1998 Model Office Awards

June 22, 1998 REVENUE MEMORANDUM ORDER NO. 52-98 SUBJECT : 1998 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 and taxpaying public. 2. To create a client-friendly environment for taxpayers/visitors and familiarize them with the BIR on-going programs and objectives. 3. To recognize efforts of all Bureau units toward improving their work surrounding and delivery of services. 4. To award centennial trophies to the national and regional office winners. II. Policies 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.. 1. Criteria The criteria for the selection of winners for the 1998 Model Office Awards are the following: A. Regional Offices/Revenue District Offices a.1) 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 visitor's area. a.2) Cleanliness and orderliness 20% 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 and absence of valueless records and/or obsolete equipment. iv. Cleanliness of floors and wall of the office and sufficiency of light and ventilation. a.3) Quality of service rendered to clients 20% i. Observance of dress code and wearing of ID. ii. Observance of office hours (time records). iii. Maintenance of logbook for visitors/clients. iv. Ample space of taxpayers to walk thru and availability of chairs or waiting area for taxpayers/visitors. v. Presence of personnel manning the service counters/receiving area. a.4) 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. a.5) Centennial Spirit 20% i. Proper display of Philippine Flag ii. Manifestation of nationalism iii. Use of locally manufactured or produced materials iv. Originality/creativity B. National Office Divisions b.1) Availability of pertinent information and guidelines 20% i. Display of guidelines on services, flowcharts and posters on frontline services. ii. Clear identification or labelling of units within the office. iii. Availability and visibility of taxpayers service counters or visitor's area. iv. Availability of primers, journals, BIR forms and other tax information materials. b.2) Cleanliness and orderliness 20% 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 and absence of valueless records and/or obsolete equipment. iv. Cleanliness of floors and wall of the office and sufficiency of light and ventilation. b.3) Quality of service rendered to clients 20% i. Observance of dress code and wearing of ID. ii. Observance of office hours (time records). iii. Maintenance of logbook for visitors/clients. iv. Ample space of taxpayers to walk thru and availability of chairs or waiting area for taxpayers/visitors. LibLex v. Presence of personnel manning the service counters/receiving area. b.4) 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. b.5) Centennial Spirit 20% i. Proper display of Philippine Flag ii. Manifestation of nationalism iii. Use of locally manufactured or produced materials iv. Originality/creativity 2. The BIR offices shall be grouped into two (2) areas, namely; National Office a. Office of the Commissioner b. DCIR Operations Group c. DCIR Resource Management Group d. DCIR Legal Group e. DCIR ISG Group Regional Offices a. Regional Divisions b. Revenue District Offices 3. Composition of the Board of Judges The composition of the Board of Judges for each area are the following: i) National Office (Divisions) Representative of CIR Designate as Chairperson, BIR resident Civil Service Director, Resident COA Auditor, Authorized Representative of DCIR Operations, Representative of DCIR-Legal, Representative of DCIR-ISG, Chief, Statistics Division and Chief, Procurement Division as members. ii) Regional Offices 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. 4. Judging Period Judging for the National and Regional Offices shall take place simultaneously between July 6 and 17, 1998. Results should be submitted by July 20, 1998. 5. Documentation Requirements a) Winning offices are required to submit one set (five photographs) of colored pictures with size five inches by seven inches (5" x 7") one photograph showing a representation of each of the five (5) major criteria to be sent directly to the Secretariat, Attn.: Chief , Statistics Division. b) Results of judging of regional offices shall be sent to the Secretariat, FAX No.: 927-09-94, Attn.: Chief, Statistics Division. c) Hereto attached is the common tally sheet to be utilized by the respective judges. 6. Prizes and Awards All winners in the 19 Regions and five (5) groups in the National Office shall be awarded centennial trophies. III. Procedures A. Model Office Committee A Model Office Committee shall be created composed of a Chairperson, Vice-Chairperson, and four members with the following tasks: 1. Prepare the following: a) This Memorandum b) WorkPlan c) Budget d) Tally sheets of the Judges e) Trophies 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 20, 1998. 4. Consolidate all pictures of winning offices to be submitted to the Office of the Deputy Commissioner, Resource Management Group on or before July 27, 1998 for display and publication purposes. 5. Participate in the judging of area winners in the National Office. 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 Secretariat , Attn .: Chief , Statistics Division , Model Office Committee on or before July 6, 1998. 2. The Regional 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 20, 1998. C. Announcement of Winners Winners will be announced on July 31, 1998 during the BIR 94 th Anniversary Celebration Ceremonies. prcd 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 of Internal Revenue MODEL OFFICE AWARD TALLYSHEET REPORT