SOP No: E.O. 292

SOP Library

SOP NO: E.O. 292 (List of Exhibits/Attachments)

Mission: Finance and Administration

Area: Human Resource (HR)

Activity: Personnel Movements/Placements (HR-PM)

Title:

Merit Promotion Plan (MPP)

Date Approved/Issued: 06/25/1993

Date Effective:

Digest:

I. TERMS OF REFERENCE

A. Rationale

B. Objective

C. Scope

D. Basis

II. IMPLEMENTING GUIDELINES

III. Defenition of Terms

Functional Relationship

- shall mean the correlation between the position to be filled and the position to be considered next-in-rank taking into consideration the duties and responsibilities of both positions.

Geographical Location

- shall mean the location of the position to be filled and position/s to be considered next-in-rank to the same.

The determination of the next-in-rank positions shall be on the following basis:

a. For grade level 1-14

Position-wide for field office and office-wide/division-wide for central office.

b. For grade level 15-23

Region-wide for field office and office-wide/department-wide for central office.

c. For grade level 24

Agency-wide for both central and field offices.

Open Positions

- refer to those positions that do not have any positions next-in-rank or residual positions of each level or group which may be filled by lateral/vertical entry.

Offices

- pertains to individual executive offices such as Administrator's Office, Office of the Deputy Administrator, Office of the Assistant Administrator for Corporate Affairs, Office of the Council Secretary and Regional Offices.

IV. Basic Policies

1. When a position in the

first level

and

second level

up to grade 14 of the

Career Service

becomes vacant the employees in the office/

division

province

/who occupy the next lower positions in the occupational group under which the vacant position is classified, and who are competent, qualified and with the appropriate civil service eligibility shall be considered for

promotion

2. When a position in the

second level

from grade level 15 to grade level 23 of the

Career Service

becomes vacant, the employees in the

executive offices

department

region

who occupy the next lower position in the occupational group under which the vacant position is classified and in other functionally related occupational groups and who are competent, qualified and with appropriate civil service eligibility shall be considered for

promotion

3. When a grade level 24 position becomes vacant, the employees in the NFA who occupy the next lower position in the occupational group under which the vacant position is classified and in other functionally related occupational groups and who are competent and qualified shall be initially considered for

promotion

4. Employees within the NFA whether incumbents of

next-in-rank

positions

or not who meet the minimum education and experience requirements of the vacant position and who possess the appropriate civil service eligibility may be considered for

promotion

5. The appointing authority may promote an employee who is not

next-in-rank

but, who possesses

superior qualifications

and competence compared to a

next-in-rank

employee who merely meets the minimum requirements for

promotion

to the position.

6. Local or foreign grant shall not disqualify an employee from being considered for

promotion

7. In filling new positions except at the lowest level, existing positions in the office/

division

department

province

region

which are similar or allied to the new position shall be considered

next-in-rank

to the new position.

8. Lack of confidence shall not be accepted as a special reason for disqualifying an employee from

promotion

. The special reason must be real and substantial to be considered sufficient for his disqualification.

9. An employee who has a pending administrative case shall be disqualified for

promotion

during the pendency thereof.

If found guilty, he shall be disqualified for

promotion

for a period based on the penalty imposed as prescribed by the Commission.

A pending Administrative Case shall be construed as follows:

a. when the appointing authority has already filed a formal charge; or

b. in case of complaint of a private person, a prima facie case is already found to exist

by the disciplining authority.

10. All candidates for promotion shall be screened by the Selection Board. The Human Resource Management Department (HRMD) shall prescribe a formal screening procedure and formulate criteria for the evaluation of candidates for promotion.

Reasonable and valid standards and methods of evaluating the qualifications and competence of all employees competing for promotion to the same position shall be established and applied fairly and consistently.

V. PROCEDURES ON PROMOTION

The following procedures shall be observed in filling any vacant position whether in first or second level of the career service:

1. The Administrative Officer/Designated Administrative Officer shall post in three (3) conspicuous places in the office/

division

department

province

region

/executive office for a period of ten (10) days a complete list of vacant positions in their respective jurisdiction and shall submit to Human Resource Management a copy of vacant positions in accordance with CSC MC No. 27, s. 1991.

2. The Human Resources Management Department shall announce nationwide all grade level 24 vacant positions.

The Human Resources Management Department/Administrative Officer/Designated Administrative Officer may also issue a Circular to all the employees of the office/

division

department

province

region

informing them of vacancies to ensure that all interested and qualified employees can apply for the vacant position/s.

