Guidelines for ITS Coaching

March 3, 2000 REVENUE MEMORANDUM ORDER NO. 14-00 TO : All Internal Revenue Officers and Others Concerned SUBJECT : Guidelines for ITS Coaching 1. BACKGROUND and OBJECTIVES Competent training in the use of the Integrated Tax System (ITS) is essential to the success of the Tax Computerization Program (TCP). The Bureau recognizes, however, that not all revenue employees have been able to complete the required instructor-led TCP training programs, while others do not have regular access to such programs. Other revenue employees who have previously undergone TCP training programs have also expressed the need for further assistance in the application of their skills and knowledge in the course of their duties. In this light, the Bureau has developed the ITS Coaching Program, through which additional training policies for the TCP shall be prescribed. This Order is therefore being issued to establish and to implement the relevant guidelines for the implementation of the ITS Coaching Program. llcd II. DEFINITION OF TERMS 1. ITS Coaching ITS Coaching is an alternative strategy offered by the Human Resource Development Service (HRDS) to assist revenue personnel who make use of the (ITS) in the performance of their duties. It is also a mechanism for on-site performance support to ITS users who have completed the relevant instructor-led training programs and have regular access to such programs, but require further assistance in applying their ITS-based skills and knowledge. ITS Coaching may also be considered as a substitute for instructor-led training in the case of revenue employees who have yet to complete formal training in the ITS and do not have regular access to the ITS training programs. LibLex 2. ITS Coach an ITS Coach is a revenue official or employee who is capable of delivering ITS Coaching. An ITS Coach may be: a) An ITS Champion - a resident personnel of a particular office who is an expert in the subject matter of a particular ITS subsystem or its capabilities; or, b) An ITS-Trained Personnel - a resident employee who has undergone formal training for an ITS system or course, and holds a Certificate of Training. 3. Trainee any revenue employee in need of ITS Coaching in order to effectively use the ITS in the performance of duties. cdll III. POLICIES AND GUIDELINES A. Designation and Orientation of ITS Coaches 1. At least one (1) ITS Coach shall be designated by the Head of Office for each section within a particular office. 2. In the selection of personnel to be designated as ITS Coaches, the Head of Office may request the assistance of the Training Delivery Division (TDD). 3. The TDD shall provide ITS Coaches with appropriate Coaching Orientation. These orientation activities shall be conducted at the Bureau's Training Centers. B. Conduct of ITS Coaching 1. ITS Coaching shall be delivered on-site and facilitated by ITS Coaches based at the Office concerned. - It shall be provided only when deemed necessary by the Head of Office, or upon specific request by a prospective Trainee. 2. The Head of Office concerned shall allot sufficient time for the ITS Coach and Trainee to conduct the required ITS Coaching sessions. 3. It shall be the responsibility of the ITS Coach and Trainee to make the necessary arrangements for an ITS Coaching session (e.g. reservation of a training room and computer hardware, coordination with the Revenue Data Center concerned for sample data, etc.) prcd 4. Each ITS Coaching session shall be strictly limited to a maximum of three (3) Trainees. 5. Every Trainee shall be provided by ITS Coach with a "walkthrough" of the procedures necessary for the Trainee to effectively use the ITS in the performance of the trainee's duties. The ITS Coaching Guide and other training materials prepared by the Training Management Division (TMD) shall be used by the ITS Coach in conducting a walkthrough. C. Evaluation of ITS Trainees 1. Any Trainee shall have the option of using ITS Coaching as a substitute for participation in a formal instructor-led training course. However, a Trainee shall be required to take the Proficiency Assessment examination administered by the TDD. 2. An ITS Coaching / Evaluation Report shall be submitted by an ITS Coach for each Trainee to the Head of Office concerned, at the conclusion of an ITS Coaching session. No Trainee shall be allowed to undergo a Proficiency Assessment examination until the appropriate ITS Coaching / Evaluation Report has been submitted by the trainee's Head of Office to the TDD. 3. It shall be the responsibility of the Trainee to coordinate with the TDD in scheduling his/her Proficiency Assessment examination. 