CHAPTER 1: Employee Relations and Awards System

PERFORMANCE APPRAISAL AND EVALUATION

Objectives

  1. Continuously foster improvement of employee performance and efficiency
  2. Enhance organizational effectiveness and  productivity
  3. Provide an objective performance rating which shall serve as basis for incentives and rewards, promotion, training and development, personnel actions and administrative sanctions

Performance evaluation shall be done every six (6) months ending on June 30 and December 31 of every year. However, if the organizational needs require a shorter or longer period, the minimum appraisal period shall be at least ninety (90) days or three (3) months. No appraisal period shall be longer than one (1) year.

The system shall provide sanctions against raters who use it to give undue advantage or disadvantage to people they rate.

Ratings

  1. Outstanding. An employee shall be given this rating when he exceeds his target by at least fifty percent (50%). Employees at this performance level should have demonstrated exceptional job mastery in all major areas of responsibility.
    1. Very Satisfactory. An employee shall be given this rating when he exceeds the expected output/performance by at least twenty-five percent (25%), but falls short of what is considered an outstanding performance.
    1. Satisfactory. An employee shall be given this rating when his performance is one hundred percent (100%) of the standards or ordinary requirements of the duties of the position.
    1. Unsatisfactory. An employee shall be given this rating when his performance is fifty-one to ninety- one percent (51%-91%) of the minimum requirements but could stand improvement. It is expected that in the next rating period, the employee, under close supervision, will either improve his performance for which he shall be given at least a satisfactory rating, or if not, he shall get another Unsatisfactory rating. Two (2) successive Unsatisfactory ratings shall be grounds for separation from the service.
    1. Poor. An employee shall be given this rating when he fails to meet performance requirements or meets fifty percent (50%) or below of the minimum requirements, and there is no evidence to show that he can improve his performance. A rating of Poor shall be grounds for separation from the service. Only employees with Outstanding and Very Satisfactory performance ratings shall be considered for promotion.

The highest-ranking officer in charge of personnel management shall be responsible for the development and administration of the performance evaluation system. The Personnel Division of the department or agency shall be responsible for the safekeeping of all performance reports and records of its personnel.

An employee who expresses dissatisfaction with the rating given him may appeal through the duly established Grievance Procedure of the Department or Agency within fifteen (15) days after the receipt of his copy of his performance rating.

COMPLAINTS AND GRIEVANCES

Adjustment to Complaints and Grievances

In line with the Revised Policies on the Settlement of Grievance in the Public Sector, the Department of Trade and Industry shall adapt a Grievance Machinery.

The Grievance Committee shall be composed of the following permanent personnel considering among others of their integrity, probity, sincerity and credibility.

Head Office

  1. The Head of the Human Resource Management Division to act as the Chairperson
  2. OLA Lawyer
  3. Two (2) Division Chiefs as Members
  4. Two (2) DTI-EU Representatives as Members (1 each for 1st level and 2nd level)
  5. The BilisAksyon Partner (BAP) duly designated
  6. The HRMD as Secretariat

Regional Office

  1. Chief of the Finance and Administrative Division as Chairperson
  2. Two (2) Division Chiefs as members
  3. Two (2) DTI-EU Representatives as Members (1 each for 1st level 2nd  level)
  4. The Bilis Aksyon Partner (BAP) duly designated
  5. The Personnel Staff as Secretariat

Sub-grievance committees may be formed in the different provincial offices when possible to further help in addressing concerns at the lowest possible level.

Objectives

  1. To promote wholesome, constructive and desirable employee relations in DTI.
  2. To minimize if not eliminate employee dissatisfaction and discontent.
  3. To promote equity and justice in all aspects of employee relations, working conditions, office management and administration, supervision and other related factors that affect the welfare of the employee.

Complaint or Grievance Procedure

It is the method of determining and finding the best way to remedy the specific cause or causes of the complaint or grievance.

  1. Non-implementation of policies, practices and procedures on economic and financial issues and other terms and conditions of employment fixed    by law, including salaries, incentives, working hours, leave benefits such as delay in the processing of overtime pay, unreasonable withholding of salaries and inaction on application for leave.
  2. Non-implementation of policies, practices and procedures which affect employees from recruitment to promotion, detail, transfer, retirement, termination, lay-offs, and other related issues that affect them such as failure to observe selection process in appointment and undue delay in the processing of retirement papers;
  3. Non-implementation of policies, practices and procedures in the evaluation and/or rating of employee’s performance such as using subjectivity, biases and personal opinions in rating employees, using the Department’s performance appraisal system to give undue advantage or disadvantage to employee being rated and other related issues;
  4. Inadequate physical working conditions such as lack of proper ventilation in the workplace, and insufficient facilities and equipment necessary for the safety and protection of employees;
  5. Poor interpersonal relationships and linkages such as unreasonable refusal to give official information by one employee to another;
  6. Protests on appointments and performance ratings; and
  7. All other work-related matters giving rise  to employee dissatisfaction and discontentment.

