[Dizon et. al., Vol.6 (Iss.

1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)

(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.29121/granthaalayah.v6.i1.2018.1658

Science

LEVEL OF IMPLEMENTATION OF THE RESULTS-BASED

PERFORMANCE MANAGEMENT SYSTEM IN THE DEPARTMENT OF
EDUCATION DIVISION OF GAPAN CITY, PHILIPPINES
Arvin D. Dizon 1, Anthony B. San Pedro 2, Marijune M. Munsayac 3, Josephine Padilla 4,
Maria Cecilia G. Pascual 5
1
DepEd Gapan City
2
Provincial Cooperative and Entrepreneurship Development Office, LGU Nueva Ecija
3, 4
Provincial Social Welfare and Development Office, LGU Nueva Ecija
5
Department of Agriculture, LGU Sta Rosa

Abstract
This paper measured the level of implementation of the Results-Based Performance Management
(RPMS) as a performance management tool. It focused on the teachers as well as the non-
teaching employees of the Department of Education Division of Gapan City, Gapan City,
Philippines. The study used the Control Theory of Performance Management System to measure
the level of implementation of RPMS. The level of implementation of RPMS was measured in
terms of the following phases: a) performance planning and commitment, b) performance
monitoring and coaching, c) performance review and evaluation, and d) performance rewards
and development planning. The study used as a research tool the survey questionnaire divided
into two parts, namely: 1) level of implementation of the RPMS, and 2) challenges in the
implementation of the RPMS. The study showed the need for periodic evaluation of the
implementation of the RPMS as well as the strict compliance with the RPMS Guidelines.

Keywords: Level of Implementation; Performance Management; Results-Based Performance

Management System; Human Resource Management; Employee Performance; Department of
Education.

Cite This Article: Arvin D. Dizon, Anthony B. San Pedro, Marijune M. Munsayac, Josephine
Padilla, and Maria Cecilia G. Pascual. (2018). “LEVEL OF IMPLEMENTATION OF THE
RESULTS-BASED PERFORMANCE MANAGEMENT SYSTEM IN THE DEPARTMENT
OF EDUCATION DIVISION OF GAPAN CITY, PHILIPPINES.” International Journal of
Research - Granthaalayah, 6(1), 484-503. 10.29121/granthaalayah.v6.i1.2018.1658.

1. Introduction

Performance management is important for an organization. It helps the organizations in ensuring

that employees are working hard on achieving the organization's mission and objectives. It also

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
sets expectations for employee performance and motivates employees to work hard in ways that
are expected of the organization. .

In that manner, the importance of performance management system is realized by improving

employee performance which redounds to organizational performance. Thus, improving
employee performance by using performance management system is a way to improve corporate
performance [1].

In the Department of Education (Dep.Ed), a government agency in the Philippines responsible

for ensuring access to, promoting equity in, and improving the quality of basic education[2],the
Results-Based Performance Management System (RPMS) is being used a performance
management tool for both the teachers and the non-teaching staff.

The RPMS is an organization-wide process of ensuring that employees focus work efforts
towards achieving the DepEd vision, mission, values, and strategic priorities. It is also a
mechanism to manage, monitor and measure performance, and identify human resource and
organizational development needs [3].

The said performance management system is aligned with the Strategic Performance
Management System (SPMS) of the Civil Service Commission (CSC), a government agency in
the Philippines with responsibility for the civil service[4].The CSC Memorandum Circular (MC)
No. 06, series of 2012, sets the guidelines for the implementation of the SPMS in all government
agencies. The SPMS emphasizes the strategic alignment of the agency's thrusts with the day-to-
day operation of the units and individual personnel within the organization. It focuses on
measures of performance vis-á-vis realized target, employee output and collective performance
of the group. [5].

With the the RPMS as its SPMS, DepEd strengthens the culture of performance and
accountability in the agency while upholding its organizational mandate, vision, and mission.
The Department believes that there is a need to link corporate goal and performance
measurement. The system of measurement is important to track individual performance and its
contribution to overall goals. Moreover, by cascading the accountabilities to the entire agency,
units, department, and own employees, creates a factual basis for performance target. The SPMS
is linked with the RPMS to ensure adherence to the principle of performance-based tenure and
incentives [3].

Given the above concern, performance management should be an important step in the
organization's human resource management system as it can influence employee performance
and organizational performance. Thus, performance management and appraisal system are
indispensable in achieving productivity. [6].

Therefore, it is essential that this research was conducted to understand the DepEd employees'
experiences and perceptions of the Results-Based Performance Management System. Findings
show that the proper authorities can build up a completed and comprehensive performance
management system. Moreover, it is important for employees and performance raters to

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
understand that performance management and performance management systems can be key
determinants of an organization's long-term success or failure [7].

