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REPUBLIC OF THE PHILIPPINES

h DEPARTMENT OF BUDGET AND MANAGEMENT
GENERAL SOLANO STREET, SAN MIGUEL, MANILA

OFFICE ORDER NO. 207 ^ s. 2022

Subject CONDUCT OF THE DBM ANNUAL PLANNING, PERFORMANCE
EVALUATION AND ASSESSMENT REVIEW (APPEAR) BY THE
DBM BUREAUS/SERVICES/OFFICES (B/S/Os)

Date 1 APRIL 2022

1.0 RATIONALE

To institutionalize the inclusive planning, employee engagement, and the systems

and methods review of the DBM, the conduct of annual planning activity shall be
authorized in keeping with the Department's thrusts to (1) ensure efficient service
delivery; (2) monitor and evaluate the budget implementation effectively; and (3)
leverage DBM oversight functions for meaningful devolution.

The event shall provide the DBM B/S/Os the opportunity for dedicated man-hours
in undertaking various planning tasks and activities in momentary isolation from
the routine of respective regular works to ensure significant time to assess
performance, thus enhancing the quality of management decision on business
processes/services and operations. It shall likewise promote active/inclusive
participation of all team members through organizational engagement and
knowledge-sharing.

2.0 OBJECTIVES

The annual planning exercise and activities shall be undertaken with the following
objectives:

2.1 Strategize and determine the B/S/Os' action plans for programs, activities,
and projects (PAPs) and the corresponding commitments and targets in

1
 pursuit of the mandate and initiatives of the Department^ guided by the
progress and/or status of actions undertaken for each; and calibrate the
same, as necessary, to ensure sustainable success;

2.2 Review/evaluate, modify and/or develop policies and procedures, adopting

innovations and initiatives for the continual improvement^ of
processes/services^ and operations, including systems and methods
thereof, in keeping with the DBM goals and objectives towards fiscal
discipline and operational efficiency; and

2.3 Sustain the strategic provision of continuous out-of-the-box learning and

development (L&D) opportunities to strengthen the meaningful
engagement of officials and employees of the Department.

3.0 COVERAGE

3.1 To institutionalize an inclusive approach to planning and ensure alignment

of policies and initiatives to the operations of the Department, all functional
units, i.e., B/S/Os, including the DBM Regional Offices (ROs), are directed
to conduct the planning activity.

The DBM attached agencies, i.e., the Procurement Service (PS) DBM and
Government Procurement Policy Board-Technical Support Office (GPPB-
TSO), may also adopt this Order, as their respective leadership would deem
the event necessary.

3.2 To ensure the provision of technical support and responsive policy

recommendations to the DBM leadership, the various Committees,
Technical Working Groups, and other ad hoc learns (CGTs) of the
Department conducting regular and/or periodic mandatory activities
throughout the year are also authorized to conduct the APPEAR for
performance target-setting that better align with the B/S/Os' success
indicators (Sis) and operational activities.

' In reference to the DBM Strategies and Annual Targets (DBM SAT), Operational Planning (OP) outputs, and/or other planning documents; and
in consideration of forthcoming change of administration/leadership in view of the 2022 elections.
^ In relation to the DBM Quality Management System (QMS)
^ Including the ongoing reforms and/or initiatives of the Department
2
 For the CGTs to be eligible to conduct the subject activity, the creation of
the said CGTs must be covered by a Department/Office Order by the
Secretary/Officer-in-Charge (OIC).

3.3 The foiiowing are authorized to participate in the pianning activity:

3.3.1 Aii offidais and empioyees on permanent, temporary, coterminous

or contractuai status from the DBM Centrai Office (CO) and ROs;

3.3.2 Those hired under Job Order (JO) or Contract of Service (CoS);

3.3.3 Those detaiied or seconded to the Department; and

3.3.4 Those officers and members of CGTs in the DBM failing in the
category of Item 3.2 hereof.

4.0 GUIDELINES

4.1 The activity is hereby authorized to be conducted within the Phiiippines

once a year (annual), i.e., within the first three quarters of each caiendar
year; and shaii be approved as foilows:

Planning Entity Approving Authority

Office of the Undersecretaries
Office of the Assistant
Secretaries
DBM Secretary/OIC
CGTs
PS-DBM
GPPB-TSO
B/S/Os Supervising Functional Group Head/s
(FGHs)_______________________

4.2 The planning entity shall accomplish the Request for Approval of their
APPEAR using the attached Annex B. The request must be submitted and
approved by the respective approving authorities at least five (5) working
days prior to the target schedule.

