Department of The Interior and Local Government Guidelines Form 4 (Indicator Reference For PCMS)

DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT
2019 PEACE AND ORDER COUNCIL (POC) PERFORMANCE AUDIT

Guidelines Form 4 (Indicator Reference for PCMs)
INDICATOR REFERENCE FOR PROVINCES, CITIES, AND MUNICIPALITIES
MEANS OF
INDICATORS PARAMETERS POINT SYSTEM REMARKS
VERIFICATION
PILLAR 1 – ORGANIZATION (10%)

1. Organization / a. Conformed to the prescribed members of 1. Executive Order (EO) / Local 5 – Complete Submit all required documents
Creation of the POC Executive Order No. 773, series of 2009: Ordinance on the 0 – Incomplete If one (1) document contains all the parameters, then it
reorganization of the POC shall be considered complied.
Members:
All members of the council must be completely indicated
• Chair – Governor/Mayor in the Executive Order or in the POC Resolution.
• V-Chair – Vice-Governor/ Vice-Mayor
or
• Sangguniang The CSOs shall be appointed by the Chairperson. In the
Panlalawigan/Panlungsod/Pambayan case of Province, it shall have the approval of the
(Committee Chair on Peace and Order Commander of the Infantry Division and RD of PNP; in
and Public Safety) the case of City/Municipality, the representatives shall
• Three (3) representatives from Civil have “appropriate security clearances of the
Society Organizations (CSOs) POC Resolution on the organization.”
composition of the POC (must
• Representatives from DILG, NICA, DND,
be specified) A Justification Letter/Certification shall be provided in
DOJ, DA, DAR, DPWH, DSWD, DOH, DTI,
DOTC, DEPED, DENR, PRESS the following cases to get a rating of 5:
SECRETARY, DDB, NCIP, OPAPP, PMS, • if there is no CSO representation;
PIA, PAGC, AFP, PNP, NBI, wherever • if no security clearance was issued to the CSO in
applicable the POC to get a rating of; or
• if a security clearance was issued, but was not
renewed.
NOTE: An Executive Order/Resolution on the

organization of the POC indicating the name of the
member agency OR the name/s of the agency
representative may be considered as an MOV for this
indicator.
Civil Society Organization (CSO) refers to a non-state

and non-profit association that works to improve
society and the human condition. Basic types of CSOs
include non-governmental organizations, civic
organizations, cooperatives, social movements,
1
professional groups, and business groups (DILG MC No.

