Organization and Functions of the Human Resource Development Service Including the Divisions Under It Down to Section Level

August 7, 2000 REVENUE ADMINISTRATIVE ORDER NO. 13-00 SUBJECT : Organization and Functions of the Human Resource Development Service Including the Divisions Under It Down to Section Level TO : All Internal Revenue Officers and Others Concerned I. OBJECTIVE: This Order defines the organization and functions of the Human Resource Development Service including its divisions and sections pursuant to Executive Order No. 175 dated November 3, 1999 on Organizational Restructuring of the Bureau of Internal Revenue to Improve Administrative Control Over Certain Categories of Taxpayers. CSEHcT II. ORGANIZATION: The Human Resource Development Service shall be under the direct supervision of the Deputy Commissioner for Resource Management Group. It shall be headed by an Assistant Commissioner and shall be composed of the following divisions with their respective sections: A. Personnel Division 1. Information and Records Section 2. Manpower Management Section 3. Career Management Section 4. Performance Evaluation and Management Section 5. Compensation and Benefits Section B. Training Management Division 1. Training Policy and Research Section 2. Regular Training Materials Development Section 3. Business and Technical Training Materials Development Section 4. Training Evaluation Section 5. Scholarship Section C. Training Delivery Division 1. Training Section I 2. Training Section II 3. Training Materials Production Section 4. Training Support Section 5. BIR Library D. Medical, Dental and Welfare Division 1. Medical Services Section 2. Dental Services Section 3. Employee Welfare Section III. FUNCTIONS: HUMAN RESOURCE DEVELOPMENT SERVICE shall: 1. Perform staff, advisory and consultative functions relative to personnel matters, training management and delivery, medical, dental and other personnel welfare programs; 2. Identify quantitative and qualitative manpower requirement of the Bureau; 3. Undertake selection, recruitment and processing of appointments for employment and/or promotion of revenue personnel; 4. Develop and/or enhance the Bureau's training curriculum for the continuous professional development of Bureau personnel; 5. Develop and maintain all instructional and training materials for all courses to facilitate in-house trainings; 6. Conduct training courses whether in-house or vendor delivered for National Office, Regional Office and Revenue Data Center personnel; 7. Manage the BIR library facility and provide reading and other reference services; 8. Provide free medical and dental consultation and treatment to BIR personnel and their dependents; SaICcT 9. Manage the general welfare programs for BIR employees e.g. Nutrition Program, Physical Fitness Program and others; 10. Administer the Human Resource Information System (HRIS) specifically on the requirements for process improvement; 11. Serve as clearing house for Revenue Special Orders (RSOs) and Revenue Travel Assignment Orders (RTAOs); 12. Develop and administer policies, work programs, standards, guidelines and procedures relative to the abovementioned functions; 13. Provide policy guidance and operational directions to all divisions under the Service relative to the abovementioned functions; 14. Coordinate with proper offices in the implementation of the abovementioned functions; 15. Monitor, evaluate and improve programs and activities under the responsibility of the Service; 16. Review, recommend and/or approve all reports and other actions of the divisions under the Service; 17. Consolidate and/or prepare prescribed reports for submission to the offices concerned; and 18. Perform such other related functions as may assigned. A. Personnel Division shall: 1. Formulate policies, work programs, standards, guidelines and procedures on personnel information, manpower planning, recruitment, selection, promotion, career management, compensation and benefits and employees' performance appraisal; 2. Conduct studies on trends in personnel administration/human resource management; 3. Design and administer evaluation programs for the Career Management System; 4. Establish linkages with the Civil Service Commission (CSC), Department of Budget and Management (DBM), Government Service Insurance System (GSIS), Technical Education and Skills Development Authority (TESDA), National Intelligence Coordinating Agency (NICA), accredited hospitals, and other offices for issues relative to recruitment and personnel administration; 5. Advise management on all personnel policies; 6. Review proposed RSOs and RTAOs prepared and submitted by different offices; 7. Maintain the HRIS specifically on the requirements for process improvement; 8. Disseminate information on Civil Service Commission rulings and court decisions concerning employees' conduct and disciplinary action; 9. Coordinate with the proper offices in the implementation of the abovementioned functions; 10. Prepare prescribed reports for submission to the offices concerned; 11. Prepare revenue issuances relative to the abovementioned functions; and 12. Perform such other related functions as may be assigned. 