2009 PMCD Planning Workshop

Planning, Management and Coordination Division Planning Workshop

PMCD Office
October 7, 2009

Attendees:

Minerva Eloisa P. Esquivias - Chief, PMCD

Gina A. Perido - Statistician IV
Evelyn F. Ogbinar - Administrative Officer V
Flordeliza L. Teves - Administrative Officer IV
Lorelie L. Paraiso - Statistician II
Nerissa D. Guillermo - Administrative Officer II
Eleanor S. Firmalan - Assistant Statistician
Ranelie Y. Olmos - Assistant Statistician
Divina B. Castillo - Administrative Aide VI
Gloria A. Velasco - Administrative Aide VI
Minda Rose G. Vargas - Administrative Aide VI
Alma E. Atilano - Statistician Aide
Oliver T. Campo - Emergency Employee
Bernard U. De Leon - Service Contractor
Myren Abigail A. Esquilona - Service Contractor

Program:

 Opening Prayer Ms. Ranelie Olmos

 Welcome Remarks Ms. Minerva Eloisa P. Equivias
 Inspirational Message Dr. Fiel C. Pizarro, OIC-GAD
 2009 Commitments vs. Accomplishments Ms. Evelyn Ogbinar
 Open Forum
 2010 Timetable of Activities Ms. Flordeliza Teves
 Open Forum
 2010 Commitments Ms. Evelyn Ogbinar
 Project Procurement Plan Ms. Divina Castillo
 Open Forum
 Office Performance Evaluation System Ms. Gina Perido
 Process Management 4FYSP Ms. Gina Perido
 2010 Criteria for Partnership & Linkages Ms. Flordeliza Teves
 Open Forum
 Closing Remarks Ms. Gina Perido
 Closing Prayer Mr. Oliver Campo

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HIGHLIGHTS OF THE WORKSHOP:

The planning workshop was called to order by Ms. Minerva Eloisa P. Esquivias,
Chief of PMCD at 11:15 am. Ms. Esquivias was happy to note the complete attendance
of the PMCD staff. Ms. Ranelie Olmos led the Opening Prayer. (Annex 1)

Welcome Remarks

Ms. Esquivias delivered the Welcome Remarks. She said that she was pleased
to see everyone back to work after typhoon Ondoy hit Metro Manila.

She recounted that although each division had been conducting planning
workshops, it was not institutionalized until 2007 during the administration of OIC-GAD
Navarro. But support to the workshop is dependent on the availability of funds. For the
past three years, the fund for workshops is charged to POPCEN budget. She expressed
her hopes that the division planning workshops would be sustained in the years to come.

She outlined the topics to be discussed for the whole session. She shared with
the group that the division received “sad faces” for almost all of the committed activities
last year, except for the Field Awards, where the division was given a “happy face.” She
opined that the presumption of other offices about PMCD doing nothing could be
attributed to the fact that the activities undertaken by the division is not popularly known
or not appreciated. That’s why she emphasized the importance of documenting the
activities/accomplishments of each personnel, and of the division, especially since the
PMS-OPES will be fully implemented next year.

She mentioned that the field awards criteria are being improved by the
committee. She then cautioned the raters for 2010 P&L as the office had received
complaints and queries this year. She expressed her hopes that everything that will be
presented for the whole session will be complied with on time. She also said that the
motto “All for one and one for all,” should be applied in fulfilling the activities to be
committed by the division for the year 2010.

2009 Commitments vs. Accomplishments

The presentation focused on the activities promised during the Planning

Workshop for year 2008 which were targeted to be done in 2009. Ms. Evelyn Ogbinar
updated the division on the status of the commitments as against the accomplishment.
The group’s comments and recommendations are the following:

 Preparation of the 2008 NSO Annual Report

 Ms. Esquivias told the group that the completion of this report does not depend
solely on PMCD. Data needed for this report are coming from different SMDs, at
which, at times, the division has no control.

 Conduct of Management Audit for OICs

 “Performance Indicator” for the Management Audit should be changed to
“Number or ratio of Management Audit conducted versus the number of OIC’s”
for 2010.
 Management Audit report is not a sole responsibility of the division therefore this
should not be part of the activities being committed.

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 Revised Guidelines on Management Audit

 Its implementation will depend on the approval of the revised guidelines. This
was drafted by Mr. De Leon. Ms. Esquivias said that she has not completely
reviewed this.

 Identify the goals, strategies and performance indicator for the 4th FYSP
 Identification of goals should not be included as a commitment because these
are done by the KRA Teams.

 2009 Field Awards Rating

 The FA has new set of rating for year 2010. (Please refer to topic on FA.)

