Directing the Conduct of Needs Assessment in the Lower Courts of Judicial Region 7

October 8, 2012

SUPREME COURT ADMINISTRATIVE ORDER NO. 153-12

DIRECTING THE CONDUCT OF NEEDS ASSESSMENT IN THE LOWER COURTS OF JUDICIAL REGION 7 TO GUIDE THE DECENTRALIZATION OF ADMINISTRATIVE AND FINANCIAL MANAGEMENT FUNCTIONS TO THE REGIONAL COURT ADMINISTRATION OFFICE, DESIGNATING JUDGE GERALDINE FAITH A. ECONG AS PRINCIPAL EVALUATOR, AND OTHER RELATED PURPOSES

WHEREAS, the decentralization of administrative and financial management is crucial to the provision of efficient, sufficient and responsive administrative and financial support services to the courts; ADSTCI

WHEREAS, it is the intention of the Chief Justice to implement the decentralization of administrative and financial management to improve support services to the courts;

WHEREAS, the assessment of the needs of the court and the quality and efficiency of services to respond to these needs will be crucial in determining the direction and focus of the decentralization program;

WHEREFORE, in view of the foregoing, Judge GERALDINE FAITH A. ECONG, Deputy Clerk of Court and Judicial Reform Program (JRP) Administrator of the Program Management Office (PMO), is hereby given a special assignment as Principal Evaluator to conduct an assessment of the needs for administrative and financial support of lower courts in Judicial Region 7.

(1) Responsibilities and tasks. As principal evaluator, Judge Econg shall have the following tasks:

1.1 Prepare and submit a proposed approach and methodology including indicators and measurement tools for the assessment of the administrative and financial support requirements of the lower courts and the assessment of the quality and efficiency of current services;

1.2 Conduct an assessment of the administrative and financial support services and the quality and efficiency of current services, and establish baselines and performance targets for these services based on the view of judges and assessment of actual performance under the current setup;

1.3 Ensure the participation of judges and court personnel in the conduct of the assessment and prepare the appropriate documentation of such participatory process;

1.4 Prepare and submit project reports as may be required and make necessary presentation to the Chief Justice and other stakeholders as may be directed;

1.5 Perform such other relevant tasks as may be necessary to ensure a credible assessment.

(2) Scope of the assessment. The scope of the assessment shall include among others, the following administrative and financial management and support functions: aTAEHc

2.1 Provision of general services, including the following:

a) Procurement and provision of supplies and materials

b) Current practices in inventory management and accounting of supplies and materials inventory including reporting of consumption and inventory levels

c) Provision of repair and maintenance services

d) Current practices in recording repair and maintenance

e) Current practices in the maintenance of inventory and accountability of equipment, furniture and other inventoriable assets

f) Provision of office furniture and equipment

2.2 Provision of personnel services, including the following:

a) Processing of leave applications

b) Processing of request for travel

c) Processing of request for personnel records

d) Processing of retirement and terminal leave

e) Processing of appointments, transfers, and related requests

f) Processing of temporary assignment of judges and court personnel

2.3 Budget, revenues and accounting

a) Necessity of provision of funds for emergency requirements of courts

b) Current practices in recording and management of financial transactions such as legal fees and other court charges

c) Current practices for receipt and accounting of LGU contributions CSTDIE

2.4 Workload management

a) The composition of the workload of judges, and the time allotment between judicial and non-judicial tasks and their implications on the speed of case processing

b) Analysis of the workload of region 7 judges, including the composition of cases, age of cases, disposition rates and clearance rates and analysis of factors affecting case processing performance

(3) Outputs and reporting requirements. Judge Econg shall submit the following reports as indicated hereunder to the Chief Justice:

3.1 An inception report presenting the detailed approach and methodology, including assessment instruments to be used (by end of week 3 of the effectivity of this order)

3.2 An assessment report of the administrative and financial management and support functions (by end of week 15 of the effectivity of this order)

3.3 An assessment report of the work load management of the lower courts (by end of week 20 of the effectivity of this order)

Judge Econg shall submit progress reports on the tasks undertaken and completed every two (2) weeks.

(4) Staff Support. Judge Econg is hereby authorized to identify and recommend to the Chief Justice the hiring of not more than 2 personnel as researcher and technical assistant to be charged to the RCAO Funds released by DBM to the Supreme Court for FY 2012.

(5) Work station and working arrangements. Judge Econg shall work full time on this special assignment and shall be stationed at the General Services Unit-7 (GSU) office, Hall of Justice, Lapu-lapu City. Judge Econg shall report directly to the Chief Justice through the monthly reports and required outputs and through electronic and other means of communications.

(6) Project funding. Expenses for travel and supplies and materials required in the execution of this assignment shall be charged against the RCAO 7 Funds released by DBM for FY 2012. Judge Econg shall submit a budget request to the Office of the Chief Justice with details of the activities and breakdown of expenses. acHTIC

This Order shall take effect immediately and shall be effective until revoked.

Issued this 8th day of October 2012.

(SGD.) MARIA LOURDES P. A. SERENOChief Justice