief month (meeting every 4th day of
deadlines) the following
month

SAMPLE RATING MATRIX
Success 5 4 3 2 1
Indicator
Monthly T = 2nd T = 3rd T = 4th T = 5th T = 6th day

Reports of day day day day & beyond;
Attendance T = no
submitted to submission
DC every
4th day of
the
following
month


measure)
Processing and Q= n/a (minor task) 100% of Request

releasing of E= 100% of request for Certification
Request for processed and of Employment
Certification of released within 3 processed and
Employment working days released to client
from receipt within 3 days
T= n/a (there is from receipt
already response
time)

Success 5 4 3 2 1
Indicator
100% of E= 100% of E=99%-90 E= 89%-80% E= 79%-70% E= Less

Request for requests % of of requests of requests than 70% of
Certification processed requests processed processed requests
of and processed and and processed
Employment released to and released to released to and
processed and client released client client released to
released to within 3 to client within 3 within 3 client
client within days within 3 days days within 3
3 days from (Meeting days days
receipt Target = 5)


measure)
Preparing of Q= with 3 revisions 100% of request

Certification of E= 100% of request for for Certification of
Performance Certificate of Performance
Rating Performance Rating Rating prepared
prepared within 3 with 3 revisions
working days from within 3 working
receipt days from receipt
T= n/a (there is already
response time)

Success 5 4 3 2 1
Indicator
100% of request
for Certification Q= no Q= 1-2 Q= 3 E= 4-5 Q= 6 or
of Performance revision revisions revisions revisions more
Rating revisions
prepared with 3
revisions within
3 working days
from receipt


measure)
Retrieving of Q= n/a 100% of request for

student jackets E= 100% of request for student jackets
and other student jackets and and other
academic records other academic academic records
records retrieved retrieved within 3
within 3 working days working days from
from receipt receipt
T= n/a

Success 5 4 3 2 1
Indicator
100% of E= 100% of E=99%-90% E= 89%-80% E= 79%-70% E= Less

request for request for of request of request of request than 70% of
student student for student for student for student request for
jackets and jackets and jackets and jackets and jackets and student
other other other other other jackets and
academic academic academic academic academic other
records records records records records academic
retrieved retrieved retrieved retrieved retrieved records
within 3 within 3 within 3 within 3 within 3 retrieved
working working working working working within 3
days from days from days from days from days from working
receipt receipt receipt receipt receipt days from
receipt
22. STATEMENT OF DUTIES AND RESPONSIBILITIES
(Technical Competencies)
Percentage of (State the duties and responsibilities here:)
Working Time
Performs skilled plumber work in the installation,

50%
maintenance and repair of plumbing systems
Bends, cuts and threads air, water, steam and gas
20% pipes: lays and joins different sizes of pipes and taps
connections from main to house meter.
Installs and repairs water pipes, valve gates, hydrants
20% as well as toilets, sinks, fountains, faucets, showers
and water meters.
Performs technical assistance to different units,
10% different University functions and affairs, and
administrative support functions

SAMPLE IPCR
Success Indicator Actual %
Accomplishments Distribution
Success Indicator : 100% of 95% of request for 50%

request for plumber work in the plumber work in the
installation, maintenance and installation, maintenance
repair of plumbing system and repair of plumbing
performed with satisfactory systems performed with
feedback from supervisor and very satisfactory feedback
clients within the deadline from supervisor and
clients done 3 working
days before the deadline
M: Q,E,T
T: 100% of request for plumber
work performed with satisfactory
feedback done within the
deadline
SAMPLE RATING MATRICES
Quality (Q)
5=O = with Outstanding feedback
4= VS= with Very Satisfactory feedback
3=S = with Satisfactory feedback
2=U = with Unsatisfactory feedback
1=P = with Poor feedback
Efficiency (E)
5=O = 100% of request performed upon receipt
4= VS=90%-99% of request performed upon receipt
3=S = 80%-89% of request performed upon receipt
2=U = 70%-79% of request performed upon receipt
1=P = Less than 70% of request performed upon receipt
Timeliness (T)
5=O = 1-2 working days before the deadline
4=VS= 3-5 working days before the deadline
3= S = within the deadline
2= U = 1-5 working days after the deadline
1= P = more than 5 working days after the deadline
SAMPLE IPCR
Success Indicator Actual %
Accomplishments Distribution
Success Indicator : 100% of 100% of request to 20%
request to bend, cut and thread bend, cut and thread air,
air, water, steam and gas pipes; water, steam and gas
lay and join different sizes of pipes; lay and join
pipes and tap connections from different sizes of pipes
main to house meter done with and tap connections
at least 3 deficiencies within 5 from main to house
working days upon request meter done with no
deficiency within 5
working days upon
request
M: Q,E
T: 100% of request done with at
least 3 deficiencies within 5
working days upon request
Quality (Q)
5=O = no deficiency
4= VS=1-2 deficiencies
3=S = 3 deficiencies
2=U = 4-5 deficiencies
1=P = more than 5 deficiencies
Efficiency (E)
5=O = 100% of request done w/in 5 working days upon receipt
4= VS=90%-99% of request done w/in 5 working days upon
3=S = 80%-89% of request done w/in 5 working days upon
2=U = 70%-79% of request done w/in 5 working days upon
1=P = Less than 70% of request done w/in 5 working days upon
receipt

