Department of Public Works and Highways

Human Resource and Administrative Service

Strategic Performance Management

System (SPMS)
Training
July 25-25,
August 12-14, 2024
2024 DPWH-CO
DPWH Training
Regional Room 1
Office VIII
 Fundamental Concepts

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Session Objectives
By the end of this session, the participants will be able to:

 Define performance management;

 Discuss the features of the Strategic Performance
Management System;

 Explain the DPWH SPMS Fundamentals such as the

elements, scope and policy guidelines stated in
the DPWH SPMS Handbook

 Identify the SPMS key players and their

responsibilities in the implementation of SPMS

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023

SPMS
STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023
 Do you consider the supervisor’s action as Performance Management? Why?
Scenario:

Sally is a Section Chief. She is overwhelmed with end-of-the-year tasks, including

the reports to be submitted, responding to stakeholders’ phone calls, dealing with
other special assignments and supervising a group of 10 staff. It’s a very hectic
time, probably the most hectic time of the year.

She receives a reminder form the Division Chief: “Sally, we have not received your
performance reviews for your ten direct reports; they are due last week.” Sally
thinks, “Oh, again, those performance reviews. . . . What a waste of my time!” From
Sally’s point of view, there is no value in filling out those seemingly meaningless
forms. She does not see her direct reports in action because they are in the field
visiting stakeholders most of the time.

She has less than three days to turn in her forms. What will she do? In the end, she
decides to follow the path of least resistance: to please her employees and give
everyone the maximum possible rating. In this way, Sally believes the employees
will be happy with their ratings, and she will not have to deal with complaints or
follow up meetings. Sally fills out the forms in less than 15 minutes and gets back
to her “real job.”
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What is Performance Management?

Performance management is a continuous process of

identifying, measuring, and developing the performance
of individuals and teams and aligning performance with
the strategic goals of the organization.

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

 People think they’re too busy for performance
management. That’s your number one job.

—Jack Welch, Former CEO of General Electric

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023

 What are the purposes of
Performance Management?

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023

 Purpose of Performance Management

Administrative: Basis for compensation, salary increase, retention

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023

 Purpose of Performance Management

“Optimum People performance is the key to better

Organizational performance”

Developmental: To improve employee performance

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Purpose of Performance Management

Individual Organizational
Goals Performance Goals
Management

Strategic: To achieve organizational objectives

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Purposes of Performance Management

ADMINISTRATIVE DEVELOPMENTAL STRATEGIC

Increase effectiveness Link employee

Structured basis for by addressing activities and outputs
decisions on rewards, gaps and optimizing with organizational
promotions, retention potential goals

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Performance Management in the Civil Service

 Article IX-B, 1987 constitution: CSC should adopt

measures to promote morale, efficiency, integrity,
responsiveness and courtesy in the Civil Service.

o 1978: New Performance Appraisal System (NPAS)

o 1989: Autonomy of Agencies in Developing their
Performance Evaluation System. Internally, the CSC
adopted a system called Management by Objectives
and Results Evaluation (MORE)
o 1993: Performance Evaluation System (PES)
o 2005: Performance Management System-Office
Performance Evaluation System (PMS-OPES)
o 2012: Strategic Performance Management System

Concepts
(SPMS)
Source: CSC SPMS Guidebook

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Strategic Performance Management System

The SPMS is focused on linking individual performance vis-a-vis the

agency's organizational vision, mission and strategic goals.

It is a mechanism that ensures that the employee

achieves the objectives set by the organization and
the organization achieves the objectives it has set
itself in its strategic plan.

