UNIVERSITY OF THE PHILIPPINES Human Resources Development Office

1. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PERFORMANCE EVALUATION SYSTEM REQUIRED : PERFORMANCE TARGETS & FORM PERFORMANCE RATINGS IN-CHARGE : MONITORING & EVALUATION SECTION, HRPRD POLICIES/ : CSC and University Rules RULES/LAWS PROCESS FLOW : PR&PT PROCESS REFERENCE/S : CSC Resolution No. 991792 and CSC MC 13, s.1999 & UP-PES

2. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office What is UP–PES? (UP-Performance Evaluation System) UP-PES was approved by the CSC as per Resolution No. 991792 and MC 13, s.1999 ; An instrument that measures the performance of each employee

3. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office Why is there a need for PES? • To continuously foster improvement of employee performance and efficiency; • To enhance organizational effectiveness and productivity; • To serve as basis for incentive and rewards, promotion, training and development, and other personnel activities.

4. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office COVERAGE • Applies to all administrative personnel of the University (regular and non-regular) holding 1st level and 2nd level positions. • Also applies to REPS (Research Extension and Professional Staff)

5. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office ELEMENTS OF PES • PerformanceTarget (PT) • Performance Rating (PR)

6. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PES Form Components: • Part I (PES Form 1A)– Rating on Task Performance (Admin-70%; REPS -80%); • Part II (PES From IB) – Rating on Critical Factors (Admin–30%; REPS – 20%) • Intervening Tasks (ITs) – activities/tasks assigned in addition to the regular functions of the employee after target shall have been set

7. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PES Form Components: • Measures of Performance – is a measures of individual performance against a 4-point rating scale. • How to compute the Rating • Part I – Average Scoring • Part II – use the basis of performance indicators for critical factors.

8. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office REQUIRED RATING FORMS • ADMINISTATIVE 1.1 PES FORM 1 1.2 PES FORM 2 • REPS 2.1 PES FORM 1 2.1 PES FORM 2

9. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office Intervening Tasks (ITs) COMPONENTS OF RATING computation IT rating = total no. of hrs. rendered/176 x 0.5 or 50%

10. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office UP-PES RATING INSTRUCTIONS • Intervening Tasks (REPS) • With the presence of intervening tasks, evaluate the performance of the REPS by using the following 5-point rating (Part III): • 4 - Outstanding + 0.5 • 3 - Very Satisfactory + 0.4 • 2 - Satisfactory + 0.3 • None 0 • 1 - Unsatisfactory - 0.1 • A 0.5 maximum score is given for intervening tasks so that it could not be used to cover for unsatisfactory performance of regular tasks. A negative score (-0.1) is given for unsatisfactory performance of intervening tasks so these will not be taken for granted.

11. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PART I – Rating on Task Performance PERFORMANCE INDICATORS QUANTITY 4 – OUTSTANDING-consistently meets requirements before the deadline 3 – VERY SATISFACTORY -frequently meets requirements before the deadline 2 – SATISFACTORY- meets requirements and task completed on the deadline 1 – UNSATISFACTORY- Frequently performs below requirements; task completed but after the deadline

12. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office PART I – Rating on Task Performance PERFORMANCE INDICATORS QUALITY 4 – (OUTSTANDING) Work is accurate and exceptional 3– (VERY SATISFACTORY) Work is accurate and highly acceptable 2 – (SATISFACTORY) Does fairly good work; has few errors; normally acceptable 1 – (UNSATISFACTORY) Work is not acceptable; commits frequent mistakes

13. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office TABLE OF EQUIVALENCE OVERALL Performance Rating ® (PES for ADMIN) Numerical ®Adjectival ® 3.81 – 4.00 Outstanding 3.21 – 3.80 Very Satisfactory 2.21 – 3.20 Satisfactory 1.00 – 2.20 Unsatisfactory

14. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office TABLE OF EQUIVALENCE OVERALL Performance Rating ® (PES for REPS) Numerical Adjectival 3.5 – 4.00 Outstanding 3.0 – below 3.5 Very Satisfactory 2.5 – below 3.0 Satisfactory Below 2.5 Unsatisfactory

15. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office How do we set PTs and standards? • Identify tasks/activities that an individual should accomplish for six (6) months • Set Performance Targets (PTs) using the prescribed PES form; • Supervisor shall discuss PTs and standards with the ratee; • Rater and ratee shall sign the PES form; • Submit fully accomplished forms to HRDO

16. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office Performance Evaluation Schedule (Rating Period)

17. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office Modification of PTs Only if modification is based on the following conditions: • Changes brought about by new mandates and programs of the agency in general and the organizational unit in particular • Special assignments that would replace or modify the original targets

18. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office Procedure for Modifications of submitted PTs • Discuss changes with the ratee; • Supervisor shall immediately notify the HRDO of any modifications to serve as guide in the review of ratings of affected employees

19. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SUBMISSION OF PTs, STANDARDS & RATINGS • Officials and employees who shall be on official travel, approved leave of absence, training or scholarship programs who have already met the required minimum rating period of 90days are required to submit their PTs and accomplished PEFs before they leave the office;

20. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SUBMISSION OF PTs, STANDARDS & RATINGS • For purposes of performance-based personnel actions, employees who are not given ratings for a particular period on account of official travel, approved leave of absence, training or scholarship programs etc. shall use their PR obtained in the preceding rating period. This provision, shall not, however apply to those who are on vacation leave, even with an application approved by their supervisors.

21. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SANCTIONS (non-submission of PT/PR) Non – submission of the PTs within 15 days after the start of the rating period and the PEFs within the 1st month of the succeeding rating period to HRDO, unless properly justified, is a ground for: • Employees disqualification for performance-based personnel actions (promotion, training or scholarship grants, and productivity incentive bonus) if the failure of the submission of the report form is the fault of the employee; an employee who fails to rate himself in the critical factors will not be given a final rating.

22. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office SANCTIONS (non-submission of PT/PR) • An administrative sanction for violation of reasonable office rules and regulations and simple neglect of duty for the supervisors or employee responsible for the delay or non-submission of said PES Targets or PES Report Form or both.

23. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office APPEALS • Employees who feel aggrieved/dissatisfied with their final Performance Ratings can file an appeal with the unit PERC within 10 days from the date of receipt of the PR and after the appraisal discussion with his supervisor; The unit PERC shall decide on the appeals within one (1) month from receipt

24. UNIVERSITY OF THE PHILIPPINES Human Resources Development Office APPEALS • Employees are not allowed to protest the PRs of their co-employees such can only be used by other employees as basis or reference for comparison in appealing one’s performance ratings

25. THANK YOU!