ANNEX 3B: MODIFIED FORM A1-DETAILS OF BUREAU/OFFICE PERFORMANCE REPORT (1… · 2019. 8. 22. ·...

of 19 Annex 3B

ANNEX 3B: MODIFIED FORM A1-DETAILS OF BUREAU/OFFICE PERFORMANCE REPORT

(1) Name of Department/Agency: SCIENCE EDUCATION INSTITUTE

(2) Name of Service: Processing of DOST-SEI Undergraduate Scholarship Applications (3) Responsible Delivery Units / Processing Units: Science and Technology Scholarship Division ________________________________________________________________________________________________________________________________

Criteria Current Status

(4) Target Improvement

(5) Actual Improvement

(6) Remarks

(7)

1. Number of Steps Four (4) steps 1. Pre-evaluate the

application form and check if required documents are complete.

2. Evaluate the application form if fully accomplished and double check if required documents are complete

3. Encode applicant’s information

4. Issue Test Permit and provide Feedback Form

10% reduction of number of steps

25% reduction of number of steps (3/4 steps) Three (3) steps 1. Pre-evaluate the

application form and check if required documents are complete.

2. Evaluate the application form if fully accomplished and double check if required documents are complete

3. Issue Test Permit and provide Feedback Form

Processing of scholarship applications at DOST-SEI includes the following activities: evaluation of application forms and other documentary requirements, determination of scholarship program, i.e., RA 7687 or Merit, and finally issuance of Test Permit. The same process is being observed at the DOST Regional and Provincial Offices nationwide. See Annex A for details. The steps indicated in the Citizen’s Charter uploaded in the website is based on the 2014 process flow which indicated six (6) steps, but actually it is only five (5) steps. The Step 6 is just an option if the submission of scholarship applications is in bulk. The Steps 1-5 indicated in the said Citizen’s Charter was streamlined into four (4) steps combining Steps 4-5 into one (1) step. In 2017, the undergraduate scholarship application process has four (4) steps which was further streamlined into three (3) steps in 2018. For 2018, the Step 3 in Current Status Column (Encode applicant’s information) was streamlined to facilitate achievement of the following goals:

Lessen the turn-around time for processing of application;

of 19 Annex 3B




(6) Remarks

(7)

Eliminate typographical error; and

Accommodate more applicants. The scope of the Processing of DOST-SEI Undergraduate Scholarship Applications only include the issuance of Test Permit. This does not include the process of evaluation of the application after the examination. Evaluation, selection and announcement of qualifiers is another scholarship process. Processing of scholarship applications is just a part of the whole Scholarship Administration Process, for more details on the process, refer to Annex B.

2. Transaction Costs incurred by the transacting public/client

Fees Paid Applicants classified under RA 7687 are not required to pay testing fee

Applicants classified under Merit are required to pay P200.00 testing fee

Not applicable Applicants classified under RA 7687 are not required to pay testing fee

Applicants classified under Merit are required to pay P200.00 testing fee

Other Transaction Fees

Applicants for RA 7687 are required to submit the following supporting documents:

10% reduction on other transaction fees

12% reduction on other transaction fees Applicants for RA 7687 are required to submit the following supporting documents:

The Certificate of Electric Sharing is already part of the Household Information Questionnaire. Hence, concerned applicants will no longer have to accomplish the said form, have it signed by the Barangay Official and pay certain amount. See Annex C for sample document/s.

of 19 Annex 3B




(6) Remarks

(7)

Requirements Amount

Photocopy of Birth Certificate, electricity bills, other documents

20.00

BIR Certification 200.00

Barangay Certificate of Indigency

50.00

Two recent 1”x1” picture

100.00

Certificate of Electricity Sharing

50.00

Total 420.00

Requirements Amount

Photocopy of Birth Certificate, electricity bills, other documents

20.00

BIR Certification 200.00

Barangay Certificate of Indigency

50.00


100.00

Total 370.00

3. Substantive Compliance Cost

None required. Not applicable None required.

4. Number of Signatures

Three (3) signatures

Step Signatory

Pre-evaluate the application form and check if required documents are complete.

