Installation of a Work Simplification Project in the Bureau of Internal Revenue

July 2, 1962 REVENUE MEMORANDUM ORDER NO. 46-62 SUBJECT : Installation of a Work Simplification Project in the Bureau of Internal Revenue One of the objectives of the Management Improvement Program of the Bureau of Internal Revenue is the adoption and installation, on a self-help basis, continuing management improvement projects with initial emphasis on work simplification. To this, end, officials of the divisions and sections of this Bureau were given training on management supervision, particularly on the use and application of a set of techniques to improve procedures, work distribution and work methods. To carry out this project, it is desirable that they be provided with initial technical assistance. For this purpose, a Work Simplification Project Team is hereby created (Organization Chart attached as Annex A) which shall function until such time as operating officials of the divisions and sections shall be in a position to continue the project on their own. The Project Team shall be divided into five sub-teams corresponding to the five departments of the Bureau. Each sub-team shall be composed of at least one Management Analyst from the Organization and Methods (O & M) Staff and Division Improvement Officers (those operating officials designated under Management Improvement Order No. V-9, dated January 8, 1962 and listed in Annex S hereof). The Chief of the O & M Staff is hereby designated as Project Leader. In the conduct of this project, he and the other members of the Project Team shall be assisted by Management Analysts from the Management Service of the Budget Commission who are at present assigned with the Bureau to give advice and guidance in carrying out its Management Improvement Program. To effect coordination and clear understanding of the working relationships among the members of the Project Team, their duties and responsibilities are defined as follows: A. Project Leader : 1. Develops a systematic plan for carrying out a bureau-wide work simplification program. 2. Plans, directs, coordinates, and controls the activities of the sub-teams. 3. Provides the Revenue Operations Head for Management and Planning with up-to-date information on the progress and results of the work simplification activities. 4. Prepares for the Revenue Operations Head (Management and Planning) every calendar semester and every calendar year, a consolidated report to the Commissioner of Internal Revenue on the progress and results of the work simplification activities, which should be submitted within thirty (30) days after the end of the period involved. O & M Management Analyst : 1. Coordinates all work simplification activities among the divisions under the department assigned to him. 2. Provides assistance and advice to Division Improvement Officers in the planning and conduct of improvement activities in their respective divisions. 3. Brings to the attention of other sub-teams, upon clearance of the department head concerned, intra-department problems. 4. Measures the agenda of and presides in the fortnightly conferences of the department sub-team, and calls, upon approval of the department head, special meetings of the department sub-tea.. C. Division Improvement Officer : 1. Assists his Division Chief in planning and conducting work simplification activities in his division. 2. Reviews and evaluates recommendations of Section Chiefs on desired changes or improvements to be made in his division and makes appropriate recommendations to his Division Chief. 3. Assists Section Chiefs in the installation of desired changes upon approval of his Division Chief or his/her authority. 4. Assists and coordinates for the Division Chief the work simplification efforts in his division. First line supervisors shall be primarily responsible for carrying on this project, work simplification being a supervisor's responsibility. The support and cooperation of Department Heads and Division Chiefs to this project is necessary to assure its success. For a better understanding, the role of these officials are enumerated hereunder. cdaisa SECTION CHIEF 1. Undertakes continuing studies on work distribution, procedures, office layout, and work methods within his unit. 2. Submits recommendations to his Division Chief, through the Division Improvement Officer, desired changes or improvements to be made. 3. Implement desired changes and recommended improvements upon approval of his Division Chief or higher authority. 4. Submits to his Division Chief, on the 25th of each month, a report on the progress of work simplification efforts being undertaken in his unit. DIVISION CHIEF: 1. Coordinates work simplification activities in his division. 2. Approves and/or recommends to his/her authority for approval, recommendations of Section Chiefs on desired changes or improvements to be made. 3. Supervise the installation of desired changes or improvements to be made. 4. Submits to his Department Head, at the end of each month, a report on the progress of work simplification efforts being undertaken in his division. DEPARTMENT HEAD Assumes over-all responsibility and leadership for work simplification activities in his department. Approves and/or recommends to higher authority for approval, recommendations of his Division Chiefs on desired changes or improvements to be made. Submits to the Commissioner of Internal Revenue at the end of each quarter, through the Management and Planning Department, a consolidated progress report on work simplification activities in is Department. The Revenue Operations Head (Management and Planning) who is the Project Coordinator for the bureau-wide Management Improvement Program shall assume over-all leadership in this project. Eventually, the Work Simplification Project shall be extended to the Regional Districts after the appropriate regional personnel shall have been given training on management supervision. The Revenue Operations Head (Management & Planning) shall determine when these projects shall be started at the regional level and shall make such detailed plans as are necessary to ensure their successful execution. In the Regional Districts where management supervision courses have been conducted, the officials who took the course are encouraged to undertake improvement activities in their respective offices on a self-help bases. Improvements altering or affecting bureau-wide policies and procedures shall not, however, be installed without prior approval of the Commissioner of Internal Revenue. A report thereof shall be submitted by the Regional Director to the Commissioner of Internal Revenue, attention: Chief, Organization & Methods Staff, Management & Planning Department. This Order supersedes Management Improvement Order No. V-9 dated January 8, 1962. (SGD.) JOSE B. LINGAD Acting Commissioner of Internal Revenue ANNEX "A" PROJECT TEAM ORGANIZATION CHART FOR THE BUREAU-WIDE WORK SIMPLIFICATION PROJECT (Showing the lines of working relationships of component elements) ANNEX "B" DIVISION IMPROVEMENT OFFICERS Work Simplification Project Team ADMINISTRATIVE SERVICES DEPARTMENT General Services Division Marietta Taeza Personnel Division Felicisimo Romero Training Division Generosa Godinez Cash & Disbursement Division Felino Sevilla ASSESSMENT DEPARTMENT Investigation Division Uriel P. Meneses Income Tax Division Rodolfo Reyes Tob. & Misc. Tax Division Franklin Hernando Business Tax Division Alejandro Gopilan Alcohol Tax Division Inocencio Gonzales, Jr. Narcotic Drugs Division Rita Caoile COLLECTION DEPARTMENT Delinquent Accts. Division Gilberto Modesto Collection Agent's Division Zoilo Sandoval Acctg. Machines Division Rosita Ramos LEGAL DEPARTMENT Appellate Division Pedro de Leon Law Division Gregorio Sabayle Litigation Division Gamaliel Mantolino MANAGEMENT AND PLANNING DEPARTMENT Accounting Division Emmelina Ceguerra Statistical Division Maglorio Lizardo Budget Division Armando A. Duran (Actg.) Tax Census Division Estela Leyva Tax Information Division Minervino Espiritu National Supervisors Division Arturo M. Arcilla (Actg.) cdt