1997 Model Office Awards

June 24, 1997 REVENUE MEMORANDUM ORDER NO. 35-97 SUBJECT : 1997 Model Office Awards TO : All Revenue Personnel and Officials I. Objectives 1. To sustain efforts at improving the office environment/area for the benefit of BIR personnel. 2. Create a client-friendly environment for visitors and familiarize them with the BIR on-going programs and objectives. LLphil 3. To recognize efforts of all Bureau units toward improving their work surrounding and delivery of services. II. Policies 1. Criteria All revenue personnel are expected to maintain austerity and low key profile. The use of expensive decoration materials hiring of professional interior decorators, and costly renovation are grounds for disqualification. The criteria for the selection of winners for the 1997 Model Office Awards are the following: a) Availability of pertinent information and guidelines 20% i. Display of guidelines on services, flowcharts and posters on frontline services ii. Availability of primers, journals, tax returns, BIR forms and other tax information materials iii. Clear identification or labelling of units within the office. iv. Availability and visibility of taxpayers service counters or visitors area. b) Cleanliness and orderliness 30% i. Arrangement of tables and chairs, filing cabinets and other office furniture and fixtures. ii. Arrangement of books, documents and other materials on the tables cabinets and shelves. iii. Arrangement of flowcharts, posters, revenue issuances and other decorative information materials on the wall. iv. Cleanliness of floors and walls of the office v. Sufficiency of light and ventilation. vi. Absence of valueless records and/or obsolete equipment. c) Quality of service rendered to clients 30% i. Observance of dress code and wearing of ID. ii. Observance of office hours (time records) iii. Maintenance of log book for visitors/clients. iv. Ample space of taxpayers to walk thru. v. Availability of chairs or waiting area for taxpayers/visitors. vi. Presence of personnel manning the service counters/receiving area. d) Office lay-out 20% i. Accessibility and visibility of location of the Head of Office. ii. Arrangement of sections/units such that seating arrangement is not confusing. iii. Presence of labels/names of personnel. iv. Seating arrangement is according to work flow. 2. The BIR offices shall be grouped into five (5) areas. Except for the National Office, each area shall have two winners: one Regional Division and Revenue District Office for the regional offices. These are: a) National Office (Divisions) b) Metro Manila (Regional Division and Revenue District Office) i. Region 5 Valenzuela ii. Region 6 Manila iii. Region 7 Quezon City iv. Region 8 Makati City c) Luzon (Regional Division-and Revenue District Office) i. Region 1 Calasiao, Pangasinan ii. Region 2 Cordillera Administrative Region iii. Region 3 Tuguegarao, Cagayan iv. Region 4 San Fernando, Pampanga v. Region 9 San Pablo City vi. Region 10 Legaspi City d) Visayas (Regional Division and Revenue District Office) i. Region 11 Iloilo City ii. Region 12 Bacolod City iii. Region 13 Cebu City iv. Region 14 Tacloban City e) Mindanao (Regional Division and Revenue District Office) i. Region 15 Zamboanga City ii. Region 16 Cagayan de Oro City iii. Region 17 Butuan City iv. Region 18 Cotabato City v. Region 19 Davao City 3. Composition of the Board of Judges The composition of the Board of judges for each area are the following: i) National Office (Divisions) BIR resident Civil Service Director, or authorized representative as Chairperson, authorized representative from the Office of the Commissioner, Resident COA Auditor. ii) Regional Division The Regional Director as Chairman, and an authorized representative from the regional Civil Service Commission (CSC) and the Department of Education, Culture and Sports (DECS) as members. iii) Revenue District Offices The Regional Director as Chairman and two representatives from the office of the Regional Director as members. iv) Area levels for Metro Manila, Luzon, Visayas, and Mindanao The Commissioner or her authorized representative as Chairperson, and an authorized representative each from the offices of the DCIR-Resource Management Group and DCIR-Operations Group, MOC member. LLpr 4. Judging Period a) Judging for the Regional Divisions, RDOs, and National Office Divisions shall take place between July 1 and 7, 1997. b) The judging for the area winners of Regional Divisions and District Offices will take place between July 14-25, 1997. Judging should be completed by July 28, 1997. 5. Documentation Requirements a) Winning offices are required to submit one set (four photographs) of colored pictures with size five inches by seven inches (5"x 7") one photograph showing a representation of each of the four (4) major criteria to be given to the MOC member during the final judging. b) Results of judging of regional division and district offices shall be sent to the Chairperson Model Office Committee through any of the following FAX Nos.; i) 927-0994 (Statistics Division) ii) 921-9427 (Management and Planning Service) iii) 922-9345 (Office of the Deputy Commissioner, Resource Management Group). c) Original documents/results shall be picked up by the member/representative for the Model Office Committee during the judging of the area winners. Metro Manila results should be delivered to the Model Office Committee within twenty-four hours upon completion of judging. 6. Prizes and Awards Prizes and awards shall consist of a Plaque of Participation, a gift in kind and Certificates of Recognition for the area winners. There shall be one winner in the National Office and two (2) winners in the regional areas: one Regional Division and one Revenue District Office for Metro Manila, Luzon, Visayas, and Mindanao areas. III. Procedures A. Model Office Committee A Model Office Committee shall be created composed of a Chairperson, Assistant Chairperson, and eight members with the following tasks: 1. Prepare the following: a) This memorandum b) Work Plan c) Budget d) Tally sheets of the Judges e) Certificates of Appreciation for the Winners 2. Coordinate with the Procurement Division for the Prizes of Area Winners. 3. Consolidate results of winners for submission to the Office of the Commissioner through the Office of the Deputy Commissioner of the Resource Management Group before the Awarding Ceremonies on or before July 30, 1997. 4. Consolidate all pictures of winning offices to be submitted to the Office of the Deputy Commissioner, Resource Management Group on or before August 29, 1997 for record purposes. 5. Participate in the judging of area winners in the National Office, Metro Manila, Luzon, Visayas, and Mindanao. B. Board of Judges 1. The Regional Director as Chairperson shall submit in writing the names of the designated judges for the regional division and district office level to the Chairperson, Model Office Committee on or before June 30, 1997 through any of the FAX numbers enumerated earlier. 2. The Chairperson shall consolidate the results of judging and shall submit the results in writing to the Chairperson of the Model Office Committee on or before July 28, 1997. C. Announcement of Winners Winners will be announced on August 1, 1997 during the BIR Anniversary Celebration Ceremonies. IV. Repealing Clause This Memorandum supersedes any other issuances inconsistent hereof. V. Effectivity This Memorandum takes effect immediately until further amended. LIWAYWAY VINZONS-CHATO Commissioner