1. Information and Records Section shall: 1.1. Maintain the HRIS specifically on the requirements for process improvement, Operations Manual, templates review, enhancements, correspondence, reports review and updating of pertinent codes tables; 1.2. Coordinate with other offices concerned on the update of HRIS; 1.3. Organize, analyze, monitor and evaluate studies on personnel trends and movements; DcaSIH 1.4. Serve as the official repository of records and documents of revenue personnel including their 201 files; 1.5. Process and issue employees' Identification Cards (IDs); 1.6. Prepare, maintain and update the Directory of BIR Officials and Employees and other related documents required by management; 1.7. Act on requests for change of name, civil status, date of birth and other relevant information and issue certifications on pertinent data for valid reasons, whenever necessary; 1.8. Refer requests for changes/revisions of personal data to Inspection Service for investigation in cases of fraud and falsification and issue certification, whenever necessary; 1.9. Prepare, review and serve RSOs and RTAOs; maintain a record of the same; 1.10. Provide assistance relative to applications for memberships in GSIS, PAG-IBIG and other programs, applications for loans and other benefits, and other related activities; and 1.11. Perform such other related functions as may be assigned. 2. Manpower Management Section shall: 2.1. Undertake continuing studies and updates on the following: 2.1.1. Staffing Pattern 2.1.2. Qualification Standards 2.1.3. System of Ranking 2.1.4. Job Descriptions 2.1.5. Job Design; 2.2. Identify regularly quantitative and qualitative manpower requirement of the Bureau; 2.3. Determine appropriate criteria and standards for the selection of applicants for hiring and employees for promotion; 2.4. Liaise with the CSC, DBM, placement centers, schools and colleges in active search for qualified prospective applicants; 2.5. Take action on and prepare replies to applications and related correspondences; 2.6. Conduct testing and interviews and evaluate applicants' knowledge, skills, abilities, work and social values/attitudes; 2.7. Issue referrals to applicants for them to secure NICA clearances and undertake the neuro-psychiatric examinations with accredited hospitals; 2.8. Act as secretariat to the regular meetings of the Selection Board; 2.9. Process appointments for employment and/or promotion of revenue personnel except those covered by the delegated authority of the Regional Directors; 2.10. Monitor the probationary period of new appointees; 2.11. Supervise and monitor the use of the approved Plantilla of Personnel of the Bureau; and 2.12. Perform such other related functions as may be assigned. 3. Career Management Section shall: 3.1. Study, design and evaluate programs, systems and/or procedures on career pathing and career counselling for all BIR employees; 3.2. Build, manage and ensure security of a Career Information Subsystem of the HRIS covering all relevant data, i.e., events and movements of the members of the career population; 3.3. Develop a system of assessment and testing to determine the career development needs of the career population; 3.4. Conduct career development needs analysis involving the career population with the view of reconciling organizational goals with their individual career goals; 3.5. Conduct interviews and counselling sessions and provide feedback and guidance to supplement assessment and testing and consequently, to plan the career of individual BIR employees; 3.6. Coordinate activities and implement measures involving all aspects of mobility of the career population, e.g. reassignment, circulation, rotation and similar concerns; 3.7. Administer the Executive Refresher Training System (ERTS) in coordination with the various Services/Divisions in the National Office; and 3.8. Perform such other related functions as may be assigned. 4. Performance Evaluation and Management Section shall: 4.1. Study, design, monitor and evaluate the employees' performance evaluation system to determine its effectiveness in meeting the Bureau's goals; 4.2. Identify standards and criteria, and calibrate ratings for performance measurements; 4.3. Assist office/unit heads in conducting performance evaluation and giving regular feedback session to their respective personnel; aTSEcA 4.4. Undertake studies and prepare recommendations relative to rewards and sanctions in support of the performance appraisal system of the Bureau; 4.5. Evaluate appraisal and rankings of employees' performance based on submitted performance evaluation sheets; and 4.6. Perform such other related functions as may be assigned. 