4.3 All officials and employees/personnel of the B/S/Os and members of

the CGTs shall participate in the activity. Operational and communication
strategies shall be undertaken by the B/S/0 or CGT by informing its
respective clients of the necessary operational arrangements at least five
(5) working days prior to the conduct of the activity to ensure efficient
service delivery adjustments, as deemed necessary.

3
 4.4 The activity is authorized to be conducted by each B/S/0 or CGT for a
maximum of three (3) consecutive working days, inciusive of travel time.

Should logistical requirements necessitate additional day/s for the event,

the added day/s must be on Saturday, Sunday and/or any applicable
holiday; provided, however, that such additional day/s shall not bear any
extra cost on the part of the DBM, except for expenses herein authorized
to be chargeable against contingency and miscellaneous fund.

4.5 In the exigency of service and in view of the ongoing precautionary

measures of the government against the spread of the Coronavirus Disease
(COVID19), all officials, employees, and/or personnel shall submit the
requirements listed below to the CO DBM Clinic and/or RO Finance and
Administrative Division (FAD) as consolidated bv the respective
Administrative Officers (AOs) and/or designated staff at least five (5)
working days before the conduct of the activity:

For fully vaccinated For non-fully vaccinated

Individuals Individuals

a) Duly accomplished Health a) Duly accomplished Health

Declaration Form'^ (Annex C); Declaration Form (Annex C);
and
b) COVID-19 vaccination card and/or
b) Copy of COVID-19 certificate issued by the Local
vaccination card and/or Government Unit (LGU) that
certificate administered the same, indicating
full vaccination; and/or

c) Result of RT PCR test or antigen

test^ or medical clearance of
ineligibility for vaccination issued
by the Municipal/City/Provincial
Health Office

4.5.1 In addition, all DBM officials, employees, and/or personnel shall

abide by the following minimum health protocol^:

4.5.1.1 Use of the Stay Safe application or link, i.e., staysafe.ph, for
health/safety monitoring and contact tracing purposes;

'' A measure to contact trace all the DBM officials, employees, and outsourced personnel joining the activity
^ If RT-PCR capacity in the respective LGU is insufficient or not immediately available (test at individual's own expense), the result of which shall
be submitted to the DBM Clinic at least one (I) working day before the conduct of the APPEAR
^ Based on the Department Order No. 35, s. 2021 re Updated Work Arrangements and Protocols during the State of Continuing CO VID-19 Pandemic
4
 4.5.1.2 Strict compliance with proactive safety measures and
minimum public health standards for the whole duration of
the activity, such as, but not limited to the following:

4.5.1.2.1 Disinfect hands with alcohol and/or disinfect

equipment/materials used;

4.5.1.2.2 Observe physical or social distancing measures

at all times, e.g., during meal time; and

4.5.1.2.3 Check body temperature and symptoms before

joining the activity of the Office and/or CGT.

4.5.1.3 Compliance with the minimum health

protocols/requirements as required by the respective local
government units (LCDs), i.e., city, municipal and/or
province, as the venue/s of the activity to be conducted.

4.5.2 Moreover, prior and/or during the conduct of the activity, all officials,
employees, and/or personnel are expected to promptly report to
their immediate supervisor and subsequently to the DBM Clinic or
FAD the manifestation of any signs/symptoms of COVID-19 or any
possible exposures to a COVID-19 case for immediate
isolation/quarantine.

4.5.3 The planning entity shall ensure that both its place of origin and the
venue of the activity shall be under Alert Level 1 or below. In cases
when the Alert Level in either and/or both areas were raised to Alert
Level 2 or higher, the conduct of the APPEAR shall be suspended
until the restriction is lifted; the alert level, returned to at least 1; or
the venue, transferred to another location of prevailing Alert Level 1
or lower.

4.5.3.1 For CGT members coming from various place of origin, the
member must ensure that his/her place of origin must be
under Alert Level 1 or below. In cases when the Alert Level
in said area was raised to Alert Level 2 or higher, the
Member may still participate, subject to the submission of
pertinent requirements^ as identified and required by the
point of destination LCDs.