Procedures in Seeking Redress of Complaints/Grievances

In accordance with the principles, two basic procedures shall be followed by DTI personnel in seeking redress of complaints or grievances:

  1. Verbal Discussion. A complaint and/or grievance shall first be presented to the employee’s immediate supervisor who shall inform the employee verbally of the decision within three (3) days from date of presentation.
    1. Complaint or Grievance in Writing. This shall be resorted only when the complainant is not satisfied with the verbal decision of his immediate supervisor, or when it is physically inconvenient for the complainant to present his verbal complaint; or the object of his complaint is his supervisor.

DTI PRAISE

Pursuant to the Revised Policies on Employee Suggestions and lncentive Awards Systems (ESIAS) provided under Civil Service Commission (CSC) Resolution No. 0101-L2 and CSC Memorandum Circular (MC) No. 0L, series of 2001, and the implementation of the CSC Program to Institutionalize Meritocracy and Excellence in Human Resource Management (PRIME-HRM), sharing in the vision of becoming a Center for Excellence in Human Resource (HR) and Organizational Development (OD) while underscoring adherence to the existing general policy of non-discrimination and providing equal opportunity for all, the Department adopts the herein Department of Trade and lndustry Program on Rewards, Awards and lncentives for Service Excellence to be referred to as DTI PRAISE.

OBJECTIVE

1. The DTI PRAISE isdesigned to encourage creativity, innovativeness, efficiency, integrity, and productivity in the public service by recognizing and rewarding officials and employees, individually or in groups, for their suggestions, inventions, superior accomplishments, and other personal efforts which contribute to the efficiency, economy, or other improvement in government operations or for other extra-ordinary acts or services in the public interest.

2. Establish amechanism for identifying, selecting, rewarding and providing incentives to deserving DTI officials and employees;

3. ldentify outstanding accomplishments and best practices of DTI officials and employees on a continuing basis;

4. Recognize and reward accomplishments and innovations periodically or as the need arises; and

5. Provide incentives and interventions to motivate DTI officials and employees who have contributed ideas, suggestions, inventions, discoveries, superior/noteworthy accomplishments and other personal efforts.

COVERAGE

The DTI PRAISE shall apply to all officials and employees in the career and non-career service of the Department. Regional Offices, Attached Agencies and Corporations may adopt their own internal guidelines for implementation within the scope of their jurisdiction subjecto existing policies and guideline.

TYPES OF REWARDS, AWARDS AND INCENTIVES

  1. DTI Enhanced Loyalty Rewards shall be granted to an employee who  completed at least 10 years of continuous and satisfactory service in DTl. Number of years shall correspond to the aggregate duration of service rendered while appointed to positions in DTI Bureaus/Offices, Attached Agencies and Corporations.

Employees celebrating milestone years shall be granted monetary and non-monetary awards such as but not limited to tokens/cash/gift certificates. implementing guidelines, including the form and amount/worth of award per milestone year, are specified in the DTI PRAISE – Matrix of Rewards, Awards and Incentives (TABLE 2) provided at the end of this section, and may be amended subject to review and approval by the DTI PMT.