5. Compensation and Benefits Section shall: 5.1. Undertake and administer sound compensation, benefits and incentive schemes for Bureau employees; 5.2. Provide services for the processing of leave credits, retirement and separation benefits, GSIS/PAG-IBIG and death benefits and authorize payments thereof; 5.3. Act on matters concerning attendance, computation of leave credits, transfer to other government offices, retirement, resignation, leave of absence viz. sick, vacation, study leave, maternity and terminal leave, and related activities; 5.4. Refer to the Internal Security Division cases of habitual absenteeism, tardiness, absence without official leave (AWOL), and related violations of office rules and regulations on attendance and performance; 5.5. Authorize salary suspensions, resumptions, deductions, and/or stoppage in applicable cases; 5.6. Recommend dropping of employee from the rolls of revenue personnel; 5.7. Act on requests for permission to teach, practice a profession, travel abroad, engage in business and other related requests; and 5.8. Perform such other related functions as may be assigned. B. Training Management Division shall: 1. Formulate policies, work programs, standards, guidelines and procedures pertinent to the development of all training programs in the Bureau including scholarship programs and study grants for Bureau personnel; 2. Conduct Training Needs Analysis (TNA) to identify the competency gaps of the Bureau personnel; 3. Recommend effective training program based on the identified training needs; 4. Develop and design course syllabus, curriculum and other training materials to be used for various training programs; 5. Design evaluation instruments, monitor and evaluate training programs and recommend effective measures to improve said programs; 6. Administer and evaluate the scholarship programs and study grants for the Bureau personnel; 7. Administer post-evaluation of trained personnel of the Bureau to gauge improvement on their knowledge, skills and attitudes towards their jobs; 8. Coordinate with the proper offices in the implementation of the abovementioned functions; 9. Prepare prescribed reports for submission to the offices concerned; 10. Prepare revenue issuances relative to the abovementioned functions; and 11. Perform such other related functions as may be assigned. 1. Training Policy and Research Section shall: 1.1. Formulate/enhance policies, standards, guidelines and procedures relative to the Bureau's training programs and evaluation designs and strategies; aESIDH 1.2. Conduct training needs analysis to determine appropriate trainings for Bureau personnel; 1.3. Prepare the training plan of the Bureau; 1.4. Establish criteria for selection of participants to training programs and nominees for scholarships and study grants of the Bureau; 1.5. Identify new training courses/curriculum for the continuous professional development/improvement of Bureau personnel; 1.6. Prioritize and recommend trainings to be conducted by Training Delivery Division; and 1.7. Perform such other related functions as may be assigned. 2. Regular Training Materials Development Section shall: 2.1. Design course syllabus/curriculum and develop informational/training materials for regular training programs; 2.2. Study and adopt new methods and applications of technologies (multi-media, computer graphics, etc.) for learning purposes and other related functions; 2.3. Enhance/improve/revise training materials and course curriculum/syllabus based on post-training evaluation results and recommendation/direction from top management; 2.4. Maintain and update all instructional/informational materials and course syllabus/curriculum relative to regular trainings; 2.5. Coordinate with consultants as well as other offices regarding regular training concerns and activities; 2.6. Coordinate and consult with the Training Evaluation Section on results of post-training evaluations; 2.7. Plan and implement releases of newly developed or updated instructional materials for use in regular trainers' initial conduct of trainings/briefings to be coordinated with Training Delivery Division; 2.8. Plan and arrange for joint projects and exchange programs with other agencies concerned with training materials development; and 2.9. Perform such other related functions as may be assigned. 3. Business and Technical Training Materials Development Section shall: 3.1. Design course syllabus/curriculum and develop informational/training materials for business trainings; 3.2. Design course syllabus/curriculum for technical trainings utilizing the informational/instructional materials developed and furnished by Information Planning and Quality Service of Information Systems Group; 3.3. Study and adopt new methods and applications of technologies (multi-media, computer graphics, etc.) for learning purposes and other related functions; 3.4. Enhance/improve/revise training materials and course curriculum/syllabus based on post-training evaluation results and recommendation/direction from top management; 3.5. Develop and maintain the content of training database in coordination with DBA Pool of ISG relative to ITS; 3.6. Coordinate with consultants as well as other offices regarding business and technical training concerns and activities; 3.7. Coordinate and consult with the Training Evaluation Section on results of post-training evaluations; 3.8. Plan and implement releases of newly developed or updated instructional materials for use in business trainers' initial conduct of trainings/briefings to be coordinated with Training Delivery Division; HSaIDc 3.9. Plan and arrange for joint projects and exchange programs with other agencies concerned with business and technical training materials development; and 3.10. Perform such other related functions as may be assigned. 