1.1. Objectives of the Study

This study aimed to measure the level of implementation of the Results-Based Performance
Management System inthe Department of Education Division of Gapan City.

Specifically, this study aimed to:

1) Describe the extent of the implementation of the Results-Based Performance
Management System in the following phases:
 Performance Planning and Commitment;
 Performance Monitoring and Coaching;
 Performance Review and Evaluation; and
 Performance Rewards and Development Planning;
2) Describe the challenges in the implementation of the Results-Based Performance
Management System; and
3) Propose policy recommendations on the implementation of the Results-based
Performance Management System.

2. Research Methodology

2.1. Study Locale

The study locale is the Division of Gapan City, one of the school's divisions of the Department
of Education Region III, Philippines [8].It is composed of 41 public schools, 33 of which are
elementary schools and the 8 are secondary schools. As of July 2017, it is composed of 41,386
students [9] and 1,086 employees [10].

Figure 1: Location of Gapan City. Source: Google Maps, 2017

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
2.2. Study Design

The study is a mixture of qualitative and quantitative in design. The quantitative tools consist of
the self-made survey and qualitative part involved, description, observation, interview and
analysis of the data observed.

The survey questionnaire is composed of two (2) parts. The first part analyzed the level of
implementation of the RPMS in four different phases: a) performance planning and commitment,
b) performance monitoring and coaching, c) performance review and evaluation, and d)
performance rewards and development planning. Each phase is composed of 10 items. The
following scoring guide was used to determine the level of implementation of the RPMS:

Weighted Mean Verbal Interpretation

4.20 – 5.00 To a Very Great Extent
3.40 – 4.19 To a Great Extent
2.60 – 3.39 To a Little Extent
1.80 – 2.59 To a Very Little Extent
1.00 – 1.79 No Extent At All

The second part of the survey questionnaire described the challenges in the implementation of
the RPMS. It is composed of twenty (20) items. The following scoring guide was used to analyze
the challenges in the implementation of the RPMS:

Weighted Mean Verbal Interpretation

4.20 – 5.00 Highly Evident
3.40 – 4.19 Evident
2.60 – 3.39 Moderately Evident
1.80 – 2.59 Slightly Evident
1.00 – 1.79 Not Evident

2.3. Respondents

The respondents of this study were the teachers and non-teaching employees of the Department
of Education Division of Gapan City. All the schools, as well as the Division Office, were
included in selecting the respondents. 220 employees or 20% of the population of the Division of
Gapan City were selected through random sampling as respondents of the study.

Number of Number of
School School
Respondents Respondents
Bagong Silang ES 2 Gapan South CS 12
Balante ES 2 Malimba ES 3
Bungo ES 2 Marelo ES 2
Cardenas ES 2 Parcutela ES 2
Gapan East CS 6 Punot ES 2
Gapan North CS 9 San Nicolas CS 8
Kapalangan ES 3 San Nicolas West ES 2

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
Kapalangan Munti 1 San Roque ES 7
ES
Lupang Pangarap 2 Sto. Cristo Norte ES 3
ES
Mabuga ES 2 Sto. Cristo Proper ES 1
Maburak ES 3 Sto. Cristo Sur ES 3
Mahipon ES 2 Sto. Niño ES 2
Mangino ES 6 Herminio G. Nicolas 5
HS
Pambuan ES 6 Juan R. Liwag Mem’l 49
HS
Puting Tubig ES 2 Kapalangan NHS 2
Sapang Kawayan 2 Maruhat NHS 4
ES
St. Joseph ES 2 Pambuan NHS 6
Sta. Cruz ES 4 San Nicolas NHS 7
Velcar ES 2 San Roque NHS 14
Amando Maniquiz 2 Sta. Cruz NHS 12
ES
Bayanihan ES 2 Division Office 10
Total 220

2.4. Theoretical Framework

This study is guided by the Control Theory of Performance Management System. The theory
helps in sustaining the performance management system by defining forms of control between
the organization and the systems within. According to the control theory, actions of all systems
should be in sync with the overall goals and objectives of an organization [11].

Control Theory focuses on control mechanisms imposed at all levels of an organization. They
may be behavioral or organizational, and the goals should be aligned with organizational goals
and objectives. [11].

The Control Theoryhas three types of control systems: 1) behavior control, rewarding job well
donse and penalizing actions contrary to group goals. 2) Output control, where the outcome is
the basis of reward. 3) input control system which focuses on training and improvement of
competence of employees. [12].Out of these three systems, organizations can use any type of
control system or a combination of different models. Selection of the control depends on the
structure, norms, policies and administrative information in an organization [13].

