Statement of Functions and Responsibilities of the Human Resource Development Service

November 20, 1995 REVENUE ADMINISTRATIVE ORDER NO. 11-95 SUBJECT : Statement of Functions and Responsibilities of the Human Resource Development Service TO : All Revenue Officials and Employees I. OBJECTIVE This Order aims to delineate the organizational setup, functions, and responsibilities of the Human Resource Development Service (HRDS) in line with the Bureau's vision, mission, goals, and strategies as articulated in the Tax Administration Strategic Plan (TASP) and pursuant to the implementation of Executive Order No. 132, Streamlining the Bureau of the Internal Revenue. II. ORGANIZATIONAL SETUP The Human Resource Development Service shall have the following Divisions and respective Sections: A. PERSONNEL DIVISION 1. Information and Records Section 2. Manpower Planning Section 3. Recruitment Section 4. Promotion Section 5. Compensation and Benefits Section 6. Performance Management Section B. TRAINING DIVISION 1. Policy and Program Planning Section 2. Training Management Section 3. Instructional and Learning Resources Section 4. BIR Library C. CAREER MANAGEMENT DIVISION 1. Policy and Program Planning Section 2. Counseling Section 3. Management Development Section 4. Management Succession Section D. MEDICAL AND DENTAL DIVISION 1. Medical Services Section 2. Dental Services Section 3. Employee Welfare Section III. FUNCTIONS AND RESPONSIBILITIES HUMAN RESOURCE DEVELOPMENT SERVICE The Human Resource Development Service shall perform the following functions and responsibilities: 1. Perform staff, advisory, and consultative functions for the effective and efficient planning, implementation, and evaluation of the Bureau's human resource management and development (HRM&D) policies and programs; 2. Recommend appropriate implementing guidelines, standards, systems, and procedures for HRM&D policies and programs; 3. Coordinate with and assist the other office units of the Bureau of HRM&D matters; and, 4. Perform other related functions that may be assigned to it. A. PERSONNEL DIVISION The Personnel Division shall perform the following functions and responsibilities: 1. Formulate policies; set standards and guidelines; and, study, design, implement, monitor, and evaluate programs, systems, and procedures on personnel information, manpower planning, recruitment and promotion, compensation and benefits, employee movements, and performance management; 2. Review and evaluate performance of BIR personnel vis-a-vis Civil Service Laws and Rules and the Bureau's policies, procedures, and standards; 3. Disseminate information on Civil Service Commission rulings and court decisions concerning employee conduct and disciplinary action; 4. Coordinate with and provide assistance to other office units relative to its primary functions and responsibilities; 5. Advise management on all personnel policies; 6. Support and assist in the continuing value education and skills improvement program for all revenue personnel; and 7. Perform other related functions as may be assigned. The six (6) Sections under the Personnel Division shall perform the following functions and responsibilities: A.1. Information and Records Section 1. Administer and maintain the human resource information system; 2. Ensure the accuracy and completeness of employee forms/personal data sheets; 3. Issue certifications; 4. Organize, analyze, monitor, and evaluate studies on personnel trends and movements; 5. Provide assistance in response to the human resource information requirements of management and other offices within the bureau; 6. Develop and recommend policies, standards, and guidelines on the proper handling of personnel records; 7. Serve as the official repository of records and documents of revenue personnel including their 201 files; 8. Prepare and serve revenue travel assignment orders (RTAO), revenue special orders (RSO), and other similar issuances and maintain a record of the same; 9. Receive, record, and distribute incoming communications for the Division; 10. Assist in the provision of information, records, and vital documents as may be required by the courts in cases of subpoenas for Bureau personnel; 11. Process and issue Identification Cards (ID). 12. Prepare, maintain, and update an annual Directory of BIR Officials and employees and other statistical data required by Management; 13. Act on requests for change in name, civil status, date of birth, and other relevant personal information; and, 14. Perform other related functions as may be assigned. A.2. Manpower Planning Section 1. Regularly identify quantitative and qualitative manpower requirement; 2. Ensure that the impact of vision, strategies, work processes, technology, and other organizational components are considered in manpower planning; 3. Undertaking continuing studies on and updates of the following with other sections of the Personnel Division: 3.1 Staffing Pattern; 3.2 Qualification Standards; 3.3 System of Ranking; 3.4 Job Descriptions 3.5 Job Design; and, 4. Perform other related functions as may be assigned. A.3. Recruitment Section 1. Prepare policies, procedures, and implementing guidelines for recruitment and selection of personnel; 2. Lead in analyzing the impact of vision, strategies, work processes, technology and other organizational components in the selection of employees for recruitment; 3. Determine appropriate criteria and standards for the selection of applicants for hiring; 4. Conduct testing and preliminary screening; 5. Determine and evaluate applicant's knowledge, skills, abilities, and work and social values/attitudes through test and interview results and recommend the best qualified applicants for final approval of the selection board; 6. Together with the Promotions Section, supervise and monitor the use of the approved plantilla of personnel of the Bureau; 7. Provide secretarial and staff work for the regular meetings of the Selection Board. 