'jAI Republic of the Philippines - DEPARTMENT of AGRARIAN REFORM EUJPTICAL ROAD, DillMAN, QUEZON CITY • TELS, 928-7031 TO 39 MEMORANDUM CIRCULAR No. I" Series of 2013 SUBJECT: Supplementary Guidelines In the Implementation of the DAR Rationalization Plan Upon reading and fully understanding Memorandum Circular No. 14, s. 2013, and after full deliberations were conducted to further clarify the same, this Memorandum is hereby issued to provide detailed guidelines in the selection and placement of employees under the DAR Rationalization Plan. I. SUMMARY OF ORGANIZATIONAL ACTIONS/MODifiCATIONS The Approved Rationalization Plan of DAR resulted in the following changes to the DAR organization structure: a. Retained - are offices in the existing organizational structure that remain in the new organizational structure; b. Renaming of office/unit to reflect the mandate/functions of the office/unit; c. Downgraded/Scaled-down - reduction in the intensity or magnitude of a function resulting in the elimination of certain components; d. ConsolldaHon - dissolution of two or more offices, bureaus, services/staff/units, in order to form a new office, bureau, service/staff/unit; (l e. Merger - combination of two or more entitiies, where the identity of one (the surviving entity) is retained while that of the other is abolished or deactivated; and f. Abolition - the .dissolution of an office, bureau, service/staff/unit created &: through executive action, or the elimination or discontinuance of a function, program, activity or project. In sum, the changes to the DAR Organization Structure ore as follows: . Office Central Office OSEC DARAB Division Orqanizational Action • Retained Office • Internal Audit Division • Newly Created Division • Retained Boord . 11 r 1f
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'jAI Republic of the Philippines - DEPARTMENT of AGRARIAN REFORM
EUJPTICAL ROAD, DillMAN, QUEZON CITY • TELS, 928-7031 TO 39
MEMORANDUM CIRCULAR No. I" Series of 2013
SUBJECT: Supplementary Guidelines In the Implementation of the DAR Rationalization Plan
Upon reading and fully understanding Memorandum Circular No. 14, s. 2013, and after full deliberations were conducted to further clarify the same, this Memorandum is hereby issued to provide detailed guidelines in the selection and placement of employees under the DAR Rationalization Plan.
I. SUMMARY OF ORGANIZATIONAL ACTIONS/MODifiCATIONS
The Approved Rationalization Plan of DAR resulted in the following changes to the DAR organization structure:
a. Retained - are offices in the existing organizational structure that remain in the new organizational structure;
b. Renaming of office/unit to reflect the mandate/functions of the office/unit;
c. Downgraded/Scaled-down - reduction in the intensity or magnitude of a function resulting in the elimination of certain components; ~
d. ConsolldaHon - dissolution of two or more offices, bureaus, services/staff/units, in order to form a new office, bureau, service/staff/unit; (le. Merger - combination of two or more entitiies, where the identity of one (the surviving entity) is retained while that of the other is abolished or deactivated; and
f. Abolition - the .dissolution of an office, bureau, service/staff/unit created &:through executive action, or the elimination or discontinuance of a function, program, activity or project.
In sum, the changes to the DAR Organization Structure ore as follows: .
• Plan Implementation, Monitoring and Evaluation Division
• Policy, Planning and Programming Division
• Economic and Socia-Cultural Research Division
Retained Secretariat • • Downgraded and
Renamed Division
• Downgraded and Renamed Division
• Consolidated Staff converted to a Service (Special Concerns Staff and Public Affairs Sfaff)
• Merged Division (Clientele Relations Division and Special Studies and Project Identification Division)
• Consolidated Division (Information Division and Production Services Division)
• Retained Service
• Abolished Division
• Retained but Renamed (Plan Implementation and Monitoring Division)
• Retained but Renamed (Planning and Programming Division, with the absorption of the policy functions of PSRS and the collection and analysis of statistical data of Statistics Division of MIS)
• Abolished Service
• Abolished Division
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Financial and Management Service
Administrative Service
Management Information System Service
Legal Service
Project Management Service
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Policy Analysis and• Coordination division
• BUdget Division
• Accounting Division
• Management Division
• Records Division
Procurement Division •
• General Service Division
• Personnel Division
• Statistics Division
• IT Support Division
• Database Administration Division
• Leaal Division
• Abolished Division
• Retained but Renamed Service [Finance and Management Service)
• Retained Division
• Retained Division
• Retained Division • Retained Service
• Retained but renamed Division [Records Management Division)
• Created Division
• Retained Division
• Retained Division • Retained but Renamed
Service (Management Information Service)
• Abolished Division
• Retained but Renamed Division IEDP Operations and Monitoring Division)
• Retained but Renamed Division [Systems Development Divisionl
• Retained Service ~~
• Retained Division • Retained but Renamed
Service (Project Development and Management Service)
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Project Management• and Resource Mobilization Division
• Retained but Renamed Division (Operations Division)
• Retained but Renamed Division (Regional Support Services Division)
• Consolidated and Renamed Division (Admin and Finance, Planning, and Information and Education Divisions)
