University of the Philippines System

Performance Management System

Office Performance Evaluation System
(UPS PMS-OPES)









INSTRUCTIONS
On PERFORMANCE TARGETS,
TAGGING AND MONITORING
and PERFORMANCE RATING

















Office of the Vice President for Administration
2011

Instructions on Performance Targets, Tagging and Monitoring and Performance
Rating By: Angela D. Escoto, Michael P. Lagaya, Antonette L. Dungca, Arlene A.
Samaniego


Copyright @ 2011 by Angela D. Escoto, Michael P. Lagaya, Antonette L. Dungca,
Arlene A. Samaniego and the University of the Philippines




Apart from any fair use for the purpose of research or private study, criticism or
review, this publication may be reproduced, stored or transmitted, in any form or by
any means
ONLY WITH THE PERMISSION
of the authors and the University of the Philippines



Published in the Philippines by the University of the Philippines
Office of the Vice President for Administration
South Wing, Quezon Hall, Diliman, Quezon City 1101
Telephone 925-0984; 925-6721
Email [email protected]



First Printing 2011


Cover design by Arlyn VCD Palisoc Romualdo, UP System Information Office



Printed in the Philippines



ISBN








Table of Contents


General Procedure

I. Determine Target Points
1. For Individual Performance Target . 1
2. For Supervisor Performance Target .... 2
3. For Overall Unit (Office/ College) Performance Target . 4

II. Accomplish OPES-Based PT Forms
1. Individual Performance Targets ... 4
2. Supervisor Performance Targets . 5

III. Tag and Monitor Individual Outputs ... 5

IV. Evaluate Performance Rating
A. For Individual Performance Rating . 5
B. For Supervisor Performance Rating ...... 6
C. Office Performance/ Accomplishment 9

Annex A UPS PMS OPES Form for Individual . 14

Annex B Computation of Target Outputs, Option A
(Use of historical data) .. 16

Annex C Computation of Target Outputs, Option B
(Use of agreed-upon percentage) 17

Annex D UPS PMS OPES Form for Supervisor ..... 18

Annex E Tagging/ Monitoring Sheets for Individual/ Supervisor .. 19

Annex F Performance Management System Office Performance
Evaluation System (PMS-OPES) eLogbook .. 21





























University of the Philippines
Performance Management System
Office Performance Evaluation System (UPS PMS-OPES)


INSTRUCTIONS
PERFORMANCE TARGETS, TAGGING AND
MONITORING and PERFORMANCE RATING



General Procedure:
I. Determine Target Points
1. For Individual Performance Target
A Total Number of Days in a Year 365
B Less: Holidays, Saturdays, Sundays &
Mandatory Leaves (5 days), Special Leaves
125
C TOTAL WORKING DAYS/YEAR= (A - B) 240
D Working Hours in a Day 8
E TOTAL WORKING HOURS/YEAR=(C x D) 1,920
F Less: NON-QUANTIFIABLE OUTPUT
(1,920 x ___%*)
xxx
G TOTAL QUANTIFIABLE Target Points per
Year = E - F
xxxx
H TOTAL QUANTIFIABLE Target Hours per
Rating Period = G 2
xxxx

*For service units, standard ratio of quantifiable to
non-quantifiable is 70:30; justification from Unit PERC
is needed if NQ is set more than 30%



2

2. For Supervisor Performance Target

Determine percentages to be assigned for the following
categories: Supervisory, Non-Supervisory (Quantifiable)
and Non-Supervisory (Non-Quantifiable) Outputs:
A Total Number of Days in a Year 365
B Less: Holidays, Saturdays, Sundays &
Mandatory Leaves (5 days), Special Leaves
125
C TOTAL WORKING DAYS/YEAR = (A - B) 240
D Working Hours in a Day 8
E TOTAL WORKING HOURS/YEAR = (C x D) 1,920
F Less: Supervisory (1,920 x ____%*) xxx
G Less: NON-QUANTIFIABLE OUTPUT
(1,920 x ____%*)
xxx

H TOTAL NON-SUPERVISORY
QUANTIFIABLE Target Points per Year
= E (F+G)
xxx
I TOTAL NON-SUPERVISORY
QUANTIFIABLE Target Points per Rating
Period = H 2
xxx

