PROGRAM TO INSTITUTIONALIZE MERITOCRACY AND EXCELLENCE
IN HUMAN RESOURCE MANAGEMENT (PRIME HRM)
HR SYSTEM : Recruitment, Selection and Placement
CHECKLIST OF EVIDENCE REQUIREMENTS (MATURITY LEVEL 2)
PILLAR ELEMENTS/INDICATORS EVIDENCE REQUIREMENTS REMARKS
PILLAR 1. GOVERNANCE
POLICY
❖ The Agency’s RSP policies and/or ● CSC-approved MSP (if possible MSP Model
processes are customized revised pursuant to 2017 ORA
to Agency’s requirements, and OHRA, as amended);
include specific guidelines in the ● Agency approved EOP Policy; or DBM EOP
application of EEOP. ● Office Memoranda/Resolutions
adopting Internal Policies and/or Policy Sample
tools/forms to implement the
Criteria
approved MSP (if any)
○ Selection Criteria,
○ Assessment tools/forms
(conduct of examination, BI,
Interview
process)
○ List of checkers (if any)
STRUCTURE AND ROLES
❖ The Agency has a HRMPSB that performs ● Latest Office Order/Resolution Ensure that
additional functions to address specific RSP constituting the HRMPSB membership is
needs (e.g. formulates customized with in conformance
screening criteria, guidelines and tools). statement of duties and functions. with the
approved
MSP
● HRMPSB Minutes of Meetings on
○ adoption of new Sample Format
policies/forms of Minutes of
Meetings
○ discussions on application of
recruitment and selection policies
and processes or deliberation of
the qualifications of applicants
REVIEW MECHANISM
❖ The Agency tracks efficiency of RSP ● Annual Recruitment Plan - prepared Recruitment
processes, and uses data to every start of the year sourced from plan refers to
improve the vacancies generated as of Dec. a
system: 31 of every year including those prearranged
○ Turn-around time (i.e., time to source anticipated vacancies as a result of strategy for
and fill up vacant positions) mandatory or optional retirement. hiring
○ Turn-around time employees. It
○ Cost of sourcing and hiring/ placement
○ Budget/cost of sourcing acts as a
timeline for
○ Sourcing strategies
agencies to
find qualified
● Recruitment Plan Implementation applicants
Report (end of the year) to include without
actual expense causing
downtime for
● Process Flow the agency.
Samples:
● DBM-CAR
Quality
Procedure
● DENR-CAR
Process
Flow
● BSU RSP
Flowchart
An
Assessment
Plan is an
● Assessment Plan/ Assessment outline that
Schedules / Timelines includes all
○ Plan relevant
portions/
○ IImplementation report (with
activitie s
actual dates of conduct) involved in the
Samples: assessment
Timeline of RSP Activities process
Outputs/
Documents
● Submission of a Complete set (from generated from
publication to issued appointment) of the assessment
appointments issued to a 1st (original activities
appointment) and 2nd (promotion)
level employees:
○ Copy of publication with EOP
Policy statement and job
descriptions
○ Assessment Plan/Schedule
○ Matrix of Qualified Applicants
○ Sample Letters/Notices to
applicants (qualified and not
qualified) if any
○ Sample of Accomplished Written
Exams (technical/functional
exam)
○ HRMPSB Minutes of
Meetings/Deliberations with
interview results
○ Accomplished Background
Investigation forms/reports
○ Comparative Assessment
Result ○ Appointment
○ Job Description
○ Notice of Appointment posted
INFORMATION AND COMMUNICATION
❖ The Agency uses a computer-based system to ● Screen shots of RSP computer-based Sample:
maintain RSP data and documents; ❖ The records containing but not limited to: Sample 1
Agency maintains documentation and records on: ○ RSP policies;
○ RSP process flow ○ RSP Processes;
○ System review data on RSP ○ RSP Forms;
efficiency ○ System implementation ○ HRMPSB minutes of meetings
(e.g., PSB minutes of meetings
and other HRMPSB records;
deliberations,
○ Results of Examinations, BI, etc;
comparative assessment data,
selection criteria, etc.)