3. The Administrative Officer/Designated Administrative Officer where the vacancy exists, guided by the approved qualification standards of the vacant position/s, shall submit to the Head of Office/

Division

Department

Province

Region

the names of officials or employees from their office/

division

department

province

egion

who are competent and qualified for

promotion

4. The Administrative Officer/Designated Administrative Officer, on the basis of the System of Ranking Positions and the personnel qualifications index, shall identify other employees within the office/

division

department

province

region

who are deemed qualified and competent for

promotion

5. The Administrative Officer/Designated Administrative Officer taking into consideration the qualification standards/job requirements of the vacant position shall make a preliminary evaluation of the qualifications of all candidates and submit

promotional line-up

to the Selection Board.

In preparing the

promotional line-up

, the following steps shall be taken:

5.1 Listing of qualified candidates:

A list of employees within the office/

division

department

province

region

who are qualified and competent for

promotion

to the vacancy together with the incumbents of positions

next-in-rank

shall be drawn up. The list shall also contain comparative information of their education and training, civil service eligibility, performance rating, experience and outstanding accomplishments, physical characteristics, personality traits and potential.

5.2 Evaluating the candidates

To determine the comparative competence and qualifications of the candidates for

promotion

, they shall be compared on the basis of the following factors:

5.2.1 Performance (40%) - This shall be based on the last performance rating of the employee. No employee shall be considered for

promotion

unless such performance rating is at least very satisfactory.

5.2.2 Education and/or Training (20%) - These shall include educational background and the successful completion of training courses, scholarships, training grants and others. Such education and/or training must be relevant to the duties of the position to be filled.

5.2.3 Experience and Outstanding Accomplishments (30%) - These shall include occupational history, work experience and accomplishments worthy of special commendation.

5.2.4 Physical Characteristics and Personality Traits (5%) - These refer to the physical fitness, attitudes and personality traits of the individual which must have a bearing on the position to be filled.

5.2.5 Potential (5%) - This is an estimate or prediction of an employee's capacity and ability to perform the duties of the position to be filled and those of higher or more responsible positions in the line of

promotion

. The prediction shall be based on factors

5.2.1

5.2.4

above,

i.e. past performance, educational qualifications and/or training, past work experience or occupational history and outstanding accomplishments, physical condition, attitude and aptitude and all other factors that may help in predicting the employee's ability to efficiently perform the duties of the position to which he shall be promoted and of other more responsible positions in the line of

promotion

6. The Selection Boards shall then evaluate the qualifications of those employees included in the

promotional line-up

. In determining the degree of competence and qualifications of an employee, existing CSC Rules on the matter should be taken into account. If necessary, for

promotion

to Grade Level 24 the Selection Boards may prescribe the conduct of interview, selection test and/or other selection devices to effectively determine who are the most competent and qualified among the candidates.

7. The Board shall then determine en back the list of employees recommended for

promotion

, indicating the top recommendee from which the appointing authority may choose the employee to be promoted. In preparing the list, the Board shall see to it that the qualifications of employees recommended for

promotion

are comparatively at par and that they are the best qualified from among the candidates.

8. The Selection Boards shall submit to the appointing authority thru the Human Resource Management Department/Administrative Officer a list of candidates, indicating the top recommendee, from whom the Appointing Authority shall select the person to be promoted.

9. The Appointing Authority shall assess the merits of the Board's recommendation and select the employee he deems best qualified to fill the vacancy.

10. As soon as the promotional appointment is issued, a notice announcing the

promotion

shall be posted by the head of the office/

division

department

province

region

on the Bulletin Board which shall be installed in office/

division

department

province

region

for this purpose.

The Selection Boards shall maintain records of deliberations which shall be available for inspection by the Commission or its duly authorized representatives.

11. All appointments shall be approved by the Administrator.

VI.

Composition of Selection Board

The following Selection Boards shall be organized to screen all candidates for

promotion

and determine list of employees recommended for

promotion

1. The NFA Selection Board which shall screen all candidates for

promotion

s to Grade 24 level positions:

Chairman - Dep. Administrator for Adm. & Finance

Co-Chairman - Dep. Administrator for Operations

Members - Asst. Administrator for Stabilization

Asst. Administrator for Industry Regulations

Asst. Administrator for Mktg. Development

Asst. Administrator for Corporate Administration

Human Resource Management Department Manager

Employee Representative

2. The

Department

Region

Province

Selection Board which shall screen all candidates for

promotion

in the

first

and

second level

positions up to grade level 23.