*As agreed upon between rater and ratee
Supervisory, Non-Supervisory (Quantifiable) and Non-
Supervisory (Non-Quantifiable) Functions are defined as
follows:
Supervisory Function refers to the task of overseeing the
performance of subordinates which includes planning,
monitoring, organizing, and directing.
Non-Supervisory, Quantifiable Functions refer to tasks that
are not supervisory in nature and are usually found in the
OPES Reference Table
3

Non-Supervisory, Non-Quantifiable functions refer to tasks

that are not supervisory in nature with outputs that are not
measurable and verifiable (e.g. attendance to meetings,
programs/ceremonies; answering phone calls, and attending to
clientsqueries)
Computation of Target Points of the Supervisor for
Smallest Unit (Section/Division)
Section
Staff
Total Individual
Target Points per
Rating Period
Staff 1 xxxx
Staff 2 xxxx
. xxxx
. xxxx
Non-Supervisory
Quantifiable (Supervisor
of Section)
xxxx
TOTAL Section Target
Points
xxxx

Division
Unit
Total Smallest Unit
Target Points per
Rating Period
Smallest Unit 1 xxxx
Smallest Unit 2 xxxx
. xxxx
. xxxx
Non-Supervisory
Quantifiable (Supervisor
of Division)
xxxx
TOTAL Division Target
Points per Rating Period
xxxx

4

3. For Overall Unit (Office/College) Performance Target

Take the sum of all section/division target points. This
becomes the Office Performance Target.

II. ACCOMPLISH OPES-BASED PT FORMS
1. INDIVIDUAL PERFORMANCE TARGETS (UPS PMS-OPES Form No. 1)
Identify tasks to be assigned to the employee concerned;
quantifiable tasks may be lifted from the appropriate
calibrated OPES Reference Tables; non-quantifiable tasks
may be listed including the percentage of each task in
accordance with individual functions.
Write the quantifiable tasks and their corresponding codes on
Part I of the OPES Form for Individual Employee (Annex A);
Assign corresponding % for each quantifiable task that will
sum up to 100%.
Based on the defined target points, compute the
corresponding target outputs (quantity) using any of the
following options:

Option A use of historical data (please see Annex B for
details)
Option B use of agreed-upon percentages by assigning
corresponding % for each quantifiable task that will sum up to
100% (please see Annex C for details)

2. SUPERVISOR PERFORMANCE TARGETS (UPS PMS-OPES Form No. 2)
Set %s for each duty (i.e. supervisory, non-supervisory non-
quantifiable). Rater and ratee should discuss, establish and
mutually agree on these percentages;
5

Under Supervisory Functions, list down the names of the staff

and their corresponding Planned Target Points for the rating
period;
Under the Non-Supervisory Quantifiable Functions, follow the
method for setting individual performance targets;
List down the non-supervisory non-quantifiable tasks and
corresponding percentages.

III. TAG and MONITOR INDIVIDUAL OUTPUTS

Option 1 Manual; suggested forms for individual and
supervisor (Annex E)
Option 2 Computerized using PROGRAM (Visual FoxPro)
developed by Mr. Michael Lagaya, HRDO Chief, UP Open
University (Annex F)

IV. EVALUATE PERFORMANCE RATING

A. For Individual Performance Rating (UPS PMS-OPES Form No. 1)

1. At the end of the rating period, the ratee should total the
number of actual output per task (column G). The
supervisor should be able to verify the actual outputs per task
using the manual or electronic tagging.
2. Multiply the actual output per task (G) with the equivalent OPES
point (D) to get the actual points per task, (I)
I = G x D
3. Compute the total actual points by adding all entries in
column I, ( I).
4. Compute the % Accomplishment (K) using the following
formula:

6

Total Actual Points, ( I)
K = -------------------------------------- X 100
Total Planned Points ( H)

B. For Supervisor Performance Rating (UPS PMS-OPES Form No. 2)

The supervisors performance will be based on the following:
(a) Supervisory Functions; (b) Non-Supervisory Quantifiable
Functions; and (c) Non-Quantifiable Output.