There are multiple applications of Control Theory of Performance Management System at the
workplace. To increase the performance of employees, managers must assign specific and
challenging goals to employees that will upgrade their performance. However, organizations
should avoid the ambiguous targets which do not have the specific standards and direct feedback
[14]. Clear feedback and proper standards, provides employees the chance to correct errors.

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
On the other hand, regular supervision in the workplace can be analyzed with the control system
[15]. Similarly, managers can use the Control Theory in management program “facilitates
tracking of performance and achievement by the continuous flow of feedback. [16].

2.5. Research Paradigm

Inspired by the Systems model of performance measurement as reflection of organizational

effectiveness and efficiency [17], the research paradigm is designed. Figure 2 shows the research
paradigm of the study. The Box 1 contains the inputs used in the study such as Guidelines on the
Establishment and Implementation of the RPMS in the DepED, and the Guidelines in the
Establishment and Implementation of Agency SPMS. The inputs were processed by the
implementation of the RPMS. Thus, would measure the output of this study, the level of
implementation of the RPMS. The research output "shall again form part of the feedback loop";
it may be perceived as the trial and testing policy on the implementation of the RPMS. Also, to
create a suitable standard performance/effectiveness measurement of the subject matter. The
cycle of input-process-out continues.

Input Process Output

Implementation
of the RPMS per
Guidelines on the
Phase,
Establishment
Measurement of
and
Standards,
Implementation
Library
of the RPMS in
Translation Research, Measured Employees’
the DepED,
Gathering, Performance
Guidelines in the
Interpretation,
Establishment
and Analysis of
and
the Data,
Implementation
Personal
of Agency SPMS
Observation
Interview

Figure 2: Research Paradigm

3. Results and Discussions

Presented on the succeeding pages are the data gathered and their interpretation based on the
theory, model, objectives and policies cited earlier.

3.1. Performance Planning and Commitment

Presented below is the weighted mean of the responses of the respondents regarding the level of
implementation of the RMPS in the performance planning and commitment phase.

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
Weighted Verbal
No. Variables
Mean Interpretation
1 The rater explains thoroughly the importance of the
4.15 To a Great Extent
Results-Based Performance Management System.
2 The rater discusses methodically the different steps in
accomplishing the Individual Performance Review and 3.39 To a Little Extent
Commitment Form.
3 The rater assists the ratee in the formulation of
4.10 To a Great Extent
performance objectives.
4 The rater and the ratee both agree on the performance
To a Very Great
targets written in the Individual Performance Review 4.20
Extent
and Commitment Form.
5 The rater checks analytically the performance indicators To a Very Great
4.20
written in each key result area. Extent
6 The rater sees to it that the performance objectives are To a Very Great
4.30
aligned with the duties and responsibilities of the ratee. Extent
7 The rater ensures that the performance targets can be To a Very Great
4.24
measured by the performance indicators set. Extent
8 The rater checks whether the performance objectives
4.15 To a Great Extent
can be attained within the rating period.
9 The rater ensures that the performance objectives are
3.98 To a Great Extent
given reasonable corresponding weights (percentage).
10 The rater ensures that the Individual Performance
Commitment and Review Form is accomplished before 4.15 To a Great Extent
the start of the rating period.
To a Great
Grand Mean 4.09
Extent

The data on the table shows that the item “the rater sees to it that the performance objectives are
aligned with the duties and responsibilities of the ratee” obtained the highest weighted mean of
4.30 verbally interpreted as “to a very great extent”. This means that the raters check carefully
the contents of the Individual Performance Commitment and Review Form (IPCRF) of the ratee.
They ensure that the variables written on the IPCRF arein congruence with the assigned duties
and responsibilities of the ratee. The raters define the Key Result Areas (KRAs) as anchored on
the organizational outcomes. The rater and the rate discuss and agree on the breakdown of the
office KRAs into individual KRAs. KRAs are broad categories of general outputs or outcomes.
These are the mandates or functions of individual employees. These are areas where the
individual employees are expected to focus on [3].

On the other hand, the item “the rater discusses methodically the different steps in accomplishing
the Individual Performance Review, and Commitment Form" got the lowest weighted mean of
3.39 inferred as "to a little extent”. According to many respondents, the raters do not discuss with
the raters how the IPCRF is being prepared. They are just tasked to prepare their own IPCRF,
and then, later on, the raters will just check the contents of the form. The raters are just given
manuals on how to fill out the form. The IPCRF is the form that reflects the individual
commitments and performance of the individual employees [3].