’ Expenses for the completion of the requirements shall be borne by CGT member concerned
5
4.6 In addition, safety and security of the participants must also be a priority
concern. Hence, communication through cellular phones, email, and
landlines, must be available and accessible at all times:

4.6.1 Participants shall monitor communication lines (e.g.,

texts/messages, calls, email, etc.) coming from and to the
workstation and the venue of the activity; and shall ensure
availability should exigency of the service require.

4.6.2 The AOs and/or designated staff of the B/S/Os and CGTs, in close
coordination with the DBM Clinic, shall ensure contact tracing within
their respective offices, committees, groups, or teams through the
list containing contact details, health and emergency information of
all participants prior to the activity.

4.7 Each participant shall be entitled to an allocation of P6,000.00 per person

for the whole duration of the activity to cover food, accommodation,
rental of venue/facilities, and main mode of transportation (i.e., land
transportation fees, air fare or sea fare, including rebooking fees, if any) for
said activity. All expenses reported herein should pertain to official APPEAR
activities only.

4.7.1 Funding allocation shall be provided only to those personnel who will
attend the activity. In case of last minute/unavoidable circumstances
resulting to failure of personnel to attend the activity, funding
allocation granted to the said personnel shall be subsequently
returned/refunded to the Department.

4.7.2 Moreover, for officials, employees and/or personnel attending the

activity in less than the required number of days, the allocation shall
be pro-rated accordingly.

4.8 A contingency and miscellaneous fund amounting to the following is

authorized per B/S/0 or CGT:

No. of Attendees per Contingency and Miscellaneous

B/S/O/CGT Fund
Not more than 25 PIO,000.00
26-50 P15,000.00
51-75 P20,000.00
More than 75 P25,000.00

The contingency and miscellaneous fund shall be used to defray the

following expenses:

6
 a. For land travel - toll fees and environmental fees, re-fueling of official
service vehicles for long distance trips, vulcanizing of flat tires, and
repair/replacement of spare parts of official service vehicles;

b. For air travel — terminal fees and environmental fees, transportation

expenses in going to and from the airport and activity venue; and

c. For sea travel — terminal fees and environmental fees, Ro-Ro fees for
official service vehicles, transportation expenses in going to and from
the seaport and activity venue.

4.9 Moreover, the travel expenses of the CGT members from the ROs, from the
point of origin to the DBM CO and/or designated venue/pick-up points, shall
be charged against the respective funds of the ROs.

4.10 The B/S/0 or CGT shall ensure an accurate attendance system, monitoring,
and documentation of the event's activities from the assembly point until
the completion.

4.10.1 The B/S/0 shall submit justification for employees who are unable to
attend the activity to the Administrative Service (AS).

4.10.2 If, for any valid reason/s, an employee cannot participate in the
activity, said employee may report to work under the skeleton
workforce arrangement (SWA)^. Otherwise, a leave of absence shall
be filed by the employee.

4.11 Request for vehicle services must be coordinated at least five (5) working
days in advance with the AS-General Services Division (AS-GSD). Adequate
number of drivers for longer trips must be ensured to allow sufficient rest
for drivers.

4.12 Information and/or details about schedules, routes, timetables, assigned

drivers, departure locations, rest and meal stop, lodging, emergency
procedures, protocol for problems, and rules of conduct must be
communicated in advance to all officials and employees by the AOs and/or
designated focal person of the B/S/0 or CGT.

4.13 The designated Special Disbursing Officers (SDOs) are authorized to handle
cash advance to cover the expenses for the activity. All expenses shall be
liquidated within thirty (30) calendar days upon completlon/conduct of the
APPEAR in accordance with existing budgeting, accounting, and auditing
rules and regulations.

As approved by the B/S/0 Head and/or Functional Group Head (FGH)

7
 4.14 Motorpool drivers who will provide transportation services (but are not
participants for the said activity) to the B/S/Os or CGTs are authorized to
collect daily travel expense (DTE) in accordance with Department Order
(DO) No. 14, s. 2019.