AWARDREWARD/ INCENTIVES
SERBISYONG TAPAT DTI Enhanced Loyalty Rewards Program Granted to an employee who completed at least 10 years of continuous and satisfactory service in DTIPerformance rating of at least “Satisfactory” Have not been found guilty of any administrative charge Rewards to be given at the end of the year.Non-monetary rewards such as but not limited to tokens, and other redeemable items from Commercial Malls nationwide, the worth of which shall depend on the milestone year:   * 10th – P10,ooo * 3oth – P3o,ooo * 15th – P15,ooo * 35th – P4o,ooo * 2oth – P2o,ooo * 40th – P45,ooo * 25th-P25,ooo & silver ring *45th-P50,ooo    Number of years shall correspond to the aggregate duration of service rendered while appointed to positions in DTI Bureaus, Offices, Attached Agencies and Corporations
  • DTI Handog-Pamana lncentives are non-monetary tokens of gratitude which shall be given to employees who have rendered at least 15 years of satisfactory government service upon retirement and have contributed to the DTI Knowledge Management (KM) initiative (TABIE 2). The number of years shall be computed based on the aggregate duration of service rendered while appointed to positions in DTI Bureaus/Offices, Attached Agencies and Corporations. Separate guidelines on the implementation of the DTI KM Initiative shall be issued.
AWARDREWARDS/ INCENTIVES
HANDOG.PAMANA DTI KM Legacy lncentives Program Granted to an employee who participates in the DTI Knowledge M a nagement I n itiative, tra nsform in g tacit knowledge to explicit knowledge and leaving behind a legacy in the form of documents, including literary work, other relevant studies and similar outputs Performance rating of at least “Satisfactory” Have not been found guilty of any administrative chargeNon-monetary tokens of gratitude worth P30,000 to P50,000 of various types, e.g, gadgets, houseware / appliances, wellness, entertainment.    Number of years shall correspond to the aggregate duration of service rendered while appointed to positions in DTI Bureaus, Offices, Attached Agencies and Corporations
  • DTI Salamat-Mabuhay Award shall be given to retiring employees who rendered at least 15 years of satisfactory government service in accordance with Section 7 (f), Rule X, and Omnibus Rules lmplementing Book V of Executive Order (EO) No. 292. The number of years shall be computed based on the aggregate duration of service rendered while appointed to positions in DTI Bureaus f Offices, Attached Agencies and Corporations. Eligible retirees shall receive monetary and non-monetary tokens of appreciation depending on the length of service rendered, the value and form of which shall be approved by the PMT (TABLE 2).
AWARSREWARDS/ INCENTIVES
SALAMAT-MABUHAY DTI Enhanced Retirement Awards Given to retiring employees who rendered at least 15 years of continuous service in DTI, to include service rendered in DTI’s Attached Agencies and CorporationsPerformance rating of at least “Satisfactory; and Have not been found guilty of any administrative chargeMonetary and/or non-monetary tokens of appreciation of specific worth: * 15th to 25th year – P1,500 per year * 26th to 35th year – P2,000 per year Certificate or Plaque of Appreciation “Pahimakas” Tribute – despedida lunch /dinner with colleagues (send-off party) Bouquet of flowers or plant

System on Performance Rewards and Incentives (SPRlnts)

One of the Department’s goals is to motivate its employees, whether individually or in group, to consistently deliver quality service beyond expectations through a formal recognition and granting of rewards based on outstanding performance and noteworthy accomplishments. Towards this end, an annual search for exemplary performers known as the System on Performance Rewards and Incentives (SPRlnts) shall be implemented by the Department. The formal SPR|nts Recognition Ceremony, “Huwarang DTI Awards,” shall be held as part of the DTI Anniversary Celebration or on an alternate schedule approved by the DTI PMT/PRAISE Committee.

SPRINTS OBJECTIVE

The SPRInts aims to:

  1. lnspire officials and employees in order to promote and uphold the highest standards of performance and ethics;
  2. Provide, as a consequence, motivational incentives to enhance employee competence, efficiency, and productivity; and
  3. Recognize and highlight superior accomplishments, extraordinary acts or services, and other personal efforts which contributed to the improvement of DTI operations and public service delivery by individuals or teams.

COVERAGE

The SPRINTS shall apply to all officials and employees of the Department of Trade and Industry (DTl) who are occupying career or non-career positions on a permanent, temporary, contractual, or casual basis who have rendered at least one (1) year of service in the Department immediately at the time of the nomination, in recognition of their outstanding performance, achievement or contribution that affect economy in operation, increase in production, improved work conditions/services, or such other end-results beneficial to the government, including heroic acts done in the public interest or through sustained work performance and consistent manifestation of outstanding work outputs in terms of quantity without sacrificing quality and timeliness or rendition of overtime work, among others.