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
3.2. Performance Monitoring and Coaching

Presented below are the weighted mean of the responses of the respondents regarding the level of
implementation of the RMPS in the performance monitoring and coaching phase.

Weighted Verbal
No. Variables
Mean Interpretation
1 The rater provides key inputs about the ratee’s
3.20 To a Little Extent
performance during the performance monitoring.
2 The rater directs the ratee’s performance on certain
3.39 To a Little Extent
frequencies; not just once.
3 The rater clearly defines opportunities for
3.60 To a Great Extent
improvement of the ratee.
4 The raterasks from the ratee the evidences supporting To a Very Great
4.25
the latter’s performance. Extent
5 The rater practices the STAR (Situation, Task, Action,
4.15 To a Great Extent
and Results) Approach.
6 The rater asks the rate to trackthe latter’s performance To a Very Great
4.24
against the targets. Extent
7 The rater provides coaching to the ratee to improve
4.19 To a Great Extent
work performance and behavior.
8 The rater records the critical incidences of the ratee on
2.75 To a Little Extent
the Performance Monitoring and Coaching Form.
9 The rater explains the impact of the critical incidences
3.15 To a Little Extent
on the job/action plan of the ratee.
10 The rater ensures that there is two-way discussion To a Very Great
4.20
between him and the ratee. Extent
Grade Mean 3.71 To a Great Extent

The table above indicates that the item “the raterasks from the ratee the evidences supporting the
latter’s performance” got the highest weighted mean of 4.25 verbally interpreted as “to a very
great extent”. The ratees said that during performance monitoring and coaching, the raters
always check the former's evidence or means of verification. The raters make sure that all the
accomplishments declared by the ratees are supported with appropriate documents.

Meanwhile, the item “the rater explains the impact of the critical incidences on the job/action
plan of the ratee” obtained the lowest weighted mean of 3.15 interpreted as “to a little extent”.
According to the raters, the raters rarely discuss to them the critical incidents that occurred
during the performance of the ratees’ duties and responsibilities. Critical incidents are significant
actual events and behaviors in which both positive and negative performance are observed and
documented. Supposed to be, the critical incidents should be recorded in the Performance
Monitoring and Coaching Form [3].

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
3.3. Performance Review and Evaluation

Presented on the next page is the weighted mean of the responses of the respondents regarding
the level of implementation of the RMPS in the performance review and evaluation phase.

Weighted Verbal
No. Variables
Mean Interpretation
1 The rater manages the meeting with the ratee. 3.28 Lo a Little Extent
2 The rater creates the right atmosphere during the
3.99 To a Great Extent
meeting.
3 The rater focuses on the performance issue, not on
3.39 Lo a Little Extent
the person.
4 The rater encourages the ratee to do self-appraisal. 4.15 To a Great Extent
5 The rater is fair and objective in evaluating the
2.84 Lo a Little Extent
performance of the ratee.
6 The rater ensures that the evaluation is based on
4.10 To a Great Extent
evidences.
7 The rater focuses on solving problems or correcting
3.65 To a Great Extent
a behavior.
8 The rater and the ratee adopt a joint problem
3.40 To a Great Extent
solving approach.
9 The rater evaluates the manifestations of each of
4.00 To a Great Extent
the ratee’s competency.
10 The rater discusses strengths and improvement To a Very Great
4.35
needs. Extent
Grand Mean 3.72 To a Great Extent

As shown in the table above, the item “the rater discusses strengths and improvement needs” got
the highest weighted mean of 4.35 labeled as “to a very great extent”. The raters normally
identify the strong points of the ratees as well as their areas for improvement. The raters discuss
carefully with the ratees their evaluation with regards to occupational competence and
professional and personal characteristics.

On the other hand, the item “the rater is fair and objective in evaluating the performance of the
ratee” obtained the lowest weighted mean of 2.84 interpreted as “to a little extent”. There are
many respondents who feel that their raters are biased when it comes to appraising their
performances. Some respondents told that there are times that the raters are being subjective.

3.4. Performance Rewards and Development Planning

Presented below are the weighted mean of the responses of the respondents regarding the level of
implementation of the RMPS in the performance rewards and development planning phase.