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SPMS gives emphasis to the strategic alignment

Vision Mission Individual

Philippine
Development Goals Performance
Plan
Strategic Goals
Priorities SPMS (Performance goals
and measurements)

I. Performance Planning and Commitment

II. Performance Monitoring and Coaching
III. Performance Review and Evaluation

Concepts
IV. Performance Rewarding and Development Planning

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How does SPMS work?
SPMS Framework
VISION &
MISSION

WHAT EMPLOYEE HOW

INDIVIDUAL
PERFORMANCE

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Strategic Performance Management System

Paradigm Shift
Perspective Performance evaluation Performance management

Focus Activities and inputs Outputs and outcomes

Indicators Performance indicators Success indicators

Performance Align individual to office/

alignment Focus on individuals
organization
Role of supervisor
Evaluator Coach and mentor

Source: CSC SPMS Guidebook

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023
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How well do you know the DPWH SPMS?

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

 DPWH SPMS was established in 2014

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BASIC ELEMENTS OF DPWH SPMS

1. Goal aligned to agency’s mandate and organizational priorities

2. Outputs/outcome-based
3. Team approach to performance management
4. User friendly
5. Information system that supports monitoring and evaluation

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

 Reference for DPWH SPMS Policies and Guidelines:

CSC-
Approved
DPWH SPMS

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How many stages are involved in the DPWH-SPMS
Cycle?

4 stages

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DPWH SPMS CYCLE
2. Performance
1. Performance Monitoring
Planning and and
Commitment Coaching
Continuous tracking and
documentation of employee
Agreeing on performance
and team performance
goals and success indicators

COACHING

3. Performance
Review and
4. Performance Evaluation
Assessing individual and
Rewarding and office performance against
targets and measures
Development
Using results of performance
Planning evaluation as basis for

Concepts
rewards and development
planning

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STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

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All are covered by SPMS Except?

a. Third level positions

b. Division Chiefs, Assistant Division Chiefs, District Engineers, ADE
c. Rank-and-file employees/Staff: Technical and Non-Technical
d. Contract of Service and Job Orders (COS/JO) Personnel

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All employees of DPWH are covered by SPMS

The SPMS shall apply to:

1. Third level positions
2. Division Chiefs, Assistant Division Chiefs, District Engineers, ADE
3. Rank-and-file employees/Staff: Technical and Non-Technical
4. Contract of Service and Job Orders (COS/JO) Personnel in the evaluation
of their performance for purposes of renewal

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Are you part of the SPMS Key Players?

Champions PMT Planning Office HRMO

Rater Ratee
STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts
Resource Persons
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What is my role in SPMS?
As a Supervisor or Rater:
 Discuss the Department strategic goals and Office objectives and
measures with the Ratees under their supervision

 Ensure that performance targets and measures, as well as budget are

aligned with those of the Agency and that work distribution of Sections is
rationalized

 Monitor closely the status of performance of subordinates.

 Provide feedback and corrective actions when a lapse in the Ratee’s

performance is observed

 Assess Ratee’s performance and discuss performance rating with the Ratee

 Recommend individual developmental interventions

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What is my role in SPMS?

As a Ratee:
 Act as partners of management and co-employees in meeting
organizational performance goals

 Set targets collaboratively with Immediate Supervisors, and

submit the Performance Commitment and Review form
aligned with strategic objectives and Major Final Outputs
(Organizational Outcome)

 Achieve set targets

 Provide inputs to their own individual development plans

 Initiate tracking of their respective signed PCR by approaching

their supervisors within one week after their submission

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What is my role in SPMS?

As a Resource Person:

 Be the subject experts of the DPWH SPMS

 Assist in the implementation and cascade of the SPMS in

their respective offices

 Act as help desk in the clarification, information and

explanation of the SPMS process.

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SPMS Key Players

Champions PMT Planning Office HRMO

Rater Ratee
STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts
Resource Persons
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SPMS Key Players and Roles
Performance Management Team (PMT)

✔ Reviews the Performance Commitment and Review Forms to

ensure alignment with the Department strategic goals and
objectives before recommending for approval

• Set consultation meetings with supervisors to agree on

output to be accomplished
• Set performance standards and/or database/summary of
targets to serve as basis for evaluation

✔ Acts as appeal body and arbiter of for performance

management issues and other issues arising from the
implementation of SPMS

✔ Ensures adherence to the guidelines of the SPMS

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023

Concepts
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DPWH Performance Management Team (PMT)

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SPMS Key Players

Champions PMT Planning Office HRMO

Rater Ratee
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Resource Persons
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How many forms do we have in DPWH-SPMS?