 GAD Planning Workshop

 Ms. Teves said that only the action matters were disseminated.
 Ms. Esquivias commented that what should be reflected under the column
“Activity” should be “Documentation of GAD PWs” instead of “Conduct of GAD
PWs.”
 Commit for 2010 the reduction of time lag for action matters from 1 week to 2
days.

 2009 COPW
 This was not accomplished because the key indicator is “report” and not the
“conduct”
 Change the “Accomplishment” to “COPW report submitted to Administrator on
April 2009 (4 months after)”

 Ms. Esquivias also remarked that although generally, the commitments

set were not accomplished, the Division was nonetheless involved in some major
activities which were not committed like:
 The involvement for the documentation/preparation of summary report/abstract of
paper during the 6NCSO;
 MRAP preparation for Central Office, consolidation for Central Office and Field
Office, and monitoring of its implementation;
 Involvement in the 4FYSP KRA teams through preparation of concept papers
and workshops;
 Coordination for the conduct of MANCOM in Zamboanga and Cagayan de Oro;
and
 Conduct of physical exercise of PMCD staff every Friday starting June for the
MRAP.

2010 Timetable of Activities

Deliberations and negotiations on the target dates of accomplishment of regular

and major activities were made during the presentation of Ms. Flordeliza Teves. (See
Annex C) Also, the preparation of analyses of expenses was assigned to the following:

1st priority
> Fuel Expenses
 Ce - Ms. Paraiso
ntral Office - Ms. Ogbinar

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 Fie
ld Office
> Cell phone Expenses - Ms. Perido
> Electricity & Water Expenses - Ms. Atilano
> Supplies Expenses - Ms. Guillermo
2 priority
nd

> Medicine Expenses - Ms. Paraiso

> Equipment Expenses - Ms. Teves
> Overtime - Ms. Evelyn
3rd priority
> Rent Expense - Ms. Olmos
> Leave - Ms. Velasco

Other Concerns:

Ms. Paraiso remarked that collection of pictures for certain topics should be
produced by whoever is assigned for the topic.

2010 Commitments

For 2010, Ms. Ogbinar presented the following activities to be committed by the
Division. Adjustments in the target dates and revision of key performance indicators
were made.

PERFORMANCE
ACTIVITY TIMETABLE
INDICATOR
 2009 NSO Annual Report Submit manuscript April 2010
 Conduct of Management Audit Conducted audit of at 30 days after the
least 80% of the OICs submission of report
during the year of the audit team
 Implement Approved Approved procedures Jan - Dec 2010
Procedure and Revised questionnaire
Questionnaires for the
Management Audit
 Cascade Goals/Strategies for 17 Regional offices, 80 Jan - Dec 2010
the 4FYSP Provincial offices, CO
 PNL Ratings Zero complaints 1st and 2nd rating
periods
 Documentation of the 2011 Submission of report 4th week, October
GAD PW one week after 2010
 Documentation of COPW Dissemination of reports: 4th week, November
a. Major activities for 2010
2010- 1 week after
b. Others- 2 months after
 Reduce lag time in the Disseminated action Jan – December
dissemination of action matters 2 days after the 2010
matters from 1 week to 2 meeting
days after the meeting.

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Inspirational Message

The PMCD workshop was graced by the OIC-GAD, Dr. Fiel Pizarro. She
emphasized that “success is 10% mechanics and 90% attitude; your altitude is
determined of your attitude.”

She further said that this is the year for Moral Recovery Action Plan, and the
Fight Against Red Tape or ARTA. Government employees are again reminded to serve
the Republic and not just the public. Moreover, this is a year to look back on what has
been done and what has been achieved since the 2008 planning workshop.

The division workshop, according to her, will focus on the commitment to

accomplish activities related to PMCD functions, the current status of the PMS-OPES,
the setting of new criteria for the PMCD Field Awards, and the updates on activities for
the Gender and Development Plan. Furthermore, she said that through this planning
workshop, the division must set new commitments for the next year. She urged the
PMCD personnel to work as a team. She also said that she is pleased that despite the
lack of manpower of the division, functions are fulfilled, while she thanked those who
helped in packing relief goods for co-employees affected by typhoon Ondoy. Likewise,
she indicated the importance of the implementation of the PMS-OPES as basis for step
increment of employees. For PMS-OPES, unlike the PES, increment need not be
gradual--one step every three years. An illustrative case would be an employee who is
SG-1 who performed above the average, has a possibility of moving up to SG-6. Also,
she persuaded the division to go through the submitted PMS-OPES table for additional
quantifiable tasks, and to design forms to convert a task into an output that is tangible
and quantifiable.

