PERFORMANCE GOVERNANCE REPORTING

POLICE REGIONAL OFFICE 6

GUIDELINES FOR PNP UNIT CERTIFICATION (INITIATION STAGE) AND

PERFORMANCE GOVERNANCE REPORTING

1. BACKGROUND

In line with the Chief, PNP’s commitment to attain the “Institutionalized” status by
October 2014, the Technical Working Group (TWG) on PNP P.A.T.R.O.L. Plan 2030 and
the Center for Police Strategy Management (CPSM) conducted the PNP Unit Certification
and Performance Governance to the Directorial Staff (D-Staff), National Support Units
(NSUs), and Police Regional Reporting Offices (PROs).

To ensure the effective cascading of the PNP P.A.T.R.O.L. Plan 2030 as enhanced by
the Chief, PNP’s Strategic Focus, “CODE-P: 2013 and Beyond,” the TWG-PNP
P.A.T.R.O.L. Plan 2030 resolved that all PNP offices/units, particularly the subordinate
units of PROs and NSUs, must also undergo the certification process. This shall be
carried out by the Regional Directors of PROs for police offices/stations and Directors of
NSUs for its line units.

Thus, Police Regional Office 6 will conduct Initiation Evaluation Process to the
remaining nine (9) units of different provincial and city mobile forces.

2. OBJECTIVES

The objectives of this Certification Guidelines are as follows:

1. To ensure compliance of all PNP offices/units on the requirements in each stage
of the governance pathway;

2. To develop and operationalize the individual performance scorecard of the police

provincial offices and line units down to individual police personnel; and

3. To ensure awareness and strengthen the understanding of individual police

personnel on the PNP P.A.T.R.O.L. Plan 2030 and of Chief, PNP’s commitment of
achieving the Institutionalization stage of the PGS Certification by October 2014.

3. ELEMENTS

Certain elements, paramount in the implementation of the PNP P.A.T.R.O.L. Plan

2030, need to be satisfied to be conferred in each stage of the governance pathway.

The head of police offices/units must be able to present the elements corresponding
to the PGS stage they are applying for. Said elements are as follows:

STAGE ELEMENT
1. Formation of Technical Working Group
2. Establishment of Police Strategy Management Unit
3. Formation of Advisory Council
Initiation
4. Formulation of Dashboard
5. Submission of quarterly scorecard report
6. Dev’t of Implan to Complan
1. Formalization of AC
2. Cascading of strategy to individual level
Compliance 3. Aligning budget to strategy
4. Monthly Operations Review
5. Implementation of Complan
Proficiency 1. Analysis of strategy execution
2. Fully functional PSMU

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3. Monitoring and review of strategies
4. Quarterly Strategy Review
5. Implementation of Complan
1. Presence of mechanisms & tools for data tracking &
reporting of performance
Institutionalization
2. Conduct of impact evaluation
3. Implementation of Complan

4. CERTIFICATION PROCESS

All PNP offices/units shall undergo the Unit Certification and Performance Governance
Reporting. This certification process shall be carried out by the Regional Directors, PROs
and Directors, NSUs, together with their respective Police Strategy Management Units
(PSMUs) and Advisory Councils (ACs).

The TWG-PNP P.A.T.R.O.L. Plan 2030 will serve as the overall supervisor in the
implementation of this certification process. The Technical Working Group of the PROs
and NSUs shall be its implementing arm and shall be part of the panel that will review,
assess, and evaluate the Unit Certification and Performance Governance Reporting of
their respective units.

The panel shall validate reports on the compliance of the police offices/stations and
line units to the criteria set forth in this guide. A PNP office/unit should meet and satisfy
the requirements so as to be conferred with the appropriate stage certification. The
written report and oral presentation will be the basis in the rating and conferment of a
stage certification and a commensurate award. The conferment and/or non-conferment of
stage to a police office/unit shall also be used as performance indicator.

The following prescribes the roles and responsibilities of concerned units in the
conduct of the certification process:

A. TWG-PNP P.A.T.R.O.L. Plan 2030

1. Act as the overall supervisor in the conduct of the certification process; and
2. Perform other duties as directed by higher authorities.

