Performance Reviews

Performance reviews evaluate employee and organizational accomplishments against committed targets. This guide covers the IPCR and OPCR processes within the Strategic Performance Management System (SPMS).

Overview

The performance review system follows a structured approach:

1. Target Setting - Define performance commitments at the start of the period
2. Monitoring - Track progress throughout the review period
3. Rating - Evaluate accomplishments against targets
4. Review - Supervisor assessment and feedback
5. Approval - Final validation and sign-off

Types of Performance Reviews

IPCR (Individual Performance Commitment and Review)

Evaluates individual employee performance based on their specific job responsibilities.

OPCR (Office Performance Commitment and Review)

Evaluates organizational unit performance based on collective outputs.

Relationship Between IPCR and OPCR

Office Targets (OPCR)
├── Division Targets
│   ├── Employee 1 (IPCR)
│   ├── Employee 2 (IPCR)
│   └── Employee 3 (IPCR)
└── Individual contributions roll up to office performance

Review Periods

Performance Dimensions

All targets and accomplishments are rated across three dimensions:

Quality

How well the work was performed.

Efficiency

How resourcefully the work was completed.

Timeliness

How promptly the work was delivered.

Rating Scale

Creating an IPCR

Step 1: Navigate to IPCR

1. Go to PMS > Ratings > IPCR
2. Click Create IPCR
3. Select the employee and review period

Step 2: Define Performance Indicators

Add the targets and success indicators for the review period.

Step 3: Example IPCR Structure

IPCR for: Juan Dela Cruz
Position: Administrative Officer III
Period: First Semester 2024

Strategic Priority: Efficient Office Operations
├── MFO: Administrative support services provided
│   ├── Indicator: Documents processed within SLA
│   │   └── Target: 95% compliance
│   ├── Indicator: Reports submitted on time
│   │   └── Target: 100% on-time submission
│   └── Weight: 40%
│
├── MFO: Records management maintained
│   ├── Indicator: Filing accuracy rate
│   │   └── Target: 99% accuracy
│   └── Weight: 30%
│
└── Core Competencies
    ├── Self-Management: Target rating 3
    ├── Professionalism: Target rating 3
    └── Weight: 30%

Step 4: Submit for Review

1. Complete all performance indicators
2. Review the total weight (must equal 100%)
3. Click Submit for Review
4. Await supervisor rating

Creating an OPCR

Step 1: Navigate to OPCR

1. Go to PMS > Ratings > OPCR
2. Click Create OPCR
3. Select the organization and review period

Step 2: Define Office Targets

Step 3: Example OPCR Structure

OPCR for: Administrative Division
Period: First Semester 2024

Strategic Priority: Responsive Administration
├── MFO: Human resource services delivered
│   ├── Indicator: Recruitment cycle time
│   │   └── Target: Average 30 days
│   ├── Indicator: Training programs conducted
│   │   └── Target: 12 programs
│   └── Responsible: HR Section
│
├── MFO: Financial management services provided
│   ├── Indicator: Budget utilization rate
│   │   └── Target: 95% minimum
│   └── Responsible: Finance Section
│
└── Support Functions
    ├── Indicator: Internal customer satisfaction
    │   └── Target: 90% satisfaction rate
    └── Responsible: All sections

Rating Process

Self-Rating (Employee)

1. At the end of the review period, access your IPCR
2. Enter actual accomplishments for each indicator
3. Provide self-ratings for Q, E, T dimensions
4. Add remarks and supporting evidence
5. Submit for supervisor review

Supervisor Rating

1. Go to PMS > Ratings > IPCR
2. Access subordinates' submitted IPCRs
3. Review accomplishments and self-ratings
4. Provide supervisor ratings
5. Add feedback and recommendations
6. Submit for final approval

Rating Considerations

Performance Review Workflow

IPCR Workflow

Draft → Submitted → For Review → Reviewed → Approved → Final
  ↓         ↓          ↓           ↓          ↓
 Edit    Recall    Supervisor   Rater    Approver
                    Rating     Sign-off   Sign-off

Status Definitions

Performance Signatories

Each IPCR/OPCR requires signatures from designated authorities.

IPCR Signatories

OPCR Signatories

Performance Summary

Individual Summary

View consolidated performance data for an employee:

Office Summary

View consolidated performance data for an organization:

Generating Summary Reports

1. Go to PMS > Ratings > Summary
2. Select the organization and period
3. Choose report type
4. Generate and export

Best Practices

Target Setting

• Set SMART targets (Specific, Measurable, Achievable, Relevant, Time-bound)
• Align individual targets with office goals
• Distribute weights appropriately
• Include both output and competency measures

During the Period

• Track progress against targets regularly
• Document accomplishments as they occur
• Gather supporting evidence
• Address performance issues early

Rating Phase

• Be objective and evidence-based
• Provide constructive feedback
• Recognize achievements appropriately
• Identify genuine development needs

For Supervisors

• Rate consistently across subordinates
• Avoid rating inflation or compression
• Schedule face-to-face discussions
• Document rating justifications

Common Issues and Solutions

Issue: Cannot Submit IPCR

Possible Causes:

1. Weights don't total 100%
2. Missing required fields
3. Review period not open

Solutions:

• Verify weight distribution
• Complete all mandatory fields
• Check if submission period is active

Issue: Rating Discrepancy

Possible Causes:

1. Self-rating differs from supervisor rating
2. Unclear success indicators
3. Missing documentation

Solutions:

• Discuss with supervisor
• Provide additional evidence
• Clarify indicator interpretation

Issue: Performance Review Returned

Possible Causes:

1. Incomplete information
2. Rating requires justification
3. Targets need revision

Solutions:

• Address reviewer comments
• Add required documentation
• Revise as instructed and resubmit

Issue: Cannot View Subordinate's IPCR

Possible Causes:

1. Not designated as rater
2. Employee in different organization
3. Review not yet submitted

Solutions:

• Verify rater assignment
• Check organizational hierarchy
• Wait for employee submission