Weighted Verbal
No. Variables
Mean Interpretation
1 The rater and the ratee identify development needs. 4.24 To a Very Great

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
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Extent
2 The rater asks the rate to prepare action plans in order
3.28 To a Little Extent
to meet the development needs.
3 The rater links the ratee’s performance rating to the
Performance-Based Incentive System specifically to 3.60 To a Great Extent
the Performance-Based Bonus and Step Increment.
4 The rater sends the ratee to seminars and workshops for To a Very Great
4.30
professional development. Extent
5 The rater discusses and provides qualitative comments, To a Very Great
4.33
observations and recommendations to the ratee. Extent
6 The rater considers the rates with high performance as
4.10 To a Great Extent
a candidate for promotion.
7 The rater assigns the ratee with high performance
3.78 To a Great Extent
rating to task forces, committees or special projects.
8 The rater introduces enhancements to the job of the
3.39 To a Little Extent
ratee.
9 The rater employs appropriate developmental
2.66 To a Little Extent
intervention.
10 The rater commends the high-performance rating of the To a Very Great
4.20
ratee. Extent
Grand Mean 3.79 To a Great Extent

As reflected in the table, the item “the rater discusses and provides qualitative comments,
observations and recommendations to the ratee” obtained the highest weighted mean of 4.33
tagged as “to a very great extent”. The raters discuss with the ratees the competencies observed
during the performance cycle. They identify the competencies which the ratees demonstrated
consistently and the areas where the ratees failed to meet the expectations.

On the other hand, the item “the rater employs appropriate developmental intervention” got the
lowest weighted mean of 2.66 verbally interpreted as “to a little extent”. According to the
respondents, their raters lack the essential knowledge in providing developmental interventions
especially to low-performing employees where in fact, the raters should initiate the action plans
and interventions for employee development. Ideally, the following should be used as
developmental interventions: self-managed learning, benchmarking, functional cross-posting,
coaching or counseling and many others [3].

3.5. Overall Level of Implementation of the Results-Based Performance Management

System

Presented below is the summary of the levels of implementation of the Results-Based

Performance Management System in the four phases.

Phase Weighted Mean Verbal Interpretation

Performance Planning and Commitment 4.09 To a Great Extent
Performance Monitoring and Coaching 3.71 To a Great Extent
Performance Review and Evaluation 3.72 To a Great Extent

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
Performance Rewards and Development Planning 3.79 To a Great Extent
Total 3.83 To a Great Extent

As displayed on the table above, the Results-Based Performance Management System is being
implemented in the Department of Education Division of Gapan City to a great extent. However,
the findings also revealed that there are areas in the RPMS which are not fully implemented.

3.6. Challenges on the Implementation of the RPMS

Weighted Verbal
No. Variables
Mean Interpretation
1 Infrequent feedback - no formal feedback is given to the
4.55 Highly Evident
ratee periodically.
2 Lack of accountability - raters are not measured or held
4.20 Highly Evident
accountable for providing accurate feedback.
3 No comprehensive team assessment - although ratees on
the school are assessed, there is no simultaneous overall 1.95 Slightly Evident
assessment of the team.
4 Disconnected from rewards - getting a merit raise, bonus,
Moderately
or promotion is completely disconnected from an 3.39
Evident
employee’s performance appraisal scores.
5 No integration - the process is not fully integrated with
Moderately
compensation, development, or staffing (internal 2.65
Evident
movement).
6 A focus on the squeaky wheel - the system focuses on Moderately
3.35
weak performers. Evident
7 No second review - even though the process may have
impacts on salary, job security, and promotion, the 4.90 Highly Evident
assessment is done by a single rater only.
8 Cross-comparisons are not required - the system does
not require raters to do a side-by-side comparison, 4.44 Highly Evident
comparing each ratee with one another.
9 Assessments are kept secret - although a ratee’s
performance rating may be posted on a wall, performance
appraisals are often kept secret. An overemphasis on
privacy concerns might allow raters to play favorites, to 4.45 Highly Evident
discriminate, and to be extremely subjective. Keeping
ratings secret allows raters to avoid open conversations
about equity.
10 The process is managed by raters who have no complete Moderately
3.39
understanding of performance and productivity. Evident
11 Managers are not trained - raters are not trained on how Moderately
3.35
to assess and give honest feedback. Evident
12 Recency errors - raters, especially those who don’t
consult employee files and data, have a tendency to 4.46 Highly Evident
evaluate based primarily on events that occurred during the