● Office Memoranda disseminating
information on RSP activities/policies ○
Adoption of new RSP
guidelines/processes
○ Notice of Vacancy and
submission of applications
○ Other modes of communicating
information within the agency
OTHERS (if available):
● Letters to the applicants (qualified and
not qualified)
● Informatics materials
PILLAR 2. TALENT PLANNING
STAFFING AND WORKFORCE PLAN
❖ The Agency has an updated staffing plan ● Staffing Plan showing staffing Staffing Plan
reflecting recommended staffing modifications (reassignment, Template
modifications (e.g., deployment, conversion conversion of positions,
of positions, reclassification) based reclassification, designations, etc.)
on planned annual HR needs. based on planned annual HR needs. ●
Supported by copies of Reassignment
Orders/Designation Orders/Approved
reclassification of positions, etc.
OTHERS:
● Job assignment of PWDs
PILLAR 3. TALENT SOURCING
RECRUITMENT PLAN
The Agency has a Recruitment Plan ● Annual Recruitment Plan
based on anticipated vacancies within the
year and includes possible candidate
sources:
(e.g. qualified next in rank employees as well
as submitted applications, referrals, etc.)
TALENT ATTRACTION
❖ The Agency recruits possible candidates for ● Samples of publication and postings In addition
existing and anticipated vacancies within the with EOP policy statement: include
year through posting in other ○ CSC Job Portal general
appropriate publication modes (e.g. CSC ○ CSC Bulletin of Vacant Position statement of
bulletin of vacancies, newspapers, ○ Social Media (facebook, website, functions
Agency website, social networking, etc. etc.) and/or
○ Print Media competency
○ Broadcast Media requirements
of the
positions.
EEOP
❖ The Agency’s annual recruitment activities ● Annual Recruitment Plan
are planned to attract diverse applicants ● Publication Materials
regardless of gender, civil status, age, ● EEOP Policy
disability, ethnicity, religion, etc.
PILLAR 4. TALENT SELECTION AND PLACEMENT
SELECTION CRITERIA
❖ The Agency’s selection criteria are based on ● Copies of CSC Publication (with job
updated job description and approved/ description
prescribed QS specific for the position to ● Matrix of applicants as a result of initial
be filled. assessment (based from QS)
● Selection criteria/competency
requirements (from the policy)
● Job descriptions (on sampled
appointments)
ASSESSMENT AND SELECTION PROCESS AND EEOP
❖ The assessment and selection process uses ● Samples of Selection tools Accomplish
appropriate additional tools to evaluate (examination materials and ed tools
candidate’s functional/technical interview guide)
qualifications for the job and ● Samples of Background
background investigation for short- Investigations conducted
listed candidates.
❖
EQUAL EMPLOYMENT OPPORTUNITY PRINCIPLE (EEOP)
❖ The Agency’s assessment and selection ● Photos of
criteria processes are responsive to resources/equipment/structure used
applicants with special needs (e.g. to address applicants’ special
auxiliary aids and services to visually or needs: ○ Ramp
hearing impaired) ○ Wheelchair
○ Reading Glasses
○ Elevator
○ etc.