11 forms

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

Different forms used in SPMS 39
SPMS STAGE FORM NAME FORM CODE
Stage 1 Workflow Matrix -
Performance Planning
Database Matrix -
and Commitment
Individual/Division/District/Office Performance
Commitment and Review Forms – DPWH SPMS Form No. 1, 2, 3
IPCR/DPCR/OPCR (Part A)
Stage 2 Daily and Monthly Performance
DPWH SPMS Form No. 4, 5
Performance Monitoring Monitoring Forms
and Coaching
Coaching Journal Form DPWH SPMS Form No. 6A
Coaching Report Form DPWH SPMS Form No. 6B
Stage 3 IPCR, DPCR, OPCR (Part B) DPWH SPMS Form No. 1, 2, 3
Performance Review and
Evaluation Summary of Individual Ratings DPWH SPMS Form No. 7
Stage 4 Individual Development Plan DPWH SPMS Form No. 8
Performance Rewarding

SPMS
Performance Rating Appeal Form -
and Development
Planning Performance Rating Appeal Report -

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What CSC program provides the standards in the
implementation of SPMS?

PRIME-HRM

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PRogram to Institutionalize Meritocracy and Excellence
in Human Resource Management (PRIME-HRM)

 Established through CSC MC No. 3, s. 2012

 Aims to elevate public sector human

resource management to a level of
excellence

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PRogram to Institutionalize Meritocracy and Excellence
in Human Resource Management (PRIME-HRM)

Systems
Practices
Competencies

Four Core
HR Systems PRIME-HRM Maturity Levels

Level 1 – Transactional HRM

Level 2 – Processed-Defined HRM
Level 3 – Integrated HRM
Level 4 – Strategic HRM

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

 PRIME-HRM Enhanced Maturity Level Indicators
43
(CSC MC No. 24 s. 2016)

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PRogram to Institutionalize Meritocracy and Excellence
in Human Resource Management (PRIME-HRM)

Systems
Practices
Competencies

Four Core
HR Systems PRIME-HRM Maturity Levels

Level 1 – Transactional HRM

Level 2 – Processed-Defined HRM
Level 3 – Integrated HRM
Level 4 – Strategic HRM

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

PRogram to Institutionalize Meritocracy and Excellence 45
in Human Resource Management (PRIME-HRM)

PRIME-HRM Maturity Levels

Level 1 – Transactional HRM
Level 2 – Processed-Defined HRM
Level 3 – Integrated HRM
Level 4 – Strategic HRM

DPWH-Central Office received

PRIME-HRM BRONZE AWARD
for meeting all requirements for Maturity
Level 2 in the 4 core HR systems

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PRogram to Institutionalize Meritocracy and Excellence
in Human Resource Management (PRIME-HRM)

Maturity Level 2 (Process-Defined) Indicators in

Performance Management:

1. Establishment of Systems and Policies

- Establishment of DPWH HR Committees
2. Use of computer-based systems
3. Use of customized monitoring tools
4. Demonstration of HRMO Competencies
5. Presence of Process Review Mechanism
6. The system is well-communicated to employees
7. Adoption of Equal Opportunity Principle (EOP)

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Equal Opportunity Principle in DPWH-SPMS

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023 Concepts

 LINE MANAGERS, not HR,
drive employee performance
and promote employee engagement.

STRATEGIC PERFORMANCE MANAGEMENT SYSTEM TRAINING 2023

 Department of Public Works and Highways
Human Resource and Administrative Service

End of Presentation

November 29-30, 2023 DPWH-CO 2F OSEC Operations Room