4. Training Evaluation Section shall: 4.1. Prepare/design training evaluation questionnaires or instruments; 4.2. Administer post-evaluation of trained personnel in coordination with their immediate supervisor; 4.3. Conduct training course evaluation studies and analysis; 4.4. Prepare training evaluation results and recommendations; and 4.5. Perform such other related functions as may be assigned. 5. Scholarship Section shall: 5.1. Formulate policies, standards, guidelines and procedures on local and foreign scholarship programs of the Bureau; 5.2. Evaluate local and foreign trainings/scholarship invitations for dissemination/processing of nominee/s recommendation/s; 5.3. Coordinate with the Civil Service Commission (CSC), National Economic and Development Authority (NEDA), Department of Foreign Affairs (DFA), Department of Finance (DOF) and other agencies regarding local and foreign scholarship invitations; 5.4. Facilitate processing of application, certification, authorization and requests for extension as well as scholarship contracts of CSC-Local Scholarship Program (CSC-LSP) scholars as well as in the preparation of documents for foreign scholarship nominees of the Bureau; 5.5. Develop, monitor and update the following rosters: CSC-LSP grantees, BIR Career Executive Service (CES) eligibles, local and foreign scholarship/training grantees, BIR employees who graduated with honors, etc.; 5.6. Monitor the rendering of compulsory service obligation of the scholarship grantee/s to the Bureau equivalent to the period of scholarship/training granted; 5.7. Prepare/maintain the database/pool of scholarship nominees; 5.8. Provide information materials on scholarships and other grants; and 5.9. Perform such other related functions as may be assigned. C. Training Delivery Division shall: 1. Prepare and recommend necessary standards, guidelines and procedures on the update as well as conduct and/or implementation of training calendar; 2. Administer the conduct of all training courses; 3. Continuously upgrade the knowledge, skills, abilities, values and orientation of trainers/staff; 4. Hold responsibility over and act as single point-of-contact for any issues or concerns regarding the trainee database; ATEHDc 5. Maintain a directory of competent pool of trainers and resource speakers for the conduct and facilitation of all in-house and/or on-site prescribed training programs; 6. Manage and supervise the BIR Library; 7. Coordinate with the proper offices in the implementation of the abovementioned functions; 8. Prepare prescribed reports for submission to the offices concerned; 9. Prepare revenue issuances relative to the abovementioned functions; and 10. Perform such other related functions as may be assigned. 1. Training Section I shall: 1.1. Prepare, update and implement the Training Calendar for regular trainings; 1.2. Conduct/deliver regular training courses whether in-house delivered or vendor-delivered for National Office, Regional Office and Revenue Data Center personnel; 1.3. Maintain/update directory of trainers; 1.4. Provide capable course coordinators, facilitators and resource speakers for regular training conducts; 1.5. Hold responsibility for ensuring that all necessary training resources are available, i.e. preparation of invitation letters to trainers and resource speakers, selection of training venues and facilities, etc.; 1.6. Prepare summary of evaluation data received after regular training conducts and forward the same to Training Management Division; 1.7. Conduct core trainers' preparation sessions/"Train-the-Trainers" Seminar upon release of newly developed or updated instructional materials/trainer's guide; 1.8. Serve as the official repository of pertinent records, reports and documents on regular training conducts, course materials and other training materials for the use of authorized personnel; and 1.9. Perform such other related functions as may be assigned. 