Types of Award and Corresponding Forms of Rewards and Incentives

Department Level

  1. HUWARANG DTI AWARD (lndividual) – given to top performing DTI Officials and Rank-and-File employees who have undergone the SPR|ntselection process and were found to have achieved outstanding accomplishments and have demonstrated exemplary conduct/ behavior and service on the basis of their previous year’s performance, i.e. significant outputs and observance of DTI Values within the previous calendar year. The highest level of the Huwarang DTI Award shall be conferred to Finalists categorized as:
    1. DTI Executive of the Year (DTl ExOY) chosen from incumbents of Career Executive Service (CES) positions; and
    1. DTI Employee of the Year (DTl EOY) chosen from rank-and-file employees occupying either Ltt or 2nd level positions
  • INNOVATOR AWARD (lndividual) – given to an official or employee who successfully introduced a novel idea that has resulted in savings, increase in productivity, or greater efficiency.
  • MOST INNOVATIVE IDEA (Group) – award given to group or team of individuals whose innovative idea has effected economy in operation, increased production, improved working conditions and services, or otherwise benefited the Department or government as a whole.
  • DTI SECRETARY’S AWARD {lndividual) – granted to officials or employees who performed extraordinary acts in the public interest through outstanding government or community service.
  • HEROIC SERVICE (Group| – granted to a group of individuals in recognition of their extraordinary acts in the public interest
  1. Outstanding Government Service (HS-OGSI – given to group/s of individuals who demonstrated extraordinary acts or services in the public interest in connection with or relation to their official employment such as but not limited to disregard of death threats, risks to life, etc.; the act or service must be in support of the department’s mandate and can be considered beyond the call of duty.
  • Outstanding Community Service (hs-ocs) – given to group/s of individuals who demonstrated extraordinary acts or services in the public interest not or indirectly connected or related to their official employment such as but not limited to assistance to victims of calamities, assistance to a person/persons under dying situations, etc.; the act or service must be outside the group/team’s official functions and can be considered beyond the call of duty.
  • The above awards shall be granted at the Department Level, the selection process for which shall be managed by the DTI SPRlnts Committee, with HRAS as secretariat.

Functional Group/ Regional Level

  1. FG/REGIONAL MYTHICAL 5 (lndividual) – award given in recognition of top performing employees who belong to the top 5% of their respective group/cluster
  2. FG/REGIONAL BEST BUREAU/oFF|CE (Group) – award given to top performing bureaus/ offices within their respective group/cluster
  3. BEST NEGOSYO CENTER – award given in recognition of the best performing Negosyo Centers based on criteria which include accomplishment of targets, efficient budget utilization and client satisfaction, among others.
  • The above awards shall be granted at the Regional and Functional Group Levels, the selection process for which shall be managed respectively by the Regional SPRlnts Committee and the ROG Sub-committee, in collaboration with the DTI SPR|nts Committee subject to applicable guidelines prescribed by the latter.

Bureau/ Office Level

  1. HIGH 5 (lndividual) – award given in recognition of top ranked employees (Lsr and 2nd Level) belonging to the top 5% of their respective Bureau/Office based on FIPR.
  2. STAR EMPLOYEE (lndividual) – award given to an employee chosen from among the Bureau/Office High 5 who embodies the DTI Values while delivering “Serbisyong Higit Pa Sa Inaasahan.”
  3. A1 EMPLOYEE (lndividual) – award given to an employee who obtained the highest record of attendance within the Bureau /Ofhce, displayed productive use of time in the office, and compliance with office rules; must have a performance rating of at least “Very Satisfactory” (VS) with no tardiness and a maximum of five (5) incidents of undertime incurred within the performance year.
  4. TEAM SYNERGY (Group) – granted to the top organizational unit within the Bureau/Office, i.e. division, section or team, on the basis of meeting and/or exceeding the organization’s performance targets and other pre-determined criteria.
  • The above awards shall be granted at the Bureau / Office Level, the selection process for which shall be managed respectively by the bureau/office internal talent scout team in accordance with applicable rules prescribed by the DTI SPRlnts Committee.

The SPRlnts Committee may prescribe other awards as allowed by existing rules and regulations, including “on-the-spot” rewards/incentives. Heads of Regional Offices and Attached Agencies/Corporations are not precluded from establishing or identifying other types of awards, and may package their own program provided that the cost of monetary and/or non-monetary rewards/incentives shall not exceed the amounts specified under the Department, FG or Regional Level awards.