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
last few months (rather than over the entire year).
13 Inconsistency across raters - some raters are naturally
“easy raters” while others are not. As a result, employees
working under easy managers have a better chance of
4.48 Highly Evident
promotion due to their higher scores. Without
“benchmark” numbers to set as a standard, inconsistency
may be possible.
14 High anxiety - uncertainty can cause many employees
4.77 Highly Evident
high levels of anxiety weeks before the evaluation process.
15 One-way communication - some raters simply give the
employee the form to quickly sign, and they don't even
Moderately
solicit feedback. Ratees are intimidated by raters and the 3.35
Evident
process, and as a result, they say nothing during or after
the appraisal.
16 No alerts - the ratees are not notified midstream should
their performance change to the point where it was 4.13 Evident
suddenly dramatically below standards.
17 No appeal process – a ratee who disagrees with his
appraisal is seldom given the opportunity to challenge the 4.22 Highly Evident
results with a neutral party.
18 Many possible emotional consequences - if performance
appraisal is blotched, there is a possibility of the decrease
4.09 Evident
in ratee engagement, trust, rater brand strength, teamwork,
and innovation contribution.
19 A time-consuming process - most of the forms are
incredibly long and time-consuming. As a result, some 4.10 Evident
raters routinely recycle “last year’s” evaluations.
20 It is historical - the process is focused on capturing
feedback about last year rather than on discussing 4.00 Evident
necessary changes to job and skill requirements.

The table above shows that the following are the top five challenges in the implementation of the
Results-Based Performance Management System: “no second review," "high anxiety,"
"infrequent feedback," "inconsistency across raters," and "recency errors."

The item “no second review” obtained a weighted mean of 4.90 verbally interpreted as “highly
evident." The results can be attributed to the fact that the assessment is done by a single rater
only. No counter-checking or counter-evaluation is done to check the accomplishments of the
ratees vis-à-vis the measures.

The item “high anxiety” got a weighted mean of 4.77 described as “highly evident”. Given the
many paper works including the preparation of evidences and documents to support their
accomplishments, a majority of the respondents feel nervous weeks before the evaluation
process. Many of them tend to be so busy during the preparation for the performance review and
evaluation cycle.

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The item “infrequent feedback “is also a top challenge in the implementation of the RPMS with a
4.55 weighted mean which is also equivalent to “highly evident”. Many respondents complained
about the irregular feedbacks coming from their raters. According to them, feedbacks are
important especially during the performance of their duties and responsibilities for them to know
if they are doing well and to identify their strengths as well as their developmental needs.

The next serious challenge is the item “inconsistency across raters” which obtained a 4.48
weighted mean verbally interpreted as “highly evident”. Majority of the respondents notice that
some raters are naturally “easy raters” while others are not. As a result, ratees working under
easy managers have a better chance of promotion due to their higher scores. Without
“benchmark” numbers to set as a standard, inconsistency may be possible.

Lastly, the item “recency errors “got a 4.46 weighted mean which is verbally described as
“highly evident”. It has been found out that there are raters who have a tendency to evaluate the
employee’s performance based primarily on events that occurred during the last few months
rather than over the entire year. Or simply, the majority of the raters only focus on the most
recent memory rather than checking the performance of the ratees for the whole performance
rating period. For example, a ratee was unable to satisfy or meet the expectations of the rater
during the last few months of the performance rating period; there is a possibility that his
performance rating will be low even though he has a good performance during the earlier months
of the performance rating period.

6
4.9 4.77
5 4.55 4.46 4.48
4.44 4.45
4.2 4.13 4.22 4.09 4.1 4
Weighted Mean

4
3.39 3.35 3.39 3.35 3.35

3 2.65

1.95
2

Figure 3: Challenges in the Implementation of the RPMS

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
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4. Conclusions and Recommendations

4.1. Conclusion

The purpose of this study was to measure the level of implementation of the Results-Based
Performance Management System (RPMS) as a performance management tool in the
Department of Education. It evaluated the level of implementation of the RPMS in terms of the
four performance management phases namely: a) performance planning and commitment, b)
performance monitoring and coaching, c) performance review and evaluation, and d)
performance rewards and development planning, and the challenges in the implementation of the
RPMS. Based on the findings, the following conclusions can be drawn from this study:
1) The Results-Based Performance Management System provides policies, specific
mechanisms, criteria and processes for the performance target setting, monitoring,
evaluation and development planning for the ratees. However, majority of the raters fail
to discuss those with the ratees as well as how the Individual Performance Commitment
and Review Form is being prepared.
2) The RPMS focuses on measures of performance vis-á-vis the targeted milestones, and
provides a credible and verifiable basis for assessing the organizational outcomes and the
collective performance of the government employees. While it is very important to
ensure that organization effectiveness and individual improvement and efficiency are
ensured, it is found out that there are raters who rarely provide feedback to the ratees.
3) The RPMS is effective when it comes to identifying the ratees’ competencies as they are
monitored to effectively plan the interventions needed for behavioral and professional
development. However, the raters just lack the sufficient knowledge on what proper
developmental intervention to employ for the ratees.
4) The RPMS makes use of performance indicators which are the exact quantification of
objectives expressed through rubrics. The RPMS is an effective tool which gauges
whether a performance is positive or negative. Unlike the previous performance
evaluation forms which are Performance Appraisal System for Teachers and Performance
Appraisal System for the Administrators and Staff, the RPMS shows effectiveness in
assessing the employees’ effectiveness, quality, efficiency and timeliness.
5) The performance management system promotes the performance evaluation based on
evidences or means of verification. Every accomplishment or achievement declared by
the ratees is counter-checked by the rater to ensure the veracity of the ratees’ claims.
Therefore, the performance management is based on a rational and factual basis for
performance targets and measures.
6) The most serious challenges in the implementation of the RPMS are the following: "no
second review," "high anxiety," "infrequent feedback," "inconsistency across raters," and
"recency errors."