1. Supervisory Functions
a. At the end of the rating period, the supervisor should write
down the total output of each of his/her staff in column (I).
b. Compute the total actual supervisory points by adding all
entries in column (I).
c. Compute the % Accomplishment (K) using the following
formula:
Total Actual Points, ( I) under Supervisory Functions
K = ------------------------------------------------------------------------- X 100
Total Planned Points, (H) under Supervisory Functions

2. For the Non-Supervisory Quantifiable Output/ Tasks

a. The ratee should total the number of actual output per task
(column G). The supervisor/head of unit should be able to
verify the actual outputs per task using the manual or
electronic tagging.

b. Multiply the actual output per task (G) with the equivalent
OPES point (D) to get the actual points per task, (I)
I = G x D

c. Compute the Total Actual Non-Supervisory Quantifiable
Points (L) by adding all entries in column I, I under Non-
Supervisory Quantifiable Functions.

d. Compute the % Accomplishment (M) using the following
formula:
Total Actual Points, ( I) under Non-Supervisory Functions
M = ------------------------------------------------------------------------------ X 100
Total Planned Points, ( H) under Non-Supervisory Functions

3. Compute the Overall % Accomplishment (N) of the
supervisor using the following formula:

OVERALL % Accomplishment (N) =

% Accomplishment % Supervisory Functions
(Supervisory) (K) X -------------------------------------------------------------------------
Sum of %s assigned to Supervisory and Non-Supervisory
Quantifiable Functions

+

7

% Accomplishment % Non- Supervisory Functions

(Non-supervisory) (M) X -------------------------------------------------------------------------
Sum of %s assigned to Supervisory and Non-Supervisory
Quantifiable Functions

Please note that the over-all performance of the supervisor/head of
section/division/unit will be the over-all performance of the section or
division or unit.


For the Critical Factors (Part II)

1. Score each critical factor from 1 to 4, 4 being the highest. One
column will be accomplished by the ratee, and one column will be
accomplished by the rater (supervisor).
8

2. Add the ratings per column.

3. Compute for A using the formula:
Total score
A = ---------------------- x 40%
32 or 36, whichever is applicable

4. Compute for B using the formula:
Total score
B = ------------------ x 60%
32 or 36, whichever is applicable

5. Compute for C by adding A & B. This becomes Score in Part II

6. Compute the Overall Point Score:
i. Part I = Score in Part I x 70%
ii. Part II = Score in Part II x 30%
iii. Add Part I & II to get the over-all score.

7. Add the Intervening Task (if any), using the following formula.
Please note that the intervening tasks will have maximum of
12.5%.
12.5% X
------------ = -----------------------------
176 hrs no. of hours rendered
for the intervening tasks

8. Compute the Total Numerical Rating by adding the over-all point
score and the intervening points.


9

9. Determine the Equivalent Adjectival Rating using the following

scale:

Total Numerical Rating Adjectival Rating
0 Poor
1-below 90 Unsatisfactory
90 below 110 Satisfactory
110 below 130 Very Satisfactory
130 above Outstanding

Reminder: Please note that the areas for improvement, if any, should
be indicated in the form and properly discussed with the employee.
The form should be signed by the ratee and the rater. The date of
signing should be indicated.

C. Office Performance/ Accomplishment
Sum up all section/division total actual points;
Sum up all section/division total planned points;

Sum up all Section/Division Total Actual Points
Office % Accomplishment = ------------------------------------------------------------------- X 100
Sum up all Section/Division Total Planned Points



NOTE: DO NOT ROUND OFF QUOTIENT/PRODUCT. JUST DROP THE NUMBER/S
BEYOND THE 3
RD
DECIMAL PLACE











10

EXAMPLE A : (INDIVIDUAL)
MORE THAN 110% accomplishment

PART I (70%):
Total planned points (H) = 672 points (at 70Q:30NQ)
Total actual points (I) = 780 points
% Accomplishment (K) = 780/672 x 100
= 116.071%

PART II (30%):
Total points (A) = 30
Total points (B) = 29

Compute for A = 30
----- x 40% = 37.500%
32

Compute for B = 29
----- x 60% = 54.375%
32

Compute for C = 91.875%

Part I = 116.071% x 70% = 81.249%
Part II= 91.875% x 30% = 27.562%

OVERALL POINT SCORE = 108.811%

Add: Intervening tasks, 150 hours

12.5% X
------------ = --------------------------
176 hrs 150 hrs

X = 10.653%

TOTAL NUMERICAL RATING = 119.463%
ADJECTIVAL RATING = VERY SATISFACTORY
11

EXAMPLE B : (INDIVIDUAL)
LESS THAN 100% accomplishment

Part I (70%):
Total planned points (H) = 672 points (at 70Q:30NQ)
Total actual points (I) = 612 points
% Accomplishment (K) = 612/672 x 100
= 91.071%
Part II (30%):