4.15 Similarly, all Administrative Aide IV (Driver II) and/or Chauffeur who are
also participants to the activity but were likewise requested to provide
transportation service to their respective B/S/0, are authorized to collect
DTE based on actual number of driving hours, i.e., in addition to the
allocation of P 6,000.00 under item 4.7, based on a fully accomplished Trip
Ticket.

5.0 METHODOLOGIES

5.1 MANAGEMENT REVIEW (MR)

All B/S/Os and CGTs conducting the event must undertake the respective
MR as the main framework thereof prior, during and/or after the activity.
(See attached MR Template and Quick Guide)

The offices of the Secretary/OIC, Undersecretaries, and Assistant

Secretaries shall generate and consolidate inputs of respective MR from
B/S/Os and/or CGTs of their Functional Group (FG).

The MR by the Senior Officials shall be completed through a

meeting/performance evaluation/review with the B/S/0 Directors/Executive
Directors and Assistant/Deputy Directors under their supervision.

5.2 DELIVERABLES

The following deliverabies/reports shall be prepared and submitted by the

planning entities (B/S/Os or CGT) arising from the respective conduct of the
activity:

OUTPUTS/ PLANNING TIMELINE REMARKS

TO
REPORTS TO BE
ENTITIES
SUBMITTED
Minutes of the B/S/Os, ROs, Corporate Within ten (See attached
Management Review and CGTs Planning and (10) working MR template
(MR) Management days after and Quick
Service (CPMS) completion/ Guide)
conduct of the
APPEAR

8
 OUTPUTS/ PLANNING TIMELINE REMARKS
TO
REPORTS TO BE
ENTITIES
SUBMITTED
Updated Project B/S/Os and DBM Bids and As prescribed
Procurement ROs Awards by the Call for
Management Plan Committee Submission of
(PPMP) for FY 2023 (BAC) / Finance the DBM BAC /
(as applicable) Service (FS) FS

Further, all B/S/Os and CGTs shall prepare and submit the administrative
requirements as indicated in Annex A hereof pertaining to their respective
conduct of the APPEAR.

6.0 RESPONSIBILITIES

6.1 Corporate Planning and Management Service (CPMS)

The appropriate CPMS division shall review the planning documents and/or
reports submitted by B/S/Os, i.e, planning documents and reports
by the CPMS under Item 5.2 hereof.

6.2 Finance Service (FS) or the counterpart FAD units in the ROs

6.2.1 Provide the timely processing of cash advance to the B/S/0 or CGT;
and

6.2.2 Ensure all cash advances are properly accounted for and liquidated.

6.3 Administrative Service (AS)

6.3.1 Monitor the schedules of the activities of the B/S/Os to

avoid/eliminate overlaps; and

6.3.2 Provide transportation services as may be required by the B/S/0 or

CGT, subject to availability of official vehicles.

7.0 FUNDING SOURCE

7.1 All expenses to be incurred by the B/S/Os in the CO and the ROs shall be
charged against their respective funds.

9
 7.1.1 The Php 6,000 allocation per participant, the contingency, and
nniscellaneous expenses shall be charged against "Training
Expenses"; while the DTE of the drivers shall be charged against
"Travelling Expenses"

7.1.2 Disbursements thereof shall be subject to existing budgeting,

accounting, and auditing rules and regulations.

8.0 EFFECTIVITY

7.1 This Office Order supersedes Office Order Nos. 32® and 32A^°, s. 2020 dated
16 January and 20 February 2020, respectively.

7.2 For strict compliance.

TINyTROSE MARIE L. CAN DA

Officer-in-Charge

’ Re Conduct of the DBM APPEAR by the DBM B/S/Os and Attached Agencies
Re Amendment to Office Order No. 32, s. 2020 dated 16 January 2020 re the Conduct of the DBM APPEAR by the DBM B/S/Os and Attached
Agencies
10
 ANNEX A

LIST OF ADMINISTRATIVE REQUIREMENTS FOR THE CONDUCT OF THE ANNUAL

PLANNING, PERFORMANCE EVALUATION AND ASSESSMENT REVIEW (APPEAR)

The following requirements shall be prepared and submitted by the planning entities (B/S/Os
or CGT) for the conduct of the activity:

- ^ OUTPUTS/
PLANNING
REPORTS TO BE TO TIMELINE REMARKS
ENTITIES
SUBMITTED

at least five (5)

