ORIENTATION ON THE GUIDELINES ON THE GRANT OF PERFORMANCE-BASED INCENTIVES FOR FY 2013
Outline of Presentation • Highlights of 2012 PBB Implementation • Observations and Lessons Learned • Guidelines on the Grant of 2013 PBB • Open Forum
Highlights of FY 2012 PBB Implementation
2012 PBB Participation Rate 183 out of 191 National Government Agencies, SUCs, GOCCs covered by DBM or 96% participation rate. Other Exec. Constitutional State Universities GOCCs covered DEPARTMENT Offices Offices and Colleges by DBM N=23 N=36 N=7 N=110 N=15 92% 100% 100% Participation 43% Participation 87% Participation Participation Participation 100% Participation 65% GOCCs Covered by GCG Participation N=125
2012 PBIS Accomplishments PhP8,392,124,500 144 Agencies Eligible for PBB funds released to 54 96% Participation Rate 2012 PBB Eligible Agencies and 52 (183 out of 191 Agencies (54 NGAs, 80 SUCs, 10 SUCs and SUCs) GOCCs covered by DBM) (ao August 5, 2013) 945,162 Government 88% Average Compliance 91% Compliance to Employees Granted 2012 to Good Governance Cash Advance PBB Conditions Liquidation/Ageing Report (ao August 5, 2013) 79% Compliance to 94% Compliance to 87% Compliance to PhilGEPS Posting Citizen’s Charter Transparency Seal 5 Note: The figures above do not include data on GOCCs under GCG
Average Compliance Rate Citizen’s PhilGEPS Transparency Ageing of Posting Charter Seal Cash Advance 100% 100% 100% 96% 100% 95% 92% 87% 87% 86% 86% 85% 84% 77% 77% 76% 75% 69% 50% 25% 0% Departments OEOs/Cos GOCCs covered by DBM SUCs
Rates of Accomplishment of Physical Targets ALL Agencies Departments SUCs (including SUCs) Average 129% 125% 132% Median 125% 119% 126% Minimum 61% 95% 61% Maximum 199% 184% 199% *Note: The rates are computed without the outliers i.e. accomplishment rates greater than 200%. 7
Observations of Oversight Agencies on PBB Submissions
MARC I Accomplishments • Agencies did not submit complete required forms within the prescribed deadlines. • Forms submitted were not properly endorsed by the heads of agencies, thus resulting to confusion on which were the official final targets. • Some agencies attempted to reduce targets at the time of submission of accomplishments • There were attempts to revise/remove performance indicators for which set targets were not met.
P P ARC Accomplishments • Some Form B were not properly endorsed by the heads of agencies. • There were revisions or removal of indicators that did not meet set targets and some were reduced to ensure agencies meet the 90% threshold. • For multiple projects, agencies reported accomplishments that were completed prior to 2012.
Compliance to Agency Transparency Seal • Agencies did not follow the prescribe template in uploading reports to the transparency seal website. • Multiple validation done since agencies claimed compliance even if deficiencies pointed out were not yet completely remedied. • Agencies are encouraged to submit early to facilitate validation.
Compliance to Citizen’s Charter • Citizen’s Charter was not posted in Key Service Areas and Delivery Units. • Procedure for filing complaints sometimes not included in the Citizen’s Charter. • Multiple validation visits entailed since agencies claim they are already compliant even if the deficiencies were not yet completely remedied.
Compliance to CA Liquidation • Late submission of reports by agencies. • Most of the reports submitted to COA are not yet validated by Agency Resident Auditors.
Compliance to PhilGEPS Posting Issues/Concerns Recommendation There are usually more bid opportunities posted in The project postings in the Certificate of PhilGEPS compared with the submitted Compliance of the procuring entity must be the certification for compliance from agencies. same as those reflected in PhilGEPS. Addressed in the As observed by the PhilGEPS Validation Team, OPTIONS: “ Guidelines on the procuring entities are selective on what to report 1. Agency to request a summary of their postings in their Certificate of Compliance. from PhilGEPS that will serve as their basis in Grant of the • Procuring entities have different accomplishing their Certificate of Compliance. interpretations on what projects to include in See process flow Performance Based the Certificate of Compliance as provided in 2. Conduct training for agency to access the Clause 4.4.a and Clause 4.4.e of MC 2012- information from PhilGEPS. See process flow Incentives for the 02. • Procuring entities include Projects Fiscal Year 2013” procured through Public Bidding only or Awarded Projects only.