4. A Certificate of Training shall be issued by the TDD to a Trainee who obtains a satisfactory rating in the Proficiency Assessment examination. llcd 5. Any Trainee who fails to obtain a satisfactory rating in the Proficiency Assessment examination shall be required to attend the pertinent instructor-led training course during the next available schedule. IV. DUTIES AND RESPONSIBILITIES A. The Head of Office Each Head of Office shall: 1. Select and designate an ITS Coach for each Section within the Office that uses the ITS; 2. Authorize the conduct of an ITS Coaching Session for a Trainee based upon assessment of the Trainee's skills, or upon specific request of the Trainee; 3. Allot sufficient time for the conduct of ITS Coaching sessions; 4. Countersign and transmit to the TDD the ITS Coaching / Evaluation Report to be submitted by an ITS Coach for a Trainee scheduled to undergo a Proficiency Assessment examination; and 5. Provide management support for ITS Coaching at trainee's Office. B. The ITS Coach The ITS Coach shall: 1. Perform ITS Coaching upon the directive of Trainee's Head of Office; 2. Coordinate with the trainee in making arrangements for the conduct of ITS Coaching sessions; cdlex 3. Provide a Trainee with a "walkthrough" of all procedures that must be performed in order for the Trainee to use the ITS in the performance of his/her duties; and 4. Submit to the corresponding Head of Office an ITS Coaching / Evaluation Report on the Trainee concerned as a prerequisite for the latter's Proficiency Assessment examination. C. The Trainee The ITS Trainee shall: 1. Request Trainee's Head of Office for ITS Coaching, should the need arise; cdll 2. Coordinate with the ITS Coach. in making the necessary arrangements for the conduct of an ITS Coaching session; 3. Request the Systems Administrator concerned for special access to the ITS Database, following the policies and procedures established by the Systems Management Division; LibLex 4. Take the required Proficiency Assessment examination, following the completion of the necessary ITS Coaching session(s); and 5. Request the Systems Administrator for the grant of regular access to the ITS following the procedures prescribed by the Systems Management Division, should the Trainee obtain a satisfactory Proficiency Assessment rating; or, 6. Attend the- pertinent instructor-led ITS training program as scheduled by the TDD, should the Trainee fail to obtain a satisfactory Proficiency Assessment rating. D. The Training Delivery Division (TDD) The TDD shall: 1 Assist the Head of Office in the selection of personnel to be designated as ITS Coaches; llcd 2. Provide all ITS Coaches with a copy of the Coaching Guide and other pertinent resource and information materials; 3. Conduct appropriate Coaching Orientation for new ITS Coaches; prcd 4. Upon completion of a Coaching Orientation session, issue appropriate Certificate identifying a revenue employee as an ITS Coach; 5. Coordinate with the Trainee concerned in the scheduling of his/her Proficiency Assessment examination, following receipt of the required ITS Coaching/Evaluation Report from Trainee's Head of Office; cdlex 6. Coordinate with Training Manager of the BIR Training Center Concerned for the schedule of Proficiency Assessment examination that shall be conducted outside the National Office; 7. Administer the Proficiency Assessment examination; 8. Issue Certificates of Training to Trainees who obtained satisfactory ratings in their Proficiency Assessment examination; 9. Update the Division's ITS training records to reflect the successful completion of ITS Coaching by Trainees who obtain satisfactory Proficiency Assessment ratings; 10. Provide the Systems Administrators concerned with updated ITS training. records; and 11. Schedule the mandatory participation of unsuccessful Trainees at the next available instructor-led training course relevant to their duties and responsibilities. E. The Training Management Division (TMD) The TMD shall: 1. Provide Coach/Trainer Guide which will be used in the Coaching Orientation Session; and 2. Prepare the Proficiency Assessment examination materials. F. The Systems Administrator The Systems Administrator shall: 1. Provide Trainees with special access to the ITS for the duration of an ITS Coaching session; and prcd 2. Give successful Trainees regular access to the ITS. V. REPORTING REQUIREMENTS 1. The TDD shall furnish the Assistant Commissioner for HRDS, Deputy Commissioners for Resource Management and Information Systems, a List of all Certified ITS Coaches. Updated copies of the list shall be furnished the aforesaid officials at the end of every quarter. 3. The TDD shall also provide the Assistant Commissioner, HRDS with a Quarterly Status Report of all Trainees who have undergone ITS Coaching during a particular Quarter. VI. REPEALING CLAUSE All revenue issuance and/or portion(s) thereof that are inconsistent herewith are hereby revoked and/or amended accordingly. VII. EFFECTIVITY This Order shall take effect immediately. (SGD.) DAKILA B. FONACIER Commissioner of Internal Revenue