2019-72).
2. Creation of Special a. POCs should have formed at least 2 SACs, 1. POC Resolution on the 5 – POPS Plan Technical Working Special Action Committee (SAC) is any committee,
Action Committees including the Peace and Order and Public Creation of any Special Action Group (TWG) + Another SAC task force, or institution created under/through the
(SACs) Safety (POPS) Plan Technical Working Group Committees (SACs) or any 3 – POPS Plan TWG Only POC. The council may create/establish any other SAC to
(TWG) other similar issuances (i.e. 1 – 1 SAC Only address and prevent specific peace and order and public
Executive Orders, Special 0 – None safety issues and concerns (DILG MC No 2019-143).
Orders, etc,)
3. POC Secretariat a. Secretariat Head: DILG Provincial Director 1. POC Resolution on the 5 – Present A member of the POC Secretariat may perform more
Composition (MC organizational structure and 0 – Absent than 1 function (i.e. Research Analyst may also be the
2019-143) b. Members: composition of the POC Administrative Staff). If such is the case, it must be
Secretariat or any other similar specified in the Resolution.
- DILG Staff as Provincial Focal Person
issuances (i.e. Executive
- Regular support staff from the Office of the
Orders, Special Orders, etc,) Clearly indicate in the Resolution the names and specific
P/C/M POC Chair
functions of each personnel.
- Research Analyst
- Information Technology (IT) Staff
Any similar issuance can be submitted provided that the
- Administrative Staff
organizational structure, composition, and functions of
- Additional personnel, subject to availability
the POC Secretariat was indicated therein.
of funds and the usual accounting and auditing
rules and regulations.
PILLAR 2 – MEETINGS (20%)
1. Quarterly Conduct a. Four (4) quarterly meetings conducted 1. Minutes of the Meeting for all 5 – 4 minutes of the meeting If one or more meeting is conducted in a quarter, it shall
of POC Meetings quarters duly signed by the (complete) still be considered as one (1) meeting.
POC Secretariat Head and 3 – 3 minutes of the meeting
attested by the POC 2 – 2 minutes of the meeting Joint and Clustered Meetings are considered as a
Chairperson 1 – 1 minutes of the meeting Quarterly Meeting.
0 – no minutes of the meeting
ExeCom, Emergency, and other Special Meetings is not
2. Attendance sheets for all 5 – 4 attendance sheets (complete) considered as a quarterly meeting.
quarters 3 – 3 attendance sheets
2 – 2 attendance sheets If the quarterly meeting was postponed due to natural
1 – 1 attendance sheet calamities and human-induced hazards and was
0 – no attendance sheet rescheduled outside of the quarter, POCs shall attach
reports supporting the postponement, for the meeting
to be considered as a quarterly meeting.
2
3. Notice of Meeting / Agenda 5 – 4 notices/agenda (complete) POCs are to attach proof of acceptance /
for all quarters 3 – 3 notices/agenda acknowledgement that the members received the
2 – 2 notices/agenda Notice of Meeting/Agenda for the conduct of the
1 – 1 notice/agenda quarterly meeting. It can be in the form of an email
0 – no notice/agenda screenshot, photo of the text message, or its equivalent.
4. 2019 POC Resolution/s 5 – Present One (1) Resolution provided is sufficient to get a score
Passed 0 – Absent of five (5).
5. POC Resolution on the 5 - Present For this audit year, an Executive Order or Minutes of the
schedule of the POC Meetings 0 - Absent Meeting may be submitted as an MOV in place of the POC
for the whole 2019 Resolution, provided that the schedule of the POC
Meetings for the whole 2021 was indicated therein.
or
Executive Order/Minutes of
the Meeting indicating the
schedule of the POC Meetings
for the whole 2019
2. Attendance of the 1. Minutes of the meeting or 5 – 4 meetings attended (complete) Absence/s of the Chairperson caused by emergency
POC Chairperson to post activity report signifying 3 – 3 meetings attended shall be accepted and considered as justified provided
the 4 POC Quarterly the attendance of the POC 2 – 2 meetings attended that the Vice Chairperson presided the meeting by
Meetings Chairperson 1 – 1 meeting attended virtue of authority.
0 – no meetings attended
In case of absence to the POC Meeting/s, the POC
Chairperson shall provide Justification Letter/s
designating one of the 2 POC Vice Chairpersons to
preside the meeting/s.
If the meeting was presided by the POC Vice

Chairperson, it is already considered as one (1) meeting
for the quarter.
PILLAR 3 – POLICIES, PLAN, AND BUDGET (25%)

1. 2017-2019 a. Compliance to the prescribed process and 1. POPS Plan Summary Form 5 – All 3 MOV’s were submitted (POPS Pages to be uploaded in the system:
Approved Peace and format/template of the POPS Plan using the from the POPSP PCMS Plan Summary Form, POC Resolution,
Order and Public POPS Planning Guidebook and Annual Appropriations Ordinance -POPS Plan Summary Form
Safety (POPS) Plan 2. POC Resolution approving - POC Resolution
the POPS Plan for 2017-2019
3
4 – With POPS Plan Summary Form - First page of the Appropriations Ordinance containing
3. Annual Appropriations and POC Resolution Approved POPS the Ordinance Number and the total amount to be
Ordinance 2019 Plan but no Annual Appropriations appropriated for the POPS Plan for 2019
Ordinance - Last page of the Appropriations Ordinance containing
the signatures of key officials and date
2 – Absence of either POPS Plan
Summary Form OR POC Resolution
0 – no POPS Plan
2. 2017-2019 POPS 1. POPS Plan Summary Form 5 - Present