• Consolidated and Renamed Division (Operations and Regional Support Services Divisions)
• Retained • Retained but renamed
Division (Operations Division) Note: Downgraded into a unit for Very Low Provinces
• Retained but Renamed Division (Beneficiaries Development and Coordination Division)
• Retained but Renamed Division (Admin and Finance Division)
• Retained
• Consolidated (North and
Provincial Office
Provincial AR • Nueva Ecija PARO Offices South Nueva Ecija PAROs)
{pAROsl
• Camarines Sur I PARO
• Camarines Sur II PARO
• Retained
• Created fSplittinq of
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• Negros Occidental I PARO
• Negros Occidental II PARO
• Batanes to Cagayan
• Zambales to Bataan
• Siquijor to Neg Oriental
• Biliran to Leyte
• Camiguin to Misamis Oriental
• Dinagat to Surigao del Norte
Camarines Sur PAROl
• Retained
• Created (Splitting of Negros Occidental)
• Downgraded and annexed to Cagayan
• Downgraded and annexed to Bataan
• Downgraded and annexed to Negros Oriental
• Downgraded and annexed to Leyte
• Downgraded and annexed to Misamis Oriental
• Downgraded and annexed to Surigao del Norte
II. PERSONNEL ACTIONS FOR RANK AND FILE EMPLOYEES IN DIVISIONS SUBJECT TO ORGANIZATIONAL ACTION UNDER THE DAR RATIONALIZATION PLAN
The following rules shall govern personnel action for rank and file employees;
a. ISP Positions in Retained/Renamed Divisions'
• Retained positions from the existing staffing pattern in a retained/renamed division are classified as anyone of the following:
(a) No movement2 (for example, the CARPO of the BDCD [renamed PBD Division] of a high-PBD provincial office);
1 Includes downgraded units 2 Also included in this category are positions which may have been reduced in number, but the number of actual incumbents is lower than or equal to the available items.
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[b) Reduced in number; where the number of actual incumbents is larger than the number of available positions in the ISP; or
(c) Vacant, even if there is a designated OIC for that position.
• With respect to retained positions from the existing staffing pattern in a retained/renamed division where there is no movemenf3, the principle on the equity of the incumbent shall apply. For purposes of these guidelines, the term incumbent shall be defined as the item holder regardless of current place of assignment or actual designation.
o if the incumbent opts not to apply for any other position. that plantilla item will NOT be open for applicants, and the incumbent shall be retained as the item holder.
o If the Incumbent opts to apply for any other position, the plantilla item will be open for applicants and will undergo the selection and promotion process (along with other positions), on the condition that if the incumbent is not selected in any of the other positions he/she applied for. he/she shall remain as the item holder of his/her originall plantilla item
• for example. if the CARPO of the PBD Division of a high-PBD provincial office applies for the CARPO position of the PBD Division of the Regional Office, then the CARPO position in the provincial office will be open for applicants. However. if the Region Local Selection and Promotions Board does not select that CARPO for the position he applied for, then he shall remain as the CARPO of the PBD Division of the province. even if the Provincial Local Selection and Promotions Board has already selected another person.
• With respect to retained positions from the existing staffing pattern in a retained/renamed division which has been reduced In number. where the number of actual incumbents is larger than the number of available items, selection is limited to the actual Incumbents in filling up the items.
• With respect to newly created positions and retained positions which are vacant, the items will be open for application from any of the employees' of the DAR (even outside of that Division). Employees holding next-in-rank
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, Ibid. • Whether Regular, Temporary, casual, and Contractual. Those under Contract of Service are not included in
the term "employees".
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position to the retained-vacant position will automatically be included in the list of contenders. The most qualified employee in terms of merit and fitness based on the criteria set in MC 14. s.2013 shall be recommended for the position.
b. ISP Positions in Merged Division
• The rules under Retained/Renamed Divisions will apply to the surviving division of merged divisions.
c. ISP Positions In Consolidated Oivlsions/Offices
• Whenever the consolidation of two or more Divisions results in the reduction in the number of particUlar positions [for example, the CARPO of the STO Division of a Region). and the number of actual incumbents5 is larger than the available positions in the ISP, the selection, therefore, and placement in the ISP shall be limited to the actual number ot incumbents.
• If the number of actual incumbents is smaller than or equal to the number Q,I\. of available positions in the ISP6, then the rules on retained positions with r-rr ) no movements (see above) applies. l
• If the consolidation of two or more Divisions does not affect a particular position [for example, Accountant III of STO Division in the Region), then the rules on retained positions with no movements also applies.
'ld. ISP Positions In Created Division
• ALL Positions in a Created Division will be open for application from any employee? of the DAR (even outside of that Division). Employees holding next-in-rank position to the retained-vacant position will automatically be included in the list of contenders. The most qualified employee in terms of merit and fitness based on the criteria set in MC 14, s.2013 shall be recommended for the position.