Total points (A) = 30
Total points (B) = 29

Compute for A = 30
----- x 40% = 37.500%
32

Compute for B = 29
----- x 60% = 54.375%
32

Compute for C = 91.875%

Part I = 91.071% x 70% = 63.749%
Part II= 91.875% x 30% = 27.562%

OVERALL POINT SCORE = 91.311%
Add: Intervening tasks, 150 hrs.

12.5% X
------------ = --------------------------
176 hrs 150 hrs.

X = 10.653%

TOTAL NUMERICAL RATING = 101.964%
ADJECTIVAL RATING = SATISFACTORY

EXAMPLE C (SUPERVISOR):

Part I (70%):

A. Supervisory Functions (50%):
Staff (b) Planned
(h)
Actual (i)
Staff 1 462 526
Staff 2 500 625
Staff 4 680 685
Staff 5 565 425
Total Points 2,207 2,261
% Accomplishment
(K)
2,261/2,207 x 100
= 102.446%

B. Non-Supervisory Functions (20%)
Total planned points (L) = 192 points
Total actual points (L) = 212 points
% Accomplishment (M) = 212/192 x 100
= 110.416%

C. Overall Accomplishment of the Supervisor (N) =

% Accomplishment % Supervisory Functions
(Supervisory) (K) X -------------------------------------------------------------------------------------
Sum of %s assigned to Supervisory and Non-Supervisory Quantifiable Functions
12

+
% Accomplishment % of Non-Supervisory Functions
(Non-supervisory) (M) X -----------------------------------------------------------------------------------------
Sum of %s assigned to Supervisory and Non-Supervisory Quantifiable Functions

50% 20%
N = 102.446 x -------- + 110.416 x ------------
70% 70%

= 73.175% + 31.547%

N = 104.723%
13

Part II (30%):

Total points (A) = 34
Total points (B) = 32

Compute for A = 34
----- x 40% = 37.777%
36


Compute for B = 32
----- x 60% = 53.333%
36

Compute for C = 91.110%


Part I =104.723% x 70% = 73.306%

Part II = 91.110% x 30% = 27.033%

OVERALL POINT SCORE = 100.339%

Add: Intervening tasks, 150 hrs

12.5% X
------------ = ---------------------
176 hrs 150 hrs.

X = 10.653%

TOTAL NUMERICAL RATING = 110.992%
(Over-all Point Score + Intervening Tasks)

ADJECTIVAL RATING = VERY SATISFACTORY



Annex A UPS PMS OPES Form for Individual
(Sample)
University of the Philippines System
PERFORMANCE MANAGEMENT SYSTEM
OFFICE PERFORMANCE EVALUATION SYSTEM (UPS PMS-OPES)
Rating Period: January-June CY 2010
Name :
JUAN DE LA CRUZ
Unit/Office/Dept.:
Administrative Section
Position:
Administrative
Aide VI
Output (Qty) Points (Hrs)
Planned Actual Planned Actual Code
(A)
Part I. Duties and
Responsibilities
(B)
%
(C)
Point/s
(OPES
Ref.
Table)
(D)
Performance
Indicator
(E)
(F) (G) (H) (I)
Quantifiable Functions: ____%
GAF-001 To prepare disbursement
voucher (DV) and Obligation
Request (ObR) for payment of
office supplies, equipment,
and other bills/expenses.
30 0.500
Number of DV
and ObR

GAF-034 To screen and initial
documents prior to unit head's
signature.
15 0.033
Number of
document

GAF-036 To attach bar code to DVs and
encodes in database.
15 0.083
Number of of
DV

GAF-048 To schedule/calendar/remind
meetings/appointments.
10 0.500
Number of
meeting/appoi
ntment

GAF-055 To prepare pouch transmittal
slips for documents to be sent
to other offices.
10 0.500
Number of
pouch
forwarded to
pertinent
offices

GAF-078 To check DTR of employees. 10 0.500
Number of
employee

GAF-111 To inspect, accept, and label
with Inventory Sticker the
newly acquired furniture and
equipment.
10 0.333
Number of
label

TOTAL POINTS (J) 100%
% ACCOMPLISHMENT (K) = (Total Actual Points (I) Total Planned Points(H) x 100
Non-Quantifiable Functions: ____%
%

PERFORMANCE CONTRACT
I shall strive to deliver quality service in the performance of my task by achieving the HIGHEST possible work
standard as established by the unit PERC and agreed upon with my supervisor.