None

Evaluate the application form if fully accomplished and double check if required documents are complete

SEI staff in-charge

Encode applicant’s information

SEI staff in-charge

Issue Test Permit and provide Feedback Form

SEI staff in-charge

Reduce to two (2) signatures

Two (2) signatories

Step Signatory


None


SEI staff in-charge


SEI staff in-charge

The number of the signatures was streamlined due to the Online Application System, since encoding of the applicant’s information is directly done by the applicant themselves through the system. See Annex D for sample document/s.

of 19 Annex 3B




(6) Remarks

(7)

5. Number of Required Documents

Fifteen (15) documents for RA 7687 applicants and Nine (9) documents for Merit applicants Applicant must submit the accomplished Information Sheet which contains the following forms: 1. Form A – Personal

Information 2. Form B – Household

Information Questionnaire (HIQ)*

3. Form C – Certificate of Good Moral Character

4. From D1 – Principal’s Certification (for applicant from the STEM Strand) Form D2- Principal’s Certification (for applicant from the Non-STEM Strand)

5. Form E – Applicant’s Certification (if graduated from high school in the previous year)

6. Form F – Parent’s Certification (if no pending application for immigration)

7. Form G – Certificate of Residency*

8. Two recent (1”x1”)

Reduction of required documents, or simplification of forms

Thirteen (13) documents for RA 7687 applicants and Eight (8) documents for Merit applicants Applicant must submit the accomplished Information Sheet which contains the following forms: 1. Form A – Personal

Information 2. Form B – Household

Information Questionnaire (HIQ)*

3. Form C – Certificate of Good Moral Character

4. From D1 – Principal’s Certification (for applicant from the STEM Strand) Form D2- Principal’s Certification (for applicant from the Non-STEM Strand)

5. Form E – Applicant’s Certification (if graduated from high school in the previous year)

6. Form F – Parent’s Certification (if no pending application for immigration)

7. Form G – Certificate of Residency*

8. Two recent (1”x1”)

Previously, Certificate of Electric Sharing is in a separate sheet and is given only to applicant who disclosed in the interview that they are sharing with other households in the payment of electric bills. Hence, the applicant had to go back and have the certification signed by concerned authorities, i.e., concerned households and a barangay official. Going back to DOST-SEI to resubmit the application would entail additional time and expense on their part. Now, the said form is already included in the Household Information Questionnaire which form part of the Scholarship Application Form. As such, concerned applicants are already informed that they have to accomplish the same Certification before submission of the scholarship application form to DOST-SEI. Also, before Muslim and Indigenous People are required to submit certification of membership from the local Office of Muslim Affairs (OMA) and National Commission on Indigenous People (NICP), respectively. Now, these groups of applicants are no longer required to submit the said certifications. Forms with asterisk are the documents required for RA 7687 applicants only. See Annex C reflects the streamlined document while Annex E shows the old version of the document.

of 19 Annex 3B




(6) Remarks

(7)

pictures 9. Photocopy of Birth

Certificate 10. Parents’ Income Tax

Return/W2/ Employment Contract for OFW/BIR Certificate of Exemption for filing ITR/ Municipal or Brgy. Certificate of Indigency*

11. Electric bills for 3 consecutive months*

12. Certificate of Electric Sharing (in a separate sheet)*

13. Affidavit of Guardianship (if with legal guardian)

14. Assessment form/statement of account from the private high school / certificate of scholarship*

15. If affiliated with a particular tribe, certification of membership from the local Office of Muslim Affairs (OMA)/ National Commission on Indigenous People (NICP)

* for RA 7687 applicants only

pictures 9. Photocopy of Birth

Certificate 10. Parents’ Income Tax

Return/W2/ Employment Contract for OFW/BIR Certificate of Exemption for filing ITR/ Municipal or Brgy. Certificate of Indigency*

11. Electric bills for 3 consecutive months (Certificate of Electricity Sharing is already part of the HIQ)*

12. Affidavit of Guardianship (if with legal guardian)

13. Assessment form/statement of account from the private high school / certificate of scholarship*

*for RA 7687 applicants only

of 19 Annex 3B




(6) Remarks

(7)

6. Turnaround Time

1 hour and 10 minutes

Step Processing Time (min)


5


30

Encode applicant’s information

30


5

Total 70 (1 hr and 10

min)

50% reduction of turnaround time

57% reduction of turnaround time (30 minutes)

Step Processing Time (min)


