SORSOGON CITY WATER · PDF fileguidelines are based on the eligibility criteria specified in...

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SORSOGON CITY WATER DISTRICT Capitol Compound, Sorsogon City

Tel. Nos. (056)211-1570, 211-2024

GUIDELINES ON GRANTING OF PERFORMANCE-BASED BONUS FOR SORSOGON CITY WATER DISTRICT’S PERSONNEL

Rationale and Background

Human resources are an agency’s most valuable asset. They define the efficiency, effectiveness and over-all quality of service in any agency; hence the Local Water District is no exception. The need to establish an effective system that accurately evaluates the performance of its employees for the purpose of determining tenure, transfers or promotions, and appropriate incentives is of absolute urgency. The granting of the PBB links individual performance targets and accomplishments to strategic and organizational goals and accomplishment of all delivery units. These guidelines are based on the eligibility criteria specified in DBM-LWUA Memorandum Circular No.2014-02 dated August 29, 2014 which includes:

1. Achieve at least 90% of each one of their performance targets for the delivery of MFOs, Support to Operations (STP), and General Administration and Support Services (GASS) for the year; I. Per above-quoted circular there are three most significant indicators of

output/outcome under each MFO and its corresponding targets, to wit:

A. Water Facility Service Management i. PI 1 (Quantity) Access to potable water ii. PI 2 (Quality) Reliability of Service iii. PI 3 (Timeliness) Adequacy

B. Water Distribution Service Management i. PI 1 (Quantity) NRW ii. PI 2 (Quality) Potability iii. PI 3 (Timeliness) Adequacy/Reliability

II. Performance Indicators under Support to Operation (STO) with the

dimension of quality and timeliness of services.

A. Staff Productivity Index B. Reasonableness/Affordability of water rates to consumers with access

connectors C. Customer Satisfaction

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III. General Administration and Support Services (GASS) A. Financial viability and sustainability (Collection Ratio , Operating ratio ,

and Current Ratio) B. Compliance with COA and LWUA reporting requirements in accordance

with content and period of submission

2. Satisfy 100% of the good governance conditions set by the AO 25 Interagency Task Force (IATF) for FY 2014; and Per DBM-LWUA Memorandum Circular No.2014-02 dated August 29, 2014 there are four good governance conditions : I. Transparency Seal II. PhilGEPS Posting III. Establishment of the Local Water District’s Citizen’s Charter IV. Submission of SALN

3. Payment of applicable taxes;

4. Rank of performance of delivery units and the personnel within these units Coverage: These guidelines cover all officials and employees of the District. Personnel who are in the government service and have rendered at least nine (9) months of service on the year of the grant of PBB. Personnel found guilty of administrative and/or criminal charges filed against him/her and meted penalty in FY 2014 shall not be entitled to the PBB. If the penalty meted out is only reprimand, such penalty shall not disqualify the employee concerned in the grant of PBB. Definition of Terms

A. Major Final Output (MFO) – a good or service that a water district is mandated to deliver to external clients through the implementation of programs, activities and projects. It may be a single output or group that is similar in nature, targeted at the same organizational/sector outcome and capable of being summarized by a common performance indicator.

B. MFO Performance Indicator (PI) – a characteristic of performance (quantity, quality, timeliness or cost) that is to be measured and will illustrate the standard by which a department is expected to deliver its MFP. As specified in EO No. 80, the MFO PIs should be verifiable, observable, credible, and sustainable, especially for front line functions of departments/agencies.

C. Performance target (PT) – a predetermined numerical target level of performance (quantity, quality and timeliness or cost) against which actual performance can be compared.

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D. Delivery units – Departments and Divisions of the LWD responsible for the achievement of the LWD’s MFO and committed to performance targets which are tracked by a reporting system within the year and verified by LWUA.