8. Liaise with the Civil Service Commission, Department of Budget and Management, placement centers, schools, and colleges in active search for qualified prospective applicants; 9. Take action on and prepare replies to applications and related correspondences; 10. Monitor the probationary period of new appointees; 11. Process appointments for employment; and, 12. Perform other related functions as may be assigned. A.4. Promotion Section 1. Prepare policies, procedures, and implementing guidelines on promotion of revenue personnel and related issues of progression; 2. Assist in analyzing the impact of vision, strategies, work processes, technology, and other organizational components on the selection of employees for promotion; 3. Determine appropriate criteria and standards for the selection of employees for promotion; 4. Conduct testing, interviews, and preliminary screening; evaluate results; and recommend the best qualified employee for final approval of the selection board; 5. Supervise and monitor the use of the approved Plantilla of Personnel of the Bureau; 6. Provide assistance to office unit heads in identifying promotables in their respective office units; 7. Process appointments for promotions of all revenue personnel; 8. Provide secretarial and staff work for the regular meetings of the Selection Board; and, 9. Perform other related functions as may be assigned. A.5. Compensation & Benefits Section 1. Provide assistance relative to applications for memberships in GSIS, PAG-IBIG, and other programs, applications for loans and other benefits, and other related activities. 2. Provide services for the processing of leave credits, retirement and separation benefits, GSIS/PAG-IBIG, and death benefits and authorize payments thereof; 3. Act on matters concerning attendance, computation of leave credits, and maintenance of leave records; 4. Process papers relative to sick, vacation, maternity, and terminal leaves of absence; 5. Act on applications for retirement, resignation, transfers to other government offices, etc.; 6. Authorize salary suspensions, resumptions, deductions, and/or stoppage in applicable cases; 7. Recommend dropping from the rolls of revenue personnel; 8. Act on requests for permission to teach, practice a profession, travel abroad, engage in business, and related requests; 9. Refer cases of habitual absenteeism, tardiness, absent without leave (AWOL), and related violations of office rules and regulations on office attendance to the Internal Security Division; and, 10. Perform other related functions as may be assigned. A.6. Performance Management Section 1. Study, design, implement, evaluate, and continuously improve a performance evaluation system for the Bureau; 2. Identify standards and criteria, and calibrate ratings for performance measurement; 3. Assist office unit heads in conducting performance evaluation of and giving regular feedback session to their respective personnel; 4. In coordination with the Compensation and Benefits Section, identify and recommend appropriate rewards and sanctions to support the performance evaluation system of the Bureau; and 5. Perform other related functions a may be assigned. B. TRAINING DIVISION The Training Division shall perform the following functions and responsibilities: 1. Study, design, implement, monitor, and evaluate policies and programs for the continuing education, professional training, and personal development of the Bureau personnel; 2. Design, install, and operate a training system capable of delivering training services to the various national and regional offices of the Bureau; 3. Continuously upgrade the knowledge, skills, abilities, values, and orientation of core training managers, trainors, and resource persons to service the training programs; 4. Develop and implement supportive programs and logistical systems; 5. Coordinate with and provide assistance to other office units relative to its primary functions and responsibilities; and, 6. Perform other related functions that may be assigned. The four (4) Sections under this Division shall perform the following functions and responsibilities: B.1. Policy and Program Planning Section 1. Formulate relevant training policies, guidelines, standards, and procedures on the conduct of seminars; 2. Conduct training needs analysis (TNA) to determine the critical training needs and professional development requirements of the Bureau; 3. Lead in analyzing impact of vision, strategies, work processes, technology and other organizational components on the professional training and skills development of BIR personnel; 4. Design and install a National Training System for the Bureau, accessible and in cost-effective terms, capable of servicing the priority training needs of the national office and the regional offices; 5. Identify priority courses and determine criteria for selection of participants to scholarships and training programs of the Bureau; 6. Prepare curriculum on the training courses to be conducted; 7. Undertake studies and preparatory negotiations for mobilizing external support for the training programs; and, 8. Prepare annual training calendar of the Bureau; and, 9. Perform other related functions as may be assigned. B.2. Training Management Section 1. Plan, implement, and evaluate reforms in existing training practices; 2. Operate and monitor the National Training System (NTS) for the Bureau; 3. Provide training managers, course coordinators and trainers, and resource persons inside and outside the Bureau for various training and education projects; 4. Undertake the selection of participants for training; 5. Prepare Revenue Special Orders for participants; 6. Conduct and supervise delivery of quality training services; 7. Upgrade the skills of training managers, trainors, and staff through in-house staff training, scholarships, study grants and opportunities. 