Employee's Name/Signature Supervisors Name/Signature Head of Unit/Office/Signature
________________ _______________ _______________
Date Date Date
PERFORMANCE RATING (TO BE SIGNED AT THE END OF THE RATING PERIOD)
Discussed with:


Employees Name/Signature Supervisors Name/Signature Head of Unit/Office/Signature
___________ ___________

___________
Date Date Date
UPS PMS OPES Form No. 1
Revised 2010
14

15

A B
4 3 2 1
SELF SUPVR.
PART II. CRITICAL
FACTORS - 30%

RATING RATING
1. Initiative A self-starter with
exceptional initiative.
Does work without
waiting for directions.
Does regular work
normally upon
instruction.
Lacks initiative.
2. Human Relations
(Courtesy with co-
workers/clients.)
Outstanding and a
strong force for office
morale.
Fits easily into the
group.
Normally tactful and
obliging.
Inclined to be
quarrelsome; has
difficulty in dealing
with others.

3. Attendance
(Absences in excess of
7.5 days approved VL
and mandatory leave
within the rating period.)
0 absence 1-3 absences 4-6 absences 7 and above
absences


4. Punctuality 0 tardiness 1-5 tardiness 6-10 tardiness 11 and above
tardiness


5. Ethical Behavior Maintains an
unblemished
reputation as a
professional
government employee
Reasonably
respectable behavior,
performance, conduct
or achievement in the
observance of norms
of conduct.
Normally observes
ethical standards.
Unacceptable
ethical behavior.

6. Commitment Serves as role model
for employees,
spontaneously
renders extra services
beyond one's work
requirements.
Renders extended
services willingly
upon instruction
without expecting
extra compensation
or sacrificing personal
comfort.
Ensures that work is
finished on time.
Can hardly be
counted on to
finish assigned
tasks.

7. Judgment Exercises excellent
judgment at all times.
Demonstrates better
judgment most of the
time.
Manifests acceptable
judgment.
Cannot think by
himself; lacks
confidence;
decisions are
sometimes
unsound.


8. Stress Tolerance Always calm and
composed even when
under pressure.
Calm most of the
time; confident and
positive.
Normally calm,
confident and positive.
Cannot handle
stress; highly
emotional; often
loses self control.

9. Leadership
(For supervisors
only)
Leads staff
exceptionally well.
Leads staff
effectively.
Provides acceptable
leadership.
Seldom exercises
leadership over
staff.


SUB-TOTAL SCORE
- -
TOTAL SCORE (C)


WEIGHT EQ. PT. SCORE INSTRUCTIONS: Do not leave any unfilled portion.
Part I ___________ x 70% = _______________ Total Score
Part II ___________ x 30% = _______________ Compute for A = -------------------------------------------- x 40
OVERALL POINT SCORE - _______________ (32 or 36 whichever is applicable)
ADD: INTERVENING TARGET, IF ANY - ______________ Total Score
TOTAL NUMERICAL RATING - ______________ Compute for B = -------------------------------------------- x 60
EQUIVALENT ADJECTIVAL RATING - _____________ (32 or 36 whichever is applicable)

Compute for C : Suma of A and B

AREAS FOR IMPROVEMENT: __________________________________________________________________________________________

The above rating has been discussed with me by my immediate supervisor on _______________________. Areas for improvement have
been mutually agreed upon and I fully commit myself to achieve these objectives.