Issues/Concerns Recommendation Agencies do not provide the necessary OPTIONS: information in the Certificate of Compliance Form 1. Agency to request a summary of their which results to tedious process of validation. postings from PhilGEPS that will serve as their basis in accomplishing their Certificate of The Reference Number and Project Titles Compliance. See process flow provided in the Certificate of Compliance are not 2. Conduct training for agency to access the the same with what is reflected in PhilGEPS, information from PhilGEPS. See process flow Addressed in the which results to a long process of validation due to difficulty in data matching. “ Guidelines on the See sample Grant of the Project postings in the submitted Certificate of Reiteration of the coverage of project postings in Performance Based Compliance are not covered by the validation the Certificate of Compliance period (January 1, 2012 to November 30, 2012). Incentives for the Received Evaluation Report, copies of NOA, PO, Fiscal Year 2013” approved contracts and NTP instead of Certificate Reiterate to the Department/ Bureaus/OEOs/SUCs of Compliance. that the ITB, NOA, NTP and Approved Contracts shall be posted in the Transparency Seal of their website if these were not posted in PhilGEPS per Clause 4.4.e of MC 2012-02.
Issues/Concerns Recommendation Agencies did not include their website address in the Website address of the procuring entity must be Certificate of Compliance. included in their Certificate of Compliance to ensure that the PhilGEPS Validating Team will access the official website for the validation of their Transparency Seal. Addressed in the “ Guidelines on the NOA, Approved Contracts and NTP are not found in Reiterate to the Department/Bureaus/OEOs/SUCs the Section 7b of Transparency Seal of the procuring that to rectify the non-posting of the NOA, Grant of the entity. Instead, these are available in other menus of Approved Contracts and NTP, these shall be posted in their website (i.e. procurement, PhilGEPS Posting, the procuring entity’s Transparency Seal only per Performance Based Good Governance) which prolongs the validation Clause 4.4.e of MC 2012-02. process. Incentives for the See sample website Fiscal Year 2013” No available data in the Transparency Seal that the Include the PhilGEPS Reference Number and Project PhilGEPS Validating Team could use to identify the Title in the NOA, Approved Contracts and NTP of the NOA, Approved Contracts and NTP that are related awarded projects rectified in the Transparency Seal. to the awarded projects posted in PhilGEPS. See sample Transparency Seal See sample 1 See sample 2
Issues/Concerns Recommendation Certificates of Compliance received are not consolidated. There shall be a common list of Department/Bureaus/OEOs/SUCs to ensure that the submitted Certificate of Compliance includes the Main Department, Bureaus/Attached Agencies ( for NGA); Main and other campuses (for SUCs) for the Task Force and the Secretariat and the Validating Agencies Will PhilGEPS issue Certificate of Compliance if: A certificate of non-compliance. • one of the attached agencies/regional offices/field offices/bureaus did not comply • not all attached agencies/regional offices/field offices/bureaus of the department submitted Certificate of Compliance - PhilGEPS Posting What certification will be issued for agencies: A certificate of non compliance if the agency is • not registered in PhilGEPS not registered in PhilGEPS or without postings in • without postings in PhilGEPS PhilGEPS. • with postings in PhilGEPS but the ABC is not within the threshold A certificate of compliance in case the notices required in the PBB Guidelines (Php 500,000.00 and above) posting in the PhilGEPS ABC is not within the threshold as long as the agency certifies that they do not have any procurement 500,000 and above or their procurement agent (PS or PITC) certifies that some of the bidding of the said agency are conducted by them and are also posted in the PhilGEPS. Up to what extent will PhilGEPS allow the agency to cure its 2 times deficiencies?
Key Gains & Lessons Learned • PBIS has contributed to better understanding of agency roles and mandates • PBIS has pushed improvements in quality of performance indicators • PBIS has pushed compliance to governance standards (e.g. Transparency Seal) • Cookie-cutter does not work: dialogue needed • Clear and measurable standards, as well as timely and accurate information, needed.
Guidelines on the Grant of Performance-Based Incentives for FY 2013
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