Request for Approval on the working days
Approving
Conduct of the APPEAR prior to the
Authority
(Annex B) conduct of the
APPEAR

For monitoring
one (1) week
Notice to Conduct Form and possible
AS prior to the
(Annex D) B/S/Os, ROs, logistical
APPEAR
and CGTs requirements

To provide the
Cash Advance Request Form at least one (1) basis and
(Annex E) including the final week prior to sufficient time
list of participants and the conduct of in processing of
amount of cash advance the APPEAR the cash
advance

Documents for liquidation of

cash advance: Attendance
Sheets; Original Boarding Finance Service
Passes, as applicable; Copies (FS) or to its
of all Outputs/Reports counterpart FAD
relative to the activity; Cash in the ROs Within thirty
Disbursement Record (GAM (30) calendar
To be
Appendix 40); Report of days upon
submitted by
Cash Disbursement (GAM completion/
the SDOs
Appendix 41); Original conduct of the
copies of Official Receipts of APPEAR
payments for venue, food
and other related expenses;
and at least five (5) photos
of the activities; and other
required documents
The individual letter/s duly Within five (5)
AS-Human
approved by the Head of working days
Resource
B/S/0 or CGT justifying the after
Management
absence of any employee(s) completion/
Division (AS-
from the activity conduct of the
HRMD)
APPEAR
Requirements for the pre­ at least five (5) See item 4.4
cautionary measures against DBM Clinic or to working days
COVID-19 its counterpart prior to the
FAD in the ROs conduct of the
APPEAR
 ANNEX B

REQUEST FOR APPROVAL FOR THE CONDUCT OF THE ANNUAL PLANNING,

PERFORMANCE EVALUATION AND ASSESSMENT REVIEW (APPEAR)
Per Office Order No. 207 s. 2022, dated 1^ 2022

Date:

The will hold its 2022 APPEAR on

in

Below are the list of names of the B/S/0 or CGT officials and employees who will participate
in the activity:

Name Position Remarks

T
2
3
A
b
b
7
5
9
TO

Prepared by: Approved by:

(Name and Signature of B/S/O/CGT Head) (Name and Signature of the Approving Authority)
 ANNEXC

REPUBLIC OF THE PHILIPPINES

DEPARTMENT OF BUDGET AND MANAGEMENT
GENERAL SOLANO STREET. SAN MIGUEL, MANILA

HEALTH DECLARATION FORM

Full Name:
Last Name First Name Middle Name
B/S/0: Sex: Age; Vaccination
Status:
Email Address Contact No.: Temperature:

In the last 14 days up to a. Sore Throat (Pananakit ng Yes No

present, did you have any of lalamunan/masakit lumunok)
the following: (Sa nakaraang
14 na araw hanggang sa b. Body pains (pananakit ng katawan) Yes No
kasalukuyan, nakaranas ka ba
c. Persistent Headache (tuloy-tuloy na Yes No
ng:)
pananakit ng ulo)

d. Fever for the past few days (lagnat sa Yes No

nakalipas na mga araw)

e. Loss of smell/taste (walang panlasa/pang- Yes No

amoy)

f. Chest pain (pananakit ng dibdib) Yes No

g. Diarrhea (pagtatae) Yes No

h. Difficulty of breathing (hirap/pagkapos sa Yes No

paghinga)

i. Colds/ Coryza (clogged or runny nose) Yes No

In the last 14 days, have you been in close contact or stayed in the same close Yes No
environment with any person suspected of or confirmed with COVID-19? (Sa
nakaraang 14 na araw, may nakasama ka ba o nakatrabahong tao na
kumpirmado o hinihinalanq may COVID-19?)__________________________
Nauunawaan ko ano kahalaaahan no moa sumusunod at nanoako no qaaawin anq maa ito;
1. Pagsusuot ng face mask
2. Tamang distansya mula sa mga tao at mga kasama
3. Madalas na paghugas ng mga kamay
4. Tamang paraan ng pag-ubo at pagbahing
5. Agad mag-leave of absence at magsabi sa kinauukulan kung makaramdam ng anumang sintomas ng trangkaso
0 COVID19 0 kung may nakasalamuha na sinumang kumpirmado o pinaghihinalaang kaso ng COVID-19
6. Paglinis o pag-disinfect mabuti ng paligid ng aking assigned area at ng mga madalas na nahahawakang mga
lugar o kagamitan (mesa, door knob, telepono, gripo, at iba pa)

