Guidelines for the Conduct of Team Building Activities at the Home Office and Regional Consular Offices in the Department as of 01 January 2017

February 9, 2017

DFA DEPARTMENT ORDER NO. 01-17

 

Section 31, Chapter 5, Title 1, Book V of Executive Order (E.O.) 292 instructs each Department or agency to establish a career and personnel development plan including programs for employees' health, welfare, counseling, recreation and similar services. HTcADC

Pursuant to Section 1, Rule VIII and Section 1, Rule XI of the Omnibus Rules Implementing Book V of E.O. 292, which direct every department or agency to establish a continuing program for career and development of its personnel; to create an environment or work climate conducive to the development of personnel skills, talents, and values for better public service and good supervisor-employee relations; and to improve employee morale, the conduct of annual team-building and related activities is hereby authorized.

SECTION 1. Objectives. —

1. To afford every DFA personnel an opportunity to participate in a staff development activity that will enhance teamwork, foster interpersonal relationships and improve team performance; and

2. To provide a more relevant, responsive, and rational set of parameters in the implementation of Team Building Activities (TBA).

SECTION 2. Participants. —

All officers and employees of the Department holding regular, casual and contractual positions shall participate in the TBA.

SECTION 3. Requirements for the Conduct of TBA. —

All proposals for the conduct of TBA shall consider the following:

• Objectives: the objectives of the proposed TBA shall indicate the need of the requesting office to hold the TBA to promote workplace harmony and organizational productivity.

• Team Building Design: The TBA design should provide clear description of the activities and how these will meet the objectives sought to be achieved by the requesting office. It shall specify the allotted time for the activities as well as the time for relaxation, recreation and social awareness. The said design shall also be the basis for the preparation of the evaluation report to be submitted to HRMO. CAIHTE

• Duration of the TBA: The activity can only be conducted during the weekend or public holidays. It shall last for at least one (1) day inclusive of travel time. The office may be allowed to conduct the activity for two (2) days inclusive of travel time provided that the total budget shall not exceed the prescribed amount.

• Schedule of TBA: The TBA for every office shall be held not more than twice a year, on the days where no critical functions may be affected. The approving authority shall ensure that the TBA shall not be conducted simultaneously by the different offices in the Department.

• Budget Proposal: A detailed summary of expenses shall form part of the TBA design. The allotment per employee-participant for the TBA shall be subject to limitations of the Maintenance and Other Operating Expenses (MOOE) — Training Expenses and shall be included in the Project Procurement Management Plan (PPMP) of the requesting office. The Office's budget proposal shall be guided by the following:

a. Each participant shall be entitled to a maximum of Php5,000.00 budget per year to cover food, accommodation, rent of facility, fees of facilitator and transportation. A contingency fund of Php10,000.00 for every TBA is authorized per office for the following unexpected expenses:

i. For land travel — toll fees, re-fueling of service vehicles for long distance trips, vulcanizing of flat tires, and repair/replacement of spare tires in case of breakdown;

ii. For air travel — terminal fee and transportation expenses in going to and from the airport and venue for said activity; and

iii. For sea travel — terminal fee and transportation expenses in going to and from the port and venue for said activity.

 No funding allocation shall be provided to any official or employee excused from participating in the scheduled activity of his/her office for justifiable reasons. If an authorized official or employee fails to attend the activity, his/her share in the office allocation shall be returned/refunded.

b. The designated Special Disbursing Officers are authorized to handle cash advance to cover the expenses for said activity, which shall be liquidated within thirty (30) calendar days after the completion of activity. aScITE

c. The drivers, providing transportation services for the TBA, are authorized to collect a per diem of Php800.00 per day. If the driver also participates in the TBA, the per diem he is authorized to collect shall be based on the actual number of driving hours rendered.

d. The disbursement of funds is subject to existing budgeting, accounting and auditing rules and regulations.

• Venue and Security: The Offices are encouraged to conduct an ocular inspection, if possible, to ensure the safety of personnel participating in the TBA. Expense for the ocular inspection should be included in the budget proposal.

The Office shall be circumspect, prudent, and judicious in identifying the proposed venue of the TBA. In choosing a venue, the following shall be considered:

a. A place that offers the most reasonable rates and facilities for the TBA.

b. The location must support the TBA's objectives.

c. If possible, the Office shall scope out different locations and identify one that may heighten social awareness.

The Head of Office or next-in-rank shall immediately advise HRMO of any emergency or contingency affecting the safety or security of the staff that may arise during the TBA and seek appropriate instructions.

• Facilitators: A resource person may be hired from the Foreign Service Institute (FSI) or consultancy firms duly accredited by the FSI. The resource person/facilitator may likewise come from within the Department depending on the topics to be discussed and the methodologies to be utilized in the TBA.

• Skeletal Force: For those offices with frontline services or critical functions, the Head of Office shall arrange for skeletal force to come from its own office.

• Penalty for Non-Participation/Attendance: All officials or employees who sign up to attend the TBA shall be required to attend all the sessions. The official or employee, who fails to attend any of the scheduled session, shall be required to pay a portion of the total budget allocated for his participation computed on the basis of the percentage allocation of the session missed.

SECTION 4. Procedure for Processing of Funds. —

In the processing of funds for the TBA, the following procedures shall be observed: DETACa

a. The requesting office shall submit to HRMO its proposal for a TBA, as supported by their PPMP. HRMO shall evaluate the request based on the requirements set under these guidelines and forward its recommendations to UA.

b. Upon the approval of UA, the office shall request from OFMS (Home Office Accounting and Budget Division) the issuance of a Certificate of Availability of Funds (CAF).

c. Upon the issuance of CAF, the office shall undertake the procurement activities and coordinate with OFMS — Financial Resources Management Division (FRMD) the necessary requirements for payment of expenses incurred in the conduct of TBA.

SECTION 5. Reporting. —

The requesting office shall submit a report to UA, with copies furnished to HRMO and OFMS, within ten (10) days after the conduct of the TBA. The report shall include the following highlights:

a. How the objectives of the TBA were met;

b. Learning/insights of the participants and its application;

c. Recommendations and areas for improvement;

d. Names of participants for updating of Personnel Information Sheet and issuance of certificates of attendance; and

e. Report of total expenditures.

SECTION 6. Separability Clause. — If any part of this order is declared contrary to law or unconstitutional by competent authority, the other parts not covered by such declaration shall remain in full force and effect.

SECTION 7. Repealing Clause. — All other Department issuances or parts thereof inconsistent with the provisions of this Order are hereby repeated or amended accordingly.

SECTION 8. Effectivity Clause. — This department Order shall take effect fifteen (15) days from the date of filing thereof with the Office of the National Administrative Register (ONAR) of the UP Law Center.

Pasay City, February 9, 2017.

(SGD.) PERFECTO R. YASAY JR.Secretary of Foreign Affairs