PROCUREMENT -

ACQUIRING QUALITY

AND EFFECTIVE

PERSONNEL

D. Merit SystemE. Recruitment

MERIT SYSTEM

The merit system is the process of promoting and hiring government employees based on their ability to perform a job, rather than on their political connections.

- Entrance to the government service based on merit and fitness is one of the characteristic of the bureaucracy that has been recognized in all bureaucracies worldwide.

- The merit system is the guiding principle in the selection, recruitment, and promotion of the officers and employees of the local government bureaucracy or in the executive department.

Administrative Code of 1987(Current Civil Service Law) Book V, Title 1, Chapter V, Sec. 21)

Sec. 21. Recruitment and Selection of Employees. – (1) Opportunity for government employment shall

be open to all qualified citizens and positive efforts shall be exerted to attract the best qualified to enter the service. Employees shall be selected on the basis of fitness to perform the duties and assume the responsibilities of the positions.

Proposed Senate Bill 1162 ( Civil Service Code of the Philippines); E.O 297, Book V, Chapter 6,7,8

The features of merit and fitness in the Philippines Civil Service- career service are: Competitive Examination Opportunity for advancement and, Security of Tenure

Closed Career Has own merit service

The Non-Career Service- shall be characterized by merit and fitness to be determined by: Modes other than those of the usual tests

utilized for the career service Tenure which is limited to a period specified

by the law Tenure which is coterminous with that of

the appointing authority or subject to his/her pleasure or which is limited to the duration of a specific project for which purpose of employment was made and,

Primarily confidential in nature

Career Executive Service shall be based on merit and fitness which includes: Integrity Demonstrated managerial and executive

competence Leadership and interpersonal qualities, technical

expertise and, Other pertinent qualification

Governed by separate merit system which is characterized by rank rather than position.

(CESO I,II,III,IV,V)

Principles of Merit System

Are the basic standards governing the management of the executive branch workforce. (U.S. Definition, Civil Service Reform Act of 1978.)

U.S.A has the MSPB (Merit System Protection Board) which serves as the guardian of Federal merit systems, while;

The Philippines has the Civil Service Commission which administer and enforce the constitutional and statutory provisions on the merit system for all levels and ranks in the Civil Service. (E.O 297, Book V, Chapter 3, Section 12, (1).

Principles of Merit System

Example: Section 2301, Title 5, United States Code

Recruitment should be from qualified individuals....

All employees and applicants for employment should receive fair and equitable treatment in all aspect

Equal pay for equal work Employees should maintain high

standard of integrity, conduct, and concern for the public interest.

Federal workforce should be used efficiently and effectively

......,

RecruitmentSelectionPromotion

“All players have a place where they add value the

most”“Law of Niche”

17 Laws of TeamworkJohn Maxwell

The Wrong Person in the Wrong Place= Regression

The Wrong Person in the Right Place = Frustration

The Right Person in the Wrong Place = Confusion

The Right Person in the Right Place = Progression

The Right People in the Right Place = Multiplication

“ If you think hiring professional is expensive, try hiring amateurs”

“I am convinced that nothing we do is more important than hiring and developing people. At the end of the day you bet on people, not on strategies”

Larry Bossidy

“The recruitment and selection of employees is fundamental to the functioning of an organisation, and there are compelling reasons for getting it right. Inappropriate selection decisions reduce organisational effectiveness, invalidate reward and development strategies, are frequently unfair on the individual recruit and can be distressing for managers who have to deal with unsuitable employees.”

(Pilbeam and Corbridge)

RECRUITMENT

Any practice or activity carried on by the organization with the primary purpose of attracting potential employees.

It is the systematic process of generating a pool if qualified applicant for organization job.

Recruitment VS. Selection Is the process of

searching the candidates for employment and stimulating them to apply for jobs in the organization.

The basic purpose of recruitment is to create

Involves the series of steps by which the candidates are screened for choosing the most suitable persons for vacant post

Basic purpose is to choose the

Recruitment VS. Selection a talent pool of

candidates to enable the selection of best candidates for the organization by attracting more and more employees to apply

in the organization. right candidate to

fill the various positions in the organizations.

Recruitment VS. Selection Is a positive process

i.e. encouraging more and more employees to apply.

In concerned with tapping the sources of human resources.

Is a negative process as it involves rejection of the unsuitable candidates.

Concerned with selecting the most suitable candidate through various interviews and test

Recruitment VS. Selection There is no contract

of recruitment established in recruitment

Selection results in a contract of service between employer and the selected employee

Factors affecting RecruitmentInternal- are the factors within the

organization that affect recruiting personnel in the organization.

Size of the Organization- Larger organization finds recruitment

less problematic than organization with smaller size.

Recruiting Policy- Recruitment from internal or external

sources.

Internal vs. External

Recruitment which takes place within the concern and organization.