5


30


5

Total 40

With the online application in 2018, encoding of applicant’s pertinent information is already done by the applicant. Reduction of the encoding process enables DOST-SEI to process more applications. There was an increase in the number of applicants from 49,878 in 2017 to 82,614 in 2018. The Online Application System (Annex F) also facilitates elimination of typographical errors committed by encoder from the DOST-SEI. The Deputy Director of the Institute performed a mock scholarship application or simulation to determine the turnaround time of the new online application system. The result was indeed reduced to 30 minutes processing time. For the details on the data on the volume of transactions and data on the number of citizen/client visit(s)completing a transaction, refer to Annex N. The steps indicated in the Citizen’s Charter uploaded in the website is based on the 2014 process flow which indicated six (6) steps, but actually it is only five (5) steps. The Step 6 is just an option if the submission of scholarship applications is in bulk. The Steps 1-5 indicated in the said Citizen’s Charter was streamlined into four (4) steps combining Steps 4-5 into one (1) step. In 2017, the undergraduate scholarship application process has four (4) steps which was further streamlined into three (3) steps in 2018. For 2018, the Step 3 in Current Status Column (Encode applicant’s information) was streamlined to facilitate

of 19 Annex 3B



(2) Name of Service: Securing DOST-SEI Clearance/Certification (3) Responsible Delivery Units / Processing Units: Science and Technology Scholarship Division ________________________________________________________________________________________________________________________________




(6) Remarks

(7)

1. Number of Steps Four (4) steps 1. Fill-out and submit

request form, letter of intent, and other supporting documents

2. Proceed to person-in-charge and wait for the processing of request

3. Official to sign the clearance/ certification and forward to releasing staff

4. Receive the certification

Not Applicable Four (4) steps 1. Fill-out and submit

request form, letter of intent, and other supporting documents

2. Proceed to person-in-charge and wait for the processing of request

3. Official to sign the clearance/ certification and forward to releasing staff

4. Receive the certification

Securing DOST-SEI Clearance/Certification is the process where DOST-SEI scholars who are still complying or have already complied with the required service obligation must request temporary or final clearance from the scholarship program, respectively, before they go out of the country for personal or official reason. See Annex H for details.


Fees Paid No fees collected. Not applicable No fees collected.


Scholars requesting for temporary clearance for travel out of the country for more than one year are required to post surety bond

50% reduction of other transaction fees paid

100% reduction of other transaction fees paid Scholars requesting for temporary clearance for

The new guideline was crafted to eliminate additional fees to be incurred by the scholars.

of 19 Annex 3B




(6) Remarks

(7)

with the GSIS. Certain premium shall be paid by the scholar for the surety bond. The amount can no longer be refunded to the scholars once they go back to the country.

travel out of the country for more than one year is no longer required to post surety bond with the GSIS. Scholars may post cash bond with the DOST-SEI which can still be refunded after the scheduled travel period.




Five (5) signatures

Step Signatory

Fill-out and submit request form, letter of intent, and other supporting documents

None

Proceed to person-in-charge and wait for the processing of request

MRPGarcia or ARGasis (1)

Official to sign the clearance/ certification and forward to releasing staff

JNolido or PGPGavina (2) MDADemoni (3) AGMarino (4) JTBiyo (5)

Receive the certification

None

Reduce to three (3) signatures

Three (3) signatories

Step Signatory

Fill-out and submit request form, letter of intent, and other supporting documents

None

Proceed to person-in-charge and wait for the processing of request

SPadre or ARGasis (1)

Official to sign the clearance/ certification and forward to releasing staff

PGPGavina or MDADemoni (2)

AGMarino or JTBiyo (3)

Receive the certification

None

The new process shows that the DOST-SEI allotted the following:

lessen processing time of issuances of clearance/certification;

process more clearance within the day; and

Maximize time of the scholarship staff which can be devoted to other scholarship activities.

See Annex I for sample document/s.

of 19 Annex 3B



(2) Name of Service: Processing the DOST-SEI Graduate Scholarship Application (3) Responsible Delivery Units / Processing Units: Science and Technology Scholarship Division ________________________________________________________________________________________________________________________________




(6) Remarks

(7)

1. Number of Steps Eight (8) steps 1. Further review the

accomplished application forms and documentary requirements as endorsed by the universities.

2. Prepare masterlist of potential qualifiers

3. Verify if applicant is a DOST scholar-graduate

4. Edit correction in the masterlist

5. Finalize masterlist of potential qualifiers for endorsement of SEI Director to the Office of DOST Undersecretary for STS and Office of the DOST Secretary

6. DOST Officials review and approve the list of qualifiers and release the same to SEI

Not Applicable Eight (8) steps 1. Further review the

accomplished application forms and documentary requirements as endorsed by the universities.