CONFIRMED ATTESTED BY:

___________________________________ ____________________________________ __________________________________
RATEE SUPERVISOR HEAD OF UNIT

___________________ ___________________ ___________________
Date Date Date
16

Annex B - COMPUTATION OF TARGET OUTPUTS
Option A (Use of historical data)

STEP 1

From the performance targets listed in your old PES Form, identify and lift
equivalent/specific FUNCTIONS/Duties and Responsibilities (B) in the OPES
Reference Table

STEP 2

Enter the CODE (A) as listed in the OPES Reference Table under the specified
column.

STEP 3

Enter POINTS (D) and the PERFORMANCE INDICATOR (E) for each output as
listed in the OPES Reference Table.

STEP 4

Using historical record, reflect the quantity of PLANNED OUTPUT (F) per task

STEP 5

Compute the corresponding Planned Points per task using the formula:

Planned Point Per Task (H) = PLANNED OUTPUT per task (F) x OPES
Reference Table Points (D)

STEP 6

Compute the TOTAL POINTS (J) using the formula:

TOTAL POINTS (J) = Sum of all Planned Points per task

STEP 7

Compute the PERCENTAGE DISTRIBUTION per task (C) using the formula:

PERCENTAGE DISTRIBUTION per task (C) =
PLANNED POINTS per task (H) TOTAL PLANNED POINTS (J) x 100
17

Annex C - COMPUTATION OF TARGET OUTPUTS
Option B (Use of agreed-upon percentages)


STEP 1

From the performance targets listed in your old PES Form, identify and lift
equivalent/specific FUNCTIONS/Duties and Responsibilities (B) in the OPES
Reference Table

STEP 2

Enter the CODE (A) as listed in the OPES Reference Table under the specified
column.

STEP 3

Enter POINTS (D) and the PERFORMANCE INDICATOR (E) for each output as
listed in the OPES Reference Table.

STEP 4

Assign PERCENTAGE (%) DISTRIBUTION (C) for each function. Rater and
ratee must agree on the assigned percentages per task.

STEP 5

Compute the PLANNED POINTS for each task using the formula:

PLANNED POINTS (H) = % DISTRIBUTION (C) x Total target points for
the rating period (J)

STEP 6

Compute the PLANNED OUTPUT (Quantity) (F) for each task using the formula:

PLANNED OUTPUT (F) = PLANNED POINT (H) OPES POINT (D)


Note: The sum of the resulting planned target points from all tasks
specified must equal the TARGET POINTS per rating period computed from
Part I.





University of the Philippines System
PERFORMANCE EVALUATION SYSTEM FOR SUPERVISORS
Rating Period: January - June CY 2010


Name :
PEDRO MAKABAYAN
Position : Supervising
Administrative Officer
Unit/Office/Dept.: Administrative
Section
Output (Qty) Points(Hrs)
Planned Actual
Code
(A)
Part I. Duties and Responsibilities
(B)
%
(C)
Point/s
(OPES
Ref.
Table)
(D)
Performance
Indicator
(E)
Planned
(F)
Actual
(G)



18

(H) (I)
Supervisory Functions (List of Staff): 50 %
Staff 1
Staff 2
Staff 3
Staff 4
Staff 5
TOTAL POINTS (J)
% ACCOMPLISHMENT (K) =Total Actual Points (I) Total Planned Points (H) x 100
Non-Supervisory Quantifiable Functions: 20%
Task 1

Task 2

Task 3

TOTAL POINTS (L)
% ACCOMPLISHMENT (M) = Total Actual Points (I) Total Planned Points (H) x 100
OVER ALL % ACCOMPLISHMENT(N)= [(K x % Supervisory70) + (M x % Non-Supervisory70)]
Non-Quantifiable Functions: 30%

NQ Task 1


NQ Task 2


NQ Task 3


PERFORMANCE CONTRACT
I shall strive to deliver quality service in the performance of my task by achieving the HIGHEST
possible work standard as established by the unit PERC and as agreed upon with my supervisor.