SAMPLE IPCR
Success Indicator Actual Accomplishments %
Distribution
Success Indicator : 100% of 100% of request to install 20%
request to install and repair and repair water pipes,
water pipes, valve gates, valve gates, hydrants as
hydrants as well as toilets, well as toilets, sinks,
sinks, fountains, faucets, fountains, faucets,
showers and water meters done showers and water meters
with satisfactory feedback from done with outstanding
supervisor and clients within 5 feedback from supervisor
working days upon receipt and clients within 5
working days upon receipt
M: Q,E
T: 100% installed and repaired
with satisfactory feedback from
supervisor and clients within 5
working days upon receipt
Quality (Q)
5=O = with Outstanding feedback
4= VS= with Very Satisfactory feedback
3=S = with Satisfactory feedback
2=U = with Unsatisfactory feedback
1=P = with Poor feedback
Efficiency (E)
5=O = 100% of request done w/in 5 working days upon receipt
4= VS=90%-99% of request done w/in 5 working days upon receipt
3=S = 80%-89% of request done w/in 5 working days upon receipt
2=U = 70%-79% of request done w/in 5 working days upon receipt
1=P = Less than 70% of request done w/in 5 working days upon
receipt

SAMPLE IPCR
Success Indicator Actual % Distribution
Accomplishments
Success Indicator Performed Performed 100% of 10%
100% of request for technical request for technical
assistance to different units, assistance to different
different University functions and units, different University
affairs, and administrative functions and affairs,
support functions upon receipt and administrative
support functions upon
receipt
M: E
T: Performed 100% of request
for technical assistance upon
receipt

Efficiency (E)
5=O = 100% of request performed upon receipt
4= VS=90%-99% of request performed upon receipt
3=S = 80%-89% of request performed upon receipt
2=U = 70%-79% of request performed upon receipt
1=P = Less than 70% of request performed upon receipt

ALIGNING TARGETS TO APCR
Why do we need to align our

targets?

What do we need to align our

targets?

APCR

How do we align our targets?

❖ Check Metric (Measure)

❖ Identify Parent Key
Performance Indicator (KPI)
❖ Identify Parent Goal




EXPECTED OUTPUT
UPLB Units Success Indicators

and Rating Matrices per
Position per Task (Click me)

DEADLINE OF SUBMISSION
Colleges & Schools (11) and

Main Executive Offices (7) are
expected to submit their
consolidated output on
12 OCTOBER 2020
12:00 nn
REMINDERS:
❖ To formulate Success Indicators (SI)

and Targets (T) per position per
specific task.
❖ Employees occupying the same
position and having the same
specific task should rate their
performance measures (Q,E,T) using
standard matrices for the task.

REMINDERS:
❖ IPCR targets must be consistent with

the Duties and responsibilities in the
PDF.
❖ Update PDF.
❖ Unit PMTs must set schedule of
review and approval of Targets/
Ratings and calibration of standard
rating matrices of their employees.

REMINDERS:
❖ There should be a regular monitoring

and coaching sessions. Please attach
the Individual (IMCJ) and Office
Monitoring and Coaching Journal
(OMCJ) in the employee’s IPCR and
Staff Development Plan if necessary.
❖ IMCJ to be accomplished weekly
❖ OMCJ to be accomplished quarterly

IMCJ AND OMCJ BLANK FORM
SPMS COACHING AND MONITORING

FORM LINK

Thank you!

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FORMULATING SUCCESS

INDICATORS AND DEVELOPING

For UPLB Administrative Employees

❖ To align the duties and

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

❖ To be able to identify which

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

❖ Position Description and

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

DUTIES AND RESPONSIBILITIES

Performs skilled plumber work in the installation, maintenance and repair of

BLANK POSITION DESCRIPTION FORM LINK

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Performs skilled plumber work in the installation,

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

BLANK IPCR FORM LINK

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Performance Measure (P) + Target (T)

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

•If targeted deliverable done within

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

•Not all performance

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

General Rating Scale:

5 O 5.00 Performance exceeded expectations

1 P 1.00 – 1.99 Performance failed to deliver most of

1. What is the task/activity required?

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

❖ Success Indicator Guide

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Employee Task Performance Target (T) Success Indicator

Preparation and Q= n/a (minor task) Monthly Reports

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Employee Task Performance Target (T) Success Indicator

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Employee Task Performance Target (T) Success Indicator

Submission of Q= With no major Annual

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

100% of E= 100% of E= 99%-90% E= E= 79%-70% E= Less than

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Performance Target (T)

Preparation and Q= n/a (minor task) Monthly Reports

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Monthly T = 2nd T = 3rd T = 4th T = 5th T = 6th day

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Employee Task Performance Target (T) Success Indicator

Processing and Q= n/a (minor task) 100% of Request

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

100% of E= 100% of E=99%-90 E= 89%-80% E= 79%-70% E= Less

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Employee Task Performance Target (T) Success Indicator

Preparing of Q= with 3 revisions 100% of request

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

HUMAN RESOURCES DEVELOPMENT OFFICE v1 MAY 2020

Employee Task Performance Target (T) Success Indicator