4.2. Recommendations

Based on the existing policies and the findings of this study, the researcher arrived to the
following recommendations:
1) The raters should discuss methodically with the ratees how the RPMS works and how the
Individual Performance Commitment and Review Form is being prepared. The key

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
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results areas, objectives and performance indicators, as anchored on the overall
organizational effectiveness, should be discoursed effectively with the ratees.
2) The raters should provide the necessary feedback to the ratees as often as possible to
determine the progress of the ratees in achieving their objectives. A mid-year or quarterly
review can be prescribed in order for the raters to provide coaching, feedbacks and
appropriate interventions for the ratees.
3) The raters should be properly trained in planning and providing the necessary
interventions for the ratees. As provided in the DepEd Order No. 2, s. 2015, the following
developmental action plans can be used for the ratees: self-managed learning,
benchmarking, functional cross-posting, coaching / counseling, and many others [3].
4) The grants of performance-based incentives shall be based on the final ratings of the
employees. At present, the employees’ incentives, specifically those of the teachers, are
based on the achievement of the school and the students and not on their individual
accomplishments.
5) Strengthen the roles of the Performance Management Teams (PMT) to ensure that the
individual performance of the employees is properly assessed, without biased. The PMTs
must validate the performance ratings of the ratees.
6) Follow the provisions of the RPMS Guidelines stating the establishment of a Grievance
Committee to act as appeals board on all issues relating to the implementation of the
RPMS.

5. Appendices

Survey Questionnaire

5.1. Level of Implementation of the Results-Based Performance Management System

Instruction
This portion will describe the level of implementation of the Results-based Performance
Management System in the following phases: performance planning and commitment,
performance monitoring and coaching, performance review and evaluation and performance
rewards and development planning. Put a check inside the column of each item which
corresponds to your answer. Please answer each item honestly by using the following scale in
answering each item:

5 = To a Very Great Extent

4 = To a Great Extent
3 = To a Little Extent
2 = To a Very Little Extent
1 = No Extent At All

Performance Planning and Commitment

No. Considerations 5 4 3 2 1
1 The rater explains thoroughly the importance of the Results-
Based Performance Management System.
2 The rater discusses methodically the different steps in

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accomplishing the Individual Performance Review and
Commitment Form.
3 The rater assists the ratee in the formulation of performance
objectives.
4 The rater and the ratee both agree on the performance targets
written in the Individual Performance Review and
Commitment Form.
5 The rater checks analytically the performance indicators
written in each key result area.
6 The rater sees to it that the performance objectives are aligned
with the duties and responsibilities of the ratee.
7 The rater ensures that the performance targets can be measured
by the performance indicators set.
8 The rater checks whether the performance objectives can be
attained within the rating period.
9 The rater ensures that the performance objectives are given
reasonable corresponding weights (percentage).
10 The rater ensures that the Individual Performance Commitment
and Review Form is accomplished before the start of the rating
period.

Performance Monitoring and Coaching

No. Considerations 5 4 3 2 1
1 The rater provides key inputs about the ratee’s performance
during the performance monitoring.
2 The rater directs the ratee’s performance on certain frequencies;
not just once.
3 The rater clearly defines opportunities for improvement of the
ratee.
4 The raterasks from the ratee the evidence supporting the latter’s
performance.
5 The rater practices the STAR (Situation, Task, Action and
Results) Approach.
6 The rater asks the rate to trackthe latter’s performance against
the targets.
7 The rater provides coaching to the ratee to improve work
performance and behavior.
8 The rater records the critical incidences of the ratee on the
Performance Monitoring and Coaching Form.
9 The rater explains the impact of the critical incidences on the
job / action plan of the ratee.
10 The rater ensures that there is the two-way discussion between
him and the ratee.