8. Design and test innovations in training systems, facilities and planning for the National Training System; 9. Evaluate completed training courses and recommend effective measures to improve policies and programs; and, 10. Perform other related functions as may be assigned. B.3. Instructional and Learning Resources Section 1. Determine required instructional technologies and learning resources of all training and educational programs; 2. Plan and arrange for joint projects and exchange programs with other centers concerned with instructional materials and technologies; 3. Document training experiences and translate these into learning materials; 4. Plan and design instructional materials, media packages and other learning resources; 5. Study and adopt new methods and applications of technologies (multi-media, computer graphics, etc.) for learning purposes, and other related functions; and, 6. Perform other related functions as may be assigned. B.4. BIR Library 1. Manage the library facilitates and provide reading and other reference services; 2. Undertake library extension services to the Regional Offices; 3. Provide information materials on scholarships and other grants; 4. Establish network of information exchanges with local and international scholarship centers; 5. Contribute to the preparation of publications and multi-media packages as learning resources for the various training programs; and, 6. Perform other related functions as may be assigned. C. CAREER MANAGEMENT DIVISION The Career Management Division shall perform the following functions and responsibilities: 1. Develop policies, standards, and guidelines; and study, design, implement, monitor, and evaluate programs, systems and/or procedures on the following: 1.1 career pathing and career counseling for all BIR employees; 1.2 management development and management succession for BIR management and the high performers and/or high potential BIR personnel; 2. Establish and implement a Career Management System for the full professionalization of the entire Bureau workforce; 3. Determine, secure, and mobilize the necessary personnel, financial, technological, and logistical, resource requirements and other support programs for the Bureau's Career Management System; 4. Review, evaluate, and make recommendations on all Career Revenue Service Development Program (CRESPO) outputs such as manuals, reports, and proposals submitted to the CRESPO Evaluation Committee; 5. Coordinate with and provide assistance to concerned BIR and/or external offices relative to the abovementioned functions; and, 6. Perform other related functions as may be assigned. The four (4) Sections under the Career Management Division shall perform the following functions and responsibilities: C.1. Policy and Program Planning Section 1. Study, design, implement, monitor, and evaluate career paths for each BIR employee; 2. Develop and recommend policies, standards, guidelines, and procedures relative to the identification, assessment, selection, and deployment of candidates for the management succession pool that adhere to the merit and fitness principles and ensure equal access to career opportunities; 3. Build, manage, and ensure security of a Career Information Subsystem of the Human Resource Information System covering all relevant data, i.e., events and movements (up, lateral, down, out) within the service, career norms, etc.; 4. Coordinate with the Personnel Division and Training Division relative to career planning and/or management of Bureau personnel; 5. Determine levels of quality performance and formulate criteria for selection of the high performers/high potential personnel; 6. Periodically formulate and develop appropriate evaluation materials for use in career counseling and planning, and management succession. 7. Coordinate and conduct studies to gather data necessary in the career management process; and, 8. Perform other related functions as may be assigned. C.2. Counseling Section 1. Develop, design, conduct, and evaluate assessment and testing of BIR personnel to determine career needs and individual goals; 2. Conduct interviews, discussions, and counseling sessions to supplement assessment and testing, and consequently, to plan the career of individual BIR employees; 3. Prepare evaluation reports and recommend decision for training or transfer (up/promotion, down/demotion, lateral/shifting, out/optional, retirement, resignation, or honorary dismissal); 4. Provide feedback and guidance to Bureau personnel and refer to more skilled professionals, if the need arises; and, 5. Perform other related functions as may be assigned. C.3. Management Development Section 1. Conduct career and development needs analysis to management