2. Training Section II shall: 2.1. Prepare, update and implement the Training Calendar for business and technical trainings; 2.2. Conduct/deliver business and technical trainings whether in-house, on-site or vendor-delivered for National Office, Regional Office and Revenue Data Center personnel; 2.3. Maintain/update directory of trainers; 2.4. Provide capable course coordinators, facilitators and resource speakers for business and technical training conducts; 2.5. Hold responsibility for ensuring that all necessary training resources are available, i.e. preparation of invitation letters to trainers and resource speakers, selection of training venues and facilities, etc.; 2.6. Prepare summary of evaluation data received after conduct of trainings and forward the same to Training Management Division; 2.7. Conduct core trainer's preparation sessions/"Train-the-Trainers" Seminar upon release of newly developed or updated instructional materials/trainer's guide; 2.8. Serve as official repository of pertinent records, reports and documents on business and technical training conducts, course materials and other training materials; and 2.9. Perform such other related functions as may be assigned. CIAcSa 3. Training Materials Production Section shall: 3.1. Take charge of the supplies and materials to be used for the preparation of visual aids/instructional materials pertinent to training delivery; 3.2. Handle the reproduction of instructional materials and handouts developed by Training Management Division; 3.3. Acquire, manage and maintain necessary training equipment, tools, facilities and related resources; 3.4. Conduct periodic inventory of training equipment, supplies and learning-related materials; and 3.5. Perform such other related functions as may be assigned. 4. Training Support Section shall: 4.1. Identify target training participants; 4.2. Schedule personnel to appropriate training courses based on the individual's career path as determined by Career Management Section of Personnel Division and prepare the necessary RSO; 4.3. Prepare course accomplishment certificates of trainees upon successful completion of training; 4.4. Maintain and control trainee database; 4.5. Monitor the schedule/attendance of participants to different seminars/trainings/conferences and coordinate with Personnel Division to ensure that relevant information are logged in the 201 files of concerned personnel; 4.6. Coordinate with Financial and Administrative Service and other concerned offices to facilitate the approval of training contracts negotiated by the Service requesting the training; cAIDEa 4.7. Prepare documents/papers relative to travel, lodging, honoraria, etc. of trainers and resource speakers; and 4.8. Perform such other related functions as may be assigned. 5. BIR-Library shall: 5.1. Manage the library facilities and provide reading and other reference services; 5.2. Undertake library extension services to the Regional Offices; 5.3. Establish network of information exchanges with other libraries; 5.4. Maintain index of current and historical published BIR documents; 5.5. Contribute to the preparation of publications and multi-media packages as learning resources for the various training programs; and 5.6. Perform such other related functions as may be assigned. D. Medical, Dental and Welfare Division shall: 1. Formulate policies, work programs, standards, guidelines and procedures on the general health and welfare of Bureau employees and their immediate dependents; 2. Provide free medical and dental consultation, treatment and prescribe and/or dispense available medicines, whenever necessary; 3. Undertake regular physical examination of personnel; 4. Develop and administer welfare programs for the Bureau employees; 5. Coordinate with the proper offices in the implementation of the abovementioned functions; 6. Prepare prescribed reports for submission to the offices concerned; 7. Prepare revenue issuances relative to the abovementioned functions; and 8. Perform such other related functions as may be assigned. 1. Medical Services Section shall: 1.1. Provide free medical consultation and treatment and prescribe and/or dispense available medicines to BIR personnel and their immediate dependents; 1.2. Attend to medical emergencies occurring within the National Office premises and give subsequent referrals to hospitals, whenever necessary; 1.3. Render minor surgical treatment as debridement of wounds, cautery, suturing and dressing, incision and drainage, and removal of foreign body; 1.4. Perform routine ancillary diagnostic and therapeutic procedures, whenever necessary; 1.5. Conduct pre-employment medical evaluation and issue corresponding medical certificate; 1.6. Evaluate sick leave application exceeding five days and verify authenticity and validity of submitted medical certificates; 1.7. Issue medical certificates for study grants and related purposes; 1.8. Coordinate annual evaluation of the health status of BIR personnel and maintain comprehensive, adequate and updated medical records of each patient-employee in cooperation with the DOH and the accredited hospital; 1.9. Recommend acquisition of necessary medical equipment, instruments, supplies and medicines and see to it these are always kept in good working condition; and IECcaA 1.10. Perform such other related functions as may be assigned. 2. Dental Services Section shall: 2.1. Provide free dental services and treatment to BIR personnel and their immediate dependents; 2.2. Conduct dental consultation and provide diagnostic, preventive, restorative and surgical treatment and follow-up to all employees and their immediate dependents; 2.3. Attend to dental emergencies occurring within the National Office premises and give subsequent referrals to hospitals/specialists, whenever necessary;