E. Potability – the quality of water that renders it safe and fit for human consumption to the Philippine National Standards for Drinking Water (PNSDW) and all issuances and guidelines by the Department of Health (DOH) and the Local Water Utilities Administration (LWUA)

Performance and Evaluation Review Committee (PERC)

A. Composition of PERC 1. Division Manager Finance 2. Division Manager Administrative 3. Division Manager Planning 4. Division Manager Production 5. Division Manager Customer Service 6. Division Manager Billing and Collection 7. Second Level Representative 8. 1st Level Representative 9. Secretariat – Human Resource Officer

B. Functions/Responsibilities:

1. Implement the performance review and evaluation guidelines stipulated in these issuances;

2. For the purpose of ensuring maximum manpower utilization and rationalization of work load in the different organizational units, the PERC may initiate a review and a comparative assessment of approved employee performance particularly of those holding similar positions and may recommend necessary modifications or corrective action;

3. The PERC shall make the final review of performance standards adopted for each position in the different organizational units in the agency. This is to ensure adoption of uniform standards of measurement by the different organizational units in rating employees holding similar positions , performing similar functions and working under same conditions;

4. At the end of the rating period, the PERC is empowered to review documents, evaluate work accomplishments and performance ratings, conduct hearings, provide opportunities for an employee or supervisor to defend a particular rating and eventually determine an employee’s final rating.

5. Ensure reliability , completeness and correctness of date to be used as bases for performance review and evaluation

6. Regularly report to the head of office/unit on the status of performance review and evaluation and discuss pressing issues and concerns

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Performance Evaluation and Review of Delivery Units For each organizational level, specific performance indicators were identified based on DBM-LWUA Memorandum Circular No.2014-02 dated August 29, 2014. Each Department/Divisions is considered as delivery units and shall be ranked accordingly. The District as a whole also must be ranked accordingly based on identified indicators using the Point System Scheme.

A. Agency level The District Performance Evaluation and Review Committee shall convene to do the actual determination of points based on the identified performance indicators guided by the following specific steps: Table 1 – Point System for the Agency Level Performance Indicators FY 2014

Target

FY 2014

Accomplishment

Maximum

Points

Rating

Scale

I. MAJOR FINAL OUTPUT (MFO) 40% A. Water Facility Service Management

a. Performance Indicator 1 – (Percentage of barangay with access to potable water against the total number of barangays within the coverage of the District.)

At least 50% of the 64 total barangays of Sorsogon City will be served with potable water

32 barangays out of 64 barangays were served

50% above

40%-49% 30%-39% 20%-29%

10 8 6 4

b. Performance Indicator 2 – (Percentage of household connections receiving 24/7 supply of water

50% of household connections receiving 24/7 supply of water

63% of household connections receiving 24/7 supply of water

50% above

40%-49% 30%-39% 20%-29%

10 8 6 4

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Performance Indicators FY 2014

Target

FY 2014

Accomplishment

Maximum

Points

Rating

Scale

c. Performance Indicator 3 (Source Capacity to meet demands for 24/7 supply of water

Be able to produce 190lps total mo. Prod. with a ratio of 1:10

152 lps total source capacity ; 104 lps total source with 24/7 operation. Source and water demand ratio 1:18:1

I. MAJOR FINAL OUTPUT (MFO) B. Water Distribution Service Management

a. Performance Indicator 1 (Percentage of unbilled water to water production)

25% 31.40% 25%-Below

26%-30% 31%-35% 36%-40%

10 8 6 4

b. Performance Indicator 2(Average deviation from PNSDW –Chlorine residual requirements from Jan-Dec.2014)

Average of .30ppm Chlorine Residual


.30ppm-Above

.25ppm-.29ppm

.20ppm-24ppm

.15ppm-.19ppm

10 8 6 4

c. Performance Indicator 3 (Average response time to restore service when there are interruptions based on the Citizen’s Charter)

Maximum of 2 hours based on the Citizen’s Charter

Maximum of 2 hours

Less than 2 hrs. 3 hours 4 hours 6 hours

10 8 6 4

II. Support to Operations (30%) a.Performance Indicator 1 (Staff Productivity Index: One (1) position for every (100) service connections for Category D and 120 service connections for Category A to C)

With atleast 135:1 ratio for Active Service Connection against No.of employees.