Internal recruitment is readily available.

Are primarily three:a.) Transfersb.) Promotion

Recruitment that have to be solicited from outside the organization.

Involves lot of time and money.

Includes:a.) Employment at

factory level

Internal vs. External

c.) Re-employment of ex employees

b.) Advertisement

c.) Employment Exchange

d.) Employment Agencies

e.) Educational Institutions

f.) Recommendationg.) Labor Contractors

Advantage and Disadvantage of Internal and External Recruitment

AdvantageInternal recruitment:- Familiarity with

own employees- Better use of the

talent- Economical

recruitment- Improves morale.- A motivator

External Recruitment- Open Process- Availability of

Talented Candidates

- Provides Healthy Competition

Advantage and Disadvantage of Internal and External Recruitment

DisadvantageInternal recruitment:- Limited choice- Discourage

Competition- Economical

recruitment- Stagnation of Skills.- Creates Conflict

External Recruitment- Expensive and Time

Consuming- Unfamiliarity with

the organization- Discourage the

existing employee

Image of the organization- how the public sees the organization Image of the Job- Better remuneration, working condition,

and promotion.

E

External Factors Demographic Factors- This have a profound influence on

recruitment process which includes age, sex, literacy, economic status, etc.

Labor Market- Supply and demand of labor

Unemployment Situation- High employment leads to high

recruitment, with low rate of employment, recruiting process tend to become difficult

Labor Laws Legal Consideration

RECRUITMENT PROCESS

Recruitment

PlanningRecruitm

ent Planning

SearchingScreening

Evaluation and

control

Recruitment Planning- involves drafting a job spec for the vacant position, outline its major and minor responsibilities, skills, experience, qualifications needed, grade and level of pay, starting date, whether temporary or permanent, and mention of special condition.

Strategy Development- device a suitable strategy for recruitment. May include whether to prepare the required candidates or hire it from outside, type of recruitment method, and sequence of activities after recruitment.

Searching –involves attracting seeders to the organization. May include internal and external sources.

Screening- though some view screening as the starting point selection, still it is an integral part of recruitment. The reason being the selection process starts only after the application have been screened and shortlisted.

Evaluation and Control- for future references

- Whether the recruitment methods are appropriate and valid?

- Whether the recruitment process followed in the organization is effective at all or not?

Methods for Recruitment

Recruitment methods is different from the resources of the recruitment. The former is the means of establishing links with the prospective candidates, the latter is location where the prospective employees are available.

Dunn and Stephen classified it into three: Direct Method – sending representatives (Job

fair, exposition, exibits) Indirect Method- advertisements. Third Party Method- agencies and contractors.

“The best recruitment method is to look first within the

organization”

Selection

The role of selection in an organization’s effectiveness is crucial for at least, two reasons:1.) Work performance depends on individual2.) Cost incurred in recruiting and hiring personnel speaks about volumes of the selection.

Steps in Selection Process

Recruitment and Selection in Philippine Government

Each agency or department shall evolve its own screening process as stipulated in E.O 297, Book V, Chapter V, Section 21, (4) Recruitment and Selection of employee.

DSWD (Recruitment and Selection)

Vacancy- Resigns/retirement/separation of

official/employee- Vacates the position due to promotion- Creation of new position- Dismissal

Publication of Vacancy- With in 5 days after the vacancy CO/FO shall

notify the Office/Bureau/Service/Division/Center/Institution concerned of the vacany. The O/B/S/D/C/I shall notify the secretariat if there’s a need to fill up the vacancy and submit revision to the job description and minimum qualification requirements. If not received w/in 5days the CO/FO shall proceed with the publication of vacancy.

- When received PSB secretariat shall cause the publication of the vacant position in accordance with RA 7041(Publication Law), newspapers, CSC Bulletin of Vacant position, or DSWD website for 10 days.

Pooling of candidates/Preparation/Submission of long list to hiring office/Bureau/Service/Division/Center/Institution.

- Qualified next in rank shall be automatically considered candidates for promotion to next higher position (internal recruitment). For administrative expediency the CO/FO PSB Secretariat shall officially notify within ten-day publication period the next in rank employee of the vacancy.

- All things being equal, the insider candidate from within the office shall be given prior priority over the outsider/external candidate. (Internal recruitment)

Applicants must submit their application with supporting documents on or before the specified deadline. For DSWD employees who may not be next in rank, but who are interested shall attach their application their latest performance rating.

The CO/FO PSB Secretariat shall review all applicants to a vacancy according to the qualification requirements published/posted. (Screening Process)

It is understood that in the Central Office, outsider applicants included in the long list have passed initial qualifying test (IQT) and have also undergone the psychometric examination.