Nauunawaan ko na ang aking hindi pagsabi ng katotohanan ay makapagpapahamak at maglalagay sa panganib sa

aking mga kasamahan sa trabaho at iba pang tao.
Oo _________ Hindi__________
Nauunawaan ko na ang aking hindi pagsabi ng katotohanan ay maaaring ituring na paglabag sa aking kontrata at
sa mga patakaran ng DBM.
Oo Hindi___________ ___________________________________________ __________

Name and Signature Date

 ANNEX D

NOTICE TO CONDUCT ANNUAL PLANNING, PERFORMANCE EVALUATION

AND ASSESSMENT REVIEW (APPEAR)
Per Office Order No. 207 5. 2022, dated

Date:

The will hold its 2022 Annual Planning,

Performance Evaluation and Assessment Review (APPEAR) on
In

We would like to request for the following (please tick the appropriate box):

1. Transportation Services No. of passengers ____

(includes Motorpooi/
Office of the Director (OD) Driver)

No. of vehicles requested

(includes OD vehicle)

Route: Central Office to

(please attach a map showing the

route of the land travel)

2. Use of DBM Cottage

(if applicable) No. of Occupants

Inclusive Dates of Stay

Prepared by: Approved by:

(Name and Signature of AO/Designate) (Name and Signature of the B/5/0 Head)
 ANNEX E

CASH ADVANCE REQUEST FORM

Per Office Order No. 207 5. 2022, dated

(Bureau/Service/Office)

(Inclusive Dates)

(Venue)

Participants
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

Individual
Allotment
Total No. of Participants X P6,000.00 P

+ Contingency Fund [ See allowed amount per item 4.7\

TOTAL REQUESTED CASH ADVANCE P

Prepared by: Endorsed by:

(Name and Signature of (Name and Signature of B/S/0 Head)

Special Disbursing Officer)

(Date of Request)

*P/ease use additional sheets if necessary

QUICK GUIDE ON MANAGEMENT REVIEW

What is a Management Review?

The Management Review (MR) is a periodic meeting of a Bureau/Service/Office

(B/S/0) or Functional Group (FG) covering specific agenda items under the ISO
9001:2015 Standard. It ensures the suitability, adequacy, effectiveness and alignment
of the DBM Quality Management System^ (QMS) with the Department's strategic
direction and thrusts.
For the B/S/0- and CGT-level MR, the B/S/Os and CGTs may discuss the default
agenda items before, during or after the conduct of the planning activity to complete
the Minutes of the MR.

For the FG-level MR, the FG Heads shall gather inputs from the B/S/Os/CGTs under
their supervision before the planning activity of the Office of the FGH. The Minutes of
the MR shall be completed after the planning activity through a meeting or
performance dialogue with the B/S/O/CGT Heads under their supervision.

Why do we need to conduct the MR?

• To discuss specific agenda items and/or issues affecting the QMS; and
• To determine actions that could improve management systems, methods,
manpower, materials, environment, and service delivery, among others
• To comply with the Clause 9.3 of the ISO 9001:2015 Standard.

Who leads/presides the conduct of the MR?

• Head - CGTs
• Director - Bureau/Service/Office
• FGH (Undersecretary/Assistant Secretary) - Functional Group
• Secretary -Executive/Management Committee

^ The DBM QMS covers the budget and management processes categorized into various leadership/management processes,
core processes and support processes undertaken by the BSOs or Committees, Technical Working Groups, and other ad
AocTeams (CGTs).
What are the specific agenda items required in a MR?

The default inputs in the conduct of the MR and timeline each item may be taken up
are as follows:

B/S/O/CGT
Agenda Item (Input) FG Timeline
Timeline
A. Status of actions from previous MR/s______
B. Changes in external and internal issues Pre-planning Pre-planning
relevant that are relevant to the QMS
C. Information on the performance and
effectiveness of the QMS, including trends in: The B/S/0/ The FG
1) Client satisfaction and feedback from CGTshall Heads shall
relevant interested parties; determine gather Inputs
2) The extent to which indicators and these items for these
targets set in 0/D/IPCRs have been prior to the items from
met; conduct of their
3) Process performance and conformity of the planning respective
products and services; activity. B/S/Os.
4) Nonconformities and corrective actions;
5) Monitoring and measurement results;
6) Audit results; and
7) Performance of external providers.
D. Adequacy of resources__________________ During and/or
E. The effectiveness of actions taken to address During and Post-planning
risks and opportunities^; and_____________ post-planning (To be
F. Opportunities for improvement discussed with
the B/S/Os)

Do we need to cover all the agenda items required for the management
review?