________________________
Employees Name/Signature

___________________
Date



________________________
Supervisors Name/Signature

_____________
Date



____________________________
Unit Heads Name/ Signature

_________
Date
PERFORMANCE RATING (TO BE SIGNED AT THE END OF THE RATING PERIOD)
Discussed with

_____________________________
Employees Name/Signature

______________
Date


_______________________
Supervisors Name/Signature

________________
Date


_______________________
Unit Heads Name/Signature

________________
Date
UPS PMS OPES Form No. 2
Revised 2010
Annex D UPS PMS OPES Form for Supervisors
(Sample)
















































Annex E Tagging/Monitoring Sheets for
Individual/Supervisor




UPSPMSOPES
INDIVIDUALWEEKLYMONITORINGSHEET
ACTIVITIES
DATE
Task1 Task2 Task3 Task4 Task5 Task6 Task7 Task8 Task9
MONDAY

TUESDAY

WEDNESDAY

THURSDAY

FRIDAY

Section/Unit:____________________________________
PeriodCovered:__________________
Employee'sName:_______________________________
Position/Designation:_____________________________
Supervisor'sNameandSignature/Date:____________________________

19

UPSPMSOPES
SUPERVISOR'SMONITORINGSHEET
ACTIVITIES
STAFF Task1 Task2 Task3 Task4 Task5 Task6 Task7 Task8 Task9
Staff1
Staff2
Staff3
Staff4
Staff5
Staff6
Staff7
Staff8
Staff9
Staff10
Staff11
Staff12

Section/Unit : ___________________________

Period Covered (e.g. March 1-15, 2010): __________________________

Supervisors Name: ______________________________________

Position/Designation : ____________________________________

Supervisors Signature/Date : _____________________________











20

Annex F

PERFORMANCE MANAGEMENT SYSTEM
OFFICE PERFORMANCE EVALUATION SYSTEM (PMS-OPES)
eLOGBOOK

Description of the Program
The program runs with Visual Foxpro version 9.0. You need
to install the said software to run the program.

Installation Procedures
1. Create a separate folder for the data of the
OPESLOGBOOK (file name : OPESLOGBOOK) in drive
C or D of your PC.
2. Copy the program to the folder.
3. Create a shortcut icon of Visual Foxpro in your desktop by
clicking the right button of your mouse, go to NEW then
SHORTCUT.

4. Locate vfp9.exe in Program files/Microsoft Visual Foxpro 9
folder. Click OK afterwards.
21

5. RENAME the shortcut icon to OPES Logbook.
6. Right click the OPES LOGBOOK icon and go to
PROPERTIES. Change the content of the TARGET box

to "C:\Program Files\Microsoft Visual FoxPro 9\vfp9.exe"
-t main3.prg and START IN Box to c:\ or d:\opes.
7. Click APPLY.

Now, you are ready to use the program.
22

MAIN MENU
1. Double click the shortcut icon (OPESLOGBOOK) that you
have created and the MAIN MENU of the program will
appear.











2. The OPES Logbook has five (5) main parts:
a. Add Output this is where you will input all the output
of the employee;
b. Reports this will generate the required reports (i.e.
Output per person for a given period, reference table
sorted by code or by output, total output of the
office/unit, etc.;
c. Reference Table this is where you will input your
unit/office reference table;
d. Person-in-Charge this is where you will input the
names of personnel who will be in-charge of a certain
output;
e. Quit this will close the program.

23

3. The OPES Reference Table Sub-Menu

a. Before you can fully utilize the program, you need to
load the OPES Reference Table of your unit in this sub-
menu.
b. Click the REFERENCE TABLE icon in the Main Menu
and it will move you to the Reference Table sub-menu.














c. Click ADD icon on top to start adding the reference
table of your unit. All fields should be filled-out. Items
in the box are called Fields;
d. The BROWSE icon will help you locate a particular
function. Initially, it will display the code and function
sorted by Code;
e. The TOP icon will bring you to the earliest data
encoded;
f. The BOTTOM icon will lead you to the last data
encoded;
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g. The NEXT icon will move you to the next data/entry;

h. The PREVIOUS icon will move you to the previous
data/entry;
i. The QUIT icon will return you to the main menu.

4. The PERSON-IN-CHARGE Sub Menu
a. This sub-menu will display the names of the person of
your unit.











b. Click ADD icon on top to start adding the names of your
personnel.
c. The BROWSE icon will help you locate the name of
your personnel. It will display the sorted name of the
personnel. Press the escape (ESC) key and it will
return you to the personnel-in-charge menu. Now, you
can check/edit the data.
d. The TOP icon will bring you to the earliest data
encoded.
25

e. The BOTTOM icon will lead you to the last data

encode.
f. The NEXT icon will move you to the next data/entry.
g. The PREVIOUS icon will move you to the previous
data/entry.
h. The QUIT icon will return you to the main menu.