Project Procurement and Management Plan

The Project Procurement and Management Plan for 2010, including materials to
be procured for Field Awards, Annual Report, FYSP, Management Audit , PSQ, and
Planning Workshops and meetings for MANCOM and SSM, was presented by Ms.
Divina Castillo with modifications as suggested by the group.

2010 Criteria for Partnership and Linkages

Ms. Flordeliza Teves started with her presentation by asking the participants the
meaning of Partnership and Linkages. Ms. Firmalan said that its meaning can be
derived from its root words “partner” and “link;” activities in partnership with other
government/private agencies/units/sectors, linking services for the clientele.

Ms Teves informed the group that the Partnership and Linkages criteria are
continuously being modified. Some of the modifications for the year were:
a. For the Corporate Social Responsibility, the FOs will choose any of the
activities and should be able to sustain the same activity at least twice a
semester;
b. Civil Registration Month or activities related with Civil Registration, is now
included under the P&L, while the rating of out-of-scope activities for CR
Month was also modified, from an outright “0 point” to “2 points”;

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c. The number of hours required for OJT was reduced from at least 100 hrs to
at least 50 hrs to credit the acceptance of OJTs from vocational institutions;
and
d. Women’s Month was given its own code and was separated from Corporate
Citizenship.

Finally, the group’s comments/recommendations are the following:

 Ms. Vargas raised the concern that FOs may not be able to sustain the
activity for the Corporate Social Responsibility if they are to conduct it twice a
semester; she suggested doing it twice a year instead. Ms. Teves said that
they will raise the issue to the FA committee
 On the issue of whether or not the conduct of Mobile Registration held not
during the Civil Registration Month but in partnership with other
government/private agencies/units, including the issuance of civil registry
documents during said activity, should be considered under the P&L, Ms.
Teves said that they will discuss it with the committee.
 The group noted that some FOs do not use the revised codes in their RCNR.
Ms. Esquivias said that raters must be considerate because this is a
transitional stage in the implementation of the modifications.

Office Performance Evaluation System (OPES)

The OPES for PMCD was presented by Ms. Gina Perido. She explained to the
group its mechanics. Said PMCD’s OPES was already presented to the Calibration
Team of GAD which is headed by Dir. Pizarro, with GAD’s Division Chiefs as its
members. She further said that PMCD’s OPES was the result of a selected PMCD
staff’s workshop sometime in the past. However, minor adjustments will still be
integrated as a result of clarifications and inquiries of Ms. Esquivias. Ms. Perido
promised to take a second look and present it again to the group.

Process Management 4FYSP

 For the 4FYSP, Ms. Perido said that the financial management is
joined with process management.
 During the 4th FYSP Planning Workshop, the Committee set three (3)
goals, under each goal are activities with certain department/division as focal unit.
(See Annex G)
 The first goal is to have an effective work process to meet customer’s
needs. Among those listed, the following activities are assigned to PMCD:
a. Review and evaluate existing monitoring mechanism on statistical, civil
registration and general administration;
b. Recommend measures based on set of rules/regulations for: the revised criteria
of Field Awards together with all the other Departments; the Project Procurement
Management Plan/Annual Procurement Plan, and the Sale of PPE disposals to
employees;
c. Prepare guidelines in distribution of indicative budget;
d. Implement responsive and efficient work process, prepare work process matrix;
and
e. Identify and evaluate existing customer satisfaction survey;
 The second goal is to strengthen ICP or the Internal Control Policy;

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 The third goal is to establish a positive and distinct NSO image as a

premier public service agency thru the maintenance of the PQA, and the
institutionalization of CSR by setting projects for outreach programs, setting criteria
for beneficiaries, and coordinating with the target beneficiaries.
 Ms. Equivias advised the group to watch out for activities where
PMCD is involved in. In the KRA on Process Management, the guidelines/process of
conducting Planning Workshops must be detailed and must be prepared in a
diagram form.
 Ms. Perido encouraged the PMCD personnel to share suggestions for
the formulation of the guidelines on the sale of PPE disposals.

Closing Remarks

Ms. Ogbinar gave a brief message in her Closing Remarks stressing that activity
like this gives chance for re-connecting and re-establishing camaraderie among PMCD
personnel.

With no other matters to discuss, the workshop ended at 6:55 pm with Mr.
Campo leading the Closing Prayer. (Annex A)

Prepared by the Secretariat:

ELEANOR S. FIRMALAN GLORIA A. VELASCO MYREN ABIGAIL A. ESQUILONA

Assistant Statistician Administrative Aide VI Service Contractor

Noted by:

MINERVA ELIOSA P. ESQUIVIAS

Chief, PMCD