Yes. The items provide the planning units with a holistic perspective In dealing with
issues on the external environment, internal policies, actual performance, audit/s and
client satisfaction, among others. If particular item/s in the agenda are deemed not
applicable, said non-applicability should still be noted in the Minutes.^

2 Based on the B/S/0 ROAR, other planning documents, and requirements of Clause 6.1 of ISO 9001:2015.
^ Sample entry; "The item/s have no relevant matter to be discussed."
What are required outputs of MR or usual decision points?

The MR, at the minimum, should cover and document the following:

1. Opportunities for improvement of the QMS and the budget and management
policies and processes;
2. Any need for changes to the QMS (process, structure, systems, methods, etc.);
and
3. Resource needs (personnel, infrastructure, and environment).

Do we need to document the MR?

Yes, it is one of the items required to be documented and information thereof, to be

retained per Clause 9.3.3 of the Standard, "the organization shall retain documented
information as evidence of the results of management reviews."

Is there a template for the documentation of the MR?

No. The Standard does not provide a template for flexibility of MR documentation.
However, the B/S/Os may opt to use the attached MR template to cover all required
agenda items.

What is an example of a conclusion in the MR on the adequacy, suitability, and

effectiveness of the QMS?

"In summary, the overall Implementation of the DBM QMS In (Name of B/S/O) has
been consistent with all the relevant requirements in consideration of the high level of
performance accomplishments and satisfaction of the interested parties, most
especially the clients. The opportunities and observations raised in the MR shall be
pursued by the office under the principle ofcontinual improvement and efficient service
delivery.''

When/How often should a MR be conducted?

• At least twice each year, once per semester at the B/S/0 and FG levels (per DBM
SPMS); ideally, after the rating period
• At least once a year at the Exe/ManCom level
 REPUBLIC OF THE PHILIPPINES
DEPARTMENT OF BUDGET AND MANAGEMENT
BONCODIN HALL, GENERAL SOLANO STREET. SAN MIGUEL, MANILA

Management Review - (Name of Functional Group/Office/Unit)

Minutes of the Meeting
(/enue)
{Date: Month-Day-Year, Time)

I. Attendees

II. Call to Order

III. Highlights of the Meeting

1.0 Hereunder are the highlights of the presentations, discussions and

agreements:

Agreements
(Opportunities for Responsible
Agenda Items Discussion improvement, changes to Unit/Person
ttie QMS, resource needs)
A. Status of Actions from
Previous Management
Reviews

1
 Agreements
(Opportunities for Responsible
Agenda Items Discussion improvement, changes to
the QMS, resource needs)
B. Changes in External
an(d Internal Issues
that are Relevant to
the QMS
C. Information on the
performance and
effectiveness of the
QMS, including trends
in:
1) Client satisfaction
and feedback from
relevant IPs;
2) The extent to
which PIs/SIs and
targets set in
0/D/IPCRs have
been met;
3) Process
performance and
conformity of
products and
services;
4) Nonconformities
and corrective
actions;
5) Monitoring and
measurement
results;
6) Audit results; and
7) Performance of
external providers.
D. Adequacy of
Resources
E. The effectiveness of
actions taken to
address risks and
opportunities; and
F. Opportunities for
Improvement

2
 IV. Conclusion

In summary, the overall implementation of the DBM QMS in fB/S/O^ has

been consistent with all the relevant requirements in consideration of the
high level of performance accomplishments and satisfaction of the
interested parties, most especially the clients. The opportunities and
observations raised in the MR shall be pursued by the office under the
principle of continual improvement and efficient service delivery.

V. Adjournment

There be no Other Matters to be discussed, the meeting was adjourned at

<time>.

Prepared by:

(Name of StafO
(Position Title/Designation of Staff)

Approved by:

(Name of Approving Authority)

(Position Title/Designation ofApproving Authority)