With 126.41 ratio

for Active Service

Connection against 84 employee per

POP (Category B w/ 10,619 service

connection against 84 employees)

121 above 115-120 110-114 105-109

10 8 6 4

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Performance Indicators FY 2014

Target

FY 2014

Accomplishment

Maximum

Points

Rating

Scale

b. Performance Indicator 2

(Reasonableness/Affordability of water rates to consumers with access connections. Water Rate for the 1st cu.m. must not exceed 5% of the average income of LIG.)

Not to exceed 5% of Average Income of LIG

LIG – P 260.00/day min. water rate of P 191.00 – 2.4% of the Average Income of LIG

5% below 6% 7% 8%

10 8 6 4

c. Performance Indicator 3 (Customer Satisfaction: percentage of Customer Complaints acted upon against received complaints

100% of customer complaints to be acted against received complaints

100% of customer complaints acted upon against received complaints.

100% Above

90%-99% 80%-89% 70%-79%

10 8 6 4

III. General Administration and Support Services(30%) A.Performance Indicator 1(Financial Viability & Sustainability of District’s operation in terms of the ff: a. Collection Ratio b. Operating Ratio c. Current Ratio)

Collection Ratio = 90% Operating Ratio = 76% Current ratio = 2.56


90% Above 85%-89% 80%-84% 75%-79% 75% below 76% 77% 78% 3.00 Above

2.50-2.99 2.00-2.49 1.50-1.99

10 8 6 4 10 8 6 4 10

8 6 4

B.Performance Indicator 2(Compliance with COA

reporting requirements in

accordance with content and period of submission

of the ff: 1. Financial Reports:

Submission of Financial reports

such as:

a.Balance Sheet;

b.Statement of Income and

Submission of Financial reports

such as: a.

Balance Sheet; b. Statement of

Income and Expenses; c.

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a.Balance Sheet;

b.Statement of Income and Expenses; c. Statement of

Cash Flows; d. Statement

of Gov’t. Equity;e. Notes to Financial Statement

2. Report on Ageing of Cash Advances)

B.Performance Indicator

1(Compliance with the following LWUA reporting requirements in accordance to content and period of submission such as :a. Monthly Data Sheet, Financial Statements. 3.Approved WD Budget w/Annual Procurement Plan

Expenses; c.

Statement of Cash Flows; d.

Statement of

Gov’t. Equity;e. Notes to

Financial Statement on or

before Feb.14,2015

and Report on

Ageing of cash advances on or

before 25th day or 3rd week of

the following

quarter

Statement of Cash

Flows; d. Statement of

Gov’t. Equity;e.

Notes to Financial Statement on or

before January 23,2015 and

Report on Ageing of cash advances

on a quarterly

basis every 5th day of the following

quarter.

10 days & above before duedate 5 days before duedate Upon Duedate After duedate

10 8 6 4

Submission of

complete and

accurate Financial

Reports on or before the 20th

day of the

following month.

Submission of

approved budget on or

before 1st month of

Dec.2014

Submitted

complete and

accurate Financial reports on the 20th

day of the following month.

Submitted the

approved 2015 budget last Nov.

27 , 2014.

15th day of the ff. mo. 18th day of the ff. mo. 20th day of the ff. mo. 21st day onwards of the ff. mo. 10th day before duedate 5th day before duedate Upon duedate A day after duedate & onwards

10 8 6 4 10 8 6 4

C. Performance Indicator 3(Compliance with LWUA reporting requirements in accordance to content and period of submission of Microbiological test (Compliancwe with the LWUA reporting requirements in

Conduct

microbiological

Test every 1st Monday of the

3rd week and should meet the

potability

requirement by the

DOH/PNSDW

Conduct

annually and

Conducted

Microbiological

Test every 2nd Monday of the

Month and met the potability

requirement set by

the DOH/PNSDW.