B. R/NSU – TWG
1. Serve as the implementing arm of this guideline in their areas of responsibility
(AOR); and;
2. Perform other duties as directed by higher authorities.

C. RDs, PROs and Dirs, NSUs

1. Ensure the compliance of the criteria in all stages;
2. Conduct cascading of PNP P.A.T.R.O.L Plan 2030 down to the lowest unit and
individual personnel; and
3. Perform other duties as directed by higher authorities.

D. R/NSU – PSMUs
1. Serve as the secretariat in the implementation of this guideline in their AOR;
2. Monitor the request of the police offices/stations and line units;
3. Assist the respective TWG-PNP PATROL Plan 2030 in the conduct of field
validation and evaluation of initiatives implemented by the offices/stations and
line units; and
4. Perform other duties as directed by higher authorities.

E. Strategy Management Units

1. Oversee the conduct of PGS Certification in their respective units;

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2. Identify and recommend key priorities and strategic initiatives to sustain
strategy execution and management and to instill a culture of strategic focus in
every police office/station;
3. Cascade the PNP P.A.T.R.O.L. Plan 2030 and Unit Dashboard down to
individual police personnel;
4. Coordinate with RPSMU to facilitate integration and coordination of programs,
projects, and activities across functions and offices to align strategies and
manage its execution;
5. Supervise the review, evaluation, and validation and timely reporting of the unit
dashboard;
6. Ensure the conduct of monthly operations review; and
7. Perform other duties as directed by higher authorities.

F. CPSM
1. Provide guidance in the conduct of the certification process;
2. Monitor the conduct of PGS Certification and Performance Governance
Reporting of all police offices/stations; and
3. Perform other duties as directed by higher authorities.

5. MECHANICS OF REPORTING AND PRESENTATION

A police office/unit shall undergo a one-hour PNP Unit Certification and Performance
Governance Reporting where the head of office will present before a select panel.

This activity is a necessary step that will validate the successful stage completion (i.e.
Initiation Stage) of the Performance Governance System as implemented in the unit. The
activity shall be limited to the following:

 3-minute allowance for set-up and preparations

 2-minute panel briefing by the Panel Chair
 30-minute formal presentation of stage elements respective to the stage applied
for
 30-minute panel examination
 5-minute closed door deliberation

A. Mandatory Format of Presentation: Initiation Stage

Time Allotment Items

Context Setting (AVP or PPT Slides)
 City/Municipal Police Brief Background
 Current realities and reasons for adopting a good
4 minutes governance program
 Issues prior to the Implementation of PNP
P.A.T.R.O.L. Plan 2030
 Major issues encountered in strategy implementation
Formation of City/Municipal Police Technical Working
Group on PNP P.A.T.R.O.L. Plan 2030
 Background
1.5 minutes
 Creation
 Membership
 Resolutions
Establishment of Police Strategy Management Units
 Background
1.5 minutes
 Creation
 Structure, Skills, Systems, etc.
1.5 minutes Formation of Advisory Council
 Background

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 Creation
 Membership
Presentation of Dashboard
 Unit Charter Statement
 Process Check (Customer Analysis, SWOT
Analysis, Gap Analysis)
 Unit Dashboard
17.5 minutes  PPO Dashboard and City/Municipal Dashboard
Alignment;
 City/Municipal DB Objectives vs
PRO SC Objectives (differences and
similarities)
 City/Municipal Initiatives
Development of Implan to Complan
3 minutes  Initiatives
 Results
Unit 2015 Commitment (aligned with the PPO 2015
1 minute
Commitment)

B. Mandatory Format of Formal Report: Initiation Stage

1) Introduction
a) Title page;
b) Foreword from the head of the organization; and
c) Table of contents

2) Elements of the stage

a) Narrative of the elements
 Formation of Technical Working Group;
 Establishment City/Municipal Police Strategy Management Units;
 Formation of City/Municipal Advisory Council;
 Formulation of Unit Governance Dashboard;
 Regular submission of monthly operational dashboard; and
 Development of Implan to Complan
b) Proof of the implementation;
c) Tangible results of implementation; and
d) Major issues encountered in strategy implementation.