2. Prepare masterlist of potential qualifiers

3. Verify if applicant is a DOST scholar-graduate

4. Edit correction in the masterlist

5. Finalize masterlist of potential qualifiers for endorsement of SEI Director to the Office of DOST Undersecretary for STS and Office of the DOST Secretary

6. DOST Officials review and approve the list of qualifiers and release the same to SEI

DOST-SEI has three major graduate scholarship programs. These programs are co-implemented by consortia of universities. Part of the responsibilities of the universities is to process applications from graduate students who wish to avail of the graduate scholarships. See Annex J for details. For the previous process flow for the graduate application process, see Annex K for details and Annex L for the revised process flow. Processing of applications for graduate scholarships is done at the university level. Applicants goes to the university to apply for the graduate program. The university is responsible for the acceptance, evaluation and processing of the accomplished application forms together with other documentary requirements and conducts interview of applicants. The list of potential qualifiers together with the application requirements are endorsed to DOST-SEI for review and endorsement to DOST Undersecretary for S&T Services and DOST Secretary. The DOST-SEI also specifies the priority areas offered in the scholarship program. Activities being conducted at

of 19 Annex 3B




(6) Remarks

(7)

7. Prepare transmittal of official list of qualifiers to concerned university

8. Issue notice of award

7. Prepare transmittal of official list of qualifiers to concerned university

8. Issue notice of award

DOST-SEI is confined only to the review of the documents endorsed by the universities and facilitation of the approval of the list of qualifiers by the concerned authorities. Some activities involved including its turn-around time such as the evaluation and approval of list of qualifiers by the DOST officials is beyond the control of DOST-SEI. As such, streamlining of the process cannot be instituted. Processing of scholarship applications is just a part of the whole Scholarship Administration Process, for more details on the process, refer to Annex M.

DOST-SEI is committed to effectively and efficiently serve its clients. Hence, the Institute continuously explore new and best ways of delivering the necessary services using the available resources and technology.


Fees Paid No fees collected. Not applicable No fees collected.


Applicants for graduate scholarships are required to submit the following supporting documents:

Requirements Amount

Photocopy of Birth Certificate and other documents

20.00

Not applicable Applicants for graduate scholarships are required to submit the following supporting documents:

Requirements Amount

Photocopy of Birth Certificate and other documents

20.00

of 19 Annex 3B




(6) Remarks

(7)

NBI Clearance 150.00

Medical Certificate 200.00


100.00

Certified True Copy of TOR

150.00

Total 620.00

NBI Clearance 150.00

Medical Certificate

200.00


100.00

Certified True Copy of TOR

150.00

Total 620.00




Five (5) signatures

Step Signatory 1. Further review the accomplished application forms and documentary requirements as endorsed by the universities. 2. Prepare masterlist of potential qualifiers 3. Verify if applicant is a DOST scholar-graduate 4. Edit correction in the masterlist

None 1. CJLayus or

MEAgbuis or MSVilleza

2. JAFernandez or PGPGavina

3. MDADemoni 4. AGMarino 5. JTBiyo

Not applicable Five (5) signatures

Step Signatory 1. Further review the accomplished application forms and documentary requirements as endorsed by the universities. 2. Prepare masterlist of potential qualifiers 3. Verify if applicant is a DOST scholar-graduate 4. Edit correction in the masterlist

None 1. CJLayus or

MEAgbuis or MSVilleza

2. JAFernandez or PGPGavina

3. MDADemoni 4. AGMarino 5. JTBiyo

of 19 Annex 3B




(6) Remarks

(7) 5. Finalize masterlist of potential qualifiers for endorsement of SEI Director to the Office of DOST Undersecretary for STS and Office of the DOST Secretary 6. DOST Officials review and approve the list of qualifiers and release the same to SEI 7. Prepare transmittal of official list of qualifiers to concerned university 8. Issue notice of award

5. Finalize masterlist of potential qualifiers for endorsement of SEI Director to the Office of DOST Undersecretary for STS and Office of the DOST Secretary 6. DOST Officials review and approve the list of qualifiers and release the same to SEI 7. Prepare transmittal of official list of qualifiers to concerned university 8. Issue notice of award


Applicants to the graduate scholarships must submit the following requirements: 1. Accomplished

Application Form 2. Birth Certificate

(photocopy) 3. Certified True Copy of

Transcript of Records

Not applicable Applicants to the graduate scholarships must submit the following requirements: 1. Accomplished