and reconcile organizational goals with their individual career goals; 2. Design and plan a series of Management Development Programs for management and for the high performers and high potential personnel of BIR; 3. Administer the Executive Refresher Training System (ERTS) in coordination with the various Services in the National Office; and, 4. Perform other related functions as may be assigned. C.4. Management Succession Section 1. Develop and recommend policies, standards, guidelines, and procedures relative to the career progression and mobility of the Bureau's management and high performer/high potential Bureau personnel; 2. Study, design, implement, monitor, and evaluate a management succession program/system of the BIR covering all levels of managerial and supervisory positions; 3. Administer tests and conduct interviews to candidates of the management succession pool. 4. Recommend high performers/high potential personnel for promotion or other movements and for participation in professional and management training and development seminars; 5. Coordinate activities and measures involving all aspects of mobility of BIR personnel from reassignment, circulation, management succession, promotions, lateral entries and transfers, selection out and retirement, and similar concerns; 6. Review and update manuals, reports, and proposals relative to management succession and determine their applicability and relevance; and, 7. Perform other related functions as may be assigned. D. MEDICAL AND DENTAL DIVISION The Medical and Dental Division shall perform the following functions and responsibilities: 1. Prepare policies, standards, procedures, and program recommendations on the general health and welfare of BIR employees and their immediate dependents (limited to spouse and children); 2. Provide free medical and dental consultation and treatment; 3. Undertake regular physical examination of personnel; 4. Plan, implement, and evaluate health information and education programs for the Bureau personnel; 5. Develop and undertake other non-wage benefits and welfare programs for employees and establish linkages with other government agencies, NGOs, and the private sector to facilitate the effective implementation of medical, dental, and welfare programs; and, 6. Perform other related functions that may be assigned to it. The three (3) Sections under the Medical and Dental Division shall perform the following functions and responsibilities. D.1. Medical Services Section 1. Provide medical consultation and treatment and dispense medicine to BIR employees and their immediate dependents; 2. Attend to medical emergencies occurring within the National Office Building premises and give subsequent referrals to hospitals whenever necessary; 3. Render minor surgical treatment as cleaning and debridement of wounds, suturing and dressing, incision and drainage, and removal of foreign body; 4. Conduct pre-employment medical evaluation and issue corresponding medical certificates; 5. Evaluate sick leave application and verify authenticity and validity of submitted medical certificates; 6. Recommend acquisition of necessary equipment, instruments, supplies, and medicines and maintain the good working condition of equipment; 7. Conduct annual evaluation of the health status of all BIR personnel and maintain comprehensive, adequate, and updated medical records of each employee; 8. Perform routine ancillary diagnostic procedures whenever necessary; 9. Provide advice and recommendations on matters relevant to the general standards of hygiene and cleanliness, and environmental sanitation of working areas including canteens and building premises; 10. Study possible causes of stress and recommend measures to minimize if not eliminate them; and, 11. Perform other related functions as may be assigned. D.2. Dental Services Section 1. Provide dental services and dispense the needed medicine to employees and their immediate dependents; 2. Participate in health promotion programs especially with regard to dental health and oral hygiene; 3. Recommend acquisition of equipment, instruments, medicines, and supplies, and maintain the equipment in good working condition; 4. Conduct dental consultation, and provide diagnostic, preventive, restorative, and surgical treatment and follow-up to all employees and their immediate dependents; 5. Attend to dental emergency occurring within the National Office Building premises and give subsequent referral to hospitals/specialists whenever necessary; 6. Render minor surgical procedures as exodontia, incision, and drainage, etc.; 7. Maintain a comprehensive, adequate, and updated dental record of each employee; and, 8. Perform other related functions as may be assigned. D.3. Employee Welfare Section 1. Prepare, implement, and evaluate welfare activities for BIR employees such as nutrition program, pre-need and hospitalization insurance, pre-retirement programs, etc.; 2. Manage the conduct of medical and dental health information and education programs and undertake family planning seminars; 3. Develop, implement, and evaluate physical fitness program for employees; 4. Provide in-house counseling regarding work-related stress; 5. Perform other related functions as may be assigned. IV. REPEALING CLAUSE : All issuances or portions thereof not consistent with the provisions of this Order are hereby repealed or amended accordingly. V. EFFECTIVITY : This Order shall take effect immediately. For the Commissioner: VICTOR A. DEOFERIO, JR. Deputy commissioner