3) Dashboard Best Practices and other initiatives

a) Unit Charter Statement;
b) Process Check (Customer Analysis, SWOT Analysis, Gap Analysis,);
c) CPS/MPS Dashboard;
d) PPO Dashboard and CPS/MPS Dashboard Alignment;
e) Narrative of the best practices in the implementation of PNP P.A.T.R.O.L. Plan
2030;
f) Initiatives that are believed vital in the implementation of PNP P.A.T.R.O.L. Plan
2030 and Dashboard system; and
g) Unit 2015 Commitment (as aligned in PPO 2015 Commitment).

4) Annexes and other supporting materials

a) Third party assessments (e.g., survey, focused-group discussions, studies, etc);
b) Media clippings, press releases, etc.;
c) Legislations or any documents supporting the formal adoption of the strategy (PNP
P.A.T.R.O.L. Plan 2030);
d) Minutes of the meeting for organizations (e.g., Advisory Council, SMUs, TWG,
etc.);

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e) Members of the Technical Working Group or Champions of PNP P.A.T.R.O.L.
Plan 2030 implementation;
f) Composition of the participants during the working sessions; and
g) Other Annexes as may be necessary.

6. PANEL MEMBERS

The R/NSU – Technical Working Group on PNP P.A.T.R.O.L. Plan 2030 shall lead
the panel that will review, assess, and evaluate the Unit Certification and Performance
Governance Reporting in their respective AORs (Annex C). The panel shall be composed
of, but not limited to, the following members:

A. R/NSU – TWG-PNP P.A.T.R.O.L. Plan 2030

B. R/NSU – Advisory Council (AC);
C. Regional Director of NAPOLCOM;
D. Local media; and
E. Other stakeholders.

Chairman, R/NSU –
TWG-PNP
P.A.T.R.O.L. Plan

R/NSU-PSMU
(Secretariat)

R/NSU Advisory Local Chief Other

TWG Council* Media* R/NSU- Stakeholders
PSMU

*To be determined by the requesting unit

7. RATING SYSTEM

A. Mechanics

Panelists will be asked to assess the progress of the police office/unit’s

governance program using a rating scale of 1 to 10, with 10 being the highest
score. Panelists can formulate substantial questions and recommendations on the
report of the head of office in order to provide a fair and objective assessment.
Rating of 7.0 is the passing score for conferment of PGS Certification applied
for.

B. Technical Scoring

The R/NSU-PSMU shall assess the technical aspect of the report (e.g.
completeness of the report and timeliness of submission) (Annex D).

C. Criteria: Initiation Stage

1) Response to the Governance Challenge. The unit is able to exhibit its commitment
to and ownership of the transformation program.
a) Charter Statement
b) Governance Dashboard
c) Formation of Technical Working Group

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2) Progress Under a Reform Agenda. The unit is able to demonstrate the use of PGS
as a framework for transformation, and has shown progress through measurable
means.
a) Establishment of Advisory Council
b) Establishment of Police Strategy Management Unit
3) Identification and Implementation of Strategic Solutions . The unit is able to show
progress in terms of strategic initiatives, gaining some quick wins from their
implementation.
a) Highlights of quick-win projects
b) Identification of Best Practices

4) Moving Forward. The unit has laid down clear plans on how to move forward and
institutionalize the PGS and governance practices.
a) 2015 Commitment

5) Responsiveness to Questions. The unit is able to provide clear and concise

response to relevant and critical questions.

D. Awarding System

Special awards will be given to police offices/units that rendered an outstanding

performance in the PGS reporting. These shall also form part of their individual and
unit performance evaluation and rating.

Silver Eagle Award 90% - 95.99%

Gold Eagle Award 96% - 100%

8. FEEDBACK MECHANISM

The conduct of the certification process for all police offices/stations and units must
be reported to the Chief, PNP through the CPSM. The R/NSU-PSMU must facilitate
the regular reporting of every certification-related activity and must ensure submission
of the following documents:
A. After-Activity Report (attach: photos, videos, etc.);
B. Soft copy of the Performance Governance Report and Presentation, including
all supporting files; and
C. Recapitulation of number of “Initiated” units against total number to be certified.

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