Application Form 2. Birth Certificate

(photocopy) 3. Certified True Copy of

Transcript of Records

of 19 Annex 3B



(2) Name of Service: Recruitment and Selection Process for Contract of Service Personnel (3) Responsible Delivery Units / Processing Units: Human Resource Management Unit ________________________________________________________________________________________________________________________________




(6) Remarks

(7)

1. Number of Steps Nine (9) steps 1. Receives Application 2. Screening of Applicants 3. Shortlisting of Applicants 4. Examination of

Shortlisted Applicants 5. Interview of Shortlisted

Applicants 6. Psychological

Examination of Applicants

7. Processing and Submission of Requirements

8. Contract Signing 9. New Hire Orientation

and Deployment to Unit

10% reduction of number of steps

11% reduction of number of steps (8/9 steps) Eight (8) steps 1. Receives Application 2. Screening of Applicants 3. Shortlisting of Applicants 4. Evaluation of Shortlisted

Applicants 5. Psychological

Examination of Applicants

6. Processing and Submission of Requirements

7. Contract Signing 8. New Hire Orientation

and Deployment to Unit

Recruitment and Selection Process for Contract of Service Personnel is the process of searching out potential applicants and selecting among the shortlisted candidates and eventually hire the most qualified. The process owner is the Human Resource Management Unit (HRMU). See Annex O for details. Steps 4 and 5 in the 2017 procedures were merge into one step, which became the Step 4 in the Streamlined Process: Evaluation of Shortlisted Applicants. Previously, conduct of written examination, interview of shortlisted applicants, discussion and deliberation of the results of the examinations and evaluation was conducted on different days. Sometimes, it took weeks or even months. On the streamlined process, the HRMU schedule the exam on days the Concerned Divisions are also available for the conduct of interview and deliberation, so it could be a one-day processing for the Evaluation of Applicants.

of 19 Annex 3B




(6) Remarks

(7)


Fees Paid No fees collected. Not Applicable No fees collected.


Transaction Fees on submitting the following requirements: 1. Transcript of Records 2. Birth Certificate 3. Marriage Certificate

(if applicable) 4. Tax Identification

Number 5. ID Picture (Passport Size) 6. NBI Clearance 7. Medical Certificate with

X-ray and Urine Test 8. Drug Test 9. Any Government ID

Not Applicable Transaction Fees on submitting the following requirements: 1. Transcript of Records 2. Birth Certificate 3. Marriage Certificate





None required. Not Applicable None required.


Four (4) signatures 1. Qualified and Endorsed

applicant (Signature as 2nd party in the Contract)

2. Director IV (signature as 1st party in the Contract)

3. Immediate Supervisor (Act as witness)

4. Division Chief

Not Applicable Four (4) signatures 1. Qualified and Endorsed

applicant (Signature as 2nd party in the Contract)

2. Director IV (signature as 1st party in the Contract)

3. Immediate Supervisor (Act as witness)

4. Division Chief

of 19 Annex 3B




(6) Remarks

(7)

(Act as witness) (Act as witness)


Ten (10) documents 1. Transcript of Records 2. Diploma 3. Birth Certificate 4. Marriage Certificate




Not Applicable Ten (10) documents 1. Transcript of Records 2. Diploma 3. Birth Certificate 4. Marriage Certificate




6. Turnaround Time 25 days, 4 hours and 35 minutes

50% reduction of turnaround time, and complete the transaction within 15 days

52% reduction of turnaround time (13 days, 4 hours and 35 minutes/25 days, 4 hours and 35 minutes) 13 days, 4 hours and 35 minutes

The Turnaround Time was reduced from 25 days, 4 hours and 35 minutes into 13 days, 4 hours and 35 minutes due to the following reasons: 1. Reduction of Steps (from 9 to 8 Steps, see

justification in page 1).

2. Innovations from the HRMU, such as:

Established a database of Applicants’ Profile and Information (encoded details/qualifications of applicants as soon as the applications were received);

Provided the requesting Divisions the summarized list of applicants’ qualifications, for them to easily review and assess the applicants;

ANNEX 3B: MODIFIED FORM A1-DETAILS OF BUREAU/OFFICE PERFORMANCE REPORT (1… · 2019. 8. 22. ·...

Documents

Transcript of ANNEX 3B: MODIFIED FORM A1-DETAILS OF BUREAU/OFFICE PERFORMANCE REPORT (1… · 2019. 8. 22. ·...