Adoption of Standard Forms for the BIR Management Improvement Program

September 24, 1962 REVENUE MEMORANDUM ORDER NO. 58-62 SUBJECT : Adoption of Standard Forms for the BIR Management Improvement Program The following forms are hereby adopted as the standard forms for use in the BIR Management Improvement Program: I. MPD Form No. 1, Revised September 1, 1962: Details of Semi-Annual Management Improvement Program . II. MPD Form No. 2, Revised September 1, 1962: Semi-Annual Program on Management Improvement in Consolidated Form III. MPD Form No. 3, September 1, 1962: Progress Report on Management Improvement Program IV. MPD Form No. 4, September 1, 1962: Report on Completed Management Improvement Project I MPD Form No . 1 A. Description This form shows the details of the semi-annual management improvement program undertaken by a division or section of the BIR with emphasis on work simplification or any phase of management specified by top management. (Please see attached sample form marked "Annex A"). In the form is presented a plan on the improvement activities of the unit for a six-month period, with due consideration of its available resources (money, manpower, materials, machines and methods) as well as the improvement activities in effect, if any, and the areas for emphasis directed by top management. The document contains the important items of a management improvement project plan: (a) a statement of objectives; (b) activities to be performed; (c) assignment of responsibilities; (d) dates and schedules for accomplishing these activities and (e) periodic review and analysis. B. Preparation and Submission The management improvement program in the BIR is being conducted on a self-help basis. Supervisors should therefore take the initiative of planning and developing management improvement projects of their own. 1. In the National Office MPD Form No. 1 shall be prepared by the section chief and submitted to his division chief within one month before the start of the semester involved. His division chief in turn consolidates into a Division Plan all work plans presented by his section chiefs, by accomplishing MPD Form No. 2. He then submits this form (No. 2) to his Department Head within 20 days before the start of the semester involved in the plan. 2. In the Regional Office The same procedure as in the National Office is followed: the details of the work plan are prepared by the Branch Chief/CMA/CME/Provincial Revenue Officer in MPD Form No. 1 and submitted to the Regional Director, through the Assistant Director, within one month before the start of the semester involved. The Assistant Director, in turn, consolidates all work plans by his Branch Chiefs/Provincial Revenue Officers/CMA/CME into a Regional plan by accomplishing MPD Form No. 2. The Regional Plan shall be submitted to the Director for final approval within 20 days before the start of the semester involved in the plan. C. Procedure in Filling MPD Form No . 1 The form should be accomplished as follows: Column 1 Consecutive numbering of project activities. For purposes of identification, each approved improvement project shall be numbered by the Department Head or Regional Director, using the symbol of the Department or Regional District as prefix. For example, projects in the Assessment Department shall be numbered from E-1; Collection Department from F-1; etc. Projects in Reg. Dist. No. 1 shall be numbered from RO-11; in Reg. Dist. No. 6 from RO-6 1; etc. Column 2 The project title or objectives of the project. Column 3 The detailed procedure or steps involved in accomplishing the project (Example is given in "Annex A"). Column 4 Dates for starting and completing each of the steps. Column 5 The estimated number of man days to be spent for the project. Column 6 The unit involved in the project. Column 7 The person (s) assigned to do the activity or activities. II MPD Form No . 2 A. Description MPD Form No. 2 is a summary or consolidation of the management improvement semi-annual programs of the various divisions or sections in the National Office or the branches and field units of the various regional offices. (Please see attached sample form marked "Annex B"). All departmental and regional office work plans on management improvement which are incorporated under MPD Form No. 2 are finally summarized/consolidated by the Management & Planning Department into a Bureau Plan and submitted by said Department to the CIR within 5 days before the start of the semester involved in the plan. B. Preparation and Submission 1. In the National Office The Division Chief summarizes, consolidates and converts into a Division Plan the work plans formulated by his Section Chiefs. He makes the summary in MPD Form No. 2 which he submits to his Department Head within 20 days before the start of the semester involved in the plan. The Department Head in turn consolidates and converts into a Department Plan the work plans of his divisions by incorporating these in MPD Form No. 2. He submits this form in duplicate to the CIR (Attention: Management & Planning Dept.) within 10 days before the start of the semester involved in the work plan. cdll 2. In the Regional Office The Regional Director, through the Assistant Director, summarizes, consolidates and converts into a Regional Plan in MPD Form No. 2 the work plans of his branches and provincial city revenue offices/CMA/CME. He submits this form in duplicate to the CIR (Attention: Management & Planning Dept.) within 20 days before the start of the semester involved in the plan. C. Procedure in Filling MPD Form No . 