General Objectives of the PES
- Foster continuous improvement in employee performance and efficiency.
- Enhance organizational effectiveness and productivity.
- Provide an objective performance rating to serve as a basis for incentives, rewards, promotions, training, development, personnel actions, and sanctions.
Minimum Requirements of PES
- Identification of performance outputs and relevant job-related behaviors with mutually agreed-upon performance standards.
- Greater weight assigned to actual performance outputs over job behaviors.
- Timely feedback to employees on their task accomplishment progress.
- Documentation of supervisors’ observations on employee strengths, weaknesses, and development constraints.
- Performance evaluations conducted at least twice a year; minimum appraisal period is 90 days and maximum is one year.
- Sanctions for raters who show bias or unfair advantage in ratings.
- Defined adjectival ratings: Outstanding, Very Satisfactory, Satisfactory, Unsatisfactory, Poor, each with clear criteria and implications.
- Only employees rated Outstanding or Very Satisfactory considered for promotion.
Adjectival Ratings Explained
- Outstanding: Exceeds targets by at least 50%, demonstrates exceptional job mastery.
- Very Satisfactory: Exceeds expected output by at least 25%, recognized competence.
- Satisfactory: Meets 100% of standards.
- Unsatisfactory: Performance from 51% to 99%, requires improvement; two successive Unsatisfactory ratings may lead to separation.
- Poor: Fails to meet 50% of requirements, no evidence of improvement; ground for separation.
Structure and Components of PES
- Includes objectives, basic policies, evaluation procedures, and rating mechanics.
- Agencies with diverse functions may develop subsystems for different groups (e.g., medical, nursing, faculty).
- Subsystems share common objectives, policies, and sanctions mechanisms.
- PES subsystems must cover mechanics of rating, performance standards, and critical factors affecting work.
Approval Process of PES
- Submission to Civil Service Commission (CSC) by Head of Agency for review and approval.
- Evaluation based on completeness (compliance with Rule IX and circular provisions) and acceptability (certification that PES was validated by staff).
Pilot-Testing Requirement
- Approved PES must be pilot-tested for at least one rating period to assess effectiveness and acceptability.
Development of Common Performance Standards
- Standards developed for positions with similar duties to ensure objectivity.
- Regular review and adjustment to align with organizational and workplace needs.
Technical Assistance from CSC
- CSC will conduct discussions and workshops for agency representatives to assist in PES development.
- Agencies encouraged to seek CSC help for PES development, implementation, refinement, and standards establishment.
Implementation of PES
- Orientation seminars for officials and employees to foster understanding and appreciation.
- Collection of performance rating reports within 15 days after each rating period.
- Personnel Divisions ensure safekeeping and availability of reports for promotion boards and CSC inspection.
Monitoring of PES Implementation
- CSC conducts thorough monitoring to evaluate system implementation and usefulness.
- Results communicated to Agency Heads for system improvement.
Updating Existing PES
- All existing PES must be revised in accordance with Rule IX and submitted to CSC.
Adoption of CSC PES Model
- Agencies without PES can adopt the CSC’s PES model, with modification rights.
- Agencies must inform CSC of plans and schedules for pilot-testing.
- CSC provides orientation assistance upon request.
Consequences for Non-Submission or Non-Implementation
- Failure to submit or implement PES results in disapproval of promotions and other personnel actions dependent on performance ratings.
Repeal and Effectivity
- Earlier rules (MC 2, s. 1978 and MC 12, s. 1989) are repealed.
- Memorandum Circular effective immediately upon issuance on March 18, 1993.