Conducted annually which

passes the

1st Monday of the mo. w/o failure 1ST Monday of the mo. w/1 or 2 failure 1st Monday of the mo. w/ 3-4 failure 1st Monday of the mo. w/5-6 failure

10 8 6 4

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accordance to content and period of submission of Physical/Chemical Report

should met the

physical and chemical

content of water

as per within the parameters

physical and

chemical requirements for

water potability

set by DOH.

After determining the weights and points of each unit, the

performance review and evaluation committee shall proceed of category using the weighted average.

The performance review and evaluation committee shall present the result of ranking before the Agency Head for approval and subsequent submission to the LWUA.

B. Delivery Units/Division/Department Performance Review and Evaluation.

Performance Indicator

Responsible Unit

FY 2014 Target

FY 2014 Accomplishme

nt

Maximum Points

Rating Scale

I. MAJOR FINAL OUTPUT (MFO) 40% A. Water Facility Service Management

a. Performance Indicator 1 – (Percentage of barangay with access to potable water against the total number of barangays within the coverage of the District.)

Operations Department

At least 50% of the 64 total barangays of Sorsogon City will be served with potable water

32 barangays out of 64 barangays were served

b. b. Performance Indicator 2 – (Percentage of


50% of household connectio

63% of household connections receiving 24/7

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household connections receiving 24/7 supply of water

ns receiving 24/7 supply of water

supply of water

c. Performance Indicator 3 (Source Capacity to meet demands for 24/7 supply of water


Be able to produce 190lps total mo. Prod.with a ratio of 1:10

152 lps total source capacity ; 104 lps total source with 24/7 operation. Source and water demand ratio 1:18:1

B. Water Facility Service Management a. Performance

Indicator 1 (Percentage of unbilled water to water production)


25% 31.40%

b. Performance Indicator 2(Average deviation from PNSDW –Chlorine residual requirements from Jan-Dec.2014)




c. Performance Indicator 3 (Average response time to restore service when there are interruptions based on the Citizen’s Charter)

Commercial Department

Maximum of 2 hours based on the Citizen’s Charter

Maximum of 2 hours

II. Support to Operations (30%)

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A.Performance

Indicator 1 (Staff Productivity Index: One (1) position for every (100) service connections for Category D and 120 service connections for Category A to C).

Administrative

Department/OGM

With

atleast 135:1

ratio for

Active Service

Commection against

No.of employees

.

With 126.41

ratio for Active Service

Connection

against 84 employee per

POP (Category B w/ 10,619

service connection

against 84

employees)

B.Performance Indicator 2 (Reasonableness/Affordability of water rates to consumers with access connections. Water Rate for the 1st cu.m. must not exceed 5% of the

average income of LIG.)

Commercial

Department

Not to

exceed

5% of Average

Income of LIG

LIG – P

260.00/day min.

water rate of P 191.00 – 2.4%

of the Average Income of LIG

Performance

Indicator

Responsible

Unit

FY 2014

Target

FY 2014

Accomplishme

nt

Maximu

m Points

Rating

Scale

III.General Administration and Support Services (30%) A.Performance Indicator 1(Financial Viability & Sustainability of District’s operation in terms of the ff: a. Collection Ratio b. Operating Ratio c. Current Ratio)

Finance Department



B.Performance Indicator

2(Compliance with COA

Finance Department

Submission of Financial

reports such as: a.Balance

Submission of Financial

reports such as: a.Balance

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reporting

requirements in accordance with

content and

period of submission of the

ff: 1. Financial

Reports:a.Balance Sheet;

b.Statement of

Income and Expenses; c.

Statement of Cash Flows; d.

Statement of

Gov’t. Equity;e. Notes to Financial

Statement 2. Report on

Ageing of Cash Advances)

B. Performance

Indicator 1(Compliance

with the following LWUA reporting requirements in accordance to content and period of submission such as: a. Monthly Data Sheet, B. Financial Statements. 3.Approved WD Budget w/Annual

Finance

Department

Sheet;

b.Statement of Income

and

Expenses; c. Statement of


of Gov’t. Equity;e.