Central Office (

all positions up to grade level 23

)

Chairman - Department Manager

Vice-Chairman- Asst. Department Manager

Members - Division Chief (where vacancy is)

Executive Assistant

Field Office

For Grade Level 15 - 23

Chairman - Regional Manager

Vice-Chairman- Asst. Regional Manager

Members - Provincial Manager where vacancy is

Regional Administrative Officer

Employee representative

For Grade Level 1-14

Regional Office

Chairman - Regional Manager

Vice-Chairman- Asst. Regional Manager

Members - Section Chief where vacancy is

Regional Administrative Officer

Employee representative

Provincial Office

Chairman - Provincial Manager

Vice-Chairman- Asst. Provincial Manager

Members - Section Chief where vacancy is

Provincial Administrative Officer

Employee representative

VII.

PROTEST

1. Who May File Protest

Only a

qualified

next-in-rank

employee who is not considered for

promotion

to the next higher position may file a protest to the Appointing Authority through the NFA Appeals Board. It shall be composed as follows:

Central Office

Chairman - Deputy Administrator for Corporate Affairs

Co-Chairman - Deputy Administrator for Industry Affairs

Members - Asst. Administrator for Corporate Administration

Human Resource Management Department Manager

Legal Affairs Department Manager

Administrator's Office Representative

NFA Employee's Association National President

Field Office

Chairman - Regional Manager

Vice-Chairman - Asst. Regional Manager

Members - All Provincial Managers

Administrative Officer IV

2. Form and Content of Protest

The Protest shall be written in clear, simple and concise language, in a systematic manner, and shall have a caption as shown in the attached sample. The aggrieved party shall be called the "Protestant" and the proposed appointee, the "Protestee"'

Provided

: That where the Appeals Board after evaluation finally decides in favor of the protestant, the prostestee who decided to file his protest shall be called the "Protestee-Appelant" and the former protestant, the "Protestant-Appelee".

The protest shall contain the following:

a. The position contested including its item number and the salary per annum of both the protestant and the protestee;

b. The full name, office, position and salary per annum of both the protestant and the protestee;

c. The specifications of the protest;

d. The comparative qualifications data of both the protestant and protestee showing their education and training, experience, outstanding accomplishments, civil service eligibility, latest performance rating accompanied by a certified true copy of the approved organizational chart/s of the National Food Authority (NFA) where either or both belong as well as the updated personal data sheets of the protestee and protestant.

3. When to File Protest

The protest may be filled within fifteen (15) days from notice by the protestant of the issuance of the appointment or

promotion

Failure to file a protest within the prescribed period shall be deemed a waiver of one's right and no protest shall thereafter be entertained.

4. Procedure in Filing Protest

a. The aggrieved party shall file his protest in triplicate directly to the Administrator/NFA Appeals Board within the prescribed period.

b. The Appeals Board shall within three (3) days from receipt of the protest, refer the same for comment to the recommending authority, which comment shall be filed with the former within five (5) days. In case of failure on the part of the recommending authority to file his comment within the said period the case shall be decided on the basis of the records at hand.

c. The Appeals Board shall decide a protest case within sixty (60) days from receipt of the protest.

d. Either party may, within fifteen (15) days without extension from receipt of the decision, file with the Head of the Department/Agency a motion for reconsideration of the decision, which shall be decided upon within five (5) days from receipt thereof. Only one motion for reconsideration shall be entertained.

5. If the aggrieved party is not satisfied with the decision, he may elevate his protest to the Merit Systems Protection Board, (MSPB), Civil Service Commission within fifteen (15) days without extension from receipt thereof.

VII.

RESPONSIBILITY

The Human Resource Management Department/Manpower Services Division shall be responsible for the publication and dissemination of copies of this Merit Promotion Plan, and its annexes to all office/

division

department

province

region

personnel after approval thereof by the Civil Service Commission. Also, the said Division/

Department

shall see to it that the proposals for

promotion

s are in accordance with the provisions of the Merit Promotion Plan.

VIII.

EFFECTIVITY

This Merit Promotion Plan and System of Ranking Positions shall take effect upon its approval thereof by the Civil Service Commission. Any subsequent changes in, or amendments to this Merit Promotion Plan and System of Ranking Positions shall be subject to the approval of the Civil Service Commission and shall not take effect until six (6) months from the date of the approval.

III. RESPONSIBILITIES

IV. FLOW CHART
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