5. ADD OUTPUT SUB-MENU
a. Click the ADD OUTPUT icon.











b. Click ADD to store the output. The NO. and DATE will
automatically be encoded. The date that will be
recorded will be the current date of your system.
c. Input the NAME or the requesting party/ies in the
NAME field.
d. Locate the IN-CHARGE or the person responsible for
the output. Click the down arrow at the end of the field.
Hit the ENTER key.
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e. Input the PERCENTAGE CONTRIBUTION of the

person to the output, if any. If the output is totally done
by a single person, the percentage should be 100%.
DONT leave this field blank. The POINTS EARNED
field will not be automatically computed if
PERCENTAGE DISTRIBUTION was left blank.
f. Locate the OUTPUT by clicking the arrow in the field.
Move the cursor to the particular output and press the
ENTER key. This will automatically display the
function, code, performance indicator and point/s.
g. Input the quantity of the output in the NO. field. Press
ENTER until the cursor leaves the POINTS EARNED
field.
h. The BROWSE icon on top will locate the record that
you are looking for. Click the BROWSE icon and the
NO., DATE and NAME fields will appear sorted by NO..
Once the data has been located, press the escape
(ESC) key and it will return you to the ADD Menu
screen and now, you can check/edit the stored data.
i. The BROWSE NAME Icon on top will also locate the
record that you are looking for. Click the BROWSE
NAME and the NO, DATE and NAME fields will appear
sorted by NAME. Once the data has been located,
press the escape (ESC) key and it will return you to the
ADD Menu screen. You can now check/edit the data.
j. The TOP icon will bring you to the earliest data
encoded.
k. The BOTTOM icon will lead you to the last data
encoded.
l. The NEXT icon will move you to the next data/entry.
27

m. The PREVIOUS icon will move you to the previous

data/entry.
n. The QUIT icon will return you to the main menu.

6. The REPORTS Sub Menu

a. The REPORTS Sub Menu will provide you with the
following reports:
i. Reference Table sorted by Code
ii. Reference Table sorted by Output
iii. Total Points Per Office
iv. Individual PES
v. Individual PES per Office.

















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b. Reference Table sorted by Code

i. The REFERENCE TABLE sorted by Code will
display the reference table of the Unit arranged by
Code.












c. Reference Table sorted by Output
i. The REFERENCE TABLE SORTED BY OUTPUT
will display the reference table of the Unit
arranged by Output.









29

d. Total Points per Office

i. The TOTAL POINTS PER OFFICE will display the
total points earned by the Office or Unit for a
particular period. In this case, 377.680 points was
the total points earned by the Office for the period
January 1 to June 30, 2010.























30

e. Individual PES
i. The INDIVIDUAL PES will display the total points
garnered by an individual for a particular period of
time. In this case, 69.770 points was the total
points earned by Ms. Boncodin for the period
January 1 to June 30, 2010.























31

f. Individual PES per Office

i. The INDIVIDUAL PES PER OFFICE will display
the total points earned by each personnel of the
unit as well as the accumulated points of the
Office or unit. In this case, Ms. Boncodin got
69.770, Mr. Lagaya got 307.910 and 377.680 was
the total points earned by the unit for the period
January 1 to June 30, 2010.





32

-end-
33

34

35

University of the Philippines
System Personnel Committee
(UP SPC)


Chair
Dr. Arlene A. Samaniego
Vice President for Administration

Members
Dr.Angela D. Escoto, UP System/Diliman
Mr. J oselito Armando M. Palanca, UP Los Baos
Dr. Irma I. Parajas, UP Manila
Ms. Estela O. Quirapas, UP PGH
Ms. Ella O. Tidon, UP Visayas
Mr. Michael P. Lagaya, UP Open University
Prof. Maria Ana B. Diaz, UP Baguio
Prof. J oseph E. Acosta, UP Mindanao

Resource Person:
Prof. Ariel S. Betan
Assistant Vice President for Administration

Secretariat
Ms. Mona Liza Silapan-Todas, OVPA
Ms. Antonette L. Dungca, UP Diliman
Ms. Emma C. Boncocan, UP Diliman
Ms. Aurea A. Bongco, UP Diliman