2 Form No. 2 should be filled in the same manner as Form No. 1. The only difference between Form No. 1 and Form No. 2 is that the latter does not show a detailed description of the program. III MPD Form No . 3 A. Description This form is a report on the status and progress of management improvement projects in the BIR. (Please see attached sample form marked "Annex C"). The Management improvement progress reports submitted by Dept. Heads and Regional Directors shall be summarized and consolidated by the Management and Planning Department into a Bureau Progress Report and submitted by said Department to the CIR, within 5 days after the end of the semester involved. B. Preparations and Submission of Progress Reports 1. In the National Office Using MPD Form No. 3, the Division Chief summarizes and consolidates the progress reports of his sections into a division progress report. He submits this to his Department Head at the end of each month. The Department Head, using MPD Form No. 3, prepares a department progress report which is a summary and consolidation of the progress reports of his divisions. He submits this in duplicate to the CIR. (Attention: Management & Planning Department), at the end of each quarter. 2. In the Regional Office The Regional Director, through the Assistant Director, summarizes and consolidates the progress reports of his branches and provincial revenue offices/CMA/CME by using MPD Form No. 3 which he submits in duplicate to the CIR, (Attention: Management and Planning Department), at the end of every quarter. IV MPD Form No . 4 A. Description This form is used in reporting improvements completed and installed in a particular unit of the Bureau of Internal Revenue. As soon as a certain project is finished and installed in the unit concerned, a report should be made in MPD Form No. 4 and submitted in duplicate to the CIR, (Attention: (Attention: Management and Planning Department). In order to enable management to assess the value of the improvements made and tangible benefits derived, statistical data, if obtainable, on savings realized and reduced operational costs may be reflected in Item 7 of the form. B. Preparation and Submission of Reports on Completed Projects . 1. In the National Office Upon completion and installation of an improvement project in his unit, the Section Chief should prepare a report of the activity in MED Form No. 4 and submit it to his Division Chief. The Division Chief reviews and approves the reports on completed projects submitted to him by his Section Chiefs together with the report on completed projects initiated by his Division. Using MPD Form No. 4, he submits these reports in consolidated form to his Department Head. The Department Head consolidates all reports or completed projects submitted to him by his division chiefs, and submits these in duplicate to the CIR, Attention: Management and Planning Department). The Management and Planning Department shall in turn consolidate all reports on completed projects for the whole Bureau for submission to the Commissioner. 2. In the Regional Office Upon completion and installation of an improvement project in his unit, the Branch Chief/Provincial Revenue Officer/CMA/CME shall prepare a report of the activity in MPD Form No. 4 and submit it to his Regional Director, through the Assistant Director. The Regional Director reviews and approves these reports. He consolidates these reports and submits them in duplicate to the CIR, (Attention: Management and Planning Department). C. Procedure in Filling MPD Form No . 4 The following explains how the form is filled: Item I shows the origin of the report. The organization unit where the improvement was made shall be written in the corresponding blank space and a check mark (x) shall be indicated on the corresponding box opposite the descriptive title of the unit. Item II indicates where the report is to be forwarded. Item III indicates the project number assigned to the particular activity in the Work Program of the department or regional office, where the unit belongs (MPD Form No. 2). Item IV indicates the particular unit where the improvement was made. It might be a sub-section, a section, a division or a department, a branch office, a provincial revenue office, office of the CMA or CME. Item V describes the situation before the improvement was installed in the unit. (If the space is not enough, the back of this form or another piece of paper may be used). Item VI describes the situation prevailing after the improvement was installed in the unit. Item VII describes the salient features of improvements made, such as statistical data, if obtainable, on savings realized or reduced operational costs; administrative support needed to get the full benefit of improvements, and such other matters as the person reporting would like to call his chiefs attention. cdi All officials concerned are enjoined to comply with this order. (SGD.) JOSE B. LINGAD Acting Commissioner of Internal Revenue ANNEX "A" ANNEX "B" ANNEX "C" ANNEX "D"