~ e. Abolished POsitions
5 For example, the CARPO position of the Admin Division, the Planning Division, and the IE Division are all filled
prior to its consolidation into the STO Division ~ 6 For example, only the CARPO position of the IE Division is all filled prior to its consolidation into the STO
Division 7 Whether Regular~ Temporarvl Casual, and Contractual. Those under Contract of Service are not included in ~1\ the term tlemployees".
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• Position holders of abolished plantilla items, such as those under an abolished office/unit or those caused by the downgrading. merging. or consolidation of units. shall be deemed as affected. Options for affected employees specified in Memorandum Circular No. 14, s. 2013 shall accordingly apply.
NOTE: Detailing. secondmenl. and re-assignment (assignment of position holder to another government agency. office or unit) are no longer allowed under the DAR Rationalization Plan. However. concurrent assignments will be allowed in cases where the number of available qualified employees to do the required activities or tasks is limited.
III. PROCEDURE and CONDITIONS of SWAPPING FOR RANK-AND FILE-EMPLOYEES
Swapping remains as one of the options of employees in the implementation of the DAR Rationalization Plan. A retained employee may be allowed to retire with incentives under Executive Order No. 366 (E.O. 366). provided there is an affected employee opting to stay in the DAR. holding a position with the same salary grade as the retained position. and possessing the qualification requirements of the latter.
~ If the number of retained employees who want to retire exceeds the number of affected employees qualified to be placed in the item of the abovementioned retained employees. the following must be taken into consideration in selecting who can avail of the incentive package: 1. Age 2. Physical health 3. Length of service
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~ • The Selection and Promotions Board shall be primarily responsible in identifying who may be eligible for the swapping. The CMT and the SubCMT. on the other hand. shall ensure compliance with Rule VI. Section 13. (il of the Implementing Rules and Regulations of Executive Order No. 366. which states that: "A funded position shall be offered for abolition for ~ every employee who opted for voluntary retirement/separation. There shall be no instance that the number of positions to be offered for abolition shall be less than the number of personnel who availed ~ themselves of the voluntary retirement/separation benefit." The final decision. however. remains with the DBM.
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• The procedure for swapping is. as follows:
1. The Selection and Promotions Board shall. based on the submitted options of employees (whether retained or potentially affected). match the preferences of employees.
2. It shall identify, from among the possibly affected employees, those who may be able to discharge the functions of the retained position. The identification shall first be from within the office/province. The search may be expanded to the other offices within the Central Office or the other provinces within the region.
3. The Selection and Promotions Board shall make sure, through a joint undertaking, that the employee identified to swap with the retained employee is Willing to perform the functions of the retained positions and shall not seek re-assignment.
4. Upon conclusion of the deliberations, the recommendations will be ..h forwarded to the CMT for the Central Office and the Sub-CMT for the r Regional and Provincial Offices for approval. The recommendation shall indicate the name, position. item number. and office of the employees targeted for the swapping. the qualification standards of the retained position. and the qualifications of the employee intended to perform the functions of the retained position. ~
IV. DEPLOYMENT OF RANK-AND-FILE PERSONNEL UNDER CO-TERMINUS WITH THE INCUMBENT (CTI) STATUS
• Permanent Rank-and-File employees who are converted to CTI status shall be assigned tasks based on their skills and expertise. ~
• For purposes of deployment, the following policies shall be followed:
~ o Pooling shall be based on the mother unit of the concerned employee. The Mother Unit of an employee with CTI status is the DARCO, DARRO. or DARPO where his/her abolished unit was formerly a ~ part of. For example, the mother unit of an employee of PSRS, if he/she opts to be under CTI status. is the DARCO (not PSRS).
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o The actual assignment to be given to the employee under CTI-status shall be within the prerogative of management. provided that the assignment to be given shall be comparable to the competency and skill-set expected of an employee who holds the item he/she occupies under the existing staffing pattern.
• The rules on deployrnent (i.e.. place of assignrnent) shall be. as follows:
a. As far as practicable. employees on CTI status will be deployed within any office under his/her Mother Unit. The deterrnination of what the office shall be under the mother unit is within the prerogative of management.
b. At the instance of management. but with the consent of the affected employee, an employee under CTI status may be deployed in any office outside his/her mother unit.
c. The affected employee may be deployed in offices outside his mother unit in interest or exigencies of the service even without his consent. provided the latter has been consulted. However, if the place of assignment selected (without consent but after consultation) is outside the 50 kilometer radius of the mother unit. and/or will result in the need for relocation or change of residence. his/her deployment to that office may not exceed 30 days, and provided said personnel may avail of travelling expenses entitlements.
V. EFFECTIVITY
These supplementary guidelines shall take effect immediately cAr 30 August 2013, Diliman, Quezon City
