1. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
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 and CSC MC 13, s.1999 & UP-PES

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

3. PERFORMANCE EVALUATION SYSTEM
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
PERFORMANCE EVALUATION SYSTEM
HRDO Operations Manual under
POLICY
A performance evaluation system shall be administered in such manner as to continually foster the improvement of individual employee efficiency and organizational effectiveness.
COVERAGE
All types of employees regardless of status.
FORM USED
Students Evaluation of Teachers Form
Performance Targets and Evaluation Report Form for Administrative Employees

4. Rule IX Section I, Omnibus Rules Implementing Book V of E.O. No. 292
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
Rule IX Section I, Omnibus Rules Implementing Book V of E.O. No. 292
and other Pertinent Civil Service Laws states:
There shall be established PES in every department or agency of the national and local government, including state universities and colleges and government-owned and controlled corporations.

5. UP-PERFORMANCE EVALUATION SYSTEM
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
UP-PERFORMANCE EVALUATION SYSTEM
POLICIES
The UP-PES adheres to the principles of performance based evaluation. It motivates employees to achieve the highest possible contribution towards the achievement of the objectives of the University.
The UP-PES operates on shared commitments and objective measures of performance results. The Performance standards/targets or measures of results are planned and agreed upon by management, supervisor and employees.

6. UP-PERFORMANCE EVALUATION SYSTEM POLICIES
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
UP-PERFORMANCE EVALUATION SYSTEM
POLICIES
The UP-PES enhances productivity by establishing uniform work standards for each category of positions and/or functions attuned to the vision/mission of the University.
The UP-PES promotes transparency within and outside the Unit/Office (through the PERC) and institutes mechanisms for review, appeal and resolution of conflicts and/or disagreements.

7. Why is there a need for PES?
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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.

8. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
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)

9. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
DEFINITION OF TERMS
Performance Standards – measure against which performance level is assessed.
Performance Target – actual duties and responsibilities of the employee, expressed in terms of performance output.
Quantity – volume or magnitude of accomplishment within a specific time frame.
Quality – distinctive features of performance output that reflect the degree of excellence and superiority.
Intervening Target – activities/tasks assigned in addition to the regular functions of the employee after target shall have been set.
Critical Factors – behavioral dimensions affecting level of performance of an employee.

10. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
ELEMENTS OF PES
Performance Target (PT)
Performance Rating (PR)

11. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
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

12. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
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.

13. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
COMPONENTS OF RATING
COMPONENT
PERFORMANCE WEIGHT
RATING
1. Part I:
PERFORMANCE (P)
70% of the overall rating of the employees.
P is the evaluation of actual accomplishment versus the planned level of P in terms of quantity based on pre-set standards by the University as agreed upon by both the supervisor and the ratee duly confirmed by the PERC

14. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
COMPONENTS OF RATING
COMPONENT
CF WEIGHT
CF FACTORS
2. Part II:
CRITICAL FACTORS (CF)
30% of the overall rating of the employees
behavioral dimensions that affect the job performance of the employee.
(9) behavioral factors: initiative, human relations, attendance, punctuality, ethical behavior, commitment, judgment and stress tolerance for rank and file including leadership for supervisors are considered critical requirements in the performance of one’s job.
The rating in CF composed of:
SUPERVISOR’S RATING = 60%
SELF-RATING = 40%

15. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
COMPONENTS OF RATING
COMPONENT
IT WEIGHT
RATING CONDITION
3. The P of IT is duly considered only if this is done over and above the planned targets
Maximum of 0.5 additional point for an aggregate 176 hours.
Tasks is not within the regular functions of the employee or the work program/ performance contract of their divisions or units;
There is urgency in the completion of the intervening task which has an impact on the organizational unit concerned;
Non-compliance/ performance of the intervening task will unduly prejudice the service; and
Employees’ planned targets were all accomplished and rated at least satisfactory.

16. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
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

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

18. UP-PES RATING INSTRUCTIONS
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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
Very Satisfactory + 0.4
2 - Satisfactory
None
Unsatisfactory
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.