OTHERS:
● Selection tools/ examination materials
for the blind/visually impaired and/or
with hearing impairment
● MOA with institutions that provide
services addressing special
needs
ONBOARDING PROGRAM
❖ The Agency has an orientation program ● Agency’s On-Boarding Samples:
that helps employees understand Program ○ Program DepEd
performance expectations, reporting Design/Manual
relationships and information ○ Memoranda on Implementation (if Kalinga
networks needed to perform job. any)
○ Proof of implementation CSCCAR
■ Attendance
■ Schedule of Activities
■ Pictures
■ Evaluation Forms
HR COMPETENCIES
PILLAR ELEMENTS/INDICATORS EVIDENCE REQUIREMENTS REMARKS
POLICY REVIEW AND FORMULATION
❖ Reviews and enhances RSP policies, policy ● Involvement of HRMO in the Documentary
guidelines and/or processes to meet crafting/development/enhancement Evidence:
agency requirements and promote equal of the policies ● Minutes of
opportunity principles, in collaboration ○ Development of tools/forms Meetings
with the PSB, managers/supervisors ○ Proposed/approved internal ● Policy
and top management policies proposals ●
○ Participation in policy formulation Tools
COMPETENCY MODELING
❖ Identifies and/or applies Matrix of applicants prepared by
competencies and corresponding key the HRMO as a result of initial
behaviors evaluation on documents
required for an employee to deliver submitted
excellent performance in specific jobs ○ Position Title (vacancy)
○ QS
○ General Description of the
Job ○ Profile of applicants
■ Name and Gender
■ Qualifications (E,T,E,E)
■ Recognitions
■ PWD/IP Group
■ Remarks (Q or NQ)
● Letter to qualified and non-qualified
applicants
SYSTEM REVIEW
❖ Tracks and analyzes efficiency of RSP ● Preparation of the Annual Recruitment
processes and uses data to improve or Plan and its implementation report ●
recommend improvements in RSP Preparation of the Assessment Plan
policies/policy guidelines and their and its implementation
execution, in collaboration with the ● Participation of the HRM Officer during
PSB, managers/ supervisors and top HRMPSB meetings
management ● Introduction of selection tools/materials
as approved by the HRMPSB
USE OF TECHNOLOGY & COMMUNICATION
❖ Uses computer-based records and data ● Maintenance of computer-based Proof of
management system to maintain RSP data records management (focal person) cascading RSP
and documents; Updates everyone in the ● Maintenance of filing system (hard policies
Agency on RSP system and processes, and copies)
provides system review data to top ● Orientation conducted to dissemination
management, managers/supervisors and policies on RSP
the PSB ● RSP reports submitted to management
(recruitment plan, staffing plan,
comparative assessment,
assessment results, etc.)
WORKFORCE PLANNING
❖ Reviews and recommends staffing ● Preparation of Office Orders
modification based on planned annual HR (designations, reassignment, job
needs, in collaboration with top rotations,etc)
management and managers/ supervisors; ● Proposals made on creation,
reclassification, upgrading of
positions ● Updating of the Staffing
Plan
❖ Applies national policies on GAD, PWD, IPs ● Inclusion of data on PWD, IP, etc in
and other related workforce diversity the Staffing Plan
issuances in updating staffing plan
RECRUITMENT PLANNING
❖ Develops a Recruitment Plan that includes ● Preparation of the Annual Recruitment
internal and external sources, based on Plan and submission of the same to
anticipated vacancies within the year, in management (with approval)
collaboration with managers/ supervisors
of offices with anticipated vacancies
TALENT ATTRACTION
❖ Develops notice of vacancies that ● Use of other modes on publication and
attracts diverse applicants and initiates posting of vacancies
posting in other appropriate publication ● Information materials developed
modes (e.g.
CSC bulletin of vacancies,
newspapers, Agency website, social
networking, etc.)
SELECTION CRITERIA DEVELOPMENT
❖ Updates job description and ● Updating of the Job
develops specific Qualification Standards Descriptions ● Matrix of qualified
for a applicants
position to be filled ● Proposed qualification standards (if
any) submitted for approval by CSC
● Development of competency
requirements (if any)
CANDIDATE ASSESSMENT AND SELECTION
❖ Develops/ acquires and uses ● Development of selection
appropriate assessment tools to tools ○ Examination materials
evaluate candidate’s behavioral and ○ Development of
functional/technical qualifications for forms/standards ■ Background
the job and background investigation Investigation
for ■ Rubrics/rating scale
short-listed candidates, in
collaboration with the PSB and hiring
managers/
supervisors
EQUAL EMPLOYMENT OPPORTUNITY PRINCIPLE
❖ Develops and applies assessment ● Measures/resources/structures/
and selection processes that respond to initiatives undertaken to address
applicants with special needs (e.g., needs of applicants.
auxiliary aids and services to visually or ○ Purchase of auxiliary aids
hearing impaired) ○ Special room assigned for
applicants with special needs
○ Selection/examination materials
developed to address
applicants
with special needs
ONBOARDING PROGRAM MANAGEMENT
❖ An orientation program that helps ● Involvement of the HRM Office/r in
employees understand performance coming up with On-Boarding
expectations and information networks Program ○ Design
in collaboration with ○ Materials
managers/supervisors ○ etc.