Notes to

Financial Statement on

or before Feb.14,2015

and Report

on Ageing of cash

advances on or before 25th

day or 3rd week of the

following

quarter

Submission

of complete and accurate

Financial Reports on or

before the 20th day of

the following

month.

Submission

of approved

budget on or before 1st

month of

Sheet;

b.Statement of Income

and

Expenses; c. Statement of


of Gov’t. Equity;e.

Notes to

Financial Statement on

or before January

23,2015 and

Report on Ageing of

cash advances on

a quarterly basis every

5th day of the

following month.

Submitted

complete and accurate

Financial reports on

the 20th day of the

following

month.

Submitted

the approved

2015 budget last Nov. 27,

2014.

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Procurement Plan

Dec.2014

C.Performance Indicator 3(Compliance with LWUA reporting requirements in accordance to content and period of submission of Microbiological test (Compliance with the LWUA reporting requirements in accordance to content and period of submission of Physical/Chemical Report


Conduct microbiologic

al Test every 1st Monday of

the 3rd week

and should meet the

potability requirement

by the

DOH/PNSDW

Conduct

annually and should met

the physical

and chemical content of

water as per within the

parameters

Conducted Microbiologic

al Test every 2nd Monday

of the Month

and met the potability

requirement set by the

DOH/PNSDW.

Conducted

annually which pases

the physical

and chemical requirements

for water potability set

by DOH.

C. Individual Performance Review and Evaluation

Delivery units eligible to the PBB shall be forced ranked according to the

following categories: RANKING PERFORMANCE OF CATEGORY OF DELIVERY UNIT

Top 10% Best Delivery Unit 9-10 Next 25% Better Delivery Unit 7-8.99 Next 65% Good Delivery Unit 5-6.99

Individual performance review and evaluation shall apply only after

determining the rank of each individual delivery units, an individual forced ranking shall be undertaken to determine which among employees in each unit will fall under best, better and good.

Individual bonuses for employees shall be granted based on the

following scheme

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PERFORMANCE CATEGORY OF

DELIVERY UNIT

INDIVIDUAL PERFORMANCE

Best Performer (Outstanding)

Better Performer (Very Satisfactory)

Good Performer (Satisfactory)

BEST DELIVERY UNIT P 35,000.00 (20%)

P 20,000.00 (35%)

P 10,000.00 (45%)

BETTER DELIVERY UNIT P 25,000.00 (15%)

P 13,500.00 (30%)

P 7,000.00 (55%)

GOOD DELIVERY UNIT P 15,000.00 (10%)

P 10,000.00 (25%)

P 5,000.00 (65%)

Using the existing performance assessment, all heads of delivery units

must undertake a serious and honest administration of assessment instrument to determine ne the ranking of its employees

Levels Assessment Instrument

Determination of Rank

A. General Manager PES Numerical Rating

B. Division Managers PES Numerical Rating

C. Supervisors PES Numerical Rating

D. Rank and File PES Numerical Rating

Rating Scale

Overall Rating Adjectival Rating 9.50 - 10.00 Outstanding 7.51 - 9.49 Very Satisfactory 4.01 - 7.50 Satisfactory 2.01 - 4.00 Unsatisfactory 2.00 below Poor

Range of Adjectival Rating: Outstanding - performance exceeding targets by 10% and above of planned targets.

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Very Satisfactory - performance of100% to 109% of the planned targets. Satisfactory - performance of 75% to 99% of the planned targets. For accomplishments requiring 100% of the targets such as those pertaining to money or accuracy or those, which may no longer be exceeded , the rating for those who met targets will be 10 and for those who failed or fell short of the targets rating shall be 4. Unsatisfactory - performance of 51% to 74% of the planned targets: and. Poor - performance failing to meet the planned targets by 50% or below.

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