19. COMPONENTS OF RATING Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
COMPONENTS OF RATING
COMPONENT
MEASURE OF PERFORMANCE INDICATORS
4. Measures of Performance
Quantity refers to volume/ magnitude of accomplishment within a specific time frame.
Quality refers to the distinctive features that reflect the degree of excellence or superiority;
Performance Indicators: refers to measures of performance
c.1 Quantity
c.2 Quality

20. PART I – Rating on Task Performance
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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

21. PART I – Rating on Task Performance PERFORMANCE INDICATORS QUALITY
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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

22. 5.a PART I EPS I = ƩAS x. 70 HOW TO COMPUTE THE RATING
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
HOW TO COMPUTE THE RATING
5.a PART I
Average scores (AS) for Quantity (C) and Quality (D) x percentage weight (B) assigned per activity, divided by 2.
or AS = B (C+D)/2
The AS for each activity will then be added and multiplied by 70% to get the equivalent point score (EPS).
EPS I = ƩAS x. 70
(Ʃ – is the symbol for summation)

23. 5.b. PART II HOW TO COMPUTE THE RATING
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
HOW TO COMPUTE THE RATING
5.b. PART II
5.b.1. Self-rating (A): Total Scores; divided by the number of entries (N) and multiply the quotient by 40%
A = .40 (ƩA)N
5.b.2 Supervisor-Rating (B): Total all scores; divided by the number of entries (N) and multiply the quotient by 60%
B = .60 (ƩB)N
5.b.3 Add the results from 5.b.1 (A) and 5.b.2 (B) above to get the total score (C). C = A+B. Multiply the sum (C) by 30%.
EPS II= .30 (C)
(Ʃ – is the symbol for summation)

24. 5.c. PART II HOW TO COMPUTE THE RATING
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
HOW TO COMPUTE THE RATING
5.c. PART II
5.c. Using the summary of rating portion in Part II Form, indicate the equivalent point scores obtained in Part I and Part II to get the Total Equivalent Point Score (TEPS).
TEPS = EPS I + EPS II
5.d Add the rating for intervening task; if any, to obtain the Total/ Overall Score or Total Numerical Rating.
5.e Convert the Total/Overall Score or Total Numerical Rating using the Table of Equivalence

25. OVERALL Performance Rating ® (PES for ADMIN)
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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

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

27. How do we set PTs and standards?
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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

28. Performance Evaluation Schedule (Rating Period)
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
Performance Evaluation Schedule
(Rating Period)
Rating Period
Submission of Performance Target
Submission of Performance Rating
January to June
On or before January 15
Not later than July 31
July to December
On or before July 15
Not later than January 31 of the following year

29. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
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

30. Discuss changes with the ratee;
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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

31. PROCEDURES Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
PROCEDURES
CREATION and OPERATION of PERC and UPERC
The existing selection board/APC/APFC for administrative personnel and where applicable for REPS, shall constitute the PERC (Univ. PERC or CUPERC/UNIT PERC)
PERC
COMPOSITION
DUTIES AND RESPONSIBILITIES
a. UP PERC/ Section Board
VCA/Equivalent Chair
HRDO Head
R&F/1st Level Representative
Supervisor 2nd Level
Representative
Others, as needed
Support Staff from HRDO
Formulate the Policies and strategies for the implementation of the Enhanced UP-PES (pre-implementation phase)
Review/resolve appealed cases on PE

32. PROCEDURES Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
PROCEDURES
CREATION and OPERATION of PERC and UPERC
The existing selection board/APC/APFC for administrative personnel and where applicable for REPS, shall constitute the PERC (Univ. PERC or CUPERC/UNIT PERC)
PERC
COMPOSITION
DUTIES AND RESPONSIBILITIES
b. APC/ Unit PERC
Dean/ Director/Head of Office or duly authorized representative as Chair
R&F/1st Level Representative
Supervisor 2nd Level
Representative
HRMO/A.O./ Staff to serve as resource person
Establish work standards fitted for the positions in the unit (pre-implementation phase)
Conciliate/mediate conflicts arising from the implementation of the PES in the unit.