(Selection- Qualifying Examination)

Preparation and Submission of Shortlist - In the CO, the hiring O/B/S shall adopt a

formal screening procedure and criteria for the evaluation of candidates for appointment, taking into consideration the following:- Reasonable and valid standard and methods of

evaluating the competence and qualifications of all applicants competing for a particular position

- Criteria for evaluation of qualification of applicants for appointment that must suit the job requirement of the position.

- The hiring O/B/S through their duly constituted PSC, shall assess the applicants included in the long list w/in 5 days upon receipt thereof and shall adopt methods to assess the applicants suitability to the position which shall include written examination or skills test and interview. (Selection Process)

- On the basis of assessment, Hiring O/B/S shall, within 15 days after the PSC’s assessment, come up with a shortlist and formally endorse the same to the C.O. PSB, indicating in the endorsement their recommended candidate for the position from those in the short list.

- In the FO, the FO PSB shall also adopt a formal screening procedure and criteria for evaluation of candidates for appointment.

- The basis of such assessment, the Field Office PSB shall come up with a shortlist of top ranking candidates and submit it to the Field Office Director, indicating the Board's recommendation and reason(s)/justification(s) for such recommendation, within fifteen (15) days after the deliberation. Field Offices which are not yet accredited to take final action on appointment shall endorse the same to the C.O. PSB

Publication of Short List, Conduct of Background Investigation and Other Secretariat Work

- The C.O/FO PSB Secretariat shall post the shortlist in the bulletin board within three (3) working days upon receipt.

- The C.O./FO PSB Secretariat shall conduct background investigation for outsider applicants that shall include integrity check. (Selection Process)

- For insider applicants, the Central Office / Regional Office PSB Secretariat shall assess their job related behavior rating including their integrity. The background investigation or the character and integrity check for both the insider and outsider applicants shall be conducted within ten (10) working days after the posting short list by the Central Office / Regional Office PSB Secretariat.

- The result of the background investigation for outsider applicants and the job related behavior rating of insider applicants and the result of the integrity check shall be presented by the Central Office / Regional Office PSB Secretariat during final deliberation for information and reference of the Central Office / Regional Office PSB. Any derogatory report would disqualify the candidate.

- The Central Office / Regional Office PSB Secretariat shall fill in columns 1, 2, and 3, 5 and 7 of the comparative data matrix and review columns 4 thereof which was filled in by the hiring Office/Bureau/Service/Division/Center/lnstitution, as a matter of check and balance, which matrix shall show the ranking of candidates based on their individual point scores.

- The Central Office / Regional Office PSB Secretariat shall furnish the PSB Chairperson and members with an advanced copy of the comparative data matrix of shortlisted applicants, at least five (5) working days prior to the scheduled final deliberation. The personality test result, if any, shall be presented by the Central Office / Regional Office PSB Secretariat during the final deliberation.

Deliberation/Evaluation by the Central Office / Regional Office PSB

- The deliberation of the CO/RO PSB on the recommendation of the O/B/S/D/C/I PSC shall be scheduled within five (5) working days after the end of the period for posting of shortlist of applicants.

- During the deliberation, the representative of the hiring O/B/S/D/C/I shall present to the CO /RO PSB the process undertaken on the evaluation they have done of applicants in the long list to come up with the short list and their recommendation.

- The members shall review the selection process of the Office / Bureau / Service / Division / Center / Institution PSC to determine its propriety and deliberate on the merits of the recommendation. The Central Office / Regional Office PSB may concur with the recommendation of the Office / Bureau / Service / Division / Center / Institution's recommendation or act otherwise based on their assessment.

In cases where in any stage, after the final deliberation of the Central Office / Regional Office PSB, the candidate identified to be recommended / selected candidate decided to withdraw his/her application, the next ranking candidate shall be considered for appointment / promotion.

- The Central Office / Regional Office PSB shall submit to the appointing authority the result of its evaluation and its recommendation in the form of resolution within ten (10) working days after the final deliberation.

6.2.6 Approval of Department / Regional PSB Recommendation

- The appointing authority shall act on the Central Office / Regional Office PSB's recommendation. He/she, in the exercise of sound discretion, shall select a candidate from the shortlist who is deemed best qualified for the position other than the recommendation of the Central Office / Regional Office PSB, or declare failure of selection, as the case may be.

Approval of Appointment by the Appointing Authority

- Upon approval of the Resolution of the Central Office / Regional Office PSB by the appointing authority, the Central Office / Regional Office PSB Secretariat shall, within three (3) working days, prepare the appointment for signature of the appointing authority and for submission to the Civil Service Commission for review and record purposes.

- Once the appointment is signed, the Central Office / Regional Office PSB Secretariat shall officially endorse it to the appointed candidate within three (3) working days.

- The Central Office / Regional Office PSB Secretariat shall post the list of new appointments in three (3) conspicuous places in the Central/Regional Office premises within five (5) working days upon receipt of the approved appointment. Those who wish to contest the appointment may do so within fifteen (15) days from the date of posting.