Matrix of Rewards, Awards and lncentives

AWARDSREWARDS AND INCENTIVES
A. HUWARANG DTIAWARD DTI Executive of the Year (ExOY) DTI Employee of the Year (EOY)   Awardees selected from among the Finalists (3)Cash Award or Token amounting to P100,000.00 Medal worth P1,500 Commendation Letter from the DTI Secretary
Huwarang DTI Finalists a) DTI ExOY Finalists (4 Executives) bl DTI EOY Finalists (8 Rank-and-file) Awardees selected from among the Semifinalists (4)Cash Award or Token amounting to P50,000.00 Trophy worth P3,000Commendation Letter from the DTI Secretary
Huwarang DTl Semifinalists   DTI Executive of the Year Semifinalists Third Level Officials belonging to the top 5% across DTI (Central and Regional Offices) Executives endorsed os nominees by DTI Attached Agencies and Corporations   DTI Employee of the Year Semifinalists FUNCTIONAL GROUP (FG) – One (1) awardee selected from each FG: CPG, IDTPG (lDG), TIPG (lPG), MSG-OSEC ond ROG-HO. REGIONAL OFFICE – One (1) awardee selected as top performer from each Region: CAR, R1, R2, R3, R4-A, R4-8, R5, R6, R7, R8, R9, R10, R11, R12 and Caraga. ATTACHED AGENCY {AA)/ CORPORATION {CORPO). One (1) awardee from each Attached Agency/ Corporation selected from the unit’s employees (whether 1st or 2nd Level) and duly endorsed as nomineeCash Award, Token or Gift Certificate amounting to P20,000.00 Trophy worth P2,000 Huwarang DTI Pin worth P500Commendation Letter from the DTI Secretary
NOMINEES All qualified officials and employees chosen from the Department’s top-ranked performers (DTl Mythical 5 for Central and Regional Offices) who are officially nominated by way of submission of complete nomination documents and other requirements to the SPRInts Secretariat/ HRAS1. Commendation Letter from the Supervising Head of the Functional Group
B. INNOVATOR AWARD (individual)  Official or employee who successfully introduced a novel idea that has resulted in savings, increase in productivity or greater efficiency.Cash Award or Token amounting to P25,000.00 Trophy worth P3,000Commendation Letter from the DTI Secretary
MOST INNOVATIVE IDEA AWARD (Group). Group or team of individuals whose innovative idea has effected economy in operation, increased production, improved working conditions and services, or otherwise benefited the Department or government as a whole.Cash Award or Token amounting to P50,000.00 Trophy worth P3,000 Commendation Letter from the DTI Secretary
D. DTI SECRETARY’S AWARD (lndividual) Officials or employees who performed extraordinary acts in the public interest through outstanding government/ community service.Token amounting to P15,000.00 Commendation Letter from the secretary
E. HEROIC SERVICE AWARD (Group)    1. Outstanding Government Service (HS – OGS) shall be given to a group / team who demonstrated extraordinary acts or services in the public interest in connection with or relation to his/their official employment such as but not limited to disregard of death threats, risks to life, etc. The act or service must be in support of the Department’s mandate and can be considered beyond the call of duty.Cash Award or Token amounting to P30,000.00Trophy worth P3,000Certificate of Recognition signed by the DTI Secretary
HEROIC SERVICE AWARD (Group)   2. Outstanding Community Service Award (HS – OCS) shall be given to a group of individuals who demonstrated extraordinary acts or services in the public interest not or indirectly connected or related to their official employment such as but not limited to assistance to victims of calamities, assistance to person/persons under dying situations, etc. The act or service must be outside the group/team’s official functions and can be considered beyond the call of duty.Cash Award or Token a mounting to P30,000.00Trophy worth P3,000Certificate of Recognition signed by the DTI Secretary
F. FG/REGIONAL MYTHICAL 5 (lndividual) Top 5% of the Functional Group Top 5% of the Regional Office1. Commendation Letter from the secretary
G. FG/REGIONAL BEST BUREAU/OFFICE Top performing Bureau/Office within their respective group or clusterPlaque worth P2,000Commendation Letter  from the Secretary
H. BEST NEGOSYO CENTER o Best performing Negosyo Centers based on standard metrics of performance which include accomplishment of targets, efficient budget utilization and client satisfaction, among othersToken amounting to P50,000 (lst), P30,000 (2nd) and P2O,OOO (3rd)Plaque worth P2,000
l. HIGH 5 (individual) o Top ranked employees (1st and 2nd Level) belonging to the top 5% of the Bureau/Office based on the FIPR o Must have a performance rating of at least “Very SatisfactoryToken or Gift Basket worth P1,500Commendation Letter from the Bureau/Office Head
J. STAR EMPLOYEE {lndividual}. One (1) employee chosen from among the Bureau/Office High 5 who embodies the DTI Values while delivering “Serbisyong Higit Pa lnaasahan.”  Must hove o performance rating of at least “Very SatisfactoryExposure Trip (Official travel whether local or foreign) worth P30,000Commendation Letter from the Bureau/Office Head
K. A1 EMPLOYEE (lndividual) Employee/s who obtained the highest record of attendance within the Bureau/Office, displayed productive use of time in the office, and compliance with office rules Must have a performance rating of at least “Very Satisfactory”  Must have no tardiness and with maximum of five (5) undertime occurrences for the year1. Token worth Pl-,500 or lower 2. Commendation Letter from the Bureau/Office Head
L. TEAM SYNERGY Top organizational unit within the bureau/office, i.e. division, section or team, on the basis of meeting and/or exceeding the organization’s performance targets and other pre-determined criteria. 
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