33. PROCEDURES Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
PROCEDURES
CREATION and OPERATION of PERC and UPERC
The existing selection board/APC/APFC for administrative personnel and where applicable for REPS, shall constitute the PERC (Univ. PERC or CUPERC/UNIT PERC)
PERC
COMPOSITION
DUTIES AND RESPONSIBILITIES
c. HRDO
Monitor and record the submission/ implementation of PTs and PRs (full-implementation phase)
Serve as secretariat to the UP PERC

34. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
PROCEDURES
Setting of Performance Targets and Standards
2.a Organizational Targets
At least two months immediately preceding the rating period is devoted to preparation and setting of organizational targets.
Organizational targets refer to short-range (annual – semi-annual) expected accomplishments that are set to achieve objectives.

35. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
PROCEDURES
Setting of Performance Targets and Standards (PT and S)
2.b Setting of Performance Standards (PS)
PS is a measure against which performance level is assessed.
One month prior to the subject rating period, the Unit APC which doubles as UPERC, shall establish PS for each position, which is the highest achievable quality output that deserves a rating of “4” or Outstanding.

36. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
PROCEDURES
Setting of Performance Targets and Standards (PT and S)
2.b Setting of Performance Standards (PS)
Individual employee’s PT as reflected in his/her performance contract should not be lower than the PS as established by the Unit PERC.
The general performance is measured using the 4-point for Quantity and Quality, (at back page of Form 1-A)

37. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
PROCEDURES
Setting of Performance Targets and Standards (PT and S)
2.c Employees Performance Targets (EPTs)
PTs refer to the actual duties and responsibilities expressed in terms of performance outputs as mutually agreed upon by the rater and the ratee.
The employee prepares PTs using the prescribed PES form 1A

38. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
PROCEDURES
Setting of Performance Targets and Standards (PT and S)
2.c Employees Performance Targets (EPTs)
The rater and the ratee should sign the performance target to finalize the contract of agreement.
It is the duty of the rater to ensure that the duly accomplished PT should be submitted to the HRDO not later than the 15th of the first month of the subject rating period.

39. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
PROCEDURES
Progress Review
The rater and the ratee meet at least once a month to monitor the progress of work accomplishments and when necessary conduct employee counseling.

40. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
PROCEDURES
Appraisal Discussion and Rating Proper
At the end of the evaluation period, performance rater and the ratee meet to discuss the latters accomplishments against established PTs.
For Part I the supervisor rates the latter and discuss differences, if there any.
For Part II both the rater and the ratee give their ratings for self rating (60% for the rater and 40% for the ratee).

41. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
PROCEDURES
Appraisal Discussion and Rating Proper
The rater computes the overall performance rating of the employee using the prescribed performance indicators.
The rater shall discuss with the ratee the final PR given and shall insure the submission of the PER to HRDO NLT the EO the 1st month of the succeeding rating period.
Comments and recommendations are required in the space provided for in the PES Form 1A to serve as guide in improving employee performance in subsequent evaluation periods and in other appropriate personnel actions.

42. SUBMISSION OF PTs, STANDARDS & RATINGS
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
SUBMISSION OF PTs, STANDARDS
& RATINGS
PTs of employees are submitted to the HRDO NLT fifteen (15) days after the start of the rating period.
Accomplished PEFs with the final ratings are submitted to HRDO NLT the EO the 1st month of the succeeding period.

43. SUBMISSION OF PTs, STANDARDS & RATINGS
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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;

44. SUBMISSION OF PTs, STANDARDS & RATINGS
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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.

45. SANCTIONS (non-submission of PT/PR)
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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.

46. SANCTIONS (non-submission of PT/PR)
Human Resources Development Office
UNIVERSITY OF THE PHILIPPINES
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.

47. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
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

48. Human Resources Development Office UNIVERSITY OF THE PHILIPPINES
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

49. THANK YOU!