Plan encoded in the from the POPSP PCMS 0 - Absent
Policy Compliance
Monitoring System *This can be generated in Step
(PCMS) A of the POPSP PCMS.
3. Provision of a. Presence of POC Secretariat Staff 1. Appointment / Contract of 5 - Present POCs may choose to provide 1 MOV indicated.
Support Staff and Service / Designation or its 0 - Absent
Financial Assistance equivalent The document shall NOT come from DILG but from the
to the POC Secretariat office of the POC Chairperson only.
from the Office of the
POC Chair (MC 2019- b. Maintenance and Other Operating Expenses 1. Annual Appropriation 5 - Present The document shall NOT come from DILG but from the
143) (MOOE) Ordinance or Certification 0 - Absent office of the POC Chairperson only.
from the Budget Officer
concerning support to POC
Secretariat from the Office of
the POC Chairperson
PILLAR 4 – REPORTS (40%)
1. Submission of a. Timely Submission of Reporting Form 1, 1. Duly accomplished 5 – on-time submission The Memorandum issued by the NPOC Secretariat on
Reporting Form 1 not later than July 15, 2019 for 1st Semester downloaded copy of the POPSP 3 – late submission the Compliance in the Submission of Accomplishment
(Semestral PCMS Reporting Form 1 – 1st 0 – no submission Reports on the POPSP PCMS for CY 2021 may be
Accomplishment Semester duly signed by the submitted in lieu of the downloaded copy of the POPSP
Reports) POC Secretariat Head and PCMS Reporting Form.
attested by the POC
Chairperson
b. Timely Submission on Reporting Form 1, 1. Duly accomplished 5 - submissions until June 30, 2020
not later than June 30, 2020 for 2nd downloaded copy of the POPSP 4 – submissions from July 1 to
Semester PCMS Reporting Form 1 – 2nd December 31, 2020
Semester duly signed by the
4
POC Secretariat Head and 3 – submissions from January 1 – April

attested by the POC 30, 2021
Chairperson 0 - no submissions / submissions from
April 31, 2021 onwards
c. At least 80% of financial target 1. Certification from the 5 – 80% - above
accomplished by 2nd Semester Accountant concerning the 4 – 50%-79%
POPS Plan Financial 2.5 – 25%-49%
Accomplishment by second 1 – 1% - 24%
semester of 2019 0 – no utilization
d. At least 80% of physical target 1. Duly accomplished 5 – 80% - above

accomplished for 2nd Semester downloaded copy of the 4 – 50%-79%
POPSP PCMS Reporting Form 2.5 – 25%-49%
1 – 2nd Semester duly signed 1 – 1% - 24%
by the POC Secretariat Head 0 – no accomplishment
and attested by the POC
Chairperson
2. Submission of a. Timely Submission of Reporting Form 2 not 1. Duly accomplished 5 - submissions until June 30, 2020 The Memorandum issued by the NPOC Secretariat on
Reporting Form 2 later than June 30, 2020 downloaded copy of the POPSP 4 – submissions from July 1 to the Compliance in the Submission of Accomplishment
(Annual Progress PCMS Reporting Form 2 duly December 31, 2020 Reports on the POPSP PCMS for CY 2021 may be
Report) signed by the POC Secretariat 3 – submissions from January 1 – April submitted in lieu of the downloaded copy of the POPSP
Head and attested by the POC 30, 2021 PCMS Reporting Form.
Chairperson 0 - no submissions / submissions from
b. At least 80% of target objectives 1. Duly accomplished 5 – 80% - above

accomplished downloaded copy of the POPSP 4 – 50%-79%
PCMS Reporting Form 2 with 2.5 – 25%-49%
appropriate certifications per 1 – 1% - 24%
objective 0 – no accomplishment
3. Submission of POC a. Submission of 1st Semester report not later 1. 2019 POC Secretariat Report 5 - on-time submission
Secretariat than July 15, 2019 through the POPSP PCMS (1st semester) duly signed by 3 - late submission
Semestral Report the POC Secretariat Head and 0 - no submission
attested by the POC
Chairperson
b. Submission of 2nd Semester report not later 1. 2019 POC Secretariat Report 5 - submissions until June 30, 2020
than June 30, 2020 through the POPSP PCMS (2nd semester) duly signed by 4 – submissions from July 1 to
the POC Secretariat Head and December 31, 2020
5
attested by the POC 3 – submissions from January 1 – April