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Performance Review and Evaluation
No. Considerations 5 4 3 2 1
1 The rater manages meeting with the ratee.
2 The rater creates the right atmosphere during the meeting.
3 The rater focuses on the performance issue, not on the person.
4 The rater encourages the ratee to do self-appraisal.
5 The rater is fair and objective in evaluating the performance of
the ratee.
6 The rater ensures that the evaluation is based on evidences.
7 The rater focuses on solving problems or correcting a behavior.
8 The rater and the ratee adopt a joint problem-solving approach.
9 The rater evaluates the manifestations of each of the ratee’s
competency.
10 The rater discusses strengths and improvement needs.

Performance Rewards and Development Planning

No. Considerations 5 4 3 2 1
1 The rater and the ratee identify development needs.
2 The raterasks the rate to prepare action plans in order to meet
the development needs.
3 The rater links theratee’s performance rating to the
Performance-Based Incentive System specifically to the
Performance-Based Bonus and Step Increment.
4 The rater sends the ratee to seminars and workshops for
professional development.
5 The rater discusses and provides qualitative comments,
observations, and recommendations to the ratee.
6 The raterconsiders the rates with high performance as a
candidate for promotion.
7 The rater assigns the ratee with high performance rating to task
forces, committees or special projects.
8 The rater introduces enhancements to the job of the ratee.
9 The rater employs appropriate developmental intervention.
10 The rater commends the high-performance rating of the ratee.

5.2. Challenges in the Implementation of the Results-based Performance Management

System

Instruction
This portion will describe the challenges faced by the teachers and the raters in the
implementation of the Results-based Performance Management System. Put a check inside the
column of each item which corresponds to your answer. Please answer each item honestly by
using the following scale in answering each item:

5 = Highly Evident
4 = Evident

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3 = Moderately Evident
2 = Slightly Evident
1 = Not Evident

No. Considerations 5 4 3 2 1
1 Infrequent feedback - no formal feedback is given to the
ratee periodically.
2 Lack of accountability - raters are not measured or held
accountable for providing accurate feedback.
3 No comprehensive team assessment - although ratees on the
school are assessed, there is no simultaneous overall
assessment of the team.
4 Disconnected from rewards - getting a merit raise, bonus, or
promotion is completely disconnected from an employee’s
performance appraisal scores.
5 No integration - the process is not fully integrated with
compensation, development, or staffing (internal movement).
6 A focus on the squeaky wheel - the system focuses on weak
performers.
7 No second review - even though the process may have
impacts on salary, job security, and promotion, the
assessment is done by a single rater only.
8 Cross-comparisons are not required - the system does not
require raters to do a side-by-side comparison, comparing
each ratee with one another.
9 Assessments are kept secret - although a ratee’s
performance rating may be posted on a wall, performance
appraisals are often kept secret. An overemphasis on privacy
concerns might allow raters to play favorites, to discriminate,
and to be extremely subjective. Keeping ratings secret allows
raters to avoid open conversations about equity.
10 The process is managed by raters who have no complete
understanding of performance and productivity.
11 Managers are not trained - raters are not trained on how to
assess and give honest feedback.
12 Recency errors - raters, especially those who don’t consult
employee files and data, have a tendency to evaluate based
primarily on events that occurred during the last few months
(rather than over the entire year).
13 Inconsistency across raters - some raters are naturally “easy
raters” while others are not. As a result, employees working
under easy managers have a better chance of promotion due
to their higher scores. Without “benchmark” numbers to set
as a standard, inconsistency may be possible.
14 High anxiety - uncertainty can cause many employees high
levels of anxiety weeks before the evaluation process.

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[Dizon et. al., Vol.6 (Iss.1): January, 2018] ISSN- 2350-0530(O), ISSN- 2394-3629(P)
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15 One-way communication - some raters simply give the
employee the form to quickly sign, and they don't even solicit
feedback. Ratees are intimidated by raters and the process,
and as a result, they say nothing during or after the appraisal.
16 No alerts - the ratees are not notified midstream should their
performance change to the point where it was suddenly
dramatically below standards.
17 No appeal process – a ratee who disagrees with his appraisal
is seldom given the opportunity to challenge the results with a
neutral party.
18 Many possible emotional consequences - if performance
appraisal is blotched, there is a possibility of decrease in ratee
engagement, trust, rater brand strength, teamwork, and
innovation contribution.
19 A time-consuming process - most of the forms are
incredibly long and slow. As a result, some raters routinely
recycle "last year's" evaluations.
20 It is historical - the focus is on feedback in the past.

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(Received: Jan 21, 2018 - Accepted: Jan 30, 2018) DOI: 10.5281/zenodo.1172398
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2350-8442 www.apjmr.com

*Corresponding author.
E-mail address: anthonybasasanpedro@ yahoo.com

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