Chairperson 30, 2021
0 - no submissions / submissions from
PILLAR 5 – INNOVATION/S (5%)

1. Innovation/s a. Innovation/s related to peace and order 1. For new innovation/s: 5 – Present POCs may provide at least one (1) MOV indicated
and/or public safety 0 – Absent
Approved project proposal Innovation is a pioneering, strategic, effective, high
/activity design, the council impact, and sustainable initiatives that are deliberately
should have adopted the designed to address gaps in peace and order and public
activity through a resolution, safety within the locality. It is something new that was
financial accomplishment, and introduced or something formerly introduced but was
photo documentations. enhanced or improved and the significant change has
been felt in the community (impact). It must be
For an enhanced/improved introduced within the last 3 years
innovation/s:
Examples:
MOVs are narrative report with • Newly developed/enhanced Frameworks
signature(s) and/or agreement • Newly developed/enhanced Roadmap
of key persons containing • Cost-cutting measures implemented by the
background on the POC
project/program and how they • Improvement in internal administrative
were able to improve/enhance systems and internal controls
that specific project or • Other programs which are recognized by
program, project reputable institutions of learning, research, or
proposal/activity design, policy studies
resolutions, result of
assessment.
NOTE: If in case a POC in Regions IV-B (MIMAROPA), VI, VII, VIII, X, and XIII (CARAGA)1 is not able to upload a document required for the conduct of the Audit due to the damages brought about by
the Typhoon Odette, they shall submit a notarized certification, attached hereto as Annex E, stating that the documents required for the Audit were damaged by the said typhoon.
• The said certification shall be submitted in the system in lieu of the damaged and/or unretrievable document.
• The submission of the certification and the scoring of the pillars to which these documents are submitted to are subject to the evaluation of the Audit Team.
1 Regions identified to be severely and adversely affected by Typhoon Odette and were placed under the State of Calamity pursuant to Proclamation No. 1267.
6

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DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT

2019 PEACE AND ORDER COUNCIL (POC) PERFORMANCE AUDIT

INDICATOR REFERENCE FOR PROVINCES, CITIES, AND MUNICIPALITIES

PILLAR 1 – ORGANIZATION (10%)

NOTE: An Executive Order/Resolution on the

Civil Society Organization (CSO) refers to a non-state

INDICATOR REFERENCE FOR PROVINCES, CITIES, AND MUNICIPALITIES

professional groups, and business groups (DILG MC No.

INDICATOR REFERENCE FOR PROVINCES, CITIES, AND MUNICIPALITIES

If the meeting was presided by the POC Vice

PILLAR 3 – POLICIES, PLAN, AND BUDGET (25%)

INDICATOR REFERENCE FOR PROVINCES, CITIES, AND MUNICIPALITIES

2. 2017-2019 POPS 1. POPS Plan Summary Form 5 - Present

INDICATOR REFERENCE FOR PROVINCES, CITIES, AND MUNICIPALITIES

POC Secretariat Head and 3 – submissions from January 1 – April

d. At least 80% of physical target 1. Duly accomplished 5 – 80% - above

b. At least 80% of target objectives 1. Duly accomplished 5 – 80% - above

INDICATOR REFERENCE FOR PROVINCES, CITIES, AND MUNICIPALITIES

attested by the POC 3 – submissions from January 1 – April

PILLAR 5 – INNOVATION/S (5%)

INDICATOR REFERENCE FOR PROVINCES, CITIES, AND MUNICIPALITIES

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